Scan Features Setup Guide

WorkCentre M123/M128 WorkCentre Pro 123/128

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Table of Contents
QUICK EMAIL SETUP ................................................................................................. 4 DESCRIPTION:................................................................................................................. 4 REFERENCES:................................................................................................................. 4 PROCEDURES FOR SCAN TO EMAIL SETUP: ....................................................................... 4 SCAN TO EMAIL TROUBLESHOOTING ................................................................................. 5 QUICK SCAN TO MAILBOX SETUP........................................................................... 6 DESCRIPTION:................................................................................................................. 6
REFERENCES: .................................................................................................................... 6

PRE-REQUISITES FOR SCAN TO MAILBOX SETUP: ............................................................... 6 PROCEDURES FOR SCAN TO MAILBOX SETUP THROUGH INTERNET SERVICES: ..................... 6 PROCEDURES FOR SCAN TO MAILBOX SETUP THROUGH LOCAL USER INTERFACE: ............... 7 QUICK NETWORK SCANNING SETUP...................................................................... 7 DESCRIPTION:................................................................................................................. 7 REFERENCES:................................................................................................................. 7 PRE-REQUISITES FOR NETWORK SCANNING SETUP: ........................................................... 8 PROCEDURES FOR NETWORK SCANNING SETUP:............................................................... 8 QUICK SCAN TO FTP SETUP .................................................................................... 9 DESCRIPTION:................................................................................................................. 9 REFERENCES:................................................................................................................. 9 PRE-REQUISITE FOR SCAN TO FTP................................................................................... 9 PROCEDURES FOR SCAN TO FTP:.................................................................................... 9 QUICK SCAN TO SMB SETUP ................................................................................. 10 DESCRIPTION:............................................................................................................... 10 REFERENCES:............................................................................................................... 10 PRE-REQUISITE FOR SCAN TO SMB SETUP: .................................................................... 10 PROCEDURES FOR SCAN TO SMB SETUP: ...................................................................... 10

Quick Email Setup

For: WorkCentre Pro 123/128

Description:
Hard copies can be scanned at the device and sent to remote clients as email attachments in Single TIFF, Multi TIFF, PDF, and JPEG format. SMTP and POP3 mail servers are used to send and receive email respectively.

References: System Administrator Guide -- contains detail concerning E-Mail setup.

User Guide contains information on how to send an email and how different addresses are used (Local Address, vs. Global Address LDAP)
Pre-requisites for Scan to Email setup:
1. Confirm that an existing operational network utilizing TCP/IP is available 2. Confirm that DNS and the Domain Name have been correctly setup for the M123/M128 3. Confirm that the following ports are enabled a. Scan to E-Mail: [Send E-mail] b. E-Mal Print: [Receive E-mal] c. Mail Notice service/Notify Job End by E-Mail:[Mail Notice Service]

Data to setup Email

SMTP mail server Host Name or IP Address SMTP Login/password M123/M128 Email Address Email addresses are created locally in the Address Book

Install Requirement Comments

Required If using external mail server, your Internet Service Provider will provide you with the mail server name or IP address. * Only if SMTP server requires password and login for authentication Required to enable sending Email. Local Address Book for email can be created which will contain email addresses. Displays only Email addresses on the corporate (LDAP) internal address book. No other LDAP data is accessed

Required* Required Optional

Optional LDAP server Address or Host Name

Procedures for Scan to Email setup: Step 1: From a workstation open up a Browser (such as Internet Explorer). Type in the URL, http://xxx.xxx.xxx.xxx (the xxxs represents the M123/M128 devices IP address). If connected properly
you should be presented with the M123/M128 devices CenterWare Internet Services web page.

Step 2: Setup the SMTP server configuration via CentreWare Internet Services. Click on the Properties tab, and then click the Protocols Settings folder, Click on the Email folder and Enter in the SMTP mail server Host Name or IP address and Port number (the default is port 25)

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Step 3: From the M123/M128 load a sample document into the document feeder that you wish to Email. Select the Email button. There are 3 ways to include a destination for an email address: Click on the Keyboard to enter an e-mail address on the local UI. Click on the Local Address Book and select the email destination. (Note: Local address book must have been created through the All Services Setup Menu before they can be used) If LDAP is enabled, you can click on the Global Address Book and select the destination. Step 4: Hit the Start button (Green button). Verify that the Email was sent successfully from the
M123/M128.

Step 5: Verify that the recipients of the Email received the document.

Scan to Email Troubleshooting

For Internal corporate mail servers substitute the word Corporate for ISP in the following troubleshooting table

Symptom SMTP error at M123/M128 device

Possible Cause Incorrect Mail server Host Name

Resolution/Validation Validate that the correct ISP mail server name has been entered in the SMTP Host Name field.

Incorrect settings in Microsoft Outlook Express Incorrect M123/M128 Email address entered

Verify that you can access the ISP mail server from within Microsoft Outlook Express and all settings are correct. Verify that the device is using the correct Email address issued by the ISP in the From: field. The Email address must match what the ISPs mail server is expecting. Check with your ISP to determine if this is a requirement. If so, enable SMTP authentication via CentreWare Internet Services for the M123/M128. Check with your ISP to determine if this the problem. Ask if they can accept mail on another port number. If so, change the SMTP port number via CentreWare Internet Services for the M20/M20i. Check with your ISP to determine if this is a requirement. If so, login to the Microsoft Outlook Express account and then try sending the Email. If this is successful you can set Outlook Express to check Email every 5 0r 10 minutes for the M123/M128 Email account.

ISP requires SMTP authentication to their mail server ISP does not allow mail on the standard port number 25

ISP requires login to the Email account via Microsoft Outlook Express before allowing mail to be sent

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Quick Scan to Mailbox Setup

For: WorkCentre Pro 123/128

Description:
This feature will allow documents to be stored into a mailbox (public or private) for future processing. References: System Administrator Guide -- contains detail concerning Network Scanning setup. User Guide contains information on mailbox Setup through the local UI as well as Internet Services.

Pre-requisites for Scan to Mailbox setup:

Confirm that an existing operational network utilizing TCP/IP is available

Data to setup Scan To Mailbox

Mailbox are created on the device Scan Driver is installed

Install Requirement
Required Optional

Comments
Refer to User Guide on how to create mailboxes. This utility can be installed via the CD ROM to view/print, scanned documents. Internet Services can be used to create/edit/view/print, scanned documents from the mailboxes.

Internet Services

Optional

Procedures for Scan to Mailbox setup through Internet Services:

Step 1: From a workstation open up a Browser (such as Internet Explorer). Type in the URL, http://xxx.xxx.xxx.xxx (the xxxs representing the M123/M128 devices IP address). If connected properly you should be presented with the M123/M128 devices CentreWare Internet Services web page. Step 2: Create Mail boxes via CentreWare Internet Services. Select Properties tab, and then Select mailboxes folder. Select Edit button and fill in all the information.

NOTE: A password will be required when accessing a mailbox, if mailboxes are password-protected on
creation. Step 3: From the M123/M128 select Scan to Mailbox feature. Select the mailbox number that you wish to scan the document to. Load the sample document into the document feeder and select the <Start> button. Step 4: Verify that the scanned document is in the mailbox, by selecting the mailbox number that the document was scanned to and selecting Document List.

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Procedures for Scan to Mailbox setup through Local User Interface:

Step 1: From the All Services Screen, select Setup Menu. Step 2: Select MailBox. Step 3: Select Create/Delete button Step 4: Enter all the information required. Note: if a password is entered for a mailbox, no one else can access that mailbox before entering the password. Step 5: Select Scan to Mailbox on the All Services Menu. Step 6: Select the Mailbox number and load a sample document on the document feeder. Select the Green Start button. Step 7: Verify that the scanned document is in the mailbox, by selecting the mailbox number that the document was scanned to and selecting Document List.

Quick Network Scanning Setup

For: WorkCentre Pro 123/128

Description:
Network scanning, uses FTP or SMB protocols to transfer scanned documents on to a server or a client. Templates and Repositories (folders) need to be set up to enable Network scanning. Please refer to the User Guide on how to set up templates and repositories.

References:
System Administrator Guide -- contains detail concerning Network Scanning setup. M123/M128 Quick Scan To FTP Setup contains information on how to setup Scan to FTP M123/M128 Quick Scan to SMB Set up -- contains information on how to setup Scan to SMB. User Guide contains information on how to set up templates and repositories

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Pre-requisites for Network Scanning setup:

1. Confirm that an existing operational network utilizing TCP/IP is available 2. Confirm that your transfer protocol (FTP/SMB) is configured correctly (refer to M123/M128 Quick Scan to FTP/SMB Setup) 3. Repository (folder) needs to be created on the FTP or SMB server to hold the scanned document 4. Confirm that the following ports are enabled a. TCP/IP Port b. FTP Client Port or SMB Port (depending on which protocol is going to be used) c. SNMP Port d. SOAP Port

Data to setup Network Scanning

Templates are created via Internet Services or any other Xerox Network Scanning Solutions. Repositories are created via Internet Services or any other Xerox Network Scanning Solutions. Kerberos IP Address

Install Requirement
Required

Comments
Refer to User Guide Centerware Internet Services for more information. Refer to User Guide Centerware Internet Services for more information. If Remote Authentication is required, then Kerberos needs to be enabled.

Required

Optional

Procedures for Network Scanning Setup:

Step 1: Create templates and Repositories via Internet Services Step 2: From the Local UI select Network Scanning option. Step 3: Choose a template from the list. You can also change any other value form Local UI. That will not impact the template configuration; only the current job will be affected. Step 4: Select the Green Button <Start>. Job will be sent to the server using FTP or SMB protocol as defined within the template. Step 5: Log on to the FTP or SMB Server. Navigate to the repository (destination) that was specified earlier. Your scanned document will be located in that folder.

NOTE: If Kerberos (remote authentication) has been enabled a separate login screen will appear when Network Scanning feature has been selected. Documents will not be scanned-in unless Kerberos server authenticates user access.

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Quick Scan to FTP Setup

For: WorkCentre Pro 123/128

Description:
Files can be scanned on the M123/M128 device and routed on to a server or a client using FTP protocol. Directory structures (repositories) need to be created on the server to hold the scanned documents.

References:
System Administrator Guide -- contains more detail concerning Scan to FTP setup. M123/M128 Quick Scan To FTP Setup contains information on how to setup Scan to FTP User Guide contains information on how to set up templates and repositories

Pre-requisite for Scan to FTP

1. 2. 3. 4. Confirm that an existing operational network utilizing TCP/IP is available FTP Server/Client exists and is running Repository (folder) needs to be created on the FTP server to hold the scanned document Confirm that the following ports are enabled a. TCP/IP b. FTP Client c. SNMP d. SOAP

Data to setup Scan To FTP

Repositories need to be set up on the FTP server. Server IP Address FTP Login/password information

Install Requirement
Required

Comments
This is the location or path of the directory for saving scanned documents. This is the IP address of the FTP server. This is required, if the FTP server requires login/password authentication. Most FTP servers will require a login/password. If Remote Authentication is required, then Kerberos needs to be enabled.

Required Optional

Kerberos IP Address

Optional

Procedures for Scan to FTP: Step 1: From the Local UI select Scan To FTP option. Enter all the information required. Refer to user guide for more detail information. Step 2: After all the information is entered on the local UI, load sample documents and select <Start>. Step 3: Logon to the FTP server. Navigate to the directory path (Repository) that was set up earlier on the server. Your scanned document can be found in the specified directory.

NOTE: If Kerberos authentication (remote authentication) has been enabled, a separate login screen will appear when Scan to FTP feature has been selected. Documents will not be scanned-in unless Kerberos server authenticates user access.
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Quick Scan to SMB Setup

For: WorkCentre Pro 123/128

Description:
Files can be scanned on the M123/M128 device and routed on to a server or a client using SMB protocol. Directory structures (repositories) need to be created on the server to hold the scanned documents.

References:
System Administrator Guide -- contains detail concerning Scan to SMB setup. M123/M128 Quick Scan To SMB Setup -- contains information on how to setup Scan to SMB User Guide contains information on how to set up templates and repositories

Pre-requisite for Scan to SMB setup:

1. 2. 3. 4. Confirm that an existing operational network utilizing TCP/IP is available SMB Server exists and is running Repository (folder) needs to be created on the SMB server to hold the scanned document Confirm that the following ports are enabled a. TCP/IP Port b. SMB Port c. SNMP Port d. SOAP Port

Data to setup Scan To SMB

Server IP address Server Shared Name Repository -- directory path, where the document will be stored in to on the SMB server SMB Login/password information

Install Requirement
Required Required Required

Comments
This is the IP address of the SMB server This is the name assigned to the shared folder on the SMB server This is the location or path of the directory for saving scanned documents. This is required, if the SMB server requires login/password authentication. Most SMB servers will require a login/password. If Remote Authentication is required, then Kerberos needs to be enabled.

Optional

Kerberos IP Address

Optional

Procedures for Scan to SMB setup:

Step 1: From the Local UI select Scan To SMB option. Enter all the information required. Refer to user guide for more detail information. Step 2: After all the information is entered on the local UI, load sample document(s) and select <Start>. Step 3: Logon to the SMB server. Navigate to the directory path (Repository) that was set up earlier on the server. Your scanned document can be found in the specified directory.

NOTE: If Kerberos authentication (remote authentication) has been enabled a separate login screen will appear when Scan to SMB feature has been selected. Documents will not be scanned-in unless Kerberos server authenticates user access.

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