uniflow Collaboration Guide

Transcription

1 uniflow Collaboration Guide

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3 Contents of This Manual Chapter 1 Overview Chapter 2 Chapter 3 Appendix Please note that the information contained herein is subject to change without prior notice. You should agree with it before using the product. If you find any question, error, or missing information regarding this manual, please inform us of it. It is prohibited to copy or transfer any contents of this manual without prior permission from us. If you should destroy or delete data by using this software, you cannot restore the data. We do not owe any liability for such data destruction or deletion, and any consequence caused by it. You should agree with it before using the product.

4 Contents Preface iii How to Use This Manual iii Target Readers iii Symbols Used in This Manual iii Buttons/Icons Used in This Manual iii Regarding Screens iv Regarding Abbreviations iv Trademarks and Copyright v Chapter 1 Overview Overview About uniflow Collaboration Required System Environment Hardware Software System Configuration Example Chapter 2 Flow Confirming the Settings Confirming the uniflow Settings Confirming the Desktop Settings Receiving from uniflow Editing on Desktop Editing the Document Editing the Properties Returning to uniflow Chapter 3 Appendix FAQ Glossary Index ii

5 Preface Thank you for purchasing imagerunner ADVANCE Desktop (hereafter referred to as Desktop). This manual introduces the procedures and cautions on integrating Desktop and uniflow (the unified document input/output management system). Please read this manual carefully before use, to understand and use effectively the functions of Desktop and uniflow in collaboration. Please keep this manual in a safe place after reading it. How to Use This Manual Target Readers This manual assumes that the readers have prior knowledge of Windows, printer operations and basic uniflow operations. Symbols Used in This Manual The following symbols are used in this manual for safety measures. IMPORTANT It describes important issues that must be complied with when using this product. Read the descriptions to prevent any trouble caused by erroneous operations. NOTE It indicates items for reference or supplementary information. It is recommended that they be read carefully. Buttons/Icons Used in This Manual This manual indicates screen names, item names and button names displayed as follows. Buttons, setting items and selection items displayed in the screens: [Next] Icons displayed in the screens: (Close) iii

6 Regarding Screens Computer operation screens used in this manual are examples. Screens may be different depending on the environment that you use and/or the settings that your administrator configures. This manual uses computer operation screens in Windows 7 for descriptions if there is no mention of the screens. Regarding Abbreviations This manual uses the following abbreviations to describe the respective names. Microsoft Windows Vista operating system is abbreviated as Windows Vista. Microsoft Windows 7 operating system is abbreviated as Windows 7. Microsoft Windows operating system is abbreviated as Windows. imagerunner ADVANCE Desktop is abbreviated as Desktop. imagerunner ADVANCE Desktop Document Monitor is abbreviated as Document Monitor. The Browser module of imagerunner ADVANCE Desktop is abbreviated as Desktop Browser. The Annotation Editor module of imagerunner ADVANCE Desktop is abbreviated as Annotation Editor. imagerunner/imagerunner ADVANCE device series are abbreviated as ir device. uniflow Client for Windows is abbreviated as uniflow Client. uniflow Server system is abbreviated as uniflow Server. iv

7 Trademarks and Copyright MEAP and the MEAP logo are trademarks of Canon Inc. Microsoft, Windows, Windows Vista and Windows 7 are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Adobe, the Adobe logo, Acrobat, the Adobe PDF logo and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. uniflow is a trademark of NT-ware Systemprogrammierung GmbH. Other products and company names herein may be the trademarks of their respective owners. v

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9 Overview 1 CHAPTER This chapter describes the collaboration function of Desktop and uniflow. Overview About uniflow Collaboration Required System Environment Hardware Software System Configuration Example

10 Overview 1 Overview Desktop is a software application designed to enable users to effectively process office documents, improving the productivity and reducing the cost of office documents in paper or electronic format. Desktop offers functions to edit scanned documents and their properties (meta-data). uniflow is a unified document input/output management system. uniflow provides functions such as cost management of office printing and copying, security management of confidential documents, universal driver and advanced scanning including OCR. 1-2 Overview

11 About uniflow Collaboration By integrating Desktop and uniflow, the documents scanned by ir devices managed by uniflow and their properties can be edited on Desktop. 1 The following shows the advantages of using uniflow: OCR documents in 137 languages capture the information contained within the scanned document Highly compress scanned documents to allow simple ing and reduce file storage needs Enter addresses, file locations or index data directly on the ir device panel* Select different scanning workflows to allow different document processing based on document type* * Features require a uniflow Scan Device License for MEAP Overview Adding "Process with imagerunner ADVANCE Desktop" workflow element to Scanning workflow in uniflow will enable collaboration with Desktop. The following shows an example of Scanning workflow. Scanning Workflow Including "Process with imagerunner ADVANCE Desktop" Workflow Element (Example) NOTE The green rectangle in the screenshot marks the workflow element "Process With imagerunner ADVANCE Desktop". About uniflow Collaboration 1-3

12 "Process with imagerunner ADVANCE Desktop" workflow element is followed by the following four scenarios depending on the result of processing in Desktop. 1 Overview 1. Success: When the job (the combination of the scanned document and meta-data) returns to uniflow Server 2. Timeout: After the job is downloaded from uniflow Server, the time set in the Time out parameter of "Process with imagerunner ADVANCE Desktop" workflow element has passed 3. Deleted: When the job was deleted in Desktop 4. Error: When an error occurs during the job transmission In the user's computer, the job is handed over via the following Hot Folders. 1. Desktop Hot Folder uniflow Client stores the job received from uniflow Server in this folder. Desktop takes out the job from this folder and moves it to My Tray, so that the user can edit it. 2. uniflow Hot Folder When the user returns the job to uniflow, Desktop stores the job in this folder. uniflow Client takes out the job from this folder and returns it to the Scanning workflow in uniflow Server. NOTE See the uniflow manuals about the details, for example its operation procedures. 1-4 About uniflow Collaboration

13 Required System Environment When integrating Desktop and uniflow, use them under the system environment satisfying both applications. 1 See the uniflow manuals for the required system environment for uniflow. The collaboration function with Desktop (Scan to Application) is only provided by uniflow Client for Windows. uniflow Client for other operating systems cannot collaborate with Desktop. Overview Hardware Compatible ir Devices Contact the sales personnel or the dealer where you purchased this product about the compatible ir devices. Software Supporting uniflow Version The following version of uniflow must be installed. uniflow Version 5.1 or later Supporting Desktop Version The following version of Desktop must be installed. Desktop Version or later Required System Environment 1-5

14 System Configuration Example The following shows an example of system configuration. 1 ir Device registered to uniflow uniflow Server OCR etc.. NTware (Scan workflow) Export Session Container Overview Scan to Workflow User s computer Edit Property Edit Document uniflow Client imagerunner ADVANCE Desktop System Configuration (Example) 1-6 Required System Environment

15 2 This chapter describes the operation procedures when using Desktop and uniflow collaboration. CHAPTER Flow Confirming the Settings Confirming the uniflow Settings Confirming the Desktop Settings Receiving from uniflow Editing on Desktop Editing the Document Editing the Properties Returning to uniflow

16 Flow 2 The following shows a typical operation flow when Desktop and uniflow are used in collaboration. 1. Confirming the Settings 1. Confirm the uniflow settings. (Required only at the first time) 2. Confirm the Desktop settings. (Required only at the first time) 2. Receiving from uniflow 1. Scan the document from an ir device registered to uniflow. 2. The scanned job is processed according to the workflow in uniflow. 3. When the processing reaches the "Process with imagerunner ADVANCE Desktop" workflow element, the job is downloaded from uniflow Server to the user's computer. 4. uniflow Client moves the job downloaded to the user's computer to Desktop Hot Folder. 5. Document Monitor periodically moves the job stored in Desktop Hot Folder to My Tray. 6. Start Desktop. The job is stored in My Tray. 3. Editing on Desktop 1. Edit the received document on Desktop and save the changes. 2. Edit the properties of received document and save the changes. 4. Returning to uniflow 1. Drag and drop the job on [uniflow] icon in the Desktop Output Bar. 2. Desktop moves the saved job from My Tray to the uniflow Hot Folder. 3. uniflow Client returns the job to the Scanning workflow in uniflow Server. 2-2 Flow

17 The following shows the flowchart of Desktop and uniflow collaboration. Start Confirm uniflow setting Confirming the Settings Confirm Desktop setting 2 (1) Scan document Receiving from uniflow (2) Download job (3) Move job to Desktop Hot Folder (4) Move job to My Tray (5) Edit the document Editing on Desktop (6) Edit the properties (7) Move job to uniflow Hot Folder Returning to uniflow (8) Return job to workflow END Flowchart of Desktop and uniflow Collaboration Flow 2-3

18 The following shows the Desktop and uniflow collaboration flow. Scanning workflow Job = document + meta-data (1) Scan ir Device registered to uniflow Document uniflow Server 2 (2) Download (8) Return to workflow uniflow Client uniflow Hot Folder User's computer (3) Move to Desktop Hot Folder (7) Move to uniflow Hot Folder Desktop Hot Folder Desktop Document data TIFF/PDF Meta-data XML (4) Move to My Tray (5) Edit document (6) Edit properties Desktop and uniflow Collaboration Flow 2-4 Flow

19 Confirming the Settings Confirming the uniflow Settings On uniflow side, adding the "Process with imagerunner ADVANCE Desktop" workflow element to the Scanning workflow enables the collaboration with Desktop. The following shows the procedure to confirm the uniflow settings. NOTE This procedure is only required at the first time using the Desktop and uniflow collaboration. 2 1 Confirm that uniflow Client is installed on the user's computer. 2 Confirm that "Process with imagerunner ADVANCE Desktop" workflow element is registered in the Scanning workflow. NOTE See "About uniflow Collaboration" in Chapter 1 for details on the Scanning workflow. See the uniflow manuals for the procedure to edit the workflows. Confirming the Desktop Settings When Desktop is installed on the user's computer with uniflow Client installed, [uniflow] icon is displayed on the Output Bar, which enables the collaboration with uniflow. The following shows the procedure to confirm the Desktop settings. NOTE This procedure is only required at the first time using the Desktop and uniflow collaboration. Confirming the Settings 2-5

20 1 Install Desktop on the user's computer with uniflow Client installed. NOTE For more information on how to install Desktop, see "imagerunner ADVANCE Desktop Installation Guide." 2 2 Start Desktop. [uniflow] icon is displayed on the Output Bar. The uniflow Hot Folder and Desktop Hot Folder are created automatically. NOTE If [uniflow] icon is not displayed on Desktop, see "FAQ" in Appendix. 2-6 Confirming the Settings

21 Receiving from uniflow The document is scanned on the ir device registered to uniflow, and received at Desktop. The following shows the procedure to receive the document on Desktop. 2 1 Set the document at the ir device registered to uniflow and scan it. uniflow Client receives the combination of the scanned document (in TIFF/ PDF format) and its property (as an XML file) as a job from uniflow Server. uniflow Client moves the received job to the Desktop Hot Folder. Receiving from uniflow 2-7

22 2 Start Desktop on the user's computer. The job is stored in My Tray. 2 NOTE For more details on My Tray, see "imagerunner ADVANCE Desktop Manual (HTML)." 2-8 Receiving from uniflow

23 Editing on Desktop The document and its properties (meta-data) of the received job can be edited on Desktop. Editing the Document 2 To the document, text and shapes can be added using the Annotation Editor of Desktop. Annotation Editor can be started from Desktop Browser or Document Binder. NOTE Only the documents in PDF format can be edited. Editing on Desktop 2-9

24 The following shows the procedure to edit the document. For Desktop Browser 1 In the file list view pane of Desktop Browser, select the target PDF document stored in My Tray Editing on Desktop

25 2 Select the [Tools] menu [Insert Annotations]. Or, follow one of the steps described below. Click (Insert Annotations) on the Tool Bar Right-click the document and select [Insert Annotations] Annotation Editor starts. 2 NOTE When you select [Prioritize Annotation Editor] in the [System Settings] dialog box, Annotation Editor also starts by any of the steps described below. Select the [File] menu [Open] Right-click the document and select [Open] Double-click the document Select the document and press the [Enter] key on the keyboard 3 Add text and shapes to the PDF document using Annotation Editor. NOTE For more details on the Annotation Editor, see "imagerunner ADVANCE Desktop Manual (HTML)." Editing on Desktop 2-11

26 4 Select the [File] menu [Exit]. Or, follow one of the steps described below. Click (Close) on the Annotation Editor While pressing the [Alt] key on the keyboard, press the [F4] key The document is saved in My Tray, and Annotation Editor closes. For Document Binder 2 1 In the file list view pane of Desktop Browser, select the target document stored in My Tray Editing on Desktop

27 2 Click (Print Preview) in the Output Bar. Or, follow one of the steps described below. Select the [Edit] menu [Edit and Print Preview with Document Binder] Right-click (Print Preview) and select [Edit and Print Preview with Document Binder] 2 Document Binder is started. NOTE The selected document is added to a new binder document. You can add all of the documents which can be printed with the computer in use. However, an import error may occur with some external applications. Editing on Desktop 2-13

28 3 Select the [Tools] menu [Insert Annotations]. Or, follow the step described below. Click (Insert Annotations) on the Tool Bar Annotation Editor is started and the opened document is displayed in the Annotation Editor screen. 2 4 Add text and shapes to the document using Annotation Editor. NOTE For more details on the Annotation Editor, see "imagerunner ADVANCE Manual (HTML)." 5 Select the [File] menu [Exit]. Or, follow the step described below. Click (Close) on the Annotation Editor The document is saved in My Tray, and Annotation Editor closes Editing on Desktop

29 Editing the Properties The properties of the scanned document can be edited on Desktop Browser. The following shows the procedure to edit the properties. 1 In the file list view pane of Desktop Browser, select the target document stored in My Tray. The properties of the selected document are displayed in the properties pane. If the properties pane is not displayed, follow one of the steps below: Select the [View] menu [Layout] [Properties Pane] Click (Show/Hide Properties Pane) on the toolbar 2 Editing on Desktop 2-15

30 2 Click (Edit Properties) in the properties pane, and edit properties with the status. Or, follow the step described below. Select the [File] menu [Edit Properties] to edit properties 2 [Edit Properties] [Undo Changes] [Name] [Type] [Date Created] [Date Modified] [Size] [Date Transferred] [Category] Edits the properties. Undoes the property value being edited. Displays the name of the document. It can be edited. Displays the type of the document. Displays the date and time when the document was created. Displays the date and time when the document was updated. Displays the size of the document. Displays the date when the document was transferred to My Tray. Displays whether a document is a circulated document or a document from uniflow. The document received from uniflow is displayed as "uniflow" Editing on Desktop

31 3 Click (Edit Properties) in the properties pane to turn the status, and then the editing of properties ends. Or, follow the step described below. Select another item in the Navigation Pane or the File List View Pane NOTE You can undo the value change by clicking [Undo Changes]. Changes made to the properties are reflected on the Desktop Browser screen when you refresh it. To refresh the Desktop Browser, follow one of the steps below: - Press the [F5] key on the keyboard - Click (Refresh) on the address bar - Select the [View] menu [Refresh] 2 Editing on Desktop 2-17

32 Returning to uniflow The job edited on Desktop is returned to uniflow using the Output Bar of Desktop. 2 NOTE 10 days after the document was sent from uniflow to Desktop, that document would be timeout, and cannot be returned to uniflow. Delete the timeout document from My Tray, or copy it to another library and then delete it from My Tray. The following shows the procedure to return the job to uniflow. 1 In the file list view pane of Desktop Browser, select the document to return to uniflow Returning to uniflow

33 2 Drag and drop the document on the [uniflow] icon in the Output Bar. Or, follow the step described below. Click the [uniflow] icon in the Output Bar The job is stored in the uniflow Hot Folder. uniflow Client returns the job to the Scanning workflow. 2 Returning to uniflow 2-19

34 Returning to uniflow

35 Appendix 3 CHAPTER FAQ Glossary Index

36 FAQ 3 Appendix Q1 In Output Bar of Desktop, [uniflow] icon is not displayed. A1 In a computer with both uniflow Client and Desktop installed, [uniflow] icon is automatically registered. If it is not displayed, confirm the following: Is uniflow Client installed in the user's computer? If not, install uniflow Client. After uniflow installation, has Desktop been restarted? If not, restart Desktop. Are there 20 icons on the Output Bar? If the icons registered to Desktop exceeds 20, the uniflow icon would not be displayed. Delete the unnecessary icons and restart Desktop. Q2 Cannot find the job from uniflow in My Tray of Desktop. A2 Is Document Monitor started? Document Monitor has to be started on the user's computer for the job received from uniflow to be stored in My Tray. If it is not started, start it by selecting the [Start] menu [All Programs] [Canon imagerunner ADVANCE] [ir-adv Desktop] [imagerunner ADVANCE Desktop Printer Monitor]. 3-2 FAQ

37 Glossary 1. Desktop Hot Folder A folder to hand over the job from uniflow Client to Desktop. It is automatically created when Desktop is installed in a computer with uniflow Client installed. 2. uniflow Hot Folder A folder to return the job from Desktop to uniflow Client. It is automatically created when Desktop is installed in a computer with uniflow Client installed. 3. Job A combination of scanned document and the meta-data (properties) related to that document. 4. Document The scanned content itself, related to the meta-data. In Desktop and uniflow collaboration, only the documents in PDF or TIFF format are supported. 5. My Tray The working folder in Desktop. The operations possible in My Tray and library differ. For more details on My Tray, see "imagerunner ADVANCE Desktop Manual (HTML)." 6. Meta-data An XML format file describing the document path and property information. The extension is "iwc" or "xml". uniflow Client converts the meta-data from xml to iwc when moving the job to the Desktop Hot Folder. 3 Appendix Glossary 3-3

38 Index A U 3 Appendix Annotation Editor 2-9 D Desktop 1-2 Hot Folder 1-4 Settings 2-5 uniflow 1-2 Hot Folder 1-4 Settings 2-5 W Workflow element 1-3 F Flowchart 2-3 O flow 2-2 P Process with imagerunner ADVANCE Desktop 1-3 Properties 2-15 Properties pane 2-16 S Scanning workflow 1-3 System configuration 1-6 System environment Index

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40 Pub No. SE-IE-1373-V2 CANON INC.