Document Capture and Distribution WHITE PAPER SmarThru TM Workflow 2 Document Capture and Distribution Introduction This white paper describes the design and the features used by the Samsung SmarThru TM Workflow 2 document capture and distribution solution. What is a Workflow? In SmarThru TM Workflow 2, a workflow is an automated set of document processes performed in a distinct order: Capture (Input) Process (Transform) - optional Distribute (Transmit) You can configure this automated workflow process by using a visual representation called a workform. What is a Document Capture and Distribution Solution? These days, enterprises are creating new paperbased documents daily. This tremendous volume of paper documents is making their business workflow more inefficient and expensive. To enhance productivity in enterprise business workflows, and to save printing costs, Samsung engineers have developed the ideal document capture and distribution solution for enterprises that generate large volumes of documents. The Samsung document capture and distribution solution allows users to capture paper-based documents digitally and to send them to various destinations. This is a powerful solution for enterprises that must manage large volumes of paper documents over a widely distributed system. Samsung s SmarThru TM Workflow 2 can help you to enhance your office workflow processes, save printing cost and time, and eliminate physical storage space needed for filing cabinets and file boxes. What is SmarThru Workflow 2 Document Capture and Distribution? SmarThru TM Workflow 2 Document Capture and Distribution is a web-based document management solution that provides features for converting paper-based information into digital images and sending them directly to multiple user-defined destinations. By using the advantages of web service technology, SmarThru TM Workflow 2 enables thirdparty applications to communicate with devices more easily and efficiently. In terms of security, SAMSUNG engineers have provided Secure Sockets Layer (SSL) to encrypt your documents before sending them from devices to SmarThru TM Workflow 2. It uses HTTPS to secure data transferred between clients and SmarThru TM Workflow 2. This prevents any modifications to your documents while they are in transit and it secures them against hackers. You use a web browser to access the SmarThru TM Workflow 2 solution.
White Paper The SmarThru TM Workflow 2 interface presents the solution features as web pages. These pages are where you can use the features to define your own custom workflows. The features provided by SmarThru TM Workflow 2 include the following: Capture - allows you to capture an assortment of paper and e-documents for your digital workflow. Sending - sends any document instantly to multiple destinations (Email, FTP, PCFax, Folder, Printer, SharePoint, Windows Fax, Database, WebDav). Integration - enables improved teamwork and collaboration by leveraging third-party applications. Drivers - makes printing documents easier server-based drivers enable your enterprise to use any printer from any network location. Devices - searches the network for Samsung devices, which support SmarThru TM Workflow 2. Security - assigns users to devices for workform management by using role-based security. Metadata - provides various plug-ins allowing multiple destinations by using the Scan Metadata feature. Workform - allows users to create their own workform visually. Status - provides the history status for each workflow job. Configuration - allows the administrator to configure a common user environment. Overview SmarThru TM Workflow 2 is an intelligent document management solution for capturing paper documents digitally from several input sources (Scan, Email, Folder, FTP, Fax) and distributing them to multiple destinations (Email, FTP, PCFax, Folder, Printer, SharePoint, Windows Fax, Database, WebDav). You only need to install SmarThru TM Workflow 2 on a server. You do not need to install it on every client computer. You can access this solution through a web browser. SmarThru TM Workflow 2 communicates securely by using the Secure Sockets Layer (SSL) technology. By using web service technology, SmarThru TM Workflow 2 enables third-party applications to communicate with document devices. This feature can extend your document management solution to existing IT infrastructure more quickly and easily (you can only forward scanned paper documents to third-party applications). SmarThru TM Workflow 2 Main Screen: 2
White Paper SmarThru TM Workflow 2 The following SmarThru TM Workflow 2 diagram depicts how SmarThru TM Workflow 2 transfers information. It sends the information captured from the input plug-ins to multiple destinations by using the Workform. You can add tags to the sent data by adding metadata to the workform. These tags allow you to quickly locate and retrieve the data in the future. The SmarThru TM Workflow 2 solution includes an Optical Character Recognition (OCR) feature that converts image-based documents (tif, bmp) into text-based documents (searchable PDF, doc, rtf) for editing and searching. SmarThru TM Workflow 2 Diagram: Scan FTP E-mail Fax Printer Folder E-mail Fax Database Folder Metadata / OCR WebDAV Microsoft SharePoint FTP 3 rd Party Application Workform A Workform B SmarThru TM Workflow 2 Access Role-based security controls access to the SmarThru TM Workflow 2 solution. The SmarThru TM Workflow 2 role types used for access include Administrator and User. Administrator Role The Administrator role allows a user to manage all of the SmarThru TM Workflow 2 features. These features include the following: Admin configuration Device configuration Authentication Account management Public Workform settings Third-party registration Maintenance Environment setup. User Role The User role allows a user to perform the standard public tasks using the SmarThru TM Workflow 2 features. These features include the following: Creating private workforms Modifying private workforms Deleting private workforms Using private workforms Checking job history results. 3
White Paper SmarThru TM Workflow 2 Technical Specification The SmarThru TM Workflow 2 solution is a software application available from Samsung. You must activate this software by using a license key. The following table lists the technical specifications for the SmarThru TM Workflow 2 solution: Recommended hardware Compatible devices Pentium 3.0 GHz or faster processor 1 GB of RAM 20 GB of hard drive space 1280 x 1024 dpi display resolution MultiXpress 6345N (SCX-6345N), SCX-5835FN, SCX-5935FN, MultiXpress 6555N (SCX-6555N), MultiXpress C8380ND (CLX-8380ND) Supported operating systems Windows 2000, Windows XP, Windows Server 2003, or Windows Vista Supported browsers Supported languages Contents in the case License packages Output file formats Input Method Transform Method Transmit Method Workform Address book Warranty Internet Explorer(v 6.0 or later) or Firefox(v 2.0 or later) English, German, French, Italian, Spanish, Korean SmarThru TM Workflow 2 CD-ROM, Quick Guide 1 device / 5 devices / 15 devices / 30 devices / 100 devices A maximum of 100 devices can be supported. Scan:.tif, PDF,.jpg, Multi-Page.tif Scan with OCR:.rtf,.doc*, Searchable PDF Fax: PDF, Multi-Page.tif *Microsoft Word compatible format Scan, Fax*, Email, FTP, Shared Folder *Fax input is only available when a device is capable of receiving faxes. OCR (ReadIRIS)** Email, Folder, FTP, Printer, PCFax, Windows Fax, MS SharePoint, Database, WebDav The administrator can create 100 public workforms. Each user can have 100 private workforms. Device Address Book, LDAP Address Book Authentication SmarThru TM Workflow 2 Server Local Account, SyncThru TM Web Admin Service Account, LDAP, Windows Domain Account 90 Days Limited Warranty (Please contact your selling agent for extended warranty service details) **OCR does not support Asian characters when the Fax input feature is selected and when SmarThru TM Workflow 2 is installed on an Asian Operating System. 4
White Paper SmarThru TM Workflow 2 What is a Workform? SmarThru TM Workflow 2 provides four types of workforms such as public workforms, private workforms, generic workforms, and device workforms. By using workforms, you can organize the repetitive input, control the transforms, and configure the output settings. SmarThru TM Workflow 2 Communication Interface The SmarThru TM Workflow 2 server communicates with the digital MFP by using the SmarThru TM Workflow 2 protocol created by Samsung. The following is a diagram of the SmarThru TM Workflow 2 protocol. What is Metadata? Metadata is a group of document data (the user name of the person who conducted the scanning job, the date and time they performed the scanning job, etc) you can attach electronically to the document file during processing. SmarThru TM Workflow 2 supports two types of metadata: General Information Metadata SmarThru TM Workflow 2 generates general information metadata automatically. This metadata includes date, time, user name and device information, etc. User-Specific Information Metadata Unlike general information metadata, you can select the data you want to include such as invoice number, or total amount of bill, etc. What is SmarThru TM Dynamic Tag? SmarThru TM Workflow 2 provides the SmarThru TM Dynamic Tag (SDT) feature to enable metadata values to be replaced in the configuration file while you execute the workform. You can use this feature when you set the output filename, the value in the column of SharePoint with the user name of the person who logged on to the device, the date and time they performed the scanning job, the plug-ins added to the workform and selected metadata, etc. By using the SmarThru TM Workflow 2 application s metadata and SmarThru TM Dynamic Tag (SDT) features, you can manage your documents easily and efficiently. 5
White Paper Workform Library Feature The SmarThru TM Workflow 2 workform library feature provides a detailed list of devices. This list includes device information such as an image of the device, the name of the device, the device s IP address, its model name, and the device workforms managed by the SmarThru TM Workflow 2 application. The administrator can view all of the registered devices and all of their corresponding workforms. The administrator can also view all of the workforms assigned to the generic device. Only users authorized by the administrator can view the public workforms along with the private workforms assigned to the corresponding devices. Users can also view the public workforms and the private workforms assigned to the generic workform. An Input plug-in is required on all workforms. The types of Input plug-ins include the following: Scan Fax Email FTP Folder Transform plug-in Transform plug-ins are used by the workform to convert the scanned or faxed image into editable text, which is editable and searchable. This plugin is optional when creating a workform. There is only one type of Transform plug-in; the OCR plug-in. Transmit plug-ins The Transmit plug-ins are used to distribute the desired files or information to one destination or to multiple destinations. A Transmit plug-in is required on all workforms. A workform can include up to nine different Transmit plug-in types (this number depends on the access rights given by the administrator). The types of Transmit plug-ins include the following: Email Folder Database FTP Printer SharePoint PCFax WebDav Windows Fax Workform Manager Features The SmarThru TM Workflow 2 workform manager features allow you to manage a workform graphically. You can create a workform by selecting an Input, a Transform, and a Transmit plug-in. The plug-ins you can select from SmarThru TM Workflow 2, include the following: Input plug-ins By using the Input plug-in, SmarThru TM Workflow 2 captures the necessary data from the selected input source. 6
White Paper SmarThru TM Workflow 2 Job History Features Pie Chart Example: The SmarThru TM Workflow 2 job history feature provides details of the jobs performed, and the workforms used, on the devices. Job History List The SmarThru TM Workflow 2 Job History list feature displays detailed information about the jobs performed. You can analyze the results for each job by viewing them on the Job History page. Settings Features Job History Report The SmarThru TM Workflow 2 Job History report feature measures the number of jobs performed for target destinations and displays them using a Bar or Pie Chart. Bar Chart Example: The SmarThru TM Workflow 2 settings features allow an administrator and a user to use the SmarThru TM Workflow 2 more easily and efficiently by configuring devices, default values for workform creation, and authentication methods between a device and SmarThru TM Workflow 2, and more. These features are different depending on whether you are an administrator or a user. Administrative Settings These are the features available for an administrator: Admin Configuration Feature Administrators can enter their contact information in the Admin Configuration page. All of the users can view this administrator information from the Contact area in the right upper corner of the webpage. 7
White Paper Device Configuration Feature The SmarThru TM Workflow 2 Device Configuration feature allows the administrator to manage the devices from the Device List on the Device Configuration page. They can hijack, delete, and add devices by clicking on the corresponding buttons. Account Management Feature The SmarThru TM Workflow 2 Account Management feature allows the administrator to manage the user and group, access rights for each plug-in, and to assign the users and groups to the desired devices on the Account Management page. Authentication Feature The SmarThru TM Workflow 2 Authentication feature allows the administrator to configure the authentication methods for devices and for SmarThru TM Workflow 2. This feature provides the following authentication methods: Turn on Authentication from device Allow all users to use Workforms Network, Workflow, SyncThru (4.x) Workform Setting Feature The SmarThru TM Workflow 2 Workform Setting feature allows the administrator to configure the default workform values by using the Workform Settings page. This feature supports the following functions: SMTP Server FTP Server Address Book PCFax Server Miscellaneous 8
White Paper SmarThru TM Workflow 2 Third Party Registration Feature The SmarThru TM Workflow 2 Third Party Registration feature allows the administrator to configure the settings to connect with third-party applications. By using this feature, the administrator can register, modify, and delete the third-part application settings in SmarThru TM Workflow 2. Setup Environment Feature The SmarThru TM Workflow 2 Setup Environment feature allows the administrator to configure the basic port information and to set up the SSL certificate for secure network communication. Maintenance Feature The SmarThru TM Workflow 2 Maintenance feature allows the administrator to manage database backups, data records for performed jobs, and temporary job data from the Maintenance page. This feature provides the following functions: Backup Job History Temporary Job Folder 9
White Paper User Settings These are the features available for a user: My Configuration Feature A user can configure their basic personal information by using the My Configuration feature. Workform Settings Feature The SmarThru TM Workflow 2 Workform Setting feature allows a user to configure default values used for creating a workform by using the Workform Settings page. This feature supports the following functions: SMTP Server FTP Server Address Book PCFax Server Miscellaneous SmarThru TM Workflow 2 Advantages The SmarThru TM Workflow 2 provides key advantages for improving your document workflow. Easy to Use and Install You can easily access SmarThru TM Workflow 2 through any web browser. Unlike other vendors document capture and distribution solutions, you only need to install SmarThru TM Workflow 2 on the server. Easy Information Sharing You can simplify sharing of e-documents and paper documents across the organization. By using the Input, Transform, and Transmit plugins on SmarThru TM Workflow 2, you can capture paper documents digitally and distribute them to multiple destinations. Productive Business Process You can save yourself time by locating information easily and quickly with metadata and mitigate the risk of losing documents. SmarThru TM Workflow 2 supports metadata to be used in many ways such as for indexing, searching, and categorizing. Additionally, by using efficient digital business processes, you do not need to worry about losing your documents. Efficient Cost Savings You can save costs by eliminating wasteful manual filing and searching. SmarThru TM Workflow 2 eliminates paper storage and transportation costs, and saves toner cost by sending fax documents to the desired destination directly without printing. 10
White Paper SmarThru TM Workflow 2 Extendable Workflow You can adjust the document management system for your own business environment by using the Software Development Kit (SDK) provided by Samsung. The following example shows how you can extend third-party applications by using Software Development Kit (SDK). Overall Architecture This SDK uses a WSDL file, which contains the Web Service definitions for use with the implementation guide and samples. Architecture and deployment scenarios: Architecture and Deployment scenarios for SmarThru Workflow 2.0 3 rd party applications SOAP 3 rd party App SmarThru TM Workflow 2 Microsoft SharePoint SOAP SmarThru Workflow 2.0 3 rd party App User Shared Folder Third-Party Application SmarThru TM Workflow 2 allows integration with third-party applications, extending and customizing your workflow. This easy customization on your business environment lets you modify your application easily and quickly. SmarThru TM Workflow 2 Software Development Kit (SDK) The SmarThru TM Workflow 2 SDK is a software development kit that allows third-party developers to use scanning and user input handling capabilities from Samsung networked MFPs seamlessly with their own product and solutions. This SDK is language and platform independent. It uses industry standard Web Service technology for system interoperation wildly supported by development toolkits. SmarThru TM Workflow 2 SDK Components The SDK includes the following: Virtual Machine Simulator (VM) tool Sample Source Code SmarThru TM Workflow 2 third party document. SmarThru Workflow 2.0 & 3 rd party App(s) Use-Case for third-party application The following diagram displays the use cases for third-party applications using SmarThru TM Workflow 2 (STWF) Web Services: 3rdPartyApp: STWFSendAppTest STWFStartApp STWFGetNextPage STWFStopApp STWFSendImage STWFSendImageChunk STWFSendImageAbort : STWF 11
White Paper About Samsung Electronics Samsung Electronics Co., Ltd. is a global leader in semiconductor, telecommunication, digital media and digital convergence technologies with 2008 consolidated sales of $96 billion. Employing approximately 164,600 people in 179 offices across 61 countries, the company consists of two business units: Digital Media & Communications and Device Solutions. Recognized as one of the fastest growing global brands, Samsung Electronics is a leading producer of digital TVs, memory chips, mobile phones, TFT-LCDs, and printers. For more information, please visit www.samsung.com. Samsung CLP-770ND Color Laser Printer For more information, please visit www.samsung.com 2009 by Samsung Electronics. All rights reserved. This white paper is provided for information purposes only. All of the information included herein is subject to change without notice. Samsung Electronics is not responsible for any direct or indirect damages, arising from or related to use of this white paper. SmarThru TM Workflow 2 WP A4 Rev0A, 12 August 2009 12