Interwoven WorkSite Framework* User s Guide

GlobalScan Ver. 1.5 Interwoven WorkSite Framework* User s Guide Contents About GlobalScan... 4 About Interwoven... 4 MFD Operation... 5 Step 1: Place Document... 5 Step 2: Login... 5 Step 3: Select Database, Index Fields & Folder... 7 Step 4: Select Scan Settings... 11 Step 5: Start Scan... 11 Step 6: Review Job Log... 12 Step 7: Logout... 12 Appendix FAQs... 13 MFD Error Codes... 14 August, 2004 *Formerly known as imanage WorkSite. Copyright 2004 by Ricoh Corporation. All Rights Reserved.

Copyright 2004 by Ricoh Corporation. All Rights Reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, optical, chemical, manual or otherwise, without the prior written permission of Ricoh Corporation. GlobalScan is a registered trademark of Ricoh Corporation. Windows, Microsoft Exchange and Internet Explorer are registered trademarks of Microsoft Corporation. All other trademarks are the property of their respective owners. The material in this document is for information only and is subject to change without notice. While reasonable efforts have been made in the preparation of this document to assure its accuracy, Ricoh Corporation, its contractors and partners, assume no liability resulting from errors or omissions in this document or from the use of the information contained herein. Ricoh Corporation reserves the right to make changes in the product design without reservation and without notification to its users. 2

Table of Contents About GlobalScan... 4 About Interwoven... 4 Multifunctional Device Operation Step 1: Place Document... 5 Step 2: Login... 5 Step 3: Select Database, Index Fields & Folder... 7 Step 4: Select Scan Settings (not required)... 11 Step 5: Start Scan... 11 Step 6: Review Job Log... 12 Step 7: Logout (required)... 12 Appendix Frequently Asked Questions... 13 MFD Error Codes... 14 3

About GlobalScan TM GlobalScan enables a multifunctional device (MFD) to quickly scan documents to e-mail, or a folder, as well as perform OCR, fax and document management functions. GlobalScan s integration with Interwoven WorkSite, specifically, provides an integrated solution for document and content management via the Internet. Through this dynamic link with GlobalScan, Interwoven WorkSite enables enterprisewide collaboration and access to business information. This powerful, yet easy-to-use, paper document capture and distribution system works seamlessly with your existing mail infrastructure to significantly boost workgroup productivity by combining network scanning functionality within an accessible copier platform. Multifunctional Device About Interwoven Interwoven, Inc. is recognized as a world-leading provider of content management software solutions for the enterprise, as well as a leading source for software utilized in legal application environments, where reliability, flexibility and accuracy are crucial for every user and client. Input Management Output Network Login Authentication for NT, Novell and LDAP* Integrates seamlessly with existing network infrastructure Combines e-mail functionality within an accessible copier platform LDAP support for Global Address Book lookup Up to 100 multifunctional devices supported 128-bit security with HTTPS & SSL for every image scanned Direct interface through the MFD Ad-hoc e-mail addressing (through soft keyboard) Ability to read unlimited access to the Global Address Book with no limitations * Interwoven will utilize WorkSite authentication. 128-bit security with HTTPS & SSL for every image scanned Ability to scan files for delivery to e-mail from remote locations E-mail any document to any destination at the touch of a button Scan to PDF, TIFF and JPEG (color) formats (standard) Scan to PDF image/text for searchable files (option) Scan to Microsoft RTF & XLS format (option) 4

Multifunctional Device Operation GlobalScan - Interwoven Framework Step 1: Place document Place the document you wish to scan to the imanage server face up on the automatic document feeder (ADF) or face down on the platen glass. ADF Scanning Step 2: Login Log in to the GlobalScan Server as follows 1. Press Scanner key on device control panel. Display reads Login Please Login Welcome to GlobalScan Email Document Database Index Fields Folder Scan Settings Job Log 2. Press Login button. Display reads User Name * Password * Login Note: Asterisk (*) indicates required field. 5

3. Press User Name field. Software keyboard appears. 4. Enter valid User Name (case-insensitive). The maximum length of a user name is 64 characters (alphanumeric). 5. Press OK. Display reads, for example User Name * John Password * Login 6. Repeat steps 3 5 to enter Password field. Display reads, for example User Name * John Password * ****** Login 7. Press Login button. Display reads Logout Logged in Welcome to GlobalScan Email Document Database Index Fields Folder Scan Settings Job Log 6

Step 3: Select Database, Index Fields & Folder 1. Press Database button. Logout Logged in Welcome to GlobalScan Email Document Database Index Fields Folder Scan Settings Job Log Display reads, for example Database List Database: Accounting Finance OK Human Resources 2. Press (highlight) entry on Database List. Display reads, for example Database List Database: Accounting Finance OK Human Resources 7

3. Press OK. Display now reads Logout Logged in Welcome to GlobalScan Index Fields is enabled Email Document Database Index Fields Folder Scan Settings Job Log 4. Press Index Fields button. Display reads, for example Please Enter Document Profile Type * OK Class * Description Reset 5. Press Type drop-down (down arrow). Display reads, for example Type MIME TIFF WPF61 OK QUAT06 6. Press (highlight) Type, e.g, TIFF. Press OK. 8

7. Press Class drop-down (down arrow). Display reads, for example GlobalScan - Interwoven Framework Class JPEG MEMO TASK OK TEXT 8. Press (highlight) Class, e.g., MEMO. 9. Press OK. 10. Press Description field. Software keyboard is displayed. Pls Enter _ Backspace Delete All 1 2 3 4 5 6 7 8 0 - = \ q w e r t y u i o p [ ] a s d f g h j k l ; _ z x c v b n m,. / @ Space Shift Lock Shift OK 11. Enter Description. Press OK. Display reads, for example. Please Enter Document Profile Type * TIFF OK Class * Description MEMO TEST Reset 9

12. Press OK again. Display reads Logout Please Select a Folder to Scan or Email Document Welcome to GlobalScan Email Document Database Folder is enabled Index Fields Folder Scan Settings Job Log 13. Press Folders button. Display reads Please Select Email Document to send e-mail Logout Email Document Database Index Fields Folders Scan Settings Job Log Folder List for john Georgefolder Henryfolder Stephaniefolder Tylerfolder Paulfolder png1 png2 14. Press (highlight) Folder you would like to scan the document to. Note: Folders with an arrow preceding the name contain subfolders. To select a subfolder, simply press the folder/subfolder name. 10

Step 4: Select Scan Settings (not required) GlobalScan - Interwoven Framework Select scan settings, if desired. (For details on scan settings, please refer to the GlobalScan User s Guide, Step 6: Select Scan Settings.) Step 5: Start Scan 1. Press Start key on device control panel. Display reads: Processing your documents. Please wait. The Start key will turn from red to green* when the following conditions are met: (1) A document is set on the document feeder or platen glass** (2) You are logged in with valid user information (3) A folder, e-mail address or fax number has been specified When all pages are saved, control of the touch-screen is returned so that another function can be performed, for example, the Job Log can be reviewed (see next section). Notes: * The Start key must be illuminated green in order to initiate a scan. ** If you wish to scan more than one original from the platen glass, wait until the display reads: Set next original and press Start or # to finish. Place next document on the glass and press Start. When finished, press #. 11

Step 6: Review Job Log To confirm that the document was successfully transmitted, or if an error has occurred, proceed as follows: 1. Press Job Log button. Display reads... Sender Date/Time Document Name Pages Status Sales Aug. 22 8:21 AM August Price List 1 Done Page: 1/1 EXIT 2. Press Exit. GlobalScan Welcome screen appears. Step 7: Logout (required) To end the session, you must log out. To do so, simply press the Logout button. The display returns to Copy Mode. Logout Logged in Welcome to GlobalScan Email Document Database Index Fields Folder Scan Settings Job Log 12

Appendix Frequently Asked Questions: Q. When scanning a document, using Interwoven WorkSite, where is the file deposited (scanned to)? A. The file will scan to the folder the user selected. Q. How does the user access the file after uploading a document to the Interwoven WorkSite server? A. The user can use the Interwoven DeskSite software, or any available client, to view the file. Q. When running the Interwoven WorkSite within GlobalScan, which client version of DeskSite must be installed on the GlobalScan server? A. DeskSite 6.0.1 or above client software must be installed on the GlobalScan Server. Q. Which Interwoven WorkSite Server software version does GlobalScan support? A. GlobalScan supports Interwoven WorkSite 5.0 to 7.1. Q. When scanning, must I choose a Database? A. Yes. A Database must be selected before you can continue with the scan process. Q. When scanning, must I choose a Folder? A. Yes. A Folder must be selected before you can continue with the scan process. Q. Can I select more than one Database to scan to? A. No. Only one Database can be selected at a time. Q. Can I select more than one Folder to scan to? A. No. Only one Folder can be selected at a time. Q. Which features will be disabled when I use this plug in? A. Standard Authentication (NT, LDAP and Novell) and scan-to-folder (local or network) functions are disabled. Q. What kind of rights need to be assigned to the Proxy User? A. The Proxy User must have administration rights, and the user must be in the NRTADMIN group. Q. When using the DeskSite client, should I use the trusted NT authentication? A. No. Use the Auto login. Q. If the user does not have a WorkSite login (User Name and Password), can he/she still scan a document? A. No. The user must have a WorkSite login account in order to use this feature, i.e., scan a document to the Interwoven WorkSite server. 13

MFD Error Codes Error Code MFD* Screen Prompt Explanation Solution 101 Get profile failed. Please ask administrator for help. Cannot get the profile from server. 102 Login failed. Try again. Incorrect user name or password has been entered. 103 Failed to download Cannot download Organization Organization Unit. Try Again. Unit from LDAP server. 104 Please logout first. Tried to go to another screen before logging out. 105 Failed to download Address Cannot download addresses Book. from LDAP Server. 106 No email recipient. Please Tried to send email without select email document. entering recipient. 107 Invalid proxy port number. Try The proxy port number entered Again. is not numeric. 108 Account name is not specified. For version 1.3 firmware only, Please enter domain name. the Domain, Tree or Context name is not entered. 109 User name is not specified. The user name is not entered Please enter user name. for authentication. 110 Please input at least 2 characters. 111 GetEmailAddr() failed. Try Again. 112 GlobalScan Server has no response! 113 Failed to get file system information. 114 Hard disk is getting full. Please wait for a while. If this error continues to happen, please reboot. * MFD = Multifunctional Device When performing email address look-up by name (recipient), at least two characters are required to perform search function. MFD can t get the required XML file correctly. Cannot connect to the GlobalScan Server. The file for GlobalScan is not found. The space allocation for file storage is almost full. Check the following: 1. If the IP address of the GlobalScan Server is entered correctly. If not, correct and reboot MFD. 2. If the IP address of the GlobalScan Server is entered correctly, then check that the DNS entry is correct. If not, correct and reboot MFD. 3. If the IP address of the MFD and the GlobalScan Server are in the same Subnet. If not, correct the IP of the MFD and reboot. 4. If the Proxy setting is correct, if applicable. If not, correct and reboot MFD. 5. If the network connection is maintained. If not, correct and reboot MFD. 6. If the IUSR and IWAM users for the GlobalScan Server match the computer name of the PC. If not, create them. Enter the correct user name and password. Check the LDAP setting in the GlobalScan Server for the MFD. Press Logout button before switching. Check the LDAP setting in the GlobalScan Server for the MFD. Select the recipient from the Address Book, or manually enter address. Enter a numeric proxy port. Enter the required data. Enter the user name. Enter at least two characters for searching. Press OK and perform a second time to clear. If not cleared, reboot the MFD. 1. Check the GlobalScan Server IP address. 2. Check the network connection. 3. Check the server to see if GSMon (for version 1.3) is running or the GlobalScan Job Monitor services (for version 1.4) is running. Reboot the MFD. Wait for a while, then scan document again. If this error continues to happen, reboot MFD. Note: If you power down the MFD at this time, all documents that have not been processed will be lost. 14

Error Code MFD Screen Prompt Explanation Solution 115 No valid email address available. The email address is not valid. 116 Too many email recipients. Too many email recipients selected 117 Invalid email address. The email address entered is not valid. 118 Invalid DNS IP. The entry is not in the IP address format. 119 Invalid GlobalScan Server The address entered is incorrect. IP 120 Invalid GlobalScan Server The format is incorrect. IP. For name resolving, please enter DNS IP. Enter the correct format for searching. Limit number of email recipients. Check the email address format. It should be xxx@aaa.com. Make sure the format is: xxx.xxx.xxx.xxx. Check the address entered. Check the format. 121 Invalid Proxy IP. The address entry is not valid. Check the format. 122 Invalid Proxy IP. For name resolving, please enter DNS IP The data entered is not valid. Check the format. 123 Machine Registration Failed. Max Number of Machines Exceeded. Please Contact Administrator. 124 No valid email address/fax number available. 125 No folder/email recipient/fax number. Please select a folder or email document or fax document. 126 A filename cannot contain any of the following characters: \\/:*?\"<>. The max. number of MFDs registered has been reached. Can t connect any more. The entered search criteria returns no result. The Start button has been pressed without selecting a folder, fax number or e-mail address. File contains invalid character(s). 127 No matches found. Return no matching value for search. 128 Get login page failed. Can t get the login page. Please ask administrator for help. Check the server to see if the number of MFDs connected has reached the maximum specified in the CD key(s). Check the search criteria. Select a folder, fax number or e-mail address before pressing the Start button. Remove invalid character(s). Change the search criteria and try again. Check the server. Reboot MFD if this continues to happen. 129 Required login Info empty. The login information required is Enter the required information. not filled in. 130 Failed to download file Can t download folder list. Reboot the MFD. format list. 131 The number of customized Only two customized fields are Contact Technical Support. fields exceeds the limit. allowed. 132 Server Returns Error Without Reason. Unexpected error is returned from server. 201 Scan failed. Try again. Can t start scan. 202 Scan failed: paper jam. Try Paper jam has occurred. Clear the paper jam and start scan again. again. 203 Cannot detect original size. Select scan size and reset originals. Scanning cancelled. No document is in the ADF or on the platen glass for scanning. Place a document in ADF or on platen glass and start scan. 204 Scan failed. Cannot create scan files. 205 Scan failed. Cannot get file info. 206 Scan failed. Cannot get page info. 207 Scan failed. Cannot open the page. 208 Scan failed. Cannot close the page. 209 Scan failed. Cannot delete the page. Failed to create scan file. Failed to get file information about the scanned document. Failed to get page information about the scanned document. Open page failed. Close page failed. Delete page failed. 15

Error Code GlobalScan - Interwoven Framework MFD Screen Prompt Explanation Solution 210 Scan failed. Cannot get work area. Failed to get the working area in the MFD. 402 Get Folder failed. No folder information obtained. 403 Please select a folder to No folder is selected for upload Select a folder. upload. purposes. 404 There is no folder list. No folder information entered in Server. Check with the server to see if there is any folder list created. 501 Getting Information from Server failed. Can t get information about Database or DocBase or other. 502 Please Make a Selection. No value selected. Please select a value and try again. 601 Getting Information from Server failed. Failed to get information from the server about Document Type or else. 602 Please Make a Selection. Did not select a value. Select a value. 701 Getting Information from Server Failed. Failed to get information about the Index. 702 Required Field Cannot Be The required field is not filled in. Enter the required information. Empty. 703 Server Returns Error Unexpected error occurs when Without Reason. trying to query the Index. 802 Get Srvc Info failed. Failed to get service information from the GlobalScan Server. Error in Job Logs Check the server setting and reboot MFD. If this problem continues, please contact Technical Support. Error. Can t upload to the server. Check the communication between server and MFD. If this problem continues, reboot MFD. If not resolved, contact Technical Support. 80040002 Error Loading XML file GSJMServ2: Automation error. Can t enumerate any more because the associated data is missing User has entered an ampersand (&) or less than (<) symbol in an e-mail subject, document name or fax note. Users should not enter an ampersand (&) or less than (<) symbol in an e-mail subject, document name or fax note field. # # # 16

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