A printer is able to scan when the scan to file licence has been installed on the printer and scanning has been enabled.
During scanning paper documents are converted into digital documents. This digital document is generated from the scanned bitmaps and the job settings. The digital document is submitted to the destination the user has indicated.
To configure the addresses for scan to email, a Reserved Address List (RAL) can be used. This is a CSV file that contains the identification code - email address combinations.
The user can send digital documents to several destinations.
For scan to file PRISMAsync Print Server uploads the digital document to the FTP server via FTP.
For scan to SMB PRISMAsync Print Server uploads the digital document to the SMB server via SMB.
For scan to WebDAV PRISMAsync Print Server uploads the digital document to the WebDAV server via WebDAV.
For scan to email PRISMAsync Print Server uploads the digital document to the mail server from where the digital document is attached to an email to the indicated address.
For scan to USB PRISMAsync Print Server stores the digital document on a USB stick.
SJT scan job type: a set of scan to file templates (or profiles) from which the user can select. See further OTS 04912 (specification of scan job types for use with DDS products that offer scan-to-file functionality).
Digital documents are buffered on PRISMAsync Print Server until they are uploaded to the destination. PRISMAsync Print Server deletes digital documents that were not uploaded 48 hours after creation. Operators can delete their scan jobs from the control panel and Remote Manager. When the printer shuts down the digital documents remain available.
NOTE
The digital documents generated for scan to USB are removed from the controller during a shutdown.
To use scan to SMB, scan to FTP, scan to WebDAV and scan to email, the corresponding server settings must be set.
Scan profiles
The print system offers a number of default templates. When you carry out copy or scan jobs with the same settings on a regular base, create custom templates to store the settings for these jobs.
The SJT file can be uploaded and downloaded via HTTP / HTTPs and via the Settings Editor.
The 'Copy/Scan' section on the printer operator panel displays templates that give access to copy and scan functions. The copy templates are factory default templates. To use scan templates, you must first create scan-to-file and scan-to-email profiles in the scan profiles file (sjt.csv) on the PRISMAsync controller. Proceed as follows:
• Download the file via the Settings Editor ('Workflow' -> 'Scan profiles' -> 'Download scanprofiles').
• Edit the file in Microsoft® Excel®, for example.
• Upload the file via the Settings Editor ('Workflow' -> 'Scan profiles' -> 'Upload scan profiles').
Each scan profile consists of a combination of individual settings for specific scan jobs, either scan to file or scan to email. The display name you define for a scan profile is shown in the 'Copy/Scan' section on the printer operator panel.
The scan profiles file must contain a header line (mandatory) and at least 1 line with a scan profile.
A "," or ";" separates the items in a record.
<CR> or <LF> separates records.
The header record shows the items that the scan profile uses (dispname, format,ilc, pre-fix,
minnr, maxnr, name_nr_title, cfname, subfolder, postfix, OrigOrientation, OrigDuplex,
OrigKind, OrigZoom, OrigFormat, DestFormat, DestQual, DestColor).
A profile record contains the unique settings for various scan job types. dispname, format,
ilc,prefix, minnr, maxnr, name_nr_title and cfname are mandatory. The other recorditems are
optional. Check the user manual for the detailed description of these items.
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Open the Settings Editor and go to:.
Use the [Test connection to FTP server] option to check if the scan-to-file function is configured correctly.
[Use of scan function]
Use the [Use of scan function] to enable the scan function.
[Hostname / IP address]
The name or IP address of the FTP server that receives the scan jobs.
[Port]
The TCP port number of the FTP server. The default value is 21.
[Connection with FTP server]
Select how the connection with the FTP server is secured.
[Username]
The user name that is used to access the FTP server when sending scan jobs.
[Password]
The password that corresponds with the user name.
[Destination directory]
The directory on the FTP server to which the scan jobs will be sent.
[Scan to USB]
Use the [Scan to USB] option to enable the scan to USB function.
[Prefix of the scan to USB destination directory]
The prefix that is used when sending scan jobs to a USB device.
The system administrator must add SMB shares ([Workflow] -> [SMB shares] ). The maximum number of SMB shares is 3. A scan job will be sent to the selected SMB share. The user can enter a subfolder (SMB directory) to send the scans to. When the subfolder does not exist, the subfolder will be created instantly. The maximum number of subfolders per share is 250. When no subfolder is specified the scans will be stored in the root folder of the SMB share.
Open the Settings Editor and go to:.
[Name]
The name of the SMB share.
[Description]
The description of the SMB share.
[Network destination]
Select [Domain] or [Workgroup].
[Domain name]
Name of the domain.
[Username]
The user name that is used to access the SMB server when sending scan jobs.
[Password]
The password that corresponds with the user name.
[Path]
The location of the share on the server.
[Require an encrypted connection]
When SMB encryption is enabled, scan jobs will be sent via a secure SMB connection.
NOTE
SMB encryption is only supported by SMB v3.0. This is supported from Windows 8 clients or above, Linux clients with kernel 4.11 or above, and from macOS clients with version 10.11 or above.
NOTE
The server has to be configured correctly in order to establish an encrypted connection.
In the SMB shares overview page, scan jobs sent via an encrypted connection are marked with a small key icon, displayed next to the scan job in the "path" column.
Open the Settings Editor and go to:.
[Name]
The name of the WebDAV share.
[Description]
The description of the WebDAV share.
[Network destination]
Select [Domain] or [Workgroup].
[Domain name]
Name of the domain.
[Username]
The user name to access the share.
[Password]
The password to access the share.
[Path]
The location of the share on the server.
The table below describes the settings that the system administrator must configure in the Settings Editor. Go to .
|
Setting [Mail server] |
Description |
|---|---|
|
[Test connection to mail server] |
Click [Connection test] to check if the scan-to-email function is configured correctly. |
|
[Hostname / IP address of mail server] |
The name or IP address of the SMTP server that handles the emails containing the scan jobs. |
|
[Port] |
The TCP port number of the SMTP server. The default value is 25. |
|
[Connection with mail server] |
|
|
[Username] |
The user name that is used to access the SMTP server when sending scan jobs. |
|
[Password] |
The password that corresponds with the user name. |
|
[Sender] |
The name that will be displayed as the sender of the email that contains the scan job. |
|
Setting [Scan to email] |
Description |
|
[Upload address book file] |
Click [Connection test] to check if the scan-to-email function is configured correctly. |
|
[Download address book file] |
The name or IP address of the SMTP server that handles the emails containing the scan jobs. |
|
[Maximum attachment size] |
The maximum size allowed for the attached scan job in MB. You can enter a value from 0 - 2147483647 in steps of one. The value '0' means unlimited. The default value is 5 MB. |
|
[Multiple recipients] |
When enabled you can send the scan job to one or more email addresses. You must enter the email address on the control panel. Separate the email addresses with ';'. |
|
[Domain of recipients] |
Indicate if users are allowed to send scanned documents to recipients from all domains. |
|
[Enter domain name] |
The name of the domain. |
|
[Personal use of scan to email] |
Indicate if users are allowed to send scanned documents to other email addresses that do not refer to the email address of the current user. |
You can enter the email addresses in different ways:
Enter the email address.
Enter an LDAP user code.
Select the email address from an address list.
If the scan-to-email function is enabled, a list of user codes and matching email addresses is required. When a user enters his/her unique code on the control panel, the scan job will be sent to the matching email address.
The list of user codes and matching email addresses can be available at the following places:
On an LDAP server, if available
If an LDAP server is not available, in an address list file (default name: ral.csv), which must be uploaded to the PRISMAsync Print Server through the Settings Editor.
When a user enters the user code, the system will first look for a matching email address in the LDAP database. When the system does not find a matching email address there, or when an LDAP server is not available, the system will search the address list file (ral.csv) for the matching email address.
When a user enters the user code, the system will first look for a matching email address in the LDAP database. When the system does not find a matching email address there, or when an LDAP server is not available, the system will search the address list file (ral.csv) for the matching email address.
If an LDAP server is not available, in an address list file (default name: ral.csv), which must be uploaded to the PRISMAsync controller through the Settings Editor ([Configuration] -> [Connectivity] ).
If the scan-to-email function is enabled, a list of user codes and matching email addresses is required. When a user enters his/her unique code on the control panel, the scan job will be sent to the matching email address.
If an LDAP server is not available, you must use a remote address list file (ral.csv) for scan to email. This file must contain the unique user codes and matching email addresses. The PRISMAsync controller stores the address list file. Proceed as follows:
Download the file via the Settings Editor ([Configuration] -> [Connectivity], scroll down to the LDAP section -> [Download address book file] ).
Edit the file in Microsoft® Excel®, for example.
Upload the file via the Settings Editor ([Configuration] -> [Connectivity], scroll down to the LDAP section -> [Upload address book file] ).
The address list file must contain a header line (mandatory) and at least one line with an email recipient.
A "," or ";" separates the items in a record.
<CR> or <LF> separates records.
The header record shows the fields that the address list uses (ruid,address,comment).
A profile record contains the unique user codes and matching email addresses. ruid and address are mandatory. comment is optional.
|
Record item |
Description |
|---|---|
|
ruid |
A unique user code, for example an employee number or telephone number. Maximum 20 digits. Leading zeros are allowed. |
|
address |
The email address that matches the user code. Maximum 40 characters. Do not use the characters <CR>, <LF>, "," and ";". |
|
comments |
Additional information, if required. |
NOTE
Do not change the header information.
01234,userA@companyX.com
56789,userB@organisationY.com