HP mfp digital sending software v. 4 Installation instructions

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hp mfp digital sending
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ENWW Contents iii
Contents
1 The HP MFP Digital Sending Software v.
Features and options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
How to configure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Architectural overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Legacy support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
HP Address Book Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Older MFP models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Environments and protocols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Network operating systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Novell NetWare support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Types of destinations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Authentication Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Addressing capabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Authentication and address book availability. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Personal address books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Local MFP address book preservation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
HP DSS v. licensing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2 Support tools and procedures
Support tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Using Windows service to start and stop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Using the HP MFP DSS Configuration Utility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Using the activity log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Using the Windows event log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Using the HP Address Book Manager (ABM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
3 Troubleshooting
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Sources for information about problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Common digital sending problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Windows viewer log messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Control panel messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
HP MFP DSS Configuration Utility messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Distributed Session Management Protocol (DSMP) error codes. . . . . . . . . . . . . . . . . . 37
4 Customer support and warranty information
HP customer care service and support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Hewlett-Packard limited warranty statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
HP software license terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Part 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Index
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iv ENWW

ENWW Features and options 1
1The HP MFP Digital Sending Software v.
Features and options
The HP MFP Digital Sending Software v. (HP DSS v. is a software application that
enables an HP Multifunction Peripheral (MFP) to send scanned documents directly to several
types of destinations.
●E-mail
Send the document as an attachment to one or more e-mail addresses. Recipients can print,
store, and forward the documents they receive in this way. They can also open the
documents in various programs and edit them to meet their specific needs.
●Fax
Send the document to one or more fax machines. Recipients receive these documents just
like any other fax. Three types of fax are supported: LAN (local area network) fax, Microsoft®
Windows®2000 or XP fax, and Internet fax.
●Folder
Send the document to one or more shared network folders. Users can select from a list of
pre-defined folders or, if authenticated, can specify a destination from the control panel.
Supported folder destination operating systems include Windows 98/2000/XP/2003, as well
as Novell.
●Secondary e-mail
The secondary e-mail feature is designed for solutions requiring data security. This feature
interacts with a third-party application for a total solution. The secondary e-mail feature
differs from the regular e-mail feature in that the data between the MFP and the HP DSS
server is encrypted. An rfc822-compliant e-mail message with the scanned data as an
attachment is created in the folder “\hpemail2” in the DSS program directory. The third-party
application, which is monitoring this folder, processes the e-mail message and sends it out in
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a secure manner.
The name of the control panel key on the MFP is set by the HP DSS administrator. The
feature is identical to e-mail, using the same fields and address books.
●Workflow
Workflows give MFP users the ability to send additional information along with the scanned
document to a specified network location. Prompts at the MFP control panel are used to
query the user for specific information. The third-party applications monitoring the network
folder can then retrieve and decipher the information, performing the desired operation on
the scanned image.
●Send to printer, send to FTP server
Using the workflow feature, documents can be sent to network printers and FTP server
destinations accessible from the network.
The digital sending process transforms paper-based information into digital images. Documents
are initially scanned at the MFP, and then transmitted to a network-connected computer where
HP DSS v. is installed. HP DSS v. can also be set up to require user authentication,
ensuring that only authorized persons use the MFP digital sending features.
At the MFP control panel, users select the send option they want. Capabilities at that point
depend on the option.
HP DSS v. does the following:
●Authenticates user login credentials at the MFP, if set up to do so
●Manages the simultaneous transmission of scanned images from each MFP on the network
to any of several types of destinations
●Adds addressing information
●Encodes the message
●Communicates with any server that the administrator has configured for digital sending (such
as a Simple Mail Transfer Protocol [SMTP] server for e-mail or a LAN fax server for fax)
●Maintains address books
●Synchronizes address books with a Lightweight Directory Access Protocol (LDAP) server, if
set up to do so
Send option Capabilities
E-mail ●Specify To:/From:/CC:/BCC:/Subject: information manually
●Select e-mail destinations from an address book
●Control duplex scanning and other scan settings (such as file format)
from the control panel
Fax ●Enter fax numbers manually
●Select from a list of speed dials
●Control duplex scanning from the control panel
Folder ●Select folder destinations from a pre-defined list
●Enter a specific folder path (if authenticated)
●Specify file settings as File type / Resolution / File size / Color or B/W /
File name
Secondary e-
mail ●Specify To:/From:/CC:/BCC:/Subject: information manually
●Select e-mail destinations from an address book
●Control duplex scanning and other scan settings (such as file format)
from the control panel
Workflow ●Specify a workflow destination from the menu
●Enter information into the prompt fields by typing or selecting from drop-
down lists. Data entered can include date-time and numeric data, or
strings (alphanumeric character data)
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ENWW Features and options 3
How to configure
HP DSS v. configuration is consolidated in the HP MFP DSS Configuration Utility, which
configures all options and is installed on an administrator computer. Use the HP MFP DSS
Configuration Utility to configure all digital sending options and to monitor activities.
Using the HP MFP Digital Sending Software Configuration Utility
The HP MFP Digital Sending Software Configuration Utility can be used to configure all of the
digital sending features.
Use the following instructions to open the program.
1On the server where the HP DSS software was installed, click Start, and then click
Programs, and then Hewlett-Packard, and then HP MFP Digital Sending Software, and
finally, click Configuration Utility.
2In the HP Digital Sending Software Configuration dialog box, select This computer and
click OK.
Using the General tab
The General tab contains HP DSS license and administrator contact information.
When the HP Digital Sending Software is installed for the first time, the software is fully functional
in trial mode for a set period of time. The Licenses section of the General tab displays a “Trial
License” entry. The remaining trial period is displayed in this entry. When the trial period expires,
the software becomes inactive until a valid license is installed. See “HP DSS v. licensing” on
page 19 for more information.
Adding a License
1Click the Add button. The Add License dialog box appears.
2Enter in the 20-digit License Key Code of the license you are installing.
3Click OK.
4The new license, if valid, will appear in the list of installed licenses and the total seats will
update to reflect the additional seats provided by this license.
Removing Licenses
1Select from the list of installed license(s) you wish to remove.
2Click the Remove button.
3The selected licenses will be removed from the list and the total seats will update to reflect
the current number of seats provided by the remaining licenses, if any.
Note Secure access and communications license types from the prior version of the HP Digital Sending
Software (version 3.0) are supported. These license types will be automatically converted to Workflow
Process and Document Management licenses.
Fill in the administrator contact information in the Administrator Information section of this tab.
Select the Notify administrator of critical errors check box if you would like to be notified by e-
mail about errors that require administrative assistance.
Using the E-mail tab
The digital sending service uses SMTP to send e-mail messages to Internet addresses. It is
highly recommended that the SMTP gateway be located on your own local area network.
However, you may also configure your product for e-mail functionality even if your mail services
are provided by an outside Internet service provider (ISP) over a digital subscription line (DSL).
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If your server supports it, ESMTP (Extended SMTP) can be used to send e-mail. This capability
is automatically detected and no specific configuration steps are necessary. The e-mail service is
also compatible with the DSN (Delivery Status Notification) standard.
The document that you scan at the device becomes an attachment to your e-mail message. The
Portable Document Format (.PDF) file format is most often used for the attachments, which gives
recipients the ability to both view and print them. Users can obtain a free copy of the Adobe®
Acrobat® Reader for viewing .PDFs from the Adobe Systems Incorporated Web site (http://
www.adobe.com).
Use the E-Mail tab of the configuration program to configure and organize the SMTP e-mail
servers that HP DSS uses to send e-mail messages.
To add SMTP servers:
1Click Find Servers to find all of the SMTP servers on the network.
2A list of SMTP servers appears. Select one or more and click OK. The selected servers are
loaded into the SMTP Gateway Server list.
Note If the discovery process does not find any SMTP servers, use the Add button on the E-mail tab to add
the SMTP server manually by typing in the host name or IP address of the SMTP server.
3Select each server and click the Edit... button. The Edit SMTP Gateway dialog box appears.
4If the specified SMTP gateway has a maximum file size, select it in the Maximum File Size
drop-down list.
5Click Test to verify the presence of the SMTP gateway.
Note If the test fails, double-check the gateway address and then contact your network administrator to see
if the SMTP server is functioning.
6Click OK to save the SMTP settings.
7Add more SMTP servers as needed, and use the Move arrow buttons to change the priority
order.
8Click Apply to save the E-mail settings.
Using the Secondary E-mail tab
A number of third-party software vendors offer services for secure e-mail delivery. For example,
Omtool offers a secure e-mail solution that encrypts e-mail messages and requires
authentication for recipients before the e-mail message can be delivered. The Secondary E-mail
feature is designed to work with one of these third-party software programs for users that require
extra data security. It differs from the regular e-mail feature in that the data between the device
and the HP DSS server is encrypted. An rfc822-compliant e-mail message with the scanned
data as an attachment is created in the folder “\HPEMAIL2” in the HP DSS program directory on
the HP DSS server. The third-party software program, which is monitoring this folder, processes
the e-mail message and sends it out in a secure manner.
1Select the Enable Send to Secondary E-mail check box to enable the Secondary E-mail
option.
2Use the Home Screen Display Name drop-down list to select the display name that
appears on the MFP control-panel display for Secondary E-mail. Type a custom display
name into the Home Screen Display Name box or select from one of the following options:
• Secondary E-mail
• Secure E-mail
• Specialized E-mail
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