HP mfp digital sending software v. 4 Installation instructions

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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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ENWW Features and options 5
3Click the Advanced... button on this tab to specify any X-Headers that you want to include in
the e-mails.
Using the Authentication tab
The Authentication tab controls how users are authenticated when using the digital-sending
features. Authentication is an important security feature. It is highly recommended that
authentication be enabled on in order to prevent unauthorized use of the digital sending features.
To enable authentication, start by selecting an option from the Authentication Method drop-
down list. The options are:
●None
●Microsoft Windows
●LDAP server
●Novell NDS (if Novell client software is present)
●Novell Bindery (if Novell client software is present)
Using the LDAP configuration
After an authentication method is selected on the Authentication tab, the LDAP configuration
settings appear. LDAP retrieves the e-mail address for the authenticated user. After the user has
entered valid credentials, the software uses this information to match with an attribute in the
LDAP database. After the match is made, thus identifying the user in the database, the user’s e-
mail address is retrieved using another database attribute. The LDAP settings include the
following:
●Options for configuring HP DSS to gain access to the LDAP server
●Options for searching the database to obtain user e-mail addresses
Follow these instructions to configure the LDAP server.
1Click the Find Servers button. The program searches the network for LDAP servers and
then the Select LDAP Server dialog box appears, containing a list of LDAP servers on the
network.
2Select the LDAP server that you want to use. The information about the selected server
appears.
3Click OK to accept the selected server. The server information is filled in on the
Authentication tab.
4Click the Test button on the Authentication tab to test the settings. In the Test User
Authentication dialog box, type in the network logon credentials of a user in order to test
whether LDAP can successfully retrieve an e-mail address.
Note If the Find Servers process fails to find any LDAP server, you can type the host name or IP address
of the LDAP server directly into the LDAP Server text box, and then use the Find Settings button to
retrieve the server's settings. If you are unable to communicate with the LDAP server, contact your
network administrator for help with troubleshooting.

6Chapter 1 - The HP MFP Digital Sending Software v. ENWW
Using the Fax tab
The Fax tab controls all of the HP DSS fax settings.
To configure the fax option, first select the fax type from the Faxing Method drop-down list. The
following options are available:
●None
●LAN Fax
●Internet Fax
●MS Windows 2000 Fax
Depending on which method is selected, the applicable settings will be displayed on the Fax tab.
To set up a LAN fax service
Follow these instructions to set up faxing using your network's LAN fax service.
1Select LANFax from the drop-down list on the Fax tab.
2Select your LAN fax software product name from the Product Name drop-down box.
3Click the Advanced button to set up input and output settings for your LAN fax product.
4Use the Browse button to select the network folder used by your fax software.
5Fill in the Credentials to Access Folder section, if required. Use the Verify Folder Access
button to test the credentials and make sure you have access to the folder.
6Click Apply to save the LAN fax settings.
To set up an Internet fax service
With an Internet fax service, faxes are sent using e-mail. HP DSS allows the user to specify a fax
number, as they would normally, and then it creates and sends the e-mail behind the scenes.
1Select Internet Fax from the drop-down list on the Fax tab.
2Type the domain name for your Internet fax provider into the Fax Provider Domain text box.
HP DSS takes the phone number that is entered at the device and then uses this domain
name to create the e-mail. For example, [phone number]@efax.com.
3Type a valid e-mail address into the Default Fax Account e-mail address text box. This is
the e-mail address that is used for any returned or failed Internet fax e-mail.
4Select the check box if you want HP DSS to use the user's e-mail address as the return e-
mail address.
5Click Apply to save the Internet fax settings.
To set up a Windows 2000 fax service
In order to use the Windows 2000 fax service, you must have a fax modem installed on the HP
DSS server.
1Select MS Windows 2000 Fax from the drop-down list on the Fax tab.
2Click the Fax Properties button. The Windows fax configuration dialog box appears. Type in
any required information.
3Click Apply to save the Windows 2000 fax settings.
Using the Folders tab
The Folders tab is used to set up the send to folder feature. To enable this option, select the
Enable Send to Folder check box.
1Click Add… to add a new folder. The Add Predefined Folder dialog box appears.
2Type a name for the folder into the Alias Name text box. This name appears in the device
control-panel interface.
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ENWW Features and options 7
3Click Browse… to browse to a folder location, and then click OK to accept it.
Note Supported operating systems for folder destinations are Windows 98, Windows NT, Windows 2000,
Windows XP, Windows 2003, and Novell.
4Select the credentials you want to use for access to the folder from the Access Credentials
drop-down list. If Public is selected, the program uses the Credentials to Access Public
Folders from the Folders tab. If MFP User is selected, the program uses the credentials
with which the user has logged into the device.
5Click OK to save the settings. The new folder is added to the list.
6Repeat steps 1 through 5 to add more folders.
7Type in the public access credentials for accessing folders in the Credentials to Access
Public Folders area of the Folders tab. This information is required before you can save the
folder list.
8Click Apply to save the new folders.
Using the Workflows tab
Using workflows, users can scan a document and send it to a custom workflow destination. The
workflow feature gives you the ability to send additional information in the form of a file that is
saved with the scanned document in a specified network or FTP location. Prompts at the control
panel are used to collect specific information. A third-party software program monitoring the
network folder or FTP site can then retrieve and decipher the information, performing the
specified operation on the scanned image. You can also set up a printer as a workflow
destination, which allows users to scan a document and then send it directly to another network
printer to be printed.
Use the Workflows tab to set up workflow processes for use with third-party software programs.
To enable this feature, first select the Enable Workflows check box at the top of the tab.
Creating a workflow process consists of three parts:
●the workflow group
●the workflow menu
●the workflow form
To create a workflow group
1Click the Add Group... button. The Workflow Group dialog box appears.
2Enter the name of the new group. The name must be unique.
Note The “Common MFP Group” name cannot be changed.
3Click OK to save the new group.
To create a workflow menu
1In the workflow tree, select the group you have just created.
2Click the Add Menu... button. The Workflow Menu dialog appears.
3Enter the name of the new menu. This name must be unique within the workflow group.
4Select the style of the workflow menu. The style determines which options are available for
workflow forms within this workflow menu. The only available choice is Enhanced.
5Click OK to save the new workflow menu.
To create a send to folder workflow form

8Chapter 1 - The HP MFP Digital Sending Software v. ENWW
1Select the workflow menu you have just created.
2Click the Add Form... button. The Workflow Form dialog appears.
3Type a name for the new form into the Form Name text box.
4Select the destination type from the Destination Type drop-down list. The options are
Folder, FTP Site, and Printer.
Note Based on the option you select, the options on the Workflow Form dialog box change. The remainder
of this procedure applies to the Folder option. See the following procedures for instructions on creating
a workflow form for an FTP site or a printer.
5Type the path for the destination folder in the Folder Path text box, or use the browse button
to select a path.
6Select the access method for the folder from the Access Credentials drop-down list. The
choices are Public and MFP User. If MFP User is selected, HP DSS uses the credentials of
the user that is logged in to the device. If Public is selected, HP DSS uses the Credentials
to Access Public Folders that are specified on the main Workflows tab.
7Under Image File Settings, select the settings for the scanned file. These should be the
settings that are required by the third-party software program that will be processing the file.
8Select the file type for the metadata file from the File Format drop-down list. The options are
None, .HPS, or .XML. This is the file that contains the data collected by the workflow
prompts. If you are not creating any prompts, you can select None.
9Select the Generate OCR File check box under OCR Settings if the processing software
program needs an OCR (optical character recognition) file. Click the Settings button to
specify the OCR settings for language and output file format.
10 In the Prompts area, you can define prompts and expected responses for the user of the
workflow form. The prompts appear on the device control panel. The responses to the
prompts are saved in the metadata file, which is stored with the document image for use by
the third-party workflow software program. Follow these instructions to add prompts:
aClick the Add... button to add prompts.
bIn the Add Prompts dialog box, click the New button to create a new prompt. This opens
the Workflow Prompt dialog box.
cUnder Prompt Settings in the Workflow Prompt dialog box, type the Prompt Name, the
Prompt Text, and any Help Text for the prompt. The Help text appears if the user touches
the HELP button on the MFP control panel while the prompt is on the screen.
dUnder Response Settings, select the Response Format and the Response Type. The
Response Format options are String, Numeric, Date, Time, or Privacy. The Response
Type can be either user editable or selection list. If user editable is selected, you can
select the User must supply a response check box to require a response.
Note The Privacy response format uses asterisks (*) to hide what the user types in on the control panel.
This response type can be used for private information such as a password or employee number.
eIf applicable, type a default response in the Default Response text box. The program
uses the default response if the user does not provide a response to the prompt.
fClick OK to save the prompt settings. The new prompt is added to the Prompts List in the
Add Prompts dialog box.
gRepeat steps b through f as needed to create more prompts.
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hAfter creating all of the required prompts, use the Move buttons at the bottom of the list to
adjust the order of the prompts.
iClick OK to accept the new set of prompts. The new prompts appear in the Prompts area
of the Workflow Form dialog box.
11 Click OK to accept all of the settings on the Workflow Form dialog box. The new form
appears in the workflows list on the Workflows tab.
Note A workflow form can be edited at any time by selecting it and then clicking the Properties button.
12 Type in the public access credentials for accessing workflow folders in the Credentials to
Access Public Folders area of the Workflow tab. This information is required before you
can save the workflow settings.
13 Click Apply to save the new workflow settings.
To create a workflow form for an FTP site
1In the Workflow Form dialog box, select FTP Site in the Destination Type drop-down box.
2Type the host name or IP address of the FTP server into the FTP Server text box.
3Click the Credentials button, and then type in the user name and password required for the
FTP server. Click OK to save the credentials.
4In the FTP Path text box, type in the path to the directory on the FTP server that you want to
use for the scanned documents.
5Follow Steps 7 through 11 in the previous procedure to complete the rest of the workflow
form settings and add any prompts.
To create a workflow for a printer
You can use a workflow form to send a scanned document to a network printer to be printed.
1In the Workflow Form dialog box, select Printer in the Destination Type drop-down box.
2Select a printer from the Select Printer drop-down box. It lists the available network printers.
3Select one of the radio buttons to use the default or custom printer preferences. If you select
custom printer preferences, click the Preferences button to set them up.
4Click OK to save the workflow form.
5Click Apply to save the settings on the Workflow tab.
Using the Addressing tab
The Addressing tab is used to configure HP DSS to make centralized address books available
to MFP users.
The Digital Sending Software can give users the ability to access addresses in a centralized
address book located on an LDAP server. However, to improve performance when accessing
these addresses, a local copy of the address book can be downloaded from the LDAP server
and replicated.
To set up automatic replication of the LDAP server:
1Click the Settings... button. The Replicating LDAP Address Book dialog appears.
2Select the Enable LDAP Directory Replication check box.
3On the LDAP Settings tab, set up the necessary parameters for accessing the LDAP server
and searching the LDAP database. See “Using the LDAP configuration” on page 5 for more
information.
4On the Replication tab, select the schedule for replication of the LDAP database. If you

10 Chapter 1 - The HP MFP Digital Sending Software v. ENWW
select Daily, Weekly, or Monthly, you will be able to set a specific time and day of the week
for the replication process.
Personal address books
Select the Enable PABs check box to enable users to use their personal address books to
address e-mail on the MFP. Personal address book support is only available if authentication is
enabled and the authentication method is set to Microsoft Windows (see “Using the
Authentication tab” on page 5). The Microsoft Messaging API (MAPI) is also required to interface
with a user's personal address book. Make sure the Windows Messaging Component is
installed. If you have a MAPI client software program installed (such as Microsoft Outlook), this
component should already be in place.
DSS Address Books
HP DSS uses address books to store e-mail addresses that are manually typed by a user at the
device. If user authentication is enabled on the device, addresses are stored in a user's
individual HP DSS address book. Otherwise, the addresses are stored in a public HP DSS
address book. HP DSS address books are available to every MFP that HP DSS supports. If the
addresses contained in these address books are no longer needed, you can clear out any or all
of the HP DSS address books by clicking the Clear button in the DSS Address Books section.
A list of any existing address books appears, allowing you to clear one or more.
Using the Preferences tab
The Preferences tab specifies the path for the HP DSS temporary files. These files can be very
large, so a location with plenty of disk space should be selected. Click the Browse... button to
select a location.
Using the MFP Configuration tab
The MFP Configuration tab specifies which MFPs are using the HP DSS service, and also
provides an interface for customizing HP DSS features for specific digital sending devices.
To add a new MFP
1Click the Add... button near the bottom of the tab. The Add MFPs dialog box appears.
2Click the Find MFPs button to find all MFPs on the network. Select the device you want to
add from the list that appears.
Note If you know the hostname or IP address of the device, you can type it in the Hostname or IP Address
text box under Manually enter an MFP's network name rather than using the Find MFPs button.
3If you want the device you are adding to use the same settings as a previously configured
device, select the previously configured device from the When adding new MFPs copy
settings from drop-down list.
4Click the Add--> button to add the device to the MFP List.
Note You can only add as many MFPs as you have "seats" in your HP DSS license. Near the top of the Add
MFPs dialog box you can see how many sets you have available.
5Click Close to close the Add MFPs window.
To configure an individual MFP
1Select the MFP from the list on the MFP Configuration tab.
2Click the Configure MFP... button. The dialog box that appears looks similar to the main
Configuration program interface. Use this interface to customize the digital-send settings
specifically for this device. Settings that are specified on these tabs override the settings that
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ENWW Features and options 11
are made on the general HP MFP DSS Configuration program tabs.
Note You must use this interface to enable the digital sending features for the individual devices. Even if a
feature is enabled on the DSS configuration tabs, it is not enabled on the device until it has been
enabled in the Configure MFPs interface.
3On the Authentication tab, select the Enable Authentication check box to enable
authentication for the selected device. Select the check boxes next to the features you are
enabling. This requires the user to log in before using that feature. Select the network
domain from the Default Domain drop-down box.
4On the Send to Email tab, select the Enable Send to Email check box, and select via the
Digital Sending service in the Send Emails drop-down list.
5If you would like the users to be able to add their own e-mail message when sending email (if
supported b the MFP), click the Advanced button and select the Editable by user check
box.
6On the Addressing tab, select the Allow MFP to directly access an LDAP Address Book
check box. Select the previously-configured LDAP server in the LDAP Server drop-down list.
7On the Send to Email (2) tab, select the Enable Send to Secondary Email check box if you
are using the secondary e-mail feature. Select the display name for the secondary email
service from the Home Screen Display Name drop-down list.
8On the Send to Fax tab, select the Enable Send to Fax check box if you are using the fax
feature. Make sure that via the Digital Sending service is selected in the Send Faxes
drop-down list.
9On the Send to Folder tab, select the Enable Send to Folder check box if you are using
this feature.
10 On the Send to Workflows tab, select the Enable Send to Workflows check box if you are
using workflows. In the Workflow Group drop-down box, select the group that contains the
workflow menu and form that you have created.
11 Click OK to save all of the changes.
12 Click Apply to update the MFP Configuration settings.
Note The settings are not propagated to the MFP until the Apply button is clicked.
Using the Log tab
The Log tab provides access to the HP DSS activity log. Information included in the list for each
log entry includes:
●Severity
●Event
●Time
Clicking on the Details button opens a Details dialog that provides additional information about
the selected log event.
Using the About tab
The About tab provides HP DSS version information.

12 Chapter 1 - The HP MFP Digital Sending Software v. ENWW
Uninstalling the software
Uninstall the HP DSS software by using the following directions.
To uninstall the software using the uninstall program
Note To uninstall the software from Windows 2000 or XP, you must log on with administrator privileges.
1Close all of the open programs.
2On the Start menu, point to Programs, point to Hewlett-Packard, point to HP MFP Digital
Sending Software, and then click Uninstall.
3In the Confirm Uninstall dialog box, click OK.
4The uninstall process removes the program from your computer. At the end of the process,
you might have to restart your computer.
To uninstall the software by using Add or Remove Programs
An alternate method for uninstalling the digital sending software is to use the Windows Add or
Remove Programs method.
1Click Start, point to Settings, and click Control Panel.
2Click Add or Remove Programs.
3Scroll through the list of software programs and click HP MFP Digital Sending Software.
4Click Remove.
Architectural overview
The illustration below shows a network that uses HP DSS v.
Digital sending components of a network
Component Description
Windows 2000,
Windows XP
Professional, or
Windows 2003 server
computer
The administrator computer contains the following:
●HP DSS v.
●HP MFP DSS Configuration Utility—used to configure and monitor digital sending
features once the software has been installed
●Windows Fax service—required only when the Windows Fax service is the method of
fax transport; a fax modem is also required
MFP products HP DSS v. can support up to 250 HP MFPs on the same server. Each MFP can be
individually configured to support any or all of the digital sending options. The requirement
for user authentication can also be individually configured for each MFP.
Windows administrator
computer Remote
Printers
TCP/IP Network
Web
browser SMTP
gateway LAN fax
server LDAP
server FTP
Server Network
folders
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ENWW Legacy support 13
Legacy support
HP Address Book Manager
The HP ABM is a legacy software program that is supported by HP DSS v. It can be used to
configure the public e-mail and fax books stored on the HP DSS server and made available to
users at the MFP—in particular, if an enterprise does not have other types of access to address
book information (such as an LDAP server). Specifically, the ABM lets you do the following:
●View, add, change, and delete information in the HP DSS server address books
●Import addresses from other e-mail systems
This guide contains brief information about how to reach the ABM. See the ABM Help file for
more detailed information.
Older MFP models
HP DSS v. supports the following older MFP models:
●HP 4100mfp series
●HP 9000mfp series
However, the following new digital sending features are not supported on these older models:
●Folder
●Workflow
●Secondary e-mail
Environments and protocols
Network operating systems
HP DSS v. is directly connected to TCP/IP networks via a Windows server or workstation. It
operates independently within the network requirements and Operating System (OS)
requirements listed below.
●Server OS requirements
• Windows 2000 Professional, Server, or Advanced Server
• Windows XP Professional
Web browser A Web browser from any computer on the network can be used to configure and monitor
HP DSS v. via an HP Web Jetadmin tool.
SMTP gateway This gateway is used for the e-mail and Internet fax digital sending options.
LAN fax server This server is used for the LAN fax digital sending option.
LDAP server HP DSS v. supports LDAP, which allows you to find and use e-mail destinations on
directory servers located elsewhere on a network. This server is used to obtain addresses
for the MFP address book.
Digital sending components of a network (continued)
Component Description
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14 Chapter 1 - The HP MFP Digital Sending Software v. ENWW
• Windows 2003 Standard Server or Enterprise Server
●Pentium®III or higher computer
●256 MB of RAM (512 MB if generating OCR output)
●200 MB of hard-disk space
●CD-ROM drive
●Fast Ethernet 100Base-TX, Ethernet 10Base-T, or 10Base-2 (BNC)
●Microsoft Internet Explorer (or later)
Novell NetWare support
Access to Novell file servers enables HP DSS v. to write files into network folders and
support network fax folders that reside on Novell servers. The Novell client software must be
installed on the network and be configured properly before Novell-specific attributes can be
configured in HP DSS v.
In order to support access to Novell NetWare resources, HP DSS v. requires the following:
●Novell NetWare version 3.12, 3.2, 4.11, 4.2, or 5 running on the Novell NetWare server
and
●Novell NetWare Client version 4.6 (or later) installed on the Windows computer that runs
HP DSS v.
Types of destinations
E-mail
HP DSS v. can send MIME-compliant (Multipurpose Internet Mail Extension) e-mail
messages to Internet addresses. It uses Simple Mail Transfer Protocol (SMTP) to deliver these
messages. The SMTP is independent of the network operating system on which your e-mail
server is running.
Users can specify e-mail destinations at the control panel in two ways:
●Select e-mail addresses from an address book
●Enter SMTP-compliant e-mail addresses manually
The document that is scanned at the MFP becomes an attachment to an e-mail message. The
attachment can be sent as one of the following file types:
●Portable Document Format (PDF)
●Tagged Image File Format (TIFF)
●Multipage Tagged Image File Format (MTIFF)
●Joint Photographic Experts Group format (JPEG)
PDF is the file format most often used for the attachments and gives recipients the ability to both
view and print the e-mail attachment. Adobe®Acrobat®Reader is required. A free copy can be
obtained from the Adobe Systems Incorporated website (www.adobe.com).
If the document contains several pages and is sent using either the TIFF or JPEG format, the
e-mail will have one attachment for each page. These file formats generate single-page
attachments and can be used for scanning invoices for electronic archival, for example. The
MTIFF and PDF formats let you send multiple page images as one file attachment.
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