HP T1936AA - Digital Sending Software Installation instructions

support
hp digital sending
software v 3.0
workflow

hp digital sending software
version 3.0 workflow
_______support

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ENWW Contents 1
Contents
1 Overview
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
What is the HP Digital Sending Software v 3.0 Workflow?. . . . . 5
Benefits of HP DSS Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Terms and definitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2 Features and options
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Destination routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Destination functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
MFP control panels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Steps for sending (4100mfp and 9000mfp) . . . . . . . . . . . . . . . 16
Steps for sending (9055mfp and 9065mfp) . . . . . . . . . . . . . . . 16
HP DSS Workflow architecture . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Current Chai technology and XML messaging . . . . . . . . . . . . . . . . 18
3 Setup, installation, and authentication
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
System requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Supported MFPs and firmware. . . . . . . . . . . . . . . . . . . . . . . . . 20
Environments and protocols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Network operating systems . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Novell NetWare support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Server software installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
MFP Chai jar file installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
HP DSS Workflow configuration on the MFP . . . . . . . . . . . . . . . . . 28
SMTP gateway configuration on the MFP (4100mfp and 9000mfp) 29
Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
What is authentication? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
What is required? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
What does authentication provide? . . . . . . . . . . . . . . . . . . . . . 30
How is authentication activated? . . . . . . . . . . . . . . . . . . . . . . . 30
Additional information about authentication . . . . . . . . . . . . . . . 31

2Contents ENWW
4 Configuration
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Opening the HP DSS Workflow Configuration Utility . . . . . . . . 33
Navigating within the HP DSS Workflow Configuration Utility . 33
Configuring MFPs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
MFP menu page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
MFP digital sending . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Add Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
General tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
SMTP gateway page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
What is the SMTP gateway? . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Add an SMTP gateway button . . . . . . . . . . . . . . . . . . . . . . . . . 40
Edit an SMTP gateway button . . . . . . . . . . . . . . . . . . . . . . . . . 40
Remove an SMTP gateway button. . . . . . . . . . . . . . . . . . . . . . 40
Test an SMTP gateway button . . . . . . . . . . . . . . . . . . . . . . . . . 40
Move an SMTP gateway button . . . . . . . . . . . . . . . . . . . . . . . . 41
Preferences tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Component tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Notification options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
AABBYY Fine Reader OCR . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
HPS file generation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
XML file generation (KO2XML component) . . . . . . . . . . . . . . . 58
Multi-router . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
5 Licensing
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Getting an HP DSS Workflow license . . . . . . . . . . . . . . . . . . . . . . . 65
Using the License tab to manage licenses . . . . . . . . . . . . . . . . . . . 66
Updating or adding HP DSS Workflow device licenses . . . . . . 66
Transferring licenses to a different server . . . . . . . . . . . . . . . . 67
Extending an evaluation license . . . . . . . . . . . . . . . . . . . . . . . . 68
Installing multiple license packs . . . . . . . . . . . . . . . . . . . . . . . . 68
6 Support tools and procedures
Using the Service page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Using the Status Monitor program. . . . . . . . . . . . . . . . . . . . . . . . . . 71
Viewing log entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
7 Troubleshooting
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Sources for information about problems . . . . . . . . . . . . . . . . . . . . . 76
About page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

ENWW Contents 3
8 Customer support and warranty information
HP customer care service and support. . . . . . . . . . . . . . . . . . . . . . 85
Online services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Hewlett-Packard limited warranty statement. . . . . . . . . . . . . . . . . . 86
HP software license terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Index

4Contents ENWW

ENWW Introduction 5
1Overview
Introduction
This chapter describes the HP Digital Sending Software version 3.0
Workflow product, and explains how the software increases
productivity and improves MFP management. The final section in the
chapter contains definitions of terms that are used throughout this
manual.
What is the HP Digital Sending Software v 3.0
Workflow?
The HP Digital Sending Software v 3.0 Workflow (HP DSS Workflow)
is a Microsoft® Windows®-based device-to-application connector
software program for a multifunction peripheral (MFP). The software
can be used to capture, process, and route electronic documents
from HP MFPs.
.
Figure 1-1 HP Digital Sending Software Workflow Diagram
e-mail
folder
HP DSS Workflow
Server
MFPs

6Chapter 1 - Overview ENWW
Use HP DSS Workflow to perform the following tasks:
●define function keys, forms, and fields to capture and process
digital documents directly from Chai-enabled HP MFPs (see
Current Chai technology and XML messaging)
●create organizational groups of MFPs and manage software-
program function keys based on organizational needs
●use the MFP SMTP gateway and send e-mail messages directly
from the MFP
●use optical character recognition (OCR) to convert documents
into searchable formats
●store electronic documents directly from MFPs into folders or file
transfer protocol (FTP) sites, or to other printers
Benefits of HP DSS Workflow
The leading business-productivity studies show a direct correlation
between knowledge-sharing and productivity levels within an
organization. Often, knowledge-sharing is achieved by using MFPs
and content-sharing software.
The HP Digital Sending Software Workflow is an effective and
efficient content-management software program that helps provide
content that is correctly formatted and processed. The software offers
attributes that are key to organizational success:
●Ease of use. Because content-capture requires that all
organizational resources participate, effective content-capture
software must be simple and easy to use.
●Complete content-capture. Content appears in many formats.
Organizations require content-capture software that can capture
all content types, including structured, semi-structured, and
unstructured content.
●Uniform content processing. Uniform content-capture
simplifies the processes and steps that are required to implement
automated content-capture.

ENWW Introduction 7
HP DSS Workflow also provides an effective method for the following
objectives:
●creating application-server function keys on HP MFPs
●allowing organizations to formalize business content-capture
rules
●shortening the business-transaction cycle
●boosting productivity by increasing effective use of the MFP
●controlling the information flow from all MFPs into software
programs

8Chapter 1 - Overview ENWW
Terms and definitions
This section provides the definitions for terminology that is used
throughout this document.
Note A Common Group exists for the HP LaserJet 4100mfp and 9000mfp,
and a Common Group exists for the HP LaserJet 9055mfp and
9065mfp. Also, HP LaserJet 4100mfps and 9000mfps cannot be part
of the same Device Group as HP LaserJet 9055mfps and 9065mfps.
Common Group
The Common Group contains the set of default menus and forms that
can be propagated across the most common set of MFPs. Create the
most common menu, and form a hierarchy or create buttons under
the Common MFP Group. All MFPs that are not members of a
specific Device Group use defaults from the Common MFP Group.
Device Group
A Device Group is a set of MFPs that require a separate and distinct
menu, hierarchy, or button set. The administrator can create a Device
Group to assemble and manage a set of MFPs that have special
function-key definitions. A MFP can receive its menu definitions from
either the Common Group or from a Device Group, but not both.
Menu
The Menu is defined as a function-key label that appears as a part of
the MFP control panel function-key hierarchy. By adding forms under
each Menu, the Menu function-keys can be used to organize MFP
forms.
Form
A Form is defined as a set of fields that are grouped together under a
single, unique name. The Forms appear on the MFP control panel.
An associated indexing method can hold additional information about
the documents.

ENWW Terms and definitions 9
Note The Menu function-key label and the Form fields apply only to the
HP LaserJet 4100mfp and 9000mfp.
Button
A Button is defined as a function key that appears on the MFP control
panel.
Note The Button function key applies only to the HP LaserJet 9055mfp and
9065mfp.
SMTP gateway
This term refers to the internet protocol (IP) address or the network
name of the simple mail transfer protocol (SMTP) gateways that route
workflow data and e-mail.

10 Chapter 1 - Overview ENWW

ENWW Introduction 11
2Features and options
Introduction
The HP DSS Workflow provides the following functions:
●replicating the function keys on the MFP control panel
●creating forms and fields for the MFPs (not available for the
HP LaserJet 9055mfp or 9065mfp)
●managing the MFP function keys through logical device groups
●managing simple mail transfer protocol (SMTP) gateway and
e-mail functionality directly from the MFP (not available for the
HP LaserJet 9055mfp or 9065mfp)
●providing enhancements to e-mail (not available for the
HP LaserJet 9055mfp or 9065mfp)
●implementing the dynamic routing of electronic documents within
a single process by using a multi-router
●creating Send-to-PC capabilities so that MFPs can send files
directly to workstations
The HP DSS Workflow Configuration Utility, which is installed on an
administrator computer, is used to configure the HP DSS Workflow.

12 Chapter 2 - Features and options ENWW
Destination routing
An HP MFP uses the HP DSS Workflow software to send scanned
documents directly to several types of destinations. Figure 2-1 shows
the destination routing process.
Figure 2-1 The HP DSS Workflow
During destination routing, scanned documents can be sent to any of
three specific destinations:
●Folder
Send the scanned document, with metadata, to a folder on the
network or to a software program, where it can be edited to meet
specific needs.
●Printer
Send the scanned document to one or more network printers.
These documents are printed in the same way as any other print
job.
●FTP
Send the document to an FTP server.
Folder Printer FTP
MFP

ENWW Destination routing 13
Destination functions
At the HP LaserJet 4100mfp and 9000mfp control panel, users press
the Menu button on the control panel or the touch screen. At the HP
LaserJet 9055mfp and 9065mfp, users press SCAN/SERVER and then
press SEND on the touch screen. The functions that are available for
use with the routed documents vary, and are specific to the
destination. Table 2-1 shows the functions that are available from
within each destination.
Table 2-1. Function available within each destination
Send option Capabilities
Folder ●create a unique folder destination for each key
●use the optional OCR process to capture the
document content in an electronic format
●use the optional notification e-mail function to report
the document-delivery status
●create a menu hierarchy of destination keys (not
available for the HP LaserJet 9055mfp or 9065mfp)
●create user prompts to capture information about the
scanned document (not available for the
HP LaserJet 9055mfp or 9065mfp)
Printer ●scan documents and send them to other printers on
the network
●simulate color copying by sending to color printers
(from the HP LaserJet 4100mfp or 9000mfp)
FTP ●send documents to an FTP server
●log on by using a username and password

14 Chapter 2 - Features and options ENWW
MFP control panels
The HP LaserJet 4100mfp and the HP LaserJet 9000mfp, 9055mfp,
and 9065mfp have different control-panel layouts, and contain either
a keypad or a touch screen.
Both the keypad and touch-screen control panels have some
functions that are similar:
●the START, STOP, and RESET buttons control operation
●the Ready, Data, and Attention lights show status
●the numeric keypad is used to type numbers
The differences among the control panel layouts are described in
figures 2-2, 2-3, and 2-4.
Figure 2-2 HP LaserJet 4100mfp series keypad control panel
Figure 2-3 HP LaserJet 9000mfp series touch-screen control panel
Unique characteristics:
●The keypad for typing
information is similar to a
standard computer keyboard.
●The arrow buttons are
used to navigate through
elements in the display.
●The button is used to
select an element or to reach
a menu.
●The Menu button is on the
control panel.
Menu
Unique characteristics:
●Use the touch-screen display
to select options and navigate
through options on the
display.
●The touch-screen keyboard
appears as needed to use for
typing alphabetic characters.
●The Menu button appears on
the touch-screen display.
Menu

ENWW MFP control panels 15
Figure 2-4 HP LaserJet 9055mfp and 9065mfp touch-screen control panel
Unique characteristics:
●The Mode button is used to
select the Send/Store mode.
●The Send button appears on
the touch-screen in Send/
Store mode.
●Use the touch-screen display
to select options and navigate
through options on the control
panel.
Mode button

16 Chapter 2 - Features and options ENWW
Steps for sending (4100mfp and 9000mfp)
1Place the document on the glass or in the automatic document
feeder (ADF).
2Press Menu.
3Click Send to. This is the first menu choice, and is assigned by
the administrator.
4Type the username and password, if required.
5Navigate through the menu structure to find the correct
destination or software key.
Note Complete any available information fields. Some fields might contain
default values that can be changed.
6To scan and send the document, press the last field in the list.
(The name of the last field in the list varies because the
administrator names this field.)
Steps for sending (9055mfp and 9065mfp)
1Place the document on the glass or in the ADF.
2Select SCAN/SERVER.
3Press Send.
4Select the correct destination or software key, and press OK.
5Set the scan variables to the settings that you want.
6Press Start.