Ricoh GlobalScan NX Plug-in User manual

1
GlobalScan NX Plug-in for FileNet
User’s Guide
The GlobalScan NX Plug-in for FileNet (FileNet Plug-in) is a GlobalScan NX (GSNX) plug-in service that distributes documents
scanned using a multifunctional device (MFP) to IBM File Content Manager P8.
DBV023
FileNet Content
Management Interoperability
Services (CMIS) Server
Server with GlobalScan NX
Software Application, AdminTool,
and GlobalScan NX Plug-in for FileNet
GlobalScan NX Administrator
(Managing via Web browser)
MFP with
GlobalScan NX
Application Installed
Fig. 1: GlobalScan NX Plug-in for FileNet Workflow
• This product is displayed as "Send to FileNet" on the MFP control panel.
• This manual explains the operation procedures for the FileNet Plug-in. For details about the operation procedures for other Ser-
vices/Filters, see GSNX User’s Guide.
Introduction
This manual contains detailed instructions and notes on the operation and use of this product. For your safety and benefit, read this manual
carefully before using the product. Keep this manual in a handy place for quick reference.
Important
• TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:
• THE SUPPLIER SHALL NOT BE LIABLE FOR THE RESULT OF OPERATION OF THIS SOFTWARE OR THE USE OF THIS
DOCUMENT.
• THE SUPPLIER SHALL NOT BE LIABLE TO YOU FOR DAMAGES OR LOSS OF ANY DOCUMENT OR DATA PRODUCED BY
USING THIS SOFTWARE.
• THE SUPPLIER SHALL NOT BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES
(INCLUDING, BUT NOT LIMITED TO, DAMAGES FOR LOSS OF PROFITS, BUSINESS INTERRUPTION OR LOSS OF BUSI-
NESS INFORMATION, AND THE LIKE) CAUSED BY FAILURE OF THIS SOFTWARE OR LOSS OF DOCUMENTS OR DATA,
NOR FOR ANY OTHER DAMAGES ARISING OUT OF THE USE OF THIS SOFTWARE, IF THE SUPPLIER HAS BEEN ADVISED
OF THE POSSIBILITY OF SUCH DAMAGES.
• Some illustrations or explanations in this guide may differ from your product due to improvement or change in the product.
• The contents of this document are subject to change without notice.
• No part of this document may be duplicated, replicated, reproduced in any form, modified or quoted without prior consent of the supplier.
• It is possible that any document or data stored in the computer will be damaged or lost by user error during operation or software error. Be
sure to back up of all important data beforehand. Important documents and data should always be copied or backed up. Documents and
data can be lost because of malfunction or human error. Furthermore, the customer is responsible for protection measures against computer
viruses, worms, and other harmful software.
• Do not remove or insert any disk while operating this software.

2
Trademarks
IBM, the IBM logo and ibm.com are trademarks of International Business Machines Corp., registered in many jurisdictions world-
wide.
Other product names used herein are for identification purposes only and might be trademarks of their respective companies. We
disclaim any and all rights to those marks.
Before You Begin
Abbreviations
The following abbreviations are used in this guide to shorten content.
Product / Name Abbreviation
GlobalScan NX GSNX
Multifunctional Device MFP, Device
GlobalScan NX Plug-in for FileNet FileNet Plug-in
Content Management Interoperability Services CMIS
Enterprise Content Management ECM

3
FileNet Plug-in
Step 1: Placing the Original
Place the original face up on the Automatic Document Feeder
(ADF) or face down on the exposure glass.
BMC001S
BMC002S
Fig. 2: ADF Fig. 3: Exposure Glass
Step 2: Opening the Group/Project Screen
1. Press [Scanner] on the MFP control panel (once or twice).
BMC003S
Fig. 4: Control Panel
• Any key other than the [Scanner] key can be programmed
to access GSNX. Check with your Administrator.
• The appearance of the GSNX user interface varies depend-
ing on the MFP model and the administrator settings.
2. Select the group tab you require.
3. Select the project button you require.
Fig. 5: Group/Project Screen
Step 3: Logging In
If you are required to log in, the screen shown in Fig. 6 or Fig. 7
(below) will appear. If login is not required, proceed to P.3 "Step
4: Selecting/Entering Metadata".
With an Authentication
Fig. 6: Login Screen
1. Press [User Name] and enter your user name.
2. Press [OK].
3. Press [Password] and enter your password, if necessary.
4. Press [OK].
5. Select/enter Domain Name, if necessary.
6. Press [Login].
Without an Authentication
Fig. 7: Login Screen
1. Press [User Name] and enter your name.
2. Press [Password] and enter your password.
3. Press [Login].
• If login fails, press [OK] and repeat the above procedure
using valid account information.
Step 4: Selecting/Entering Metadata
If metadata is required, the metadata screen will appear. If metadata
is not required, proceed to P.4 " Step 5: Selecting a Service " .
1. Select the relevant fields, drop-down menus, or buttons.
2. Enter the document information.
3. Repeat steps 1 - 2 as necessary.
4. When finished, press [OK].

4
Step 5: Selecting a Service
The Service Menu for the project selected in P.3 "Step 2: Opening
the Group/Project Screen" appears.
1. Press [Send to FileNet].
Fig. 8: Service Menu
• If only one service exists, the Repository Selection screen
will appear.

5
Step 6: Specifying a Destination (Repository Selection Screen)
Send to FileNet Screen Overview
DBV046
A
B
Fig. 9: Send to FileNet Screen
This screen does not appear depending on the settings specified by the administrator.
"User Name", "Password", and "Login" do not appear when the authentication profile has been set to the project.
A. Repository
Specify the repository to connect. The repository list is listed in alphabetical order.
This input is not visible until the user performs a successful login.
B. Next
Load "Destination Folder Selection Screen".
This input is not visible until the user performs a successful login.
Procedure
From Send to FileNet screen (Fig. 9), proceed as follows:
1. Specify a repository.
2. Press [Next].
The Destination Folder Selection screen is displayed.

6
Step 7: Specifying a Destination (Destination Folder Selection Screen)
Send to FileNet Screen Overview
DBV030
A
B
C
D
E
F
G
H
I
Fig. 10: Send to FileNet Screen
A. Selected Folder
The number of selected destinations and the selected folder name are displayed in the following format:
[Display Name] folder
B. Selected Destinations
Display a list of the destination folders currently selected. You can press folders in this list to remove them.
C. Search, Folder View
Perform the keyword search in the current folder and its sub-tree folder(s).
D. Root
Return to the screen displaying the root folders.
E.
Display the folders on the upper level folders. This button is disabled in root folder view.
F.
The list of accessible sites, libraries, and/or folders is displayed.
G. Folder Name
Select a folder name to add that folder to [Selected Destinations].
H. Scroll key
Use the up and down keys to scroll through the Folder Name list when all of the folders will not fit on one screen.
I. Next
If one or more destination folder(s) is specified, move to the Document Information Input screen.
If not, an error dialog will appear.
Procedure
From Send to FileNet screen (Fig. 10), proceed as follows:
1. Select a destination folder.
2. Press [Next].
The Document Information Input screen is displayed.

7
Step 8: Specifying a Destination (Document Information Input Screen)
Send to FileNet Screen Overview
DBV031
A
B
C
D
Fig. 11: Send to FileNet Screen
A. Document Type
Specify the document type. The Document type list is sorted in alphabetical order using its display name attribute.
B. Document Properties
Specify document properties. The Document properties list is sorted in alphabetical order using its display name attribute.
The UI control type varies depending on the document property type. (String / Integer / Date-time). Parameter settings on the
screen that are marked with an asterisk (*) must be specified.
Up to 14 properties can be set.
C. Back
Move to the Destination Folder Selection screen.
D. Next
Move to the Scanning screen.
Procedure
From Send to FileNet screen (Fig. 11), proceed as follows:
1. Select a document type from the drop-down list".
2. Specify document properties.
3. Press [Next].
The Scanning screen is displayed, and then Press [OK].
• All required fields must be set before scanning.
If there are some empty required fields, you cannot start the scan.

8
Step 9: Setting the Scan Parameters
• Depending on the administrator settings, other scan parameters
might or might not be required.
• The Scan Settings and Scan Size screens can be customized
by the administrator, thus the settings that are available might
vary.
Document Name
This name identifies the e-mail attachment or file.
From the Service Menu (Fig. 8), proceed as follows:
1. Press [Document Name].
2. Enter a name, and then press [OK]. The "Document Name"
field is automatically populated.
• The administrator can preset the names. Editing is possible,
unless the document is set to read-only.
Scan Settings/Scan Size
From the Service Menu (Fig. 8), proceed as follows:
1. Press [Scan Settings].
2. Press [Scan Settings] or [Scan Size].
3. Configure the settings as necessary, and then press [OK].
• For details about Scan Settings and Scan Size, see GSNX
User’s Guide.
Filters
For details about how to specify other filters, see GSNX User’s
Guide.
Step 10: Start the Scan
1. Confirm that the destinations are correct. If necessary, open
the Service Menu screen, and then press [Details]. To close
the [Details] screen, press [Summary].
2. Confirm that the control panel [Start] key is lit green. If it
is not, check that all the necessary settings and values have
been selected or entered, and that an original is placed in the
ADF or on the exposure glass.
3. Press [Start].
The original is scanned and the resulting scan file is distrib-
uted.
Step 11: Exit the Project
When scanning finishes, press the [Logout] button (see Fig. 12).
The Group/Project screen (Fig. 5) will appear.
Fig. 12: Scanning Screen
Step 12: Review the Job Log
The Job Log provides details about each scanned document, such
as Date/Time, Project Name, Document Name, User Name, Job
Status, etc.
The content of the Job Log is determined by the administrator.
Depending on the administrator's settings, you will be able to view
the job log of every project or a specific project only.
To view the Job Log, proceed as follows:
1. Press [Job Log].
2. Check the job log.
3. When finished, press [OK].
© 2013 Ricoh Co., Ltd.
EN GB EN US D488-5421