Ricoh GlobalScan Service manual

Administrator’s Guide
Contents
Introduction ................................. 4
About GlobalScan.................... 4
Feature Highlights.................... 5
Before Getting Started.............. 7
MFD Configuration.................... 14
GS Admin Server Config........... 17
Step 1: Launch Admin Module.. 17
Step 2: Add/Edit a Profile......... 18
Step 3: GS V1.5 Settings ......... 50
Step 4: Enter/Edit Parameters .. 53
Step 5: Manage Services ......... 55
Step 6: Manage MFDs ............. 59
Step 7: Manage Logs............... 65
Step 8: Manage Jobs ............... 69
Step 9: Manage Failover.......... 72
Configuration Checklist ......... 79
Appendix
A. Requirements & Specs......... 81
B. Opt. Plug-ins & Framework... 83
C. Change Job Monitor / Data
Service Property.................. 86
D. Change Failover/Data Svc .... 90
E.OCR Engine Configuration ... 94
F. CDO.dll Install Procedures.... 102
G. Lotus Notes 6.5 Support ...... 104
H. Novell w/ Win Server 2003 ... 105
I. Backup and Restore Utility.... 107
J.FAQs.................................. 110
K. Glossary of Terms ............... 115
July, 2005
Copyright 2005by Ricoh Corporation. All Rights Reserved.
GlobalScan Ver. 2.0

GlobalScanTM Ver. 2.0
Administrator’s Guide
2
Copyright 2005 by Ricoh Corporation. All Rights Reserved.
No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or
translated into any language or computer language, in any form or by any means, electronic, mechanical,
optical, chemical, manual or otherwise, without the prior written permission of Ricoh Corporation.
GlobalScan is a registered trademark of Ricoh Corporation.
Windows, Microsoft Exchange and Internet Explorer are registered trademarks of Microsoft Corporation.
All other trademarks are the property of their respective owners.
The material in this document is for information only and is subject to change without notice. While reasonable
efforts have been made in the preparation of this document to assure its accuracy, Ricoh Corporation, its
contractors and partners, assume no liability resulting from errors or omissions in this document or from the
use of the information contained herein.
Ricoh Corporation reserves the right to make changes in the product design without reservation and without
notification to its users.

GlobalScanTM Ver. 2.0
Administrator’s Guide
3
Table of Contents
I
In nt tr ro od du uc ct ti io on n . .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .4
About GlobalScan ............................................................................................................. 4
GlobalScan Components................................................................................................... 4
About This Guide ............................................................................................................... 4
GlobalScan Feature Highlights........................................................................................... 5
•GlobalScan Ver. 2.0 Optional Plug-in / Framework Support..................................... 6
•GlobalScan New Feature Comparison ..................................................................... 6
Before Getting Started........................................................................................................ 7
•Setup Procedures.................................................................................................... 7
•GlobalScan Functions............................................................................................. 7
•GlobalScan Terms................................................................................................... 8
•GlobalScan Workflow .............................................................................................. 12
•GlobalScan Home Page Navigation......................................................................... 13
M
Mu ul lt ti if fu un nc ct ti io on na al l D De ev vi ic ce e C Co on nf fi ig gu ur ra at ti io on n. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 14
Localization........................................................................................................................ 16
G
Gl lo ob ba al lS Sc ca an n A Ad dm mi in n S Se er rv ve er r C Co on nf fi ig gu ur ra at ti io on n. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. . 17
Step 1: Launch GlobalScan Admin Module........................................................................ 17
Step 2: Add/Edit a Profile................................................................................................... 18
•General Tab................................................................................................ 20
•EMail Tab.................................................................................................... 26
•Scan To Folder Tab.................................................................................... 33
•Projects Tab ............................................................................................... 35
•Services Tab............................................................................................... 43
Select / Change the Default Profile...................................................................... 48
Delete a Profile.................................................................................................... 49
Step 3: Enter/Edit GlobalScan V1.5 Settings (if applicable) ................................................. 50
Step 4: Enter/Edit System Parameters ............................................................................... 53
Step 5: ManageServices (if applicable) ............................................................................... 55
Step 6: Manage MFDs......................................................................................................... 59
Add New Machine................................................................................................ 59
SmartDeviceMonitor for Client (Web Image Monitor) Utility ................................ 62
Edit Existing Machine Settings............................................................................ 63
Step 7: Manage Logs.......................................................................................................... 65
Step 8: Manage Jobs ......................................................................................................... 69
Step 9: Manage Failover(if applicable) ................................................................................ 72
GlobalScan Configuration Checklist .................................................................................. 79
A
Ap pp pe en nd di ix x
A–System Requirements and Specifications.................................................................... 81
B–Optional Plug-ins & Framework ................................................................................... 83
C–Change Job Monitor/Data Service Property................................................................. 86
D–Change Failover/Data Service Property ....................................................................... 90
E –OCR Engine Configuration........................................................................................... 94
F–CDO.dll Installation Procedures...................................................................................102
G–Lotus Notes 6.5 Support ..............................................................................................104
H–Novell w/ Windows Server 2003 ...................................................................................105
I–GlobalScan Backup and Restore Utility........................................................................107
J–Frequently Asked Questions........................................................................................110
K–Glossary of Terms........................................................................................................115

GlobalScanTM Ver. 2.0
Administrator’s Guide
4
,
GlobalScan
Fax Server
E-mail
DMS
Folder OCR
)
,
1
I
In nt tr ro od du uc ct ti io on n
About GlobalScan
GlobalScan enables a Multifunctional Device (MFD) to
quickly scan documents to e-mail or to folder, as well as
perform Optical Character Recognition (OCR), Facsimile
Server and Document/Content Management System
(DMS) functions via optional Plug-ins/Framework. This
powerful, yet easy-to-use, paper document capture and
distribution system integrates seamlessly with your existing
mail infrastructure to significantly boost workgroup
productivity by combining network scanning functionality
within an accessible copier platform. Most importantly,
dramatic cost efficiencies are gained by speeding
throughput of common business transactions that may
otherwise require slower and more costly methods of
communication.
GlobalScan Components
The GlobalScan system consists of two primary components, GlobalScan Server software and
GlobalScan MFD firmware. Once installed, the GlobalScan Server acts as a digital document
routing system that accepts scanned documents from MFDs, creating digital files-of even the
most complex documents-for electronic transmission over your network. Working together,
the GlobalScan Server and the MFD make efficient and timely delivery of these files to
destinations around the corner or around the globe.
About this Guide
This guide is divided into three sections:
1. Multifunctional Device Configuration –This section contains instructions for the
System Administrator to set the GlobalScan Server IP address, DNS IP, protocol
(HTTP/HTTPS) and proxy server settings. Also view version and build date
information.
2. GlobalScan Admin Server Configuration –This section provides instructions on
configuration of the GlobalScan Server, enabling the administrator to customize the
applications and functionality of the MFD.
3. Appendix –This section contains additional reference materials such as: software/
hardware requirements and specifications, optional Plug-ins and Framework to further
automate document management tasks, special file installationprocedures (including
backup and restore), frequently asked questions, and glossary of terms.

GlobalScanTM Ver. 2.0
Administrator’s Guide
5
GlobalScan Ver. 2.0
Feature Highlights
§Supports up to 250 enabled MFDs per
GlobalScan Server; runs as NT Service
§Intuitive operation through MFD’s large
touch-screen display; features tab-style
navigation
§Improved usability allows execution of
GlobalScan functions in fewer steps
§Offers administrator a highly-configurable
user interface
§Create individual projects; user presses
Project button on MFD to quickly access
GlobalScan functions
§Add/remove Serviceson a project level,
enabling customization based on user needs
§GlobalScan Failover provides automatic MFD
Failover to secondary GlobalScan Server
without restart; automatic fallback when
primary server is restored
§Device Authentication
-NT, Novell, LDAP or LDAPS authentication is
supported
-Login synchronization enables a single set of
credentials to provide access to shared
Services
-Each project can be represented by a
different authentication method, e.g., legal
requires FileNET login, marketing requires
LDAP login
-Uses HTTPS (or HTTP) protocol for secure
(or non-secure) communication between
MFD and GlobalScan Server
§Software utility enables Backup and Restore
feature on GlobalScan Ver. 2.0 Servers (or
data migration from a GlobalScan Ver. 1.5
Server to a Ver. 2.0 Server)
§Backup and Restore feature can be
command-line driven for automated
scheduled backups using any third-party
scheduler, including Microsoft’s “AT” scheduler
and Microsoft SQL Server
§Scan to Email
-Send documents as e-mail using your
existing SMTP/SMTP-AUTH, MS Exchange
or Lotus Notes 5/6.5 server
-Browse and select e-mail addresses from
company’s Global Address Book (via LDAP)
§Scan to E-mail Cont’d
-Search Global Address Book by keyword and
wild card
-No size limitation on Global Address Book
-Manually enter (ad hoc) e-mail address(es)
-Automatically adds the logon user’s e-mail
address to mail recipient list through “Scan To
Me” function
-Customize e-mail by enabling/disabling:
•Manual e-mail address entry
•Cc, Bcc, Reply To
•Default e-mail body text; sent with each
outgoing message
•Default e-mail domain for simplified manual
address entry
§Scan to Folder
-Scan directly to one or multiple local/network
folders/sub-folders
-Perform a folder search based on search string,
with all results displayed on MFD
-Scan To Home1, i.e., logon user’s home directory
§Flexible Scan Settings 2
-Mixed-size scanning, letter, legal and ledger-
size originals combined in a single scan
-Select scan settings (resolution, single-/double-
sided original, orientation and scan size)
-Support for batch scanning, i.e., scan a lengthy
document in batches and transmit as one file
-Scan documents from either the document
feeder or platen glass
-Supports multi-page scanning from platen glass;
manual paper size selection is available
§Extensive log and error tracking
-Captures originating MFD serial number, IP
address, user information, destination, scan
parameters; export log in XML format
-Error reporting integrates with NT Event Log for
easy monitoring by the administrator
§File Format Support
-Save black-and-white documents as PDF image
version 1.4 (default) or single-/multi-page TIFF
-Save color documents as PDF (default), JPEG or
black-and-white single-/multi-pageTIFF format
-Scanned document can be converted to
searchable PDF Image/Text, XLS (MS Excel) or
RTF (MS Word) via optional OCR Plug-in
1 When MFD authentication is set to NT or LDAP with Active Directory.
2Default scan settings are set on the project level, allowing multiple workflow configurations based on
application needs.

GlobalScanTM Ver. 2.0
Administrator’s Guide
6
GlobalScan Ver. 2.0
Optional Plug-in / Framework Support 1
§Scan to Fax (via RightFax Plug-in)
-Enter fax numbers (and e-mail addresses) for simultaneous delivery
-All user interface components are available to Application Developers through the GlobalScan SDK
Toolkit, enabling customized fax functionality
§File Conversion (via OCR Plug-in)
-Scan documents in searchable PDF Image/Text format, as well as editable XLS (Excel) and RTF
(Word) formats
-Multiple language support; automatic language switching; auto rotation (selectable on/off)
§GlobalScan SDK Toolkit (enables multiple back-end system support)
-One or more Document/Content Management Systems (DMS) can run on the MFD
-Utilizes open architecture for customization of MFD functionality
-Administrators create unique work flows based on application requirements
-Optional Framework available to Application Developers include:
•Documentum
•FileNET •Hummingbird •Interwoven •Livelink •Stellent
GlobalScan New Feature Comparison Ver. 2.0 Ver. 1.5
Maximum number of enabled MFDs 250 250
Localization support (languages) 54
Display licensing type information through admin module P-
Backward compatibility (including Plug-ins/Framework)2PP
Tab-style navigation via MFD’s touch screen with streamlined login operation P-
“Project” buttons for customizing workflow based on user requirements P-
“Clear Form” and “Reset” buttons erase information quickly from MFD touch screen P-
Add/remove Services on a project level (Email, Scan To Folder, etc.) P-
Support for multiple projects within a profile P-
Support for multiple authentication methods; one system per project P-
Establish default scan settings on project level; allowing multiple configurations P-
Search, display, select and scan to multiple folders/subfolders P-
Allow user to choose different language for OCR conversion (per job) P-
Allow user to enable/disable auto orientation for OCR conversion (per job) P-
Ability to support more than one optional third-party DMS (Framework) per MFD P-
Login synchronization; single set of credentials provide access to shared Services P-
Support for secure LDAP (LDAPS); sends user credentials using SSL encryption P-
Support for SMTP–AUTH (authentication); proxy user in admin or logged in user ID P-
Customize e-mail functionality (enable/disable Cc, Bcc, Reply to) P-
Create default e-mail body text; appended to each outgoing message P-
Enter default domain for fast manual address entry P-
Restrict manual e-mail address entry (LDAP lookup only) P-
Allow user to save black-and-white image to multiple single-page TIF files P-
Advanced log and error tracking P-
Support for Failover; two GlobalScan Servers with duplicate configurations P-
Support for Lotus Notes 6.5 Server P-
Support for Windows®2003, Standard Edition P-
Backup and Restore Utility P-
Extensive GlobalScan SDK (Software Development Kit) enhancements P-
1Please refer to Appendix B for details on optional RightFax and OCR Plug-ins, and third party
Document/Content Management System Framework. Also visit https://developersupport.ricohcorp.com.
2 GlobalScan Ver. 2.0 is backward compatible with only GlobalScan Ver. 1.5. GlobalScan Ver. 1.5 is backward
compatible with only GlobalScan Ver. 1.4.

GlobalScanTM Ver. 2.0
Administrator’s Guide
7
Before Getting Started
Setup procedures must be completed by an authorized service technician and/or System
Administrator prior to performing GlobalScan operations from the MFD control panel.
Setup Procedures:
RThe GlobalScan firmware is downloaded to MFD’s hard drive
RThe GlobalScan Server software1 is installed on a Windows®2000 or 2003
Standard Edition
server
RThe MFD is configured (covered in this guide)
RThe GlobalScan Admin Module is configured (covered in this guide)
RThe user has been assigned a valid User Name and Password 2
GlobalScan Functions:
Once setup is complete, the MFD user can perform numerous network-scanning functions,
depending on GlobalScan Server settings established in the GlobalScan Admin Module:
§Scan to Email –Standard GlobalScan feature
§Scan to Folder –Standard GlobalScan feature
§Scan to Fax3–Optional feature (requires RightFax Plug-in)
§Scan to OCR3–Optional feature (requires optional OCR Plug-in to convert
documents to PDF Image/ Text, XLS [MS Excel] or RTF [MS Word] format
§Scan to DMS3–Optional feature (requires third-party Framework customization)
1Please refer to GlobalScan Server Software Installation Guide (be sure to review the important notes in the
Pre-installation Requirements section). Also refer to Appendix A: System Requirements and Specifications (in
this guide).
2The System Administrator assigns user names and passwords for authentication purposes.
3Please refer to Appendix B for details on optional RightFax and OCR Plug-ins, and third party Document/Content
Management System Framework available to Application Developers. Also visit https://developersupport.
ricohcorp.com.
IIS with
GlobalScan
NT —Win2000/2003
Domain Controller—
Novell —LDAP/S
TCP/IP Network
LDAP/S Server
LDAP/S Query
Authentication
HTTP/S
E-mail Server
Mail Delivery
Framework
API
MFD
API
Plug-in

GlobalScanTM Ver. 2.0
Administrator’s Guide
8
Before Getting Started Cont’d
Please review this section to gain an understanding ofkey terms used within this guide, as
well as how to navigate the GlobalScan Admin Module.
GlobalScan Terms
Each of the following four terms, Profile, Project, Service, and System Parameters play a key
role in GlobalScan operation….
Note: Also see Appendix J: Glossary of Terms, for additional terms associated with GlobalScan.
§Profile
Each MFD is associated with a specific profile, i.e., parameters that define Novell and
LDAP settings, e-mail, scan to folder, project, Services and scan settings. Though
there is only one “Default Profile” for an MFD, that same profile can be applied to
multiple MFDs. Once a profile is created, you then configure one or more projects.
§Project
Projects provide multiple ways of configuring (customizing) Services based on the
specific needs of a particular group of users. For example, the sales department needs
to regularly e-mail lengthy proposals to prospective customers, while the legal
department scans hardcopy correspondence directly to a document management
application. Each user would simply access the appropriate Project button on the MFD
touch screen, thus displaying a collection of Services to choose from, e.g., Email,
FileNET, etc.
If the MFD’s profile contains a single project, it will be automatically be pre-selected on
the MFD and its Services will be displayed, without requiring the user to select a Project
button (seeFig. 1). Based on GlobalScan settings, the user may or may not need to be
authenticated, i.e., enter login credentials (see Fig. 2).
MFD Display
: One
project / login not
required
MFD Display
:
One project / login
required. After
successful login,
Fig. 1
appears.
Fig. 1
Fig. 2

GlobalScanTM Ver. 2.0
Administrator’s Guide
9
Before Getting Started Cont’d
GlobalScan Terms Cont’d
§Projects Cont’d
When two or more projects are configured in a profile, corresponding buttons will appear
on the MFD touch-screen display (Fig. 3), each addressing specific application
requirements.
Authentication
Each project can be defined by its own authentication method. Under authentication,
when a user presses a Project button, for example using NT authentication,a log-in is
required. After entry ofthe required credentials, the user presses the Login button;
authentication is executed.
NT Login
Novell Login
LDAP Login
Fig. 3
MF
D
Display
:
Project buttons
(max. 6 per
screen). Project
button labels are
configurable on
the GlobalScan
Server
Scroll up / down to view
additional Project buttons
If Active Directory is
acting as the LDAP
server, an addi-
tional field called
“Domain” will
display

GlobalScanTM Ver. 2.0
Administrator’s Guide
10
Before Getting Started Cont’d
GlobalScan Terms Cont’d
Simultaneous Authentication
The GlobalScan Server will simultaneously authenticate, for example, the same login
credentials used in NT authentication will enable access to FileNET functionality.
§Services*
Following log-in (if authentication is required), the MFD user is presented with a list of
available Services (E-mail, Scan To Folder, Fax Document, etc.). The user selects the
Service by touching the corresponding tab on the MFD’s touch screen.
*Note: The term “Services” is synonymous
with “Plug-in” and “Framework.”
S
ample login
screen for shared
Services
Services tabs on the MFD open corresponding
screens. Which tabs appear, and the order in which
they appear, is configurable on the GlobalScan
Server by the administrator.
If authentica
-
tion is required,
this button will
read “Logout”
Scroll to display additional Services tabs.
Note: These buttons are grayed out if no
other Services are available.