Toshiba GL-10x0 Scan Manual

Scan Operator’s Guide
Version 2.2.1
Your guide to using the Scan functions of your
TOSHIBA Electronic Document Processing System

GL-10x0 Scan Operator’s Guide i
Table of Contents
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv
Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv
Supplemental References . . . . . . . . . . . . . . . . . . . . . . . . . . vii
1 Features and Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Features and Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
System Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2 Scanning Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
About Scan Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Setting Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Scanning a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Sending a Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Using Public Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Private Groups and Templates . . . . . . . . . . . . . . . . . . . . . . 12
Configuring Agent Settings . . . . . . . . . . . . . . . . . . . . . . . . . 18

ii GL-10x0 Scan Operator’s Guide
4 Scanning Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Placing the Originals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Scanning Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Handling Paper Jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Scan Parameter Settings . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Scan Agent Settings in the Control Panel . . . . . . . . . . . . . . 32
Working with the Address Book . . . . . . . . . . . . . . . . . . . . . 36
Scanning Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
5 Retrieving Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Retrieving Scanned Documents (TWAIN). . . . . . . . . . . . . . . 46
More Ways to Retrieve Documents . . . . . . . . . . . . . . . . . . . 48
Dialog Box Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
6 Monitoring Scan Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Managing Scan Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
7 Basic Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
TWAIN Driver Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
8 Scan Tab Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Scan Jobs Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Templates Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Template Groups Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

GL-10x0 Scan Operator’s Guide iii
Preface
This Scan Operator’s Guide explains how to use the scanning functions of
the TOSHIBA Electronic Document Processing Systems. It also provides
instructions for retrieving scanned jobs, and for using the TopAccess web-
based utility to set up and monitor scan jobs.
This Preface introduces the scanning functions and defines the scope and
audience of this guide.

iv GL-10x0 Scan Operator’s Guide
Introduction
The TOSHIBA Electronic Document Processing System is a state-of-the-
art combination of network scanner, printer, and digital copier with walk-
up, e-mail, and iFax capability.
The network scan feature enables you to perform these functions:
Scan a document from the copier
Save the scanned image to a file on the controller or on a file server
Send the scanned image to one or more e-mail recipient(s)
Fax the scanned image to one or more recipients via Internet-Fax
(iFax)
Save the scanned image in a TWAIN folder for use by
TWAIN-compliant applications
Send the scanned image to an FTP server
Create scan templates to initiate scan jobs
Intended Audience
Who Should Read This Guide?
This Scan Operator’s Guide is intended for people using the scan
functions. It provides detailed instructions for end users on:
using the digital copier control panel to scan documents
configuring and using the GL TWAIN Driver software
using TopAccess to set up and monitor scan jobs
For network administrator functions, refer to the Administrator’s Guide.
This Scan Operator’s Guide is not intended for digital copier service
technicians or operators. For information on using and maintaining the
TOSHIBA digital copiers, refer to the Toshiba Operator’s Guide for Copying
Functions or contact your Toshiba authorized dealer for support.
Scope
This guide assumes that you are familiar with the software applications
you use to create and modify documents. Document setup or application-
specific functions are not covered in this guide.

GL-10x0 Scan Operator’s Guide v
Styles and Conventions
This guide employes several typographic styles to visually convey
information. The following table lists the styles and illustrates their use.
Styles and Conventions Used In This Guide
STYLE USAGE DESCRIPTION EXAMPLE
BOLD, SANS
SERIF FONT, ALL
CAPS
All hard keys on the copier
control panel. Press START.
SANS SERIF FONT,
ALL CAPS All soft keys and function tabs on the copier LCD touch
screen.
Press ADMIN.
Bold, sans serif
font, initial caps Names of buttons, controls,
tabs, and menu options
(items).
Double-click Properties and click Services.
From the Start menu, choose Programs >
TOSHIBA GL-Client Software >
TopAccessDocMon.
Courier Screen messages and text
you type in a field or at the
command line.
Type the following command: setup.exe
<Brackets
enclosing
variable text>
Variable text that is to be
replaced with specific text
applicable to your network.
Enter GL<device name>, where device
name is the Microsoft Computer Name
assigned to the controller.
Italic, blue,
underlined Cross-reference to additional information. See, Scanning on page 25 for the steps required to scan images.
Light blue and
underlined Indicates text that is linked on
a web page. This text is not
linked in the documentation.
Click the Install Software link at the
bottom of the page.

vi GL-10x0 Scan Operator’s Guide
How this Guide is Organized
Chapter 1, Features and Functions on page 1 introduces the capability
and components of the GL-Scan feature in the TOSHIBA Electronic
Document Processing System.
Chapter 2, Scanning Overview on page 5 describes in outline how to set
up and use the GL-Scan feature.
Chapter 3, Setup on page 9 explains how to use TopAccess (End User
Mode) to set up private scan templates, to organize them into groups, and
to configure the scan transfer agents.
Chapter 4, Scanning Documents on page 23 explains how to scan
images using the copier control panel.
Chapter 5, Retrieving Documents on page 45 summarizes the
procedures for retrieving scanned images
Chapter 6, Monitoring Scan Jobs on page 55 summarizes how to use
TopAccess to monitor your scan jobs.
Chapter 7, Basic Troubleshooting on page 59 summarizes how to
resolve issues you may experience.
Chapter 8, Scan Tab Reference on page 65 describes the fields and
controls on each page of the Scan tab in TopAccess.

GL-10x0 Scan Operator’s Guide vii
Supplemental References
In addition to the information in this guide, the following reference
materials are available to assist you in using and optimizing your
controller:
Toshiba Operator’s Guide for Copying Functions
This manual describes the digital copier functions: how to make copies,
maintain the copier, and troubleshoot mechanical and copying problems.
Quick Start Guide
The purpose of this guide is to introduce the controllers, summarize
installation and operational procedures, and describe system
requirements and specifications. A printed copy of this manual ships with
the controller.
Administrator’s Guide
You can find the .pdf version of this guide on the e-STUDIO Admin’s Client
CD-ROM. It is intended for the network administrator and contains
detailed information for installing, configuring, and troubleshooting the
controller.
Operator’s Guide
This guide provides detailed instructions for installing and using the
printer drivers and the job monitoring utility, TopAccessDocMon, to print
to the Electronic Document Processing System. It also describes how to
use the web-based application TopAccess to monitor and manage print
jobs. You can find the .pdf version of this guide on the e-STUDIO Client
CD-ROM.
TopAccessComposer Operator’s Guide
You can find the .pdf version of this guide on the e-STUDIO Admin’s Client
CD-ROM and on the e-STUDIO Client CD-ROM. It contains information on
storing, managing, editing, and printing documents using the web-based
tool, TopAccessComposer.
Network Fax Operator’s Guide (GL-1010 Option)
If you have purchased the optional Fax feature, the e-STUDIO Fax Option
Client CD-ROM contains a .pdf version of this guide. This guide contains
information on enabling network fax functionality through the controller.

viii GL-10x0 Scan Operator’s Guide
It includes procedures for sending faxes through the network from a
remote workstation and using the fax software: GL Fax Driver, GL Fax
Address Book Viewer, and GL Fax Address Book. It also describes how to
use the web-based utility, TopAccess (End User Mode) and the client
utility, TopAccessDocMon, to manage fax jobs.
Application-Specific Online Help
All of the Electronic Document Processing System software and drivers
come with application-specific online help. Click Help or choose the
Contents and Index options from the Help menu. For web-based help in
TopAccess, click the Help link.