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.

GL-10x0 Scan Operator’s Guide 1
1Features and Functions
The TOSHIBA Electronic Document Processing Systems provide network
scanning capability with a wide range of options but requires a minimum
of time spent setting up scan templates.
This chapter describes the functionality of the GL-Scan feature and its
components.

2GL-10x0 Scan Operator’s Guide
Features and Functions
The GL-Scan feature allows you to:
Create scan templates for both general purpose and specific use
Store scanned image data on the controller, and retrieve it via the
network using the GL-TWAIN Driver application
Transfer scanned image data to a shared folder on the Windows
operating system file server on the same network as the controller
Send scanned image data as a file attachment to one or more
recipients using the e-mail function
Send scanned image data to one or more recipients using the iFax
function
Send scanned image data to an FTP server
Receive and print iFax jobs
Setup and maintain Scan features using the TopAccess web-based
utility
Access the LDAP server when you initiate Send to E-mail or iFax jobs
from the copier control panel
Access the LDAP server when you create a template for Send to
E-mail or iFax jobs
Software Components
The GL-Scan feature uses several utilities that are supplied with the
TOSHIBA Electronic Document Processing System. This system consists
of the copier and the controller, a computer located inside the copier.
Printer Drivers
Printer drivers enable devices, such as the controller, to receive
information for printing from an application program. The controller
comes with four printer drivers, PCL6 and PSL3 drivers for both the
GL-1010 and GL-1020. Each provides document print, layout, and
assembly functions that are not available in many applications.
GL-TWAIN Driver
This software component enables you to import scanned images into
TWAIN-compliant applications.

GL-10x0 Scan Operator’s Guide 3
TopAccessDocMon
TopAccessDocMon allows you to monitor all jobs and control your own
current jobs. With the Notification feature enabled, TopAccessDocMon
saves you time by notifying you of printing events, such as paper cassette
open, before you walk over to the copier and find that your job did not
print. For more information, refer to the Operator’s Guide on the e-
STUDIO Client CD-ROM.
TopAccess
TopAccess, an embedded web-based device-management utility, allows
you to monitor and manage your print jobs over the Internet using
Netscape Navigator or Internet Explorer.
TopAccess includes TopAccessComposer, which is a web-based document
editor/organizer for the system. It enables you to view, edit, merge, and
store post printed and scanned documents on the controller.
TopAccessComposer provides two predefined system folders called
Department and Public, and creates a private folder for each user
account. For further details, refer to the TopAccessComposer Operator’s
Guide or online Help.
For full details on using TopAccess, refer to the Operator’s Guide on the e-
STUDIO Client CD-ROM or the Administrator’s Guide on the e-STUDIO
Admin’s Client CD-ROM.
System Components
You can use the network scanner functions within the Windows operating
system network environment.
For scanning images to the network, the copier offers a choice of scanning
modes and scan destinations.
Caution: There are limitations on the number of pages, file size, and
resolution imposed by the maximum memory capacity of your
computer. Refer to the computer hardware manual to confirm these
limitations.
Scanning Modes
There are two modes available for scanning documents:
Public Scan
In this mode, you use scan templates from the public template group. The
administrator sets up and maintains the public templates. Besides

4GL-10x0 Scan Operator’s Guide
general purpose templates which are available to all users connected to
the controller, the public group may include password-protected
templates for specific purposes.
Private Scan
In this mode, you use scan templates that are specific to a department
(Accounting, Human Resources, Research and Development, etc.) or to a
project. You maintain these templates in private template groups. You
can assign a password to the template group. You can also assign
passwords to individual templates.
Scan Destinations
There are six transfer options:
Send to TWAIN: saves scanned data as a TWAIN-compliant image on
the controller.
Send to File: offers two destinations: you can save to the controller or
to a file server.
Send to E-mail: automatically sends scanned image data to a list of
designated e-mail addresses.
Send to iFax: automatically faxes scanned image data to a list of
recipients.
Send to TopAccessComposer: saves scanned image data in folders
in the TopAccessComposer storage area.
Send to FTP: sends scanned image data to an FTP server.
System Requirements
Caution: The network scanner function requires the TCP/IP protocol
to be installed and configured on the network. For further
information, refer to the Administrator’s Guide.
You can use the TopAccess web-based utility from a Windows, Macintosh,
or Unix operating system environment. The following browsers are
supported:
Internet Explorer 5.5 SP2 or higher for Windows and Macintosh
operating systems
Netscape Navigator 6.2 or higher for Windows, Macintosh, and Unix
operating systems

GL-10x0 Scan Operator’s Guide 5
2Scanning Overview
The GL-Scan feature of the TOSHIBA Electronic Document Processing
Systems enables you to scan documents and transfer the image file to
various destinations. It also enables you to send iFaxes.
This chapter describes how to set up and use the GL-Scan feature.
Subsequent chapters provide detailed instructions for each task.
About Scan Templates
Before it can scan a document, the Electronic Document Processing
System needs information about:
The original document: Are the pages assorted sizes? Does it
contain text or photos or both?
The scanning process: Do you want single or double-sided scan?
High or low resolution? Do you need to have the image rotated?
The image file: What format do you need (for example, TIFF or PDF)?
Where do you want to send the file?
To save entering all this information every time you use the scan function,
you use a predefined scan template.
The administrator creates and maintains a number of scan templates on
behalf of other users. This set of templates is called the public template

6GL-10x0 Scan Operator’s Guide
group, because it is accessible to all users who are connected to the
controller. Its default name is Public Scan.
Note: Some of the templates in the public group may have passwords
assigned to them.
In addition, you can define your own scan templates. Like public
templates, these private templates are organized in groups. You can set a
password for the template, for the private template group, or for both. If
you do not set a password anyone who uses the system can access your
scan template.
Scan Transfer Agents
Each template uses a scan transfer agent to send the scanned image file
to its destination. There are six scan transfer agents:
Send to TWAIN: Stores the image in a TWAIN folder on the controller.
Send to File: Stores the scanned file in a folder on the controller or a
network file server
Send to E-mail: Sends the scanned file as an e-mail attachment to
the specified list of recipients
Send to iFax: Sends the scanned file as an Internet fax (iFax) to the
specified list of recipients
Send to TopAccessComposer: Stores the scanned file in a
TopAccessComposer folder.
Send to FTP Server: Sends the scanned file to a remote computer
(FTP server)
Setting Up
Before you scan or fax a document, you may need to create a private
template or to install software.
Creating a Template
First, check whether a suitable template for your scan job already exists.
You can do this from your workstation using TopAccess, or at the copier
control panel.
For the Send to TWAIN and Send to File options, you will almost certainly find
a suitable template in the public group.
For Send to TopAccessComposer and Send to FTP, you may find a template that
is very similar to what you need either in the public group or in a private

GL-10x0 Scan Operator’s Guide 7
group to which you have access. You can modify the settings at the copier
control panel when you scan the document.
Although it is quicker to make minor changes at the control panel than to
create a new template, such changes are temporary, you must make them
each time you use the template. If you need to use the same settings
periodically, creating a private template saves time in the long run.
For Send to E-mail and Send to iFax, you must create private templates
because they must include your name and return e-mail address.
To create private templates and private template groups, use TopAccess
as described in Setup on page 9.
Scanning a Document
In outline, the procedure for scanning a document is:
1Decide where you want to send the image file, since this governs your
choice of scan template.
2Place the document in the copier Automatic Document Feeder (ADF)
or place the first page on the glass.
3Press PRINTER/NETWORK on the control panel.
4Press SCAN on the LCD touch screen and choose the type of scan job.
5For a public scan job, select the template. For a private scan job,
select the private template group and then the template.
6View the scan settings and make any changes.
7Press START on the control panel or SCAN!to begin scanning your
document.
For more detail, see Scanning Documents on page 23.
Once you have scanned a document, it joins the queue of current scan
jobs waiting to be sent to their specified destinations.
Cancelling a Scan Job
Suppose you return to your desk to find an updated version of the
document you just scanned. If the scanned image is still in the current
jobs queue, you can delete it using TopAccess.
1In TopAccess, select the Scan tab to open the Current Jobs page.
2Scroll down the list to find your job.
3Select the job and click Delete.
For more detail, see Monitoring Scan Jobs on page 55.

8GL-10x0 Scan Operator’s Guide
Sending a Fax
You can use the GL-Scan feature to send an iFax. The first time you do
this, you need to create a template that contains your name and return
e-mail address.
If you regularly send faxes to one or more groups of people, you can create
a template for each set of recipients. You can add the subject and
covering message for the fax at the control panel.
If you periodically fax a particular document, such as a progress report, to
the same set of recipients you can create a template for that document. In
this case, you can include the subject and covering message in the
template.
1Place the document you want to fax in the ADF or on the glass.
2At the control panel, press PRINTER/NETWORK, then SCAN and choose
PRIVATE SCAN JOBS.
3Select the appropriate Send to iFax template.
4Check the list of recipients and make any changes.
5Enter or modify the subject line and covering message if necessary.
6Press START or SCAN!to send the fax.

GL-10x0 Scan Operator’s Guide 9
3Setup
This chapter guides you through setting up the scan functions.
You can use the TopAccess utility to create scan templates that contain
all required scan and distribution information. When these templates are
downloaded to the copier, they facilitate “one-touch scan and send tasks”
from the copier control panel.

10 GL-10x0 Scan Operator’s Guide
Scan templates contain the attributes for scan jobs such as resolution
and paper size. They also specify the scan transfer agent, which enables
you to send scanned documents to the appropriate destination.
Scan templates are stored in groups. There are up to 200 private groups
and one public group. Each group can contain up to 60 templates.
Templates in the public group are created and maintained by the
administrator. The public group can be accessed by all users, but some of
the templates may be designed for specific purposes and have passwords
assigned to them.
Templates in private groups are based on particular group profiles.
Private groups can be assigned passwords. You can also assign
passwords to individual templates. If it has no password assigned at
either the template or group level, a “private” template is accessible to all
users.
Both end users and administrators can create and edit private groups
and private templates. Only the administrator can delete
password-protected groups.
In practice, you may not need to create templates or groups yourself. The
administrator and other users may have set up all the templates you need
for your work. Before creating any templates, look on your system to see
what templates are available.
Using Scan Transfer Agents
Scan transfer agents (or scan agents for short) contain the properties for
sending scan jobs to a particular destination. You use scan transfer
agents to:
Save a scanned image in a folder on the controller or a network file
server
Save a scan as a TWAIN-compliant image
Send a scanned image as an e mail attachment
Send a scanned image as an iFax
Save a scanned image to a TopAccessComposer folder
Send a scanned image to an FTP server
Once the administrator has configured the scan agent properties, end
users can set up the specific details for scan agents when they create
scan templates.
The administrator sets up scan transfer agent properties in TopAccess
under the Administration tab, Scan Agents pages. For more information,
refer to the Administrator’s Guide or online help.