Send to Network Folder

Embedded

Digital Sending

Embedded Digital Sending

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Send to Network FolderRev. 5.31

Send to Folder

What is Send to Folder?The embedded Send to Folder feature allows users to scan documents from an MFP and store them in a folder on a server or network computer. Then users (proper credentials to the network folder) can retrieve the documents, save the documents to their computers, and print them.

This step-by-step guide shows how to configure Send to Network Folder.

n To use embedded Send to Folder, select the Enable Send to Folder check box in the Embedded Web Server (EWS).

• To log into an MFP EWS, open a web browser and input the MFP IP address (for example, http://10.10.10.10).

w To display the Send to Folder page of the EWS, click the Digital Sending tab, and then select Send to Folder from the left-side menu.

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1. Predefined FoldersPredefined folders are destinations for documents scanned from the MFP. Use the EWS to predefine folders and folder locations where MFP users can scan and send documents.

n Add, delete, rename, edit, and test folder access on the Send to Folder page of the EWS.

Add a new Predefined FolderClick Add, and the Edit Predefined Folder screen appears. Two options exist for creating a predefined folder: Shared Folder and FTP Site. Shared Folder is selected by default.

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Shared Folder

1. Type an Alias Name for the shared folder (for example, Accounting). This Alias Name appears on the MFP control panel when sending documents to the folder.

2. Type a Folder Path for the Shared Folder. The folder path needs to be a valid UNC network path (for example, \\server1\share1).

3. A default file name can be specified if desired. The MFP reverts to “Untitled” if a default file name is not specified.

4. Choose an item under the Access Credentials drop-down list (two options):

• Public: Uses a stored account to access the Shared Folder.

NoteIf the stored account does not have permissions, it prompts the user for credentials.

• Mfp User: Prompts for access if the authenticated/LDAP credentials do not have proper rights to access to the shared folder.

5. Test access to the Shared Folder by clicking the Test Folder Access button.

FTP Site

1. Type an Alias Name for the shared folder (for example, Accounting). This Alias Name appears on the MFP control panel when sending documents to the folder.

2. Specify an IP address or host name for the FTP server.

3. Specify the port the MFP will use to send the FTP jobs.

• The default FTP port is typically 21.

4. Specify the directory path on the FTP server.

• For example: /home/user/MySharedPath

• It is not necessary to specify an FTP path if the FTP path can be directly accessed from the UNC path (for example, \\FTPServer1\Share1), or if you prefer to write files to the FTP root folder.

5. A default file name can be specified if desired. The MFP reverts to “Untitled” if a default file name is not specified.

6. Specify a user name and password if one is required to access the FTP server.

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2. Default File Settings

Use the Default Filename Prefix setting to identify files coming from an MFP. Each MFP can be configured with a unique prefix. Select the Enable Default Filename Prefix check box, and input a three-letter prefix in the Filename Prefix field.

n The Filename Prefix is attached to the beginning of the filename for every file saved to a folder from that specific MFP.

You may also select the Create Directory based on Username check box to enable all files to be saved to a predefined folder based on the logon name of the specific user. The directory created is the name used when logging into the MFP.

n If authentication is not used, then the default folder path is used.

Default Filename Prefix

Use the Default Filename Prefix setting to uniquely identify files coming from an MFP. Each MFP can be configured with a unique prefix.

To enable a default prefix for each file:

§ Select Enable Default Filename Prefix.

§ Type a three-letter prefix in the Filename Prefix field.

The filename prefix is attached to the beginning of the filename for every file saved to a folder.

Create Directory based on Username

Selecting the Create Directory based on Username setting enables all files to be sent to a folder based on the logon name of the user. The directory name is the username logged in to the MFP. If authentication is not used, then the default directory is used.

NoteUsing the Create Folder Based on User Logon Name setting requires use of authentication for the Send to Folder feature.

Meta Data File Settings

Use Meta Data File Settings to indicate the format in which the meta data is delivered to a third-party application. Please refer to the documentation with your third-party application for more information on which format to select.

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File Format

§ None: No meta data files are created.

§ XML: Meta data is provided in XML format.

Example<?xml version="1.0" encoding="UTF-8" ?>

<Info xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" Version="1.0" SentTimeStamp="2005-09-19" FileName="testfile_2005091914421500">

<Scanner Name="15.5.164.230" ModelName="hp 9200C Digital Sender" SerialNum="CNBB123456" Status="0" />

<Sender Name="evansd" />

<ScanSettings FileFormat="pdf" SendingQuality="BLACK AND WHITE DOCUMENT" Pages="1" Duplex="0" />

<Destination Name="TEST" Path="\\evansd-xp\test" /> </Info>

§ HPS: Meta data is provided in HPS format.

Example[Info]

Version = 1.0

SentTimeStamp = 2005-08-29

ScannerName = 15.98.147.70

ScannerModelName = hp color LaserJet 9500 MFP Status = 0 FileName = hps Sender = alexandre <--- Email Alias FileFormat = pdf SendingQuality = BLACK AND WHITE DOCUMENT Pages = 1 Duplex = 0 DestinationName = FOLDER

3. Credentials To Access Public Folders

Use this section of the EWS to configure access to a public folder. Public folders are folders that all users at the MFP can use. Use of these folders does not require the user to log on at the MFP.

n Set the domain, username, and password for access to a public folder.

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4. Default Document Settings

Use this section of the EWS to set default document settings for all files sent from an MFP to predefined folders. You can set Color Preference, Resolution, File format, TIFF Version, and File Size. For example, if you personalize the Color Preference default to Black & White, the Resolution default to 300 dpi, and the File format default to PDF, then files scanned from the MFP are sent to predefined folders as black-and-white, 300-dpi PDF files.

Options:

Color Preference

§ Black & White

§ Color

Resolution

§ 75 dpi

§ 150 dpi

§ 200 dpi

§ 300 dpi

§ 400 dpi

§ 600 dpi

File format

§ PDF

§ Multi-page TIFF

§ TIFF

§ JPEG

TIFF Version

§ TIFF 6.0

§ TIFF (Post 6.0)

Default File Size

§ Small

§ Standard

§ Large

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5. Send to Folder Network Settings

Use the WINS Server field to specify either the name or IP address of the WINS server if Windows paths and folders are the file destinations. Use the NTLM Authentication Setting field to specify the authentication setting in use by the server/workstations as specified in the public and personal folders.

n The WINS server must be specified when the path to the workstation or server is of the form \\host-name\share. If the hostname is specified as an IP address (\\192.0.0.1\Topfolder), then a WINS server does not need to be provided. In this case, set the WINS server to 0.0.0.0.

n For the NTLM Authentication Setting:

• When using Windows 95, 98, or ME hosts, select Send LM and NTLM encrypted password.

• When using Windows NT (earlier than service pack 4), select Send NTLM encrypted password.

• When using Windows 2000 or later operating systems, select Use NTLM V2 Authentication.

• When using mixed devices, select Send LM and NTLM encrypted password.

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