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Users Guide
The information in this document is subject to change and does not represent a commitment on
the part of eCopy, Inc. The software described in this document is furnished under a license
agreement. The software may be used or copied only in accordance with the terms of the
agreement. It is against the law to copy the software on any medium except as specified in the
license agreement. No part of this document may be reproduced, transmitted in any form or by
any means, electronic or mechanical, including photocopying, recording, or information storage
and retrieval systems, or translated into any language for any purpose other than the purchasers
personal use, without the written permission of eCopy, Inc.
1992 2003, eCopy, Inc. All rights reserved.
eCopy, the eCopy logo, eCopyFax, the Simplify logo, the MailRoom logo, eCopy ShareScan, eCopy
ShareScan OP, eCopy ScanStation, eCopy Desktop, eCopy Quick Connect, eCopy Xpert
Compression, UniDoc, SpeedFax, and SpeedPrint are trademarks of eCopy, Inc. Simplify and
MailRoom are registered trademarks of eCopy, Inc.
All other terms and products are trademarks or registered trademarks of their respective owners
and are hereby acknowledged.
Table of Contents
PART 1
Introduction.....................................................................................1
PART 2
Using ShareScan..............................................................................8
Starting ShareScan................................................................................................................................. 9
Changing the scanner settings ............................................................................................................ 10
Selecting file format, searchable text and optional encryption......................................................... 11
Entering tracking information............................................................................................................ 14
Encrypting the scanned document ..................................................................................................... 15
Faxing a document from ShareScan ................................................................................................... 16
Using Microsoft Exchange-based fax applications ........................................................................ 18
Using Lotus Notes-based fax applications ..................................................................................... 22
Fax via SMTP ................................................................................................................................... 25
Using Omtool Fax Sr. or Genifax Filescan...................................................................................... 28
Using RightFax API ......................................................................................................................... 29
Using other fax applications ........................................................................................................... 30
E-mailing a document from ShareScan............................................................................................... 31
Using Microsoft Outlook/Exchange ............................................................................................... 33
Using Lotus Notes ........................................................................................................................... 37
Using LDAP/SMTP mail.................................................................................................................. 42
Using other MAPI-compliant applications..................................................................................... 46
Sending a document to the desktop ................................................................................................... 47
Scanning and printing a document..................................................................................................... 51
Using ShareScans image processing functions .................................................................................. 54
Closing ShareScan................................................................................................................................ 57
PART 3
Index ............................................................................................................ 67
ii
PART 1
Introduction
Contents
Part 1
Introduction
custom scan to file buttons and scan documents to a preconfigured common location, such as
an FTP site or a departmental inbox.
What it is
This number is used for eCopy ScanStations, eCopy ShareScan, and eCopy
Desktop. It should be 10 alpha-numeric digits long, beginning with D (this
should not be confused with the Microsoft licensing label or the HP PC serial
number). The serial number is printed on stickers located in the following areas:
on the eCopy ScanStation PC, on the shipping box, on the inside packaging box,
and on the first page of the user manuals.
The version and release of the eCopy software currently being used. You can
find the version and release number of your installed eCopy software in the
About selection in the application Help menu.
Operating System
The operating system version that the eCopy software is running on along with
any network information that can be provided.
rd
rd
3 Party Products
A list of 3 party applications that are used in conjunction with eCopy products,
such as Microsoft Exchange/Outlook, Lotus Notes, Captaris RightFax, iManage,
Domino.Doc, etc.
Problem Description
Contact Information
US/North America:
Technical Support hours are Monday through Friday, 8:30AM to 5:30PM EST.
E-mail Support: support@ecopy.com
Phone Support: +1 (603) 881-4450
Outside North America:
Please contact your local dealer or National Sales Organization.
Part 1
Introduction
Copy a
document to
your printer
Send a document to
your Inbox
Send a document to
a shared location
ShareScan works with your existing applications, including word processors, fax, and e-mail,
broadening their capability to include paper documents.
ShareScan can save time and increase the productivity of anyone who handles paper documents.
The next section provides you with a few examples of tasks you can accomplish with ShareScan.
Examples include:
>
>
>
>
Please note that there are laws that govern what you can and cannot scan legally. Contact the
Copyright Office, Library of Congress, Washington, D.C. 20559 for information.
When used in conjunction with a network fax application, ShareScan enables your scanner to
function as a high-speed fax machine. Instead of slowly feeding pages into your fax machine, you
can quickly scan the entire document at your scanners maximum speed and then fax the
scanned document using your network fax application. Not only have you saved yourself a long
wait at the fax machine, but you can also take advantage of delayed send and other capabilities
your fax application offers.
To learn how to use ShareScan to send a fax, see Faxing a document from ShareScan on
page 16.
When used in conjunction with an e-mail application, ShareScan converts your scanner into an
electronic copy and distribution machine. Instead of making multiple paper copies, you can scan
the article and e-mail it to your colleagues locally or via the Internet. Why use FedEx or other
overnight couriers when you can send it instantly and at no charge over the Internet?
To learn how to use ShareScan to e-mail a document, see E-mailing a document from
ShareScan on page 31.
Part 1
Introduction
You can use ShareScan as a high-speed copier. Simply place the document in the scanners
document feed, press the Printer button, and then print as many copies as you need.
To learn how to use ShareScan to copy documents, see Scanning and printing a document on
page 51.
You can use ShareScan to scan the documents and send them electronically to your desktop. You
can then use eCopy Desktop to go through the documents and file them using the eCopy file
management capability. If you need to add any special annotations, you can do so using eCopy
Desktops markup tools. Not only do you save on the space required to store paper documents,
but you can also ensure their safety by including them in your standard backup routine.
To learn how to use ShareScan to scan and send documents to your desktop, see Sending a
document to the desktop on page 47.
You can use eCopy Quick Connect to create ShareScan buttons with custom attributes. You can
set up an Orders button so that all an operator needs to do is press that button to scan a stack
of orders, which are then placed in a predetermined Sales folder on your network with a unique
name and a date and time stamp. You can even have the operator label certain file types with a
specific title, such as Urgent, so that your back-end application can grab those files out of the
sales folder. Or you can customize Quick Connect to send 3 page forms to one folder and 2 page
forms to another. The ways you can customize Quick Connect are virtually unlimited.
To learn more about saving documents using Quick Connect on the ScanStation, please refer to
Saving a document using Quick Connect on page 59.
PART 2
Using ShareScan
Contents
Starting ShareScan9
Changing the scanner settings10
Selecting file format, searchable text and optional encryption11
Entering tracking information14
Encrypting the scanned document15
Faxing a document from ShareScan16
Using Microsoft Exchange-based fax applications18
Using Lotus Notes-based fax applications22
Fax via SMTP25
Using Omtool Fax Sr. or Genifax Filescan28
Using RightFax API29
Using other fax applications30
E-mailing a document from ShareScan31
Using Microsoft Outlook/Exchange33
Using Lotus Notes37
Using LDAP/SMTP mail42
Using other MAPI-compliant applications46
Sending a document to the desktop47
Scanning and printing a document51
Using ShareScans image processing functions54
Closing ShareScan57
Starting ShareScan
Starting ShareScan
Note: Make sure Microsoft Outlook is not running when you start ShareScan.
To start ShareScan:
>
Note: Depending on the components your administrator installed, certain options may not be available on the
system you are using.
Part 2
Using ShareScan
Lets you mirror, invert, or deskew the image, select the scaling
size, choose the paper orientation of the scan, and select the
output page size.
Lets you specify the scanner mode select Picture mode for
improved grayscale scanning.
Displays additional scanner settings. This window is provided by
your scanner interface.
Provides copyright and version information. You can also check
the number of pages scanned or close ShareScan.
Returns to the previous control panel.
*Note: Be sure to change the color depth to reflect the document youre scanning. If youre scanning in black and
white, be sure to change the color depth to black and white, otherwise performance will be slower.
10
Press the File Format field and choose the file type you want
to use.
Note: Make sure you select a format that is appropriate for the scan
function you plan to use.
Press OK.
For information about controlling other scanner settings, see Changing the scanner settings on
page 10.
11
Part 2
Using ShareScan
12
13
Part 2
Using ShareScan
This information is stored in a log file that your administrator can use for billing or tracking
purposes.
To enter tracking information:
1
14
>
This password encrypts the scanned image file before it is sent across the network. You must
give this password to the recipient so they can open the file. Encryption is only available when
the document is delivered as an eCopy (CPY) or PDF file it is not supported with TIFF or JPG.
Note: There is no password prompt when using the Scan to Printer and Scan to Fax functions.
Press OK.
Important! You must give this password to the recipient or they will be unable to open the document. Also, you
must have Microsoft strong encryption installed in order to open an encrypted document. Strong encryption is
included with Internet Explorer 5.01 SP1, Internet Explorer 5.5 and higher, Windows NT SP4 and higher, Windows
2000 SP2, and Windows XP.
15
Part 2
Using ShareScan
Use the right and left arrow buttons to review the scanned
document.
Note: If the scanned image is too light or too dark, or if you need to
make any other changes to the scanner settings, press Settings and
adjust the scanner settings as described on page 10. These changes
affect scanned pages using Scan More.
16
When you are ready to fax the document, press Send Fax.
Youre then prompted to enter certain information,
depending on the application you are using and the way your
administrator configured ShareScan. For more information,
see the sections that follow. They describe the various steps
that ShareScan may be configured to use depending on your
applications.
17
Part 2
Using ShareScan
Note: You can also press the down-arrow in the From field and select
your name from the drop-down list.
18
Enter the recipients fax number and then enter the persons
first name and last name. If youre using a touch screen, press
in one of the name fields and then press Keyboard to enter
the name using the keypad:
19
Part 2
20
Using ShareScan
Enter your password and then press OK. If you are using a
touch screen, press Keyboard and enter your password
through the keypad. When your password has been verified,
ShareScan sends the fax and a copy is delivered to your Sent
Items folder. Then ShareScan asks if you want to send
another document from the same account:
>
>
If you press No, you are logged off and the main
ShareScan window displays.
Note: You can also press the down-arrow in the From field and select
your name from the drop-down list.
21
Part 2
22
Using ShareScan
Enter the recipients fax number and then enter the persons
first name and last name. If you are using a touch screen,
press in one of the name fields and then press Keyboard to
enter the name using the keypad:
>
>
If you press No, you are logged off and the main
ShareScan window displays.
23
Part 2
Using ShareScan
24
Press OK. The eCopy Mail interface for Fax via SMTP
appears.
25
Part 2
26
Using ShareScan
>
>
>
If you are not listed, press the From field and enter your
name. You can press the Keyboard button to use the
touch panel keyboard.
>
27
Part 2
Using ShareScan
The eCopy fax interface is designed specifically for easy use with a touch screen panel, but also
works well with a keyboard and mouse.
Note: For an updated list of compatible fax applications, contact eCopy Technical Support.
Press the down-arrow beside the From field and select your
name from the list. When you select your name, your phone
book displays in the box below.
>
28
Press Send.
Enter the recipient information and specify any send options, and then send the fax. For more
information, refer to your fax applications documentation.
This interface requires an external keyboard and cannot be used with a touch panel interface,
such as the one on the eCopy ScanStation.
29
Part 2
Using ShareScan
>
>
>
>
30
Use the right and left arrow buttons to review the document.
31
Part 2
Using ShareScan
You can also press the down-arrow in the From field and select your name from the dropdown list. Names from the Global Address list are black, and ones from the Local Address
List are blue.
The .com button is customizable. If your administrator has configured additional selections,
an arrow displays. Press the down-arrow to see additional options.
32
Click Add to add the person to the recipient list. Type the
name of the next recipient and click Add. Repeat for any
additional recipients. To view the recipient list, press the
Show List button.
33
Part 2
Using ShareScan
Note: You can delete entries from the list by selecting them and pressing
Delete.
34
>
>
If you press No, you are logged off and the main
ShareScan window displays.
35
Part 2
Using ShareScan
Note: You can also press the down-arrow in the From field and select
your name from the drop-down list.
36
Click Add to add the person to the recipient list. Type the
name of the next recipient and click Add. Repeat for any
additional recipients. To view the recipient list, press the
Show List button.
37
Part 2
38
Using ShareScan
39
Part 2
40
Using ShareScan
>
>
If you press No, you are logged off and the main
ShareScan window displays.
>
>
41
Part 2
Using ShareScan
42
Click Add. Enter the name of the next recipient and click Add
again. Then repeat for any additional recipients. To preview
the recipient list, click Show Recipients. When you have
finished, press Close.
Note: You can delete entries from the Show Recipients list by selecting
them and pressing Delete.
When youve added all the recipients, press OK. The eCopy
Mail interface for LDAP/SMTP displays.
43
Part 2
Using ShareScan
Note: When authentication is on, you can still enter any name in the
From field. If the authenticated user ID does not match the name in the
From field, the recipient is notified in the email message that the From
field does not match the sender information. If authentication is off, then
the mail is sent from a generic email address.
44
>
>
If you press No, you are logged off and the main
ShareScan window displays.
Enter the recipient, subject, and the text of the message. Then send the message. For more
information, refer to your mail applications documentation.
This interface requires an external keyboard and cannot be used with a touch panel interface like
the one on the eCopy ScanStation.
45
Part 2
Using ShareScan
>
>
Depending on how your administrator has configured the Scan to Desktop function, you may
not be able to perform all of these functions.
To send a document to the desktop:
1
Use the right and left arrow buttons to review the scanned
document.
Note: If the scanned image is too light or too dark, or if you need to
make any other changes to the scanner settings, press Settings and
adjust the scanner settings as described on page 10. These changes are
reflected in Scan More functions.
46
47
Part 2
Using ShareScan
>
If so, verify that the inboxes are correct and press Yes.
48
49
Part 2
Using ShareScan
Use the right and left arrow buttons to review the scanned
document.
Note: If the scanned image is too light or too dark, or if you need to
make any other changes to the scanner settings, press Settings and
adjust the scanner settings as described on page 10. These changes are
reflected in Scan More functions.
50
When you are ready to print the document, press Send to Printer. You
are prompted to specify various print options:
If your administrator has configured more than one printer for use
with ShareScan, select the printer you want from the Printer field.
51
Part 2
Using ShareScan
Select the print options you want and then press Print:
Copies
Sizing options
Press the
>
Press the
whether it will all fit in the printable area (as indicated by the dotted
lines in the print preview).
Best Fit: The image is reduced to fit the printable area.
Enlarge: Allows you to print an enlarged copy of a selected area. Use the
scroll bar to select the magnification level (100% 1600%). Then move
the bounding rectangle to select the area to print.
Reduce: Allows you to reduce the size of the image. Use the scroll bar to
select the reduction level (10% 100%).
Layout options
Select the number of page images to print per sheet of paper. The sizing
is automatically set to Best Fit when 2-up, 4-up, or 6-up is selected.
Single/double
sided
Single Sided: Prints multi-page output on one side of the paper only.
Double Sided: Prints multi-page output on both sides of the paper
52
Original image
>
Mirrored image
Invert creates a negative of the original image white becomes black and black becomes
Original image
Mirrored image
53
Part 2
>
Using ShareScan
Original image
Deskewed image
You can select the default image processing settings in the Scanner Preferences section of the
ShareScan Administration window:
54
Users can temporarily select an image processing option from the main ShareScan window by
choosing Settings Advanced and then Output Page Options:
55
Part 2
Using ShareScan
Closing ShareScan
To close ShareScan, use any one of the following key combinations:
>
CTRL-C
>
ALT-X
>
ALT-F4
>
ESC
You can also close ShareScan by choosing Advanced and then eCopy ShareScan Exit on the
main ShareScan window.
If your administrator has password-protected the ShareScan application, you must enter the
correct password in order to close ShareScan.
56
PART 3
Contents
57
Part 3
Note: The maximum number of buttons the main ShareScan window can accommodate is six. This includes those
for any standard scanning functions you have configured (Scan to Desktop, Scan to Mail, etc.).
You can set up an automatic naming system so that each scanned image file is named uniquely
according to whatever naming convention is most appropriate for the application. You can
include date or time stamps, predefined strings, user-defined strings, numeric sequences, etc.
Quick Connect also includes an optional batching capability that lets you separate a stack of
hardcopy documents into several files, each containing a fixed number of pages.
Example: A mortgage company processes large numbers of standard mortgage applications. Each
application is five pages long. You can configure a Quick Connect profile to scan a large batch of
incoming applications and create a new file every five pages.
58
59
Part 3
60
Use the right and left arrow buttons to review the scanned
document.
61
Part 3
To fill in a field, click in the field and then press the Keyboard
button to use the touch screen keyboard. When you have
entered your user name and password, press OK.
62
Make sure all the documents you are scanning contain the
correct number of pages.
To fill in a field, click the ellipsis [] and use the touch screen
keyboard. When you have completed all required fields, press
Store.
Note: The File Naming window only displays if the ShareScan
administrator has configured name-related fields that require user input.
If you have questions about these fields, please ask your administrator.
63
Part 3
To fill in a field, click in the field and then press the Keyboard
button to use the touch screen keyboard. When you have
entered your user name and password, press OK.
7
Note: Only the pages in the final batch are available for review.
64
Index
activity logging
entering tracking information, 14, 59, 62
closing ShareScan, 56
LDAP/SMTP
mailing from, 41
Lotus notes
faxing from ShareScan using, 21
Lotus Notes
mailing from ShareScan using, 36
D
deskew function, 54
E
eCopy fax interface, 18
eCopy mail interface, 32, 36
eCopy ShareScan. See ShareScan
e-mailing. See Scan and Mail
encryption
about, 15
entering the encryption password, 15
optional, 12
F
Fax via Lotus Notes
using, 21
Fax via Microsoft Exchange
using, 18
faxing a document. See Scan and Fax
file format
selecting, 11
M
mailing a document. See Scan and Mail
MAPI-compliant applications
mailing from, 45
Microsoft Exchange
faxing from ShareScan using, 18
mailing from ShareScan using, 32
Microsoft Outlook
faxing from ShareScan using, 18
mailing from ShareScan using, 32
mirror function, 53
O
Omtool Fax Sr. or Genifax
sending a fax using, 27
optional encryption, 12
output page options, 53
65
P
printing a document, 50
Q
Quick Connect
saving a document, 58, 59
S
saving a document, 58
Scan and Fax
faxing a document, 16
using a print driver fax interface, 29
using Fax via SMTP, 24
using Lotus Notes, 21
using Microsoft Exchange, 18
using Microsoft Outlook, 18
using Omtool Fax Sr. or Genifax, 27
using RightFax API, 28
Scan and Mail
mailing a document, 30
using LDAP/SMTP mail, 41
using Lotus Notes, 36
using MAPI-compliant applications, 45
66
T
tracking information
entering, 14, 59, 62