KYOCERA CS-C4035E Operating instructions

Specification/Setup/Operation Guide

for the

iTag

Configuration Utility

iTag

Specification/Setup/Operation

iTag Legal and General Information Notice

KYOcapture and iTag are trademarks of Kyocera Mita Corporation. Microsoft, Microsoft Windows SharePoint

Services, Exchange, Windows, Windows 95, Windows 98, Windows NT, Windows 2000, Windows XP, Windows

Server 2003 are trademarks of Microsoft Corporation. AutoStore is a trademark of Notable Solutions, Inc.

All other products or services identified throughout this Guide are trade names and/or trademarks of their respective

companies. They are used throughout this Guide in editorial fashion only and for the benefit of such company. No

use of any trade name or trademark is intended to convey endorsement of this document.

The information in this Guide is subject to change without notices. Reproduction of the information

contained herein is prohibited.

Kyocera Mita does not provide, nor does the iTag package include Anti Virus Software for the iTag Server.

Anti Virus Software is the responsibility of the Customer.

iTag

Specification/Setup/Operation

Table of Contents

Overview..............................................................................................................................................................4

Benefits.................................................................................................................................................................4

iTag New Features ...............................................................................................................................................4

Validation Station.................................................................................................................................................4

Components..........................................................................................................................................................5

iTag System Architecture.....................................................................................................................................5

Installation Environments ....................................................................................................................................6

Installation Example 1 - Single device environment............................................................................................6

Installation Example 2 - Multiple device environments ......................................................................................6

iTag Capture, Process, and Route Documents.....................................................................................................7

Navigating the Wizard .........................................................................................................................................9

Graphical User Interface ....................................................................................................................................10

Setup using the Wizard ......................................................................................................................................11

License Agreement.............................................................................................................................................12

Scan Mode Wizard Page ....................................................................................................................................13

Document Library Wizard Page.........................................................................................................................14

Index Fields Wizard Page ..................................................................................................................................15

String Information Type.....................................................................................................................................16

String List Information Type..............................................................................................................................17

Numerical Value Information Type...................................................................................................................18

Date and Time Information Type.......................................................................................................................19

Currency Information Type................................................................................................................................20

Document Workflow Tab Page..........................................................................................................................21

Summary Wizard Page.......................................................................................................................................23

Setup Process......................................................................................................................................................24

Completing the Setup.........................................................................................................................................25

iTag Validation Station ......................................................................................................................................27

Validation Station Control Functions.................................................................................................................28

Manually Launching the KYOcapture Workflow..............................................................................................29

Configuring the Send To Printer Process...........................................................................................................31

Configuring the Send To Folder Process ...........................................................................................................32

Configuring the Watermark Process..................................................................................................................33

Configuring the Gray2Mono Process Component.............................................................................................34

Removing a Workflow from iTag......................................................................................................................35

Document Retrieval from SharePoint Services..................................................................................................45

How to Enable Color Scanning..........................................................................................................................49

Adding Scan to PC & Send to E-Mail Addresses..............................................................................................74

Device Manager - Authentication......................................................................................................................75

Device Manager - KYOcapture..........................................................................................................................76

Device Manager - LDAP....................................................................................................................................77

Device Manager - Device Tables.......................................................................................................................78

Device Manager - Common Book .....................................................................................................................79

Device Manager - PC list ...................................................................................................................................80

Device Manager - Authlist.................................................................................................................................81

Enterprise Mode.................................................................................................................................................82

Scan To PC.........................................................................................................................................................84

iTag

Specification/Setup/Operation

Table of Contents

Scan To PC - Export and Import........................................................................................................................87

Scan To E-Mail ..................................................................................................................................................90

Scan To E-Mail Import and Export....................................................................................................................92

iTag

Specification/Setup/Operation

Overview

This document provides the specifications, Setup and Operation of the

iTag

Software Configuration Utility.

iTag

comes with a wizard based configuration utility for setting up your document workflow. Based on

parameters provided by the user in the wizard (e.g. Document library name, index fields) a customized

SharePoint services document repository will be created. At the same time, a KYOcapture workflow based on

this document library will also be created.

Benefits

This software is a tool that can simplify the deployment of KYOcapture in small enterprise environments that

use Windows Server 2003 SharePoint Services. From Step one of the document library creation, up to

running the KYOcapture Service can be accomplished from the iTag Software Utility.

iTag New Features

Validation Station

• Increased Thumbnail view from 9 images to 12 images.

• Larger interface buttons for user features (Full Page View, Thumbnail View, Rotate, First Page, Prev

Page, Delete, Next, Last Page, Save, Edit, and Cancel).

• Rotate feature provides the ability to rotate the images at 90 degree increments.

Auto Color Scan

•

Gray2Mono Process Component – MFP will process the monochrome image as gray scale and the

color image as color. Then the KYOcapture Process component, Gray2Mono, will convert the gray

scale image back to monochrome. This conversion series during image scan and process

accommodates a significantly smaller file size for storage.

NOTE: Auto Color Scan (ACS) – The Auto Color Key feature needs to be enabled on the MFP side (C2520/

C3225/C3232/C2525E/C3225E/C3232E/C4035E), please see How to Enable Color Scanning on page 51 of

this document.

iTag

Specification/Setup/Operation

Components

iTag

consists of:

1. Dell Power Edge Server 840, Dual Core 3050 Processor, 2MB 2.13GHz, Xeon, 1066MHz, Front Side Bus

2. 2GB DDR2, 533MHZ, 2x1G, Dual Ranked DIMMs

3. 3 - 160GB, SATA, 7.2K RPM Hard Drives in a RAID 5 Array

4. PERC 5I SAS RAID Internet Adapter, PCI Express

5. Windows Server 2003 R2 Standard Edition, Includes 15 Client Access Licenses

6. 48x CDRW/DVD IDE Combo Drive

7. 15 inch Wire Resistive Touch Screen

8. Next Business Day Hardware Parts and Labor On-Site Response for 3 Years

9. iTag Software Package pre-installed and licensed

a.

iTag

Configuration Utility

b.

iTag

Validation Station Software

c. KYOcapture Powered by AutoStore

d. Windows SharePoint Services Ver. 3.0

10. One Year of Software Maintenance included

11. iTag Server Stand Dimensions: 19.0 ” W x 30.0 “ D x 36.5 “ H

iTag System Architecture

Capture

Up to 5

Index

Fields

Process

Image Enhancement

&

OCR

Route

SharePoint

& Printer

Pre Configured KYOcapture workflow

Upgrade option to full KYOcapture to

integrate with other systems:

- Expand the same/similar document

strategy to other or multiple

departments

- Integrate with company’s core

business applications

Upgrade option to full KYOcapture to

integrate with other systems:

- Expand the same/similar document

strategy to other or multiple

departments

- Integrate with company’s core

business applications

Capture

Up to 5

Index

Fields

Process

Image Enhancement

&

OCR

Route

SharePoint

& Printer

Pre Configured KYOcapture workflow

Upgrade option to full KYOcapture to

integrate with other systems:

- Expand the same/similar document

strategy to other or multiple

departments

- Integrate with company’s core

business applications

Upgrade option to full KYOcapture to

integrate with other systems:

- Expand the same/similar document

strategy to other or multiple

departments

- Integrate with company’s core

business applications

iTag

Specification/Setup/Operation

Installation Environments

In a small company or department, there are several installation scenarios.

Installation Example 1 - Single device environment

Client

Installation Example 2 - Multiple device environments

Client

iTag

Specification/Setup/Operation

iTag Capture, Process, and Route Documents

iTag

uses KYOcapture’s powerful “Capture”, “Process” and “Route” components. They are designed for

simplified use. Users can select necessary components within the pre-configured workflow. Simply identify

which document to be managed, how they are used and its 5 search criteria (index fields).

iTag

includes the following components:

Capture

Kyocera MFP Component – Set indexing to integrate select Kyocera MFPs with

Microsoft SharePoint Services.

Process

Validation Station – Review and validate the scanned image via touch

Screen before it is routed to Microsoft SharePoint Services.

Image Enhancement – Apply de-skewing and de-speckle within the automated

workflow.

Optical Character Recognition (OCR) – Reads the content of a document image,

and automatically converts the image into searchable PDF file.

Watermark – Insert a watermark such as “Confidential” or “Do Not Copy” in

the document image.

Route

Microsoft SharePoint Services – Route images with index data to the destination

library in Microsoft SharePoint Services.

Send to Folder – Route image files to any local or network directory folder.

Send to Printer – Route image files to printers that are located anywhere on the

network using the installed print driver.

iTag

Specification/Setup/Operation

Introduction to

iTag

is Kyocera's document management solution for your business.

This utility guides you through the configuration of this document management solution or iTag. At the end

of this setup, you should expect to have your document management server ready for use with your Kyocera

Multi-Function Product (MFP).

To prepare you for this setup, please take time to adequately plan your document management

strategy. When you run the wizard, you will be asked information regarding aspects of your document

management strategy. Here is an overview of the information that will be requested for:

1. Document Library. A document library is a repository where the scanned documents will be

stored.

iTag

is configured to work with Windows 2003 Server (R) SharePoint services. Windows

2003 SharePoint Services allows you to store your company's documents in a central server and access

these documents through a web browser. A document library is a folder where a collection of files are

stored. Each file in a library is associated with user-defined information (index fields) that is displayed

in the content listing for that library.

2. Index Fields. Index fields are user-defined information that can be associated with the scanned

document. The index fields are input from the MFP, and are passed along the workflow and stored in

SharePoint Services along with the document. From this utility, you are allowed to set-up a total of

five index fields. Five types of index fields are also available, namely: string, string list, number,

currency, and date and time.

3. Document Workflow Processes.

iTag

comes with six (6) processes that can be selectively turned ON

or OFF depending on your work group or department needs. These components are namely:

iTag

Validation Station, Image Enhancement, Watermark, Optical Character Recognition (OCR),

Gray2Mono, Send to Printer, and Send to Folder. These components are iTag components which have

been designed to work within the existing KYOcapture architecture.

iTag

Specification/Setup/Operation

Navigating the Wizard

The wizard collects all information required to configure

iTag

.

To navigate the wizard, click on the “Next” button to proceed to the next page. All inputs for the current

screen will be stored.

To review the settings input on the previous page, click the “Back” button.

To terminate the entire configuration process, click “Cancel”. No installation will be performed and all

previous information input will be lost.

To get help on the current screen, press the

button on the upper right corner of the screen.

iTag

Specification/Setup/Operation

Graphical User Interface

The utility provided is wizard-based. Aside from the welcome and conclusion pages, there are at least four (4)

pages that will be prompted to the user to gather information regarding the website and the document library.

The subsections below detail the information that will be required for each page.

The wizard has four buttons as follows:

Button Name Description

Open the help file, and show help information regarding the current page

Next Save the information gathered for the page, and proceed to show the next page

Back Discard the information gathered for the current page, and revert back to the previous

page

Cancel Close the wizard without doing any action. The Cancel button becomes the OK/Finish

button at the last page.

Once you station is powered up, your display will be as follows;

Double click on the iTag configuration icon.

iTag

Specification/Setup/Operation

Setup using the Wizard

Select Next

iTag

Specification/Setup/Operation

License Agreement

Select Accept and click Next.

iTag

Specification/Setup/Operation

Scan Mode Wizard Page

The Scan Mode Wizard Page allows the user to define defaults for the following scan settings:

• Scanning Mode: OCR, Photo, Text and Text + Photo

• File Format: TIFF or PDF

• Resolution: 200, 300, 400, 600

• Color Type: B&W, Color, Gray, and AutoColor

iTag

Specification/Setup/Operation

Document Library Wizard Page

A document library is a folder where collections of files are stored. Each file in a library is associated with

user-defined information that is displayed in the content listing for that library.

In this wizard page, you will be asked to provide the following information:

• Document Library Name. An identifier for the document library, up to 255 characters.

• Description. A short sentence or phrase to describe the document library. This is optional. Use the

description to provide information regarding the document library. For example, indicating "Invoices

from June 2002 to June 2003" or "Nevada Branch Billing Statements" provide users an identifier,

especially if your SharePoint Services site contains several document libraries with similar names.

• Create shortcut in the Quick Launch bar. This option is mainly for displaying your document

library in the SharePoint Services main page. If you select 'Yes', a link to the folder found on the main

page's left frame will be available to the user. Choosing 'No' means no link will be created for the

document library; the document library, however, remains accessible through other pages of the

SharePoint Services site (Default is Yes).

• Create a version of the document each time you edit. This option is related to how the documents

are stored in the SharePoint Services site. Choosing 'Yes' means revisions of the document are kept,

and available to the user whenever needed. 'No' means the current version of the document in the

library will be overwritten. NOTE: Certain regulatory compliance and audit trails require versioning

control.

After you have input your Document Library Name and/or selected other options, click Next.

iTag

Specification/Setup/Operation

Index Fields Wizard Page

Index fields provide a way of classifying a document several ways. Typically, a document library has several

index fields associated with it. Each time a document is scanned, users are asked to input data for that index

field. When the document library is viewed, users can quickly group together documents containing

particular data.

As an example, a document library containing billing statements may have the following index fields:

• Department Name - Finance and Credit, MIS, Technical

• Billing Type - Cell phone, Credit Card

• Billing Month - January - December

During scanning, the operator is asked to input all three fields from the MFP panel. When scanned documents

are retrieved from SharePoint Services, an auditor can then choose to view only all Credit Card billing

statements, or all billing statements for the month of February.

When using the

iTag

configuration utility, up to five (5) index fields can be created. Use the 'Next Field' and

'Prev Field' buttons to move from one index field to the next. Press the 'Finished' button to proceed to the

next part of the wizard if less than five (5) index fields are needed.

You can input the following information in the Index Fields page.

• Field name. An identifier for the

index field, for example, Department

Name, Invoice Type, depending on the

data for the index field.

• Description. A brief description of

the index field. This is optional.

• Information Type. The data type of

the index field. Five (5) types of data

can be selected: string, string list,

numerical value, currency, and date

and time. An explanation of each of

these fields is available in the

subsections.

• Use this field in both MFP and

SharePoint. A check means this

index field can be input from the MFP

panel, when the document is

scanned. Unchecked means the document is available for editing only from the SharePoint Services

web site (Default is checked).

• Use this field to rename the file. A check means the data for this field is used to rename the

file. MFP scanners typically have a pre-defined naming scheme for the scanned file. Checking this

button enables dynamic naming of files, depending on data input for this field by the operator.

• Required field. A check means the MFP and SharePoint Services will reject a blank value input for

this field.

iTag

Specification/Setup/Operation

There are additional settings required for the index fields depending on the information type. These additional

settings are detailed in the following subsections.

•

String – Alphanumeric string can be entered into the index field.

•

String List – Provides the operator with a pre-determined list to select for the index field.

• Numerical Value – Numeric string can be entered into the index field.

•

Currency – Monetary string can be entered into the index field.

•

Date and Time – Date and Time string can be entered into the index field.

String Information Type

Setting the information type to string will prompt the operator to input an alphanumeric string from the

panel. Select a string type when there are numerous possibilities for the input data, since this type is the most

generic of all field types.

The following settings should be set in the wizard when selecting the string index field type.

• Maximum number of characters. Set the maximum number (1 - 255) of characters the user is

allowed to input for the field. When this field is set, any character exceeding this value will be

rejected from both the MFP and SharePoint Services.

• Default Value. The default data that appears for this field. When this optional setting is provided, the

data appears on the field's input box instead of blank. This allows for faster input since the operator

can simply press enter or do some editing to enter the desired data for this field.

iTag

Specification/Setup/Operation

String List Information Type

A String List information type is used when data is alphanumeric, and all the choices for this field are known

beforehand. By setting a field type to String List, an operator will be presented with a drop down menu to

select all the data possible for the index field, and all that is required is to choose the appropriate data and

press the enter button.

The following settings should be set in the wizard when selecting the string index field type.

• List. Enter the choices that will be made available to the operator for this field. All choices should be

separated by a new line.

• Default Value. The default data that appears for this field. This is required for the String List data

type. Type this string exactly as it appears in the List input box. When properly set, this string will be

the string that's highlighted by default in the input box for this index field.

• Display As. This setting applies only to the view in SharePoint Services. This defines how the

choices are presented to the user: drop-down menu, radio buttons, and checkboxes.

• Allow Fill-in Choices. This setting applies only when the index field is input or edited from

SharePoint Services. A check on this setting means that users can input additional choices not found

in the existing list.

• Sort Choices in Ascending Order – This setting will sort the list alphabetically or numerical in

ascending order.

iTag

Specification/Setup/Operation

Numerical Value Information Type

Use this type for data that is mostly numerical, such as invoice numbers. This field type restricts inputs that

are non-numeric, such as letters and symbols.

The following settings should be set in the wizard when selecting the numerical value index field type.

• Default Value. The default data that appears for this field. When this optional setting is provided, the

data appears on the field's input box instead of blank. This allows for faster input since the operator

can simply press enter or do some editing to enter the desired data for this field.

• Number of decimal places. This setting controls the number of decimal places that are allowed for

this field. Choices are Automatic, None (whole numbers), 1, 2, 3, 4, and 5.

• Show value as percentage. This setting applies only when this field is input or edited in SharePoint

Services. When checked, the number is stored and displayed as a percentage. An input of 25 in the

MFP will be stored in SharePoint Services as 25%.

• Minimum value. The minimum value for this field. Setting this field restricts the input at the MFP to

not be less than this value.

• Maximum value. The maximum value for this field. Setting this field restricts the input at the MFP

to be not greater than this value.

iTag

Specification/Setup/Operation

Date and Time Information Type

Use this type for data for dates and times. This field will always prompt for Year, Day and Month.

The following settings should be set in the wizard when selecting the date and time index field type.

• Blank Default Value. When selected, no default day, month and year is provided in SharePoint

Services when this field is input or edited.

• Use date and time of document save date as default. When selected the current date is used as the

default value in the input box in SharePoint Services.

• Default value. The date and time selected is the default value for this field.

• Format. This setting applies only when data is viewed from SharePoint Services. Date only means

no time is displayed for this field; Date and Time means both date and time information is displayed.

After you have input the Information Type, select Next.

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