KYOCERA KM-C3225 Operating instructions

Type
Operating instructions
Specification/Setup/Operation Guide
for the
iTag
Configuration Utility
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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.
Copyright 2007 Kyocera Mita America, Inc. All rights reserved.
All Rights Reserved. Page 1
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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
All Rights Reserved. Page 2
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
Table of Contents
Scan To PC - Export and Import........................................................................................................................87
Scan To E-Mail ..................................................................................................................................................90
Scan To E-Mail Import and Export....................................................................................................................92
All Rights Reserved. Page 3
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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 ComponentMFP 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.
All Rights Reserved. Page 4
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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
All Rights Reserved. Page 5
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
Installation Environments
In a small company or department, there are several installation scenarios.
Installation Example 1 - Single device environment
Client
Client
Client
Client
Installation Example 2 - Multiple device environments
Client
Client
Client
Client
Client
Client
All Rights Reserved. Page 6
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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.
All Rights Reserved. Page 7
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
Introduction to
iTag
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.
All Rights Reserved. Page 8
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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.
All Rights Reserved. Page 9
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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.
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iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
Setup using the Wizard
Select Next
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iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
License Agreement
Select Accept and click Next.
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iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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
All Rights Reserved. Page 13
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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.
All Rights Reserved. Page 14
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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.
All Rights Reserved. Page 15
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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.
All Rights Reserved. Page 16
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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.
All Rights Reserved. Page 17
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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.
All Rights Reserved. Page 18
iTag
Specification/Setup/Operation
Copyright © 2005~2007 Kyocera Mita America, Inc Version 8.0
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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KYOCERA KM-C3225 Operating instructions

Type
Operating instructions

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