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eCopy ShareScan

Users Guide

Where paper is going

Our life is frittered away by detail


simplify, simplify.

Henry David Thoreau

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

About this guide..................................................................................................................................... 2


Registering your copy of eCopy ShareScan........................................................................................... 2
Obtaining technical support ................................................................................................................. 3
About eCopy ShareScan......................................................................................................................... 4
Improving your productivity with ShareScan ...................................................................................... 5
Faxing large documents quickly and easily ...................................................................................... 5
Sending paper documents via e-mail................................................................................................ 5
Using your scanner as a high speed copier ....................................................................................... 6
Archiving paper documents .............................................................................................................. 6
Processing and storing different documents automatically............................................................ 7

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

eCopy ShareScan Users Guide

PART 3

Using eCopy Quick Connect......................................................... 59

Saving scanned documents using eCopy Quick Connect ...................................................................60


Saving a document using Quick Connect............................................................................................61
Scanning with batching off .............................................................................................................61
Scanning with batching on..............................................................................................................64

Index ............................................................................................................ 67

ii

eCopy ShareScan Users Guide

PART 1

Introduction

Contents

About this guide2


Registering your copy of eCopy ShareScan2
Obtaining technical support3
About eCopy ShareScan4
Improving your productivity with ShareScan5
Faxing large documents quickly and easily5
Sending paper documents via e-mail5
Using your scanner as a high speed copier6
Archiving paper documents6
Processing and storing different documents automatically7

eCopy ShareScan Users Guide

Part 1

Introduction

About this guide


This guide describes how to use eCopy ShareScan. It contains the following sections:
Part 1 provides an overview of ShareScan and describes ways you can use ShareScan to improve
efficiency and productivity in the workplace.
Part 2 describes how to fax, e-mail, and print scanned images from ShareScan, or deliver them to
your desktop for further processing with eCopy Desktop.
Part 3 describes eCopy Quick Connect, which, depending on your configuration, lets you create

custom scan to file buttons and scan documents to a preconfigured common location, such as
an FTP site or a departmental inbox.

Registering your copy of eCopy ShareScan


You must register your software in order to receive technical support. To do this, visit the eCopy
web site (www.ecopy.com) and click Support > Product Registration.
Alternatively, if your software includes an eCopy Standard Support Registration Form, complete
the form and return it to eCopy.

eCopy ShareScan Users Guide

Obtaining technical support

Obtaining technical support


Technical support is available to registered users from eCopy during the warranty period or for
the duration of your software support and maintenance agreement (contact your supplier for
details).
When calling eCopy Technical Support, please be at your computer with your system powered on
and be prepared to provide the technical support representative with the following information:
What to have

What it is

eCopy serial number

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.

eCopy software version

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

A detailed description of the problem, steps to reproduce it and exact wording


of any error messages.

Contact Information

Dealer contact information as well as your contact information for follow up


including name, e-mail address, and telephone number.

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.

- eCopy ShareScan Users Guide v8.0

Part 1

Introduction

About eCopy ShareScan


ShareScan enables you to scan documents using a digital copier, multifunction device, or highspeed scanner. You can then fax or e-mail the documents using your existing fax or e-mail
application, print the documents, or deliver the scanned images to your desktop for additional
processing using eCopy Desktop. ShareScan runs on a dedicated PC connected to digital copiers,
popular high-speed scanners, and multifunction devices, creating a workgroup eCopy
ScanStation.
Send a document
by e-mail
Fax a document
using your
network fax

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:
>

Faxing large documents quickly and easily

>

Sending paper documents via the internet

>

Using your scanner as a high speed copier

>

Archiving paper documents

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.

eCopy ShareScan Users Guide

Improving your productivity with ShareScan

Improving your productivity with ShareScan


Faxing large documents quickly and easily
You have a 40 page specification that you need to fax to a potential client. You could use your regular fax machine,
but that could take a while. Is there a faster way?

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.

Sending paper documents via e-mail


You find an important investigative report in a small trade newsletter that contains some unusual financial
information about a competitor. You could use a conventional photocopier and distribute copies to your colleagues
in other offices, but maybe theres an alternative?

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.

- eCopy ShareScan Users Guide v8.0

Part 1

Introduction

Using your scanner as a high speed copier


Youd like to print a dozen copies of an 8-page document, but the high speed copier is in another department.
Perhaps ShareScan could provide some basic copy capability?

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.

Archiving paper documents


You have a large stack of important paper documents you need to archive. You recognize the vulnerability and
space requirements of paper-based information so youd like to archive them electronically. How can you do that?

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.

eCopy ShareScan Users Guide

Improving your productivity with ShareScan

Processing and storing different documents automatically


You receive many standard order forms every day. Youd like to be able to scan them in and have them go to the
right place on the network while decreasing the amount of time that someone needs to spend at the scanner. How
can you do this?

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.

- eCopy ShareScan Users Guide v8.0

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

eCopy ShareScan Users Guide

Starting ShareScan

Starting ShareScan
Note: Make sure Microsoft Outlook is not running when you start ShareScan.

To start ShareScan:
>

On the Start menu, click Programs, click eCopy Applications,


and then click ShareScan.

When ShareScan starts, the main ShareScan window displays:

Note: Depending on the components your administrator installed, certain options may not be available on the
system you are using.

- eCopy ShareScan Users Guide v8.0

Part 2

Using ShareScan

Changing the scanner settings


The main ShareScan window displays the current scanner settings for paper size, resolution,
brightness, type, and mode. If necessary, you can change these settings. The new settings remain
in effect while scanning is in progress but return to their default values after 60 seconds of
inactivity at the ShareScan PC.
Lets you choose the color depth of the scan, if applicable, or black and white.
If color, you can choose 24-bit color or 8-bit grayscale. *
Lets you set the paper size.
Lets you set the scan resolution the higher the resolution, the more
detailed the scanned image but the larger the file size.
Lets you adjust the brightness if auto is enabled, you can select manual
and make adjustments if the scanned image is too light or too dark.
Lets you specify single- or double-sided scanning, if your scanner supports
this option.
Displays the additional scanner settings buttons described below:

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

eCopy ShareScan Users Guide

Selecting file format, searchable text and optional encryption

Selecting file format, searchable text and optional encryption


If your administrator has enabled file selection, you can select the file format from the Scan
Preview window. The selected file format remains in effect until the scanner settings return to
their default values after 60 seconds of inactivity or ShareScan is restarted.
To select the file format:
1

In the ShareScan Preview window, press the Format button.


The File Format window displays.

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.

- eCopy ShareScan Users Guide v8.0

11

Part 2

Using ShareScan

Using optional encryption


If you need to send a secure document, use document encryption. Encryption prevents
unauthorized access to the document, meaning that only people with the password are able to
decipher the text.
If your administrator has enabled optional encryption, you can enable document encryption
from the Scan Preview window. When enabled in this way, encryption remains in effect until the
scanner settings return to their default values after 60 seconds of inactivity or ShareScan is
restarted.
To enable optional encryption:
1

In the ShareScan Preview window, press the Format button.


The File Format window displays.

12

Press the button to enable encryption. Then press OK. You


will be prompted for the encryption password when the scan
is complete.

eCopy ShareScan Users Guide

Selecting file format, searchable text and optional encryption

Using optional Create Searchable Text


When Creating Searchable Text is enabled, ShareScan uses its built-in OCR engine to create a
text version of the scanned document. The text is then embedded in the CPY or PDF file header.
This permits full-text searching from supported document management systems. If you use this
option with eCopy (CPY) files, the recipient must have eCopy Desktop v7.0 or higher.
If your administrator has enabled optional searchable text, the Create Searchable Text
checkbox appears on the Format screen. This gives you the option of creating searchable text for
specific scanning jobs. If you enable it, you still have the option of canceling the action at any
time during the process.
If searchable text is disabled or required, this checkbox does not appear on the Format screen.
To enable optional searchable text:
1

From the ShareScan Preview window, press Format. The File


Format window displays.

Press the Create Searchable Text checkbox. Searchable text


is created for your scan job.

To cancel searchable text while its being created, click Cancel


on the searchable text bar.

- eCopy ShareScan Users Guide v8.0

13

Part 2

Using ShareScan

Entering tracking information


If your ShareScan administrator has enabled activity tracking, you may be prompted to enter one
or more tracking fields before the scan begins.

This information is stored in a log file that your administrator can use for billing or tracking
purposes.
To enter tracking information:
1

14

For each field, do one of the following:


>

Press the Browse () button and enter the required


information using the touch screen keypad.

>

Press the down-arrow and select from the list of


previously entered items (may not be available in all
cases).

When you have completed all of the required fields, press


Scan to continue with the remaining document delivery
options.

eCopy ShareScan Users Guide

Encrypting the scanned document

Encrypting the scanned document


If your ShareScan administrator has enabled document security, you may be prompted to enter
an encryption password when the scan is complete.

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.

To enter an encryption password:


1

When prompted, enter a password of at least one character.

Press OK.

Re-enter the password to confirm and press OK again.

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.

- eCopy ShareScan Users Guide v8.0

15

Part 2

Using ShareScan

Faxing a document from ShareScan


To fax a document from ShareScan:
1

Place the document on your scanner and adjust the scanner


settings using the buttons along the bottom of the Main
Window, if necessary. See page 10 for more information
about scanner settings.

In the main ShareScan window, press the Scan and Fax


button. The document scans and displays in the preview
window:

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

To delete any unwanted pages, display the page you want to


delete and press Delete.

eCopy ShareScan Users Guide

Faxing a document from ShareScan

To add additional pages, place the pages on your scanner and


press Scan More.

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.

- eCopy ShareScan Users Guide v8.0

17

Part 2

Using ShareScan

Using Microsoft Exchange-based fax applications


If youre using a fax server that uses Microsoft Exchange, your ShareScan administrator can
configure ShareScan to send faxes from your personal Exchange account using the ShareScan fax
interface. ShareScan begins by prompting you to enter your name:

To send a fax using a Microsoft Exchange-based application:


1

Begin entering your name. As you type, the From field


displays the first matching entry in the Global Address List:

Note: You can also press the down-arrow in the From field and select
your name from the drop-down list.

18

eCopy ShareScan Users Guide

Faxing a document from ShareScan

When your name displays, press OK. ShareScan prompts you


to enter the recipient information:

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:

When you have entered the recipient information, press OK:

- eCopy ShareScan Users Guide v8.0

19

Part 2

20

Using ShareScan

If you want to change the Subject line or enter a cover note,


you can do so. If youre using a touch screen, press the
appropriate Browse () button and enter the information
using the keypad that displays.

When the message is complete, press Send. ShareScan


prompts you to log on to Exchange:

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 Yes, the Scan Preview window displays. Press


Scan More to scan in the next document and then press
Send Fax. This time you can send the message without
having to log on again.

>

If you press No, you are logged off and the main
ShareScan window displays.

eCopy ShareScan Users Guide

Faxing a document from ShareScan

Using Lotus Notes-based fax applications


If you are using a fax server that is running a Lotus Notes mail gateway, your ShareScan
administrator can configure ShareScan to send faxes from your personal Notes account using the
ShareScan fax interface. ShareScan begins by prompting you to enter your name:

To send a fax using a Lotus Notes-based application:


1

Begin entering your name. As you type, the From field


displays the first matching entry in the Global Address List:

Note: You can also press the down-arrow in the From field and select
your name from the drop-down list.

When your name displays, press OK. ShareScan prompts you


to enter the recipient information:

- eCopy ShareScan Users Guide v8.0

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:

When you have entered the recipient information, press OK:

If you want to change the Subject line or enter a cover note,


you can do so. If you are using a touch screen, press the
appropriate Browse () button and enter the information
using the keypad that displays.

eCopy ShareScan Users Guide

Faxing a document from ShareScan

When the message is complete, press Send. ShareScan


prompts you to authenticate to the Domino server.

Enter your Notes password and press OK.

Confirm your login information and press Send.

When your password has been verified, ShareScan sends the


fax and a copy is delivered to your inbox folder. Then
ShareScan asks if you want to send another document from
the same account:

>

If you press Yes, the Scan Preview window displays. Press


Scan More to scan in the next document and then press
Send Fax. This time you can send the message without
having to log on again.

>

If you press No, you are logged off and the main
ShareScan window displays.

- eCopy ShareScan Users Guide v8.0

23

Part 2

Using ShareScan

Fax via SMTP


When you use Fax via SMTP, faxes are sent to your SMTP mail server, which then forwards them
over the Internet.
To send a fax using Fax via SMTP:

24

If your administrator has configured ShareScan to send faxes


from your personal account, ShareScan prompts you to enter
your e-mail address. Enter your address and press OK.

Enter the recipients fax number and then enter the


recipients first name and last name. If youre using a
touchscreen, press Keyboard and type the names in the
appropriate fields.

Press OK. The eCopy Mail interface for Fax via SMTP
appears.

eCopy ShareScan Users Guide

Faxing a document from ShareScan

Change the subject line if necessary. If you are using a touch


screen, press the Browse () button beside the Subject field
and enter the information using the on-screen keypad.

When the message is complete, press Send. If youre sending


from a personal account, ShareScan prompts you to log on to
your network:

Enter your network user name if the one displayed is not


correct. Then enter your password and press OK. If youre
using a touch screen, select a field and then press Keyboard
to use the on-screen keypad. When your password has been
verified, ShareScan sends the fax.

- eCopy ShareScan Users Guide v8.0

25

Part 2

26

Using ShareScan

If you are sending from a personal account, ShareScan asks if


you want to send another document from the same account:

>

If you press Yes, the Scan Preview window display. Press


Scan More to scan in the next document and then press
Send Fax.

>

If you press No, the main ShareScan window displays.

eCopy ShareScan Users Guide

Faxing a document from ShareScan

Using Omtool Fax Sr. or Genifax Filescan


If you are using Omtool Fax Sr. or Genifax Filescan, ShareScan displays the eCopy fax interface
for Omtool:

To send a fax using Omtool Fax Sr. or Genifax Filescan:


1

Press the down-arrow in the From field:


>

If you are already listed, select your name.

>

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.

Check the Recipient list:


>

If the recipient is listed, select the recipients name and


then verify the fax number.

>

If the recipient is not listed, press the Recipient field and


enter the recipients name. You can press the Keyboard
button to use the touch panel keyboard. Then enter the
recipients fax number using the numeric keypad.

When all of the information is correct, press Send.

- eCopy ShareScan Users Guide v8.0

27

Part 2

Using ShareScan

Using RightFax API


If you are using RightFax API, ShareScan displays the eCopy fax interface for RightFax:

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.

To send a fax using RightFax API:


1

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.

Do one of the following:


>

Select the recipient from the list.


or

>

28

Enter an unlisted recipients fax number by typing


directly into the Fax # field or by keying in the digits
using the keypad.

Press Send.

eCopy ShareScan Users Guide

Faxing a document from ShareScan

Using other fax applications


If you are using a print driver fax interface, your applications Send window displays:

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.

- eCopy ShareScan Users Guide v8.0

29

Part 2

Using ShareScan

E-mailing a document from ShareScan


You can mail your scanned document to one or several recipients. You can edit the subject line of
your emails before you send them. If you dont, it contains the following information:
>

the title of Scanned document

>

the number of pages

>

the size of the document

>

the date of the scan

>

the time of the scan

The subject line looks like this in the recipients inbox:

To mail a document from ShareScan:

30

Place the document on your scanner and adjust the scanner


settings using the buttons along the bottom of the Main
Window, if necessary. These settings are described in detail
on page 10.

In the main ShareScan window, press the Scan and Mail


button. The document displays in the preview window:

Use the right and left arrow buttons to review the document.

eCopy ShareScan Users Guide

E-mailing a document from ShareScan


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.

To delete any unwanted pages, display the page you want to


delete and press Delete. To add additional pages, place the
pages on your scanner and press Scan More.

When youre ready to send the document, press Send Mail.

If prompted, use the keypad to modify the default file name:

Youre then prompted to enter certain information


depending the mail application and the way your
administrator has configured ShareScan. For more
information, see the sections that follow.

- eCopy ShareScan Users Guide v8.0

31

Part 2

Using ShareScan

Using Microsoft Outlook/Exchange


If you are using Outlook/Exchange and your administrator has configured ShareScan to send
mail from your personal Exchange account, ShareScan prompts you to enter your name:

To send mail using Microsoft Outlook/Exchange:


1

Begin entering your name. As you type, the From field


displays the first matching entry in the Global and/or Local
Address List:

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

eCopy ShareScan Users Guide

E-mailing a document from ShareScan

When your name displays, press OK. ShareScan prompts you


to enter the first recipient name:

Begin entering the recipients name. As you type, ShareScan


automatically displays the first matching entry in the address
list. If the person is not in the list, type the recipients
Internet mail address.

If youre sending to more than one person, press the Press to


select more recipients button.

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.

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Note: You can delete entries from the list by selecting them and pressing
Delete.

34

When you have entered the recipients, press OK.

If you want to change the Subject line or enter a note, press


the Browse () button beside the field and enter the
information using the keypad that displays. To add more
recipients, press the Browse button beside the To field.

eCopy ShareScan Users Guide

E-mailing a document from ShareScan

When the message is complete, press Send. If your


administrator configured ShareScan to send from your
personal account, ShareScan prompts you to log on to
Exchange:

Enter your password and then press OK. If youre using a


touch screen, press Keyboard and enter your password
through the keypad. When your password has been verified,
ShareScan sends the mail message and a copy is delivered to
your Sent Items folder. Then ShareScan asks if you want to
send another file from the same account:

>

If you press Yes, the Preview window displays. Press Scan


More to scan in the next document and then press Send
Mail. This time you can send the message without having
to log on again.

>

If you press No, you are logged off and the main
ShareScan window displays.

- eCopy ShareScan Users Guide v8.0

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Part 2

Using ShareScan

Using Lotus Notes


If you are using Lotus Notes and your administrator has configured ShareScan to send mail from
your personal Notes account, ShareScan prompts you to enter your name:

To send mail from ShareScan:


1

Begin entering your name. As you type, the From field


displays the first matching entry in the global address list:

Note: You can also press the down-arrow in the From field and select
your name from the drop-down list.

36

eCopy ShareScan Users Guide

E-mailing a document from ShareScan

When your name displays, press OK. ShareScan prompts you


to enter the first recipient name:

Begin entering the recipients name. As you type, ShareScan


automatically displays the first matching entry in the Global
Address List. If the person is not in the list, type the
recipients Internet mail address.

If youre sending to more than one person, press the Press to


select more recipients button.

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.

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Using ShareScan

When you have entered the recipients, press OK.

If you want to change the Subject line or enter a note, press


the appropriate Browse () button and enter the information
using the keypad that displays.

eCopy ShareScan Users Guide

E-mailing a document from ShareScan

When the message is complete, press Send. ShareScan


prompts you to log on to the Notes server:

Enter your Notes password and press OK.

Confirm your login information and press Send.

When your password has been verified, ShareScan sends the


mail message and a copy is delivered to your inbox. Then
ShareScan asks if you want to send another file from the
same account.

- eCopy ShareScan Users Guide v8.0

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Part 2

40

Using ShareScan

>

If you press Yes, the Preview window displays. Press Scan


More to scan in the next document and then press Send
Mail. This time you can send the message without having
to log on again.

>

If you press No, you are logged off and the main
ShareScan window displays.

eCopy ShareScan Users Guide

E-mailing a document from ShareScan

Using LDAP/SMTP mail


When you use LDAP/SMTP mail, messages are sent to your SMTP mail server, which then
forwards them over the Internet to the recipient.
To send mail from ShareScan:
1

If your administrator has configured ShareScan to


authenticate, ShareScan prompts you to identify yourself:

>

If you are using the public (LDAP) address book, begin


entering your name. As you type, the From field displays
the first matching entry from your LDAP server.
Note: If your administrator has configured ShareScan to Search on
Enter key, you can press the Enter key to initiate the search for
names.

>

If you are using the local (ShareScan) address book, begin


entering your e-mail address. As you type, the From field
displays the first matching entry from the ShareScan
address book. If your name is not listed, enter your full
e-mail address and it will be added to the address book.

When your name or address displays, press OK.

- eCopy ShareScan Users Guide v8.0

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Enter the e-mail recipient:

Begin entering the recipients name (if using the public


address book) or e-mail address (if using the local
address book). As you type, ShareScan automatically
displays the first matching entry in the selected address
book.
Note: If your administrator has configured ShareScan to Search on
Enter key, you can press the Enter key to initiate the search for
names.

If the person is not listed, type the recipients Internet


mail address. Then press OK.
Note: The .com button is customizable. If your administrator has
configured additional selections, an arrow displays. Press the downarrow to see additional options.

42

To send to more than one recipient, press the Press to select


more recipients button. The following screen displays:

eCopy ShareScan Users Guide

E-mailing a document from ShareScan

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.

Change the subject line and note, if desired:

Press the appropriate Browse () button beside the field you


want to change and enter the information using the keypad.
When the message is complete, press Send.
7

If your administrator has configured ShareScan to use


authentication, youre prompted to validate your identity:

Verify that your user name is correct. If necessary, enter the


correct user name (this field can be locked by the administrator).
Then enter your network password by pressing Keyboard and
typing your password. Press Send.

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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.

When your password has been verified, ShareScan sends the


mail message. Then ShareScan asks if you want to send
another file from the same account:

44

>

If you press Yes, the Preview window displays. Press Scan


More to scan in the next document and then press Send
Mail. This time you can send the message without having
to log on again.

>

If you press No, you are logged off and the main
ShareScan window displays.

eCopy ShareScan Users Guide

E-mailing a document from ShareScan

Using other MAPI-compliant applications


If you are using a MAPI-compliant mail application, your applications Send 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.

- eCopy ShareScan Users Guide v8.0

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Part 2

Using ShareScan

Sending a document to the desktop


This function allows you to send a scanned document to a users desktop. Documents are sent
first to a network repository for temporary storage. From here documents can be accessed using
eCopy Desktop or Canon imageWARE. For information about retrieving your documents using
eCopy Desktop, see the eCopy Desktop Online Help.
Note: The administrator can configure ShareScan to deliver eCopy (CPY), JPG (single page only), TIFF, or PDF files to
Scan Inboxes.

ShareScan supports the following Scan to Desktop functions:


>

Send to your own inbox (with optional password authentication)

>

Send to another users inbox

>

Send to multiple inboxes

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

Place the document on your scanner.

In the main ShareScan window, press the Scan to Desktop


button. The preview window displays:

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

eCopy ShareScan Users Guide

Sending a document to the desktop

To delete any unwanted pages, display the page you want to


delete and press Delete.

To add additional pages, place the pages on your scanner and


press Scan More.

To change the file format of the document, click Format.


Your options depend on the way your administrator
configured ShareScan. Select the format and click OK.

To adjust the settings, click Settings and make the necessary


modifications. For further information about the settings,
refer to Changing the scanner settings on page 10.

When the document is complete, press Send to Desktop.

If prompted, enter a name for the scanned document file and


press OK.

10 Select the storage location for the scanned document:


>

If your administrator has configured ShareScan for a


single inbox, the following screen displays:

Begin entering your name. As you type, ShareScan


displays the first matching entry in the ShareScan user
list. When your name displays, press OK.

- eCopy ShareScan Users Guide v8.0

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>

If your administrator has configured ShareScan for


multiple inboxes, the following screen displays:

Begin entering your name. As you type, ShareScan


displays the first matching entry in the ShareScan user
list. When your name displays, press the Press to select
more Inboxes button. Then repeat for any additional
recipients. When you have finished, press OK.
11 Depending on how your administrator has configured

ShareScan, you may be prompted to confirm the inboxes:

If so, verify that the inboxes are correct and press Yes.

48

eCopy ShareScan Users Guide

Sending a document to the desktop

12 Depending on how your administrator has configured

ShareScan, you may be prompted for your network password:

If so, enter your password and press Send.


You can now use eCopy Desktop to retrieve the document from your Scan Inbox. This is
described in the eCopy Desktop Online Help in the topic Scan Inbox.

- eCopy ShareScan Users Guide v8.0

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Part 2

Using ShareScan

Scanning and printing a document


To print a document from ShareScan:
1

Place the document on your scanner.

In the main ShareScan window, press the Scan to Printer


button. The document scans and displays in the preview
window.

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

To delete any unwanted pages, display the page you want to


delete and press Delete.

To add additional pages, place the pages on your scanner and


press Scan More.

eCopy ShareScan Users Guide

Scanning and printing a document

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.

- eCopy ShareScan Users Guide v8.0

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Select the print options you want and then press Print:
Copies

Sizing options

Specify the number of copies you would like to print:


>

Press the

buttons to increment or decrement the count by one.

>

Press the

buttons to increment or decrement the count by five.

Actual Size: The image is printed at its original size, regardless of

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

(requires a printer that supports double-sided printing).

52

eCopy ShareScan Users Guide

Using ShareScans image processing functions

Using ShareScans image processing functions


ShareScan supports the following image processing functions:
>
Mirror flips the image on the vertical axis to create a mirror image:

Original image
>

Mirrored image

Invert creates a negative of the original image white becomes black and black becomes

white. This is useful for blueprints and microfilm:

Original image

Mirrored image

- eCopy ShareScan Users Guide v8.0

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Part 2

>

Using ShareScan

Deskew straightens a skewed image. Deskew can correct a skew of up to 20%:

Original image

Deskewed image

You can select the default image processing settings in the Scanner Preferences section of the
ShareScan Administration window:

54

eCopy ShareScan Users Guide

Using ShareScans image processing functions

Users can temporarily select an image processing option from the main ShareScan window by
choosing Settings Advanced and then Output Page Options:

- eCopy ShareScan Users Guide v8.0

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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

eCopy ShareScan Users Guide

PART 3

Using eCopy Quick Connect

Contents

Saving scanned documents using eCopy Quick Connect60


Saving a document using Quick Connect61
Scanning with batching off61
Scanning with batching on64

eCopy ShareScan Users Guide

57

Part 3

Using eCopy Quick Connect

Saving scanned documents using eCopy Quick Connect


eCopy Quick Connect lets you deliver scanned documents to a preconfigured network folder or
FTP location. You can configure several buttons in the main ShareScan window, each with a
unique Quick Connect profile. You can add a custom icon and label to each button to make
function selection easy, as shown below.

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

eCopy ShareScan Users Guide

Saving a document using Quick Connect

Saving a document using Quick Connect


Quick Connect allows you to send scanned documents to a designated storage location. The
ShareScan administrator can configure Quick Connect with batching off or on:
>
With batching off, all scanned pages are saved to a single file. For example, if you scan 30
pages, ShareScan creates a single 30-page file. Details are provided below.
>
With batching on, scanned pages are saved as multiple files, each containing a fixed number
of pages. For example, if you scan 30 pages with the batch size set to five, ShareScan creates
six 5-page files. Batching is typically used for scanning large numbers of fixed-size forms.

Scanning with batching off


Note: If the ShareScan administrator has enabled activity tracking, you may be prompted to enter one or more
tracking fields during the scanning process.

To save a document using Quick Connect with batching off:


1

Place the document in the scanners document feeder and


enable the scanning function.

- eCopy ShareScan Users Guide v8.0

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Part 3

60

Using eCopy Quick Connect

In the main ShareScan window, press a Quick Connect


button. The preview window displays.

Use the right and left arrow buttons to review the scanned
document.

To delete any unwanted pages, display the page you want to


delete and press Delete.

To add additional pages, place the pages on your scanner and


press Scan More.

eCopy ShareScan Users Guide

Saving a document using Quick Connect

When the document is complete, press Send.

If prompted, enter the required file name information, for


example:

To fill in a field, click Browse [] and use the touch screen


keyboard. When you have completed all required fields, press
OK.
Note: The File Naming window only displays if the ShareScan
administrator has configured File Naming fields that require user input. If
you have questions about these fields, please ask your administrator.

If prompted, select the destination location and then press


OK.

Note: The Destination window is only displayed if the ShareScan


administrator has configured multiple destinations for this profile.

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Using eCopy Quick Connect

If prompted, enter your network user name and password.

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.

Scanning with batching on


Note: If the ShareScan administrator has enabled activity tracking, you may be prompted to enter one or more
tracking fields during the scanning process.

To save multiple documents using Quick Connect with batching on:

62

Make sure all the documents you are scanning contain the
correct number of pages.

Place the documents in the scanners document feeder and


enable the scanning function if necessary.

eCopy ShareScan Users Guide

Saving a document using Quick Connect

In the main ShareScan window, press the Quick Connect


button that corresponds to the type of document you are
scanning.

If prompted, enter the required file name information, for


example:

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.

If multiple destinations are available for the selected profile,


the Destination window displays.

Press the down-arrow and select the destination location.


Then press Store.

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Using eCopy Quick Connect

If prompted, enter your network user name and password.

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

Next, the Scan Preview window displays.

Note: Only the pages in the final batch are available for review.

To scan additional pages, place the pages on your scanner and


press Scan More.
To send the final batch, press Send.

64

eCopy ShareScan Users Guide

Index

activity logging
entering tracking information, 14, 59, 62

image processing functions, 53


invert function, 53

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

eCopy ShareScan Users Guide

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

eCopy ShareScan Users Guide

using Microsoft Exchange, 32


using Microsoft Outlook, 32
Scan to Desktop
sending a document, 46
Scan to Printer
printing a document, 50
scanners
changing settings from ShareScan, 10, 11
deskew function, 54
image processing functions, 53
invert function, 53
mirror function, 53
sending a document to desktop, 46
ShareScan
closing, 56
introducing, 4
starting, 9
starting ShareScan, 9

T
tracking information
entering, 14, 59, 62