Interwoven WorkSite Framework* -...

Interwoven WorkSite Framework*User’s Guide

GlobalScan Ver. 1.5

Contents

About GlobalScan ..................... 4

About Interwoven ...................... 4

MFD Operation........................... 5

Step 1: Place Document............ 5

Step 2: Login ............................. 5

Step 3: Select Database, Index

Fields & Folder ....................... 7

Step 4: Select Scan Settings..... 11

Step 5: Start Scan ..................... 11

Step 6: Review Job Log ............ 12

Step 7: Logout ........................... 12

AppendixFAQs ........................................ 13

MFD Error Codes ..................... 14

August, 2004

Copyright 2004 by Ricoh Corporation. All Rights Reserved.

*Formerly known as iManage WorkSite.

GlobalScan - Interwoven FrameworkUsers’ Guide

2

Copyright 2004 by Ricoh Corporation. All Rights Reserved.

No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, ortranslated into any language or computer language, in any form or by any means, electronic, mechanical,optical, chemical, manual or otherwise, without the prior written permission of Ricoh Corporation.

GlobalScan is a registered trademark of Ricoh Corporation.

Windows, Microsoft Exchange and Internet Explorer are registered trademarks of Microsoft Corporation.

All other trademarks are the property of their respective owners.

The material in this document is for information only and is subject to change without notice. Whilereasonable efforts have been made in the preparation of this document to assure its accuracy, RicohCorporation, its contractors and partners, assume no liability resulting from errors or omissions in thisdocument or from the use of the information contained herein.

Ricoh Corporation reserves the right to make changes in the product design without reservation andwithout notification to its users.


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Table of ContentsAAbboouutt GGlloobbaallSSccaann.................................................................................... 4

AAbboouutt IInntteerrwwoovveenn ..................................................................................... 4

MMuullttiiffuunnccttiioonnaall DDeevviiccee OOppeerraattiioonnSStteepp 11:: PPllaaccee DDooccuummeenntt................................................................................. 5

SStteepp 22:: LLooggiinn............................................................................................... 5

SStteepp 33:: SSeelleecctt DDaattaabbaassee,, IInnddeexx FFiieellddss && FFoollddeerr ............................. 7

SStteepp 44:: SSeelleecctt SSccaann SSeettttiinnggss ((nnoott rreeqquuiirreedd))..................................... 11

SStteepp 55:: SSttaarrtt SSccaann ..................................................................................... 11

SStteepp 66:: RReevviieeww JJoobb LLoogg .......................................................................... 12

SStteepp 77:: LLooggoouutt ((rreeqquuiirreedd)) ....................................................................... 12

AAppppeennddiixxFFrreeqquueennttllyy AAsskkeedd QQuueessttiioonnss.................................................................. 13

MMFFDD EErrrroorr CCooddeess........................................................................................ 14


4

Multifunctional Device

AAbboouutt GGlloobbaallSSccaannTTMM

GlobalScan enables a multifunctional device (MFD) to quickly scan documents to e-mail,or a folder, as well as perform OCR, fax and document management functions.GlobalScan’s integration with Interwoven WorkSite,specifically, provides an integrated solution for document andcontent management via the Internet. Through this dynamiclink with GlobalScan, Interwoven WorkSite enables enterprise-wide collaboration and access to business information.

This powerful, yet easy-to-use, paper document capture anddistribution system works seamlessly with your existing mailinfrastructure to significantly boost workgroup productivity bycombining network scanning functionality within an accessiblecopier platform.

AAbboouutt IInntteerrwwoovveennInterwoven, Inc. is recognized as a world-leading provider of content managementsoftware solutions for the enterprise, as well as a leading source for software utilized inlegal application environments, where reliability, flexibility and accuracy are crucial forevery user and client.

IInnppuutt MMaannaaggeemmeenntt OOuuttppuutt 128-bit security with

HTTPS & SSL for everyimage scanned

Direct interface throughthe MFD

Ad-hoc e-mail addressing(through soft keyboard)

Ability to read unlimitedaccess to the GlobalAddress Book with nolimitations

Network LoginAuthentication for NT,Novell and LDAP*

Integrates seamlesslywith existing networkinfrastructure

Combines e-mailfunctionality within anaccessible copier platform

LDAP support for GlobalAddress Book lookup

Up to 100 multifunctionaldevices supported

* Interwoven will utilize WorkSiteauthentication.

128-bit security withHTTPS & SSL for everyimage scanned

Ability to scan files fordelivery to e-mail fromremote locations

E-mail any document toany destination at thetouch of a button

Scan to PDF, TIFF andJPEG (color) formats(standard)

Scan to PDF image/textfor searchable files(option)

Scan to Microsoft RTF &XLS format (option)


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MMuullttiiffuunnccttiioonnaall DDeevviiccee OOppeerraattiioonn

SStteepp 11:: PPllaaccee ddooccuummeennttPlace the document you wish to scan to theiManage server face up on the automaticdocument feeder (ADF) or face down on theplaten glass.

SStteepp 22:: LLooggiinnLog in to the GlobalScan Server as follows…

1. Press Scanner key on device control panel. Display reads…

2. Press Login button. Display reads…

Note: Asterisk (*) indicates required field.

ADFScanning

Login

Email DocumentEmail DocumentEmail Document

Welcome to GlobalScan

Index FieldsIndex FieldsIndex Fields

FolderFolderFolder

DatabaseDatabaseDatabase

Scan SettingsScan SettingsScan Settings

Job LogJob LogJob Log

Please Login

CancelLogin

User Name *

Password *


6

3. Press User Name field. Software keyboard appears.

4. Enter valid User Name (case-insensitive). The maximum length of a user name is 64characters (alphanumeric).

5. Press OK. Display reads, for example…

6. Repeat steps 3 – 5 to enter Password field. Display reads, for example…

7. Press Login button. Display reads…

CancelLogin

User Name *

Password *

John

CancelLogin

User Name *

Password *

John

******

Logout

Email Document


FolderFolderFolder

Database

Scan Settings

Job Log

Logged in



7

SStteepp 33:: SSeelleecctt DDaattaabbaassee,, IInnddeexx FFiieellddss && FFoollddeerr1. Press Database button.

Display reads, for example…

2. Press (highlight) entry on Database List. Display reads, for example…

Database List

Accounting

Finance

Human Resources

OK

Database:

Cancel

Database List

Finance

Human Resources

OK

Database:

Accounting

Cancel

Logout

Email Document


FolderFolderFolder

Database

Scan Settings

Job Log

Logged in



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3. Press OK. Display now reads…

4. Press Index Fields button. Display reads, for example…

5. Press Type drop-down (down arrow). Display reads, for example…

6. Press (highlight) Type, e.g, TIFF. Press OK.

Index Fieldsis enabled

Logout

Email Document

Index Fields

FolderFolderFolder

Database

Scan Settings

Job Log

Logged in


Please Enter Document Profile

OK

Cancel

Reset

Type *

Class *

Description

OK

Cancel

MIME

TIFF

WPF61

QUAT06

Type


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7. Press Class drop-down (down arrow). Display reads, for example…

8. Press (highlight) Class, e.g., MEMO.

9. Press OK.

10. Press Description field. Software keyboard is displayed.

11. Enter Description. Press OK. Display reads, for example….

OK

Cancel

JPEG

MEMO

TASK

TEXT

Class

Please Enter Document Profile

OK

Cancel

Reset

Type *

Class *

Description TEST

TIFF

MEMO

��

1 2 3 4 5 6 7 8 0 -

q w e r t y u i o p ]

Pls Enter Backspace Backspace Backspace Delete AllDelete AllDelete All

Shift Lock Shift

Space

Cancel OK

[

=

a s d f g h j k l ; ’

z x c v b n m , . /

←←← →→→_

\

_

@


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12. Press OK again. Display reads…

13. Press Folders button. Display reads…

14. Press (highlight) Folder you would like to scan the document to.Note: Folders with an arrow preceding the name contain subfolders. To selecta subfolder, simply press the folder/subfolder name.

Logout

Email Document

Index Fields

Folder

Database

Scan Settings

Job Log

Please Select a Folder to Scan or Email Document


Folder isenabled

Logout

Email Document

Database

Index Fields

Folders

Scan Settings

Job Log

Folder List for john

Please Select Email Document to send e-mail

GeorgefolderHenryfolderStephaniefolderTylerfolder

Paulfolder png1 png2


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SStteepp 44:: SSeelleecctt SSccaann SSeettttiinnggss ((nnoott rreeqquuiirreedd))Select scan settings, if desired. (For details on scan settings, please refer to theGlobalScan User’s Guide, Step 6: Select Scan Settings.)

SStteepp 55:: SSttaarrtt SSccaann1. Press Start key on device control panel. Display reads: “Processing your

documents. Please wait….”

The Start key will turn from red to green* when the following conditions are met:

(1) A document is set on the document feeder or platen glass**(2) You are logged in with valid user information(3) A folder, e-mail address or fax number has been specified

When all pages are saved, control of the touch-screen is returned so that anotherfunction can be performed, for example, the Job Log can be reviewed (see nextsection).

Notes:* The Start key must be illuminated green in order to initiate a scan.** If you wish to scan more than one original from the platen glass, wait until the

display reads: “Set next original and press Start or # to finish.” Place nextdocument on the glass and press Start. When finished, press #.


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SStteepp 66:: RReevviieeww JJoobb LLooggTo confirm that the document was successfully transmitted, or if an error has occurred,proceed as follows:

1. Press Job Log button. Display reads...

2. Press Exit. GlobalScan Welcome screen appears.

SStteepp 77:: LLooggoouutt ((rreeqquuiirreedd))To end the session, you must log out. To do so, simply press the Logout button.The display returns to Copy Mode.

Sender Date/Time Document Name Pages Status

Sales Aug. 22 8:21 AM 1 Done

Page: 1/1 EXIT

August Price List

Logout

Email Document


FolderFolderFolder

Database

Scan Settings

Job Log

Logged in



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AAppppeennddiixxFrequently Asked Questions:

Q. When scanning a document, using Interwoven WorkSite, where is the file deposited(scanned to)?

A. The file will scan to the folder the user selected.

Q. How does the user access the file after uploading a document to the InterwovenWorkSite server?

A. The user can use the Interwoven DeskSite software, or any available client, to view the file.

Q. When running the Interwoven WorkSite within GlobalScan, which client version ofDeskSite must be installed on the GlobalScan server?

A. DeskSite 6.0.1 or above client software must be installed on the GlobalScan Server.

Q. Which Interwoven WorkSite Server software version does GlobalScan support?A. GlobalScan supports Interwoven WorkSite 5.0 to 7.1.

Q. When scanning, must I choose a Database?A. Yes. A Database must be selected before you can continue with the scan process.

Q. When scanning, must I choose a Folder?A. Yes. A Folder must be selected before you can continue with the scan process.

Q. Can I select more than one Database to scan to?A. No. Only one Database can be selected at a time.

Q. Can I select more than one Folder to scan to?A. No. Only one Folder can be selected at a time.

Q. Which features will be disabled when I use this plug in?A. Standard Authentication (NT, LDAP and Novell) and scan-to-folder (local or network)

functions are disabled.

Q. What kind of “rights” need to be assigned to the Proxy User?A. The Proxy User must have administration rights, and the user must be in the NRTADMIN

group.

Q. When using the DeskSite client, should I use the trusted NT authentication?A. No. Use the Auto login.

Q. If the user does not have a WorkSite login (User Name and Password), can he/shestill scan a document?

A. No. The user must have a WorkSite login account in order to use this feature, i.e., scan adocument to the Interwoven WorkSite server.


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MFD Error CodesErrorCode

MFD*Screen Prompt Explanation Solution

101 Get profile failed. Please askadministrator for help.

Cannot get the profile fromserver.

Check the following:1. If the IP address of the GlobalScan

Server is entered correctly. If not,correct and reboot MFD.

2. If the IP address of the GlobalScanServer is entered correctly, then checkthat the DNS entry is correct. If not,correct and reboot MFD.

3. If the IP address of the MFD and theGlobalScan Server are in the sameSubnet. If not, correct the IP of the MFDand reboot.

4. If the Proxy setting is correct, ifapplicable. If not, correct and rebootMFD.

5. If the network connection is maintained.If not, correct and reboot MFD.

6. If the IUSR and IWAM users for theGlobalScan Server match the computername of the PC. If not, create them.

102 Login failed. Try again. Incorrect user name orpassword has been entered.

Enter the correct user name and password.

103 Failed to downloadOrganization Unit. Try Again.

Cannot download OrganizationUnit from LDAP server.

Check the LDAP setting in the GlobalScanServer for the MFD.

104 Please logout first. Tried to go to another screenbefore logging out.

Press Logout button before switching.

105 Failed to download AddressBook.

Cannot download addressesfrom LDAP Server.

Check the LDAP setting in the GlobalScanServer for the MFD.

106 No email recipient. Pleaseselect email document.

Tried to send email withoutentering recipient.

Select the recipient from the Address Book,or manually enter address.

107 Invalid proxy port number. TryAgain.

The proxy port number enteredis not numeric.

Enter a numeric proxy port.

108 Account name is not specified.Please enter domain name.

For version 1.3 firmware only,the Domain, Tree or Contextname is not entered.

Enter the required data.

109 User name is not specified.Please enter user name.

The user name is not enteredfor authentication.

Enter the user name.

110 Please input at least 2characters.

When performing emailaddress look-up by name(recipient), at least twocharacters are required toperform search function.

Enter at least two characters for searching.

111 GetEmailAddr() failed. TryAgain.

MFD can’t get the requiredXML file correctly.

Press OK and perform a second time toclear. If not cleared, reboot the MFD.

112 GlobalScan Server has noresponse!

Cannot connect to theGlobalScan Server.

1. Check the GlobalScan Server IPaddress.

2. Check the network connection.3. Check the server to see if GSMon (for

version 1.3) is running or the GlobalScanJob Monitor services (for version 1.4) isrunning.

113 Failed to get file systeminformation.

The file for GlobalScan is notfound.

Reboot the MFD.

114 Hard disk is getting full.Please wait for a while. Ifthis error continues tohappen, please reboot.

The space allocation for filestorage is almost full.

Wait for a while, then scan document again.If this error continues to happen, rebootMFD. Note: If you power down the MFD atthis time, all documents that have not beenprocessed will be lost.

* MFD = Multifunctional Device


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ErrorCode

MFDScreen Prompt Explanation Solution

115 No valid email addressavailable.

The email address is not valid. Enter the correct format for searching.

116 Too many email recipients. Too many email recipientsselected

Limit number of email recipients.

117 Invalid email address. The email address entered is notvalid.

Check the email address format. It shouldbe [email protected].

118 Invalid DNS IP. The entry is not in the IP addressformat.

Make sure the format is: xxx.xxx.xxx.xxx.

119 Invalid GlobalScan ServerIP

The address entered is incorrect. Check the address entered.

120 Invalid GlobalScan ServerIP. For name resolving,please enter DNS IP.

The format is incorrect. Check the format.

121 Invalid Proxy IP. The address entry is not valid. Check the format.122 Invalid Proxy IP. For name

resolving, please enter DNSIP

The data entered is not valid. Check the format.

123 Machine Registration Failed.Max Number of MachinesExceeded. Please ContactAdministrator.

The max. number of MFDsregistered has been reached.Can’t connect any more.

Check the server to see if the number ofMFDs connected has reached themaximum specified in the CD key(s).

124 No valid email address/faxnumber available.

The entered search criteriareturns no result.

Check the search criteria.

125 No folder/email recipient/faxnumber. Please select afolder or email document orfax document.

The Start button has beenpressed without selecting afolder, fax number or e-mailaddress.

Select a folder, fax number or e-mailaddress before pressing the Start button.

126 A filename cannot containany of the followingcharacters: \\/:*?\"<>|.

File contains invalid character(s). Remove invalid character(s).

127 No matches found. Return no matching value forsearch.

Change the search criteria and try again.

128 Get login page failed.Please ask administrator forhelp.

Can’t get the login page. Check the server. Reboot MFD if thiscontinues to happen.

129 Required login Info empty. The login information required isnot filled in.

Enter the required information.

130 Failed to download fileformat list.

Can’t download folder list. Reboot the MFD.

131 The number of customizedfields exceeds the limit.

Only two customized fields areallowed.

Contact Technical Support.

132 Server Returns ErrorWithout Reason.

Unexpected error is returnedfrom server.

Reboot MFD. If this problem continues,contact Technical Support.

201 Scan failed. Try again. Can’t start scan. Reboot MFD. If this problem continues,contact Technical Support.

202 Scan failed: paper jam. Tryagain.

Paper jam has occurred. Clear the paper jam and start scan again.

203 Cannot detect original size.Select scan size and resetoriginals. Scanningcancelled.

No document is in the ADF or onthe platen glass for scanning.

Place a document in ADF or on platenglass and start scan.

204 Scan failed. Cannot createscan files.

Failed to create scan file. Reboot MFD. If this problem continues,contact Technical Support.

205 Scan failed. Cannot get fileinfo.

Failed to get file informationabout the scanned document.


206 Scan failed. Cannot getpage info.

Failed to get page informationabout the scanned document.


207 Scan failed. Cannot openthe page.

Open page failed. Reboot MFD. If this problem continues,contact Technical Support.

208 Scan failed. Cannot closethe page.

Close page failed. Reboot MFD. If this problem continues,contact Technical Support.

209 Scan failed. Cannot deletethe page.

Delete page failed. Reboot MFD. If this problem continues,contact Technical Support.


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ErrorCode

MFDScreen Prompt Explanation Solution

210 Scan failed. Cannot getwork area.

Failed to get the working area inthe MFD.


402 Get Folder failed. No folder information obtained. Reboot MFD. If this problem continues,contact Technical Support.

403 Please select a folder toupload.

No folder is selected for uploadpurposes.

Select a folder.

404 There is no folder list. No folder information entered inServer.

Check with the server to see if there is anyfolder list created.

501 Getting Information fromServer failed.

Can’t get information aboutDatabase or DocBase or other.


502 Please Make a Selection. No value selected. Please select a value and try again.601 Getting Information from

Server failed.Failed to get information from theserver about Document Type orelse.


602 Please Make a Selection. Did not select a value. Select a value.701 Getting Information from

Server Failed.Failed to get information aboutthe Index.


702 Required Field Cannot BeEmpty.

The required field is not filled in. Enter the required information.

703 Server Returns ErrorWithout Reason.

Unexpected error occurs whentrying to query the Index.


802 Get Srvc Info failed. Failed to get service informationfrom the GlobalScan Server.

Check the server setting and reboot MFD. Ifthis problem continues, please contactTechnical Support.

Error in JobLogs

Error. Can’t upload to the server. Check the communication between serverand MFD. If this problem continues, rebootMFD. If not resolved, contact TechnicalSupport.

80040002 Error Loading XML fileGSJMServ2: Automationerror. Can’t enumerate anymore because theassociated data is missing

User has entered an ampersand(&) or less than (<) symbol in ane-mail subject, document nameor fax note.

Users should not enter an ampersand (&)or less than (<) symbol in an e-mail subject,document name or fax note field.

# # #

Ricoh Corporation, Five Dedrick Place, West Caldwell, NJ 07006Phone (973) 882-2000 www.ricoh-usa.com

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