CX3641MFP

Quick Start

SendMe Admin / User Guide

Contents

Chapter 1 SendMe Admin Guide 1.1 Accessing SendMe Admin Setup

SendMe Configuration 1.2 Application Settings

Scan Meter Email Settings Fax settings Authentication Global Address Book Legal Stamping Centralized Settings Accounting

1.3 Common LDAP Error Messages

1.4 Changing the Admin Password

1.5 User Management Chapter 2 SendMe User Guide 2.1 Process Overview 2.2 Launching SendMe

2.3 Print Option

2.4 E-Mail Option 2.5 Navigating the Tabs

Scan Tab Edit Tab Image Clean Up - Thumbnail View Editing & Annotation Tools - Full Page View

Chapter 1 1.1 Accessing SendMe Admin Setup

SendMe Configuration 1. From the right side of the Scanner Control Panel select “Setup”

2. Select “Administrator setup” from the touch panel.

3. Page down to the 3rd page and select “SendMe Setup”.

4. Select “SendMeAdm”.

Administrator Setup

SendMe Setup

SendMeAdm

Once you have launched the Administration Console, You will be asked to type in your password. This is necessary to protect the program's configuration from unauthorized access. Each time you start the console you have to use the default password “sendme”. Later this password can be changed by the end-user. Caution: Once the password is changed it is not possible to reset it. Once the password is entered, the following screen will appear.

1.2 Application Settings

Click on the Application Settings tab to configure each of the following:

A. Application Settings B. Scan Meter C. Email Settings D. Fax settings E. Authentication F. Global Address Book G. Legal Stamping H. Centralized Settings I. Accounting

Note: When you have finished making changes to the administrative console, select Database at the top left corner and save the application. Select Database again to exit. You may be prompted to save your changes once again. Select “Yes” to exit.

A. Application Settings

The Application Settings screen contains general configuration settings for SendMe. Click on the Application Settings tab and the following screen appears.

Logout Timeout You are providing EFI SendMe with access to secure network resources such as the email server and FTP sites. If the user forgets to log off, it’s important to lock the station automatically after a certain time of inactivity to prevent unauthorized access. The default setting is 60 seconds; however, you can specify another interval by typing in the number of seconds in this field. To disable the timeout feature, specify 0 in this field; this means that an inactive user may stay logged on indefinitely.

User Job Cleanup Time Each day EFI SendMe cleans out the working files that are created in the process of sending the scanned documents. We recommend you schedule this clean up procedure to run at an off-hour so that it doesn’t interfere with performance during the company’s regular work hours. By default this is set to run at midnight; however, you are free to change this to whatever time works best.

Exit Password You can exit SendMe by double-touching on the “EFI SendMe” logo in the main logon screen. You will be asked for the exit password, which is “sendme” by default, but you can change it here.

Language SendMe supports multiple languages. Click on the drop-down list to pick a different language. Note that you have to exit SendMe Administration and restart in order to apply the new language.

Asset ID Asset ID is a string that identifies your workstation as a company asset. It is optional. Asset ID is used for accounting purposes only. If asset ID is not a requirement for you, you can leave it empty.

Tagline This is a predefined message that will automatically appear at the end of every email message and fax cover sheet sent from SendMe. You can modify the message here. B. Scan Meter The Scan Meter screen displays your scan counters. There is nothing to configure here; this screen has informational purpose only. Click on the Application Settings tab and then click on the Scan Meter branch of the settings tree. Scan Counters Every single page scanned with SendMe is counted. At the time you purchase the equipment, the counters are all at 0, and they increase as you scan pages. Each paper size and color mode combination has its own counter. For example, letter-sized color pages will be maintained independently from tabloid B&W. Note that you cannot change the counter values.

C. Email Settings This configuration screen provides SendMe with information about the email server. SendMe requires this information to provide email functionality.

Click the Application Settings tab and then click Email setting. Complete each of the fields as appropriate to your corporate environment. Host This field is for the server name of the SMTP server. Port The port number for the SMTP server; it's almost always 25. Requires Login Your SMTP server may require authentication. If so, please check the box. The user will have to enter an authorized login name and password in SendMe. Attachment You can limit the file size of the email attachments. If a scanned file exceeds the size limit, the user will need to remove some pages and resend the document.

D. Fax EFI SendMe can send your digitized document to a fax number using a digital fax service. The fax settings screen holds the settings for your country and area codes as well as information about your fax service.

Country and Area Code In order to be able to send faxes, you have to specify your local telephone country code and area code. SendMe needs to know where you are located, so that you can dial a local fax number, just like if you were using conventional fax equipment. You can always send faxes to another region or even to another country by specifying the full international number. Alternatively, you can simply use local numbers for local calls.

Note: Faxes cannot be sent if you do not specify your local country code and area code properly. These settings are required.

RightFax This is a separate module with its own documentation. If you would like to leverage your existing RightFax server, please contact your Oki representative.

E. Authentication The Authentication screen is the place to specify the authentication type and its parameters. There are three options:

Authenticate through Local User Database If this is chosen, all the SendMe user names and passwords will be stored in a local database file called the Local User Database. No external server is needed for authentication.

Windows NT Authentication against a domain EFI SendMe can use your NT directory services. If you use NT domain controllers this is the preferable option because users can use their NT credentials to login. When Windows NT authentication is used, the users specify their domain name, in addition to their user name and password. You can, however, set up Default domain, which is used when a user logs on the first time.

Email Settings

Authenticate through LDAP Choose this option if you would like to store the users in an external LDAP server. SendMe users will login and authenticate against the LDAP directory so that your users can use the same user name and password for SendMe and their workstation. This only works if the LDAP server is capable of user, authentication. You can also use this option for authentication against an NT domain server if it has an LDAP interface.

Note: SendMe can retrieve the following fields for each user from the LDAP directory: · All the User Info fields (Full name, phone, email address, fax) · Home directory

However, you still will need to create users in SendMe and enter the following fields: · Login Name · Local contacts (optional)

If you choose the "Authenticate through LDAP" option, additional settings will show up. You will need to enter the LDAP server settings. The LDAP server configuration is broken into 3 different tabs: Basic View, Advanced View, and Test Authentication. The first two tabs show the exact same settings, except that the Basic View is organized for ease of use, while the Advanced View is designed for the expert users. Some of the settings can only be configured on the Advanced View. If you modify one of the views, the other one will update accordingly.

First, determine where you would like to store the authenticated SendMe user's private information, namely his or her full name, email address, fax number and home directory. There are two choices:

A. You can store this information in the Local User Database. Although the actual authentication will be performed by the LDAP directory, it is possible that the LDAP server cannot store these settings or that you choose not to store them there. In this case, choose the "User's information is retrieved by running an LDAP search" option. Note that if the authentication is performed through the LDAP server, no password will be stored in the Local User Database.

B. You can store the user's private information in the LDAP server. This is the most typical case, because the LDAP server is intended to store user-specific information as well as performing authentication. If you are in doubt, choose this option. Check "User's information is retrieved by running an LDAP search" to turn this feature on.

There are four very useful buttons on the upper half of the screen. Clear All Settings resets all the configuration settings to factory default. Configuration Wizard pops up a wizard that guides you through the configuration. You can use the Export Settings button to save your current configuration to a text file, which can later be loaded using the Import Settings button. We recommend that you use the wizard for configuring the LDAP server settings, especially if this is the first time you configure SendMe. The wizard contains a lot of textual information and context-sensitive explanations, as well as automatic detection of some of the settings. If you prefer not to use the wizard, you can configure the settings at the Basic View and Advanced View tabs, which we are going to discuss. The LDAP configuration options highly depend on the network. Contact your network administrator if you are in doubt.

The Basic View tab is the place where you can change some of the main settings after Authentication is completed.

I have domains in my system

Check this if your LDAP server has a DNS controller. You should check this for an Exchange 2000 server, but not for an Exchange 5.5. If you are unsure, just run the wizard.

Host or IP address

Specify the LDAP server's IP address, NetBios name, or host name. These are some typical examples: · 192.168.1.231 · ldap-server-01 · ldap.duke.edu

Specify the domain against which you would like to authenticate. Here is a typical example: · test.companyname.com

Bind DN

Specify the bind DN mask for login. Typical examples: · cn=<username>,dc=test,dc=companyname,dc=com · uid=<username> · cn=<username>,o=organization · cn=<username>,ou=People,o=MyCompany,dc=mycompany,dc=com · uid=<username>,ou=users,o=MyCompany,st=CA,c=USA

Do not substitute the "<username>" with an actual user name yourself, just type it in the way it is described. The string "<username>" is going to be replaced automatically with the actual user name during logon. So if the user "jsmith" logs on, and Bind DN is set to "uid=<username>", then SendMe is going to bind to the server with the string "uid=jsmith".

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Domain

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Search base

The search base is automatically guessed from the other settings. If this is not correct, check the I want to override the default search base option, and specify your search base.

Filter

The filter is automatically guessed from the other settings. If this is not correct, check the I want to override the default search filter option, and specify your filter.

LDAP home directory attribute Specifies the LDAP attribute name for the home directory. This is an expert option, most users should leave it

unchanged.

The Advanced View tab is for specifying settings that can not be configured on the Basic View tab.

How do we generate the Bind DN? Specify the way you want to log in (bind) to the LDAP server. Choose one of the following:

Bind with username: The SendMe user name is used directly for logging in to the LDAP server. This is not typical.

Bind with username@domain: This option is recommended for Exchange 2000. It is not recommended for other servers.

Specify Bind DN template(s):You are going to log in using a templatized bind name, such as cn=<username>.

Templatizing is not possible, perform a search: Choose this to perform a search in the tree to find the actual user, then use that user information to log on. This is useful when the users are spread across multiple domains, or are organized in a complex tree structure. Host (one or more) Specify the LDAP host(s).

5A.Domain (one or more) Specify the domain(s) against which you would like to authenticate.

5B.Bind DN (one or more) Specify the bind DN mask(s) for login. Search base (one or more) Specify the search base(s).

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Filter Specify the search filter. While in the Basic View you can only specify one host/domain/bind dn, on the Advanced View you have a choice to list more than one of them. For example, if you have two independent servers or two domain controllers to authenticate against, you can list both of them, separated by a semicolon, like this:

· Host: 192.168.1.10; 192.168.1.15 · Domain: dom1.test.com, dom2.test.com · Search base: ou=students,o=university; ou=teachers,o=univeristy · Filter: uid=<username>

Note that the Host, Domain and Search base fields must have the exact same number of items. You may not have 1 host and 2 domains, for example. However, the filter is always the same for all items, thus you may not specify more than one filter. Edit Host Map Click on this button to edit the host map. Here you can associate IP addresses with domain names, or fix invalid domain name entries. Most users never have to use this option. Test Your LDAP Connection When you are finished with configuring the LDAP settings, go to the Test Authentication tab to test if it works. Type in any user name and password that you know, then click "Test Login". Shortly a dialog box will pop up, describing the result of the test.

F. Global Address Book The Global Address Book setting is where you specify the location for the Global Address Book and its parameters. There are two options:

Global Address Book is in local database. If this is chosen, the Global Address Book will be stored locally on the SendMe station, in the Local User Database. The Global Address Book does not belong to any particular user, but all the users at the same time. No external server is needed for this option, but you will need to create a database file and add users. These instructions are in User Management.

Use LDAP server for Global Address Book. Choose this option if you would like to store the global contacts in an external LDAP server. This option allows users to capitalize on a centrally maintained source of current email addresses and fax numbers.

Configuring SendMe for the LDAP Global Address Book When you choose the "Use LDAP server for Global Address Book" option, additional settings will appear. The configuration is broken into 3 different tabs: Test, LDAP Basic and LDAP Advanced. The Test tab will be used to test if the connection is live, but first the server has to be configured properly.

The LDAP Basic tab is the main configuration screen, where the most important options are located:

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IP or Host name: Specify the LDAP server's IP address, NetBios name, or host name. Some typical examples are: · 192.168.1.231 · ldap-server-01 · ldap.duke.edu

Requires authentication: Check this box if your server requires a user or anonymous login. Uncheck if your server requires an anonymous bind, which means no username and no password will be sent to the server. Let's discuss the two different scenarios:

A. The server does not require authentication. This case is also known as "anonymous bind". There is no username, no password and no domain needed to do a search against the LDAP server's contact list. On the Test tab, the user name and password will be grayed out, and on the LDAP Basic tab the Domain will be grayed out. Most public address book servers work this way, including Exchange 5.5. B. The server requires authentication. Choose this if you cannot log on to the server with anonymous bind, or if you do that, your search result will always be empty. You can still log on as anonymous, in which case the Domain and Password should be empty, and your user name could be anything, but most likely "anonymous" or "anonymous user" will be used as a user name. It is also possible that you need a full domain name, user name and password in order to log on and do a search. If this is the case, you need to specify the domain name on this screen, against which you would like to authenticate. If you are in doubt, leave the "Requires authentication" box unchecked.

Search base: This LDAP configuration option depends entirely on the network. Contact your network administrator if you are in doubt. Typical examples for a search base:

· If using an Exchange 5.5 configuration with NT 4.0: Services:cn=recipients,ou=organization_unit,o=organization,c=country · If using an Active Directory 2000 server: cn=users,dc=subdomain,dc=companyname,dc=com · Other LDAP directory server examples: dc=domain,dc=com o=organization,dc=domain,dc=com

It is also possible that you would like to leave the Search base empty, and it works with some servers with an anonymous bind ("Requires that “authentication" be unchecked).

The LDAP Advanced tab contains some advanced LDAP configuration options that you will most likely leave unmodified, unless you have a special setup. It is a good idea to go through these options and verify them.

Port: this is the LDAP server's port number, which is almost always 389. It is extremely unlikely that you are using a different port, but if you do, you or your network administrator knows about it.

Protocol version: this can be 2 or 3, depending on your LDAP server. The version 2 protocol is older, and therefore offers less features. Version 2 protocol always works with every server. Version 3 protocol is newer and offers more features; however, not all the LDAP servers can work with it. We recommend that you try version 3, and if you get a protocol error, just change it to 2. If in doubt, choose 2, because that cannot be wrong.

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Authentication: the authentication type. It can be simple or NTLM. The simple authentication sends user names and passwords unencrypted. The NTLM uses NT authentication, which sends the user name and password encrypted. The NTLM option is safer, but it only works with Microsoft implementations, such as Exchange or Active Directory. If you are authenticating against an NT domain server, you want to use the NTLM authentication option. If running a non- Microsoft LDAP server, you probably cannot use NTLM. Login timeout: the number of seconds before the connection times out if there is no response from the server. The default value is 10 seconds. Count limit: the maximum number of search result items you would like to retrieve from the server. If the search result contains more items than this limit, only a portion of the result will be retrieved. If you specify 0 for "Count limit", it means there is no limit, and all the search results will be retrieved. This could take a while in some cases, and can even cause the server to return with a timeout error. Note that the server itself could have a limit, as most servers do. You cannot retrieve more search result items than that limit. If you try to do so, you will get a warning message, but results will still be retrieved, as many as possible. It is also possible that you do not get any result if the result set is too big. In this case decrease the number for the count limit. The default count limit is 99.

Test When you have finished configuring the LDAP settings, go to the Test tab and verify that your settings are correct. If authentication is required, you have to type in a user name (without a domain name) and a password. You always have to type in a search filter before testing. The default search filter is "(objectClass=*)", which tells the LDAP server to retrieve everything, but this will almost always exceed the server's internal size limit (or count limit). It is a good idea to narrow the search. Remember, this is just a test, SendMe will automatically specify a search filter.

Here are some typical tests. Note that not all of them will work on every server.

Search Filter Results cn=br* All names beginning with br, such as Bruce, Brenda. cn=*br* All names that contain "br", such as Bruce, Brenda, Brown, Braun, Abraham. cn=* br* (star, space, b, r, star) All the names with a last name beginning with "br". For example, Sarah Brightman, Fred Brigham. sn=br* If the server supports the sn (surname) attribute, you can search by last name. mail=*yahoo.com This retrieves all the contacts who have a yahoo mail account.

There any number of other possible filters that you can try here. Click the "Test Search" button to perform the search. You will get a list of search results in a popup window, or an error message if there is an error.

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G. Legal Stamping (Bates Stamping) A Bates number is known in the legal industry as a unique number assigned to each page of litigation documentation. For example, "Clarke vs. Williams Exhibit A Page 1 of 30" to identify exhibits in a trial. Before the trial, each party may use Bates stamping to identify all the pages in their inventory of documentation for a case, e.g. "120001, 120002, 12003, etc." Bates numbering has uses outside litigation as well whenever document images need to be numbered.

To enable this feature:

1. Click the Legal Stamping button.

2. Click the Global or Local Bates Stamping button.

Global means that everyone uses the same counter. For example, the first user scans 85 pages and each page is stamped 1 through 85. The next user logs in and scans 35 pages; those pages are numbered 86 through 120.

Local means that each person has their own counter. So using the above example, when the second user logs in and scans 35 pages, they are numbered 1 through 35.

3. Select the details of your stamp:

Stamp Prefix The text to appear at the beginning of the stamp. This can be your department name, for example.

Number of Digits This provides preceding zeros to your stamp number. For example, if you had 5 as the number of digits, your first page would have the number 00001.

Font Name The font type to use for this stamp.

Font Size The size of the stamp font.

Location Where on the page you would like the stamp to appear.

Note: Client/Matter Stamping is very similar to Bates Stamping, except there is no number involved. Instead of a Stamp Prefix, there is a Stamp Text.

H. Centralized Settings EFI SendMe is a multi-user environment. Users log on, change their scan mode, file format and editor tools, and by the time they leave the workstation, the settings are all mixed up. In order to prevent confusion and frequent user mistakes, SendMe ensures that every time a user logs on, the settings are initialized to something well defined.

There are two major strategies available: 1. Each user has his or her individual settings, independently from the other users. Before the user logs off, everything is saved. The next time the user logs on, those settings are loaded back. This works very well for trained users who are expected to remember their own settings, and they know how to restore their settings after they mix them up.

2. Every user is loaded with a predefined collection of settings, configured by the system administrator. The exact same centralized settings are loaded for all users. This scenario works the best with untrained users who do not have a full understanding of SendMe, and chances are that they would mix their settings up and would not know how to restore them.

Which strategy the administrator chooses depends on the experience and the intelligence of the users who have access to the workstation.

Select "Remember last user settings" for the first strategy, when each user has his or her own personalized settings, which are saved on logoff and loaded back after logon. In this case, the administrator can not configure any centralized settings.

Choose "Use centralized default settings" for the second strategy, when users start out with clean, centrally specified settings every time they log on. In this case, the administrator has to configure the centralized settings shared by all users. Users can still change settings, but every time they log on, all settings are reset to the centralized settings. If you choose the second option, please go though the rest of the settings as well.

They are grouped into four different tabs: Scan, Edit, Batch Cleanup and File Format.

Scan These settings are available for the user on the Scan tab of SendMe. 1. Size: The scan paper size. Choices: Letter, Legal, Tabloid, A4, A3, Auto. 2. Orientation: The scan orientation. Choices: Portrait, Landscape. 3. Color mode: The scan color mode. Choices: B&W, Grayscale, Color. 4. Resolution: The scan resolution. Choices: 72, 144, 200, 300, 400, 600. 5. Duplex mode and feeder: Determines whether the feeder or the glass is used, and whether both pages of the papers are scanned. Choices: Simple/ADF, Duplex/ADF, Glass.

Batch Cleanup

These settings are available for the user on the Edit tab in thumbnail mode. 1. Border removal: The amount of border to be removed. Choices: Small, Medium, Large, Auto. 2. Despeckle: The amount of speckles to be removed. Choices: Small, Medium, Large. 3. Turn: The amount of turn. Choices: 90 degrees, 180 degrees, 270 degrees.

File Format

These settings are available for the user on the Scan tab. 1. File format: The current file format. Choices: PDF, Single-page raster, Multipage raster. 2. Compression quality: The quality of the image compression. Choices: Low, Medium, High, Maximum. 3. OCR: For PDF only. Tells whether a hidden text layer is created or not. 4. Use encryption: For PDF only. Tells whether encryption should be used by default or not. 5. Color page files are: For Single-page raster only. Determines whether TIFF or JPEG output files are created.

I. Accounting EFI SendMe is able to create an accounting file that contains a record about each transmission, whether it is email, file, fax, or print. The following information is included in the accounting file:

· Page width, height, resolution, color mode, number of annotations. · User's login name and email address. · Distribution method, destination, file type information, Bates stamps, result of transmission (success or error). · Number of pages, date, time, unit's serial number, asset ID.

The exact file format is described in the next section. Here we only mention that the accounting file is a simple comma separated text file, where each line is an independent record. You can use most third-party spreadsheet or accounting applications to load this file.

By default, accounting is turned off, because there is no accounting file specified. In order to turn on accounting, please specify a full path with file name right in the File edit box. It could be a local path, such as C:\Accounting.csv, or it could be a remote network location, such as \\Server\Accounting\Accounting.csv. The extension of .csv is recommended but not mandatory. In case you upload to a remote server, you also need to specify the Login name and the Password required to authenticate the network share or domain.

It is strongly recommended that each workstation has its own individual accounting file. Accounting files were not designed to be used concurrently by multiple workstations.

Accounting File Format The accounting file that EFI SendMe generates is a standard CSV (comma separated) text file. The first line is always the header, and the other lines are the records, each in a separate line. The file includes the following fields, in this order:

Page Properties:

Page Width float The width of the page in inches (or millimeters in Europe)

Page Height float The height of the page in inches (or millimeters in Europe)

Resolution integer The image resolution for the page in DPI

Color Mode enum B&W | Grayscale | Color

Annotation Count integer The number of annotations on the page (0 if none) User Properties:

Login Name string The login name of the SendMe user who is sending the document

User Email string The email address of the SendMe user who is sending the document Distribution Properties:

Send Method enum Email To Me | Email | RightFax fax | Print | File to network | File to Outlook | File to home | File to flash card | File to FTP | File to Fortis | File to ZyLAB | File to custom

Destination string Email address(es) for email, Fax number(s) for fax, Printer name for print, file path/name otherwise

File Type enum PDF | TIFF | TIFF/JPEG | MTIFF

Compress Quality integer The compression quality (0-100); 100 for lossless compression (such as Fax Group 4)

Encryption enum 128-bit | 40-bit | None

OCR enum Yes | No

Bates Stamp string The Bates stamp string, or None if there was no Bates stamp applied

Result string The result of the send; OK or the error message Misc. Properties:

Job Position integer The position of the page within the job.

Job Count integer The total number of pages within the job.

Date & Time string The date and time of the sending (yyyy-mm-dd hh:nn, using 24-hour format)

Serial Number string Unit serial number

Asset ID string Unit asset ID

1.3 Common LDAP Error Messages

The following are the most typical LDAP error messages along with suggestions for resolving them.

Messages LDAP Unavailable - Server is unavailable. LDAP Server Down - Cannot contact the LDAP server. Resolution Double-check the "IP or Host name" field.

Message LDAP Operation Error - Operations error occurred. Resolution Double-check your search base.

Message LDAP Invalid Credentials - Invalid username or password. Resolution There is no such user or the password is invalid. Double-check the user name and password settings. Make sure the CapsLock on your keyboard is turned off.

Message LDAP Protocol Error - Protocol error occurred. Resolution Specify a protocol version of 2 on the LDAP Advanced tab.

Message LDAP Authentication Unknown - Unknown authentication error occurred. Resolution This means the server does not know the NTLM authentication. Go to LDAP Advanced tab and change the Authentication to something else.

Messages LDAP Timeout - Search was aborted because the limit of the client-side timeout parameter was exceeded. LDAP Time Limit Exceeded - Time limit, set by the server-side time limit parameter, was exceeded. Resolution These errors indicate a timeout. It means the server could not retrieve the requested information within a certain amount of time.

1.4 Changing the Admin Password

The Administration Console is password protected. Once you have launched the Administration Console, You will be asked to type in your password. This is necessary to protect the program's configuration from unauthorized access. Each time you start the console you have to use the default password “sendme”. Later this password can be changed by the end-user. Caution: Once the password is changed it is not possible to reset it.

To change the password: 1. Choose Database | Change Admin Password from the main menu. 2. You will be prompted to type in the new password. You have to do it twice, to minimize the risk of mistyping it. 3. Click Change to accept it. You can click Cancel if you change your mind. A message will pop up confirming that the password has been changed.

User Management

If you have chosen to use a local directory, you will need to add users. Additional instructions for this are located in The Advanced Technical Users Guide. SendMe has a User Management panel for you if you have chosen to use a local directory to manage your users rather than an LDAP directory. The following user management functions are available to you:

Add User Delete User Duplicate User

1.5 Add New User Accounts To add a user:

1. Go to the User tab and click on the User button. 2. Add the user's information for each of the fields indicated. If LDAP Authentication is enabled, you only need to enter the following fields:

· Login name · Email Settings

User Settings Screen

3. Repeat steps 1-2 for each new user on your list.

Delete User Account To delete a user: 1. Select the user account to be deleted on the User tab. 2. Click the Delete button, and click OK to confirm your instructions.

Duplicate User Account To duplicate an existing user: 1. Select the user account to be duplicated on the User tab. 2. Click the Duplicate user button, and click OK to confirm your instructions. 3. Edit the user's login name and other fields as necessary.

Chapter 2

2.1 Process Overview SendMe has been designed to be a simple to use yet powerful and sophisticated tool.

Here's an overview of how the process works:

1. Log on with your user name and password. This ensures the security of your network and email server.

2. Load your document into the scanner.

3. Select a destination for your document: Email, Fax, Print, File, or Send to Me

4. Once you select a destination (other than Send to Me), select the Scan tab. Here you can check your file format and scanner settings.

5. Review the images of your document. If you would like to make adjustments, edits or annotations, touch the Edit tab and use the palette of tools available there.

6. When you have finished editing your image, touch the Send tab, enter your document's destination information, and touch the Send button.

7. When you receive a confirmation message, your document is sent. You have the option of sending this document to another destination, starting over with a new document, or logging off of SendMe. 2.2 Launching SendMe

It is necessary for you to log on to SendMe because you will be using secure network resources such as your email account, or your document management system. When you log on with your user name and password, SendMe provides you with access to these resources.

Select the Scan Button

Select the “SendMe” Tab.

To Log On 1. Touch the Log On button. 2. Touch the User Name field and type in your User Name. 3. Touch the Password field and type in your password. 4. If you are using NT authentication, type in your Domain Name. 5. Then touch Logon. Note: If you receive an error when you logon, try again, double-checking the spelling of your user name and password. Remember that your logon information is case-sensitive. If you receive the same error the second time, please contact your system administrator for assistance.

Select “Log On”

Enter your User Name & Password Touch the Icon & the keyboard will appear The following screen will appear

End User Operation Screens

Main Tab Scan Edit Send

Main Tab - Send Method

Select the send method of your choice:

2.3 Print Option 1. After login to SendMe, select [Print] icon. 2. Configure scanning settings and select [SCAN] button.

3. Select [Edit] Tab and edit the scanned data if necessary.

4. Select [Send] Tab, select preferable queue, configure your options, and select [Send] button.

5. Confirm whether or not the job is done.

2.4 E-Mail Option

After login to SendMe, select [E-MAIL] icon. Configure scanning settings and select [SCAN] button.

Select [Edit] Tab and edit the scanned data if necessary. Select [Send] Tab, select [TO]/[CC]/[BCC] button to set E-Mail addresses Select preferable source of E-Mail addresses and select the preferable distribution lists such as [To], [CC], or [BCC]. Select [OK] when complete. By selecting [Change Details] button, [Subject], [File Name], and [Body] can be changed

Select [Send] button (see blue circles) when complete.

Confirm whether or not the job is done.

2.5 Navigating the Tabs Scan Tab

Once you have chosen a send method (above), you can select the Scan tab. Here are several tools for your use. 1. Check and, if necessary, adjust your scanner settings. 2. Check and, if necessary, adjust your file format settings. 3. Touch the Scan button to start the scanner. The scanned images will appear on screen.

Note: you can add more pages to your current set of images by inserting more documents into the scanner and touching the Scan button again.

4. Before you send the images, you may want to make edits or annotations - these tools are available by touching the Edit tab. Even at this stage you have a chance to go back and change your file format settings if needed. 5. When you are ready to send the images, touch the Send button represented by the send method you chose on the Main tab. 6. If you have another document to scan, touch Start Over to erase your current documents and settings and return to the Main tab. 7. When you have sent all your documents, touch the Log off button to end your session.

Scanner Settings

The scanner settings tell the scanner what type of document you have – for example, double-sided, legal-size - and what information you want to collect from the document - that is, the color information and image resolution. Select from the following setting choices:

Input Size The Input Size option indicates the size of the pages you are loading into the scanner. Touch the input size icon to select one of the following options: · Letter (8.5"x11") · Legal (8.5"x14") · Tabloid (11"x17") · A4 · A3

Orientation Page orientation indicates which side of the page is the top. There are two choices: · Landscape (long edge on top) · Portrait (short edge on top) If your document has a variety of page orientations, you can modify them individually with the Clean Up tools on the Edit tab. Note: For 11"x17" and A3 size only Portrait selection is available. See also "Print Section"

Color Mode EFI SendMe gives you the option to choose what color information you want to include with your digital image: · Black and White · Halftone · Grayscale · Color Keep in mind that color information affects your file size: because black and white has the least color information, it has smallest file size. Note: Halftone is a black and white scan that simulates grayscale. It should be used if the user wants to scan photographs or graphic images but still wants to keep the file size small, or if the scanner does not support grayscale or color scanning.

DPI (Dots Per Inch) The DPI (dots per inch) setting on your job will affect the resolution of your document image. The more dots per inch, the higher the resolution and the bigger the file size. A rule of thumb is to use as low a resolution as you can without compromising the clarity of the image. Each output device (your monitor, your printer and your fax machine) will have a different resolution requirement. The first time you scan a document to send to a new device, you can experiment with the resolution to find the right balance of file size and image clarity. Choose from 72, 144, 200, 300, 400 and 600 DPI.

Input Indicate whether you will be using the automatic document feeder (ADF) or placing each page individually on the glass to be scanned. Generally speaking, the automatic document feeder handles more documents per minute; the platter (glass) is useful for scanning photographs or other documents that require high resolution scanning. Select one of the following: · simplex: The ADF is used. Only one side of the papers are scanned. · duplex: The ADF is used. Both sides of the papers are scanned. · glass: The paper is on the glass.

Edit Tab

EFI SendMe provides a number of editing, annotation, and image correction tools that allow you to modify the scanned document images before you send them. Using the tools on the Edit tab is completely optional, but very helpful when you want your image to look a specific way. Please note that if you are sending this document in a file format other than PDF (i.e. TIFF or JPG), your annotations will not be retained. In fact, when your current file format is not PDF, the annotation screen is invisible, and the annotation you might already have are hidden too. In addition, annotations can not be used for Fax and Print destinations.

The editing and annotation tools let you add graphical elements like lines, circles, highlighting and text to your document to help you communicate quickly and more effectively with your electronic document.

The image correction tools help you restore your image to perfection. For example, you can use the deskew tool to straighten an image. You can automatically remove specs from your image with the despeckle tool. The image correction tools are available when you are viewing your document in the thumbnail view.

Image Clean Up - Thumbnail View On the Edit tab, there are several helpful image clean up tools to use while in the thumbnail view.

Top Tools Insert Blank You can insert a blank page for separate annotations or as a separator page between your scanned images. Touch this button to insert a blank page after your selected image. Delete Page Touch this button to delete the pages in your selection. Delete Blanks Touch this button to remove the blank pages from your selection.

Side Tools

Border Removal Touch this icon to remove any borders that appear on your selected document images. The width of the border is calculated automatically for you, but you can also specify a width in Tool Settings.

Deskew Page To straighten an image, touch the Deskew Page tool and touch the image to deskew.

Despeckle Page The Despeckle tool removes tiny dots (specks) that sometimes appear on scanned images. You can indicate the size of dots you want to remove as well in Tool Settings. Invert Use the Invert tool to reverse the white and black colors, so the image looks like a photo negative. Turn Image Change the orientation of an image by pressing the Turn Image tool and touching the image you want to rotate. You can specify the degree you want your image turned in Tool Settings. Tool Settings · Border Removal: By default, this is set to "Automatic" - SendMe can recognize borders and remove them for you automatically. However, if you want to specify a width, you can choose from Small (0.1 inch); Medium (0.25 inch) and Large. · Despeckle: Choose from 3 spec sizes: small; medium (default) and large. · Turn: Rotate your image 90 (default), 180 or 270 degrees. Brightness / Contrast Use the Brightness tool to change the brightness or contrast of your grayscale and color images. First select one or more grayscale or color thumbnails before you use this tool. Please see Adjusting Brightness and Contrast for more information. Undo Made a mistake? Undo your last edit by touching the Undo tool.

Notes: For the PDF file format you can not adjust the brightness or contrast. SendMe shows an error message if you attempt to do that.

Editing & Annotation Tools - Full Page View

The editing and annotation tools are available from the full page view on the Edit tab. You have the same tools for navigating the full page images here on the Edit tab as you do on the Scan tab. Before you begin your edits, please note that annotations are only available for the PDF file format. Also, annotations can not be used for Fax and Print destinations. On the Edit tab, the edit and annotation tools will only be visible if you are in the full page view. To switch to the full page view, touch the Full Page button in the top left corner. You can view and select the editing tools by touching the gray Edit button in the top left corner of the screen. The annotation tools are available when you touch the yellow Annotate button in the bottom left. Note that the yellow Annotate tab is not visible when annotation is turned off for any reason. The following tools are common to both the Edit and Annotate tool palettes: Why are the same tools on different palettes? The tools on the Edit palette are "raster." When you finish with an edit object, it becomes part of the image and cannot be modified. The Annotation tools are "vector." They stay in a separate layer and can be reselected and modified over and over again.

Line Select this icon to draw a line where you drag your finger on the image. You can choose the width of the line by pressing on the width choices at the top of the screen. Line options are line thickness & color. Rectangle To draw attention to an element on an image, draw a rectangle around it with this tool. Press on the rectangle tool icon and drag your finger along the diagonal. Rectangle options are line thickness & color. Ellipse Circle an element on an image by touching the ellipse tool and then drag your finger across the circle's diameter. Ellipse options are line thickness & color. Text This tool adds text to the image. Press on the text tool to activate it, press on the image at the spot where you would like to add text, and a keyboard will appear for you to type in text. Note: If you want to add multiple lines of text to the image, choose the text tool from the Annotation tool palette rather than from the Edit palette Cut Selection If you want to move the selection to another section of the page – or to another page altogether, press the Cut icon, navigate to where you want to place the selection, press the Paste icon and touch the area where you would like the selection pasted. Copy Selection Copying and pasting is just like cutting and pasting except that the original selection stays in place.

Paste Selection Touch the paste tool and then touch the location of the image where you want the contents of your clipboard to be pasted.

Stamp Touch the stamp tool to display the stamp text options in the top right corner: APPROVED, CONFIDENTIAL, DRAFT, EXPIRED, FINAL AND TOP SECRET. Select the appropriate stamp text and touch the area of the image where you want the stamp to appear. Undo Made a mistake? Undo your last edit by touching the Undo button. You can touch this button multiple times, thus performing multiple undo operations, up to a total of 10 steps. Redo If you accidentally touch Undo or you change your mind after Undo, use the Redo button to reverse it. Using the Undo and Redo buttons you can walk back and forth among the last 10 steps.

Color You can change the color of the graphical elements (line, rectangle, ellipse). Use the Select tool to select the graphic, and then choose a color from the menu from the top right corner of the screen. Note about available colors: Your color choices are connected to your scan color mode settings. Scan Color Mode Available Colors Black & White Black & White Greyscale Shades of Grey Color 6 Colors

Line Width All the graphical elements (line, rectangle, ellipse and pen eraser) can have varied line thickness. Use the Select tool to select the graphic, and then choose a thickness from the menu from the top right corner of the screen.

These tools are only available from the Edit tool palette:

Select Area You can select and manipulate areas of the image. (Resize, move, copy and paste.) First, press on the Select Tool and then drag your finger along the diagonal of the rectangular selection. Once you have a portion of the image selected, you can move that selection to another area of the image by dragging the selection around the image with your finger. You can also resize the image.

Pen Erase Touch this icon to activate the Line Erase tool. It will erase what appears just where you touch the image. Eraser options are background color (white or black) & thickness.

Rectangle Erase This tool erases everything that appears inside the rectangle you draw on screen. Drag your finger from one corner of the rectangle diagonally to the other side. For example, start at the top-left corner and drag a straight line down to the bottom-right corner. You can specify a background color for the rectangle erase tool.

These tools are specific to the Annotate tool palette:

Object Select As you place objects on your image (lines, text, stamps), you may want to select them to manipulate them. For example, move them, change the color or transparency. Touch the Select tool and then touch the object you want to modify.

Highlight Pen Use this tool to highlight your image just when you touch the image with your finger. You can specify the width, color and opacity of the highlight pen.

Highlight Rectangle Draw a yellow rectangle around your annotation or any image element. Touch the Highlight tool, and then drag your finger along the diagonal of the rectangle. Options for the highlight rectangle are opacity and color. Opacity To adjust the transparency of an annotation, use the Select tool, touch the object and then choose your desired degree of transparency from the menu.

Saving Your Edits Once you have used an edit or annotation tool, you will be asked if you want to save your edits when you touch another tab, change to thumbnail view, or move to another image. Note: Your annotations will not be visible in thumbnail view; however, a pen icon will indicate that your image has annotations.