Interwoven WorkSite Framework
*
User’s Guide
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
Appendix
FAQs ...
13
MFD Error Codes ...
14
August, 2004
Copyright 2004 by Ricoh Corporation. All Rights Reserved.
No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or
translated 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.
Multifunctional Device
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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 and
content management via the Internet. Through this dynamic
link with GlobalScan, Interwoven WorkSite enables
enterprise-wide collaboration and access to business information.
This powerful, yet easy-to-use, paper document capture and
distribution system works seamlessly with your existing mail
infrastructure to significantly boost workgroup productivity by
combining network scanning functionality within an accessible
copier platform.
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Interwoven, Inc. is recognized as a world-leading provider of content management
software solutions for the enterprise, as well as a leading source for software utilized in
legal application environments, where reliability, flexibility and accuracy are crucial for
every user and client.
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128-bit security with
HTTPS & SSL for every
image scanned
Direct interface through
the MFD
Ad-hoc e-mail addressing
(through soft keyboard)
Ability to read unlimited
access to the Global
Address Book with no
limitations
Network Login
Authentication for NT,
Novell and LDAP
*
Integrates seamlessly
with existing network
infrastructure
Combines e-mail
functionality within an
accessible copier platform
LDAP support for Global
Address Book lookup
Up to 100 multifunctional
devices supported
*
Interwoven will utilize WorkSite
authentication
.
128-bit security with
HTTPS & SSL for every
image scanned
Ability to scan files for
delivery to e-mail from
remote locations
E-mail any document to
any destination at the
touch of a button
Scan to PDF, TIFF and
JPEG (color) formats
(standard)
Scan to PDF image/text
for searchable files
(option)
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Place the document you wish to scan to the
iManage server face up on the automatic
document feeder (ADF) or face down on the
platen glass.
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Log 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.
ADF
Scanning
Login
Email Document
Email DocumentEmail Document
Welcome to GlobalScan
Index Fields
Index FieldsIndex Fields Folder
FolderFolder Database
DatabaseDatabase
Scan Settings
Scan SettingsScan Settings Job Log
Job LogJob Log
Please Login
Cancel Login
3.
Press
User Name
field. Software keyboard appears.
4.
Enter valid
User Name
(case-insensitive). The maximum length of a user name is 64
characters (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…
Cancel Login
User Name *
Password *
John
Cancel LoginUser Name *
Password *
John
******
Logout Email Document Index FieldsS
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1.
Press
Database
button.
Display reads, for example…
2.
Press (highlight) entry on
Database List
. Display reads, for example…
Database List
Accounting
Finance
Human Resources
OKDatabase:
CancelDatabase List
Finance
Human Resources
OKDatabase:
Accounting
Cancel Logout Email Document Index FieldsIndex FieldsIndex Fields
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 Fields
is enabled
Logout Email Document Index Fields Folder FolderFolder Database Scan Settings Job Log Logged inWelcome to GlobalScan
Please Enter Document Profile
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
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 select
a 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
Welcome to GlobalScan
Folder
is
enabled
Logout Email Document Database Index Fields Folders Scan Settings Job LogFolder List for john
Please Select Email Document to send e-mail
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)
)
Select scan settings
, if desired. (For details on scan settings, please refer to the
GlobalScan User’s Guide
,
Step 6:
Select Scan Settings
.)
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1.
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 another
function can be performed, for example, the Job Log can be reviewed (see next
section).
Notes:
*
The Start key must be illuminated green in order to initiate a scan.
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To 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.
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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
Index Fields
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Frequently 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 Interwoven
WorkSite 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 of
DeskSite 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/she
still scan a document?
MFD Error Codes
Error
Code
MFD*
Screen Prompt
Explanation
Solution
101 Get profile failed. Please ask administrator for help.
Cannot get the profile from server.
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 GlobalScan Server is entered correctly, then check that the DNS entry is correct. If not, correct and reboot MFD.
3. If the IP address of the MFD and the GlobalScan Server are in the same Subnet. If not, correct the IP of the MFD and reboot.
4. If the Proxy setting is correct, if applicable. If not, correct and reboot MFD.
5. If the network connection is maintained. If not, correct and reboot MFD. 6. If the IUSR and IWAM users for the
GlobalScan Server match the computer name of the PC. If not, create them.
102 Login failed. Try again. Incorrect user name or password has been entered.
Enter the correct user name and password.
103 Failed to download
Organization Unit. Try Again.
Cannot download Organization Unit from LDAP server.
Check the LDAP setting in the GlobalScan Server for the MFD.
104 Please logout first. Tried to go to another screen before logging out.
Press Logout button before switching.
105 Failed to download Address
Book. Cannot download addressesfrom LDAP Server. Check the LDAP setting in the GlobalScanServer for the MFD.
106 No email recipient. Please select email document.
Tried to send email without entering recipient.
Select the recipient from the Address Book, or manually enter address.
107 Invalid proxy port number. Try Again.
The proxy port number entered is 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 Context name 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 2 characters.
When performing email address look-up by name (recipient), at least two characters are required to perform search function.
Enter at least two characters for searching.
111 GetEmailAddr() failed. Try Again.
MFD can’t get the required XML file correctly.
Press OK and perform a second time to clear. If not cleared, reboot the MFD.
112 GlobalScan Server has no response!
Cannot connect to the GlobalScan Server.
1. Check the GlobalScan Server IP address.
2. Check the network connection. 3. Check the server to see if GSMon (for
version 1.3) is running or the GlobalScan Job Monitor services (for version 1.4) is running.
113 Failed to get file system
information. The file for GlobalScan is notfound. Reboot the MFD.
114 Hard disk is getting full. Please wait for a while. If this error continues to happen, please reboot.
The space allocation for file storage is almost full.
Wait for a while, then scan document again. If this error continues to happen, reboot MFD. Note: If you power down the MFD at this time, all documents that have not been processed will be lost.
Error
Code
MFD
Screen Prompt
Explanation
Solution
115 No valid email address available.
The email address is not valid. Enter the correct format for searching.
116 Too many email recipients. Too many email recipients selected
Limit number of email recipients.
117 Invalid email address. The email address entered is not valid.
Check the email address format. It should be [email protected].
118 Invalid DNS IP. The entry is not in the IP address format.
Make sure the format is: xxx.xxx.xxx.xxx.
119 Invalid GlobalScan Server IP
The address entered is incorrect. Check the address entered.
120 Invalid GlobalScan Server IP. 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 DNS IP
The data entered is not valid. Check the format.
123 Machine Registration Failed. Max Number of Machines Exceeded. Please Contact Administrator.
The max. number of MFDs registered has been reached. Can’t connect any more.
Check the server to see if the number of MFDs connected has reached the maximum specified in the CD key(s).
124 No valid email address/fax number available.
The entered search criteria returns no result.
Check the search criteria.
125 No folder/email recipient/fax number. Please select a folder or email document or fax document.
The Start button has been pressed without selecting a folder, fax number or e-mail address.
Select a folder, fax number or e-mail address before pressing the Start button.
126 A filename cannot contain any of the following characters: \\/:*?\"<>|.
File contains invalid character(s). Remove invalid character(s).
127 No matches found. Return no matching value for search.
Change the search criteria and try again.
128 Get login page failed. Please ask administrator for help.
Can’t get the login page. Check the server. Reboot MFD if this continues to happen.
129 Required login Info empty. The login information required is not filled in.
Enter the required information.
130 Failed to download file format list.
Can’t download folder list. Reboot the MFD.
131 The number of customized fields exceeds the limit.
Only two customized fields are allowed.
Contact Technical Support.
132 Server Returns Error Without Reason.
Unexpected error is returned from 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. Try again.
Paper jam has occurred. Clear the paper jam and start scan again.
203 Cannot detect original size. Select scan size and reset originals. Scanning cancelled.
No document is in the ADF or on the platen glass for scanning.
Place a document in ADF or on platen glass and start scan.
204 Scan failed. Cannot create scan files.
Failed to create scan file. Reboot MFD. If this problem continues, contact Technical Support.
205 Scan failed. Cannot get file info.
Failed to get file information about the scanned document.
Reboot MFD. If this problem continues, contact Technical Support.
206 Scan failed. Cannot get page info.
Failed to get page information about the scanned document.
Reboot MFD. If this problem continues, contact Technical Support.
207 Scan failed. Cannot open the page.
Open page failed. Reboot MFD. If this problem continues, contact Technical Support.
208 Scan failed. Cannot close the page.
Error
Code
Screen Prompt
MFD
Explanation
Solution
210 Scan failed. Cannot get
work area. Failed to get the working area inthe MFD. Reboot MFD. If this problem continues,contact Technical Support.
402 Get Folder failed. No folder information obtained. Reboot MFD. If this problem continues, contact Technical Support.
403 Please select a folder to upload.
No folder is selected for upload purposes.
Select a folder.
404 There is no folder list. No folder information entered in
Server. Check with the server to see if there is anyfolder list created.
501 Getting Information from Server failed.
Can’t get information about Database or DocBase or other.
Reboot MFD. If this problem continues, contact Technical Support.
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 the server about Document Type or else.
Reboot MFD. If this problem continues, contact Technical Support.
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. Reboot MFD. If this problem continues,contact Technical Support.
702 Required Field Cannot Be Empty.
The required field is not filled in. Enter the required information.
703 Server Returns Error Without Reason.
Unexpected error occurs when trying to query the Index.
Reboot MFD. If this problem continues, contact Technical Support.
802 Get Srvc Info failed. Failed to get service information
from the GlobalScan Server. Check the server setting and reboot MFD. Ifthis problem continues, please contact Technical Support.
Error in Job Logs
Error. Can’t upload to the server. Check the communication between server and MFD. If this problem continues, reboot MFD. If not resolved, contact Technical Support.
80040002 Error Loading XML file GSJMServ2: Automation error. Can’t enumerate any more because the associated data is missing
User has entered an ampersand (&) or less than (<) symbol in an e-mail subject, document name or fax note.
Users should not enter an ampersand (&) or less than (<) symbol in an e-mail subject, document name or fax note field.
