Technical Manual ScanPro - DocuPRO Connected

© 2018 Inepro B.V. All rights reserved

Technical Manual | ScanPro - DocuPRO Connected

ScanPro - DocuPRO

Connected

Product Version: 7.16

ScanPro - DocuPRO Connected

Congratulations on selecting an Inepro Solution. We are certain you will be pleased with

your purchase of one of the finest solutions of the market.

We want to help you get the best result out of your Inepro Solution and to operate in

an efficient manner. This manual contains information on how to do that; please read it

carefully. Due to continuous product improvements this manual is subject to changes

without notice.

We strongly recommend you read the license agreement to fully understand its

coverage and your responsibilities of ownership.

Your Inepro business partner is dedicated to your satisfaction and will be pleased to

answer your questions and your concerns.

Best wishes,

Inepro BV.

All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher.

Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks.

While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document.

Version 7.16.10 created: July 2018 in Nieuw-Vennep, The Netherlands

Publisher Managing Editor Technical Editors Cover Design Inepro B.V. K. de Graaf B. De Jong K. de Graaf Production Inepro B.V. Team Coordinator R. Groen H. Wagenaar K. De Graaf

Version 7.16.10 http://www.inepro.com

Table of Contents

Requirements

1

Installation

3

Configuration

17

... 22 2 Mail Server Configuration

User Interface

27

... 34 5 Auto convert / format changer

Business Server Settings

35

Requirements

Requirements

Requirements

§ FTP port (standard Port 990, 989), these are configurable § A mail server that can send the scans as an email

§ For installation with the RED (Remote Embedded Deployer) Tool: Please make sure that the following ports are open in the network:

o Depending on the MFP's device certificate (SSL) TCP port 80 or 443 for traffic to the MFP. o TCP ports 8080 and 51443 for traffic to the MFP.

Prerequisites:

§ Having an Ricoh MFP with SOP panel § Having enough licenses for your MFP's

Installation

Installation

Environment Preparation

Add the local host site

-

Add trusted website: 127.0.0.1

1. Click the 'gear' icon in the top-right corner of Internet Explorer to go to Internet Options.

2. Go to the security tab and click on 'Sites'. 3. Add 'https://127.0.0.1'.

Disable pop-up blocker

Chrome

Allow pop-ups for a specific site 1. Open Chrome on your computer. 2. Go to https://127.0.0.1.

3. In the address bar, click Pop-up blocked . 4. Click the link for the pop-up you want to see.

5. To always see pop-ups for the site, select Always allow pop-ups from [site] > Done. Or add 'https://127.0.0.1' manually:

1. Click the 3-dotted menu icon in the

Installation

3. Go to 'Privacy and Security - 'Content

Settings' 4. Click 'Pop-ups'

5. Under 'Allow', click 'Add' 6. Enter 'https://127.0.0.0:9009' under 'Site' and click 'Add'

7. The address should now be listed under 'Allowed'.

Internet Explorer

1. Click the 'gear' icon in the top-right corner of Internet Explorer to go to Internet Options.

2. Under 'Privacy' go to the 'Pop-up Blocker' section.

3. Now either turn off the pop-up blocker completely or click 'Settings' to only allow the 'localhost' site.

Installation

4. Add 'https://localhost', to the address bar, and click 'Add'.

5. You will now see 'localhost' in the 'Allowed sites:'.

Other

The instructions of other pop-up blockers vary, please refer to there respective instructions

Server Installation

Make sure to access the server on which the ScanPRO server should run. Run the ScanPRO setup wizard.

1. Follow these instructions to setup the ScanPRO software.

3. Select 'I accept the agreement', when you have read it and agree to it's conditions. Press

to continue.

4. It is recommended to keep the default destination location. But if necessary edit it to the desired

location. Press to continue.

5. Select 'ScanPRO server to complement iBos (iBos as license server)'. Press to continue.

Installation

6. It is recommended to keep the default start menu folder. Press to continue.

7. Press to continue.

9. It's recommended to immediately configure ScanPRO, so leave the check box ticked. Press

to complete the setup wizard

Client Installation

There are multiple options to install the Scan PRO Client, via the RED Tool or via SD Card:

1: Installing ScanPRO Client via RED Tool

1 Open the Remote Embedded Deployer (RED) Tool. 2 Select the MFP(s) and the ScanPRO Client app. 3 Click 'Deploy'.

Installation

The devices that successfully have installed the ScanPRO Client will show a green check.

The ScanPRO client is now installed on the selected MFPs marked 'successful' and have a green check.

2:

Installing ScanPRO Client via SD-Card

1: Press these buttons simultaneously to enter the menu.

Installation

3: Select apps.

5: Select Install.

6: Select Install from SD Card.

Installation

8: Start Install.

9: Confirm Panel restart.

Configuration

Configuration

Server configuration

Browse to configuration screen

https://localhost:9009

1.2 Login with the user name and no password ('admin', '<EMPTY>' ).

2

ScanPRO Configuration Home screen

2.1 From this screen you can quickly link to all other configuration pages.

3

System Health

3.1 On this page an overview is shown of the status of your ScanPRO configuration.

3.2 You will receive a license warning as in the screen below when your license is non-existent or expired.

4

Settings

4.1 Set the FTP #2 server to 'Yes', we strongly recommend to use FTP #2 as it is the more secure FTP. If you do not want to use our default ports (990 and 989) then others can be set, but these must then also be changed in the server.

4.2 Fill in the Business server address, this should be server address that the license server service is running on.

4.3 Fill in the path in which the scans can be temporary stored.

4.4 Set your SMTP (Mail) server settings to match those of your SMTP server.

5

Tasks

5.1 Click on 'New task'.

5.2 Select 'Predefined: ScanPRO Embedded Client 7.14.1' (although the version number might differ).

Configuration

5.3 Click the green 'next' icon to go to the next step.

5.4 Fill in the Business Server address.

5.5 Insert the Email Server data and the home folder data. 5.6 Click the green 'next' icon to go to the next step.

5.7 Select (as few as possible) scan languages, to perform an OCR scan on, the more languages selected the slower ScanPRO will perform.

5.8 Also set the resolution and render quality.

5.9 Click on the green disk icon (Save) to save the settings. ScanPRO should now be configured correctly

Configuration

Mail Server Configuration

Required: A running mail server using the desired security level.

The mail server settings must be configured in order to send (and receive) mail with ScanPRO.

Security Levels

The email traffic has 3 available security levels, none, SSL or TLS. We recommend using the highest security level; TLS.

None

No encryption, usually port: 25

§ This level is normally no longer used outside a corporate network. § Requirements: Server must allow unencrypted traffic

§ When to use: When it is impossible to use TLS. (You might want to use this if your SMTP server is located within the same network as ScanPRO, this would save you the handshake time of the secure protocols but this is a security risk because the traffic is not encrypted.)

SSL (Secure Sockets Layer)

SSL 3.0 encryption, usually port: 465

§ Both SSL 2.0 and 3.0 have been deprecated by the IETF (Internet Engineering Task Force) in 2011 and 2015, respectively. They are no longer regarded as 'secure'.

§ Requirements: Server must be able to 'talk' SSL. § When to use: When it is impossible to use TLS. TLS (Transport Layer Security)

Transport Layer Security is the successor of Secure Sockets Layer. Even though TLS is sometimes still called SSL. Client-server applications use the TLS protocol to communicate across a network in a way designed to prevent eavesdropping and tampering.

TLS 1.2 encryption, usually port: 587

§ TLS 1.2 is the currently most recommended encryption level § Requirements: Server must be able to 'talk' TLS.

Office 365 Compliance

By October 31, 2018, all client-server and browser-server combinations should use TLS version 1.2 (or a later version) to ensure connection without issues to Office 365 services. This may require updates to certain client-server and browser-server combinations.

If you do not update to TLS version 1.2 (or later) by October 31, 2018, you may experience issues when connecting to Office 365. If you experience an issue related to the use of an old TLS version after October 31, 2018, you will be required to update to TLS 1.2 as part of the resolution.

The following are some clients that we know are unable to use TLS 1.2. Please update your clients to ensure uninterrupted access to the service.

§ Android 4.3 and earlier versions § Firefox version 5.0 and earlier versions

§ Internet Explorer 8-10 on Windows 7 and earlier versions § Internet Explorer 10 on Win Phone 8.0

§ Safari 6.0.4/OS X10.8.4 and earlier versions

Source: https://support.microsoft.com/en-us/help/4057306/preparing-for-tls-1-2-in-office-365 Therefore we recommend using TLS 1.2 when using an Office 365 email systems.

New email task

Go to task and click on 'Tasks' -> 'Predefined: Standard' and create a new task. Give it an appropriate task name.

Configuration

To use the most secure method (TLS) to send email, click 'Use SSL Connection (465)' and use port 587 in the email server address.

Note: In the examples below the email server address is used in combination with the port number After that fill out the field for either Gmail, Office 365 or Outlook according to the images below:

Gmail TLS Email

Office 365 TLS Email

Click the next arrow to go to the next step.

User Interface

User Interface

User Interface

What can the end-user do using ScanPRO? Let's see..

Login

1.1 Log in following these steps:

1.2 Click the welcome screen.

User Interface

Scan to folder

2.1.1Place the document on the scan plate or feed it into the machine. 2.1.2 To scan the file to a folder, click the '>' button next to 'Email'.

2.1.3Select 'Folder', both your email address and your home folder are known as they are retrieved from the server.

Scan to email

User has a document and wants to send it to an email address.

3.1 The destination 'Email' is our standard and will be pre-selected. Scans can be send to your email address and home folder as they are retrieved from the Inepro Business Server.

3.2 To select email if the 'Send to' setting is set to something other than 'Email', click the '>'. For more information on the 'Advanced Scan Options' got to 'Advanced Scan Settings' .

3.3 Select 'Email' to send the document to your email address. 3.4 Press the 'Scan' icon to start the scan.

User Interface

Advanced Scan Settings

In 'Advanced Scan Settings', options like duplex/simplex, removing empty pages and scan quality can be set. From this screen you can either start your scan directly or go back to review the other settings before starting your scan.

Duplex / Simplex

With the Duplex / Simplex option you select if the pages are scanned on one side (simplex) or on both sides (duplex) Not Duplex (red) means the document is scanned on the front side only (simplex).

Empty Pages

By default empty pages are not removed. If the document has empty pages, that must be removed from the scan job, slide the slider to the right (it will become green) and all empty pages will be removed from the scan job.

Scan Quality

The quality of a scan is measured in DPI (Dots per Inch), the density of the scanned information. Normally 200 DPI will give you a good quality scan with a reasonable size in bytes so the scans do not cause to much strain on the network or email system.

Divide pages

When you are scanning a large number of forms or exam papers or another type of document that has a fixed size you would like to have these documents separate from each other. To separate the scans from each other the scans may be divided in a number of pages to sent. If you enable this setting (slide it to the right, it will turn green) and set it to '3', a scan job of 16 pages will be divided in pages of three: 3 - 3 - 3 - 3 - 3 - 1, resulting in 6 documents that will each have one part of the scan job. But you would normally choose a divider that neatly dived the job as it only has it's use with scan jobs of multiple fixed-sized documents like forms or exam papers.

Original Size

'Original size' is used to manual select the paper size of the scan original, an option used when the MFP is not able to detect the scan size automatically. The selected ANSI size (Letter, Officio or Legal) area is then scanned (and everything outside that area will be cut off). With ISO format, 'A4' is always chosen as there are only two supported sizes (A4 and A3) and machines that support the 'A3' format will also detect the scan size automatically.

This setting is not visible when the MFP is able to detect the scan size automatically, or when the paper size is non-ANSI!

User Interface

Auto convert by mail / Format changer

· Auto Convert by Mail is a function that will convert a file to another format determined by the central server.

· The end-user should send the document to the specified email address.

· That special email address will convert each incoming file (if possible) to a preset output format and will reply to the mail with the result as an attachment.

Business Server Settings

Business Server Settings

Business Server Settings

The Business Server settings are global settings for groups of terminals that may be sub-divided into other groups. The are managed by the Business Server Service, the main service in any DocuPRO system.

Notes

Notes

Notes