Scanning with YSoft SafeQ Terminal Pro 4

There is a possibility of scanning with the YSoft SafeQ Terminal Pro 4 when the MFD supports a scan to a file repository.

A shared disk space called Scan destination has to be prepared and assigned for every MFD. It is only a working space dedicated for transfer of the scan files from MFD to the Dispatcher Paragon. Scan files are sitting there for a limited time and are deleted when the Dispatcher Paragon reads it. Scan destination can be accessible either using FTP or SMB.

Terms

  • FTP - File Transfer Protocol - network protocl used for transfer of files between client and server on a computer network

  • SMB - Server Message Block - network protocol providing shared access to files, printers and serial ports (sometimes called also CIFS)

    • Only Windows SMB is supported

  • MFD - Multifunction Device - officemachine which incorporates the functionality of multiple devices in one e.g. E-Mail, Fax, Photocopier, Printer, Scanner

  • WPS - Workflow Processing System - Dispatcher Paragon component responsible for scan processing

Scan process

  • A user logs in into the Terminal Pro 4, navigates to the scan module and selects a Scan workflow.

  • On the UI of the MFD user navigates to a pre-configured native scan feature and performs a scan.

  • The MFD stores scan files in the Scan destination.

  • Dispatcher Paragon fetches scan files from the Scan folder and starts actions in accordance with the Scan workflow.

  • User formally finishes the physical scanning on the Terminal Pro 4 by touching Finish scanning button.

Scan workflows and YSoft SafeQ Terminal Pro 4

The Scan workflows defined in the Dispatcher Paragon management interface are common definitions for all types of Dispatcher Paragon terminals. Consider, that HW related settings, like dpi, color or page format are not supported with the YSoft SafeQ Terminal Pro 4. The administrator presets these HW settings while configuring the native scanning feature of the MFD. In some cases, the user can change it personally just before the scanning, if allowed. Reconciliation of the Scan workflows and MFD's native scanning settings is up to a handy administrator.

Recommended default settings of the native scanning features are: 300dpi, color (if requested) and JPG as the output format. Nonetheless, the full list of supported formats is: JPG, PDF, TIFF, multipage TIFF, compact PDF.

Do not use any native OCR scan function when the Dispatcher Paragon OCR is switched on in the Dispatcher Paragon scan workflow.

Configuration

We assume that the Terminal Pro 4 is already assigned to an MFD and basic functions like copy and print are fully configured and working. Provide next steps to configure scanning.

Two different configurations are allowed - Scan using FTP and Scan using SMB. In accordance with the MFD's possibilities, choose one of them.

Scan using FTP

In the Dispatcher Paragon management interface edit appropriate device in the menu Devices/Printers.

  • Choose the Advanced option.

  • In the section General and item Terminal Type, check that YSoft SafeQ Terminal Pro 4 is selected.

  • In the section Terminal, check the Scan feature checkbox and in the Scan delivery protocol item select the FTP.

  • Write down the Scan destination folder visible just below the Scan delivery protocol.

  • Save changes.

Collect FTP credentials necessary for MFD native scan feature settings. In case you already know the FTP credentials from previous activities, you can use it.

If the installation of Dispatcher Paragon server is new or you missed the information, you can set up new ones in the the Dispatcher Paragon management interface. Simply head to System > Configuration > Advanced view and search for FTP. An ftp/WebDAV username is property named scanServerUsername and n ftp/WebDAV password is property named scanServerUserPassword. After changing these properties the restart of Terminal server service will be necessary.

Configure MFD native scan feature for scanning and storing scan files in the Scan destination folder.

Scan using SMB

  • Create a special folder in a file system for the Scan destination usage. For example, it can be D:\Scans\MFD_03.

  • Create a special service account with full access (Read, Write, Mange,..) to this folder and also can run services (more info in note in the end of this chapter)

  • Setup sharing of the Scan destination for MFD settings purposes and grant the service account to access the share.

In the Dispatcher Paragon management interface edit appropriate device in the menu Devices/Printers.

  • Choose the Advanced option.

  • In the section General and item Terminal Type, check that YSoft SafeQ Terminal Pro 4 is selected.

  • In the section Terminal, check the Scan feature checkbox and Scan delivery protocol choose Samba.

  • In the Scan destination folder item write the full path to the Scan destination. In our example: D:\Scans\MFD_03

  • Save changes.

Configure MFD native scan feature for scanning and storing scan files in the Scan destination folder.

The WPS service runs under the regular system account. In case, that scan destination is no accessible by services running under such account (e.g. scan destination is located on the different computer than Workflow Processing System), please make sure that you run Workflow Processing System service using the account that you created in the beginning of this chapter.

In case, that Scan destination is not accessible directly by Workflow Processing System service, it is necessary to run Workflow Processing System service under the appropriate service account.

Limitations:

  • The user inputs (e.g. filename, reference number, email of a recipient, ...) are not supported on the Terminal Pro 4 at the time. Such workflows are filtered out and not displayed on the Terminal Pro 4 at all.

  • HW related scan settings defined in the scan workflow (i.e. file type, color, resolution, simplex/duplex, ...) is not considered on the Terminal Pro 4.