Use Workflow Scanning

The Workflow Scanning App allows you to scan an original document, distribute, and archive the scanned image file. The Workflow Scanning feature simplifies the task of scanning many multi-page documents and saving the scanned image files in one or more file locations.

Note: The system administrator must set up this feature before you can use it. 

The Workflow Scanning App enables you to scan documents using pre-defined settings to a range of file destinations quickly and easily. There are several workflow options:

• Distribution workflows enable you to scan documents to one or more file destinations. File destinations include an FTP site, a website, and a network server. You can add fax destinations to workflows too.  

• Scan to Mailbox enables you to scan documents to public or private mailbox folders on the printer hard drive.

• Scan to Home enables you to scan documents to a personal Home folder on your network.

• Scan to USB enables you to scan documents to a connected USB Flash drive.

Note:

• To scan original documents to a file destination associated with a contact in the address book, refer to Scan To

• To scan original documents to an email address, refer to Email

For information about all the App features and available settings, refer to Apps and Features

If authentication or accounting is enabled on your device, to access features, enter your login details.

Detect Imaging Security Marks

Imaging Security uses infrared light to track and manage sensitive documents.

If the Infrared Security option is enabled in the Embedded Web Server, the device can detect concealed marks using infrared technology. This method of detection can prevent the accidental disclosure of confidential documents.

The system administrator can configure infrared mark detection for jobs. When Detect Mark is enabled, the device detects security marks on documents that are scanned. When a security mark is detected during scanning, depending on the settings configured, the device inhibits the job, sends an email alert and continues the job, or sends an email alert and inhibits the job. When a security mark is detected, the device adds an entry to the Audit Log.

If a security mark is detected and the job is allowed to continue, a generic mark is added to the scanned image file to indicate that the original documents contained a security mark. The generic mark added to the file includes a predefined label and updated tracking information. If a security mark is detected on your job, a message appears on the control panel to indicate the action taken.

Using Workflow Scanning

To scan an original document:

1. Load your original documents.

   • For single pages or paper that cannot be fed using the duplex automatic document feeder, use the document glass. Lift the duplex automatic document feeder, then place the original document face down in the upper-left corner of the document glass.
     
     
     
     

   • For multiple, single, or 2-sided pages, use the duplex automatic document feeder. Remove any staples and paper clips from the pages. Insert the original documents face up in the duplex automatic document feeder, with the top of the page entering the feeder first. Adjust the paper guides so that they fit against the original documents.
     
     
     
     Note: When the original documents are detected, the automatic document feeder confirmation indicator LED illuminates.
     
     

2. At the printer control panel, press the Home button.

3. Touch Workflow Scanning.

4. To clear previous app settings, touch Reset.

5. To select a workflow, from the Pick a Workflow screen, touch an option. If necessary, to refresh the workflow list, touch Update.
   
   Note: If the Pick a Workflow screen does not appear automatically, to display the screen, touch Change Workflow.
   
   

6. If needed, enter recipients, workflow destination details, or browse to the location required for the scanned documents.

7. To add a file destination, touch Add File Destinations. From the list, select a file destination.
   
   Note: You can add file destinations to a workflow from the predefined list of file repository settings.
   
   

   • In the Embedded Web Server, to create a new workflow, you can add file destinations from the predefined list.

   • In the Workflow Scanning App, for a selected workflow, you can add more file destinations from the predefined list.
     
     

8. Adjust the workflow scanning settings as needed.

   • To save the scanned document as a specific file name, touch the attachment file name, enter a new name, then touch OK.

   • To save the scanned document as a specific file format, touch the attachment file format, then select the required format.

   • To define what action the device takes when the filename is used already, touch If File Already Exists. Select an option, then touch OK.
     
     Note: If the Add to pdf folder option is not available, access the Embedded Web Server, then enable the Filing Option settings.
     
     

   • If you are using the document glass, to combine pages into a single scan file, enable the Build Job feature. To enable the feature, touch the toggle button for Build Job.

   • If you are scanning from 2-sided original documents, touch 2-Sided Scanning, then select an option.
     
     

9. To start the scan, touch Scan.

10. If Build Job is enabled, when prompted, do these steps:

    • To change settings, touch Program Next Segment.

    • To scan another page, touch Scan Next Segment.

    • To finish, touch Submit.

11. To return to the Home screen, press the Home button.

Notes:

• For remote scanning, a network connection is required.

• For details about remote scanning, refer to the Help in the Embedded Web Server.

• Print, copy, and fax jobs can print while you are scanning original documents or downloading files from the printer hard drive.

Distribution Workflows

Distribution Workflows are customized workflows used in the Workflow Scanning App. A workflow contains preprogrammed settings for a scan job that specify how and where scanned documents are distributed. A workflow can include one or more file destinations, as well as fax destinations. You can store customized scan settings in each workflow.

Using the Embedded Web Server, you can create a workflow using one or more scan destinations. The following options are available:

• Predefined scan destinations from the list of file repositories.

• New scan destinations such as an FTP site, a website, or an SMB server.

• Fax number destinations.

When you create a workflow, it appears in the list of workflows in the Pick a Workflow screen of the Workflow Scanning App.

At the printer control panel, when you select a workflow, you can change the scan settings and add more scan destinations from the predefined list.

Predefined Network File Repositories

A file repository is a predefined file destination that you can use in a workflow. You can use the printer control panel to add a file repository to a workflow.

The system administrator configures the file repositories available as predefined scanned file destinations. At least one repository must be set up for the Workflow Scanning feature to be available. 

Note: On the Pick a Workflow screen, the DEFAULT workflow is associated with the default file repository.

Creating a New Workflow

1. At your computer, open a Web browser, in the address field, type the IP address of the printer, then press Enter or Return.
   
   Note: For details about obtaining the IP address of your printer, refer to Find the IP Address
   
   

2. Click the Scan tab.

3. In the Display area, select Workflows, then select Create New Workflow.

4. For Add Destination to Workflow, select an option:

   • To add an existing file destination to the workflow, select Select from a Predefined List.

   • To add a file destination to the workflow, select Enter a Scan Destination.

   • To add a fax destination to the workflow, select Enter a Server Fax Number.

5. For Select from a Predefined List, select a destination from the File Destination list, then click Add.

6. For Enter a Scan Destination, add these details:

   1. Click the Friendly Name field, then enter a name for the scan destination.

   2. For Protocol, select an option, then enter the destination address.

      • For IP Address, enter the IP Address: Port number.

      • For Host Name, enter the Host Name: Port number.

   3. Enter the name of the destination folder as needed. In SMB, the destination folder is the shared folder.

   4. In Document Path, enter the name of the subfolder within the destination folder. Select a Filing Policy.

   5. Enter a valid login name and password.
      
      Note: Use the login name for the computer that holds the destination folder. The login name can include the domain name, such as domain name\login name.
      
      

7. Click Add.

8. To add another destination to the workflow:

   • To add a file destination, for File Destinations, click Add.

   • To add a fax destination, for Fax Destinations, click Add.

9. Set the scan settings for the workflow as required.
   After a workflow is created in the Embedded Web Server, the workflow is added to the list in the Workflow Scanning App.

Scanning to a Shared Network Folder

You can scan to a shared folder on a network using SMB. The folder can be on a server or computer running SMB services.

To scan to a shared network folder, create a shared folder with read and write access privileges.

Sharing a Folder on a Windows Computer

1. Open Windows Explorer.

2. Right-click the folder you want to share, then select Properties.

3. Click the Sharing tab, then click Advanced Sharing.

4. Select Share this folder.

5. Click Permissions.

6. Select the Everyone group, then verify that all permissions are enabled.

7. Click OK.
   
   Note: Remember the Share name for later use.
   
   

8. Click OK again.

9. Click Close.

Sharing a Folder in Macintosh OS X Version 10.7 and Later

1. From the Apple menu, select System Preferences.

2. From the System Preferences window, select Sharing, then select File Sharing.

3. Under Shared Folders, click the Plus icon ( +). Browse to the folder that you want to share on the network, then click Add.

4. To modify access rights for your folder, select the folder. The groups activate.

5. From the Users list, click Everyone, then use the arrows to select Read & Write.

6. Click Options, then select a share-folder option.

   • To share the folder, select Share files and folders using SMB.

   • To share the folder with specific users, next to the username, select On.

7. Click Done.

8. Close the System Preferences window.
   
   Note: When you open a shared folder, a Shared Folder banner appears in the Finder for the folder and subfolders.

Scanning to a Mailbox Folder

Scanning to a folder is the simplest scanning method. This function allows users to scan files to mailboxes, which are folders created on the printer hard drive. When you scan an image at the printer, the scan file is stored in a folder on the internal hard drive. You can use the Embedded Web Server to retrieve the stored scan file to save to your computer.

The default settings create a 1-sided, color, portable document format .pdf file. You can change the default settings using the printer control panel or using the Embedded Web Server at your computer. Control panel selections override the settings in the Embedded Web Server.

Scanning to the Public Mailbox Folder

The printer provides a public mailbox folder to store scanned images. You do not need a password to scan images to the public mailbox folder, or to retrieve the scanned images. All users can view scanned documents in the public mailbox folder. You can create a password-protected private mailbox folder. For details, refer to Creating a Private Mailbox Folder.

To scan an image to the public mailbox folder:

1. Load your original documents.

2. At the printer control panel, press the Home button.

3. Touch Workflow Scanning.

4. To select a workflow, from the Pick a Workflow screen, touch Default Public Mailbox.
   
   Note: If the Pick a Workflow screen is not automatically displayed, to display it, touch Change Workflow.
   
   

5. To add a file destination, touch Add File Destinations, then select a file destination from the list.

6. Adjust the workflow scanning settings as needed.

   • To save the scanned document as a specific file name, touch the attachment file name, enter a new name, then touch OK.

   • To save the scanned document as a specific file format, touch the attachment file format, then select the required format.

   • If you are using the document glass, to combine pages into a single scan file, enable Build Job.

   • If you are scanning from 2-sided original documents, touch 2-Sided Scanning, then select an option.

7. To start the scan, touch Scan. The Job Progress screen appears, and the original document is scanned. The printer stores the scanned image on the printer hard drive.

8. If Build Job is enabled, when prompted, do these steps.

   • To change settings, touch Program Next Segment.

   • To scan another page, touch Scan Next Segment.

   • To finish, touch Submit.

9. To move the file to your computer, use the Embedded Web Server. 

Scanning to a Private Mailbox Folder

This feature allows you to scan documents to a private mailbox folder. Private mailbox folders can require a password.

You can use the Embedded Web Server to create your private mailbox folders. For details, refer to Creating a Private Mailbox Folder.

To scan to a private mailbox folder:

1. Load your original documents.

2. At the printer control panel, press the Home button.

3. Touch Workflow Scanning.

4. To select a workflow, from the Pick a Workflow screen, select a private mailbox folder.
   
   Note: If the Pick a Workflow screen is not automatically displayed, to display it, touch Change Workflow.
   
   

5. On the Mailbox Password screen, enter the password, then touch OK.

6. To add a file destination, touch Add File Destinations, then select a file destination from the list.

7. Adjust the workflow scanning settings as needed.

   • To save the scanned document as a specific file name, touch the attachment file name, enter a new name, then touch OK.

   • To save the scanned document as a specific file format, touch the attachment file format, then select the required format.

   • If you are using the document glass, to combine pages into a single scan file, enable Build Job.

   • If you are scanning from 2-sided original documents, touch 2-Sided Scanning, then select an option.

8. To start the scan, touch Scan.

9. If Build Job is enabled, when prompted, do these steps:

   • To change settings, touch Program Next Segment.

   • To scan another page, touch Scan Next Segment.

   • To finish, touch Submit.

10. To move the file to your computer, use the Embedded Web Server.

Creating a Private Mailbox Folder

If the scan policy to allow additional folders is enabled, you can create a private mailbox folder. The system administrator can create a private mailbox folder at any time. 

To create a private mailbox folder with a password:

1. At your computer, open a Web browser, in the address field, type the IP address of the printer, then press Enter or Return.
   
   Note: For details about obtaining the IP address of your printer, refer to Find the IP Address
   
   

2. Click the Scan tab.

3. In the Display section, select Mailboxes.
   
   Note: If the Display section does not appear, Scan to Mailbox is not enabled. 
   
   

4. In the Scan to Mailbox section, click Create Folder.

5. Click the Folder Name: field, then type a name for the folder.

6. In the Folder Password field, type a password that adheres to the password rules.

7. In the Confirm Folder Password field, type the password again.

8. Click Apply.
   Your private mailbox folder appears in the mailbox folder list in the Embedded Web Server and on the printer touch screen under Pick a Workflow. The contents are stored on the printer hard drive.

Retrieving Scan Files from a Mailbox Folder

You can use the Embedded Web Server to retrieve scan files from a mailbox folder and copy the files to your computer.

To retrieve your scan files:

1. At your computer, open a Web browser, in the address field, type the IP address of the printer, then press Enter or Return.
   
   Note: For details about obtaining the IP address of your printer, refer to Find the IP Address
   
   

2. Click the Scan tab.

3. In the Display section, select Mailboxes.

4. In the Scan to Mailbox section, click the folder containing the scan.
   
   Note:

   • For a password protected private folder, click the Folder Password field, type the password, then click OK.

   • If your image file does not appear, click Update View.
     Your scan file appears in the Folder Contents window.
     
     

5. Under Action, select an option, then click Go.

   • Download saves a copy of the file to your computer. When prompted, click Save, then navigate to the location on your computer to save the file. Open the file or close the dialog box.

   • Reprint prints the file without saving a copy of the file to your computer.

   • Delete removes the file from the mailbox. When prompted, click OK to delete the file or Cancel to cancel the operation.
     
     Note: You can also print a mailbox file using the Print from App.

Scanning to a User Home Folder

Scan to Home allows you to scan documents to a home directory on an external server. The home directory is distinct for each authenticated user. The directory path is established through LDAP.

The Scan to Home feature is available as the Home workflow in the Workflow Scanning App.

To enable the Home workflow:

• Ensure that LDAP Network Authentication is configured.

• Ensure that Home folder locations are defined for each user in the LDAP directory.
  
  Note: When a user logs in to the printer using network credentials, the Home workflow appears on the Pick a Workflow screen.

To use the Home workflow:

1. Load your original documents.

2. To log in to the printer, touch Log In, then log in with your network credentials.

3. At the printer control panel, press the Home button.

4. Touch Workflow Scanning.

5. From the Pick a Workflow screen, touch the Home workflow.
   
   Note:

   • If the Pick a Workflow screen is not automatically displayed, to display it, touch Change Workflow.

   • If the Home workflow is not displayed, check that you have logged in with the required credentials.

6. To add a file destination, touch Add File Destinations, then select a file destination from the list.

7. Adjust the workflow scanning settings as needed.

   • To save the scanned document as a specific file name, touch the attachment file name, enter a new name, then touch OK.

   • To save the scanned document as a specific file format, touch the attachment file format, then select the required format.

   • If you are using the document glass, to combine pages into a single scan file, enable Build Job.

   • If you are scanning from 2-sided original documents, touch 2-Sided Scanning, then select an option.

8. To start the scan, touch Scan.

9. If Build Job is enabled, when prompted, do these steps.

   • To change settings, touch Program Next Segment.

   • To scan another page, touch Scan Next Segment.

   • To finish, touch Submit.

10. To return to the Home screen, press the Home button.

Scanning to a USB Flash Drive

You can scan a document and store the scanned file on a USB Flash drive. The Scan to USB function produces scans in .jpg, .pdf, .pdf (a), .xps, and .tif file formats.

The Scan to USB feature is available as the USB workflow in the Workflow Scanning App.

Note: Only USB Flash drives formatted to the typical FAT32 file system are supported.

To scan to a USB Flash drive:

1. Load your original documents.

2. At the printer control panel, press the Home button.

3. Insert the USB Flash drive into the USB memory port.

4. At the USB Drive Detected screen, touch Scan to USB.
   
   Note: If the USB Flash drive is inserted in the printer already, touch Workflow Scanning. Touch Change Workflow, then touch USB.
   
   

5. To add a file destination, touch Add File Destinations, then select a file destination from the list.

6. Adjust the workflow scanning settings as needed.

   • To save the scanned document as a specific file name, touch the attachment file name, enter a new name, then touch OK.

   • To save the scanned document as a specific file format, touch the attachment file format, then select the required format.

   • If you are using the document glass, to combine pages into a single scan file, enable Build Job.

   • If you are scanning from 2-sided original documents, touch 2-Sided Scanning, then select an option.

7. To start the scan, touch Scan.

8. If Build Job is enabled, when prompted, do these steps.

   • To change settings, touch Program Next Segment.

   • To scan another page, touch Scan Next Segment.

   • To finish, touch Submit.
     
     Caution: Do not remove the USB Flash drive while the printer is processing the scan job. If you remove the Flash drive before the transfer is complete, the file can become unusable and other files on the drive can be damaged.
     
     

9. To return to the Home screen, press the Home button.

Single-Touch Apps

A Single-Touch App enables you to use a workflow without having to use the Workflow Scanning App. Single-Touch Apps are displayed on the Home screen, and used with a single touch.

You can use the Embedded Web Server to design the app, associate it with a workflow, and assign user rights.