How To Set Up Scan to DocuShare from a Xerox WorkCentre 76xx via FTP

Note:  The IP Address of the WorkCentre must be known and the HTTP option must be enabled on the WorkCentre.  If you do not know the WorkCentre’s IP Address or whether HTTP is enabled contact WorkCentre Technical Support.

Note:  You must be a site administrator to perform this solution.

Note:  This solution applies to DocuShare 6.x and 6.5.x

Note:  This solution applies to the WorkCentre 7655/7665/7675 models

Prerequisites

• You must already have DocuShare 6.x or 6.5.x installed with the FTP scanning option enabled.

1. Enable FTP Scanning in DocuShare

a.     Log into DocuShare as admin

b.    On the navigation bar, click Admin Home.  The Administration UI displays.

c.     Click on the [+] sign next to Site Management to expand the menu.

d.    Click the Site Configuration link.  The Site Configuration page displays.

e.     In the Enable FTP Scanning field select Yes.

Note:  If the Enable FTP Scanning option is not listed, then DocuShare was installed without the FTP scanning option.   

f.     Click the Apply button to save your changes.

2.     Configure FTP Scanning in DocuShare

a.     Log into DocuShare as admin

b.    On the navigation bar, click Admin Home.  The Administration UI displays.

c.     Click on the [+] sign next to Services and Components to expand the menu.

d.    Click the Scan link.  The Scan page displays.

e.     It is optional to specify a Collection Handle and/or Collection Name in the fields provided.  DocuShare will first try to find the Collection Handle specified on this page, if the field is empty it will search for the Collection Handle Specified.  If both fields are left empty or DocuShare is unable to locate the information provided in them, then DocuShare will create a Temporary Scan Repository automatically and assign it a handle.

Note:  Only one location can be can be configured in DocuShare to place the scanned images.  If scanning to more than one location is required, then options such as DocuShare Glyphscan or third party software will be required.

f.     The File Expiration Period field (default value is 4 hrs)

g.    The Temp Directory field (The pathname of the local directory the scan service uses to store temporary files)

h.     The Document Title Prefix field (Specifies the prefix to add to the title of all scanned documents.  If this value is not set, then the title starts with the name of the WorkCentre scan template.  However, the optional title property value defined in the XST template always takes precedence)

i.      Enter the DocuShare Domain and DocuShare Username.  The information specified in these boxes will designate who owns the documents being scanned into DocuShare.

j.      Select Yes or No to the other options on this page depending on your environment and preferences Rotate Image Buffer, Allow Read Access to Scanned Documents, Display Temporary Scan Repository to Users, Integrate Scan Cover Sheet Feature with Scan Service, Add Timestamp to Title, Add Job Sequence to Title, and Add XST file as Instance Property

k.     Make sure the information is correct, and then click the Apply button.

3. Setting up FTP Scanning on the WCP 76xx

Note: This solution assumes Microsoft Internet Explorer is being used as the web browser. Other web browsers may vary.

From a workstation,

a.     Open an Internet Explorer browser window on the desktop.

b.    Enter the IP Address for the WorkCentre in the Address field, and press Enter.  The CentreWare Internet Services window will be displayed.

c.     Click Index in the upper, right corner of the window. The Index window displays.

d.    Click File Repository Setup. The Login window displays.

Note: You may be prompted for the WorkCentre User ID and Password.  If you do not know the system password, contact your administrator. The initial system password at machine install is 1111. If the administrator encounters a problem with changing the password, or forgets the password, a service call must be placed.

e.     Click on Add to the right of the Default File Destination or the Alternate File Destinations, or click Edit to modify an existing File Destination. There can be a maximum of four alternate file destinations.

Note: The Default File Destination is recommended only if it is not already in use. 

Warning:   Xerox CentreWare Network Scanning and Xerox Freeflow SmartSend only work with the Default File Destination. Modifying the existing scanning information in a Repository will affect everyone currently scanning to that Repository. Contact your System Administrator before making any changes. 

f.     In the Friendly Name:  field enter a friendly name that will be used to identify this repository.  For example, DocuShare.

Note:  Make note of the Friendly Name you assign this repository because you will need to identify it later in this solution.

g.    From the Protocol: menu, select FTP

h.     From the Name or IP Address: field select IP Address.

i.      From the IP Address and Port:  field Enter the IP Address of the DocuShare server.  The default port FTP port number is 21.

j.      The Document Path: field should be left blank.

k.     Next to Login Credentials to Access the Destination:  select System

l.      Enter the scan user name in the Login Name:  field.

m.   Enter the scan user password in the Password: and Retype Password: fields.

Note:  The information provided in these fields does not have to be valid and we recommend that the password field be left blank.

n.     Place a checkmark in the checkbox labelled Select to save new password.

o.    Verify all settings are correct, then click the Apply button.

Note:  You may be prompted for the WorkCentre User ID and Password.

p.    Click the Scan tab at the top of the page.

q.    Under the Display heading in the upper left hand corner of the page select Templates.  The new Distribution Template page displays.

r.      Enter a name for the new template in the Template Name: field on the right side of the screen.

Note:  The name provided in the Template Name: field will be the name that is displayed and selected on the WorkCentre UI to scan to DocuShare.

s.     The Document Path: field is should be left blank.

t.      Under the heading Add Destination to Template choose Select from a Predefined List.

u.     From the File Destination menu select the repository you previously created in step 3j.  (Friendly Name for Repository)

v.     Verify all settings are correct, then click the Add button.

w.     Click the X in the upper, right corner to close the window.

4.      Test Scan from the WorkCentre to DocuShare

From the WorkCentre,

1. Select the Network Scanning tab.   

Note:  You may have to select the All Services tab first.

2. Select the template you created for Scanning to DocuShare and verify that the friendly name you entered for the repository to DocuShare appears under “Destination Details”. 

Note:  The template you created will have an @ symbol in front of the template name because it was created through CentreWare Internet Services.

3. Load a document in the document handler and press the green Start button to scan.
4. If confirmation reports are enabled, you can inspect the Network Scanning Confirmation Report Job Status for the word ‘Success’.
5. If it says ‘Success’, look in DocuShare for the scanned image to appear in the Temporary Scan Repository or destination that was configured in the Scan configuration page of DocuShare.