How To Configure Scan to Email in DocuShare

Note: This applies to DocuShare 6.5.x, 6.6.x and 7.

Prerequisites:

• The Multifunction Device that will be sending the scans to the scan to email function of DocuShare must already be configured and working.

   

• You must have a dedicated email address/mailbox for DocuShare to use and the Email Server connection information.

   

• You must enable the glyphscan socket in Admin home | Services and Components | Content Intake. For detailed   to use the scan to email feature. Scan to email requires the use of scan cover sheets on the multifunction devices.

   

To configure DocuShare for Scan to Email:

1. Enable Scan Cover Sheet / Glyphscan.

   1. Log into DocuShare as admin.

   2. Click Services and Components | Content Intake | Edit. The Edit Content Intake Module page displays.

   3. From the Category menu, select Imaging Subsystem.

   4. From the Type menu, select GlyphScan.

   5. From the Instance Names menu, select GlyphScan Socket.

   6. Place a checkmark in the checkbox labeled Enabled.

       

      Note: Enabling Glyphscan Socket will automatically enable Integrate Scan Cover Sheet in the Scan section on your site

       

   7. In the Polling Interval (Milliseconds): field, change the default value of 30000, if necessary.

   8. Click the Update button.

       

2. Configure Scan to Email.

   1. Admin Home| Services and Components | Email Agent |Scan to Email.  The Scan to Email page displays.

   2. In the Email Address field enter the dedicated email address that will be used for scan to email.

Note: This must be a dedicated and unique email address/mailbox that DocuShare can monitor.  It cannot be shared with other services.

1. In the Email Folder field enter the folder on the email server in which to store scans.

2. In the Username, Password and confirm password field enter the username and password associated with the email account configured in step 2.

3. In the Email Server field enter the email server used for scanning to email.

4. Select the Email Server Type from the server protocol drop down menu.

5. Next to Scan to Email select Yes.

6. In the Scan Polling field the polling interval is displayed in milliseconds, for checking the email server for scans.  The default value is 60000.

7. Click the Apply button.

8. Log into DocuShare.

9. Browse to a Collection you want to scan to and select Scan Cover Sheet.

10. Print the Cover Sheet.

11. Scan a document with the Cover Sheet as the first page from the multifunction printer to the email address configured in DocuShare.

12. Check DocuShare for the new document.

Troubleshooting (if required)

If scans do not appear in the Collection:

1. Log into the dedicated DocuShare mailbox manually by connecting to a mail client such as Outlook.

2. Verify that emails are not being placed in the Junk Folder.  If they are mark them as a safe sender (not junk) so they will appear in the INBOX and will be processed by DocuShare.

3. If scan jobs are not appearing in the mail client then troubleshoot the scan to email issue at the Multifunction printer.  DocuShare cannot process a job that does not appear in the mailbox.

Solution Updated: August 9, 2017

Solution ID: 1555