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

 

Note:  The IP Address of the WorkCentre Pro must be known and the HTTP option must be enabled on the WorkCentre Pro.  If you do not know the WorkCentre’s IP Address or whether HTTP is enabled contact WorkCentre Pro 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 WorkCentre 7655/7665/7675 models

 

Prerequisites

 

·         You must already have a share created on your network Server and a user account and password that has full access rights to the share. 

 

1.     Enable SMB Scanning in DocuShare

a.     Log into DocuShare as admin

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

c.     Click 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 SMB Scanning field, click Yes.

f.     Click the Apply button.

 

2.     Configure SMB Scanning in DocuShare

a.     Log into DocuShare as admin

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

c.     Click the [+] symbol 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 Cover Sheets (Glyphscan) or third party software will be required.

 

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

 

Note:  The File Expiration Period specifies the number of hours a scanned document is allowed to remain in the repository before it is removed. Set to zero to disable this feature.

 

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 Network Domain (if Applicable), network Login username and Password in the fields provided.  This information should match the information provided at the WorkCentre to access the share.

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

k.     The Polling Interval (Milliseconds) field (default value is 15000 and the min value is 1000 ms)

l.      Enter the path to the Watched Input Folder Directory Path field.  Example \\servername\sharename or if the shared folder is on the DocuShare Server C:\sharename

m.   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, Disable XST File Checking, Add Timestamp to Title, Add Job Sequence to Title, and Add XST file as Instance Property

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

 

2.     Setting up SMB Scanning on the WorkCentre 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 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 SMB

h.     Next to Name or IP Address: select IP Address or Hostname

i.      Enter the Hostname or IP Address depending on the selection made in the previous step.  The default port SMB port number is 139.

j.      Enter the directory share name in the Share: field.  The share name is the name of the share that was created on your network server that the WorkCentre will scan to. (See prerequisites)

k.     The Document Path: field can be left blank if you are filing to the share folder.  If you are filing to a sub folder under the shared directory, enter the folder name.

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

m.   In the Login Name: field enter the scan user name

n.     In the Password: and Retype Password: fields enter the scan user password

Note:  This username and password specified must have full access to the share on that was created on your network.

 

o.    Place a check mark in the checkbox labelled Select to save new password.

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

 

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

 

q.    Click the Scan tab, located at the top of the page.

r.      Under the Display heading on the upper left hand side of the page select Templates.  The New Distribution Template page displays.

s.     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 to scan to DocuShare.

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

u.     From the File Destinations menu select the repository you created previously in Step 3f. (Friendly Name for the Repository).

v.     From the Filing Policy: menu select Rename new file

w.    The Add (Optional): field should be left blank.

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

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

4.     Test Scan from the WCP to DocuShare

 

From the WorkCentre,

 

a.     Select the Network Scanning tab. 

 

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

 

b.    Select the Template Name you created for Scanning to DocuShare (Step 3t) and verify that the Friendly Name you specified for the Repository 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.

 

c.     Load a document in the document handler and press the green Start button to scan.

d.    If confirmation reports are enabled, you can inspect the Network Scanning Confirmation Report Job Status for the word ‘Success’.

e.     If the confirmation report says ‘Success’ or no confirmation/error page is printed.  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.

 

Note:  If the Temporary Scan Repository is not displayed for users.  Then you can either enable the option under Services and Components | Scan or log in as admin see the Temporary Scan Repository.

 

Note:  If you do not see the document in DocuShare, then you may want to check the shared folder on your network to verify if it has been pulled into DocuShare yet.  If the scan is still sitting in the shared directory, then you may have to disable the XST file checking option  (Option to disable is listed in Step 2m)

 

Solution Updated:  December 10th, 2013

Solution ID:  311

 
See Also:Scan Cover Sheet (Glyphscan) is Not Working
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