Xerox WORKCENTRE C2424 User manual

Scan to PC Desktop: Image Retriever

5.2 for Xerox WorkCentre C2424

Scan to PC Desktop includes Image Retriever, which is designed

to monitor a specified folder on a networked file server or local

drive for incoming scanned images. The Professional Edition of

the program can also monitor e-mail inboxes for attachments.

Image Retriever converts and transfers files from the watched

folder and/or e-mail inbox into the PaperPort desktop.

Monitoring an e-mail inbox is only available in the Professional Edition.

After you install the Scan to PC Desktop family of software

components, including Image Retriever, you must restart your

computer. When you do, Image Retriever runs as an icon in the

system tray on the Windows task bar:

Depending on which program edition you use, the icon may have

one or two light indicators in the bottom. They represent the

status of e-mail polling and folder watching by means of different

colors. Since e-mail polling is only available in the Professional

Edition of Image Retriever, the corresponding (left) LED will not

be displayed in the Special Edition of the program. For details,

see: Image Retriever Status Display.

Right-click on the Image Retriever icon in the Windows system

tray to display the Image Retriever menu with six commands:

E-mail polling status

mage

etr

ever

(Professional Edition icon)

Folder watching status

2SCAN TO PC DESKTOP: IMAGE RETRIEVER 5.2 FOR XEROX WORKCENTRE C2424

•Get Now

•Use Defaults

•Settings

•View Log

•About

•Close

Settings command

Before using Image Retriever it has to be configured through the

“Image Retriever Settings” dialog.

Once you have installed the program it starts up along with your

PC and resides in the system tray.

To configure Image Retriever, right-click the Image Retriever icon

to display its menu. Then click the “Settings” command to display

a dialog box of all the Image Retriever controls:

E-mail Polling

This feature of Image Retriever (available in Professional Edition

only) lets you monitor your Microsoft Outlook or Lotus Notes inbox

for new messages with attached PDF or TIFF files generated by a

Xerox device. Disable the feature if you do not want to monitor

your e-mail. Use the following controls to configure e-mail polling

of Image Retriever.

Watch for scanned files in your e-mail inbox

Click this checkbox to enable e-mail polling.

Options Button

Click the Options... button to change your current e-mail polling

configuration.

If you have both Microsoft Outlook and Lotus Notes installed on

your system, the following dialog box will display enabling you to

make your selection between the two mail clients. Click OK to

confirm your choice, or Cancel to close the dialog.

4SCAN TO PC DESKTOP: IMAGE RETRIEVER 5.2 FOR XEROX WORKCENTRE C2424

In case of Microsoft Outlook the “Choose Profile” dialog box

displays enabling you to choose the Microsoft Outlook profile

whose inbox you want Image Retriever to monitor. Select your

Microsoft Outlook profile and click OK.

In the “Image Retriever Settings” dialog, you will see your

Microsoft Outlook profile name displayed in the relevant field.

Microsoft Outlook users cannot enable e-mail monitoring or choose a Microsoft

Outlook profile unless Collaboration Data Objects is installed and enabled for

Microsoft Outlook. Image Retriever will display an error message if they attempt

to do so.

To install Collaboration Data Objects with Microsoft Outlook 2000, 2002 or 2003

•choose custom installation

•then detailed installation options for each application

•finally select and enable the installation of the Collaboration Data Objects.

Microsoft Outlook 98 users should pick the Full Installation option.

For more information about Collaboration Data Objects please see your

Microsoft Outlook documentation.

If you set Lotus Notes as the mail client for Image Retriever to

watch, you have to specify your password. If you leave the

checkbox “Save password“ empty you will have to give it again

every time Image Retriever starts. If you click the checkbox, your

password will be stored in an encrypted format and will not be

prompted for again.

Please note that if Lotus Notes is installed, but is not configured

properly, or not set for any users, e-mail polling will not work, and

Image Retriever will display an error message (during configuring

the program) or the left-hand side light indicator in the program

icon will turn red (during monitoring).

E-mail Polling Supported Xerox Devices

Image Retriever can poll for e-mail attachments generated by the

below Xerox devices. Additionally, all devices except Document

Centre 265/255/240 can have e-mail attachments generated by

the devices' Scan to Email feature polled.

Document Centre 265/255/240

Document Centre 490/480/470/460 ST

Document Centre 440/432/425/420 ST

Document Centre 420/432/440 ST

Document Centre 426/430

Document Centre 555/545/535

WorkCentre Pro 55/45/35

WorkCentre 55/45/35

WorkCentre Pro 90/75/65

WorkCentre Pro 40 Color/32 Color*

WorkCentre Pro 165/175

WorkCentre 165/175

WorkCentre Pro C2128/C2636/C3545*

WorkCentre C2128/C2636/C3545*

WorkCentre Pro 232/238/245/255/265/275

WorkCentre 232/238/245/255/265/275

Document Centre 430/426

WorkCentre C226*

XePDF

* Scan to Email with JPEG attachments will not be polled by the Image

Retriever e-mail feature.

6SCAN TO PC DESKTOP: IMAGE RETRIEVER 5.2 FOR XEROX WORKCENTRE C2424

Folder Polling

Enable this setting to monitor a specified folder on a networked

file server or local drive for incoming scanned images generated

by a Xerox device.

Watch Document Repository Folder

Click this checkbox in the “Image Retriever Settings” dialog to

enable Image Retriever to monitor the folder of your choice.

Browse Button

Click the Browse... button to display the “Browse for Folder”

dialog box. This dialog box lets you locate and select the folder

you want Image Retriever to monitor:

After you identify the directory to be monitored and click OK, the

“Browse for Folder” dialog box closes.

Image Retriever can periodically monitor this folder to see if any

scanned images are placed there by the Xerox system.

Browse to the

network server

that contains

the folder to be

watched; select

the folder and

click OK.

Interval for checking

To set how often the watched folder or monitored inbox will be

checked, select a setting from the “Interval for checking” list box.

The following choices are available from the list box:

1, 2, 5, 10, or 30 seconds

1, 2, 3, 5, 10, 30, or 60 minutes

In addition to the above values, you could also select “Never“. In

this case Image Retriever will continue running but watching is

suspended.

One suggestion is to set the watch interval at about half the time it

takes you to walk from the device’s location in your company to

your office.

If it takes you 60 seconds to walk this distance, set the interval to

30 seconds. This way the document that you scanned can be

ready and waiting for you on your PaperPort desktop!

Use Defaults Button

To restore factory Watch Settings for Image Retriever, click the

Use Defaults button. This will restore the default watch interval

(30 seconds) and set the folder specified during program install as

the monitored one.

Get Now Button

Click the Get Now button if you wish to scan the folder or inbox of

your choice immediately. Image Retriever does the monitoring on

whichever component is checked. That is, if “Watch Document

Repository Folder” is checked, Image Retriever will immediately

scan the selected folder; whereas if “Watch for scanned files in

your e-mail inbox” is checked, your Microsoft Outlook or Lotus

Notes inbox will be polled for new PDF or TIFF e-mail

attachments generated by a Xerox device.

Monitoring an e-mail inbox is only available in the Professional Edition.

8SCAN TO PC DESKTOP: IMAGE RETRIEVER 5.2 FOR XEROX WORKCENTRE C2424

In either case, the relevant signal of the Image Retriever icon on

the system tray will change to “Processing” state (light green). For

a complete list of color keys see: Image Retriever Status

Display).

Image Retriever will place the new items appearing in the

watched folder or inbox on the PaperPort desktop and will launch

the PaperPort application - unless you have specified “Don’t run

PaperPort“ in the “Image Retriever Settings” dialog.

When documents are retrieved Setting

In addition to specifying "Watch Settings" for Image Retriever you

can also control its behavior on document retrieval. The "When

documents are retrieved" setting offers three choices:

Select this

setting: To get this result:

Run PaperPort in

a window Every time Image Retriever detects a new

document in the folder and/or inbox being

watched, it converts it and places it in

PaperPort, which is then opened on your

Windows desktop. It then purges the

original scanned document from the folder

being watched. If it brings a PDF or TIFF

attachment to the PaperPort desktop, the

original message remains in the e-mail

inbox but its status will switch to “Read”.

Run PaperPort

minimized Same as above, but PaperPort runs

minimized. (Later, when you open

PaperPort, all scanned documents will be

on the PaperPort desktop.)

Don’t run

PaperPort Documents are transferred into the

ScanSoft Documents folder, but are not

placed on the PaperPort desktop until you

launch PaperPort.

To specify where Image Retriever is to place the retrieved files,

launch PaperPort, click Options, choose the General tab, and

define the destination folder under Startup folder for the topmost

desktop. Do not leave this setting unchanged, otherwise Image

Retriever will always place the retrieved files into the My

Documents folder (default).

OK Button

Click OK in the “Image Retriever Settings” dialog box to confirm

Image Retriever settings.

Get Now command

Use this command for the same purpose as the corresponding

button in the “Image Retriever Settings” dialog. For details see the

Get Now button.

Use Defaults command

Use this command for the same purpose as the corresponding

button in the “Image Retriever Settings” dialog. For details see the

Use Defaults button.

View Log command

To get infromation about program events, right-click the Image

Retriever icon, then choose the “View Log” command. Click OK to

close this panel or the Clear Log button to delete your current list

of events.

About command

To get version and copyright information about Image Retriever,

right-click the Image Retriever icon to display its menu. Click the

“About” command. You can also select About... from the “Image

Retriever Settings” dialog.

10 SCAN TO PC DESKTOP: IMAGE RETRIEVER 5.2 FOR XEROX WORKCENTRE C2424

Close command

To close Image Retriever, right-click the Image Retriever icon to

display its menu. Click the “Close” command.

Image Retriever Status Display

The Image Retriever icon in the Windows system tray shows the

current status of the program, by way of one or two light indicators

in the bottom. In the Professional Edition (see illustration below),

two LEDs are displayed: the left one represents the status of e-

mail polling, the other displays that of folder monitoring as follows:

This information is also displayed in the Screen Tip, specifying the

name of the application first (Image Retriever), then e-mail polling

and finally the folder monitoring status.

In the Special Edition of Image Retriever, the program icon has

only one LED (folder monitoring status).

Please note that Image Retriever will continue running even if an

error persists (e.g. connection is lost with a folder or e-mail inbox).

In this case the corresponding light indicator remains red until the

error is resolved. Then it switches to the color corresponding to

the current Image Retriever settings.

Errors occurring during configuring the program through the

“Image Retriever Settings” dialog are always reported by error

messages.

To get information about errors, right click on the Image Retriever

icon to display its menu, then choose the “View Log” command.

Color Status

dark green monitoring

light green processing

grey inactive

red error

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