Set up Integrated Scanning

You can set up an email scan action to send a scanned document to either:

• the user’s primary email/inbox

• a predefined email address

1. Select Devices > Scan Actions.

   The Scan Actions page is displayed with a list of all available scan actions.

   

2. In the Actions menu, click Create new.

   The Scan Action Details page is displayed.

   

3. In the Destination area, complete the following fields:

   • Type—select Email.

   • Label—enter a name for the scan action (maximum 25 characters). This label is displayed on the device to the user.

     Tip:

     Make your labels as short and intuitive as possible so that users know what the action is on the device. For example, Scan to my email or Email to Finance.

   • To—select one of the following:

     • User’s email address—the scan job is delivered to the user’s email address.

     • Custom email address—select this option, then specify the email address to which you want the scan job delivered, for example, invoices@mycompany.com.

     Note:

     Email destinations are assigned to scan actions by the SysAdmin for security reasons. A user cannot specify an email address. This prevents unsecured scan jobs from being sent. For example, users cannot accidentally mistype an email address and send information to the wrong person

   • From—select one of the following:

     • User’s email address—the scan job is delivered from the user’s email address.

       Note:

       If the user's email address is not recorded in PaperCut NG/MF, the system From email address is used (specified in Options > Notifications > Email Options > From Address).

     • Custom email address—select this option, then specify the email address from which you want the scan job delivered, for example, invoices@mycompany.com. By default, this field is pre-populated with the system From address as specified in Options > Notifications > Email Options > From Address. This allows you to whitelist scanning emails on your mail server.

   • Subject—enter the default email subject. You can use substitution macros, such as %Label% in the email subject. For more information about the available macros, click More Information in the Destination area or see Substitution variables/macros.

   • User can edit—select this check box if you want to allow users to change the default email subject at the device.

4. In the Document area, complete the following fields:

   • Display label—the label for the filename field on the device. If you change the default value of Filename, the label in the next field is also changed. You can change the label to provide more specific guidance to the user about the format of the filename. For example, if you have a scan action to email invoices to the Finance department, and you want the scanned invoice file to be named according to the invoice number, you could change the label to Invoice No..

   • Filename—the default value for the filename. You can use substitution macros, such as %Label% in the filename. For more information about the available macros, click More Information in the Document area or see Substitution variables/macros.

   • User can edit—select this check box if you want to allow users to change the default filename at the device.

   • Advanced: Include scanned metadata (as XML file)—select this check box if you want to generate an XML metadata file. For example, you might want to upload the scanned documents to a Content Management System.

     The XML metadata file includes the:

     • shared and personal account name

     • local date and time of the scan

     • device used for the scan

     • email address to which the file was sent

     • filename

     • scan job id

     • username

     For more information about the XML metadata file, see XML metadata file.

5. In the Input settings area, complete the following fields:

   • Orientation—select Portrait or Landscape.

   • Duplex mode—select 1-sided or 2-sided.

6. In the Output settings area, complete the following fields:

   Important:

   OCR functionality is currently in the Percolator and will be officially released in a later version.

   This functionality is provided by the PaperCut Cloud Services. To use the PaperCut Cloud Services, you must have active Premium Upgrade Assurance (PUA). The first time you create a scan action that allows OCR file types, you will be prompted to activate the PaperCut Cloud Services. PaperCut MF then checks that you have active PUA. If you don’t, a message will be displayed and you will not be able to use the OCR functionality.

   For more information about PaperCut Cloud Services, see PaperCut Cloud Services FAQs.

   • File type—select the output file types that will be available to users at the MFD (PDF, TIFF, JPEG, or DOCX). If you select only one file type, users will not be given a choice at the MFD. You can select a maximum of three file types. You cannot select any more than three file types due to limitations in the display panel size of some MFDs.

     If you select PDF, you can also select Make Searchable to make the output a searchable PDF/A file.

   • Default file type—select the default type of file that will be created if a user does not select a file type at the MFD (PDF, TIFF, or JPEG). If you have selected only one file type, you do not need to select a default.

   • DPI—select the resolution of the scan (100, 200, 300, 400 or 600 DPI).

     Note:

     If you have selected an OCR enabled file type (ie. PDF > Make Searchable or DOCX), we recommend setting the DPI to 300 or greater. However, remember that the higher the resolution, the longer a scan job will take to be processed.

   • Color mode—select whether you want to use Color, Grayscale or B&W (black and white).

   • User can edit—select this check box if you want to allow users to change the DPI or Color mode from the default value at the device.

   Note:

   Some devices do not support all available settings. In these cases the default settings might be different to those you select.

7. If you want to include any notes about the scan action, enter them in the Admin Notes area. For example, if you have specified an email address, you might want to explain who the email is being sent to.

8. Click Save & configure access.

   The Access List page is displayed.

   

9. Select the groups and users to whom you want to make this scan action available:

   • Select the group or user from the list.

   • Click Add.

   For more information about setting up groups, see Groups in PaperCut NG/MF.