Set up Integrated Scanning
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set up at least one scan action
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enable Integrated Scanning on a device
Step 1: Set up scan actions
Predefined scan actions or scanning workflows make the scanning process simpler and faster for your users. A scan action defines the following default settings for a scan job:
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destination—whether the scanned document is directed to an email recipient, network folder, or cloud storage folder.
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document details—file name and email subject (Scan to Email only).
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input configuration—page orientation and duplex mode.
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default output configuration—file type, DPI and color mode.
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access—which users and user groups have access to the scan action.
You can create any number of scan actions to meet your needs.
You can set up an email scan action to send a scanned document to either:
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the user’s primary email/inbox
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a predefined email address
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Select Devices > Scan Actions.
The Scan Actions page is displayed with a list of all available scan actions.
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In the Actions menu, click Create new.
The Scan Action Details page is displayed.
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In the Destination area, complete the following fields:
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Type—select Email.
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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.
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To—select one of the following:
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User’s email address—the scan job is delivered to the user’s email address.
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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
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From—select one of the following:
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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).
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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.
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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.
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User can edit—select this check box if you want to allow users to change the default email subject at the device.
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In the Document area, complete the following fields:
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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..
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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.
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User can edit—select this check box if you want to allow users to change the default filename at the device.
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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:
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shared and personal account name
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local date and time of the scan
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device used for the scan
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email address to which the file was sent
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filename
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scan job id
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username
For more information about the XML metadata file, see XML metadata file.
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In the Input settings area, complete the following fields:
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Orientation—select Portrait or Landscape.
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Duplex mode—select 1-sided or 2-sided.
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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.
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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.
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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.
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Color mode—select whether you want to use Color, Grayscale or B&W (black and white).
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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.
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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.
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Click Save & configure access.
The Access List page is displayed.
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Select the groups and users to whom you want to make this scan action available:
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Select the group or user from the list.
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Click Add.
For more information about setting up groups, see Groups in PaperCut NG/MF.
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You can set up a folder scan action to send a scanned document to either:
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the user’s home folder/personal directory
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a predefined network path
The network folders must be accessible from the PaperCut NG/MF server. For more information, see Groups in PaperCut NG/MF.
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Select Devices > Scan Actions.
The Scan Actions page is displayed with a list of all available scan actions.
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In the Actions menu, click Create new.
The Scan Action Details page is displayed.
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In the Destination area, complete the following fields:
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Type—select Folder.
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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 Home Folder or Scan to Finance.
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Path—select one of the following:
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User’s home folder—the scan job is delivered to the user’s home folder.
Note:Maximum length is 256 characters.
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A folder path—select this option, then specify the path to which you want the scan job delivered, for example, N://finance/docs/.
Note:Maximum length is 1000 characters.
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In the Document area, complete the following fields:
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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 send invoices to a specific folder, and you want the scanned invoice file to be named according to the invoice number, you could change the label to Invoice No..
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Filename—the default value for the filename. You can use 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.
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User can edit—select this check box if you want to allow users to change the default filename at the device.
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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:
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shared and personal account name
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local date and time of the scan
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device used for the scan
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email address to which the file was sent
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filename
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scan job id
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username
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For more information about the XML metadata file, see XML metadata file.
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In the Input settings area, complete the following fields:
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Orientation—select Portrait or Landscape.
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Duplex mode—select 1-sided or 2-sided.
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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 the PaperCut Cloud Service, see PaperCut Cloud Services FAQs.
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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.
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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.
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Color mode—select whether you want to use Color, Grayscale or B&W (black and white).
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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.
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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.
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Click Save & configure access.
The Access List page is displayed. This page allows you to set the scanning permissions.
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Select the groups and users to whom you want to make this scan action available:
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Select the group or user from the list.
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Click Add.
The user or group is added to the Access Control List (ACL).
For more information about setting up groups, see Groups in PaperCut NG/MF.
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You can set up a cloud scan action to send a scanned document to a folder in one of the following cloud storage accounts:
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Google Drive
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Microsoft OneDrive
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Dropbox
- Box.net
You must have active Premium Upgrade Assurance (PUA) to be able to use Scan to Cloud Storage or OCR. The first time you create a Scan to Cloud Storage action, 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 activate PaperCut Cloud Services.
For more information about the PaperCut Cloud Service, see PaperCut Cloud Services FAQs.
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Select Devices > Scan Actions.
The Scan Actions page is displayed with a list of all available scan actions.
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In the Actions menu, click Create new.
The Scan Action Details page is displayed.
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In the Destination area, complete the following fields:
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Type—select Cloud.
Important:The first time you create a Scan to Cloud action, a window is displayed prompting you to activate the functionality.
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Click Activate.
PaperCut MF checks that you have active Premium Upgrade Assurance (PUA) as this is a requirement for creating a Scan to Cloud action.
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Cloud storage provider—select the cloud storage provider.
Note:You can see the folder to which the scan files are sent on the Devices > Scan Actions page in the Admin interface.
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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 OneDrive or Scan to Dropbox.
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In the Document area, complete the following fields:
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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 send invoices to a cloud drive, and you want the scanned invoice file to be named according to the invoice number, you could change the label to Invoice No..
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Filename—the default value for the filename. You can use 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.
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User can edit—select this check box if you want to allow users to change the default filename at the device.
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In the Input settings area, complete the following fields:
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Orientation—select Portrait or Landscape.
-
Duplex mode—select 1-sided or 2-sided.
-
-
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 the PaperCut Cloud Service, 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.
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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.
-
-
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.
-
Click Save & configure access.
The Access List page is displayed. This page allows you to set the scanning permissions.
-
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.
The user or group is added to the Access Control List (ACL).
For more information about setting up groups, see Groups in PaperCut NG/MF.
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- The first time a user scans to their cloud storage account, they need to authorize the PaperCut Cloud Storage Service to upload files to their account. An authorization email is sent to their PaperCut MF primary email address prompting them to enter their cloud storage account credentials. This authorization is required only once—every subsequent scan will just work!
- When a user leaves your organization and their PaperCut MF account is deleted, they will lose access to this functionality. You should, however, recommend that they remove the PaperCut MF app from their cloud storage account.
Step 2: Enable Integrated Scanning for a device
For each scanning device, you must enable Integrated Scanning.
Ensure your Multifunction Device is configured for Integrated Scanning. For more information, see the embedded guide for the device.
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Click the Devices tab.
The External Device List page is displayed.
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Select a device.
The Device Details page is displayed.
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In the Integrated Scanning area, select the Enable Integrated Scanning check box.
Note:This option is not available if your device does not support Integrated Scanning.
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Click OK.