Xerox SmartSend Support & Software User Guide

A workflow manages the way a scanned document is converted to a digital format and then routed to 
various destinations. Workflows organize and combine destinations, document attributes, and settings 
into a single entity that can be reused. 

Document destinations or service destinations are the final
locations to which a document is scanned. E-mail, DocuShare, 
External Application Connection, FTP site, Network folder,  
Microsoft SharePoint Portal Server 2003, and Remote Printer 
are available destinations that can be configured in workflows 
with all editions of SMARTsend. Domino, Domino.doc, 
NetWare folder, Microsoft SharePoint Portal Server 2001, 
Microsoft Exchange 2000 Web Folder, and Scan to URL are 
available destinations that can be configured in workflows 
with the Standard or Professional Editions. Additional 
destinations, such as Documentum, Hummingbird, Interwoven 
WorkSite, and LiveLink can also be added as optional 
components for the Standard or Professional Editions.

Document attributes are the properties (metadata) that describe the scan document and automate 
filing to document destinations. The attributes or fields can be defined in workflows and then used 
during scanning for entry of specific information.

Workflow settings define either public or private access and use of a workflow. Job confirmation 
settings for a workflow determine how users are notified of job completion.

A publication is a published workflow. Publishing makes workflows available for scanning documents. 
The following publications can be created from workflows for use with FreeFlow SMARTsend: 

Device Scan Templates are used for scanning from Xerox Multifunction Devices. 

Cover sheets are used for scanning with Xerox Multifunction Devices and devices that use Internet 
Fax.

A template that is used with PaperWare cover sheets containing modified scan information. It is 
used to determine default scan settings that you use often at your site.

 is an application used for scanning, converting, and distributing 

printed documents in a variety of digital formats. SMARTsend Professional Edition 
adds PaperWare and Optical Character Recognition (OCR) functionality. PaperWare 
enables you to select scan job options using a cover sheet with your scan document. 
SMARTsend can output electronic documents to a variety of common formats 
compatible with popular applications.

SMARTsend™ User Quick Reference

SMARTsend™ Release 3

PDF

PDF, Linearized
PDF, Image Only
PDF, Image Only - Preserve Image from Scan Source
PDF, Secure

JFIF

JPEG

XPS

XPS

Single-page TIFF

Single-page TIFF 6.0
Single-page TIFF 6.0 TTN2

Multi-page TIFF

Multi-page TIFF 6.0
Multi-page TIFF 6.0 TTN2
Multi-page TIFF - Preserve Image from Scan Source

Original Doc Type

File format is determined at scan time.

PDF, Text Search-
able 

PDF with normal text
PDF with image substitutes
PDF with image on text
PDF with image on text - Preserve Page Orientation
PDF with image on text - Preserve Image from Scan Source

Other 

ASCII Text: formatted/standard/standardEx (*.txt)
Microsoft Word 97, 2000, 2002, 2003 (*.doc)
Microsoft Excel 97, 2000, 2002, 2003 (.xls)
Microsoft PowerPoint 97 (*.rtf)
Microsoft Publisher 98 (*.rtf)
Rich Text Format: Word 2000/6.0-95/97,WordPad (*.rtf)
Text, standard/smart/stripped/plain/tab delimited (*.txt)
Text, comma delimited (*.csv)