Xerox SmartSend Support & Software User Guide

, The Document Company

, the stylized X

, CentreWare

, Document Centre

, WorkCentre

Pro, DocuShare

, FlowPort

, PaperWare, SMARTsend, and

FreeFlow are trademarks of or licensed to Xerox Corporation in the United States and other countries. DataGlyph

is a trademark of Palo Alto Research Center, Inc. Adobe and Acrobat are registered trademarks of Adobe Systems, Incorporated.

IBM, Lotus, Domino, and Domino.Doc are registered trademarks of IBM Corporation. NetWare is a registered trademark of Novell, Inc. Flash is a trademark of Macromedia, Inc. Microsoft, Microsoft Windows, Microsoft Word, Microsoft Excel,
Microsoft PowerPoint, Microsoft Internet Explorer, Microsoft Office, Exchange 2000, SharePoint, and Internet Information Services (IIS) are registered trademarks of Microsoft Corporation. Netscape Navigator is a registered trademark of
Netscape Communications Corporation. WordPerfect is a registered trademark of Corel Corporation. WorkSite is a trademark of Interwoven, Inc. Hummingbird DM is a trademark of Hummingbird, Ltd. Documentum is a registered trademark of
EMC Corporation. LiveLink is a registered trademark of Open Text Corporation. Xerox PDF Reader Powered by Foxit Software Company

http://www.foxitsoftware.com

March 6, 2006.

Creating a Workflow

You can create workflows to scan to a variety of destinations. Following is a
general procedure for creating a workflow.

Click Add New > Distribution Workflow... from the SMARTsend Home Page or
from the Workflow Explorer page.

On the Document Destinations page, select a destination type, then click add
locations (or addresses).

Enter the information needed to define the location, then click OK.

Select one or more of the checkboxes beside each desired destination, then click
Next >> to proceed.

On the Document Name and Type page, configure the document naming
conventions and the output file format(s) that will be created. Click Next >> to
proceed.

On the Document Attributes page, choose a profile or manually configure the
document attribute (metadata) fields, if needed. Click Next >> to proceed.

On the Workflow Settings page, configure the workflow name, confirmation, and
access options. Click Next >> to proceed.

On the Workflow Summary page, choose the publication options and confirm the
workflow settings listed on the page. Use the buttons on the page to make
changes. Otherwise, click Finish to save and/or publish the workflow.

Publishing a Workflow

Once a workflow has been created, it must be published before it is available for
use when scanning documents.

From the Workflow Explorer select the workflow to be published and click
Publish to Xerox Multifunction Device or Publish a cover sheet.

If publishing to a Xerox Multifunction Device: Specify name, expiration period,
devices, document attributes, and scan profile properties, and click OK.

If publishing a PaperWare cover sheet (Small Business or Professional Editions):
Specify name, description, expiration period, default destinations, document
attributes, and scan settings, and click Create Cover Sheet. Save and print the
PDF cover sheet file.

Using a Device Scan Template

Select a template at the Xerox Multifunction Device.

Enter any document attributes (if configured) and scan the document.

Using a PaperWare Cover Sheet

(Small Business or

Professional Editions)

Create and print a PaperWare cover sheet.

Check desired destinations on the cover sheet.

Place the cover sheet and document into the document feeder on the scanning
device. The cover sheet must be the first page scanned.

At the Xerox Multifunction Device, select a PaperWare template, Xerox
PaperWare Settings template, or the Default template (if configured).

Enter any document attributes (if configured) and scan the document.

Using My E-mail

The My_E-mail workflow is installed with SMARTsend

and is used to automatically

send scanned documents to the workflow submitter's e-mail address. You must first
publish this workflow as device scan template or PaperWare cover sheet.

Log into the Xerox Multifunction Device for authentication.

Select the My_E-mail device scan template and scan the document.

Scanning at an Internet Fax Device

(Small Business or

Professional Editions)

You can scan from any Internet Fax device using a PaperWare cover sheet.

Publish a workflow as a PaperWare cover sheet. You must select Internet Fax or
Internet Fax from Xerox Multifunction Device as the scan source.

Check the desired destinations on the PaperWare cover sheet.

Place the cover sheet and document into the document feeder on the Internet Fax
device. The cover sheet must be the first page scanned.

Select the Internet Fax option, select the text mode, and enter the Internet Fax
address for SMARTsend computer.

Scan the document. The document is distributed as an e-mail attachment.

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SMARTsend User Quick Reference