Xerox SmartSend Support & Software User Guide

3-16

Distribution Workflows

This section identifies the types of document destinations supported and the addressing requirements for 
each. See Adding New Destinations on page 3-10 for additional information.

There is a limit of 64 alphanumeric characters (including underscores and dashes) for destination names. 
The name is used to identify destinations at publication time and will appear on PaperWare cover sheets 
(Professional Edition feature) and on confirmation pages. 

Define e-mail recipient properties by entering the appropriate information for recipients, copy (Cc:), and 
blind copy (Bcc:) recipients. Separate the e-mail addresses with a semicolon, for example: 

recipient1@comp.com;recipient2@company.com 

You may enter partial names and click Check name(s) to search for recipient names. In order for the Check 
Name(s) feature to work, your administrator must configure the SMARTsend LDAP Property Mappings for 
your integrated address book. A maximum of 50 names will be displayed when names are checked. If more 
than 50 names are returned, refine the search by adding more characters.

There is no limit to the number of e-mail addresses you can add. However, mail servers impose size 
limitations for file attachments. Scan-to-e-mail jobs that exceed the size limitation will fail.

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Select the type of encoding used to send e-mail attachments over the Internet. Both UUEncode and 
Base64 are standards for encoding binary data as text. UUEncode uses some characters that are not 
compatible with Extended Binary Coded Decimal Interchange Code (EBCDIC), a character set used 
mostly in Europe. Internet mail messages use Base64 or MIME (Multipurpose Internet Mail 
Extensions) encoding. Select Base64 for greater compatibility with European systems. 

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Select E-mail to the submitter of this workflow if you want to additionally e-mail the scanned 
document to the submitter automatically. The submitter is the person who scans the document.  When 
device scan templates are used, this option only works on Xerox Multifunction Devices with 
authentication enabled. 

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Select Send URL link to document (no document attached) if you only want to send a link. No file is 
attached or sent to recipients. The link will only be sent if other destinations in the workflow are URL-
addressable. Sending a link instead of an actual file attachment is useful for e-mail systems that have 
memory restrictions for handling large documents. Links to multiple repositories appear in the e-mail if 
scanning to all destinations is configured.

Only Text, Multi-Page TIFF, PDF, Microsoft Word, Excel, and PowerPoint format files can be printed using 
this feature.

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Select the printer from the drop-down list. These are printers that have drivers set up on the 
SMARTsend application computer. If no printers are shown, contact an administrator to configure 
printers for the application. 

You must have at least one other destination defined in the workflow that matches the format 

that has been selected for your e-mail recipient. If not, you will get an attached document and no 
URLs.