Xerox SmartSend Support & Software User Guide
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Distribution Workflows
Workflow Overview
SMARTsend uses the concept of workflows to manage how scanned documents are converted to a digital
format and then routed to various destinations. For example, a workflow can be created that will convert
paper documents to PDF files and then route the PDF files to a document repository such as a DocuShare
repository. The workflow can also specify multiple destinations, such as e-mail accounts, network folders, or
any combination of document repositories.
format and then routed to various destinations. For example, a workflow can be created that will convert
paper documents to PDF files and then route the PDF files to a document repository such as a DocuShare
repository. The workflow can also specify multiple destinations, such as e-mail accounts, network folders, or
any combination of document repositories.
Workflows offer:
Automation of frequently used tasks and settings
Versatile security options
Simple use and maintenance
Workflows are a convenient method of combining scan job settings such as destinations, document name
and type, document attributes, and imaging settings into a single entity that can be used and reused whenever
appropriate. The Document Name and Type are properties that define and describe a scanned document.
Defining the basic attributes for the scanned document, such as the file name and the type of digital format
(for example, PDF, JFIF, Single-Page TIFF, Multi-Page TIFF, etc.), are essential to creating a usable
workflow. SMARTsend also provides a way to add optional document attributes, commonly referred to as
metadata, to scanned documents. These attributes are stored with the digital document and can be used to
automate document storage, retrieval, and management tasks.
and type, document attributes, and imaging settings into a single entity that can be used and reused whenever
appropriate. The Document Name and Type are properties that define and describe a scanned document.
Defining the basic attributes for the scanned document, such as the file name and the type of digital format
(for example, PDF, JFIF, Single-Page TIFF, Multi-Page TIFF, etc.), are essential to creating a usable
workflow. SMARTsend also provides a way to add optional document attributes, commonly referred to as
metadata, to scanned documents. These attributes are stored with the digital document and can be used to
automate document storage, retrieval, and management tasks.
Workflows can be designated as either public or private. Public workflows are available for use by all
SMARTsend users to view, use, and edit. Private workflows can be viewed, used, and edited only by the
workflow owner (workflow creator). SMARTsend administrators can list and delete private workflows, but
cannot view or edit them.
SMARTsend users to view, use, and edit. Private workflows can be viewed, used, and edited only by the
workflow owner (workflow creator). SMARTsend administrators can list and delete private workflows, but
cannot view or edit them.
Workflows must be published to make them available for use when scanning documents. For information on
publishing workflows, see Chapter 5, Publishing Workflows.
publishing workflows, see Chapter 5, Publishing Workflows.
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Search workflows can also be created if the optional TrueMatch component is installed with
SMARTsend. See Chapter 4, Search Workflows for more information.