Xerox SmartSend Support & Software User Guide
5-8
Publishing Workflows
Publishing to a PaperWare Cover Sheet
Professional Edition Feature
If you are working with the Professional Edition of SMARTsend, you have the option to publish a
PaperWare cover sheet. PaperWare cover sheets can be used to submit scan jobs at a multifunction or
Internet Fax device.
PaperWare cover sheet. PaperWare cover sheets can be used to submit scan jobs at a multifunction or
Internet Fax device.
The cover sheet has checkboxes that can be used to select destinations. Document attributes will also appear
on the cover sheet. If attributes are specified as editable at the device, a device scan template will also be
published to specified devices when the cover sheet is generated. The cover sheet can only be used at those
specified devices.
on the cover sheet. If attributes are specified as editable at the device, a device scan template will also be
published to specified devices when the cover sheet is generated. The cover sheet can only be used at those
specified devices.
When a cover sheet is published, a PDF file of the PaperWare cover sheet is generated. It can be saved to a
location that you choose or it can be printed on a local printer.
location that you choose or it can be printed on a local printer.
To publish a workflow as a PaperWare cover sheet:
1
Navigate to the User Home Page and click View All Workflows.
2
From the Workflow Name column in the Workflow Explorer, select the name of the workflow to be
published.
published.
3
From the list of Workflow Tasks, click Publish a cover sheet.
4
Specify Publication Settings.
a)
Enter a name for the publication. This name will appear on the cover sheet and must be unique. See
Publication Name on page 5-11.
Publication Name on page 5-11.
b)
Specify a description for the cover sheet. This will appear on the cover sheet below the name.
c)
Select the time when the publication will expire. See Expires After Not Used For on page 5-11.
5
Check only the document destinations that you want to be selected automatically on the cover sheet. If
you do not select a destination now, it still appears on the cover sheet but will need to be manually
selected on the printed form for that destination to receive documents. See Destinations on page 5-11.
you do not select a destination now, it still appears on the cover sheet but will need to be manually
selected on the printed form for that destination to receive documents. See Destinations on page 5-11.
6
Specify the Document Attributes. Select Editable at the device if the document attributes will be
editable on the device during scanning. In this case, the cover sheet can only be used at the devices
where it is published. Up to six attributes can be edited at scan time. If the Create new metadata
template checkbox is selected, you will be prompted to select devices to which a template will be
published. If you deselect this option, a new template will not be published. At scan time, you will then
need to select a previously published PaperWare template that has the same metadata (document
attribute) fields defined as editable at the device. If you select a PaperWare template that does not
contain the correct metadata fields, and the fields in this workflow have been defined as required, your
workflow will fail. See Document Attributes on page 5-11.
editable on the device during scanning. In this case, the cover sheet can only be used at the devices
where it is published. Up to six attributes can be edited at scan time. If the Create new metadata
template checkbox is selected, you will be prompted to select devices to which a template will be
published. If you deselect this option, a new template will not be published. At scan time, you will then
need to select a previously published PaperWare template that has the same metadata (document
attribute) fields defined as editable at the device. If you select a PaperWare template that does not
contain the correct metadata fields, and the fields in this workflow have been defined as required, your
workflow will fail. See Document Attributes on page 5-11.
7
Specify the Scan Settings. See Scan Settings on page 5-12.
a)
Select where the document will be scanned.
N
OTE
:
When using PaperWare cover sheets with Xerox Multifunction Devices, you must use a device
that was configured by the same SMARTsend computer that was used to create the workflow/cover sheet.
However, you may be able to use the cover sheet at devices that have been configured by other
SMARTsend or Xerox Flowport computers if they have been configured to support PaperWare Forms
Forwarding. Please contact your system administrator for a list of devices that support PaperWare Forms
Forwarding.
However, you may be able to use the cover sheet at devices that have been configured by other
SMARTsend or Xerox Flowport computers if they have been configured to support PaperWare Forms
Forwarding. Please contact your system administrator for a list of devices that support PaperWare Forms
Forwarding.