Xerox SmartSend Support & Software User Guide

Workflows

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

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

Document Attributes

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

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.

Publications

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.

Output Types

File Formats

PDF, Image Only

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

JFIF

JPEG

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 
Document Type

File format is determined at scan time.

OCR Output File Types 

(Professional Edition)

PDF, Text 
Searchable 

PDF
PDF with image substitutes
PDF with image on text
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)