HP Digitial Sending Software 5.0 Digital System Administrator Guide C03806318

User Manual: HP HP Digital Sending Software 5.0 - System Administrator Guide

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HP DIGITAL SENDING SOFTWARE 5.0

System Administrator Guide

HP Digital Sending Software 5.01
System Administrator Guide

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Edition 3, 5/2013

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Open Group.

Table of contents

1 Introduction to Digital Sending .......................................................................................................................... 1
Digital sending overview ....................................................................................................................... 2
Introduction to DSS .............................................................................................................................. 3
Advantages of DSS ............................................................................................................. 3
Features overview ............................................................................................................... 3
Supported devices ............................................................................................................... 5
Embedded Digital Sending vs DSS ...................................................................................................... 6
Differences ........................................................................................................................... 6
DSS vs Web Jetadmin ......................................................................................................................... 9
2 Theory of operations ....................................................................................................................................... 11
Components ....................................................................................................................................... 12
Configuration Utility ............................................................................................................ 12
Remote Configuration Utility ............................................................................. 13
DSS Service ...................................................................................................................... 13
DSS-enabled device .......................................................................................................... 14
I.R.I.S. OCR engine ........................................................................................................... 14
Database ........................................................................................................................... 15
Local Data Store ................................................................................................................ 16
Third-party tools ................................................................................................................. 16
Understand DSS data structures ........................................................................................................ 17
Understand licensing .......................................................................................................................... 17
Licensing requirements ...................................................................................................... 18
Trial license ........................................................................................................................ 18
Auto-generate licenses ...................................................................................................... 18
License activation and rehosting ....................................................................................... 18
Understanding DSS Address Books .................................................................................................. 19
Address Book Manager ..................................................................................................... 19
DSS Address Books .......................................................................................................... 19
Public Address Book ......................................................................................... 19
Private Address Books ...................................................................................... 19
Personal Address Books ................................................................................... 19
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iii

Replicated LDAP Address Book ....................................................................... 20
Accessing the Address Books from the device control panel ........................... 20
3 Installation and configuration .......................................................................................................................... 23
Planning the DSS deployment ........................................................................................................... 24
System and environment requirements ............................................................................. 24
Software requirements ...................................................................................... 24
Temporary jobs folder ....................................................................................... 25
Changing the location of the Jobs Folder ......................................... 25
Hardware requirements ..................................................................................... 26
Device firmware requirements .......................................................................... 28
Multiple DSS servers ......................................................................................... 29
Port requirements .............................................................................................. 30
Ports used ........................................................................................ 30
DSS Address Book access for FutureSmart devices ....................... 31
Summary .......................................................................................... 32
System security requirements for using DSS .................................................................... 32
Security to start the Configuration Utility ........................................................... 32
Permissions needed to run DSS with full functionality ...................................... 32
Device credentials for FutureSmart devices ..................................................... 33
FutureSmart device accounts and credentials ................................. 33
DSS configuration and use of FutureSmart device credentials ........ 34
Installation .......................................................................................................................................... 37
Pre-installation checklist .................................................................................................... 37
Installer screens and options ............................................................................................. 37
Configuration ...................................................................................................................................... 45
Configuration Utility ............................................................................................................ 45
Licensing ............................................................................................................................ 46
Add licenses ...................................................................................................... 46
Remove licenses ............................................................................................... 47
Auto-generated licenses ................................................................................... 48
Backup and Restore .......................................................................................................... 49
Backup .............................................................................................................. 49
Restore .............................................................................................................. 50
Device management .......................................................................................................... 50
Add and remove devices ................................................................................... 52
Device configuration .......................................................................................... 54
Understanding the Device List icons ................................................................. 55
Device grouping ................................................................................................ 56
Authentication .................................................................................................................... 57
Configure DSS .................................................................................................. 57

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Authentication methods .................................................................... 57
Configure the Device ......................................................................................... 63
General Device configuration ............................................................................................ 63
General subtab .................................................................................................. 64
Addressing subtab ............................................................................................ 65
Log subtab ........................................................................................................ 66
Preferences subtab ........................................................................................... 66
Send to Folder ................................................................................................................... 67
Configure DSS .................................................................................................. 67
Configure the Device ......................................................................................... 71
Send to E‑mail ................................................................................................................... 71
Configuration overview ...................................................................................... 71
Configure DSS .................................................................................................. 71
Configure the Device ......................................................................................... 74
Send to Fax ....................................................................................................................... 74
Configuration overview ...................................................................................... 74
Analog fax ......................................................................................... 75
Digital fax .......................................................................................... 75
Configure DSS .................................................................................................. 75
Internet fax ........................................................................................ 75
LAN fax ............................................................................................. 77
Configure the Device ......................................................................................... 78
Send to Workflows ............................................................................................................. 78
Configuration overview ...................................................................................... 78
Workflow organizational structures ................................................... 79
Configure DSS .................................................................................................. 79
Configure the menu structure (groups, menus, and forms) .............. 80
Configure the Device ......................................................................................... 89
Addressing ......................................................................................................................... 90
Address Book Manager ..................................................................................... 90
Importing addresses using the Address Book Manager ................... 91
Configuring address books on the Addressing tab ........................... 91
Personal address books .................................................................................... 95
Exchange contacts ............................................................................................ 95
Guest address book .......................................................................................... 96
Public address book .......................................................................................... 96
LDAP replication ............................................................................................... 96
LDAP filters ....................................................................................................... 96
Configure DSS for Windows Active Directory Services .................................... 97
Configure Authentication .................................................................. 97
Configure Addressing ....................................................................... 98

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DSS templates ................................................................................................................... 99
Create a template ............................................................................................ 100
Use the Template Configuration tab to manage templates ............................. 101
Template groups ............................................................................. 102
Template list ................................................................................... 104
Apply a template ............................................................................................. 105
External Database Configuration ..................................................................................... 106
4 Support and troubleshooting ......................................................................................................................... 107
Obtaining support ............................................................................................................................. 108
HP Customer Care service and support .......................................................................... 108
Finding documentation and other supporting information ................................................ 108
Using Internet support ..................................................................................................... 108
DSS error messages ........................................................................................................................ 109
Index ................................................................................................................................................................. 111

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Introduction to Digital Sending

This chapter contains the following topics:

ENWW

●

Digital sending overview

●

Introduction to DSS

●

Embedded Digital Sending vs DSS

●

DSS vs Web Jetadmin

Digital sending overview
HP Digital Sending technology offers a fast, simple, and reliable way to capture valuable information
from paper-based documents and convert it to a digital format, which can be further processed and
routed to a number of different destinations.
Routing destinations include, but are not limited to, the following:
●

Network folders

●

E‑mail

●

FTP sites

●

Fax

●

Microsoft SharePoint®

The digital file types available include, but are not limited to, the following:
●

JPEG

●

TIFF

●

PDF

●

Searchable PDF/A

Optical Character Recognition and Compression are also available offering a wide range of digital file
types of varying sizes and quality that the user can select to meet their needs.
Additional data, or metadata, can also be specified and routed along with the scanned images as a
method for enabling more complex workflows.
Digital Sending is available from most HP Multifunction devices, the Digital Sender line of products,
and some HP Enterprise Scanners. These products offer a wide range of digital sending capability
"out of box" via the product firmware. This out of box functionality is referred to as embedded digital
sending. The functions available via embedded digital sending varies by product. See Table 1-1
Feature comparison on page 6 for more information.
The digital sending functionality which is provided in the device firmware can be extended with the
server based HP Digital Sending Software (DSS). Some features DSS adds to embedded digital
sending are shared address books, secure e‑mail, a single point for e‑mail routing, and Optical
Character Recognition (OCR).

Chapter 1 Introduction to Digital Sending

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Introduction to DSS
This section contains the following topics:
●

Advantages of DSS

●

Features overview

●

Supported devices

Advantages of DSS
The HP Digital Sending Software (DSS) extends the embedded Digital Sending functionality of
supported devices by adding the following capabilities:
●

Routing e‑mail through a central point (the DSS server), which simplifies SMTP security
management in environments with Access Control List security.

●

Multiple SMTP gateways for redundancy in delivering e‑mail jobs.

●

Encrypted e‑mail channel with SMTP over SSL.

●

Sending fax through LAN Fax and Internet Fax servers.

●

Public- and Personal Address Books.

●

Access to Microsoft® Exchange Contacts from the front panel of the device with the Exchange
Contacts feature.

●

The LDAP Replication feature allows access to the company directory while off-loading the
LDAP servers.

●

The Workflow feature allows easy and consistent scanning into company workflow processes.
Metadata can be collected for each job from users using configurable prompts or from internal
device system information, allowing integration with third-party applications.

●

OCR processing of jobs through the I.R.I.S OCR engine to create searchable output.

●

Easy and intuitive interface to manage Digital Sending features through the Configuration Utility.

●

Central logging of document sending activity for tracking, auditing, and troubleshooting
purposes.

DSS runs as a software service on a networked server. Supported devices are "DSS aware," which
means they have components built into the firmware that allow them to make use of the services/
features offered by DSS. Once a device is added into DSS, all of the Digital Sending features are
managed through the Configuration Utility.

Features overview
This section gives a basic overview of the various features of the DSS.
●

E‑mail
◦

ENWW

Route e‑mail jobs from multiple devices through a single point. DSS makes it possible to
route e‑mail jobs either through DSS or directly from the device to the SMTP gateway.

Introduction to DSS

Routing e‑mail through the DSS server simplifies SMTP security management in
environments with Access Control List security on the SMTP gateways.

●

◦

SMTP gateway redundancy. Multiple SMTP gateways for redundancy in delivering e‑mail
jobs.

◦

Encrypted e‑mail channel. DSS can provide a secure e‑mail channel using SMTP over
SSL.

Fax
◦

Manage analog fax settings. The DSS Configuration Utility provides an intuitive interface for
managing fax settings on devices that have an analog fax accessory installed.

◦

Electronic faxing. Integrates with LAN Fax servers via a shared folder interface and
integrates with Internet Fax servers via an e-mail interface.

Address Books. Devices attached to DSS have access to the DSS address books, which
provide the following functionality:
◦

Public Address Book. Allows the administrator to create an address book which is
accessible from all attached devices.

◦

Personal Address Book. Each user can create, use and manage a personal address book
from any attached device.

◦

Exchange Contacts. Each user can access their Microsoft Exchange® Contacts from the
front panel of any attached device.

◦

LDAP Replication. DSS can be configured to replicate addresses from an LDAP server at a
regular interval so devices can obtain addresses from the DSS server rather than by
querying the LDAP server in real time. This feature allows access to the company directory
while off-loading the LDAP servers.

◦

Address Book Management. Allows the administrator to manage all DSS address books.

Workflow
◦

●

Optical Character Recognition (OCR)
◦

●

Easy and intuitive interface to manage Digital Sending features through the Configuration
Utility.

Logging
◦

Searchable documents. OCR can process jobs through the I.R.I.S OCR engine to create
searchable output in file formats such as PDF, PDF/A, XPS, HTML, RTF, etc.

Digital Sending management
◦

●

Integration with third-party applications. The Workflow feature allows easy and consistent
scanning into company workflow processes, through a shared folder, Microsoft Sharepoint,
or an FTP site. Metadata can be collected either directly from the system or by prompting
users for input. The metadata is stored in a file that will be sent to the destinations along
with the scanned image file.

Central logging of document sending activity for tracking, auditing and troubleshooting
purposes.

Chapter 1 Introduction to Digital Sending

ENWW

Supported devices
DSS supports most recent high-end HP multifunction devices, Digital Senders, and some ScanJet
products. This document refers to these devices as DSS-enabled devices. For a list of all compatible
products currently available, see Table 3-4 Device firmware requirements on page 28. For an up to
date list of supported devices, go to www.hp.com/support/dss.

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Introduction to DSS

Embedded Digital Sending vs DSS
There are two ways to implement Digital Sending:
1.

Embedded Digital Sending. Embedded Digital Sending indicates device-specific Digital Sending
capabilities. These Digital Sending capabilities are embedded in the firmware of the DSS
enabled device. Embedded Digital Sending includes capabilities such as e‑mail and fax.

Digital Sending Software (DSS). DSS is a software service running on a network that expands
the existing embedded capabilities of DSS enabled devices. DSS includes capabilities such as
Send to E‑mail (encrypted e‑mail), Send to Fax, Send to Workflow, and Send to Network Folder.

Differences
The following product groups are represented in the Features Comparison table below.
●

Pre-FutureSmart

●

FutureSmart

Table 1-1 Feature comparison
Area

Feature

Authentication

LDAP

Pre-FutureSmart

FutureSmart

LDAP over SSL

Microsoft Windows

Send to

E‑mail

Folder

Printer

LAN Fax

DSS

Internet Fax

DSS

Analog Fax

DSS

Chapter 1 Introduction to Digital Sending

E**
**

DSS

ENWW

Table 1-1 Feature comparison (continued)
Area

Feature

Addressing

Direct LDAP

Other

Pre-FutureSmart

FutureSmart

Replicated LDAP

DSS

Public Address Book

DSS

Personal Address Books

DSS

Exchange Contacts

DSS

Local Address Book

Optical Character Recognition (OCR)

DSS

DSS***

Workflow

DSS

Configurable metadata

DSS

FileNet integration

DSS

Single point for e‑mail routing

DSS

SMTP gateway redundancy

DSS

SMTP over SSL

DSS

Quick Sets

Compact PDF

DSS

Signed e‑mail

Encrypted e‑mail (message)

Metadata support

Legend
●
●
●

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DSS — Requires DSS
— Available both embedded and when managed by DSS
E — Available only in embedded Digital Sending

Embedded Digital Sending vs DSS

●

** — Not available on the HP ScanJet Enterprise 7000n Document Capture Workstation.

●

*** — Enterprise ScanJet products and MFP workflow products have this feature available both
embedded in the product firmware and when managed by DSS.

Chapter 1 Introduction to Digital Sending

ENWW

DSS vs Web Jetadmin
HP Digital Sending Software and HP Web Jetadmin are two different software products available
from HP with very different value propositions. However, while the products are different there is still
some overlap in functionality. The purpose of this section is to provide a basic understanding of the
differences between DSS and HP Web Jetadmin.
HP Web Jetadmin is a fleet management tool designed to manage printers, including DSS-enabled,
multifunction devices, on a network. Features include device configuration, firmware installation,
remote diagnostics, alerting, and reporting. For instance, system administrators can use this tool to
get alerts for specific error conditions, update firmware on the entire fleet of devices, and create
usage reports.
HP Digital Sending Software extends the embedded Digital Sending features of supported devices
with features such as LAN Fax, OCR, Workflows, and Personal Address Books. DSS and Web
Jetadmin functionality overlap in that both can be used to configure digital sending settings on DSS
enabled devices. When a device is connected to DSS its digital sending settings can only be
managed by DSS. Web Jetadmin can still be used to manage all other settings on the device. For
more information on the values and capabilities of DSS, please refer to other sections of this
document.

ENWW

DSS vs Web Jetadmin

Chapter 1 Introduction to Digital Sending

ENWW

Theory of operations

This chapter contains the following topics:

ENWW

●

Components

●

Understand DSS data structures

●

Understand licensing

●

Understanding DSS Address Books

Components
Figure 2-1 DSS Components

DSS can be viewed as a system that consists of a number of components, where each component
provides a specific set of features that allows the system to function as a whole. The above diagram
shows the DSS components and how they are connected. The following covers each of these in
detail.

Configuration Utility
The role of the Configuration Utility is to act as a management console for DSS. It provides a user
friendly interface to manage all settings for DSS functions as well as devices.
The Configuration Utility is always installed with DSS, but can also be installed separately on a
different computer on the network. When installed separately it is typically referred to as the "Remote
Configuration Utility", since in this mode it is used to manage a remote DSS server. The address of
the server to be managed is entered in the startup dialog.

Chapter 2 Theory of operations

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Figure 2-2 Configuration Utility

Remote Configuration Utility
The Remote Configuration Utility is a version of the Configuration Utility that is designed to install and
operate on a remote computer.
Using the Remote Configuration Utility allows DSS configuration across the network.
1.

Launch the Configuration Utility.

Click Another Computer.
Figure 2-3 Remote Configuration Utility

Type in the network name of the DSS server.

Click OK.

DSS Service
The core component of the HP Digital Sending Software system of the HP Digital Sending Software is
the service named "HP Digital Sending Software", typically called the "DSS service". This is the key
component of the software that ties together all other components and enables the DSS system to
function. The DSS service is implemented as a Windows System Service.

ENWW

Components

Internally, the DSS service is divided into several subcomponents and has dependencies. The below
figure shows this at a high level:
Figure 2-4 DSS Service Architecture

DSS-enabled device
DSS-enabled devices are the HP MFPs, Digital Senders, or ScanJet products that support DSS.
These devices allow end-users to make use of DSS functionality by scanning to the various
destination types, using the address book etc. For a complete list of supported devices, see
Supported devices on page 5.
The firmware in these devices has a component built-in which enables use of DSS functionality. In
Pre-FutureSmart products this is enabled through DSMP (Digital Sending Management Protocol). In
HP's FutureSmart products this component has been replaced by a WS-* (Web Services Star) based
interface.
Since all DSS features must be supported by the device firmware, DSS 5.0 has a minimum firmware
version requirement, which can be found here Table 3-4 Device firmware requirements on page 28.
Over time, as new features become available in DSS, it might be necessary to update the device
firmware for compatibility. These changes will be documented in detail in the DSS release notes.

I.R.I.S. OCR engine
DSS uses I.R.I.S. OCR engine version 12 to provide Optical Character Recognition (OCR) and High
Compression PDF functionality. The engine features Intelligent High Quality Compression (iHQC)
technology™. The engine features Intelligent High Quality Compression (iHQC) technology™, and
the ability to create searchable PDF/A documents.

Chapter 2 Theory of operations

ENWW

Figure 2-5 OCR engine

The figure above shows the process flow for OCR processing in DSS. When DSS receives a job that
requires OCR processing, it invokes the I.R.I.S. OCR engine using COM (Component Object Model).
The image data/document is transferred together with control parameters, such as the required
output file type. Once OCR processing is completed, the searchable document is passed back to
DSS which delivers the document to the destination.
DSS is a multi-threaded application and will launch multiple instances of the OCR engine when there
are multiple jobs in the queue that require OCR processing. We refer to this as ‘parallel processing of
OCR jobs’. This makes the OCR feature scalable, which means that average job processing times
will be improved if the server's resources are improved. For instance, adding additional CPUs and
more memory to the server will improve the average processing time of each OCR job when the
server is processing multiple jobs simultaneously. This is a significant improvement over previous
versions of DSS, where OCR processing was serial.

Database
DSS uses Microsoft SQL Server 2008 SP3 Express Edition to host the DSS database. The database
is used to hold job logs, address books, event logs, and some configuration data.
Microsoft SQL Server 2008 is a database management system (DBMS). Within the DBMS, DSS
creates two databases for specific use by DSS, named as follows:
●

DSS_Customer

●

DSS_Machine

The SQL Server 2008 database instance name is “HPDSS2008.”
It is possible to configure DSS to use a DBMS other than Microsoft SQL Server 2008 SP3 Express
Edition. If a different DBMS is specified during installation, DSS will not install SQL server on the local
server. Even if the local database that DSS installs is used at first, the system can be configured later
to use a different DBMS, but some data will be lost during the switch.

ENWW

Components

Local Data Store
The Local Data Store is the series of files located in the DSS installation directory, which is used to
store the DSS configuration data, device information, and debug logs. This is also where the job
queue resides.
Table 2-1 Local Data Store – Technical Detail
Technical detail
Default installation folder:

C:\Program Files (x86)\Hewlett-Packard\HP Digital Sending
Software 5.0

Default temporary jobs folder:

\CustomerData\DSS\Jobs

Configuration folder:

\Product\DSS\Configuration

NOTE: The temporary jobs folder can be configured to reside somewhere other than the default
location. For information on changing the location of the temporary jobs folder, see Changing the
location of the Jobs Folder on page 25.

Third-party tools
As the name indicates, third party tools are not a part of the DSS system. However, they are
mentioned here because third party tools are required to deliver some of the DSS functionality as
listed here:

●

LAN Fax. This feature requires a compatible LAN Fax product. DSS enables the functionality by
providing a Fax interface at the Digital Sending-device and then passing the fax job along with
an HPF file (metadata) to a watched folder.

●

Internet Fax. This feature requires an Internet Fax server. DSS enables the functionality by
providing a Fax interface at the Digital Sending-device and then sending out an e‑mail with the
fax job attached.

●

Workflow. One of the main ideas behind the Workflow feature is the ability to capture metadata
at the Digital Sending-device and pass it on to a folder that is watched by a third party
application. This application is then able to read the metadata and further process and route the
job.

●

Personal Address Book. This feature requires a Microsoft Exchange Server that supports HTTP
connections.

Chapter 2 Theory of operations

ENWW

Understand DSS data structures
The following describes the different types of data that makes up the DSS system and where they are
stored.
Table 2-2 DSS data
Component

Location

Description

Job logs

Database

Job logs for all devices are stored in the
DSS database.

Error logs

Database and Windows Event Log

The error logs show system events for
information, warning and error
conditions such as service stop and
security audit.

Debug logs

[Install Path]\FileSystems\MachineData
\Logs

DSS maintains a set of debug log files.
These files are designed to help HP
support debug issues with the DSS
service, such as crashes, hangs etc.

DSS configuration settings

[Install Path]\FileSystems\Product\DSS
\Configuration

Configuration data used by DSS is
stored in a series of files found in the
Configuration folder. This data includes
things like SMTP gateway settings,
LDAP addressing settings, Workflow
settings etc.

Managed device Information

DSS maintains a list of all the devices it
manages in a binary configuration file.
This file also contains some basic
information about the device, such as
the hostname, device model etc.

Device configuration settings

Stored on the device

All the device-specific configuration
data is stored on the device itself. When
required DSS will read back the data
from the device, manipulate it and send
it back.

Configuration Utility UI ‘convenience’
data

Windows Registry

For usability the DSS Configuration
Utility will remember entries made into
selected list boxes, as well as the state
of the Configuration Utility window when
closed.

Job data temporary storage

\FileSystems
\CustomerData\DSS

Location for the temporary storage of
job data. This location can be
configured to a location other than the
default location. See Temporary jobs
folder on page 25.

Understand licensing
This section contains the following topics:

ENWW

●

Licensing requirements

●

Trial license

●

Auto-generate licenses

Understand DSS data structures

●

License activation and rehosting

Licensing requirements
DSS server software does not require a license to operate. A license seat is required for each device
which is managed by DSS. Licenses can come in bundles of 1, 5, 10, 50, and 250 seats. Licenses
can be combined in a DSS server in any combination up to 1000 seats.

Trial license
When DSS is first installed on a new server it comes with a sixty day, fifty seat trial license. If a
purchased license is installed in DSS during the trial period, the trial license becomes invalid and only
purchased licenses will work on that instance of DSS.
When the trial period ends, if no purchased licenses have been added to DSS, the software is unable
to manage or process any jobs from devices.

Auto-generate licenses
The HP 9200C Digital Sender and HP 9250C Digital Sender devices auto-generate licenses after
being added to a DSS server. These are the only two DSS-enabled devices that auto-generate
licenses.

License activation and rehosting
Purchase DSS licenses from HP or HP authorized resellers. Once purchased, the customer will
receive documentation which includes the Entitlement Order Number (EON). Activate the DSS
license in order to use it by locking the license to a server. DSS licenses are locked to servers by the
server MAC address. The output from locking a license is a license key code which users type into
the DSS user interface to enable DSS to use the license. The EON and the server MAC address are
required to activate a license.
From time to time it may be necessary for a customer to use a license on a server to which it is not
currently locked. The process of changing the server to which a license is locked is called “rehosting.”
Conduct DSS license activation and rehosting via the licensing website: www.hp.com/software/
licensing.
For more details on the license activation and rehosting sequence of steps, see the white paper “DSS
License Activation and Rehosting”. Access the white paper on the DSS support web site
www.hp.com/support/dss5. Once at the website home page, click the “Documentation” link on the left
hand side to find this white paper.

Chapter 2 Theory of operations

ENWW

Understanding DSS Address Books
DSS can maintain several different address books to make available to the devices maintained by
DSS. This section will explain the different types of address books and when the addresses from
each are available to users at a device control panel.

Address Book Manager
The Address Book Manager, or ABM, is a feature within DSS that allows for the management of
several of the DSS address books. It is started from the Addressing tab of the Configuration Utility.

DSS Address Books
Public Address Book
Entries
●

When a device is added to DSS, the device’s local address book entries are added.

●

Entries can be made via the Address Book Manager

Modify/Delete
●

The Public address book can only be modified via the ABM

Private Address Books
Private address books are kept for specific users depending on the user’s signed-in status at the
device. The “Private MFP Guest” address book is for user’s that are not signed-in, while “Private MFP
User” address books are kept for each user that is signed-in.
Entries
●

When user’s at the device control panel type in new addresses and choose to save them, they
are saved in the appropriate Private address book depending on their sign-in status.

●

Entries can be made via the Address Book Manager

Modify/Delete
●

Entries can be made to Private address books via the ABM

Personal Address Books
Personal Address Books hold a signed-in user’s MicroSoft Outlook contacts. These are temporary
address books only available while the signed-in user is accessing addresses, and then only when
the system has been configured to collect the Outlook contacts.
Entries
●

From the Outlook contacts of a signed in user.

Modify/Delete
●

ENWW

Personal address books are temporary and only maintained while a signed-in user is using the
address book at the device control panel.

Understanding DSS Address Books

Replicated LDAP Address Book
DSS is capable of replicating address information from an LDAP server into the DSS database. This
allows users to access these addresses via the DSS server instead of directly from the LDAP server
at job creation time, offloading some load from the LDAP server to DSS. A replication schedule can
be configured to collect addresses at regular intervals to keep the replicated data synchronized with
the LDAP server data.
Entries
●

Only via the replication mechanism that can be configured and run from the Addressing tab in
the Configuration Utility.

Modify/Delete
●

The LDAP addresses can be cleared from the DSS database using the Clear LDAP Cache
button on the Addressing tab of the Configuration Utility.

Accessing the Address Books from the device control panel
Addresses become available to a user at the device control panel when they click the address book
icon while creating e-mail or fax jobs. Which DSS address book are available to a user at the device
control panel depend on the user’s signed-in status, the device type (FutureSmart versus preFutureSmart), and the address book view selection made by the user.
When using address books from the device, the user has the option of selecting an address book
view. An example of the selections is shown below:
Figure 2-6 Address book view example

The tables below show which DSS address books are available based on View, sign-in status, and
device type.
Table 2-3 Accessing Address Books form a FutureSmart MFP

View

Non Signed-In user

Signed-in User

All View

Public + LDAP + Private MFP
Guest

Public + LDAP + Private MFP User + Personal (when configured) + Private
MFP Guest

Chapter 2 Theory of operations

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Table 2-3 Accessing Address Books form a FutureSmart MFP (continued)
View

Non Signed-In user

Signed-in User

Local View

Private MFP Guest

Personal View

Private MFP User + Personal MFP User

Table 2-4 Accessing Address Books from a pre-FutureSmart MFP
View

Non Signed-In user

Signed-in User

All View

Public + LDAP + Private MFP
Guest

Public + LDAP + Private MFP User + Personal (when configured) + Private
MFP Guest

Local View

Private MFP Guest

Personal View

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Private MFP User + Personal MFP User

Understanding DSS Address Books

Chapter 2 Theory of operations

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Installation and configuration

This chapter contains the following topics:

ENWW

●

Planning the DSS deployment

●

Installation

●

Configuration

Planning the DSS deployment
This section contains the following topics:
●

System and environment requirements

●

System security requirements for using DSS

System and environment requirements
This section contains the following topics:
●

Software requirements

●

Temporary jobs folder

●

Hardware requirements

●

Device firmware requirements

●

Multiple DSS servers

●

Port requirements

Software requirements
The following table shows the server software requirements.
Table 3-1 DSS software requirements
Area

Requirements

Operating systems

●

Microsoft Windows 7, 32 and 64–bit

●

Microsoft Windows Server 2008, including R2, 32 and 64–bit

●

Microsoft Windows Server 2012

NOTE: 64-bit operating systems are supported, but DSS runs in 32-bit mode
Virtual servers

●

VMware ESX 3.5 and later

●

Microsoft HyperV

Chapter 3 Installation and configuration

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Table 3-1 DSS software requirements (continued)
Area

Requirements

External database

Compatible databases which can be used if you choose not to install the default DSS
database:

Miscellaneous

●

Microsoft SQL Server 2005 (full or express versions)

●

Microsoft SQL Server 2008 (full or express versions)

●

Microsoft SQL Server 2012 (full or express versions)

.NET Framework 3.5 and 4.0
NOTE: If the .NET Framework 4.0 is not present on the system where DSS is being
installed, the installer will install .the .NET Framework 4.0 during the installation process.
If the .NET Framework 3.5 is not installed on Windows 7 or Windows Server 2008
systems where DSS is being installed, the installer will install the .NET Framework 3.5
during the installation process.
For Windows Server 2012 systems where DSS is being installed, the .NET Framework
3.5 must either be installed before running the DSS installer, or the DSS installer must
be able to access the internet to download the .NET Framework 3.5 for installation.

Temporary jobs folder
DSS 5.0 temporarily stores job files on disk while processing jobs. All job files are deleted after the
job has finished processing. By default, this jobs folder for temporary storage is located within the
installation folder sub-folders. Some customers might choose to change the location of this jobs
folder. In DSS 5.0, this change is made by editing a configuration file.
Changing the location of the Jobs Folder
The file that controls the location of the temporary jobs folder is:
●

\filesystems\core\bin\xp-x86\release\nvram.csv

Within the nvram.csv file find the line that reads:
●

FE966859-E2D0-48e6-8467-BF6F5A417643,CustomerDataPartition,str,..\..\..
\..\CustomerData\Dss

To change the location where temporary job files are stored, replace the part of the line that reads “..
\..\..\..\CustomerData\DSS” with the path of the folder where you want the temporary files to be
stored.
For example, to store the files on the d: drive in a folder named dsstemp, change the line to the
following:
●

FE966859-E2D0-48e6-8467-BF6F5A417643,CustomerDataPartition,str,d:
\dsstemp.

After editing the file and saving the changes, the DSS service must be stopped and restarted for the
change to take effect.

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Planning the DSS deployment

Hardware requirements
DSS hardware requirements vary with the load put upon the system. The primary load is due to
processing of jobs that come in from devices.
It is strongly recommended that DSS run on its own server with no other server applications running.
If other applications do run, they will also use system resources, and the resources used for those
applications must be added to the consideration for resource usage by DSS when deciding what
hardware is needed by the DSS server.
The primary factors that affect load are:
●

Peak job requests per unit time

●

Size of the job being transferred from devices

●

Server based operations such as OCR and LAN fax with Notification support

Jobs that are not configured to be processed by the DSS OCR engine are created in the devices in
their final format and transferred to DSS for routing to their destinations. Jobs that are to use the DSS
OCR engine are sent to DSS as 300 dpi color JPEG images. There are many factors that affect the
size of jobs that are created in the devices including, but not limited to:
●

Number of pages

●

File format

●

Resolution

●

Compression

●

File content

There are so many factors that affect the load on the DSS server that not all variations can be tested.
Below are tables of three different load scenarios and the recommended hardware for each load. But
given the variables, it is highly recommended that administrators use tools, such as Microsoft
Performance Monitor, to monitor their DSS servers’ critical resources of processor bandwidth,
memory usage, free disk space, and network bandwidth for any usage or performance bottlenecks.
The load scenarios tested are below. An equal percentage of e-mail, folder and workflow jobs were
used during the testing.
Table 3-2 Load scenarios
Load Scenario

Job frequency (peak)

Average Job Size

% OCR

Minimum

2.3 MB

10%

Medium

8 jobs/min

2.3 MB

10%

High

15 jobs/min

2.3 MB

10%

Table 3-3 Recommended hardware configurations for load scenario

Load scenario

Processor

Memory

Free disk space
for Installation

Free disk space
for temporary job
files

Network
bandwidth

Minimum

1 core x2 GHz

2 GB

1 GB

100 MB

100 Mb/s

Chapter 3 Installation and configuration

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Table 3-3 Recommended hardware configurations for load scenario (continued)

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Load scenario

Processor

Memory

Free disk space
for Installation

Free disk space
for temporary job
files

Network
bandwidth

Medium

2 core x2 GHz

2 GB

1 GB

100 MB

100 Mb/s

High

4 core x2 GHz

2 GB

1 GB

100 MB

100 Mb/s

Planning the DSS deployment

Device firmware requirements
To support DSS features, some devices require a minimum revision of firmware. Over time, as new
features become available in DSS, it may be required to update the device firmware for compatibility.
These changes will be documented in detail in the DSS release notes.
Table 3-4 Device firmware requirements
Model number

Minimum firmware
revision

Firmware
date

Firmware version

HP LaserJet 4345MFP

09.220.7

12/8/2010

N/A

HP LaserJet 4730MFP

46.300.3

11/24/2010

N/A

HP LaserJet 9040MFP

08.210.5

11/27/2010

N/A

HP LaserJet 9050MFP

08.210.5

11/27/2010

N/A

HP LaserJet 9500MFP

08.210.6

11/29/2010

N/A

HP LaserJet M3035MFP

48.171.5

11/29/2010

N/A

HP LaserJet CM3530MFP

53.101.5

12/6/2010

N/A

HP LaserJet M4345MFP

48.171.5

11/29/2010

N/A

HP LaserJet CM4730MFP

50.151.0

12/6/2010

N/A

HP LaserJet M5035

48.171.5

11/29/2010

N/A

HP LaserJet CM6030MFP

52.121.2

12/6/2010

N/A

HP LaserJet CM6040MFP

52.121.2

12/6/2010

N/A

HP LaserJet M9040MFP

51.121.2

12/6/2010

N/A

HP LaserJet M9050MFP

51.121.2

12/6/2010

N/A

HP 9200C

09.220.1

11/13/2010

N/A

HP 9250C

48.160.3

11/18/2010

N/A

HP Color LaserJet Enterprise CM4540
MFP

2200643_228337

6/23/2012

FutureSmart 2 SP1

HP LaserJet Enterprise M4555 MFP

2200643_228339

6/23/2012

FutureSmart 2 SP1

HP LaserJet Enterprise 500 MFP M525

2200643_228344

6/23/2012

FutureSmart 2 SP1

HP LaserJet Enterprise flow MFP M525

Any

HP LaserJet 500 Enterprise color MFP
M575

2200643_228345

6/23/2012

FutureSmart 2 SP1

HP LaserJet Enterprise color flow MFP
M575

Any

HP LaserJet 700 Enterprise color MFP
M775

Any

HP ScanJet Enterprise 7000n

2200643_228343

6/23/2012

FutureSmart 2 SP1

HP ScanJet Enterprise 8500

2200643_228339

6/23/2012

FutureSmart 2 SP1

pre-FutureSmart devices
MFPs

Digital senders

FutureSmart Devices
MFPs

Scanjet Enterprise

Chapter 3 Installation and configuration

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Multiple DSS servers
There are several reasons for considering using multiple DSS servers:
●

If there are more than 1000 products to be managed, then more than one server is necessary.

●

If the load on any one server is too great for its hardware capability. This can happen if many
devices are regularly sending very large jobs, if OCR is used frequently, or if network bandwidth
is limited.

●

For highly distributed systems of devices (depending on the available network infrastructure),
multiple, distributed DSS servers help to ensure network reliability and bandwidth between the
DSS servers and the products they manage.

DSS servers function independently of any other DSS server and do not, by themselves, form any
type of clustering for enhanced functionality. This means that DSS servers will not share licenses.
Each server must have the appropriate number of license seats to support its attached devices.
Separate DSS servers also do not share address books or job logs.
DSS servers can be installed into a Microsoft Windows Server 2008 cluster for enhanced failover
functionality. For detailed instructions on how to install DSS into an MS Server 2008 clustered
environment, please see the white paper on this subject that is available at www.hp.com/support/dss.

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Planning the DSS deployment

Port requirements
DSS 5.0 uses a number of industry standard network protocols and their corresponding TCP and
UDP ports in order to facilitate its Digital Sending functionality, such as Send to E‑mail, Send To
Folder, Authentication, and LDAP Replication. This section gives an overview of which ports are used
in different configurations.
In its most basic configuration, DSS 5.0 requires ports 1783, 5213, 7627, and 161 to function.
Administrators can refer to the table in this section to determine which ports are required for their
specific configuration of DSS 5.0.
Ports used
DSS uses the TCP/IP protocol to communicate on the network. Which TCP or UDP ports are used
depends on which features are enabled in DSS 5.0 and which underlying protocols facilitate these
features. Also, note that for each protocol DSS acts as a server or client, or both. The following table
provides an overview. Administrators should ensure that the required ports are open at appropriate
points in the network, for example, desktop firewall, switches, and routers.
Table 3-5 Ports used by DSS 5.0

Feature

Type

Protocol

Port

Role of DSS

Can it be
changed?

Device
communication
with preFutureSmart
devices

Required

DSMP
(HP Proprietary)

1783 (TCP)

Server & client

WS-* (WS-STAR),
used for device
communication
with FutureSmart
devices and for
communication
between DSS and
the Configuration
Utility

Required

HTTPS

7627 (TCP)

Server & client

DSS Address
Book access for
FutureSmart
devices

Required

Secure SQL

5213

Server

Device data
collection 3

Optional

SNMP

161 (UDP)

Client

E‑mail
notifications,
e‑mail via service

Optional1

SMTP

25 (TCP)

Client

Yes

Send to Folder
(Network UNC
path)2

Optional

CIFS / SMB

445 (TCP)

Client

Send to FTP

Optional

FTP

21 (TCP)

Client

LDAP Replication
& Authentication,
simple bind

Optional

LDAP

389 (TCP)

Client

Yes

Chapter 3 Installation and configuration

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Table 3-5 Ports used by DSS 5.0 (continued)

1
2
3

Feature

Type

Protocol

Port

Role of DSS

Can it be
changed?

LDAP Replication
& Authentication,
simple over SSL
bind

Optional

LDAP

636 (TCP)

Client

Yes

LDAP Replication
& Authentication
SPNEGO

Optional

Kerberos

88 (TCP)

Client

LDAP Replication
& Authentication,
Global Catalog

Optional

LDAP

3268 (TCP)

Client

Yes

DNS hostname
resolution

Optional

DNS

53 (TCP)

Client

WINS hostname
resolution

Optional

NetBIOS/WINS

137,138,139

Client

SMTP and LDAP
server discovery –
when an MFP
sends out a
broadcast packet
looking for SMTP
or LDAP servers
DSS will respond
with any servers it
knows about

Optional

Broadcast

22986

Server

SMTP and LDAP
server discovery –
DSS will
broadcast this
packet when
asked to search
for LDAP or SMTP
servers

Optional

Broadcast

22986

Client

If a mail gateway is not required, enter a dummy address (0.0.0.0) in the Configuration Utility.
Does not apply to local folders, for example. c:\myfolder.
SNMP is only required to get and set paper sizes in pre-FutureSmart devices and to get the firmware version from preFutureSmart devices for use in LanFax job logs. We are working to remove these last uses of SNMP in future versions of
DSS

DSS Address Book access for FutureSmart devices
HP’s FutureSmart devices now access the DSS Address Book by connecting directly to the SQL
database on port 5213. Therefore, port 5213 must be open between FutureSmart devices and the
SQL database server. The database server is the DSS server by default, but can optionally be
configured to be a database on a different server.
Pre-FutureSmart devices continue to make address book requests of the DSS service, not directly to
the SQL database, via port 1783. The DSS service accesses the database and returns address
information to the device, also via port 1783.

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Planning the DSS deployment

Summary
In its most basic configuration, DSS 5.0 requires ports 1783, 7627, and 5213 to function. At
installation, DSS will register itself with the desktop firewall to ensure connections are allowed on
these ports. Administrators can refer to the matrix in this document to determine which ports are
required for their specific configuration of DSS 5.0.

System security requirements for using DSS
Security to start the Configuration Utility
The DSS Configuration Utility uses Windows security to determine which users are allowed to start
and run the Configuration Utility. When the Configuration Utility is first started, the user is prompted to
enter the address of the server on which the DSS service is running that they want to control with this
Configuration Utility session. Users are allowed to run the Configuration Utility under any of the
following conditions:
●

The user is a member of the local or global administrators group on the server running the DSS
service

●

The user is a member of a group on the server running the DSS service that has been
configured to allow Configuration Utility access. By default, DSS is configured to use a group
named "DSSAdmins" for this purpose. If you want to use a group by that name you must create
it on the system. The name of the group can be configured, or multiple groups configured, to
allow DSS access. This configuration is contained in the file “\FileSystems\Product
\DSS\Configuration\HP.Dss.App.Service.Config.xml.”

●

If a user attempts to run the Configuration Utility without being a member of the administrators
group or the configured group, they will be prompted for the credentials of a user that is a
member of one of those groups.

When changing the configuration of the group(s) that allow non-administrators to access the
Configuration Utility, the DSS service should be stopped, the configuration file edited, and then the
DSS service restarted.

Permissions needed to run DSS with full functionality
Administrators have all the permissions necessary to run DSS. But if the DSS server has Windows
User Account Control (UAC) enabled, the administrator might have to use the “Run as Administrator”
command to have the necessary permissions.
Non-administrators can start the Configuration Utility if they are members of the proper Windows
group, but this does not give them the necessary OS permissions to execute the tasks the
Configuration Utility performs. In order for proper Configuration Utility operation, the user must have
the following OS permissions on both the remote server (if they are running the Configuration Utility
from one system to control the DSS service on another server) and the sever which is running the
DSS service.
●

Read/write access to the following area of the file system:
◦

●

\Hewlett-Packard\HP Digital Sending Software 5.00

Read/write access to the following areas of the registry:

Chapter 3 Installation and configuration

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●

◦

HKEY_CURRENT_USER\Software\Hewlett-Packard\HP Digital Sending Software

◦

HKEY_LOCAL_MACHINE\SOFTWARE\Hewlett-Packard\HP Digital Sending Software 5.00

◦

HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\HTTP\Parameters
\SslBindinginfo

Users must also have permission to host a service on port 7627. The following command can be
used to give this permission to a Windows group. The group should be given permission and
non-administrator users should be made members of this group. This command must be run by
an administrator on the system.
In the example below, “DSS_Server” is the server where DSS is installed and “DSSAdmins” is
the name of the group to give permissions. If a group was already created to give non-admins
permissions to start the Configuration Utility, then it makes sense to give port 7627 permissions
to that same group.
◦

>netsh http add urlacl url=https://+:7627/ user=DSS_Server\DSSAdmins

This command can only be used to give permissions to a single group. If permission has been
given to one group and you wish to give permissions to a different group instead the following
command must be run first:
◦

>netsh http delete urlacl url=https://+:7627/

Device credentials for FutureSmart devices
HP Digital Sending Software communicates with FutureSmart devices for many purposes, including
adding and removing devices, getting status from devices, configuring devices and processing jobs
from devices. When a FutureSmart device has a password set, the device's security model requires
that DSS know and use that password to enable device communication.
This section describes the various device passwords that can be set. It also describes how DSS uses
the credentials it has stored for device communication and how to configure those credentials within
DSS.
FutureSmart device accounts and credentials
HP LaserJet printers have for many years had an Embedded Web Server (EWS) interface. This can
be accessed by using a web browser and typing in the IP address of the device. Within the devices is
the concept of an Admin User that has access to all of the capabilities available via the EWS. The
Admin User also has access to all the applications on the device such as the Copy application, Send
to Network Folder application, etc.
As a factory default, the Admin User’s password is blank which means that anyone that accesses the
EWS has permissions to all the capabilities provided by the EWS. Within the EWS there is a place
where the Administrator User’s password can be set. Once the password is set then a user
connecting to the EWS must sign in with the password to have Administrator level permissions.
If the Administrator password is set, DSS must also know and use that password for any of the
communication tasks (add/remove, get status, configure, process job) it wants to accomplish with the
device.
Starting with the spring 2012 release of FutureSmart firmware, a new factory defined user will be
available in the devices. This is the Config User. For devices with this spring 2012 firmware (or
newer) DSS can communicate if it has either the Admin User or the Config User’s password. The
Config User can not be used by users connecting to the EWS with a web browser; it is only available
for use by remote applications such as DSS and HP Web Jetadmin.
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Planning the DSS deployment

Like the Admin User, the Config User’s password ships as blank as a factory default. The password
can be set within the EWS in the same location as the Admin User’s password. These are set on the
Security Tab in the General Security section. Unlike the Admin user however, the Config user is
inactive if the password blank. This user is only activated when the password is configured within the
EWS. See the screenshot below.
The Config User has been added so that companies can change the Admin password, if their
company security policies require, without changing the Config User password. This means that DSS
can be given the Config User’s password, instead of the Admin password, and continue to operate
properly when the Admin password is changed.
Figure 3-1 DSS General Security screen

DSS configuration and use of FutureSmart device credentials
DSS stores a single set of device-specific credentials for each device, and is also capable of storing
one set of common credentials it can use for communication with FutureSmart devices. See Set the
DSS common credentials on page 35 for instructions of how to set these credentials. If DSS tries to
use the common credentials with a device and they work, then those common credentials will be
copied to the device-specific credentials for that device. See Figure 3-2 DSS common and devicespecific credentials flow on page 35 for the logic of how DSS uses the common credentials and
device-specific credentials when adding a FutureSmart device.

Chapter 3 Installation and configuration

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Figure 3-2 DSS common and device-specific credentials flow

Set the DSS common credentials
1.

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Click the Device Sign In button in the Configuration Utility.

Planning the DSS deployment

In the Administrator credentials are required dialog, use “admin” or “config” for the Username
field, and then enter and verify a password in the Password and Verify Password fields.
Figure 3-3 Set the DSS common credentials

Click the Apply button to set the common credentials.

Chapter 3 Installation and configuration

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Installation
This section contains the following topics:
●

Pre-installation checklist

●

Installer screens and options

Pre-installation checklist
1.

Review the hardware and software requirements for the DSS server. See System and
environment requirements on page 24 for more information.

Verify that devices planned for connection to DSS have the minimum required firmware.

If you are upgrading from a previous version of DSS, make a backup of the existing
configuration.

Installer screens and options
Follow these steps to install the HP Digital Sending Software 5.0.
1.

After downloading the software to your computer or network, close all programs that are open on
the computer.

Navigate to the location on the computer or network where you downloaded the HP Digital
Sending Software 5.0 software, and double-click the setup.exe file.
NOTE: If the downloaded software is in a compressed format, uncompress the installer files
before running the setup.exe file.
NOTE: Windows administrator rights are required for installing DSS. However, if User Account
Control (UAC) is turned on it may prevent the installation program from completing some tasks
successfully, such as installing SQL Server. If UAC is turned on, you might have to right click the
DSS installer setup.exe file and select Run as administrator from the menu to install DSS.

The Welcome screen appears. Click Next to continue.
Figure 3-4 Software Installation – Welcome screen (1 of 11)

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Installation

The License Agreement screen appears. Click Print to print a copy of the license agreement.
Click I do not accept the terms in the license agreement, and then click Next to cancel the
installation.
After reading the license agreement, click to select I accept the terms in the license agreement,
and then click Next to continue the installation.
Figure 3-5 Software Installation – license agreement (2 of 11)

The Destination Folder screen appears. Accept the default installation folder or click the Change
button to select a different folder. Select the Full Installation check box or the Configuration
Utility Only check box, depending on the type of installation you need. Click the Next button.
Figure 3-6 Software Installation – installation location (3 of 11)

Chapter 3 Installation and configuration

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The Windows Firewall Configuration screen appears. Click to select the Allow DSS Installer to
open the required ports in Windows Firewall. check box, and then click Next to continue.
Figure 3-7 Software Installation – firewall configuration (4 of 11)

The External Database Configuration screen appears. This screen allows for a database other
than the default Microsoft SQL Server database installed by DSS to be used with DSS. When
this feature is used, the DSS installer does not install the default MS SQL Server database.
The DSS installer creates two separate, uniquely-named databases within a single SQL Server
instance; one database for customer data and one database for machine data.
Figure 3-8 Software Installation – external database configuration (5 of 11)

Use the following steps to configure an external database for use with DSS
a.

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Select the Use external database check box, and then click the Configure connection
settings button.

Installation

Figure 3-9 Software Installation – external database configuration (6 of 11)

The HP DSS 5.0 External Database Configuration Tool screen appears.
Figure 3-10 Software Installation – external database configuration (7 of 11)

The following settings are required for configuring an external database:
●

Create database using area: Enter values for the User name and Password fields.
These credentials are used by DSS to configure databases for DSS use. DSS will not
do the initial creation of these databases, but DSS will configure the databases with
the structure they need such as tables, keys, etc. These credentials are used only for

Chapter 3 Installation and configuration

ENWW

initial database configuration. Enter the credentials for a SQL-authorized user account,
not a Windows-authorized user account.
The “Create database using” user must have, as a minimum, the following roles in
SQL Server:

●

◦

Server role: public

◦

Database roles for the two DSS databases: db_owner

The Access database using area: Enter values for the User name and Password
fields. DSS uses these credentials for all database operations, except the database
initialization process
The “Access database using” user must have, as a minimum, the following roles in
SQL Server:

●

◦

Server role: public

◦

Database roles for the two DSS databases: db_datareader, db_datawriter

The Connect using area:
◦

●

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Database type: Select one of the three SQL Server versions:
●

SQL Server 2005

●

SQL Server 2008

●

SQL Server 2012

◦

Autoclose: When set to On, the SQL Server instance and its databases are
closed and their resources are freed when the last associated DSS instance is
closed. The SQL server instance and its databases are opened automatically
when a DSS user requires them. When set to Off, the SQL Server instance and
its databases remain open even when the last associated DSS instance is
closed.

◦

Command timeout: The amount of time DSS waits for a connection to the SQL
Server before terminating the connection attempt.

◦

Server name: The name of the server where the DSS SQL server is installed.

◦

DB instance name: The name of the SQL Server instance.

◦

Machine database name: The name to use for the machine data database. This
database must exist within the SQL Server instance before DSS can be
configured to use it. DSS will fill out the structure of the database but will not do
the initial creation.

◦

Customer database name: The name to use for the customer data database. This
database must exist within the SQL Server instance before DSS can be
configured to use it. DSS will fill out the structure of the database but will not do
the initial creation.

The Optional parameters area: Use the For machine database and For customer
database fields to enter additional connection strings parameters appended to the
connection string when connecting to these databases. The syntax of these additional
connection string parameters must adhere to the SQL Server connection string format.

Installation

The Configuration preview field displays the connection strings for the machine and
customer databases as the connections strings are being entered. When the HP DSS
5.0 External Database Configuration Tool is opened after the initial configuration, the
Configuration preview field displays the saved connection string settings.
●

●

●
8.

Click the Test Connection button to test the following configuration settings:
◦

The SQL Server instance exists

◦

The “create database” credentials are valid

◦

The “access database” credentials are valid

Click the OK button to test, and then save the following configuration settings:
◦

The SQL Server instance exists

◦

The “create database” credentials are valid

◦

The “access database” credentials are valid

Click the Cancel button to close the HP DSS 5.0 External Database Configuration Tool
without saving any changes.

The Ready to Install the Program screen appears. Click Back to go back to change installation
options. Click Install to start the installation.
Figure 3-11 Software Installation – ready to install screen (8 of 11)

Chapter 3 Installation and configuration

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The Microsoft SQL Server 2008 Setup Progress screen displays the installation progress for the
SQL server. The DSS install program will install the IRIS OCR engine, an instance of SQL
Server (unless an external database is to be used), and then the DSS software itself. If the
install program detects that some necessary OS components are missing, such as .NET 3.5, it
will also install those components.
Figure 3-12 Software Installation – SQL Server setup progress screen (9 of 11)

10. The Installing HP Digital Sending Software 5.0 screen shows the progress of the software
installation.
Figure 3-13 Software Installation – installation progress screen (10 of 11)

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Installation

11. When the installation completes, the InstallShield Wizard Completed screen appears. Based on
your configuration and the options installed, a reboot of the DSS server might be required. Click
the Launch HP Digital Sending Software 5.0 check box to launch the software when the installer
closes. Click the Show me the readme file check box if you want to see the product readme file
when the installer closes. Click the Show the Windows Installer log check box to view the
Windows log file for the installation. Click Finish to complete the installation.
Figure 3-14 Software Installation – installation complete screen (11 of 11)

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Configuration
The HP Digital Sending Software (DSS) executes as a Windows service and allows users to scan
documents at DSS-enabled devices, and send the scanned images to various types of destinations
(such as e‑mail, fax and folder). This software package includes a Configuration Utility that allows you
to set up DSS features in a way that works best in your environment. Each DSS feature must be
configured before it is available for use on DSS-enabled devices.
Most DSS functions require some configuration of settings within the DSS service as well as settings
within devices managed by DSS to operate as desired. The Configuration utility is used to configure
both service settings and device settings. If you have groups of devices that will share settings, using
templates can help with configuration of device settings.
This section contains the following topics:
●

Configuration Utility

●

Licensing

●

Backup and Restore

●

Device management

●

Authentication

●

General Device configuration

●

Send to Folder

●

Send to E‑mail

●

Send to Fax

●

Send to Workflows

●

Addressing

●

DSS templates

●

External Database Configuration

Configuration Utility
The Configuration Utility manages settings that apply across all DSS-enabled devices, such as an
e‑mail server and Authentication method, and also settings that apply to specific devices. The
Configuration Utility has several display elements to assist you in knowing what data is required to
make DSS features available on devices.

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Configuration

Figure 3-15 Configuration Utility elements

Table 3-6 Configuration Utility elements
Callout

Component

Description

Exclamation point

An exclamation point (!) next to the name of a tab indicates that required
data for that feature has not been supplied, or that some data is invalid. If
an exclamation point exists on any tab you must navigate to that tab and
change the settings so that the exclamation point is removed. There will be
a blue field at the top of the dialog explaining what needs to be changed,
and the fields that require change in the dialog will be surrounded with a
blue border. DO NOT try to apply settings until all exclamation points are
removed.

Asterisk

An asterisk (*) next to the name of a tab indicates that data has been
entered, but not yet applied. The Apply button must be clicked in order to
save the settings.

Outline

Required data is highlighted with an outline around the necessary setting. In
this diagram the Name and UNC Folder Path settings are highlighted to
indicate that those are required.

Licensing
This section contains the following topics:
●

Add licenses

●

Remove licenses

●

Auto-generated licenses

Add licenses
1.

In the DSS Configuration Utility, click the General tab.

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Figure 3-16 General tab – DSS Configuration Utility

In the Licenses section, click Add.... The Add License dialog box appears.
Figure 3-17 Add License dialog box

Type in the 20-digit license key code for the license you are installing, and then click OK.

The new license appears in the Licenses list and the Seats field updates to reflect the additional
seats provided by this license.

Remove licenses
In rare instances it is necessary to remove licenses from the DSS server. One condition that would
prompt license removal from a DSS server would be to install those licenses on a new DSS server.
1.

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In the DSS Configuration Utility, click the General tab.

Configuration

Figure 3-18 General tab – DSS Configuration Utility

In the Licenses section, click the license you want to remove, and then click Remove.

The license is removed from the Licenses list and the Seats field updates to reflect the current
number of seats provided by any remaining licenses.
NOTE: If by removing a license, your total number of seats falls below the number of devices
you currently have configured for Digital Sending features, you will be required to remove
devices from the Device List on the Device Configuration tab to match the number of remaining
sets available.

Auto-generated licenses
The HP LaserJet 9200c and 9250c devices auto-generate a license for use in DSS. This means that
no additional license seat is required for these devices. Once these devices are managed by DSS,
they will automatically generate a license that shows up in the DSS Configuration Utility.

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Backup and Restore
Backup
Figure 3-19 DSS Backup

Click the Backup button on the General tab of the Configuration Utility to reveal the DSS backup
dialog box. The DSS Backup backs up DSS data stored on the DSS server. The DSS Backup does
not include data which is stored on the devices themselves. When a device is opened for
configuration via the Device Configuration tab of the CU, DSS displays device data that is not backed
up.
When performing a DSS backup, all of the server data is collected; users cannot back up a portion of
the DSS data. However, when restoring data from a backup file, an administrator can select which
data to restore. Restoring all of the data at the same time is not a requirement.
By default, DSS assumes backup files will be encrypted. Encrypted backup files contain passwords
that are stored in DSS. Passwords can exist in many places in DSS including (but not limited to):
●

Credentials for SMTP server authentication

●

Credentials for LDAP server access for authentication or addressing

●

Credentials for folder access in Send to Folder, Send to Workflow, or Send to LanFax

Administrators must provide an encryption key for encrypted backup files. Administrators must
remember this key. DSS prompts administrators for it when attempting a Restore from this backup
file.
If the backup is not encrypted, the file will not contain passwords and will be stored in an xml format.
This may be useful in some circumstances (for example, when debugging some error conditions). In
general, HP strongly suggests encrypting back up files. Encryption strengthens security and saves
the administrator from having to remember and re-enter passwords after a Restore.

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Configuration

Restore
Figure 3-20 DSS Restore

Administrators may access the Restore functionality in the CU by selecting the Restore button in the
General tab. The Restore function first prompts the administrator to select a DSS backup file from the
file system. The DSS Restore dialog box appears when the administrator selects a backup file.
Administrators must provide an encryption key for encrypted backup files. This is the same encryption
key provided at the time the backup file was created.
By default, the Restore feature assumes that all data in the backup file will be restored. However,
administrators can restore selected portions of data by clicking the Selective Restore radio button,
then selecting the check boxes beside the desired data items.
By default, the Restore function replaces the data currently on the DSS server with the data from the
backup file. For some types of data, those for which there are lists of items, administrators can
configure Restore to merge the data currently on the system with data from the backup file. Select the
checkbox next to the desired data type to merge data in the Merge Settings area of the Restore
dialog box.
Restore resolves duplicates by renaming one of them when merging settings. For example: if the
current DSS server and the DSS backup file each contain a folder named FOLDER X, then the item
from the backup file will be renamed FOLDER X(2) when it is restored.

Device management
The Device Configuration tab on the Configuration Utility specifies which devices are using the DSS
service and also provides an interface for customizing DSS features for specific devices.

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Figure 3-21 Device Configuration tab

9 10

The Device Configuration tab contains the following elements.
Table 3-7 Device Configuration tab

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Callout

Component

Description

Group List

Use this list to organize the devices using the DSS service.
●

Add Group. Click to create a new group.

●

Remove Group. Click to remove a group.

●

Rename. Click to change a group name.

Configuration

Table 3-7 Device Configuration tab (continued)
Callout

Component

Description

Device List

This list shows the individual devices using the DSS service as well as the
features that are enabled or not enabled on each device. The Device List
contains the following headings:
●

Status

●

Name

●

Send to E‑mail icon

●

Send to Fax icon

●

Send to folder icon

●

Workflow icon

●

Authentication icon

●

Addressing icon

●

Model

●

IP Address

●

Hostname (will be blank if the device has been added by IP address)

●

Description

●

Firmware

Add Device

Click to connect a new device to the DSS service. Once added, the device
will appear in the Device List.

Remove Device

Click to select a device from the list, then click this button to remove the
device.

Device Sign-in

Click this button to enter in a default set of credentials that can be used for
communicating with FutureSmart devices that have their EWS password
enabled.

Total Devices

Displays the total number of devices in the Device List.

Export

Saves, to a .csv file, the list of devices managed by DSS.

Import

Imports, from a .csv file, a list of devices that will be added to any devices
currently in the device list.

Create Template

Select a device in the list and then click the Create Template button to
create a template of device settings that match the settings in the selected
device.

Configure Device

Click to select the device you want to configure, then use the sub-tabs to
configure DSS features for the selected device.

Apply

Click this button to save changes made on this tab.

Add and remove devices
Add a device
1.

On the DSS server, open the Configuration Utility, and then click the Device Configuration tab.

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Figure 3-22 Device Configuration tab

Click Add Device.... The Add Devices dialog box appears.
Figure 3-23 Add Devices dialog box

If you know the hostname or TCP/IP address of the device, you can type it in the Hostname or
IP Address text box under Manually enter a device's network name heading. Click the rightarrow > or press the Enter key to add the device to the Device List.
-orSelect a device from the Devices on the network list, and then click the right-arrow > or press the
Enter key to add the device to the Device List.

Click the OK button to close the Add Devices dialog box.
NOTE: You can add only as many DSS-enabled devices as there are seats available in the
DSS license. The number of seats available appears near the top of the Add Devices dialog box.

Remove a device
1.

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On the DSS server, open the Configuration Utility, and then click the Device Configuration tab.

Configuration

Figure 3-24 Device Configuration tab

In the Device List, click to select the device you want to remove, and then click Remove Device.
The Remove Device dialog box appears.
Figure 3-25 Remove Device dialog box

Click Yes to remove DSS-enabled devices.

Device configuration
After adding a new device (or group of devices), use the following procedure to configure the Digital
Sending features for the device or group.
1.

On the DSS server, open the Configuration Utility and click the Device Configuration tab.

Select a device from the Device List.

Click Configure Device. The dialog box that appears looks similar to the main Configuration
program interface. Use this interface to customize the specific Digital Sending settings for this
device.
NOTE: Use this interface to enable the Digital Sending features for the individual devices.
Even if a feature is enabled on the DSS configuration tabs, it is not available on the device until it
has been enabled in the Configure Device interface.

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On the General tab, server administrators name, phone number, e-mail address, and optional
location.

On the Authentication tab, click to select the check box for the authentication method you want
to use to enable authentication for the selected device. Select the check boxes next to the
features that are being enabled. Enabling authentication requires the user to log in before using
the selected features. Select the network domain from the Default Domain drop-down menu.

On the Send to E‑mail tab, select the Enable Send to E‑mail check box, and then select either
Directly from the device or via the Digital Sender service in the Send E‑mail drop-down list.
When sending e-mail directly from the device, specify the SMTP server, port number, and server
usage settings to use.
Then use the controls in the Address and Message Field Control and File Settings sections to
customize the Send to E‑mail settings for the selected device.

On the Fax tab, select the Enable Fax Send check box to enable the fax feature. Select the
desired fax method in the drop-down menu.

On the Send to Folder tab, select the Enable Send to Folder check box to enable this feature.

On the Send to Workflows tab, select the Enable Send to Workflows check box to enable
workflows and configure settings.

10. On the Addressing tab, select the Enable Network Contacts (use LDAP server) check box if DSS
should retrieve e‑mail addresses directly from an LDAP server. Enter the LDAP server
Hostname or IP address, or click the "Auto Find" button. Then enter the LDAP port number
(usually 389).
11. The Log tab will show a list of job logs for jobs that have been sent from that device.
12. On the Preferences tab, set the default scanner settings and the timeout settings for digital
sending operations. The Preferences tab is only available for pre-FutureSmart devices.
13. Click Apply to save all of the changes.
NOTE: The settings are not propagated to the device until Apply is selected.

Understanding the Device List icons
The Device List on the Device Configuration tab shows the DSS-enabled devices that are currently
being served by DSS. The icon to the left of the device name indicates the status of the device.
Table 3-8 Device List icons
Icon

Description
Communication with the device is established and the configuration settings are known.

The device configuration has not been retrieved since the Configuration Utility was loaded.

DSS can communicate with the device but the device is no longer configured to be managed
by DSS. It is possible that device settings have been reset by an administrator or service
technician from the control panel or using the Embedded Web Server.

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Configuration

Table 3-8 Device List icons (continued)
Icon

Description
The device was seized by another computer that is running the Configuration Utility. The TCP/
IP address of the other computer is available under the Status heading on the Device List. To
reclaim ownership of a seized device, right-click the crossbones icon and click OK in the two
dialog boxes that appear.
DSS is unable to establish communication with the device and the settings are unknown.

Device grouping
Device grouping provides the ability to organize devices for more efficient configuration and
management.
Figure 3-26 Device grouping

Create a device group
1.

Open the Configuration Utility, and then click the Device Configuration tab.

Select the group in which you want to add a new group or select All Devices. Device groups can
be nested within other groups.

Click Add group.

Type a name for the new group.

Add devices to a group

Right-click on a device and select Add to Group.

Click the desired group for this device.

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Remove devices from a group
1.

Right-click on a device and select Remove.

Click Remove from Group.

Authentication
Authentication is a security feature that requires users to provide a network username and password
before using Digital Sending features. Authentication can be turned on or off for individual features
within each device that DSS supports.
NOTE: At no time are the credentials that are used to authenticate at the device written to either the
DSS server or the device hard disk. In addition, although the credentials that the DSS administrator
uses to configure authentication or LDAP addressing are written to the DSS server hard disk,
encryption is incorporated to ensure that these credentials cannot be recovered.

Configure DSS
This section contains the following topics:
●

Authentication methods

Authentication methods
This section describes the two methods of authentication:
●

LDAP authentication

●

Windows Active Directory

LDAP Server
Many modern computer systems store and organize data in Directories. A Directory is a set of data
where the data for a particular entity is kept in a container and all the containers are organized in a
tree structure. Microsoft's Active Directory, the database associated with Windows Domain
Controllers, is a Directory based database, but there are many implementations of Directories from
different vendors. Directories not only store data but provide other services such as security and the
ability to authenticate users for Directory access.
LDAP, or Lightweight Directory Access Protocol, is an industry standard protocol for interacting with
Directories. Servers that host a directory which supports the LDAP protocol are called LDAP servers.
The LDAP configuration tab is where DSS is configured with all of the information it needs to interact
with an LDAP server in order to authenticate a user that has entered LDAP credentials at the device
control panel.

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Configuration

Figure 3-27 Authentication tab – LDAP Server

1
2

The LDAP Server option on the Authentication tab contains the following elements.
Table 3-9 Authentication tab – LDAP Server

Callout

Component

Description

Authentication method

Select LDAP Server from the drop-down menu.

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Table 3-9 Authentication tab – LDAP Server (continued)
Callout

Component

Description

LDAP Sign In Setup

Use the following fields to set up the sign-in method. Provide the
appropriate LDAP attribute name for your environment.
●

LDAP Server address

●

Port number
NOTE: Select Use a secure connection (SSL) to enable an SSL
(Secure Sockets Layer) connection.

●

Bind prefix: This is the attribute that guarantees uniqueness between
any container in the Directory and other containers at the same level in
the directory tree. The is commonly the attribute 'cn', but can be
configured by the LDAP administrator to be any attribute.

●

Bind and Search Root:
The search root is the distinguished name (DN) of the entry in the
LDAP directory where the search is to begin. A DN is made up of
'attribute=value' pairs separated by commas.
In Windows Active Directory Services, the search root normally takes
the form: CN=Users,DC=domain_name,DC=domain_suffix. To
limit the address search even more, for example, to a single
organizational unit (OU), add components to the search root. For
example, to search for users in the "accounting" OU, add
"OU=accounting" to the search root
(OU=accounting,CN=Users,DC=domain_name,DC=domain_suf
fix). By using these methods to configure the search root that is used
in authentication, access to Digital Sending features can be limited to a
subset of users in an organization. Several methods can be used to
determine the search root.
NOTE: On some LDAP servers, the search root can remain blank. In
this case, the root node is assumed to be the starting place.

●

Match the name entered with this attribute

●

Retrieve the user's e‑mail address using this attribute

●

Retrieve the device user's name using this attribute

●

Retrieve the device user's group using this attribute
To allow an exact match only, click to select the Exact match on Group
attribute check box.

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Test LDAP Sign in

Type information into the following fields, and then click Test to test the
LDAP Server sign-in setup.
●

Username

●

Password

Configuration

Figure 3-28 LDAP authentication
Encrypted using SSL

2. User credentials
(simple bind)

3. Authentication result

1. User credentials
(DSMP-encrypted)

6. Authenticated user’s
e-mail addresses

4. LDAP query

5. Query results

HP DSS
server

LDAP
server

Microsoft Windows
When a user signs-in for Windows authentication, they provide a domain, user name, and password.
DSS communicates with the domain controller associated with the domain provided by the user to
authenticate the user. In addition to domain controller authentication, DSS also retrieves some data
items about the user, such as e-mail address, from an LDAP database. By default, the LDAP
database that DSS gathers user information from is the Active Directory database associated with the
domain controller being used to authenticate the user.
Figure 3-29 Authentication tab – Microsoft Windows

1
2
3

The Microsoft Windows option on the Authentication tab contains the following elements.
Table 3-10 Authentication tab – Microsoft Windows

Callout

Component

Description

Authentication method

Select Microsoft Windows from the drop-down menu.

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Table 3-10 Authentication tab – Microsoft Windows (continued)
Callout

Component

Description

Windows Sign in Setup
(Kerberos and NTLM)

Click Add to add domains to the Trusted Domains list. Click Remove to
remove domains from the list. Select the Default Windows Domain from the
drop-down menu.
Use the following fields to set up the sign-in method.

Test Windows Sign In

●

Match the name entered with this attribute

●

Retrieve the user's e‑mail address using this attribute

Type information into the following fields, and then click Test to test the
Microsoft Windows sign-in setup.
●

Domain

●

Username

●

Password

As shown in Figure 3-30 Windows Active Directory authentication on page 62, the following steps
occur during Windows authentication:

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The user types his or her username and password at the device. This information is securely
transmitted to the DSS server.

The DSS program authenticates to the domain through the Windows API to validate the user's
credentials.

If the user's credentials are correct, the Domain Controller returns either the security identifier
(SID) or the BSID (Binary SID).

Using the LDAP interface, DSS queries the LDAP directory for the authenticated user's e‑mail
address.

The LDAP directory returns the authenticated user's e‑mail address.

DSS inserts the authenticated user's e‑mail address in the From: text box of the e‑mail and
prohibits the user from changing the field.

Configuration

Figure 3-30 Windows Active Directory authentication

1. User credentials
(DSMP-encrypted)

6. Authentication user’s
e-mail address

5. Query results

4. LDAP query

LDAP server

2. User credentials
(API-encrypted)

HP DSS
server

3. Authentication result
(API-encrypted)

Domain
controller

Windows Two Server authentication
DSS can be configured to use an LDAP database other than the Active Directory database for user
data retrieval. The configuration for Two Server authentication is partially done using the Windows
authentication user interface and partially done using a configuration file.
All of the fields in the user interface are still used except for the Match the name entered with this
attribute and Retrieve the user's e-mail address using this attribute fields. The Trusted Domains and
Windows default domain settings from the user interface are still required.
The configuration used for Windows Two Server authentication is:
\FileSystems\Product\Dss\Configuration
\HP.Dss.App.Utilities.TwoServerAuthentication.xml
Use this file to configure information DSS needs to find and access the LDAP database and which
attributes to retrieve. See the documentation in the file for further configuration information.

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Configure the Device
Figure 3-31 Authentication subtab – Configure Devices tab set

The Authentication subtab on the Configure Devices tab set contains the following elements.
Table 3-11 Authentication subtab — Configure Devices tab set
Callout

Component

Description

Requires Sign-In: To require that a user must sign-in to use a feature in the
device, check the Requires Sign In checkbox in that feature's row.
Sign In method: In the Sign-In Method drop down list, select the
authentication agent to use for sign-in for that feature.
Authentication agents are software that collect the user's sign-in credentials
and authenticate those credentials against the appropriate authority. The
device firmware has built into it two different possible authentication agents
to choose from, one for Windows authentication and the second for LDAP
authentication.
DSS can also act as an authentication agent (if it was configured to work
that way when configuring the Authentication tab in the DSS service) and
can be chosen from the drop down menu as one of the selections when a
device is managed by DSS. It is also possible that other, 3rd party,
authentication agents will be available to choose from if they have been
installed on this device. Some popular 3rd party agents are HP Access
Control and Safecom.

Authentication

Add the following information to enable authentication.
●

Default domain

General Device configuration
This section contains information about some of the more general sub-tabs available on the
Configure Devices tab set in the Configuration Utility. Use this tab set to configure individual DSSenabled devices. The following tabs are included in this section:

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●

General subtab

●

Addressing subtab

Configuration

●

Log subtab

●

Preferences subtab

For information about the remaining tabs, see the following topics:
●

Table 3-11 Authentication subtab — Configure Devices tab set on page 63

●

Fax subtab — Configure the Device on page 78

●

Table 3-18 Send to Workflows subtab – Configure Devices tab set on page 89

General subtab
Figure 3-32 General subtab in the Configure Devices tab set

The General subtab in the Configure Devices tab set contains the following elements.
Table 3-12 General subtab on the Configure Devices tab set
Callout

Component

Description

Administrator Information

The General tab allows you to configure settings common to all the Digital
Sending features supported on the device.
The device displays the Administrator Contact Information when an error
occurs that requires administrator intervention.

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●

In the Name edit box, enter the name of the person responsible for
maintaining the Digital Sending features of this device.

●

In the E‑mail Address edit box, enter the e‑mail address of the person
responsible for maintaining the Digital Sending features of this device.

●

In the Phone Number (optional) edit box, optionally enter the phone
number of the person responsible for maintaining the Digital Sending
features of this device.

●

In the Location (optional) edit box, optionally enter the physical
location of the person responsible for maintaining the Digital Sending
features of this device.

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Addressing subtab
Figure 3-33 Addressing subtab on the Device Configuration tab set

The Addressing tab is used to configure a device's ability to get address information directly from an
LDAP server, without the use of DSS. This direct device addressing can be used whether or not DSS
LDAP replication is enabled. Any addresses collected directly by the device will be merged with
addresses from DSS address books for the user to select from at the control panel.

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Configuration

Log subtab
The Log subtab on the Configure Device tab set displays the job log information for jobs sent from
that device.
Figure 3-34 Log subtab in the Configure Devices tab set

Preferences subtab
The Preferences subtab is only available on pre-FutureSmart devices.
Figure 3-35 Preferences subtab in the Configure Devices tab set

The Preferences subtab contains the following controls.

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Table 3-13 Preferences subtab on the Configure Devices tab set
Callout

Component

Description

Default Scanner Settings

Use Default Scanner Settings to set the default settings for document size,
expected page content, and duplexing:
●

Original Size

●

Optimize Text/Picture

●

Original Sides

NOTE: On FutureSmart devices these settings are set individually for
each send feature – e-mail, fax, folder, and workflow. On pre-FutureSmart
devices these settings are set once and apply globally to all the send
features.
2

Timeouts

Use the controls in the Time-outs group box to control the delay before the
device returns to its default digital-send settings. The following options are
available to control the auto settings resets:
NOTE: These specific time-outs do not exist for FutureSmart devices.
●

Immediate reset to defaults

●

Delay reset to defaults

●

Number of seconds combo box – choose from 1 to 30 seconds.

Send to Folder
The Digital Sending features of the device can send scanned documents directly to a network folder,
transforming paper-based information into digital images that can be shared, stored, or edited.

Configure DSS
Use the Configuration Utility Send to Folder tab to set up the Send to Folder feature and select
network folders to send to.
Figure 3-36 The Send to Folder tab

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Configuration

Table 3-14 Send to Folder tab
Callout

Component

Description

Predefined folders

The Predefined folders list shows the folders as they are added to the DSS
service. These folders are available at the device. The Display name, UNC
Folder path, and Credentials for each folder are listed here.
The following controls are also available for configuring the folders.

Credentials to Access
Public Folders

●

Add. Click to add a new folder

●

Edit. Click to edit settings for the selected folder.

●

Copy. Click to copy a folder.

●

Remove. Click to remove a folder from the list of available folders.

●

Test. Click to test folder settings.

Use the Credentials to Access Public Folders to define a common set of
service credentials that can be used for Windows folder access. When
defining a folder destination, then these credentials can be configured to be
what DSS uses for folder access rights.
●

Username. Type in the username.

●

Password. Type in the password.

●

Domain. Type in the domain.

To configure the Send to Folder feature
1.

On the DSS server, open the Configuration Utility, and then click the Send to Folder tab.

Select the Enable Send to Folder check box.

Click Add… to add a new folder. The Predefined Folder dialog box appears.

Type a name and description for the folder into the Name and Description text boxes. The name
and description appear on the device control-panel interface.

Click to select one of the following folder types:
NOTE: Supported operating systems for folder destinations are CIFS/SMB-compliant file
systems.
●

Save to a standard shared network folder..

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Figure 3-37 Add a Predefined Folder screen

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Click the Add button to open the Add Network Folder Path screen.

Configuration

Figure 3-38 Add Network Folder Path screen

Click the Browse button to select a folder path.

Select the credentials that should be used to gain access to the folder in the
Authentication Settings section. Click to select Use credentials of user to connect after
Sign-in at the control panel to use the credentials of the user when logged into the
device. Or click to select Use common credentials to use the credentials designated in
the Credentials to Access Public Folders section on the Send to Folder tab. Click
Verify Access to test authentication.

Click the OK button to save the settings. The new folder(s) is added to the Folder
Destinations list.

●

Save to a personal shared folder. This feature will save to a folder path that is stored in an
LDAP attribute. The LDAP attribute is associated with the user name of a signed-in user, so
this feature can only be used when user sign-in is enabled. Type in the name of the LDAP
attribute in which to find the UNC path to the user's folder.

●

Create subfolder based upon user name. This feature customizes the path in which data is
stored by appending the signed-in user's name to the provided UNC path for the final
destination path. User sign-is required for send to folder for this feature to be used. If the
Only allow access to user's own Directory checkbox is not checked then the destination
folder will inherit the permissions of its parent. If the Only allow access to user's own
Directory is checked then DSS will modify the folder permissions so that only the user and
administrators will have access.

Click the Verify folder access prior to job start check box to ensure the target folder is accessible
before each job.

Click OK to save the settings. The new folder is added to the Predefined Folders list.

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Repeat steps 1 through 7 to add more folders.

Click the OK button to save the folder settings.

Configure the Device
In the Configuration Utility, use the Send to Folder subtab on the Device Configuration tab set to set
up the Send to Folder feature on the device.
Configure the device to use Send To Folder
1.

Click to select the Enable Send to Folder check box on the Send To Folder subtab on the
Configure Devices tab set.

To enable options for OCR processing the scanned documents, select an OCR file type from the
Default File Type drop-down menu.

For pre-FutureSmart devices managed by DSS, send to folder jobs always flow through DSS.
For FutureSmart devices, the jobs can be configured to flow through DSS or to be sent directly
from the device.

Send to E‑mail
This section contains the following topics:
●

Configuration overview

●

Configure DSS

●

Configure the Device

Configuration overview
The Digital Sending features of the device can send scanned documents directly to e‑mail,
transforming paper-based information into digital images that can be shared, stored, or edited. This
saves the device user from having to first create and save an electronic copy of a hard-copy
document, and then send it via their mail application. This can now all be done in one step at the
device.

Configure DSS
Use the E‑mail tab of the Configuration Utility to configure and organize the SMTP e‑mail servers that
DSS uses to send e‑mail messages.

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Configuration

Figure 3-39 E‑mail tab

The E‑mail tab contains the following elements.
Table 3-15 E‑mail tab
Callout

Component

Description

Outgoing E‑mail Server
(SMTP) Gateway Server

Use the Outgoing E‑mail Server (SMTP) Gateway Server to manage e‑mail
servers for the DSS server. The e‑mail servers are listed here by priority.
Use the up and down arrows to move e‑mail servers up or down in the list.
The following controls are available for configuring the e‑mail servers.
●

Add. Click to add a new e‑mail server.

●

Edit. Click to edit the settings for an e‑mail server.

●

Remove. Click to remove an e‑mail server from the list.

●

Test. Click to test an e‑mail server.

Configure the e‑mail feature on DSS
1.

On the DSS server, open the Configuration Utility, and then click the E‑mail tab.

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Figure 3-40 The E‑mail tab

Click Add. The Add SMTP Gateway dialog box appears.
Figure 3-41 Add SMTP Gateway dialog box

Type the host name or TCP/IP address of the SMTP server in the Server Name or Address field.
-orOr click Auto Find to find all of the SMTP servers on the network. A list of SMTP servers
appears. Select one or more SMTP servers and click OK.

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Select any of the following additional SMTP gateway options:
●

Enable SMTP SSL Protocol

●

Server Requires Authentication

●

E-mail: Send scanned documents and job status notifications.

Configuration

●

Fax: send faxes when the fax send method is set to Internet Fax. Since the Send to Fax
feature also uses an e-mail interface, checking this box indicates the SMTP server being
configured can be used for both Send to e-mail and Send to Fax.

●

Split e‑mails if larger than (MB). Use this control to set a maximum file size for the specified
SMTP gateway. If an e‑mail attachment exceeds the specified file size, the attachment is
divided into two or more smaller attachments.

●

Send a test e‑mail to. Type an e‑mail address, and then click Send to verify the presence of
the SMTP gateway.
NOTE: If the test fails, double-check the gateway address, and then contact the network
administrator to see if the SMTP server is functioning.

Click OK to add the server to the SMTP Gateway Server list.

If there is more than one SMTP server, use the Move arrow buttons to move SMTP servers to a
different position on the list. DSS attempts to use the first SMTP server when processing an
e‑mail transmission. If the first server is unavailable for use, DSS attempts to use the next server
on the list. DSS continues this process until it finds an available SMTP server.

Configure the Device
1.

On the DSS server, open the Configuration Utility, and then select a device from the list on the
Device Configuration tab.

Click the Configure Device... button, and then select the Send to E-mail tab.

Select the Enable Send to E-mail check box.

In the Send E-mail drop-down menu box, select via the Digital Sending Service if you want email jobs routed via DSS, or select Directly from the device if you want jobs to be sent from the
device.

Configure the rest of the settings as needed.

Send to Fax
This section contains the following topics:
●

Configuration overview

●

Configure DSS

●

Configure the Device

Configuration overview
This section contains the following topics:

●

Analog fax

●

Digital fax

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Analog fax
DSS can be used to configure the settings for the embedded analog fax modem in a device. Use the
Send to Fax tab in the Device Configuration interface to configure these settings on individual
devices.
Digital fax
Digital Fax is the name for a process where the original file is scanned and digitized before it is sent
to its destination via a fax modem. In the DSS digital fax process the original files are scanned on the
device, sent to DSS, and then routed via DSS to a third party software application. The third party
software application processes the digital file and manages the sending of the file over a fax modem.
DSS does not fax the scanned image, it just routes the image to the third party software.
There are two types of digital fax: LAN Fax and Internet Fax. They are differentiated by the method
DSS uses to interact with the fax software. For LAN Fax, DSS delivers the scanned image to the fax
software using a shared folder interface. With Internet Fax, DSS delivers the scanned image via an email interface. For all digital fax jobs, DSS delivers a metadata file with the scanned image file. The
metadata file contains information the fax software needs to send the fax including things like
destination phone number, modem speed to use, etc.

Configure DSS
The Configuration Utility Fax tab controls all of the DSS fax settings. To configure the fax option, first
select the fax delivery method from the Fax Send Method drop-down list. The following options are
available:
●

None

●

LAN Fax

●

Internet Fax

Depending on which method is selected, the applicable settings appear on the Fax tab. Fill in these
settings to complete the fax configuration process.
Internet fax
DSS uses an e-mail interface to communicate with a third party internet fax vendor.

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Configuration

Figure 3-42 Fax tab – Internet fax option

To configure Internet fax
With an Internet fax service, faxes are sent in e‑mail. When using DSS, the user specifies a fax
number at the device, and then the software creates and sends the e‑mail behind the scenes.
1.

On the DSS server, open the Configuration Utility and click the Fax tab.

Select Internet Fax from the Fax Send Method drop-down list.

Set up the Outgoing E‑mail Server (SMTP) Gateway Server. Click the Add... button to open the
Add SMTP Gateway dialog and add the outgoing e-mail server address manually or click the
Auto Find... button to search for servers.
If, when configuring an SMTP server for send to e-mail, the checkbox labeled Fax: send faxes
when the fax send method is set to Internet Fax was checked, then those SMTP servers will
already be shown in the list of servers available for use with Internet Fax.

Type the domain name for the Internet fax provider into the Fax Provider Domain text box (for
example, efax.com). DSS takes the phone number that is typed at the device and then uses this
domain name to create the e‑mail (for example, [phone number]@efax.com).

Type a valid e‑mail address into the Default Fax Account E‑mail Address text box. The Fax
Account E-mail Address is used by third party fax service for billing purposes or as a return
address for notifications. This address is used if the check box labeled If available, use the
user's e-mail address as the Fax Account Address is not checked, or if user sign-in is not
enabled for fax. The Fax Account E-mail address is used as the "from:" address in the e-mail
sent to the fax software.

Enter the T37 prefix. The T37 prefix is an optional data item that may be required by some third
party fax software applications.

Select the default File Format from the drop-down menu.

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Select the check box to use the authenticated user's e‑mail address as the return e‑mail
address. If the device user's e‑mail address is not available, the Default Fax Account E‑mail
Address e‑mail address is used.
NOTE: If you select this option, the user's e‑mail address must be registered with the Internet
fax service provider in order to fax successfully.

Click Apply to save the Internet fax settings.

LAN fax
DSS uses a shared folder interface to communicate with a third party LAN Fax vendor.
Figure 3-43 Fax tab – LAN fax option

To configure LAN fax
Follow these instructions to set up faxing from the device by using the network LAN fax service.
1.

On the DSS server, open the Configuration Utility and click the Fax tab.

Select LAN fax from the Fax Send Method drop-down list.

Select the LAN fax software product name from the Third Party LAN Fax Product drop-down
menu.
NOTE: If you are unsure about whether the product supports notification, select the Generic
LAN fax product without notification support option from the drop-down menu.

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Select the Network Type from the drop-down menu.

Type in the network path in the Folder Path, or click Browse to select the network folder that the
fax software uses.

Enter the Windows credentials of domain, user name, and password that DSS will use for
access rights to the shared folder. Click Verify Folder Access to test the credentials and verify
access to the folder.

Configuration

Complete the Dialing Settings section by typing in the values you want to use in the Maximum
Retry Attempts and Retry Interval (minutes) text boxes.

Complete the Input Settings section by selecting the values you want to use in the Notification
and Error Correction Mode drop-down menus. Type in the value you want to use in the
Notification Timeout (minutes) text box.

Complete the Output Settings section by selecting the values you want to use in the
Transmission Speed and Cover Page drop-down menus.

10. Click Apply to save the LAN fax settings.

Configure the Device
Use the Fax tab to configure the send-to-fax features for the selected device. Depending on the
device type and hardware configuration, some of these options might not be available.
To configure the fax option, first select the fax delivery method from the Fax Send Method drop-down
list. A device can only be configured to use a single fax delivery method at any one time. The
following options are available:
●

Internet Fax Service: When this is selected, configuration is done for the device firmware's ability
to send digital fax to internet fax vendors. DSS is not involved.

●

Lan Fax Service: When this is selected, configuration is done for the device firmware's ability to
send digital fax to LAN fax vendors. DSS is not involved.

●

Internal Modem: When this is selected, the device is configured to send fax via its internal
modem. DSS is not involved.

●

via the Digital Send Service: When this is selected, the device is configured to send faxes via
DSS. This will be either Internet Fax or LAN fax depending on how the DSS service is
configured.

Once the Enable Fax Send check box has been checked and the Fax Send Method is set to via the
Digital Sending Service, configure other settings on the tab as appropriate for your environment.

Send to Workflows
This section contains the following topics:
●

Configuration overview

●

Configure DSS

●

Configure the Device

Configuration overview
Workflows give device users the ability to send additional information along with the scanned
document to a specified location. The additional information is in a file called a metadata file.
Metadata files can be configured by DSS administrators and contain a collection of data items
referred to as prompts. Prompts can be either system generated information or information provided
by the end user after being prompted for input at the control panel when using the workflow.
Third party applications, or in-house applications developed by customers, can be used to monitor for
new scanned image files being delivered to a destination and can subsequently use the metadata
files to decide how to further process the scanned image file.

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The available destinations for workflow are:
●

Folders

●

FTP sites

●

SharePoint®

●

Printers

Metadata files are not created and printed for send to printer workflows. Some reasons to use send to
printer are:
●

When printing a file scanned at a scanner only device

●

When printing a file to a color printer that was scanned at a device with a color scanner but only
a mono printer

Workflow organizational structures
Workflows are arranged in an hierarchical fashion. The top-most level is Groups. The default group is
called the Common Device Group and cannot be deleted. Devices are configured to show only one
Workflow group. If multiple groups are configured, a device will only show a subset of all the
workflows. This can be used to manage large numbers of workflows so users at a device do not have
to navigate through them all to find the one they want. For example, if you wanted the device in the
marketing department to present only marketing specific workflows, you might create a Marketing
Workflow Group that contained a subset of the workflows (the marketing specific ones). You would
then configure the marketing department's device to use the Marketing Workflow Group (see the
Send to Workflow settings in Device Configuration). All your other devices would then be configured
to use the Common Device Group.
The next Workflow level is Menus. Menus are the first level that is viewable at the device's control
panel. Typically, Menus are used to categorize workflows. Within a Menu, you can create another
Menu (up to 30 levels deep) or forms
Forms are workflows. Each form contains information about the workflow destination and file settings
for the scanned file image. Also included in each form is the definition of the metadata file associated
with that workflow, including the metadata file format and which prompts are included.

Configure DSS
The Configuration Utility Workflows tab can also be used to view workflow entries or to set up
workflow processes.

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Configuration

Figure 3-44 The Workflows tab

Table 3-16 Workflows tab
Callout

Component

Description

Workflows

This list shows the workflows that are set up and available for use to any of
the devices connected to the DSS server. Click to select the Display Prompt
Text check box to show the prompt text for each workflow in the list. The
following controls are available to help configure workflows.
●

Add Group. Click to add a group to a workflow.

●

Add Menu. Click to add a menu to a workflow.

●

Add Form. Click to add a form to a workflow.

●

Add Prompts. Click to add prompts to a workflow.

●

Edit. Click to change workflow settings.

●

Remove. Click to remove a workflow from the list.

Configure the menu structure (groups, menus, and forms)
The workflow configuration process comprises three steps:

●

Creating the workflow group, which defines which workflow menus and forms are available on
the device control panel.

●

Creating the workflow menu, which creates logical groups of workflow forms.

●

Creating the workflow form, which accumulates information that the user specifies at the control
panel before initiating a send-to-workflow job.

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Groups
The first step in creating a workflow process is to create a workflow group.
NOTE: Rather than creating a new group, the default group, called the Common Device Group can
also be used. This group cannot be deleted. Custom groups are optional and provide a way to
associate different workflows with different devices or groups of devices.
1.

On the DSS server, open the Configuration Utility and click the Workflows tab.

Click Add Group. The Workflow Group dialog box appears.

Type the name of the new group. The name must be unique.

Click to select either the This group does not contain the devices mentioned below option or the
This group contains workflows that will be used on LJ9065, LJ90 option.

Click OK to save the new group.

Menus
The second step in creating a workflow process is to create a workflow menu.
1.

In the workflow tree, click a group to select it.

Click Add Menu. The Workflow Menu dialog box appears.

Type the name of the new menu. This name must be unique within the workflow group.

Click OK to save the new workflow menu.

Forms
The final step in creating a workflow process is to create a workflow form. Forms are destinationspecific. Four destination types are available:
●

Folder

●

FTP site

●

Printer

●

SharePoint

The following sections describe how to create a workflow form for each of these destination types.
Configuring metadata files
Metadata files are configured within the forms for folder, FTP, and SharePoint® destinations. Each
form has its own metadata file, but all the metadata files share the same configuration user interface.
This section will describe the metadata configuration sub-section of form configuration.

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From the Meta Data File Settings section of a workflow form, select the file type for the metadata
file from the File Format drop-down menu. The options are None, HPS, XML, or FNA. The
metadata file contains the data that is collected by the workflow prompts. If no prompts are being
created, select None.

In the Prompts area, define any appropriate prompts and expected responses for the user of the
workflow form. The prompts appear on the device control panel. The responses to the prompts

Configuration

are saved in the metadata file, which is stored with the document image for use by the thirdparty workflow software program.
Follow these instructions to add prompts.
a.

Click Add. The Add Prompts dialog box appears.
Figure 3-45 Add Prompts dialog box

Prompts that are already available are listed on the left hand side of the dialog. To create
new prompts, click the New... button. This opens the Workflow Prompt dialog box.
Figure 3-46 Workflow Prompt dialog box

Under Prompt Settings in the Workflow Prompt dialog box, type the Prompt Name.
This name is used internally and is not visible to the user. It must be unique within the
workflow form.

ii.

Select the Hidden check box if the prompt is not to be shown to the user. Hidden
prompts are typically used to send specific unaltered information to the third-party
programs in the metadata file. When the Hidden check box is selected, a Prompt
Information text box appears. Type the information for the hidden prompt in the Prompt
Information text box.

iii.

In the Prompt Text text box, type the text that you want to appear on the device control
panel.

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iv.

In the Help Text text box, type the help text for the prompt. The help text appears if the
user touches HELP on the device control panel while the prompt is on the screen.

Select a setting from the Response Settings drop-down menu. The following table
provides a description of each option.
Table 3-17 Response format options
Format

Attributes

String Entry

●

The user can type any alphanumeric string.

●

Minimum length: 1

●

Maximum length: 127

●

The user is limited to typing numbers only.

●

Decimal places range from 0 to 15

●

Minimum Value: 0

●

Maximum Value: 4294967295

Selection List

●

The user can select from a list of options.

Date

●

The user is limited to typing a date value in the form of HH/DD/YYYY. The
date format cannot be changed.

Time

●

The user is limited to typing a time value in the form of HH:MM:SS using the
24-hour clock. The time format cannot be changed.

Number Entry

vi.

Click to select the User must supply a response check box to require a response to the
prompt.

vii. Click to select the Password Privacy check box to have passwords displayed as
asterisks.
viii. As appropriate, type a default response in the Default Response text box. The
program uses the default response if the user does not provide a response to the
prompt. Specify the Minimum Length and Maximum Length by typing values in the text
boxes.
ix.

Click OK to save the prompt settings. The new prompt is added to the Prompts List in
the Add Prompts dialog box.

Repeat steps as needed to create more prompts.

After creating the new prompts, move any of the available prompts you want in this
metadata file by selecting the prompt and then clicking the right arrow to move it to the
Prompt List. You can change the order the prompt data will appear in the file by using the
up and down arrows to the right of the prompt list.

Click OK to accept the new set of prompts. The new prompts appear in the Prompts area of
the Workflow Form dialog box.

Folder
To create a workflow form for a folder destination
1.

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Click a workflow menu to select it.

Configuration

Click Add Form. The Workflow Form dialog box appears.
Figure 3-47 Workflow Form dialog box

In the Form Name text box, type a name for the new form. The name must be unique within the
workflow menu.

Select Folder from the Destination Type drop-down list.
NOTE: Based on the option selected, the options on the Workflow Form dialog box change.
This procedure applies to the Folder option. See the following sections for instructions for
creating a workflow form for an FTP site or a printer.

In the Authentication Settings section, click to select the Use credentials of user to connect after
Sign In at the control panel option to have DSS use the credentials of the user that is logged into
the device. Or click to select the Always use these credentials option.

Select the Network Type from the drop-down menu. Type the path for the destination folder in
the Folder Path text box, or browse to select a path. Type in the Windows Domain, Username,
and Password. Click Verify Access to test the credentials.

Select a setting from the Image Presets drop-down menu, if needed.

Under Scan Settings and File Settings, select the settings for the scanned file. These should be
the settings that the third-party software program that processes the file requires.

Configure the metadata settings. See Configuring metadata files on page 81.

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10. Click OK to accept all of the settings on the Workflow Form dialog box. The new form appears in
the workflows list on the Workflows tab.
NOTE: A workflow form can be edited at any time by selecting it, and then clicking Edit.
11. Click Apply to save the new workflow settings.
FTP site
The following instructions describe how to send a workflow document to an FTP site rather than a
network folder.
1.

Click a workflow menu to select it.

Click Add Form. The Workflow Form dialog box appears.
Figure 3-48 Workflow form for an FTP site

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In the Form Name text box, type a name for the new form. The name must be unique within the
workflow menu.

Select FTP Site in the Destination Type drop-down menu.

In the FTP Server text box, type the host name or TCP/IP address of the FTP server.

In the FTP Path text box, type in the path to the directory on the FTP server that will hold the
scanned documents.

Configuration

In the Authentication Settings section, type in the username and password that are required for
the FTP server.

Select a setting from the Image Presets drop-down menu, if needed.

Under Scan Settings and File Settings, select the settings for the scanned file. These should be
the settings that the third-party software program that processes the file requires.

10. Configure the metadata settings. See Configuring metadata files on page 81.
11. Click OK to accept all of the settings on the Workflow Form dialog box. The new form appears in
the workflows list on the Workflows tab.
NOTE: A workflow form can be edited at any time by selecting it and then clicking Edit.
12. Click Apply to save the new workflow settings.
Printer
The following instructions describe how a workflow form can also be used to send a scanned
document to a network printer to be printed.
1.

Click a workflow menu to select it.

Click Add Form. The Workflow Form dialog box appears.
Figure 3-49 Workflow form for a printer

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In the Form Name text box, type a name for the new form. The name must be unique within the
workflow menu.

Select Printer in the Destination Type drop-down menu.

In the Select Printer drop-down menu, select a printer from the list of available network printers.
DSS can only print to printers that are installed and available on the DSS server as seen in the
Windows control panel's printers section.

Select one of the option buttons to use the default or custom printer preferences. If custom
printer preferences are selected, click Preferences to set them up.
NOTE: The device user cannot change any of these print settings from the device control
panel.

Select a setting from the Image Presets drop-down menu, if needed. Options include Color
Document and Photo.

Under Scan Settings, select the settings for the scanned file. These should be the settings that
the third-party software program that processes the file requires.

Click OK to save the workflow form.

10. Click Apply to save the settings on the Workflow tab.
NOTE:

Metadata files are not available for printer destinations.

Sharepoint®
The following instructions describe how to send a workflow document to a Sharepoint® site rather
than a network folder.
1.

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Click a workflow menu to select it.

Configuration

Click Add Form. The Workflow Form dialog box appears.
Figure 3-50 Workflow Form dialog box

In the Form Name text box, type a name for the new form. The name must be unique within the
workflow menu.

Select Sharepoint® in the Destination Type drop-down menu.

In the Sharepoint® Path field, type the URL path to the Sharepoint® server.
It is typical to get a Sharepoint® destination path by navigating to the Sharepoint® location in a
web browser, and then copying the path. When this is done, the path information is in the form of
a URL that may contain some ASCII equivalents for characters instead of the characters
themselves. A common example is to see "%20" instead of a space character. For example:
http://sharepointname.company.com/folderlevel1%20name1/folderlevel2
URL's must be converted to a form that has the characters in them, not their ASCII equivalents.
Click the Generate Short URL button to perform this conversion. For the example above the
URL will be converted to:
http://sharepointname.company.com/folderlevel1 name1/folderlevel2

In the Authentication Settings section, type in the username and password that are required for
the Sharepoint® server.

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the device. Or click to select the Always use these credentials option and then type in the
Windows Domain, Username, and Password. Click Verify Access to test the credentials.
8.

Select a setting from the Image Presets drop-down menu, if needed.

Under Scan Settings and File Settings, select the settings for the scanned file.

Configure the Device
The Send to Workflows subtab is shown in the following illustration.
Figure 3-51 Send to Workflows subtab in the Configure Devices tab set

1
2

Table 3-18 Send to Workflows subtab – Configure Devices tab set
Callout

Component

Description

Enable Send to Workflows

Click to select the Enable Send to Workflows check box.

Workflow Group

Select a workflow group from the drop-down menu.

Configure the device to use Send To Workflows

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Click to select the Enable Send to Workflows check box on the Send To Workflows tab on the
Device Configuration tab set.

Select a workflow from the Workflow Group drop-down menu.

Click Apply.

Configuration

Addressing
This section contains the following topics:
●

Address Book Manager

●

Personal address books

●

Exchange contacts

●

Guest address book

●

Public address book

●

LDAP replication

●

LDAP filters

●

Configure DSS for Windows Active Directory Services

Address Book Manager
Use the Address Book Manager on the Addressing tab to manage the address books for the DSS
service.
Figure 3-52 Address Book Manager

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Table 3-19 Address Book Manager
Callout

Component

Description

DSS Address Books

The DSS Address Books list shows the address books available to the
devices connected to the DSS server. Click an address book to see the
address book contacts appear in the window to the right. Use the following
controls to configure the address books

Address Book Contacts

●

Export. Click to export an address book.

●

Delete. Click to delete an address book from the list.

●

Import Address Book. Click to import an address book.

The address book contacts appear in this part of the window. Use the
following controls to manage contacts.
●

Refresh. Click to update the contacts list.

●

Add Contact. Click to add a contact.

●

Add Group. Click to add a group.

●

Edit. Click to edit a contact.

●

Delete. Click to delete a contact.

●

Finish. Click to close the Address Book Manager.

Importing addresses using the Address Book Manager
E‑mail addresses can be imported from the Address Book Manager so that they can be made
available to devices served by DSS. Four types of e‑mail address lists can be imported:
●

.CSV

●

.HPB

●

.LDIF

●

Microsoft Exchange

Configuring address books on the Addressing tab
Use the Configuration Utility Addressing tab to configure DSS to make centralized address books
available to digital-sender users.

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Configuration

Figure 3-53 The Addressing tab

1
2

3
4

Table 3-20 Addressing tab
Callout

Component

Description

Search Method

Click to select Quick Search to find matches beginning with the search
string. Click to select Detailed Search to find matches containing the search
string.

Personal Contacts

The personal contacts for a user can be retrieved from a Microsoft
Exchange Server if the user has a personal address book (PAB) associated
with his or her user account.
Click to select the Enable Personal Contacts (when users sign into
Windows at the device) check box to enable this feature. Then type in the
Windows Domain, Username, and Password. To test the credentials, type
at least 3 characters into the Test text box, and then click Test.

LDAP Replication

Click to select the Enable Network Contacts (use LDAP server) check box,
and then follow the steps below.
●

●

Chapter 3 Installation and configuration

Network Directory Server (LDAP) (Step 1). Use the following controls
to designate the LDAP server.
◦

Type the hostname or IP address in the LDAP Server Address
text box or click AutoFind to have DSS find the LDAP server
address.

◦

Click to select the Use a secure connection (SSL) check box.

◦

Type the port number in the Port text box.

Server Authentication Requirements (Step 2). Click to select one of the
following options.
◦

Server does not require authentication.

◦

Server requires authentication.

LDAP Database Search Settings (Step 3). Use the following controls
to configure the search settings.

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Table 3-20 Addressing tab (continued)
Callout

Component

Address Book Manager

Description
◦

Type in the Path to Start Search (BaseDN, Search Root) or click
Auto Find to have DSS find the path.

◦

Select a Source for Attribute Names or click Auto Find to have
DSS find the source.

◦

Type in the attribute to match the recipient's name, e‑mail
address, and fax number.

◦

In the Advanced Search Options section, Select the Maximum
LDAP Addresses and the Maximum Search Time from the dropdown menus, and then type in the LDAP Filter Condition in the
text box.

●

Test for LDAP Retrieval (Step 4). Type in at least 3 characters to test
the retrieval of address book entries using the LDAP setup, and then
click Test.

●

Sync Schedule (Step 5). Select a sync schedule from the drop-down
menu, or click Sync now. The last replication shows in the text box.

Click this button to launch the Address Book Manager. For more
information, see Address Book Manager on page 90.

Configuring Personal Contacts feature
When the Enable Personal Contacts check box on the Addressing tab is selected, users can gain
access to their personal Outlook contacts address books at the device. Exchange Contacts support is
only available if authentication is enabled and the authentication method is set to Microsoft Windows.
See Authentication on page 57 for more information.
Configuring DSS address books
DSS uses address books to store e‑mail addresses that a user types at the device. If user
authentication is enabled on the device, addresses are stored in a user's personal DSS address
book. Otherwise, the addresses are stored in a public DSS address book. These DSS address books
are available to every digital sender or device that DSS supports. If the addresses that are contained
in these address books are no longer needed, they can be deleted by clicking Clear in the DSS
Address Books section of the Addressing tab. This lists all existing address books, so that one or
more of them can be selected.
Configuring LDAP directory replication
The e‑mail addresses and fax numbers in the address book come from several sources:
●

The LDAP server on the network

●

Destinations that users have previously specified at the control panel

●

E‑mail and fax address books that have been created by using the HP Address Book Manager

One of two methods can be used to synchronize the digital-sender address books with the LDAP
server. Table 3-21 Address book synchronization on page 94 contains descriptions of these
methods.

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Configuration

Table 3-21 Address book synchronization
Method

Description

Effect at the control panel

Using a replicated LDAP address book

DSS takes a snapshot of the LDAP
server database and populates the
device address book with the
addresses that it finds. The
Configuration Utility can be used to
either initiate the task manually or
schedule it to run automatically at a
certain time.

As the user types the initial characters
in a name, the device attempts to
complete the name from the names in
the address book. The user types more
characters until a match is found. When
the user selects a name, the associated
e‑mail address is automatically
selected.

Using an LDAP address book directly

Firmware in the device initiates and
resolves name queries directly with the
LDAP server. The administrator does
not need to synchronize the address
book with the LDAP server, either
manually or according to a schedule.

The user types a partial name. The
device shows the list of resulting names
from the LDAP server. When the user
selects a name, the associated e‑mail
address is automatically selected.

NOTE: If the device is configured to use an LDAP address book directly, it cannot gain access to
the replicated address book. If replication is used, only the display names and e‑mail addresses are
replicated.

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To set up automatic replication of the LDAP address book
1.

On the DSS server, open the Configuration Utility, and then click the Addressing tab.

Click to select the Enable Network Contacts check box. The screen expands to show the steps
for configuring the LDAP server.
Figure 3-54 Enable Network Contacts section

Click the arrow next to Sync schedule. The screen expands to show sync options.

Select a replication schedule from the Sync drop-down menu. Click Sync Now to replicate now.
The Last Replication text box displays the last time the LDAP address book was replicated.

Personal address books
The Personal address book feature is automatically activated when users are authenticated at the
device. The feature allows users to access and maintain a Personal address book from the front
panel of any devices connected to the same DSS server.
An administrator can manage the contents of the Personal address books using the Address Book
Management tab in the Configuration Utility.

Exchange contacts
The Exchange Contacts feature allows users to access their Microsoft Exchange Contacts from the
front panel of devices. The feature must be activated in the DSS Configuration Utility. Users have
read only access to the Exchange Contacts – entries added from the front panel of the device go into
the Personal address book.

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Configuration

Guest address book
The Guest address book is always available to all devices and cannot be disabled. This address book
is used to store addresses added by un-authenticated users ("guests") from the front panel of
devices.

Public address book
The Public address book is always available to all devices and cannot be disabled. An administrator
can use the Address Book Management tab in the Configuration Utility to manage the contents of the
address book.
When enabled any address book entries added from the front panel of devices by un-authenticated
users will be put into the Public address book – and thereby be available to all other devices
connected to the same DSS server.
Use the Public Address Book when certain e‑mail addresses and/or fax numbers need to be available
to all devices.

LDAP replication
The LDAP Replication feature is designed to off-load LDAP servers by replicating the information into
the DSS address book at a schedule set by the administrator. The address book information
replicated from LDAP is stored in a dedicated, read-only and hidden address book.
The configuration settings for LDAP Replication are very similar to those for LDAP Addressing. The
administrator needs to supply the address/name of the LDAP server, which port to connect to, the
"bind" method and credentials, as well as the "search root" (search context) and attribute settings.

LDAP filters
When doing an LDAP search, users and groups will appear in the result found.
To be able to filter the LDAP search, follow these steps.
1.

Open the Configuration Utility, and then click the Device Configuration tab

Click to select the device that you would like to filter. Click Configure Devices.
NOTE: If all the devices need this filter, configure one and then copy the configuration to the
other devices.

The Configure Devices dialog box appears. Click the Addressing subtab.

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Click to select the Enable Network Contacts (use LDAP server) check box, and then click the
arrow next to LDAP Database Search Settings (Step 3).
Figure 3-55 The LDAP Database Search Settings section

In the LDAP Filter condition text box, type in the syntax to filter the LDAP search.
To exclude the groups setting for Exchange 5.5, the filter would be (!
(objectclass=groupofnames)).
Other e‑mail settings could include but not limited to the following:

●

iPlanet: (!(objectclass=groupofuniquenames))

●

Active Directory: (!(objectclass=group))

Click Apply.

Configure DSS for Windows Active Directory Services
You must install the Digital Sending Software and ensure that the Digital Sending Service is running
before you can configure the software for the Windows Active Directory environment.
Configure Authentication
Follow these steps to configure Authentication for the Windows Active Directory environment.
1.

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Open the DSS Configuration Utility and click on the Authentication tab.

Configuration

Click to select the Enable Authentication check box, and then select Microsoft Windows from the
Authentication Method drop-down menu.
Figure 3-56 Authentication tab

Type in the domain name in the Trusted Domains text box, and then click Add.

In the Test Windows Sign In section, select the domain from the Domain drop-down menu, and
then type in the username and password for an authenticated user in the Username and
Password text boxes. Click Test to test the credentials.

Click Apply.

Configure Addressing
Devices configured to use the Digital Sending Software can be configured to use one of two different
types of address books: (1) an address book that resides on the server on which the Digital Sending
Software is installed, and (2) the Global Address List (GAL) that exists as data in Active Directory.
You can only configure a device to use one of these addressing methods at a time.
In option one, the Digital Sending Software can be configured to periodically export data from the
Global Address List to the service-based address book. Or, by using the Address Book Manager (an
optional component of the Digital Sending Software) administrators can create recipients by entering
names and e‑mail addresses or can import lists of recipients in several popular formats. In either
case, devices perform queries of the service-based address book as users enter a recipient's e‑mail
address at the control panel of the device. Option one has the advantage that NTLM can be used to
"bind" (authenticate) to the Active Directory server. Option two only provides Simple authentication.

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NOTE: NTLM authentication can be used as the bind method for option one. Option two only
provides Simple authentication. If Simple is chosen, the username and password are transmitted over
the network as ‘cleartext.’ This means that this information can be read by anyone with access to the
data on the network.
Configure the Service-Based Address Book
Follow these steps to configure the service-based address book.
1.

Open the DSS Configuration Utility and click the Addressing tab.

Click to select the Enable Network Contacts (use LDAP server) check box.

In the Network Directory Server (LDAP) Step 1 section, type in the IP address or Hostname of
the Domain Controller or Global Catalog Server in the LDAP Server Address text box.
NOTE: If the Global Catalog Server is used, the default LDAP port must be changed to 3268.

In the Server Authentication Requirements (Step 2) section, click to select the Server requires
authentication option, and then select NTLM from the drop-down menu.

Type the credentials of an authenticated user into the Username, Password, and Domain text
boxes.

In the Sync Schedule section, select the replication frequency.

Click Apply.

Configure individual devices to connect to the LDAP interface of Active Directory
1.

Open the DSS Configuration Utility, and then click the Device Configuration tab.

Click to select the device you want to configure, and then click Configure Device.

Click the Authentication subtab. Set the Authentication Method to Microsoft Windows.

Set the Login Method to Simple.

Type in the credentials of an authenticated user into the Username, Password, and Domain text
boxes.

Type the IP Address or Hostname of the Domain Controller or Global Catalog Server.

Make sure the LDAP Database is Alphabetized check box is not selected. When configuring for
Active Directory Services, in most cases, having this check box selected will cause names
shown in the list of matching names to not appear in alphabetical order.

Click Apply.

DSS templates
DSS templates are collections of device configuration settings that can be applied to individual
products or groups of products. Templates configure a product’s settings at the time that they are
applied to the product. There is no automated mechanism to maintain a product’s settings to match a
template. A product’s settings can change after a template has been applied due to manual editing or
the application of different template(s).
DSS template types are divided into the two following product-family classes:

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Configuration

●

Pre-FutureSmart

●

FutureSmart

Pre-FutureSmart templates are derived from the configuration settings of pre-FutureSmart products.
FutureSmart templates are derived from the configuration settings of FutureSmart products. For more
information on creating templates, see Create a template on page 100.
The Template Product Family column in the Template List area of the Template Configuration tab
lists the product-family class for each template. Move your cursor over the 'i'

icon to view the

firmware version of the product used to create the template and the products supported by the
template family.
Figure 3-57 DSS template family firmware and supported products view

This section contains the following topics:
●

Create a template

●

Use the Template Configuration tab to manage templates

●

Apply a template

Create a template
Create a DSS template:
1.

Click the Device Configuration tab.

Select a product from the Device List area.

Right-click the selected product, and then click Create Template from the menu.

Type a name for the template in the Name field.

Type a description for the template in the Description field.
NOTE: The Configurable Features section of this dialog window is read-only when creating a
template.

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Click the OK button to complete the creation of the template.

Check the template to be sure there are no issues. To check for issues, configure the template
and make sure none of the tabs within the template show an exclamation mark (!) next to the tab
name. If an exclamation mark is present, go to that tab and fix the problem, and then save the
changes. See Configure a template on page 105 for information on configuring templates.
NOTE: New templates can have issues if the settings copied from the device are incomplete or
conflict with other settings. For example, if a device is configured to send faxes via its internal
modem but no Country/Region is configured.
A second source of template issues can occur because, due to security controls, passwords
cannot be retrieved from FutureSmart devices. For example, if a device has a quickset that
requires a password, then when the template is first created it will need a password for that
quickset but no password will be present. FutureSmart templates require that passwords that
exist on the device when a template is created be re-entered into the template after the template
is created.
Failure to correct template issues such as these will result in errors when trying to apply the
template to devices.

After a template is created, it becomes available for editing on the Template Configuration tab and
can be applied to products present on the Device Configuration tab. For more information on applying
templates, see Apply a template on page 105.

Use the Template Configuration tab to manage templates
Use the Template Configuration tab to view and edit DSS templates and template groups.

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Configuration 101

Figure 3-58 DSS Template Configuration tab

Table 3-22 DSS Template Configuration tab
Callout

Component

Description

Template
Groups

A list of the template groups defined on the DSS server.

Template List

A list of the templates defined on the DSS server.

Template groups
The Template Groups area of the Template Configuration tab allows you to create, organize, and
group templates for application to products.
Create a template group
Use the following steps to create a template group:
1.

Click the Add Group... button in the Template Groups area.

Type a name for the group in the Group Name field.

Click the OK button to save the group.

Template groups can be nested beneath other template groups. To nest an existing template group,
drag and drop the group onto another group. To create a nested template group, select an existing
group before creating the new group. The new template group will be created beneath the selected
existing group.

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Figure 3-59 DSS template groups

Table 3-23 DSS template groups
Callout

Component

Description

Nested
template
groups

A list of the nested template groups defined on the DSS server.

Templates
contained in
the nested
group

A list of the templates defined in a nested template group on the DSS server.

Apply Order

Lists the order of application of templates in a group.

Add a template to a group
▲

Select one or more templates from the Template List area.
Right-click the selected template(s), select Add to Group, and then click the group to add the
template(s).
-orDrag and drop the template(s) onto the group in the Template Groups area.

The templates in a group are given an order of application for when they are applied to a product.
This order of application is listed in the group's Apply Order column.
The apply order for a template group designates the order in which templates in the group, and their
associated device settings, are applied to a product. The template with the greatest numerical apply
order value is applied last.
For example, if two templates in the same group both have send to folder settings defined, the send
to folder settings defined in the template with the higher numerical apply order value will take
precedence. However, a template with a lower numerical apply order value may have a group of
settings not defined in templates with higher apply order values. In this case, that group of settings
would be part of the overall settings applied to the selected product.

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Configuration 103

The following table is a scaled down example of template application ordering and settings
precedence.
Table 3-24 Template groups apply order example
Template example

Apply order

Settings

Template A

Send to folder
●

Default Color Preference: Black/Gray

●

Default Resolution: 600 dpi

General
●
Template B

Final net settings

Template A +
Template B
Template B takes
precedence for
common settings.
Settings in Template
A, but not in
Template B, are
included.

Name: Admin

Send to folder
●

Default Color Preference: Color

●

Default Resolution: 200 dpi

Send to folder
●

Default Color Preference: Color

●

Default Resolution: 200 dpi

General
●

Name: Admin

Use the Remove Group... and Rename buttons to remove or rename groups in the Template Groups
area.
Template list
The Template List area of the Template Configuration tab lists all the available templates on the DSS
server. DSS templates can be edited, copied, removed, and configured in this area.
Edit a template
Use the following steps to edit a template:
1.

Select a template from the Template List area.

Click the Edit Template... button.

Change the Name, Description, or Configurable Features settings for the template.

Click the OK button to save your changes.

Copy a template
The copy template functionality allows you to create a new template, with a unique name, based on
an existing template. When creating a copy of a template, the Configurable Features defined in the
source template may be changed for the new template.

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NOTE: The model number and firmware version of the product used to create the original template
are available on the Information tab of the copied template.
1.

Select a template from the Template List area to copy.

Click the Copy Template... button.

Enter a unique name for the copied template in the Name field.
NOTE: Copied templates cannot be saved with the name of an existing template.

Enter a description for the template in the Description field.

Select, or de-select, any features in the Configurable Features area.

Click the OK button to save the copied template.

Remove a template
Use the following steps to remove a template from the DSS server:
1.

Select a template from the Template List area.

Click the Remove Template... button.

Click the Yes button in the dialog window to confirm the removal of the template.

NOTE:

The template is also removed from any groups it has been associated with.

Configure a template
The configure template option allows specific changes to be made to a template's settings. Clicking
the Configure Template button opens a set of tabs containing tabs for each configurable feature
specified in the template settings.
For example, if the Send to Folder feature has been checked in the Configurable Features area of the
template, the Send to Folder settings tab will be available for editing in the Configure Template subtab set.
Use the following steps to configure a template:
1.

Select a template from the Template List area.

Click the Configure Template... button.

Edit the template settings.

Click the Apply button.

Click the OK button.

Apply a template
A DSS-enabled product can have either individual templates or template groups applied to it.
Templates and template groups can also be applied to device groups.
Use the following steps to apply templates to a product:

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Configuration 105

Click the Device Configuration tab.

Select a device from the Device List.

Right-click the selected device.

Choose Apply Template to apply a single template to the device, or choose Apply Template
Group to apply a template group to the device.

The Template Apply Summary window displays, listing the specific details of the template application
process. The Description column lists whether the template or template group was successfully
applied.
Template settings can be overridden by changes to the product settings made at the product controlpanel. If the settings in a template are not being applied as expected, it might be necessary to reapply
the template to the product.

External Database Configuration
The primary means for configuring DSS to use an external database, which is any database other
than the one DSS installs by default, is during installation. It is also possible to change the database
that DSS uses, either from the default database to an external database, or from one external
database to another, after software installation. This is done by running a utility that allows the
administrator to change the connection string that DSS uses to connect to its database. This must
only be done with CAREFUL CONSIDERATION of the following point:
●

Data that exists in the database which DSS is currently using will be lost and not transferred to
the new database. This includes, but is not limited to, DSS address books and job logs.

To change the database connection string after installation:
1.

Run the utility
\scripts\ExternalDbConfigurationUtility
\Hp.Dss.Utility.ExternalDbConfiguration.exe
This utility provides the same UI for setting the database connection string as seen during
installation. See step seven of Installer screens and options on page 37 for instructions.

Stop and then re-start the DSS service

Remove all the FutureSmart devices from DSS, and then add them back to DSS.

106 Chapter 3 Installation and configuration

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Support and troubleshooting

This chapter contains the following topics:

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●

Obtaining support

●

DSS error messages

107

Obtaining support
This section contains the following topics:
●

HP Customer Care service and support

●

Finding documentation and other supporting information

●

Using Internet support

HP Customer Care service and support
HP provides free phone support for Digital Sending Software. The support is provided by the
HP LaserJet support organization. For contact numbers, please visit www.hp.com/support.

Finding documentation and other supporting information
The following table outlines the source for, and description of, the information that is available about
issues that can arise when using HP DSS.
Table 4-1 Sources of information
Source

Description

Device online Help system

DSS-enabled devices feature an online Help system that provides instructions for
resolving common problems. To use Help, press ? on the control panel.

DSS event log

The event log is a list of major events that DSS encounters. It can be accessed by
navigating to the Log tab of the DSS Configuration Utility.
Two logs can be viewed:
●

The Configuration Utility Log tab shows general log messages for DSS.

●

In the Device Configuration section of the Configuration Utility, a second Log
tab shows log messages that are specific to the selected device.

See the Help file for the Configuration Utility for a list of messages and
recommended actions.
Windows Event Viewer messages

The Windows Application Event log and System Event log can provide significant
information for issue resolution. Both logs may contain some information logged
by DSS, as well as information logged by other applications, that can point to the
causes of DSS behavior

Control-panel messages

Messages appear on the device control panel to report Digital Sending problems.

Configuration Utility messages

Messages appear in the Configuration Utility when problems occur.

Alert notifications

E‑mail alert notifications can be sent when Digital Sending problems occur.
Administrators can configure DSS to send alert e-mails on the General tab of the
Configuration Utility.

Using Internet support
Information about the software and all documentation can be found at the following Website:
www.hp.com/support/dss

108 Chapter 4 Support and troubleshooting

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DSS error messages
Select the Notify administrator of critical error check box on the General tab of the Configuration
Utility to receive e‑mail messages when critical errors occur. The subject line of these e‑mail
messages reads: Digital Sending Software – Critical Error Notification. The e‑mail message body
reads as follows: "The Digital Sending Software server [server TCP/IP] incurred a critical error [error
message]. This error might require administrative action."
This section lists some of the critical-error messages that might be sent.
Table 4-2 Critical error messages

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Error Message

Suggested Actions

Insufficient disk space to allow job

Check available disk space on the DSS server. In some
high-usage environments where numerous devices are
configured in DSS, several gigabytes of free disk space
might be required during peak usage periods.

A notification message was not printed on the [device TCP/
IP] printer

Verify that DSS can communicate with the device that is
indicated in the message.

Address Book checking terminated with a severe corruption
indication

Call HP Support or an authorized service provider. The
Address Book might need to be rebuilt.

The SMTP server didn't accept the e‑mail message because
it was too big

Reduce the e‑mail size limit in DSS to a number less than
the limit that is configured at the SMTP server.

A disk file was not downloaded to the [device IP] printer

Remove the device (indicated by the TCP/IP address) and
add the device back again to DSS.

DSS error messages 109

110 Chapter 4 Support and troubleshooting

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Index

A
Address Book Manager (ABM)
90
importing addresses 91
addressing
Address Book Manager
(ABM) 90
configuring address books 91
Exchange contacts 95
guest address books 96
LDAP filters 96
LDAP replication 96
personal address books 95
public address books 96
authentication
device settings 63
LDAP server 57
Microsoft Windows 60
C
checklist, installation 37
Configuration Utility
add devices to a device
group 56
add licenses 46
adding devices 52
Addressing tab 90
authentication 57
authentication methods 57
Authentication tab 57
auto-generate licenses 48
Configure Devices tab 63
create a device group 56
device addressing settings 65
device configuration 54, 63
Device Configuration tab 50
device default settings 66
device list, overview 55
device log settings 66

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device management 50
device settings 54, 63
general device settings 64
licensing 46
Log tab 66
Preferences tab 66
remote version 13
remove devices from a device
group 57
remove licenses 47
removing devices 53
Send to Fax settings 74
Send to Folder settings 67, 71
Send to Workflow settings 78
settings 12
using the Configuration Utility
45
D
database
data structures 17
technical overview 15
device
firmware requirements 28
hardware requirements 26
software requirements 24
devices
supported devices 5
digital sending
Digital Sending Software
(DSS) 6
Embedded Digital Sending 6
types 6
Digital Sending Software 6
advantages 3
Configuration Utility 12
database 15
differences with Web
Jetadmin 9

DSS service 13
enabled devices 14
local data store 16
using the Configuration Utility
45
Windows Active Directory
Services settings 97
documentation 108
drivers, install
license agreement 38
DSS. See Digital Sending
Software
E
error messages 109
Exchange contacts 95
F
fax

internet 16
LAN 16
firmware
requirements 28
G
guest address books

H
hardware
requirements 26
help
HP Customer Care 108
online 108
Web 108
HP Website 108
I
installation
planning 24
pre-installation checklist

Index 111

requirements 24
settings 37
using the installer 37
internet site, HP 108
IRIS OCR engine 14
L
LDAP filters 96
LDAP replication 96
LDAP server authentication 57
licensing 17
add 46
auto-generate 48
auto-generate license 18
remove 47
requirements 18
trial 18
logs
types of 108
M
messages
types of 108
Microsoft Windows
authentication 60

T
troubleshooting
error messages 109

O
online help 108
P
personal address books 95
ports
requirements 30
printing-system software, install
license agreement 38
public address books 96
R
Remote Configuration Utility
requirements
firmware 28
hardware 26
licensing 18
ports 30
software 24

Send to Fax
compatible fax programs 75
device settings 78
DSS settings 75
Send to Folder
device settings 71
DSS settings 67
Send to Workflow
device settings 89
DSS settings 79
menu structure 79
settings
Configuration Utility 12
software
requirements 24
software license agreement 38
support
documents 108
HP Customer Care 108
Web 108
supported devices 5

W
Website, HP 108
Windows Active Directory Services
addressing settings 98
authentication settings 97

S
Send to E‑mail
device settings 74
DSS settings 71

112 Index

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HP Digitial Sending Software 5.0 Digital System Administrator Guide C03806318

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