HP Digital Sender Flow 8500 Fn2 Capture Workstation, ScanJet Enterprise N9120 Scanner User Guide Scan Jet C05556173
User Manual: HP HP Digital Sender Flow 8500 fn2 Capture Workstation, HP ScanJet Enterprise Flow N9120 fn2 Scanner - User Guide
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HP Digital Sender Flow 8500 fn2 Document Capture Workstation, HP ScanJet Enterprise Flow N9120 fn2 Document Scanner User Guide 8500 fn2 www.hp.com/go/DSFlow8500fn2 www.hp.com/support/sjflowN9120fn2 N9120 fn2 HP Digital Sender Flow 8500 fn2 Document Capture Workstation, HP ScanJet Enterprise Flow N9120 fn2 Document Scanner User Guide Copyright and license Trademark credits © 2017 Copyright HP Development Company, L.P. Adobe®, Adobe Photoshop®, Acrobat®, and PostScript® are trademarks of Adobe Systems Incorporated. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under the copyright laws. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein. Apple and the Apple logo are trademarks of Apple Inc., registered in the U.S. and other countries. OS X is a trademark of Apple Inc., registered in the U.S. and other countries. AirPrint is a trademark of Apple Inc., registered in the U.S. and other countries. Google™ is a trademark of Google Inc. Microsoft® and Windows® are U.S. registered trademarks of Microsoft Corporation. UNIX® is a registered trademark of The Open Group. Edition 2, 10/2017 Table of contents 1 Product overview ...................................................................................................................................................................................... 1 Product views (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) ..................................................... 1 Front view .............................................................................................................................................................. 1 Back view ............................................................................................................................................................... 2 Control-panel view ............................................................................................................................................... 3 How to use the control panel ........................................................................................................ 5 Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) ................................................................ 5 Front view .............................................................................................................................................................. 5 Back view ............................................................................................................................................................... 6 Control-panel view ............................................................................................................................................... 7 How to use the control panel ........................................................................................................ 9 Product specifications ........................................................................................................................................................... 10 Supported operating systems (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) ....................................................................................................................................................... 10 Supported operating systems (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) ............. 10 Product dimensions (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) ................... 11 Product dimensions (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) ............................... 11 Power consumption, electrical specifications and acoustic emissions ..................................................... 12 Operating environment range (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) ....................................................................................................................................................... 12 Operating environment range (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) ............. 12 Product hardware setup and software installation .......................................................................................................... 14 Hardware setup ................................................................................................................................................. 14 How to get software updates .......................................................................................................................... 14 Scanner software (Windows) ............................................................................................................................................... 15 HP Scan software .............................................................................................................................................. 15 HP TWAIN ............................................................................................................................................................ 15 ISIS ....................................................................................................................................................................... 15 WIA ....................................................................................................................................................................... 15 Sleep Mode and auto-off settings ....................................................................................................................................... 15 ENWW iii 2 Use the scanner ...................................................................................................................................................................................... 17 Set up the scanner ................................................................................................................................................................. 18 Set up Scan to Email ......................................................................................................................................... 19 Introduction ................................................................................................................................... 19 Before you begin ........................................................................................................................... 19 Step one: Access the HP Embedded Web Server (EWS) ......................................................... 20 Step two: Configure the Network Identification settings ........................................................ 20 Step three: Configure the Send to Email feature ..................................................................... 21 Method one: Basic configuration using the Email Setup Wizard ...................... 21 Method two: Advanced configuration using the Email Setup ........................... 24 Step four: Configure the Quick Sets (optional) ......................................................................... 28 Step five: Set up Send to Email to use Office 365 Outlook (optional) .................................. 29 Introduction ............................................................................................................... 29 Configure the outgoing email server (SMTP) to send an email from an Office 365 Outlook account .................................................................................... 29 Set up Scan to Fax ............................................................................................................................................. 32 Step one: Access the HP Embedded Web Server ..................................................................... 32 Step two: Set up Scan to Fax ....................................................................................................... 32 Set up Scan to Network Folder ........................................................................................................................ 33 Introduction ................................................................................................................................... 33 Before you begin ........................................................................................................................... 33 Step one: Access the HP Embedded Web Server ..................................................................... 33 Step two: Set up Scan to Network Folder ................................................................................. 34 Method one: Use the Scan to Network Folder Wizard ........................................ 34 Method two: Use Scan to Network Folder Setup ................................................ 35 Set up Scan to USB Drive .................................................................................................................................. 43 Introduction ................................................................................................................................... 43 Step one: Access the HP Embedded Web Server ..................................................................... 43 Step two: Enable Scan to USB Drive ........................................................................................... 44 Step three: Configure the Quick Sets (optional) ....................................................................... 44 Default scan settings for Scan to USB Drive setup .................................................................. 45 Default file settings for Save to USB Setup .............................................................................. 46 Set up Scan to SharePoint® ............................................................................................................................. 46 Introduction ................................................................................................................................... 47 Before you begin ........................................................................................................................... 47 Step one: Access the HP Embedded Web Server (EWS) ......................................................... 47 Step two: Enable Scan to SharePoint® and create a Scan to SharePoint Quick Set ........... 48 Scan and save a file directly to a Microsoft® SharePoint site ................................................. 49 Quick set scan settings and options for Save to SharePoint® ............................................... 50 Create a Quick Set .............................................................................................................................................. 52 Introduction ................................................................................................................................... 52 iv ENWW Step one: Access the HP Embedded Web Server (EWS) ......................................................... 52 Step two: Add and manage Quick Sets ...................................................................................... 53 Add a Quick Set ......................................................................................................... 53 Edit a Quick Set ......................................................................................................... 54 Copy a Quick Set ....................................................................................................... 54 Remove a Quick Set ................................................................................................. 55 Quick Set settings and options .............................................................................. 55 Load originals ......................................................................................................................................................................... 58 Document loading tips ...................................................................................................................................... 58 Supported paper types and sizes ................................................................................................................... 61 Load paper in the Automatic Document Feeder (ADF) input tray .............................................................. 63 Introduction ................................................................................................................................... 63 Required guidelines before loading documents ...................................................................... 63 Method to load documents ......................................................................................................... 64 Load same-sized documents ..................................................................................................... 64 Load documents on the scanner glass .......................................................................................................... 65 Perform a scan task ............................................................................................................................................................... 66 Send a scanned document to one or more email addresses ..................................................................... 66 Introduction ................................................................................................................................... 66 Scan and send a document to email ......................................................................................... 66 Scan to Fax ......................................................................................................................................................... 67 Introduction ................................................................................................................................... 67 Scan to Fax ..................................................................................................................................... 68 Scan and send to network folder .................................................................................................................... 69 Introduction ................................................................................................................................... 69 Scan and save the document to a network folder .................................................................. 69 Scan and send to USB Flash Drive .................................................................................................................. 70 Introduction ................................................................................................................................... 70 Scan and save the document to a USB flash drive .................................................................. 70 Additional options when scanning .................................................................................................................. 72 HP JetAdvantage business solutions ............................................................................................................. 74 Additional scan tasks ........................................................................................................................................ 74 Use the scanning software (Windows) ............................................................................................................................... 75 Scan to a picture ................................................................................................................................................ 75 Scan to a PDF ..................................................................................................................................................... 76 Scan text for editing (OCR) ............................................................................................................................... 76 Scan to email ...................................................................................................................................................... 76 Send to cloud ...................................................................................................................................................... 76 Scan long or extra-long documents ............................................................................................................... 77 Detect multi-feeds ............................................................................................................................................ 77 Everyday Scan .................................................................................................................................................... 77 ENWW v Filter out color from a document (color dropout) ......................................................................................... 77 Automatically detect color ............................................................................................................................... 78 Automatically straighten scanned images .................................................................................................... 78 Scan by using other scan software ................................................................................................................. 78 Use the scanning software (OS X) ....................................................................................................................................... 79 Mobile scanning ...................................................................................................................................................................... 80 Scanning tips ........................................................................................................................................................................... 80 Optimize scanning and task speeds ............................................................................................................... 80 3 Care and maintenance ........................................................................................................................................................................... 81 Clean the product ................................................................................................................................................................... 82 Clean the scanning strips ................................................................................................................................. 82 Clean the rollers ................................................................................................................................................. 82 Introduction ................................................................................................................................... 82 Clean the rollers ............................................................................................................................ 83 Install an accessory into the hardware integration pocket .............................................................................................. 85 Replace parts .......................................................................................................................................................................... 87 Replace the separation rollers and cover ...................................................................................................... 87 Order maintenance and scanning supplies ........................................................................................................................ 89 Order parts and accessories ............................................................................................................................ 89 Customer self-repair parts ............................................................................................................................... 89 4 Manage the scanner ............................................................................................................................................................................... 93 Advanced configuration with the HP Embedded Web Server (EWS) ............................................................................. 93 Introduction ........................................................................................................................................................ 93 How to access the HP Embedded Web Server (EWS) .................................................................................. 93 HP Embedded Web Server features ............................................................................................................... 94 Information tab ............................................................................................................................. 94 General tab .................................................................................................................................... 95 Scan/Digital Send tab ................................................................................................................... 96 Fax tab ............................................................................................................................................ 96 Troubleshooting tab ..................................................................................................................... 97 Security tab .................................................................................................................................... 97 HP Web Services tab ..................................................................................................................... 98 Networking tab .............................................................................................................................. 98 Configure IP network settings ........................................................................................................................................... 100 Scanner sharing disclaimer ........................................................................................................................... 100 View or change network settings ................................................................................................................. 100 Rename the scanner on a network .............................................................................................................. 100 Manually configure IPv4 TCP/IP parameters from the control panel ..................................................... 101 Manually configure IPv6 TCP/IP parameters from the control panel ..................................................... 101 vi ENWW Link speed and duplex settings .................................................................................................................... 102 Scanner security features ................................................................................................................................................... 103 Introduction ...................................................................................................................................................... 103 Security statements ....................................................................................................................................... 103 IP Security ......................................................................................................................................................... 103 Assign an administrator password ............................................................................................................... 103 Encryption support: HP High Performance Secure Hard Disks ................................................................ 104 Lock the formatter .......................................................................................................................................... 104 Energy-conservation settings ........................................................................................................................................... 105 Introduction ...................................................................................................................................................... 105 Set the sleep timer and configure the scanner to use 2 watts or less of power .................................. 105 Set the sleep schedule ................................................................................................................................... 105 HP Web Jetadmin ................................................................................................................................................................. 107 HP Digital Sending Software (HP DSS) ............................................................................................................................. 107 Upgrade the firmware ......................................................................................................................................................... 108 5 Solve problems ..................................................................................................................................................................................... 109 Additional troubleshooting ................................................................................................................................................. 110 Restore factory settings ..................................................................................................................................................... 111 Introduction ...................................................................................................................................................... 111 Method one: Restore factory settings from the scanner control panel ................................................. 111 Method two: Restore factory settings from the HP Embedded Web Server (network-connected products only) .................................................................................................................................................. 111 Scanner installation problems ........................................................................................................................................... 112 Check the cables .............................................................................................................................................. 112 Uninstall and then reinstall the HP ScanJet drivers and tools (Windows) ............................................. 112 Power issues ......................................................................................................................................................................... 114 Scanner will not turn on ................................................................................................................................. 114 The scanner has paused or shut down ....................................................................................................... 114 Scanner keeps turning off .............................................................................................................................. 115 Scanner does not pick up paper or misfeeds .................................................................................................................. 116 Introduction ...................................................................................................................................................... 116 The scanner does not pick up paper ............................................................................................................ 116 The scanner picks up multiple sheets of paper ......................................................................................... 116 The document feeder jams, skews, or picks up multiple sheets of paper ............................................ 117 Clear paper jams .................................................................................................................................................................. 118 Introduction ...................................................................................................................................................... 118 Experiencing frequent or recurring paper jams? ....................................................................................... 118 Clear paper jams in the Automatic Document Feeder (ADF) .................................................................... 119 Improve scan image quality ............................................................................................................................................... 121 Check the scanner glass for dirt and smudges .......................................................................................... 121 ENWW vii Check the resolution settings ....................................................................................................................... 122 Check the color settings ................................................................................................................................. 122 Check the image-adjustment settings ........................................................................................................ 123 Optimize scan quality for text or pictures ................................................................................................... 123 Check the output-quality settings ................................................................................................................ 124 Clean the pickup rollers and separation pad in the Automatic Document Feeder (ADF) ..................... 124 Solve wired network problems .......................................................................................................................................... 127 Introduction ...................................................................................................................................................... 127 Poor physical connection ............................................................................................................................... 127 The computer is unable to communicate with the product ..................................................................... 127 The product is using incorrect link and duplex settings for the network ............................................... 128 New software programs might be causing compatibility problems ....................................................... 128 The computer or workstation might be set up incorrectly ....................................................................... 128 The product is disabled, or other network settings are incorrect ........................................................... 128 Index ........................................................................................................................................................................................................... 129 viii ENWW 1 Product overview This User Guide covers important information about the HP Digital Sender Flow 8500 fn2 Document Capture Workstation and HP ScanJet Flow N9120 fn2 document scanner. ● Product views (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) ● Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) ● Product specifications ● Product hardware setup and software installation ● Scanner software (Windows) ● Sleep Mode and auto-off settings For more information, go to www.hp.com/support/. Click Troubleshooting. Enter the scanner name (HP Digital Sender Flow 8500 fn2 Document Capture Workstation or HP ScanJet Flow N9120 fn2 document scanner), and then click Search. HP’s all-inclusive help for this product includes the following: ● Install and configure ● Learn and use ● Solve problems ● Download software updates ● Join support forums ● Find warranty and regulatory information Product views (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) This section describes the physical components of the HP Digital Sender Flow 8500 fn2 Document Capture Workstation. Front view CAUTION: Always lift the product from the handles. Do not lift the product from the keyboard or Automatic Document Feeder (ADF). ENWW Product views (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) 1 1 2 3 8 7 6 5 Callout Description 1 Paper guides 2 Document input tray 3 Output stopper 4 Document output tray 5 Handles 6 Power button 7 Control panel 8 Walk-up USB 4 Back view 1 2 2 3 4 5 6 Callout Description 1 Formatter LED 2 Device USB port 3 LAN port 4 Host USB port 5 Power connector 6 Serial and product number location Chapter 1 Product overview ENWW Control-panel view The Home screen provides access to the product features and indicates the current status of the product. Return to the Home screen at any time by selecting Home. NOTE: The features that appear on the Home screen can vary, depending on the product configuration. 1 2 3 4 11 5 10 6 7 9 8 1 Home Select Home to return to the Home screen. 2 Applications area Select the scan icon to open the application. Swipe the screen sideways to access more applications. NOTE: The available applications vary by product. The administrator can configure which applications appear and the order in which they appear. 3 Reset Select the Reset option to clear changes, release the product from a paused state, display hidden errors, and restore the default settings (including the language and keyboard layout). 4 Sign In or Sign Out Select Sign In to access secured features. Select Sign Out to sign out of the product. The product restores all options to the default settings. NOTE: This option displays only if the administrator has configured the product to require permission for access to features. 5 Information Select the information option to access a screen that provides access to several types of product information. Select the options at the bottom of the screen for the following information: ● Display Language: Change the language setting for the current user session. ● Sleep Mode: Place the product into sleep mode. ● Ethernet: View or change Ethernet connection settings. ● HP Web Services 6 Help Select Help to open the embedded help system or HP Web Services. 7 Current time Displays the current time. 8 Keyboard The product includes a retractable keyboard. The keys are mapped to a language in the same way the virtual keyboard on the product touchscreen is mapped. Whenever the keyboard layout for the virtual keyboard changes, the keys on the physical keyboard are remapped to match the new settings. NOTE: In some locations, the product comes with adhesive keyboard overlays to customize the keys for different languages. 9 ENWW Home-screen page indicator Indicates the number of pages on the Home screen or in an application. The current page is highlighted. Swipe the screen sideways to scroll between pages. Product views (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) 3 10 Hardware integration pocket (HIP) NOTE: An administrator must enable this port before using for scan features. A firmware upgrade does not require that the port be enabled. For connecting accessory and third-party devices. 11 4 Easy-access USB port Chapter 1 Product overview Insert a USB flash drive for scanning without a computer or to update the product firmware. ENWW How to use the control panel Use the following actions to use the product touchscreen control panel. Action Description Example Touch Select an item on the screen to select that item or open that menu. Also, when scrolling through menus, briefly touch the screen to stop the scrolling. Select the Settings icon to open the Settings app. Swipe Touch the screen and then move your finger horizontally to scroll the screen sideways. Swipe until the Settings app displays. Scroll Touch the screen and then move your finger vertically to scroll the screen up and down. When scrolling through menus, briefly touch the screen to stop the scrolling. Scroll through the Settings app. Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) This section describes the physical components of the HP ScanJet Enterprise Flow N9120 fn2 Document Scanner. Front view CAUTION: Always lift the product from the base. Do not lift the product from the keyboard or Automatic Document Feeder (ADF). ENWW Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) 5 2 3 1 4 5 6 7 Callout Description 1 Control panel 2 Paper guides 3 Document input tray 4 Output stopper 5 Document output tray 6 Handles 7 Power button Back view 1 6 2 3 4 5 Callout Description 1 Formatter LED 2 Device USB port 3 LAN port 4 Host USB port 5 Power connector/serial and product number location Chapter 1 Product overview ENWW Control-panel view The Home screen provides access to the product features and indicates the current status of the product. Return to the Home screen at any time by selecting Home. NOTE: The features that appear on the Home screen can vary, depending on the product configuration. 1 3 2 4 11 5 6 7 10 9 8 1 Home Select Home to return to the Home screen. 2 Applications area Select the scan icon to open the application. Swipe the screen sideways to access more applications. NOTE: The available applications vary by product. The administrator can configure which applications appear and the order in which they appear. 3 Reset Select Reset to clear changes, release the product from a paused state, display hidden errors, and restore the default settings (including the language and keyboard layout). 4 Sign In or Sign Out Select Sign In to access secured features. Select Sign Out to sign out of the product. The product restores all options to the default settings. NOTE: This option displays only if the administrator has configured the product to require permission for access to features. 5 Information Select Information to access a screen that provides access to several types of product information. Select the options at the bottom of the screen for the following information: ● Display Language: Change the language setting for the current user session. ● Sleep Mode: Place the product into sleep mode. ● Ethernet: View or change Ethernet connection settings. ● HP Web Services 6 Help Select Help to open the embedded help system or HP Web Services. 7 Current time Displays the current time. 8 Keyboard The product includes a retractable keyboard. The keys are mapped to a language in the same way the virtual keyboard on the product touchscreen is mapped. Whenever the keyboard layout for the virtual keyboard changes, the keys on the physical keyboard are remapped to match the new settings. NOTE: In some locations, the product comes with adhesive keyboard overlays to customize the keys for different languages. 9 ENWW Home-screen page indicator Indicates the number of pages on the Home screen or in an application. The current page is highlighted. Swipe the screen sideways to scroll between pages. Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) 7 10 Hardware integration pocket (HIP) NOTE: An administrator must enable this port before using for scan features. A firmware upgrade does not require that the port be enabled. For connecting accessory and third-party devices. 11 8 Easy-access USB port Chapter 1 Product overview Insert a USB flash drive for scanning without a computer or to update the product firmware. ENWW How to use the control panel Use the following actions to use the product touchscreen control panel. ENWW Action Description Example Touch Select an item on the screen to select that item or open that menu. Also, when scrolling through menus, briefly touch the screen to stop the scrolling. Select the Settings icon to open the Settings app. Swipe Touch the screen and then move your finger horizontally to scroll the screen sideways. Swipe until the Settings app displays. Scroll Touch the screen and then move your finger vertically to scroll the screen up and down. When scrolling through menus, briefly touch the screen to stop the scrolling. Scroll through the Settings app. Product views (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) 9 Product specifications Supported operating systems (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) Supported operating systems Windows 7 Windows 8 Windows 8.1 Windows 10 OS X 10.10 Yosemite OS X 10.11 El Capitan OS X 10.12 Sierra Supported operating systems (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) Supported operating systems Windows 7 Windows 8 Windows 8.1 Windows 10 OS X 10.10 Yosemite OS X 10.11 El Capitan OS X 10.12 Sierra 10 Chapter 1 Product overview ENWW Product dimensions (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) Figure 1-1 Product dimensions 3 3 1 1 2 2 Table 1-1 Product dimensions Product Width Depth Height Weight HP Digital Sender Flow 8500 fn2 Document Capture Workstation (closed) 512 mm (20.2 in) 585.3 mm (23.04 in) 263.4 mm (10.4 in) 17.46 kg (38.5 lb) HP Digital Sender Flow 8500 fn2 Document Capture Workstation (open) 512 mm (20.2 in) 717 mm (28.23 in) 515 mm (20.28 in) 17.46 kg (38.5 lb) Product dimensions (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) Figure 1-2 Product dimensions 3 3 1 ENWW 2 1 2 Product specifications 11 Table 1-2 Product dimensions Product Width Depth Height Weight HP ScanJet Enterprise Flow N9120 fn2 Document Scanner (closed) 601.98 mm (23.7 in) 635 mm (25 in) 287.02 mm (11.3 in) 21.4 kg (47.18 lb) HP ScanJet Enterprise Flow N9120 fn2 Document Scanner (open) 601.98 mm (23.7 in) 754.38 mm (29.7 in) 622.3 mm (24.5 in) 21.4 kg (47.18 lb) Power consumption, electrical specifications and acoustic emissions Power usage drops significantly while in Ready or Sleep mode, which saves natural resources and saves money without affecting the high performance of this product. AC power FB scan Duplex ADF scan 300 dpi 600 dpi 300 dpi 600 dpi AC110V < 30 W < 30 W < 60 W < 50 W AC230V < 30 W < 30 W < 60 W < 50 W Power Sleep mode Off AC110V <2W < 0.2 W AC230V <2W < 0.2 W Operating environment range (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) This product is intended to be supplied by a Listed Power Unit, marked with LPS or Limited Power Source. The power supply is rated 100–240V~, and has a DC output of 32 Vdc, 1.56 A, 50 W. Name Description Temperature Operating the scanner: 10° to 35° C (50° to 95° F) Storage: -40° to 60° C (-40° to 140° F) Relative humidity Operating the scanner: 15% to 80% non-condensing 10° to 35° C (50° to 95° F) Storage: up to 90% at 30° to 60° C (86° to 149° F) Operating environment range (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) This product is intended to be supplied by a Listed Power Unit, marked with LPS or Limited Power Source. The power supply is rated 100–240V~, and has a DC output of 32 Vdc, 1.56 A, 50 W. 12 Chapter 1 Product overview ENWW Name Description Temperature Operating the scanner: 10° to 35° C (50° to 95° F) Storage: -40° to 60° C (-40° to 140° F) Relative humidity Operating the scanner: 15% to 80% non-condensing 10° to 35° C (50° to 95° F) Storage: up to 90% at 30° to 60° C (86° to 149° F) ENWW Product specifications 13 Product hardware setup and software installation Hardware setup For basic setup instructions, see the Installation Guide that came with the scanner. For additional instructions, go to HP support on the Web. Go to www.hp.com/support for HP's all-inclusive help for the scanner. Find the following support: ● Install and configure ● Learn and use ● Solve problems ● Download software updates ● Join support forums ● Find warranty and regulatory information How to get software updates For the latest software updates, see www.hp.com/support, select your location, click Software and Drivers, and then search on your product name or number. 14 Chapter 1 Product overview ENWW Scanner software (Windows) The scanner comes with a variety of Windows scanning software and drivers, including HP Scan. ● HP Scan software ● HP TWAIN ● ISIS ● WIA HP Scan software Use the HP Scan software to complete the following tasks: ● Scan to a PDF ● Scan to a JPEG ● Email as a PDF ● Email as a JPEG ● Scan text for editing (OCR) ● Scan to cloud ● Everyday scan HP TWAIN HP TWAIN provides a software interface between imaging/scanning hardware and TWAIN-compliant software applications. Not all TWAIN-compliant software works in the same way, so consult the software documentation for details on how to acquire scans. ISIS ISIS (Image and Scanner Interface Specification) provides a software interface between imaging/scanning hardware and software applications. ISIS drivers provide a consistent interaction with all ISIS-compliant scanners. WIA WIA provides a software interface between imaging/scanning hardware and WIA-compliant software applications. Not all WIA-compliant software works in the same way, so consult the software documentation for details on how to acquire scans. Sleep Mode and auto-off settings By default, the scanner will enter Sleep Mode after 10 minutes of inactivity. Windows: To change the default auto-off settings, use the control panel or Embedded Web Server. ENWW Scanner software (Windows) 15 16 Chapter 1 Product overview ENWW 2 Use the scanner The following topics describe how to load and scan originals. ENWW 17 Set up the scanner 18 ● Set up Scan to Email ● Set up Scan to Fax ● Set up Scan to Network Folder ● Set up Scan to USB Drive ● Set up Scan to SharePoint® ● Create a Quick Set Chapter 2 Use the scanner ENWW Set up Scan to Email ● Introduction ● Before you begin ● Step one: Access the HP Embedded Web Server (EWS) ● Step two: Configure the Network Identification settings ● Step three: Configure the Send to Email feature ● Step four: Configure the Quick Sets (optional) ● Step five: Set up Send to Email to use Office 365 Outlook (optional) Introduction The product has a feature that enables it to scan a document and send it to one or more email addresses. To use this scan feature, the product must be connected to a network; however, the feature is not available until it has been configured. There are two methods for configuring Scan to Email, the Scan to Email Setup Wizard for basic and Email Setup for advanced. Use the following information to set up the Scan to Email feature. Before you begin To set up the Scan to Email feature, the product must have an active network connection. Administrators need the following information before beginning the configuration process. ● Administrative access to the product ● DNS suffix (e.g., companyname.com) ● SMTP server (e.g., smtp.mycompany.com) NOTE: If you do not know the SMTP server name, SMTP port number, or authentication information, contact the email/Internet service provider or system administrator for the information. SMTP server names and port names are typically found by doing an Internet search. For example, use terms like "Gmail smtp server name" or "Yahoo smtp server name" to search. ● SMTP server authentication requirements for outgoing email messages, including the user name and password used for authentication, if applicable. NOTE: Consult your email service provider's documentation for information on digital sending limits for your email account. Some providers may temporarily lock your account if you exceed your sending limit. ENWW Set up the scanner 19 Step one: Access the HP Embedded Web Server (EWS) 1. From the Home screen on the product control panel, select the Information Network icon to display the IP address or host name. 2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens. icon, and then select the NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. Step two: Configure the Network Identification settings NOTE: Configuring email setup on the Networking tab is an advanced process and might require the assistance of a system administrator. 1. Using the EWS top navigation tabs, click Networking. NOTE: For configuring the network settings for use with Office 365, Step five: Set up Send to Email to use Office 365 Outlook (optional) on page 29 2. 20 On the TCP/IP Settings dialog, click the Network Identification tab. Chapter 2 Use the scanner ENWW 3. If DNS is required on the network, in the TCP/IP Domain Suffix area, verify that the DNS suffix for the email client being used is listed. DNS suffixes have this format: companyname.com, gmail.com, etc. NOTE: If the Domain Name suffix is not set up, use the IP address. 4. Click Apply. 5. Click OK. Step three: Configure the Send to Email feature The two options for configuring Send to Email are the Email Setup Wizard for basic configuration and Email Setup for advanced configuration. Use the following options to configure the Send to Email feature: ● Method one: Basic configuration using the Email Setup Wizard ● Method two: Advanced configuration using the Email Setup Method one: Basic configuration using the Email Setup Wizard This option opens the Email Setup Wizard in the HP Embedded Web Server (EWS) for basic configuration. ENWW 1. Using the EWS top navigation tabs, click Scan/Digital Send. 2. In the left-navigation pane, click Email and Scan to Network Folder Quick Setup Wizards. Set up the scanner 21 3. In the Email and Scan to Network Folder Quick Setup Wizards dialog, click the Email Setup link. NOTE: If a message displays indicating that the Scan to Email feature is disabled, click Continue to proceed with the configuration and enable the Scan to Email feature upon completion. 4. On the Configure Email Servers (SMTP) dialog, select one of the following options and complete the steps: Search network for outgoing email server NOTE: This option finds outgoing SMTP servers inside your firewall only. a. Select Search network for outgoing email server, and then click Next. b. Select the appropriate server from the Configure Email Server (SMTP) list, and then click Next. c. Select the option that describes the server’s authentication requirements: – Server does not require authentication: Select Server does not require authentication, and then click Next. -OR- – Server requires authentication: From the drop-down list, select an authentication option: ○ Use credentials of user to connect after Sign In at the control panel: Select Use credentials of user to connect after Sign In at the control panel, and then click Next. -OR- ○ 22 Chapter 2 Use the scanner Always use these credentials: Select Always use these credentials, enter the User name and Password, and then click Next. ENWW Option three: Add SMTP server a. Select Add SMTP server b. Enter the Server Name and Port Number, and then click Next. NOTE: In most cases, the default port number does not need to be changed. NOTE: If you are using a hosted SMTP service such as Gmail, verify the SMTP address, port number, and SSL settings from the service provider’s website or other sources. Typically, for Gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled. Please refer to online sources to confirm these server settings are current and valid at the time of configuration. c. Select the appropriate server authentication option: – Server does not require authentication: Select Server does not require authentication, and then click Next. -OR- – Server requires authentication: Select an option from the Server requires authentication dropdown list: ○ Use credentials of user to connect after Sign In at the control panel: Select Use credentials of user to connect after Sign In at the control panel, and then click Next. -OR- ○ Always use these credentials: Select Always use these credentials, enter the User name and Password, and then click Next. NOTE: When setting up the From, Subject, and Message fields, if the User editable check box is unchecked, users will not be able to edit those fields at the product control panel when sending an email. Option Description From Select one of the following options from the From drop-down list: (Required) ● User’s address (sign-in required) ● Default From: Enter a default email address and display name in the Default From Email Address and Default Display Name fields NOTE: Create an email account for the product, and use this address for the default email address. NOTE: Configure the email feature so that users must sign in before using it. This prevents users from sending an email from an address that is not their own. Subject Provide a default subject line for the email messages. (Optional) 5. ENWW Message Create a custom message. (Optional) To use this message for all emails sent from the product, clear the User editable check box for Message. In the Configure File Scan Settings area, set the default scanning preferences, and then click Next. Set up the scanner 23 Option Description File Type Select the default file type for the scanned document: Color/Black Quality and File Size Resolution 6. ● PDF ● JPEG ● TIFF ● MTIFF ● XPS ● PDF/A Select the default color setting for the scanned document: ● Color ● Gray ● Halftone ● Black/White ● Auto Detect Color Select the default output quality for the scanned document: ● Low (small file) ● Medium ● High (large file) Select the default scan resolution for the scanned document: ● 75 dpi ● 150 dpi ● 200 dpi ● 300 dpi ● 400 dpi ● 600 dpi Review the Summary area, and then click Finish to complete the setup. Method two: Advanced configuration using the Email Setup 1. Using the EWS top navigation tabs, click Scan/Digital Send, and then click Email Setup in the left navigation pane. NOTE: By default, the Email Setup page displays the basic settings for Scan to Email setup. To access additional settings, click Advanced Settings at the bottom of the page. 24 Chapter 2 Use the scanner ENWW 2. On the Email Setup dialog, select the Enable Send to Email check box. If this check box is not selected, the feature is unavailable at the product control panel. 3. In the Outgoing Email Servers (SMTP) area, complete the steps for one of the following options: ● Select one of the displayed servers ● Click Add to start the SMTP wizard. ▲ In the SMTP wizard, select one of the following options: ○ Option one: I know my SMTP server address or host name: Enter the address of an SMTP server, and then click Next ○ Option two: If you do not know the address of the SMTP server, select Search network for outgoing email server, and then click Next. Select the server, and then click Next. NOTE: If an SMTP server was already created for another product function, the Use a server already in use by another function option displays. Select this option, and then configure it to be used for the email function. NOTE: Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split emails if larger than (MB). NOTE: In most cases, the default port number does not need to be changed. However, when using the Enable SMTP SSL Protocol option, port 587 must be used. ENWW Set up the scanner 25 NOTE: If you are using Google™ Gmail for email service, select the Enable SMTP SSL Protocol check box. Typically, for gmail, the SMTP address is smtp.gmail.com, port number 465, and the SSL should be enabled. Please refer to online sources to confirm these server settings are current and valid at the time of configuration. 4. In the Address and Message Field Control area, enter a From: setting and any of the other optional settings. Address and Message Field Control settings: Feature Description Address Field Restrictions1 Specify whether users must select an email address from an address book or whether users are allowed to enter in an email address manually. CAUTION: If Users must select from address book is selected, and any of the address fields are also set as User editable, changes to those editable fields also change the corresponding values in the address book. To prevent users from changing contacts in the Address Book at the product control panel, go to the Access Control page on the Security tab, and deny Device Guest access to address book modifications. Allow invalid email address formats1 Select to allow an invalid email address format. User editable To use the Default From address and Default Display Name for all emails sent from this product (unless a user is signed in), do not select the User editable check box. When setting up the address fields, if the User editable check box is unchecked, users will not be able to edit those fields at the product control panel when sending an email. For send-to-me functionality, clear the User editable check boxes for all of the address fields, including the From: To: CC:, and BCC: fields, and then set that user's send email From: their own email address and To: their own email address. Default From: and Default Display Name: Provide an email address and name to use for the From: address for the email message. NOTE: Create an email account for the product, and use this address for the default email address. NOTE: Configure the email feature so that users must sign in before using it. This prevents users from sending an email from an address that is not their own. 1 5. To:1 Provide a To (recipient) email address for emails. CC:1 Provide a CC email address for emails. BCC:1 Provide a BCC email address for emails. Subject: Provide a default subject line for the email messages. Message: Create a custom message. To use this message for all emails sent from the product, clear or do not select the User editable check box for Message:. This setting is available only on the Advanced Settings page. In the Signing and Encryption area, set the signing and encryption preferences. NOTE: These settings are available only on the Advanced Settings page. Signing and Encryption settings: 26 Chapter 2 Use the scanner ENWW Feature Description Signing Select whether to sign the security certificate. Select the User editable check box to make this setting editable at the product control panel. Hashing Algorithm Select the algorithm to use for signing the certificate. Encryption Select whether to encrypt the email. Select the User editable check box to make this setting editable at the product control panel. Encryption Algorithm Select the algorithm to use for encrypting the email. Attribute for Recipient Public Key Enter which attribute to use to retrieve the recipient’s public key certificate from LDAP. Use the recipient public key certificate to verify the recipient Select this setting to use the recipient’s public key certificate to verify the recipient. 6. In the Notification Settings area, select when users will receive notifications about sent emails. The default setting is using the signed in user's email address. If the recipient email address is blank, no notification is sent. 7. In the Scan Settings area, set the default scanning preferences. NOTE: These settings are available only on the Advanced Settings page. Scan settings: 8. Feature Description Original Size Select the page size of the original document. Original Sides Select whether the original document is single-sided or double-sided. Optimize Text/Picture Select to optimize for the output of a particular type of content. Content Orientation Select the way the content of the original document is placed on the page: Portrait or Landscape. Background Cleanup Select a value to remove faint images from the background or to remove a light background color. Darkness Select a value to adjust the darkness of the file. Contrast Select a value to adjust the contrast of the file. Sharpness Select a value to adjust the sharpness of the file. Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview. Cropping Options Select whether or not to allow a job to be cropped and the type of cropping option. Erase Edges Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job. In the File Settings area, set the default file settings preferences. File settings: ENWW Feature Description File Name Prefix1 Set the default file name prefix used for files saved to a network folder. Set up the scanner 27 Feature Description File Name Default file name for the file to be saved. Select the User editable check box to make this setting editable at the product control panel. File Name Suffix1 Set the default file name suffix used for files saved to a network folder. Duplicate filename suffix default [filename]_YYYYMMDDT File Name Preview1 Enter a file name, and then click Update Preview. File Numbering Format1 Select a file name format for when the job is divided into multiple files. Add numbering when job has just one file (ex. _1–1)1 Select this setting to add numbering to a file name when the job is only one file instead of multiple files. File Type Select the file format for the saved file. Select the User editable check box to make this setting editable at the product control panel. High Compression (smaller file)1 Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file. PDF encryption1 If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start. Resolution Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller. Quality and File Size Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send. Color/Black Specify whether copies are to be scanned in color, black and gray, or black only. Suppress blank pages1 If the Suppress blank pages option is enabled, blank pages will be ignored. Create Multiple Files1 Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file. 1 9. This setting is available only on the Advanced Settings page. Review the selected options to verify that they are accurate, and then click Apply to complete the setup. Step four: Configure the Quick Sets (optional) Quick Sets are optional short-cut jobs that can be accessed on the main Home screen or within the Quick Sets application at the product. 1. In the Email Setup area of the left navigation pane, click Quick Sets. 2. Select one of the following options: ● Select an existing Quick Set under Quick Sets Application in the table. -OR- ● 3. 28 Click Add to start the Quick Set Wizard. If you selected Add, the Quick Sets Setup page opens. Complete the following information: Chapter 2 Use the scanner ENWW ● Quick Set Name: Enter a title for the new Quick Set. ● Quick Set Description: Enter a description of the Quick Set. ● Quick Set Start Option: To set how the Quick Set starts, click either Enter application, then user presses Start or Start instantly when selected from the Home Screen. 4. Define the following settings for the Quick Set: Address and Message Field Control, Signing and Encryption, Notification Settings, Scan Settings, File Settings. 5. Click Finish to save the Quick Set. Step five: Set up Send to Email to use Office 365 Outlook (optional) Introduction Microsoft Office 365 Outlook is a cloud-based email system provided by Microsoft which uses Microsoft's Simple Mail Transfer Protocol (SMTP) server to send or receive emails. Complete the following to enable the product to send an email with an Office 365 Outlook account from the control panel. NOTE: You must have an email address account with Office 365 Outlook to configure the settings in the EWS. Configure the outgoing email server (SMTP) to send an email from an Office 365 Outlook account ENWW 1. Using the EWS top navigation tabs, click Networking. 2. In the left navigation pane, click TCP/IP Settings. 3. In the TCP/IP Settings area, click the Network Identification tab. Set up the scanner 29 4. If DNS is required on the network, in the TCP/IP Domain Suffix area, verify that the DNS suffix for the email client being used is listed. DNS suffixes have this format: companyname.com, Gmail.com, etc. NOTE: 30 If the Domain Name suffix is not set up, use the IP address. 5. Click Apply. 6. Click the Scan/Digital Send tab. 7. On the left navigation pane, click Email Setup. Chapter 2 Use the scanner ENWW 8. On the Email Setup page, select the Enable Send to Email check box. If this check box is not available, the feature is unavailable at the product control panel. 9. In the Outgoing Email Servers (SMTP) area, click Add to start the SMTP wizard. 10. In the I know my SMTP server address or host name field, type smtp.onoffice.com, and then click Next. 11. On the Set the basic information necessary to connect to the server dialog, in the Port Number field, type 587. NOTE: Some servers have problems sending or receiving emails that are larger than 5 megabytes (MB). These problems can be prevented by entering a number in Split emails if larger than (MB). 12. Select the Enable SMTP SSL Protocol check box, and then click Next. 13. On the Server Authentication Requirements dialog, complete the following information: a. Select Server requires authentication. b. From the drop-down list, select Always use these credentials c. In the Username field, type the Office 365 Outlook email address. d. In the Password field, type the Office 365 Outlook account password, and then click Next. 14. On the Server Usage dialog, choose the product functions that will send email through this SMTP server, and then click Next. ENWW Set up the scanner 31 15. On the Summary and Test dialog, enter a valid email address in the Send a test email to: field, and then click Test. 16. Verify that all of the settings are correct, and then click Finish to complete the outgoing email server set up. Set up Scan to Fax Step one: Access the HP Embedded Web Server 1. From the Home screen on the product control panel, select the Information Network icon to display the IP address or host name. 2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens. icon, and then select the NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. Step two: Set up Scan to Fax Method one: LAN Fax Setup 1. Using the EWS top navigation tabs, click the Fax tab. 2. Navigate to LAN Fax Setup. 3. Select the Enable Fax Send checkbox. 4. Fill out appropriate Folder Settings information. NOTE: 32 You may need to set up the network share folder prior to LAN fax set up. Chapter 2 Use the scanner ENWW Method two: Internet Fax Setup 1. Using the EWS top navigation tabs, click the Fax tab. 2. Navigate to Internet Fax Setup. 3. Select the Enable Fax Send checkbox. 4. In the Outgoing Email Servers (SMTP) section, click Add to add an outgoing email server. 5. In the Internet Fax Service Settings section, click Add to add an Internet Fax Provider Domain. 6. Enter the appropriate information for all following fields, and then click Apply. Set up Scan to Network Folder ● Introduction ● Before you begin ● Step one: Access the HP Embedded Web Server ● Step two: Set up Scan to Network Folder Introduction This document explains how to enable and configure the Scan to Network Folder function. The product has a feature that enables it to scan a document and save it to a network folder. To use this scan feature, the product must be connected to a network; however, the feature is not available until it has been configured. There are two methods for configuring Scan to Network Folder, the Save to Network Folder Setup Wizard for basic setup and Save to Network Folder Setup for advanced setup. Before you begin NOTE: To set up the Scan to Network Folder feature, the product must have an active network connection. Administrators need the following items before beginning the configuration process. ● Administrative access to the product ● The fully-qualified domain name (FQDN) (e.g., \\servername.us.companyname.net\scans) of the destination folder OR the IP address of the server (e.g., \\16.88.20.20\scans). NOTE: The use of the term "server" in this context refers to the computer where the shared folder resides. Step one: Access the HP Embedded Web Server 1. From the Home screen on the product control panel, select the Information Network icon to display the IP address or host name. 2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens. icon, and then select the NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. ENWW Set up the scanner 33 Step two: Set up Scan to Network Folder Method one: Use the Scan to Network Folder Wizard This option opens the setup wizard that is in the HP Embedded Web Server (EWS) for the product. The setup wizard includes the options for basic configuration. NOTE: Before you begin: To display the product's IP address or host name, select the Information then select the Network icon on the product's control panel. 1. Using the EWS top navigation tabs, click Scan/Digital Send tab. 2. In the left-navigation pane, click Email and Scan to Network Folder Quick Setup Wizards. 3. Click the Save to Network Folder Quick Set Wizard link. 4. On the Add or Remove a Save to Network Folder Quick Set dialog, click Add. icon, and NOTE: Quick Sets are short-cut jobs that can be accessed on the product Home screen or within the Quick Sets application. NOTE: The Save to Network Folder feature can be minimally configured without creating a quick set. However, without the quick set, users must enter the destination folder information at the control panel for each scan job. A quick set is required to include Save to Network Folder metadata. 5. On the Add Folder Quick Set dialog, complete the following information: a. In the Quick Set Title field, type a title. NOTE: Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a folder"). 6. 34 b. In the Quick Set Description field, type a description explaining what the Quick Set will save. c. Click Next. On the Configure Destination Folder dialog, complete the following information: Chapter 2 Use the scanner ENWW a. In the UNC Folder Path field, type a folder path where the scan will go. The folder path can either be the fully-qualified domain name (FQDN) (e.g., \ \servername.us.companyname.net\scans) or the IP address of the server (e.g., \\16.88.20.20\scans). Be sure that the folder path (e.g., \scans) follows the FQDN or IP address. NOTE: The FQDN can be more reliable than the IP address. If the server gets its IP address via DHCP, the IP address can change. However, the connection with an IP address might be faster because the product does not need to use DNS to find the destination server. b. From the Authentication Settings drop-down, select one of the following options: ● Use credentials of user to connect after Sign In at the control panel ● Always use these credentials NOTE: If Always use these credentials is selected, a user name and password must be entered in the corresponding fields, and the product’s access to the folder must be verified by clicking Verify Access. c. In the Windows Domain field, type the Windows domain. TIP: To find the Windows domain in Windows 7, click Start, click Control Panel, click System. To find the Windows domain in Windows 8, click Search, enter System in the search box, and then click System. The domain is listed under Computer name, domain, and workgroup settings. d. Click Next. 7. On the Configure File Scan Settings dialog, set the default scanning preferences for the Quick Set, and then click Next. 8. Review the Summary dialog, and then click Finish. Method two: Use Scan to Network Folder Setup This option enables advanced configuration of the Save to Network Folder feature using the HP Embedded Web Server (EWS) for the product. NOTE: Before you begin: To display the product's IP address or host name, select the Information then select the Network icon on the product's control panel. icon, and Step one: Begin the configuration 1. Click the Scan/Digital Send tab. 2. On the left navigation menu, click the Scan to Network Folder Setup link. Step two: Configure the Scan to Network Folder settings ENWW 1. On the Scan to Network Folder Setup page, select the Enable Scan to Network Folder check box. If this box is not selected, the feature is unavailable at the product control panel. 2. In the Scan to Network Folder area of the left navigation pane, click Quick Sets. Click Add to open the Quick Sets Setup dialog. Set up the scanner 35 NOTE: Quick Sets are short-cut jobs that can be accessed on the product Home screen or within the Quick Sets application. NOTE: The Scan to Network Folder feature can be minimally configured without creating a quick set. However, without the quick set, users must enter the destination folder information at the control panel for each scan job. A quick set is required to include Scan to Network Folder metadata. Complete all of the settings in the Quick Set Setup to fully configure the Scan to Network Folder feature. Dialog one: Set the Quick Set name, description, and options for user interaction at the control panel Use the Set the location for the Quick Set and options for user interaction at the control panel dialog to configure where Quick Set will display on the product control panel and to configure the level of user interaction at the product control panel. 1. In the Quick Set Name field, type a title. NOTE: Name the Quick Set something that users can understand quickly (e.g., "Scan and save to a folder"). 2. In the Quick Set Description field, type a description explaining what the Quick Set will save. 3. From the Quick Set Start Option list, select one of the following options: ● Option one: Enter application, then user presses Start ● Option two: Start instantly upon selection Select one of the following prompt options : ○ Prompt for original sides ○ Prompt for additional pages ○ Require Preview NOTE: step. 4. If Start instantly upon selection is selected, the destination folder must be entered in the next Click Next. Dialog two: Folder Settings Use the Folder Settings dialog to configure the types of folders where the scanned documents are sent. There are two types of destination folders to select from: ● Shared folders or FTP folders ● Personal shared folders There are two types of folder permissions to select from: ● Read and write access ● Write access only The following information describes how to configure the folder settings. 36 Chapter 2 Use the scanner ENWW Configure the destination folder for scanned documents Option 1: Shared folders or FTP folders To save scanned documents to a standard shared folder or an FTP folder, complete the following steps: 1. If it is not already selected, select Save to shared folders or FTP folders. 2. Click Add.... The Add Network Folder Path dialog opens. 3. On the Add Network Folder Path dialog, select one of the following options: ● ENWW Option one: Save to a standard shared network folder Set up the scanner 37 NOTE: For more information about creating shared network folders, see Set up a shared folder (c04431534). 1. If it is not already selected, select Save to a standard shared network folder. 2. In the UNC Folder Path field, type a folder path. The folder path can either be the fully-qualified domain name (FQDN) (e.g., \ \servername.us.companyname.net\scans) or the IP address of the server (e.g., \ \16.88.20.20\scans). Be sure that the folder path (e.g., \scans) follows the FQDN or IP address. NOTE: The FQDN can be more reliable than the IP address. If the server gets its IP address via DHCP, the IP address can change. However, the connection with an IP address might be faster because the product does not need to use DNS to find the destination server. 3. To automatically create a subfolder for scanned documents in the destination folder, select a format for the subfolder name from the Custom Subfolder list. To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder access to user. 4. To view the complete folder path for scanned documents, click Update Preview. 5. From the Authentication Settings list, select one of the following options: ○ Use credentials of user to connect after Sign In at the control panel ○ Always use these credentials NOTE: If Always use these credentials is selected, a user name and password must be entered in the corresponding fields. 38 Chapter 2 Use the scanner ENWW 6. In the Windows Domain field, type the Windows domain. NOTE: To find the Windows domain in Windows 7, click Start, click Control Panel, click System. To find the Windows domain in Windows 8, click Search, enter System in the search box, and then click System. The domain is listed under Computer name, domain, and workgroup settings. NOTE: If a shared folder is set to be accessed by everyone, values for a workgroup name (default is “Workgroup”), a user name and password must be entered in the corresponding fields. However, if the folder is within a particular user’s folders and not Public, the user name and password of that user must be used. NOTE: An IP address might be necessary instead of a computer name. Many home routers do not handle computer names well, and there is no Domain Name Server (DNS). In this case, it is best to set up a static IP address on the shared PC to alleviate the problem of DHCP assigning a new IP address. On a typical home router, this is done by setting a static IP address that is on the same subnet, but outside the DHCP address range. 7. ● Click OK. Option two: Save to an FTP Server NOTE: If an FTP site is outside the firewall, a proxy server must be specified under the network settings These settings are located in the EWS Networking tab, under the Advanced options. 1. Select Save to an FTP Server. 2. In the FTP Server field, type the FTP server name or IP address. 3. In the Port field, type the port number. NOTE: ENWW In most cases, the default port number does not need to be changed. Set up the scanner 39 4. To automatically create a subfolder for scanned documents in the destination folder, select a format for the subfolder name from the Custom Subfolder list. 5. To view the complete folder path for scanned documents, click Update Preview. 6. From the FTP Transfer Mode list, select one of the following options: ○ Passive ○ Active 7. In the Username field, type the user name. 8. In the Password field, type the password. 9. Click Verify Access to confirm the destination can be accessed. 10. Click OK. Option 2: Personal shared folders To save scanned documents to a personal shared folder, complete the following steps: NOTE: This option is used in domain environments where the administrator configures a shared folder for each user. If the Save to a personal shared folder feature is configured, users will be required to sign in at the product control panel using Windows credentials or LDAP authentication. 1. Select Save to a personal shared folder. 2. In the Retrieve the device user’s home folder using this attribute field, type the user’s home folder in the Microsoft Active Directory. NOTE: 3. Verify that the user knows where this home folder is located on the network. To add a user name subfolder at the end of the folder path, select Create subfolder based on user name. To restrict the subfolder access to the user who creates the scan job, select Restrict subfolder access to user. Select the destination folder permissions Option 1: Read and write access To send scanned documents to a folder configured for read and write access, complete the following steps: NOTE: Send only to folders with read and write access supports folder verification and job notification 1. If it is not already selected, select Send only to folders with read and write access. 2. To require the product to verify folder access before starting a scan job, select Verify folder access prior to job start. NOTE: Scan jobs can complete more quickly if Verify folder access prior to job start is not selected; however, if the folder is unavailable, the scan job will fail. 3. Click Next. Option 2: Write access only 40 Chapter 2 Use the scanner ENWW To send scanned documents to a folder configured for write access only, complete the following steps: NOTE: Allow sending to folders with write access only does not support folder verification or job notification NOTE: If this option is selected, the product cannot increment the scan filename. It sends the same filename for all scans. Select a time-related filename prefix or suffix for the scan filename, so that each scan is saved as a unique file, and does not overwrite a previous file. This filename is determined by the information in the File Settings dialog in the Quick Set Wizard. 1. Select Allow sending to folders with write access only. 2. Click Next. Dialog three: Notification settings ▲ On the Notification Settings dialog, complete one of the following tasks: NOTE: In order to send notification emails, the product must be set up to use an SMTP server for sending email jobs. For more information about setting up the SMTP server for sending emails see Set up Scan to Email (c05173714). ● ● Option one: Do not notify 1. Select Do not notify. 2. To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next. Option two: Notify when job completes 1. Select Notify when job completes. 2. Select the method for delivering the notification from the Method Used to Deliver Notification list. If the method of notification selected is Email, type the email address in the Notification Email Address field. ● 3. To include a thumbnail of the first scanned page in the notification, select Include Thumbnail. 4. To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next. Option three: Notify only if job fails 1. Select Notify only if job fails. 2. Select the method for delivering the notification from the Method Used to Deliver Notification list. If the method of notification selected is Email, type the email address in the Notification Email Address field. ENWW 3. To include a thumbnail of the first scanned page in the notification, select Include Thumbnail. 4. To prompt the user to review their notification settings, select Prompt user prior to job start, and then click Next. Set up the scanner 41 Dialog four: Scan Settings On the Scan Settings dialog, set the default scanning preferences for the Quick Set, and then click Next. Scan settings: Feature Description Original Size Select the page size of the original document. Original Sides Select whether the original document is single-sided or double-sided. Optimize Text/Picture Select to optimize for the output of a particular type of content. Content Orientation Select the way the content of the original document is placed on the page: Portrait or Landscape. Background Cleanup Select a value to remove faint images from the background or to remove a light background color. Darkness Select a value to adjust the darkness of the file. Contrast Select a value to adjust the contrast of the file. Sharpness Select a value to adjust the sharpness of the file. Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview. Cropping Options Select whether or not to allow a job to be cropped and the type of cropping option. Erase Edges Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job. Dialog five: File Settings On the File Settings dialog, set the default file settings for the Quick Set, and then click Next. File settings: Feature Description File Name Prefix Set the default file name prefix used for files saved to a network folder. File Name Default file name for the file to be saved. Select the User editable check box to make this setting editable at the product control panel. File Name Suffix Set the default file name suffix used for files saved to a network folder. File Name Preview Enter a file name, and then click Update Preview. File Numbering Format Select a file name format for when the job is divided into multiple files. Add numbering when job has just one file (ex. _1–1) Select this setting to add numbering to a file name when the job is only one file instead of multiple files. File Type Select the file format for the saved file. Select the User editable check box to make this setting editable at the product control panel. 42 High Compression (smaller file) Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file. PDF encryption If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start. Chapter 2 Use the scanner ENWW Feature Description Resolution Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller. Quality and File Size Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send. Color/Black Specify whether copies are to be scanned in color, black and gray, or black only. Suppress blank pages If the Suppress blank pages option is enabled, blank pages will be ignored. Meta Data File Format Use the drop-down list to select the file format for meta-data information. Create Multiple Files Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file. Dialog six: Summary On the Summary dialog, review the Summary dialog, and then click Finish. Step three: Complete the configuration 1. In the left-navigation pane, click Scan to Network Folder. 2. On the Scan to Network Folder page, review the selected settings, and then click Apply to complete the setup. Set up Scan to USB Drive ● Introduction ● Step one: Access the HP Embedded Web Server ● Step two: Enable Scan to USB Drive ● Step three: Configure the Quick Sets (optional) ● Default scan settings for Scan to USB Drive setup ● Default file settings for Save to USB Setup Introduction The product has a feature that enables it to scan a document and save it to a USB flash drive. The feature is not available until it has been configured through the HP Embedded Web Server (EWS). Step one: Access the HP Embedded Web Server 1. ENWW From the Home screen on the product control panel, select the Information Network icon to display the IP address or host name. icon, and then select the Set up the scanner 43 2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens. NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. Step two: Enable Scan to USB Drive 1. Select the Security tab. 2. Scroll to Hardware Ports and make sure that Enable Host USB plug and play is enabled. 3. Select the Scan/Digital Send tab and the select Default Job Options from the left menu. 4. Select the Enable Scan to USB check box. NOTE: Most devices ship with Hard disk drives (HDDs) already installed. In some cases, additional storage devices can be added via USB. Verify whether the Save to USB feature needs to be expanded to USB and Hard drive Step three: Configure the Quick Sets (optional) NOTE: Quick Sets are short-cut jobs that can be accessed on the product Home screen or within the Quick Sets application. 1. In the Scan to USB Drive area of the left navigation pane, click Quick Sets. 2. Select one of the following options: ● Select an existing Quick Set under Quick Sets Application in the table. -OR- ● 3. 44 Click Add to start the Quick Set Wizard. If you selected Add, the Quick Sets Setup page opens. Complete the following information: Chapter 2 Use the scanner ENWW 4. 5. ● Quick Set Name: Enter a title for the new Quick Set. ● Quick Set Description: Enter a description of the Quick Set. ● Quick Set Start Option: To set how the Quick Set starts, click either Enter application, then user presses Start or Start instantly when selected from the Home Screen. Select a default location where scanned files are saved on USB storage devices inserted into the USB port near the control panel, and then click Next. The default location options are: ● Save at root directory of the USB storage device ● Create or place in this folder on the USB Storage Device — The path to the folder on the USB storage device must be specified when using this file location option. A backslash \ must be used to separate folder\subfolder names in the path. Select an option from the Condition on Which to Notify: drop-down list, and then click Next. This setting determines if, or how, users are notified when a Save To USB Quick Set job completes or fails. The options for the Condition on Which to Notify: setting are: 6. ● Do not notify ● Notify when job completes ● Notify only if job fails Choose the Scan Settings for the Quick Set, and then click Next. NOTE: For more information on the available scan settings, see Default scan settings for Scan to USB Drive setup on page 45 7. Choose the File Settings for the Quick Set, and then click Next. NOTE: For more information on the available file settings, see Default scan settings for Scan to USB Drive setup on page 45 8. Review the summary of settings, and then click Finish to save the Quick Set, or click Previous to edit the settings. Default scan settings for Scan to USB Drive setup Table 2-1 Scan settings for Scan to USB Drive Setup: ENWW Feature Description Original Size Select the page size of the original document. Original Sides Select whether the original document is single-sided or double-sided. Optimize Text/Picture Select to optimize for the output of a particular type of content. Content Orientation Select the way the content of the original document is placed on the page: Portrait or Landscape. Background Cleanup Select a value to remove faint images from the background or to remove a light background color. Darkness Select a value to adjust the darkness of the file. Contrast Select a value to adjust the contrast of the file. Sharpness Select a value to adjust the sharpness of the file. Set up the scanner 45 Table 2-1 Scan settings for Scan to USB Drive Setup: (continued) Feature Description Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview. Cropping Options Select whether or not to allow a job to be cropped and the type of cropping option. Erase Edges Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job. Default file settings for Save to USB Setup Table 2-2 File settings for Save to USB Setup: Option name Description File Name Prefix Set the default file name prefix used for files saved to a network folder. File Name Default file name for the file to be saved. Select the User editable check box to make this setting editable at the product control panel. File Name Suffix Set the default file name suffix used for files saved to a network folder. Duplicate filename suffix default [filename]_YYYYMMDDT File Name Preview Enter a file name, and then click Update Preview. File Numbering Format Select a file name format for when the job is divided into multiple files. Add numbering when job has just one file (ex. _1–1) Select this setting to add numbering to a file name when the job is only one file instead of multiple files. File Type Select the file format for the saved file. Select the User editable check box to make this setting editable at the product control panel. High Compression (smaller file) Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file. PDF encryption If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start. Resolution Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller. Quality and File Size Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send. Color/Black Specify whether copies are to be scanned in color, black and gray, or black only. Suppress blank pages If the Suppress blank pages option is enabled, blank pages will be ignored. Create Multiple Files Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file. Set up Scan to SharePoint® 46 ● Introduction ● Before you begin Chapter 2 Use the scanner ENWW ● Step one: Access the HP Embedded Web Server (EWS) ● Step two: Enable Scan to SharePoint® and create a Scan to SharePoint Quick Set ● Scan and save a file directly to a Microsoft® SharePoint site ● Quick set scan settings and options for Save to SharePoint® Introduction Use Save the SharePoint® to scan documents directly to a Microsoft® SharePoint site. This feature eliminates the need to scan the documents to a network folder, USB flash drive, or email message, and then manually upload the files to the SharePoint site. Save to SharePoint® supports all scanning options, including the ability to scan documents as images or use the OCR features to create text files or searchable PDFs. The feature is disabled by default. Enable Save to Sharepoint® in the HP Embedded Web Server (EWS). Before you begin Before this procedure can be completed, the destination folder that the scanned files will be saved to must exist on the SharePoint site, and write access must be enabled to the destination folder. Save to SharePoint® is disabled by default. Step one: Access the HP Embedded Web Server (EWS) 1. From the Home screen on the product control panel, select the Information Network icon to display the IP address or host name. 2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens. icon, and then select the NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. ENWW Set up the scanner 47 Step two: Enable Scan to SharePoint® and create a Scan to SharePoint Quick Set Follow these steps to enable the feature Scan to SharePoint feature and create a Save to SharePoint Quick Set: 1. Using the top navigation tabs, click Scan/Digital Send. 2. In the left navigation pane, click Scan to SharePoint®. NOTE: Quick Sets are short-cut jobs that can be accessed on the product Home screen or within the Quick Sets application. 3. Select Enable Scan to SharePoint®, and then click Apply. 4. In the Quick Sets List area, click Add to launch the Quick Set Wizard. 5. Enter a Quick Set Name (for example, “Scan to Sharepoint”) and a Quick Set Description. 6. Select a Quick Set Start Option to determine what occurs after selecting a Quick Set on the product control panel, and then click Next. 7. Use the following steps to add the path to the SharePoint folder. a. Click Add on the SharePoint® Settings page to open the Add SharePoint® Path page. b. Open another browser window, navigate to the SharePoint folder to use, and then copy the folder path for the SharePoint folder from that browser window. c. Paste the SharePoint folder path into the SharePoint® Path: field. d. By default, the product overwrites an existing file that has the same file name as the new file. Clear Overwrite existing files so that a new file with the same name as an existing file is given an updated time/date stamp. e. Select an option from the Authentication Settings drop-down menu. Select whether it is necessary to sign in to the SharePoint site with credentials, or store the credentials within the Quick Set. NOTE: Use credentials of user to connect after Sign In at the control panel is selected in the Authentication Settings drop-down menu, the logged-in user must have permissions to write to the specified SharePoint site. NOTE: For security purposes, the product does not display credentials entered in the Quick Set Wizard. f. Click OK to complete the SharePoint path setup and navigate back to the SharePoint Destination Settings page. 8. Select Verify folder access prior to job start to ensure that the SharePoint folder specified as the destination folder is accessible each time the Quick Set is used. If this option is not selected, jobs can be saved to the SharePoint folder more quickly. However, if this option is not selected and the SharePoint folder is inaccessible the job will fail. 9. Click Next. 10. Set a Condition on Which to Notify: on the Notification Settings page. This setting configures the Quick Set to either not notify, or to send email messages if a job either completes successfully or fails. Select one of the following options from the Condition on Which to Notify: drop-down menu: 48 Chapter 2 Use the scanner ENWW ● Select Do not notify for the Quick Set to not perform any notification action when a job completes successfully or fails. ● Select Notify when job completes for the Quick Set to send a notification when a job completes successfully. ● Select Notify only if job fails for the Quick Set to send a notification only when a job fails. Selecting either Notify when job completes or Notify only if job fails requires the Method Used to Deliver Notification: to be set. Select from the following options: ● Email: Use this option to send an email when the selected notification condition occurs. This option requires a valid email address in the Notification Email Address: field. NOTE: To use the email notification feature, first configure the email feature on the product. NOTE: Select Include Thumbnail for either notification option to include a thumbnail image of the first page of the scanned page of the job. 11. Click Next. 12. Select options from the Scan Settings page, and then click Next. For more information, see Table 2-3 Scan settings for Save to SharePoint® on page 50. 13. Select options from the File Settings page, and then click Next. For more information, see Table 2-4 File settings for Save to SharePoint on page 51. 14. Review the summary of settings, and then click Finish to save the Quick Set, or click Previous to edit the settings. Scan and save a file directly to a Microsoft® SharePoint site 1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document. 2. From the Home screen on the product control panel, select Scan, and then select Scan to SharePoint®. NOTE: It might be necessary to sign in to the product to use this feature. 3. To select a Quick Set, in the Quick Sets and Defaults area select Load. Select a Quick Set, and then select Load. 4. Select the File Name: text field to open a keyboard, and then type the name for the file using either the onscreen keyboard or the physical keyboard. Select Enter . 5. Select Options to view and configure settings for the document. 6. Select the right pane of the screen to preview the document. In the preview screen, use the options on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or remove pages. Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view. ENWW Set up the scanner 49 Use these options to zoom in or out on the selected page. NOTE: Select only one page at a time to use these options. Use this option to rotate the page 180 degrees. NOTE: This option is available only in the thumbnail view. Use this option to delete the selected pages. NOTE: This option is available only in the thumbnail view. Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right. NOTE: These options are available only in the thumbnail view. Use this option to add a page to the document. The product prompts to scan additional pages. Use this option to clear the changes made in the preview and start over. Select this option to collapse the preview screen and return to the Copy screen. 7. Select Start to save the file. Quick set scan settings and options for Save to SharePoint® The following tables list the settings and options available in the Quick Set Wizard when adding, editing, or copying a Save to SharePoint® Quick Set. Table 2-3 Scan settings for Save to SharePoint® 50 Feature Description Original Size Select the page size of the original document. Original Sides Select whether the original document is single-sided or double-sided. Optimize Text/Picture Select to optimize for the output of a particular type of content. Content Orientation Select the way the content of the original document is placed on the page: Portrait or Landscape. Chapter 2 Use the scanner ENWW Table 2-3 Scan settings for Save to SharePoint® (continued) Feature Description Background Cleanup Select a value to remove faint images from the background or to remove a light background color. Darkness Select a value to adjust the darkness of the file. Contrast Select a value to adjust the contrast of the file. Sharpness Select a value to adjust the sharpness of the file. Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview. Cropping Options Select whether or not to allow a job to be cropped and the type of cropping option. Erase Edges Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job. Table 2-4 File settings for Save to SharePoint Feature Description File Name Prefix Set the default file name prefix used for files saved to a network folder. File Name Default file name for the file to be saved. Select the User editable check box to make this setting editable at the product control panel. File Name Suffix Set the default file name suffix used for files saved to a network folder. Duplicate filename suffix default [filename]_YYYYMMDDT File Name Preview Enter a file name, and then click Update Preview. File Numbering Format Select a file name format for when the job is divided into multiple files. Add numbering when job has just one file (ex. _1–1) Select this setting to add numbering to a file name when the job is only one file instead of multiple files. File Type Select the file format for the saved file. Select the User editable check box to make this setting editable at the product control panel. ENWW High Compression (smaller file) Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file. PDF encryption If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start. Resolution Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller. Quality and File Size Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send. Color/Black Specify whether copies are to be scanned in color, black and gray, or black only Suppress blank pages If the Suppress blank pages option is enabled, blank pages will be ignored. Create Multiple Files Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file. Set up the scanner 51 Create a Quick Set ● Introduction ● Step one: Access the HP Embedded Web Server (EWS) ● Step two: Add and manage Quick Sets Introduction Quick Sets are short-cut jobs that are available from the Home screen or within the Quick Sets feature on the product control panel and do not impact the defaults set for the base application. To use a Quick Set on the product control panel, enable the base application. Create Quick Sets for the following base applications to improve job accuracy and decrease the time to complete a job: ● Email — Use email Quick Sets to configure and save commonly used settings for sending jobs from the product via email as email attachments. ● Scan to Network Folder — Use Save to Network Folder Quick Sets to configure and save commonly used settings for saving jobs to a network folder. ● Scan to USB — Use Save to USB Quick Sets to configure and save commonly used settings for saving jobs to a USB device. ● Scan to SharePoint® — Use Save to SharePoint Quick Sets to configure and save commonly used settings for saving jobs to a SharePoint site. Select from various job options, such as starting a job immediately upon selection of a quick set or requiring an image preview before starting a job. Step one: Access the HP Embedded Web Server (EWS) 1. From the Home screen on the product control panel, select the Information Network icon to display the IP address or host name. 2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens. icon, and then select the NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. 52 Chapter 2 Use the scanner ENWW Step two: Add and manage Quick Sets Add a Quick Set Use the following steps to add a new Quick Set. 1. Using the top navigation tabs, click General. 2. In the left navigation pane, click Quick Sets. 3. Click Add. The Quick Sets Setup page opens. NOTE: Click Cancel on any page of Quick Sets Setup to cancel the current changes, exit Quick Sets Setup, and return to the Quick Sets page. 4. Select a Quick Set Type, and then click Next. The following Quick Set types are available for selection, depending on your product: NOTE: A Quick Set Type only needs to be determined when a quick set is created by using the General EWS tab. ENWW ● Scan to Email ● Scan to Fax ● Scan to Network Folder ● Scan to USB Drive ● Scan to SharePoint® 5. Enter a title for the Quick Set in the Quick Set Name (required) field. 6. Enter a description of the Quick Set in the Quick Set Description field. 7. Select a Quick Set Start Option to determine what occurs after selecting a Quick Set on the product control panel, and then click Next. 8. Select settings and complete tasks in Quick Sets Setup. Click Next to proceed to the next page of available options until reaching the Summary page. Set up the scanner 53 NOTE: The settings available in Quick Sets Setup vary by the type of Quick Set being added. Refer to the tables in Quick Set settings and options on page 55 to see the available settings and options for each type of Quick Set. 9. Review the summary of settings, and then click Finish to save the Quick Set, or click Previous to edit the settings. Edit a Quick Set Use the following steps to edit the settings of an existing Quick Set. 1. Using the top navigation tabs, click General. 2. In the left navigation pane, click Quick Sets. 3. In the Quick Sets List area, click the check box next to the appropriate Quick Set, and then click Edit. The Quick Sets Setup page opens. NOTE: Click Cancel on any page of Quick Sets Setup to cancel the current changes, exit Quick Sets Setup, and return to the Quick Sets page. 4. 5. If necessary, modify the following settings, and then click Next: ● Quick Set Name ● Quick Set Description ● Quick Set Start Option Select settings and complete tasks in Quick Sets Setup. Click Next to proceed to the next page of available options until reaching the Summary page. NOTE: The settings available in Quick Sets Setup vary by the type of Quick Set being edited. Refer to the tables in Quick Set settings and options on page 55 to see the available settings and options for each type of Quick Set. 6. Review the Summary page, and then click Finish to save changes made to the Quick Set. Copy a Quick Set 1. Using the top navigation tabs, click General. 2. In the left navigation pane, click Quick Sets. 3. In the Quick Sets List area, click the check box next to the appropriate Quick Set, and then click Copy. The Quick Sets Setup page opens. NOTE: Click Cancel on any page of Quick Sets Setup to cancel the current changes, exit Quick Sets Setup, and return to the Quick Sets page. 4. 54 If necessary, modify the following settings, and then click Next: ● Quick Set Name ● Quick Set Description ● Quick Set Start Option Chapter 2 Use the scanner ENWW 5. Select settings and complete tasks in Quick Sets Setup. Click Next to proceed to the next page of available options until reaching the Summary page. NOTE: The settings available in Quick Sets Setup vary by the type of Quick Set being copied. Refer to the tables in Quick Set settings and options on page 55 to see the available settings and options for each type of Quick Set. 6. Review the Summary page, and then click Finish to save the Quick Set. Remove a Quick Set Use the following steps to remove a Quick Set. 1. Using the top navigation tabs, click General. 2. In the left navigation pane, click Quick Sets. 3. In the Quick Sets List area, click the check box next to the appropriate Quick Set, and then click Remove. 4. When the Confirmation Page opens, click Remove to finish removing the Quick Set. Quick Set settings and options The following tables list the settings and options available in the Quick Set Wizard when adding, editing, or copying a Quick Set. Table 2-5 Address and Message Field Control — Scan to Email Quick Sets Option Description Address Field Restrictions Use the Address Field Restrictions drop-down list to specify whether users can type an email address or select an email address from an address book From: Use the From: drop-down list to set the email address that displays in the From: field of the email. If Default From: is selected, the email address listed in the Default From: field is used. If User's address (sign-in required) is selected, the user is required to sign in to the product with their email address when using the Quick Set. This field can be set to be user-editable. Default From: The Default From: field is used to define the email address used when Default From: is selected in the From: drop-down list. Default Display Name: Use this field to set the name displayed on the product's control panel. If this field is not set, the value in the Default From: displays on the product's control panel. This field is optional. To: CC: BCC: Use these drop-down lists to set the email recipient, CC (carbon copy) and BCC (blind carbon copy) values. The options for each of these fields are: ● User's address (sign-in required) ● Blank ● Specify address These fields can be set to be user-editable ENWW Set up the scanner 55 Table 2-5 Address and Message Field Control — Scan to Email Quick Sets (continued) Option Description Subject: Use this field to set the value that appears in the subject line of the email. This field can be set to be user-editable. Message: Use this field to set the value for the body of the email. This field can be set to be user-editable. Table 2-6 Signing and Encryption — Scan to Email Quick Sets Option Description Signing Use the Signing drop-down list to specify whether the email sent using the Quick Set is digitally signed. This field can be set to be user-editable. Hashing Algorithm Encryption Use the Hashing Algorithm drop-down list to set the type hashing algorithm used with signed emails. The following hashing algorithms are available: ● SHA-1 ● SHA-256 (recommended) ● SHA-384 ● SHA-512 Use the Encryption drop-down list to specify whether the email sent using the Quick Set is encrypted. This field can be set to be user-editable. Encryption Algorithm Use the Encryption Algorithm drop-down list to set the encryption algorithm used for encrypted emails sent using the Quick Set. Attribute for Recipient Public Key The Attribute for Recipient Public Key field is used to set the attribute used for retrieving the email recipient's public key from LDAP for signed or encrypted emails. Use the recipient public key certificate to verify the recipient Select this setting to use the recipient’s public key certificate to verify the recipient. Table 2-7 Scan settings — Scan to Email, Scan to Fax, Scan to Network Folder, Scan to SharePoint®, and Scan to USB Quick Sets 56 Option Description Original Size Specify the size for the original document. Original Sides Select whether the original document is single-sided or double-sided. Chapter 2 Use the scanner ENWW Table 2-7 Scan settings — Scan to Email, Scan to Fax, Scan to Network Folder, Scan to SharePoint®, and Scan to USB Quick Sets (continued) Option Description Optimize Text/Picture Optimize the job for the type of image being scanned: text, graphics, or photos. Select from the following options: ● Text: Use for documents that contain mostly text ● Mixed: Use for documents with a mix of text and pictures ● Printed picture: Use for line drawings and preprinted images, such as magazine clippings or pages from books NOTE: If bands of irregular intensity print on the copies, try selecting Printed picture to improve the quality. ● Content Orientation Photograph: Use for photographic prints Select the way the content of the original document is placed on the page: ● Portrait: The short edge of the page is along the top. ● Landscape: The long edge of the page is along the top. Background Cleanup Select a value to remove faint images from the background or to remove a light background color. Darkness Select a value to adjust the darkness of the file. Contrast Select a value to adjust the contrast of the file. Sharpness Select a value to adjust the sharpness of the file. Image Preview Select whether to require or make optional a displayed preview of the job or to disable a preview. Cropping options (not available for Scan to Fax) Select whether or not to allow a job to be cropped and the type of cropping option. Erase Edges (not available for Scan to Fax) Select this setting to specify the width of edge margins to be erased, in either inches or millimeters, for the front side and back side of a job. Resolution (Scan to Fax only) Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller. Suppress blank pages (Scan to Fax only) If the Suppress blank pages option is enabled, blank pages will be ignored. Table 2-8 File settings — Scan to Email, Scan to Network Folder, Scan to SharePoint®, and Scan to USB Quick Sets Feature Description File Name Prefix Set the default file name prefix used for files saved to a network folder. File Name Default file name for the file to be saved. Select the User editable check box to make this setting editable at the product control panel. File Name Suffix Set the default file name suffix used for files saved to a network folder. Duplicate filename suffix default [filename]_YYYYMMDDT File Name Preview ENWW Enter a file name, and then click Update Preview. Set up the scanner 57 Table 2-8 File settings — Scan to Email, Scan to Network Folder, Scan to SharePoint®, and Scan to USB Quick Sets (continued) Feature Description File Numbering Format Select a file name format for when the job is divided into multiple files. Add numbering when job has just one file (ex. _1–1) Select this setting to add numbering to a file name when the job is only one file instead of multiple files. File Type Select the file format for the saved file. Select the User editable check box to make this setting editable at the product control panel. High Compression (smaller file) Select this setting to compress the scanned file, which reduces the file size. However, the scanning process for a High compression file might take longer than for a Normal compression file. PDF encryption If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start. Resolution Set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller. Quality and File Size Select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send. Color/Black Specify whether copies are to be scanned in color, black and gray, or black only. Suppress blank pages If the Suppress blank pages option is enabled, blank pages will be ignored. Meta Data File Format ( Scan to Network Folder Quick Sets only) Use the drop-down list to select the file format for meta-data information. Create Multiple Files The options for this field are: ● None ● XML ● HPS Select this setting to scan pages into separate files based on a predetermined maximum number of pages per file. Load originals The following topics describe how to load originals into the document feeder and on the scanner glass. Document loading tips ● The maximum capacity of the input tray is 150 sheets of 75 g/m2 (20 lb) paper for the HP Digital Sender Flow 8500 fn2 Document Capture Workstation and 200 sheets of 75 g/m2 (20 lb) for the HP ScanJet Enterprise Flow N9120 fn2 Document Scanner. When using heavier paper, the maximum capacity is decreased. TIP: ● Use the lines on the input tray paper guides to help you to not exceed the input tray capacity. Be sure that original documents are within these guidelines: Table 2-9 HP Digital Sender Flow 8500 fn2 Document Capture Workstation Width: 58 Chapter 2 Use the scanner 68 to 216 mm (2.6 to 8.5 in) ENWW Table 2-9 HP Digital Sender Flow 8500 fn2 Document Capture Workstation (continued) Length: 147 to 863.6 mm (5.79 to 34 in) Weight: 40 g/m2 (10.7 lb) to 413 g/m2 (110 lb) Table 2-10 HP ScanJet Enterprise Flow N9120 fn2 Document Scanner ● ENWW Width: 68 to 297 mm (2.7 to 11.7 in) Length: 127 to 864 mm (5 to 34 in) Weight: 40 g/m2 (10.7 lb) to 413 g/m2 (110 lb) Scanning the following types of documents might result in paper jams or damage to the documents. Wrinkled or creased documents Curled documents Torn documents Documents with paper clips or staples Carbon paper Coated paper Extremely thin, translucent paper Paper with adhesive notes or flags attached Photos Overhead transparencies Papers that are stuck together Paper where the toner has not fully dried, or with wet substances such as glue or correction fluid ● Smooth out any folds or curls in your documents before placing them into the feeder. If the leading edge of a document is curled or folded, it might cause a paper jam. ● Make sure that the document feeder hatch is securely latched. To properly close the hatch, press firmly on both sides of the hatch. ● Adjust the paper guides to the width of the documents. Make sure that the paper guides touch the edges of the original. If there is any clearance between the paper guides and the edges of the documents, the scanned image might be skewed. Load originals 59 60 ● When placing a stack of documents into the feeder, gently set the stack in the input tray. Do not drop the stack into the tray and do not tap the top edge of the stack after you have placed the stack in the input tray. ● Clean the scan rollers if the rollers are visibly dirty or after scanning a document written with or written on with pencil. Chapter 2 Use the scanner ENWW Supported paper types and sizes Supported paper types and sizes for the product are shown below. Size and dimensions Automatic Document Feeder (ADF) supported Flatbed supported U.S.-Letter: 215.9 x 279.4 mm (8.5 x 11 in) Mixed Letter/Legal U.S.-Legal: 215.9 x 355.6 mm (8.5 x 14 in) U.S.-Executive: 184.2 x 266.7 mm (7.25 x 10.5 in) Statement 215.9 x 139.7 mm (8.5 x 5.5 in) Oficio 215.9 x 330.2 mm (8.5 x 13 in) 101 x 152 mm (4 x 6 in) 127 x 177 mm (5 x 7 in) 127 x 203 mm (5 x 8 in) A4: 210 x 297 mm (8.3 x 11.7 in) A3 (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) 297 x 420 mm (11.7 x 16.5 in) JIS B5: 182 x 257 mm (7.2 x 10.1 in) ISO A5: 148 x 210 mm (5.8 x 8.3 in) A6: 105 x 148 mm (4.1 x 5.8 in) RA4 215 x 305 mm (8.5 x 12 in) JIS B6 128 x 182 mm (5 x 7.2 in) 101 x 152 mm (10 x 15 in) 16K 184 x 260 mm (7.2 x 10.2 in) 16K 195 x 270 mm (7.7 x 10.6 in) 16K 197 x 273 mm (7.5 x 10.7 in) JIS Postcard 100 x 148 mm (3.9 x 5.8 in) JIS Dpostcard 148 x 200 mm (5.8 x 7.9 in) Envelope #9 98 x 225 mm (3.9 x 8.9 in) Envelope #10 104 x 241 mm (4.1 x 9.5 in) Envelope Monarch 98 x 190 mm (3.9 x 7.5 in) Envelope B5 176 x 250 mm (6.9 x 9.8 in) Envelope C5 162 x 229 mm (6.4 x 9 in) Envelope C6 114 x 162 mm (4.5 x 6.4 in) Envelope DL 110 x 220 mm (4.3 x 8.6 in) ENWW Load originals 61 Size and dimensions Automatic Document Feeder (ADF) supported Custom (HP Digital Sender Flow 8500 fn2 Document Capture Workstation) Minimum: 68 x 147 mm (2.7 x 5.8 in) Maximum: 215.9 x 863.6 mm (8.5 x 34 in) Custom (HP ScanJet Enterprise Flow N9120 fn2 Document Scanner) Minimum: 68 x 127 mm (2.6 x 5 in) Maximum: 297 x 864 mm (11.7 x 34 in) 62 Chapter 2 Use the scanner Flatbed supported Minimum: n/a Maximum: 217 x 358 mm (8.5 x 14 in) Minimum: n/a Maximum: 297 x 432 mm (11.7 x 17 in) ENWW Load paper in the Automatic Document Feeder (ADF) input tray ● Introduction ● Required guidelines before loading documents ● Method to load documents ● Load same-sized documents Introduction This document provides instructions on how to load same-sized and mixed-sized documents into the Automatic Document Feeder (ADF) input tray of an HP ScanJet flatbed scanner. ● Documents with the same paper size and width are same-sized documents. ● Documents with different paper width or length are mixed sized documents, for example, legal size, letter size, and a check. Required guidelines before loading documents Before loading the documents in the ADF input tray, make sure to follow these guidelines: ● Use the recommended paper type and size in the ADF input tray. Refer to the Supported paper types section for paper capacities and capabilities. ● Smooth any folds or curls in the pages to avoid paper jams. ● Fan through the pages to remove any staples, paper clips, or sticky notes. Figure 2-1 Fan the pages of the document Load originals 63 ● Slide the paper guides to fit the width of the document. If there is any gap between the paper guides and the edges of the documents, the scanned image might be skewed. NOTE: When loading small documents like checks, place the longest edge parallel to the paper width guides. Figure 2-2 Adjust paper guides Method to load documents Determine the type of documents to load in the ADF input tray, and then use one of the following methods: ● Load same-sized documents ● Load documents on the scanner glass NOTE: To scan fragile documents (such as photos or documents on wrinkled or very light paper), place the document face down on the scanning glass. Load same-sized documents Make sure to refer the section Required guidelines before loading documents, and then follow the following steps to load same-sized documents in the ADF input tray: 1. 64 Tap the long edge of the pages on a flat surface, then rotate and tap the top edge of the document pages to align the edges of the document pages. Chapter 2 Use the scanner 2. Load the pages with the face up and the top edge of the pages into the ADF input tray. NOTE: Do not tap the edge of the document stack or drop the paper stack into the ADF input tray. Figure 2-3 Load same-sized pages in the ADF input tray 3. Adjust the paper guides to the width of the document. NOTE: Make sure not to push the paper guides so tightly as they bend the documents. The documents are now ready to be scanned. Load documents on the scanner glass ENWW 1. Open scanner lid. 2. Load the document on the scanner glass face down according to the indicators on the product. 3. Close the scanner lid. The document is now ready to scan. Load originals 65 Perform a scan task Send a scanned document to one or more email addresses Introduction The product has a feature that enables it to scan a document and send it to one or more email addresses. Before using this feature, use the HP Embedded Web Server to enable it and set it up. Scan and send a document to email 1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document. 2. From the Home screen on the product control panel select Scan to Email. NOTE: 3. If prompted, type your user name and password. Select the To field to open a keyboard, or pull out the physical keyboard. NOTE: If you are signed in to the product, your user name or other default information might appear in the From field. If so, you might not be able to change it. 4. Specify the recipients by using one of these methods: Enter addresses manually ▲ Enter the address in the To field. To send to multiple addresses, separate the addresses with a semicolon, or select Enter on the touchscreen keyboard after typing each address. Enter addresses from the Contacts list a. Select Contacts b. Select the appropriate contact list. c. Select a name or names from the list of contacts to add the name to the recipients list, and then select Add. next to the To field to open the Contacts screen. 5. Complete the Subject, and File Name fields by selecting the field and using the touchscreen keyboard to enter information. 6. To configure settings for the document, select Options. For example: 7. ● Select File Type and Resolution to specify the type of file to create, the resolution, and the output quality. ● If the original document is printed on both sides, select Original Sides, and then select 2 Sided. Set options marked with a yellow triangle before using the preview feature. NOTE: After the preview scan, these options are removed from the main Options list and are summarized in the Pre-scan Options list. To change any of these options, discard the preview and start over. Using the preview feature is optional. 66 Chapter 2 Use the scanner ENWW 8. Select the right pane of the screen to preview the document. In the preview screen, use the options on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or remove pages. Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view. Use these options to zoom in or out on the selected page. NOTE: Select only one page at a time to use these options. Use this option to rotate the page 180 degrees. NOTE: This option is available only in the thumbnail view. Use this option to delete the selected pages. NOTE: This option is available only in the thumbnail view. Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right. NOTE: These options are available only in the thumbnail view. Use this option to add a page to the document. Use this option to clear the changes made in the preview and start over. Select this option to collapse the preview screen. 9. When the document is ready, select Send. NOTE: The product might prompt you to add the email address to the contact list. Scan to Fax Introduction The product can scan a file and send it as a fax using the HP Embedded Web Server (EWS). Before using this feature, use the HP Embedded Web server to enable the feature and configure the settings. ENWW Perform a scan task 67 Scan to Fax 1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document. 2. From the Home screen on the product control panel, select Scan, and then select Scan to Fax. 3. To configure the settings for the document, select Options. 4. Select the right pane of the screen to preview the document. In the preview screen, use the options on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or remove pages. Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view. Use these options to zoom in or out on the selected page. NOTE: Select only one page at a time to use these options. Use this option to rotate the page 180 degrees. NOTE: This option is available only in the thumbnail view. Use this option to delete the selected pages. NOTE: This option is available only in the thumbnail view. Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right. NOTE: These options are available only in the thumbnail view. Use this option to add a page to the document. Use this option to clear the changes made in the preview and start over. Select this option to collapse the preview screen. 5. 68 When the document is ready, select Scan to send the fax. Chapter 2 Use the scanner ENWW Scan and send to network folder Introduction The product can scan a file and save it in a shared folder on the network. Before using this feature, use the HP Embedded Web server to enable the feature and configure the shared folders. The system administrator can configure pre-defined Quick Sets folders; otherwise it is necessary to specify the folder path for each job. Scan and save the document to a network folder NOTE: You might be required to sign in to the product to use this feature. 1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document. 2. From the Home screen on the product control panel select Scan to Network Folder. 3. To specify a path for this job only, select the Folder Paths text field to open a keyboard, type the path to the folder, and then select Enter . Use this format for the path: \\server\folder, where “server” is the name of the server that hosts the shared folder, and “folder” is the name of the shared folder. If the folder is nested inside other folders, complete all necessary segments of the path to reach the folder. For example: \\server\folder\folder Or, select Load below the Folder Paths field to select a pre-defined Quick Sets path or a path associated with a Contact. NOTE: The Folder Paths field might have a pre-defined path, and it might not be editable. In this situation, the administrator has configured this folder for common access. 4. Select the File Name text field to open a keyboard, and then type the name for the file, and then select Enter . 5. To configure settings for the document, select Options. For example: 6. ● Select File Type and Resolution to specify the type of file to create, the resolution, and the output quality. ● If the original document is printed on both sides, select Original Sides, and then select 2 Sided. Set options marked with a yellow triangle before using the preview feature. NOTE: After the preview scan, these options are removed from the main Options list and are summarized in the Pre-scan Options list. To change any of these options, discard the preview and start over. Using the preview feature is optional. 7. Select the right pane of the screen to preview the document. In the preview screen, use the options on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or remove pages. Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view. ENWW Perform a scan task 69 Use these options to zoom in or out on the selected page. NOTE: Select only one page at a time to use these options. Use this option to rotate the page 180 degrees. NOTE: This option is available only in the thumbnail view. Use this option to delete the selected pages. NOTE: This option is available only in the thumbnail view. Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right. NOTE: These options are available only in the thumbnail view. Use this option to add a page to the document. Use this option to clear the changes made in the preview and start over. Select this option to collapse the preview screen. 8. When the document is ready, select Save to save the file. Scan and send to USB Flash Drive Introduction The product can scan a file and save it on a USB flash drive. Before using this feature, use the HP Embedded Web server to enable and configure it. Scan and save the document to a USB flash drive NOTE: You might be required to sign in to the product to use this feature. 70 1. Place the document face-down on the scanner glass, or place it face-up in the document feeder and adjust the paper guides to fit the size of the document. 2. Insert the USB flash drive into the USB port. Chapter 2 Use the scanner ENWW 3. From the Home screen on the product control panel and select Scan to USB Drive. 4. Select Choose and select the flash drive. Save the file on the root of the USB flash drive, or save it in an existing folder. 5. Select the Job Name text field to open a keyboard, then type the name for the file, and then select Enter . 6. To configure settings for the document, select Options. For example: 7. ● Select File Type and Resolution to specify the type of file to create, the resolution, and the output quality. ● If the original document is printed on both sides, select Original Sides, and then select 2 Sided. Set options marked with a yellow triangle before using the preview feature. NOTE: After the preview scan, these options are removed from the main Options list and are summarized in the Pre-scan Options list. To change any of these options, discard the preview and start over. Using the preview feature is optional. 8. Select the right pane of the screen to preview the document. In the preview screen, use the options on the right of the screen to adjust the preview options and to rearrange, rotate, insert, or remove pages. Use these options to toggle between single-page view and thumbnail view. More options are available in thumbnail view than in single-page view. Use these options to zoom in or out on the selected page. NOTE: Select only one page at a time to use these options. Use this option to rotate the page 180 degrees. NOTE: This option is available only in the thumbnail view. Use this option to delete the selected pages. NOTE: This option is available only in the thumbnail view. Use these options to rearrange the pages within the document. Select one or more pages and move them to the left or right. NOTE: ENWW These options are available only in the thumbnail view. Perform a scan task 71 Use this option to add a page to the document. Use this option to clear the previously scanned pages and start over. 9. When the document is ready, select Send to save the file. Additional options when scanning The following settings are available in the Options list when scanning. NOTE: The following list contains the master set of options available for HP Digital Sender flow and HP ScanJet Enterprise flow products. Some options are not available on all products. 72 Chapter 2 Use the scanner ENWW File Type and Resolution Save a scanned document as one of several types of files. The following standard file types are available: ● PDF: This file type provides the best overall image and text quality. PDF files require Adobe® Acrobat® Reader software for viewing. ● JPEG: This file type is a good choice for most graphics. Most computers have a browser that can view .JPEG files. This file type produces one file per page. ● TIFF: This is a standard file type that many graphics programs support. This file type produces one file per page. ● MTIFF: MTIFF stands for multi-page TIFF. This file type saves multiple scanned pages in a single file. ● XPS: XPS (XML Paper Specification) creates an XAML file that preserves the original formatting of the document and supports color graphics and embedded fonts. ● PDF/A: PDF/A is a type of PDF designed for long-term archival of electronic documents. All format information in the document is self-contained. The following OCR file types are also supported: ● Text (OCR): Text (OCR) creates a text file by using optical character recognition (OCR) to scan the original. A text file can be opened in any word processing program. The formatting of the original will not be saved using this option. ● Unicode Text (OCR): Unicode Text (OCR) is an industry standard used to consistently represent and manipulate text. This file type is useful for internationalization and localization. ● RTF (OCR): RTF (OCR) creates a rich text format (RTF) file by using optical character recognition (OCR) to scan the original. RTF is an alternative text format that can be opened by most word processing programs. Some of the formatting of the original will be saved using this option. ● Searchable PDF (OCR): Searchable PDF (OCR) creates a searchable PDF file by using optical character recognition (OCR) to scan the original. When a document is scanned in this way, use Adobe Acrobat® Reader's search tools to search for specific words or phrases within the PDF. ● Searchable PDF/A (OCR): Searchable PDF/A (OCR) is a type of PDF/A file that includes information about the document structure, which allows content to be searched. ● HTML (OCR): HTML (OCR) creates a Hypertext Markup Language (HTML) file containing the contents of the original document. HTML is used to display files on Web sites. ● CSV (OCR): CSV (OCR) is common text file format that contains comma-separated values. This type of file can be opened by most word processing, spreadsheet, or database programs. Resolution: Specify the resolution of scanned images. Select a higher resolution to increase the clarity of the image. However, as the resolution increases, the file size also increases. ENWW Original Sides Specify whether the original document is printed on one side or both sides. Color/Black Specify whether the scanned image will be in color, black and gray, or black only. Original Size Specify the paper size for the original document. Content Orientation Specify whether the original document is printed in Portrait or Landscape orientation. Perform a scan task 73 Image Adjustment Sharpness: Clarify or soften the image. For example, increasing the sharpness could make text appear crisper, but decreasing it could make photos appear smoother. Darkness: Increase or decrease the amount of white and black used in colors in scanned images. Contrast: Increase or decrease the difference between the lightest and the darkest color on the page. Background Cleanup: Remove faint colors from the background of scanned images. For example, if the original document is printed on colored paper, use this feature to lighten the background without affecting the darkness of the image. Optimize Text/Picture Optimize the job for the type of image being scanned: text, graphics, or photos. Erase Edges Remove blemishes, such as dark borders or staple marks, by cleaning the edges of the scanned image. Cropping Options Crop to original size: Crop the image to match the paper size of the original document. Crop to content: Crop the image to the size of the detectable content in the original document. Automatically Straighten Automatically straighten a scanned image. Blank Page Suppression Exclude blank pages in the original document from scanned images. This feature is useful for scanning pages printed on both sides to eliminate blank pages in the resulting scanned document. Multi-feed Detection Enable or disable multi-feed detection. When enabled, scanning stops when the product detects more than one page at a time being fed in the document feeder. When disabled, scanning continues when a multi-feed is detected, to allow scanning pages that are stuck together, originals with self-adhesive notes on them, or thick paper. Create Multiple Files Divide a larger scan job into several smaller output files. Notification Select whether to send notifications of the status of scan jobs. The product can send the notification in an email. Signing and Encryption Sign: Send an email with a digital signature. NOTE: This feature is supported for scan to email only. Encrypt: Send an email as an encrypted file. HP JetAdvantage business solutions HP JetAdvantage solutions are workflow solutions that are easy-to-use, and both network and cloud-based. HP JetAdvantage solutions are designed to help businesses of all types, including healthcare, financial services, manufacturing, and public sector, manage a fleet of products and scanners. HP JetAdvantage Solutions include: ● HP JetAdvantage Security solutions ● HP JetAdvantage Management solutions ● HP JetAdvantage Workflow solutions ● HP JetAdvantage Mobile solutions For more information about HP JetAdvantage business workflow solutions, go to www.hp.com/go/ PrintSolutions. Additional scan tasks Go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 . 74 Chapter 2 Use the scanner ENWW Instructions are available for performing specific scan tasks, such as the following: ● Scan pages from books or other bound documents ● Send a scanned document to a folder in the product memory ● Scan both sides of an identification card ● Scan a document into a booklet format Use the scanning software (Windows) The following topics describe how to use the scanning software. ● Scan to a picture ● Scan to a PDF ● Scan text for editing (OCR) ● Scan to email ● Send to cloud ● Scan long or extra-long documents ● Detect multi-feeds ● Everyday Scan ● Filter out color from a document (color dropout) ● Automatically detect color ● Automatically straighten scanned images ● Scan by using other scan software Scan to a picture 1. Load the document into the input tray. 2. Open the HP Scan software. 3. Select Save as JPEG or Email as JPEG, and then click Scan. -orChoose any other scan shortcut, change the Item Type to Photo, select a picture file from the File Type drop down list, and then click Scan. ENWW Use the scanning software (Windows) 75 Scan to a PDF 1. Load the document into the input tray. 2. Open the HP Scan software. 3. Select Save as PDF or Email as PDF, and then click Scan. -orChoose any other scan shortcut and select PDF from the File Type drop down list, and then click Scan. Scan text for editing (OCR) The HP scanner software uses optical character recognition (OCR) to convert text on a page to text that can be edited on a computer. The OCR software comes with the ReadIris Pro software. For information about using the OCR software, see scan text for editing in the online Help. Scan to email NOTE: To scan to email, make sure there is an Internet connection. 1. Load the document into the input tray. 2. Open the HP Scan software. 3. Select Email as PDF or Email as JPEG, and then click Scan. -orChoose any other scan shortcut and select Email from the Send To drop down list, and then click Scan. Send to cloud NOTE: To scan to the cloud, make sure there is an Internet connection. 76 1. Load the document into the input tray. 2. Open the HP Scan software. 3. Select Send to Cloud, and then select the file destination, such as Google Drive or DropBox. 4. Select Scan. Chapter 2 Use the scanner ENWW Scan long or extra-long documents By default, the scanner automatically detects page size using the Detect Size selection for page lengths less than or equal to 356 mm (14 in). For long or extra-long documents, select Long (8.5 x 34 in) or Extra Long (8.5 x 122 in) from the page size dropdown list in the scan shortcut settings. NOTE: Only one page at a time can be scanned when using a long or extra-long page setting. If the scanner is set to scan long or extra-long pages, it will scan one page at a time. Using this setting to scan regular pages will slow down the process and should only be used to scan pages longer than 356 mm (14 in). Detect multi-feeds The multi-feed detection feature stops the scan process if it senses that multiple pages are fed into the scanner at one time. This feature is enabled by default. Disabling this feature might be helpful when scanning: ● Multipart forms (a use that HP does not recommend). ● Documents which have labels or sticky notes attached to them. NOTE: Use the ISIS or WIA user interface to enable multi-feed detection when scanning from non-HP software. Everyday Scan The Everyday Scan shortcut allows users to define and save a scan shortcut for their everyday needs. The following Scan Shortcut Settings are customizable when the Everyday Scan shortcut is selected: ● Item Type ● Page Sides ● Page Size ● Color Mode ● Destination/File Type Filter out color from a document (color dropout) You can filter out a color channel (red, green, or blue) or up to three individual colors. For specific colors, the sensitivity setting controls how closely a scanned color must approximate the specified color. Removing colors from the scan might reduce the scan file size and improve optical character recognition (OCR) results. To select colors to eliminate from a scan in HP Scan software, follow these steps: ENWW 1. Open the HP Scan software. 2. Scan a sample page, which has the colors to be dropped, into the viewer. Use the scanning software (Windows) 77 3. Click the More button, and then click the Image tab and select the Color Dropout feature. 4. Enable a color to drop and select the color from the preview using the eyedropper tool. Be sure to save the colors. Only the color dropout options available for your scanner are selectable. For information about the color dropout settings, see the online help for the scanning software that you are using. Automatically detect color Use this feature to reduce the size of the scanned file by only saving pages that contain color as color scans, and saving all other pages as black and white. To automatically detect color in a scanned image, follow these steps: 1. Open the HP Scan software. 2. Select a scan shortcut. 3. To adjust the Auto Detect Color sensitivity and output mode settings, click More, select Image, and then click the Auto Detect Color drop-down box. 4. Click on the Color Mode drop-down box, and then select Auto Detect Color. NOTE: For information about the automatic color detection settings, see the online help for the scanning software that you are using. Use the ISIS or WIA user interface to automatically detect color when scanning from non-HP scanning software. Automatically straighten scanned images Windows: Use the Auto-Straighten feature to straighten content that is skewed relative to the page dimensions in the source document. Use the Detect Size feature to deskew page images that might have become skewed during the scanning process. 1. Open the HP Scan software. 2. Select a scan shortcut. 3. Click More, select the Document tab, and then select Straighten Content. Scan by using other scan software The following third-party applications are also supported by the scanner: 78 ● Readiris Pro: OCR application. ● Cardiris: Business card application. ● PaperPort: Personal document management application. ● Third-party applications that support Kofax (available Spring 2018), TWAIN, ISIS, and WIA. Chapter 2 Use the scanner ENWW Use the scanning software (OS X) For more information, go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 . ENWW Use the scanning software (OS X) 79 Mobile scanning HP offers multiple mobile solutions to enable easy scanning to an HP scanner from a tablet, smart phone, or other mobile device. For more information, go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/ sjflowN9120fn2 . NOTE: Purchase the optional wireless accessory (part number J8031A) from HP.com in order to enable mobile scanning. Follow the installation guide to install the Wi-Fi accessory. Scanning tips ● Optimize scanning and task speeds Optimize scanning and task speeds Several settings influence the total time for a scanning job. To optimize scanning performance, consider the following information. 80 ● To optimize performance, make sure the computer meets the recommended system requirements. To view minimum and recommended system requirements, see www.hp.com, and then search for the scanner model plus the word specifications. ● Saving a scanned image to a searchable format (for example, searchable PDF) takes more time than saving to an image format because the scanned image is analyzed using optical character recognition (OCR). Verify the need for a searchable output file before selecting a searchable scan format. ● Scanning at a higher resolution than necessary increases scanning time and creates a larger file with no additional benefit. If scanning at a high resolution, set the resolution to a lower level to increase scanning speed. Chapter 2 Use the scanner ENWW 3 Care and maintenance This section presents information about how to care for and maintain the scanner. For the latest maintenance information, see www.hp.com/support. ENWW ● Clean the product ● Install an accessory into the hardware integration pocket ● Replace parts ● Order maintenance and scanning supplies 81 Clean the product Occasional cleaning of the scanner helps ensure high-quality scans. The amount of care necessary depends on several factors, including the amount of use and the environment. Perform routine cleaning as necessary. Clean the scanning strips NOTE: The HP ScanJet Enterprise Flow N9120 fn2 Document Scanner is shown in this procedure, however, the instructions are also correct for the HP Digital Sender Flow 8500 fn2 Document Capture Workstation. To clean the scanning strip components, follow these steps: 1. Press the Power button to turn off the scanner, and then disconnect the power cable and other cables from the scanner. 2. Lift up the automatic document feeder (ADF). 3. Clean the scanning strips with a soft, lint-free cloth that has been sprayed with a mild glass cleaner. CAUTION: Use only glass cleaner to clean the scanning strips. Avoid cleaners that contain abrasives, acetone, benzene, and carbon tetrachloride, all of which can damage the scanning strips. Avoid isopropyl alcohol because it can leave streaks on the scanning strips. Do not spray the glass cleaner directly on the scanning strips. 4. Dry the scanning strips with a dry, soft, lint-free cloth. Wipe the strips of gray, reflective material on each strip. 5. Close the ADF, reconnect the USB cable and power supply to the scanner, and then press the Power button to turn on the scanner. The scanner is now ready to use. Clean the rollers ● Introduction ● Clean the rollers Introduction The rollers may need to be cleaned under the following conditions: 82 Chapter 3 Care and maintenance ENWW ● The scanner jams repeatedly or multiple sheets are being scanned at the same time. ● If the following types of paper are frequently scanned: coated paper, chemically treated documents such as carbonless paper, documents with a large amount of calcium carbonate, documents written on with pencil, documents printed by Inkjet printers, or documents on which the toner has not been fused. Clean the rollers NOTE: The HP ScanJet Enterprise Flow N9120 fn2 Document Scanner is shown in this procedure, however, the instructions are also correct for the HP Digital Sender Flow 8500 fn2 Document Capture Workstation. To clean the separation and feed rollers, follow these steps: 1. From the control panel, select Support Tools and open the following menus: ● Maintenance ● Calibration/Cleaning ● Clean Automatic Document Feeder (ADF) Rollers 2. Press the Power button to turn off the scanner, and then disconnect the power cable and other cables from the scanner. 3. Open the ADF hatch. 4. Using a clean, lint-free cloth moistened with distilled or clean tap water, wipe the separation roller from right to left. Rotate the roller a full 360 degrees to ensure the entire roller surface is cleaned. Clean the product 83 5. Wipe the feed rollers from right to left. Rotate the rollers a full 360 degrees to ensure the entire roller surface is cleaned. CAUTION: Wait at least two minutes for the rollers to dry before loading documents into the document input tray. 84 6. Close the ADF hatch, and then reconnect the USB cable and power supply to the scanner. 7. Press the Power button to turn on the scanner. Chapter 3 Care and maintenance Install an accessory into the hardware integration pocket You can install a separately-purchaseable HP accessory (for example, a proximity reader, fingerprint reader, or magnetic-swipe reader) into the integrated hardware integration pocket (HIP). NOTE: This procedure describes installing a proximity card reader. Steps identified as if applicable might not apply to other HIP accessories. Always refer to the installation instructions that came with your accessory. To install an accessory into the HIP, follow these steps: 1. Press the Power button to turn off the product (1), and then disconnect the power cable (2). 1 2 2. Insert a flat head screw driver into the groove at the top of the HIP cover and gently pry the cover free; set the cover aside. 3. Remove the HIP accessory from its packaging and install the accessory into the HIP. a. ENWW Connect the accessory's USB cable into the connector on the left side of the HIP enclosure. Install an accessory into the hardware integration pocket 85 b. Connect the USB cable to the cable connector on the accessory (1), and then connect the grounding connector to the grounding strip on the accessory, if applicable (2). 2 1 NOTE: The connectors shown are for a proximity card reader. The cable connector for your accessory might be slightly different, and might not include a ground connector. c. 4. 86 Align the pegs on the underside of the accessory with the connectors in the HIP and insert the accessory into the HIP. Connect the power cable, and then press the Power button to turn on the product. Chapter 3 Care and maintenance ENWW Replace parts Replacing parts when necessary helps ensure high-quality scans. Parts might need to be replaced when indicated by the Embedded Web Server or control panel, or if the scanner is not working correctly. The HP Digital Sender Flow 8500 fn2 Document Capture Workstation and HP ScanJet Enterprise Flow N9120 fn2 Document Scanner ADF Roller Replacement Kit includes the following replacement parts: ● Roller cover ● Separation rollers ● Pickup roller module The replacement kit also includes detailed instructions for replacing each of these parts. Replace the separation rollers and cover NOTE: The HP ScanJet Enterprise Flow N9120 fn2 Document Scanner is shown in this procedure, however, the instructions are also correct for the HP Digital Sender Flow 8500 fn2 Document Capture Workstation. Replace the separation rollers under the following conditions: ● Windows: When the Maintenance Recommended dialog indicates they are due for maintenance. ● If the scanner experiences repeated document jams. NOTE: The roller replacement kit is a consumable and is not covered under warranty or standard service agreements. To replace the separation rollers, follow these steps: 1. ENWW Press the Power button to turn off the scanner, and then disconnect the USB cable and power supply from the scanner. Replace parts 87 88 2. Open the ADF hatch. 3. Squeeze the tabs on the sides of the roller cover, and then lift up the roller cover to remove. 4. Remove and replace the rollers as described in the instructions included with the replacement kit. 5. Replace the roller cover, and then continue with replacing the pick up roller module. Chapter 3 Care and maintenance ENWW Order maintenance and scanning supplies Order parts and accessories To order maintenance parts for the scanner, see the HP scanner parts website at www.hp.com/buy/parts. HP Digital Sender Flow 8500 fn2 Document Capture Workstation HP ScanJet Enterprise Flow N9120 fn2 Document Scanner Item Description Part number ADF Maintenance Kit Maintenance kit for the ADF J8J95A HP 1GB DDR3x32 144-Pin 800MHzSODIMM Accy Optional DIMM for expanding the memory E5K48A HP Jetdirect 2900nw Print Server USB wireless print server accessory J8031A HP Smartcard US Govt Niprnet Solution HP Access Control solutions (US Gov only) CC543A HP Universal USB Proximity Card Reader HP Access Control solutions X3D03A HP LaserJet Swedish Overlay Keyboard Language-specific, adhesive overlay for the physical keyboard (EMEA) A7W14A HP LaserJet Danish/ French/German Overlays Keybrd Language-specific, adhesive overlay for the physical keyboard (EMEA) A7W13A HP Internal USB Ports Two internal USB ports for connecting third-party devices B5L28A HP Secure High Performance Hard Disk Drive Replacement hard disk drive B5L29A Customer self-repair parts The following parts are available for the product. ENWW ● Parts listed as Mandatory self-replacement are to be installed by customers, unless you are willing to pay HP service personnel to perform the repair. For these parts, on-site or return-to-depot support is not provided under the HP product warranty. ● Parts listed as Optional self-replacement can be installed by HP service personnel at your request for no additional charge during the product warranty period. Item Description Self-replacement options Part number HP Secure High Performance Hard Disk Drive FIPS Drive Replacement secure hard drive Mandatory L2762-60035 Order maintenance and scanning supplies 89 Self-replacement options Part number Replacement white plastic backing for the scanner Mandatory 8500: 5851-7206 Control Panel Assembly Kit Replacement touchscreen control panel Mandatory J7Z09-67928 HIP 2 Cover Replacement HIP 2 cover Mandatory B5L46-40021 Keyboard Overlay Kit Replacement keyboard overlay (Flow models) Mandatory 5851-6019 Replacement keyboard overlay (Flow models) Mandatory 5851-6020 Replacement keyboard overlay (Flow models) Mandatory 5851-6021 Replacement keyboard overlay (Flow models) Mandatory 5851-6022 Replacement keyboard overlay (Flow models) Mandatory 5851-6023 Replacement keyboard overlay (Flow models) Mandatory 5851-6024 Overlay-Keyboard Chinese Replacement keyboard overlay (Flow models) Mandatory A7W12-67901 Overlay-Keyboard Sweden Replacement keyboard overlay (Flow models) Mandatory A7W14-67901 CORD, PWR, AC LINE, C13-DENMARK, 1.5m Replacement power cable Mandatory 130627-010 CORD, PWR, AC LINE, C13-ITALY, 1.5m Replacement power cable Mandatory 109197-010 CORD, PWR, AC LINE, C13-INDIA, 1.5m Replacement power cable Mandatory 403440-003 CORD, PWR, AC LINE, C13-THAILAND, 1.5m Replacement power cable Mandatory 285052-009 CORD, PWR, AC LINE, C13-EUROPE, 1.5m Replacement power cable Mandatory 100614-011 CORD, PWR, AC LINE, C13-AUSTRALIA, 1.5m Replacement power cable Mandatory 100661-016 CORD, PWR, AC LINE, C13-UK, 1.5m) Replacement power cable Mandatory 100613-016 CORD, PWR, AC LINE, C13-CHINA, 1.5m Replacement power cable Mandatory 286496-017 CORD, PWR, AC LINE, C13-TAIWAN, 1.5m Replacement power cable Mandatory 393312-005 CORD, PWR, AC LINE, C13-ARGENTINA, 1.5m Replacement power cable Mandatory 401328-016 CORD, PWR, AC LINE, C13-SWISS, 1.5m Replacement power cable Mandatory 150304-010 CORD, PWR, AC LINE, C13-NEMA, 1.5m Replacement power cable Mandatory 121565-016 CORD, PWR, AC LINE, C13-S. AFRICA, 1.5m Replacement power cable Mandatory 187487-008 Item Description Scanner White Backing French, Italian, Russian, German, Spanish, Ukrainian Keyboard Overlay Kit Canadian French, Latin American Spanish, U.S. Spanish Keyboard Overlay Kit Swiss French, Swiss German, Danish Keyboard Overlay Kit Simplified Chinese, Traditional Chinese Keyboard Overlay Kit Spanish, Portuguese Keyboard Overlay Kit Japanese (KG and KT) 90 Chapter 3 Care and maintenance N9120: J7Z09-67926 ENWW ENWW Item Description Self-replacement options Part number CORD, PWR, AC LINE, C13-ISRAEL, 1.5m Replacement power cable Mandatory 398062-007 CORD, PWR, AC LINE, C13-BRAZIL, 1.5m Replacement power cable Mandatory 438723-005 ISA Dashboard (8500 fn2 only) Replacement front cosmetic cover Mandatory L2762-40003 Cover, Front Dashboard Left (N9120 fn2 only) Replacement front cosmetic cover Mandatory J7Z09-40007 Order maintenance and scanning supplies 91 92 Chapter 3 Care and maintenance ENWW 4 Manage the scanner Advanced configuration with the HP Embedded Web Server (EWS) ● Introduction ● How to access the HP Embedded Web Server (EWS) ● HP Embedded Web Server features Introduction Use the HP Embedded Web Server to manage scanning functions from a computer instead of the scanner control panel. ● View scanner status information ● Determine the remaining life for all supplies and order new ones ● View and change tray configurations ● View and change the scanner control-panel menu configuration ● View and scan internal pages ● Receive notification of scanner and supplies events ● View and change network configuration The HP Embedded Web Server works when the scanner is connected to an IP-based network. The HP Embedded Web Server does not support IPX-based scanner connections. Internet access is not needed to open and use the HP Embedded Web Server. When the scanner is connected to the network, the HP Embedded Web Server is automatically available. NOTE: The HP Embedded Web Server is not accessible beyond the network firewall. How to access the HP Embedded Web Server (EWS) 1. ENWW From the Home screen on the scanner control panel, select the Information Network icon to display the IP address or host name. icon, and then select the Advanced configuration with the HP Embedded Web Server (EWS) 93 2. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the scanner control panel. Press the Enter key on the computer keyboard. The EWS opens. NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. To use the HP Embedded Web Server, the browser must meet the following requirements: Windows® 7 ● Internet Explorer (version 8.x or greater) ● Google Chrome (version 34.x or greater) ● Firefox (version 20.x or greater) Windows® 8 or greater ● Internet Explorer (version 9.x or greater) ● Google Chrome (version 34.x or greater) ● Firefox (version 20.x or greater) ● Google Chrome (version 34.x or greater) ● Firefox (version 20.x or greater) Linux HP Embedded Web Server features ● Information tab ● General tab ● Scan/Digital Send tab ● Fax tab ● Troubleshooting tab ● Security tab ● HP Web Services tab ● Networking tab Information tab Table 4-1 HP Embedded Web Server Information tab 94 Menu Description Device Status Shows the scanner status and shows the estimated life remaining of HP supplies. The page also shows the type and size of paper set for each tray. To change the default settings, click the Change Settings link. Chapter 4 Manage the scanner ENWW Table 4-1 HP Embedded Web Server Information tab (continued) Menu Description Configuration Page Shows the information found on the configuration page. Event Log Page Shows a list of all scanner events and errors. Use the HP Instant Support link (in the page footer on all HP Embedded Web Server pages) to connect to a set of dynamic Web pages that help solve problems. These pages also show additional services available for the scanner. Usage Page Shows a summary of the number of pages the scanner has scanned. Device Information Shows the scanner network name, address, and model information. To customize these entries, click the Device Information menu on the General tab. Control Panel Snapshot Shows an image of the current screen on the control panel display. Open Source Licenses Shows a summary of the licenses for open source software programs that can be used with the scanner. General tab Table 4-2 HP Embedded Web Server General tab Menu Description Quick Sets Configure jobs that are available in the Quick Sets area of the Home screen on the scanner control panel. Alerts Setup email alerts for various scanner and supplies events. Control Panel Settings App Shows the Settings app options that are available on the scanner control panel. AutoSend Configure the scanner to send automated emails regarding scanner configuration and supplies to specific email addresses. Edit Other Links Add or customize a link to another Web site. This link displays in the footer area on all HP Embedded Web Server pages. Device Information Name the scanner and assign an asset number to it. Enter the name of the primary contact who will receive information about the scanner. Language Set the language in which to display the HP Embedded Web Server information. Date/Time Settings Set the date and time or synchronize with a network time server. Energy Settings Set or edit sleep settings for business and non-business hours and wake, sleep, and holiday events for the scanner. Set which interactions with the scanner cause it to wake from sleep mode. ENWW Back up and Restore Create a backup file that contains scanner and user data. If necessary, use this file to restore data to the scanner. Reset Factory Settings Restore scanner settings to the factory defaults. Solution Installer Install third-party software packages that extend or modify the functionality of the scanner. Firmware Upgrade Download and install scanner firmware upgrade files. Quota and Statistics Services Provides connection information about third-party job-statistics services. Advanced configuration with the HP Embedded Web Server (EWS) 95 Scan/Digital Send tab Table 4-3 HP Embedded Web Server Scan/Digital Send tab Menu Description Email Setup Configure the default email settings for digital sending, including the following: Scan to Network Folder Scan to SharePoint® Scan to USB Drive Contacts ● Default Job Options ● Quick Sets Configure the network folder settings for digital sending, including the following: ● Default Job Options ● Quick Sets Configure the Microsoft SharePoint® settings for digital sending, including the following: ● Settings for Quick Sets jobs saved in a document library on the SharePoint® site ● Default settings for jobs saved in a document library on the SharePoint® site Configure the USB settings for digital sending, including the following: ● Settings for Quick Sets jobs saved on a USB flash drive ● Settings for notifications ● Default scan settings for jobs saved on a USB flash drive ● Default file settings for jobs saved on a USB flash drive Manage contacts, including the following: ● Add email addresses into the scanner one at a time. ● Import a large list of frequently-used email addresses on to the scanner all at once, rather than adding them one at a time. ● Export contacts from the scanner into a .CSV file on the computer to use as a data backup, or import the records onto another HP scanner. ● Edit email addresses that have already been saved in the scanner. Email and Save to Network Folder Quick Setup Wizards Configure the scanner to send scanned images as email attachments. Digital Sending Software Setup Configure settings related to using optional Digital Sending software. Configure the scanner to save scanned images to network-folder Quick Sets. Quicks Sets provide easy access to files saved on the network. Fax tab Table 4-4 HP Embedded Web Server Fax tab Menu Description Fax Send Setup Configure settings for sending faxes, including the following: ● 96 Chapter 4 Manage the scanner Default Job Options ENWW Table 4-4 HP Embedded Web Server Fax tab (continued) Menu Description ● Fax Speed Dials – Common Job Settings – LAN Fax Setup – Internet Fax Setup Quick Sets Manage speed dials Troubleshooting tab Table 4-5 HP Embedded Web Server Troubleshooting tab Menu Description General Troubleshooting Select from a variety of reports and tests to help solve problems with the scanner. Configure settings for Fax, OXPd, and Auto Recovery. Online Help Link to HP cloud-based online help to assist in troubleshooting issues. Firmware Upgrade Download and install scanner firmware upgrade files. Reset Factory Settings Reset scanner settings to factory defaults. Security tab Table 4-6 HP Embedded Web Server Security tab Menu Description General Security Settings for general security, including the following: ● Configure an administrator password to restrict access to certain features on the scanner. ● Set PJL password for processing PJL commands. ● Set file system access and firmware upgrade security. ● Enable or disable the Host USB port on the control panel or the USB connectivity port on the formatter for scanning and saving a document to a USB flash drive. ● View the status of all security settings. Account Policy Enable administrator account settings. Access Control Configure access to scanner functions for specific individuals or groups, and select the method individuals use to sign in to the scanner. Protect Stored Data Configure and manage the internal hard drive for the scanner. This scanner includes an encrypted hard drive for maximum security. Configure settings for jobs that are stored on the scanner hard drive. Certificate Management ENWW Install and manage security certificates for access to the scanner and the network. Advanced configuration with the HP Embedded Web Server (EWS) 97 Table 4-6 HP Embedded Web Server Security tab (continued) Menu Description Web Service Security Allow resources on this scanner to be accessed by web pages from different domains. If no sites are added to the list, then all sites are trusted. Self Test Verify that the security functions are running according to expected system parameters. HP Web Services tab Table 4-7 HP Embedded Web Server HP Web Services tab Menu Description Configuration Web Proxy Configure a proxy server if there are issues enabling HP Web Services or connecting the device to the internet. HP JetAdvantage Configure HP JetAdvantage. Networking tab Use the Networking tab to configure and secure network settings for the scanner when it is connected to an IPbased network. This tab does not display if the scanner is connected to other types of networks. Table 4-8 HP Embedded Web Server Networking tab Menu Description Configuration 98 TCP/IP Setting Configure TCP/IP settings for IPv4 and IPv6 networks. Network Settings Configure IPX/SPX, AppleTalk, DLC/LLC, and SNMP settings. Other Settings Includes firmware update, LPD queues, USB settings, support information, and refresh rate. AirPrint Enable, set up, or disable network printing from Apple supported products. Select Language Change the language displayed by the HP Embedded Web Server. This page displays if the Web pages support multiple languages. Optionally, select supported languages through language-preference settings in the browser. Select Location Choose a location where the HP Embedded Web Server and product are being used. Google Cloud With Google Cloud, you can use a computer or mobile device to print documents or photos directly to a web-connected printer. Setup Click Print Claim Sheet to send printer capabilities and model number to Google. Registration instructions from Google will be printed. Make sure the product is connected to a network with Internet access. Web Proxy Configure a proxy server if there are issues enabling HP Web Services or connecting the device to the Internet. If you are unsure of proxy settings, find the proxy configuration area within the tools or preferences of your web browser. Security Allows you to configure general security, access control, and stored data protection options, as well as to manage certificates. Chapter 4 Manage the scanner ENWW Table 4-8 HP Embedded Web Server Networking tab (continued) Menu Description Settings View and restore current security settings to factory-default values. Configure security settings using the Security Configuration Wizard. NOTE: Do not use the Security Configuration Wizard to configure security settings using network-management applications, such as HP Web Jetadmin. Authorization Control configuration management and use of this scanner, including the following: ● Set or change the administrator password to control access to configuration parameters. ● Request, install, and manage digital certificates on the HP Jetdirect print server. ● Limit host access to this scanner through an Access Control List (ACL). Secure Communication Configure security settings. Mgmt. Protocols Configure and manage security protocols for this scanner, including the following: 802.1X Authentication ● Set the security management level for the HP Embedded Web Server, and control traffic over HTTP and HTTPS. ● Configure the SNMP (Simple Network Management Protocol) operation. Enable or disable the SNMP v1/v2c or SNMP v3 agents on the server. Configure 802.1X authentication settings on the Jetdirect print server as required for client authentication on the network, and reset the 802.1X authentication settings to factorydefault values. CAUTION: When changing the 802.1X authentication settings; the scanner might lose its connection. To reconnect, it might be necessary to reset the server to a factory-default state and reinstall the scanner. IPsec/Firewall View or configure a Firewall policy or an IPsec/Firewall policy (for selected HP Jetdirect models only). Announcement Agent Enable or disable the HP Device Announcement Agent, set the configuration server, and configure mutual authentication using certificates. Diagnostics ENWW Network Statistics Display network statistics that are collected and stored on the HP Jetdirect print server. Protocol Info View a list of network-configuration settings on the HP Jetdirect print server for each protocol. Configuration Page View the HP Jetdirect configuration page, which contains status and configuration information. Advanced configuration with the HP Embedded Web Server (EWS) 99 Configure IP network settings ● Scanner sharing disclaimer ● View or change network settings ● Rename the scanner on a network ● Manually configure IPv4 TCP/IP parameters from the control panel ● Manually configure IPv6 TCP/IP parameters from the control panel ● Link speed and duplex settings Scanner sharing disclaimer HP does not support peer-to-peer networking, as the feature is a function of Microsoft operating systems and not of the HP scanner drivers. Go to Microsoft at www.microsoft.com. View or change network settings Use the HP Embedded Web Server to view or change IP configuration settings. 1. Open the HP Embedded Web Server (EWS): a. From the Home screen on the scanner control panel, select the Information the Network icon to display the IP address or host name. b. Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens. icon, and then select NOTE: If the Web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. 2. Click the Networking tab and then click TCP/IP(v4) to obtain network information. Change settings as needed. Rename the scanner on a network To rename the scanner on a network so that it can be uniquely identified, use the HP Embedded Web Server. 1. Open the HP Embedded Web Server (EWS): a. From the Home screen on the scanner control panel, select the Information the Network icon to display the IP address or host name. 100 Chapter 4 Manage the scanner icon, and then select ENWW b. Open a Web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens. NOTE: If the Web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. 2. Open the General tab. 3. On the Device Information page, the default product name is in the Device Name field. You can change this name to uniquely identify this product. NOTE: 4. Completing the other fields on this page is optional. Click Apply to save the changes. Manually configure IPv4 TCP/IP parameters from the control panel Use the control-panel Settings menus to manually set an IPv4 address, subnet mask, and default gateway. 1. From the Home screen on the product control panel, select Settings. 2. Open the following menus: ● Networking ● Ethernet ● TCP/IP ● IPV 4 Settings ● Config Method 3. Select the Manual option, and then select OK. 4. Open the Manual Settings menu. 5. Select the IP Address, Subnet Mask, or Default Gateway option. 6. Select the first field to open a keypad. Enter the correct digits for the field, and then select OK. Repeat the process for each field to be configured. Manually configure IPv6 TCP/IP parameters from the control panel Use the control-panel Settings menus to manually set an IPv6 address. ENWW 1. From the Home screen on the product control panel, select Settings. 2. To enable manual configuration, open the following menus: ● Networking ● Ethernet Configure IP network settings 101 ● TCP/IP ● IPV6 Settings 3. Select Enable, select On, and then select OK. 4. To configure the address, open the Manual Settings menu, and then select Address. 5. Use the keypad to enter the address, and then select OK. Link speed and duplex settings NOTE: This information applies only to Ethernet networks. It does not apply to wireless networks. The link speed and communication mode of the scan server must match the network hub. For most situations, leave the product in automatic mode. Incorrect changes to the link speed and duplex settings might prevent the product from communicating with other network devices. To make changes, use the product control panel. NOTE: The product setting must match the setting for the network device (a network hub, switch, gateway, router, or computer). NOTE: Making changes to these settings causes the product to turn off and then on. Make changes only when the product is idle. 1. From the Home screen on the product control panel, swipe until the Settings menu displays. Touch the Settings icon to open the menu. 2. Open the following menus: 3. 4. ● Networking ● Ethernet ● Link Speed Select one of the following options: ● Auto: The scan server automatically configures itself for the highest link speed and communication mode allowed on the network. ● 10T Half: 10 megabytes per second (Mbps), half-duplex operation ● 10T Full: 10 Mbps, full-duplex operation ● 10T Auto: 10 Mbps, automatic-duplex operation ● 100TX Half: 100 Mbps, half-duplex operation ● 100TX Full: 100 Mbps, full-duplex operation ● 100TX Auto: 100 Mbps, automatic-duplex operation ● 1000T Full: 1000 Mbps, full-duplex operation Select OK. 102 Chapter 4 Manage the scanner ENWW Scanner security features Introduction The product includes several security features to restrict who has access to configuration settings, to secure data, and to prevent access to valuable hardware components. ● Security statements ● IP Security ● Assign an administrator password ● Encryption support: HP High Performance Secure Hard Disks ● Lock the formatter Security statements The product supports security standards and recommended protocols that help you keep the product secure, protect critical information on your network, and simplify the way you monitor and maintain the product. IP Security IP Security (IPsec) is a set of protocols that control IP-based network traffic to and from the product. IPsec provides host-to-host authentication, data integrity, and encryption of network communications. For products that are connected to the network, configure IPsec by using the Networking tab in the HP Embedded Web Server. Assign an administrator password Assign an administrator password for access to the product and the HP Embedded Web Server so that unauthorized users cannot change the product settings. 1. Open the HP Embedded Web Server (EWS): a. From the Home screen on the product control panel, select the Information the Network icon to display the IP address or host name. b. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the product control panel. Press the Enter key on the computer keyboard. The EWS opens. icon, and then select NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. ENWW 2. Click the Security tab. 3. Open the General Security menu. 4. In the area labeled Set the Local Administrator Password, enter the name to associate with the password in the Username field. 5. Enter the password in the New Password field, and then enter it again in the Verify Password field. Scanner security features 103 NOTE: 6. To change an existing password, first enter the existing password in the Old Password field. Click Apply. NOTE: Make note of the password and store it in a safe place. The administrator password cannot be recovered. If the administrator password is lost or forgotten, contact HP Support at support.hp.com for the assistance required to completely reset the product. Some features on the product control panel can be secured so that unauthorized people cannot use them. When a feature is secured, the product prompts you to sign in before you can use it. You can also sign in without waiting for a prompt by selecting Sign In from the product control panel. Typically, the credentials for signing in to the product are the same as for signing in to the network. Consult the network administrator for this product if you have questions about which credentials to use. 1. From the Home screen on the product control panel, select Sign In. 2. Follow the prompts to enter the credentials. NOTE: To maintain security for the product, select Sign Out when you have finished using the product. Encryption support: HP High Performance Secure Hard Disks The hard disk provides hardware-based encryption so you can securely store sensitive data without impacting product performance. This hard disk uses the latest Advanced Encryption Standard (AES) and has versatile timesaving features and robust functionality. Use the Security menu in the HP Embedded Web Server to configure the disk. Lock the formatter The formatter has a slot that you can use to attach a security cable. Locking the formatter prevents someone from removing valuable components from it. 104 Chapter 4 Manage the scanner ENWW Energy-conservation settings Introduction ● Set the sleep timer and configure the scanner to use 2 watts or less of power ● Set the sleep schedule Configure sleep settings to reduce power usage when the product is idle. Set the sleep timer and configure the scanner to use 2 watts or less of power The sleep settings affect how much power the product uses, the wake/sleep time, how quickly the product enters sleep mode, and how quickly the product wakes up from sleep mode. To configure the product to use 2 watt or less of power while in sleep mode, enter times for both the Sleep after Inactivity and Auto Off after sleep settings. 1. From the Home screen on the product control panel, select Settings. 2. Open the following menus: ● General ● Energy Settings ● Sleep Settings 3. Select Sleep after Inactivity to specify the number of minutes the product is inactive before it enters sleep mode. Enter the appropriate time period. 4. Select Auto Off after sleep to put the product into a deeper power save mode after a period of sleep. Enter the appropriate time period. NOTE: By default, the product will wake from Auto Off in response to any activity other than USB or Wi-Fi. For greater energy settings, you can set it to wake only to the power button by selecting Shut down (wake on power button only). 5. Select Done to save the settings. Set the sleep schedule Use the Sleep Schedule feature to configure the product to automatically wake or go into Sleep mode at specific times on specific days of the week. ENWW 1. From the Home screen on the product control panel, select Settings. 2. Open the following menus: ● General ● Energy Settings ● Sleep Schedule Energy-conservation settings 105 3. Select the New Event option, and then select the type of event to schedule: Wake Event or Sleep Event. 4. For a wake or sleep event, configure the time and the days of the week for the event. Select Save to save the setting. 106 Chapter 4 Manage the scanner ENWW HP Web Jetadmin HP Web Jetadmin is an award-winning, industry-leading tool for efficiently managing a wide variety of networked HP products, including printers, multifunction printers, and digital senders. This single solution allows you to remotely install, monitor, maintain, troubleshoot, and secure your printing and imaging environment — ultimately increasing business productivity by helping you save time, control costs, and protect your investment. HP Web Jetadmin upgrades are periodically made available to provide support for specific product features. Go to www.hp.com/go/webjetadmin for more information. HP Digital Sending Software (HP DSS) You can install the optional HP Digital Sending Software. This software runs as a service on a network server and allows multiple products to send jobs through the server. It is not necessary to install any software or drivers on individual users' computers. ENWW HP Web Jetadmin 107 Upgrade the firmware 1. From the Home screen on the control panel, select the Reports option, and then select the Configuration/ Status Pages option. 2. Select the Configuration Page option, and then select View. The report lists the current firmware revision number. 3. See www.hp.com/support, search for your product, and then look for a link to downloads to see if there is a newer version of firmware available. 4. Copy the new firmware file to a USB storage device, and then plug the USB device into the USB port beside the control panel. CAUTION: Make sure to leave the USB storage device plugged into the USB connector until all upgrades are installed, the product has rebooted, and the Home screen is displayed on the control panel. 5. From the Home screen, select the Support Tools option, select Maintenance, and then select the USB Firmware Upgrade option. 6. Select Firmware Upgrade Bundle, and then select Install. The upgrade process can take a few minutes. Starting the product after a firmware upgrade might take up to 20 minutes. 7. If necessary, repeat the previous two steps to install a second upgrade. NOTE: You can also upgrade firmware using the HP Embedded Web Server (EWS). Start the EWS, select the General tab, select Firmware Upgrade in the left navigation pane, and then follow the onscreen instructions to download a firmware upgrade directly to the product. 108 Chapter 4 Manage the scanner ENWW 5 Solve problems This section contains solutions for common problems with the scanner. For additional troubleshooting, see the Help for the HP scanning program being used. ENWW 109 Additional troubleshooting Get telephone support for your country/region Have the product name, serial number, date of purchase, and problem description ready. Country/region phone numbers are on the flyer that was in the box with the product or at www.hp.com/support/. Get 24-hour Internet support, and download software utilities, drivers, and electronic information www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/ sjflowN9120fn2 Order additional HP service or maintenance agreements www.hp.com/support/ 110 Chapter 5 Solve problems ENWW Restore factory settings Introduction Use one of the following methods to restore the scanner to the original settings from the factory. NOTE: Restoring factory settings sets most of the scanner settings to their factory defaults. However, some settings are not changed, such as language, date, time, and some network configuration settings. Method one: Restore factory settings from the scanner control panel 1. From the Home screen on the scanner control panel, swipe until the Settings menu displays. Select the Settings icon to open the menu. 2. Open the following menus: 3. ● General ● Reset Factory Settings Select Reset. A verification message advises that completing the reset function might result in loss of data. 4. Select Reset to complete the process. NOTE: The scanner restarts automatically after the reset operation completes. Method two: Restore factory settings from the HP Embedded Web Server (networkconnected products only) 1. Open the HP Embedded Web Server (EWS): a. From the Home screen on the scanner control panel, select the Information the Network icon to display the IP address or host name. b. Open a web browser, and in the address line, type the IP address or host name exactly as it displays on the scanner control panel. Press the Enter key on the computer keyboard. The EWS opens. icon, and then select NOTE: If the web browser displays a message indicating that accessing the website might not be safe, select the option to continue to the website. Accessing this website will not harm the computer. 2. Open the General tab. 3. On the left side of the screen, click Reset Factory Settings. 4. Click the Reset option. NOTE: ENWW The scanner restarts automatically after the reset operation completes. Restore factory settings 111 Scanner installation problems ● Check the cables ● Uninstall and then reinstall the HP ScanJet drivers and tools (Windows) Check the cables Cable type Action Power cable The power cable is connected between the scanner and a power outlet. USB cable ● Ensure that the power cable is securely connected between the scanner and a live electrical outlet or surge protector. ● If the power cable is connected to a surge protector, ensure that the surge protector is plugged into an outlet and turned on. ● Press the Power button to turn off the scanner, and then turn off the computer. After 30 seconds, turn on the scanner and then turn on the computer, in that order. The USB cable is connected between the scanner and the computer. ● Use the cable that was included with the scanner. Another USB cable might not be compatible with the scanner. ● Ensure that the USB cable is securely connected between the scanner and the computer. ● If the USB cable is connected to a USB port on the front of the computer, move it to a USB port on the back of the computer. For additional USB troubleshooting information, see www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 , select your country/region, and then use the search tool to find USB troubleshooting topics. Ethernet cable The Ethernet cable is connected between the scanner and the network port. Ensure that the Ethernet cable is securely connected between the scanner and your network port. Make sure the Orange LED light on scanner network port is blinking. This will ensure there is communication within your local network and device. For additional Ethernet troubleshooting information, see www.hp.com/support, select your country/ region, and then use the search tool to find Ethernet troubleshooting topics. Uninstall and then reinstall the HP ScanJet drivers and tools (Windows) If checking the scanner cable connections did not solve the problem, the problem might have occurred because of an incomplete installation. Try uninstalling and then reinstalling the HP ScanJet drivers and tools. 1. Press the Power the scanner. 2. On the computer, open Control Panel and use the Add/Remove tool (in Windows 7, Windows 8, Windows 8.1, and Windows 10 use the Programs and Features tool) to uninstall the applications. 3. Restart the computer. 4. Reinstall the HP ScanJet Drivers and Tools. 112 Chapter 5 Solve problems button to turn off the scanner, and then disconnect the USB cable and power cable from ENWW 5. ENWW ● Turn off the scanner, wait 30 seconds, and then turn on the scanner. ● Download the software from www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/ sjflowN9120fn2 , and then install. Reconnect the USB cable and power cable to the scanner, and then press the Power scanner. button to turn on the Scanner installation problems 113 Power issues ● Scanner will not turn on ● The scanner has paused or shut down ● Scanner keeps turning off Scanner will not turn on If the scanner will not turn on after pressing the Power button, check the following: ● The scanner might have been unplugged. Check to see that the power cable has not become disconnected from the scanner or unplugged from the power source. ● The power supply might not be working. – Check that the Power LED on the control panel is on. – If the Power LED is not on, ensure that power is available to the power outlet or surge protector that the power supply is plugged into. – If power is available to the power outlet or surge protector but the Power LED is still not on, the power supply might be defective. Go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/ sjflowN9120fn2 for assistance. The scanner has paused or shut down If the scanner stops scanning, follow these steps. After each step, start a scan to see if the scanner is working. If the problem persists, proceed with the next step. 1. A cable might be loose. Ensure that both the USB cable and power supply are properly connected. Use the cable that was included with the scanner. Another USB cable might not be compatible with the scanner. 2. Ensure that the scanner is receiving power. a. Check that the Power LED on the control panel is on. b. If the Power LED is not on, ensure that power is available to the power outlet or surge protector that the power supply is plugged into. c. If power is available to the power outlet or surge protector but the Power LED is still not on, unplug the power cable from the power source, wait 30 seconds, and then plug it back in. d. If the issue is not fixed, the power supply might be defective. Go to www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 for assistance. 3. Restart your computer. 4. Windows: On the computer, open Control Panel and use the Add/Remove tool (in Windows 7, and Windows 8, the Programs and Features tool) to uninstall the following applications: 5. ● HP Scan or HP Scan TWAIN ● HP ScanJet ISIS Driver Reinstall the applications by doing one of the following. 114 Chapter 5 Solve problems ENWW ● Reconnect the USB cable and power supply to the scanner, and then press the Power button to turn on the scanner. Reinstall the HP Digital Sender Flow 8500 fn2 Document Capture Workstation or HP ScanJet Enterprise Flow N9120 fn2 Document Scanner software and drivers. ● Reinstall the applications by downloading the software from www.hp.com/go/DSFlow8500fn2 or www.hp.com/support/sjflowN9120fn2 . Scanner keeps turning off By default, the scanner will enter Sleep Mode prior to 10 minutes of inactivity. Windows: To change the defaults, complete these steps: ENWW 1. Access the HP Embedded Web Server (EWS). 2. Click the General tab, and then select Energy Settings from the left navigation menu. 3. Choose Sleep Mode and Auto Off settings: ● Sleep after inactivity: To specify the period of inactivity after which the scanner goes into Sleep Mode, enter any value between 0–118 minutes.. ● Auto Off after sleep:To specify the period of inactivity after which the scanner enters Auto-Off or shut down mode, enter any value between 0–118 minutes. ● To stop the scanner from automatically turning off, select HP Auto Off/Auto On (Wake on most events) instead of Shut down (Wake on power button only). Power issues 115 Scanner does not pick up paper or misfeeds Introduction The following solutions can help solve problems if the product is not picking up paper from the tray or is picking up multiple sheets of paper at one time. Either of these situations can result in paper jams. ● The scanner does not pick up paper ● The scanner picks up multiple sheets of paper ● The document feeder jams, skews, or picks up multiple sheets of paper The scanner does not pick up paper If the scanner does not pick up paper, try these solutions. 1. Open the scanner and remove any jammed sheets of paper. Verify that no torn remnants of paper remain inside the scanner. 2. Verify that the humidity in the room is within specifications for this scanner and that paper is being stored in unopened packages. Most reams of paper are sold in moisture-proof wrapping to keep paper dry. 3. The rollers might be contaminated. Clean the rollers with a lint-free cloth dampened with warm water. Use distilled water, if it is available. CAUTION: Do not spray water directly on to the scanner. Instead, spray water on the cloth or dab the cloth in water and wring it out before cleaning the rollers. The following image shows examples of the roller location for various scanners. Figure 5-1 Roller locations The scanner picks up multiple sheets of paper If the product picks up multiple sheets of paper from the tray, try these solutions. 1. Use only paper that meets HP specifications for this product. 2. Use paper that is not wrinkled, folded, or damaged. If necessary, use paper from a different package. 3. Make sure the scanning environment is within recommended specifications. 116 Chapter 5 Solve problems ENWW The document feeder jams, skews, or picks up multiple sheets of paper ENWW ● The original might have something on it, such as staples or self-adhesive notes, that must be removed. ● Check that all rollers are in place and that the roller-access cover inside the document feeder is closed. ● Make sure that the top document-feeder cover is closed. ● The pages might not be placed correctly. Straighten the pages and adjust the paper guides to center the stack. ● The paper guides must be touching the sides of the paper stack to work correctly. Make sure that the paper stack is straight and the guides are against the paper stack. ● The document feeder input tray might contain more than the maximum number of pages. Make sure the paper stack fits below the guides in the input tray. ● Verify that there are no pieces of paper, staples, paper clips, or other debris in the paper path. ● Clean the document-feeder rollers and the separation pad. Use compressed air or a clean, lint-free cloth moistened with warm water. If misfeeds still occur, replace the rollers. Scanner does not pick up paper or misfeeds 117 Clear paper jams Introduction The following information includes instructions for clearing paper jams from the scanner. ● Experiencing frequent or recurring paper jams? ● Clear paper jams in the Automatic Document Feeder (ADF) Experiencing frequent or recurring paper jams? To reduce the number of paper jams, try these solutions. NOTE: To see a video that demonstrates how to load paper in a way that reduces the number of paper jams, click here. 1. Use only paper that meets HP specifications for this product. 2. Use paper that is not wrinkled, folded, or damaged. If necessary, use paper from a different package. 3. Make sure the paper guides in the tray are adjusted correctly for the size of paper. Adjust the guides so they are touching the paper stack without bending it. 4. If you are scanning heavy, embossed, or perforated paper, use the manual feed feature and feed sheets one at a time. 5. Make sure the scanning environment is within recommended specifications. 118 Chapter 5 Solve problems ENWW Clear paper jams in the Automatic Document Feeder (ADF) The following information describes how to clear paper jams in the ADF. When a jam occurs, the control panel displays the following message and an animation that assists in clearing the jam. ● 31.15.XX Jam in Document Feeder 1. Lift the latch to release the ADF cover. 2. Open the ADF cover. 3. Remove any jammed paper. ENWW Clear paper jams 119 4. Lift the scanner lid and remove any jammed paper from the bottom of the scanner lid. 5. Close the scanner lid and the ADF cover. 6. If there are remaining pages still in the product, instructions on how to clear the remaining pages will display on the control panel. NOTE: To avoid jams, make sure the guides in the document-feeder input tray are adjusted tightly against the document. Remove all staples and paper clips from original documents. NOTE: Original documents that are printed on heavy, glossy paper can jam more frequently than originals that are printed on plain paper. 120 Chapter 5 Solve problems ENWW Improve scan image quality ● Check the scanner glass for dirt and smudges ● Check the resolution settings ● Check the color settings ● Check the image-adjustment settings ● Optimize scan quality for text or pictures ● Check the output-quality settings ● Clean the pickup rollers and separation pad in the Automatic Document Feeder (ADF) Try these few simple steps first: ● Use the flatbed scanner rather than the Automatic Document Feeder (ADF). ● Use high-quality originals. ● When using the document feeder, load the original document into the feeder correctly, using the paper guides, to avoid unclear or skewed images. Check the scanner glass for dirt and smudges Over time, specks of debris might collect on the scanner glass and white plastic backing, which can affect performance. Use the following procedure to clean the scanner if the scanned pages have streaks, unwanted lines, black dots, poor print quality, or unclear text. 1. Press the Power button to turn the product off, and then disconnect the power cable from the electrical outlet. 2. Open the scanner lid. ENWW Improve scan image quality 121 3. Clean the scanner glass and the document feeder strips with a soft cloth or sponge that has been moistened with nonabrasive glass cleaner. CAUTION: Do not use abrasives, acetone, benzene, ammonia, ethyl alcohol, or carbon tetrachloride on any part of the product; these can damage the product. Do not place liquids directly on the glass or platen. They might seep and damage the product. NOTE: If you are having trouble with streaks on copies when you are using the document feeder, be sure to clean the small strip of glass on the left side of the scanner. 4. Dry the glass and white plastic parts with a chamois or a cellulose sponge to prevent spotting. 5. Connect the power cable to an outlet, and then press the Power button to turn on the scanner. Check the resolution settings NOTE: Setting the resolution to a high value increases the file size and the scan time. Follow these steps to adjust the resolution setting: 1. From the Home screen on the product control panel, select Scan. 2. Select one of the following Scan features: ● Scan to Email ● Fax ● Scan to Network Folder ● Scan to USB Drive ● Scan to SharePoint® 3. Select Options, and then select File Type and Resolution or Resolution. 4. Select one of the predefined Resolution options, and then select Done. 5. Select Send or Save to start the scan. Check the color settings Follow these steps to adjust the color setting: 1. From the Home screen on the product control panel, select Scan. 2. Select one of the following Scan features: ● Fax ● Scan to E-mail ● Scan to Network Folder 122 Chapter 5 Solve problems ENWW ● Scan to USB Drive ● Scan to SharePoint® 3. Select Options. 4. In the Options pane, scroll to and select Color/Black. 5. Select one of the predefined options. 6. Select the Send option. Check the image-adjustment settings Adjust these additional settings to improve scan quality: ● Sharpness: Clarify or soften the image. For example, increasing the sharpness could make text appear crisper, but decreasing it could make photos appear smoother. ● Darkness: Increase or decrease the amount of white and black used in colors in scanned images. ● Contrast: Increase or decrease the difference between the lightest and the darkest color on the page. ● Background Cleanup: Remove faint colors from the background of scanned images. For example, if the original document is printed on colored paper, use this feature to lighten the background without affecting the darkness of the image. ● Tone: The product automatically adjusts the Darkness, Contrast, and Background Cleanup settings to the most appropriate for the scanned document. 1. From the Home screen on the product control panel, select Scan. 2. Select one of the following Scan features: ● Scan to E-mail ● Scan to Network Folder ● Fax ● Scan to USB Drive ● Scan to SharePoint® 3. Select Options, and then select Image Adjustment. 4. Adjust the sliders to set the levels, and then select Done. 5. Select Send or Save to start the scan. NOTE: These settings are temporary. After you have finished the job, the product returns to the default settings. Optimize scan quality for text or pictures Optimize the scan job for the type of image being scanned: text, graphics, or photos. ENWW 1. From the Home screen on the product control panel, select Scan. 2. Select one of the following Scan features: Improve scan image quality 123 ● Scan to E-mail ● Fax ● Scan to Network Folder ● Scan to USB Drive ● Scan to SharePoint® 3. Select Options, and then select Optimize Text/Picture. 4. Select one of the predefined options. 5. Select Send or Save to start the scan. NOTE: These settings are temporary. After you have finished the job, the product returns to the default settings. Check the output-quality settings This setting adjusts the level of compression when saving the file. For the highest quality, select the highest setting. 1. From the Home screen on the product control panel, select Scan. 2. Select one of the following Scan features: ● Scan to Email ● Fax ● Scan to Network Folder ● Scan to USB Drive ● Scan to SharePoint® 3. Select Options, and then select File Type and Resolution. 4. Select one of the predefined Quality and File Size options, and then select Done. 5. Select Send or Save to start the scan. Clean the pickup rollers and separation pad in the Automatic Document Feeder (ADF) Follow these steps if the ADF does not pick up pages correctly or produces skewed output. 124 Chapter 5 Solve problems ENWW 1. Lift the latch to release the ADF cover. 2. Open the ADF cover. ENWW Improve scan image quality 125 3. Remove any visible lint or dust from each of the feed rollers and the separation pad using compressed air or a clean lint-free cloth moistened with warm water. 4. Close the document-feeder cover. NOTE: Verify that the latch on the top of the document-feeder cover is completely closed. If the problem persists, check the document feeder separation pad and rollers for damage or wear, and replace them if necessary. NOTE: New rollers have a rough surface. As rollers wear, they become smooth. 126 Chapter 5 Solve problems ENWW Solve wired network problems Introduction Certain types of problems can indicate there is a network communication problem. These problems include the following issues: ● The periodic loss of ability to communicate with the product ● The product cannot be found during software installation ● A periodic failure to scan NOTE: If you have been experiencing intermittent loss of network connectivity, first update the product firmware. For instructions on how to update the product firmware, go to http://support.hp.com, search for your product, and then search on “update the firmware.” Check the following items to verify that the product is communicating with the network. Before beginning, display a configuration page from the product control panel and locate the product IP address that is listed on this page. ● Poor physical connection ● The computer is unable to communicate with the product ● The product is using incorrect link and duplex settings for the network ● New software programs might be causing compatibility problems ● The computer or workstation might be set up incorrectly ● The product is disabled, or other network settings are incorrect NOTE: HP does not support peer-to-peer networking, as the feature is a function of Microsoft operating systems and not of the HP scan drivers. For more information, go to Microsoft at www.microsoft.com. Poor physical connection 1. Verify that the product is attached to the correct network port using a cable of the correct length. 2. Verify that cable connections are secure. 3. Look at the network port connection on the back of the product, and verify that the amber activity light flashes indicating network traffic, and the green link-status light is continuously lit indicating a network link. 4. If the problem continues, try a different cable or port on the hub. The computer is unable to communicate with the product 1. Test network communication by pinging the network. a. ENWW Open a command-line prompt on your computer. Solve wired network problems 127 ● 2. For Windows, click Start, click Run, type cmd, and then press Enter. b. Type ping followed by the IP address for your product. c. If the window displays round-trip times, the network is working. If the ping command failed, verify that the network hubs are on, and then verify that the network settings, the product, and the computer are all configured for the same network (also known as subnet). The product is using incorrect link and duplex settings for the network HP recommends leaving these settings in automatic mode (the default setting). If you change these settings, you must also change them for your network. New software programs might be causing compatibility problems Verify that any new software programs are correctly installed and that they use the correct scan driver. The computer or workstation might be set up incorrectly 1. Check the network drivers, scan drivers, and the network redirection settings. 2. Verify that the operating system is configured correctly. The product is disabled, or other network settings are incorrect 1. Review the product’s configuration/networking pages to check the status of the network settings and protocols. 2. Reconfigure the network settings if necessary. 128 Chapter 5 Solve problems ENWW Index A Auto color detect 78 B Bonjour identifying 93 browser requirements HP embedded Web Server 93 C cables troubleshoot 112 cleaning glass 121 cloud, scan to 76 control panel locating features 3, 7 customer support online 110 D default gateway, setting 101 detect multi-feeds 77 digital send settings HP Embedded Web Server 96 digital sending folders 69 sending documents 66 USB 70 document feeder cleaning 124 jams 119 load documents 65 paper-feeding problems 117 document feeder rollers cleaning 124 drivers paper sizes 61 ENWW E email sending documents 66 Embedded Web Server changing network settings 100 changing product name 100 opening 100 Embedded Web Server (EWS) assigning passwords 103 features 93 network connection 93 energy use, optimizing 105 Explorer, versions supported HP Embedded Web Server 93 extra-long-page support 77 F fax tools HP Embedded Web Server 96 features auto color detect 78 extra-long-page support 77 long-page support 77 multi-feed detection 77 firmware, upgrading 108 folders sending to 69 G gateway, setting default 101 general configuration HP Embedded Web Server 95 glass, cleaning 121 H hard disks encrypted 104 hardware integration pocket 85 Help button locating 3, 7 Home button locating 3, 7 HP Customer Care 110 HP Digital Sending Software (HP DSS) 107 HP Embedded Web Server changing network settings 100 changing product name 100 digital send settings 96 fax tools 96 general configuration 95 information pages 94 network settings 98 opening 100 scan settings 96 security settings 97 troubleshooting tools 97 HP Embedded Web Server (EWS) features 93 network connection 93 HP JetAdvantage business solutions 74 HP Scan Extended software about 15 HP TWAIN 15 HP Web Jetadmin 107 I information pages HP Embedded Web Server 94 input and output trays locating 1, 5 input tray tips on loading 58 install software troubleshoot 112 Index 129 Internet Explorer, versions supported HP Embedded Web Server 93 IP Security 103 IPsec 103 IPv4 address 101 IPv6 address 101 ISIS 15 online support 110 optimize scanned images 123 order roller replacement kit 87 supplies 89 output tray locating 1, 5 J jams causes of 118 document feeder 119 Jetadmin, HP Web 107 JetAdvantage 74 P paper jams 118 supported sizes 61 paper guides, locating 1, 5 paper jams document feeder 119 paper pickup problems solving 116 part numbers replacement parts 89 staple cartridges 89 parts order 87 power button, locating 1, 5 power management 115 power supply troubleshoot cable 112 power usage 2 watts or less 105 product auto-off 15 Sleep Mode 15 product info 1 L lock formatter 104 long-page support 77 M maintenance kits part numbers 89 manage power settings 115 managing network 100 multi-feed detection 77 N Netscape Navigator, versions supported HP embedded Web Server 93 network printer name, changing 100 settings, changing 100 settings, viewing 100 network duplex settings, changing 102 Network Folder, scan to 69 network link speed settings, changing 102 network settings HP Embedded Web Server 98 networks default gateway 101 HP Web Jetadmin 107 IPv4 address 101 IPv6 address 101 subnet mask 101 O on/off button, locating 1, 5 130 Index R replace roller 87 replacement parts part numbers 89 restore factory settings 111 roller replace 87 rollers cleaning, document feeder 124 S scan originals 65 scan settings HP Embedded Web Server 96 scan to cloud 76 Scan to Network Folder 69 initial setup 33 Scan to USB Drive 70 enabling 43 scanner glass cleaning 121 scanner software Windows 15 scanning optimize for text or pictures 123 scanning to email sending documents 66 scanning to folder 69 scanning to USB 70 secuity settings HP Embedded Web Server 97 security encrypted hard disk 104 sending to email sending documents 66 settings restore factory 111 Sign In button locating 3, 7 Sign Out button locating 3, 7 Sleep Mode 15 sleep mode 105 software HP Digital Sending Software (HP DSS) 107 troubleshoot installation 112 uninstall and reinstall 112, 114 Windows 15 speed, optimizing 105 speed, troubleshoot 80 Start Copy button locating 3, 7 subnet mask 101 supplies order 89 part numbers 89 support online 110 system requirements HP Embedded Web Server 93 ENWW T TCP/IP manually configuring IPv4 parameters 101 manually configuring IPv6 parameters 101 technical support online 110 touch panel 1, 5 locating 1, 5 touchscreen locating features 3, 7 troubleshoot cables 112 installation 112 power 114 speed 80 stops working 114 uninstall and reinstall software 112, 114 troubleshooting jams 118 network problems 127 paper feed problems 116 wired network 127 troubleshooting tools HP Embedded Web Server 97 turn on scanner troubleshoot 114 TWAIN 15 U uninstall and reinstall software 114 upgrading firmware 108 USB sending to 70 USB cable troubleshoot 112 websites customer support 110 order supplies 89 Windows software 15 112, W Web browser requirements HP Embedded Web Server 93 Web sites HP Web Jetadmin, downloading 107 order supplies 89 replacement parts 87 ENWW Index 131 132 Index ENWW
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