Hp Mfp Digital Sending Software 4 9X Setup And Install

HP Digital Sending Software V4.91 - Software Technical Reference c02706084

2015-03-28

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HP DIGITAL SENDING SOFTWARE 4.91

Software Technical Reference

HP Digital Sending Software 4.91
Software Technical Reference

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Reproduction, adaptation or translation
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for technical or editorial errors or omissions
contained herein.
Edition 1, 11/2010

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Open Group.

Table of contents

1 Introduction to Digital Sending ..................................................................................................................... 1
Digital sending overview ....................................................................................................................... 2
Introduction to DSS .............................................................................................................................. 3
Features overview ............................................................................................................... 4
Supported devices – Legacy device support ....................................................................... 5
Embedded Digital Sending vs DSS ...................................................................................................... 6
Differences ........................................................................................................................... 6
Advantages of DSS ............................................................................................................. 8
DSS vs WebJet Admin ....................................................................................................................... 10
What is new in DSS 4.91? .................................................................................................................. 11
2 Theory of operations .................................................................................................................................... 13
Components ....................................................................................................................................... 14
DSS Service ...................................................................................................................... 14
Configuration Utility ............................................................................................................ 15
DSS-enabled device .......................................................................................................... 16
I.R.I.S. OCR engine ........................................................................................................... 17
Database ........................................................................................................................... 18
Local Data Store ................................................................................................................ 18
Third-party tools ................................................................................................................. 19
Remote Configuration Utility .............................................................................................. 19
Device firmware ................................................................................................................. 19
Communications between devices and DSS server .......................................................................... 21
Understand licensing .......................................................................................................................... 21
Trial license ........................................................................................................................ 21
Licensing requirements ...................................................................................................... 22
Auto-generate license ........................................................................................................ 22
Node Locking ..................................................................................................................... 22
Features ............................................................................................................................................. 24
Authentication .................................................................................................................... 24
Different types of authentication ........................................................................ 25

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Windows ........................................................................................... 25
LDAP ................................................................................................ 25
Novell ................................................................................................ 26
Notification ......................................................................................................................... 26
Errors, warnings, and information ..................................................................... 26
Understanding critical error notifications .......................................... 26
Use the Activity Log in the Configuration Utility ................................ 27
Using the log for an individual device ............................................... 28
Fax and job notifications ................................................................................... 30
LAN Fax notification ......................................................................... 30
Timeout ............................................................................................. 31
Send to Folder ................................................................................................................... 31
Components and data flow ............................................................................... 31
Use the Send to Folder feature ........................................................ 32
Workflow ............................................................................................................................ 32
Send to E-mail ................................................................................................................... 33
Components and data flow ............................................................................... 33
Use the Send to E-mail feature ........................................................ 34
Secure channel e-mail ...................................................................................... 35
Send to Fax ....................................................................................................................... 35
LAN fax ............................................................................................................. 36
Components and data flow ............................................................... 36
Internet fax ........................................................................................................ 37
Addressing ......................................................................................................................... 38
Overview of addressing when managed by DSS .............................................. 38
How the device reads from the DSS address books ........................ 38
How the device writes entries to the DSS address books ................ 38
Exchange Contacts .......................................................................... 38
LDAP Replication ............................................................................. 39
Direct LDAP Addressing ................................................................... 39
Guest ................................................................................................ 39
Personal ........................................................................................... 39
Direct LDAP Addressing vs LDAP Replication .................................................. 39
Performance ..................................................................................... 39
Duplication ........................................................................................ 40
Summary .......................................................................................... 40
Device differences in addressing ...................................................................... 40
Where addresses are stored ............................................................................. 40
3 Installation and configuration ...................................................................................................................... 43
Planning the DSS deployment ........................................................................................................... 44

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System and environment requirements ............................................................................. 44
Software requirements ...................................................................................... 44
Hardware requirements ..................................................................................... 45
Device firmware requirements .......................................................... 45
Port requirements .............................................................................................. 47
Ports used ........................................................................................ 47
DSS Address Book access for latest generation devices ................. 48
Hostname resolution ......................................................................... 48
Backup and restore strategy .............................................................................................. 48
Understand DSS data structures ...................................................................... 48
Software capabilities for backup and restore .................................................... 49
Scaling the DSS server ..................................................................................... 50
Limitations ........................................................................................ 50
Features and factors that limit scalability .......................................... 50
Recommendations ............................................................................ 50
Licensing ............................................................................................................................ 51
Activating licenses ............................................................................................. 51
Install licenses ................................................................................................... 52
Trial or demo license ......................................................................................... 52
Upgrading from previous products .................................................................... 52
Node locking ..................................................................................................... 53
Device differences ............................................................................................................. 53
Installation .......................................................................................................................................... 54
Pre-installation checklist .................................................................................................... 54
Installer screens and options ............................................................................................. 54
Configuration ...................................................................................................................................... 57
Configuration Utility ............................................................................................................ 57
Licensing ............................................................................................................................ 58
Add licenses ...................................................................................................... 59
Remove licenses ............................................................................................... 60
Auto-generated licenses ................................................................................... 60
Device management .......................................................................................................... 61
Add and remove devices ................................................................................... 63
Device configuration .......................................................................................... 65
Understanding the Device List .......................................................................... 66
Device grouping ................................................................................................ 66
Authentication .................................................................................................................... 67
Configure DSS .................................................................................................. 67
Authentication methods .................................................................... 67
LDAP bind ........................................................................................ 75
How to .............................................................................................. 76

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Configure the Device ......................................................................................... 78
How to .............................................................................................. 79
General Device configuration ............................................................................................ 80
General subtab .................................................................................................. 81
Addressing subtab ............................................................................................ 82
Log subtab ........................................................................................................ 84
Send to Folder ................................................................................................................... 85
Configure DSS .................................................................................................. 85
Configure the Device ......................................................................................... 87
Send to E-mail ................................................................................................................... 88
Configuration overview ...................................................................................... 88
Configure DSS .................................................................................................. 89
SMTP gateways ............................................................................... 91
Configure the Device ......................................................................................... 92
Select routing type ............................................................................ 94
Send to Fax ....................................................................................................................... 96
Configuration overview ...................................................................................... 96
Analog fax ......................................................................................... 96
Third-party fax .................................................................................. 96
Configure DSS .................................................................................................. 97
Internet fax ........................................................................................ 98
LAN fax ........................................................................................... 100
Configure the Device ....................................................................................... 102
Internet fax ...................................................................................... 102
LAN fax ........................................................................................... 103
Analog fax ....................................................................................... 104
Send to Workflows ........................................................................................................... 111
Configuration overview .................................................................................... 111
Metadata files ................................................................................. 111
Menu structure ................................................................................ 111
Configure DSS ................................................................................................ 112
Configure the menu structure (groups, menus, and forms) ............ 113
Configure the Device ....................................................................................... 124
Addressing ....................................................................................................................... 125
Address Book Manager ................................................................................... 125
Importing addresses using the Address Book Manager ................. 126
Configuring address books on the Addressing tab ......................... 127
Personal address books .................................................................................. 130
Exchange contacts .......................................................................................... 130
Guest address book ........................................................................................ 131
Public address book ........................................................................................ 131

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LDAP replication ............................................................................................. 131
Configure direct LDAP addressing on the device ........................................... 131
Adding addresses ........................................................................... 131
Clearing addresses ......................................................................... 132
LDAP filters ..................................................................................................... 132
Configure DSS for Windows Active Directory Services .................................. 133
Configure Authentication ................................................................ 133
Configure Addressing ..................................................................... 134
4 Support and troubleshooting .................................................................................................................... 137
Obtaining support ............................................................................................................................. 138
HP customer care service and support ............................................................................ 138
Finding documentation and other supporting information ................................................ 138
Using Internet support ..................................................................................................... 139
Control panel messages ................................................................................................................... 140
DSS error messages ........................................................................................................................ 0
5 Appendix .................................................................................................................................................... 0
Image processing ............................................................................................................................. 0
E-mail file settings ........................................................................................................... 0
Supported third-party fax programs ................................................................................................. 0
Change the default SQL Server port ................................................................................................ 0
Enable High Compression PDF and PDF/A for previous generation devices ................................. 0
Glossary ......................................................................................................................................................... 0
Index ............................................................................................................................................................... 0

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Introduction to Digital Sending

This chapter contains the following topics:

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Digital sending overview

●

Introduction to DSS

●

Embedded Digital Sending vs DSS

●

DSS vs WebJet Admin

●

What is new in DSS 4.91?

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

Network folders

●

E-mail

●

FTP sites

●

Fax

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

JPEG

●

TIFF

●

PDF

●

PDF/A

Optical Character Recognition and Compression are also available offering a wide range of digital file
types of varying sizes and quality that the user can select to meet their needs.
Additional data, or metadata, can also be specified and routed along with the scanned images as a
method for enabling more complex workflows.
Digital Sending is available from most HP Multi-function Peripherals, the Digital Sender line of
products and some HP Scanners. These products offer a wide range of Digital Sending capability “out
of box” via the product firmware. This out of box functionality is referred to as embedded digital
sending. What functions are available via embedded digital sending varies by product. See Table 1-1
Feature comparison on page 7 for more information.
The functionality of embedded digital sending can be extended with the server based HP Digital
Sending Software (DSS) product. Some features DSS adds to embedded digital sending are shared
address books, secure E-mail, a single point for e-mail routing and Optical Character Recognition.

Chapter 1 Introduction to Digital Sending

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

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

●

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

●

Encrypted e-mail channel with SMTP over SSL.

●

Sending fax through LAN Fax and Internet Fax servers.

●

Public- and Personal Address Books.

●

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

●

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

●

The Workflow feature allows easy and consistent scanning into company workflow processes.
Metadata can be collected for each job using custom keys or built-in system prompts, allowing
integration with third-party applications.

●

OCR processing of e-mail, folder and FTP jobs through the I.R.I.S OCR engine to create
searchable output.

●

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

●

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

●

Additional file types, such as PDF/A and Compact PDF.

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

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Features overview

●

Supported devices – Legacy device support

Introduction to DSS

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

●

E-mail
◦

Route e-mail jobs from multiple devices through a single point. DSS makes it possible
to route e-mail jobs either through DSS or directly from the device to the SMTP gateway.
Routing e-mail through the DSS server simplifies SMTP security management in
environments with Access Control List security on the SMTP gateways.

◦

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

◦

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

Fax.
◦

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

◦

Electronic faxing. Integrates with LAN Fax and Internet Fax servers.

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

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

◦

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

◦

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

◦

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

◦

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

Workflow
◦

●

Optical Character Recognition (OCR)
◦

Integration with third-party applications. The Workflow feature allows easy and
consistent scanning into company workflow processes, either through a shared folder or
FTP site. Metadata can be collected for each job using custom keys or built-in system
prompts, allowing integration with third-party applications.

Searchable documents. OCR processing of e-mail, folder and FTP jobs through the
I.R.I.S OCR engine to create searchable output in file formats such as PDF, XPS, HTML,
RTF etc.

Chapter 1 Introduction to Digital Sending

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Digital Sending management
◦

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

◦
●

Logging
◦

●

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

Additional file types
◦

PDF/A. This file format is used for long-term archiving of electronic documents.

◦

Compressed PDF. Advanced compression technology allows creating PDF files of
significantly smaller size while preserving good image quality.

Supported devices – Legacy device support
The DSS supports most recent HP high-end multi-function peripheral (MFP) products, Digital Senders
and some ScanJet products. This document refers to these devices as DSS-enabled devices. A list of
all compatible products can be found on the HP Website at www.hp.com/go/dss.
Important notes:

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Some DSS features are not available on certain models. This is due to differences in firmware
generations in the supported device models. For example, the Send to Folder feature is not
supported on the LaserJet 4100mfp and 9000mfp series – however, it is possible to send to
folder through the Workflow feature on those devices. Also, only configuration of Embedded
Digital Sending features is supported on the Edgeline series devices. Updated feature
compatibility information can be located in the readme file.

●

As DSS support is built into the device firmware DSS is generally “forwards compatible” with
new device models – provided the device in question supports DSS. Consequently, although HP
recommends keeping DSS updated, it is typically not necessary to update DSS in order to use a
new device model. Exceptions to this are published in the DSS release notes (readme) file.

Introduction to DSS

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

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

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

Figure 1-1 Embedded and service-based Digital Sending

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

●

Group 1 — HP LaserJet 4100 and 9000 MFP

●

Group 2
◦

HP LaserJet 4345, 9040/9050, M3035, M4345, M5035 and M9040/9050 MFP

◦

HP Color LaserJet 4730, 9500, CM3530, CM4730 and CM6030/6040 MFP

◦

HP 9200c and 9250c Digital Sender

Chapter 1 Introduction to Digital Sending

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Group 3
◦

HP ScanJet Enterprise 7000n Document Capture Workstation

◦

HP M4555 MFP and CM4540 Color MFP

●

Group 4 — HP LaserJet 9055 / 9065 MFP

●

Group 5 — HP CM8050/8060 Color MFP

Table 1-1 Feature comparison
Area

Feature

Product Groups
Group 1

Authentication

Send to

Addressing

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Group 2

Group 3

Group 4

LDAP

LDAP over SSL

Microsoft Windows

DSS

Kerberos

Novell Netware

DSS

Group 5

DSS
E

DSS

E-mail

DSS

Folder

LAN Fax

DSS

Internet Fax

DSS

Analog Fax

Printer

DSS

E**
**

DSS

Direct LDAP
Replicated LDAP

DSS

Public Address Book

DSS

Personal Address Books

DSS

Exchange Contacts

DSS

Local Address Book

DSS

Embedded Digital Sending vs DSS

Table 1-1 Feature comparison (continued)
Area

Feature

Other

Product Groups
Group 1

Group 2

Group 3

Group 4

Group 5

Optical Character Recognition (OCR)

DSS

DSS***

DSS

Workflow

DSS

DSS*

Metadata support

DSS

Custom-keys metadata

DSS

FileNet integration

DSS

Single point for e-mail routing

DSS

SMTP gateway redundancy

DSS

SMTP over SSL

DSS

Quick Sets

PDF/A

DSS

Compact PDF

DSS

Signed e-mail

Encrypted E-mail (message)

DSS

Legend
●
●

DSS — Requires DSS
— Available both embedded and when managed by DSS

●

E — Available only in embedded Digital Sending

●

NA — Not available

●

* — Appended: limitations apply

●

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

●

*** — The HP ScanJet Enterprise 7000n Document Capture Workstation has this feature
available both embedded and when managed by DSS.

Advantages of DSS
HP Digital Sending Software allows customers to do the following:

Chapter 1 Introduction to Digital Sending

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Table 1-2 What else does DSS allow you to do?
Feature

Benefits

Send to LAN Fax and Internet Fax

Allows sending faxes through LAN Fax and Internet Fax
systems from DSS-enabled devices using the Fax icon,
which offers a user-friendly interface with Speed Dials,
address book etc.

Public Address Book

Allows an administrator to maintain an address book which is
accessible to all devices connected to the DSS server.

Personal Address Books

Gives each user of the DSS-enabled device a personal
address book, which is accessible from any device
connected to the DSS server.
Users can manage the contents of their personal address
book from the front panel of the device.

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Microsoft® Exchange Contacts

Gives the user access to his/her Exchange Contacts within
the e-mail- and fax address book of the device.

LDAP Replication

Offers a way to allow DSS-enabled devices to access the
content of an LDAP address book through DSS. As the
replication occurs at a schedule set by the administrator this
feature can off-load the LDAP servers.

Address Book Manager

Allows an administrator to manage the contents of DSS
address books.

Send to E-mail

With DSS the Send to E-mail jobs from connected devices
can be routed through DSS. This provides the following
benefits:
●

Allows scanning to e-mail in environments with strict
SMTP security with minimal management effort.

●

Supports several SMTP gateways for redundancy.

Optical Character Recognition (OCR)

Allows scanning to searchable text formats, such as PDF,
XPS and RTF.

Device Management

Allows management of Digital Sending features on the entire
fleet of DSS-enabled device from a user-friendly interface.

Embedded Digital Sending vs DSS

DSS vs WebJet Admin
HP Digital Sending Software and HP WebJet Admin are two different software products available
from HP with very different value propositions. However, while the products are different there is still
some overlap in functionality. The purpose of this section is to provide a basic understanding of the
differences between DSS and HP WebJet Admin.
HP WebJet Admin is a fleet management tool designed to manage printers and Digital Sendingenabled devices on a network. Features include device configuration, firmware installation, remote
diagnostics, alerting and reporting - to name a few. For instance, system administrators can use this
tool to get alerts for specific error conditions, update firmware on the entire fleet of devices and create
usage reports.
HP Digital Sending Software extends the embedded Digital Sending features of supported devices
with features such as LAN Fax, OCR, Workflows and Personal Address Books. Where DSS may
appear to overlap somewhat with WebJet Admin is in that it also manages the Digital Sending
settings for connected devices. In fact, when a device is connected to DSS it is only possible to
manage the Digital Sending settings using the DSS Configuration Utility. WebJet Admin can still be
used to manage all other settings on the device. For more information on the values and capabilities
of DSS, please refer to other sections of this document.

Chapter 1 Introduction to Digital Sending

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What is new in DSS 4.91?
With the release of DSS 4.91, several improvements have been made. DSS 4.91 provides the
functionality of DSS 4.x on a new .NET platform and also adds support for DSS-enabled devices
using the new HP firmware base code.
Table 1-3 Product improvements in DSS 4.91
Component

Description

Operating
system
support

●

Adds support for Windows 2008, Windows 7 and Windows Vista.

●

Supported on R2 and 64-bit versions of these operating systems, but runs in 32-bit (x86) mode.

●

Supports the HP ScanJet Enterprise 7000n Document Capture Workstation.

●

Supports Digital Sending-enabled devices based on the new HP firmware code, starting with the HP
M4555 MFP and CM4540 Color MFP.

●

Configuration Utility window can be maximized and stretched

●

Supports simultaneous use by multiple administrators.

●

Faster Configuration Utility start time as device status is only updated when selected by administrator.

●

Device grouping.

●

Miscellaneous UI improvements, such as progress bars.

●

Updated to I.R.I.S. engine version.

●

Improved text recognition.

OCR engine

●

Improved performance and scalability.

Send to Email

Secure e-mail channel (SMTP over TLS/SSL).

Product
compatibility

Configuration
Utility

File types

Addressing

Replaced
outdated
functionality

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PDF/A – Supporting PDF/A allows customers to meet ISO standards for long-term archival of
electronic documents.

●

Compact PDF (high compression of PDF files).

●

Exchange Contacts now via HTTPS. MAPI client no longer required.

●

Address Book Manager now integrated within the Configuration Utility.

●

Multiple device configuration and copy/paste for device configuration replaced with templates.

●

Secondary e-mail replaced with SMTP over SSL.

●

Novell Bindery no longer supported for authentication.

●

Windows Fax Service no longer supported.

What is new in DSS 4.91?

Chapter 1 Introduction to Digital Sending

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Theory of operations

This chapter contains the following topics:

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Components

●

Communications between devices and DSS server

●

Understand licensing

●

Features

Components
Figure 2-1 DSS Components

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

DSS Service
the central nervous system of the HP Digital Sending Software is the service named “HP Digital
Sending Software”, typically called the “DSS service”. This is the key component of the software that
ties together all other components and enables the DSS system to function.

Chapter 2 Theory of operations

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

Table 2-1 DSS Service – Technical Detail
Technical detail
Service display name:

HP Digital Sending Software

Service name:

DssWinService

Executable name:

HP.Dss.App.WinService.exe

Typical memory usage:

200-400MB

Configuration Utility
The role of the Configuration Utility is to act as a management console for DSS. It provides a user
friendly interface to manage all settings for DSS functions as well as devices.
The Configuration Utility is always installed with DSS, but can also be installed separately on a
different computer on the network. When installed separately it is typically referred to as the “Remote

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Components

Configuration Utility”, since in this mode it is used to manage a remote DSS server. The address of
the server to be managed is entered in the startup dialog.
Figure 2-3 Configuration Utility

Table 2-2 Configuration Utility– Technical Detail
Technical detail
Executable name:

HP.Dss.App.ConfigurationUtility.View.exe

Default window size:

1024x768

Typical memory usage:

200-300MB

DSS-enabled device
DSS-enabled devices are the HP MFPs, Digital Senders or ScanJet products that support DSS.
These devices allow end-users to make use of DSS functionality by scanning to the various
destination types, using the address book etc. See Supported devices – Legacy device support
on page 5 for a complete list of supported devices.
The firmware in these devices has a component built-in which enables use of DSS functionality. In
the previous generation products this is enabled through DSMP (Digital Sending Management
Protocol). In HP’s latest generation products this component has been replaced by a WS-* (Web
Services Star) based interface.
Since all DSS features have to be supported by the device firmware DSS 4.91 has a minimum
firmware version requirement, which can be found hereTable 3-3 DSS 4.91 supported device
firmware revisions on page 45. Over time, as new features become available in DSS, it may be
required to update the device firmware for compatibility. These changes will be documented in detail
in the DSS release notes.

Chapter 2 Theory of operations

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Table 2-3 DSS-enabled devices – Technical Detail
Technical detail
List of supported devices:

See Supported devices – Legacy device support on page 5

Minimum firmware version:

See Table 3-3 DSS 4.91 supported device firmware revisions
on page 45

Feature matrix:

See Table 1-1 Feature comparison on page 7.

I.R.I.S. OCR engine
DSS uses I.R.I.S. OCR engine version 12 to provide Optical Character Recognition (OCR) and High
Compression PDF functionality. The engine features Intelligent High Quality Compression (iHQC)
technology™.
Figure 2-4 OCR engine

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

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Components

Table 2-4 I.R.I.S. OCR engine – Technical Detail
Technical detail
OCR engine:

I.R.I.S. OCR engine version 12

Default install directory:

C:\Program Files\DsOcrComSrvr

Executable name:

dpe_ocr123.exe

Languages supported:

I.R.I.S OCR 12 recognizes more than 120 languages

Database
DSS uses Microsoft SQL Server 2005 Express Edition to host the DSS database. The database is
used to hold the DSS activity log.
Table 2-5 Database – Technical Detail
Technical detail
Database name:

HPDSS

Access security:

Windows Integrated Security

Local Data Store
The Local Data Store is the series of files located in the DSS installation directory, which is used to
store the DSS configuration data, device information and debug logs. This is also where the job
queue resides.
Table 2-6 Local Data Store – Technical Detail
Technical detail

Default installation dir:

C:\Program Files\Hewlett-Packard\HP Digital Sending
Software 4.91

Job queue dir:

.\ Filesystems\CustomerData\DSS\Jobs

Configuration dir:

. \Filesystems\Product\DSS\Configuration

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

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

●

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

●

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

●

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

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

Launch the Configuration Utility.

Click Another Computer.
Figure 2-5 Remote Configuration Utility

Type in the network name of the DSS server.

Click OK.

Device firmware
DSS-enabled devices are “DSS aware,” meaning they have components built into the firmware that
allow them to make use of the services and features offered by DSS. Some DSS features require a

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Components

minimum firmware level; therefore, the version of firmware loaded on the DSS-enabled device is
important.
For example, the OCR processing feature for Send to E-mail requires a minimum firmware revision of
48.051.1 to work on the HP LaserJet M5035 MFP. If the firmware revision is not at least 48.051.1, the
OCR processing feature for DSS Send to E-mail cannot function.

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Communications between devices and DSS server
All communication between the DSS Service and DSS-enabled devices is encrypted. Previous
generation devices (e.g. HP LaserJet M4345) use DSMP (Digital Sender Module Protocol–an
encrypted HP Proprietary protocol). Edgeline devices (CM8000) use Web Services (WS) on a secure
HTTPS channel. New DSS-enabled devices (e.g. Scanjet Enterprise 7000n) use a protocol know as
Web Services Star (WS-*), which is also sent using HTTPS.
Communication between the DSS Service and the Configuration Utility is also secure since it uses
WS-* over HTTPS.
Figure 2-6 DSS communication

Understand licensing
This section contains the following topics:
●

Trial license

●

Licensing requirements

●

Auto-generate license

●

Node Locking

Trial license
When DSS is installed for the first time, you have the option of entering a license number or using the
software on a 60-day evaluation basis. During the evaluation period, the software can support up to
50 Digital Sending-enabled devices. When the trial period expires, the software becomes inactive
until a license is installed.

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Communications between devices and DSS server

Licensing requirements
The Licenses section of the Configuration Utility General tab contains a Trial License entry where
new licenses must be added. The remaining trial period also appears on that tab.
DSS is available in five different seat configurations.
Seats

Part Number

T1936AA#UA0

T1936AA#0AD

T1936AA#0A9

T1936AA#0AA

250

T1936AA#UD6

Each seat enables Digital Sending features on one device. As many licenses as needed can be
installed to in order to accumulate seats.
Click Add on the General tab to type a new license key code for the HP Digital Sending Software.

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

Node Locking
Purchased licenses can be applied only to a specific DSS server. The node-locking process
combines the license certificate with a unique ID from the DSS server. The unique ID appears on the
About tab of the Configuration Utility as the MAC Address. This ID appears during and after the trial
period. To activate the license certificate, record the MAC Address that appears on the About tab of
the Configuration Utility and proceed to the HP Software License Manager Website at
licensing.hp.com. At this Website, type the license certificate number and the MAC address. The
Software License Manager activates licenses based on information located on the purchased license

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certificate(s) and the server ID of the DSS server. After this information is entered into the Software
License Manager, the generated licenses are delivered by fax or e-mail.
Figure 2-7 License Node Locking

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Understand licensing

Features
This section contains the following topics:
●

Authentication

●

Notification

●

Send to Folder

●

Workflow

●

Send to E-mail

●

Send to Fax

●

Addressing

Authentication
DSS allows you to set up Digital Sending-enabled devices so that a user must be authenticated
before using some or all of the Digital Sending features. When authentication is enabled, the user at
the device needs to supply valid credentials (such as a user name and password) to gain access to
the Digital Sending features.
There are two interdependent parts to authentication. First, the device verifies the user’s credentials
using the selected authentication method. Then, an attempt is made to find the user’s e-mail address
in the database of an LDAP server using settings specific to your LDAP server. If either step fails, the
user is denied access to the Digital Sending features on the device. These two steps utilize two
distinct technologies (an Authentication server and an LDAP server), except in the case of the LDAP
server method, where both steps are accomplished using the LDAP server alone.

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The following diagram shows the data flow that takes place during authentication.
Figure 2-8 Data flow – Authentication

Different types of authentication
DSS uses the following types of authentication.
●

Windows

●

LDAP

●

Novell

Windows
Windows authentication uses Microsoft Active Directory, a database that contains information about
objects, including users, that are contained within the domain. Active Directory provides an LDAP
interface to the data in the directory database.
After a user provides valid credentials, the information is securely transmitted to the DSS server. DSS
authenticates to the domain to validate the user credentials. If the user credentials are valid, DSS
queries the LDAP directory for the authenticated user e-mail address. The LDAP directory supplies
the e-mail address, and DSS inserts the address in the From field when the e-mail is sent.
LDAP
LDAP is a standard, directory-access, and message-oriented protocol. The client constructs a
message that contains a request and sends it to the server. The server processes the request and
sends the result back in a series of LDAP messages.

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Features

After a user provides valid credentials, DSS uses this information to match an attribute in the LDAP
database. After the match is made and the user is identified in the database, the user e-mail address
is retrieved by using another database attribute.
Novell
This method integrates with Novell Directory Services. This method is only available if the Novell
Client software is installed on the DSS server.

Notification
This section contains the following topics:
●

Errors, warnings, and information

●

Fax and job notifications

Errors, warnings, and information
This section contains the following topics:
●

Understanding critical error notifications

●

Use the Activity Log in the Configuration Utility

●

Using the log for an individual device

Understanding critical error notifications
Select the Notify administrator of critical error check box on the General tab of the Configuration
Utility to receive e-mail messages when critical errors occur. The subject line of these e-mail
messages reads: DSS – Critical Error Notification. The e-mail message body reads as follows:
“The DSS server [server TCP/IP] incurred a critical error [error message]. This error might require
administrative action.”
Table 2-7 Critical error messages on page 26 lists some of the critical-error messages that might be
sent.
Table 2-7 Critical error messages

Error Message

Suggested Actions

Insufficient disk space to allow job

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

Firmware has not been upgraded on device

This message should be seen only when older devices are
managed by DSS. Remove the device from the configuration
and add it back again.

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

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

Address Book checking terminated with a severe corruption
indication

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

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Table 2-7 Critical error messages (continued)
Error Message

Suggested Actions

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

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

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

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

Use the Activity Log in the Configuration Utility
The Activity Log monitors Digital Sending activities. This log is stored in the SQL database.
Figure 2-9 Activity Log

Clearing the log is useful when troubleshooting problems. After the log is cleared, entries reflect only
the current conditions. Clearing the log is also useful when major configuration changes are made.
The following events are recorded in the activity log:

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●

Each Digital Sending job (all types of destinations)

●

Shutdown and restart events

●

Success or failure of an activity

●

Deletion of any address-book contents

Features

●

Firmware downloads

●

System errors

The following information is recorded in the activity log.
●

Severity of event (information, warning, error)

●

User

●

Description of event

●

Date and time

●

Supplementary details (such as list of destinations, size and number of pages and file format)

To view the activity log
1.

On the DSS server, start the Configuration Utility.

Click the Log tab.

Click Refresh.

Select a log item and click Details to view details of the log entry.

Optionally, click Save to save the current log file to a text file.

Using the log for an individual device
To view the event log for an individual device, open the Configuration Utility and click the Device
Configuration tab. Select a device in the device list, and then click Configure Device. Click the Log
tab to see the activity log for the selected device.
The following messages might appear in the device event log. The log entries are saved in an .XML
file on the device hard disk.
Table 2-8 Device log events

Event

Description

Action to take

Address Book Check

The address book database was
checked for corruption.

None

Address Book Clear Event

An address book has been cleared by
using the Address Book Manager
(ABM).

None

Address Book Export

An address book was exported by using
the ABM.

None

Address Book Import

An address book was imported by using
the ABM.

None

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Table 2-8 Device log events (continued)
Event

Description

Action to take

Authentication Failure

A user was unable to authenticate at
the device.

●

The user should attempt to log in
again.

●

If the login still fails, verify the
settings on the Authentication tab
of the Configuration Utility. Click
Test to test the settings.

●

Turn the device off and then on
again.

●

Restart the DSS service.

●

Turn the device off and then on
again.

●

Verify that the latest version of the
DSS service is installed. (See
www.hp.com/support/dss)

Communication Protocol Error

An error occurred while communicating
with the device.

Protocol Version Error

If the problem persists, contact an
HP-authorized service representative.
Database Access Error

E-mail Protocol Error

A database corruption error has
occurred.

An e-mail message could not be sent
because of network or server problems.

●

Check the Windows system log for
disk errors.

●

Restart the DSS service.

●

Verify that the e-mail server is
running.

●

Test the e-mail settings on the Email tab of the Configuration
Utility.

●

Verify that the correct From
address is being used in the
e-mail.

●

Restart the DSS service.

●

Check the SMTP server logs for
errors.

E-mail Communication Error
E-mail Server Unavailable Error

If the problem persists, contact an
HP-authorized service representative.

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Table 2-8 Device log events (continued)
Event

Description

Action to take

Job Tracking Failure

An error occurred while retrying a
previously uncompleted job because of
a Job Recovery Failure.

●

Check to see if any disk errors
have occurred.

●

Verify that the disk that contains
the DSS service is not full.

●

Restart the DSS service.

If the problem persists, contact an
HP-authorized service representative.
Startup Failure

A Digital Sending subsystem did not
start successfully.

●

Restart the DSS service.

●

Verify that the DSS server has
enough memory and disk space.

●

Check the Windows event log for
disk errors.

●

Reinstall the DSS program.

●

Verify that the latest version of the
DSS service is installed. (See
http://www.hp.com/ support/dss) If
the latest version is not installed,
upgrade to the latest version.

If the problem persists, contact an
HP-authorized service representative.

Fax and job notifications
This section contains the following topics:
●

LAN Fax notification

●

Timeout

LAN Fax notification
When the LAN fax software picks up the image and envelope files and processes them, the software
returns a status or notification file that tells what happened. This is called notification. Many LAN fax
vendors support notification.
Notifications are not detailed or complex. They include the phone number and a status message,
such as OK, FAILED, or RETRY. HP DSS looks for these status messages and uses the information
to make entries into the DSS log file and to create the e-mail or printed notification messages.
As mentioned in the previous section, if the fax transmission is successful and the receiving fax
device indicates success in the T30 communication with the LAN fax server; OR if the LAN fax server
exceeds the server’s retry limit (configured in DSS) AND the LAN fax server supports HP’s method
for fax notification, then the LAN fax server writes a notification file to the shared fax folder for each
fax number dialed. These notification files have the same eight-digit name as the .TIFF and .HPF

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files, but different file extensions. The extension for the first notification file (the first fax number
dialed) is .000, and for the second notification file (the second fax number dialed) is .001, the third
notification file is .002, and so on.
DSS periodically looks in the shared fax folder for notification files. If it finds a file, DSS pulls it from
the shared fax folder. Using the information that is stored in the DSS log, the DSS server sends the
authenticated user an e-mail notification or prints a notification report at the device from which the fax
was sent.
Configuring LAN fax notification
If the LAN fax product being used supports notification, a Notify button appears on the device
control-panel fax home screen when the user is preparing to send the fax. The user touches this
button to select the type of notification and to select whether a notification is generated for every fax
sent or only when an error occurs.
Timeout
The notification timeout is the length of time that DSS waits before reporting a failed fax delivery. The
default timeout value is two hours.

Send to Folder
This section contains the following topics:
●

Components and data flow

Components and data flow
Figure 2-10 Send to Folder communication

Send to Folder lets you send a document to one or more shared folders. You can select from a list of
pre-defined folders or, if authenticated, can specify a destination from the control panel.
Users can send documents directly to any folder on the network. Supported operating systems for
folder destinations are CIFS/SMB-compliant file systems. Users can either select from a list of folders
on the control-panel interface or type their own folder path.

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Features

Use the Send to Folder feature
If the Send to Folder feature is configured as part of DSS, users can scan files and send them to
folders on the network. Supported operating systems for folder destinations are CIFS/SMB-compliant
file systems.
Using DSS to send a document to a folder
Follow these instructions to scan a document and send it to a folder.
1.

Select FOLDER from the send options on the device.

Any folders that the administrator has specified as digital send destinations are listed in the
Folders list. Touch the check box to select an existing path. To specify a new folder, touch
Other. Type the path for the folder by using the keyboard interface. Touch OK on the keyboard
screen to save the new path. The software verifies that a valid path name has been specified.
NOTE: Specifying a folder does not add it to the folders list permanently. The system
administrator must add new folders to the list by using the Configuration Utility.

Specify a filename by touching File Name. Using the keyboard interface, type in the filename.
Specifying a filename is optional. If one is not specified, the software assigns a unique filename
to the file when it is saved.

To send, touch Start to begin scanning the document. Status messages show the progress of
the send operation.

Changing the settings
Before sending to a folder, the user can change the following settings by touching Folder Settings on
the control-panel interface:
●

Scan Preferences: Select black and white or color (if available).

●

File Type: Select .PDF, .JPEG, .TIFF, .MTIFF, .XPS, .PDF/A, Text (OCR), or Searchable .PDF.
NOTE: If the document has multiple pages, the .PDF and .MTIFF formats produce a single file
that contains all of the pages. The .TIFF and .JPEG formats produce a single file for each
scanned page.

●

Scanning resolution: Select 75, 150, 200, 300, 400, or 600 dots per inch (dpi).

●

File size: Select a small, standard, or large file size.

●

Image enhancement: Change the sharpness or background-removal settings for the scanned
image.

Workflow
If workflow functionality is configured, the user can scan a document and send it to a custom workflow
destination. A workflow destination provides the ability to send additional information in a metadata
file along with the scanned document to a specified network or FTP location. Prompts at the control
panel are used to collect specific information for the metadata file. A third-party software program

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monitoring the network folder or FTP site can then retrieve and decipher the information, performing
the specified operation on the scanned image. The system administrator can also set up a printer as
a workflow destination, which allows users to scan a document and then send it directly to any
network printer to be printed.
1.

When the user selects WORKFLOW on the control-panel display, the workflow prompt screen
appears.

To send to a workflow, the user selects one of the custom workflow buttons. Some workflow
buttons might require the user to fill in more information to complete the operation. They might
specify a certain file type for the scanned document or might interact with third-party software,
such as a document management system, so files that are sent to a particular destination can be
automatically processed.

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

Components and data flow

●

Secure channel e-mail

Components and data flow
Figure 2-11 Send to E-mail communication

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Use the Send to E-mail feature
Devices can be configured to send e-mail directly to an e-mail gateway or through DSS. All e-mail
creation activities, including image processing, SMTP message creation, and addressing, are
performed in the device firmware. This section describes how completed e-mail jobs are routed to the
SMTP gateway through DSS.
Communications between the device and DSS are always done through the DSMP protocol for
current generation devices. Latest generation devices (ScanJet 7000bn and later) use Web Services
for communication with DSS.
If an error occurs during job completion, an entry is created in both the Configuration Utility log and
the device log, and the job is aborted.
The device can send SMTP e-mail messages to Internet addresses. It uses SMTP-MIME to deliver
these messages. It is highly recommended that the SMTP gateway be located on the local area
network. However, the product can be configured for e-mail functionality even if mail services are
provided by an outside Internet service provider (ISP) over a digital subscription line (DSL).
If the server supports it, ESMTP (Extended SMTP) can be used to send e-mail. This capability is
automatically detected and no specific configuration steps are necessary. The e-mail service is also
compatible with the DSN (Delivery Status Notification) standard.
The document scanned at the device becomes an attachment to the e-mail message. The .PDF file
format is most often used for the attachments, which gives recipients the ability to both view and print
the attachments.
The Send to E-mail feature may provide different functionality when the user is authenticated at the
device. For example, an authenticated user may have access to additional address book entries, and
the e-mail From address will automatically be populated with the user's own e-mail address.
Using DSS to send e-mail from a device
The following steps outline what happens when a user sends e-mail from a device by using DSS.

The user selects the E-mail option on the device control panel.

If authentication is turned on, the user must use the control-panel keyboard interface to type
their username and password. (See the Authentication on page 67 section for more
information about the authentication feature.)

After the device contacts the DSS service to ensure that it is ready for communication, the e-mail
interface screen appears on the control panel. The default values are filled in based on what was
specified during the configuration process. If authentication is on, the From: text box contains
the user's e-mail address. This text cannot be changed.

The user uses the control-panel keyboard interface to type data in the To:, Cc:, and Subject:
text boxes.

If the customized message feature is enabled, the user can type a custom message into the
Message text box.

If necessary, touch Settings to modify the default settings.

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When the e-mail is ready, the user touches Send on the device control panel. The device scans
the job.

When scanning is complete, the device uses image processing on the job and saves the
resulting file(s) to disk.

The device sends all of the addressing information that the user provided in step 4 to DSS,
followed by the image-file attachment(s).

10. The DSS e-mail task opens up a session with the SMTP server.
11. The SMTP headers are sent to the server with e-mail aliases, and the subject is MIME encoded.
12. The localized body text is MIME encoded and sent.
13. The file attachment(s) are MIME encoded and sent.
14. DSS closes the SMTP session.
15. DSS logs the results to the DSS device log.
16. DSS deletes all files on the disk that pertain to the job.

Secure channel e-mail
E-mail jobs that are routed through DSS for delivery to the SMTP gateway can be sent on a secure
channel. This is accomplished by sending the SMTP communication over SSL. Using the SSL option
encrypts the segments of the network connections, thus providing point-to-point security between
DSS and the SMTP server. A public key certificate is required to use SMTP over SSL.

Send to Fax
This section contains the following topics:
●

LAN fax

●

Internet fax

DSS can be configured to support three different methods of faxing. Only one method can be
selected for any given DSS installation.
●

Internet fax: An Internet fax provider can be used to process faxes. These providers use e-mail
messages as a submittal mechanism and deliver them either to a traditional fax machine or
reroute them to an individual e-mail inbox. This service supports .TIFF and .MTIFF files.

●

LAN fax: Requires a LAN fax product and a shared folder for the fax work area. This service
supports .MTIFF, PCL 5 uncompressed, and PCL 5 packbits files.

●

Analog fax: If devices on the network support analog faxing, you can choose to use that
capability rather than DSS to send faxes. Use the Configuration Utility to configure the settings
for this option.

Users can specify fax destinations at the device control panel by using the device keyboard to type
fax numbers, by selecting speed-dial numbers, or by selecting fax numbers from an address book.

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LAN fax
This section contains the following topics:
●

Components and data flow

Components and data flow
When it is configured for the LAN fax method, DSS uses a simple “file drop” mechanism to deliver fax
files and receive fax-notification files for each fax job that is sent from a device. Most LAN fax
solutions support some method of fax notification.
Figure 2-12 LAN fax process
5a. E-mail notification

5a. E-mail notification

SMTP server

3. Fax
1. Fax job

5b. Print notification

2. .HPF and .TIF files

HP DSS
server

4. Notification files
(.000-.00n)

LAN fax
server

Use LAN fax to send a fax
1.

The device sends the fax job to the DSS server along with the fax number, and, if authentication
is used, the authenticated user’s credentials.

DSS splits the information into two files and sends them. The .HPF file contains information such
as the fax number, the number of retries, and other information that has been configured on the
Fax tab in DSS. Along with the .HPF file, the Task Manager sends a .TIFF or .PCL image file
containing the fax content. DSS copies the two files to a shared fax folder that is configured on
the LAN fax server and in the Configuration Utility.
NOTE: For most LAN fax vendors, the administrator sets up a single folder named
"HPFSCAN" on the LAN fax server. All LAN fax vendors provide an administrative setting that
specifies the path to this shared folder. On the Fax tab of the Configuration Utility, the user
specifies a folder path, which is the path to this same HPFSCAN folder.

The LAN fax server converts the .TIFF image(s) into fax format (analog), dials the number(s)
that are included in the .HPF file, and transmits the fax to the receiving fax device. If the
transmission is successful and the receiving fax device indicates success in the T30
communication with the LAN fax server; or if the LAN fax server exceeds the server’s retry limit

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(configured in DSS) and the LAN fax server supports HP’s method for fax notification, the LAN
fax server writes a notification file to the shared fax folder for each fax number dialed.
4.

DSS periodically checks the shared fax folder for notification files. If it finds a file, DSS pulls it
from the shared fax folder.

Using the information that is stored in the DSS log, the DSS server sends the authenticated user
an e-mail notification (5a) or prints a notification report at the device from which the fax was sent
(5b).

NOTE: Fax notification for Captaris RightFAX works slightly differently. Authentication must be
enabled in DSS. The account name that the user specified at the device control panel (either the
Windows or Novell user account name) is inserted into the .HPF file. The RightFax server uses this
value to match the authenticated user to a specific RightFax user account. If this match occurs, the
RightFax server sends an e-mail notification to the authenticated user’s e-mail account.
LAN fax notification
When the LAN fax software picks up the image and envelope files and processes them, the software
returns a status or notification file that tells what happened. This is called notification. Many LAN fax
vendors support notification.
Notifications are not detailed or complex. They include the phone number and a status message,
such as OK, FAILED, or RETRY. DSS looks for these status messages and uses the information to
make entries into the DSS log file and to create the e-mail or printed notification messages.
As mentioned in the previous section, if the fax transmission is successful and the receiving fax
device indicates success in the T30 communication with the LAN fax server; or if the LAN fax server
exceeds the server’s retry limit (configured in DSS) and the LAN fax server supports HP’s method for
fax notification, then the LAN fax server writes a notification file to the shared fax folder for each fax
number dialed. These notification files have the same eight-digit name as the .TIFF and .HPF files,
but different file extensions. The extension for the first notification file (the first fax number dialed) is .
000, and for the second notification file (the second fax number dialed) is .001, the third notification
file is .002, and so on.
DSS periodically looks in the shared fax folder for notification files. If it finds a file, DSS pulls it from
the shared fax folder. Using the information that is stored in the DSS log, the DSS server sends the
authenticated user an e-mail notification or prints a notification report at the device from which the fax
was sent.
Configuring LAN fax notification
If the LAN fax product being used supports notification, a Notify button appears on the device
control-panel fax home screen when the user is preparing to send the fax. The user touches this
button to select the type of notification and to select whether a notification is generated for every fax
sent or only when an error occurs.

Internet fax
When Internet fax is configured to use a specific Internet fax provider, DSS formats the fax as an
e-mail. The provider delivers the message either to a traditional fax machine or reroutes it to an
individual e-mail inbox. With Internet fax, the fax number that is specified at the device control panel

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Features

is used as the first part of the e-mail address. The e-mail address suffix is typically the e-mail suffix of
the Internet fax provider’s SMTP gateway (for example, efax.com). Unless the Internet fax provider
offers it, the Internet fax method does not provide fax notification.

Addressing
This section contains the following topics:
●

Overview of addressing when managed by DSS

●

Direct LDAP Addressing vs LDAP Replication

●

Device differences in addressing

●

Where addresses are stored

Overview of addressing when managed by DSS
The purpose of the addressing features of DSS is to serve up address books to supported devices.
This replaces the local address book capabilities of the device, with the exception of the LDAP
Addressing feature – which is still available.
When a Digital Sending-enabled device is serviced by DSS it automatically uses DSS as an address
book service. Which address book features are made available to the device depends on two factors:
●

Which features are enabled in DSS.

●

If the user is authenticated at the device.

The Public and Guest address books are always available to the device.
How the device reads from the DSS address books
Depending on the type of device it will use DSMP (Digital Sending Management Protocol) or WS to
access the DSS address book. As a user is entering a name, e-mail address or fax number at the
front panel of the device it queries the DSS address book. DSS returns matches from all available
address books as a sorted list. The device then uses this information to “auto-complete” the user’s
entry in the destination field.
How the device writes entries to the DSS address books
When a user enters a new e-mail address or fax number in a destination field at the device, the
device by default prompts the user if the new destination should be stored in the address book. If the
user selects “yes” what occurs depends on whether or not the user is authenticated, as follows:
●

Authenticated: the entry goes into the user’s Personal Address Book.

●

Not authenticated: if the administrator has flagged the Public Address Book as editable by
devices, the entry goes into the Public Address Book. Otherwise the entry is ignored.

Exchange Contacts
When an address book query comes in from a device with an authenticated user DSS uses “RPC
over HTTP” to connect to the Microsoft Exchange server in order to access the user’s Exchange
38

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contacts. The user’s contacts are temporarily downloaded to the DSS address book structure and are
deleted once the user logs off from the device.
LDAP Replication
On a schedule set by the administrator, DSS connects to LDAP using the specified port, bind method
and query parameters. The retrieved information is stored in a hidden, read-only address book which
is always available to all devices, similar to the Public Address Book. DSS can search in multiple
search roots/contexts, but only from one LDAP server.
Direct LDAP Addressing
The device continues to be able to use its embedded direct LDAP addressing features while serviced
by DSS. The device will merge the address book information retrieved directly from LDAP with that
retrieved from DSS.
Guest
The Guest address book is always available to all devices and cannot be disabled. This address book
is used to store addresses added by un-authenticated users (“guests”) from the front panel of
devices.
Personal
The Personal address book feature is automatically activated when users are authenticated at the
device. The feature allows users to access and maintain a Personal address book from the front
panel of any devices connected to the same DSS server.
An administrator can manage the contents of the Personal address books using the Address Book
Management tab in the DSS Configuration Utility.

Direct LDAP Addressing vs LDAP Replication
When a device is serviced by DSS it essentially has two ways of connecting to an LDAP address
book. One is using its embedded direct LDAP addressing capabilities, and the other is using LDAP
Replication with DSS. This section discusses considerations for when to use one or the other, or
both.
Performance
As the primary purpose of the address book features is to provide “auto-complete” functionality it is
vital that performance is maintained. For this reason, the HP Digital Sending-enabled devices are
designed such that the address book feature for DSS and LDAP respectively are handled in separate
threads. Performance is also the reason why for most devices the local address book is not in use
when the device is serviced by DSS.
The key parameters that impact performance in terms of addressing for a device serviced by DSS
are:

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●

Speed of connection to DSS server

●

Speed of connection to LDAP server (if used)

Features

●

The amount of entries returned for a query

●

Availability of system resources (CPU and memory)

In some environments the LDAP servers may be highly utilized and therefore less responsive than
the DSS server(s). In that case, if direct LDAP addressing is enabled on the devices it may slow down
the responsiveness of the address book for users. Further, having a large number of devices directly
access LDAP servers may contribute to slow down those servers even more. It may therefore be
worth considering using LDAP Replication in DSS instead.
Duplication
Most devices do not support filtering duplicates. This means that if different address books contain
the exact same entry, it will be shown x times in the address book view at the device.
Summary
When to use direct LDAP Addressing:
●

When LDAP infrastructure is very responsive and has the required bandwidth.

●

When different devices connected to the same DSS server require access to different parts of
the LDAP address book.

When to use LDAP Replication
●

When LDAP infrastructure does not have required bandwidth, or when additional utilization of
these servers is not desired.

●

When all devices connected to the same DSS server require access to the same parts of the
LDAP address book.

When to use both
●

When there is a common LDAP search context which is required by all devices and some
devices also require specific search contexts. In this case the common search contexts would be
made available through LDAP Replication and the required devices would be configured for
direct LDAP Addressing for only the additional search context(s).

Device differences in addressing
Latest generation devices use an internal database for caching and sorting e-mail addresses from the
LDAP directory. This functionality allows these devices to auto-complete addresses in the e-mail
application even though the LDAP directory might be unsorted.

Where addresses are stored
DSS accesses and stores different types of address books. E-mail addresses may be stored in the
SQL database on the DSS server, or on the device, or in an external source such as LDAP and
Exchange.
If LDAP is enabled on a device, then the LDAP address book will be stored in the database on that
device. If LDAP is not enabled on the device, then the device will use the LDAP address book stored

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in the SQL database on the DSS server. The LDAP replication feature is used to populate the LDAP
address book on the DSS server.
For latest generation devices, the Personal address book is stored in the database on the device
during authentication. The Personal address book for a particular individual will only exist during the
authenticated session. Legacy devices do not store Personal address books. All device types read
from the Personal address books stored in the SQL database on the DSS server. Personal address
books are only available if Windows authentication is enabled.

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Features

Chapter 2 Theory of operations

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Installation and configuration

This chapter contains the following topics:

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●

Planning the DSS deployment

●

Installation

●

Configuration

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

System and environment requirements

●

Backup and restore strategy

●

Licensing

●

Device differences

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

Software requirements

●

Hardware requirements

●

Port requirements

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

Requirements

Operating systems

●

Microsoft Windows XP

●

Microsoft Windows Vista

●

Microsoft Windows 7

●

Microsoft Windows Server 2003, including R2

●

Microsoft Windows Server 2008, including R2

NOTE:
Virtual servers

64-bit operating systems are supported, but DSS runs in 32-bit mode

●

VMware ESX 3.5 and later

●

Microsoft Virtual Server 2005 and later

●

Microsoft HyperV

Miscellaneous

.NET Framework 3.5

Novell

●

Novell Netware 5 or higher

●

Novell Client 4.91 or higher for Windows XP/2003

●

Novell Client 2 or higher for Windows Vista/7/2008

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Hardware requirements
The following table shows the server hardware requirements.
Table 3-2 DSS hardware requirements

Processor

Type

Minimum

Recommended

Recommended for 1000
devices

See operating system
documentation.

1 GHz

2 GHz

2 GHz, dual core

Memory

See operating system
documentation.

1 GB of RAM

1 GB of RAM per server
plus 3 MB per device.

4 GB

Page file

n/a

See operating system
documentation.

Disk free
space

n/a

400 MB on the drive
where you install DSS
(this is where jobs are
spooled). 200 MB on the
drive where you install
the database.

1 GB on the drive where
you install DSS (this is
where jobs are spooled). 1
GB on the drive where you
install the database.

2 GB on the drive where
you install DSS. 2 GB for
the database.

Screen
resolution

n/a

1024 x 768 pixels

Larger than 1024 x 768

Network
link

Ethernet

100 Mb

1 Gb

Network
link

NTFS

n/a

Virtual
server

●

VMware ESX 3.5 and later

●

Microsoft Virtual Server 2005 and later

●

Microsoft HyperV

NOTE:

Minimum requirement must be reserved on virtual servers.

Actual requirements vary depending on number of devices managed, features enabled and usage
load. Note that heavy usage of OCR may have a significant impact on server performance.
Device firmware requirements
To support DSS features, some devices require a minimum revision of firmware. Over time, as new
features become available in DSS, it may be required to update the device firmware for compatibility.
These changes will be documented in detail in the DSS release notes.
Table 3-3 DSS 4.91 supported device firmware revisions

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Device model

Minimum firmware revision

HP LaserJet 4100 and 9000 MFP

03.804.6

HP LaserJet 4345mfp

09.111.1

Planning the DSS deployment

Table 3-3 DSS 4.91 supported device firmware revisions (continued)

Device model

Minimum firmware revision

HP LaserJet 9040 / 9050 MFP

08.101.9

HP LaserJet 9055 / 9065 MFP

07.006.7, and requires the DSS JAR file version 4.0.0.0 to be
installed. Contact HP support if an update is required.

HP Color LaserJet 9500mfp

08.101.9

HP Color LaserJet 4730mfp

46.191.2

HP LaserJet M3035mfp

48.051.1

HP LaserJet M4345mfp

48.051.1

HP LaserJet M5035mfp

48.051.1

HP 9200c Digital Sender

09.111.1

HP 9250c Digital Sender

48.041.1

HP Color LaserJet CM3530 MFP

Any

HP Color LaserJet CM4730mfp

50.031.0

HP Color LaserJet CM6030 / CM6040 MFP

Any

HP CM8050 / CM8060 Color MFP with Edgeline Technology

Any

HP LaserJet M4555 MFP

Releases fall of 2010

HP CM4540 Color MFP

Releases fall of 2010

HP ScanJet Enterprise 7000n Document Capture
Workstation

Releases fall of 2010

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Port requirements
DSS 4.91 uses a number of industry standard network protocols and their corresponding TCP and
UDP ports in order to facilitate its Digital Sending functionality, such as Send to E-mail, Send To
Folder, Authentication, and LDAP Replication. This section gives an overview of which ports are used
in different configurations.
In its most basic configuration, DSS 4.91 requires ports 1783, 5213, 7627 and 161 to function. At
install time DSS will register itself with the desktop firewall to ensure connections are allowed on
these ports. Administrators may refer to the table in this section to determine which ports are required
for their specific configuration of DSS 4.91.
Ports used
DSS uses the TCP/IP protocol to communicate on the network. Which TCP or UDP ports are used
depends on which features are enabled in DSS 4.91 and which underlying protocols facilitate these
features. Also, note that for each protocol DSS acts as a server or client, or both. The following table
provides an overview. Administrators should ensure that the required ports are open at appropriate
points in the network, for example, desktop firewall, switches and routers.
Table 3-4 Ports used by DSS 4.91

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Feature

Type

Protocol

Port

Role of DSS

Can it be
changed?

Device
communication for
current and legacy
devices

Required

DSMP (HP
Proprietary)

1783 (TCP)

Server & client

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

Required

HTTPS

7627 (TCP)

Server & client

Device discovery
and configuration

Required

SNMP

161 (UDP)

Client

E-mail
notifications, email via service

Optional1

SMTP

25 (TCP)

Client

Yes

Send to Folder
(Network UNC
path)2

Optional

CIFS / SMB

445 (TCP)

Client

Send to FTP

Optional

FTP

21 (TCP)

Client

LDAP Replication
& Authentication,
simple bind

Optional

LDAP

389 (TCP)

Client

Yes

Planning the DSS deployment

Table 3-4 Ports used by DSS 4.91 (continued)
Feature

Type

Protocol

Port

Role of DSS

Can it be
changed?

LDAP Replication
& Authentication,
simple over SSL
bind

Optional

LDAP

636 (TCP)

Client

Yes

LDAP Replication
& Authentication
SPNEGO

Optional

Kerberos

88 (TCP)

Client

LDAP Replication
& Authentication,
Global Catalog

Optional

LDAP

3268 (TCP)

Client

Yes

DSS Address
Book access for
latest generation
devices

Required

Secure SQL

52133

Server

1
2
3

If a mail gateway is not required, enter a dummy address (0.0.0.0) in the Configuration Utility.
Does not apply to local folders, for example. c:\myfolder.
If another application is using 5213, a configuration file is available to override this port number. The configuration file must
be modified every time you reinstall DSS. For more information, see Change the default SQL Server port on page 150.

DSS Address Book access for latest generation devices
HP’s latest generation devices, starting with the HP ScanJet Enterprise 7000n Document Capture
Workstation, HP M4555 MFP and HP Color CM4540 MFP, now access the DSS Address Book by
connecting directly to the SQL database (which is running on the same server as DSS).
Hostname resolution
DSS 4.91 supports the use of hostnames for server addresses. Depending on the configuration of the
host machine, DSS 4.91 will use NetBIOS/WINS (port: 137, 138 or 139)) or DNS (port: 53) for
hostname resolution.

Backup and restore strategy
This section contains the following topics:
●

Understand DSS data structures

●

Software capabilities for backup and restore

●

Scaling the DSS server

Understand DSS data structures
This section aims to provide an understanding of what data DSS manages in order to help customers
develop a sound backup and restore strategy. The following describes the different types of data that
makes up the DSS system and where it is stored.

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Table 3-5 DSS data
Component

Location

Description

Job logs

Database

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

Error logs

Database and Windows Event Log

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

Debug logs

[Install Path]\FileSystems\MachineData
\Logs

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

DSS configuration settings

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

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

Device information

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

Device configuration settings

Stored on the device

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

Configuration Utility UI ‘convenience’
data

Windows Registry

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

Software capabilities for backup and restore
DSS features a backup and restore feature to allow for easy backup and restore of DSS data.
Back up DSS data

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Open the DSS Configuration Utility.

On the General tab, click Backup. The Backup DSS Settings dialog box appears.

Navigate to the location where you want to save the backup file, and then click Save.

Planning the DSS deployment

Restore DSS data
1.

Open the DSS Configuration Utility.

On the General tab, click Restore. The Open dialog box appears.

Navigate to the location where you saved the backup file, click to select the file, and then click
Open.

Scaling the DSS server
Correctly scaling/sizing a DSS server is a complex task which should include industry standard tools
and methods. This section provides information specific to DSS to assist in the scaling process, but is
not a complete reference.
Limitations
There is no hard limit to how many devices can be added to the server, but HP will support up to
1000 devices per server with DSS 4.91. Note that this limit may change in the future, so make sure to
read the release notes when updates are available and look for information on the HP Website at:
www.hp.com/go/dss.
Features and factors that limit scalability
Most features offered by DSS are fairly lightweight in terms of server processing, with the exception
of the following.
●

Optical Character Recognition (OCR)

●

High compression PDF

●

LAN fax with notification support

Other factors that limit scalability include the following.
●

Utilization/scan job volume

●

Routing jobs through DSS

●

Very large DSS address books

●

Complex workflow design

Recommendations
Given the factors stated above, DSS administrators should consider the following approaches to
improving the scalability of DSS:

●

Limit OCR to specific workflows.

●

Configure devices to send e-mail directly via the SMTP gateway, rather than via DSS.

●

Configure devices to use direct LDAP address book.

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●

Use the notification features of the LAN Fax server.

●

For OCR intensive environments, use high performance servers and use multiple servers to
divide the load.

It is recommended to perform a pilot test of a given DSS configuration prior to wide scale roll-out.
During the pilot administrators should make sure to test all the required DSS features on a limited
number of devices while using the Windows performance monitoring tools to assess the impact on
server performance.

Licensing
In order to use the features of this version of the DSS, you must purchase and install at least one
device license. These licenses come in bundles of 1, 5, 10, 50 and 250 device licenses (device
licenses are sometimes also referred to as “license seats”).
Each seat allows you to enable DSS features on one DSS-enabled device. Adding licenses is
cumulative and there is no limit to the number of license seats you can add to one server. SeeScaling
the DSS server on page 50 for information about how to scale the DSS server.

Activating licenses
To prevent misuse DSS licenses are protected by node locking technology. This means that licenses
need to be activated before they can be used. Activation occurs by registering the license on the HP
Software License Manager site: licensing.hp.com.
To register the license the following information is required:
●

The License Number found on the Software License Certificate.
Figure 3-1 DSS License Certificate

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●

The MAC address of the server where DSS is installed (you can find this information in the
About tab of the DSS Configuration Utility).

●

Your contact information.

Planning the DSS deployment

After entering this information into the Software License Manager an activated license key is
generated and delivered to the screen, and via fax or e-mail.

Install licenses
The activated license key is in the format XXXX-XXXX-XXXX-XXXX-XXXX. The key is entered in the
General tab for the Configuration Utility, which will then show the number of seats provided by each
license key, as well as the total accumulated number of seats.
Figure 3-2 Install licenses

Trial or demo license
When DSS 4.91 is installed for the first time, the software is fully functional in trial mode, supporting
50 devices for 60 days. The License section of the DSS Configuration Utility displays a “Trial License”
message and the time remaining in the trial period. The trial license period cannot be extended. Once
the trial license expires, customers must install a valid license to continue using DSS.

Upgrading from previous products
Licenses from DSS 3.0 and earlier revisions of DSS 4.x are fully functional in DSS 4.91. For DSS 3.0
it is required to manually enter each license key into the General tab in the Configuration Utility. For
earlier revisions of DSS 4.x the licenses are carried over through the backup/restore feature.

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Node locking
DSS licenses are protected by node locking. For more information, see the Node Locking on page 22
section of this guide.

Device differences
As part of planning the deployment of a DSS server it is important to understand the Digital Sending
features available in the various device models in the environment. See Table 1-1 Feature
comparison on page 7 for more information.

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Planning the DSS deployment

Installation
This section contains the following topics:
●

Pre-installation checklist

●

Installer screens and options

Pre-installation checklist
1.

Review the hardware and software requirements for the DSS server. See System and
environment requirements on page 44 for more information.

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

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

The MAC address of the server that will host the DSS service.

Installer screens and options
Follow these steps to install the HP Digital Sending Software 4.91.

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

Navigate to the location on the computer or network where you downloaded the HP Digital
Sending Software 4.91 software, and double-click the setup.exe file.

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The Welcome screen appears. Click Next to continue.
Figure 3-3 Software Installation – Welcome screen

The License Agreement screen appears. Click Print to print a copy of the license agreement.
Click I do not accept the terms in the license agreement, and then click Next to cancel the
installation.
After reading the license agreement, click to select I accept the terms in the license
agreement, and then click Next to continue the installation.

The Windows Firewall Configuration screen appears. Click to select the Allow this service to
accept incoming network requests. check box, and then click Next to continue.

The Destination Folder screen appears. Click Browse to select a different destination folder.
Click Full Installation or Configuration Utility Only, and then click Next to continue.

The Ready to Install the Program screen appears. Click Back to go back to change installation
options. Click Install to start the installation.

The Microsoft SQL Server 2005 Setup Progress screen displays the installation progress for
the SQL server.

The Installing HP Digital Sending Software 4.91 screen shows the progress of the software
installation.

10. When the installation completes, the InstallShield Wizard Completed screen appears. Based
on your configuration and the options installed, a reboot of the DSS server may be required.
Click the Launch HP Digital Sending Software 4.91 check box to launch the software when

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Installation

the installer closes. Click the Show me the readme file check box if you want to see the product
readme file when the installer closes. Click Finish to complete the installation.

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Configuration
The HP Digital Sending Software (DSS) executes as a Windows service and allows users to scan
documents at Digital Sending-enabled devices, and send the scanned images to various types of
destinations (such as e-mail, fax and folder). This software package includes a Configuration Utility
that allows you to set up DSS features in a way that works best in your environment. Each DSS
feature must be configured before it is available for use on Digital Sending-enabled devices.
This section contains the following topics:
●

Configuration Utility

●

Licensing

●

Device management

●

Authentication

●

General Device configuration

●

Send to Folder

●

Send to E-mail

●

Send to Fax

●

Send to Workflows

●

Addressing

Configuration Utility
The Configuration Utility manages settings that apply across all Digital Sending-enabled devices,
such as e-mail server and Authentication method, and also settings that apply to specific devices.

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Configuration

The Configuration Utility has several display elements to assist you in knowing what data is required
to make DSS features available on devices.
Figure 3-4 Configuration Utility elements

Table 3-6 Configuration Utility elements
Callout

Component

Description

Exclamation point

An exclamation point (!) next to the name of a tab indicates that required data
for that feature has not been supplied.

Asterisk

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

Outline

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

Licensing
This section contains the following topics:

●

Add licenses

●

Remove licenses

●

Auto-generated licenses

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Add licenses
1.

In the DSS Configuration Utility, click the General tab.
Figure 3-5 General tab – DSS Configuration Utility

In the License Files section, click Add. The Add License dialog box appears.
Figure 3-6 Add License dialog box

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

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

Configuration

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

In the DSS Configuration Utility, click the General tab.
Figure 3-7 General tab – DSS Configuration Utility

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

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

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

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Device management
The Device Configuration tab on the Configuration Utility specifies which devices are using the DSS
service and also provides an interface for customizing DSS features for specific devices.
Figure 3-8 Device Configuration tab

1
2

6
7

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

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Callout

Component

Description

Group List

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

Add Group. Click to create a new group.

●

Remove Group. Click to remove a group.

●

Rename. Click to change a group name.

Configuration

Table 3-7 Device Configuration tab (continued)

Callout

Component

Description

Device List

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

Status

●

Name

●

Authentication icon

●

Send to E-mail icon

●

Fax icon

●

Send to folder icon

●

Send to workflows icon

●

Addressing icon

●

Model

●

Network ID

●

Description

Add Device

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

Remove Device

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

Device Sign-in

Click this button to configure the device sign-in settings.

Total Devices

Displays the total number of devices in the Device List.

Configure Device

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

Apply

Click this button to save changes made on this tab.

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Add and remove devices
Add a device
1.

On the DSS server, open the Configuration Utility and click the Device Configuration tab.
Figure 3-9 Device Configuration tab

Click Add Device. The Add Devices dialog box appears.
Figure 3-10 Add Devices dialog box

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Click Find Devices to display a list of the DSS-enabled devices on the network.

From the displayed list, select the device to be added.

Configuration

NOTE: If you know the hostname or TCP/IP address of the device, you can type it in the
Hostname or IP Address text box under Manually enter a device's network name instead of
using the Find Devices button.
5.

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

Click OK to close the Add Devices dialog box.

Remove a device
1.

On the DSS server, open the Configuration Utility and click the Device Configuration tab.
Figure 3-11 Device Configuration tab

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In the Device List, click to select the device you want to remove, and then click Remove
Device. The Remove Device dialog box appears.
Figure 3-12 Remove Device dialog box

Click Yes (or Yes to All if you are removing multiple devices) to remove DSS-enabled devices.

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

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

Select a device from the Device List.

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

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

On the Send to E-mail tab, select the Enable Send to E-mail check box, and select via the
Digital Sender service in the Send E-mail drop-down list.
Then use the controls in the Address and Message Field Control,Signing and Encryption,
and File Settings sections to customize the Send to E-mail settings for the selected device.

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On the Addressing tab, select the Enable Network Contacts (use LDAP server) check box if
DSS should retrieve e-mail addresses directly from an LDAP server. Enter the LDAP server
Hostname or IP address, or click the “Auto Find” button. Then enter the LDAP port number
(usually 389).

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

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

Configuration

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

10. Click Apply to save all of the changes.
NOTE: The settings are not propagated to the device until Apply is selected.

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

Description
Communication with the device is established and the configuration settings are known.
The device configuration has not been retrieved since the Configuration Utility was loaded.
DSS is unable to establish communication with the device and the settings are unknown.
The device was seized by another computer that is running the Configuration Utility. The TCP/
IP address of the other computer is available under the Status heading on the Device List.
To reclaim ownership of a seized device, right-click the crossbones icon and click OK in the
two dialog boxes that appear.

Device grouping
Device grouping is a new feature in DSS 4.91 and provides the ability to organize devices for more
efficient configuration and management.
Figure 3-13 Device grouping

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Create a device group
1.

Open the Configuration Utility and click the Device Configuration tab.

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

Click Add group.

Type a name for the new group.

Add devices to a group
1.

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

Click the desired group for this device.

Remove devices from a group
1.

Right-click on a device and select Remove.

Click Remove from Group.

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

Configure DSS
This section contains the following topics:
●

Authentication methods

●

LDAP bind

●

How to

Authentication methods
This section describes the three methods of authentication:

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●

LDAP authentication

●

Windows Active Directory

●

Novell authentication

Configuration

LDAP Server
Figure 3-14 Authentication tab – LDAP Server

1
2

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

Callout

Component

Description

Authentication
method

Select LDAP Server from the drop-down menu.

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

Component

Description

LDAP Sign In
Setup

Use the following fields to set up the sign-in method.
●

LDAP Server address

●

Port number

●

Bind prefix

●

Bind and Search Root

●

Match the name entered with this attribute

●

Retrieve the device user's e-mail address using this attribute

●

Retrieve the device user's name using this attribute

●

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

Test LDAP Sign in

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

Username

●

Password

LDAP is a standard, extensible directory-access protocol. It is a common language that LDAP clients
and servers use to communicate with each other. LDAP is a message-oriented protocol. The client
constructs a message that contains a request and sends it to the server. The server processes the
request and sends back the result in a series of LDAP messages. LDAP is also a connection-oriented
protocol. The client opens a connection and performs any number of operations on the same
connection.
For the LDAP server bind method, LDAP authentication uses either the Simple or the Simple over
SSL method. See Table 3-12 Authentication bind methods on page 76.

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Configuration

Figure 3-15 LDAP authentication
Encrypted using SSL

2. User credentials
(simple bind)

3. Authentication result

1. User credentials
(DSMP-encrypted)

6. Authenticated user’s
e-mail addresses

4. LDAP query

5. Query results

HP DSS
server

LDAP
server

Microsoft Windows
Figure 3-16 Authentication tab – Microsoft Windows

1
2

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

Callout

Component

Description

Authentication
method

Select Microsoft Windows from the drop-down menu.

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

Component

Description

Windows Sign in
Setup (Kerberos
and NTLM)

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

Test Windows
Sign In

●

Match the name entered with this attribute

●

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

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

Domain

●

Username

●

Password

DSS Windows authentication uses Microsoft Active Directory, a special-purpose database that
contains information about objects, including users, that are contained within the domain. The Active
Directory database resides on domain controllers and is automatically replicated across all domain
controllers in the domain. Active Directory provides an LDAP interface to the data in the directory
database.
As shown in Figure 3-17 Windows Active Directory authentication on page 72, the following steps
occur during Windows authentication:

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

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

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

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

The LDAP directory returns the authenticated user’s e-mail address.

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

Configuration

Figure 3-17 Windows Active Directory authentication

5. Query results

4. LDAP query

LDAP server

1. User credentials
(DSMP-encrypted)

6. Authentication user’s
e-mail address

2. User credentials
(API-encrypted)

HP DSS
server

3. Authentication result
(API-encrypted)

Domain
controller

Determining the LDAP server bind method for Windows
By default, Active Directory is not configured to accept anonymous queries for information that is
contained in the Active Directory store. When an administrator configures LDAP addressing or
authentication, he or she must decide between changing Active Directory to accept anonymous
queries and configuring DSS to have authenticated access. If Active Directory is configured for
anonymous access, DSS can be configured to do an anonymous LDAP query. If Active Directory is
not configured for anonymous access, DSS must be configured for either Simple or SPNEGO
authentication. Because Active Directory supports SPNEGO for backward compatibility with Windows
clients, it is the preferred method for configuring DSS authentication. SPNEGO authentication uses
either Kerberos or NTLM, depending on the environment.
NOTE: The username and password that are used in the Simple method of authentication are
transmitted over the network in cleartext. This means that this information can be read by anyone
who has access to the data on the network.
To configure Active Directory Services for an anonymous LDAP query

Open the Active Directory Users & Computers Microsoft Management Console program.

Right-click the Users container and then select Properties.

Click the Security tab.

Click Add.

Select Everyone and then click Add.

Click OK.

Click Advanced.

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Select Everyone.

Click View/Edit.

10. In the Apply onto drop-down list, select This object and all child objects.
11. Click Apply.
12. Click OK to close the Properties dialog box.
13. Right-click Users and then click Refresh.
NOTE: Enabling anonymous access to the Users container might also enable other anonymous
users (for example, the Guest logon) to view LDAP properties. For more information about security
and Active Directory, consult Microsoft support.
Novell NDS
Figure 3-18 Authentication tab – Novell NDS

1
2

The Novell NDS option on the Authentication tab contains the following elements.
Table 3-11 Authentication tab – Novell NDS

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Callout

Component

Description

Authentication
method

Select Novell NDS from the drop-down menu.

Configuration

Table 3-11 Authentication tab – Novell NDS (continued)
Callout

Component

Description

Novell NDS Sign
in Setup

Click Add to add trees to the Trees list. ClickRemove to remove trees from the
list. Select the Default Tree from the drop-down menu.
Use the following fields to set up the sign-in method.

Test Novell NDS
Sign in

●

Novell Server Address

●

Context

●

Bind prefix

●

Bind and Search root

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

NDS Tree

●

NDS Context

●

Bind prefix

●

Username

●

Password

Only Novell NDS authentication is available. This method integrates with Novell Directory Services.
For the LDAP server bind method, Novell can use either Simple or Anonymous. See Table 3-12
Authentication bind methods on page 76.
As shown in Figure 3-19 Novell authentication on page 75, the following steps occur during Novell
authentication:

The user types his or her username and password at the device and this information is securely
transmitted to the Digital Sending Service (DSS).

DSS authenticates to the directory through the Novell client API to validate the user’s
credentials.

If the user’s credentials are correct, the Novell Directory Server returns success.

Using the LDAP interface, DSS queries the LDAP directory (Novell Directory Server or Novell
eDirectory Server) for the authenticated user’s e-mail address.

The LDAP directory returns the authenticated user’s e-mail address.

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

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Figure 3-19 Novell authentication

1. User credentials
(DSMP-encrypted)

6. Authentication user’s
e-mail address

5. Query results

4. LDAP query

LDAP server

Novell client
2. User credentials
(Novell API-encrypted)

HP DSS
server

3. Authentication result
(Novell API-encrypted)

Novell NDS

Novell NDS configuration
When setting up Novell NDS authentication on the Authentication tab, the Search Root text box is
typically left blank. Then, on the Device configuration Authentication tab, information is provided
about the Default NDS Tree and Default NDS Context. When users log in at the device, the default
NDS tree and context are shown on the login screen, and the user can edit them if necessary.
LDAP bind
This section contains the following topics:
●

LDAP bind methods

●

Search root

LDAP bind methods
Authentication can be performed by using Microsoft Windows, an LDAP server, or Novell NetWare.
The authentication process also retrieves the user's e-mail address, so that the sender's address is
automatically supplied in the From: text box when the e-mail is sent. Because the address cannot be
changed or erased, users are prevented from sending e-mail using a fictitious return address.
E-mail retrieval is carried out by connecting to a local LDAP server using one of four possible bind
methods. The following table outlines the types of LDAP bind methods that are used for DSS.

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Configuration

Table 3-12 Authentication bind methods
Bind method

Description

Can be used by

Anonymous

The selected LDAP server does not require user credentials to gain
access to the LDAP database

Windows
Novell

Simple

The selected LDAP server requires user credentials but does not
support NTLM or SPNEGO.

Windows
Novell

●

The password, if any, is sent non-encrypted across the network.

●

The process requires a username and password.

LDAP

Simple over Secure
Channel (SSL)

The selected LDAP server requires user credentials but does not
support NTLM or SPNEGO.

Windows
LDAP

Windows Negotiated
(SPNEGO)

●

All data, including the username and password, is encrypted by
using the Secure Sockets Layer (SSL).

●

The LDAP server must be set up to support SSL.

The selected LDAP server requires user credentials and supports
SPNEGO and SSL.
●

Use this selection negotiate the strongest authentication protocol
that both the LDAP Server and the DSS server support.

●

Kerberos 5 is supported for Active Directory authentication.

●

NTLM is supported for Exchange 5.5 server authentication.

Windows

Search root
The search root is the distinguished name (DN) of the entry in the LDAP directory where the search is
to begin. A DN is made up of 'attribute=value' pairs separated by commas.
In Windows Active Directory Services, the search root normally takes the form:
CN=Us er s , DC=domai n_name, DC=domai n_suf f i x. To limit the address search even more, for
example, to a single organizational unit (OU), add components to the search root. For example, to
search for users in the “accounting” OU, add “OU=account i ng” to the search root
(OU=account i ng, CN=User s, DC=domai n_name, DC=domai n_suf f i x ). By using these methods
to configure the search root that is used in authentication, access to Digital Sending features can be
limited to a subset of users in an organization. Several methods can be used to determine the search
root.
NOTE: On some LDAP servers, the search root can remain blank. In this case, the root node is
assumed to be the starting place.
How to
Use the Configuration Utility Authentication tab to control how users are authenticated when using
the Digital Sending features.
Authentication consists of two interdependent parts. First, the device verifies the user’s credentials by
using the selected authentication method. Then, the device attempts to find the user’s e-mail address

Chapter 3 Installation and configuration

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in the database of an LDAP server by using settings that are specific to the LDAP server. If either
step fails, the user is denied access to the Digital Sending features. These two steps utilize two
distinct technologies (an authentication server and an LDAP server), except in the case of the LDAP
server method, where both steps are accomplished by using the LDAP server. To enable
authentication, start by selecting an option from the Authentication drop-down list. The following
options are available.
●

None

●

Microsoft Windows

●

LDAP server

●

Novell NDS (if Novell client software is present)

LDAP Configuration
After selecting the authentication method on the Authentication tab, the LDAP configuration settings
appear. The device uses LDAP to retrieve the e-mail address for the authenticated user. After the
user has provided valid credentials, the software uses this information to match an attribute in the
LDAP database. After the match is made and the user is identified in the database, the user’s e-mail
address is retrieved by using another database attribute. The LDAP settings include the following
options.
●

Options for configuring DSS to gain access to the LDAP server

●

Options for searching the database to obtain user e-mail addresses

To configure the LDAP server
1.

Click Find Servers. The program searches the network for LDAP servers, and might also
prompt you for your network username and password, depending on the network configuration.
Next, the Select LDAP Server dialog box appears, containing a list of LDAP servers on the
network.
NOTE: The Find Servers option for finding LDAP servers does not work in all environments. If
the Find Servers process does not work, the TCP/IP address or hostname of the Domain
Controller or Global Catalog Server should be typed in the LDAP Server text box. If the Global
Catalog Server is used, the default LDAP port in the Port text box must be changed to 3268.

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Select the LDAP server to use. The information about the selected server appears.

Click OK to accept the selected server. The server information is filled in on the Authentication
tab.

Click Find Settings. The server settings appear in a dialog box. Click Yes to accept the settings.

Click Test on the Authentication tab to test the settings. In the Test User Authentication
dialog box, type in the network logon credentials of a user in order to test whether the user can
be authenticated and whether LDAP can successfully retrieve an e-mail address.

Configuration

Configure the Device
Figure 3-20 Authentication subtab – Configure Devices tab set

1
2

The Authentication subtab on the Configure Devices tab set contains the following elements.
Table 3-13 Authentication subtab — Configure Devices tab set

Callout

Component

Description

Copy DSS
Authentication
Settings

Click this button to copy saved settings on the server to the device.

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Table 3-13 Authentication subtab — Configure Devices tab set (continued)
Callout

Component

Description

Set sign-in requirements at the control panel by allowing or denying guest
access. Guests are users who have not signed in to use the device. The
remaining permissions can be applied to local users account on the device or to
network users and groups.
Select the Requires Sign In Requires Sign Incheck box, if needed, and select
the Sign In Method from the drop-down menu for each of the following options.

Authentication

●

Copy application

●

Color copy

●

E-mail application

●

Fax application

●

Network folder application

●

Job storage application

●

Create stored job

●

Digital Sending Service (DSS) Secondary

●

Digital Sending Service (DSS) Workflow

●

Home screen application

Add the following information to enable authentication.
●

Default domain

●

Default NDS context

●

Default NDS tree

How to
The Authentication tab on the Configure Devices tab set allows you to configure user
authentication for the selected device.

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

Click to select the device you want to configure, and then click Configure Device. The
Configure Devices tab set appears.

Click the Authentication tab.

Click to select the Enable Authentication check box. Authentication requires that the device
user be authenticated before using the Digital Sending features of this device.

Any of the Authentication Agents can be selected for each feature from the corresponding drop
down menu.

Configuration

If you select anything other than HP Digital Sending Service as the Authentication Agent for
any feature, you will need to set up the authentication in the Embedded Web Server or Web Jet
Admin.
6.

Depending on the Authentication Method you selected on the Authentication Settings page, you
can provide certain default user credential information.
●

If you selected Microsoft Windows as the Authentication Method, select or enter a Default
Domain that is presented to the device user during the authentication process. If no Default
Domain is desired, this field may be left blank.

●

If you selected Novell NDS as the Authentication Method, select or enter a Default Tree
and Default Context that is presented to the device user during the authentication process.
If no Default Tree or Default Context is desired, these fields may be left blank.

●

If you selected LDAP as the Authentication Method and want to apply that to a feature,
select HP Digital Sending Service as the Authentication Agent for that feature.

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

General subtab

●

Addressing subtab

●

Log subtab

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

●

Table 3-13 Authentication subtab — Configure Devices tab set on page 78

●

Table 3-20 Send to E-mail subtab — Configure Devices tab set on page 93

●

Fax subtab — Configure the Device on page 102

●

Table 3-28 Send to Workflows subtab – Configure Devices tab set on page 124

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General subtab
Figure 3-21 General subtab in the Configure Devices tab set

The General subtab in the Configure Devices tab set contains the following elements.
Table 3-14 General subtab on the Configure Devices tab set
Callout

Component

Description

Administrator
Information

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

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●

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

●

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

●

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

●

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

Configuration

Addressing subtab
Figure 3-22 Addressing subtab on the Device Configuration tab set

1
2

3
4

5
6

Table 3-15 Addressing subtab — Configure Devices tab set
Callout

Component

Description

Enable Network
Contacts (use
LDAP server)

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

Network Directory
Server (LDAP)
(Step 1)

Use the following controls to designate the LDAP server.

Server
Authentication
Requirements
(Step 2)

Chapter 3 Installation and configuration

●

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

●

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

●

Type the port number in the Port text box.

Click to select one of the following options.
●

Server does not require authentication.

●

Server requires authentication.

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Table 3-15 Addressing subtab — Configure Devices tab set (continued)

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Callout

Component

Description

LDAP Database
Search Settings
(Step 3)

Use the following controls to configure the search settings.
●

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

●

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

●

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

Advanced Search
Options

Select the Maximum LDAP Addresses and the Maximum Search Time from
the drop-down menus, and then type in the LDAP Filter Condition in the text
box.

Test for LDAP
Retrieval (Step 4)

Type in at least 3 characters to test the retrieval of address book entries using
the LDAP setup, and then click Test.

Configuration

Log subtab
The Log subtab in the Configure Devices tab set displays the Digital Sending activities carried out
by the specific selected device.
Figure 3-23 Log subtab in the Configure Devices tab set

The Log subtab contains the following controls.
Table 3-16 Log subtab on the Configure Devices tab set
Callout

Component

Description

Device
Information

This list shows the individual device on which the event occurred.

User

This column shows the user that was logged in to the device when the event
occurred.

Job Status

Status indicator

Log Time

This column lists the time each event occurred.

Max entries

Use this drop-down list to select the number of entries that appear in this
window. The options are 0, 32, 256, 512, and 1024.
NOTE: Selecting a maximum entries option greater than 32 can cause a delay
when starting the Configuration Utility.

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Table 3-16 Log subtab on the Configure Devices tab set (continued)
Callout

Component

Description

Save

Click this button to save the log file as a text file.

Details

Click this button to view additional details about the selected log event.

Refresh

Click this button to refresh log events.

Clear

Click this button to clear all of the log entries.

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

Configure DSS
Use the Configuration Utility Send to Folder tab to set up the Send to Folder feature and select
network folders to send to.
Figure 3-24 The Send to Folder tab

1
2

Table 3-17 Send to Folder tab

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Callout

Component

Description

Enable Save to
Network Folder

Click to select the Enable Save to Network Folder check box.

Configuration

Table 3-17 Send to Folder tab (continued)
Callout

Component

Description

Predefined folders

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

Credentials to
Access Public
Folders

●

Add. Click to add a new folder

●

Edit. Click to edit settings for the selected folder.

●

Copy. Click to copy a folder.

●

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

●

Test. Click to test folder settings.

Use the Credentials to Access Public Folders section to configure the
credentials required for users to use Public Folders.
●

Sign-in Method. Select the sign-in method from the drop-down menu.

●

Username. Type in the username.

●

Password. Type in the password.

●

Domain. Type in the domain.

●

NDS tree. Type in the NDS tree.

●

NDS content. Type in the NDS content.

To configure the Send to Folder feature
1.

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

Select the Enable Send to Folder check box.

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

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

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

●

Save to a standard shared network folder. Type a folder location in the UNC Folder
Path field.

●

Save to a personal shared folder. Type a folder name in the Retrieve the device user's
home folder using this attribute field. The default is HomeFolder.

●

Create subfolder based upon user name. If you want to restrict the user's read/write
access, click to select the Only allow access to user directory check box.

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

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

Repeat steps 1 through 7 to add more folders.

Type the public access credentials that are required to gain access to folders in the Credentials
to Access Public Folders section of the Send to Folder tab. This information is required
before the folder list can be saved.

10. Click Apply to save the new folders.

Configure the Device
Use the Configuration Utility Send to Folder subtab on theDevice Configuration tab set to set up
the Send to Folder feature on the device.
Figure 3-25 The Send to Folder tab on the Device Configuration tab set

1
2

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Configuration

Table 3-18 Send to Folder subtab on the Configure Devices tab set
Callout

Component

Description

Enable Save to
Network Folder

Click to select the Enable Save to Network Folder check box.

File Settings

Use the controls in the File Settings section to configure how files are formatted
in the predefined folders.
●

Default color preference

●

Default resolution

●

Black TIFF compression method

●

Default output quality

●

Default OCR language

●

Color/Grayscale TIFF compression method

●

Default file type

Configure the device to use Send To Folder
1.

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

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

NOTE:

On some devices, the user is allowed to override some of these settings.

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

Configuration overview

●

Configure DSS

●

Configure the Device

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

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Configure DSS
Use the E-mail tab of the Configuration Utility to configure and organize the SMTP e-mail servers that
DSS uses to send e-mail messages.
Figure 3-26 E-mail tab

The E-mail tab contains the following elements.
Table 3-19 E-mail tab

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Callout

Component

Description

Outgoing E-mail
Server (SMTP)
Gateway Server

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

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

●

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

●

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

●

Test. Click to test an e-mail server.

Configuration

Configure the e-mail feature on DSS
1.

On the DSS server, open the Configuration Utility and click the E-mail tab.
Figure 3-27 The E-mail tab

Click Add. The Add SMTP Gateway dialog box appears.

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

Select any of the following additional SMTP gateway options:
●

Enable SMTP SSL Protocol

●

Server Requires Authentication

●

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

●

Send a test e-mail to. Type an e-mail address and then click Send to verify the presence
of the SMTP gateway.

Chapter 3 Installation and configuration

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NOTE: If the test fails, double-check the gateway address and then contact the network
administrator to see if the SMTP server is functioning. See Verifying the SMTP gateway
on page 91.
5.

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

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

SMTP gateways
The following servers can be used as SMTP gateways for DSS.
●

Exchange 5.5 – In Exchange 5.5, the Internet Mail Service (IMS) is responsible for the transfer
of SMTP mail. To transfer the mail successfully, the IMS must be configured with a route to
another gateway.

●

Exchange 2000 – Exchange 2000 (IIS5) does not directly support SMTP, but it is installed with
IIS5, which does support the SMTP service. Exchange 2000 integrates with the Active Directory.
It does not have its own data store. Similarly, IIS5 manages the SMTP service for Exchange
2000. Verify that the SMTP service in Windows 2000 is running by clicking Administrative
Tools and then clicking Services.

●

Sendmail – Sendmail runs as a UNIX® daemon (service). In many large networks, several
Exchange servers are routed to a Sendmail gateway, which can serve as a firewall.

●

Qmail – Qmail is very similar to Sendmail. Qmail does not accept a bare line-feed character in
any SMTP content.

●

Lotus Domino (Notes) – The SMTP message transfer agent (MTA) must be configured in
Domino for it to work as an SMTP gateway.

Verifying the SMTP gateway
The following instructions explain how to open a telnet session and send an e-mail to verify
communication with the SMTP gateway and also to verify that the SMTP gateway is correctly
configured to route Internet e-mail. Use an e-mail account outside of the local network (for example, a
Hotmail account) to verify communication outside of the network.
By verifying that e-mail can be sent, you can rule out any problem with the particular gateway that has
been configured for HP DSS.
The default local echo setting for a telnet session is "off," which means that characters do not appear
as the user types at the telnet prompt. To change the local echo setting to "on," open a command
prompt window, type t el net , and then press Enter. The Telnet prompt appears. Type set
LOCAL_ECHO to turn on the local echo setting.
Use the following procedure to verify the communication through the SMTP gateway.
NOTE: You cannot use the backspace key in a telnet session. Any characters that are typed are
sent one character at a time to the SMTP gateway, backspaces included. Note also that SMTP is not
case-sensitive. The local echo setting for the telnet session must be set to "on".

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Configuration

To verify the SMTP gateway
1.

On a networked computer, open a command prompt, type t el net 25, and
then press Enter (where is the fully qualified domain name or TCP/IP address
of the SMTP gateway) to establish communication with the SMTP gateway on port 25.

Type hel p and then press Enter. Note the different SMTP options that are returned.

To start a conversation with the SMTP gateway, type HELO and then press
Enter. Note that the response contains a list of attributes as well as the type of SMTP gateway
that you are communicating with.

To send an e-mail, type mai l f r om: and then press Enter.

Type r cpt t o: and then press Enter.

Type subj ect : Thi s i s a t est mes sage.

Type dat a: and then press Enter.

Type what you want to go into the body of the message.

To send the message, type a period (".") and then press Enter.

10. Type qui t and then press Enter to end the telnet session.
The test e-mail message should appear in the sender's inbox in a few seconds.
If the sender does not receive the e-mail message, the SMTP server might not be relaying e-mail.
Contact the network administrator.
NOTE:

Versions of DSS earlier than 4.3 do not support authenticated SMTP.

Configure the Device
The Send to E-mail subtab is shown in the following illustration. Use it to configure e-mail settings for
individual Digital Sending devices.

Chapter 3 Installation and configuration

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Figure 3-28 Send to E-mail subtab in the Configure Devices tab set

1
2

Table 3-20 Send to E-mail subtab — Configure Devices tab set

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Callout

Component

Description

Enable Send to Email

Click to select Enable Send to E-mail check box.

Outgoing E-mail
Server

Use the Outgoing E-mail (SMTP) Server section to manage the e-mail server for
the device. Select how the device sends e-mail from the Send E-mail dropdown menu, then use the following controls to configure the e-mail server.
●

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

●

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

●

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

Configuration

Table 3-20 Send to E-mail subtab — Configure Devices tab set (continued)
Callout

Component

Description

Address and
Message Field
Control

Select the desired setting for each field and whether the field can be edited by
the user at the control panel. If any selections require users to sign in, set the
base application to require signing in by navigating to the Security tab. Use the
following controls:

Signing and
Encryption

File settings

●

Select the Address Field Restrictions for the From, To, CC, and Bcc
fields from the drop-down menu.

●

Select the From field from the drop-down menu. Click to select the User
editable check box if you want users to be able to edit the fields from the
device.

●

Type in a Default From address in the text box. A Default From address is
required and is used when users do not sign in to use e-mail.

●

Type in a Default Display Name in the text box. This is an optional setting.
If set, the display name is shown at the control panel rather than the
Default From address.

●

Type in the Subject in the text box.

●

Type in the Default Message in the text box, and then click to select the
User editable check box if you want users to be able to edit the message
at the device.

●

Select the Signing method from the drop-down menu, and then click to
select the User editable check box if you want users to be able to change
the signing method at the device.

●

Select the Encryption method from the drop-down menu, and then click to
select the User editable check box if you want users to be able to change
the encryption method at the device.

Select the file settings from the Default Color Preference, Default Output
Quality, Default File Type, and Default Resolution drop-down menus.

Select routing type
To enable Send to E-mail by using DSS

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

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

Click to select the Enable Send to E-mail check box to enable Digital Sending by using e-mail.

Select via the Digital Sending service from the Send E-mails drop-down menu.

If authentication has not been enabled, type in an e-mail address in the Default From field. If the
device user does not provide a From e-mail address, this is the return address that will be used.
To prohibit users from changing the return e-mail address, click to de-select the User Editable
check box.

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NOTE: If authentication is enabled, the Default From field is disabled. The e-mail address of
the authenticated user is used for the From e-mail address.
6.

Type the Display Name (optional). This name appears in the From: text box when the device
user first initiates a send-to-e-mail operation. This text box can be used to provide instructions to
the device user (with messages such as "Please type your e-mail address here").
NOTE: If the display name is not provided, the default sender is the e-mail address that
appears in the From: text box.

Type a default e-mail subject into the Subject text box, if one is needed. This is used if the
device user does not type in their own e-mail subject.

Type in a message in the Default Message text box, if needed. The message appears in the
body of all e-mail messages that are sent from the device. Click to select the User Editable
check box to allow the user to edit the e-mail message.

Select Signing and Encryption options from the drop-down menus. Click to select the User
Editable check box to allow the user to change these options.

10. Select the default File Settings from the drop-down menus.
11. Click Apply to save changes.
To enable send to e-mail directly from the Device
1.

On the Send to E-mail tab, select the Enable Send to E-mail check box.

Select directly from the device from the Send E-mails drop-down menu.

In the Device's SMTP Gateway text box, type the SMTP server TCP/IP address or hostname. If
you do not know the SMTP address, click Find Gateway to find it, and then click Test to verify
that it is a valid SMTP server.
NOTE: Some Device models only recognize TCP/IP addresses. In these cases, the hostname
is converted to the equivalent TCP/IP address.

Use the Maximum Attachment Size drop-down list to control the size of the attachments that
the e-mail server can accept. If an attachment exceeds the maximum size, it will be split
between two or more e-mails.

If authentication has not been enabled, complete the E-mail Address in the Default 'From'
Address group box. If the Device user does not provide a From e-mail address, this is the
return address that will be used. To prohibit users from changing the return e-mail address,
select the Prevent device user from changing the Default 'From:' Address check box. This
prevents a user from impersonating someone else.
NOTE: If authentication is enabled, the Default 'From' Address group box is disabled. The
e-mail address of the authenticated user is used for the From e-mail address.

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Type the Display Name (optional). This name appears in the From: text box when the Device
user first initiates a send-to-e-mail operation. This text box can be used to provide instructions to
the Device user (with messages such as "Please type your e-mail address here").

Configuration

NOTE: If the display name is not provided, the default sender is the e-mail address that
appears in the From: text box.
7.

Type a default e-mail subject into the Default Subject text box. The default subject is used if the
Device user does not provide an e-mail subject.

Send to Fax
This section contains the following topics:
●

Configuration overview

●

Configure DSS

●

Configure the Device

Configuration overview
This section contains the following topics:
●

Analog fax

●

Third-party fax

Analog fax
DSS can be used to configure the settings for the embedded analog fax modem in a device. Use the
Send to Fax tab in the Device Configuration interface to configure these settings on individual
devices.
Third-party fax
HP DSS is compatible with the following third-party fax-software programs:

●

ACCPCC

●

Anny Way Office Edition

●

Biscom FAXCOM

●

Capteris RightFAX

●

Castelle FaxPress

●

Cycos-mrs Unified Communication

●

Esker Pulse/Fax

●

Esker LAN fax

●

FACSys Fax Messaging Gateway

●

Fenestrae Faxination

●

GFI FAXmaker

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●

Gold-Fax

●

Imecom Integral Fax

●

INTERSCOPE FaxPlus/Open

●

Interstar LightningFAX

●

Object Fax

●

Omtool

●

RedRock FaxNow!

●

RTEFax

●

Tobit DvISE

●

TOPCALL

●

Zetafax

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

None

●

LAN Fax

●

Internet Fax

Depending on which method is selected, the applicable settings appear on the Fax tab. Fill in these
settings to complete the fax configuration process.

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Configuration

Internet fax
Figure 3-29 Fax tab – Internet fax option

1
2
3

The Internet fax option on the Fax tab contains the following elements.
Table 3-21 Fax tab – Internet fax option

Callout

Component

Description

Enable Fax Send

Click to select the Enable Fax Send check box.

Fax Send Method

Select the Fax Send Method from the drop-down menu.

Chapter 3 Installation and configuration

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Table 3-21 Fax tab – Internet fax option (continued)
Callout

Component

Description

Outgoing E-mail
Server (SMTP)
Gateway Server

Use the controls in the Outgoing E-mail Server (SMTP) Gateway Server
section to configure and prioritize e-mail servers to use the Internet fax feature.
The list shows the e-mail servers in order of priority. Use the up and down
arrows to move servers on the list. The following options are also available.

Internet Fax setup

●

Find servers. Click this option to have the DSS software search the
network for available e-mail servers.

●

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

●

Edit. Click to edit settings for an e-mail server.

●

Remove. Click to remove a server from the list.

●

Test. Click to test an e-mail server.

Use the following controls to configure the Internet fax.
●

Fax provider domain

●

Default fax account e-mail address

●

File format

●

If available, use the user's e-mail address as the Fax Account address

●

Autocomplete to North American Number Plan (NANP) format

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

ENWW

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

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

Set up the Outgoing E-mail Server (SMTP) Gateway Server. Click Add to add the server
address manually, or click Find Servers to search for servers.

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

Type a valid e-mail address into the Default Fax Account E-mail Address text box. The fax
service uses this e-mail address for billing purposes and for any returned or failed Internet fax
e-mail.

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

Select the check box to use the authenticated user's e-mail address as the return e-mail
address. If the device user's e-mail address is not available, the Default Fax Account E-mail
Address e-mail address is used.

Configuration

NOTE: If you select this option, the user's e-mail address must be registered with the Internet
fax service provider in order to fax successfully.
8.

Click Apply to save the Internet fax settings.

LAN fax
Figure 3-30 Fax tab – LAN fax option

1
2
3
4

5
6
7

The LAN fax option on the Fax tab contains the following elements.
Table 3-22 Fax tab — LAN fax
Callout

Component

Description

Enable Fax Send

Click to select the Enable Fax Send check box.

Fax Send Method

Select the Fax Send Method from the drop-down menu.

Lan Fax Service
Settings

Select the Third-party LAN fax product and the File Format from the dropdown menus.

Folder Settings

Select the Network Type from the drop-down menu, and then type in the UNC
Folder Path or click Browse to navigate to the correct path.
Type in the Windows Domain, Username, and Password, and then click
Verify Folder Access to test the settings.

100

Dialing Settings

Chapter 3 Installation and configuration

Configure the following dialing settings.
●

Maximum retry attempts

●

Retry interval (minutes)

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Table 3-22 Fax tab — LAN fax (continued)
Callout

Component

Description

Input Settings

Configure the following input settings.

Output Settings

●

Notification

●

Error correction mode

●

Notification timeout (minutes)

Configure the following output settings.
●

Transmission speed

●

Cover page

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

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

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

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

Select the Network Type from the drop-down menu.

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

Complete the Windows Domain section, if required. Then click Verify Folder Access to test
the credentials and verify access to the folder.

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

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

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

10. Click Apply to save the LAN fax settings.

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Configuration

101

Configure the Device
Use the Fax tab on the Configure Devices tab set to configure the send-to-fax features for the
selected device. Depending on the faxing method and settings, some of these options might not be
available.
To configure the fax option, first select the fax delivery method from the Fax Send Method dropdown list. The following options are available:
●

Internet Fax

●

LAN Fax

●

Analog Fax

Internet fax
Configuring the Internet Fax feature on the device
1.

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

Click Configure Device..., and then select the Fax tab.

Select the Enable Fax Send check box to enable the send-to-fax feature. If you want to enable
the device to receive faxes, click Enable Fax Receive.

Configure the following settings for using Internet fax.

●

Click Add to select and configure the Outgoing E-mail Server (SMTP).

●

Type in the information for the internet fax service in the Internet Fax Provider Domain,
Default Fax Account E-mail Address, and T37 Prefix text boxes. Then select the file
format from the File Format drop-down menu.

●

Click the If available, use the signed-in user's e-mail address as the Fax Account
address check box to automatically use the user's e-mail address in the From field.

●

Click the Auto configure to North American Numbering Plan (NANP) format using
area code check box to have numbers automatically conform to this numbering format.

Select the fax notification options in the Notification group box.
●

Make a selection from the Condition on which to notify drop-down menu. The options are
Never, Always, or for errors on any faxes.

●

When notification is enabled, the Method used to deliver notification drop-down menu
becomes available. If authentication is enabled, the two options are Print and E-mail. If
authentication is not enabled, only the Print option is available, because DSS does not
have access to the user's e-mail address.

NOTE: Notification is not available for all fax delivery methods.
6.

102

Select the quality of the fax by selecting a resolution from the Resolution drop-down list.

Chapter 3 Installation and configuration

ENWW

NOTE: The user cannot change the resolution setting from the device control panel.
7.

Optionally, provide a Billing Code that can be used for accounting.
If the user needs to type or change the billing code, select the Allow users to edit billing code
check box. In addition, type in the minimum number of characters to use for a billing code value
in the Minimum Length text box.

LAN fax
Configuring the LAN fax feature on the device
1.

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

Click Configure Device..., and then select the Fax tab.

Select the Enable Fax Send check box to enable the send-to-fax feature. If you want to enable
the device to receive faxes, click Enable Fax Receive.

Configure the following settings for using LAN fax.

●

Select the settings for the LAN fax service from theThrid Party LAN fax product and the
File Format drop-down menus.

●

Select the network type from the Network Type drop-down menu, and then type the folder
path in the UNC Folder Path text box or click Browse to navigate to the folder on the
network.

●

If you are using Windows credentials, type the domain name in the Windows Domain text
box and the user name and password in the Username and Password text boxes. Click
Verify Folder Access to test credentials.

Select the fax notification options in the Notification group box.
●

Make a selection from the Condition on which to notify drop-down menu. The options are
Never, Always, or for errors on any faxes.

●

NOTE: Notification is not available for all fax delivery methods.
6.

Select the quality of the fax by selecting a resolution from the Resolution drop-down list.
NOTE: The user cannot change the resolution setting from the device control panel.

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Configuration

103

Analog fax
If the Device has an analog fax modem, faxes can be sent by using this functionality rather than using
DSS.
Figure 3-31 Fax subtab on the Configure Devices tab set – Analog fax option – 1 of 2

1
2
3
4
5
6
7
8

9
10
11
12

13
14

104

Chapter 3 Installation and configuration

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Table 3-23 Analog fax option — Fax subtab on the Configure Devices tab set — 1 of 2
Callout

Component

Description

Enable Fax Send

Click to select this check box to enable the Fax Send for the device.

Enable Fax
Receive

Click to select this check box to enable the Fax Receive for the device.

Fax Send

Select the Fax Send method from the drop-down menu.

Fax Dialing
Settings

Use the following settings to configure fax dialing at the device.

Fax Send Settings

Default Send
Notification
Settings

●

Fax Dial Volume. Select from the drop-down menu.

●

Dialing Mode. Select from the drop-down menu.

●

Dialing Prefix. Type the dialing prefix in the text box.

●

Redial Interval. Select from the drop-down menu.

●

Redial on No Answer. Select from the drop-down menu.

●

Redial on Busy. Select from the drop-down menu.

●

Detect Dial Tone. Click the check box to select.

Use the following settings to configure fax send settings at the device.
●

Error Correction Mode. Select from the drop-down menu.

●

Fax Header. Select from the drop-down menu.

●

Enable JBIG Compression. Click the check box to select.

The Default Send Notification Settings are a part of the Common Job
Settings group. The e-mail address associated with a user's account is used for
notification when a user signs in at the device. If not signed, the user must enter
an e-mail address before notification is sent. The device must also be set up to
use an SMTP server.
Use the following settings to configure the Default Send Notification Settings
at the device.

ENWW

●

Condition on Which to Notify. Select from the drop-down menu.

●

Method Used to Deliver Notification. Select from the drop-down menu.

●

Include Thumbnail. Click the check box to select.

Scan Settings

The Scan Settings are a part of the Common Job Settings group. Click to
select the Resolution from the drop-down menu.

Billing Codes

Billing codes are used to track faxes sent from the device. If billing codes are
on, a message will appear every time a fax is sent unless users are not allowed
to edit the billing code.
●

Default Billing Code. Type into the text box.

●

Minimum Length. Type into the text box.

●

Allow users to edit billing code. Click the check box to select.

Configuration

105

Table 3-23 Analog fax option — Fax subtab on the Configure Devices tab set — 1 of 2 (continued)
Callout

Component

Description

Device Modem
Settings

The Device Modem Settings are a part of the Common Analog Fax Settings
group. Use the following controls to configure the modem settings for the
device.

106

Fax Archive

Fax Forwarding

Troubleshooting

Chapter 3 Installation and configuration

●

Country/Region. Select from the drop-down menu.

●

Company Name. Type into the text box.

●

Phone Number. Type into the text box.

The Fax Archive is a part of the Common Analog Fax Settings group. Use
the following controls to configure the fax archive for the device.
●

Enable Fax Archiving. Click to select the check box.

●

Type of fax job to archive. Select from the drop-down menu.

●

E-mail Address. Type into the text box.

The Fax Forwarding is a part of the Common Analog Fax Settings group.
Use the following controls to configure fax forwarding for the device.
●

Enable Fax Forwarding. Click to select the check box.

●

Type of fax job to forward. Select from the drop-down menu.

●

Forwarding Number. Type into the text box.

Troubleshooting is a part of the Common Analog Fax Settings group. Use
the following controls to troubleshoot fax functions for the device.
●

T.30 Report. Select from the drop-down menu.

●

Type of fax job to forward. Type into the text box. This selection
compensates for phone line signal loss. It is not recommended to modify
this setting unless requested to do so by an HP service representative, as
it might render the fax inoperable.

●

Restore. Click this button to restore default telecom settings. This selection
resets any modifications made under the Transmit Signal Loss selection
and should be used only at the direction of an HP service representative..

ENWW

Table 3-23 Analog fax option — Fax subtab on the Configure Devices tab set — 1 of 2 (continued)
Callout

Component

Description

Reports and
Internal Pages

The Reports and Internal Pages are a part of the Common Analog Fax
Settings group. Use the following controls to work with the fax reports for the
device.

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Fax Job Options

●

Print Activity Log. Click to print the report.

●

Clear Activity Log. Click to clear the activity log on the device.

The Fax Job Options are a part of the Analog Fax Receive settings. Use the
following controls to configure the fax job options for the device.
●

Sides. Select from the drop-down menu.

●

Staple. Select from the drop-down menu.

●

Collate. Click to select the check box.

●

User Editable. Click to select the check box.

●

Paper Selection. Select from the drop-down menu.

●

Output Bin. Select from the drop-down menu.

●

Stamp Received Faxes. Click to select the check box.

Configuration

107

Figure 3-32 Fax subtab on the Configure Devices tab set – Analog fax option – 2 of 2

15
16
17

Table 3-24 Analog fax option — Fax subtab on the Configure Devices tab set — 2 of 2

108

Callout

Component

Description

Fax Receive
Settings

The Fax Receive Settings are a part of the Analog Fax Receive settings. Use
the following controls to configure the fax receive settings for the device.

Chapter 3 Installation and configuration

●

Ringer Volume. Select from the drop-down menu.

●

Rings to Answer. Select from the drop-down menu.

●

Maximum Baud Rate. Select from the drop-down menu.

●

Ring Interval. Type into the text box.

●

Ring Frequency. Type into the text box.

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Table 3-24 Analog fax option — Fax subtab on the Configure Devices tab set — 2 of 2 (continued)
Callout

Component

Description

Default Receive
Notification
Settings

The Default Receive Notification Settings are a part of the Analog Fax
Receive settings. The e-mail address associated with a user's account is used
for notification when a user signs in at the device. If not signed in, the user must
enter an e-mail address before notification is sent. The device must also be set
up to use an SMTP server.
Use the following controls to configure the default receive notification settings
for the device.

Fax Printing
Schedule

Blocked Fax List

●

Condition on Which to Notify. Select from the drop-down menu.

●

Method Used to Deliver Notification. Select from the drop-down menu.

●

Include Thumbnail. Click to include a thumbnail.

The Fax Printing Schedule is a part of the Analog Fax Receive settings. Use
the following controls to configure the default receive notification settings for the
device.
●

Always print faxes. Click to select.

●

Always store faxes. Click to select.

●

Use Fax Printing Schedule. Click to select.

●

Add. Click to add items to the fax printing schedule.

●

Edit. Click to edit items in the fax printing schedule.

●

Remove. Click to remove items from the fax printing schedule.

The Blocked Fax List is a part of the Analog Fax Receive settings. Click Add
to put a fax number on this list.

Configuring the analog fax feature on the device

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

Click Configure Device..., and then select the Fax tab.

Select the Enable Fax Send check box to enable the send-to-fax feature. If you want to enable
the device to receive faxes, click Enable Fax Receive.

Configure the following settings for using analog fax on the device.
●

Select the Fax Dialing settings from the Fax Dialing Volume, Dialing Mode, Redial
Interval, Redial on No Answer, and Redial on Busy drop-down menus.

●

Type in the Dialing Prefix and click to select the Detect Dial Tone check box if needed.

●

Click to select the Fax Number Confirmation, Enable PC Fax Send, and Enable JBIG
Compression check boxes if needed.

●

Select Error Correction and Fax Header settings from the drop-down menus.

Configuration

109

Select the fax notification options in the Notification group box.
●

Make a selection from the Condition on which to notify drop-down menu. The options are
Never, Always, or for errors on any faxes.

●

NOTE: Notification is not available for all fax delivery methods.
6.

Select the quality of the fax by selecting a resolution from the Resolution drop-down list.
NOTE: The user cannot change the resolution setting from the device control panel.

Configure the Common Analog Fax settings:
●

Configure the Device Modem settings.
◦

Country/Region. Type the country/region in which the device is located.

◦

Company Name. Type the company name.

◦

Phone Number. Type the phone number to which the device internal modem is
connected.

◦
●

●

110

Configure the Fax Archive settings.
◦

Enable Fax Archiving

◦

Type of fax job to archive

◦

E-mail address

Configure the Fax Forwarding settings.
◦

Enable Fax Forwarding

◦

Type of fax job to forward

◦

Forwarding number

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●

Configure the Troubleshooting settings.
◦

T30 Report

◦

Signal Strength

◦

Restore

Select the Reports and Internal Pages you want to receive.

Send to Workflows
This section contains the following topics:
●

Configuration overview

●

Configure DSS

●

Configure the Device

Configuration overview
Workflows, in conjunction with third-party applications, gives device users the ability to send
additional information along with the scanned document to a specified location (defined by the thirdparty application). Prompts can be used to query the device user for specific information. The thirdparty applications can then retrieve and decipher the information, performing the desired operation on
the scanned image.
Metadata files
Metadata files related to Send to Workflow contain information about the user prompts and answers
given at the device control panel.
Menu structure
Workflows are arranged in an hierarchical fashion. The top-most level is Groups. The default group is
called the Common Device Group and cannot be deleted. Typically, the Common Device Group
contains a superset of all workflows. Create additional groups only if you want different devices to
present a different list of workflows to the device user. For example, if you wanted the device in the
marketing department to present only marketing specific workflows, you might create a Marketing
Workflow Group that contained a subset of the workflows (the marketing specific ones). You would
then configure the marketing department's device to use the Marketing Workflow Group (see the
Send to Workflow settings in Device Configuration). All your other devices would then be configured
to use the Common Device Group.
The next Workflow level is Menus. Menus are the first level which are viewable at the device's control
panel. Typically, Menus are used to categorize workflows. Within a Menu, you can create another
Menu (up to 30 levels deep) or a Form. A Form is where you specify all the necessary details of a
Workflow so that it can properly function with a third-party application. Within a Form, you can also
specify Prompts, which allow for gathering data from the device user.

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Configure DSS
The Configuration Utility Workflows tab can also be used to view workflow entries or to set up
workflow processes.
Figure 3-33 The Workflows tab

Table 3-25 Workflows tab

112

Callout

Component

Description

Workflows

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

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●

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

●

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

●

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

●

Add Prompts. Click to add prompts to a workflow.

●

Edit. Click to change workflow settings.

●

Remove. Click to remove a workflow from the list

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

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●

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

●

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

●

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

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113

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

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

Click Add Group. The Workflow Group dialog box appears.

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

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

Click OK to save the new group.

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

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

Click Add Menu. The Workflow Menu dialog box appears.

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

Click OK to save the new workflow menu.

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

Folder

●

FTP site

●

Printer

The following sections describe how to create a workflow form for each of these destination types.
Folder
To create a workflow form for a folder destination
1.

114

Click a workflow menu to select it.

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Click Add Form. The Workflow Form dialog box appears.
Figure 3-34 Workflow Form dialog box

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

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115

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

Select the Network Type from the drop-down menu. Type the path for the destination folder in
the Folder Path text box, or browse to select a path.

In the Authentication Settings section, click to select the Use credentials of user to connect
after Sign In at the control panel option to have DSS use the credentials of the user that is
logged into the device. Or click to select the Always use these credentials option and then
type in the Windows Domain, Username, and Password. Click Verify Access to test the
credentials.

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

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

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

10. In the Prompts area, define any appropriate prompts and expected responses for the user of
the workflow form. The prompts appear on the device control panel. The responses to the
prompts are saved in the metadata file, which is stored with the document image for use by the
third-party workflow software program.
Follow these instructions to add prompts.
a.

Click Add. The Add Prompts dialog box appears.
Figure 3-35 Add Prompts dialog box

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In the Add Prompts dialog box, click New to create a new prompt. This opens the
Workflow Prompt dialog box.
Figure 3-36 Workflow Prompt dialog box

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

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

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

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

Select a setting from the Response Settings drop-down menu. The following table
provides a description of each option.
Table 3-26 Response format options
Format

Attributes

String Entry

●

The user can type any alphanumeric string.

●

Minimum length: 1

●

Maximum length: 127

●

The user is limited to typing numbers only.

●

Decimal places range from 0 to 15

●

Minimum Value: 0

●

Maximum Value: 4294967295

Number Entry

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Table 3-26 Response format options (continued)
Format
Selection List

Date

Time

Attributes
●

The user can select from a list of options.

●

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

●

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

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

Click to select the Password Privacy check box to have passwords displayed as asterisks.

As appropriate, type a default response in the Default Response text box. The program
uses the default response if the user does not provide a response to the prompt. Specify
the Minimum Length and Maximum Length by typing values in the text boxes.

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

Repeat steps as needed to create more prompts.

After creating all of the required prompts, use the Move buttons to the right of the list to
adjust the order of the prompts.

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

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

118

Click a workflow menu to select it.

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Click Add Form. The Workflow Form dialog box appears.
Figure 3-37 Workflow form for an FTP site

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In the Form Name text box, type a name for the new form. The name must be unique within the
workflow menu.
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119

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

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

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

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

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

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

10. From the Meta Data File Settings section, select the file type for the metadata file from the File
Format drop-down menu. The options are None, HPS, or XML. The metadata file contains the
data that is collected by the workflow prompts. If no prompts are being created, select None.
11. In the Prompts area, define any appropriate prompts and expected responses for the user of
the workflow form. The prompts appear on the device control panel. The responses to the
prompts are saved in the metadata file, which is stored with the document image for use by the
third-party workflow software program.
Follow these instructions to add prompts.
a.

Click Add. The Add Prompts dialog box appears.
Figure 3-38 Add Prompts dialog box

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In the Add Prompts dialog box, click New to create a new prompt. This opens the
Workflow Prompt dialog box.
Figure 3-39 Workflow Prompt dialog box

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

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

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

Select a setting from the Response Settings drop-down menu. The following table
provides a description of each option.
Table 3-27 Response format options
Format

Attributes

String Entry

●

The user can type any alphanumeric string.

●

Minimum length: 1

●

Maximum length: 127

●

The user is limited to typing numbers only.

●

Decimal places range from 0 to 15

●

Minimum Value: 0

●

Maximum Value: 4294967295

Number Entry

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Configuration

121

Table 3-27 Response format options (continued)
Format
Selection List

Date

Time

Attributes
●

The user can select from a list of options.

●

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

●

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

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

Click to select the Password Privacy check box to have passwords displayed as asterisks.

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

Repeat steps as needed to create more prompts.

After creating all of the required prompts, use the Move buttons to the right of the list to
adjust the order of the prompts.

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

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

122

Click a workflow menu to select it.

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Click Add Form. The Workflow Form dialog box appears.
Figure 3-40 Workflow form for a printer

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

Select Printer in the Destination Type drop-down menu.

In the Select Printer drop-down menu, select a printer from the list of available network printers.

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

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

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123

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

Click OK to save the workflow form.

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

Configure the Device
The Send to Workflows subtab is shown in the following illustration.
Figure 3-41 Send to Workflows subtab in the Configure Devices tab set

1
2

Table 3-28 Send to Workflows subtab – Configure Devices tab set
Callout

Component

Description

Enable Send to
Workflows

Click to select the Enable Send to Workflows check box.

Workflow Group

Select a workflow group from the drop-down menu.

Configure the device to use Send To Workflows

124

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

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

Click Apply.

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Addressing
This section contains the following topics:
●

Address Book Manager

●

Personal address books

●

Exchange contacts

●

Guest address book

●

Public address book

●

LDAP replication

●

Configure direct LDAP addressing on the device

●

LDAP filters

●

Configure DSS for Windows Active Directory Services

Address Book Manager
Use the Address Book Manager on the Addressing tab to manage the address books for the DSS
service.
Figure 3-42 Address Book Manager

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Configuration

125

Table 3-29 Address Book Manager
Callout

Component

Description

DSS Address
Books

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

Address Book
Contacts

●

Export. Click to export an address book.

●

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

●

Import Address Book. Click to import an address book.

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

Refresh. Click to update the contacts list.

●

Add Contact. Click to add a contact.

●

Add Group. Click to add a group.

●

Edit. Click to edit a contact.

●

Delete. Click to delete a contact.

●

Finish. Click to close the Address Book Manager.

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

126

●

.CSV

●

.HPB

●

.LDIF

●

Microsoft Exchange

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Configuring address books on the Addressing tab
Use the Configuration Utility Addressing tab to configure DSS to make centralized address books
available to digital-sender users.
Figure 3-43 The Addressing tab

1
2

3
4

Table 3-30 Addressing tab
Callout

Component

Description

Search Method

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

Personal Contacts

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

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Configuration

127

Table 3-30 Addressing tab (continued)
Callout

Component

Description

Network Contacts

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

●

Address Book
Manager

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

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

◦

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

◦

Tye the port number in the Port text box.

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

Server does not require authentication.

◦

Server requires authentication.

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

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

◦

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

◦

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

◦

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

●

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

●

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

Click this button to launch the Address Book Manager. For more information,
see Address Book Manager on page 125.

Configuring Personal Contacts feature
When the Enable Personal Contacts check box on the Addressing tab is selected, users can gain
access to their personal Outlook contacts address books at the device. Exchange Contacts support is
only available if authentication is enabled and the authentication method is set to Microsoft Windows.
See Authentication on page 67 for more information.

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Configuring DSS address books
DSS uses address books to store e-mail addresses that a user types at the device. If user
authentication is enabled on the device, addresses are stored in a user's personal DSS address
book. Otherwise, the addresses are stored in a public DSS address book. These DSS address books
are available to every digital sender or device that DSS supports. If the addresses that are contained
in these address books are no longer needed, they can be deleted by clicking Clear in the DSS
Address Books section of the Addressing tab. This lists all existing address books, so that one or
more of them can be selected.
Configuring LDAP directory replication
The e-mail addresses and fax numbers in the address book come from several sources:
●

The LDAP server on the network

●

Destinations that users have previously specified at the control panel

●

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

One of two methods can be used to synchronize the digital-sender address books with the LDAP
server. Table 3-31 Address book synchronization on page 129 contains descriptions of these
methods.
Table 3-31 Address book synchronization
Method

Description

Effect at the control panel

Using a replicated LDAP address book

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

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

Using an LDAP address book directly

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

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

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

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

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

Click to select the Enable Network Contacts check box. The screen expands to show the steps
for configuring the LDAP server.
Figure 3-44 Enable Network Contacts section

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

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

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

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

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

Public address book
The Public address book is always available to all devices and cannot be disabled. An administrator
can use the Address Book Management tab in the Configuration Utility to manage the contents of the
address book. It is also possible to manage the contents using [need description of script tools].
An important consideration for this feature is the [need name for editing feature] feature. When
enabled any address book entries added from the front panel of devices by un-authenticated users
will be put into the Public address book – and thereby be available to all other devices connected to
the same DSS server.
Use the Public Address Book when certain e-mail addresses and/or fax numbers need to be available
to all devices.

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

Configure direct LDAP addressing on the device
An address book is available at each Digital Sending device to speed up the process of selecting
e-mail and fax destinations from the control panel. The e-mail addresses and fax numbers in the
address book can be located on the LDAP server on the network or at a destination that has been
previously specified at the control panel. This function is not supported in older device models.
Firmware inside the device initiates and resolves name queries directly with the LDAP server. The
address book does not have to be synchronized with the LDAP server, either manually or on a
schedule. To initiate a search at the control panel, the user types a partial name. On the device, the
list of resulting names from the LDAP server appears. When a name is selected, the associated
e-mail address or fax number is automatically entered.
Adding addresses
Addresses can be added to the device address book in the following ways:

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●

The user can touch Add on the device control panel to add a specific address.

●

If the Exchange Contacts feature is enabled, the user can add addresses to their Outlook
contact list and these addresses will automatically be made available at the device .

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131

Clearing addresses
DSS uses address books to store e-mail addresses that a user types at the device. If user
authentication is enabled on the device, addresses are stored in a user's individual DSS address
book. Otherwise, the addresses are stored in a public DSS address book. DSS address books are
available to every digital sender or device that the DSS server supports. If the addresses contained in
these address books are no longer needed, they can be deleted by clicking Clear on the Addressing
tab in the Configuration Utility.

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

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

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

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

Click to select the Enable Network Contacts (use LDAP server) check box, and then click the
arrow next to LDAP Database Search Settings (Step 3).
Figure 3-45 The LDAP Database Search Settings section

132

In the LDAP Filter condition text box, type in the syntax to filter the LDAP search.

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To exclude the groups setting for Exchange 5.5 would be (!(objectclass=groupofnames)) .
Other e-mail settings could include but not limited to the following:

●

iPlanet: (!(objectclass=groupofuniquenames))

●

Active Directory: (!(objectclass=group))

Click Apply.

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

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

Click to select the Enable Authentication check box, and then select Microsoft Windows from
the Authentication Method drop-down menu.
Figure 3-46 Authentication tab

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

Configuration

133

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

Click Apply.

Configure Addressing
Devices configured to use the Digital Sending Software can be configured to use one of two different
types of address books: (1) an address book that resides on the server on which the Digital Sending
Software is installed, and (2) the Global Address List (GAL) that exists as data in Active Directory.
You can only configure a device to use one of these addressing methods at a time.
In option one, the Digital Sending Software can be configured to periodically export data from the
Global Address List to the service-based address book. Or, by using the Address Book Manager (an
optional component of the Digital Sending Software) administrators can create recipients by entering
names and e-mail addresses or can import lists of recipients in several popular formats. In either
case, devices perform queries of the service-based address book as users enter a recipient’s e-mail
address at the control panel of the device. Option one has the advantage that NTLM can be used to
“bind” (authenticate) to the Active Directory server. Option two only provides Simple authentication.
NOTE: NTLM authentication can be used as the bind method for option one. Option two only
provides Simple authentication. If Simple is chosen, the username and password are transmitted over
the network as ‘cleartext.’ This means that this information can be read by anyone with access to the
data on the network.
Configure the Service-Based Address Book
Follow these steps to configure the service-based address book.
1.

Open the DSS Configuration Utility and click the Addressing tab.

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

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

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

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

In the Sync Schedule section, select the replication frequency.

Click Apply.

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

134

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

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

Chapter 3 Installation and configuration

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

Set the Login Method to Simple.

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

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

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

Click Apply.

Configuration

135

136

Chapter 3 Installation and configuration

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Support and troubleshooting

This chapter contains the following topics:

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●

Obtaining support

●

Control panel messages

●

DSS error messages

137

Obtaining support
This section contains the following topics:
●

HP customer care service and support

●

Finding documentation and other supporting information

●

Using Internet support

HP customer care service and support
Along with your product, you receive a variety of support services from HP and our support partners.
These services are designed to give you the results you need, quickly and professionally. For
information about HP support locations, see the support flyer that came in the box with your HP
product, or visit www.hp.com.

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

Description

Device online Help system

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

Activity-log messages

The activity log is a record of Digital Sending and is probably the best tool for
troubleshooting. It contains information, warning, and error messages that can
help resolve problems. It also provides access to the embedded Web server event
log for devices.
Two logs can be viewed:
●

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

●

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

See Use the Activity Log in the Configuration Utility on page 27 and Using the log
for an individual device on page 28 for more information. In addition, see the Help
file for the Configuration Utility for a list of messages and recommended actions.

138

Windows Event Viewer messages

The Event Viewer shows a record of the startup procedure for the DSS that is
running on the Windows server.

Control-panel messages

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

Configuration Utility messages

Messages appear in the Configuration Utility when problems occur.

Alert notifications

E-mail alert notifications can be sent when Digital Sending problems occur. The
Help file for the Configuration Utility explains how to do this.

Chapter 4 Support and troubleshooting

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

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Obtaining support

139

Control panel messages
This section lists and explains the messages that might appear on the device control panel during
Digital Sending.
If a problem persists, contact an HP-authorized dealer.
Table 4-2 Device control-panel messages

140

Message

Description and actions

Address book is full. To add an address, you must first
delete an address.

Delete unused addresses from the address book.

Access denied

The user is trying to use a feature or access a folder that
they do not have authorization to use. If the user is trying to
send to a folder, verify that the folder is set up to be shared.

Chapter 4 Support and troubleshooting

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Table 4-2 Device control-panel messages (continued)

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Message

Description and actions

Authentication failed: Error code ###

Authentication failed for a reason other than incorrect userspecified information (username and password). The
following error codes might appear in the error message.
●

201: Unexpected failure.

●

202: Authentication is not available. The service is too
busy to accept the authentication request.

●

203: Authentication is not supported.

●

204: Encryption is not supported.

●

205: Invalid parameter

●

206: Invalid LDAP logon method (the LDAP server does
not support this logon method.)

●

207: Unexpected LDAP failure occurred, either because
the LDAP server failed or the connection is bad.

●

208: The LDAP server not available; it either is not a
server or is not running LDAP.

●

209: The LDAP server is too busy.

●

210: Invalid LDAP username because the user does not
have access to the LDAP server.

●

211: Invalid LDAP user password

●

212: Invalid LDAP user credentials

●

213: Invalid LDAP user domain

●

214: Invalid LDAP privileges because the user does not
have permission to read from the LDAP database.

●

215: Invalid LDAP user record because the user does
not have an entry in the LDAP database.

●

216: Invalid LDAP container because the search root is
invalid .

●

217: Invalid LDAP name attribute

●

218: Invalid LDAP e-mail-name attribute

●

219: Invalid fax attribute

●

220: Invalid LDAP display-name attribute

●

221: No e-mail address at the specified attribute

●

222: Tested user does not have an account on the
domain

Control panel messages

141

Table 4-2 Device control-panel messages (continued)
Message

Description and actions

Authentication failed: Error code ### – continued

●

223: Tested user's password is not valid

●

224: Tested user's credentials are not valid

●

225: Tested user's domain is not valid

●

226: Test account exists but cannot be opened

●

227: The server did not contain the necessary
information to locate the user's home mail server.

Authentication information is incorrect. Please re-enter
information.

The username or password that was used is incorrect. Type
the information again.
Verify that the settings on the Authentication tab of the
Configuration Utility are correct for the network.

Digital Send Communication Error.

The device was unable to connect to the DSS service.
1.

Verify that the DSS program is running.

Verify that the DSS server and the device are
connected to the network.

Restart the DSS service.

Restart the computer on which DSS is installed.

Digital Send server is not responding. Contact
Administrator.

The device cannot communicate with the DSS server. Check
the network connection. Verify that the DSS server is running
and has an active network connection.

E-mail Gateway did not accept the job because the
attachment was too large.

Resend the job by using a lower resolution setting, smaller
file size setting, or fewer pages.
Increase the attachment size that the e-mail gateway
accepts (see the documentation for the e-mail package).
Read the "returned mail" message (if one was received) to
determine the reason that the e-mail message was not
delivered.

E-mail Gateway did not respond. Job failed.

E-mail Gateway is not configured. Contact administrator.

The e-mail gateway stopped responding while the device
was processing a digital-send job.
1.

Verify that the SMTP server is running.

Select another SMTP server.

Verify that the SMTP server and the device are
connected to the network.

Try sending the job later.

The user attempted to select E-mail as a send option, but no
TCP/IP address for a SMTP Gateway has been configured.
Use the Configuration Utility to configure the e-mail gateway.

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Chapter 4 Support and troubleshooting

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Table 4-2 Device control-panel messages (continued)
Message

Description and actions

E-mail Gateway is not responding. Contact
administrator.

An e-mail gateway is configured, but is not responding.
1.

Verify that the SMTP server is running.

Select another SMTP server.

Verify that the SMTP server and the device are
connected to the network.

Restart the computer on which the DSS service is
installed.

E-mail Gateway rejected the job because of the
addressing information. Job failed.

Correct the e-mail address and send the job again.

Error executing Digital Send job. Job failed.

A transmission error occurred while the device was sending
a digital-send job.
1.

Try sending the job again.

Check the activity log in the Configuration Utility for
details about the error.

Restart the DSS service.

Restart the computer on which the DSS is installed.

HP Digital Sending: Delivery Error

Try sending the job again. If problems continue, check the
network connection and contact the network administrator.

LDAP Server is not responding. Contact administrator.

Verify that the LDAP server is running.

Select another LDAP server.

Verify that the LDAP server and the device are
connected to the network.

Try sending the job later.

The information that the user typed for authentication
resulted in a failure to login (the username or password, or
both, was invalid).
Try the login again. Make sure that the username and
password are valid and that they have been typed correctly.
NOTE:

Network connection required for Digital Sending.
Contact administrator.

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The username and password are case-sensitive.

The device was unable to communicate over the network.
1.

Verify that the device is connected to the network.

Verify the status of the network.

Control panel messages

143

Table 4-2 Device control-panel messages (continued)
Message

Description and actions

No Send Options are currently available

No licensed DSS services are available, and the device is
not configured for embedded e-mail or fax capabilities.
1.

Use the Configuration Utility to enable one or more
send options.

Restart the DSS service.

Use the Configuration Utility to verify that the license for
the device was typed correctly.

Use the Configuration Utility to configure embedded
e-mail.

Novell login required

The device has been configured to require a Novell login in
order to use the selected feature.

Password or name is incorrect. Please enter correct
login.

The username or password is incorrect or was mistyped.
Retype the username and password.
Verify that the settings on the Authentication tab of the
Configuration Utility are correct for the network.

The Digital Sending Service at 15.XX.YY.ZZ does not
service this device. Contact administrator.

The license for the device was removed from the Digital
Sending service at the TCP/IP address 15.XX.YY.ZZ, but the
service was able to communicate with the device. Therefore,
the device was not notified that it was no longer licensed.
When this error occurs, the device is updated to indicate that
it is not licensed by a Digital Sending service, so the
message will only appear once.
Relicense the device.

Too many addresses were found to display. Please
refine your search.

When the user initiated an address-book search, the number
of addresses in the address book that matched the search
criteria was more than the device could show on the controlpanel display.
Refine the search by typing more characters before starting
the search function.

The folder you have entered is not a valid folder.

The device was unable to validate the path that was typed
for the Send to Folder feature. Verify that the correct path is
being used.

Unable to send Fax. Please check fax configuration.

The fax accessory must be configured before faxing can take
place.
Configure the fax accessory by using the Configuration
Utility, or enable faxing by using the DSS service. Resend
the fax job.

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Chapter 4 Support and troubleshooting

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DSS error messages
Select the Notify administrator of critical error check box on the General tab of the Configuration
Utility to receive e-mail messages when critical errors occur. The subject line of these e-mail
messages reads: Digital Sending Software – Critical Error Notification. The e-mail message body
reads as follows: “The Digital Sending Software server [server TCP/IP] incurred a critical error [error
message]. This error might require administrative action.”
This section lists some of the critical-error messages that might be sent.
Table 4-3 Critical error messages

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Error Message

Suggested Actions

Insufficient disk space to allow job

Firmware has not been upgraded on device

This message should be seen only when older devices are
managed DSS. Remove the device from the configuration
and add it back again.

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

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

Address Book checking terminated with a severe corruption
indication

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

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

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

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

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

DSS error messages

145

146

Chapter 4 Support and troubleshooting

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Appendix

This appendix contains information about the following topics:

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●

Image processing

●

Supported third-party fax programs

●

Change the default SQL Server port

●

Enable High Compression PDF and PDF/A for previous generation devices

147

Image processing
Image-processing features for HP DSS include the following options:
●

Different file formats depending on the intended use of the scanned image.
◦

E-mail and Send to Folder: PDF (standard, compressed, AES-128 encrypted), TIFF,
MTIFF, JPEG; OCR output types (searchable): PDF, PDF/A, XPS, RTF, TXT, HTML, XML,
CSV

◦

Fax: MTIFF/G3, MTIFF/G4, PCL 5 (packed bit), PCL 5 (uncompressed)

●

Optimization and gamma correction for optimized image processing

●

Images and text in the smallest file size possible with user-controlled compression settings

E-mail file settings
The devices that are connected to HP DSS offer a choice of sending quality at the control panel. The
user can select the most suitable quality for each type of job. The following table outlines the effect of
the Document Type settings.
Table 5-1 Document type settings
Document type

Description

Text

●

Best for black text on a white background

●

Can saturate color in photos

●

Loss of highlights and lowlights in photos

●

Best for optical character recognition (OCR)

●

Good for text

●

Good for photographs

●

Good for OCR

●

Best for photographs

●

Accurate surge representation

●

Text might appear light

Mixed

Photo

The following exceptions and notes relate to the send quality settings.

148

●

When the .JPEG file format is selected, all image data is JPEG baseline.

●

Color, mixed and OCR selections are the most processor intensive.

●

Photo and .PDF files generate JPEG data that is wrapped in the PDF.

Chapter 5 Appendix

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Supported third-party fax programs
HP DSS is compatible with the following third-party fax-software programs:

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●

ACCPCC

●

Anny Way Office Edition

●

Biscom FAXCOM

●

Capteris RightFAX

●

Castelle FaxPress

●

Cycos-mrs Unified Communication

●

Esker LanFax

●

Esker Pulse/Fax

●

FACSys Fax Messaging Gateway

●

Fenestrae Faxination

●

GFI FAXmaker

●

Gold-Fax

●

Imecom Integral Fax

●

INTERSCOPE FaxPlus/Open

●

Interstar LightningFAX

●

NET SatisFAXtion

●

Object Fax

●

Omtool

●

RedRock FaxNow!

●

RTEFax

●

Tobit DvISE

●

TOPCALL

●

Zetafax

Supported third-party fax programs

149

Change the default SQL Server port
To use a port for SQL Server other than the default 5213, follow these steps.
1.

In a text editor open the DSS service configuration file: [Install Path]\System\FileSystems
\Product\Dss\Configuration\HP.Dss.App.Service.Config.xml

Change the SQL Server TCP Port setting. Edit the port setting 5213. Select the correct port for
your installation.

Save the edited configuration file.

Restart the DSS service. Open the Windows Service Manager. Right-click on the service "HP
Digital Sending Software." Select Restart.

Sample SQL Server port configuration file

t r ue
5213
t r ue

150

Chapter 5 Appendix

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Enable High Compression PDF and PDF/A for previous
generation devices
Follow these instructions.
1.

File Type selection at the device control panel must be “Searchable PDF (OCR)”.

Edit the following configuration file FileSystems\Product\Stargate\Configuration
\HP.Dss.App.Jobs.Config.xml
Figure 5-1 Edit HP.Dss.App.Jobs.Config.xml

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Enable High Compression PDF and PDF/A for previous generation devices

151

152

Chapter 5 Appendix

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Glossary

ABM
The Address Book Manager is used to access public address books in legacy devices.
Anonymous
Choose this option if the selected LDAP server does not require user credentials, also known as authentication,
to access the LDAP database.
Authentication
A security feature within the DSS that verifies a user identity with a user name and password. Authentication
requires an LDAP server.
Client
This is a PC in a client/server environment.
Configuration Application
Once the software is installed, a configuration program is used to set DSS configuration.
DHCP
Dynamic Host Configuration Protocol software assigns IP addresses to stations on a TCP/IP network. With
DHCP, the manual assignment of permanent IP addresses is eliminated.
DNS database
A Domain Name System database resides on a DNS server and maintains domain (host) names and IP
addresses. The server needs the database to match host names and IP addresses.
Domain
This is a subnet made up of a group of PCs and servers that are controlled by one security database.
Domain Controller
Software that controls authentication, or security, within a domain.
DSMP
Digital Sender Module Protocol is used by the sending software to communicate with the device.
Dynamic (live) LDAP
This addressing system updates when a new e-mail address is added. Because the address book is updated as
new addresses are input, it is never out of date.
Embedded Digital Sending

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Glossary

153

The term Embedded Digital Sending refers to the technology which is embedded in the firmware of a Digital
Sending-enabled device. Typical features include:
●

Ability to send documents to e-mail, fax, folder and FTP destinations.

●

Address Book capabilities.

●

End user authentication through LDAP, Kerberos and other methods.

FTP
File Transfer Protocol is used to transfer files over a TCP/IP network, such as the Internet.
GUI
A Graphical User Interface is employed in a device display.
HP Digital Sending technology
HP Digital Sending technology offers a fast, simple, and reliable way to capture valuable information from
paper-based documents and convert it to a digital format that can be processed and routed.
The technology is embedded in HP’s high-end Multi-function peripheral (MFP) products, as well as the Digital
Sender series and some ScanJet products, and offers a range of features, such as Send to E-mail, Send to
Folder, Address Books etc. This functionality can be extended with service-based Digital Sending through the
DSS.
HTTP
HyperText Transport Protocol is a communications protocol that connects servers to the Web.
Installer
The administrator uses this program to install the DSS.
Isolated Network
In a training environment, a server could be used to set up a network of a least two PCs and a printer.
LAN Fax server
This server is required if the DSS is configured for the use of LAN Fax.
LDAP
Lightweight Directory Access Protocol is used to access directory listings.
LDAP database
This is where addresses are stored on an LDAP server.
LDAP server
This server is used to obtain addresses from the LDAP database, which contains the device address book. An
LDAP server is necessary for authentication.
Microsoft Exchange
This is messaging and groupware software for Microsoft Windows.
MIME
Encoder Multipurpose Internet Mail Extension is the Internet standard for attaching non-text files to standard
Internet mail messages. Because PDF and TIFF files are binary, MIME encoding is necessary to convert
regular binary data into 7-bit ASCII encoding.
MTIFF (tif.)
A multiple page TIFF allows the user to send multiple .tif documents as one attachment. Some applications are
not able to read multiple page .tif documents and only recognize the first page. The attachment appears with
a .tif extension, as does the tagged image file format (.tif).

154

Glossary

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NANP
North American Number Plan
NDS
Novell Directory Services in NetWare software that provides directory services within a server. The DSS uses
NDS versions 4.x and 5.x for authentication.
NetWare
Novell operating system software that runs within a server.
NTLM (NT LAN Manager)
Choose this option if the selected LDAP server requires user credentials and supports NT Challenge Response
authentication.
PDF (.pdf)
The Portable Document Format is the file format most often used for e-mail attachments. A PDF gives
recipients the ability of both view and print the e-mail attachment. The file extension is .pdf.
Seats
A licensed version of the DSS has a limit to how many devices can subscribe to the service. If a software
license contains five seats, the connected device holds one seat.
Service-based Digital Sending
Service-based Digital Sending requires DSS to be installed on a Digital Sending server. The Digital Sending
server then controls all of the Digital Sending tasks. Performing service-based Digital Sending by using DSS
4.91 and later also adds the ability to Send to E-mail, network folder, and workflow destinations.

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Glossary

155

156

Glossary

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Index

A
activity log 27
Address Book Manager (ABM)
importing addresses 126
addressing
Address Book Manager
(ABM) 125
address storage 40
configuring address books
127
device differences 40
direct LDAP addressing 39,
131
Exchange contacts 38, 130
guest address book 39
guest address books 131
LDAP filters 132
LDAP replication 39, 131
overview 38
personal address book 39
personal address books 130
public address books 131
Adobe Acrobat Reader 34
authentication
device settings 78
LDAP 25
LDAP bind methods 75
LDAP server 68
LDAP server settings 77
Microsoft Windows 70
Novell 26
Novell NDS 73
search root 76
Windows 25
C
checklist, installation 54
compression, image 148

ENWW

Configuration Utility
add devices to a device
group 67
add licenses 59
adding devices 63
Addressing tab 125
authentication 67
authentication methods 67
Authentication tab 67
auto-generate licenses 60
Configure Devices tab 80
create a device group 67
device addressing settings 82
device configuration 65, 80
Device Configuration tab 61
device list, overview 66
device log settings 84
device management 61
device settings 65, 80
general device settings 81
improvements 11
licensing 58
Log tab 84
personal address books 39
remote version 19
remove devices from a device
group 67
remove licenses 60
removing devices 64
Send to Fax settings 96
Send to Folder settings 85, 88
Send to Workflow settings
111
settings 15
using the Configuration Utility
57
control panel messages 140

D
database
data structures 48
technical overview 18
device
firmware requirements 45
hardware requirements 45
Send to e-mail, enabling 95
software requirements 44
devices
supported devices 5
digital sending
Digital Sending Software
(DSS) 6
Embedded Digital Sending 6
types 6
Digital Sending Software
advantages 8
communication with server 21
Configuration Utility 15
database 18
device firmware 19
differences with WebJet
Admin 10
DSS service 14
enabled devices 16
local data store 18
new features for DSS 4.91 11
using the Configuration Utility
57
Windows Active Directory
Services settings 133
direct LDAP addressing 131
documentation 138
drivers, install
license agreement 55
DSS. See Digital Sending
Software

Index

157

DSS server
communicating with 21
scaling 50
E
enabling high compression PDF
and PDF/A 151
error messages
activity log 27
Exchange contacts 130
e-mail
configuring device 95
gateway verification 92
sending documents 34
F
fax
internet 19, 37
LAN 19, 36
LAN settings 30, 37
third-party programs,
supported 149
file formats
types available 148
firmware
DSS-enabled devices 19
requirements 45
formats, file
types available 148
G
gateways
verification 92
graphics
file formats 148
guest address books

131

H
hardware
requirements 45
help
HP Customer Care 138
online 138
Web 139
HP Smart Compression Imaging
Technology 148
HP Website 139
I
images
file formats 148

158

Index

installation
backup and restore strategy
48
licensing 51
planning 44
pre-installation checklist 54
requirements 44
settings 54
using the installer 54
internet fax 37
internet site, HP 139
IRIS OCR engine 17

N
notification
errors 26
fax 30
information 26
job 30
LAN fax 30, 37
warnings 26
Novell NDS authentication 73

L
LAN fax
notification 37
send 36
LDAP
direct addressing 39
replication 39
LDAP bind methods 75
LDAP filters 132
LDAP replication 131
LDAP server authentication 68
licensing
activating licenses 51
add 59
auto-generate 60
auto-generate license 22
installation issues 51
installing licenses 52
node lock 53
node locking 22
remove 60
requirements 22
trial 21
trial or demo licenses 52
upgrading licenses 52
logs
activity 27
types of 138

P
PDF and PDF/A
enable high compression 151
personal address books 130
ports
changing the default SQL
Server port 150
requirements 47
printing-system software, install
license agreement 55
public address books 131

M
messages
activity log 27
types of 138
Microsoft Windows
authentication 70
MIME e-mail messages

O
online help 138

R
Remote Configuration Utility
requirements
firmware 45
hardware 45
licensing 22
ports 47
software 44

S
Send to E-mail
device settings 92
DSS settings 89
use 34
Send to Fax
compatible fax programs 96
device settings 102
DSS settings 97
Send to Folder
device settings 87
DSS settings 85
settings 32
use 32
Send to Workflow
device settings 124
DSS settings 112

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menu structure 111
metadata files 111
settings
Configuration Utility 15
LAN fax 30, 37
size, file
compression 148
Smart Compression Imaging
Technology 148
SMTP servers
gateway verification 92
sending e-mail 34
software
backup and restore
capabilities 49
requirements 44
software license agreement 55
SQL Server
changing the default port 150
support
documents 138
HP Customer Care 138
Web 139
supported devices 5
T
telnet sessions 92
third-party fax programs
supported 149
timeout, LAN fax 31
troubleshooting
control panel messages 140
error messages 145
U
user authentication 24
W
Website, HP 139
Windows Active Directory Services
addressing settings 134
authentication settings 133
Workflow
use 32

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Index

159

160

Index

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*XXXXX-XXXXX*
*XXXXX-XXXXX*
XXXXX-XXXXX

Source Exif Data:

File Type                       : PDF
File Type Extension             : pdf
MIME Type                       : application/pdf
PDF Version                     : 1.5
Linearized                      : Yes
Author                          : jedmondson
Create Date                     : 2010:11:02 16:36:12-06:00
Modify Date                     : 2011:01:27 12:19:50-07:00
Subject                         : Cheetah tools build 10.11 created on October 13, 2010. 03:54 PM
XMP Toolkit                     : Adobe XMP Core 4.2.1-c041 52.342996, 2008/05/07-20:48:00
Format                          : application/pdf
Description                     : Cheetah tools build 10.11 created on October 13, 2010. 03:54 PM
Creator                         : jedmondson
Title                           : 
Producer                        : Acrobat Distiller 9.0.0 (Windows)
Creator Tool                    : AH Formatter V5.1 R1 (5,1,2009,0914) for Windows
Metadata Date                   : 2011:01:27 12:19:50-07:00
Document ID                     : uuid:6a30d7c9-8092-45c0-9644-623a4fd7513f
Instance ID                     : uuid:1583b7f6-7831-4d1c-b4b4-936685cadb7d
Page Mode                       : UseOutlines
Page Count                      : 172

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Hp Mfp Digital Sending Software 4 9X Setup And Install

HP Digital Sending Software V4.91 - Software Technical Reference c02706084

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