Scan to Email, Folder, Workflow

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Note that the following chapter does not describe the scan workflow functionality which has been introduced with uniFLOW V5.0. The Scan to Email, Folder, Workflow functionality described here, makes use of the built-in Email functionality of Canon MFPs. The functionality described in this chapter requires no additional licensing. If you want to use the scan workflow functionality, which offers far more features and possibilities, please refer to chapter Scanning.

Via a built-in SMTP server uniFLOW is able to control the Email activity of the Canon MFP (Send Kit is required). By intercepting the Emails being sent from an MFP and monitoring the destination Email address, uniFLOW has several options for changing or forwarding the Email, offering additional scan and send possibilities. These additional scan and send functions are monitored by the device agent MIND SMTP Email Control, please also refer to the description of this device agent for all configuration possibilities.

The Scan to Email, Folder, Workflow functionality requires a logon method on the respective MFP. The logon can take place via MIND, miniMIND or the MEAP application of uniFLOW Login Manager. uniFLOW recognizes which user is logged in and sends the scans via Email to the logged on user or stores the scans to a network folder.

 

Preparation on the MFP:

The MFP device has to be configured with the right SMTP server address, which is of course in this case the uniFLOW Server. This is sufficient for most MFP (iR/imageRUNNER ADVANCE) types.

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With the iR3170 it is crucial to also configure a valid DNS server, a valid sender Email address (though it will be overwritten by uniFLOW!) and the correct DNS domain name on the MFP. Otherwise the Email will not be sent (MFP retries all the time) and uniFLOW will not log any error.

 

Configuration in uniFLOW:

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printer wizards

The SMTP Scan functionality can be configured in the following printer wizards:

Secure Output Printer with MIND/microMIND user identification
Secure Output Printer with uniFLOW Login Manager (this also includes the miniMIND device)
Secure Output Printer with MIND/microMIND-identification and uniFLOW Secure/Public Printing Applet

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It is highly advisable to use the MIND SMTP Email Control together with the uniFLOW Login Manager. This will prevent Emails from being sent to the wrong person, in case a scan is sent delayed by the MFP and another user has already logged in. As a result the uniFLOW Login Manager submits the logged-in user's Email address to the MFP which is used as the sender address of the Email by the MFP.

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In some newer firmware versions of the MFPs this feature is disabled by default and needs to be enabled in the Advanced Configuration of the MFP. Under System Settings / Communication Settings / Email Settings the option Specify Authorized User Dest. Sender has to be set to ON.

Note that this setting can only be made and is only visible if a Login Service like uniFLOW Login Manager has been installed and is running  on the MFP.

 

Additional Send Options:

After an identification of the user at the Canon MFP, using his card, PIN-code, fingerprint, etc., the Email address of the user is known to uniFLOW. This information can be used for the following functionalities:

The currently logged on user appears as the sender of the Email, instead of the Canon MFP.
Every Email is sent automatically in 'CC' to the currently logged on user.
Forward all Emails from the MFP to the currently logged on user (Force Email to self only).
If the destination Email address, myself@uniFLOW, is detected uniFLOW forwards the Email automatically to the user who is currently logged in.
For administrational/security purposes an Email can be sent in "CC" to additional addresses (e.g. administrator).

 

Additional Scan Options:

The scanning routing functionality is activated in the following way:

uniFLOW monitors the destination Email addresses sent via SMTP from the MFP.

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For this mechanism to work, you enter the IP address of the uniFLOW Server on the MFP as SMTP Server and enter the normal SMTP Server in the uniFLOW Server Configuration under Server Config./Notification/SMTP Server.

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Ensure that the TCP port 25 is not blocked via a firewall.

You can test the functionality of the uniFLOW built in SMTP server by opening a command shell on the uniFLOW Server and typing:

telnet localhost 25

If the SMTP server is running, the following message will be displayed:

220 uniFLOW SMTP Email Gateway

Otherwise you will get an error message. Please note that the SMTP server is not running, until you configure a printer with the MIND SMTP Email Control  device agent.

 

Scan to Folder configuration:

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Note, that for the Scan to Folder functionality, the same settings as described above are required.

For the Scan to Folder function, the following aliases are tracked (upper or lower case are irrelevant):

myfolder@uniFLOW

When this Email alias is sent, uniFLOW attempts to store the enclosed scan into the user's personal folder. The user is of course determined by the MIND login.

The personal folder can be entered in the user configuration (Base Data/User/General: Personal Folder), and has to be in UNC format (for example: \\YOURSERVER\HomeFolders\MarthaSmith). Make sure, that the Personal Folder of the appropriate user exists. Otherwise the MFP will abort the sending process because the file cannot be stored. Configuring the username and password for the network access to the personal folder in uniFLOW, as explained below, is also required. The filename will be the name of the attachment in the Email, and can be changed on the MFP.

//server/share/folder@uniFLOW

When this Email alias is sent, uniFLOW stores the attachment into \\server\share\folder. The filename will be the name of the attachment in the Email, and can be changed on the MFP. Note that besides the scanned image itself, uniFLOW can also generate an XML descriptor file for the scan, which contains additional information about the scan, such as who scanned the document and to which recipients the document was sent.

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For either of the above mentioned mechanisms to work, you have to configure a user account for network access in the uniFLOW Server Configuration under Server Config./Notification/General: Scan To Folder. This user needs access to all personal folders of all users. If specific users need to have their own rights for their personal folder, you can set the specific password in the user configuration where you also enter the path to the personal folder. To do so, please refer to the chapter User - General.

To get access to all personal home folders of the users on the file server, please create a specific user, which has at least write access to all network folders on the file server itself. If the uniFLOW Server is no member of the same domain as the file server, please do the following:

No matter which file server you use, a Windows file server or a Samba Unix/Linux file server, uniFLOW needs a local Windows user account for the Scan to Folder functionality as well. This means, that an account with the same user credentials to access the network folders has also to exist as a local Windows account on the uniFLOW Server. Please test the access to those folders when configuring the Scan to Folder functionality.

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The same applies if you have users with specific user credentials (this can be configured under Base Data / General / Personal Folder). You have to configure this specific user also with a local account on the uniFLOW Server if it is no member of a domain.

If the uniFLOW Server is a member of the domain, it is not required to create the users locally. But if the file server is also a domain controller, you have to grant the users the log on locally right. Otherwise it will not be possible to access or store files to the shared folders for the Scan to Folder functionality.

To enable the logon locally right on a domain controller do the following:

Open the Default Domain Controller Security Settings
Go to Local Policies  / User Rights Assignment
Add the appropriate users to Allow log on locally

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The user account needs to have at least write access to the above network resources. The uniFLOW Server can continue to run under the Local System account, but it will internally access the network via the user account you have specified. When specifying a domain account, the syntax 'DOMAIN\Username' or 'UserName@Domain' will both work.

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Note that the password to the account is entered in clear text into the HTML configuration page, so the account should have restricted rights to the users' folders, i.e. only write access, not read or delete rights.

 

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It is also possible to directly scan documents into a uniFLOW workflow printer. uniFLOW will then take the scans and will insert them directly into a printer, so you can scan directly into the uniFLOW Archive, if you want. Using the 'User Module' script processors, you can apply any customization to the scans you like.

When inserting the document into the workflow as a print job, the user, who originated the scan (as identified via MIND), is the owner of the print job. Additionally, the Email's subject and body are available through the job value fields: JP_EmailSubject, JP_EmailBody. A comma separated list of all original recipients is available through JP_EmailRecipients. The same fields are also available in the job ticket, through JT_EmailBody, etc.

 

Configuration Examples:

The above mentioned functionalities offer numerous workflow configuration possibilities:

Example "Charge for Scans"

Another possibility would be, to account for PDF scans automatically. Therefore, you proceed as follows:

Create a printer in the spooler (name does not matter), connect it to 'NUL:'.
Create a uniFLOW printer named 'ChargeForMyScan'.
Workflow for the printer (minimum): 'Analyze Job, Identify User by NT Login (can even be omitted!), Assign Users Default Group & Cost Center, Output Job'.
In the 'Additional Recipients' of the MIND SMTP Control device agent, enter 'ChargeForMyScan@uniFLOW'.

Every scan made will be run through the above accounting workflow, and will be charged from the user's budget. Note, however, that this will not limit the user's scan ability, and in fact charging will stop when the budget is exhausted. So this is not suitable for real budget enforcement, but accounting/tracking for scans is possible, provided the scans are PDF.

Example "Scan to Archive"

If you want to scan directly into the uniFLOW Archive, you  proceed as follows:

Create a printer in a spooler.
Create a uniFLOW printer named 'archive'.
Workflow for the printer (minimum): 'Analyze Job, Identify User by NT Login (can even be omitted!), Assign Users Default Group & Cost Center, Archive Job, Delete Job'.

Then, you can send a scan to Archive@uniFLOW, and it will automatically be placed into the uniFLOW archive.

Example multiple usage

Note that all mechanisms can be applied to the same scan simultaneously. You basically select the behavior you want via Email aliases on the MFP.

So if you want to scan a document, send it to 'info@nt-ware.com', with a copy to your personal inbox, a copy to your personal folder and into the uniFLOW archive, you could set the following recipients for the Email scan at the MFP:

info@nt-ware.com
myself@uniFLOW
myfolder@uniFLOW
archive@uniFLOW

Whenever the storing to server or to a folder or into a workflow fails, uniFLOW attempts to send a notification to the user, with the scanned document attached, informing the user of the failure. If the user does not have an Email account, the Email will be sent to the Info Email address that is specified under Server Config. / Notification / General (see chapter Server Config. - Notification - General). Besides that, the tech support log will contain further information.