HP Digital Sending Software V4
Software Technical Reference (Public)
Software Technical Reference
Copyright and License 2005 Copyright Hewlett-Packard Development Company, L.P. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under the copyright laws. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein. Edition 2, 7/2005
Trademarks Adobe, Acrobat and Adobe Photoshop are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries/regions. Pentium is a trademark of Intel Corporation or its subsidiaries in the United States and other countries/regions. Microsoft, Windows, and Windows NT are U.S. registered trademarks of Microsoft Corporation. UNIX is a registered trademark of The Open Group.

Table of contents

1 Purpose and scope Introduction..... 1 HP Digital Sending Software....Software description Technology overview.... 4 Software capabilities.....7 Functions available through HP DSS...7 Control-panel features...9 HP MFP Digital Sending Software Configuration Utility..9 Remote Configuration Utility....9 Authentication....10 E-mail capabilities..... Secure e-mail...10 Fax capabilities....11 Send-to-folder capabilities....11 Send-to-workflow capabilities....11 HP DSS components.....12 Windows interface.....13 Licensing....13 Node Locking.... Licenses from prior versions.... Hewlett-Packard limited warranty statement..14 HP software license terms....15 License grant....15 Ownership...15 Copies and adaptations....16 No disassembly or decryption...16 Transfer....16 Termination....16 Export requirements...16 U.S. government restricted rights..16 Part 2.....16 License grant....17 Ownership...17 Copies and adaptations....17 No disassembly or decryption...17 Transfer....17 Termination....17
Export requirements...17 U.S. government restricted rights..Software features Finding documentation and other supporting information...20 Using Internet support.....20 Understanding support tools....21 Using the e-mail feature....22 Using HP DSS to send e-mail from an MFP...22 Configuring the e-mail feature....24 E-mail servers that function as SMTP gateways..25 Exchange 5.5....25 Exchange 2000...25 Sendmail....26 Qmail....26 Lotus Domino (Notes)...26 Verifying the SMTP gateway...26 Using the secondary e-mail feature...27 Using HP DSS to send secure e-mail...28 Configuring secondary e-mail....28 Using the fax feature.....30 Internet fax.... Windows 2000/XP fax....30 LAN fax....30 Using LAN Fax to send a fax...31 LAN Fax notification....32 Configuring LAN fax notification...32 Timeout.....32 Configuring the fax feature....32 To configure Analog (embedded) fax..36 Using the send-to-folder feature... Using HP DSS to send a document to a folder...37 Changing the settings...38 Configuring the send-to-folder feature....38 Using the send-to-workflow feature... Configuring the send-to-workflow feature....40 Configuring a workflow group...42 Configuring a workflow menu...42 Configuring a workflow form...43 Creating a workflow form for an FTP site..48 Creating a workflow form for a printer...49 Using authentication.... LDAP bind methods.... Methods of authentication....52 Windows Active Directory authentication method..52 Determining the LDAP server bind method for Windows.53 To configure Active Directory Services for an anonymous LDAP query...53 Novell authentication methods....54 Novell NDS configuration...55
Novell Bindery configuration...55 LDAP authentication....55 Configuring Authentication....57 LDAP Configuration...58 Troubleshooting authentication...59 Determining the LDAP server hostname or TCP/IP address..59 Determining the search root...60 To determine the search root using the Microsoft LDAP Administration tool (LDP.EXE)..60 To determine the search root using the Microsoft Management Console with ADSIEDIT.MSC...60 Determining access rights...61 To determine access rights using the Microsoft LDAP Administration tool (LDP.EXE)..61 To determine access rights using Active Directory Users and Computers...61 Determining the correct LDAP attributes...62 To determine LDAP attributes using LDP.EXE..62 To determine LDAP attributes using the Microsoft Management Console with ADSIEDIT.MSC...63 Other authentication configuration issues..63 First name, last name out of order..63 LDAP performance with dynamic LDAP addressing..63 Only one name appears in the Address Book.63 Using address books..... Adding addresses.....64 Clearing addresses.... The effect of authentication on address book availability...64 Personal address books...64 Types of address books....65 Private....65 Personal....65 Personal distribution list....65 Guest.... Global (Replicated LDAP/ABM)...66 Public distribution list....66 Using the Address Book Manager...66 Importing addresses into the ABM...67 Configuring address books....67 Configuring LDAP directory replication...68 To set up automatic replication of the LDAP address book.69 Configuring personal address books..69 Configuring DSS address books...70 Configuring individual devices.... To add a new device....70 The MFP list.... Configuring a device....71 Send to Email tab....73 Advanced e-mail settings...75 Send to Fax tab....76

LDAP server

FTP server Domain controller/Novell directory server

Network printer

Figure 2-3 HP DSS architecture depicts the HP DSS components.
Windows administrator computer Remote printers TCP/IP network

Web browser

LAN fax server

Network folders

Figure 2-3 HP DSS architecture

Windows interface

HP DSS is installed on a network server that is running Windows 2000 Professional, Server, or Advanced Server; Windows XP Professional; or Windows 2003 Standard or Enterprise Server. The following Windows tools are used in conjunction with HP DSS: Windows Services interface Windows Event Viewer HP MFP Digital Sending Software Configuration Utility Fatal errors are registered in the event log. The Configuration Utility Log tab contains functional entries.

Licensing

When HP Digital Sending Software 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 MFPs or digital senders. When the trial period expires, the software becomes inactive until a license is installed. The Licenses section of the HP MFP DSS Configuration Utility General tab contains a Trial License entry where new licenses must be added. The remaining trial period also appears on that tab. HP DSS is available in five different seat configurations.
Seats 250 Part Number T1936AA#UA0 T1936AA#0AD T1936AA#0A9 T1936AA#0AA 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, but 250 is the maximum number of devices that a single server can support.
Click Add on the General tab to type a new license key code for the HP Digital Sending Software.

Node Locking

Purchased licenses can be applied only to a specific HP DSS 4.x server. The node-locking process combines the license certificate with a unique ID from the HP DSS server. The unique ID appears on the About tab of the HP MFP DSS 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 HP MFP DSS Configuration Utility and proceed to the HP Software License Manager Web site at licensing.hp.com. At this Web site, type the license certificate number and the MAC address. The Software License Manager activates licenses based on information located on the purchased license certificate(s) and the server ID of the HP DSS server. After this information is entered into the Software License Manager, the generated licenses are delivered by fax or e-mail.

4. 5. 6. 7.

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 quit 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 HP DSS earlier than 4.3 do not support authenticated SMTP.
Using the secondary e-mail feature
If the feature is configured, a Secondary E-mail option appears on the device control panel. A number of third-party software vendors offer services for secure e-mail delivery. For example, Omtool provides a secure e-mail solution that encrypts e-mail messages and requires authentication for recipients before the e-mail message can be delivered. These programs help organizations comply with new laws that are being enacted, such as the E-sign act and the HIPAA requirements for electronic delivery of confidential documents.

Secondary e-mail

HP DSS
Secure folder (NTFS) 1. E-mail job (DSMP-encrypted)

Secure e-mail program

4. Secure e-mail
Figure 3-4 Secondary e-mail
The Secondary E-mail feature is designed to work with one of these third-party software programs for users who require extra data security. The rfc822-compliant e-mail message includes the scanned data as a MIME attachment and is saved in the \HPEMAIL2 folder in the HP DSS program directory on the HP DSS server. The third-party software program processes the e-mail message and sends it out securely.
Using HP DSS to send secure e-mail
The following steps outline what happens when a user sends e-mail from a device by using the HP DSS secondary e-mail feature. 1. The user selects the Secondary E-mail option on the device control panel. NOTE Because the name of this option can be customized through the HP MFP DSS Configuration Utility, this button might have a different name. 2. If authentication is turned on, the user must use the control-panel keyboard interface to type their username and password. (See the Authentication section for more information about the authentication feature.) After the device contacts the HP DSS service to ensure that it is ready for communication, the e-mail interface screen appears in the control panel. The default values are filled in based on what was specified during configuration. If authentication is on, the From: text box contains the user's e-mail address. This cannot be changed. The user uses the keyboard interface to type data in the To:, Cc:, and Subject: text boxes. If enabled, the user can type a custom message into the Message text box. If necessary, the user can touch Settings to modify the default settings. 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.

Configuring the send-to-workflow feature
The HP MFP DSS Configuration Utility Workflows tab can also be used to view workflow entries or to set up workflow processes. To enable this feature, first select the Enable Workflows check box at the top of the tab.
Figure 3-12 The Workflows tab The workflow configuration process comprises three steps: Creating the workflow group, which defines which workflow menus and forms are available on the device control panel. Creating the workflow menu, which creates logical groups of workflow forms. Creating the workflow form, which accumulates information that the user specifies at the control panel before initiating a send-to-workflow job.
Configuring a workflow group
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 MFP 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. 2. 3. 4. On the HP DSS server, open the HP MFP DSS 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 OK to save the new group.
Configuring a workflow menu
The second step in creating a workflow process is to create a workflow menu. 1. 2. In the workflow tree, click a group to select it. Click Add Menu. The Workflow Menu dialog box appears.
Figure 3-13 Workflow Menu dialog box 3. 4. Type the name of the new menu. This name must be unique within the workflow group. Select the style of the workflow menu. The style determines which options are available for workflow forms within this workflow menu. The only available choice is Enhanced. NOTE In version 4.3 of the HP DSS program, the Workflow Menu dialog box has an additional Allow Nesting of Menus option under the Enhanced selection. Select this option if you want to create multi-level workflow menus. NOTE Only third-party workflow programs can create Original style workflow menus. For backward compatibility, the HP MFP DSS Configuration Utility can view and modify these menus, but cannot create them. 5. Click OK to save the new workflow menu. 42 Chapter 3 Software features ENWW
Configuring a workflow form
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. To create a workflow form for a folder destination 1. 2. Click a workflow menu to select it. Click Add Form. The Workflow Form dialog box appears.
Figure 3-14 Workflow Form dialog box 3. 4. In the Form Name text box, type a name for the new form. The name must be unique within the workflow menu. Select Folder from the Destination Type drop-down list.

NOTE Based on the option selected, the options on the Workflow Form dialog box change. This procedure applies to the Folder option. See the following sections for instructions for creating a workflow form for an FTP site or a printer. 5. 6. Type the path for the destination folder in the Folder Path text box, or browse to select a path. Select the access method for the folder from the Access Credentials drop-down list. The choices are Public and MFP User. If MFP User is selected, HP DSS uses the credentials of the user that is logged into the device. If Public is selected, HP DSS uses the Credentials to Access Public Folders that are specified on the main Workflows tab. Under Image 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 File Format drop-down list, select the file type for the metadata file. 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. Select the Generate OCR File check box under OCR Settings if the processing software program requires an OCR (optical character recognition) file. Click Settings to specify the OCR settings for language and output-file format. NOTE The OCR processing requires significant system requirements. If OCR processing is used, a system that has a Pentium 4 processor and at least one gigabyte of RAM is recommended. 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 3-15 Add Prompts dialog box
In the Add Prompts dialog box, click New to create a new prompt. This opens the Workflow Prompt dialog box. NOTE In version 4.3 of the HP DSS program, some default prompts appear in the Available Prompts box. You can either use one of these default prompts or create a new prompt. Default prompts are not available in versions earlier than 4.3.

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 authentication methods
Two types of Novell authentication are available: Novell NDS. This method integrates with Novell Directory Services. Novell Bindery. This method integrates with Novell Bindery.
For the LDAP server bind method, Novell can use either Simple or Anonymous. See Table 3-4 Authentication bind methods. As shown in Figure 3-21 Novell authentication, the following steps occur during Novell authentication: 1. 2. 3. 4. 5. 6. The user types his or her username and password at the device and this information is securely transmitted to the Digital Sending Service (HP DSS). HP DSS authenticates to the directory through the Novell client API to validate the users credentials. If the users credentials are correct, the Novell Directory Server returns success. Using the LDAP interface, HP DSS queries the LDAP directory (Novell Directory Server or Novell eDirectory Server) for the authenticated users e-mail address. The LDAP directory returns the authenticated users e-mail address. HP DSS inserts the authenticated users e-mail address in the From: text box of the e-mail and prohibits the user from changing that field.

Novell authentication

Novell client
2. User credentials (Novell API-encrypted)
3. Authentication result (Novell API-encrypted)
Novell NDS or Bindery server
Figure 3-21 Novell authentication 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 MFP 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. Novell Bindery configuration When setting up Novell Bindery authentication on the Authentication tab, the Search Root text box is also typically left blank. Then, on the MFP configuration Authentication tab, information is provided about the Default Bindery Server. When users log in at the device, the default bindery server appears on the login screen, and the user can edit it if necessary.

Determining access rights
Several methods are available to determine whether or not the account used in the LDAP configuration has read access to data in the Active Directory. Two of them are described in the following sections. To determine access rights using the Microsoft LDAP Administration tool (LDP.EXE) 1. 2. 3. 4. Run LDP.EXE (Click Start, click Run, and then type LDP.EXE). Create a new LDAP profile. Click Connection and then click Bind. In the Bind dialog box, type the username and password that are used in HP DSS to gain access to the LDAP data in Active Directory. If the message user <username> bind successful appears in the LDP message window, this user has access to the directory. This level of confirmation does not, however, guarantee that this user has read access to any part of the directory below the root. Select Browse from the LDP menu, and then select Search. Type the search root that is to be used in HP DSS in the Base Dn text box into the Search text box. Type the following LDAP search filter into the Filter text box: (&(objectclass=person) (cn=a*)) This filter will return information for any user whose name starts with a. Select Subtree as the scope. Click Run. Information will be returned for every user (up to the size limit configured in Options) whose name starts with a. If the message Result <0> Null appears in the LDP message window , either no users exist in the container that the search root specifies, or the user whose credentials were used in the Bind command does not have read access to the data in this container.

5. 6. 7. 8. 9.

To determine access rights using Active Directory Users and Computers NOTE This method is usually performed at the domain controller console. 1. 2. 3. 4. 5. 6. 7. 8. 9. Open Active Directory Users and Computers. Expand the tree view and select the container indicated by the search root entered in the HP MFP DSS Configuration Utility. Right-click the container and select Properties. Click the Security tab. Click Advanced. Select the Authenticated Users or Domain Users object. Click View/Edit. Ensure that the Read attribute is selected. In the Apply onto drop-down list, select This object and all child objects.
10. Click Apply. 11. Click OK to close the Properties dialog boxes. 12. Right-click the root of the directory and select Refresh.
Determining the correct LDAP attributes

Other authentication configuration issues
Three other issues might arise during attempts to configure access to the LDAP database. First name, last name out of order The CN field in ADS typically takes the form firstname lastname. Because the LDAP query that the device performs always uses a begins with search, users must start to type the first name of the person whose e-mail address they need at the device control panel. Microsoft has published two support notes (Q250455 and Q277717) that describe how to change the full name field (LDAP property CN) from the firstname lastname format to the lastname,firstname format. LDAP performance with dynamic LDAP addressing Occasionally, when working with a very large directory, Active Directory might take more than 5 seconds to return the results of the query. Often, users will assume that addressing is not functioning correctly and type the entire SMTP address. In some cases, performance can be improved by changing the search root to search a smaller container in the LDAP directory. If the search root that is used by HP DSS points to the root of the tree (DC=DSTEST,DC=COM), the search might be restricted to a directory subtree. For example, if users are contained in organizational units that are based on geography, a more restrictive search root can be set to search only a specific OU (OU=NORTHEAST,OU=AMERICAS,CN=USERS,DC=DSTEST,DC=COM). Only one name appears in the Address Book If only one name appears in the device Address Book, the Database is Alphabetized option is probably selected in the Advanced dialog box of the Addressing tab under Configure MFPs. See Advanced addressing settings. Because Active Directory returns data that is not alphabetized, this option should not be selected.

Using address books

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 MFP 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 three ways: The HP Address Book Manager can add addresses to the Guest, Global, Private, or Public Distribution List address books. The user can touch Add on the device control panel to add a specific address. If the Personal Address Book feature is enabled, the user can add addresses to their Outlook contact list and these addresses will automatically be made available at the device.

Using an LDAP address book directly

68 Chapter 3

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.
To set up automatic replication of the LDAP address book 1. 2. On the HP DSS server, open the HP MFP DSS Configuration Utility and click the Addressing tab. Click Settings. The Replicating LDAP Address Book dialog box appears.
Figure 3-25 Replicating LDAP Address Book dialog box 3. 4. Select the Enable LDAP Directory Replication check box. On the LDAP Settings tab, set up the necessary parameters for logging into the LDAP server and searching the LDAP database. See LDAP Configuration for more information. After setting up the LDAP parameters, click Advanced to set up more advanced LDAP search options. On the Replication tab, select the schedule for replicating the LDAP database. If you select Daily, Weekly, or Monthly, you can set a specific time and day of the week for the replication process. The replication should be scheduled to take place at off-peak times. The information that is replicated for each recipient in the directory (display name and e-mail address) is fairly small. An address book database of 100,000 users is approximately 5 MB in size.
Configuring personal address books
When the Enable PABs check box on the Addressing tab is selected, users can gain access to their personal Outlook contacts address books at the device. Personal address book support is only available if authentication is enabled and the authentication method is set to Microsoft Windows (see Using authentication). The Microsoft Messaging API (MAPI) is also required in order to interface with a user's personal address book. Make sure that the Windows Messaging Component is installed. If a
MAPI client software program is installed (such as Microsoft Outlook), this component should already be in place.
Configuring DSS address books
HP 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 private HP DSS address book. Otherwise, the addresses are stored in a public HP DSS address book. These HP DSS address books are available to every digital sender or MFP that HP 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.

10. On the Send to Workflows tab, select the Enable Send to Workflows check box to enable workflows. In the Workflow Group drop-down box, select the group that contains the workflow menu and form that should be used for this device. 11. Click OK to save all of the changes. 12. Click Apply to update the MFP Configuration settings. NOTE The settings are not propagated to the device until Apply is selected.
Hint Configuration settings can be copied from one device to another device. In the MFP List: dialog box click the name of the device that is using the settings that are to be copied. Click Copy Settings. Click the name of the device where the settings are to be copied to. Click Paste Settings. The configuration settings can also be copied by using the When adding new MFPs, copy setting from: option in the Add MFPs dialog box. See the following sections for more detailed descriptions of some of the MFP configuration tabs.

Send to Email tab

The Send to Email tab is shown in the following illustration. Use it to configure e-mail settings for individual digital sending devices.
Figure 3-27 Send to Email tab in the Configure MFPs window
To enable send to e-mail by using HP DSS 1. 2. 3. 4. 5. On the HP DSS server, open the HP MFP DSS Configuration Utility and select a device from the list on the MFP Configuration tab. Click Configure MFP., and then select the Send to Email tab. Select the Enable Send to Email check box to enable digital sending by using e-mail. Select via the Digital Sending service from the Send Emails drop-down menu. If authentication has not been enabled, complete the Email 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 mfp 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. 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. 7. 8. Type a default e-mail subject into the Default Subject text box, if one is needed. This is used if the device user does not type in their own e-mail subject. Click Advanced to set up some additional e-mail settings. See Advanced e-mail settings.
To enable send to e-mail directly from the MFP 1. 2. 3. On the Send to Email tab, select the Enable Send to Email check box. Select directly from the mfp from the Send Emails drop-down menu. In the MFP'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 MFP models only recognize TCP/IP addresses. In these cases, the hostname is converted to the equivalent TCP/IP address. 4. 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 Email Address in the Default 'From' Address group box. If the MFP 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 mfp 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. 6. Type the Display Name (optional). This name appears in the From: text box when the MFP user first initiates a send-to-e-mail operation. This text box can be used to provide instructions to the MFP 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. 7. 8. Type a default e-mail subject into the Default Subject text box. The default subject is used if the MFP user does not provide an e-mail subject. Click Advanced to set up some additional e-mail settings. See Advanced e-mail settings.

Advanced e-mail settings

To use the advanced e-mail settings, click Advanced. on the Send to e-mail tab. The advanced settings specify default e-mail message contents and default e-mail attachment settings.
Figure 3-28 Advanced E-mail Settings dialog box The Message Text appears in the body of all e-mail messages that are sent from the device. Select one of the following options: Use the Built-in Message: The built-in default message is shown in the Message box in the screen shot above. This message appears in one of the supported languages. Use a Custom Message: In the Message text box, type the message text for the e-mail message. The limit is 1,024 characters.
NOTE Select the Editable by user check box to allow the user to edit the e-mail message. The device uses the Attachment Settings as the initial settings for each e-mail message: In the Default File Format drop-down list, select the file format to be used for e-mail attachments. In the Default Color Preference drop-down list, select whether attachments are to be sent in black and white or in color (color attachments are much larger in size). In the Default Resolution drop-down list, select the resolution quality for the e-mail attachments. The higher the resolution quality, the larger the size of the attachment file. In the Default File Size drop-down list, select the amount of compression that is to be applied to the file. The options are Small, Standard, and Large. NOTE The user can change the color and file-format settings at the device control panel.

Send to Fax tab

MTIFF PCL5

Hi-res photo Black and white document Color document Fine text Color, black and white document Hi-res photo Black and white document Color document Fine text Color, black and white photo Hi-res photo

MTIFF PCL

Black and white Black and white Black and white Black and white Black and white Black and white Med Black and white Color Black and white Color

8 bpp, None 1 bpp, RLE

PCL5 PCL5 PCL5

PCL PCL PCL

1 bpp, RLE 1 bpp, RLE 1 bpp, RLE

PCL5 JPEG3

PCL JPEG

Photo Mixed

1 bpp, RLE 8 bpp, JPEG

JPEG JPEG JPEG

Med Med Med
24 bpp, JPEG 8 bpp, JPEG 24 bpp, JPEG

24 bpp, JPEG

File size is only applicable to formats that are JPEG compressed. On the 9100C Digital Sender, this format produced a bi-level PDF: 300 ppi, 1 bpp G4 text plane overlaid onto a 150 ppi, 24 bpp and JPEG image plane. The JPEG file format was not supported on the 9100C Digital Sender.

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 6-2 Document type settings
Document type Text Description 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)
Table 6-2 Document type settings (continued)
Document type Description Photo Good for text Good for photographs Good for OCR Best for photographs Accurate surge representation Text might appear light
The following exceptions and notes relate to the send quality settings. When the.JPEG file format is selected, all image data is JPEG baseline. Color, mixed, and PDF selections are the most intensive in terms of the necessary computer computation. Photo and.PDF files generate JPEG data that is wrapped in the PDF. Some viewers do not support the.TIFF file format that HP DSS uses. The Windows Imaging software that is included in Microsoft Windows 9x, Windows NT, and Windows 2000 supports this format. Windows XP File and Fax Viewer and Adobe Photoshop do not support this format.