HP 9200C User Manual

HP 9200c Digital Sender  
Support Guide  
HP 9200C Digital Sender  
Support Guide  
Copyright and License  
Trademark Credits  
© 2004 Copyright Hewlett-Packard  
Development Company, LP  
Microsoft® and Windows® are U.S.  
registered trademarks of Microsoft  
Corporation.  
Reproduction, adaptation, or translation  
without prior written permission is  
prohibited, except as allowed under the  
copyright laws.  
Adobe® and Acrobat® are trademarks of  
Adobe Systems Incorporated.  
The information contained in this document  
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.  
Part number Q5916-90930  
Edition 1, 11/2004  
Table of contents  
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Table of contents  
iii  
iv  
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vi  
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About the digital sender  
1
The HP 9200C Digital Sender connects directly to your network and uses the included  
HP Digital Sending Software (HP DSS) program to convert black-and-white and color  
documents, drawings, and photographs into an electronic form and then distribute them  
directly to several kinds of destinations.  
E-mail—Scan a document and send it to one or more e-mail recipients in the form of  
a .PDF, .JPEG, .TIFF, or .MTIFF file.  
Secondary (secure) E-mail—Send a document by using a secure third-party e-mail  
solution.  
Fax—Scan a document and send it to a local area network (LAN) fax, Internet fax, or  
Windows® 2000 fax destination. (The device does not have analog fax capability.)  
Workflow—Scan a document and save it to a network folder or file transfer protocol  
(FTP) site along with additional information about the document. A third-party software  
program can then retrieve and decipher the information, and perform the appropriate  
operation on the scanned image. A printer can also be set up as a workflow destination,  
allowing scanned documents to be printed.  
Network Folder—Scan a document and send it to a folder on the network.  
The digital sender includes a flatbed scanner as well as an automatic document feeder  
(ADF) that can accept up to 50 pages.  
The digital sender supports network authentication, allowing you to require users to log in  
before they can use the digital-sending options. It can also make use of Lightweight  
Directory Access Protocol (LDAP) to find and use e-mail addresses on directory servers that  
are located elsewhere on a network.  
Installing the device is simply a matter of connecting it to your network, installing the HP  
DSS program that comes with the device, and configuring the digital-sending features. The  
digital sender operates as a standalone unit on the network and does not require network  
privileges for administration.  
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Features  
The digital sender includes the following features:  
Digital sending—Send scanned files to e-mail addresses, fax destinations, network  
folders, and workflow folders. Digital-sending functions are carried out by the HP Digital  
Sending Software (HP DSS), which is included with the device.  
ADF—The legal-size ADF accepts up to 50 pages, and includes built-in duplexing for  
scanning both sides of a double-sided document.  
Interactive touchscreen control panel—Intuitive onscreen menus and wizards help  
you to complete digital-sending tasks.  
Flatbed scanner—The letter/A4-size scanner can scan in both black-and-white and  
color, with the ability to scan up to 1 mm (0.04 inch) from the paper edge.  
Memory—The device comes standard with 128 megabytes (MB) of random access  
memory (RAM).  
Hard disk—The device includes a 20-gigabyte (GB) internal hard drive for storing  
documents and settings.  
Connectivity—The device provides a 10/100Base-T port and an enhanced input/output  
(EIO) expansion slot for connectivity.  
HP Jetdirect Inside—An HP Jetdirect embedded print server is integrated into the  
device for reliable network connectivity.  
Specifications  
The following are the digital sender specifications.  
Paper handling  
The HP 9200C Digital Sender supports the following standard paper sizes:  
Letter: 215.9 x 279 mm (8.5 x 11 inches)  
Executive: 190 x 254 mm (7.5 x 10 inches)  
A4: 210 x 297 mm (8.3 x 11.7 inches)  
A5: 148 x 210 mm (5.83 x 8.27 inches)  
B5: 176 x 250 mm (6.9 x 9.8 inches)  
Legal (from the ADF only): 215.9 x 355.6 mm (8.5 x 14 inches)  
Paper weight: 60 to 120 g/m2 (16 to 32 lb)  
Up to 50 sheets of paper can be stacked in the ADF, with a maximum height of 5 mm  
(0.2 inch).  
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Performance  
The following sections give specific performance statistics for the digital sender.  
ADF performance  
The following table shows the page per minute (ppm) speed of the digital sender ADF.  
Mode  
Dots per inch (dpi)  
Speed (ppm), A4  
Speed (ppm),  
Letter  
Simplex Mono Mode  
Simplex Mono Mode  
Simplex Color Mode  
Duplex Mono Mode  
Duplex Mono Mode  
Duplex Color Mode  
600 x 600  
600 x 300  
600 x 300  
600 x 600  
600 x 300  
600 x 300  
29  
46  
29  
18  
24  
18  
30  
47  
30  
18  
24  
18  
Flatbed performance  
The following table shows the seconds per scan cycle for scanning on the flatbed.  
These performance numbers are for scanning only. They do not include the time that it takes  
the digital sender to process and send the scanned file.  
NOTE  
Mode  
dpi  
Speed (seconds), A4  
Speed (seconds), Letter  
Black and White  
Black and White  
Color  
600 x 600  
600 x 300  
600 x 600  
4.1  
3.1  
5.9  
3.9  
3.0  
5.6  
Duty cycle  
The maximum duty cycle is 60,000 total images scanned per month.  
The average duty cycle is 3,600 total images scanned per month.  
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Specifications  
3
       
Parts of the digital sender  
The following figures illustrate the digital sender parts.  
1
2
3
4
5
Jam release button  
Control panel  
On/off switch  
Output bin  
ADF input bin  
6
7
8
9
ADF cable  
Control-panel cable  
10/100Base-T network port  
EIO port  
10 Power connector  
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11 Scanner lock  
12 Serial number  
The following figure shows the features of the digital sender control panel.  
3
4
1
2
5
6
7
8
12  
11  
10  
9
1
2
3
4
5
6
7
8
9
Touchscreen graphical display  
Numeric keypad  
RESET button  
MENU button  
SLEEP button and LED  
STATUS button  
STOP button  
START button and LED  
Attention LED  
10 Data LED  
11 Ready LED  
12 Contrast control wheel  
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Specifications  
5
 
Environment and network  
The following are environment and network considerations for the product.  
Environmental ranges  
Install the device in an area that is within the following temperature and humidity ranges.  
The operating environment should be stable, with no abrupt changes in temperature or  
humidity that might damage the device. If you move the device from a cold environment to a  
warm one, wait about two hours before using it.  
CAUTION  
Temperature  
Operating  
Storage  
0° to 40°C (32° to 104°F)  
-40° to 60°C (-40° to 140°F)  
Humidity  
Operating  
Storage  
15 to 80% noncondensing (up to 40°C [104°F])  
15 to 90% (up to 60°C [140°F])  
Network components used for digital-sending  
The following table describes the network components used for digital sending.  
Component  
Description  
Network server running Windows® 2000  
Professional, Server, or Advanced Server;  
Windows XP Professional; or Windows Server  
2003 Standard or Enterprise Server  
The server contains the following components:  
HP DSS  
HP MFP DSS Configuration Utility—used to  
configure and monitor digital-sending  
features after the HP DSS program has  
been installed  
Windows 2000 Fax service—required only  
when the Windows 2000 Fax service is the  
method of fax transport  
Network  
Fast Ethernet 100Base-TX or Ethernet 10Base-T  
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Component  
Description  
Digital senders or HP multi-function peripheral  
(MFP) products  
An HP DSS server can support up to 250 HP  
9200C Digital Senders or MFP products on the  
same network. Each device can be individually  
configured to support any or all of the digital-  
sending options.  
NOTE  
HP DSS does not support the HP 9100C or  
8100C Digital Senders.  
Web browser  
Users can use a Web browser from any  
computer on the network to configure and  
monitor the digital sender by using HP Web  
Jetadmin, or the digital sender's embedded Web  
server.  
SMTP gateway  
LAN fax server  
This gateway facilitates the e-mail and Internet  
fax digital-sending options.  
A LAN fax server is a network device that  
centrally handles the sending and receiving of  
large numbers of fax jobs. HP DSS can be used  
to configure the digital sender to route outgoing  
faxes to a LAN fax server.  
LDAP server  
An LDAP server is a directory server that  
contains recipients' names and e-mail addresses  
and supports Lightweight Directory Access  
Protocol (LDAP). HP DSS uses the LDAP server  
to obtain addresses for the digital-sender  
address book.  
FTP server  
A file transfer protocol (FTP) server can be used  
as a destination for documents scanned by the  
digital sender.  
Domain controller/Novell directory server  
In order to support user authentication, the  
digital sender must have access to a domain  
controller or Novell directory server in order to  
validate the user's login information.  
Network printer  
A network printer can be set up as a destination  
for documents scanned by the digital sender.  
Novell NetWare support  
If Novell file servers are used on the network, HP DSS can write files into network folders  
and support network fax folders that reside on Novell servers. The Novell client software  
must be installed on the network and be configured correctly before Novell-specific attributes  
can be configured in HP DSS.  
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Environment and network  
7
   
In order to support Novell NetWare authentication and Novell digital sending destinations,  
HP DSS requires both of the following components:  
Novell NetWare version 3.12, 3.2, 4.11, 4.2, 5, or 6 running on the Novell NetWare server  
-AND-  
Novell NetWare Client version 4.6 (or later) installed on the Windows computer that runs  
HP DSS  
Space requirements  
The following figures illustrate the space requirements for the HP 9200C Digital Sender.  
The digital sender requires 90 mm (3.5 inches) of free space behind the device in order to  
fully open the top.  
NOTE  
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Configuring HP DSS  
2
Without using the HP DSS service, the digital sender can only scan documents and send  
them as attachments to e-mail. If you prefer, the digital sender can be used in this way,  
without installing the HP DSS service. The e-mail settings can be configured by using the  
control-panel menus. However, to enable all of the other digital-sending features, including  
send-to-folder, send-to-fax, and send-to-workflow, the HP DSS service must be installed.  
The digital-sending features must be configured within the HP DSS service before they can  
be made available on the device. This section explains how to configure these digital-  
sending features.  
Using the Digital Sending Software  
See the HP 9200C Digital Sender Getting Started Guide for instructions about unpacking the  
NOTE  
digital sender, installing the software, and setting up the initial configuration. The following  
instructions cover the configuration options in more detail.  
Use the HP MFP Digital Sending Software Configuration Utility to configure all of the digital-  
sender features. Each feature that is enabled appears on the digital-sender control-panel  
display as an option.  
Use the following instructions to open the program.  
1. On the server where HP DSS was installed, click Start, click Programs, click Hewlett-  
Packard, click HP MFP Digital Sending Software, and then click Configuration Utility.  
2. In the HP Digital Sending Software Configuration dialog box, select This computer  
and click OK.  
General tab  
The General tab contains HP DSS license and administrator contact information.  
When the HP Digital Sending Software is installed for the first time, the software is fully  
functional in trial mode for a set period of time. The Licenses section of the General tab  
displays a “Trial License” entry. The remaining trial period is displayed in this entry. When  
the trial period expires, the software becomes inactive until a valid license is installed.  
The digital sender comes with a one-seat license. Additional licenses can be purchased in 1,  
5, 10, and 50 seat varieties. Each seat enables digital sending features on one digital sender  
or MFP. You can install as many licenses as you like in order to accumulate seats, but 250 is  
the maximum number of devices that can be supported by a server.  
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Using the Digital Sending Software  
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Click the Add button to type in the license key code for the HP Digital Sending Software.  
Fill in the administrator contact information in the Administrator Information section of this  
tab. Select the Notify administrator of critical errors check box if you would like to be  
notified by e-mail about errors that require administrative assistance.  
Click the Help button to get more information about this tab.  
NOTE  
E-mail tab  
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  
your own local area network. However, you can also configure your product for e-mail  
functionality even if your mail services are provided by an outside Internet service provider  
(ISP) over a digital subscription line (DSL).  
If your 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 that you scan at the device becomes an attachment to your e-mail message.  
The portable document format (.PDF) file format is most often used for the attachments,  
which gives recipients the ability to both view and print them. Users can obtain a free copy of  
the Adobe® Acrobat® Reader for viewing .PDFs from the Adobe Systems Incorporated Web  
Use the E-Mail tab of the configuration program to configure and organize the SMTP e-mail  
servers that HP DSS uses to send e-mail messages.  
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To add SMTP servers  
1. Click Find Servers to find all of the SMTP servers on the network.  
2. A list of SMTP servers appears. Select one or more and click OK. The selected servers  
are loaded into the SMTP Gateway Server list.  
If the discovery process does not find any SMTP servers, use the Add button on the E-mail  
tab to add the SMTP server manually by typing in the host name or IP address of the SMTP  
server.  
NOTE  
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3. Select each server and click the Edit... button.  
The Edit SMTP Gateway dialog box appears.  
4. If you want to set a maximum file size for the specified SMTP gateway, select it in the  
Maximum File Size drop-down list. If an e-mail attachment is larger than this file size,  
the attachment will be divided into two or more smaller attachments.  
5. Click Test to verify the presence of the SMTP gateway.  
If the test fails, double-check the gateway address and then contact your network  
administrator to see if the SMTP server is functioning.  
NOTE  
6. Click OK to save the SMTP settings.  
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Chapter 2 Configuring HP DSS  
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7. Add more SMTP servers as needed, and use the Move arrow buttons to change the  
priority order.  
8. Click Apply to save the E-mail settings.  
Click the Help button to get more information about this tab.  
NOTE  
Secondary E-mail tab  
A number of third-party software vendors offer services for secure e-mail delivery. For  
example, Omtool offers a secure email solution that encrypts email messages and requires  
authentication for recipients before the email message can be delivered. These programs  
help organizations comply with new laws being enacted such as the E-sign act and the  
HIPAA requirements for electronic delivery of confidential documents. The Secondary E-mail  
feature is designed to work with one of these third-party software programs for users that  
require an extra measure of data security. It differs from the regular e-mail feature in that the  
data between the device and the HP DSS server is encrypted. An rfc822-compliant e-mail  
message that includes the scanned data as a MIME attachment is created in the folder  
“\HPEMAIL2” in the HP DSS program directory on the HP DSS server. The third-party  
software program, which is monitoring this folder, processes the e-mail message and sends  
it out in a secure manner.  
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The Secondary E-mail tab contains settings for the secure e-mail option.  
1. To enable the Secondary E-mail option, select the Enable Send to Secondary E-mail  
check box.  
2. The name of this feature can be altered to more closely reflect the third-party program's  
functionality (such as Secure or Encrypted E-mail). The name provided here will be  
displayed on the digital sender's control panel home screen. Use the Home Screen  
Display Name field to specify the display name. Type a custom display name into the  
Home Screen Display Name box or select from one of the following options:  
Secondary E-mail  
Secure E-mail  
Specialized E-mail  
3. Click the Advanced... button on this tab to specify any X-Headers that you want to  
include in the e-mails.  
X-Headers provide the administrator with the capability of providing a user-defined  
header that will be inserted in the rfc822 file for each Secondary E-mail message sent by  
the digital sender. The third-party e-mail software program can then perform actions  
based on this header information.  
Click the Help button to get more information about this tab.  
NOTE  
Authentication tab  
Use the Authentication tab to control how users are authenticated when using the digital-  
sending features. Authentication is an important security feature of the digital sender. It is  
highly recommended that you enable authentication on the digital sender in order to prevent  
unauthorized use.  
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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 in the database of an LDAP server by using settings specific to  
your 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 Method drop-  
down list. The following options are available.  
None  
Microsoft® Windows  
LDAP server  
Novell NDS (if Novell client software is present)  
Novell Bindery (if Novell client software is present)  
LDAP Configuration  
After you select 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 HP DSS to gain access to the LDAP server  
Options for searching the database to obtain user e-mail addresses  
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To configure the LDAP server  
4
5
1
1. Click the Find Servers button. The program searches the network for LDAP servers,  
and might also prompt you for your network username and password, depending on  
your network configuration. Next, the Select LDAP Server dialog box appears,  
containing a list of LDAP servers on the network.  
2. Select the LDAP server that you want to use. The information about the selected server  
appears.  
3. Click OK to accept the selected server. The server information is filled in on the  
Authentication tab.  
4. Click Find Settings. The server settings appear in a dialog box. Click Yes to accept the  
settings.  
5. Click the Test button 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 wether LDAP can successfully retrieve an e-mail address.  
If the Find Servers process fails to find any LDAP server, you can type the host name or IP  
address of the LDAP server directly into the LDAP Server text box, and then use the Find  
Settings button to retrieve the server's settings. See Troubleshooting SMTP and LDAP  
servers for more information, and if you are unable to communicate with the LDAP server,  
contact your network administrator for help with troubleshooting.  
NOTE  
NOTE  
Click the Help button to get more information about this tab.  
Fax tab  
If this feature is enabled, users can send faxes directly from the device. They can select  
destinations from an address book if one is loaded, or type fax numbers in at the control  
panel. The same document can be sent to multiple fax numbers.  
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Chapter 2 Configuring HP DSS  
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The configuration program Fax tab controls all of the HP DSS fax settings.  
To configure the fax option, first select the fax delivery method from the Faxing Method  
drop-down list. The following options are available.  
None  
LAN Fax  
Internet Fax  
MS Windows 2000 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.  
To set up a LAN fax service  
Follow these instructions to set up faxing from the digital sender by using your network's  
LAN fax service.  
1. Select LanFax from the drop-down list on the Fax tab.  
2. Select your LAN fax software product name from the Product Name drop-down box.  
3. Click the Advanced button to set up input and output settings for your LAN fax product.  
4. Use the Browse button to select the network folder that your fax software uses.  
5. Fill in the Credentials to Access Folder section, if required. Use the Verify Folder  
Access button to test the credentials and make sure that you have access to the folder.  
6. Click Apply to save the LAN fax settings.  
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To set up an Internet fax service  
With an Internet fax service, faxes are sent by e-mail. When using HP DSS, the user  
specifies a fax number at the device, and then the software creates and sends the e-mail  
behind the scenes.  
1. Select Internet Fax from the drop-down list on the Fax tab.  
2. Type the domain name for your Internet fax provider into the Fax Provider Domain text  
box, for example, efax.com. HP 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.  
3. 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.  
4. Select the check box if you want HP DSS to use the authenticated user's e-mail address  
as the return e-mail address.  
5. Click Apply to save the Internet fax settings.  
To set up a Windows 2000 fax service  
In order to use the Windows 2000 fax service, you must have a fax modem installed on the  
HP DSS server.  
1. Select MS Windows 2000 Fax from the drop-down list on the Fax tab.  
2. Click the Fax Properties button. The Windows Fax Console dialog box appears. Use  
the Tools menu to configure any settings, if needed.  
3. Click Apply to save the Windows 2000 fax settings.  
Click the Help button to get more information about the Fax tab.  
NOTE  
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Folders tab  
Use the Folders tab to set up the send-to-folder feature. To enable this option, select the  
Enable Send to Folder check box.  
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To add folders to the Folders list  
1. Click Add… to add a new folder. The Add Predefined Folder dialog box appears.  
2. Type a name for the folder into the Alias Name text box. This name appears in the  
device control-panel interface.  
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Chapter 2 Configuring HP DSS  
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3. Click Browse… to browse to a folder location, and then click OK to accept it.  
Supported operating systems for folder destinations are Windows 98, Windows NT,  
Windows 2000, Windows XP, Windows Server 2003, and Novell NetWare.  
NOTE  
4. Select the credentials that you want to use for access to the folder from the Access  
Credentials drop-down list. If Public is selected, the program uses the Credentials to  
Access Public Folders from the Folders tab. If MFP User is selected, the program  
uses the credentials with which the user has logged into the device.  
5. Click OK to save the settings. The new folder is added to the list.  
6. Repeat steps 1 through 5 to add more folders.  
7. Type in the public access credentials that are required for access to folders in the  
Credentials to Access Public Folders area of the Folders tab. This information is  
required before you can save the folder list.  
8. Click Apply to save the new folders.  
Click the Help button to get more information about this tab.  
NOTE  
Workflows tab  
With workflows, users can scan a document and send it to a custom workflow destination.  
The workflow feature gives users the ability to send additional information in the form of a file  
that is saved with the scanned document in a specified network or FTP location. Prompts at  
the control panel are used to collect specific information. A third-party software program  
monitoring the network folder or FTP site can then retrieve and decipher the information,  
performing the specified operation on the scanned image. You can also set up a printer as a  
workflow destination, which allows users to scan a document and then send it directly to a  
network printer to be printed.  
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21  
   
Use the Workflows tab to set up workflow processes for use with third-party software  
programs. To enable this feature, first select the Enable Workflows check box at the top of  
the tab.  
Creating a workflow process consists of three parts:  
The workflow group, which defines which workflow menus and forms will be available on  
the control panel of the digital sender.  
The workflow menu, which creates logical groups of workflow forms.  
The workflow form, which collects information entered by the user at the control panel  
before initiating a send-to-workflow job.  
To create a workflow group  
1. Click the Add Group button. The Workflow Group dialog box appears.  
2. Type the name of the new group. The name must be unique.  
3. Click OK to save the new group.  
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To create a workflow menu  
1. In the workflow tree, select the group that you just created.  
2. Click the Add Menu button. The Workflow Menu dialog box appears.  
3. Type the name of the new menu. This name must be unique within the workflow group.  
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23  
4. 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.  
5. Click OK to save the new workflow menu.  
To create a workflow form  
1. Select the workflow menu that you just created.  
2. Click the Add Form button. The Workflow Form dialog box appears.  
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Chapter 2 Configuring HP DSS  
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3. Type a name for the new form into the Form Name text box.  
4. Select the destination type from the Destination Type drop-down list. The options are  
Folder, FTP Site, and Printer.  
Based on the option that you select, the options on the Workflow Form dialog box change.  
The remainder of this procedure applies to the Folder option. See the following sections, To  
for creating a workflow form for an FTP site or a printer.  
NOTE  
5. Type the path for the destination folder in the Folder Path text box, or use the browse  
button to select a path.  
6. 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 in to the device. If Public is selected, HP DSS uses  
the Credentials to Access Public Folders that are specified on the main Workflows  
tab.  
7. Under Image File Settings, select the settings for the scanned file. These should be the  
settings that are required by the third-party software program that processes the file.  
8. Select the file type for the metadata file from the File Format drop-down list. The options  
are None, .HPS, or .XML. This is the file that contains the data that the workflow  
prompts collect. If you are not creating any prompts, you can select None.  
9. Select the Generate OCR File check box under OCR Settings if the processing  
software program needs an OCR (optical character recognition) file. Click the Settings  
button to specify the OCR settings for language and output file format.  
10. In the Prompts area, you can define 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.  
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25  
Follow these instructions to add prompts.  
a. Click the Add button to add prompts.  
b. In the Add Prompts dialog box, click the New button to create a new prompt. This  
opens the Workflow Prompt dialog box.  
c. Under Prompt Settings in the Workflow Prompt dialog box, type the Prompt  
Name, the Prompt Text, and any Help Text for the prompt. The Help text appears if  
the user touches the HELP button on the digital-sender control panel while the prompt  
is on the screen.  
d. Under Response Settings, select the Response Format. The Response Format  
options are String, Numeric, Date, Time, or Privacy.  
The Privacy response format uses asterisks (*) to hide what the user types in on the control  
panel. This response type can be used for private information such as a password or an  
employee number.  
NOTE  
e. Under Response Type, select User Editable or Selection List. If User Editable is  
selected, you can select the User must supply a response check box to require a  
response.  
f. If applicable, 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.  
g. Click OK to save the prompt settings. The new prompt is added to the Prompts List  
in the Add Prompts dialog box.  
h. Repeat steps b through g as needed to create more prompts.  
i. After creating all of the required prompts, you can use the Move buttons at the  
bottom of the list to adjust the order of the prompts.  
j. 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.  
A workflow form can be edited at any time by selecting it and then clicking the Properties  
NOTE  
button.  
12. Type the public access credentials for access to workflow folders in the Credentials to  
Access Public Folders area of the Workflow tab. This information is required before  
you can save the workflow settings.  
13. Click Apply to save the new workflow settings.  
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To create a workflow form for an FTP site  
1. In the Workflow Form dialog box, select FTP Site in the Destination Type drop-down  
box.  
2. Type the host name or IP address of the FTP server into the FTP Server text box.  
3. Click the Credentials button, and then type in the user name and password that are  
required for the FTP server. Click OK to save the credentials.  
4. In the FTP Path text box, type in the path to the directory on the FTP server that you  
want to use for the scanned documents.  
5. Follow Steps 7 through 11 in the previous procedure to complete the remainder of the  
workflow form settings and add any prompts.  
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27  
   
To create a workflow for a printer  
You can use a workflow form to send a scanned document to a network printer to be printed.  
1. In the Workflow Form dialog box, select Printer in the Destination Type drop-down  
box.  
2. Select a printer from the Select Printer drop-down box, which lists the available network  
printers.  
3. Select one of the radio buttons to use the default or custom printer preferences. If you  
select custom printer preferences, click the Preferences button to set them up.  
4. Click OK to save the workflow form.  
5. Click Apply to save the settings on the Workflow tab.  
Click the Help button on the Workflows tab or any of the workflow dialog boxes to get more  
NOTE  
information.  
Addressing tab  
Use the Addressing tab to configure HP DSS to make centralized address books available  
to digital-sender users.  
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LDAP directory replication  
An address book is available on the digital sender 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 come from several sources:  
The LDAP server on the network  
Destinations previously specified by users at the control panel  
E-mail and fax address books created with the HP Address Book Manager  
You can use one of two methods to synchronize the digital-sender address books with the  
LDAP server.  
Method  
Description  
Effect at the control panel  
Using a replicated LDAP  
address book  
HP DSS takes a snapshot of  
the LDAP server’s database  
and populates the digital  
sender's address book with the  
addresses that it finds. The HP  
MFP DSS Configuration Utility  
can be used to either manually  
As you type the initial  
characters in a name, the  
digital sender attempts to  
complete the name from the  
names in the address book.  
You type more characters until  
a match is found. When you  
initiate the task or schedule it to select a name, the associated  
run automatically at a certain  
time.  
e-mail address is automatically  
selected.  
Using an LDAP address book  
directly  
Firmware in the digital sender  
initiates and resolves name  
queries directly with the LDAP  
server. You do not have to  
synchronize the address book  
with the LDAP server, either  
manually or according to a  
schedule.  
You type a partial name. The  
digital sender displays the list  
of resulting names from the  
LDAP server. When you select  
a name, the associated e-mail  
address is automatically  
selected.  
If the digital sender is configured to use an LDAP address book directly, it cannot access the  
replicated address book.  
NOTE  
If replication is enabled, only the display names and e-mail addresses are replicated.  
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29  
 
To set up automatic replication of the LDAP address book  
1. Click the Settings... button. The Replicating LDAP Address Book dialog box appears.  
2. Select the Enable LDAP Directory Replication check box.  
3. 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, you can also click the Advanced  
button to set up more advanced LDAP search options.  
4. 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.  
Personal address books  
Select the Enable PABs check box to enable users to use their personal address books to  
address e-mail on the digital sender. Personal address book support is only available if  
authentication is enabled and the authentication method is set to Microsoft Windows (see  
Authentication tab). The Microsoft Messaging API (MAPI) is also required to interface with a  
user's personal address book. Make sure that the Windows Messaging Component is  
installed. If you have a MAPI client software program installed (such as Microsoft Outlook),  
this component should already be in place.  
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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 individual  
HP DSS address book. Otherwise, the addresses are stored in a public HP DSS address  
book. 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,  
you can clear out any or all of the HP DSS address books by clicking the Clear button in the  
DSS Address Books section of the Addressing tab. This displays a list of any existing  
address books.  
See Working with address books for more details on address books.  
Click the Help button to get more information about the Addressing tab.  
NOTE  
Preferences tab  
The Preferences tab specifies the path for the HP DSS temporary files. These files can be  
very large, so you should select a location that has sufficient disk space. Click the Browse...  
button to select a location.  
Click Apply to save the new folder path if you change it.  
Click the Help button to get more information about this tab.  
NOTE  
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31  
   
MFP Configuration tab  
The MFP Configuration tab specifies which digital senders and MFPs are using the  
HP DSS service, and also provides an interface for customizing HP DSS features for specific  
digital-sending devices.  
MFP Configuration tab  
1
2
3
MFP list  
Configure MFP button  
Add button  
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To add a new digital sender or MFP  
1. Click the Add... button near the bottom of the tab. The Add MFPs dialog box appears.  
2. Click the Find MFPs button to find all of the MFPs and digital senders on the network.  
Select the device you want to add from the list that appears.  
If you know the hostname or IP address of the device, you can type it in the Hostname or IP  
Address text box under Manually enter an MFP's network name rather than using the  
Find MFPs button.  
NOTE  
3. If you want the device that you are adding to use the same settings as a previously  
configured device, select the previously configured device from the When adding new  
MFPs copy settings from drop-down list.  
4. Click the Add--> button to add the device to the MFP List.  
You can only add as many digital senders or MFPs as you have "seats" available in your HP  
DSS license. Near the top of the Add MFPs dialog box you can see how many seats you  
have available.  
NOTE  
5. Click Close to close the Add MFPs window.  
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Using the Digital Sending Software  
33  
To configure an individual digital sender or MFP  
1. Select the digital sender or MFP from the list on the MFP Configuration tab.  
2. Click the Configure MFP... button. The dialog box that appears looks similar to the main  
Configuration program interface. Use this interface to customize the specific digital-send  
settings for this device. Settings that are specified on these tabs override the settings  
that are made on the general HP DSS Configuration program tabs.  
You must use this interface to enable the digital sending features for the individual devices.  
Even if a feature is enabled on the HP DSS configuration tabs, it is not enabled on the  
device until it has been enabled in the Configure MFPs interface.  
NOTE  
3. On the Authentication tab, select the Enable Authentication check box to enable  
authentication for the selected device. Select the check boxes next to the features that  
you are enabling. This requires the user to log in before using that feature. Select the  
network domain from the Default Domain drop-down box.  
4. On the Send to Email tab, select the Enable Send to Email check box, and select via  
the Digital Sender service in the Send Emails drop-down list.  
5. If you would like the users to be able to add their own e-mail message when sending  
e-mail, click the Advanced button and select the Editable by user check box.  
6. On the Addressing tab, select the Allow MFP to directly access an LDAP Address  
Book check box if you want HP DSS to retrieve e-mail addresses directly from an LDAP  
server. Select the previously-configured LDAP server in the LDAP Server drop-down list.  
7. On the Send to Email (2) tab, select the Enable Send to Secondary Email check box  
if you are using the secondary e-mail feature. Select the display name for the secondary  
e-mail service from the Home Screen Display Name drop-down list.  
8. On the Send to Fax tab, select the Enable Send to Fax check box if you are using the  
fax feature. Make sure that via the Digital Sending service is selected in the Send  
Faxes drop-down list.  
9. On the Send to Folder tab, select the Enable Send to Folder check box if you are  
using this feature.  
10. On the Send to Workflows tab, select the Enable Send to Workflows check box if you  
are using workflows. In the Workflow Group drop-down box, select the group that  
contains the workflow menu and form that you want to use for this device.  
11. Click OK to save all of the changes.  
12. Click Apply to update the MFP Configuration settings.  
The settings are not propagated to the digital sender until you click the Apply button.  
NOTE  
To configure a group of digital senders or MFPs  
If you need to configure a group of digital senders or MFPs, you can configure them all at  
one time rather than one by one. To do this, hold down the Shift key or Ctrl key on your  
keyboard and then click on the devices you want to configure on the MFP Configuration  
tab. Then click Configure MFP to configure the entire group.  
The devices you select must all be of the same type. For example, they must be all digital  
senders, or all MFPs of a specific model type.  
NOTE  
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Click the Help button to get more information about the MFP Configuration tab.  
NOTE  
Log tab  
The Log tab shows the HP DSS activity log. This log contains all of the activities that the HP  
DSS service performs. The following information is included in the list for each log entry:  
Severity  
Event  
Date and Time  
Click the Details button to open a Details dialog box that provides additional information  
about the selected log event.  
Click the Help button to get more information about this tab.  
NOTE  
NOTE  
About tab  
The About tab provides HP DSS version information.  
Click the Help button to get more information about this tab.  
Testing the configuration  
After configuring all of the digital-sending features, you should test them on the digital  
sender. Verify that all of the enabled options appear on the digital-sender control-panel  
display. Then try each option to make sure that the document is successfully delivered to the  
correct location.  
Uninstalling the software  
Uninstall the HP DSS service software by using one of the following procedures.  
To uninstall the software with the uninstall program  
To uninstall the software from Windows 2000 or XP, you must log on with administrator  
privileges.  
NOTE  
1. Close all of the open programs.  
2. On the Start menu, point to Programs, point to Hewlett-Packard, point to HP MFP  
Digital Sending Software, and then click Uninstall.  
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Uninstalling the software  
35  
                 
3. In the Confirm Uninstall dialog box, click OK.  
4. The uninstall process removes the program from your computer. At the end of the  
process, you might have to restart your computer.  
To uninstall the software with Add or Remove Programs  
An alternate method for uninstalling the digital sender software is to use the Windows Add  
or Remove Programs method.  
1. Click Start, point to Settings, and then click Control Panel.  
2. Click Add or Remove Programs.  
3. Scroll through the list of software programs and click HP MFP Digital Sending Software.  
4. Click Remove.  
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Administering the digital sender  
3
This section provides information about the tools that you can use to administer the digital  
sender.  
Using the embedded Web server and HP Web Jetadmin  
The embedded Web server (EWS) and HP Web Jetadmin are two online tools that can be  
used to remotely administer the device.  
The embedded Web server  
This digital sender is equipped with an embedded Web server, which provides access to  
information about digital sending and network activities. When a Web server is "embedded,"  
that means that it resides on a hardware device (such as a digital sender) in the firmware,  
rather than as software that is loaded on a network server. The advantage of an embedded  
Web server is that it provides an interface to the device that anyone who has a network-  
connected computer and a standard Web browser can use. You do not need to install or  
configure any special software.  
Features  
Use the EWS to view the digital sender and network status and to manage digital sending  
functions from your computer. With the EWS, you can complete the following tasks:  
View digital-sender status information  
Determine the remaining life on the ADF Maintenance Kit  
View the control-panel menu configuration  
View device configuration reports  
Receive notification of digital-sender events  
Add or customize links to other Web sites  
Select the language in which to show the embedded Web server pages  
View and change network configuration  
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To view the EWS Web pages  
To view the EWS Web pages, you need to have the device's IP address. You can find the IP  
address in one of the two following ways:  
Go to the digital sender and look at the upper-left corner of the touchscreen. Next to the  
word Ready the IP address should appear.  
If the IP address does not appear on the touchscreen, press the MENU button on the  
control panel. Touch the INFORMATION menu, and then touch CONFIGURATION. The  
digital-sender configuration information appears on the touchscreen. Touch the OK  
button to see the Jetdirect data. Scroll through the information until you find the IP  
address.  
Open a Web browser and type the digital sender's IP address into the Address box to open  
the EWS Web page.  
You can gain access to the embedded Web server from any operating system that supports  
the TCP/IP protocol and a Web browser, preferably either Netscape Navigator 4.7x or  
Microsoft Internet Explorer 5.0x or later. You cannot view the embedded Web server pages  
from outside a firewall.  
NOTE  
Information pages  
The pages on the Information tab of the embedded Web server provide status information  
for the digital sender.  
Device Status page—This page shows the status message that currently appears on  
the device control panel.  
Configuration page—The digital-sender Configuration page lists device information  
that includes the serial number, and other information about the device. It also has an  
Options list that lists options that are installed in each DIMM slot, CompactFlash slot,  
and EIO slot. The Memory section of the page lists the digital-sender memory (RAM)  
information, and the Security section lists the status of the security features.  
Supplies Status page—This page shows the status of the ADF Maintenance Kit, and  
indicates how soon it needs to be replaced.  
Usage page—This page shows how many pages have been scanned by the device and  
how many pages have been scanned with the ADF and the flatbed.  
Device Information page—This page lists the device name for network management  
needs, and shows the IP address for the device.  
The device name can be edited on the Settings tab.  
NOTE  
Control Panel page—The Control Panel page shows a snapshot of the current state of  
the control panel. Click the Refresh Image button to refresh the snapshot.  
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Settings pages  
The pages on the Settings tab of the EWS contain a variety of digital-sender settings.  
Configure Device page—The options on this page are the same as some of the menus  
on the device control panel. Use this page to configure some of the digital-sending  
options.  
E-mail Server page—Use this page to set up the SMTP server that should be used to  
send digital sender e-mail alerts (set up on the Alerts page).  
Alerts page—Use this page to set up e-mail alerts for many digital-sender events.  
These alerts can be sent to a list of up to 20 e-mail, mobile device, or Web site  
destinations.  
AutoSend page—Use the AutoSend screen to send product-configuration and usage  
information periodically to your service provider. This feature establishes a relationship  
with Hewlett-Packard Company or another service provider to provide you with services  
that include support agreements and usage tracking.  
Security page—Use the Security page to set up a password to prevent unauthorized  
users from gaining access to device configuration settings. After a password has been  
set, any user opening the EWS Web page only sees the Information tab. To view the  
other tabs, you must click the Log In link in the upper right corner of the screen and log  
in using the password.  
For security reasons, it is strongly recommended that you set up a password to protect the  
digital sender EWS. This prevents unauthorized users from making configuration changes.  
See Controlling security for more information about security.  
NOTE  
Edit Other Links page—Use this page to add links to the Other Links box, which  
appears in the lower-left corner of the EWS Web pages.  
Device Information page—Use this page to change the device name, asset number,  
and company contact information.  
Language page—Use this page to specify the language that the EWS Web pages use.  
Date and Time page—Use this page to set the correct date and time for the device.  
Wake Time page—Wake Time can be set to wake the product up at a certain time on a  
daily basis. There can only be one wakeup setting per day; however, each day can have  
a different wakeup time. The sleep mode delay can also be set on this page.  
Digital sending pages  
The pages on the Digital Sending tab of the EWS control configuration of the digital-  
sending features. Because the digital sender uses the HP DSS service to carry out its digital  
sending tasks, it must be configured by using the HP MFP DSS Configuration Utility. This  
centralizes configuration tasks and helps control security. Therefore, you do not have access  
to any of the configuration settings on the Digital Sending tab as long as the digital sender  
is using the HP DSS service.  
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39  
     
Networking pages  
The pages on the Networking tab of the EWS provide information about the digital sender  
HP Jetdirect Inside embedded network connection and contain tools that you can use to  
configure some specific network settings.  
HP Web Jetadmin  
HP Web Jetadmin is a server-based online tool that system administrators can use to  
configure all of the printers and digital senders on their network. If you have a number of HP  
digital senders and printers, this is a useful tool for controlling and configuring them as a  
group rather than one by one. For supported host systems and available languages, and to  
download the software, go to http://www.hp.com/go/webjetadmin.  
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Chapter 3 Administering the digital sender  
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Using the control-panel menus  
The control-panel menus provide access to a wide variety of digital-sender settings. Some  
configuration settings can only be changed by using the control-panel menus.  
To view the control-panel menus, push the MENU button on the control panel.  
Information menu  
Use the Information menu to view some digital-sender configuration and statistical  
information.  
Item  
Explanation  
SHOW CONFIGURATION  
Shows the configuration information for the  
device. Click OK at the bottom of this screen to  
see the EIO/HP Jetdirect information.  
SUPPLIES STATUS  
SHOW USAGE  
Shows the remaining life for the ADF  
Maintenance Kit. See The ADF Maintenance Kit.  
Shows usage statistics for the number of pages  
that have passed through the ADF and the  
number of scans that have been done.  
To view these reports in a printable format, open them by using the EWS Web pages. See  
Information pages in the EWS section.  
NOTE  
Configure Device menu  
The administrator can use the control-panel Configure Device menu to configure the device  
directly from the control panel. This menu contains the following submenus:  
Originals  
Enhancement  
Sending  
System Setup  
I/O  
Resets  
Security  
Originals submenu  
These settings control the default settings that describe the original document. The user can  
change any of these settings at the time of scanning by using the control-panel interface.  
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Using the control-panel menus  
41  
             
Item  
Values  
Explanation  
PAPER SIZE  
EXECUTIVE  
LETTER  
A4  
Sets the paper size of the  
original document.  
The default setting is LETTER.  
A5  
LEGAL  
B5 (JIS)  
NUMBER OF SIDES  
1
2
Indicates whether one side or  
both sides of the original  
document are scanned. If 2 is  
selected, the ADF duplexer  
scans both sides. Or, if the  
original is placed on the glass,  
the device prompts the user to  
turn the page over after the first  
side is scanned.  
The default setting is 1.  
ORIENTATION  
PORTRAIT  
Indicates whether the default  
orientation of the content on  
the original is portrait (short  
edge at top) or landscape (long  
edge at top).  
LANDSCAPE  
The default is PORTRAIT  
CONTENT  
TEXT  
Describes the default content  
type of the original. Select  
PHOTO  
MIXED  
Photo if the original consists of  
graphic images, or Text if the  
image consists of text only.  
Select Mixed if the original  
contains both graphics and text.  
The default setting is MIXED.  
DENSITY  
0 through 8  
Specifies the default contrast  
and brightness of the scanned  
image. You can select from  
nine increments:  
0=lightest  
8=darkest  
The default setting is 4.  
Enhancement submenu  
These settings control the default settings for the enhancement options. The user can  
change these settings at the time of scanning by using the control-panel interface.  
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Item  
Values  
Explanation  
SHARPNESS  
0 through 4  
Specifies the default sharpness  
of the scanned image.  
0=minimum sharpness  
4=maximum sharpness  
The default setting is 2.  
BACKGROUND REMOVAL  
0 through 8  
Controls the default amount of  
background material from the  
original that is eliminated in the  
scanned image. Background  
removal is useful when you  
scan both sides and do not  
want the material on the first  
side to be visible on the second  
side.  
0=minimum background  
removal (more background is  
visible)  
8=maximum background  
removal (less background is  
visible)  
The default setting is 2.  
Sending submenu  
These settings control the default settings for sending the scanned image. The user can  
change the first four of these settings at the time of scanning by using the control-panel  
interface. The remainder of these settings are for setting the SMTP and LDAP gateways  
used by the device. It is recommended that these be set up with the HP MFP DSS  
Configuration Utility rather than at the control panel.  
Item  
Values or submenu items  
SCAN PREFERENCE  
Explanation  
E-MAIL  
Determines whether the  
document is scanned in color  
or black and white.  
The default setting is COLOR.  
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Using the control-panel menus  
43  
 
Item  
Values or submenu items  
FILE TYPE  
Explanation  
E-MAIL (cont.)  
Specifies the default file format  
of the e-mail attachment.  
.PDF  
.TIFF  
.MTIFF  
.JPEG  
The default setting is PDF.  
FILE SIZE  
Specifies the default  
compression of the file, which  
determines the file size.  
SMALL  
STANDARD  
LARGE  
The default setting is  
STANDARD.  
RESOLUTION  
Specifies the default resolution  
of the scanned image. A lower  
dpi results in a smaller file size,  
but image quality is affected.  
75 DPI  
150 DPI  
200 DPI  
300 DPI  
The default setting is 150 DPI  
ADDRESS VALIDATION  
FIND SEND GATEWAYS  
Enables the device to validate  
e-mail syntax. Valid e-mail  
addresses require the @ sign  
and a period (".").  
The default setting is ON.  
The device searches the  
network for SMTP and LDAP  
gateways that it can use to  
send e-mail.  
SMTP GATEWAY  
LDAP GATEWAY  
The IP address of the SMTP  
server used to send e-mail.  
The IP address of the LDAP  
gateway that is being used for  
looking up e-mail address  
information.  
TEST SEND GATEWAYS  
Tests the configured gateways  
to see if they are functional.  
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Item  
Values or submenu items  
LDAP SETTINGS  
Explanation  
E-MAIL (cont.)  
These are the settings that are  
necessary for contacting the  
LDAP server. The settings  
include the following items:  
LDAP Search Root  
LDAP Logon Method  
LDAP Username  
LDAP Password  
REPLICATE MFP  
None  
This item copies the local Send  
settings from one MFP or  
digital sender to another. This  
menu item only appears if the  
digital sender is not connected  
to the HP DSS service. Send  
settings can also only be  
copied to devices that are not  
using the HP DSS service.  
Gateway and LDAP settings are generally set up by using the HP DSS Configuration  
software rather than at the control panel. See Configuring HP DSS.  
NOTE  
System setup submenu  
These settings control the digital-sender system configuration.  
Item  
Values or submenu items  
Explanation  
DATE/TIME  
DATE FORMAT  
DATE  
Sets the format of the date and  
time and presents a wizard  
interface to set the current date  
and time.  
TIME FORMAT  
TIME  
SHOW ADDRESS  
AUTO  
OFF  
Controls whether or not the  
device IP address appears on  
the home screen (next to  
"Ready").  
The default setting is AUTO.  
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Using the control-panel menus  
45  
 
Item  
Values or submenu items  
Explanation  
SLEEP DELAY  
1 MINUTE  
Sets how long the device  
remains idle before it enters  
Sleep mode. Sleep mode  
minimizes the amount of power  
that the device consumes when  
it is idle, and reduces wear on  
the digital-sender electronic  
components (by turning off the  
display backlight).  
15 MINUTES  
30 MINUTES  
45 MINUTES  
60 MINUTES  
90 MINUTES  
2 HOURS  
The default setting is 60  
MINUTES.  
4 HOURS  
SEND SETTINGS  
INACTIVITY TIME OUT  
This is the amount of time  
before the device resets to  
default settings after a period of  
inactivity on the control panel. It  
is a range from 10 to 300  
seconds.  
The default setting is 60.  
AUTO SETTINGS RESET  
TIMEOUT AFTER SEND  
Controls whether or not the  
device automatically resets to  
default settings as soon as the  
user initiates a job.  
The default setting is OFF.  
This is the length of time after  
the user initiates a send job  
that the device waits before it  
returns to its default settings. It  
is a range from 10 to 300  
seconds.  
The default setting is 10.  
SCAN AHEAD  
A send job can be scanned  
even if the device is busy  
sending another job. The job is  
scanned and held until it can  
be sent.  
The default setting is ON.  
AUDIBLE FEEDBACK  
Controls whether or not the  
control panel provides a sound  
when the user selects an item.  
The default setting is ON.  
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Item  
Values or submenu items  
Explanation  
WAKE TIME  
MONDAY  
Sets the time that the device  
automatically comes out of  
Sleep mode. This feature can  
be set for a different time for  
each day of the week. This  
setting is off by default.  
TUESDAY  
WEDNESDAY  
THURSDAY  
FRIDAY  
SATURDAY  
SUNDAY  
LANGUAGE  
A list of the available control-  
panel languages appears.  
Sets the language of the  
control panel.  
The default setting is ENGLISH.  
I/O submenu  
These settings control the input and output port configuration.  
Item  
Values or submenu items  
Explanation  
I/O TIMEOUT  
5 to 300  
Use this to select the Input/  
Output (I/O) timeout period in  
seconds. The I/O timeout refers  
to the time that the device waits  
before ending a job.  
The default setting is 15.  
FIND SEND GATEWAYS  
SMTP GATEWAY  
None  
Initiates a search to find a valid  
SMTP server and a valid LDAP  
server on the network.  
IP address  
IP address  
The IP address of the SMTP  
server that processes the  
e-mail sent by the digital sender.  
LDAP GATEWAY  
The IP address of the LDAP  
server that provides the  
address book for the e-mail  
service.  
EMBEDDED JETDIRECT  
MENU  
See the following table.  
This submenu contains all of  
the device network settings.  
EIO 1 ENU  
NOVELL  
DLC/LLC  
IPX/SPX  
TCP/IP  
This menu does not appear  
unless you have a card  
installed in the EIO slot. This  
menu controls the  
communication protocols for  
the EIO card. The actual  
content of the EIO menu  
depends on the card that is  
installed.  
ETALK  
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Using the control-panel menus  
47  
 
Item  
Values or submenu items  
Explanation  
TEST SEND GATEWAYS  
None  
This tests the configured SMTP  
and LDAP gateways to see if  
they are functional.  
Embedded Jetdirect submenu  
The Embedded Jetdirect submenu under the I/O menu contains all of the digital-sender  
network settings.  
Item  
Options  
Values  
Explanation  
TCP/IP  
ENABLE  
ON  
Use this item to enable or  
disable the TCP/IP protocol.  
OFF  
HOST NAME  
None  
This is an alphanumeric  
string, up to 32 characters,  
that identifies the device. This  
name is listed on the Jetdirect  
configuration page. The  
default host name is  
NPIxxxxxx, where xxxxxx is  
the last six digits of the LAN  
hardware (MAC) address.  
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Item  
Options  
Values  
Explanation  
TCP/IP (cont.)  
CONFIG METHOD  
BOOTP  
DHCP  
Use BOOTP (Bootstrap  
Protocol) for automatic  
configuration from a BootP  
server.  
AUTO IP  
MANUAL  
Use DHCP (dynamic host  
configuration protocol) for  
automatic configuration from  
a DHCP server. If this option  
is selected and a DHCP lease  
exists, the DHCP RELEASE  
and DHCP RENEW menu  
items are available to set  
DHCP lease options.  
Select AUTO IP to use  
automatic link-local IP  
addressing. An address in the  
form 169.254.x.x is  
automatically assigned.  
If you select Manual, use the  
MANUAL SETTINGS menu  
to configure the TCP/IP  
parameters.  
DHCP RELEASE  
DHCP RENEW  
NO (default)  
YES  
If you select NO, the current  
DHCP lease is saved. If you  
select YES, the current  
DHCP lease along with the  
leased IP address are  
released.  
NO (default)  
YES  
If you select NO, the device  
does not request to renew the  
DHCP lease. If you select  
YES, the device requests to  
renew the current DHCP  
license.  
MANUAL SETTINGS IP ADDRESS  
SUBNET MASK  
Fill in the network settings for  
the device. The IDLE  
TIMEOUT is the time period,  
in seconds, after which an  
idle TCP connection is  
closed. The default is 270  
seconds.  
SYSLOG SERVER  
DEFAULT GATEWAY  
IDLE TIMEOUT  
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Using the control-panel menus  
49  
Item  
Options  
Values  
Explanation  
TCP/IP (cont.)  
DEFAULT IP  
AUTO IP  
LEGACY  
If AUTO IP is selected, a link-  
local IP address 169.254.x.x  
is set. If LEGACY is selected,  
the address 192.0.0.192 is  
set, consistent with older  
HP Jetdirect products.  
PRIMARY DNS  
None  
None  
Specify the IP address of the  
primary Domain Name  
System (DNS) server.  
SECONDARY DNS  
ENABLE  
Specify the IP address of the  
secondary DNS server.  
IPX/SPX  
ON  
Enables or disables the IPX/  
SPX protocol.  
OFF  
FRAME TYPE  
AUTO  
The AUTO selection  
automatically sets and limits  
the frame type to the first one  
that is detected. Select AUTO  
or one of the other frame type  
selections for Ethernet  
networks.  
EN_8023  
EN_11  
EN_8022  
EN_SNAP  
APPLETALK  
DLC/LLC  
ENABLE  
ENABLE  
ON  
Enables or disables the  
Appletalk protocol.  
OFF  
ON  
Enables or disables the DLC/  
LLC protocol.  
OFF  
SECURE WEB  
HTTPS REQUIRED  
HTTPS OPTIONAL  
None  
The HTTPS REQUIRED  
setting requires secure  
HTTPS access to the  
embedded Web server.  
HTTPS OPTIONAL allows  
either HTTP or HTTPS  
access to the embedded Web  
server.  
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Chapter 3 Administering the digital sender  
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Item  
Options  
Values  
Explanation  
DIAGNOSTICS  
LOOPBACK TEST  
CAUTION  
YES  
NO  
Select YES to initiate the  
loopback test.  
Loopback verifies that TCP/IP  
is installed and correctly  
configured on the local  
device. If a reply is returned  
then you know that the TCP/  
IP stack is functioning  
correctly.  
This test erases  
your TCP/IP  
configuration.  
PING TEST  
DEST IP  
Fill in each of the settings  
before performing the ping  
test. The ping test verifies  
end-to-end connectivity by  
sending an Internet Control  
Message Protocol packet to  
see if a destination host is  
responding.  
PACKET SIZE  
TIMEOUT  
COUNT  
PRINT RESULTS  
EXECUTE  
DEST IP specifies the IP  
address of the remote host.  
PACKET SIZE specifies the  
size of each packet, in bytes,  
to be sent to the remote host.  
The minimum (and default) is  
64 and the maximum is 2048.  
TIMEOUT specifies the  
length of time, in seconds, to  
wait for a response from the  
remote host. The default is 1  
and the maximum is 100.  
COUNT specifies the number  
of test packets to send for this  
test. Select a value from 1 to  
100. To configure the test to  
run continuously, select 0.  
The PRINT RESULTS option  
does not apply to the digital  
sender.  
Select EXECUTE and then  
select YES to initiate the ping  
test.  
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Using the control-panel menus  
51  
Item  
Options  
Values  
Explanation  
DIAGNOSTICS  
(cont.)  
PING RESULTS  
PACKETS SENT  
These menu items show the  
results of the ping test.  
PACKETS  
RECEIVED  
PACKETS SENT and  
PACKETS RECEIVED show  
the number of packets sent to  
and received from the remote  
host since the most recent  
test was initiated or completed.  
PERCENT LOST  
RTT MIN  
RTT MAX  
RTT AVE  
PERCENT LOST shows the  
percent of ping test packets  
that were sent with no  
response from the remote  
host.  
PING IN PROCESS  
REFRESH  
RTT MIN, MAX and AVE list  
the minimum, maximum and  
average round-trip-time  
(RTT), from 0 to 4096  
milliseconds, for packet  
transmission and response.  
PING IN PROGRESS  
indicates whether or not a  
ping test is in progress.  
Select REFRESH to update  
the ping test data with current  
results.  
RESET SECURITY  
LINK SPEED  
NO  
None  
None  
Sets the current security  
settings back to the factory  
defaults. Select YES to reset  
the security settings.  
YES  
AUTO  
Select AUTO to automatically  
configure the device to match  
the network's link speed. If  
the Auto setting fails, it is set  
to 100TX Half.  
10T HALF  
10 T FULL  
100TX HALF  
100TX FULL  
If you would rather select the  
link speed manually, select  
one of the four options.  
Resets submenu  
This menu contains reset commands for some digital-sender settings.  
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Chapter 3 Administering the digital sender  
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Item  
Values  
Explanation  
RESTORE FACTORY  
SETTINGS  
None  
This item resets the  
parameters and the user-set  
defaults to their factory  
defaults. It also clears the input  
buffer for the active I/O. This  
reset should be used with  
caution.  
SLEEP MODE  
OFF  
ON  
Use this setting to turn Sleep  
Mode on and off. If Sleep Mode  
is off the device never enters  
power save mode.  
The default setting is ON.  
LOCK CARRIAGE  
None  
The Lock Carriage menu item  
moves the carriage into a  
position where it can be locked.  
Select this menu item if you are  
unable to engage the Scanner  
sender for the location of the  
Scanner Lock.  
CLEAR ADDRESS BOOK  
None  
This removes all addresses  
from the local Address Book.  
CLEAR DOCUMENT FEEDER NO  
Use this menu item to clear the  
Order Document Feeder Kit  
and Replace Document  
MESSAGE  
YES  
Feeder Kit warning messages.  
The Order Document Feeder  
Kit message appears  
approximately one month  
before the ADF kit needs to be  
replaced. The Replace  
Document Feeder Kit appears  
at end of life (maintenance  
interval). This menu item only  
appears when one of the  
messages has appeared on the  
control panel. Set it to YES to  
hide the warning message.  
RESET SUPPLIES  
NEW DOCUMENT FEEDER  
KIT  
This menu item resets the  
Document Feeder Kit  
maintenance interval after a  
new kit has been installed. Set  
this menu item to YES after  
installing a new kit.  
Diagnostics menu  
The Diagnostics menu contains the following items.  
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Using the control-panel menus  
53  
   
Item  
Values or submenu items  
Explanation  
SHOW EVENT LOG  
None  
Selecting this item shows the  
most recent events first, up to  
the last 50 occurrences. The  
log appears in the control-panel  
display.  
CALIBRATE SCANNER  
SCANNER TESTS  
None  
Select this item to begin the  
scanner calibration process.  
instructions.  
LOWER LAMP  
These are tests to make sure  
that the scanner components  
are functioning correctly. In  
most cases, the test turns on  
the selected scanner  
SENSORS  
UPPER LAMP  
SHUTTER SOLENOID  
WEIGHT SOLENOID  
ADF OUTPUT MOTOR  
ADF INPUT MOTOR  
ADF INPUT REVERSE  
FLATBED MOTOR  
ADF READ MOTOR  
ADF READ MOTOR REVERSE  
ADF DUPLEX SOLENOID  
ADF LED INDICATOR  
component and then asks the  
user to verify that it is on.  
CONTROL PANEL  
LED'S  
This test turns each LED on  
and off in order to verify  
functionality.  
DISPLAY  
Shows test patterns on the  
display.  
BUTTONS  
Instructs you to press each  
control-panel button and verify  
its functionality.  
TOUCHSCREEN  
Divides the display into  
squares of a grid. You are then  
instructed to touch each square  
and see if the touch was  
detected.  
Service menu  
The Service menu is locked and can only be opened by a service technician.  
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Controlling security  
The most basic security feature of the digital sender is its ability to require a network login  
before a user can gain access to digital sending functions. This prevents unauthorized users  
from walking up to the device and sending documents. It is highly recommended that you  
enable authentication when configuring the digital sender. See Authentication tab.  
For users who are concerned about e-mail security, the digital sender comes with a secure  
e-mail option. A number of third-party software vendors offer services for secure e-mail  
delivery. The Secondary E-mail feature is designed to work with one of these third-party  
software programs for users who require an extra measure of data security. It differs from  
the regular e-mail feature in that the data between the device and the HP DSS server is  
encrypted. An rfc822-compliant e-mail message that includes the scanned data as an  
attachment is created in a folder on the HP DSS server. The third-party software program,  
which is monitoring this folder, processes the e-mail message and sends it out in a secure  
manner.  
To restrict software access  
In order to keep the digital sender secure, you must also restrict access to the software  
programs that can be used to configure the device. By default, the digital-sending  
configuration options in the embedded Web server (EWS) are disabled when the digital  
sender begins using the HP DSS service. The digital sender can then only be configured by  
using the HP MFP DSS Configuration Utility. This centralizes configuration tasks and helps  
control security. You should make sure that the HP DSS is installed on a secure server and  
that the HP MFP DSS Configuration Utility cannot be used by unauthorized users.  
In addition, you can also set a password in EWS to prevent access to the device-settings  
tabs. After the password has been set, users can only see the EWS Information tab. See  
the information about the Security page in the EWS Settings pages section.  
The final software program that can be used to control the digital sender is the HP Web  
Jetadmin program. This program can also be configured to require a password before any  
changes can be made. It should also be installed on a secure server and should be  
protected from unauthorized use.  
Security lock  
The security lock is a mechanical lock that prevents the removal of internal device  
components. The lock used is a third-party computer lock such as the ones that are used to  
secure laptop computers. Purchase the lock separately, and then install it on the product in  
the location shown in this figure.  
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Controlling security  
55  
           
Working with address books  
One of the roles of the digital-sender administrator is to maintain the public and private  
address books on the device.  
Clearing HP 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 individual  
HP DSS address book. Otherwise, the addresses are stored in a public HP DSS address  
book. HP DSS address books are available to every digital sender or MFP that the HP DSS  
server supports. If the addresses contained in these address books are no longer needed,  
you can clear any or all of the HP DSS address books by clicking the Clear button on the  
Addressing tab in the HP MFP DSS Configuration utility.  
Authentication and address book availability  
Addresses entered directly by the user are saved differently depending on whether the user  
has been authenticated at the control panel.  
Authenticated: Saved to a “Personal” address book.  
Not Authenticated: Saved to a “Guest” address book. All non-authenticated users will  
see the contents of the “Guest” address book.  
E-mail addresses stored in Outlook contacts are available to the authenticated user.  
E-mail addresses typed directly at the control panel are cached in a private address book.  
Personal address books  
HP DSS accesses an authenticated user’s personal e-mail addresses stored in their Outlook  
contacts folder. The digital sender displays a list of personal e-mail addresses combined with  
addresses from other available public address books.  
Personal address book availability has the following requirements: Windows authentication  
must be enabled on the digital sender (Novell is not supported), and the HP DSS server  
must have an MAPI-compliant e-mail client installed.  
NOTE  
Local address book preservation  
E-mail addresses typed directly at the control panel of a digital sender that is not connected  
to HP DSS are stored in a local address book. When the digital sender is added to HP DSS,  
the local address book is imported into a “Guest” address book stored on the HP DSS  
server. This address book combines all of the address books of the digital senders and  
MFPs that have been added, making previously cached email addresses available from any  
digital sender or MFP.  
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Chapter 3 Administering the digital sender  
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The digital sender control panel provides the user with a choice between two views of the  
address book: “All” and “Personal.” The “Personal” view is provided when the user has been  
authenticated. Each view presents to the user a single sorted list of e-mail addresses  
merged from all address books currently active in that view. The following table shows which  
of the address books are merged in each view.  
Dynamic LDAP  
Enabled  
Authentication  
Enabled  
View “Local”  
View “Personal”  
No  
No  
Guest, Global  
Guest  
(Replicated LDAP/  
ABM), Public  
Distribution List  
No  
Yes  
Private, Personal,  
Personal Distribution  
List, Guest, Global  
(Replicated LDAP/  
ABM), Public  
Private, Personal,  
Personal Distribution  
List, Guest  
Distribution List  
Yes  
Yes  
No  
Guest, Dynamic LDAP Guest  
Yes  
Private, Personal,  
Personal Distribution  
List, Guest, Dynamic  
LDAP  
Private, Personal,  
Personal Distribution  
List, Guest  
Private  
The Private address book is unique to each authenticated user and provides the user a  
place to store (add and delete) e-mail addresses entered from the digital sender control  
panel. The Private address book is accessible by the user from any digital sender or MFP  
that is configured to use authentication for send-to-e-mail.  
Personal  
The Personal address book is unique to each authenticated user and is a copy of the user’s  
Microsoft Exchange Contact database. The e-mail addresses from the user’s contact list are  
loaded into the Personal address book and the contact lists are loaded into the Personal  
distribution list. The loading of these addresses and lists are initiated when the user  
becomes authenticated.  
Personal distribution list  
Personal distribution lists are named lists of e-mail addresses obtained from the Microsoft  
Exchange Server as Contact Lists and maintained in the Personal address book.  
Guest  
The Guest address book provides unauthenticated users a place to store (add and delete)  
email addresses entered from the digital sender control panel. The Guest address book is  
accessible by all users from any digital sender or MFP that is configured to use the Digital  
Send Service.  
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Working with address books  
57  
Global (Replicated LDAP/ABM)  
The digital sender can be configured to import address book records from an LDAP server.  
The Global address book populated from LDAP is commonly referred to as Replicated LDAP.  
The HP Address Book Manager software provides functionality to populate the Global  
address book directly from user input or from files generated from other databases. See the  
Address Book Manager section below.  
Public distribution list  
A Public distribution list is a named list of e-mail addresses created or imported by the  
Address Book Manager and maintained in the Global address book.  
Address Book Manager  
The main purpose of the Address Book Manager is to give the administrator a way to create  
and change the e-mail address books stored in the HP Digital Sending Software. You must  
be an administrator to use the Address Book Manager.  
Specifically, you can use the Address Book Manager to accomplish the following tasks:  
View, add, change, and delete information in the public address books  
View, add, change, and delete information in the private address books of authenticated  
users  
Address Book Manager must be installed separately. Insert the HP DSS program CD,  
browse to the ABM folder and run SETUP.EXE.  
NOTE  
Follow these instructions to open the Address Book Manager:  
1. From your computer, click Start, and then point to Programs. Point to Hewlett-  
Packard, and then click HP Address Book Manager. The Address Book Manager  
window appears.  
2. In the Digital Sender name field, type the DNS name or IP address for the HP DSS  
server, or choose a previously entered DNS name or IP address from the drop-down list.  
3. In the User name field, type ADMINISTRATOR.  
4. In the User password field, type your password (if one is required) and click OK. If all of  
the information is valid, the ABM main window appears.  
Using the activity log  
The device keeps a record of all digital-sending events in an activity log. Up to 1,024 entries  
are stored in the activity log. New events overwrite the oldest events.  
Icons appear in the activity log to identify the type of message:  
Information—No action required  
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Warning—Indicates a failure of some kind that might require action.  
Error—Indicates a problem that requires administrator intervention and possibly a call  
to an HP-authorized dealer.  
The following events are recorded in the device activity log:  
Each digital sending job (for all types of destinations)  
Success or failure of an activity  
Shutdown and restart  
Deletion of address book contents  
System errors  
The following information is recorded about each event:  
User  
Date and time  
Time  
Supplementary details (such as list of destinations, size and number of pages, and  
format)  
Description of event  
Severity of event (information, warning, error)  
Three different activity logs can be viewed:  
The HP DSS server log—Open the HP MFP DSS Configuration program and click the  
Log tab to see the HP DSS server log. This shows the activity log for the HP DSS  
service. Clicking the Details button opens a Details dialog box that provides additional  
information about the selected log event. Clicking the Clear button clears the log.  
Digital-sender activity log—Open the HP MFP DSS Configuration program and click  
the MFP Configuration tab. Select the digital sender in the MFP list, and then click  
Configure MFP. Click the Log tab to see the activity log for the selected device. You  
can click the Clear button on the Log tab to clear the device activity log. See Digital-  
sender event log messages for an explanation of event log messages.  
Control-panel event log—Press the MENU button on the control panel and then touch  
the DIAGNOSTICS menu. Touch SHOW EVENT LOG. This shows the 50 most recent  
events for this device.  
Clearing the log is useful if you are troubleshooting problems. After you clear the log, entries  
reflect only current conditions. Clearing the log is also useful when you have made major  
configuration changes.  
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Using the activity log  
59  
Upgrading the firmware  
The HP 9200C Digital Sender features remote firmware update (RFU) capability. Use the  
following steps for remotely upgrading digital-sender firmware. These steps are explained in  
more detail in the following sections.  
1. Determine the current level of firmware installed on the device.  
2. Go to the Web site and find out whether a new version is available. If it is, download the  
latest firmware to your computer.  
3. Download the new firmware to the device.  
Determining the current level of firmware  
To determine the current level of firmware, view the configuration page on the digital-sender  
control panel. To view the configuration page, follow these instructions.  
1. On the control panel, press the MENU button to open the menus.  
2. Select the INFORMATION menu.  
3. Select VIEW CONFIGURATION.  
4. Scroll to the configuration section marked Device Information to find the firmware date  
code. The firmware date code looks something like this: 20030502 05.003.0  
Downloading the new firmware from the HP Web site  
To find the most recent firmware upgrade for the digital sender, go to http://www.hp.com/  
go/9200c_firmware. This page also contains instructions for how to download the new  
firmware version.  
Download the new firmware version from the web site and then use one of the following  
methods to update the digital sender firmware.  
Using FTP to upgrade the firmware on a direct network  
connection  
The device must be in a "ready" state to receive an .RFU file update. Any jobs that are  
ahead of the RFU job in the queue are completed before the update is processed.  
The elapsed time for an update depends on the I/O transfer time, as well as the time that it  
takes for the device to reinitialize. The I/O transfer time depends on a number of things,  
including the speed of the host computer that is sending the update. If the remote firmware  
update process is interrupted before the firmware is downloaded (while Receiving Upgrade  
appears on the control-panel display), the firmware file must be sent again. If power is lost  
during the flash DIMM update (while the Performing Upgrade message appears on the  
control-panel display), the update is interrupted and the message Resend Upgrade appears  
(in English only) on the control-panel display.  
Follow these instructions to perform the upgrade by using FTP.  
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The firmware update involves a change in the format of nonvolatile random-access memory  
(NVRAM). Any menu settings that are changed from the default settings might return to  
default settings and must be changed again if you want settings that are different from the  
defaults.  
NOTE  
1. If you do not already have it, get the TCP/IP address of the digital sender from the EIO  
Jetdirect page. The HP Jetdirect page is the second page that you see when viewing the  
configuration page on the control panel.  
Before connecting to the digital sender, make sure that it is not in Sleep mode. Also make  
sure that any error messages are cleared from the control-panel display.  
NOTE  
2. Open a command window on your computer.  
3.  
Type: ftp <TCP/IP ADDRESS>. For example, if the TCP/IP address is 192.168.0.90,  
type ftp 192.168.0.90.  
4. Press Enter on the keyboard.  
5. When prompted for the user name, press Enter.  
6. When prompted for the password, press Enter.  
7.  
Type binat the command prompt.  
8. Press Enter. The message 200 Types set to I, Using binary mode to transfer files  
appears in the command window.  
9.  
Type put <FILENAME>, where <FILENAME> is the path to the .RFU file that was  
downloaded from the Web. For example, type put C:\LJ\3500FW.RFU, and then  
press Enter.  
If the file name or path includes a space, you must enclose the file name or path in quotation  
NOTE  
marks. For example, type put "C:\MY DOCUMENTS\LJ\3500FW.RFU"  
The following series of messages appears in the command window:  
200 PORT command successful  
150 Opening BINARY mode data connection  
226 Ready  
226 Processing Job  
226 Transfer complete  
Then, a message containing transfer-speed information appears.  
10. The download process begins and the firmware is updated on the device. This can take  
about five minutes. Let the process finish without further interaction with the device or  
computer.  
The digital sender automatically restarts the firmware after processing the upgrade.  
NOTE  
11.  
12.  
At the command prompt, type byeto exit the ftp command.  
At the command prompt, type exitto return to the Windows interface.  
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Upgrading the firmware  
61  
Using HP Web Jetadmin to upgrade the firmware  
This procedure requires that you have HP Web Jetadmin Version 7.0 or later installed (see  
HP Web Jetadmin). Complete the following steps to update a single device through HP Web  
Jetadmin after downloading the .RFU file from the HP Web site.  
1. Start HP Web Jetadmin.  
2. Open the Device Management folder in the drop-down list in the Navigation panel.  
Navigate to the Device Lists folder.  
3. Expand the Device Lists folder and select All Devices. Locate the digital sender that  
you want to update in the list of devices, and then click to select it.  
4. Locate the drop-down box for Device Tools in the upper-right corner of the window.  
Select Update Printer Firmware from the action list.  
5. Click Browse under Upload New Firmware Image and navigate to the location of  
the .RFU file that you downloaded from the Web at the start of this procedure. Select the  
file.  
6. Click Upload to move the .RFU file to the correct location on the HP Web Jetadmin  
server. After the upload is complete, the browser window refreshes.  
7. Select the new .RFU date code from the Select New Firmware Version drop-down  
menu.  
8. Click Update Firmware Now. HP Web Jetadmin sends the selected .RFU file to the  
device. The digital-sender control panel shows messages that indicate the progress of  
the upgrade. At the end of the upgrade process, the digital sender restarts the firmware.  
Upgrading the HP Jetdirect Inside firmware  
The HP Jetdirect Inside network interface in the device has firmware that can be upgraded  
separately from the digital-sender firmware. This procedure requires that you have HP Web  
Jetadmin Version 6.2 or greater installed (see HP Web Jetadmin). Complete the following  
steps to update the HP Jetdirect firmware with HP Web Jetadmin.  
1. Open the Web Jetadmin program.  
2. Open the Device Management folder in the drop-down list in the Navigation panel.  
Navigate to the Device Lists folder.  
3. Select the device that you want to update.  
4. In the Device Tools drop-down list, select Jetdirect Firmware Update.  
5. Under Jetdirect firmware version the Jetdirect model number and current firmware  
version are listed. Make a note of these.  
7. Scroll down to the list of Jetdirect model numbers and find the model number that you  
wrote down.  
8. Look at the current firmware version for the model, and see if it is later than the version  
that you wrote down. If it is, right-click on the firmware link, following the instructions on  
the Web page to download the new firmware file. The file must be saved into <drive>:  
\PROGRAM FILES\HP WEB JETADMIN\DOC\PLUGINS\HPWJA\FIRMWARE  
\JETDIRECT on the computer that is running the HP Web Jetadmin software.  
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9. In Web Jetadmin, return to the main device list and select the digital sender again.  
10. In the Device Tools drop-down list, select Jetdirect Firmware Update again.  
11. On the Jetdirect firmware page, the new firmware version appears under Jetdirect  
Firmware Available on HP Web Jetadmin. Click the Update Firmware Now button to  
update the Jetdirect firmware.  
Maintaining the hardware  
Maintaining the digital sender can include cleaning, replacing parts, and calibrating the  
digital-sender scanner.  
Cleaning the digital sender  
To maintain the scan quality, clean the device only if the ADF or glass is visibly marked or  
dirty, or if you are experiencing a decrease in the scan quality (such as streaking). Clean the  
outside of the device with a water-dampened cloth. Clean the inside with only a dry, lint-free  
cloth. Observe all warnings and cautions in the following cleaning tasks.  
To clean the glass  
Clean the glass only if dirt is visible, or if you see poor scan quality (such as streaking).  
Clean the glass surface by wiping it gently with a clean, damp, lint-free cloth. Use an  
ammonia-based surface cleaner to dampen the cloth.  
Do not pour or spray liquids directly onto the glass. Do not press hard on the glass surface,  
as this could break the glass.  
CAUTION  
CAUTION  
To clean the touchscreen  
Clean the touchscreen when needed to clear away fingerprints or dust build-up. To clean it,  
wipe the touchscreen gently with a clean, water-dampened, lint-free cloth.  
Use water only. Solvents or cleaners can damage the touchscreen. Do not pour or spray  
water directly onto the touchscreen.  
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To clean the ADF delivery system  
1. Lift the top part of the digital sender.  
2. Locate the white, vinyl ADF backing.  
3. Locate the white, vinyl calibration strips.  
4. Clean the ADF backing and the calibration strips by wiping them with a clean, damp, lint-  
free cloth. Use an ammonia-based surface cleaner to dampen the cloth.  
5. Close the top of the digital sender.  
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To clean the ADF rollers  
You should clean the rollers in the ADF if you are experiencing misfeeds or if your originals  
show marks as they exit the ADF.  
Cleaning the rollers too frequently could introduce dust into the device.  
1. Open the ADF.  
CAUTION  
2. Locate the rollers near the vinyl calibration strips.  
3. Wipe the rollers gently with a clean, water-dampened, lint-free cloth.  
Do not pour water directly onto the rollers. Doing so might damage the device.  
4. Close the ADF.  
CAUTION  
5. Push the release button to open the ADF cover.  
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Maintaining the hardware  
65  
   
6. Locate the rollers.  
7. Wipe the rollers with a clean, water-dampened, lint-free cloth.  
Do not pour water directly onto the rollers. Doing so might damage the device.  
8. Locate the separation pad.  
CAUTION  
9. Wipe the pad with a clean, water-dampened, lint-free cloth.  
10. Close the ADF cover.  
Replacing the mylar sheet  
If you start to see vertical streaks on the scanned images, as shown in the figure below, you  
might need to replace the mylar sheet at the base of the ADF. The device ships with an  
envelope containing three extra mylar sheets and installation instructions. The envelope is in  
a pocket behind the ADF vinyl backing, as shown in the following figure.  
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C
C
C
C
A
a
A
a
A
a
A
a
A
a
B
B
B
B
c
c
c
c
c
b
b
b
b
B C  
b
Follow the instructions that come in the envelope to replace the mylar sheet.  
If necessary, you can order extra mylar sheet replacement kits from you HP sales  
representative. The HP part number is Q6496A.  
NOTE  
Diagnostics  
Diagnostic tests can be run from the control panel to validate the hardware operation.  
LED test  
Follow these instructions to test the functionality of the control-panel LEDs.  
1. Press the MENU button on the control panel and select the DIAGNOSTICS menu.  
2. Select CONTROL PANEL, and then select the LEDs test. The LEDs test turns each  
LED on and off in order to verify its functionality.  
Display test  
Follow these instructions to test the functionality of the control-panel display.  
1. Press the MENU button on the control panel and select the DIAGNOSTICS menu.  
2. Select CONTROL PANEL, and then select the DISPLAY test. The display test shows  
test patterns on the control-panel display.  
Buttons test  
Follow these instructions to test the functionality of the control-panel buttons.  
1. Press the MENU button on the control panel and select the DIAGNOSTICS menu.  
2. Select CONTROL PANEL, and then select the BUTTONS test. The buttons test asks  
you to press each control-panel button to test its functionality.  
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67  
         
Touchscreen test  
Follow these instructions to test the functionality of the control-panel touchscreen.  
1. Press the MENU button on the control panel and touch the DIAGNOSTICS menu.  
2. Touch CONTROL PANEL, and then touch TOUCHSCREEN. The touchscreen test  
divides the screen into a grid and then asks you to touch each section of the grid to test  
its functionality.  
Calibrating the scanner  
The purpose of the scanner calibration process is to compensate for offsets in the scanner  
imaging system (carriage head) for ADF and flatbed scans. Because of mechanical  
tolerances, the scanner carriage head might not read the position of the image accurately.  
During the calibration procedure, scanner offset values are calculated and stored. The offset  
values are subsequently used when producing scans so that the correct portion of the  
scanned image is obtained by either adding or subtracting the number of pixels that are  
indicated in the offset from the lines or rows of the image.  
Scanner calibration should only be carried out if you notice offset problems with the scanned  
images. The scanner is calibrated before it leaves the factory and normally should not need  
to be calibrated again.  
Before calibrating the scanner, you must print the calibration target on a printer.  
To print the calibration target  
1. Go to the http://www.hp.com/go/9200c_scanner_cal Web page and follow the  
instructions to download the calibration target. The calibration target file is also available  
on the documentation CD-ROM that came with the device. The file name is  
CALIBRATION.PDF.  
2. Print the target on any HP LaserJet printer or another available, laser-quality printer.  
a. Place letter or A4 paper in tray 1 (or the multipurpose tray) and adjust the side guides.  
b. Print the first pass of the calibration target.  
c. Return the first pass of the calibration target to tray 1 so that the arrows are facing  
into the printer.  
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d. Print the second pass. The final calibration target must look like the following figure.  
If the calibration target does not look like the figure shown here, the calibration process will  
fail and the quality of the digital-sender scans will be degraded. The black areas must  
extend completely to the edges of the page. If they do not, use a black magic marker  
to extend the black areas to the edges of the page.  
CAUTION  
If you have problems printing the calibration target, try using a different printer.  
To calibrate the scanner  
1. Take the calibration target to the digital sender.  
2. Place it into the scanner ADF face-up and adjust the side guides.  
3. Press the MENU button and touch DIAGNOSTICS, and then touch CALIBRATE SCANNER.  
4. After the calibration target has passed through the ADF once, reposition it in the ADF in  
the opposite direction. After the second pass, the calibration is complete.  
The ADF Maintenance Kit  
The device notifies you when it is time to replace the ADF Maintenance Kit by showing a  
message on the control-panel display. You can view the remaining life of the Maintenance  
Kit at any time by pressing the STATUS button on the control panel or visiting the EWS  
Supplies Status page (see Information pages). Order Part Number Q5997A when you need  
to install a new ADF Maintenance Kit.  
The ADF Maintenance Kit includes the following items:  
One pick-up roller assembly  
One separation pad  
One mylar sheet kit  
An instruction booklet  
Follow the instructions that come with the kit to install it.  
After replacing the kit, set the NEW DOCUMENT FEEDER KIT setting in the control-panel  
RESETS menu to YES.  
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Troubleshooting  
4
Use the information in the following sections to troubleshoot specific problems with the digital  
sender.  
Sources for information about problems  
Source  
Description  
Start LED—The Start LED is green when  
the device is ready to scan, and amber if an  
error exists.  
Control-panel lights  
Ready LED—The green Ready LED is on  
when the device is online and ready to scan.  
It flashes when a job is paused. It is off if the  
device is paused or unable to send data.  
Data LED—The green Data LED is on when  
the device is processing a job but has been  
paused. It is off when no job is available to  
be processed. It flashes when the device is  
transmitting data.  
Attention LED—If the red Attention LED is  
on, the device has encountered a critical  
error. If it flashes, the device has  
encountered an error that requires user  
attention. If it is off, the device is operating  
normally.  
See Parts of the digital sender for the location of  
these LEDs.  
Control-panel messages  
Messages appear on the control-panel display  
when problems exist. See Control-panel error  
messages for a list of messages and  
recommended actions.  
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71  
       
Source  
Description  
Activity log  
The activity log is a record of digital sender use,  
and is probably your best tool for  
troubleshooting. It contains messages  
(information, warning, or error) that can help you  
resolve problems. See Using the activity log for  
information about how to view the activity log  
information about activity log messages.  
HP Web Jetadmin software  
This tool can be used to monitor and  
troubleshoot the digital sender. See HP Web  
Jetadmin for more information. You can also see  
the diagnostics and troubleshooting topics in the  
HP Web Jetadmin software online help for details.  
Embedded Web server (EWS)  
Use the EWS to view digital-sender status  
information, determine the remaining life on the  
ADF Maintenance Kit, view and print internal  
pages, receive notification of digital-sender  
events, and view and change the network  
configuration. See The embedded Web server  
for more information.  
HP MFP DSS Configuration Utility or Windows  
event log error messages  
If an error occurs with the HP DSS software you  
might see an error message appear in the HP  
MFP DSS Configuration Utility or in the Windows  
error messages for information on these error  
messages.  
Jams  
To avoid jams in the ADF, use the following instructions.  
Avoiding jams  
Use the following information to avoid jams when using the ADF.  
When loading paper into the ADF, ensure that the paper stack is square and straight  
and the paper guides are adjusted to the width of the page to be scanned  
Do not overload the ADF. The ADF was designed to hold 50 sheets of 75 g/m2 (20 lb)  
bond paper.  
If the paper to be scanned using the ADF was previously folded, flatten it to the best of  
your ability. Try to remove all wrinkles and folds from the paper.  
If the paper to be scanned using the ADF was previously stapled, it might be necessary  
to “fan” the corner of the page where the staple was inserted. Often, the hole that the  
staple created makes the pages stick together (that is, interlocks the pages).  
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Remove any stick-on notes or labels that are affixed to the pages being scanned. If the  
labels have deposited excessive residual adhesive to the paper, you might have to clean  
it off the paper before it is sent through the ADF.  
Paper that has been three-hole punched, been removed from a wire-comb or plastic  
comb binding, or has perforations might be difficult to send through the ADF.  
If the leading edge of the page to be scanned is excessively worn or frayed, try rotating  
the paper before scanning.  
Paper can acclimatize to the environment around it. If the operating environment is  
excessively dry, the paper might become dry and subject to static electricity. Excessively  
dry sheets of paper tend to stick together, which might lead to difficulty when feeding  
through the ADF.  
Clearing jams  
Follow these instructions to clear paper jams in the digital-sender ADF.  
1. Press the release button to open the ADF cover.  
2. Remove any jammed media from this area.  
3. Make sure that you have removed all of the pieces of torn media.  
4. Close the ADF cover.  
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Jams  
73  
   
Operational issues  
Problem  
Action to take  
The digital sender is not working.  
Make sure that the power cord is securely  
connected to the device and that it is  
plugged into the power outlet.  
Make sure that the digital sender is turned  
on.  
Verify that the network cable is securely  
connected to the device.  
Clear any error messages on the control-  
panel display.  
If the digital sender has successfully  
powered up and completed all of its internal  
diagnostics, the formatter LED will flash on  
and off approximately once every second.  
Verify that the formatter LED and Jetdirect  
LED appear to be functioning normally. See  
The digital sender does not accept your  
password.  
Verify that you are using the correct  
password.  
Passwords are case-sensitive. Make sure  
that you type your password with the correct  
combination of uppercase and lowercase  
letters.  
Verify that the settings on the  
Authentication tab of the HP MFP DSS  
Configuration Utility are correct for your  
network.  
Scanned pages are blank or have repeated  
patterns when using the ADF.  
Make sure that a page is not already on the glass.  
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Problem  
Action to take  
Vertical streaks appear on the scanned image.  
Clean the ADF and glass. See Cleaning the  
digital sender. If that does not solve the problem,  
replace the mylar sheet. See Replacing the  
Placement of the scanned image appears to be  
wrong, .  
Make sure that the document you are trying  
to send is placed correctly in the ADF or on  
the glass.  
The scanner might need to be recalibrated.  
See Calibrating the scanner for instructions.  
The image quality is poor.  
Make sure that the document you are trying  
to send is placed correctly in the ADF or on  
the glass.  
Make sure that the glass is clean. If the  
glass is dirty, clean it with a dry, soft cloth.  
If you are scanning from the ADF, try  
scanning from the glass. If the image that  
was scanned from the glass is better, clean  
the ADF. See Cleaning the digital sender for  
complete cleaning procedures.  
If possible, try changing some of the scan  
settings, such as resolution or file type, to  
improve the image quality.  
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75  
 
Problem  
Action to take  
The ADF feeds multiple sheets, skews papers,  
or jams frequently.  
Adjust the guides so that they are snug  
against the stack but do not bend the stack.  
See Jams for ADF loading instructions.  
The maximum number of pages the ADF  
can hold is 50 or fewer, depending on the  
type of media that is being loaded.  
The maximum number of pages the output  
tray can hold is 50 or fewer. Make sure that  
more pages are not stacking up in the  
output tray.  
The type of media that is being loaded might  
not meet the required specifications. See  
Paper handling for media specifications.  
Clean the separation pad and the rollers.  
If the mylar sheet has recently been  
replaced, verify that it was correctly  
installed. See the documentation that came  
with the mylar sheets.  
If the roller assembly or separation pad has  
recently been replaced, verify that it is  
correctly installed. See the documentation  
that came with the replacement part.  
If users have been feeding unsupported  
items through the ADF (for example, carbon-  
copy forms), the rollers might have  
accumulated a residue or been damaged.  
You might need to clean the rollers (see  
Cleaning the digital sender) or replace the  
rollers (see The ADF Maintenance Kit).  
The "Find Servers" process in the HP MFP DSS  
Configuration Utility was not able to find an  
SMTP server.  
Verify that there is an active SMTP server  
on the network.  
Click Add… on the E-Mail tab, and then  
type in the host name or IP address of the  
SMTP server. After typing in the address,  
click the Test button to verify that the  
software can contact the server.  
If testing the server is unsuccessful, see  
The "Find Servers" process in the HP MFP DSS  
Configuration Utility was not able to find an  
LDAP server.  
Verify that you have a functioning LDAP  
server on the network.  
Type the host name or IP address of the  
LDAP server into the LDAP Server text box  
on the Authentication tab. After typing in  
the address, click the Test button to verify  
that the software can contact the server.  
If testing the server is unsuccessful, see  
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Problem  
Action to take  
An e-mail transmission did not arrive at the  
destination e-mail address.  
If you typed the e-mail address at the  
control panel, resend the e-mail message,  
making sure that you type the address  
correctly and that it is in the correct format  
(has no spaces, contains the required @  
sign, and contains the required period).  
Resend the e-mail. Make sure that you type  
the name in the correct format in the From:  
field so that the message is not rejected and  
so that you receive a message back if the  
e-mail transmission fails.  
Check the activity log to see if it reflects a  
problem. See Using the activity log.  
A fax transmission did not arrive at the  
destination fax machine.  
If you typed the fax number at the control  
panel, resend the document, making sure  
that you type the fax number correctly.  
The receiving fax machine might be turned  
off or experiencing an error condition (such  
as out of paper or toner). Contact the  
recipient.  
The system might be busy sending other  
digital send jobs. The system might also  
have reached its maximum limit of pending  
jobs. Wait and then try again.  
For information about the transmission,  
check any fax notifications that might have  
been returned (for example, e-mail  
notifications in your e-mail inbox, if these  
reports are available with your fax service).  
Resend the fax.  
If the problem persists, check the log for the  
fax transport that is being used. Logs often  
contain information about why a fax  
transmission was unsuccessful.  
A document sent to a folder did not arrive at the  
destination folder.  
Resend the document.  
See if the file name was modified to resolve  
a duplicate-file-name error.  
Check the activity log for error messages.  
If the document was sent from the glass, the  
document page might be too long. The  
maximum length for documents scanned from  
the glass is A4, or 210 x 297 mm (8.27 x 11.69  
inches).  
The bottom of a page that you sent is cut off.  
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77  
       
Problem  
Action to take  
The control panel is using the wrong language.  
Use the control-panel menu to set the correct  
language.  
1. Push the MENU button.  
2. Select CONFIGURE DEVICE on the control-  
panel display (the third menu item).  
3. Touch SYSTEM SETUP (the fourth menu  
item).  
4. Scroll down and touch LANGUAGE (the last  
menu item).  
5. Touch the correct language.  
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Control-panel error messages  
These error messages can appear on the digital-sender control-panel display. Use the  
instructions to clear the error message, if necessary.  
Error message  
Explanation or action needed  
Address book is full. To add an address, you  
must first delete an address.  
You cannot add another address to the address  
book because it is full. The address book is  
limited to 200,000 entries. You can delete  
addresses by touching the Edit button on the  
control-panel Address Book screen and then  
selecting the Delete option.  
Access denied  
You are trying to use a feature or access a folder  
that you do not have authorization to use. If you  
are trying to access a folder, verify that the folder  
is set up to be shared.  
Close the ADF cover.  
ADF COVER OPEN  
ADF Empty  
You must have a document in the ADF or on the  
glass before you can begin a digital-send  
operation.  
ADF Overfill  
Too many sheets have been put into the ADF.  
Remove some of the sheets. Up to 50 sheets of  
paper can be put into the ADF, with a maximum  
height of 5 mm (0.2 inch).  
ADF Paper Jam  
ADF Pick Error  
A jam has occurred in the ADF. See the Jams  
section at the beginning of this chapter.  
Make sure that your original contains no more  
than 50 pages. See the Jams section at the  
beginning of this chapter.  
Check on the status of the rollers and clean  
them if necessary. See To clean the ADF rollers.  
ADF Skew Error  
Make sure that the paper guides are aligned on  
the sides of the originals, and that all of the  
originals are the same size. Follow the  
instructions in the onscreen dialog box. See the  
Jams section at the beginning of this chapter.  
Authentication information is incorrect.  
Please re-enter information.  
The user name or password that you used is  
incorrect. Type the information again.  
Verify that the settings on the Authentication  
tab of the HP MFP DSS Configuration Utility are  
correct for your network.  
Authentication Required  
A username and password are required in order  
to gain access to the feature you selected.  
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79  
         
Error message  
Explanation or action needed  
Canceling send job  
The device is canceling a send job. The  
message continues while the job is stopped and  
any remaining data is discarded.  
CHECK CABLES. CHECK SCANNER LOCK.  
A problem exists with the scanner. Make sure  
that the scanner lock is in the unlocked position.  
(See Parts of the digital sender for the location of  
the scanner lock.) Turn the device off and then  
on again.  
Check the glass and remove any paper, then  
press "Start"  
A document needs to be removed from the  
scanner glass.  
Clearing event log  
The device is clearing the event log.  
Digital Send server is not responding  
alternates with  
The digital sender cannot communicate with the  
HP DSS server. Check the network connection.  
Verify that the HP DSS server is running.  
Contact administrator  
E-mail Gateway did not accept the job  
because the attachment was too large  
The scanned documents have exceeded the  
size limit of the e-mail server. The system  
administrator sets the size limit. Resend the job  
with a lower resolution setting, smaller file size  
setting, or fewer pages.  
E-mail Gateway did not respond  
An e-mail gateway has exceeded the timeout  
value. Try resending. If the problem persists,  
verify that the SMTP server is functional. See  
E-mail Gateway rejected the job because of  
the addressing information.  
One or more of the e-mail addresses is incorrect.  
Double check the e-mail addresses and send the  
job again.  
alternates with  
Job failed  
Error executing digital send job. Job failed  
An error occurred during an e-mail send job.  
Verify that you have typed the correct e-mail  
recipient addresses and try sending again. If this  
error persists, verify that the SMTP server is  
functioning correctly. See Troubleshooting  
Event Log Empty  
The user is attempting to view an empty event  
log by selecting Show Event Log from the  
control panel.  
Flash File System is Full  
The flash disk or file system has reached  
maximum capacity. Wait for all pending jobs to  
be sent and then try again.  
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Error message  
Explanation or action needed  
Flash is Write Protected  
The flash file is protected, and no new files can  
be written to it.  
To enable writing to the flash memory, use HP  
Web Jetadmin to turn off write protection.  
To remove this message from the display, turn  
the device off and then on.  
Folder list is full. To add a folder you must  
first delete a folder  
The digital sender limits the number of folders  
that can be established to 512. Delete an  
unused folder by using the Remove button on  
the Folders tab in the HP MFP DSS  
Configuration Utility.  
Found LDAP Gateway:...  
Found SMTP Gateway:...  
Gateways failed  
This message appears in response to the FIND  
SEND GATEWAYS menu command.  
This message appears in response to the FIND  
SEND GATEWAYS menu command.  
This message appears if you execute the TEST  
SEND GATEWAYS menu item and the test fails.  
Check the network connection and contact the  
network administrator. See Troubleshooting  
Gateways OK  
This message appears if you execute the TEST  
SEND GATEWAYS menu item and the test is  
successful.  
HP Digital Sending: Delivery Error  
Try sending the job again. If you continue to  
experience problems, check the network  
connection and contact the network administrator.  
Initializing permanent storage  
Internal disk not functional  
This message appears momentarily during  
power-up when the device hard disk is initializing.  
The internal hard disk has failed. Turn the device  
off and then on. If this message persists, contact  
an HP-authorized service or support provider.  
(See the HP support flyer or go to  
LDAP failed  
This message appears if you execute the TEST  
LDAP GATEWAYS menu item and the test fails.  
Verify that the network connection is functioning  
and that the LDAP gateway information is  
LDAP Gateway OK  
This message appears if you execute the TEST  
LDAP GATEWAYS menu item and the test is  
successful.  
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81  
 
Error message  
Explanation or action needed  
LDAP Server is not responding. Contact  
Administrator.  
The device is unable to communicate with the  
LDAP server. Verify that the LDAP server is  
Name is already added to list  
You have tried to add a duplicate name in one of  
the digital-sender address books.  
Network connection required for Digital  
Sending. Contact administrator.  
The device is unable to establish a connection  
with the network. Contact the network  
administrator.  
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 user name or password is incorrect or was  
mistyped. Retype the user name and password.  
Verify that the settings on the Authentication  
tab of the HP MFP DSS Configuration Utility are  
correct for your network.  
Phone book is full. To add a phone number  
you must first delete a phone number.  
You cannot add another phone number to the  
phone book because it is full.  
Please refine your search  
Your search has returned more results than the  
device can show. Try to narrow your search.  
Replace Document Feeder Kit  
The scan count indicates that it is time to replace  
the ADF Maintenance Kit. See The ADF  
Scan carriage locked  
Make sure that the scanner lock is in the  
unlocked position. (See Parts of the digital  
sender for the location of the scanner lock.)  
Sleep mode on  
SMTP Failed  
The device is in sleep mode. Press any control-  
panel key to bring it out of sleep mode.  
This message appears if you execute the TEST  
SMTP GATEWAY menu item and the test fails.  
Verify that the network connection is functioning  
and that the SMTP gateway information is  
SMTP Gateway Not Responding  
SMTP Gateway OK  
The SMTP gateway has exceeded a timeout  
value. Try sending again. Verify that the SMTP  
server is functional. See Troubleshooting SMTP  
This message appears if you execute the TEST  
SMTP GATEWAY menu item and the test is  
successful.  
The Digital Sender is currently processing  
the maximum number of active jobs allowed.  
Please try to send your job later.  
The digital sender is busy sending other jobs.  
Wait and try your job in a few minutes.  
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Error message  
Explanation or action needed  
The folder you have entered is not a valid  
folder.  
The device was unable to validate the path you  
typed in for the send-to-folder feature. Verify that  
you have typed the correct path.  
Too many addresses were found to display.  
Please refine your search.  
Your search has returned more results than the  
device can show. Try to narrow your search.  
Username or password is incorrect. Please  
re-enter.  
The user name or password is incorrect or was  
mistyped. Retype the user name and password.  
Verify that the settings on the Authentication  
tab of the HP MFP DSS Configuration Utility are  
correct for your network.  
Windows Login Required to use this feature  
11.xx Internal Clock Error  
Provide your Windows network credentials to  
use the digital-sending feature.  
The internal clock is not working. The digital  
sender can still send, but you are prompted to  
set the date and time whenever the device is  
turned off and then turned on. Time stamping for  
documents and events might be affected.  
To resolve this issue, contact an HP-authorized  
service or support provider. (See the HP support  
flyer, or go to http://www.hp.com/support/9200c.)  
20 Insufficient Memory  
22 EIO Buffer Overflow  
The the scanned document contains more data  
than can fit in the device's available memory.  
Press START to send the available data (some  
data might be lost), and then try to make the  
scan job smaller.  
Too much data was sent to the EIO card in the  
specified slot. An incorrect communications  
protocol might be in use. Turn the device off and  
then on. If this message persists, contact an HP-  
authorized service or support provider. (See the  
HP support flyer or go to http://www.hp.com/  
22 Embedded I/O Buffer Overflow  
Too much data was sent to the embedded  
HP Jetdirect network interface. Turn the device  
off and then on. If this message persists, contact  
an HP-authorized service or support provider.  
(See the HP support flyer or go to  
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83  
     
Error message  
Explanation or action needed  
30.1.yy Scanner Failure  
An error exists with the flatbed scanner. Turn the  
device off and then on. If this message persists,  
contact an HP-authorized service or support  
provider. (See the HP support flyer or go to  
A 30.18 Scan Failure message might indicate  
that the scanner head is locked. Verify that the  
scanner lock is in the unlocked position. (See  
Parts of the digital sender for the location of the  
scanner lock.)  
40 EIO Bad Transmission  
40 Embedded I/O Bad Transmission  
52.xy Error  
The connection between the device and the EIO  
card has failed. Press START to clear the error  
and continue sending.  
The connection with the embedded HP Jetdirect  
network interface has failed. Turn the device off  
and then on.  
The scanner has encountered an error. Turn the  
device off and then on. If this message persists,  
contact an HP-authorized service or support  
provider. (See the HP support flyer or go to  
57.xx Error  
The fan motor has encountered an error. Turn  
the device off and then on. If this message  
persists, contact an HP-authorized service or  
support provider. (See the HP support flyer or go  
64 ERROR  
A scan buffer error occurred. Turn the device off  
and then on. If this message persists, contact an  
HP-authorized service or support provider. (See  
the HP support flyer or go to http://www.hp.com/  
alternates with  
To continue turn off then on  
68.x Storage Error Settings Changed  
An error occurred in the device nonvolatile  
memory (NVRAM), and one or more device  
settings have been reset to their factory default.  
Sending can continue, but some unexpected  
functions might result because the error  
occurred in permanent storage.  
Pressing START should clear the message. If this  
message persists, contact an HP-authorized  
service or support provider. (See the HP support  
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Error message  
Explanation or action needed  
68.x Permanent Storage Full  
The device NVRAM is full. Some settings saved  
in the NVRAM might have been reset to the  
factory defaults.  
Sending can continue, but some unexpected  
functions might result because the error  
occurred in permanent storage.  
Pressing START should clear the message. If this  
message persists, contact an HP-authorized  
service or support provider. (See the HP support  
68.x Permanent Storage Write Fail  
The device NVRAM is failing to write.  
Sending can continue, but there might be some  
unexpected functions because the error  
occurred in permanent storage.  
Pressing START should clear the message. If this  
message persists, contact an HP-authorized  
service or support provider. (See the HP support  
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Control-panel error messages  
85  
HP MFP DSS Configuration Utility error messages  
The following table lists and explains messages that might appear on the screen while you  
are using the HP MFP DSS Configuration Utility. If the problem persists, contact an  
authorized HP dealer.  
Message  
Description and actions  
<computer network name> is not responding  
or is not a valid SMTP gateway server.  
The named computer is either not currently  
running, not available through the network, or  
not running as an SMTP gateway.  
Make sure the computer is turned on,  
available through the network, and running  
as an SMTP gateway.  
Access violation. Read access is denied.  
The HP MFP DSS Configuration Utility could not  
read from the specified folder on the specified  
file server.  
Make sure the folder exists.  
Make sure you have read permission for the  
folder.  
Access violation. Unable to log off from the  
file server.  
The HP MFP DSS Configuration Utility could not  
logoff from the specified file server.  
Try testing the file server again to make  
sure that it is still running and available  
through the network.  
Access violation. Unable to log on to the file  
server.  
The HP MFP DSS Configuration Utility could not  
logon to the specified file server.  
Make sure you entered valid logon  
credentials to gain access to the file server.  
Make sure the file server is running (if not  
the local computer).  
Make sure the file server is available  
through the network (if not the local  
computer).  
Access violation. Write access is denied.  
The HP MFP DSS Configuration Utility could not  
write to the specified folder on the specified file  
server.  
Make sure the folder exists.  
Make sure you have write permission for the  
folder.  
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Message  
Description and actions  
The account for user <user name> is  
currently inaccessible.  
The named user does not currently have logon  
privileges—either because the account is locked  
or the user password has expired.  
Unlock the user account.  
Update the user password.  
The domain <domain name> is unknown.  
The named domain is not recognized as valid.  
Make sure the named domain is correct.  
Make sure your computer can gain access  
to the named domain.  
The HP Configuration Utility is already being  
run on <computer network name>.  
The HP MFP DSS Configuration Utility is already  
running remotely on the named computer. More  
than one instance of the HP MFP DSS  
Configuration Utility cannot run at the same time.  
This eliminates the possibility of configuration  
conflicts.  
Wait until the HP MFP DSS Configuration  
Utility that is running remotely is closed.  
The LDAP server is currently too busy to  
handle your request.  
The LDAP server ended the connection with the  
HP MFP DSS Configuration Utility because  
resources were insufficient.  
Test the LDAP settings again later.  
The LDAP server or the connection has failed. The HP MFP DSS Configuration Utility lost its  
connection with the LDAP server.  
Make sure the LDAP server is working  
properly.  
Test the LDAP settings again later.  
The license <license number> is for a  
previous version of this product and is not  
supported in the current version.  
You entered a license number that enables the  
send to e-mail feature. However, that feature is  
now free in your version of the product.  
The specified LDAP server is invalid or is not An LDAP connection could not be established  
running LDAP. with the specified server.  
Make sure the specified server is  
functioning and that it is running the LDAP  
server.  
Make sure the correct TCP/IP port is  
specified in Advanced Settings.  
Make sure the specified server is available  
through the network.  
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87  
Message  
Description and actions  
Unable to start DSS service. You may need to HP DSS must be running before you can start  
reinstall the software.  
the HP MFP DSS Configuration Utility. However,  
an attempt to start HP DSS was unsuccessful.  
Manually start the HP DSS service by  
means of the Windows Control Panel.  
Restart the computer on which HP DSS is  
installed.  
Uninstall and reinstall HP DSS.  
Unexpected failure.  
An unspecified error occurred while the  
connection with the LDAP server was being  
tested.  
Make sure the LDAP settings are correct.  
Restart HP DSS.  
Restart the computer on which HP DSS is  
installed.  
User has no e-mail address in the LDAP  
database.  
The user record that was located did not contain  
an e-mail address.  
Make sure that the Obtain e-mail address  
from setting is correct.  
Make sure that the user’s LDAP record  
contains an e-mail address.  
User not found in the LDAP database.  
No user record matched the search criteria that  
was entered.  
Make sure the user has a record in the  
LDAP database.  
Make sure the Find addresses in address  
book using setting is correct.  
Make sure the Search Root information is  
correct.  
Make sure the logon credentials are correct.  
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Digital-sender event log messages  
The following messages are those that you might see in the digital-sender event log.  
To view the digital-sender event log, open the HP MFP DSS Configuration program and click  
the MFP Configuration tab. Select the digital sender in the MFP list, and then click  
Configure MFP. Click the Log tab to see the activity log for the selected device.  
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 using the Address  
Book Manager (ABM).  
None  
Address Book Export  
Address Book Import  
Authentication Failure  
An address book was exported  
using the ABM.  
None  
None  
An address book was imported  
using the ABM.  
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  
HP MFP DSS  
Configuration Utility. Use  
the Test button to test the  
settings.  
Turn the digital-sending  
device off and then back on.  
Restart the HP DSS  
service.  
Communication Protocol Error  
Protocol Version Error  
An error occurred while  
communicating with the digital  
sender.  
Turn the device off and  
then back on.  
Verify that you have the  
latest version of the  
HP DSS service installed.  
If the problem persists, contact  
an HP authorized service  
representative.  
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Digital-sender event log messages  
89  
 
Event  
Description  
Action to take  
Database Access Error  
A database corruption error  
has occurred.  
Check the Windows  
system log for disk errors.  
Restart the HP DSS  
service.  
Delete the database  
directory (the \DB directory  
within the HP DSS  
program directory) and  
restart the HP DSS service.  
E-mail Protocol Error  
Cannot connect to the SMTP  
server  
An e-mail message could not  
be sent due to network or  
server problems.  
E-mail Communication Error  
E-mail Server Unavailable Error  
Verify that the e-mail  
server is running.  
Test the e-mail settings on  
the E-mail tab of the  
HP MFP DSS  
Configuration Utility.  
Verify that the correct  
"From" address is being  
used in the e-mail.  
Restart the HP DSS  
service.  
Check the SMTP server  
logs for errors.  
If the problem persists, contact  
an HP authorized service  
provider.  
Job Tracking Failure  
A digital-send job could not be  
processed due to a Job  
Recovery Failure.  
An error occurred while retrying  
a previously uncompleted job.  
Check to see if there have  
been any disk errors.  
Verify that the disk  
containing the HP DSS  
service is not full.  
Restart the HP DSS  
service.  
If the problem persists, contact  
an HP authorized dealer.  
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Event  
Description  
Action to take  
Startup Failure  
A digital-sending subsystem  
did not start successfully.  
Restart the HP DSS  
service.  
Verify that the HP DSS  
server has enough  
memory and disk space.  
Check the Windows event  
log for disk errors.  
Check the security settings  
of the temporary files  
folder. (The temporary files  
folder is shown on the  
HP MFP DSS  
Configuration Utility  
Preferences tab.)  
Reinstall the HP DSS  
program.  
Verify that you have the  
latest version of the  
HP DSS service installed.  
support/dss If the latest  
version is not installed,  
upgrade to the latest  
version.  
If the problem persists, contact  
an HP authorized service  
provider.  
Windows event log error messages  
The following table lists and explains the Windows event log messages generated by HP  
DSS running on the Windows server computer. If the problem persists, contact an  
authorized HP dealer.  
The event log, available through Microsoft’s Event Viewer, lets you monitor events in the  
Windows operating system that are related to digital sending. The event log service starts  
automatically when you start the HP DSS server computer. Follow these instructions to  
reach the event log.  
1. From the HP DSS server, click Start and then point to Settings.  
2. Click Control Panel, click Administrative Tools.  
3. Click Event Viewer, then view the system log.  
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91  
 
Message  
Description and actions  
DSS v. x.x - Started with Warnings  
HP DSS was unable to start because of missing  
files or memory limitations.  
DSS v. x.x - Aborted  
Restart HP DSS.  
DSS v. x.x - Internal Initialization Failed  
DSS v. x.x - TCP/IP Initialization Failed  
DSS v. x.x - IMSP Server Initialization Failed  
DSS v. x.x - Email Server Initialization Failed  
DSS v. x.x - Log Server Initialization Failed  
DSS v. x.x - Downloader Initialization Failed  
DSS v. x.x - Job Manager Initialization Failed  
DSS v. x.x - JetSend Initialization Failed  
DSS v. x.x - Timer Initialization Failed  
Restart the computer on which HP DSS is  
installed.  
Uninstall and reinstall HP DSS.  
Add more memory to the computer.  
DSS v. x.x - Error Server Initialization Failed  
DSS v. x.x - Pipe Server Initialization Failed  
HP DSS was unable to start because of missing  
files or memory limitations.  
Restart HP DSS.  
DSS v. x.x - Unknown Error X, Internal (X,  
X,X) Mode X, Job ID X, Gravity X  
Restart the computer on which HP DSS is  
installed.  
Uninstall and reinstall HP DSS.  
Add more memory to the computer.  
DSS v. x.x - Internal Error IMSP Server,0  
Failure initializing address books.  
Restart HP DSS.  
Reset the address books.  
DSS v. x.x - Internal Error IMSP Server,50  
through IMSP Server,56  
Failure initializing address books.  
Restart HP DSS.  
DSS v. x.x - Internal Error IMSP Server,57  
Internal error in managing address books.  
Restart HP DSS.  
DSS v. x.x - Internal Error IMSP Server,58  
through IMSP Server,59  
Unrecoverable problem with address books.  
Contact an authorized HP dealer.  
DSS v. x.x - Internal Error IMSP Server,60  
Address book contents lost.  
Restart HP DSS.  
Re-import the addresses into the address  
books.  
DSS v. x.x - Internal Error IMSP Server,100  
through IMSP Server,206  
Failure loading address books.  
Restart HP DSS.  
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Message  
Description and actions  
DSS v. x.x - Internal Error IMSP Server,300  
through IMSP Server,304  
The network link to the address book is missing.  
This indicates a possible problem with the  
network connection.  
Make sure all cabling is securely connected.  
Restart HP DSS.  
DSS v. x.x - Internal Error IMSP Server,400  
through IMSP Server,403  
A problem exists in the address book hard drive  
(computer), or another internal problem exists.  
Restart HP DSS.  
DSS v. x.x - Address Book Error  
An internal problem gaining access to address  
books has occurred.  
Restart HP DSS.  
Troubleshooting SMTP and LDAP servers  
During the configuration of the HP DSS program, you must locate the SMTP server and  
LDAP server on your network and test them to make sure they are functional. On most  
standard networks, using the Find Servers and Test buttons in the HP MFP DSS  
Configuration Utility will successfully find and test the servers. (See To add SMTP servers  
and LDAP Configuration.) However, in some cases, the discovery process might fail to find  
the SMTP or LDAP server. If this is the case, use the instructions in the following sections to  
find and test the server.  
Finding the LDAP server address  
The LDAP "Find Servers" function searches the network by querying DNS servers and  
MFPs that have been configured for LDAP. Servers that can provide LDAP functionality  
include e-mail servers and directory servers such as the following:  
Microsoft Exchange 5.5 and Exchange 2000 servers  
Microsoft Active Directory servers  
Novell Directory Services servers.  
If you have one of these types of servers on your network and know the address, try typing it  
into the LDAP Server text box on the Authentication tab. Then click the Find Settings  
button to retrieve the settings.  
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93  
     
Verifying an LDAP address  
Use this procedure to verify that the LDAP server address you are using is valid.  
1. Open a Web browser.  
2.  
Type LDAP://[hostname or IP address of LDAP server]into the browser  
address box, using the host name or IP address of the LDAP server you are using for  
digital sending.  
3. Press Enter. If the Find People dialog box appears, the LDAP server address is valid. If  
the dialog box does not appear, contact your network administrator to verify that the  
server is functioning.  
Troubleshooting the LDAP Find Settings process  
When you click the Find Settings button on the Authentication tab, the program uses the  
entries in the Accessing the LDAP Server and Searching the Database sections of the  
tab to find the correct settings for your LDAP server. Setting or changing these entries can  
affect the success of the Find Settings process. Try the following settings:  
1. Select Anonymous from the LDAP Server Bind Method drop-down list, and then  
delete any data from the Search Root text box so that it is blank.  
2. Click Find Settings.  
3. Click Test and type a user name and password to test the software's ability to retrieve  
an e-mail address. If the test succeeds, your LDAP configuration is complete. If the test  
fails, continue on to Step 4.  
4. Select Simple or Windows Negotiated (SPNEGO) from the LDAP Server Bind  
Method drop-down list. Select Use MFP user's credentials.  
If you are troubleshooting LDAP settings on the Addressing tab, or in the Configure MFP  
Addressing settings, the options displayed are slightly different. If you use the Simple or  
Windows Negotiated bind method, you must specify a username and password.  
NOTE  
5. Click Find Settings.  
6. Click Test and type a user name and password to test the software's ability to retrieve  
an e-mail address. If the test succeeds, your LDAP configuration is complete. If the test  
fails, consult with your network administrator.  
The attributes in the Find MFP user in database section of the Authentication tab match  
what the user types in at the device control panel to a unique user record in the LDAP  
database. You can select Exchange 5.5 Defaults or Active Directory Defaults from the  
MFP user information retrieval drop-down list to use the default settings for these server  
types. You must have some knowledge of the LDAP database structure in order to use the  
Custom option. If the Custom option is selected, you can either type in or select an entry in  
the Using the LDAP attribute of... field. This must correspond to what is selected in the  
match the MFP user login ID... field below it.  
NOTE  
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Finding an SMTP server address  
The SMTP "Find Servers" function queries the DNS server for the "Mail Exchanger (MX)"  
record. If the Find Servers process fails, try the following:  
1.  
Verify that the HP DSS server has obtained valid DNS settings by typing ipconfig /  
allat a command prompt.  
2. If the ipconfig command returns valid DNS settings, ping the DNS server address to  
verify communication with the server. For example, type ping 10.0.0.2at a  
command prompt, where 10.0.0.2 is the IP address of the DNS server.  
If these two tests succeed, you should have a valid SMTP server. Use the Add button on the  
E-mail tab to specify the host name or IP address of the SMTP server, then use the Test  
button to test the server.  
If the Test process fails, verify that you have specified the correct SMTP server address. If  
you have specified the correct address, use a ping command to verify communication with  
the server. For example, type ping 10.0.0.2at a command prompt, where 10.0.0.2 is the  
IP address of the SMTP server. If the ping command fails, contact your network or mail  
administrator to verify network and SMTP server functionality.  
Verifying an SMTP address  
Use this procedure to verify that the SMTP server address you are using is valid.  
1.  
2.  
Click Start and then Run and then type CMDinto the Open text box to open a command  
prompt.  
Type Telnet [hostname or IP address of SMTP server] 25, using the  
hostname or IP address of the SMTP server you are using for digital sending.  
3. Press Enter. You should see something similar to the following:  
220 samplemail.hp.com ESMTP Server <Microsoft Exchange Internet  
Mail Service 5.5> ready. If you see this, the SMTP server address is valid. If you  
do not see this message, contact your network or mail administrator to verify that the  
server is functioning.  
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LED indications  
The LEDs on the digital-sender formatter board and on the HP Jetdirect network port can  
help troubleshoot problems.  
1
2
Network port LEDs  
Formatter LED  
Use the green LEDs on the network interface card to confirm that the interface card is  
correctly connected to the network and that the network connection is active. Either the 10  
Mbps or 100 Mbps LED should be on.  
The formatter LED should blink at a steady rate of one blink per second. If it is not blinking,  
this indicates a serious error. Turn the device off and then back on again, and look for error  
messages on the control-panel display. If the problem persists, contact an HP-authorized  
service or support provider. (See the HP support flyer or go to http://www.hp.com/  
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Service and support  
A
Hewlett-Packard limited warranty statement for hardware  
HP PRODUCT  
HP 9200C Digital Sender  
DURATION OF LIMITED WARRANTY  
1 year, Onsite service  
HP warrants to you, the end-user customer, that HP hardware and accessories will be free from defects in  
materials and workmanship after the date of purchase, for the period specified above. If HP receives notice of  
such defects during the warranty period, HP will, at its option, either repair or replace products which prove to be  
defective. Replacement products might be either new or equivalent in performance to new.  
HP warrants to you that HP software will not fail to execute its programming instructions after the date of  
purchase, for the period specified above, due to defects in material and workmanship when properly installed and  
used. If HP receives notice of such defects during the warranty period, HP will replace software which does not  
execute its programming instructions due to such defects.  
HP does not warrant that the operation of HP products will be uninterrupted or error free. If HP is unable, within a  
reasonable time, to repair or replace any product to a condition as warranted, you will be entitled to a refund of  
the purchase price upon prompt return of the product.  
HP products might contain remanufactured parts equivalent to new in performance or might have been subject to  
incidental use.  
Warranty does not apply to defects resulting from (a) improper or inadequate maintenance or calibration, (b)  
software, interfacing, parts or supplies not supplied by HP, (c) unauthorized modification or misuse, (d) operation  
outside of the published environmental specifications for the product, or (e) improper site preparation or  
maintenance.  
TO THE EXTENT ALLOWED BY LOCAL LAW, THE ABOVE WARRANTIES ARE EXCLUSIVE AND NO OTHER  
WARRANTY OR CONDITION, WHETHER WRITTEN OR ORAL, IS EXPRESSED OR IMPLIED AND HP  
SPECIFICALLY DISCLAIMS ANY IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY,  
SATISFACTORY QUALITY, AND FITNESS FOR A PARTICULAR PURPOSE. Some countries/regions, states or  
provinces do not allow limitations on the duration of an implied warranty, so the above limitation or exclusion  
might not apply to you. This warranty gives you specific legal rights and you might also have other rights that vary  
from country/region to country/region, state to state, or province to province. HP's limited warranty is valid in any  
country/region or locality where HP has a support presence for this product and where HP has marketed this  
product. The level of warranty service you receive might vary according to local standards. HP will not alter form,  
fit or function of the product to make it operate in a country/region for which it was never intended to function for  
legal or regulatory reasons.  
ENWW  
Hewlett-Packard limited warranty statement for hardware  
97  
     
TO THE EXTENT ALLOWED BY LOCAL LAW, THE REMEDIES IN THIS WARRANTY STATEMENT ARE  
YOUR SOLE AND EXCLUSIVE REMEDIES. EXCEPT AS INDICATED ABOVE, IN NO EVENT WILL HP OR ITS  
SUPPLIERS BE LIABLE FOR LOSS OF DATA OR FOR DIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL  
(INCLUDING LOST PROFIT OR DATA), OR OTHER DAMAGE, WHETHER BASED IN CONTRACT, TORT, OR  
OTHERWISE. Some countries/regions, states or provinces do not allow the exclusion or limitation of incidental or  
consequential damages, so the above limitation or exclusion might not apply to you.  
THE WARRANTY TERMS CONTAINED IN THIS STATEMENT, EXCEPT TO THE EXTENT LAWFULLY  
PERMITTED, DO NOT EXCLUDE, RESTRICT OR MODIFY AND ARE IN ADDITION TO THE MANDATORY  
STATUTORY RIGHTS APPLICABLE TO THE SALE OF THIS PRODUCT TO YOU.  
Hewlett-Packard limited warranty statement for software  
HP PRODUCT  
DURATION OF WARRANTY  
HP MFP DIGITAL SENDING SOFTWARE v. 4.0 90 days  
1. HP warrants to you that the HP SOFTWARE PRODUCT will not fail to execute its  
programming instructions for 90 days after the date of purchase due to defects in  
material and workmanship when properly installed and used. If HP receives notice of  
such defects during the warranty period, HP will replace SOFTWARE PRODUCT media,  
which does not execute its programming instructions due to such defects.  
2. HP does not warrant that the operation of HP products will be uninterrupted or error free.  
If HP is unable, within a reasonable time, to replace the SOFTWARE PRODUCT to a  
condition as warranted, HP may request that you uninstall the SOFTWARE PRODUCT  
and return it to HP for a refund.  
3. ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A  
PARTICULAR PURPOSE IS LIMITED TO THE DURATION OF THE EXPRESS  
WARRANTY SET FORTH ABOVE. Some states or provinces do not allow limitations on  
the duration of an implied warranty, so the above limitation or exclusion might not apply  
to you. This warranty gives you specific legal rights and you might also have other rights  
that vary from state to state, or province to province.  
4. THE REMEDIES IN THIS WARRANTY STATEMENT ARE YOUR SOLE AND  
EXCLUSIVE REMEDIES. EXCEPT AS INDICATED ABOVE, IN NO EVENT WILL HP  
BE LIABLE FOR LOSS OF DATA OR FOR DIRECT, SPECIAL, INCIDENTAL,  
CONSEQUENTIAL (INCLUDING LOST PROFIT), OR OTHER DAMAGE, WHETHER  
BASED IN CONTRACT, TORT, OR OTHERWISE. Some states or provinces do not  
allow the exclusion or limitation of incidental or consequential damages, so the above  
limitation or exclusion may not apply to you.  
Note: The limited warranty for this product and accompanying software is located in the  
product documentation that you received with this product. Please review it at this time.  
ATTENTION: USE OF THE SOFTWARE IS SUBJECT TO THE HP SOFTWARE LICENSE  
TERMS SET FORTH BELOW. USING THE SOFTWARE INDICATES YOUR  
ACCEPTANCE OF THESE LICENSE TERMS. IF YOU DO NOT ACCEPT THESE LICENSE  
TERMS, YOU MUST RETURN THE SOFTWARE FOR A FULL REFUND. IF THE  
SOFTWARE IS SUPPLIED WITH ANOTHER PRODUCT, YOU MAY RETURN THE  
ENTIRE UNUSED PRODUCT FOR A FULL REFUND.  
98  
Appendix A Service and support  
ENWW  
   
Availability of support and service  
Around the world, HP provides a variety of service and support options for purchase.  
Availability of these programs will vary depending upon your location.  
HP maintenance agreements  
HP has several types of maintenance agreements that meet a wide range of support needs.  
Maintenance agreements are not part of the standard warranty. Support services vary by  
location. Contact HP Customer Care to determine the services available to you and for more  
information about maintenance agreements. In general, the digital sender will have the  
following maintenance agreement:  
Next-Day Onsite Service  
This agreement provides support by the next working day following a service request.  
Extended coverage hours and extended travel beyond HP’s designated service zones are  
available on most on-site agreements (for additional charges).  
ENWW  
HP maintenance agreements  
99  
       
100 Appendix A Service and support  
ENWW  
Specifications  
B
Digital Sender specifications  
Physical specifications  
Height  
Depth  
Width  
Weight  
340.26 mm  
571.82 mm  
452.62 mm  
22.7 kg  
(50 lbs)  
(13.40 inches)  
(22.51 inches)  
(17.82 inches)  
Electrical specifications  
Power requirements  
100-240V (±10%)  
50/60 Hz (±2 Hz)  
Minimum recommended circuit capacity  
1.0 Amp  
Power requirements are based on the country/region where the device is sold. Do not  
convert operating voltages. This will damage the digital sender and void the product warranty.  
WARNING!  
Power consumption (average, in watts)1  
Product Model  
Scanning (47  
PPM)2  
Ready  
Sleep  
13 W  
Off  
HP 9200C Digital  
Sender  
95 W  
36 W  
0 W  
1Values current as of June 22, 2004. Values subject to change. See http://www.hp.com/  
support/9200C for current information.  
2Power reported is highest value measured for color and monochrome scanning using all  
standard voltages.  
3Default time from Ready Mode to Sleep = 60 minutes.  
5Heat dissipation in Ready Mode = 123 BTU/Hour.  
ENWW  
Digital Sender specifications 101  
       
Environmental specifications  
Recommended1  
Operating1  
Storage1  
Temperature  
20° to 27°C  
0° to 40°C  
-40° to 60°C  
(68° to 81°F)  
(32° to 104°F)  
(-40° to 140°F)  
Relative humidity  
20 to 70 percent  
15 to 80 percent  
15 to 90 percent  
1Values are subject to change. See http://www.hp.com/support/9200C for current information.  
Acoustic emissions (HP 9200C Digital Sender)1  
Declared per ISO 92961  
Sound Power Level  
Scanning (47 PPM)  
LWAd = 6.6 Bels (A) [66 dB (A)]  
LWAd = 5.4 Bels (A) [54 dB (A)]  
Ready  
Declared per ISO 92961  
LpAm = 51 dB(A)  
Sound Pressure Level - Bystander Position  
Scanning (47 PPM)  
Ready  
LpAm = 39 dB(A)  
1Values current as of April 26, 2004. Values are subject to change. See http://www.hp.com/  
support/9200C for current information.  
2Configuration tested: Scanning simplex monochrome using ADF at 47 ppm and letter paper.  
102 Appendix B Specifications  
ENWW  
   
Regulatory information  
C
Introduction  
This section contains the following regulatory information:  
ENWW  
Introduction 103  
   
FCC regulations  
This equipment has been tested and found to comply with the limits for a Class B digital  
device, pursuant to Part 15 of the FCC rules. These limits are designed to provide  
reasonable protection against harmful interference in a residential installation. This  
equipment generates, uses, and can radiate radio frequency energy. If this equipment is not  
installed and used in accordance with the instructions, it can cause harmful interference to  
radio communications. However, there is no guarantee that interference will not occur in a  
particular installation; the presence of interference can be determined by turning the  
equipment off and on. If this equipment does cause harmful interference to radio or  
television communications, the user is encouraged to try to correct the interference by one or  
more of the following measures:  
Reorient or relocate the receiving antenna.  
Increase distance between equipment and receiver.  
Connect equipment to an outlet on a circuit different from that to which the receiver is  
located.  
Consult your dealer or an experienced radio/television technician.  
Any changes or modifications to the device that are not expressly approved by HP could  
void the user’s authority to operate this equipment.  
NOTE  
104 Appendix C Regulatory information  
ENWW  
   
Environmental Product Stewardship program  
Protecting the environment  
Hewlett-Packard Company is committed to providing quality products in an environmentally  
sound manner. This product has been designed with several attributes to minimize impacts  
on our environment.  
Power consumption  
Power usage drops significantly while in Sleep mode, which saves natural resources and  
saves money without affecting the high performance of this product.  
Plastics  
Plastic parts over 25 grams are marked according to international standards that enhance  
the ability to identify plastics for recycling purposes at the end of the product's life.  
Materials and recycling information  
Material restrictions  
This HP product contains mercury in the fluorescent lamp of the control-panel liquid crystal  
display that can require special handling at end-of-life.  
This HP product contains a lithium battery on the formatter board that can require special  
handling at end-of-life.  
For recycling information, you can contact http://www.hp.com/recycle or contact your local  
authorities or the Electronics Industry Alliance: http://www.eiae.org.  
For more information  
To obtain information about environmental topics, including:  
the product environmental profile sheet for this and many related HP products  
HP's commitment to the environment  
HP's environmental management system  
HP's end-of-life product return and recycling program  
ENWW  
Environmental Product Stewardship program 105  
               
Declaration of conformity  
Declaration of Conformity  
according to ISO/IEC Guide 22 and EN 45014  
Manufacturer's Name:  
Manufacturer's Address:  
Hewlett-Packard Company  
11311 Chinden Boulevard  
Boise, Idaho 83714-1021, USA  
declares, that the product  
Product Name:  
Regulatory Model Number3):  
Product Options:  
HP Digital Sender 9200C  
BOISB-0401-00  
ALL  
conforms to the following Product Specifications:  
Safety:  
EMC:  
IEC 60950-1:2001 / EN60950-1: 2001  
IEC 60825-1:1993 + A1 + A2 / EN 60825-1:1994 + A2 (Class 1 Laser/LED Product)  
GB4943-2001  
CISPR 22:1997 / EN 55022:1998 Class B1)  
EN 61000-3-2:2000  
EN 61000-3-3:1995/ A1  
EN 55024:1998  
FCC Title 47 CFR, Part 15 Class B2), ICES-003, Issue 4  
GB9254-1998, GB17625.1-1998  
Supplementary Information:  
The product herewith complies with the requirements of the EMC Directive 89/336/EEC and the Low Voltage Directive 73/23/EEC, and carries  
the CE-Marking accordingly.  
1) The product was tested in a typical configuration with Hewlett-Packard Personal Computer Systems. Compliance testing of product to  
standard with exception of Clause 9.5, which is not yet in effect.  
2) This Device complies with Part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) this device can not cause  
harmful interference, and (2) this device must accept any interference received, including interference that can cause undesired operation.  
3) For regulatory purposes, this product is assigned a Regulatory model number. This number should not be confused with the product name  
or the product number(s).  
Boise, Idaho , USA  
June 16, 2004  
For regulatory topics only:  
Australia Contact:  
European Contact:  
Product Regulations Manager, Hewlett-Packard Australia Ltd., 31-41 Joseph Street Blackburn, Victoria 3130, Australia  
Your Local Hewlett-Packard Sales and Service Office or Hewlett-Packard GmbH, Department HQ-TRE / Standards  
Europe, Herrenberger Strasse 140 , D-71034, Böblingen (FAX: +49-7031-14-3143)  
USA Contact:  
Product Regulations Manager, Hewlett-Packard Company, PO Box 15, Mail Stop 160 Boise, Idaho 83707-0015,  
(Phone: 208-396-6000)  
ENWW  
Declaration of conformity 107  
   
Country-/region-specific safety statements  
Canadian DOC statement  
Complies with Canadian EMC Class B requirements.  
«Conforme à la classe B des normes canadiennes de compatibilité électromagnétique  
(CEM).»  
EMI statement (Korea)  
VCCI statement (Japan)  
108 Appendix C Regulatory information  
ENWW  
           
Index  
A
cleaning 63  
ABM (Address Book Manager) 58  
About tab, HP DSS 35  
access denied 79  
acoustic emissions 102  
activity log 35, 58  
Address Book Manager 58  
address books  
clock, troubleshooting 83  
Configuration page 38, 41  
Configure Device menu, control panel 41  
Configure Device page 39  
contracts, maintenance 99  
control panel  
Configure Device menu 41  
Diagnostics menu 53  
Embedded Jetdirect menu 48  
Enhancement menu 42  
error messages 79  
clearing 52, 56  
error messages 79  
LDAP replication 28  
personal 30  
Addressing tab, HP DSS 28  
ADF  
I/O menu 47  
Information menu 41  
language, setting 45  
bins, locating  
calibration 68  
cleaning 63  
lights and buttons  
locating  
locking menus 55  
error messages 79  
jams, clearing 73  
jams, preventing 72  
menus, viewing 41  
Originals menu 41  
maintenance kit, replacing 69  
mylar sheet, replacing 66  
Resets menu 52  
Sending menu 43  
paper specifications  
replace document feeder kit messages, clearing 52  
speed  
administrator contact information  
administrator privileges  
Service menu 54  
System setup menu 45  
testing 67  
viewing with embedded Web server 38  
custom workflow destinations 21  
customer support 99  
cut-off pages 77  
agreements, maintenance 99  
alerts 39  
AppleTalk settings 48  
Authentication tab, HP DSS 14  
AutoSend page 39  
D
date  
settings 39, 45  
B
troubleshooting 83  
background removal setting 42  
battery specifications 105  
declaration of conformity 107  
default settings, restoring 52  
Device Information page 38  
Device Status page 38  
diagnostics 67  
Diagnostics menu, control panel 53  
diagnostics, network 47  
Digital Sending Software. See DSS  
Digital Sending tab, embedded Web server 39  
display test 67  
bins, ADF  
blank pages 74  
buffer overflow errors 83  
buttons, control panel  
locating  
testing 67  
C
calibration 68  
Canadian DOC statement 108  
check scanner lock 80  
DLC/LLC settings 48  
downloading firmware 60  
ENWW  
Index 109  
DSS  
About tab 35  
Addressing tab 28  
configuring  
flash disk, troubleshooting 80  
flatbed  
calibrating 68  
speed  
E-mail tab 10  
Fax tab 16  
Folder tab 19  
Folder tab, HP DSS 19  
folders, troubleshooting 77, 81  
formatter LED 96  
FTP  
General tab  
Log tab 35  
MFP Configuration tab 32  
firmware updates 60  
workflow forms 27  
opening  
Preferences 31  
G
Secondary E-mail tab 13  
testing 35  
uninstalling 35  
version information 35  
Workflow tab 21  
gateways  
IP addresses, setting 47  
LDAP configuration 15  
SMTP configuration 10  
troubleshooting 76, 80  
duty cycle  
General tab, HP DSS  
glass, cleaning 63  
E
e-mail  
H
address books 28  
alerts 39  
hardware warranty 97  
HP DSS  
configuring 10  
About tab 35  
Addressing tab 28  
control panel settings 43  
embedded Web server settings 39  
Internet fax service 18  
secondary 13  
configuring  
E-mail tab 10  
Fax tab 16  
security 13  
Folder tab 19  
troubleshooting 77, 80  
E-mail tab, HP DSS 10  
electrical specifications 101  
Embedded Jetdirect menu, control panel 48  
embedded Web server  
Digital Sending tab 39  
features 37  
General tab  
Log tab 35  
MFP Configuration tab 32  
opening  
Preferences tab 31  
Secondary E-mail tab 13  
testing 35  
Information tab 38  
uninstalling 35  
Networking tab 40  
Settings tab 39  
version information 35  
Workflow tab 21  
viewing 38  
HP Jetdirect firmware upgrades 62  
Enhancement menu, control panel 42  
environment specifications 6, 102  
environmental product stewardship 105  
error messages 79  
HP Jetdirect Inside  
HP Web Jetadmin 40, 62  
HTTPS settings 47  
humidity specifications 6, 102  
Event log 53  
extended warranty 99  
I
I/O menu, control panel 47  
image quality, troubleshooting 75  
Information menu, control panel 41  
information pages, embedded Web server 38  
F
factory defaults, restoring 52  
Fax tab, HP DSS 16  
faxing  
input bin  
settings 16  
interface ports  
troubleshooting 77  
FCC statements 104  
features 1, 2  
internal clock, troubleshooting 83  
Internet fax service 18  
IP address  
Fin Servers, troubleshooting 76  
firmware, upgrading 60  
gateway settings 47  
showing device 45  
110 Index  
ENWW  
IPX/SPX settings 48  
media specifications  
memory  
J
included  
jams  
troubleshooting 83  
menus, control panel  
Configure Device 41  
Diagnostics 53  
clearing 73  
frequent, troubleshooting 76  
preventing 72  
release button, locating  
Jetadmin, HP Web 40, 62  
Jetdirect firmware upgrades 62  
Embedded Jetdirect 48  
Enhancement 42  
I/O 47  
Jetdirect Inside  
Information 41  
locking 55  
K
Originals 41  
keys, control panel  
locating  
Resets 52  
Sending 43  
testing 67  
Service 54  
Korean EMI statement 108  
system setup 45  
viewing 41  
L
mercury specifications 105  
messages, error 79  
MFP Configuration tab 32  
multifeeds, troubleshooting 76  
mylar sheet, replacing 66  
LAN fax service 17  
language  
control panel 45  
embedded Web server 39  
LDAP servers  
address books, replicating 29  
configuration 15  
IP address, setting 47  
troubleshooting 76, 93  
LEDs, control panel  
N
network port LED 96  
Networking tab, embedded Web server 40  
networks  
administrator contact information  
administrator privileges  
locating  
testing 67  
HP Jetdirect Inside  
troubleshooting 71  
protocol settings 48  
LEDs, formatter and network port 96  
requirements  
licenses, HP DSS  
lights, control panel  
settings, changing with embedded Web server 40  
Next-Day Onsite Service 99  
locating  
noise specifications 102  
testing 67  
Novell NetWare support  
NVRAM errors 84  
troubleshooting 71  
lights, formatter and network port 96  
link speed 47  
O
lock, device 55  
on/off switch  
onsite service 99  
operating environment specifications 6, 102  
operating system requirements  
Originals menu, control panel 41  
lock, scanner 4, 52  
locking control panel menus 55  
Log tab, HP DSS 35  
log, activity 35, 58  
logging in 14  
output bin  
long pages 77  
P
M
packets 47  
maintenance agreements 99  
maintenance kit, ADF  
message, clearing 52  
replacing 69  
pages per minute  
paper jams  
clearing 73  
preventing 72  
media jams  
troubleshooting frequent 76  
clearing 73  
preventing 72  
paper specifications  
passwords 74  
troubleshooting frequent 76  
permanent storage errors 84  
ENWW  
Index 111  
personal address books 30  
physical specifications 8, 101  
sharpness setting 42  
skewed pages, troubleshooting 76  
Sleep mode settings 45, 52  
SMTP servers  
ports  
power specifications 101  
power switch  
configuring 10  
Preferences tab, HP DSS 31  
printer workflow forms 28  
IP address, setting 47  
troubleshooting 76, 93  
software  
privileges, administrator  
protocols, network 48  
embedded Web server 37  
HP DSS, opening  
HP Web Jetadmin 40  
licenses  
Q
quality, troubleshooting 75  
restricting access 55  
uninstalling 35  
warranty 98  
R
recycling 105  
regulatory statements  
Canadian DOC 108  
declaration of conformity 107  
FCC 104  
space requirements  
specifications  
acoustic emissions 102  
duty cycle  
Korean EMI 108  
electrical 101  
release button, jams  
environment 6, 102  
remote firmware update (RFU) 60  
removing HP DSS 35  
Replace Document Feeder Kit message, clearing 52  
replacing  
features  
network requirements  
paper  
physical 101  
ADF Maintenance Kit 69  
mylar sheet 66  
space requirements  
speed  
replicating address books 29  
Resets menu, control panel 52  
restoring default settings 52  
rollers, cleaning 65  
speed specifications  
status pages 38, 41  
Supplies Status page 38, 41  
support 99  
system requirements  
S
System setup menu, control panel 45  
scanner  
scanner calibration 68  
scanner head lock 4, 52  
Secondary E-mail tab, HP DSS 13  
security  
T
TCP/IP settings 48  
technical support 99  
temperature specifications 6, 102  
temporary files 31  
testing features 35  
tests, diagnostic 53, 67  
time  
authentication settings 14  
e-mail 13  
embedded Web server settings 39  
lock, device 55  
locking control panel menus 55  
network settings 48  
software access 55  
settings 39, 45  
troubleshooting 83  
touch screen  
Sending menu, control panel 43  
cleaning 63  
serial number, locating  
servers  
testing 68  
troubleshooting  
about 71  
address books, replicating 29  
LDAP configuration 15  
settings 47  
SMTP configuration 10  
troubleshooting 76, 93  
ADF feeding 76  
blank pages 74  
buffer overflow errors 83  
cut-off pages 77  
digital sending 74  
e-mail 77, 80  
service agreements 99  
Service menu, control panel 54  
Settings tab, embedded Web server 39  
settings, restoring defaults 52  
error messages 79  
faxing 77  
112 Index  
ENWW  
flash disk 80  
V
folders 77, 81  
version information, HP DSS 35  
voltage specifications 101  
image quality 75  
internal clock 83  
W
LDAP servers 93  
LEDs, formatter and network port 96  
memory 83  
Wake Time settings 39, 45  
warranty  
extended 99  
passwords 74  
hardware 97  
permanent storage errors 84  
servers 76  
SMTP servers 93  
software 98  
Web Jetadmin 40, 62  
Web sites  
firmware, downloading 60  
HP Web Jetadmin 40  
recycling information 105  
Windows 2000 fax service 18  
Workflow tab, HP DSS 21  
U
uninstalling HP DSS 35  
upgrading firmware 60  
Usage page 38  
usage page 41  
ENWW  
Index 113  
114 Index  
ENWW  
© 2004 Hewlett-Packard Development Company, L.P.  
www.hp.com  
*Q5916-90930*  
*Q5916-90930*  
Q5916-90930  

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