Configure WEScan

Steps

To configure WEScan, the steps are the following:

Configure the scans destinations.
Enable the Scan feature in the WES profile associated to the queue.
Enable the WEScan feature on the concerned queue.

Configure scan destinations

Access the configuration interface

Access the Watchdoc^® administration interface as an administrator.
From the Main Menu > Configuration section, click on Web, WES & Scan destinations section:

In the Web, WES & Scan destinations interface, in the Scan destinations section, the configured destinations are displayed. For each destination in the Scan destinations list, there are several tools:

button allows to edit settings of a destination in order to modify them.
button Duplicate allows to create an other scan destination from a existing;
button allows to delete a scan destination (upon confirmation).

To create a destination, click on one of the following buttons: , , or :

Configure a Scan to My mail destination

In the Scan destinations section, click on button.
In the Scan Destination creation interface, complete the following settings.

For each of the fields of the form, you can enter fixed values and/or the following variables (called "keywords"):
$USERNAME, $USER_NAME or $USER: full name of the user;
$ACCOUNT: the user's account;
$HOME, $HOMEFOLDER or $HOME_FOLDER: personal folder of the user as defined in the attribute "Home_folder" of the directory (AD) (check the presence of this attribute in the AD);
$DATE: date (in short format) of the scan;
$LONGDATE: date (in long format) of the scan;
$QUEUEID: identifier of the print queue from which the scan was done .
You can combine fixed values and variables to design explicit custom messages. For example, in the "Subject of the e-mail" field: "$USER, here is your document scanned from $QUEUEID of the $DATE", which would translate in the subject of the e-mail as "John Smith, here is your document scanned from PrintOrion of the 04/11/2020".

Settings section:
- Label: indicate in this field the label of the destination.
- Destination type: select in the list on of the three default destinations.
- Global: tick the box if the server belongs to a domain and the destination, configured on the Master server, is to be replicated on the Slave servers.
E-Mail section:
- File name: indicate in this field the name given to the scanned document attached to the e-mail.
- Can be edited by user in the WES interface (this box is associated to other settings): tick this box to allow the user to modify the setting from the device panel.
- Maximum files size (Mo): indicate the size the scanned documents can not exceed (below this size, an e-mail informs the user that the document exceeds the allowed size and therefore cannot be sent and is replaced by a download link).
- E-mails in copy: click on the button r, then complete the e-mail addresses in the following field if you want to send a copy to other recipients.
- Deletable: tick this box to allow the user to delete the copy sent to other recipients.
- User can add more e-mail addresses: tick this box to allow the user to add other recipients, then complete the e-mail addresses.
- E-mail object: enter the e-mail object introducing the scanned document.
- E-mail body message: enter the e-mail object of the scanned document.
- Sent from user's personal e-mail: tick this box so that this e-mail address may be displayed as the e-mail sender address.
- Add the user in copy: tick this box for the user to receive a copy or the e-mail (not necessary if the destination is "Scan to me").

Restrict this destination: section. Tick this box so that the destination can only be used by certain users or groups of users:
- Mode : select whether this destination can be used by all users (default) or tick All users below will not be able to use this destination to restrict. The precise:
  - one or several Groups in the list: these users groups will not be authorised to use this destination.
  - one or several Users in the list: these users will not be authorised to use this destination.

Click on the button to create the destination.

Specific case of ScanToMe with Entra ID.
When WEScan works with an Entra ID directory, if the user has several email addresses, the last email address registered in the Entra ID directory is used by WEScan.

Configure a Scan to E-mail destination

In the Scan destinations section, click on button;
In the Scan Destination creation interface, fill the following settings.

For each of the fields of the form, you can enter fixed values and/or the following variables (called "keywords"):
$USERNAME, $USER_NAME or $USER: full name of the user;
$ACCOUNT: the user's account;
$HOME: personal folder of the user as defined in the attribute "Home folder" of the directory (AD) (check the presence of this attribute in the AD);
$DATE: date (in short format) of the scan;
$LONGDATE: date (in long format) of the scan;
$QUEUEID: identifier of the print queue from which the scan was done .
You can combine fixed values and variables to design explicit custom messages. For example, in the "Subject of the e-mail" field: "$USER, here is your document scanned from $QUEUEID of the $DATE", which would translate in the subject of the e-mail as "John Smith, here is your document scanned from PrintOrion of the 04/11/2020".

Settings section:

Label: indicate in this field the label of the destination.

Destination type: "Scan to Mail" is selected by default

Global: tick the box if the server belongs to a domain and the destination, configured on the Master server, is to be replicated on the Slave servers.

E-Mail section:

File name: indicate in this field the name given to the scanned document attached to the e-mail.

Can be edited by user in the WES interface (this box is associated to other settings): tick this box to allow the user to modify the setting from the device panel.

Maximum files size (Mo): indicate the size the scanned documents can not exceed (below this size, an e-mail informs the user that the document exceed the allowed size and therefore can not be sent and is replaced by a download link).

Recipients: click on the button , then complete the e-mail address of the recipients.

E-mails in copy: click on the button , then complete the e-mail addresses in the following field if you want to send a copy to other recipients.

Deletable: tick this box to allow the user to delete the copy sent to other recipients.

User can add more e-mail addresses: tick this box to allow the user to add other recipients, then complete the e-mail addresses.

E-mail object: enter the e-mail object introducing the scanned document.

E-mail body message: enter the e-mail message accompanying the scanned document.

Sent from user's personal e-mail: tick this box so that this e-mail address may be displayed as the e-mail sender address.

Add the user in copy: tick this box for the user to receive a copy or the e-mail (not necessary if the destination is "Scan to me").

Restrict this destination: section. Tick this box so that the destination can only be used by certain users or groups of users:

Mode : select whether this destination can be used by all users (default) or tick All users below will not be able to use this destination to restrict. The precise:

one or several Groups in the list: these users groups will not be authorised to use this destination.

one or several Users in the list: these users will not be authorised to use this destination.

3. Click on the button to create the destination.

Configure a Scan to Folder destination

In the Scan destinations section, click on button;
In the Scan Destination creation interface, fill the following settings.

For each of the fields of the form, you can enter fixed values and/or the following variables (called "keywords"):
$USERNAME, $USER_NAME or $USER: full name of the user;
$ACCOUNT: the user's account;
$HOME: personal folder of the user as defined in the attribute "Home folder" of the directory (AD) (check the presence of this attribute in the AD);
$DATE: date (in short format) of the scan;
$LONGDATE: date (in long format) of the scan;
$QUEUEID: identifier of the print queue from which the scan was done .
You can combine fixed values and variables to design explicit custom messages. For example, in the "Subject of the e-mail" field: "$USER, here is your document scanned from $QUEUEID of the $DATE", which would translate in the subject of the e-mail as "John Smith, here is your document scanned from PrintOrion of the 04/11/2020".

Settings section:

Label: indicate in this field the label of the destination.

Destination type: "Scan to Folder" is selected by default

Global: tick the box if the server belongs to a domain and the destination, configured on the Master server, is to be replicated on the Slave servers.

Folder section:

Target folder: indicate in this field the path and the name of the folder in which is to be registered the scanned document attached to the e-mail.

Can be edited by user in the WES interface: tick this box to allow the user to modify the setting from the device panel (WES).

Create folder if it doesn't exists: tick this box to allow the system to create automatically the folder;

Sub folder: indicate in this field the name of the path-folder in which is to be registered the scanned document attached to the e-mail.

Can be edited by user in the WES interface: tick this box to allow the user to modify the setting from the device panel (WES).

Create sub folder if it doesn't exists: tick this box to allow the system to create automatically the sub-folder;

File name: enter in the field the name given to the scanned document;

Maximum files size (Mo): indicate the size the scanned documents can not exceed (below this size, an e-mail informs the user that the document exceed the allowed size and therefore cannot be sent).

Restrict this destination: section. Tick this box so that the destination can only be used by certain users or groups of users:

Mode : select whether this destination can be used by all users (default) or tick All users below will not be able to use this destination to restrict. The precise:

one or several Groups in the list: these users groups will not be authorised to use this destination.

one or several Users in the list: these users will not be authorised to use this destination.

Click on the button to create the destination.

Activate the Scan feature in the WES profile

From the Main menu> Configuration section, click on Web, WES & Scan destinations.

In the Web, WES & Scan destination interface, in WES profiles list, click on the concerned profile to edit it.

In Configure a WES profileinterface..., Scan section, tick the scan options boxes:

Display settings:
- Default profiles bar: allow to offer scanning profiles (predefined settings) to users, that saves time when the scanning uses are often the same;
- Scanning settings: propovides an interface in which the user has a choice between all the scan settings, which is usefull when scanning for a wide variety of purposes.
- [Documents Types (photo, paper, colour, etc.)]: define options for each document type:
- Enabled profile: tick the box to make the profile available to users:
- Users can define profiles that inherit from...: tick the box to give users the right to modify the default profile.
- Scan to folder, Scan to Mail, Scan to Me: for each destination, indicate if its enabled, disabled or if it is the default destination.

WEScan offers 3 types of scan:

Scan to Me: scans and sends the scan to the user's email.
Scan to Mail: scans and sends the scan to an email specified by the user;
Scan to folder: scans and sends the scan in a predefined folder of the user workspace and accessible by the user;

Configure the Scan to Slack destination

Collecte information in Slack

In the Slack application, select the channel (generic or specific) to which you want to send your scans.
Right-click to access the menu, then click on
- View channel details (if you've selected a group of people)
- or Show conversation information (if you've selected a single person):
click on the Integration tab
then click on Send emails to this conversation :
In the interface Send emails to..., click on Copy the Slack e-mail address:

You can then use this address copied into Slack to set up a WEScan to e-mail destination.

Enabled the Scan feature on the printing queue

To enable the Scan feature:

In the Watchdoc^® administration interface,from the Main menu > Production section, click on Printing queues, queues groups & pools.
Click on the printing queue on which you want to enable WEScan.
In the queue's configuration interface, click on Properties tab.
In the WES section, click on Enable Scan button: