WEScan - Configure a E-Mail destination (ScanToMail)

Access the configuration interface

  1. Access the Watchdoc administration interface as an administrator.

  2. From the Main Menu > Configuration section, click on Web, WES & Scan destinations section:

 

  1. 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).

 

  1. You can customize the "Mail-default" destination. You can also create a new destination by clicking on Create a new destination button:


Configure a E-Mail destination (ScanToMail)

  1. In the Scan Destination creation interface, complete the following settings.

  • 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 , 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").



      • 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".


  • 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.

 

  1. Click on the button to create the destination.

Specific case of ScanToMail 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.