WEScan - Presentation

Principle

Watchdoc WEScan is an application in version 5.4 of Watchdoc that enables documents to be scanned using Watchdoc and then sent to an email address or to a folder in the user's work environment.

 

This is a customisable interface, embedded on compatible printing devices, from which users can choose a scan profile combining scan and document send settings:



This function is provided by certain manufacturers of printing peripherals under the following names :

  • Scan to me (Scan2Me) when the scanned document is sent to the email address of the authenticated user

  • Scan to folder (Scan2folder) when the scanned document is sent to a network folder known to the authenticated user

  • Scan to home (Scan2Home) when the scanned document is sent to a network folder specific to the authenticated user (in their workspace)

Prerequisistes

Technical prerequisites

If the WEScan function is enabled in a domain (master/slaves configuration), the "inter-server print on demand" function must be enabled on the master and on the other servers (slaves). (See Enabling the interserver print-on-demand function).

Organisational prerequisites

  • Licence: WEScan is compatible from the Watchdoc® 5.4 version and requires a WES license.

  • Privileged Service options: when installing, the Privileged Service allowing the scanned documents to be saved in a specific shared folder of the network must be enabled in order to activate the Scan to folder option.

     

  • LDAP: the user must have a LDAP account with which he logs on on the WEScan (especially for the Scan to me and Scan to folder Destinations);

  • SMTP: to send to the users the scanned document, the email notification must be enabled and information about the SMTP server must be configured in Watchdoc®.

  • E-mail notifications: it is necessary to enable the e-mail notification for Watchdoc (from the Watchdoc®Main Menu> Configuration section>Advanced Configuration > Notifications > click on button Notifications Configuration > E-mails section):

As a WES, WEScan depends on the capabilities of the printing devices with which it communicates. Please refer to the compatibility list to know the devices which it works with.

Compatible models

The WEScan feature of Watchdoc 5.5 is compatible with the following printing devices:

 

Compatible trades Scan To Mail Scan to Me Scan to Folder Scan to Url
Hewlett Packard ✔ ✔ ✔ ✔
Konica Minolta* Open API - - i and after models ✔ ✔ ✔ ✔
Kyocera ✔ ✔ ✔ ✔
Lexmark* - SDK6 ✔ ✔ ✔ ✔
Sharp* (only WES compatible models) ✔ ✔ ✔ ✔
Xerox ✔ ✔ ✔ ✔

* Optical character recognition (OCR) is not supported by these devices.

Concepts presentation

WEScan is based on the following concepts:

 

  • The (scan) profile:A scan profile is a sum of parameters (format, colour, orientation, type of document, etc.) defining the way in which a document is scanned. Saved in a JSON file, the scan profile can be modified using the ScanProfilesCustomizer executable.
    N.B.: in a domain, to guarantee the availability of scan profiles on all slaves servers in the event of a failure of the interserver database, it is advisable to duplicate all the scan profile JSON files from the master server to the slaves servers.
    To do this, copy the custom scan profiles folder (in which you have saved your scan profiles) from your master server to the slave server(s).

     

  • The (scan) destination: a Destination is the place where the scanned document is sent. WEScan offers 3 default destinations:

    • Scan to Me: scans and sends the scan to the user's email address (the user must have an account in the directory (Active Directory) with a valid email address);

    • Scan to Mail: scans and sends the scan to an email address specified by the user;

    • Scan to folder: scans and sends the scan to a predefined folder in the workspace accessible to the user;

    • Scan to url: scans and sends the scan in a folder and a email to the recipient with a download link (useful when the scan attached file is large).