Toshiba GL-10x0 Scan Manual

Scan Operator’s Guide

Version 2.2.1

Your guide to using the Scan functions of your

TOSHIBA Electronic Document Processing System

GL-10x0 Scan Operator’s Guide i

Table of Contents

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv

Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv

Supplemental References . . . . . . . . . . . . . . . . . . . . . . . . . . vii

1 Features and Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Features and Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

System Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Scanning Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

About Scan Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Setting Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Scanning a Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Sending a Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Using Public Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Private Groups and Templates . . . . . . . . . . . . . . . . . . . . . . 12

Configuring Agent Settings . . . . . . . . . . . . . . . . . . . . . . . . . 18

ii GL-10x0 Scan Operator’s Guide

4 Scanning Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Placing the Originals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Scanning Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Handling Paper Jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Scan Parameter Settings . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Scan Agent Settings in the Control Panel . . . . . . . . . . . . . . 32

Working with the Address Book . . . . . . . . . . . . . . . . . . . . . 36

Scanning Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

5 Retrieving Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Retrieving Scanned Documents (TWAIN). . . . . . . . . . . . . . . 46

More Ways to Retrieve Documents . . . . . . . . . . . . . . . . . . . 48

Dialog Box Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

6 Monitoring Scan Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Managing Scan Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

7 Basic Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

TWAIN Driver Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

8 Scan Tab Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Scan Jobs Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Templates Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Template Groups Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

GL-10x0 Scan Operator’s Guide iii

Preface

This Scan Operator’s Guide explains how to use the scanning functions of

the TOSHIBA Electronic Document Processing Systems. It also provides

instructions for retrieving scanned jobs, and for using the TopAccess web-

based utility to set up and monitor scan jobs.

This Preface introduces the scanning functions and defines the scope and

audience of this guide.

iv GL-10x0 Scan Operator’s Guide

Introduction

The TOSHIBA Electronic Document Processing System is a state-of-the-

art combination of network scanner, printer, and digital copier with walk-

up, e-mail, and iFax capability.

The network scan feature enables you to perform these functions:

Scan a document from the copier

Save the scanned image to a file on the controller or on a file server

Send the scanned image to one or more e-mail recipient(s)

Fax the scanned image to one or more recipients via Internet-Fax

(iFax)

Save the scanned image in a TWAIN folder for use by

TWAIN-compliant applications

Send the scanned image to an FTP server

Create scan templates to initiate scan jobs

Intended Audience

Who Should Read This Guide?

This Scan Operator’s Guide is intended for people using the scan

functions. It provides detailed instructions for end users on:

using the digital copier control panel to scan documents

configuring and using the GL TWAIN Driver software

using TopAccess to set up and monitor scan jobs

For network administrator functions, refer to the Administrator’s Guide.

This Scan Operator’s Guide is not intended for digital copier service

technicians or operators. For information on using and maintaining the

TOSHIBA digital copiers, refer to the Toshiba Operator’s Guide for Copying

Functions or contact your Toshiba authorized dealer for support.

Scope

This guide assumes that you are familiar with the software applications

you use to create and modify documents. Document setup or application-

specific functions are not covered in this guide.

GL-10x0 Scan Operator’s Guide v

Styles and Conventions

This guide employes several typographic styles to visually convey

information. The following table lists the styles and illustrates their use.

Styles and Conventions Used In This Guide

STYLE USAGE DESCRIPTION EXAMPLE

BOLD, SANS

SERIF FONT, ALL

CAPS

All hard keys on the copier

control panel. Press START.

SANS SERIF FONT,

ALL CAPS All soft keys and function

tabs on the copier LCD touch

screen.

Press ADMIN.

Bold, sans serif

font, initial caps Names of buttons, controls,

tabs, and menu options

(items).

Double-click Properties and click Services.

From the Start menu, choose Programs >

TOSHIBA GL-Client Software >

TopAccessDocMon.

Courier Screen messages and text

you type in a field or at the

command line.

Type the following command: setup.exe

<Brackets

enclosing

variable text>

Variable text that is to be

replaced with specific text

applicable to your network.

Enter GL<device name>, where device

name is the Microsoft Computer Name

assigned to the controller.

Italic, blue,

underlined Cross-reference to additional

information. See, Scanning on page 25 for the steps

required to scan images.

Light blue and

underlined Indicates text that is linked on

a web page. This text is not

linked in the documentation.

Click the Install Software link at the

bottom of the page.

vi GL-10x0 Scan Operator’s Guide

How this Guide is Organized

Chapter 1, Features and Functions on page 1 introduces the capability

and components of the GL-Scan feature in the TOSHIBA Electronic

Document Processing System.

Chapter 2, Scanning Overview on page 5 describes in outline how to set

up and use the GL-Scan feature.

Chapter 3, Setup on page 9 explains how to use TopAccess (End User

Mode) to set up private scan templates, to organize them into groups, and

to configure the scan transfer agents.

Chapter 4, Scanning Documents on page 23 explains how to scan

images using the copier control panel.

Chapter 5, Retrieving Documents on page 45 summarizes the

procedures for retrieving scanned images

Chapter 6, Monitoring Scan Jobs on page 55 summarizes how to use

TopAccess to monitor your scan jobs.

Chapter 7, Basic Troubleshooting on page 59 summarizes how to

resolve issues you may experience.

Chapter 8, Scan Tab Reference on page 65 describes the fields and

controls on each page of the Scan tab in TopAccess.

GL-10x0 Scan Operator’s Guide vii

Supplemental References

In addition to the information in this guide, the following reference

materials are available to assist you in using and optimizing your

controller:

Toshiba Operator’s Guide for Copying Functions

This manual describes the digital copier functions: how to make copies,

maintain the copier, and troubleshoot mechanical and copying problems.

Quick Start Guide

The purpose of this guide is to introduce the controllers, summarize

installation and operational procedures, and describe system

requirements and specifications. A printed copy of this manual ships with

the controller.

Administrator’s Guide

You can find the .pdf version of this guide on the e-STUDIO Admin’s Client

CD-ROM. It is intended for the network administrator and contains

detailed information for installing, configuring, and troubleshooting the

controller.

Operator’s Guide

This guide provides detailed instructions for installing and using the

printer drivers and the job monitoring utility, TopAccessDocMon, to print

to the Electronic Document Processing System. It also describes how to

use the web-based application TopAccess to monitor and manage print

jobs. You can find the .pdf version of this guide on the e-STUDIO Client

CD-ROM.

TopAccessComposer Operator’s Guide

You can find the .pdf version of this guide on the e-STUDIO Admin’s Client

CD-ROM and on the e-STUDIO Client CD-ROM. It contains information on

storing, managing, editing, and printing documents using the web-based

tool, TopAccessComposer.

Network Fax Operator’s Guide (GL-1010 Option)

If you have purchased the optional Fax feature, the e-STUDIO Fax Option

Client CD-ROM contains a .pdf version of this guide. This guide contains

information on enabling network fax functionality through the controller.

viii GL-10x0 Scan Operator’s Guide

It includes procedures for sending faxes through the network from a

remote workstation and using the fax software: GL Fax Driver, GL Fax

Address Book Viewer, and GL Fax Address Book. It also describes how to

use the web-based utility, TopAccess (End User Mode) and the client

utility, TopAccessDocMon, to manage fax jobs.

Application-Specific Online Help

All of the Electronic Document Processing System software and drivers

come with application-specific online help. Click Help or choose the

Contents and Index options from the Help menu. For web-based help in

TopAccess, click the Help link.

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