Configure Integrated Scanning / scan actions

1. In the Destination area, complete the following fields:

   • Type—select Email.

   • Label—enter a name for the scan action (maximum 25 characters). This label is displayed on the device to the user.

• To—select one of the following:

  • User’s email address—the scan job is delivered to the user’s email address.

  • Custom email address—select this option, then specify the email address to which you want the scan job delivered, for example, invoices@mycompany.com.

• From—select one of the following:

  • User’s email address—the scan job is delivered from the user’s email address.

• • Custom email address—select this option, then specify the email address from which you want the scan job delivered, for example, invoices@mycompany.com. By default, this field is pre-populated with the system From address as specified in Options > Notifications > Email Options > From Address. This allows you to whitelist scanning emails on your mail server.

• Subject—enter the default email subject. You can use substitution macros, such as %Label% in the email subject. For more information about the available macros, click More Information in the Destination area or see Substitution variables/macros .

• User can edit—select this check box if you want to allow users to change the default email subject at the device.

1. In the Destination area, complete the following fields:

   • Type—select Folder.

   • Label—enter a name for the scan action (maximum 25 characters). This label is displayed on the device to the user.

• Path—select one of the following:

  • User’s home folder—the scan job is delivered to the user’s home folder.

• A folder path—select this option, then specify the path to which you want the scan job delivered, for example, N://finance/docs/.

1. In the Destination area, complete the following fields:

   • Type—select Cloud Storage.

     If this is the first time you are creating a Scan to Cloud Storage scan action, a window is displayed prompting you to activate PaperCut MF Cloud Services .

     

     1. If you want to manually select the hosting region for PaperCut Cloud Services:

        • Select a local region to minimize the transit of your documents outside your country during processing.

        • Make sure your selection adheres to your organization’s privacy policy and regulations.

     2. Click Activate.

     PaperCut MF checks that you have active Maintenance & Support (M&A)—a requirement for creating Scan to Cloud Storage actions.

   • Cloud storage provider—select the cloud storage provider.

• Label—type a name for the scan action (maximum 25 characters). This label is displayed on the device to the user.

• SharePointDocument Library URL—(SharePoint Online only) type the URL of the document library in which you want the scan jobs delivered. When using sub-sites, you need to specify the hierarchy, for example:

  https://companyname.sharepoint.com/sites/melbourne/Invoices/AllItems.aspx

  Your URL might look more complex than this example, but PaperCut NG/MF will work out the correct path if you copy the entire URL.

Scan to Fax can be delivered via SMTP or API. For a more details, take a look at Scan to Fax explained .

For Scan to Fax actions, the default color mode is Grayscale.

Delivery via SMTP

1. Select Devices > scan actions.

2. In the Actions menu, click Create new. The Scan Action Details page is displayed.

3. In the Destination section, select Fax.

   

4. Complete the following fields:

   • Fax provider—Select Basic (Generic SMTP).

   • Label—Enter a name for the scan action (maximum 25 characters). This label is displayed on the device to the user, so make it easy to understand. For example, ‘Scan to Pathology’. As you type, to the right you can see how the label will look.

     

5. In the Fax settings area, complete the following fax server settings:

   • SMTP server host—Your SMTP server hostname. This is the server used to send your scans as emails to the fax provider.

   • Port—The port to connect to on the SMTP server. Common ports include 25 or 587 for TLS, and 465 for SMTPS(SSL).

   • Username—The username for SMTP authentication. Typically an email address. This username is used by PaperCut to log into the SMTP server.

   • Password—Password for SMTP authentication.

   • Email suffix—The email suffix provided by your fax provider. This suffix gets appended to the fax number before sending it to the fax provider.

   • Encryption—Choose between None, SSL, and TLS.

   • Reject untrusted certificate—Select this checkbox when using an external email service like Gmail or if you run your own email server with a trusted certificate. This prevents man-in-the-middle attacks by blocking the connection if the email server presents a certificate that has not been signed by a trusted certificate authority.

     Do not select the checkbox if you run your own email server with a self-signed certificate.

6. In the How users select the recipient at the device section:

   • If you are setting up a fixed recipient, select Fixed recipientand complete the following fields:

     • Fax number—The fax number of the recipient.

     • Recipient name—The name of the recipient. This information will appear on the fax cover sheet, depending on your cover page configuration.

     • Recipient company name—The company name of the recipient. This information will appear on the fax cover sheet, depending on your cover page configuration. Optionally, you can make this field non-editable.

       

   • If you want to let the users enter the fax number at the MFD, select Users can specify the recipient.

     

Delivery via API

1. Select Devices > scan actions.

2. In the Actionsmenu, click Create new. The Scan Action Details page is displayed.

3. In the Destinationsection, select click Fax.

   

4. Complete the following fields:

5. Fax provider—Select your fax provider

6. Label—Enter a name for the scan action (maximum 25 characters). This label is displayed to the user on the device.

   

7. Complete the Fax settings area to match the settings required by the Fax Provider you selected above.

1. In the How users select the recipient at the device section:

   • If you are setting up a fixed recipient, select Fixed recipientand complete the following fields:

     • Fax number—The fax number of the recipient.

     • Recipient name—The name of the recipient. This information will appear on the fax cover sheet, depending on your cover page configuration. Optionally, you can make this field non-editable.

     • Recipient company name—The company name of the recipient. This information will appear on the fax cover sheet, depending on your cover page configuration. Optionally, you can make this field non-editable.

       

   • If you want to let the users enter the fax number at the MFD, select Users can specify the recipient.

     

The label for the filename field on the device. If you change the default value of Filename, the label in the next field is also changed. You can change the label to provide more specific guidance to the user about the format of the filename. For example, if you have a scan action to send invoices to a cloud drive and you want the scanned invoice file to be named according to the invoice number, you could change the label to Invoice No..

The default value for the filename. You can use macros, such as %Label% in the filename. For more information about the available macros, click More Information in the Document area or see Substitution variables/macros .

Select this checkbox if you want to allow users to change the default filename at the device.

Select one of these checkboxes if you want to generate an XML or JSON metadata file. For example, you might want to upload the scanned documents to a Content Management System .

The scan metadata file includes the:

• shared and personal account name

• local date and time of the scan

• device used for the scan

• email address to which the file was sent

• filename

• scan job id

• username

For more information, see Scan metadata file .

Select Portrait or Landscape.

Select 1-sided or 2-sided.

Select the default paper size that is highlighted on the device’s Scan Settings screen’s Paper Size field:

• For ISO standard - A3, A4, A5, Auto (Same size), Auto (Mixed sizes)

  Default: A4

• For North American standard - Letter, Legal, Ledger, Auto (Same size), Auto (Mixed sizes)

  Default: Letter

Note:

• Customizing a device’s config key ext-device.scan.default-paper-size, overrides these paper size defaults for the corresponding device.

• The Auto options are only available on some devices . On these devices:

  • Auto (Same size) - maps as Same on the device, and applies the first page’s paper size to all other pages

  • Auto (Mixed sizes) - maps as Mixed on the device, and retains each page’s original paper size.

Select up to three of the output file types to make them available to users at the MFD: PDF, JPEG, TIFF, or DOCX. If you don’t have any specific requirements around the file type, using PDF is a safe option.

If you select only one file type, that is the only one users will see at the MFD. You cannot select more than three file types due to limitations in the display panel size of some MFDs.

For Scan to Fax, either select PDF (which is universally supported by Fax Providers), or to find other file types that your fax provider supports, refer to their documentation.

When you select PDF, select none, or one or more of the following:

• Make Searchable to make the output a searchable PDF file using OCR.

• Convert to PDF/A to convert it to the ISO standardized version of PDF for archiving.

• Enable compression Selecting this engages PaperCut’s advanced PDF compression to deliver PDF files with greatly reduced file sizes. You have three options for how to compress the document:

  High compression. This engages compression options that result in the smallest file size, at the expense of the quality of images within the document. Recommended for: text-heavy documents or cases where you need the smallest possible file.

  Medium compression. Smaller than a non-compressed document. Recommended for: the majority of scan jobs.

  Low compression. Still provides reduced file sizes, but with a quality that is virtually the same as a non-compressed document. Recommended for: situations where you want smaller file sizes than uncompressed documents but don’t want to compromise on image quality.

  Learn more about scan compression in PaperCut MF.

1. If you want to include any notes about the scan action, enter them in the Admin Notes area. For example, if you have specified an email address, you might want to explain who the email is being sent to.

2. Click Save & configure access.
   The Access List page is displayed. This page allows you to set the scanning permissions.

   

3. Select the groups and users to whom you want to make this scan action available:

   1. Select the group or user from the list
   2. Click Add.

   The user or group is added to the Access Control List (ACL).

   For more information about setting up groups, see Groups in PaperCut NG/MF .