Scan Router Doc Server

8/12/2019 Scan Router Doc Server

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Management Guide

Read this manual carefully before you use this product and keep it handy for future reference.

Overview of ScanRouter DocumentServer

Managing and Maintaining Document Management System

How to Use SRDS Manager

How to Use Authentication Manager

Appendix

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3

4

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Introduction

This manual contains detailed instructions and notes on the operation and use of this product. For your

safety and benefit, read this manual carefully before using the product. Keep this manual in a handy

place for quick reference.

Trademarks

Microsoft and Windows are registered trademarks of Microsoft Corporation, in the United States and

other countries.

Novell, NetWare, NDS, eDirectory are registered trademarks or trademarks of Novell, Inc. in the United

States.

Other product names used herein are for identification purposes only and might be trademarks of their

respective companies. We disclaim any and all rights to those marks.


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ScanRouter DocumentServer Manuals

ScanRouter DocumentServer has several manuals. Read the manual that is rele-vant to your usage or query.

Note

To display PDF format instructions, Adobe Acrobat or Adobe Reader must beinstalled on your computer.

Setup GuideExplains system environment requirements and how to set up ScanRouterDocumentServer. This guide also describes the first operation after establish-ing a document management server and how to set up SSL communication.

Introduction GuideExplains basic ScanRouter DocumentServer document management opera-

tions, using several examples. This guide also describes how to add destina-tion data collectively.

Management GuideExplains document management and daily administrator operations forScanRouter DocumentServer. This guide also describes operations that areavailable by accessing a document management server and AuthenticationManagement Service using SRDS Manager and Authentication Manager.

Reference

After installing ScanRouter DocumentServer, you can display the manualsabove in a PDF format according to the procedure below.

On the [Start]menu, point to [Programs]> [ScanRouter System]> [ScanRouterDocumentServer].


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TABLE OF CONTENTS

ScanRouter DocumentServer Manuals.................................................................i

How to Read This Manual .....................................................................................1Symbols .....................................................................................................................1

Overview of ScanRouter System..........................................................................2

1. Overview of ScanRouter DocumentServer

ScanRouter DocumentServer...............................................................................5System Composition ..................................................................................................5Document Management with ScanRouter DocumentServer .....................................7Features of ScanRouter DocumentServer .................................................................8

2. Managing and Maintaining Document Management System

Managing and Maintaining Document Management System ..........................13

Types of Administrator .............................................................................................13Sample Settings of Administrator Right ...................................................................14

Preparing for Operation (Default).......................................................................15Flow of Default Settings ...........................................................................................15Setting Authentication Manager ...............................................................................16

Preparation for the Whole System ...........................................................................18Preparation for Document Management ..................................................................19

ScanRouter DocumentServer Administrator's Task ........................................21Starting Up and Shutting Down the Document Management Server (Turning On/Off)... 21Daily Management and Operations..........................................................................22

Occasional Tasks Required .....................................................................................24Authentication Service Administrator's Task ...................................................26

Setting Authentication Service Administrator ...........................................................26Profile Management .................................................................................................26

Management of Authentication Settings ..................................................................26Backing up Authentication Management Service Information..................................26

Backup Schedule Management ...............................................................................27Changing password for built-in user.........................................................................27

Other Occasional Tasks...........................................................................................27

Users Administrator's (Basic Authentication) Task .........................................29

Management of Users Administrator (Basic Authentication)....................................29Management of Basic Authentication User ..............................................................29Backing Up Basic Authentication Information ..........................................................29

Other Occasional Tasks...........................................................................................30


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3. How to Use SRDS Manager

About SRDS Manager..........................................................................................31What is SRDS Manager? .........................................................................................31Starting SRDS Manager...........................................................................................31Using Help................................................................................................................32Viewing the Initial Window .......................................................................................33

Server Management.............................................................................................34Selecting a Document Management Server ............................................................34Specifying Another Login User.................................................................................34Specifying ScanRouter DocumentServer Administrator ..........................................34Changing Authentication Method .............................................................................34Changing Password for Built-in User .......................................................................35Setting Server Preferences ......................................................................................35Displaying the Server Information ............................................................................36Backing Up or Restoring the System .......................................................................36

Cabinet Management...........................................................................................38Cabinet Management...............................................................................................38

Document Type Management.............................................................................44Managing Document Types .....................................................................................44

Wordlist Management..........................................................................................46Managing Wordlists..................................................................................................46

Job List/Log/Schedule Management..................................................................47Managing Normal Jobs ............................................................................................47Managing Time-Specific Normal Jobs .....................................................................47Managing Print Jobs ................................................................................................48Managing Fax Jobs..................................................................................................49Managing Access Logs ............................................................................................50

Managing System Logs............................................................................................50Managing Schedule .................................................................................................51

4. How to Use Authentication Manager

About Authentication Manager...........................................................................53What is Authentication Manager ? ...........................................................................53Starting and Quitting Authentication Manager .........................................................53Using Help................................................................................................................54

Setting and Managing Administrator.................................................................55

Adding and Removing Authentication Service Administrator...................................55Adding and Removing Users Administrator (Basic Authentication) .........................55Managing Password of Built-in User ........................................................................56

Managing Authentication Settings.....................................................................57Setting Contents of Authentication Method..............................................................57

Displaying Authentication Information......................................................................60

Managing Basic Authentication User ................................................................61Add Users ................................................................................................................61Delete Users ............................................................................................................61Change User Property .............................................................................................61Preferences..............................................................................................................61Exporting Basic Authentication User........................................................................62Importing Basic Authentication User ........................................................................62

Backup and Restore ............................................................................................63Back Up....................................................................................................................63Restore.....................................................................................................................64


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Backup Schedule Management..........................................................................65Adding a New Schedule...........................................................................................65

Deleting a Scheduled Task ......................................................................................66Suspending and Resuming a Scheduled Task ........................................................66

Editing a Scheduled Task ........................................................................................66

5. Appendix

File Formats Used with ScanRouter DocumentServer.....................................67Files Created by Applications...................................................................................67Image Files...............................................................................................................68

Limitations and Restrictions of ScanRouter DocumentServer .......................69

Security.................................................................................................................71Cabinet Access Rights .............................................................................................72

Folder Access Rights ...............................................................................................73

Specifying the Range for the Login User Names (NDS and LDAP Authentication)...74Specifying the Range for Login User Names:Example ............................................75

Troubleshooting...................................................................................................76Dial-up Connection..............................................................................................78

When a Dial-Up Router is Connected to the ScanRouter DocumentServer Environment...78When Using Dial-Up Connection .............................................................................78

INDEX......................................................................................................... 79


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How to Read This Manual

Symbols

In this manual, the following symbols are used :

Important

This symbol indicates a situation that may result in property damage or mal-function if instructions are not followed. Be sure to read the instructions.

Preparation

This symbol indicates information or preparations required prior to operating.

Note

This symbol indicates precautions for operation, or actions to take after abnor-

mal operation.Limitation

This symbol indicates numerical limits, functions that cannot be used together,or conditions in which a particular function cannot be used.

Reference

This symbol indicates a reference.

[ ]

Elements on the machine's display panel or the computer's display, such as keys,

buttons, and menus.


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Overview of ScanRouter System

ScanRouter System is a group of document management applications that helpsusers improve their business efficiency and productivity, and speed up manage-ment and organizational procedures.

The volume of electronic and paper documents that must be stored increases ona daily basis. ScanRouter System can efficiently manage huge amounts of docu-ment data, such as scanned-in/fax-received image data and files made usingcomputer applications-creating a work environment that is optimized for busi-ness usage information.

ScanRouter System documents can be easily retrieved, viewed, edited, printed,and sent by e-mail to communicate information to any person at any time.

In addition to supporting a wide variety of user authentication methods, for ex-tra security, ScanRouter System can protect users' documents using easily madeaccess settings.

ScanRouter System includes the following applications:

DeskTopBinder Lite/Professional

ScanRouter V2 Professional

ScanRouter Enterprise

ScanRouter EX Professional/Enterprise

ScanRouter DocumentServer

ScanRouter Web Navigator


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1. Network devices

You can input or output documents us-ing network devices.

Documents scanned from a scanner or re-ceived by fax are sent to the delivery

server.If there is a hard disk drive (DocumentServer) on a network device, the Docu-ment Server receives documents read bynetwork device or received by fax. Docu-ments in the Document Server can beused with ScanRouter System softwareproducts.

2. ScanRouter V2 Professional,ScanRouter Enterprise, and Scan-Router EX Professional/Enterprise(delivery server)

The server works with other devices on

the network to deliver documents. Docu-ments received from network devices aredelivered according to the delivery meth-od configured for each destination.

Possible delivery methods include: sav-ing in in-tray, sending by e-mail, andadding to a document management serv-er folder.

ADP001S

XXX

FAX

XXXX

SCN

DOC

1 2 3

456

HDD

A

B

C

Data flow when a delivery server is used

Data flow when DeskTopBinder anda document management server are used

Data flow when ScanRouter Web Navigator is used


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3. ScanRouter DocumentServer(document management server)

Documents created in different kinds ofapplication can be added from DeskTop-Binder and ScanRouter Web Navigator tothe document management server. Theserver arranges, sorts, and manages these

documents.Configuring access rights for each cabi-net and folder in the server restricts us-er/group access and operations they canperform, and prevents unwanted docu-ment tampering.

4. ScanRouter Web Navigator (Webserver)

ScanRouter Web Navigator is a portal ap-plication enabling access from Web clientto document management server and de-livery server in-trays using a Web brows-er.

It is not necessary to install ScanRouterWeb Navigator on each client computer,since document operations can be per-formed using the Web browser on clientcomputers.

5. Web Browser (client computer)

Client computers access the Web serverthrough the Web browser to search, dis-play, and download documents in an in-tray or in the document managementserver.

6. DeskTopBinder Lite/Professional(client computer)On a client computer, DeskTopBinderLite/Professional manages various kindsof data as documents.

Using DeskTopBinder Lite, documents inthe delivery server can be viewed andmanaged. Using DeskTopBinder Profes-sional, documents in the document man-agement server and delivery server can

be viewed and managed.

When Document Server is used with anetwork device, documents in DocumentServer can be viewed from or copied toDeskTopBinder Lite/Professional to beedited or managed.


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1. Overview of ScanRouterDocumentServer


ScanRouter DocumentServer can arrange, sort, and manage scanned documentsand documents added from DeskTopBinder Professional, whatever the applica-tions used to create those files. Added documents can be shared among multipleclient computers to be edited, viewed, and searched using DeskTopBinder Pro-fessional or Web browser.

Installing ScanRouter DocumentServer also installs Authentication Manage-ment Service at the same time. Authentication Management Service manages thesettings related to user authentication of ScanRouter DocumentServer, and canbe processed through Authentication Manager. User authentication for thewhole ScanRouter System can be centrally managed because AuthenticationManagement Service can be used in conjunction wit other server products ofScanRouter System.

System Composition

ScanRouter System has the following system layout.

1. ScanRouter DocumentServer(Document Management Server)

Digitized documents are stored andmanaged. Stored documents can beshared among multiple client comput-

ers. Therefore, documents added to thedocument management server can beviewed and processed using DeskTop-Binder Professional or a ScanRouterWeb Navigator (Web browser).

2. Delivery Server

The delivery server is set up when Scan-Router EX Professional/Enterprise is in-stalled. In conjunction with networkdevices, the delivery server delivers doc-

uments. It can also forward documents tofolders in the document managementserver.

AEO001S

SCN

SCNDOC

SCN

SCN

DOC

5

6

1,2,3,4


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3. Web Server

Install ScanRouter Web Navigator on theWeb server. In conjunction with the doc-ument management server and deliveryserver, documents stored in those servers

can be viewed using a Web browser on aclient computer.

4. Authentication Management Ser-vice

When ScanRouter DocumentServer is in-stalled, Authentication Management Ser-vice is also installed. AuthenticationManager is also automatically installedto manage Authentication Management

Service.ScanRouter System provides the follow-ing authentication methods according tothe user's environment:

Windows Authentication (NT com-patible), Windows Authentication(native)Available if a Windows domain isused for user authentication.

NDS Authentication

Available if a NetWare server is usedfor user authentication.

LDAP AuthenticationAvailable if an LDAP server is usedfor user authentication.

Basic AuthenticationAvailable if setting up unique usersindependent of domains or servers.

Note

Authentication Management Service

is used in common for the followingScanRouter System server products:ScanRouter DocumentServer Ver.2.xxx, ScanRouter Web NavigatorVer. 3.xxx, ScanRouter EX Profession-al, and ScanRouter EX Enterprise.

5. Client Computer

By using DeskTopBinder Professional ora ScanRouter Web Navigator (Web

browser), the documents stored in docu-ment management server and delivery

server can be viewed. (To view docu-ments using a Web browser, ScanRouterWeb Navigator must be installed on theWeb server.) After installing SRDS Man-ager and Authentication Manager, youcan manage and maintain the documentmanagement server and manage Au-thentication Management Service.

6. Network Device

This device adds scanned documents tothe server. In addition, the documents inthe document management server can beprinted directly from this device connect-ed to the server.


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Document Management with ScanRouter DocumentServer

With ScanRouter DocumentServer, documents can be added to the docu-ment management server making them available as shared data among client

computers. The documents in the server can be viewed using DeskTopBinderProfessional or a Web browser on a client computer. (To view documents us-ing a Web browser or ScanRouter Web Navigator must be installed on theWeb server.)

Outline of the document management system

In the document management system, documents are stored and managed incabinets in the document management server. You can create folders in cabinetsfor sorting documents. You can also print stored documents directly from the

server.

1. In the document management

server, documents are stored in cabi-nets. Documents can be further orga-nized by creating folders withincabinets.

2. Documents stored in the docu-ment management server can beviewed or process via DeskTop-Binder Professional on a client com-puter.

3. Documents stored in the docu-

ment management server can beviewed and used from a Web brows-er on a client computer. (To view andprocess documents using a Webbrowser or ScanRouter Web Naviga-tor must be installed on the Webserver.)

1

23

SCN

DOC

DOCDOC

AZD002S


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Features of ScanRouter DocumentServer

The document management system has the following features to share docu-ments among multiple users.

Various manageable data types

ScanRouter DocumentServer can integrate various kinds of data, such as filesmade with different applications, scanned image data, and existing image filesfor total document management. Files or image data created by applications arestored in cabinets or folders in the document management server and can beshared.

For the following jobs and tasks, the necessary applications must be installed in

the document management server. Printing documents from the document management server

Sending faxes from the document management server

Reference

p.67 File Formats Used with ScanRouter DocumentServer

Organizing and managing documents

To organize documents for efficient management, folders and cabinets can becreated in the document management server. Documents are added to foldersand cabinets. Several files created in different applications can be put togetheras one document. Each document can have attached information such as a doc-ument name, number, and creator. Available information items are fixed by thedocument type configured for each document. A document can only be config-ured as one type. By storing documents of different types in separate cabinets,you make document management more efficient.


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1. Cabinet

Cabinets, where documents are storedand managed, are created in the docu-

ment management server by an adminis-trator in advance.

2. Folder

Folders are created in cabinets as needed.Folders can be created using DeskTop-Binder Professional or ScanRouter WebNavigator.

3. Document

A document consists of multiple sections.

Each file is called a section, and multi-ple sections make up a document.

Information, such as document name andnumber, is attached to each document.The information is used when searchingfor particular documents or when listingdocuments in a particular order.

Information items for each documenttype can be set with Document Type.You can create a wordlist for itemsthat use character strings, and enter

words directly from the wordlist.

Note

Cabinet and folder document type canbe set when adding documents.

2 13AZD003S


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Document type

A document type is a set of information items, such as a document name, num-ber, and creator, that you can attach to each document. Since you can customize

a document type with a variety of combinations of information items, you canattach necessary information for each document. In addition, since you cansearch for particular documents or list documents in order by type, creating andattaching a document type makes document management easier.

Available document types are as follows:

Basic type (Basic)

System preset type (Built-in)

Custom type (Custom)

Note Add or edit document types for each system using SRDS Manager. Use SRDS

Manager or client software to specify the required document type for eachcabinet. When a document is added from the client, the document type isspecified. A default document type can also be specified for each cabinet orfolder from the client software in advance so it can be set automatically whena document is added.

Reference

p.44 Document Type Management

Access control

Access rights can be set for each cabinet or folder. Set access rights to limit usersto read-only document access, preventing unauthorized tampering or duplica-tion. SRDS Manager allows you to set cabinet access rights for groups and usersindividually. Cabinet owners can change cabinet access rights and ownership.

Reference

p.38 Cabinet Management

Viewing Documents using a Web browser

By using a Web browser, documents can be added to the server and they can beviewed.

You can use ScanRouter Web Navigator to register and view documents also,and to make documents changes: such as adding/deleting sections, creatingfolders, and managing access rights.


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Shortcut for document

By using DeskTopBinder Professional, shortcuts for documents can be created.If you create a shortcut for a frequently used document, you do not have to

spend time looking for. Simply double-click the shortcut to display the docu-ment. Also, even shortcuts to documents stored in different folders can be col-lected in one folder.

Printing documents from the server

Documents in the document management server can be printed from the server.Print jobs are sent directly from the server so client computers will not be occu-pied by print jobs.

Referencep.48 Managing Print Jobs

Sending faxes from the server

Documents in the document management server can be faxed from the server.

Reference

p.49 Managing Fax Jobs

Version Management

Versions can be managed for documents that will be revised, such as employ-ment regulations and company rules. The version number, name of the personwho revised the document, revision date, and other data can be attached to thedocument. Only the latest version of a document can be modified. Old versionscan be viewed, printed, and saved. Only the latest version of a document can beretrieved through searching.

Search

Documents can be retrieved by searching through client computers. You cansearch for documents by keyword, or full text.

Keyword searches are performed by setting specific search conditions.

For content text searches, the content text search data for a document is created,and made searchable for all character strings in the document.

Reference

Client computers are searched for documents that contain the specified key-word or full text. For details about search methods, see DeskTopBinder Pro-fessional Help or ScanRouter Web Navigator Help.


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2. Managing and MaintainingDocument Management System

Managing and Maintaining Document

Management System

ScanRouter DocumentServer allows you to assign functions to individual ad-ministrators, instead of a single administrator managing all functions. This pro-vides flexibility and efficiency.

Before starting ScanRouter DocumentServer operations, assign an administrator toeach function and define the management style of ScanRouter DocumentServer.

Consider the operation and management style of your system based on "Types ofAdministrator" and "Sample Settings of Administrator Right" described below.

Types of Administrator

ScanRouter DocumentServer utilizes the following types of administrator:

1. ScanRouter DocumentServer Ad-ministratorThis administrator is responsible foroverall administration of ScanRouterDocumentServer servers.

This administrator uses SRDS Managerto manage and back up cabinets on aScanRouter DocumentServer server.

Reference

p.21 ScanRouter DocumentServerAdministrator's Task

2. Authentication Service Adminis-tratorThis administrator uses AuthenticationManager to set up and manage Authenti-cation Management Service, which con-trols general user authentication for theScanRouter System.

The administrator makes administrator set-tings and detail settings of authenticationmethod, and creates backups of administra-tor information and authentication settingsinformation.

Reference

p.26 Authentication Service Ad-ministrator's Task

AAO002S

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3. Users Administrator (Basic Au-thentication)

ScanRouter System provides users with"Windows Authentication (NT compati-

ble)" or "Windows Authentication (na-

tive)" that uses Windows domain userauthentication, and "Basic Authentication"that sets up unique users independent ofdomain. To use Basic Authentication, aUsers Administrator registers and manag-es Basic Authentication users to maintainuser information.

Reference

p.26 Authentication Service Ad-

ministrator's Task

4. Built-in User

This is an administrator account pre-pared by the system for making defaultsettings. An administrator account is setup when ScanRouter DocumentServer is

installed.When you log on as a built-in user, youcan perform every ScanRouter Docu-mentServer, SRDS Manager, and Au-thentication Manager operation.

After practical operation has started,make sure to change the built-in userpassword using Authentication Manageror SRDS Manager.

You can exclude the built-in user fromScanRouter DocumentServer Adminis-trators, Authentication Service Adminis-trators, or Users Administrators (BasicAuthentication).

Important

When you exclude the built-in user from administrator members, if user in-formation of Window Authentication (NT compatible), Windows Authenti-cation (native), LDAP server, NetWare server or Basic Authentication iscorrupted, administrator users cannot be identified and ScanRouter Docu-

mentServer , Authentication Management Service, and Basic Authenticationusers cannot be managed.

Sample Settings of Administrator Right

The following shows sample settings of administrator rights. Make administra-tor settings according to your environment.

ScanRouter DocumentServer AdministratorThis administrator is normally assigned to manage the ScanRouter Docu-mentServer computer.You can include built-in users as administrator members.

Authentication Service AdministratorThis administrator is normally assigned to administrator presiding and man-aging entire ScanRouter System.You can include built-in users as administrator members.

Users Administrator (Basic Authentication)This administrator is normally assigned to register and delete Basic Authen-

tication users, and manage and maintain backed up of user information.You can include built-in users as administrator members.

Note

If one user is assigned for each manager, the user can be the three managersabove at once.


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Preparing for Operation (Default)

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Install ScanRouter DocumentServer, specify the management type, and thenmake default settings to start operation. A built-in user account is usually usedfor making default settings.

Reference

For details of how to make settings, see Authentication Manager Help andSRDS Manager Help respectively.

Flow of Default Settings

The procedure flow to make default settings is shown below.

AZD001S

Authentication settings

Set Authentication

Service Administrator

Authent icat ion Manager

Specifying Users Administrator

(Basic Authentication)

Add Basic Authentication users

Set profiles

ScanRouter DocumentServer Administrator

Set server preferences

SRDS Manager

Other settings

Basic Authentication

Set Authentication

Service Administrator

Set profiles

Windows Authentication(NT compatible/native)

NDS Authentication

LDAP Authentication


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Setting Authentication Manager

Use Authentication Manager to make settings for the ScanRouter System's Au-thentication Management Service.

Reference

p.53 About Authentication Manager


Make detailed authentication method settings. There are five types of authenti-cation method available: Windows Authentication (NT compatible), WindowsAuthentication (native), Basic Authentication, LDAP Authentication, and NDSAuthentication.

Basic settings are complete at installation, but make settings about compositionsof authentication methods using Authentication Manager in the following cases:

If you want to directly specify the domain controller to use, when using Win-dows Authentication (NT compatible/native).

If you want to obtain a user list of the domains to which the ScanRouter Sys-tem server belongs and domains which have one-way trust relationship withthe aforementioned domain, when using Windows Authentication (native).

If you want to browse and use Authentication Service of another server (brows-

ing another authentication).Important

To use Windows Authentication (NT compatible), or Windows Authentica-tion (native), create each type of domain and register domain users in ad-vance.

To use NDS or LDAP Authentication, create a NetWare or LDAP server, andregister users in advance.

Limitation

No settings are required here if ScanRouter EX Professional (Ver3.xxx), Scan-

Router EX Enterprise (Ver2.xxx) or ScanRouter Web Navigator (Ver1.xxx) isinstalled on a server where ScanRouter DocumentServer is also installed, andauthentication settings are already made using Authentication Manager.

Reference

p.57 Managing Authentication Settings


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Registering Basic Authentication user

When the authentication method is set to Basic Authentication, register a BasicAuthentication user.

Limitation

The following authentication methods do not require addition of Basic Au-thentication users:

Windows Authentication (NT compatible)

Windows Authentication (native)

NDS Authentication

LDAP Authentication

Note You can register users collectively from a CSV file created in advance using

the import function of Basic Authentication users.

Reference

p.61 Managing Basic Authentication User

Setting Authentication Service Administrator

Make Authentication Service Administrator settings. Only the Authentication

Service Administrator specified here can manage authentication settings, Au-thentication Service Administrators, and profiles.

Reference

p.55 Setting and Managing Administrator

Specifying Users Administrator (Basic Authentication)

When Basic Authentication is used as the authentication method, specify the ad-ministrator who adds or deletes users of Basic Authentication.

Limitation

The following authentication methods do not require you to set a User Ad-ministrator:

Windows Authentication (NT compatible)


NDS Authentication

LDAP Authentication

Referencep.55 Adding and Removing Users Administrator (Basic Authentication)


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Setting profiles

Make profile (e-mail address) settings and register the profile for a user of theselected authentication method.

Note

You must make profile settings to use ScanRouter EX Professional/Enter-prise.

Preparation for the Whole System

Before starting document management system operations, server preference set-tings must be made for the whole system.

Referencep.31 About SRDS Manager

Setting a ScanRouter DocumentServer AdministratorMake necessary settings for an administrator who manages all functions ofScanRouter DocumentServer including cabinet management and mainte-nance using SRDS Manager.

Note

Specify an administrator for each document management server.

Reference

p.34 Specifying ScanRouter DocumentServer Administrator

Making the server preference settingsMake the following server preference settings:

Maximum OCR characters for Content Text SearchSet the maximum number of characters per page when OCR is performedfor content text search.

Suspend relevant cabinets before performing scheduled task.

Select whether or not to suspend relevant cabinets for a scheduled task ifusers are connected. If you select not to suspend cabinets, the task is reat-tempted the set number of times.

Saving backed up dataSelect whether or not to save backed up data using scheduled backup.

Web SettingsMake Web server settings.

Settings of Time-Specific Normal JobsTo execute time-specific normal jobs, specify the start and complete times.

Reference

p.35 Setting Server Preferences

p.51 Managing Schedule

p.47 Managing Time-Specific Normal Jobs


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Making backup settingsMake Schedule settings. Schedule allows the following tasks to be performedautomatically:

Cabinet backup

System backup

Important

Data cannot be restored once lost. Be sure to back up all data regularly.

Note

You can backup cabinets by specifying them individually or selecting all.

For backup operations using other tools, see the manual provided.

Reference


Preparation for Document Management

Make settings for cabinets, document types, and wordlist in preparation for doc-ument management.

Setting document typesBasic type is available as one of the preset document types. You can either useBasic type or create new document types by adding your own item settings.To set a new document type, make the information item settings, such as doc-ument name, number, and creator.

Note

Besides Basic type, the following system preset types are available:

Scan data

Sent fax data

Copy data

Received fax data Print data

Reference


Creating a wordlistYou can create wordlists. For document type items that take character strings,you can set a wordlist and enter words from it. The contents of a wordlist canbe updated when required.

Reference

p.46 Wordlist Management



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Creating cabinetsYou can create cabinets. For each cabinet, you can make owner settings.

Note

The administrator creates cabinets using SRDS Manager. Users can then

use DeskTopBinder Professional or ScanRouter Web Navigator to createfolders or documents in cabinets.

Reference



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ScanRouter DocumentServer Administrator's Task

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ScanRouter DocumentServer Administrator'sTask

A ScanRouter DocumentServer Ad-ministrator must make preparationswhen the document managementserver can begin operation. Once theserver is in operation, daily manage-ment and operation tasks are re-quired. In addition, the administratorneeds to change the server settingsand maintain the server as necessary.

Proper management and settings forthe preferences or purposes are nec-essary to ensure all clients can fullyutilize the document managementsystem.

Note

Use SRDS Manager for settings,managing and operating the docu-ment management system.

Starting Up and Shutting Downthe Document ManagementServer (Turning On/Off)

Follow the procedure below to startup or shut down the document man-agement server.

Starting up the document managementserverTurn the server on, and then startWindows. When the documentmanagement server starts, resumecabinets.

Shutting down the document manage-ment serverBefore turning off or restarting thedocument server, make sure no us-ers are connected to it. Suspend thecabinets, quit Windows, and thenturn the document managementserver off.

Note

To check if there are users con-nected to the server, click [ServerInformation]on the [Server]menu.

Reference

p.36 Displaying the Server In-formation

Suspending or resuming cabinets

To suspend or resume cabinets, click[Suspend/Resume]on the [Operations]menu. When cabinets are resume, us-ers can create folders and add docu-ments.

Note

You can resume a selected cabinetor all cabinets at the same time.


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Daily Management and Operations

To manage and operate the documentmanagement system, an administrator

is required to do the following tasks:

Checking free disk space in the server

Since the server hosts both the Scan-Router System and the operating sys-tem, when free space on the server'shard disk gets low, it may hinder sys-tem operations causing trouble such

as inability to store documents andsystem instability. Check free diskspace regularly, and try to reserve acertain amount of space by deletingunnecessary documents or movingdocuments to other media. Also,since creating data for display withWeb Viewer uses memory space,make sure there is free space not onlywhen adding documents, but when

creating data for Web Viewer display.

Checking server information

Check the number of folders and doc-uments in the server, and the numberof connected users regularly. Whenthere are too many folders and docu-ments, have users organize their fold-ers or documents by putting them

together, or delete unnecessary fold-ers and documents. You can view theserver information by clicking [ServerInformation]on the [Server]menu.

Note

To ensure documents are search-able, they should be sorted andstored in different folders.

Referencep.36 Displaying the Server Infor-mation

p.69 Limitations and Restrictionsof ScanRouter DocumentServer

Checking cabinet information

Check current settings for cabinets inthe server and how they are being

used, and, if necessary, change thesettings or have users organize theirfolder and documents. You can viewcabinet information by clicking [Dis-play Cabinet Properties]on the [Opera-tions]menu.

Limitation

Each cabinet can store up to 300,000documents. When the number of

documents exceeds 300,000, createanother cabinet and divide the doc-uments.

Reference


Checking jobs

You need to check job status regularly

to make sure there are no unproc-essed jobs remaining. There are twotypes of jobs: normal jobs, print jobsand fax jobs.

Normal jobsA list of normal jobs, such as creat-ing Content Text Search data orthumbnail data, in progress andqueued is displayed. If any normal

jobs remain unprocessed, startprocessing as needed. You can de-lete unnecessary jobs. The jobs de-leted are not processed.

Time-specified normal jobsA list of time-specific normal jobs,such as creating Content Text Searchdata or data for Web viewer display,is displayed. The jobs displayed in

the list are processed at specifiedtime.


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Print jobsA list of print jobs that are in progressor queued is displayed. When print

jobs remain unprinted, check if anytrouble occurred in the printer or if

any communication error occurred.

Fax jobsA list of fax jobs that are in progress orqueued is displayed. If there are fax

jobs that have not been faxed, checkthe list to see whether a problem hasoccurred in the fax machine or if acommunication error has occurred.

Reference

p.47 Managing Normal Jobs

p.47 Managing Time-SpecificNormal Jobs

p.48 Managing Print Jobs

p.49 Managing Fax Jobs

Checking the system operating conditions

You can check the system operatingconditions with logs. Every time a useraccesses the document managementsystem, a log is made. Each log includesaccess information such as date, username, operation type, document name,and operation result. By checking logs,you will know the hours of heavy ac-cess, and which cabinets and docu-ments are frequently used.

In the document management server,the following types of logs are kept.

Access HistoryAccess Log

System HistorySystem Log

Note

You can export the contents of logs

into a CSV file.

Reference

p.50 Managing Access Logs

p.50 Managing System Logs

Restarting the server

To keep the document managementsystem stable, restart the document

management server regularly.

Backing up

For safe operation of the documentmanagement system, backup the sys-tem and cabinets regularly. By usingSchedule function, you can scheduleautomatic backup.

Backing up the systemYou can back up the system infor-mation in a specified directory ofthe document management server.

Backing up cabinetsYou can back up all data in cabi-nets in a specified directory of thedocument management server.You can backup a selected cabinet

only, or all cabinets at a time.

Important

Be sure to suspend relevant cabi-nets when backing up.

Note

Check backup status regularly tomake sure backups are made nor-mally.

Reference

p.36 Backing Up or Restoring theSystem




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Occasional Tasks Required

In the following circumstances, cer-tain necessary tasks have to be per-

formed:

Checking documents being edited

Perform periodic checks on docu-ments that are regularly updated byusers, and cancel updates for docu-ments that have been updated over along period. The status of some docu-

ments might remain as "updating" ifthe client computer where the updatewas being performed crashed duringthe update. To see which documentsare currently being updated, on the[Operations]menu, click [Display Docu-ments Under-Edit].

Reference


When there are user changes

Perform the following tasks whenthere are any user changes, or whenchanging any settings such as cabinetsettings and document type settings.

When adding a userPerform the following task when

there is a new user who will use thedocument management system.

If a Basic Authentication user isbeing added, ask a Users Ad-ministrator (Basic Authentica-tion) to register the new user.

If the authentication method isWindows Authentication (NTcompatible), or Windows Au-thentication (native), delete us-ers from current domain ifnecessary.

If the authentication method isNDS Authentication or LDAPAuthentication, ask the currentservers administrator to addthe user accordingly.

Install DeskTopBinder Profession-al on the new user's computer ifnecessary.

When removing a userPerform the following tasks whena user will not use the documentmanagement system anymore.

If the authentication method of

a user to be added is Basic Au-thentication, ask a User Admin-istrator (Basic Authentication)to register a new user.


If the authentication method isNDS Authentication or LDAPAuthentication, delete usersfrom each current server if nec-essary.

If there are any cabinets or fold-ers for the user, delete or relo-cate the documents withinthem, and then delete their cab-

inets and folders.

When an administrator changes

To change management type andScanRouter DocumentServer Admin-istrator, use SRDS Manager to add ordelete the administrator.

Reference

p.34 Specifying ScanRouter Doc-umentServer Administrator


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When the server preference changes

Perform the following tasks when theserver preference changes.

When ScanRouter Web Navigator changesWhen the connected ScanRouterWeb Navigator is changed, the set-tings for it must also be changed.See p.35 Setting Server Preferenc-es.

When the network environment chang-es

If you have changed the networkenvironment, the settings of thedocument management serverhave to be updated using SRDSManager, DeskTopBinder Profes-sional, and ScanRouter Web Navi-gator.

Note

Use the Environment Setting Tool to

change the server's name. For theEnvironment Setting Tool, see theReadme file.

Reference

p.78 Dial-up Connection

Other occasional tasks

When changing a scheduleChange the start time of a sched-

uled task.

When changing the authenticationmethodYou can change the authenticationmethod using SRDS Manager.

Important

Before you change the authenti-cation method, add a built-in

user as an administrator to theadministrator settings.

Note

When you change the authenticationmethod, only the authenticationmethod set by Authentication ServiceAdministrator using AuthenticationManager can be selected. For details,ask an Authentication Service Ad-

ministrator. See p.57 ManagingAuthentication Settings

Troubleshooting

When errors or other problems occur,see p.76 Troubleshootingfor theappropriate actions.

If the system is not operating normal-ly such as when document or cabinet

information is damaged or the systemis unstable, restore the system withbackup data.

Reference

p.76 Troubleshooting

p.36 Backing Up or Restoring theSystem



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Authentication Service Administrator's Task

Once a server starts operating Au-thentication Service Administratorperforms general AuthenticationManagement Service procedures,such as authentication settings,changing and adding AuthenticationService Administrator, and backingup various Authentication Managerinformation.

Note

Management of Authentication Man-

agement Service is performed by Au-thentication Manager.

Setting Authentication ServiceAdministrator

Use Authentication Manager to changeadministrator settings for Authentica-tion Service Administrator.

Reference

p.19 Making backup settings

Profile Management

Use Authentication Manager to man-age user profile information for eachauthentication method used in Scan-

Router System.Using Authentication Manager, youcan assign an e-mail address to a user(add a profile), delete a profile, orchange an e-mail address.

Note

Profile management is only re-quired when ScanRouter EX Enter-prise (Ver.2.xxx) or ScanRouter EXProfessional (Ver.3.xxx) used.

Management of AuthenticationSettings

Use Authentication Manager to resetauthentication method when the do-main structure, authentication man-agement server to be referenced, orthe authentication method is changed.

Reference

p.57 Managing AuthenticationSettings

Backing up AuthenticationManagement Service Information

To restore Authentication Manage-ment Service when the server crashesor Authentication Management Service

information is corrupted, regularlyback up Authentication ManagementService information using Authentica-tion Manager. Use the backup schedulefunction to perform regular automatic

backup.

The Authentication Service Admin-istrator can back up AuthenticationManagement Service informationabout the following:

Administrator rights

Profiles


Limitation

Backup of Basic Authenticationinformation is the responsibilityof a Basic Authentication UsersAdministrator.

Reference

p.63 Backup and Restore

p.65 Backup Schedule Manage-ment


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Authentication Service Administrator's Task

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Backup Schedule Management

Add or change the backup scheduleas required to perform routine back-

up of Authentication ManagementService information.

Reference


Changing password for built-inuser

When ScanRouter DocumentServer isinstalled, a built-in user account isprepared for making the default set-tings immediately after installation.The built-in user is granted all rightsfor ScanRouter DocumentServer Ad-ministrator, Authentication ServiceAdministrator, and Users Adminis-trator (Basic Authentication).

Since the built-in user has all adminis-trator rights, change the password ofthe built-in user regularly once opera-tion has started, to prevent misuse ofthe rights and security problems.

Limitation

Only the built-in user can changebuilt-in user passwords.

Reference p.56 Managing Password ofBuilt-in User

Other Occasional Tasks

In the following circumstances, cer-tain necessary tasks must be per-formed:

When there are user changes

Perform the following tasks whenthere are changes to ScanRouter Doc-

umentServer users: When adding a user

Perform the following when thereis a new user.

If the authentication method isBasic Authentication, ask a Us-ers Administrator (Basic Au-thentication) to register the newuser.

If the authentication method isWindows Authentication (NTcompatible), or Windows Au-thentication (native), ask thecurrent domains administratorto add the new user.

If the authentication method isNDS Authentication or LDAPAuthentication, ask the currentservers administrator to addthe user.

When removing a userWhen the number of users de-creases, operate the followings:

If the authentication method isBasic Authentication, ask a Us-ers Administrator (Basic Au-thentication) to delete the user.


If the authentication method isNDS Authentication or LDAPAuthentication, delete usersfrom each current server if nec-essary.

Reference

p.61 Managing Basic Authentica-tion User


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When the environment changes

Perform the following when the serv-er environment is changed:

When the Authentication ManagementService server is changedWhen the authentication methodcurrently in use refers Authentica-tion Management Service to anoth-er server, and the server to changes,change the authentication settingsusing Authentication Manager.

Reference

p.57 Managing AuthenticationSettings

When the network environment ischangedWhen the network environmentcurrently in use is changed, useAuthentication Manager on a cli-ent computer to make the correct

Authentication Management Ser-vice connection settings.

Troubleshooting

When errors or other problems occur,see "Troubleshooting" for the appro-priate remedial actions.

If the system is not operating normal-ly such as when information aboutadministrator rights or authenticationsettings is corrupted, or the system isunstable, restore the system usingbackup data.

Reference




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Users Administrator's (Basic Authentication) Task

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Users Administrator's (Basic Authentication)Task

When Basic Authentication is used asthe authentication method, a UsersAdministrator (Basic Authentication)uses Authentication Manager to addor delete a user and back up user in-formation.

Note

Management of Basic Authentica-tion users is performed using Au-thentication Manager.

Management of Users Administrator(Basic Authentication)

Use Authentication Manager tochange settings when you need toadd or delete a Users Administrator(Basic Authentication).

Referencep.55 Adding and Removing Us-ers Administrator (Basic Authenti-cation)

Management of BasicAuthentication User

When the number of Basic Authenti-cation users, user information, orgroup membership is changed, youmust use Authentication Manager toedit the registration information ofBasic Authentication users.

You can import and register BasicAuthentication users from a CSV for-mat file and export registered BasicAuthentication users to a CSV file soother Authentication ManagementServices on other servers may importthem.

Reference

p.61 Managing Basic Authentica-tion User

Backing Up Basic AuthenticationInformation

To restore Basic Authentication infor-mation when it is corrupted, use Au-thentication Manager to performroutine backup of Basic Authentica-tion user information.

Using the backup schedule function,you can perform a regular and auto-matic backup.

Limitation

To perform backup the Basic Au-thentication information using thebackup schedule function, the usermust have the authenticationrights of both Authentication Ser-

vice Administrator and Users Ad-ministrator.

Reference




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Other Occasional Tasks

In the following circumstances, cer-tain tasks must be performed:

When the environment changes

Perform the following when the serv-er environment is changed.

When the network environment ischangedWhen the network environmentcurrently in use is changed, useAuthentication Manager of the cli-ent computer to make the correctsettings of Authentication Man-agement Service to be connected.

Troubleshooting

When errors or other problems occur,see "Troubleshooting" for the appro-

priate actions.If the system is not operating normal-ly such as when the Basic Authentica-tion information is corrupted or thesystem is unstable, restore the systemusing backup data.

Reference




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3. How to Use SRDS Manager

About SRDS Manager

What is SRDS Manager?

SRDS Manager is a tool for managingand operating the document manage-ment system. Administrators can per-form all kinds of operations, such asmaking various types of settings, andmanaging cabinets and documenttypes, using SRDS Manager. To useSRDS Manager, the right of Scan-Router DocumentServer Administra-tor is required.

Note

SRDS Manager is installed togetherwith ScanRouter DocumentServerwhen setting up the document man-agement server. It can also be in-stalled on client computers, and can

be used by specifying the documentmanagement server to manage it.

For how to install SRDS Manageron client computers, see ScanRout-er DocumentServer Setup Guide.

Starting SRDS Manager

Start SRDS Manager.

The following procedures are forstarting SRDS Manager for the firsttime. From the second time, the serv-er that was the last selected is auto-matically selected.

Note

Another server can always be se-

lected after start-up.

A On the [Start]menu, point to [Pro-grams]> [ScanRouter System], >[ScanRouter DocumentServer], andthen click [SRDS Manager].

The [Select Server]dialog box ap-pears.

B Click the [Browse]button to select a

server to manage. The server namecan also be entered directly.

The [Browse Servers]dialog box ap-pears.

C Select a server to be managed, andthen click the [OK]button.

The [Select Server]dialog box reap-pears.

D Click the [OK]button.The [Login]dialog box appears.

E Enter [User name:] and [Password:]of the ScanRouter Document-Server Administrator. You mayhave to enter [Domain:]dependingon the authentication method.

Note

When you start SRDS Manager

for the first time, or you have notmade settings for the adminis-trator using SRDS Manager yet,enter a user name (Admin) andpassword of a built-in user to logon.

When changing the documentmanagement server for admin-istration, click [Select AnotherServer] to select the requiredserver.

F Click the [OK]button to start SRDSManager.

Clicking [Cancel]starts SRDS Man-ager with no server selected.


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Quitting SRDS Manager

A On the [Server]menu, click [Exit].

Using Help

Help provides instructions on how touse SRDS Manager and making set-tings. Help also gives explanations ofeach item in the dialog boxes.

To get information about operatingprocedures

On the [Help]menu, click [Contents andIndex]. Help for operating proceduresis shown.

To get information about items in dialogboxes

Click [Help]in each dialog box. Help

for the dialog box appears.

Search by a function name or keyword

On the [Help]menu, click [Contents andIndex] to search Help topics by thefunction name or keyword.

Search by a function nameClick the [Find]tab on Help. Enter a

character string or function nameyou want to find, and then click[Find Now]. Explanations related tothe word you entered are displayed.

Search by a keywordClick the [Index]tab on Help. Entera keyword or select an index fromthe list, and then click [Display]. Ex-planations related to the keyword

are displayed.

Version information

On the [Help]menu, click [About ...]todisplay version information of SRDS

Manager.Note

To display version information ofthe document management server,click [Server Information]on the[Server]menu.

Reference

p.36 Displaying the Server Infor-

mation


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About SRDS Manager

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Viewing the Initial Window

The following is an explanation of the initial window of SRDS Manager.

Layout of the initial window

1. The list of manageable items (thetree pane)

2. The contents of the item selectedin "1" (the list pane)

3. Available menus of SRDS Man-ager

4. The current condition of the doc-ument management server or infor-mation about the current displayitem

Selecting an item to manage

In the tree pane, select an item you want to manage. Available menus and con-tents of the list pane will vary depending on the selected server, cabinet, docu-ment type, and job.

Displaying or hiding the Status bar

On the [View]menu, click [Status Bar]to display or hide the Status bar.

Updating the information shown in the list pane

On the [View]menu, click [Refresh]to update the information shown in the listpane.

AZD004S


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Server Management

To manage the document manage-ment server, you need to make the

following settings and perform thefollowing management tasks that re-late to the whole system.

Selecting a DocumentManagement Server

If a document management server wasnot selected when starting SRDS Man-ager, or if you want to manage anotherserver, select a document manage-ment server. To select a server, click[Select Server]on the [Server]menu.

Specifying Another Login User

Specify a user, other than the usercurrently logged in to SRDS Manager.

On the [Server]menu, select [Login as

another User]to specify another user.

Specifying ScanRouterDocumentServer Administrator

Add or delete the ScanRouter Docu-mentServer Administrator.

Select the administrator you want toadd from the user group of the au-

thentication method used in the doc-ument management server.

You can also specify whether to add abuilt-in user as an administrator ofthe document management server.

Make administrator settings in [SetAdministrator]on the [Server]menu.

Limitation

Immediately after installation ofScanRouter DocumentServer serv-er, a built-in user is registered as anadministrator. When a new ad-ministrator is added, one or moreadministrator other than the built-in user remains. (You cannot de-lete the last administrator.)

Changing Authentication Method

You can use SRDS Manager to changethe authentication method currentlyused in the document managementserver to another authenticationmethod.

To change the authentication method,use [Change Authentication Method]onthe [Server]menu.

You can select an authentication

method from the following five types: Windows Authentication (NT com-

patible)


NDS Authentication

LDAP Authentication

Basic Authentication

Important

Before you change the authentica-tion method, add a built-in user asan administrator to the administra-tor settings.

Limitation

When you change the authentica-tion method, only the authentica-tion method set by AuthenticationService Administrator using Au-thentication Manager can be se-l e c t e d . F o r d e t a i l s , a s k anAuthentication Service Adminis-trator. Seep.61 Managing Au-thentication Settings.


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Server Management

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Changing Password for Built-inUser

Change the password for the built-inuser of the document managementserver.

To change the password of a built-inuser, click [Change Built-In Password]on the [Server]menu.

Important

Be sure to memorize the built-inuser password. If the password is

lost, the document managementserver may be no longer usable.

If you change the password of abuilt-in user at this point, the pass-word of the built-in user managedby Authentication ManagementService changes also.

Limitation

To change the password of a built-

in user, you must log on as a built-in user.

Setting Server Preferences

Make the following preference set-tings to control document manage-ment system actions. On the [Server]menu, click [Set Server Preferences]tomake the preference settings.

GeneralMake general settings for the serv-er preference.

Suspending cabinets regardlessof connected usersSelect whether or not to cut offconnected users when suspend-ing cabinets for scheduled tasks.

Relocate previous backup data

for performing backupSpecify a location previousbackup data to be relocated be-fore performing scheduledbackup.

Web settingsMake settings for ScanRouterWeb Navigator. Information sethere is also used for exportinghyperlinked files with Desk-

TopBinder Professional, and forsending attached hyperlinkedfiles by e-mail.

Make URL hyperlinks inac-tiveSelect the checkbox if you donot want to use the Web serv-er URL link.

Using a web server and adocument management serv-

er on the same computerSelect the checkbox if you areusing ScanRouter Web Navi-gator and a document man-agement server on the samecomputer.

Web server DNS nameIf you are using ScanRouterWeb Navigator, enter its DNSname or IP address and HTTPport number in the format of"web server DNS name (or IPaddress):HTTP port number".For example, if the IP addressof the server where ScanRout-er Web Navigator is installed"999.99.99.999", and the HTTPport number is "8080", enter"999.99.99.999:8080"

Web page hyperlink nameEnter the virtual directory

name set when ScanRouterWeb Navigator was installed.

Use SSLSelect the checkbox to useURL hyperlinks in SSL com-munication between Scan-Router Web Navigator andthe document managementserver.


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OCRMake settings for using OCR. Thefollowing are available:

Maximum OCR characters forContent Text Search

Noise Reduction Shading Removal Skew Correction Color Recognition Low Resolution Correction

Job

Start time Complete time

Limitation Before making server preference

settings, be sure to suspend all cab-inets.

The data save path must contain atleast five alphanumeric characters.

Displaying the Server Information

Information is available about the

document management server, suchas number of cabinets and docu-ments. To display this information,select [Server Information]from the[Server]menu.

The available information items in the[Server Information]dialog box are:

Server name

Server type

Version Cabinets

Folders

Documents

Shortcuts

Connected users (number)

Authentication Method

Connected users (list)

Note In the [Connected Users] list, users

currently connected to the docu-ment management server are dis-played.

Backing Up or Restoring theSystem

You can make a backup file for thedocument management system infor-mation in any directory specified onthe document management server. Forsafe operation of the document man-agement system, make backups for thesystem and cabinets regularly. Sched-uled backup for cabinets or the systemoverwrites current backup data.

To restore the system using backup

data, use the Restore function.Backup data consists of the followingitems:

Cabinet informationCabinet settings information

Document Type

Wordlist

Schedule information

Server preferences PDF direct print settings

Administrator right settings

Backing up the systemOn the [Server]menu, click [Back UpSystem], and then specify a save lo-cation for the backup data. You canassign a password for the backupdata.When backing up the system, besure to back up all cabinets also.

Limitation

The destination path must con-tain at least five alphanumericcharacters.

Limitation

The folder for saving backup

data must be empty. If there isno empty folder, you can create anew folder as the save location.


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Using backup data to restore the sys-temOn the [Server]menu, click [RestoreSystem], and then specify the foldercontaining the backup data. If apassword is assigned for the back-up data, enter it.When restoring the system, be sureto restart the computer.

Important

All cabinets must be suspendedbefore backing up or restoring thesystem.

Restore is a function that should beused only when trouble occurs.Use Restore only when necessary.

Restore returns the system to thecondition at last backup by over-writing system data with backupdata. Data changed or settingsmade after the last backup cannotbe recovered.

When restoring all cabinets usingbackup data, restore the system us-ing its backup data also. This willavoid inconsistencies in data.

Limitation

Backup data created under the pre-vious version of ScanRouter Docu-mentServer cannot be restored.

Note

After the system is restored, all cab-inets are suspended. On the [Opera-tions]menu, click [Suspend/Resume]to resume cabinets.


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Cabinet Management

Cabinet Management

You can manage cabinets by selecting[Cabinets] in the tree pane. Cabinetsare created in the document manage-ment server by an administrator forusers to store or manage their docu-ments in. When [Cabinets]is selected,all cabinets in the server are listed.

Available operations in the [Opera-tions]menu when a cabinet is selected

are: Creating a new cabinet

Editing a cabinet

Deleting a cabinet


Displaying cabinet properties

Displaying connected users

Backing up and restoring cabinets

Re-adding and removing cabinets

Exporting or importing documenttype properties in CSV format

Displaying documents during up-date

Note

The following are cabinet informa-tion items available in the [Cabi-nets]list:

Cabinet name

Owner

Work status

Creating a new cabinet

You can create a new cabinet.

Click [New Cabinet]on the [Operations]menu to make the following settingsfor the new cabinet:

Cabinet name Owner

To make detail settings for the follow-ing items, click [Detailed Settings>>]inthe [New Cabinet]dialog box.

Cabinet settingsSelect the types of data you want to

create for documents stored in thecabinet. The types of data that canbe created are as follows:

Thumbnail dataCreates thumbnail images fordocuments.

Content Text Search dataCreates content text search data.You can specify the language forthe content text search data or

data range (Specify OCR Range). Data for Web Viewer display

Creates data for Web Viewerdisplay.When using ScanRouter WebNavigator to view a documentfrom a web browser, the docu-ment data can be displayed inweb format.

Creating PDF data

Creates data for PDF.When using ScanRouter WebNavigator to view a documentfrom a web browser, the docu-ment data can be displayed as aPDF.

Print settings for inserting textAdds the date and the name ofthe requester to documents thatare printed from the server. To

add this text, the server requiresa printer that supports text in-sertion (RPCS driver version5.0.1 or later).

DatabaseSpecify the database location.

Document typeSet the document types to be usedin the cabinet. You can also check

the settings of each document type.


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Access controlYou can assign the following accessrights for each cabinet. The cabinetowner can have full access rights.

Full access

Grants all access rights. Update

Grants rights to view proper-ties, create folders, create docu-ments and shortcut, update,and read documents.

ReadGrants rights to view propertiesand read documents.

View

Grants the right to view proper-ties.

No accessNo access rights are granted.

Note

If ScanRouter DocumentServerAdministrator right is set for thebuilt-in user, full access rightsare granted for the user.

Registering many user accounts

to cabinets slows processes suchas copying documents. Assignusers to groups, and registerthose groups whenever possi-ble.

Reference

p.71 Security

Limitation

Do not change the content of thefolder specified as the databasesave location.

Do not create a cabinet in a driveon a network.

The following limitations applywhen entering cabinet names:

Enter a document cabinet nameusing up to 32 alphanumericcharacters.

The symbols, \, /, :, *, ?, "", ,

and | cannot be used. A name must be set.

Spaces cannot be used at the be-ginning or end of a name.

Periods cannot be used in a name.

Note

Before creating a cabinet, documenttypes should be created.

Editing a cabinet

You can edit cabinet settings. Select acabinet you want to edit in the [Cabi-nets]list, and then click [Edit Cabinet]on the [Operations]menu.

Limitation

The owner can be edited by the cab-inet owner only.

Access rights can be edited by thecabinet owner or administratorswith full access rights.

After editing the cabinet settings,be sure to back up the system.

Before editing a cabinet, be sure tosuspend it.

Settings for database save locationcannot be edited.

Deleting a cabinet

You can delete a cabinet. Select thecabinet you want to delete in the [Cab-inets]list, and then click [Delete Cabi-net]on the [Operations]menu.

Important

All documents in the cabinet beingdeleted will be lost.

Before deleting a cabinet, be sureto suspend it.

After deleting a cabinet, be sure toback up the system.

Limitation

Before deleting a cabinet, make surethat the cabinet to be deleted is con-

nected properly. The cabinet can be deleted by Scan-

Router DocumentServer Adminis-trator only.


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You can suspend or resume cabinets.Before you make any settings for cab-

inets, be sure to suspend the relevantcabinets. You can suspend or resumea selected cabinet only, or all cabinetsat the same time.

Important

Suspending a cabinet while a user isconnected to it invalidates all tasksthe user has done to the cabinet.Make sure no users are connected tothe cabinet before suspending it.

[Server Job]shown in the [Connect-ed Users]dialog box means a jobbeing processed in the server. Ifyou suspend the cabinet, that jobwill be canceled.

Suspending cabinets

Select the cabinet you want tosuspend in the [Cabinets]list, andthen from the [Operations]menu,

point to [Suspend/Resume], andselect [Suspend Cabinet].

To suspend all cabinets, point to[Suspend/Resume]from the [Op-erations]menu, and then select[Suspend All Cabinets].

Note

If there are connected users, thenumber of connected users and

a list of those users appears inthe [Suspend Cabinet]dialog box.Notify users that the cabinetswill be suspended.

Resuming cabinets

Select the cabinet you want toresume in the [Cabinets]list, andthen on the [Operations]menu,point to [Suspend/Resume], and

click [Resume Cabinet]. To resume all cabinets, on the

[Operations]menu, point to [Sus-pend/Resume], and then click [Re-sume All Cabinets].

Displaying cabinet properties

You can display cabinet properties in-formation. Select a cabinet in the [Cab-

inets] list, and then click [DisplayCabinet Properties]on the [Operations]menu.

The following information items areavailable in the [Cabinet Settings]dia-log box:

Data to be created for added docu-ments

Folders

Documents Shortcuts

Connected users

Cabinet size

Document type

Database

Access right

Limitation Access rights are displayed only

for users with full access rights.

Displaying connected users

You can display a list of users who arecurrently connected to a selected cab-inet. Select a cabinet in the [Cabinets]list, and then click [Display Connected

Users]on the [Operations]menu. Thenumber of connected users and a listof those users appears.

Note

Update the information by clicking[Refresh].

User names will appear in the [Con-nected Users]list.


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Backing up and restoring cabinets

You can backup all data in a cabinet ata specified save location. Regular cab-

inet backup is recommended.To restore a cabinet using backup da-ta, use the Restore function.

Backing up cabinetsYou can back up only a selectedcabinet or all cabinets at the sametime.

To back up only one cabinet, se-lect a cabinet in the [Cabinets]

list. On the [Operations]menu,point to [Back Up], click [SelectedCabinet], and then specify thesave location.

To back up all cabinets, point to[Back Up]on the [Operations]menu, click [All Cabinets], andthen specify the save location.

Important

Before being backed up, the rel-evant cabinets must be sus-pended. If the cabinets to bebacked up are in operation,backup cannot be carried out.

When backing up cabinets, besure to backup the system also.

Limitation

The folder for saving backup datamust be empty.

The destination path must havemore than 5 alphanumeric char-acters.

Note

Make sure that there is enoughfree disk space for backup.

You can assign a password forthe backup data.

ReferenceFor details about backup usingthe schedule function, see p.51Managing Schedule.

Restoring a cabinetRestoration is for only one cabinetat a time. After creating a new cab-inet, on the [Operations]menu, click[Restore], and then specify the loca-tion where the backup data youwant to use is stored.

Important

Before restoring a cabinet, be sureto suspend the cabinet used asthe restoration location.

Restoration will overwrite cur-rent cabinet data with backup

data. If the name of the cabinetto be overwritten is different tothe name of the cabinet in thebackup data, it will not be inher-ited. (For example, if the nameof the cabinet in backup isSpecification 1, and the nameof the cabinet being restored isSpecification 2, the new cabi-net name will stay as Specifica-

tion 2 after restoration.)Limitation

All cabinets cannot be restoredat the same time.

If any inconsistencies occur inthe backup data while restoring,restoration will not be complet-ed correctly.

Note If a password is assigned for the

backup data, enter it.


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Re-adding and removing cabinets

You can re-add or remove cabinets.

To remove a cabinet, select the cab-

inet from the [Cabinets]list, andthen select [Remove Cabinet fromSystem] from the [Operations]menu.

To re-add a cabinet, select [Re-addCabinet to System]from the [Opera-tions]menu, and then specify thecabinet to be re-added.

Important

Before removing a cabinet, be sureto suspend it.

Limitation

When a cabinet is removed, docu-ment types are edited by SRDSManager. Document types used inthe removed cabinet may be creat-ed as new document types whenthe cabinet is re-added.

Exporting or importing document typeproperties in CSV format

The information for all documents ina cabinet can be exported as a file formodification.

To export document informationas a file, on the [Operations]menu,

point to [Export/Import DocumentType Properties in CSV Format], click[Export], and then specify a save lo-cation.

To import the information in thefile back into the cabinet, on the[Operations]menu, point to [Ex-port/Import Document Type Propertiesin CSV Format], click [Import], andthen specify the file.

Important

Before exporting or importingdocument type properties inCSV format, be sure to suspend

the cabinet.Limitation

You cannot add new informa-tion items to those that were ex-ported. Even if you do, thisinformation cannot be imported.

Document type cannot be mod-ified.

Note Document information items that

can be modified using this func-tion are:

Name

Creator

Expires

Custom properties settings

Displaying documents under-edit

A list of documents currently beingedited is displayed. You can cancelthe under-edit status of a documentdisplayed in [Documents Under-EditList:].

Displaying the list of documents un-der-editSelect a cabinet containing under-edit documents in the [Cabinets]list, and then click [Display Docu-ments Under-Edit]on the [Operations]menu.

Cancel under-edit status of documentsIn [Documents Under-Edit List:], se-lect a document to cancel its under-edit status, and then click [CancelEditing].


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Important

When canceling under-edit status,make sure that the cabinet is beingprocessed. Canceling is not possi-

ble if the cabinet is not being pro-cessed.

Note

In [Documents Under-Edit List:], thefollowing items of information isdisplayed:

Document numb

Scan Router Doc Server

Documents

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