User Stories

1. WorkflowScanning - As a User I want to authenticate once at the MFP and use appropriate scanning workflow function at the MFP so that my documents are automatically delivered to desired destination(s) without requesting me to enter unnecessary information.

2. SecuredScanning - As an Administrator I want to configure devices to deliver scanned documents to SafeQ via WebDAV/S so that the document won't travel over the network unsecured.

Requirements

• SafeQ shall support following repositories for collecting incoming scans.

  • For Embedded Terminals (EIP, OSA, OpenAPI) SafeQ automatically configures scan data collection via standard FTP. (FTP server is embedded in YSoft SafeQ)

  • Device scans to the shared folder, accessible also by SafeQ. SafeQ monitors this hot folder and executes the workflow on incomming data.
    Please note that UNIQUE folder has to exist for every combination of MFP and WORKFLOW

  • Device stores data to WebDAV/S or HTTPS server available on SafeQ.

• Following workflows shall be available for the users

  • Scan (automated) to email of authenticated user

    Defined attributes can be passed to email subject or body (as a variables in email template defined by administrator – see available workflow attributes section)
    
    Scans are delivered via SMTP. Basic authentication including secure password verification is available.
    Sender address (FROM:) is replaced by the authenticated user's email (if available).
    
    Additional options:

    • If the job size exceeds defined size, Document is stored to defined folder or rejected with notification to the user's email.

    • Defined attributes (see Available Workflow Attributes) can be used as a variable in the folder name placeholder

  • Scan to email, entered or selected at the MFP panel

    Sender address (FROM:) is replaced by the authenticated user's email (if available).
    For Xerox Embedded, Konica Minolta Embedded and Sharp Embedded Terminal, user email is passed to the MFP after successful authentication of the user.

  • Scan to home folder of authenticated user, default group folder or administrator- defined network folder

    Service account (one that is used to run SafeQ server service) credentials are used to write the target directory. See Scan Management security overview for additional details.

  • Store to folder at the server and execute external script

    Defined attributes can be passed to the script  -- see available workflow attributes section) 
    Service account running SafeQ server service must have access to the target directory and rights to execute the script.
    There are several scripts available with the software:

    • • Integration with RightFax / FerariFax / FaxChange / StreemFax server (see workflow overview ) and providing user information to enable FAX confirmation email.

    • Scan to pre-defined list of network folders

• Following Workflow Attributes shall be available for workflow definition on all terminals

  • Attributes defined by system. every attribute %ATTR% will be replaced by respective value.

    Available attributes are:

    • %devicename% - name of the scan device, as defined in SafeQ

    • %userhome% - home directory of user (typically imported value from AD); 

    • %groupfolder% - groupdirectory of user (typically imported value from AD) 

    • %login%, %name%, %surname%, %email% - attributes of a logged user

    • %costcentre% - name of the logged user's costscentre/department

• List of file types that are processed by the workflow script. By default only Images (JPG, TIF, PDF) are delivered to defined destination.

• Following Workflow Attributes shall be available for workflow definition on Embedded Terminals ONLY

  • Define default settings for scan:

    • DPI resolution (low,normal,fine,high,super)

    • sides (1,2)

    • color usage (monochrome, color, grayscale, bicolor, monocolor, automatic)

    • file type (pdf, compact pdf, tiff, jpeg, xps)

  • Define list of attributes that user should/must select/complete at the MFP with the scan document

    • editable string with optionally pre-defined default value

    • list of selectable items

• System shall allow administrator to define target file name for the scanned document (document file will be renamed on the way thru SafeQ). Several variables are available to be used in the name placeholder.

  • Defined attributes (see Available Workflow Attributes)

  • Date (Date format is YYYY-MM-DD)

  • Whenever the target file already exists in the destination folder, the new file with numbered postfix (e.g _1, _2, _3) will be created.

• Administrator shall configure the Embedded Terminal so that the device uses either FTP repository or WebDAV (WebDAV/S)

• Administrator shall create a workflow scanning template that delivers the data to a defined repository (eg. Smb/webdav/ftp folder defined by path and system variables (plus variables from LDAP such as home directory or webDav home page) directly, rather that passing the data thru SafeQ server

• System shall check the compatibility of the device with selected repository and restrain administrator to configure unsupported repository

Dependencies / Non Functional Requirements

• YSoft SafeQ Server must be installed and available within LAN

• Identity management must be established, including all required information for particular workflow, such as user's home directory (full path) or email address.

• MFP must be equipped with terminal with graphical user interface and with correctly configured authentication (panel blocking)

• The MFP must support the target repository type (EIP is required for Xerox devices, Scan API 2.2 is required for KM devices)

Caveats

• SafeQ can only run limited number of scanning scripts (Store to folder at the server and execute external script workflow; default 5) in parallel. Additional workflow are being serialized and executed after successful termination of active scripts.

Licensing

Workflow scanning feature is a standalone licensed feature since YSoft SafeQwith following limitation if license for the feature expires or is not available in a license. Please see License content per version to review all SafeQ version and availability of a feature.

Workflow Scanning (scan to home) Diagram

This workflow is typically used for Workflow scanning or Scan Tracking.