User manual LEXMARK DOCUMENT DISTRIBUTOR 2.1 OVERVIEW (187 KB)

[. . . ] Combine these custom scripts with scan settings (format, resolution, color depth, and so on) to create profiles that are accessible from Lexmark MFPs and end-user workstations. Users can then submit a paper or digital document into the digital work flow. The document is then processed as defined by the script. www. lexmark. com Overview Overview Overview 2 Benefits Document Distributor benefits include: · Reduces end-user training · Integrates with existing work flows · Changes in the work flow are implemented at a central location (the Document Server) · Reduces time spent on repetitive tasks by combining multi-step processes in a single script www. lexmark. com Overview Overview Overview Reduces end-user training 3 Because Document Distributor automates repetitive tasks, your end-users now have a single, simple process to learn: 1 Place the document on the MFP. [. . . ] Using Document Distributor's recognition capabilities allows for further customization. The script can do the following: 5 · Read the text contained in the document. · Search the first page of text for the terms "Confidentiality Agreement" or "Work Statement. " · Insert a record into the Notes database for the new document. Each record will have a: ­ ­ ­ ­ Submission Date Document Type (Confidentiality Agreement or Work Statement) Document Text (for full text searching) Original Document Image (TIF file containing all pages scanned) The Notes database now contains one view that shows Confidentiality Agreements and one that shows Work Statements. The database is full-text indexed to let users easily search each view for a specific document. Now the documents can be accessed by anyone who has been given access to the database, and the Document Distributor solution makes use of software that the company already had in place. www. lexmark. com Overview Overview Overview Changes in the work flow are easily implemented 6 When you use a Document Distributor script, the business logic of your process is now contained in the script. The script can be quickly updated with no visible changes to your end users. Problem: Great North Bank has many branch offices. Loan applications and new account applications are faxed from the branch offices to the main office for processing. Each type of loan and account application requires a separate fax number. Over time, Great North Bank plans to change from faxes to e-mails to reduce telephone charges. However, all faxes cannot be immediately changed to e-mails; it must be done gradually. Document Distributor solution: A Document Distributor script is created for each loan and account application type. At first the scripts fax the forms to the appropriate fax number. To maintain consistency with the old process, each profile on the MFP is assigned the same shortcut number that is currently being used as that fax speed dial number. Over time, individual scripts are changed so that applications are e-mailed rather than faxed. However, users continue to use the same profile shortcuts. No retraining is required as the work flow changes from faxes to e-mails. www. lexmark. com Overview Overview Overview As an additional benefit, the branch offices which were previously using dedicated fax machines, now have an MFP that can also be used for copying, printing, and scanning in addition to faxing. 7 www. lexmark. com Overview Overview Overview Reduces time spent on repetitive processes Problem: 8 A manufacturing company receives orders for product shipments. [. . . ] A printer driver configured by the administrator converts the printed document to a TIFF image and sends it to the Document Server. · Select'N'Send--Right-click on any file in Windows Explorer and send the file to the Document Server. · FastMap--Create zones on your document so that text, bar codes, and check boxes can be easily read and processed. www. lexmark. com Overview Overview Overview 11 Available CDs The following CDs are available from your Lexmark representative: 60-day Evaluation Contains all server and client applications available for the Document Distributor. This is a free trial version of the Document Distributor software. Registered Version of Document Distributor Contains all components on the evaluation CD except the OCR, Barcode, and EDMS integration modules for the server, and the FastMap client application. OCR for Document Distributor Contains the OCR module and the FastMap client application. You must have the Lexmark Registered Version of Document Distributor installed on your computer. Barcode for Document Distributor Contains the Barcode module and the FastMap client application. [. . . ]