Send scans from PaperCut MF devices to EWA

Use these steps to configure buttons on MFD's (using PaperCut MF) to send scans to EzeScan WebApps.


Prerequisites

This guide assumes you have completed the following steps:

  • Have installed and licensed PaperCut MF.
  • Have configured at least one Multi Function Device (MFD) to use PaperCut MF.
  • Have installed and licensed EzeScan WebApps.
  • Have created and configured at least one RIA page in EzeScan WebApps.

Step-by-step guide

Enable the SMTP Server in EzeScan WebApps


  1. Log into EzeScan WebApps and navigate to the admin panel.



  2. Select the SMTP Server option from the menu on the left.



  3. Set the following options and click Save

    OptionValue
    Enable SMTP ServerEnabled
    Port25
    Require AuthenticationEnabled
    Usernamesmtprelay
    Password(enter a password and be sure to remember it)

    We set up authentication so that our EzeScan WebApps SMTP server can't be used as an open relay.

Create rule for indexing page in EzeScan WebApps SMTP Server


Rules in the EzeScan WebApps SMTP server can be configured to either send the scanned document to an indexing queue or forward/delete it. Read more

  1. Select the Rules tab in the SMTP Server configuration options within the admin panel.



  2. Click the Add Rule button.



  3. Enter the following options into the Summary section.

    For the purpose of this example we will be using an indexing page that has been set up to index files relating to a SharePoint Project.

    OptionValue
    NameSharePoint Project
    DescriptionMove emails to SharePoint Project
    Conditional OperatorAnd



  4. Click the Add Rule Condition button.



  5. Enter the following options into the condition.

    OptionValue
    PropertyTo Address
    ConstraintMatches
    Condition Valuespproject@demo.com



  6. In the Action drop down select the Remote Indexing option.



  7. Enter the following options into the action.

    OptionValue
    PageSharePoint Project
    QueueTypePersonal
    Queue


    Queue by Name{{message["address.from"]}}



  8. Click Save to save the newly configured rule.

In summary this rule takes any attachments that are sent to spproject@demo.com and then puts them into the sending users personal queue (which is found via the from address on the email) on the the SharePoint Project indexing page.

Create rule for forwarding unmatched emails in EzeScan WebApps SMTP Server


Rules in the EzeScan WebApps SMTP server can be configured to either send the scanned document to an indexing queue or forward/delete it. Read more

  1. Select the Rules tab in the SMTP Server configuration options within the admin panel.



  2. Click the Add Rule button.



  3. Enter the following options into the Summary section.

    OptionValue
    NameForward unmatched
    DescriptionForwards any unmatched email items onto the organisations actual SMTP server for delivery as normal.
    Conditional OperatorAnd



  4. Don't create any rules as we want this rule to catch all messages.



  5. In the Action drop down select the Relay option.



  6. Enter the following options into the action.

    OptionValue
    Host(IP or hostname of your organisations SMTP server)
    Port(Port your SMTP server uses, usually 25, 465 or 587)
    Require SSL/TLS

    (Enable if your SMTP server requires it)

    Require Authentication

    (Enable if your SMTP server requires it)

    Username - Username for user with relay permissions.

    Password - Password for user with relay permissions.



  7. Click Save to save the newly configured rule.

Configure a Scan Action in PaperCut MF


  1. Open PaperCut MF Admin then Select Devices on the left menu and then the Scan Actions tab.



  2. Create a new Action by clicking the Create new button.



  3. Enter the following options into the Destination section.

    OptionValue
    TypeEmail
    LabelSharePoint Project
    To

    Custom email address

    spproject@demo.com

    FromUser's email address
    Subject

    Scan SharePoint Project

    Untick User can edit


    We set the From address to the logged in users email address so that in our EWA SMTP Rule we can work out which queue we should put the scanned document in.


  4. Untick the User can edit checkbox in the Document section.

  5. Enter the following options into the Input settings section.

    OptionValue
    OrientationPortrait
    Duplex mode2-sided

    We set the Duplex mode to 2-sided because we can remove any blank pages once the document arrives in EzeScan WebApps during cleanup.

  6. Enter the following options into the Output settings section.

    OptionValue
    File typePDF
    DefaultPDF
    DPI

    300

    Untick User can edit

    Color mode

    Color

    Untick User can edit



  7. Click the Save & configure access button



  8. In the groups drop down select the [All Users] option and click the Add button.



  9. Confirm you can now see the [All Users] option in the Access List.



  10. If you now log into a device that is running the PaperCut MF application you should see your new button!

Configure PaperCut MF to use the EzeScan WebApps SMTP server


  1. Open PaperCut MF admin then select Options on the left menu and then the Notifications tab.



  2. Enter the following options into the Output settings section.

    OptionValue
    SMTP ServerCustom
    Host(IP address or hostname of your EWA server)
    Port25
    EncryptionNone
    Usernamesmtprelay
    Password(Password you set in the first part of this guide on the EWA SMTP server)



  3. Scroll down and click the Apply button to save the settings.

Testing scanned documents successfully end up in EzeScan WebApps


  1. Log into the MFD.



  2. Select the Scan button in PaperCut.



  3. Tap the SharePoint Project button.



  4. Click the Start scanning button in the bottom right.

  5. Wait for the scan to complete.

  6. Log into EWA Admin Panel.
  7. Navigate to the SMTP Server > Mail Queue and check if there is any items listed.
    1. If you see any items then they are waiting to be processed or the rules don't match.
  8. Navigate to the SMTP Server > Log and check if you can see your test item listed.
  9. Navigate back to the EWA home page.
  10. Click on the Sharepoint Project indexing page and confirm your item is in the correct queue.