We are currently using Workflow scanning on the Xerox 7835 & 5855 series machines. I have 9 machines in the network and they are setup to scan to a single destination folder on our file server. The user enters a filename in the Filing Options area on the Xerox and it gets scanned to the file server. All the documents come in perfectly to the folder on the server but our issue is that we don’t know which machine the scanned document came from since we are using a single shared folder for all the machines. Is there any way to automatically include an identifier to the filename so we know which machine it came from. I was hoping we could add a prefix to the filename automatically however the user must not be able to modify this prefix in anyway.
Does anyone have any idea how this can be achieved? Any other solutions to identify the document will be appreciated.
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I would suggest that you review the following site for the detailed scan to file documentation, as well as many other helpful tips and solutions.
I found the following in this linked user guide on page 169 which indicates that a custom file name can include the UserID
Setting Scanned Image File Naming Conventions
1. In CentreWare Internet Services, click
Properties > Services.
Workflow Scanning > Custom File Naming.
3. Under File Naming, select one of the following:
-Auto: Type a prefix for the scanned image file name.
-Custom Naming: Under Display, select the elements you want to use to build the file name. As
you select display elements, they appear in the Position field. The display elements are:
•Custom Text: Type any custom text you that want to appear in the file name. For
example, select the first Custom Text field and type an underscore ( _ ). The underscore
displays in the Position field. You can include up to four Custom Text strings in the file
•Position: Click an element in the Position field. Use the Up and Down Arrow buttons to
move the element into the correct position for the file name. The file name generated uses
all the elements in the Position field, in order, from top to bottom.
−Advanced: Type a string using variables to create the file name. For details, see the Help in
CentreWare Internet Services.
4. Click Apply to save the new settings or Undo to retain the previous settings.
If that does not resolve your issue you may consider contacting our specific product support experts for customers in the USA at the following link: Fast Track to the Expert
If you are outside the USA you should contact the local support center in your area which you can find here:
Thanks Mitch for your reply. I added a custom text to identify the machine and it works but my issue is that the user is able to overwrite or delete my custom text when entering their file name. My custom text is Finance_ which I want to be the prefix of the file name. The user must type their text after that like Finance_Scan1 but the issue is that it can easily be deleted or altered.
I checked with a senior Customer Support Analyst who is familiar with these models and there is currently no way to default the output name as you wish.
However you have 2 other options: