Contacts

Contacts in Docuflair are scan destinations — the places that scanned documents should be sent to. A contact can be an email address, a folder on the network or a fax number. At the printer you simply select the contact you want, scan your document, and Docuflair takes care of the delivery.

Permission required

To access this function you need the following permission:

• Show contacts (AdminUI_ScanManagement_ListContacts)

You grant permissions through groups — see permissions – overview.

Contacts can address different destinations:

• Email addresses
• Storage locations (local or network directories and so on)
• Fax numbers (requires a fax licence).

If several contacts are to be addressed in one scan, combine them into a group. Where the scan destinations are of different types (fax numbers mixed with email addresses, for example), the documents to be output are converted to suit each destination.

For every contact you can store default settings for the scan options.

Creating a new contact

To create a new contact, click Scanning/Contacts in the menu. In the view listing every contact, click Create contact.

A new page with 4 sections appears:

• General
• Scan destination
• Scan settings
• Address books

Once you have made every setting for a contact, click Save to apply the changes.

General

Enter a unique name for the contact under Name. The description is optional. The profile picture offers the option of adding a photo or a graphic to the contact, which can be shown in the contact view on the multifunction printer. The email notification is optional and lets you give email addresses that are notified when a scan job is delivered to this contact. That address is independent of the actual scan destination; the scanned document is not attached to the notification.

Scan destination

In the Scan output list you choose which type of contact this is. The following options are available:

• Send a fax (requires a fax licence)
• Send an email
• Save in the file system

Depending on the contact type chosen, different options are available. Storage location, for instance, determines a local or remote folder for saving the documents, and Directory gives a subdirectory. The file name determines how the scanned document is named by default. That default can be overridden at the multifunction printer. Various placeholders are supported for generating file names automatically:

Placeholder	Description
%q	A random 5-character string
%e	The creator’s email address
%u	The creator’s name
%T	The creation time (the time of the scan)
%d	The current date in the format day.month.year (dd.MM.yyyy)
%t	The current time
%hh	The current hour
%mm	The current minute
%ss	The current second
%DD	The current day
%MM	The current month
%YY	The current year (2 digits)
%YYYY	The current year (4 digits)
%W	The weekday in German
%w	The weekday in English
%g	A sequential 5-digit number starting at 00000

The table shows the most common placeholders. The full list, with the substitution order, examples and limitations, is under filename placeholders.

Scan settings

The scan settings section determines which default values for a contact’s scan settings are shown on the multifunction printer.

With Lock option you determine, for every entry in the list of scan settings, whether the user may change that setting at the multifunction printer. Show options determines whether individual scan settings are visible to users at the multifunction printer or hidden. You move the individual items by drag and drop, by clicking the number showing their order.

Address books

This determines which address books a contact is visible in. During installation a default address book named “*” is created. You can create any number of further address books.

When creating and when editing a contact, you select under Address books which ones it belongs to.

Separator sheets

You generate separator sheets through the contact list, by clicking the icon at the far right in the list view. Docuflair then generates a PDF document that you can download to your workstation and distribute and print as you wish.

Caution

Separator sheets only work with the Docuflair installation they were made for. If Docuflair is reinstalled, separator sheets generated with the previous installation can no longer be used — even if the name of a contact or destination has not changed.

For more on separator sheets, see here.

Creating a new group

To create a new group, click Scanning/Contacts in the menu. In the view listing every contact, mark all the contacts that should be members of the new group in the Select column. To create the group, click Group contacts.

Enter a unique name for the group under Name. The description is optional. The checkboxes under Address books finally determine which address books the group should be visible in.

Synchronising

To fill address books automatically you can draw on external data sources. You create a new import of contact data by clicking Address books/Directory services in the menu.

Docuflair supports two kinds of data import by default:

• LDAP and Active Directory synchronisation
  Synchronises directory services on company networks.
• Folder synchronisation
  Allows contacts to be created automatically for every subfolder found in a storage location. Useful when home folders or project directories are to be synchronised into the address book, for instance.

In the Address books area you determine which address books the imported contacts should appear in.