Run an OP Task

In addition to the wide variety of Tasks and QuickTasks users may configure and execute from their computer, DocuBreeze provides the means to run tasks directly from the interface of many networked multifunctional products (MFPs) in the form of the OP Task. The OP Task is created via the user's web browser, but is run from the control panel of the MFP, providing the convenience of scanning and selecting a specific task right from the MFP.

Currently the MFPs that may be used with OP Task include: Konica 7145, 7222, 7228, 7235. Bizhub 420, 500, 600 and 750. Color Bizhub C203, C250, C252, C253, C300, C351, C352, C353, C450, C451, C550, and C650. New bizhub models will also be able to run OP tasks.

Enable the MFP Device

Before you can run OP Tasks, at least one printer/scanner must be configured to use the OpenAPI system and have access to the OP Tasks. The steps for enabling an MFP for use with OP Tasks is under System Administration > Devices. Specific firmware (2.0+) may be required on the MFP to support Konica Minolta OpenAPI features. Please contact your technical support representative about installing the necessary firmware. The following steps are for bizhub MFP products only, and are performed on the printer/MFP panel. (See also your bizhub Network Scanner Operations Manual.)

  1. On the MFP panel, press the Utility button. (On some machines, this may be marked Utility/Counter) This will display the Utility Menu (similar to the c450 example below).

  1. Touch the Administration Setting button, and enter the proper passwords when prompted.

  1. Touch the System Connections button, and then the Open API Setting button.
  2. Make sure the Access Setting is set to Allow. (Your actual port number will be shown, the "12345" is an example.) If not, touch the Access Setting label to change it.

  1. This bizhub MFP can now be set up to access OP Tasks configured in the DocuBreeze Application.

NOTE: If you are using an older device, such as the 7145 MFP, the set up is a bit more involved. Please see the necessary steps, which are included in the appendix of the DocuBreeze Admin Guide.

Register the Device to DocuBreeze

Complete this section to enable a bizHub MFP device for OP Tasks. OP Tasks allow you run jobs using the Konica Minolta OpenAPI service from the panel on the (MFP) scanner, rather than from the computer. The set up differs based on the MFPs Konica Minolta bizHub Family type.

  1. Open an existing MFP Device (such as the one setup above) or create a new one.
  2. On the established MFP device, a bizhub C450 for example, mark the OP Task checkbox.

    For the family type Other BizHub (using the c450 as an example):
    Name: Enter a Name for the device.
    Description: Enter an Optional description.
    Host Address: Enter the IP address of the MFP.
    MFP Family: Select the Other BizHub family from the drop-down.
    Mark the checkbox to Enable OP Task. DocuBreeze will retrieve information for the host address.

If the IP address cannot be found, DocuBreeze will display the message shown above. Reenter the correct IP address for your other BizHub device and click Requery to check again

When the OP capable MFP is found, DocuBreeze will retrieve the information necessary to define the device. The screen also indicates whether or not the machine is Registered.

Port Number: The port number through which DocuBreeze will communicate with the MFP.
Use SSL: Tells the application to use a secure, or encrypted, protocol for communications.
MFP Administrator Password: The administration password for the MFP is required and is the same password you would enter at the printer for Admin Mode. Required.


Connection Authentication:
Connection Username: The OpenAPI may require authentication prior to use. At the MFP Admin screen, press System Connection > OpenAPI Setting > Authentication. The username that exists here must be entered in the Connection Username field on the MFP device form. (Not Required)
Connection Password: This is the password that corresponds to the Connection Username above. (Not Required)

Application Settings:
Application Name: Required, must be unique, and will be displayed on the button on the MFP panel. (E.g.DocuBreeze, Files to be Archived, My OP Task)
Index Form: Select an index from the drop-down list, if desired. You may not have any indexes yet, but can return and add them to the OP Task later.

Click Save.

  1. Once the device is Saved, it can be Registered by clicking on the green checkmark at the bottom of the screen. (Note: You cannot register the MFP for OP Tasks until you have entered the required Administrator Password and an Application Name.)

  1. Once Registered, the screen will display an Unregister Device checkbox (as shown below), which you need to use for Editing this MFP device. (You cannot edit a device while it is registered.)

 

The registered device is now set to be used with an OP Task created in DocuBreeze.

NOTES: With OpenAPI/SDK 1.0, an Index can be added to an OP-capable MFP when the device is configured and registered. All OP Tasks run at that MFP will be indexed using the same form. Newer OP-capable MFPs, with a firmware level of 2.0 or greater, can accept an Index associated with the OP Task, rather than the MFP.

Associating an Index to an OP Task

Other bizhub MFPs with older OpenAPI firmware only allow one DocuBreeze OP Task and one Index form to be used with a registered MFP. In other words, when you register the MFP Device, you have to assign a specific Index Form (from a drop-down list) to be used with your OP Task, or not use an index form at all.

Version 2.0 and newer firmware for OpenAPI/SDK expand the ability of a registered MFP Device to download ANY index form. Now you can associate an Index Form with the specific OP Task, instead of limiting the registered MFP to one OP Task Index. With the newer firmware, you can go to a registered device and run an OP Task which specifies the Index Form needed.

You can tell if you have the older firmware when you go to register the MFP for OP Task, by the drop-down box displayed for your choice of Index Form. If you have OpenAPI/SDK version 1.0, but want to be able to run more than one OP Task at the MFP, you will need to upgrade the firmware.

If you have a Shared Index associated with your OP Task, and it does not process successfully, please contact your Konica Minolta Technician to see if your device can be upgraded to the latest firmware.

Create an OP Task

Now that the MFP is setup to access the OP Task feature of DocuBreeze, log in to DocuBreeze from the browser, and select Tasks from the Navigation Bar. This brings up the Task screen.

  1. Hover-over the OP Task icon and click New. As with the QuickTask, OP Tasks are made up of three parts: Collection, Process and Distribution. Since the Collection Point is already known to be the MFP, you need only focus on the Process and Distribution sections for an OP Task.
  2. The top part of the OP Task form is shown below Fill out this form to create an OP Task as described in this section. Please note that fields marked with a red asterisk are required!

  1. Name: This required field is the Name for your OP Task, which will be displayed on the MFP panel screen. Example: "Print_Route1."
    Description: This field is helpful, but not required. You may include a brief description of the OP Task. Example: "Move files to MIS FTP server."
    Run Once and Delete: Checking this box will make sure that this OP Task is only run one time. After the task runs, the option to run this particular task will never again be displayed on the MFP.
    Scan for Bar Code: Check this box to tell DocuBreeze to look for bar coded files when performing this task. Use the selections provided to look only for a bar code on the first page, or anywhere in the scanned document. Multiple bar codes found in a single file, with All Pages selected, will be treated as separate documents with separate processes. Bar code processes found will override the current OP Task process.
  2. Process: Select a Process Type from the drop-down list. The options are: Bar Code Indexing Process, Image Process, Move, and OCR Process. Selecting any of the processes from this list will mean you must also select the specific predefined process from the second drop-down list. Click Add to enter the selected process in the bottom window, and click the Add button. You may select up to one (1) image process, one (1) bar code indexing process and one (1) OCR process. Selecting Move will clear all other selected processes.

  1. Distribution:
    Select from any of the distribution types by marking the appropriate checkbox. You may select as many distribution routes as you require. It is required that you choose one of the four available distribution paths.
    Distribution Group: Groups you have defined will be listed.
    Distribution Point: This will show all points you have defined for distribution. For this example, choose the distribution point you defined earlier.
    Archive Folder: Click the Browse button and select a destination folder.
    Compose E-mail: Click the Edit button to bring up an E-mail window. Select the destination address(es), enter a subject and message for the e-mail.
    Options: In addition to the required process and distribution selections, you can choose options.

  1. Attach Index Form: Select an Index Form from the drop-down list. Click the Edit button to pre-populate any manual entry fields. Check the "Send an E-mail..." checkbox to send an e-mail in case an index requires completion after the OP Task has executed.

    Attach Note: Click the Select File radio button to include an additional supporting file (from your computer) for distribution with the scanned document. Select Compose to send a text file (.txt) containing the text you enter in the field shown.

    Click Save to make the OP Task active and available for use at the MFP.

Run an OP Task

Now that your MFP has been configured and your OP Task created, you can run the OP Task.

1. At the MFP panel, enter SCAN mode by pressing the SCAN button.
2. Press the APP (Application) button.
3. Select the Application, in this case this will correspond to the entry you made when you configured your MFP device (e.g. DocuBreeze, Files to be Archived, Documentation)
4. Enter your DocuBreeze Username and Password by pressing the label for each field and using the keyboard screen to enter the information. Press the OK button when finished to continue. (The drawing below shows an example of a keyboard screen at the MFP.)

A list of all available OP Tasks is displayed. (If you only have one task, it will already be selected and displayed in the Dest field.)

5. If the MFP device has an index associated with it, you will need to complete the index form before the job can be run. Click the Index button at the lower right on the screen to bring up the index form. Press the label for any field requiring you to enter information. Pre-populated fields will already contain information. Fields that were set as "Auto" in the index are entered by the system.
6. Select the Scan Settings button to enter the input settings.
7. Place your document(s) on the MFP document feeder.
8. Press START on the MFP panel to begin scanning, thereby running the OP Task.

Once the document has been scanned and the OP Task executed, press the EXIT button on the MFP panel screen to log out.

Note: This is recommended for security reasons. If you leave the machine without logging out, the panel will reset after 90 seconds of inactivity.)