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Be very careful not to send image data files that are too large.
Your mail server's system administrator may have placed a limit on the amount of data that can be sent in one e-mail 
transmission. If this limit is exceeded, the e-mail will not be delivered to the recipient. Even if there is no limit and 
your e-mail is successfully delivered, a large data file may take a long time to be received and place a heavy burden 
on the recipient's network, depending on the recipient's network (Internet) connection environment.
If large image data files are repeatedly sent, the resulting burden on the network may slow down the speed of other, 
unrelated data transmissions and in some cases, may even cause the mail server or network to go down.
The images on the following page will produce the following file sizes when scanned as 8-1/2" x 11" or A4 size 
originals:

* If multiple images are scanned, the file size will be approximately (Size of each image as indicated above) x 

(Number of images scanned).

Although the actual limitation depends on your network environment, a general guideline for the maximum file size 
for Scan to E-mail is 2000 KB. In cases where you need to send multiple documents, try such measures as lowering 
the resolution mode.

The original images shown below are samples to help you understand the above explanations. Note that these 
images are smaller than the actual originals (the actual originals are 8-1/2" x 11" size).

300dpi

Approx. 50 KB

Approx. 1400 KB

600dpi

Approx. 90 KB

Approx. 5000 KB

Text original A

Photo original B

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To check the IP address of the machine, print out the settings list from the operation panel of the machine.

The custom settings  
screen will appear.

"PRINT JOB IN 
MEMORY. PLEASE 
WAIT UNTIL PRINT 
OUT." appears in the 
message screen and 
printing begins.

DATA

LINE

B STATUS

CUSTOM SETTINGS

ESS
ROL

CL

RECEIVE MODE

LAY

AST

FA

F

LIST PRINT

PRINTER TEST PAGE

SENDING ADDRESS LIST

FAX REPORT

PCL SYMBO

SET LIST

NIC PAGE

PCL EXTENDED

FONT LIST

PRINTER

SETTINGS LIST

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When the application integration module is installed and an image file is generated for a scan send transmission, 
metadata (data indicating the attributes of the image file and how it is to be processed) can be generated based on 
pre-stored information and transmitted as a separate file. The metadata file is created in XML format. By linking the 
metadata with applications such as document management software, a workflow application, or an encryption 
server, a sophisticated document solution environment can be built.

Using the application integration module, information on a generated image file can be entered at the touch panel 
and transmitted along with the image as an XML file.

Metadata

(XML file)

Image file

Scan to
Desktop

Scan to E-mail
Scan to FTP

Client PC that uses Network
Scanner Tool

Server

Fax server, document 
management software, 
workflow application, 
encryption server, etc.

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All settings related to metadata are configured in the Web pages. (Administrator rights are required.)
To configure metadata settings, click [Metadata Settings] in the Web page menu frame.

Store the items (the metadata set) that are written to the XML file that is generated during scanning. Up to 10 
metadata items can be configured in a metadata set. A stored metadata set can be selected at the time of 
transmission.

When Network Scanner Tool is used in its factory default configuration, a file will be generated with a new file name 
on the computer. When Network Scanner Tool is used as a means of sending a metadata file to a third party 
software application, this setting must be disabled to allow cross referencing between the image file and XML file by 
means of the file name generated by the computer. (When setting the file name in [SEND SETTINGS], to ensure 
that a previously existing file on a computer is not overwritten by a transmitted file of the same name, be sure to 
configure the file name so that name duplication cannot occur; for example, by including a unique extension (the 
date, etc.) in the generated file name. If the file name setting is left blank, the machine will automatically generate a 
file name that is unique.)

Addresses specified in "Require destination selection and include in metadata" when a metadata set is stored 
can be selected as transmission destinations at the time of transmission using one-touch keys, manual entry, 
and/or a global address book search. (Addresses for which metadata entry is not allowed cannot be specified as 
transmission destinations.)

• It is recommended that you use Network Scanner Tool to receive metadata. For more information, see the 

Network Scanner Tool User's Guide (PDF format) on the "Sharpdesk/Network Scanner Utilities" CD-ROM.

• For information on the license agreement and how to use the CD-ROM that accompanies the application 

integration module, see the separate "Sharpdesk license kit" manual.

• Using third party software applications

Various types of third party software applications exist. Some applications can start automatically from 
Network Scanner Tool and some cannot. When the auto-run function of an application is enabled, Network 
Scanner Tool will start the application with the ".exe" command using the file name as a parameter. Normally 
an application is started twice, once for the image file and once for the XML file. For example, when Network 
Scanner Tool is set to start the application "APP.EXE", the following commands are applied when the two files 
"IMG.TIF" and "IMG.XML" are received.

APP.EXE IMG.TIF
APP.EXE IMG.XML

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