These instructions apply to multifunction devices (MFD) that have been set up with PaperCut; if you're trying to scan from a device in a department that does not use PaperCut, these instructions won't work. Reach out to your department's support staff for further guidance on how best to scan from your departmental devices to OneDrive.
The basic functions of the MFD are numbers in the image below.
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The Start button. You will use this button on various times while scanning to confirm and complete jobs.
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The Access button. This button is used to log your account out of the MFD.
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The Menu button. This button takes you back to the main Papercut screen on the MFD but does not log you out of your account.
Logging in to the MFD
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Press the Access button on the device to pull up the PaperCutMF login screen if it is not already up.
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Touch the Username field on the screen.
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Type your online ID using either the attached keyboard or the touchscreen keyboard.
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Press Enter on the keyboard or OK on the screen.
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Touch the Password field.
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Enter your password.
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Touch OK on screen or press Enter on the keyboard.
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Touch the Log in button.
Start a Scan on the MFD
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Place your original(s) face down on the glass under the MFD lid, or set it face up in the document feeder.
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Tap the Scan button on the screen.
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Select OneDrive.
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Tab the Filename field if you would like to change the name the PDF will be saved under. You can always change this later after the document has been scanned.
By default, the MFD will constructed the filename as the work "scan_" appended with your online ID, the date, and the time. In the images included in the instructions that follow, the default value was "scan_j123h456_2021-09-29-11-14-9" for a scan that was initiated at 11:14AM on 09/28/2021, under the username j123h456.
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Tap Settings on the right if you want to change the behavior of the scan. By default, the scan is sent in as a PDF file in color, one-sided, in portrait mode on letter-sized paper. You can set the scan type to an image file, either TIFF or JPEG, with varied colors and orientation settings. There are additional settings for scanning multi-page documents and scanning in multiple files/accounts, which are covered in more detail below.|
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Tap Start.
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Wait while the scan completes. If you need to make changes, you can click the Stop Job button in the lower right to stop the scan and start over.
If you did not select Additional Pages or New document, once done the screen will show a success message when the scan is completed and load back to the main PaperCut screen after a brief processing time. If you have no further tasks to complete on the MFD, click the Access button to log out.
Scanning Multi-page documents
If you want to scan multiple pages into a single file, select the checkbox next to Additional pages before starting the scan job. After the initial page scans, the MFD screen will prompt you to put the next pages into the scanner with the message "Load the next original and press [Start]."
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Press the Start button on the MFD to print the next page.
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Repeat this process for each page you want to print to the same file.
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Click Finish at the Load the next original... screen when you are done.
Scanning multiple documents in one sitting
If you want to scan multiple items into different files in one sitting, select the checkbox next to New document before starting the scan job. After each scan is complete, you'll see a success message, and have the options of New Scan Document and Send. For each item you want to scan, click New Scan Document. When you've scanned all of your documents, click Send.
When uploaded to OneDrive, each scanned item will be in an individual document with the same filenames appended with "_#." If you have two scans, you"ll have scan_j123h456_2021-09-29-11-14-9_1 and scan_j123h456_2021-09-29-11-14-9_2 saved to your OneDrive folder when you"ve completed the process.
Accessing Your Scans in OneDrive
After every scanned document is sent to OneDrive, PaperCut sends a confirmation message to your KU email address. The messages will come from scans@papercut.com, with the To name of Scans for PaperCut MF. After the initial authorization email, messages from PaperCut don't require any action; these serve only as notifications that an item has been saved.
The first time you scan a document to OneDrive, this email will be a confirmation request. This is a one-time authorization. If you haven't completed this confirmation within 24 hours of sending the scan job — if you don't, the scan will not be saved the OneDrive. Click the Login to OneDrive for Business button to sign in to OneDrive and authorized the application.
After you've done that authorization, the folder is created in your OneDrive and the initial scanned document is saved and available to access.
If you have OneDrive connected to your computer, you can access this folder at C:\\Users\\<user>\\OneDrive - University of Kansas\\Apps\\Scans for PaperCut MF;
The files are also available via OneDrive in your browser, under the same file path.