Administrators can set up Google Drive shared folders that will allow users to send and scan documents to shared folders by creating distributions in
Note: There are other resources that the Server can use to deliver documents to a destination if devices are not part of your workflow configuration. These resources could include the use of the FileScan connector,
Before you begin
Administrators must complete the following tasks based on their workflow requirements.
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Set up Google Workspace to enable the
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Install the
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Install the Device Client if necessary.
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Set up Google Drive shared folders.
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Set up Scan to Distribution device button.
Note: Google Workspace subscription is required.
Send to Distribution and Scan to Distribution examples
The following examples show how Google Drive Shared folders can be set up and used in
Note: The examples are for illustrative purposes and may not reflect your unique workflow configurations.
Setting up Google Drive shared folders
An Administrator sets up a Google Drive shared folder for company-wide use by using Configuration > Folders in the Server Administrator.
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In the Server Administrator, expand Configuration.
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Right-click Folders. The Folders short-cut menu appears.
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Select New > Google Drive. The Folder Properties dialog box appears.
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Type a folder name in the Name box.
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Select the Allow users to navigate to sub-folders check box.
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Determine whether users can create sub-folders or print from folders.
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Select the appropriate check boxes.
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Ensure the Google Drive folder key appears in the Folder Key box.
See the Folder Properties dialog box example below.
Note: Settings configuration is not required.
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Select OK. The Google Drive shared folder appears in the Folders details pane.
Enabling Google Drive shared folder group access
The Administrator enables access to the Google Drive shared folder by using groups in the Server Administrator. This entails enabling Client access to network folders and specific shared folders so that the folders are available when creating distributions in
Enabling Client access
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In the Server Administrator, select Groups.
Note: Groups created appear in the Groups details pane.
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Select a group, for example, Default. The Group Properties dialog box appears.
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Expand Clients in the left pane if necessary.
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Select Access.
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Select the Enable members of this group…. check box.
See the Group > Clients > Access dialog box example below.
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Select the Network Folders check box.
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Select OK.
Enabling shared folder access
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In the Server Administrator, select Groups.
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Select a group, for example, Default. The Group Properties dialog box appears.
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Expand Jobs in the left pane if necessary.
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Select Folders.
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Select the Enable members of this group…. check box.
See the Group > Jobs > Folders dialog box example below.
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Select the appropriate Google Drive shared folder.
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Select OK.
Users can send documents to their Google Drive shared folders by creating distributions in
Authorizing the Google Drive shared folder
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Open
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Select Preferences on the Home page.
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Select Authorizations. The Google Drive shared folders that need authorization appear on the list with a red x.
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Select the appropriate Google Drive shared folder or select the Properties button.
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Select OK on the Folder Authorization Properties dialog box.
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Sign in to continue.
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Select Allow. The Google Drive shared folder is authorized and appears with a blue check mark on the Authorizations page.
Creating Google Drive shared folder distributions
You can create Google Drive shared folder distributions after authorization.
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Open
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Select Create Distributions on the Home page.
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Select the Destination plus ( + ) icon on the Destinations box.
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Select the appropriate Google Drive shared folder on the list. The Recipient Properties dialog box appears.
See the Recipient Properties dialog box example below.
Find and select the appropriate Google Drive shared folder.
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Select OK.
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Specify the following parameters as needed.
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Subject
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Attachments
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Comments
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Use Save or Save As to save the distribution.
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Type a descriptive name for the distribution in the Title box.
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Select OK.
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Select Send.
Note: The distributions appear on a list when the Distributions > My Distributions tile is selected for future use.
Setting up Scan to Distribution device button
The Administrator sets up a Scan to Distribution device button so that device users can scan documents to the Google Drive shared folder distribution by using Devices in the Server Administrator.
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In the Server Administrator, expand Devices if necessary.
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Select the appropriate device or device group. The Device Group Properties dialog box appears.
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Select the Buttons tab.
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Select the Add button. The Add button dialog box appears.
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Select Scan to Distribution on the Type drop-down list.
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Select OK. The Scan to Distribution button appears on the Device Home Screen list.
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Select the Properties button. The Button Properties dialog box appears.
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Select the Options tab.
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Click the Select button.
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Use the Search criteria check boxes to find the Google Drive shared folder distributions (optional).
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Select Find.
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Select the appropriate Google Drive shared folder distribution on the list.
Note: The list shows the distribution(s) created in
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Select the Prompts tab.
Note: A prompt is used in the example to illustrate how information can be requested at the device. This is optional. The original filename will be used when the document is scanned if the DeliveredDocumentName prompt is not used.
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Select Add. The Select Prompt Job Property dialog box appears.
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Select the Ellipsis button (…) button on the Property drop-down list.
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Select DeliveredDocumentName. The device user will use this prompt to provide the document name at the device.
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Select OK on the Select Prompt Job Property dialog box.
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Select OK on the Button Properties dialog box.
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Select OK on the Device Group Properties dialog box.
Tip: Multiple buttons can be set up if you have multiple distributions to different Google Drive Shared folders. The default button label on the device, Scan to Distribution, can be changed to reflect the Google Drive shared folder distributions being used. Or you can set up multiple Scan to Folder buttons if you prefer to show the Google Drive shared folders on the device instead of distributions.
Using the Scan to Distribution button
Device users go to the device and scan their documents to the appropriate Google Drive shared folder distribution as illustrated below.
Note: A device simulator was used. It may not reflect your actual device’s display.
The device user selects the Scan to Distribution button on the Home page.
The device user types the name of the document in the Delivered Document box and selects Next.
The device user selects the Start button to begin scanning to the Google Drive shared folder distribution.
The device user gets a “Scanning Completed” message and selects Done.
