Creating a solution workflow

Learn how to create a solution workflow.

You must have Advanced User role in an organization to create a solution.

Before you begin, make sure that the organization and its users have appropriate page allocations. For more information, see the "Solution Quota Manager" chapter.

From a web browser, access the Lexmark Cloud Services dashboard, and then do either of the following:

Click the

Solution Center

card.

If the card is not available in the dashboard, then add the card. For more information, see Managing the dashboard.

Click

on the upper‑right corner of the page, and then click

Solution Center

Click

Create

In the

Solution

name field, type the name of the solution workflow.

In the

Description (Optional)

field, type a short description about the solution workflow.

Select

Share with my organization

to share this solution workflow with your organization.

If the solution workflow is not shared, then only the creator has the access to that workflow. So if the currently logged in user is not the creator, then that user cannot see the solution workflow.

Types of solution workflows

Personal
—Only available for the creator of the workflow

Organizational
—Available for all the users from the current entitled organization

Shared
—Available for all the users of the specific child organization with which the solution is shared

From the

Scan Settings

section, click

Edit Scan Settings

The

Scan Settings

are only applicable when the solution is run from the printer. The

Scan Settings

appear on the printer panel only if Show scan settings
on the printer panel is enabled in

Edit Scan Settings

From the

Steps

section, click

Add Step

The steps must include at least one destination and can include one or multiple actions.

You can include up to 10 steps per workflow.

Solutions that are combinations of actions and destinations must end with a destination.

From the

Add Step

window, select the action and destination.

For Action items, select one or more of the following:

Extract Text using OCR

—Optical Character Recognition (OCR) is a service used to extract text from a document that is converted to machine-readable format.

OCR is always executed first, regardless of the sequence in which it was added while creating the solution.

Using the OCR service consumes the OCR entitlement quota.

From the

Select the output file type

menu, select one of the following:

Portable Document Format (.pdf)

Word document (.docx)

Plain text (.txt)

Translate

—Allows you to Upload a file in a source language and translate it to one or more target languages.

The Translation Assistant service uses Microsoft Azure Cognitive Services.

Select the language of the document to translate.

This feature detects the source language automatically by default. For more information on supported formats and languages, see Understanding Translation Assistant.

Select a target language.

Using the Translation Assistant service uses the Translation entitlement quota.

You can select up to five target languages.

For more information on the translate action, see the "Translation Assistant" chapter.

Redact

—Allows you to Censor part of a text for security purposes.

The redact action consumes Redaction quota.

The redact service uses Microsoft Azure Cognitive Services.

Select the language of the document to redact.

Make sure that the document format selected in

Scan Settings

is DOCX.

From the

Select the information you want to redact from the file

menu, configure the following:

Select

Personally Identifiable Information (PII)

to redact personally identifiable information.

Select the available PII or select from the available country‑based PII.

For more on available PII, see Available country-based PII.

To move a selected PII between the

Available PII

and

Selected PII

lists, click The move icon.

, or drag it between the lists. You can also double‑click it and select an option.

Select

Custom text

to redact specific text from the file.

In the

Specify custom text to redact

field, type the text to be redacted.

From the menu, select

Whole word only

Contains

Exact match

Advanced Match

Select

Whole word only

to redact only a specific entire word.

Select

Contains

to redact both an entire word and any word that contains it.

Select

Exact Match

to redact words exactly as you capitalized them.

For

Custom text

, the maximum limit is 20 words.

For

Advanced Match

, the maximum limit is 512 characters. Advanced Match works on the principle of regular expressions (regex), which are a way to define search operations based on a sequence of characters.

Regular expressions with trailing spaces and strings before or after the patterns are valid entries.

Depending on how the DOCX input file is parsed, the resulting regular expression for a particular text input may or may not match. This may result to some unredacted strings.

Click

Add Text

Insert Footer

—To add a footer to the page, type the text in the

Footer

text field.

Make sure that the document format selected in

Scan Settings

is DOCX.

For Destination items, select one or more of the following:

—Send the document to the specified email addresses.

In the

Send document to the following email addresses

field, type the email addresses.

You can add up to 50 email addresses as long as their combined length does not exceed 255 characters.

The email addresses must be separated by commas.

If you want to receive a copy of the email, then select

Send me a copy

Selecting

Send me a copy

lets you run a solution even if the

Send document to the following email addresses

field is left blank.

You can also run a solution even without selecting

Send me a copy

Send document to the following email addresses

is unlocked.

Download

—Download a copy of the document to your device.

This step can be performed only from the Lexmark Cloud Services portal.

Send to Cloud Print Queue

—Send the document to your Cloud Print Management queue.

This option is available only to users who have the Print Management User role.

—Print the document.

This step can be executed from a printer only.

Send to Cloud Storage

—From the

Send to

menu, select the cloud storage provider.

Cloud storage providers include Box, Dropbox, OneDrive, SharePoint, and Google Drive. You can select any of these storage providers from

Solution Center Settings

Click

Create Solution

To add more than one action, click

Add Step

each time you select an action.

Click

to lock the values of the actions or destinations so that the values cannot be changed during execution. Make sure that you enter a value for the actions and destinations before you lock it.

If an action or a destination is not locked during execution, then the user is prompted to select a value from the available options.

Click

to unlock a value.

You can configure the storage providers and set account domains from the

Solution Center Settings

page. To access the

Solution Center Settings

page, click The settings icon.

Users must have a Microsoft, Google, Box, or Dropbox account to access the cloud storage services.

For more information on managing scan destinations, see Managing scan destinations.

You may encounter error messages for the following reasons:

The selected account is signed out.

No cloud storage account is selected and all storage accounts are signed out.

The cloud storage account is disabled in global setting.

A duplicate folder is created.

A folder name exceeds the maximum length.

A path is invalid due to an inaccessible or deleted folder.

To add more than one destination, click

Add Step

each time you select a destination.