Revolutionize Your Office: How to Set Up Workflow Scan on Xerox Altalink C8055

Are you tired of manually scanning documents and sending them to different destinations? Do you wish there was a way to automate the process and save time? The Xerox AltaLink C8055 offers a powerful workflow scan feature that can revolutionize your document management. This blog post will guide you through the steps of setting up workflow scan on your Xerox AltaLink C8055, empowering you to streamline your workflow and boost productivity.

Understanding Workflow Scan

Workflow scan is a powerful feature that allows you to automate the scanning and routing of documents. With workflow scan, you can configure your Xerox AltaLink C8055 to automatically scan documents, apply specific settings, and send them to designated destinations. This can include:

• Email: Send scanned documents directly to email addresses.
• Folders: Save scanned documents to local or network folders.
• Cloud Storage: Upload scanned documents to cloud storage services like Google Drive, Dropbox, or OneDrive.
• FTP Server: Transfer scanned documents to an FTP server.
• Print: Print scanned documents directly from the device.

Accessing the Workflow Scan Settings

To access the workflow scan settings, follow these steps:
1. Turn on your Xerox AltaLink C8055.
2. Log in to the control panel using your administrator credentials.
3. Navigate to the “Settings” menu.
4. Select “Workflow Scan” or “Scan to” (depending on your device’s firmware version).

Creating a New Workflow Scan Profile

Once you’ve accessed the workflow scan settings, you can create a new profile to configure your desired workflow. Here’s how:
1. Click on “New Profile” or “Add New Profile.”
2. Enter a descriptive name for your profile. This will help you easily identify it later.
3. Choose a scan type:

• Single-sided: Scans documents one side at a time.
• Double-sided: Scans documents on both sides automatically.
• Duplex: Similar to double-sided, but allows for advanced settings like automatic page size detection.

4. Select the document size: Choose the appropriate size for your documents, such as Letter, Legal, or A4.
5. Choose the scan resolution: Higher resolution results in larger files but better image quality.
6. Select the file format: You can choose between PDF, TIFF, JPEG, and other formats.
7. Set the color mode: Select color, grayscale, or black and white depending on your needs.
8. Choose a destination: Select the desired destination for your scanned documents, such as email, folder, cloud storage, FTP server, or print.
9. Configure the destination settings: Provide the necessary information for the selected destination, such as email address, folder path, cloud storage account details, or FTP server credentials.
10. Add any optional settings: You can add features like automatic document feeder (ADF) settings, page numbering, and watermarking.
11. Save your profile.

Testing Your Workflow Scan Profile

After creating your workflow scan profile, it’s important to test it to ensure everything is working correctly. Here’s how:
1. Place a document in the document feeder or on the glass platen.
2. Select your newly created workflow scan profile from the control panel.
3. Start the scan process.
4. Verify that the document is scanned and sent to the correct destination.

Troubleshooting Common Workflow Scan Issues

If you encounter any issues setting up or using workflow scan, here are some common troubleshooting tips:

• Check your network connection: Ensure that your Xerox AltaLink C8055 is connected to the network and can access the internet if required.
• Verify your destination settings: Double-check that all destination settings are correct, including email addresses, folder paths, cloud storage account details, and FTP server credentials.
• Update your device firmware: Outdated firmware can sometimes lead to workflow scan issues. Check for updates on the Xerox website and install them if available.
• Restart your device: A simple restart can often resolve minor issues.
• Contact Xerox support: If you’re still experiencing problems, contact Xerox support for assistance.

Optimizing Your Workflow Scan Experience

Once you’ve set up your workflow scan profiles, you can further optimize your experience by:

• Creating multiple profiles: Create separate profiles for different scan needs, such as scanning invoices, reports, or personal documents.
• Using shortcuts: Assign shortcuts to your frequently used workflow scan profiles for quick access.
• Customizing your scan settings: Adjust the scan settings based on your specific document types and requirements.
• Integrating with other applications: Explore the possibility of integrating workflow scan with other applications, such as document management software or accounting programs.

Beyond the Basics: Advanced Workflow Scan Features

The Xerox AltaLink C8055 offers advanced workflow scan features that can further enhance your document management capabilities. These features include:

• Automatic document recognition (ADR): Automatically identifies the type of document being scanned and applies appropriate settings.
• Optical character recognition (OCR): Converts scanned documents into searchable text, allowing you to easily find specific information.
• Document security: Encrypts scanned documents to protect sensitive information.
• Customizable workflows: Create complex workflows that involve multiple steps, such as sending a document to multiple destinations or applying specific actions to different document types.

The Future of Document Management: Embracing Workflow Scan

Workflow scan is a game-changer for businesses of all sizes. By automating the scanning and routing of documents, you can save time, improve efficiency, and reduce errors. The Xerox AltaLink C8055 empowers you to take control of your document management and unlock a world of possibilities.

What You Need to Learn

Q: Can I use workflow scan to send documents to multiple destinations?
A: Yes, you can configure workflow scan to send documents to multiple destinations simultaneously. You can choose from email, folders, cloud storage, FTP servers, and printing.
Q: Is it possible to create custom workflows with multiple steps?
A: Yes, the Xerox AltaLink C8055 supports creating complex workflows with multiple steps. You can define specific actions to be performed based on the type of document being scanned.
Q: Can I use workflow scan to send documents to external recipients?
A: Yes, you can send scanned documents to external recipients via email or by uploading them to cloud storage services.
Q: How do I update the firmware on my Xerox AltaLink C8055?
A: You can update the firmware on your device by visiting the Xerox website and downloading the latest firmware version for your model. You can then install the update using the control panel.
Q: What are some of the benefits of using workflow scan?
A: Workflow scan offers numerous benefits, including:

• Increased efficiency: Automates document scanning and routing, saving time and effort.
• Reduced errors: Minimizes manual handling and potential errors associated with document management.
• Improved productivity: Streamlines workflows, allowing you to focus on more important tasks.
• Enhanced security: Encrypts documents to protect sensitive information.
• Simplified document management: Provides a centralized solution for storing and accessing documents.