Virtual Cabinet Multifunctional Device Fact Sheet

This document details Virtual Cabinet’s requirements to receive scanned images from a Multifunctional Device (MFD).

Virtual Cabinet Configuration

During your installation of Virtual Cabinet we will place a shared folder on your server labelled VCScans (e.g.

\\server\vcscans) which contains subfolders for each user (usually in line with the windows user name). Each folder will send any scanned files placed in it to the corresponding Virtual Cabinet intray.

Your consultant will provide the location of the VCScans folder during your implementation. At this point the MFD device will need to be configured to scan files to the VCScans folder (see Device Configuration below).

To add new users in the future; you simply create a new folder in the VCScans share that matches the new Virtual Cabinet user/group name (case sensitive).

Device Configuration

Whilst we endeavour to do as much as we can for you during your implementation – we cannot support your MFD. Because of the numerous models and manufacturers of these devices available in the market our consultants do not necessarily have the knowledge or log-ins required to configure all of them. Your device administrator will need to be available whilst we are on site. If no-one is available then it may delay your ability to scan to Virtual Cabinet.

Each MFD is different so we are unable to provide instructions on setup. However information will be provided in the technical manual of your device– it is usually covered under the area ‘Scan to File using SMB Protocol’ or similar.

Your device will need to scan documents in either PDF or TIFF format to the VCScans folder structure (as above). Its best practice to setup a profile on the device that uses SMB scanning to the appropriate folder in the VCScans share.

If the MFD has not been configured to scan or interact with the local network before then a network user will need to be created for the device to authenticate with the server. It’s best practice to use a new MFD/Photocopier device account rather than using any other existing accounts (where passwords may change).

Please note if your Virtual Cabinet system is installed in a hosted/cloud environment the above still applies but the VCScans folder will be on the cloud server. As a result it is unlikely that the SMB protocol will be able to authenticate with the cloud (unless a VPN is in place). An alternative approach to configuration would be to use an FTP service to deliver files from your MFD to the VCScans folder in the cloud. Your hosted/Cloud provider would need to be involved in this setup.