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HP MFP Digital Sending Software - DSS Revision 4.13 Readme

Licensing Information

License Packs

Licenses are available in 1, 5, 10, 50 & 250 seat license packs. Each seat allows you to enable DSS features on one supported MFP device or Digital Sender. You can install licenses packs in any combination to accumulate seats, but 1000 is the recommended limit.

MFP License node locking

All new licenses purchased for DSS 4 can be activated only for a specific DSS server. When activating licenses the server ID (MAC address) is supplied from the “About” tab of the DSS Configuration Utility. License activation is automated through the hp Software License Manager website ( Software License Manager activates licenses based on information located on the purchased license certificate(s) and the server ID of the DSS server. After inputting this information into Software License Manager, the generated licenses are delivered to the screen and via fax or e-mail.

Trial license period

When the HP Digital Sending Software is installed for the first time, the software will be fully functional in trial mode, supporting 50 devices for 60 days. The License section of the DSS Configuration Utility will display a “Trial License” entry. The remaining trial period is displayed in this entry. The trial license period cannot be extended after it has expired.


Upgrade Information

Upgrading the DSS server

DSS 4 will upgrade an existing DSS 3 server and its licenses when installed on the same computer. During this upgrade the new software will use the current language and installation directory.

Upgrading existing licenses

DSS 3 Secure Access & DSS 3 Communications licenses previously purchased for DSS 3 can be used with DSS 4. These licenses are upgraded directly into DSS 4 Workflow Process & Doc Mgmt licenses during a software upgrade or when entered into the General tab of the DSS Configuration Utility.

DSS 3 Workflow licenses can be upgraded to DSS 4 Workflow Process & Doc Mgmt licenses as follows:

  1. In the DSS 3 Workflow Configuration Utility , select Generate from the Licensing tab and save the file with a .txt extension.

  2. In the DSS 4 Configuration Utility , select Import from the General tab and browse to the file saved in #1.


Enhancements and Fixes by software revision

DSS 4.13

Enhancements included in this revision

  • Create Folder Based on Username feature for Send to Folder

    In the past the Create Folder Based on User name feature has only been available as a global setting (read: affecting all folder destinations) and had to be enabled through the hpbs2e.ini file. With this revision the feature can be enabled per folder destination in the Configuration Utility (within the “Folders” tab). When this feature is enabled it is possible to enable Only allow access to user’s own Directory , which will cause DSS to set the NTFS permissions on the created subfolder such that only the (authenticated) user has access.

    NOTE: The Create Folder based on Username feature is mutually exclusive with Send to Home Folder.
  • Only allow sending email jobs to addresses found in the Address Book

    This revision adds support for the Use Address Book entries only feature for Send to Email. When enabled, this feature makes it impossible to type a new email address at the front panel of the device and thereby forcing the user to send to an address found in the Address Book.

  • Ability to split OCR processed Send to Email jobs

    DSS now supports splitting Send to Email jobs with OCR processed attachments that exceed the maximum file size set by the administrator. In the past this was only supported for jobs that were not OCR processed.

Fixes included in this revision

  • Thumbnail not included with email notification for a LANFax job

    An issue has been corrected where the thumbnail would not get attached to email notifications for LANFax jobs.

  • “Username” field in the HPF file not appearing as “guest” for un-authenticated LANFax jobs

    This revision corrects a problem that would cause an incorrect value to be populated in the Username field in the HPF file when authentication was not enabled for Send to Fax.

  • Fax number not included in HPF file for Omtool

    In the previous revision of DSS the fax number would be omitted in the HPF file when Omtool was set as LANFax provider. The problem is corrected in this revision.

  • M-series MFPs do not include the Billing Code in the HPF file

    The field named “billback” would not be populated with the billing code if the job originated from an M-series MFP. This would only occur when the administrator had set a default billing code. The problem is corrected in this revision.

  • Digital Send jobs not appearing in the device’s EWS job log

    A problem was corrected where DSS would no longer send the log entries for scan jobs back to the device. As a result, the Digital Sending log in the EWS would not be updated.

  • Incorrect information in the default email message for Send to Email jobs

    The default message body for Send to Email included a broken URL and other incorrect information. This revision corrects the problem.

  • Send to FTP jobs fail on Edgeline MFPs

    Send to FTP destinations can be configured on Edgeline devices through the Workflow feature. With previous revisions of DSS jobs sent to FTP destinations would always fail – despite correct configuration. A fix is included in this revision of DSS.

  • Memory- and handle leak when Configuration Utility is started

    This revision corrects a problem that would cause DSS to leak handles and a few KB of memory each time the Configuration Utility was closed.

  • Device logs not generated for LaserJet 4100mfp and 9000mfp

    This revision corrects a problem where job logs would not be generated for the LaserJet 4100mfp and 9000mfp devices.

DSS 4.12

Enhancements included in this revision

  • Improved integration with Captaris RightFax HP MFP Module

    In the past it was necessary to use the Workflow feature in DSS in order to achieve full integration with Captaris RighFax HP MFP Module. By using Workflow it was possible to take advantage of advanced features in RightFax, such as print notifications, but it was not possible to make use of fax specific features in DSS, such as the fax address book. This revision introduces the ability to fully integrate with Captaris RightFax HP MFP Module within the LANFax feature in DSS, allowing the best of both worlds. To make use of this functionality, select Captaris RightFAX – HP MFP Module in the list of LANFax vendors.

    NOTE: In this mode, all fax status notifications are handled by Captaris RighFax.
  • Global group support for DSS admins

    DSS 4.11 introduced the ability to designate administrators by creating a local user group on the DSS server. This capability has now been extended to support global/domain user groups.

  • Improved Windows Event Log entries

    DSS 4 logs information about errors etc. in the Windows Event Log. These log entries have been expanded to include more information about the state of the host system, which will allow HP to address customer issues more efficiently.

  • Install MSDE in a different location

    It is now possible to install Microsoft SQL Desktop Engine (MSDE) in a different location. In previous editions it would always install in the default location on the system root partition. To make use of this feature, run setup.exe as follows:

    Setup.exe TARGETDIR="[mypath]"

    Replace [mypath] with the desired installation path.
    NOTE: A trailing backslash (“\”) is required in the path!

Fixes included in this revision

  • Email jobs may resend indefinitely

    An issue was corrected that could cause DSS to resend email jobs indefinitely and required the service to be restarted. This issue occurred if the SMTP server closed the connection before a message was fully transferred. Some email servers behave this way when the Maximum session size limit is exceeded. From this revision DSS will fail jobs where this condition occurs.

  • Jobs may fail continuously until service is restarted

    Several ‘handle’ leaks were fixed that could lead to jobs failing without failure notification. The issue affected any job sent via the DSS service, such as LANFax, send to workflow folder, etc.

  • FQDN in SMTP “HELO” greeting

    RFC 2821 requires that the Fully Qualified Domain Name (FQDN) is supplied in the HELO greeting. DSS is now conforming to this requirement. Some email servers use this information to verify the identity of the client before accepting the SMTP connection.

  • DFS links may fail

    In some cases sending to Distributed File System (DFS) shares would fail if the DSS service is running with LocalSystem credentials (default). Improvement should be observed with this revision.

  • Windows Event Log shows failed authentication attempts as “error”

    Failed user authentication attempts (e.g. if user entered incorrect password) would be logged as “error” event type in the Windows Event Log. This has been corrected so that these entries now appear as “information” events.

  • Blank fax numbers

    DSS no longer allows blank fax numbers.

  • The Configuration Utility may crash if the view is sorted on “status”

    If DSS is servicing a large number of devices and the view is sorted on “status” the Configuration Utility may crash (commonly with a Dr. Watson error) on startup. The issue is now fixed.

  • The Configuration Utility may reset the hostname of a device

    An issue was corrected where the hostname of a device would get reset when the Configuration Utility starts up. This would occur if DSS was unable to resolve the hostname of the device (e.g. if DNS and WINS are not responding).

  • Analog fax stops working when Edgeline device is added to DSS

    The analog fax feature on a CM8050 or CM8060 Edgeline MFP would stop working when the device is added to DSS. The issue is corrected with this revision.

  • “Hijacked” state not indicated

    This revision corrects an issue that would cause the Hijacked state (skull and crossbones symbol) to not be indicated correctly in the Configuration Utility.

  • A license is not auto generated for the HP 9250c Digital Sender

    With certain firmware revisions a license would not be auto generated when HP 9250c Digital Sender is added to DSS. The issue is resolved with this revision.

  • The Configuration Utility can be opened within different terminal sessions

    This revision corrects an deficiency that allowed the Configuration Utility to be opened simultaneously within different Windows Terminal Sessions (e.g. through the Remote Desktop utility). This could lead to unexpected configuration results and the Configuration Utility closing abruptly with an error message. DSS only supports one instance of the Configuration Utility open at any given time.

DSS 4.11

Enhancements included in this revision

  • Optical Character Recognition (OCR) for Send To Email and Send To Folder

    This revision includes the capability to have documents sent to email or folder destinations OCR processed. In previous revisions of DSS it has only been possible to use OCR processing within the Workflow application. This new capability is disabled by default. The administrator can enable the feature in the DSS Configuration Utility by entering the Send To Email or Send To Folder configuration of the device. Multiple devices can be configured simultaneously by selecting several devices in the list. When the new feature is enabled it adds new file types to the front panel of the Digital Sending device. If the user selects a file type ending with “(OCR)” the output will be OCR processed.

    NOTE: In order to use this feature with Send to Email it is required to set the Send Emails… setting to via the Digital Sending service . This causes the job to be relayed via the DSS server, rather than going directly from the device to the SMTP gateway.
    NOTE: This feature requires firmware support in the Digital Sending device.

    The below table indicates the minimum firmware revision required per supported device. Devices with older firmware revisions, or device models not listed, will NOT show the new OCR file types.

    Device Model
    Min. revision required
    LaserJet 4345mfp
    LaserJet 9040/50mfp
    Color LaserJet 9500mfp
    Color LaserJet 4730mfp
    LaserJet M3035mfp
    LaserJet M4345mfp
    LaserJet M5035mfp
    Color LaserJet M4730mfp
    9200c Digital Sender
    9250c Digital Sender
  • Better integration with the device Authentication Manager

    This revision includes an improved authentication tab that integrates better with the Authentication Manager in the Embedded Web Server (EWS) of Digital Sending devices. There is a new look-and-feel that resembles the device EWS Authentication Manager and DSS is now capable of managing the authentication settings for non-DSS features (such as “Sign In At Walk Up”). Also, DSS can now assign 3rd party authentication methods to the various device features.


    DSS will only read back the authentication settings from the device when it is added to DSS (read: added to the ‘Mfp Configuration’ list). Therefore, if e.g. a 3rd party authentication solution is installed on the device after it was added to DSS the device will need to be first removed, then added back into DSS for the new authentication solution to be selectable.

  • Support for Edgeline devices

    DSS can now manage the configuration of HP Edgeline devices (CM8050/8060 Color MFP). Note that Edgeline devices have a complete set of Digital Sending functionality embedded and cannot use any of the service-based features in DSS, such as LANFax, authentication and addressing. However, DSS will now configure all the Digital Sending features within the Edgeline device.

  • Ability to designate DSS administrators

    Previous revisions of DSS require that the operator of the Configuration Utility is an Administrator on the server where DSS is installed. This is still the default behavior in the current revision, but it is now possible to allow users without administrator privileges to operate the Configuration Utility. The below steps outline how:

    1. Create a user group locally on the DSS server named “DSSAdmins”.

    2. Add the users that will operate DSS to the group.

      The following steps apply if you want to use a different name for the group:

      1. Locate the hpbs2e.ini file in the DSS install directory.

      2. Locate the setting named ConfigUtilityAdminGroup and replace DSSAdmins with the desired group name.

      3. Save and close the file.

      4. Follow steps 1-2 above using the name specified in ‘b’.


      It is not possible to use global/domain groups for this purpose. The group must be local on the DSS server. HP is planning to allow use of global/domain groups in a future release of DSS.

Fixes included in this revision

  • Third party authentication mechanisms not showing in DSS

    3rd party authentication mechanisms are now selectable in DSS. See “Better integration with the device Authentication Manager” in the section above.

  • Send To Home folder does not work for the Active Directory Global Catalog

    In Active Directory environments, previous revisions of DSS would not be able to retrieve the “homeDirectory” attribute required for Send To Home Folder if the LDAP port for authentication was set to 3268 (Global Catalog).

  • Send To Home folder does not work with Novell authentication methods

    Send To Home folder will now also work when any of the Novell authentication methods are used.

  • Fax notification appears as “never” when using Internet Fax

    An issue is resolved that would cause fax notification to always appear as “never” when Internet Fax is used.

  • Address Book Manager does not allow adding more than 200.000 addresses

    This revision allows adding up to 2 million addresses to the DSS address book using the Address Book Manager (ABM). Note that this limitation does not apply when importing addresses with the ABM.

  • The Configuration Utility takes a very long time to start

    In previous revisions of DSS it could take several minutes for the Configuration Utility to start if DSS is servicing a large number of devices. With this revision the startup time is greatly reduced.

  • If the fax Billing Code length is set to 10 or above, it will automatically reset to 1

    A problem was corrected where the fax Billing Code length is automatically reset to 1 if attempted set to more than 9.

  • “Connection to the service has been lost” error when starting the Configuration Utility

    This revision corrects a problem where the Configuration Utility would start up with a Connection to the service has been lost error message.

  • Status of ‘red’ device cannot be updated

    Once a device would be shown with a red status icon in the Mfp Configuration tab, e.g. if the device was powered off when the Configuration Utility was started, previous revisions of DSS would require that the Configuration Utility be restarted before the status of the ‘red’ device would get updated. With this revision, DSS will update the status of the device when it is double clicked in the device list, or if Configure Mfp… is clicked when it is selected.

  • Sending to domain-based DFS links may fail

    DSS would not be able to access domain-based DFS links if the server name in the path was not a valid hostname (e.g. a simple domain name). For instance, the path \\\dfsroot would work, but \\hp\dfsroot would fail. This revision corrects the problem.

  • Memory leak during job recovery

    A defect was resolved that would lead to memory leaks in the job recovery feature. Job recovery is only activated when the DSS service is started.

Known issues and limitations specific to this revision

  • OCR jobs may fail on Microsoft Vista

    DSS 4.11 is not supported on Microsoft Vista although it will install successfully on this operating system.

  • Device log is not populated for HP CM8050/8060 Edgeline MFPs

    DSS 4.11 will not show the Digital Sending log for CM8050/8060 devices. This limitation may be addressed in a future release of DSS.

  • Unable to apply authentication settings for HP CM8050/8060 Edgeline MFPs

    It is not possible to apply authentication settings for each Digital Sending feature with this release of DSS. This problem will be resolved in the next release of DSS.

  • OCR file types are available on the device despite disabling OCR for Send To Email and Send To Folder in the DSS Configuration Utility

    With 4.11 it is necessary to ‘Apply’ the configuration twice in order to properly disable OCR for Send To Email and Send To Folder on the Digital Sending device. This problem will be corrected in a future release of DSS.

  • Unexpected results when copying settings from a non-Edgeline MFP to a CM8050/8060 Edgeline MFP

    It is recommended to not copy settings between CM8050/8060 MFPs and other device models with this release of DSS.

  • Not possible to set A3, Ledger or B4 as default paper size for the CM4730mfp and M5035mfp

    Due to a firmware problem on the CM4730mfp and M5035mfp, A3, Ledger and B4 cannot be set as the default paper size from the DSS Configuration Utility. The problem will be corrected in a future release of the CM4730mfp and M5035mfp firmware.

DSS 4.10

Enhancements included in this revision

  • Improved performance through more efficient spool file handling

    This revision features more efficient handling of spool files, which can lead to performance improvements of up to 50% for Send To Folder, Send to Workflow Folder, Send To Email (via DSS service), Send to LANFax and Send to Secondary Email. In the past, an image file could be copied several times before reaching the destination. Also, image data would be spooled to tmp files before the image file was created. With DSS 4.10, image data is written directly to an image file and no copies are created before the file is delivered to the destination.

  • Simple Document Capture (SDC) support

    SDC is an interface that allows 3rd parties to develop scan solutions on HP MFPs. In the past, solutions created with SDC would no longer work when the device was added to DSS. With this revision, SDC solutions continue to work when the device is added to DSS.

Fixes included in this revision

  • Added missing choices for “document size”

    Some paper sizes were not available for selection as “document size” (the default paper size for scanning documents). This could cause DSS to overwrite settings made directly on the MFP. The missing size selections were: “Statement”, “Mixed Letter/Legal” and “8.5x13”. These are now available in DSS 4.10.

  • Private Address Book does not work for long user names

    In previous revisions, the Private Address Book would not work for users with names (as configured in the Authentication settings) longer than 31 characters. The issue has been resolved in this revision.

  • Default “rings to answer” set to 0 when Morocco is selected as country

    When a device is enabled for analog fax (directly from the MFP), previous revisions would set the rings to answer setting to 0 by default. This is now corrected so that 3 is the default “rings to answer” for Morocco.

  • User prompted to load incorrect paper size with Send To Printer (Workflow)

    Corrected an issue where the destination printer incorrectly prompts the user to load B5 paper. This would only occur if the default orientation for the original was set to landscape .

DSS 4.9

Enhancements included in this revision

  • Import and Export list of MFPs

    DSS now allows a list of MFPs to be exported from, or imported into, the Configuration Utility.

  • DFS support for Send To Folder and Send To Workflow Folder

    DSS now supports sending to a Distributed File System (DFS) folder with Send To Folder and Send To Workflow Folder.

  • Address book export

    HP Address Book Manager now allows sections of the DSS address book to be exported to an HPB file.

  • Disable attachment for LAN Fax e-mail notifications

    In previous revisions, DSS would always include the scanned attachments in LAN Fax e-mail notifications. With this release, the DSS Configuration Utility includes a check-box within the advanced LAN Fax configuration that allows administrators to select if the scanned attachments should be included in the notification message.

  • Support for Tiff Post-6.0 image file format

    Send To Folder and Send To Workflow Folder now support the (M)TIFF Post-6.0 image file format.

  • Personal Address Book (PAB) can be searched as "Lastname, Firstname"

    In previous revisions, the PAB feature searched the Display as field (as shown in Outlook contacts). With this release the administrator can configure PAB to search as Lastname, Firstname .

    The PAB search mode is controlled by an entry in the [Authentication] section of the "hpbs2e.ini" file, as follows:

    PAB Sort LastNameFirst = 1 -> Search "Lastname, Firstname"

    PAB Sort LastNameFirst = 0 -> Search "Display as" field

Fixes included in this revision

  • License key not accepted or auto-generated Digital Sender license disappearing

    In previous revisions, a corrupted DSS database could cause the Configuration Utility to either display an Invalid license key message when entering a valid license key, or to lose auto-generated licenses for Digital Senders. Now, DSS will detect the condition and attempt to recover. If recovery fails, DSS will terminate and post a message to the Windows Event Log.

  • Copy/Paste feature copies fax number to all MFPs

    When using copy/paste to copy settings from one MFP with an Analog Fax Accessory to another, DSS no longer copies the fax number.

  • E-mail "sent" timestamp incorrect

    When sending e-mail via the DSS service the "sent" timestamp may be incorrect. This is resolved in this revision.

  • SMTP improvements

    In previous revisions, several SMTP connections could stay open indefinitely when sending e-mail via the service. Also, sending one e-mail message would require four SMTP connections to the mail gateway. Now, only one SMTP connection will be established per e-mail sent, and all connections are properly closed.

  • Configuration Utility responding slowly when DSS is managing many devices

    Improvements were made to the way the DSS Configuration Utility uses operating system resources. This makes the tool start up faster and be more responsive when working with many devices.

  • Memory leak in "sqlservr.exe" when LDAP Replication is used

    A memory leak could cause "sqlservr.exe" to use more and more memory each time LDAP Replication was run. The issue is resolved in this revision.

  • Communication Protocol Error

    This revision may reduce the amount of Communication Protocol Error entries that appear in the DSS log.

DSS 4.8

Enhancements included in this revision

  • Send to User Home Folder

    With DSS 4.8, administrators can configure Folder destinations to automatically output scan jobs to authenticated users’ home folders. For this feature to work, “Windows Authentication” must be enabled within DSS and DSS must be able to read the UNC Path to the user’s home folder from an LDAP directory attribute.

    After configuring DSS for “Windows Authentication”, the administrator should setup a Folder destination. Check the box labeled, "Automatically send to user's personal predefined folder using an LDAP attribute..." and specify the LDAP attribute containing the path to the user's home folder. For Active Directory environments, the “homeDirectory” attribute stores the home directory UNC path by default.

  • Improved DSS error messaging

    DSS 4.8 now uses standard Windows error messages along with support hints to better help administrators address error conditions. DSS service messages are now posted to the Windows Event Log.

  • Update to version 10.5 of ReadIRIS OCR engine

    Version 10.5 of the ReadIRIS OCR engine should improve the robustness of DSS OCR processing.

  • Added Kerberos and Simple-over-SSL to available LDAP Bind methods

    For LDAP Addressing, DSS now enables selection of Kerberos and Simple-over-SSL Bind methods in addition to Anonymous and Simple.

  • Now include authenticated username in log file for email and authentication

  • Added support for 3rd party job accounting metadata keys

    Administrators can now set the DSS Configuration Utility to retain up to 1024 device log entries.

    NOTE: The HP LaserJet M5025mfp and M3027mfp are not supported for use with HP MFP Digital Sending Software. An error message will be displayed if the administrator attempts to add one of these devices to DSS 4.8 or later.

Fixes included in this revision

  • Corrected Workflow file naming schema for duplicate filenames

    DSS admins can use the [OCR Filename] metadata prompt to enable device-user naming of Workflow scan jobs. If the user inputs a filename that already exists, DSS inserts numbers into the filename to enable use of that naming scheme but also prevent a file overwrite. In previous DSS revisions, the numbering scheme has been flawed.

    As an example, assume that the following files exist in the destination folder:


    Next, a multipage JPEG scan - also named "job" by the end user - is sent. With the old scheme, the following filenames would have resulted:


    With the fix in place, the files are properly named:


  • Now correctly shows "hijacked" state

    DSS 4.7 stops polling MFPs for status once the device comes to a ready/green status. A byproduct of this change from prior DSS revisions is that DSS was unable to properly display that a device had been "hijacked" until the Configuration Utility was restarted. This issue is resolved in DSS 4.8.

DSS 4.7

Enhancements included in this revision

  • IPv6 support added

    All network addresses can be specified in IPv4, IPv6 or Hostname format. All network communications within DSS have been updated to support IPv4 and IPv6:

    • DSS Config Utility to DSS Service.

    • DSS Config Utility / DSS Service to MFP (For future MFP support of IPv6).

    • DSS Config Utility / DSS Service to SMTP server.

    • DSS Config Utility / DSS Service to LDAP Server.

    • DSS Config Utility / DSS Service to FTP Server.

    • DSS Config Utility / DSS Service to Windows for Send-to-Folder, Send-to-Workflow, Send-to-LANFax.

    • DSS Config Utility / DSS Service to Authentication servers.

Fixes included in this revision

  • Removed DSMP polling from DSS

    In previous versions of DSS, the service periodically polled MFPs over the HP-Proprietary DSMP (TCP port 1783) protocol to check device status. This polling activity ran the risk of competing with inbound DSMP communications for digital sending and generated unnecessary network traffic. Similarly, older MFP firmware revisions caused the MFP to periodically poll the DSS service to determine availability for digital sending.

    In the most recent firmware release (December 2005), HP removed DSMP polling in order to reduce network traffic and improve digital sending performance. In DSS 4.7, DSMP polling is also disabled in the service to further support this goal.

    One result of this is that the DSS Config Utility will no longer provide real-time MFP status. When the DSS Config Utility is launched or when a device is added, it will use DSMP to determine the device status. Once the device is determined to be available, DSS will stop polling.

  • Detect and terminate hung OCR jobs

    Previous revisions of DSS were unaware if the ReadIRIS OCR engine failed during an OCR job. DSS would continue to submit Workflow jobs which would backup behind the failed job. DSS 4.7 will actively detect and terminate hung OCR jobs to prevent backups.

  • Enable workflow delivery failure notification

    In the unusual event that Workflow jobs fail, DSS 4.7 will provide delivery failure notification according to the following rules:

    • If the device user is authenticated and an email FROM: address is available, the notification will be sent to the user with an attachment of the scanned document. If the image file format is JPEG, then only the first page of the document will be attached.

    • If the device user is not authenticated or if no email FROM: address is available, the notification will be sent to the Admin email address as specified on the General tab of the DSS Configuration Utility. The Notify Admin checkbox must be selected. The image file will not be attached to the notification in this case for security/privacy reasons.

    • If no end user FROM: address is available and no Admin email address is specified, then notification will be printed at the device. The image file will not be printed with the notification for security/privacy reasons.

  • Resolved Finnish language issue where parenthesis characters incorrectly display in error message that indicates how many MFPs are installed above the 250-device recommended limit.

  • Resolved German language issue where text on “Configure MFP” button was stretched and/or characters were missing after removing a large number of MFPs from DSS.

  • Resolved issue where .jdf file is left in DSS spool directory when using user-specified file naming with OCR.

  • Resolved condition where similar group/form/menu names in Workflow cause the error, The Configuration Utility has terminated abnormally. Please restart it and if the problem persists, contact HP Customer Support.

  • DSS Admins can now disable metadata file creation with send-to-ftp and user-specified filenames.

    DSS 4.6 provided a "Generate Meta Data File" checkbox to give Admins control over whether metadata files should be created in conjunction with user-specified filenames. Unfortunately, this feature only worked for send-to-folder but not for send-to-ftp.

  • Extended ability to disable metadata file creation with OCR and user-specified filenames.

    In DSS 4.6, the Generate Meta Data File checkbox was grayed out when OCR selected.

  • Resolved issue for Win2000 where DSS was unable to resolve the PC’s local hostname.

    In older DSS revisions, When the configuration utility tries to open after installation, you get an error Unable to connect to Network name * . The only way to get the DSS to open is to select Another PC and then type in the local PC's IP address.

  • Fixed issue where Apply button becomes grayed out if Ctrl-C, Ctrl-V are used to copy settings from one MFP to another.

DSS 4.6

Enhancements included in this revision

  • Integrated Backup/Restore Settings

    Added the ability to backup and restore DSS settings for disaster recovery.

    NOTE: This function is intended to backup and restore like DSS versions. For example, you can backup DSS 4.6 and restore the files to DSS 4.6. HP does not recommend restoring files from different DSS versions. For example, do not restore DSS 4.6 backup files to DSS 4.7.

    To perform a backup follow these steps:

    1. Launch the DSS Configuration Utility .

    2. Select the Preferences tab.

    3. Select the Save Settings button.

    4. Select Yes to allow the Configuration Utility to be closed for the backup.

    5. Select the Backup radio button.

    6. Note the Location of Backup: (By default, the location is C:\Program Files\Hewlett-Packard ).

    7. Select OK .

    8. After the DSS Backup operation was successful message, a DSSBACKUPDIR folder containing backup files should exist in the backup location.

    To recover using backup files:

    1. Launch the DSS Configuration Utility .

    2. Select the Preferences tab.

    3. Select the Save Settings button.

    4. Select Yes to allow the Configuration Utility to be closed for the backup.

    5. Select the Restore from Previous Backup radio button.

    6. Note that the Location of previous Backup: (By default, the location is C:\Program Files\Hewlett-Packard ) is where DSS will attempt to locate the backup files.

    7. Select OK .

    8. After the DSS Restore operation was successful message is cleared, it should be safe to open the Configuration Utility and use normally.

  • Ability to enable/disable Metadata file generation

    The ability for users to name workflow output files makes use of a metadata prompt setup by the DSS Admin. DSS 4.5 generated a metadata file regardless of whether other usable metadata was being collected. This caused unneeded metadata files which needed to be manually deleted. DSS administrators may now choose whether a metadata file should be created, eliminating unnecessary files.

  • Added Castelle FaxPress Premier and Captaris RightFAX 8.7 to the list of supported LANFax solutions

  • Added ability to specify default file resolution with Workflow

    Previous versions of DSS used fixed resolutions that varied according to the selected output file format. DSS 4.6 gives administrators control over scan resolution.

Fixes included in this revision

  • Fixed send-to-printer page size issue

    Revisions 4.3, 4.4 and 4.5 of DSS included a page-size-mapping feature that attempted to insure scanned jobs generated by send-to-printer would match actual paper sizes in the destination printer. This feature did not account for metric paper sizes and resulted in prompts to load Letter or Legal paper although the scanned image was A4 and A4 paper was loaded. Page size mapping is disabled for send-to-printer in DSS 4.6.

  • Fixed image scaling issue with Castelle FaxPress

    In previous versions of DSS where customers had recently upgraded to the latest version of Castelle FaxPress, fax images appeared shrunken. A change of default resolution in DSS 4.6 from Fine to SuperFine for Castelle FaxPress resolves this issue.

DSS 4.5

Enhancements included in this revision

  • User-specified output file-naming with Workflow

    Previous versions of DSS 4 auto-generated unique output filenames. DSS 4.5 will continue to allow this, but will also enable Admins to setup prompting for user-provided filenames.

  • Improved file compression options for Workflow and OCR

    Addition of MTIFF 6.0 support provides compression with the TIFF file format. Previous versions of DSS locked in Color for OCR input. While color scanning does provide greater ability for color background separation, improving OCR performance, it also results in large OCR output files. Customers may now select Black & White scanning for OCR for smaller output files.

  • Added “SenderAddress” field to metadata file

    Addition of SenderAddress field to metadata file provides backwards compatibility for customer workflows based on 9100c solution. Enables easier transition to HP 9200c Digital Sender.

DSS 4.4

Enhancements included in this revision

  • Added ability to search multiple LDAP Bind/Search roots for LDAP Authentication

    Although LDAP Authentication has worked well in the past, DSS was unable to support a user environment where users exist in different LDAP containers. DSS 4.4 duplicates functionality included in Embedded Send to Network Folder and allows searching multiple LDAP Bind/Search roots. To utilize this feature enter multiple bind roots separated by the pipe (|) character.

  • Added ability to specify bind prefix for LDAP Authentication

    LDAP Authentication is performed by passing the user's Distinguished Name (DN) as part of an LDAP Bind operation. Following is a sample user DN:,OU=US,OU=Accounts,DC=somecompany,DC=net

    In the example, "CN=" is the bind prefix. In previous DSS releases, the bind prefix was assumed to be "CN=" unless the user specified something different when logging in at the MFP front panel (example: ""). In DSS 4.4, the DSS Admin may set the bind prefix to any value so the user would only need to enter "" at the front panel.

  • Improved send-to-workflow support for 4100mfp and 9000mfp

    Latest firmware (version 3.803.6) for the HP 4100mfp and 9000mfp enables these devices to work with DSS's send-to-workflow feature. DSS 4.3 provided limited support, only allowing these devices to participate in "Common MFP Group". DSS 4.4 enables these devices to function with custom workflow groups.

Fixes included in this revision

  • Fixed Issues in Authentication

    Resolved issues with LDAP and Windows SPNEGO authentication methods where spaces in username cause authentication failure.

  • No longer leave SQL Svr Mgr icon on system tray

    In DSS 4.3, HP introduced a SQL component. Following installation of DSS 4.3, a SQL Server Manager icon would be left on the system tray, although it provided no functionality with DSS. In DSS 4.4, this icon is automatically cleaned up following installation.

DSS 4.3

Enhancements included in this revision

  • Support for custom FTP and SMTP ports

    DSS 4.3 enables administrators to change the port numbers for FTP and SMTP from the default values. FTP default port number is 21. SMTP default port number is 25.

    NOTE: Use of this feature requires an edit to the hpbs2e.ini file. Please check for documentation or contact HP Customer Support for assistance.
  • No licenses required for HP 9200C Digital Senders

    DSS 4.0 is integral to 9200C functionality. Previously, 9200C products shipped with 1-seat DSS device licenses. With the release of DSS 4.3 customers will not need to manage licenses because the 9200C is recognized and a device license will be auto-generated.

  • DSMP Encryption

    HP's proprietary Digital Sender Management Protocol (DSMP) is used for communications between DSS and MFPs. With DSS 4.3, all DSMP communications are now encrypted for improved network security.

  • Support for email servers that require SMTP Authentication

    In an effort to prevent unauthorized use of their mailservers, many ISPs now enforce SMTP Authentication. DSS 4.3 supports SMTP Authentication so HP MFPs can send email via these mailservers.

Fixes included in this revision

  • Fixes for specific NetWare rights issues

    DSS 4.3 includes fixes for access issues with send-to-folder and send-to-workflow where the destination directory resides on a NetWare volume.

DSS 4.2

Enhancements included in this revision

  • Windows XP-Service Pack 2 Windows Firewall support

    DSS 4.2 will register itself with the Windows Firewall, either when XP Service Pack 2 is applied to the DSS server, or when installing DSS 4.2 on a Windows XP Service Pack 2 computer. See the Known Issues section for more information.

  • Support for Mopier 240, Mopier 320, and LJ81xx series removed

    DSS 4.0 officially does not support these legacy devices, however the Add MFP function of the DSS Configuration Utility allowed connections to these devices. DSS 4.2 during installation or upgrade displays an informational dialog, and allows the administrator to cancel. If the administrator chooses to continue the installation, these devices are automatically removed. These devices are supported in a DSS 3.0 environment.

  • Direct FileNet Integration

    DSS 4.2 directly supports FileNet meta data format ".fna". This allows the Workflow destination to send scanned data and meta data directly to a FileNet backend repository.

    The following additional functionality exists for this feature:

    • The Filenet unique document serial number is added to the log entry for the document, allowing traceability.

    • Creation of the "verify.dat" flag file is disabled.

    • The following additional meta data items can be enabled:

      • DSS Server hostname

      • Form Path Name

      • Form Name

      • NT Authenticated username (NT only)

      • NT Authenticated domain name (NT only)

      • NT Authenticated domain\username (combines first two items) (NT only)

      • Active Directory User Name (e.g.

      • LDAP username (LDAP only)

      • Novell authenticated username (Novell only)

      • Novell Bindery server (Novell only)

      • Novell NDS Context (Novell only)

      • Novell NDS Tree (Novell only)

      • Authenticated user’s email address (administrator’s email if GUEST)

      • MFP Name (IP address or hostname, as configured in Config Utility)

      • Scan date (format according to Control Panel’s “Regional & Language Options”)

      • Scan time (format according to Control Panel’s “Regional & Language Options”)

      • Number of pages

      • Document file name root (e.g. s2d4555)

      • Document serial number (GUID)

      • File Path (FTP or network share only)

      • FTP Server name (FTP only)

      • Printer Name (printer destination only)

  • Support for the LJ9055mfp and LJ9065mfp for Send to Workflow destinations

    DSS 4.2 emulates the functionality provided for the mfps by the DSS 3.0 Workflow software.

    • The licenses seats purchased for DSS 3.0 Workflow can be transferred to DSS 4.2 in the following manner:

      1. In the DSS 3.0 Workflow Configuration Utility, select Generate from the Licensing tab, and save the file using the .txt extension.

      2. In the DSS 4.2 Configuration Utility, select Import on the General tab. Create a new group using the No menu attribute.

    • The LJ9055mfp and LJ9065mfp devices cannot be added to the Common MFP Group .

    • The Dynamic renaming schema available in DSS 3.0 Workflow is not supported for DSS 4.2.

DSS 4.0

Enhancements included in this revision

  • Send to Folder

    Network Folder destinations are configured by the administrator for access at the mfp control panel. Windows or Novell credentials are required to allow access to a predefined folder when the folder is configured as a Public Folder. Authenticated users can enter a destination in UNC format as \\servername\resource name.

  • Send to Workflow

    Workflows provide a hierarchical menu of “send to folder”, “send to ftp server”, and “send to network printer“ destinations. Prompts can be used to query the MFP user for specific information to send with the scanned document. This data is available in both xml and plain text format, and can be leveraged by a third-party application for unique document capture workflows.

  • Optical Character Recognition (OCR)

    Workflow “send to folder” destinations can convert the content of scanned documents to searchable PDF or text files.

  • Secondary E-mail

    Creates a secondary e-mail option for integration with a 3rd party secure solution. An e-mail message is stored in a folder on the DSS server, and requires a 3rd party application to process and deliver the scanned data. WinZip and Outlook Express e-mail clients can also be used to view the data. Solutions are available from Omtool and Authentica, Inc.

  • LDAP authentication

    This method uses an LDAP server to authenticate. This method requires that the LDAP database contains a bindable container object type. Objects containing the attribute "objectClass=person" or "objectClass=organizationalPerson" are usually bindable. The logon name entered in the User name field at the mfp's control panel is implied as “cn” (for commonName). If the username is stored in a different attribute, it must be entered in the username field.

    Example: "uid=username".

  • Outlook Contacts address books

    Allows mfp users the ability to access addresses stored in their server based Outlook Contacts. Requires the authentication method is set to Microsoft Windows, and the Microsoft Messaging API (MAPI) be present on the DSS server.


Known Issues

  • Node locked licenses will not fail over in Cluster Server environment

    DSS 4.0 node lock licensing uses the MAC address of the DSS server as the unique identifier. Windows Cluster servers require a single network identity for the cluster server nodes. If installing DSS 4 into a cluster environment, contact HP Support for alternative licensing to resolve this issue.

  • Files transfers between computers running Window 2000 Professional may fail

    Win2K Pro is not a server operating system, and has a limitation of 10 inbound connections. A multi-file, multi-page job may fail after a few pages if the number of simultaneous inbound connections has been exceeded. DSS correctly sends out warning emails and logs an error. This problem is most likely to occur if there are multiple mapped drives or other software outside of DSS attempting to make inbound connections.

  • Microsoft Windows XP Professional Service Pack 2 disables DSS

    After you install Microsoft Windows XP Service Pack 2 (SP2), DSS may lose connections to connected MFPs. By default, Windows Firewall is enabled and blocks unsolicited connections to your computer. A Windows Firewall Security Alert dialog box may appear. The dialog box includes the following information:

    Windows Firewall has blocked this program from receiving unsolicited information from the network. The message displays the name of the program and the name of the publisher of the program. Select: Unblock this program to allow DSS to communicate with MFPs on the network.

    NOTE: Starting with DSS 4.2, when DSS is installed after XP SP2, DSS self-registers with the Windows Firewall.
  • Configuration Utility opens slowly with large number of connected MFPs

    When managing a DSS server with many MFPs, the DSS configuration utility, using the recommended minimum hardware requirements, may require 45 seconds to open. Additionally, operations in the MFP Configuration tab may respond slowly.

    When managing 50 or more MFPs, the following additional resources are recommended:

    • Pentium 4 processor

    • 1 GB RAM

    If accessing the DSS environment using the Remote Configuration Utility (RCU), additional resources are required on both the DSS server and the RCU host.

  • DSS installation fails with "Component Transfer Error" message

    HP MFP Digital Sending Software utilizes the InstallShield installation engine. This error is caused by a conflict of shared InstallShield engine files. Search for Component transfer error at Non-HP site and download their patch. Efforts have been taken to include this patch in the DSS 4.3 installer.

  • DSS 4.3 installation fails with "Microsoft SQL Server 2000 Desktop Engine failed to install." message.

    In user testing, this issue was seen when installing DSS 4.3 on a system running Microsoft Windows Server 2003 x64 Edition. DSS was never developed for, officially tested with, or supported in a 64-bit Windows environment. This failure occurs because the database component the DSS installer is attempting to register is incompatible with 64-bit Windows.

  • (Windows 2000 Only) DSS 4.3 hangs near the end of installation while attempting to install the MS SQL Server 2000 Desktop Engine component.

    This issue occurs in Windows 2000 environments when the Windows Installer version is not current. DSS 4.3 requires Windows Installer 3.0 or newer. Download an update for Windows Installer from Microsoft's website.

    Workaround: Cancel the installation and restart. On the second attempt, the component will install correctly.


Installation Requirements

  1. Server Operating System

    DSS must be installed on one of the following MS Windows platforms:

    • Windows 2000 Professional, Server, or Advanced Server

    • Windows XP Professional

    • Windows 2003 Standard Server or Enterprise Server

    NOTE: DSS is NOT supported in 64-bit MS Windows environments.
  2. Server Software Components

    Starting with DSS 4.11, the following must be installed and can be found on the website:

    • .NET Framework 1.1 (or later)

    • Security Update for Microsoft XML Core Services 4.0 Service Pack 2 (KB936181)

    • All available Windows Operating System security updates are highly recommended

    • Microsoft Internet Explorer 4.0 (or later)

  3. Server Hardware Components

    The following components are the minimum required to operate DSS. Requirements for specific usage models may vary.

    • Pentium® III or higher computer

    • 256 MB of RAM (512 MB if generating OCR output)*

    • 200 MB of hard-disk space

    • CD-ROM drive

    • Fast Ethernet 100Base-TX, Ethernet 10Base-T, or 10Base-2 (BNC)

    NOTE: HP recommends a limit of 250 MFPs for each DSS server. With 250 MFPs, the minimum required memory is 512 MB; 1 GB RAM is recommended.


Technical support assistance

Contact the HP Customer Support and Service Organization for your region.

Browse to

Reference the Support Guide for additional methods of obtaining software and support information, such as driver distribution centers, other online services, and fax service.


DSS with HP CM8050/8060 Edgeline MFPs

  1. Introduction

    DSS 4.11 includes the capability to configure the Digital Sending features of HP CM8050/8060 MFPs. It is important to note that this functionality is for configuration only – it does not enable the CM8050/8060 MFPs to use any of the service-based features of DSS. Thus, the CM8050/8060 device will not send jobs to DSS for processing nor use DSS for e.g. address book lookups. This is contrary to the typical use model on all previous HP Digital Sending devices.

    The CM8050/8060 MFPs have a version of DSS embedded in the device. This embedded version of DSS has similar capabilities as the DSS 4 server software. This includes authentication, address book and send to email, -folder, -fax, and -workflow. These similarities extend to configuration. For example, the authentication settings that the administrator sets in DSS can automatically be used as the authentication settings on the CM8050/8060 device. The same applies for SMTP gateway settings, quick access folder settings, Internet Fax and LANFax settings.

  2. Adding a CM8050/8060 MFP

    Before a CM8050/8060 MFP can be configured by DSS, the administrator must set up two items using the MFP’s Embedded Web Server (EWS).

    1. The admin password must be set:

      1. Log into EWS by using the device’s IP address as the URL in a web browser. Accept the MFP’s certificate.

      2. Browse to the Settings tab.

      3. Click on the General Security button on the left-side of the page.

      4. Set the admin password. This is the password you will use later when adding the device to DSS.

    2. Digital Sending settings must be activated: (This is due to a firmware defect that will be resolved in a later revision).

      1. Log into EWS.

      2. Browse to the Digital Sending tab.

      3. Click on the E-mail Setup button on the left-side of the page.

      4. Scroll down and click the Apply button at the end of the page.

      5. Click on the Network Folder Setup button on the left-side of the page.

      6. Scroll down and click the Apply button at the end of the page.

      7. Browse to the Fax tab.

      8. Scroll down and click the Apply button at the end of the page.

    The device is now ready to be added to DSS. To add the device:

    1. Open the DSS Configuration Utility .

    2. Go to the Mfp Configuration tab.

    3. Click the Add button.

    4. Enter the device’s IP address or hostname.

    5. Press the Add --> button.

    6. When prompted, enter the admin password previously set in EWS. Check the Use this password for all devices checkbox if the same password is used for all CM8050/8060s that will be added.

    7. The device should now be successfully added to the DSS Configuration Utility.

  3. Server-Specific Settings

    Server specific settings are the non-MFP settings. These are the DSS configuration settings and include authentication, SMTP gateways, folders, Internet Fax and LANFax. Upon adding a CM8050/8060, these settings are automatically pushed to the device. This means that all SMTP servers in the SMTP list will automatically be set as the SMTP servers for the CM8050/8060. The same applies for folders, authentication, Internet Fax and LANFax settings.

  4. MFP-Specific Settings

    From the Mfp Configuration tab, double-clicking an MFP or pressing the Configure MFP button brings up the MFP configuration dialog used for MFP-specific settings. This dialog is used to further configure the Digital Sending features on the CM8050/8060 device. Although server-specific settings are automatically pushed to the device, the features themselves are not enabled until set using this dialog. To enable authentication on a device, select the Authentication tab and check the Enable Authentication checkbox. The default domain, default NDS tree / default NDS context may also need to be set from this dialog. The same applies for enabling Send to Folder, Send to Email, etc.

  5. Feature Details

    1. Address Book

      The CM8050/8060 address book is a MFP-specific setting and can thus be completely configured from with the MFP configuration dialog using the Addressing tab. The Find Servers and Clear mfp Address Book buttons are not supported for the DSS 4.11 release. To enable personal address book (PAB), the feature must be enabled as a DSS setting under Personal Address Books in the DSS Addressing tab.

    2. Authentication

      Authentication settings are a combination of server-specific settings and MFP-specific settings. CM8050/8060 MFPs support Windows-, Novell NDS-, and LDAP authentication. There is no support for Novell Bindery. The DSS authentication settings are automatically sent to the CM8050/8060. All updates to these settings will automatically be applied to the CM8050/8060. Authentication can be enabled/ disabled from the MFP configuration dialog. Feature-based authentication for CM8050/8060 is not supported in the DSS 4.11 release. The admin may encounter issues with the CM8050/8060 domain name during authentication setup. On some networks the CM8060/8050 domain name must be fully qualified. The admin can adjust these settings using the Embedded Web Server.

    3. Send to Email

      The DSS SMTP server list is automatically set on the CM8050/8060 MFP. Other than SMTP server settings, the entire send to email feature can be configured in the MFP configuration dialog under the Send to Email tab. All emails will be sent directly from the CM8050/8060 MFP to the SMTP gateway (it is not possible to route via DSS).

    4. Send to Fax

      A fax can be sent from a CM8050/8060 using three different methods: via internal modem, via Internet Fax, or via a LANFax server. The DSS service-settings for Internet Fax and for LANFax are automatically sent to the CM8050/8060. The administrator can choose the desired method in the Send to Fax tab of the MFP configuration dialog. The admin can choose to send Directly from the mfp’s internal modem in which all MFP modem settings can be configured from this tab, or the admin can choose to send using the DSS server settings (which will be either Internet Fax or LANFax). The send to fax feature can be enabled/ disabled by checking the “Enable Send to Fax” checkbox in this tab.

      WARNING: When using LANFax with CM8050/8060 devices the path to the shared folder must be in UNC format. For instance: \\MyFileServer\MyFaxShare.
    5. Send to Folder

      The Send to Folder feature can be configured, enabled, and disabled in the MFP configuration dialog under the Send to Folder tab. The folder destinations in the DSS Folders tab are automatically sent to the CM8050/8060.

    6. Send to Workflows

      The CM8050/8060 requires a unique workflow group. This group can be created in the DSS Workflows tab by pressing the Add Group... button and checking the This group will contain workflows that will be used on CM8060, CM8050 checkbox. The CM8050/8060 workflows will work on non-CM8050/8060 MFPs as well. A specific workflow can be enabled/ disabled for the MFP in using the Send to Workflows tab in the MFP configuration dialog.


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