Scan to Worldox - Canon...

13007-14-UD2-004

Scan to Worldox

Version 1.0

User’s Guide

2 Scan to Worldox V1.0 User’s Guide

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Scan to Worldox V1.0 User’s Guide 3

Contents

Preface.......................................................................................................5

How to Use This Manual .............................................................................................. 5Symbols Used in This Manual ................................................................................... 5Keys Used in This Manual ......................................................................................... 6Displays Used in This Manual.................................................................................... 7Hyperlinks .................................................................................................................. 7

Legal Notices................................................................................................................ 8Trademarks................................................................................................................ 8Copyright ................................................................................................................... 8Disclaimers ................................................................................................................ 8

Chapter 1 Introduction............................................................................9

1.1 Overview of Scan to Worldox............................................................................. 91.2 Entering Characters ......................................................................................... 10

1.2.1 Entering Characters Using the MEAP Virtual Keyboard ............................. 101.2.2 Entering Characters Using a USB Keyboard.............................................. 11

Chapter 2 Using Scan to Worldox........................................................13

2.1 Logging On ...................................................................................................... 132.2 Scanning to Favorite Matters ........................................................................... 192.3 Scanning to Quick Profiles............................................................................... 292.4 Scanning to Workspaces ................................................................................. 382.5 Scanning to a Bookmarked Client/Matter......................................................... 462.6 Scanning to a Profile Group............................................................................. 542.7 Specifying the Scan Settings ........................................................................... 62




Preface

Thank you for purchasing the Scan to Worldox Version 1.0 MEAP application. Please readthis manual thoroughly before operating the product on your MEAP-enabled device tofamiliarize yourself with its capabilities, and to make the most of its many functions. Afterreading this manual, store it in a safe place for future reference.

How to Use This Manual

This manual assumes that the reader has a good understanding of MEAP (MultifunctionalEmbedded Application Platform), Canon imageRUNNER ADVANCE machines, and theWorldox Document Management System.

This manual does not provide instructions for application installation and configuration. Forinstructions on installing and configuring the Scan to Worldox application, see the Scan toWorldox V1.0 Installation and Configuration Guide.

Symbols Used in This Manual

The following symbols are used in this manual to explain procedures, restrictions, andinstructions that should be observed for safety.

IMPORTANT Indicates operational requirements and restrictions. Be sure to read theseitems carefully to operate the machine correctly, and avoid damaging themachine.

NOTE Indicates a clarification of an operation, or contains additional explanationsfor a procedure. Reading these notes is highly recommended.


Keys Used in This Manual

Keys for using the machine’s UI (User Interface) functions are located on the Main Menuscreen. To use any of the desired function’s features, you must first press the key for thedesired function. If the desired function is not displayed, press [Show All] or [▼] or [▲] to scroll to the desired function.

Keys and buttons used in this manual that should be clicked or selected are surrounded bysquare brackets, as shown below.

Touch Panel Display Keys: [Key Name]Examples: [Client]

[Matter]

Control Panel Keys: Key Icon (Key Name)Examples: (Power)

(Log In/Out)

(Reset)

The default icon for the Scan to Worldox is:


Displays Used in This Manual

Screen shots of the touch panel display and computer operation screens used in this manualare those taken when the Scan to Worldox is being used and installed on the imageRUNNERADVANCE C5250.

The keys/buttons that you should press or click are marked with a circle, as shown below.

When multiple keys/buttons can be pressed or clicked on the touch panel display andcomputer operation screens, all keys are marked.

Example:

1. Press [Quick Profiles].

Hyperlinks

When this manual is in its native PDF form, the blue underlined text represents a hyperlink tothe corresponding sections of this manual or to external Web sites.

For example: See Chapter 1, “Introduction,” on p. 9.

Likewise, all entries in the Table of Contents are hyperlinks.

Press thiskey foroperation.


Legal Notices

Trademarks

Canon, the Canon logo, imageRUNNER, imageRUNNER ADVANCE, and MEAP areregistered trademarks, and the MEAP logo is a trademark, of Canon Inc. in the United Statesand may also be a trademark or registered trademark in other countries.

Java and all Java-based trademarks and logos are the trademarks or registered trademarks ofSun Microsystems, Inc. in the United States or other countries.

Worldox is a registered trademark of World Software Corporation.

Other product and company names herein are, or may be, the trademarks of their respectiveowners.

Copyright

Copyright 2014 by Canon U.S.A., Inc. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or by any means,electronic or mechanical, including photocopying and recording, or by any informationstorage or retrieval system without the prior written permission of Canon U.S.A., Inc.

Disclaimers

The information in this document is subject to change without notice.

CANON U.S.A., INC. MAKES NO WARRANTY OF ANY KIND WITH REGARD TOTHIS MATERIAL, EITHER EXPRESS OR IMPLIED, EXCEPT AS PROVIDED HEREIN,INCLUDING WITHOUT LIMITATION, THEREOF, WARRANTIES AS TOMARKETABILITY, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSEOR USE OR NON-INFRINGEMENT. CANON U.S.A., INC. SHALL NOT BE LIABLEFOR ANY DIRECT, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANYNATURE, OR LOSSES OR EXPENSES RESULTING FROM THE USE OF THISMATERIAL.


Chapter 1 Introduction

This chapter provides an overview of the Scan to Worldox MEAP application, and how toenter characters using the MEAP virtual keyboard.

1.1 Overview of Scan to Worldox

Scan to Worldox is a customized MEAP application. It should be installed and operatedon a supported Canon MEAP-enabled machine. The Scan to Worldox MEAPapplication enables users to scan matters into their specialized designated WorldoxWeb server folders directly from a Canon MEAP-enabled device.

Scan to Worldox is designed to perform the following functions:

Scan and send documents to the Worldox DMS (Document Management System). Search for saved profile groups to pre-populate as many fields as possible before

scanning. Input metadata to search for related documents, matters, or clients. Assign metadata to documents. Scan up to 250 MB of data using the Job Build mode (only for machines that support

the Job Build mode).

IMPORTANT Prior to using the Scan to Worldox MEAP application, the Worldox network and

Web server, database, profiles, user favorites, workspaces, and bookmarks must beset up by a Worldox Administrator.

For instructions on installing and configuring Scan to Worldox, see the Scan toWorldox V1.0 Installation and Configuration Guide.

For information on setting up the required Worldox GX3 network server that runsWorldox Web/Mobile service and is the central Worldox database or index, see theappropriate Worldox documentation.


1.2 Entering Characters

This section describes how to enter characters using the MEAP virtual keyboard orUSB keyboard attached to your MEAP-enabled imageRUNNER ADVANCE.

1.2.1 Entering Characters Using the MEAP Virtual Keyboard

If you touch a text box and the MEAP virtual keyboard appears, enter charactersusing the keys displayed on the touch panel display.

NOTESome MEAP virtual keyboards may vary, depending on the machine you are using.

1. Select the entry mode drop-down list ➞ select the entry mode ➞ enter characters.

To enter uppercase letters, press [Shift].To enter a space, press [Space].To move the cursor, press [] or [].To switch the entry mode, press the entry mode drop-down list ➞ select the entry

mode ➞ enter the desired characters or symbols.

Entry ModeDrop-Down

List


NOTE If you make a mistake when entering characters, press [] or [] to position

the cursor ➞ press [Backspace] to delete the characters ➞ enter the correctcharacters.

To delete all of the characters you have entered, press © (Clear). The available entry modes and the maximum number of characters that you can

enter vary, depending on the type of entries you are making.

2. When you have entered all characters, press [OK].

1.2.2 Entering Characters Using a USB Keyboard

If you connect a USB keyboard to the machine, you can enter characters using thatkeyboard.

1. Press the text boxes into which characters need to be entered ➞ make sure the

cursor is focused in the text box ➞ enter characters ➞ press [ENTER] on theUSB keyboard, or press [OK] on the MEAP virtual keyboard.




Chapter 2 Using Scan to Worldox

This chapter describes how to use the Scan to Worldox MEAP application.

2.1 Logging On

This section describes how to log on to Scan to Worldox.

IMPORTANT If the System Administrator did not configure the Worldox Server Name and

password, you must enter them at the MEAP device. See step 2. If a user authenticates to the MEAP device via a Login Service application, and then

successfully logs on to the Scan to Worldox application, Scan to Worldox associatesthis user’s Worldox credentials with the user who is currently logged on to the MEAPdevice. The next time this user logs on to the MEAP device and accesses Scan toWorldox, the User Name and Password fields will be pre-populated.

Pressing (Power), (Log In/Out), or [Log Out] automatically logs you off of themachine.

Pressing (Reset) logs you out of Scan to Worldox.

1. Walk up to the MEAP device ➞ from the Main Menu, press [Scan to Worldox].

The Log In screen is displayed.


2. Log on to Scan to Worldox.

2.1 If the Administrator did not save the Worldox server name and password inthe Configuration servlet and did not select the [User Password Required],press [Server Name] ➞ enter the Worldox server name ➞ press [OK].

2.2 Press [Server Password] ➞ enter the Worldox server password ➞press [OK].

IMPORTANTIf you authenticated to the MEAP device via a Login Service application,and then successfully log on to the Scan to Worldox application, the nexttime you log on to the MEAP device and access Scan to Worldox, theServer Name and Server Password fields are pre-populated.

NOTEFor instructions on entering characters on the MEAP device, see “EnteringCharacters,” on p. 10.


2.3 If the Administrator saved the Worldox server name and password, andselected the [User Password Required] check box on the Configurationservlet, the screen below appears. Press [User Name] ➞ enter your Worldox

user name ➞ press [OK].


2.4 Press [Password] ➞ enter your Worldox password ➞ press [OK].

IMPORTANTIf you authenticated to the MEAP device via a Login Service application,and then successfully log on to the Scan to Worldox application, the nexttime you log on to the MEAP device and access Scan to Worldox, theUser Name and Password fields are pre-populated.



2.5 If the Administrator saved the Worldox server name and password, and didnot select the [User Password Required] check box on the Configurationservlet, the screen below appears. Press [User Name] ➞ enter your Worldox

user name ➞ press [OK].

IMPORTANTIf you authenticated to the MEAP device via a Login Service application,and then successfully log on to the Scan to Worldox application, the nexttime you log on to the MEAP device and access Scan to Worldox, theUser Name field is pre-populated.



3. Press [Log In].

If you are authenticated successfully, either the Scan to Worldox’s Main screen isdisplayed, or the Last Job Status screen is displayed, as shown below.

The Last Job Status screen is displayed if the Administrator enabled the EnableBackground Job Status Notification setting in the Configuration servlet and if theprevious user selected [Run in Background] and logged out of Scan to Worldoxwhile the job was in progress. Press [OK] to continue.


2.2 Scanning to Favorite Matters

This section describes how to scan to and select favorite matters in the Scan to Worldoxapplication.

IMPORTANTFavorite Matters must be set up in the Worldox server based on your user accountbeforehand.


For instructions on logging on to Scan to Worldox, see “Logging On,” on p. 13.

2. Press [Favorite Matters].

A list of the most recently visited matters is displayed, based on the user logged onto Scan to Worldox.


3. Select the matter to where you would like to scan your document ➞ press [Next].

Up to 20 matters are displayed. If the matter you want to use is not displayed, press[▼] or [▲] to scroll to the desired matter.

If you want to return to the Scan to Worldox Main screen, press [Back].

If you want to log out of the Scan to Worldox MEAP application, press [Log Out].

NOTE The screen above may differ, depending on your user’s history. Most matters are based on a Client/Matter workflow.


4. Since this is a favorite matter, some information is already pre-populated. Tochange or edit the fields, select a field ➞ select the information returned from theWorldox server, or enter search criteria.

Required fields are marked by an asterisk (*).


4.1 If you want to select a different client from what is displayed, for example,press [Client] ➞ select a client from the client list ➞ press [OK].


4.2 If you want to search for a different client or matter, press the [Client] fieldfirst ➞ enter your search criteria ➞ press [OK] on the MEAP virtualkeyboard.

If there are any returned search results, they are shown in the Search Resultslist. Select the client ➞ press [OK].

You can search for any Worldox field data in the same way. However, it isstrongly recommended to always search for clients first, and then search formatters to speed up searching time.

NOTE Pressing [OK] on the MEAP virtual keyboard starts the search

automatically. Press [Clear] to clear the entered search criteria.


5. If you filled in all the required fields, specify the Job Build, 2-Sided, and ScanSettings.

5.1 If you have more documents to scan than the feeder of the machine canhold, press [Job Build] until the button is highlighted in blue (On).

[Job Build] is only displayed if your machine supports the Job Build mode.


5.2 To scan your documents in the 2-Sided mode, press [2-Sided Off] until thedesired 2-Sided type appears on the button.

You can select [Book Type] or [Cal. Type] (Calendar Type) for the 2-Sidedlayout.

5.3 If you want to change the scan settings, press [Scan Settings]. Forinstructions, see “Specifying the Scan Settings,” on p. 62.


6. If the displayed file format on the [Quick Scan] button is OK, place your documentinto the feeder or on the platen glass of the MEAP device ➞ press the [Quick Scan]button to start scanning.

Press (Reset) to clear all the fields.

The default file format setting is ‘PDF Compact’.

IMPORTANTThe Quick Scan button changes and reflects the currently selected file format.When you log off Scan to Worldox, the Quick Scan button changes back to thedefault file format or the file format selected by the Administrator in theConfiguration servlet.


Scanning starts, and the Processing screen is displayed, as shown below.

If you do not want to wait for the scan to complete, press [Run in Background].

If you want to cancel scanning, press [Cancel] ➞ [Yes].

All windows close, and the Login screen appears. As the scan continues to uploadin the background, the Login screen is disabled until the job completes. The nexttime you log on to Scan to Worldox, a pop-up screen, as shown below appearsindicating whether your scan uploaded successfully. Press [OK].

Your document is uploaded to the specified folder on the Worldox server.


7. If the scan uploaded successfully, and you did not log out, the screen belowappears. Either press [Scan to New Profile], [Scan to Same Profile], or [Log Out].

[Scan to New Profile]: Select if you would like to return to the Main screento select a new profile type.

[Scan to Same Profile]: Select if you would like to scan to the same favoritematter and use the same information.

[Log Out]: Select if you want to log off of the Scan to Worldoxapplication.


2.3 Scanning to Quick Profiles

This section describes how to scan to and select a quick profile. Quick profiles areshortcuts or templates that are used to complete required profile information, anddetermine where your documents are saved. You can scan documents to these quickprofiles without having to enter a lot of information.

IMPORTANTQuick profiles must be set up in the Worldox server based on your user accountbeforehand.



2. Press [Quick Profiles].

A list of saved quick profiles is displayed, based on the user logged on to Scan toWorldox.


3. Select the quick profile to use as a template for entering information ➞press [Next].

Up to 20 quick profiles are displayed. If the quick profile you want to use is notdisplayed, press [▼] or [▲] to scroll to the desired quick profile.



NOTE The screen above may differ, depending on your user’s history, and the

information you saved in a quick profile on the Worldox server. Most matters are based on a Client/Matter workflow.


4. To enter information in each field, press a field ([Client] for example) ➞ select theinformation returned from the Worldox server, or enter search criteria.


4.1 If you want to select a client from the returned client list, select a client fromthe client list ➞ press [OK].


4.2 If you want to search for a client, enter your search criteria in the field under<Enter a name or code to search> ➞ press [OK] on the MEAP virtualkeyboard.

If there are any returned search results, they are shown in the Search Resultslist. Select the client ➞ press [OK].

You can search for any Worldox field data in the same way. However, it isstrongly recommended to always search for clients first, and then search formatters to speed up searching time.

NOTE Pressing [OK] on the MEAP virtual keyboard starts the search

automatically. Press [Clear] to clear the entered search criteria.


























2.4 Scanning to Workspaces

This section describes how to scan to and select a workspace.

A Workspace is a gathering of a set of documents with various values and locations. Itis a place where users can view all of their created projects. Project names can bespecified in any way to help the user find documents no matter where they are located.Workspaces contain a user’s personal content. Nothing appears in Workspaces until theuser puts it there.

IMPORTANTWorkspaces must be set up in the Worldox server based on your user accountbeforehand.



2. Press [Workspaces].

A list of folders is displayed, based on the user logged on to Scan to Worldox.


3. Select the workspace folder in which you want to store your scanned document ➞press [Next].

Up to 20 workspaces are displayed. If the workspace you want to use is notdisplayed, press [▼] or [▲] to scroll to the desired workspace.



NOTEThe screen above may differ, depending on the Workspaces you created.


4. To enter information, press a field ➞ select the information returned from the

Worldox server, or enter search criteria ➞ press [OK].


NOTEFor instructions on searching for information, see step 4 of “Scanning to QuickProfiles,” on p. 29.


























2.5 Scanning to a Bookmarked Client/Matter

This section describes how to scan to and select a bookmarked client/matter.

Bookmarks provide fast access to specific folder locations and marked clients/matters.

IMPORTANTBookmarks must be set up in the Worldox server based on your user accountbeforehand.



2. Press [Bookmarks].

A list of bookmarked matters is displayed, based on the user logged on to Scan toWorldox.


3. Select the bookmarked matter in which you want to store your scanned document➞ press [Next].

Up to 20 bookmarks are displayed. If the bookmark you want to use is notdisplayed, press [▼] or [▲] to scroll to the desired bookmark.



NOTEThe screen above may differ, depending on the Bookmarks you created.































2.6 Scanning to a Profile Group

This section describes how to scan to and select a profile group.

A profile group uses a unique profile form with a characteristic set of fields. Differentprofile groups can be created on the Worldox server for different types of documents,and you can use these profile groups to manually enter information in the preset fields,and then scan your documents.

IMPORTANTProfile groups must be set up in the Worldox server based on your user accountbeforehand.



2. Press [Profile Groups].

A list of profile groups is displayed, based on the user logged on to Scan toWorldox.


3. Select the profile group in which you want to enter information and save yourscanned document ➞ press [Next].

Up to 20 profile groups are displayed. If the profile group you want to use is notdisplayed, press [▼] or [▲] to scroll to the desired profile group.



NOTEThe screen above may differ, depending on the profile groups to which you haveaccess.































2.7 Specifying the Scan Settings

This section describes how to specify the scan settings. The procedure belowdemonstrates setting the scan settings from the Quick Profiles index screen, but theprocedure is the same from all index screens.

IMPORTANT If the Administrator specified a default file format, the default file format is displayed

when users first log on to Scan to Worldox. If a user changes the file format options, these options are retained until the user logs

off of Scan to Worldox, and then they will revert back to the default file formatsettings.

The Scan Settings, file formats, and file format options depend on the device’ssettings, installed options, and capabilities.

The following file formats are supported:- PDF or PDF/A- XPS- OOXML- TIFF (Available in the ‘Black & White’ mode only.)

NOTEThe default scan settings are:- Select Color: Auto (Color and Grayscale)- Resolution: 300x300 dpi- 2-Sided Scanning: Off- Different Size Originals: Off- File Format: PDF+Compact- Preview: Check box is not selected.


1. From any index screen, press [Scan Settings].


2. Specify the scan settings.

2.1 To specify the color mode, press the Select Color drop-down list ➞ selectthe desired color mode.

If the Color mode you want to use is not displayed, press [▼] or [▲] toscroll to the desired Color mode setting.

Auto (Color and Grayscale): The machine automatically recognizes if theoriginal is in color or black-and-white, andscans it in color or grayscale.

Auto (Color and B&W): The machine automatically recognizes if theoriginal is in color or black-and-white, andscans it in color or black-and-white.

Full Color: Documents are scanned in color regardlessof whether the original is in color orblack-and-white.

Grayscale: Documents are scanned in grayscaleregardless of whether the original is in coloror black-and-white.

Black & White: Documents are scanned in black-and-whiteregardless of whether the original is in coloror black-and-white.


IMPORTANT When the Auto mode is set and your originals contain color sections, the

machine scans them in the Full Color mode. However, the machine mayscan the color originals in black-and-white or grayscale under thefollowing conditions. To avoid this, set the color mode to ‘Full Color’.- If the originals contain only a few color sections- If the color sections are located on the left side (within 3/8” (10 mm)

from the left edge) or the right side (within 5/8” (17 mm) from the rightedge) of the originals when loading the originals into the feeder

- If the color sections of the originals are close to black- If the originals contain light color densities

If any file format is selected, other than TIFF, and the Select Color modeis set to ‘Black & White’ or ‘Auto (Color and Black & White), the SelectColor mode automatically changes to a supported Color mode.

If ‘TIFF’ is selected as the file format, the Select Color mode isautomatically changed to ‘Black & White’.

2.2 To specify the resolution, press the Resolution drop-down list ➞ select aresolution.


2.3 To scan documents in the 2-Sided mode, press the 2-Sided Scanningdrop-down list ➞ select [On (Cal Type)] or [On (Book Type)].

If you do not want to specify the 2-Sided Scanning mode, select [Off].

Cal Type: Calendar Type. Your document is scanned in a landscapeorientation on both sides of the paper.

Book Type: Your document is scanned in a portrait orientation on bothsides of the paper.


2.4 To scan differently sized originals, press the Different Size Originalsdrop-down list ➞ select [On (Same Width)] or [On (Diff. Width)].

If you do not want to specify the Different Size Originals mode, select [Off].

Same Width: Select if your originals are all the same width.

Diff. Width: Select if your originals are of different widths.


2.5 To specify the file format of your scanned document, press the button under<File Format>.

IMPORTANT The file formats and file format options depend on the device’s settings,

installed options, and capabilities. If a user changes the file format options, these options are retained until

the user logs off of Scan to Worldox, and then they revert back to theirdefault file format settings.


2.5.1 If you want to scan your document in the PDF format, press [PDF]➞ if necessary, select [Compact], [Reader Extensions], or[OCR (Text Searchable)].

If you do not select any options for [PDF], you document isscanned as a regular PDF.

[Reader Extensions] is only displayed if the MEAP devicesupports Reader Extensions.

All, none, or any combination of settings can be selected at thesame time.

Compact: Select to compress your PDF document.

Reader Extensions: Select to enable extended features, suchas saving (form) data locally andapplying digital signatures whensomeone tries to open the PDF in AdobeReader.

OCR (Text Searchable): Select if you want the text in your PDFdocument to be searchable.


NOTE [PDF/A] is only displayed if the System Administrator

configured the device for PDF/A. PDF/A is a file format for the long-term archiving of electronic

documents. If the System Administrator configured the device for scanning

documents in the PDF/A file format, the screen below appears.

2.5.1.1 If you require a password to open your PDF, press[Password Required to Open Document] ➞ [Password to

Open Doc.] ➞ enter the password ➞ press [OK].

For instructions on entering characters on the MEAPvirtual keyboard, see “Entering Characters,” on p. 10.

http://en.wikipedia.org/wiki/File_format

http://en.wikipedia.org/wiki/Archiving


2.5.2 If you want to scan your document in the XPS format, press [XPS]➞ if necessary, select [Compact] or [OCR (Text Searchable)].

[XPS] is only displayed if the MEAP device supports the XPS fileformat.

Compact: Select to compress your XPS document.

OCR (Text Searchable): Select if you want the text in your XPSdocument to be searchable.


2.5.3 If you want to scan your document in the OOXML format, press[OOXML] ➞ [Word] or [PowerPoint].

[OOXML] is only displayed if the MEAP device supports theOOXML file format.

You must select either [Word] or [PowerPoint].

[OCR (Text Searchable)] is automatically selected if you select‘Word’ as the setting, and makes text searchable in a Worddocument.

[OCR (Text Searchable)] is only enabled after you select[PowerPoint], and makes text searchable in a PowerPointdocument.

Word: Your document is scanned as a Microsoft Word(.docx) document.

PowerPoint: Your document is scanned as a MicrosoftPowerPoint (.pptx) document.


2.5.4 If you want to scan your document in the TIFF format, press[TIFF].

2.5.5 Press [OK].

The file format is selected.


2.6 Press [Preview] to view your document before you scan and send it to theWorldox server.

If you do not want to preview your document, press [Start Scanning] to scanand send your document to the Worldox server.

The Preview screen is displayed.

If you do not want to specify the scan settings, press [Cancel].

If you want to revert back to the default scan settings, press (Reset).


2.6.1 Preview your document ➞ press [Start Sending].

The message <Uploading> appears, and your document is scannedand sent to the Worldox server.

To cancel scanning and sending your document, press [Stop] ➞[Yes].

IMPORTANTIf you do not press [Yes] or [No], before your document finishesuploading to the Worldox server, your document continues toprocess, and is uploaded to the specified folder location on theWorldox server.



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