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Updated Oct 24 2002

The Document Distribution System 2.0 Help Page

 

This page has been provided to assist you in installing and configuring your Canon printer and the Document Distribution System (DDS) software.


 
 

1.  What is this DDS software all about?
2.  How can I get or Upgrade to DDS Version 2.1?
3.  What Canon printers does it support?
4.  What Operating Systems and Network Operating Systems does it support?
5.  What Protocol does DDS require?
6.  I'm confused.  What is Multispot printing?  What is Multispot DDS?
7.  I heard that the DDS server software would work in a Novell NetWare Environment
8.  What hardware is required on the Laser Class/Image Class Machines?
9.  What are the PC specifications for the DDS server and the DDS workstations?
10.  What are the Canon Network Card firmware numbers required for DDS?  What are the Main board EPROM version numbers?
11.  How do I get the Network Card  Firmware?
12.  Do I need to use Netspot to configure the device?  What version?  Where is it?
13.  How do I install the Multispot Printing option on LC 8500/9000/9500,  Image Class 2210/2220 and the LC 3170/3175?
14.  How do I install the Laser Class/Image Class machine Printer driver on NT
15.  How do I install the Multispot DDS option on a Laser Class/Image Class machine?
16.  How do I install and configure the DDS software on the NT 4/Windows 2000 Server?
17.  Installing the Multispot DDS Workstation software on the Windows 9.x/NT/Windows 2000 Workstation
18.  How is the Fax driver installed?
19.  Can I remove the Fax driver manually?  I am getting an error during "Setup cannot install the Fax driver..."
20.  How do I install the Printer driver on the Windows 9.x/NT 4/Windows 2000 Workstation?
21.  Can I install the DDS software on a NT Workstation or on a Member Server?
22.  What is a PDC, BDC, Member Server and NT Workstation?
23.  When should I use Primary Domain Controller list or Local Windows NT users list?
24.  I understand the differences between the PDC users list and the Local users list.  How can I setup the DDS server software on a NT Workstation or Member Server?
25.  What is the limitation with the number of devices associated with a single group?
26.  How can I adjust receiving Fax routing?
27.  I need help understanding Network Users, Multispot Users, Group Members
28.  How can I Add or Delete Multispot users from the Windows NT domain list?
29.  Under the list of Devices is a name.  Where does the device name come from?  How can I change it?
30.  How can I create different groups for different machines?
31.  How can I associate different Group member for different groups?
32.  I am getting the error, "Failed deleting Groups from Database"  what does this mean?
33.  Can I delete or rename the default system workgroup?
34.  Can a Non-administrative user run the Multispot Server Status Screen?
35.  After sending a fax I get the error "No device supports the selected paper size"  What does this mean?
36.  What is the Correct installation procedure to upgrade from DDS V1.0 to DDS V2.1?
37.  I need help with the Print received Faxes or Upload to Server part of DDS
38.  What is the registration switch (Hard switch).  What is its purpose?
39.  Does DDS 2.1 Support a Windows 2000 Server as the domain controller?
40.  The DDS 2.0/2.1 Fax clerk can see all pages of a stored Fax.  Why?
             
1.  What is this DDS software all about?
Once installed and configured, the DDS software will provide the customer with the following;
Faxing from a Windows 9.x/NT 4/Windows 2000 computer.
Scanning directly to a Windows 9.x/NT 4/Windows 2000 computer.
Paper less Fax receiving with Manual Fax distribution.
 
 
 

2. How can I get or Upgrade to DDS Version 2.1
DDS Version 2.1 is now available.  A free 45 day trial version is available.  If you are currently a user of DDS Version 1.0, upgrading to 2.1 is also free.   You must obtain and fill out a form.  Contact your Canon dealer or Canon Canada for information on how to obtain these forms.
 
 
 

3.  What Canon printers does it support?
Each DDS 2.1 install will support any combination of 5 of the following;
Laser Class 8500/9000/9500 Series
LC 3170/3175
Image Class 2210/2220
 
 
 

4.  What Operating Systems and Network Operating Systems does it support?
The DDS is made up of two software components.
The Server Software
The Workstation Software

The Server software can be installed onto either of the following:
Windows NT 4 Server/Workstation
Windows 2000 Server/Advanced Server/Professional

The Workstation software installs onto any of the Following
Windows 9x
Windows NT 4 Server/Workstation
Windows 2000 Server/Advanced Server/Professional
 
 
 

5.  What Protocol does DDS require?
The Laser Class/Image Class machine, NT 4/Windows 2000 Server and Windows 9x/NT 4/Windows 2000 workstations all must have TCP/IP configured.
It will not work with NetBIOS only
 
 
 

6.  I'm confused.  What is Multispot printing?  What is Multispot DDS?
I know what you mean.  It is confusing.  This should help
 
 

What is Multispot printing?

The LC 8500/9000/9500 was originally released as a stand alone Fax machine
Then, Canon released the Multispot printing option.  This was made up of the following
A printer Board
An EPROM
A Network Interface Device (NID)
Netspot
Printer Drivers

By installing these components, the LC 8500/9000/9500 was turned into a Network printer.
You could print with TCP/IP (LPR) or IPX only.
Drivers exist for Windows 9.x and NT 4 only.
You could not Fax from a computer

What is Multispot DDS?

Multispot DDS is just another name for DDS 1.0.  It was the second release of software for the LC 8500/9000/9500 and it is the focus of this entire page.
The DDS software package comes with the following
DDS software CD
Administrators Guide
Users Guide

The DDS software hinges on the Multispot printing environment.   The LC 8500/9000/9500 must have the Multispot printing hardware installed before the DDS software will work.
 
 
 
 

7.  I heard that the DDS server software would work in a Novell NetWare Environment
There is no version of DDS for NetWare.  Sorry.
DDS runs on NT 4/Windows 2000 Server environments only.
 
 

8.  What hardware is required on the Laser Class/Image Class Machines?
 

LASER CLASS 3170/3175
 LASER CLASS 
 8500/9000/9500 
imageCLASS 
2210/2220
MultiSpot 
Network I/F Board II 
MultiSpot Network 
Printer Option
MultiSpot Network 
Printer Option-J1
Printer Board I 
  (Standard on 3175MS)
 
Super G3 Fax Option-G1 
(iC 2210only) 

 
 

9. What are the PC specifications for the server and the workstations?
 

 
Server 
Client 
Operating System 
NT 4.0 Server/Workstation SP5
Windows 2000 Server/Advanced Server/Professional
Windows 9x
NT 4.0 Workstation SP5
Windows 2000 Professional
Processor 
Pentium 200
Pentium 90 (9x) 
Pentium 166 (NT 4)
Pentium 200 (Windows 2000 Professional)
RAM 
64 MB (NT 4)
256MB (Windows 2000)
32 MB (Win 9x)
32 MB (NT 4)
64 MB (Windows 2000 Professional)
Hard Drive 
24 MB + 5 MB/user
24 MB

 

10.  What are the Canon Network Card firmware numbers required for DDS?  What are the Main board EPROM version numbers?
 
 

Network Card Firmware Version
LC 3170/3175
LC 8500/9000/9500
 imageCLASS 2210/2220
31.33
21.39
11.36

The current Main board EPROM version numbers can be found here






11.  How do I get the Network Card  Firmware?
The above firmware versions are on the DDS 2.1 CD.
 
 
 
 

12.  Do I need to use Netspot to configure the device?  What version?  Where is it?
Yes.  Netspot will be required to configure the Canon devices.  Here is a link to a Netspot help file.
Netspot Version 3.14 is required.  It is available on the DDS 2.1 CD
 
 
 
 

13.   How do I install the Printer Board and the Multispot Network Printing  option on LC 8500/9000/9500,  Image Class 2210/2220 and the LC 3170/3175?


Installing the Printer Board and Multispot Network Printing option on LC 8500/9000/9500
You should find the following in the package;
Installation guide
Printer Board
EPROM
Network Interface Device
Netspot on CD
Printer Drivers

Install the Printer board and EPROM as per the instructions.
Ensure you are installing the latest EPROM by contacting Canon and verifying the version.
Install the NID and connect your network cable
Install and run Netspot.  If you need help with Netspot, click here
You may need to Flash the NID with Netspot.  Call Canon to confirm the latest NID EEPROM version for your environment.
Once flashed, the NID will be reset to factory specs.  Reconfigure the NID with Netspot
Your LC 8500/9000/9500 is now ready to be networked.
Use Netspot to configure the device using either TCP/IP or IPX in Windows NT 4 or a NetWare environment.


Installing  the Multispot Networking Printer option on  Image Class 2210/2220?
You should find the following in the package;
Installation guide
Multispot Print board J1
Network Interface Board J1
Netspot on CD
Printer Drivers

Install the Print board J1 and Network Interface Board J1 as per instructions.
Connect the IC2210/2210 to the customers Network or parallel port.
You must install and configure the Network card with Netspot.  If you need help with Netspot, click here
Install the printer drivers and connect to the IC2210/2220 port.


Installing the Printer Board I and MultiSpot Network I/F Board II on the LC 3170/3175?  (Remeber, these are two seperate options.)

Installing the Printer Board I
You should find the following in the package;
Installation guide
Printer Board I
EPROM
Netspot on CD
Printer Drivers

Install the Printer board I and EPROM as per the instructions.
Ensure you are installing the latest EPROM by contacting Canon and verifying the version.
Install the Printer drivers and connect the customers PC to the parallel port.
Rarely the customers PC may lock up during bootup.  Turning Bidirectional=off may resolve this problem
Hit Go, MenuX6, ItemX2, Value, Enter Go

Installing the MultiSpot Network I/F Board II
You should find the following in the package;
Installation guide
MultiSpot Network I/F Board II
Netspot on CD

Install the MultiSpot Network I/F Board II and connect your network cable
Install and run Netspot.  If you need help with Netspot, click here
You may need to Flash the MultiSpot Network I/F Board II with Netspot.
Once flashed, the MultiSpot Network I/F Board II will be reset to factory specs.  Reconfigure the MultiSpot Network I/F Board II with Netspot
Your LC 3170/3175 is now ready to be networked.



 
 

14. How do I install thePrinter driver on NT
Ensure the printer is configured with a TCP/IP address
Refer to this document for TCP/IP printing on NT 4 Server
The Printer driver is supplied with the Multispot printing option
You can also download them from any North American Canon Web site
 
 
 
 

15.  How do I install the Multispot DDS option on a Laser Class/Image Class Product
Installing DDS may require a  firmware update on the LC 8500/9000/9500,  Image Class 2210/2220 and the LC 3170/3175.

LC 8500/9000/9500
The Eprom supplied with the Multispot Network Printing option should be sufficient.  Newer versions are available from the Canon Service Department if required.

IC2210/2220
DDS 2 on the IC2210/2220  requires  IP board firmware 10.01  This chip can be flashed only by Canon Canada.  Call and order this from the Canon Service department.
See Canon Service Information E40-4 for details.

LC 3170/3175
The Eprom supplied with the Multispot Network Printing option should be sufficient.  Newer versions are available from the Canon Service Department if required.
 

You must ensure you have already installed the Multispot Printing option
Ensure you are in a Windows NT 4/Windows 2000 environment.
The DDS software package comes with the following;
DDS software CD
Administrators Guide
Users Guide

The documentation should help you most of the way.
You must flash the NID with Netspot.  The NID bin file is located on the DDS CD.
Once flashed, you must once again configure the NID.
Enable DDS on the Laser Class/Image Class machine by doing the following.
In Netspot, highlight the Laser Class/Image Class machine, click on setup, Click on DDS.
Enter the TCP/IP address of the NT 4/Windows 2000 server that will have the DDS Server software installed.  Ensure Enable DDS is checked
Choose OK and click your way out of Netspot.
The Laser Class/Image Class machine needs to reboot.  You may need to reboot it manually.
The Laser Class/Image Class machine is configured and ready to go.
 
 
 

16.  How do I install and configure the DDS software on the NT 4/Windows 2000 server
Place the DDS software CD in the NT 4/Windows 2000 Server.
Goto the DDS folder.  Within that folder is a Setup file, run that.

During installation, you will be prompted for the following
Choose the Components you want to install

Multispot DDS Server            You must install this on the NT 4/Windows 2000 server
Multispot DDS Workstation    You can optionally install this on the NT 4/Windows 2000 Server

Which User list would you like the DDS Server to use?
Primary Domain Controllers User List    Select this in most cases
Local Windows NT User List                Use this for NT 4 Member servers or NT 4 Workstations acting as the DDS server (No PDC No Domain)

Install to the Default folder and folder name
If you chose Multispot DDS server only, this concludes the installation

If installing the Workstation software in the NT Server, you will receive the following screen;
Current Multispot DDS servers.

Normally, the DDS server should be in the list of currently mapped servers.
If it is not, select map new server to browse for the correct server.  Select reconnect at logon.  Select Next

This should conclude the installation side of the DDS server software.
 
 
 

17.  Installing the Multispot DDS Workstation software on the Windows 9.x/NT 4/Windows 2000 Workstation
Ensure the intended DDS workstations are running TCP/IP and can browse the Network neighborhood to see the DDS server
Double click on Network Neighborhood and browse to the DDS server
Double click on the DDS server.
You should see a folder with the name Canon_DDS.  Right click on this folder and select Map network drive.
Choose a drive letter and check reconnect at logon.
Place the same DDS software CD into the workstation.
Run Setup from Disk 1.  Select Next, Next, Next.
The computer will attempt to obtain a list of DDS servers.
If the DDS server appears in the "Currently Mapped Server" list, click on the required server name and choose next
If the DDS server does not appear, ensure the Canon_DDS folder is mapped.

In certain situations, you still may not see the mapped server.  The simplest solution for this problem is to use a hosts file
The DDS Workstation software is now installed.
 
 
 

18.  How is the Fax driver installed?
The driver is automatically installed when the Multispot DDS workstation software is installed.
 
 
 

19.  Can I remove the Fax driver manually?
Do not remove the Fax driver manually.  The readme indicate this will permanetely remove the Fax driver and you will not be able to install it again.  You must re-install the Windows operating system.  Removing the Fax driver is done when the Multispot DDS Workstation software is removed
Be carefull

I am getting an error during "Setup cannot install the Fax driver..."
This error can be one of two things;
1.  DDS version 1.0.  The Fax driver was manualy deleted.  The only solution appears to be re-installing the Workstation OS
2.  DDS version 2.1.  An LPT port does not exist.  Check that you have a parallel port on the PC.

According to our tests, accidentally deleting the Fax driver with DDS 2.1 did not require re-installation of the Workstation OS
 
 
 

20.  How do I install the LC8500/9000/9500 printer driver on the Windows 9.x/NT 4/Windows 2000 Workstation?
Just like any other printer driver.   In this case you probably will be printing through the Port you already created in NT/Windows 2000
 
 
 
 

21.  Can I install the DDS software on a NT 4 Workstation or on a Member Server?
According to our tests.  Yes.
 
 
 

22.  What is a PDC, BDC, Member Server and NT Workstation?
You can have 3 types of NT Server

NT Server as a PDC  (Primary Domain Controller)
NT Server as a BDC  (Backup Domain Controller)
NT Server as a Member Server (No Domain Authentication)

You can have only one type of NT Workstation

Typically, the NT environment is made up of one PDC and hopefully one or more BDC (s) for each domain.    The Domain users list is synchronized on the network between the  PDC and the BDC's.
 
 
 

23.  When should I use Primary Domain Controller list or Local Windows NT users list?
When installing the DDS software on a BDC or the PDC (eek),  you should select the "Primary Domain Controllers User List".  This users list can be quite large and this process may take some time.

With NT as a Member server or NT Workstation, their is no replication of the Domain users list.  Thus you cannot select the "Primary Domain Controllers User List" it is grayed out.  You can only select the "Local Windows NT User List"
 
 

24.  I understand the differences between the PDC users list and the Local users list.  How can I setup the DDS server software on a NT Workstation or Member Server?
1.    You must first create a users list (If not already done)
These users are to be DDS users.
If these users are currently Domain users (In a NT domain), ensure you use the same users name and password.
This is very important.  If the user names and passwords are the same, logging into the Domain and the DDS server will be automatically done at the same time.

2.    Install the DDS Server software on this server.  Remember, you can only select the "Local Windows NT User List"

3.    When installing DDS in this type of environment, a particular folder may not be properly shared.
Please check the following folder
C:\Program Files\Canon\Multispot\Shared
Ensure it is shared.  Right click on it and choose share.  Default share rights will do.
Ensure the share name is Canon_DDS

That should be it for this type of install.  Hopefully there are no other installation issues that will come up
 
 
 
 

25.  What is the limitation with the number of devices associated with a single group?
A single device can belong to one group only
 
 
 
 

26.  How can I adjust receiving Fax routing?
Multispot Administrator Group Setup has the following settings
Receive Fax Routing
- Print
- Distribute to Fax Clerk
- Distribute to Group Folder
- Distribute to Public Folder
 
 
 

27.  I need help understanding Network Users, Multispot Users, Group Members
Network Users are Windows NT Domain users.  Multispot Users are users chosen from the Windows NT domain that are allowed to use the DDS software.  Group Members are Multispot Users that belong to a particular group.
 
 
 

28.  How can I Add or Delete Multispot users from the Windows NT domain list?
Click on Multispot Administrator System Setup and System users
Under Network users is a list of  the current NT Domain users.  By highlighting specific users you can add or delete them from the Multispot users field.
 
 
 

29.  Under the list of Devices is a name.  Where does the device name come from?  How can I change it?
This name comes from the Device information tab in Netspot
Run Netspot, highlight the device, Setup, Device information (Edit),  Enter a name 19 characters Max, no spaces
 
 
 

30.  How can I create different groups for different machines?
Log onto the NT Server or a Workstation (Preferred) as a user with DDS administrator rights
Goto Multispot Administrator System Setup
Click System settings.  Under the Groups tab, select new
Enter and Group name and optional comments.  Repeat this process for all required groups.
Click Apply to save these changes
Under devices, highlight a device
Click on modify and using the pulldown, change the Parent group to the desired group
 
 
 

31.  How can I associate different Group member for different groups?
Log onto the NT Server or a Workstation (Preferred) as a user with DDS administrator rights
Goto Multispot Administrator System Setup
Click Group Members and using the pulldows, select the group you want to modify
On the Left is a list of Multispot users if you user is not in this list you must add them first.
Highlight the users you want to be within the group and click Add
Select the specific privelages you want each of these member to have.
Windows NT Domain users with Administrative rights will automatically have Group and Fax clerk Administrative privelages.
 
 
 

32.  I am getting the error, "Failed deleting Groups from Database"  what does this mean?
A group member is probably still logged in
 
 
 

33.  Can I delete or rename the default system workgroup?
Nope
 
 
 

34.  Can a Non-administrative user run the Multispot Server Status Screen?
Yes they can.  They will not have the Shutdown server option available.
 
 
 
 

35.  After sending a fax I get the error "No device supports the selected paper size"  What does this mean?
This is probably related to the fact the the Sending user is not a member of a group.  In the Address book/Cover page Windows (At time of sending) check the Device pulldown at the bottom left of the screen.  Ensure that the user is a member of the group (s) listed.  If you do have groups and Auto is the only available group, they are probably not a group member.
 
 

36.  What is the Correct installation procedure to upgrade from DDS V1.0 to DDS V2.1?
You must un-install the DDS V1.0 Server and Workstation software before installing DDS V2.1
 
 

Un-installing DDS V1.0

1. When un-installing the DDS V1.0 Server software, you will be prompted with the following;
"The MultiSpot DDS Server database contains all stored FAX images and user address books.  Would you like to remove the database?"
You do not want to remove this database so please select "NO"

2.  When un-installing the DDS V1.0 Workstation software, you will be prompted with the following;
"Would you like to remove the customer cover pages which were created by users on this workstation?"
If you wish to keep the coverpages, select "Yes"

You may be required to Reboot the NT Server if required.  Never skip this step if prompted.
 
 

Installing DDS V2.1

During the installation of the DDS V2.1 Server software, you will be prompted with the following;
"Multispot 2.1 Setup has detected an existing Multispot DDS 1.00 database.  Would you like to upgrade and use this existing database?"
The answer here is obviously "Yes"

During the instalation of the DDS V2.1 workstation software, you will be prompted with the following;
"Install shield has found coverpage files from a previous installation.  Would you like to restore these cover pages"
Choosing "Yes" will preserve the saved Coverpages

You may be required to Reboot the NT Server if required.  Never skip this step if prompted.

You have now successfully updated the Server/Workstation to DDS V2.1 software
The Address book, Speed Dials, Fax Images, and Cover pages should all be available.
 
 
 

37.  I need help with the Print received Faxes or Upload to Server part of DDS
By default, the LC8500/9000/9500, LC3170/3175 and IC22X0 are set to Upload received Faxes to the DDS server.

The DDS software then allows control of what happens with this uploaded fax;
Print Fax
Distribute to a Fax clerk
Distribute to a Group folder
Distribute to the Public folder

Please take note of Item 38 regarding the Registration switch

If the user wishes to permanently set the Fax machine to print all received faxes, the following User adjustments can be made.
These settings force all received Faxes to print.  The Fax will ignore the DDS software settings.

Laser Class 8500/9000/9500
Data Registration, Up arrow to System Settings, Set, Up to Computer IF, Set, PC Fax/Scan Setting, Set, SW 1
Set Bit 0 (The far right bit to) to a 1.  Hit Set and Stop.

Laser Class 3170/3175 and Image Class 22X0
Data Registration, Set, Up to System Settings, Set, Up to PC Fax/Scan, Set, Upload or Print, Set, Print Rec. Doc, Set.

As a reminder, the above settings will force all received fax images to print.  This setting takes priority or any DDS settings regarding uploading Faxes.
 
 
 

38.  What is the registration switch (Hard switch).  What is its purpose?
The LC 8500/9000/9500 and the IC 22X0 have a Registration switch (Hard switch)  The LC 317X appears not to have a switch.
This switch must be set to on in order to allow any DDS settings to overwrite the Fax machines control panel settings.
The switch is under the speed dial panels.
 
 

39.  Does DDS 2.1 Support a Windows 2000 Server as the domain controller?
Windows 2000 Server does not use a flat database as does Windows NT 4.  Rather, Windows 2000 Servers uses the Active Directory.
The DDS software does not currently work within the confines of an Active Directory environment

The  following is taken from the DDS 2.1 Admin guide page 2-9

DDS 2.1 can be used in any of the following network configurations:

Windows NT 4.0 Server as the domain controller
Windows NT 4.0 as a Member Server in a Windows NT 4.0 based domain
Windows 2000 Server as a Member Server in a Windows NT 4.0 based domain
Windows 2000 Advanced Server as a Member Server in a Windows NT 4.0 based domain
Windows NT 4.0 workstation
Windows 2000 Professional
 
 

40.  The DDS 2.0/2.1 Fax clerk can see all pages of a stored Fax.  Why?
DDS 1.0 Fax clerk could see only one page.  DDS Users Guide page 4.4
DDS 2.0 and 2.1 Fax clerk can see all pages.  See DDS 2.0 User's Guide PDF  page 115 or DDS 2.1 User's Guide page 4.4

This was probably a marketing request.
 
 


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