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User's Manual - Centrum Druku

1. Public Box E001 UserO1 64 How To Manage Documents If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 OK N Cancel Ne ets e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password Select the check box of the document that you want to print and select Print Document from the File menu 79 Electronic Filing File edt View O oen O New Folder Document B e Filing C Public Box E Ag 001 UserO1 Archive Document 4 Folder01 Upload Archived Document OKI 00C110510 Test Print User s Manual Q 00C110510 001 See Orit T acl 002 User02 ae Se g 003 UserO3 72 H Bg 004 User04 eS 2S Y g OOS UserOS Send Email g 006 Usern ad 007 UserO FolderO1 poc110510 x Scan The Print window appears You can also print a document by selecting it in the Doc
2. G amp G Gl amp FolderO1 The confirmation message dialog box appears B Click OK Message from webpage Do you want to delete the item s 00L UserOL OK x Cancel The selected box is deleted LJ Deleting folders This operation allows you to delete folders in the public box and user boxes If a folder is deleted all documents in the folder are also deleted Tip You can also delete folders from the control panel For instructions on how to delete folders from the control panel see the following page P 30 Deleting user boxes folders 1 Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the box containing the folders that you want to delete 79 Electronic Filing B e Filing 8 items R Public Box g 001 UserO1 g 002 User02 ie a 003 UserO3 Sj 004 User04 g OOS UserO5 H g 006 Usern g 007 UserO LS ap Public Box 001 Uzer 48 Managing User Boxes and Folders If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 All folders and documents in the box are displayed in the Contents frame e lf you enter an
3. e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 50 Managing User Boxes and Folders 4 Click the File menu and select Rename 79 Electronic Filing File Edit Wiew ve Document New Folder B e Filing Open E gj Public Box E 4 001 UserO1 Archive 7 ument E 4 FolderO1 Upload Arct wed Document ad 002 User02 Test Print g 003 User03 Print Document ap 004 User04 g 005 User0S g 006 User g 007 User07 Send Email Properties GG amp amp amp amp FolderO1 The Rename Box window appears Make sure that no folder or document is selected in the Contents frame If a folder or document is selected it will be renamed instead of the selected box 5 Edit the name in the Name box and click OK Rename Box OK Cancel The confirmation dialog box appears Box names can consist of any ASCII characters except lt gt amp Do not use a space or period at the beginning or end of the name The maximum size of a box name is 32 characters 6 Click OK Message from webpage
4. f i e When you have cut pages from the document proceed to the next step after the process is completed e When you have copied pages from the document proceed to step 8 after the process is completed Do not perform any operation while the e Filing web utility is busy Editing With Pages in Your Documents 91 6 Click Save to save the document KR Eh irc ic Filing Documents Preferences Login Ga 90C110510 001 1 1 Status Editing Document Save l Cancel B e Filing r Public Box 799 001 UserO1 H 9 FolderO1 DOC 110510 boc110510 001 g 002 User02 g 003 Users Ag 004 User04 g 005 User0s5 g 006 User06 g 007 User07 OKI User s Manual Basic Guide Pages 1 Y amp amp R 2 items are cut The Save Document window appears 7 Enter the document name in the Document Name box and click Save Save Document Name D0C110510 001 Save Cancel e f you rename the document it will be saved as a new one If you do not change the document name the original document will be overwritten The Contents frame displays the pages in the View mode e The document status is returned to the View mode from the Edit mode Do not close the Save Document window by clicking X The operations may no longer work properly If you close the window by clicking
5. Status Editing Save Cancel Document B e Filing G Public Box E Ag 001 UserO1 FolderO1 Z Doc 110510 DOC110510 001 g 002 User02 g 003 User03 ap 004 User04 Invert Selection Cut Copy g 005 User05 g 006 User06 ad 007 UserO Pages 2 Pages 1 amp G amp G amp amp The confirmation dialog box appears 6 Click OK Message from webpage s EA F Do you want to delete the page s OK L ag The selected pages are deleted 7 Click Save to save the document R Electr onic E iling Documents Preferences Login File Edit View Layout E DOC110510 001 1 1 Status Editing Save Cancel Document B e Filing G Public Box El Ag 001 UserO1 FolderO1 User s Manual Basic Guide e 00c110510 DOC110510 001 g 002 User02 g 003 User03 g 004 User04 g 005 User05 g 006 User06 g 007 User07 ES Pages 1 H H H 2 items are deleted The Save Document window appears 8 Enter the document name in the Document Name box and click Save Save Document Names DOC110510 001 Save Cancel e f you rename the document it will be saved as a new one If you do not change the name the original document will be overwritten e The document status is returned to the View mode from the Edit
6. 25 400 Private Print Eli Proof Print Paper Source gt Hold Print daia XZ Print to Overlay File Paper Type Plain Destination Letter Stacker B R S Settings Number of Copies 1 999 Profile None A TAR re Orientation Save Profile Delete Portrait Landscape Restore Defaults Color see Auto 70 How To Manage Documents 5 Select Public Box to save the print job and click OK Store to e Filing ssl Store to Password 000 Public Be Box Folder 1 E Print Tips e If you print a job as well as saving it in the public box select the Print check box e lf you want to save a print job in a specified folder enter its name in the Box Folder box To save data in an existing folder enter its folder name in the Box Folder box To create a new folder and save data in it enter the new folder name in the Box Folder box Click OK or Print to save the print job The print job is saved in the public box LJ Saving a print job in a user box 1 Open the document that you want to store in the box 2 Click the File menu and select Print in your application The Print dialog box appears 3 Select the printer driver of the equipment to be used and click Preferences The Printing Preferences dialog box appears Tip The procedure for displaying the Printing Preferences dialo
7. User s Manual e Filing Guide Preface Thank you for purchasing Multifunctional Digital Color Systems This manual explains how to use the e Filing Read this manual before using your Multifunctional Digital Systems Keep this manual within easy reach and use it to configure an environment that makes the best use of the functions This manual supports the following models MC760fdn MC760dn MC770fdn MC770dn MC770x MC780fdn MC780dnf MC780x ES7460 MFP ES7470 MFP ES7470x MFP ES7480x MFP MPS3537mc MPS4242mc MPS4242mcf E How to read this manual LJ Symbols in this manual In this manual some important items are descried with the symbols shown below Be sure to read these items before using this equipment A WARNING Indicates a potentially hazardous situation which if not avoided could result in death serious injury or serious damage or fire in the equipment or surrounding objects A C AUTION Indicates a potentially hazardous situation which if not avoided may result in minor or moderate injury partial damage to the equipment or surrounding objects or loss of data Indicates information to which you should pay attention when operating the equipment Other than the above this manual also describes information that may be useful for the operation of this equipment with the following signs Tip Describes handy information that is useful to know when operating the equipment LL Pages describing items relate
8. g 004 UserO4 g 005 UserO5 g 006 User06 Y Sg 007 UserO7 Invert Selection Cut Copy User s Manual Setup Guide FolderO1 DOC 110510 x Scan The confirmation dialog box appears Users can also delete a document by selecting it in the Document frame clicking on the Edit menu and selecting Delete In that case make sure that no pages are selected in the Contents frame If any pages are selected the alert message will be displayed because pages cannot be deleted in the View mode B Click OK Message from webpage m Do you want to delete the item s DOCLLOS10 Cancel The documents are deleted E Printing documents You can print documents and images from boxes and folders in the e Filing web utility The following two ways are available to print them LL P 64 Printing an entire document LL P 68 Selecting test print LJ Printing an entire document This operation allows you to print the entire document with various print options selected Click the Documents tab The Documents tab page is displayed In the Document frame select the box or folder containing the document that you want to print 79 Electronic Filing 4 Public Box g 001 UserO1 g 002 User02 g 003 UserO3 Y g 004 User04 g 005 User05
9. Click this button to specify the destination When you click this button the Recipient List page appears For instructions on how to specify the destination see the following section P 82 Destination setting CC Destination Setting Click this button to specify the CC destination BCC Destination Setting Click this button to specify the BCC destination Subject This option sets the subject of the Email documents Select Send data from Device name Box Info set by default or enter the desired subject in the box When you want to add the date and time to the subject select the Add the date and time to the subject check box From Address Enter the Email address of the sender When the recipient replies the message will be sent to this Email address From Name Enter the sender s name of the Email document Body Enter the body message of the Email document You can enter up to 1000 characters including spaces File Format Select the file format to which the received document will be converted e TIFF Multi Select this option to save the scanned images as a multi page TIFF file e TIFF Single Select this option to save the scanned images separately as single page TIFF files s PDF Multi Select this option to save the scanned images as a multi page PDF file s PDF Single Select this option to save the scanned images separately as single page PDF files e XPS Multi S
10. E 001 g 002 g 003 g 004 lt lt PUBLIC J J J BOX UserBox01 UserBox02 UserBox03 UserBox04 een 005 J lt 3 007 E 008 J 009 E 21 UserBox05 UserBox06 UserBox07 UserBox08 UserBox09 Vv PRINT BOX SETTING 2011 05 10 M JOBSTATUS The instructions of the operating procedure as to selecting a box folder are omitted because they are the same as those for one of printing an entire document P 12 Printing an entire document 3 Select the document you want to print and then press TEST PRINT e FILNG K 001 UserBox01 BBB Document Folder Name Date Time Paper Pages Folder01 11 02 25 DOC 110509 10 04 32 a DOC110510 10 06 45 X RETURN DELETE l SETTINGS TEST PANT OPEN _ Pant BOX SETTING z Tip Press BBE to preview thumbnail images of the documents Select the desired one and press OPEN to display its contents Press to return to the list Printing Documents 15 4 Key in page numbers in FIRST PAGE and LAST PAGE then press PRINT TEST PRINT Please enter a valid value First Page Last Page IY All Pages CANCEL d PRIN 06 47 5 e Select FIRST PAGE or LAST PAGE then specify the page numbers using the digital keys on the control panel e f you press the CLEAR button on the control panel the value entered in the currently selected box can be deleted e To print entire pages of the document
11. X by mistake turn the power to the equipment off and then on again In the Document frame select the box or folder containing the document into which you want to insert the copied pages P Electronic Filing Login File Edit View R Eg Ga DOC110510 001 1 1 Status View r Public Box 799 001 UserO1 ox FolderO1 DOC 110510 I DOC 110510 001 g 002 User02 g 002 User03 g 004 Userl4 g 005 UserO5 Y g 006 User06 g 007 User07 User s Manual Basic Guide F Pages 1 The Document is saved 92 Editing With Pages in Your Documents If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 002 Box Name User02 OK N Cancel Notes e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password In the Document frame select the document into which you want to insert the copied pages and click Edit 79 Electronic Filing Login File Edi
12. press ALL PAGES e Deleting print jobs Follow the procedure below to stop the printing of the document delete print jobs 1 Press JOB STATUS 2 On the job status menu display the print job list or scan job list 3 Select the job you want to delete and then press DELETE 4 The delete confirmation screen appears Press DELETE For details of deleting print jobs refer to the User s Manual Basic Guide 16 Printing Documents Storing Documents You can store documents in e Filing using the control panel of this equipment LO P 17 Copying and storing to e Filing LL P 22 Scanning to e Filing e Store confidential documents in a user box protected by a password e Up to 400 documents can be stored in a box or folder and up to 200 pages can be contained in a document However the total storage capacity of e Filing and the shared folder is approx 84 GB Documents can only be stored within the storage capacity limit The available space can be checked with the Device tab in TopAccess e Saving in the e Filing is not for permanent use Delete unnecessary documents immediately P 24 Deleting Documents Tips e When you store documents in user boxes and folders you need to create them in advance LU P 26 Creating user boxes Operating with this equipment LU P 44 Creating user boxes and folders Operating with a client computer e You can set the storage period for documents i
13. window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name User01 ee l Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 54 Managing User Boxes and Folders 4 Click the File menu and select Properties P Electronic Filing Document New Folder B e Filing Open E fg Public Box eene E ag 001 UserO1 Archive Document E 4 FolderO1 Upload Archived Document atl 002 UserO2 Test Print ed 003 UserO03 Print Document g 004 User04 g 005 UserO05 g 006 User06 A Y g 007 User07 Send Email H H AH amp Z El Folder01 The Box Properties window appears In the Box Properties window you can see the box properties 5 If you want to edit the box properties click Change Properties Box Properties 001 UserO1 Contains OFilefs 1 Folderfs Preservation Period for Documents Email Address for Notification Created 2011 05 10 09 03 22 Modified 2011 05 10 09 03 22 OK Change Properties The Change Box Propert
14. 1 Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the user box that you want to delete P Electronic Filing File a View Lad 5 e Filing 8 items Document B e Filing g 001 UserO1 Y g 002 User02 g O03 UserO3 sd 004 UserO4 g 005 UserO0S g 006 User06 g OOF UserO W aA E Public Box E001 UserO1 3 If you select a user box which is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 Cancer C e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password Managing User Boxes and Folders 47 4 Click the Edit menu and select Delete 76 Electronic Filing Fie Edit view Layout O Invert Selection Document B e Filing E gj Public Box Dee py E 4 001 UserO1 El amp FolderO1 g 002 User02 g 003 User03 g 004 User04 g 005 User0S g 006 User gp 007 User07
15. 7 B g 004 Used Fe a Y g OOS UserOS L Y ga 006 USer p S Y ag O07 USer 7 FolderO1 DOC110510 001 Copy If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 002 Box Name UserO2 OK b Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password Moving and Merging Documents 107 7 In the Document frame select the destination document and click Edit KR EI gt tro nic Filing Documents Preferences Login Edit View le 00C110510 002 1 3 Status View 82 Document B e Filing r Public Box El Ag 001 UserO1 Q FolderO1 GN 00c110510 001 999 002 Userd2 O Foldero2 Z 0OC110510 002 g 003 UserO3 g 004 User4 1 ee g 005 User0S ad 006 User06 A g 007 Usero OKI User s Manual eed Pages 1 El Pages 2 Pages 3 The pages of the document are displayed in the Contents frame and the document status is changed to the Ed
16. A password must be entered in one byte alphanumeric characters The minimum and maximum numbers of characters allowed are 1 and 32 e The user password must differ from the master password e These passwords can be re entered only by an authorized user Users cannot change the settings of the Encryption Level box and the Authority box noted below if they are not authorized to change the master password Ask the administrator about resetting these passwords e For details of the encryption setting refer to the User s Manual Advanced Guide s Encryption Level Select the desired encryption level 40 bit RC4 Select this option to set an encryption level to the one compatible with Acrobat 3 0 PDF V1 1 128 bit RC4 Select this option to set an encryption level to the one compatible with Acrobat 5 0 PDF V1 4 128 bit AES Select this option to set an encryption level to the one compatible with Acrobat 7 0 PDF V1 6 e Authority Select the check box of the desired type for the encrypt PDF authority Printing Change of Documents Content Copying or Extraction Content Extraction for accessibility File Name Select how the attached file will be named Select DocYYMMDD to name it as described select Original Document Name to use the original document name or you can enter the desired file name in the field Fragment Message Size Select the size of the message fragmentation Department Code Enter the
17. Do you want to rename the item OK Cancel The selected box is renamed Managing User Boxes and Folders 51 LJ Renaming folders Do not turn off the power of the equipment when changing the folder name All documents in the folder will be lost if the power is turned off while the system is saving a new name 1 Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the box containing the folder you want to rename 76 Electronic Filing i e Filing 8 items Public Box g 001 UserO1 g O02 User02 g 003 User03 g 004 User04 g OOS UserOS g 006 User06 g OOF UserO W a E Public Box 001 UserO1 3 If you select a box that is protected with a password the Password Authentication window appears In this case enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 All folders and documents in the box are displayed in the Contents frame e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the pas
18. Document d 003 User03 Test Print ed 004 User04 Print Document acl 005 UserO5 acl 006 User06 ed 007 UserO Properties The New Folder window appears 5 Enter the folder name in the Name box and click OK New Folder Name FolderO1 OK Cancel The created folder appears under the selected box in the Document frame Folder names can consist of any ASCII character except lt gt amp Do not use a space or period at the beginning or end of the name The maximum size of a folder name is 64 characters 46 Managing User Boxes and Folders B Deleting user boxes and folders This operation allows you to delete user boxes and folders LL P 47 Deleting user boxes LL P 48 Deleting folders Tip When the box has been protected with a password you must enter it to delete the box and folders Users with an administrator privilege can delete all user boxes and folders by using their password Folders in the public box can be deleted although you cannot delete the public box itself LI Deleting user boxes This operation allows you to delete user boxes If a user box is deleted all folders and documents in the box are also deleted Tip You can also delete user boxes from the control panel For instructions on how to delete user boxes from the control panel see the following page P 24 Deleting Documents
19. E E N EE STE N 68 Time Stamp PO Oe aiea a A EA 66 TOO lt TTT 39 U Unlocking user boxes css eee 113 Upload Archived Document se sese eee ee eee TT Uploading archived document esse eee eee ee 76 Ba Tee 41 User DOK HA A 6 Create areno aan A A 44 Dole ata oer nue ene elan ceelae kH ETT 50 User Password gurenaren vein ccriauadces 80 V IG E ees tages eas 88 116 INDEX Oki Data Corporation 4 11 22 Shibaura Minato ku Tokyo 108 8551 Japan www okiprintingsolutions com
20. File 97 MB Dele Unloct amp Box Number Box Name Used capacity v 2 001 User01 57 MB 3 User02 5 KB User03 5 KB User04 40 MB User05 5 KB User06 5 KB User07 5 KB Top Help The confirmation dialog box appears For more information about the Box Management Subtab see the following page P 41 Box Management subtab 3 Click OK Message from webpage Q Do you want to delete the item s The selected user boxes are deleted from e Filing 112 Safeguarding Data B Unlocking user boxes When the Lockout Setting of e Filing is set to Enable in the Password Policy if an incorrect user box password is entered a specified number of times consecutively the user box is locked so that it cannot be used for a certain time The system administrator can unlock user boxes which have been so locked The Password Policy can be set in TopAccess For details of the password policy refer to the TopAccess Guide Log on to the Administrator page P 37 Logging in as a system administrator The Box Management page is displayed Tips e For locked user boxes Locked is displayed in the Status e You can display the Box Properties window by clicking the box number or box name link 2 Select the check box of the user box that you want to unlock and the click Unlock P Electronic Filing Box Management e Filing Disk Space Available 10142 M
21. LL P 50 Renaming user boxes LL P 52 Renaming folders Tip When the box has been protected with a password users must enter it to rename the box or folders Users with an administrator privilege can rename all user boxes and folders by using their password You can rename folders in the public box but cannot rename the public box itself LJ Renaming user boxes Do not turn off the power of the equipment when changing the box name All folders and documents in the box will be lost if the power is turned off while the system is saving a new name Tip Users can rename user boxes from the control panel For instructions on how to rename user boxes from the control panel see the following page P 28 Editing user boxes 1 Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the user box that you want to rename 76 Electronic Filing CO 15 e Filing 8 items Document B e Filing g 001 Usero g 002 User02 Y g 003 User03 A ar g 004 User04 6 g 005 UserOS 006 User06 g OOF UserO E Public Box 001 UserO1 If you select a user box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name User01 l Cancel
22. NUMBER 010 J 011 4 UserBox 10 UserBox 11 015 lt gt J k DELETE meee JOBSTATUS Press or to switch the pages You can also directly specify the box number 3 digit the using digital keys e Password entry When the password has been set to the selected user box the password entry screen is displayed In this case press PASSWORD enter the password using the digital keys or the on screen keyboard and then press OK Ae BOX MODIFY Enter BOX Password BOX NUMBER 011 BOX NAME UserBox11 PASSWORD gt D Tips e You can also enter the administrator password to open the user box instead of the password e The password input is displayed in the blank symbols Change BOX NAME PASSWORD RETYPE PASSWORD as necessary and then press OK BOX MODIFY Enter BOX name and Password BOX NUMBER 011 BOX NAME UserBox 11 The instructions of the operating procedure of BOX NAME PASSWORD RETYPE PASSWORD settings are omitted because they are the same as those for creating user boxes P 26 Creating user boxes Managing User Boxes Folders 29 W Deleting user boxes folders You can delete user boxes and folders If you want to delete a folder or a box all documents in the folder or the box are deleted as well 1 Press the FILING BOX button on the control panel Power MENU SETTING INTERRUPT COUNTER ars
23. Power SAVE Print DATA ATTENTION Main Power a E 2 Follow the procedure below to delete user boxes and folders s Deleting user boxes Press the BOX SETTING tab select the user box you want to delete and then press DELETE e FILING BOX NUMBER 010 S 011 os 014 ae i 3 N J UserBox 10 UserBox11 2 se NDS u ls E DELETE D BOX SETTING meee JOBSTATUS The instructions for the operating procedure for selecting user boxes are omitted because they are the same as those for editing user boxes P 28 Editing user boxes e Deleting folders Press the PRINT tab select the folder you want to delete and then press DELETE e FILING K 011 UserBox 11 EEE Document Folder Name Date Time Paper Pages 10 07 47 10 07 48 10 07 48 RETURN E PRINT The instructions for the operating procedure for selecting folders is omitted because it is the same as the one of printing an entire document P 12 Printing an entire document 30 Managing User Boxes Folders 3 When the confirmation screen appears press DELETE to delete the selected box folder e FILING ATTENTION kee BOX NUMBER 010 J UserBox10 Are you sure you want to delete this box Document in the BOX are also deleted 015 lt q a J DELETE CANCEL DELETE BOX SETTING RNUIA JOBSTATUS You can cancel the deletion of the selected box
24. User poc110510 Scan The Send Email page is displayed Tips e Users can also send a document as an Email by selecting the document in the Document frame clicking on the File menu and selecting Send Email e Users can also send up to 100 individual pages or documents by selecting the check boxes displayed in the Contents frame How To Manage Documents 79 5 Specify the following items as required and click Send Send Email TO Destination Setting TO Destination single CC Destination Setting CC Destination BCC Destination Setting Bcc Destination Email Setting Required Send data from Device name Box Info Subject E Add the date and time to the subject From Address User 1 example com From Name Usemi File Format PDF Multi v V Encryption User Password eeeeessseeeseeeeea Retipe Password esssssseesseseaoca Master Password jeeeeeeeeeeeeeeeeen Fetype Password sessseeseeseseseeea Encryption Level 128 bit AES Encryption Authority Printing W Change of Documents Content Copying or Extraction WV Content Extraction for accessibility DocYYMMDD YYMMDD is a date File Name Original Document Name Fragment Message Size No Fragmentation v Department Code Send Cancel Reset TO Destination Setting
25. User02 2 2 003 User03 Lad Y gg 004 User04 Y g OOS UserOS H g 006 User06 g 007 Userd Folder01 a DOC110510 DOC110510 Scan 001 1 Copy The selected documents are copied on the clipboard and deleted from the current box or folder Do not perform any operation while the e Filing web utility is running busy In the Document frame select the box or folder where you want to paste the documents Documents Preferences 79 Electronic Filing File Edit View eS 2 eS ra S Useri 2 items Login i S User01 o n o 4 9 Foldero1 om I 00c110510 001 g 002 User02 003 User03 Fe ed 904 UserO4 g 005 UserO5 g 006 Usern Y Sg 007 User07 FolderO1 fpoec110510 001 Copy If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 002 Box Name UserO2 OK Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password Moving an
26. an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols 6 To store the original s in the selected box press OK SET K 001 UserBox01 Document Folder Name Date Time l D Foldero1 11 02 25 S DOC 110509 10 04 32 e Storing in a folder Select the folder and press OPEN the list in the folder is displayed To store the original s in the selected folder press OK R SET 1 K 001 UserBox01 Document Folder Name Date Time Paper Pages S Foldero1 11 0225 Doc1105 10 04 32 CANCEL mee JOBSTATUS Storing Documents 19 7 Change the document name as necessary then press OK S COPY STORAGE y 2 READY SET 1 STORE TO E FILING COPY amp FILE BOX FOLDER BOX No 001 BOX NAME UserBox01 FOLDER NAME DOCUMENT NAME DOC 110510 RESET CANCEL 2011 05 10 e Renaming the documents When you press DOCUMENT NAME the on screen keyboard is displayed Key in the document name using the keyboard and the digital keys up to 64 characters then press OK E E Back Space Clear EE EEE EE EE E E E E E LEE EEE E E LE EEEEEEEEE BE E E KE EE E eer sm Space Basic X CANCEL For details of the on screen keyboard refer to the User s Manual Setup Guide Tips e A character strin
27. appears 5 Click Browse Upload Archived Document OK Cancel The Choose File dialog box appears 6 Select the archived file to be uploaded and click Open Ma Choose File to Upload g L K Archive gt v 4 Search Archive Organize v New folder WY Favorites 20110510_15442 R Desktop gt Compressed zipped Folder i Downloads N Recent Places a Libraries he Computer CN Network Filename 20110510 15442 gt AIM Files v This will return you to the Upload Archived Document window and the folder path of the selected file will be displayed in the Archived File box 7 Click OK Upload Archived Document archived File C Users User0I01 Desktop Archive z Browse Cancel The confirmation dialog box appears How To Manage Documents 77 8 Click OK to start uploading the archived file Message from webpage sas Do you want to upload the archived file ce This process may take some time OK Cancel If you select an archived file unsupported in your model or a file other than an archived one an error message appears In that case select the correct archived file and try again 9 The Upload Archive Document window shows the process of uploading During the uploading process you can quit uploading by clicking Cancel Upload Archived Document This process may take some time Please wait while the archived file is up
28. blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 1 0 Click the Edit menu and select Paste 79 Electronic Filing Login Document B e Filing Y r Public Box Aj 001 UserO1 1 FolderO1 S 00C110510 cg 00C110510 001 S gg 002 User02 C FolderO2 I 0OC110510 002 g 003 User03 Y Sg 004 User04 g 005 UserO5 006 User06 g OOF UserO E User s Manual Setup Guide Folder02 E D0c110510 002 Scan The document containing the copied pages is created in the selected box or folder 98 Editing With Pages in Your Documents B Deleting pages from a document You can delete pages from a document 1 Click the Documents tab The Documents tab page is displayed In the Document frame select the box or folder containing the document whose pages you want to delete 76 Electronic Filing D Public Box g 001 UserO1 g 002 User02 g 003 User03 g 004 UserO4 g OOS UserOS g 006 Usert6 g OOF Usero Public Box E001 UserO1 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentic
29. can also display the properties of a folder by selecting the folder in the Document frame clicking on the File menu and selecting Properties In that case make sure that no document is selected in the Contents frame If a document is selected its properties are displayed instead of the selected folder 5 Click OK to close the Folder Properties window Folder Properties Folder01 Location e Filing User01 Folder01 Contains 0 File s Created 2011 05 10 09 03 38 Modified 2011 05 10 09 03 38 N The following information is displayed in the Folder Properties window Location Displays the directory where the folder is located Contains Displays the number of files the folder contains Created Displays the date and time the folder was created Modified Displays the date and time the folder was last modified 58 Managing User Boxes and Folders MANAGING DOCUMENTS This chapter provides instructions on how to manage documents by using the e Filing web utility FOW TO Manage DOCUIMEIUS sssi psr aaa S RAEES A E ERRE 60 ISD IAWING COCUMICTIS sous sarees E A a a AA rca cea eA 60 Renaming dOCUMENS ceirean a A E 61 Deleng documen scant e a O E E saccade 63 EITE E EE EN 64 SIOMING GOCUIMEING ene e aa a al a raaa ara eO EEE eee Dat tena 70 ATCNIVING Rs ee Tant TT 73 Sending Email vest ar ee A ee ee ees 78 How To Manage Documents The e Filing web utili
30. department code if required 6 Click Close 76 Electronic Filing Send Email four document has been sent successfully Close How To Manage Documents 81 LI Destination setting On the Recipient List page you can specify up to 400 destinations to send e Filing documents as Email You can specify the recipients by entering the Email addresses manually selecting the recipients from an address book selecting the recipient groups from an address book or searching the LDAP server for recipients If LDAP Authentication is selected in Authentication Type you can choose only destinations that are registered in the authenticated LDAP servers For details of the LDAP Authentication option refer to the TopAccess Guide LL P 82 Entering recipients manually LL P 83 Selecting recipients from an address book DD P 84 Selecting groups from an address book LO P 85 Searching the LDAP server for recipients LL P 86 Removing contacts from the recipient list Entering recipients manually Follow the steps below to manually add a recipient to the Recipient List 1 Click Destination Setting to open the Recipient List page 2 Click New Recipient List Save Cancel T Address Book Address Group Search x whName Destination The Contact Property page is displayed 3 Enter the Email address of the recipient in the Destination box and click O
31. displayed in the upper right hand area of the page Scheduled Print Select this option to print a job at a future date and time When this option is selected set the date and time to print the job in the Date amp Time box Tips e Clicking Print prints the document and the print result window is displayed e Clicking Cancel closes the Print window without printing e Clicking Reset restores the default print properties settings 6 Click Close to return to the Documents tab page When you want to cancel a job before printing is complete access TopAccess click the Job Status tab gt Print select the job and press Delete How To Manage Documents 67 LJ Selecting test print This operation allows you to simply print a copy of a document by using the default print properties settings 1 Click the Documents tab The Documents tab page is displayed In the Document frame select the box or folder containing the document that you want to print 79 Electronic Filing Ag 005 UserO5 Ag 006 UserO6 ag 007 UserO7 Public Box 001 UserO1 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name User01 OK Cancel e lf you enter an invalid p
32. displays your documents by the selected view until you choose another option from the View menu The default is the Thumbnail view Load number thumbnails per view Use the drop down list box to select the number of thumbnail images displayed on the screen as 4 8 or 12 The default is 8 Display the progress bar Select the Display the progress bar check box to display the progress bar when copying cutting or pasting the documents or pages deleting pages or saving documents Save Click this button to apply your new settings Reset Click this button to restore the default settings 40 About the Main Tabs E Administration tab The Administration tab allows the system administrator to manage the data in e Filing The Administration tab is only visible if you are logged on as the system administrator The Administration tab has the following subtab P 41 Box Management subtab Tip An administrator can also set up the e Filing notifications by using TopAccess in the administrator mode For more information about setting up the notifications for e Filing refer to the TopAccess Guide LJ Box Management subtab This subtab enables you manually to delete user boxes that are no longer required or have become corrupted Use this feature to restore the available hard disk space You can also unlock user boxes which have been locked by incorrect password entries 76 Electronic Filing Box Manage
33. g 004 User04 g 005 UserOS g 006 User06 g 007 User07 a AA AA 001 UserO1 002 User02 003 User03 a a a AD E004 User04 E005 Useros 006 User06 O07 UserO 4 m The New Box window appears 3 Define the box properties as required and complete the operation 1 Select a box number in the Box Number box Users cannot select existing box numbers in the Box Number box Only undefined box numbers appear in this drop down list box 2 Enter the box name in the Box Name box Box names can consist of any ASCII characters except lt gt amp Do not use a space or period at the beginning or end of the name The maximum size of a box name is 32 characters 3 If you want to protect the box with a password enter one in the Box Password and Confirm Password boxes The password input is displayed in the blank symbols 44 Managing User Boxes and Folders 4 Click OK New Box Required Box Number Box Name Box Password R2 Retype Password 83 Cancel 4 The created user box appears in the Document frame Tip Users can configure advanced properties for each box such as how long the box will retain documents and Email notification features P 54 Modifying box properties LJ Creat
34. is renamed Managing User Boxes and Folders 53 B Modifying and displaying user box and folder properties This operation allows you to display and modify the properties of user boxes such as the box password and maintenance period to automatically delete documents and Email notification settings This operation also allows you to view and confirm the folder properties LL P 54 Modifying box properties LL P 57 Displaying folder properties Tip When the box has been protected with a password you must enter it to modify the box properties Users with an administrator privilege can modify all user box properties and public box properties by using their password LJ Modifying box properties e If you want to modify the public box properties you must first log in as the system administrator e You cannot modify the password of a box that any user is currently accessing Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the user box whose properties you want to display and edit 76 Electronic Filing 5 e Filing 8 items J Public Box Y g 001 UserO1 Y g 002 User02 g 003 UserO3 sd 004 UserO4 g 005 UserO0S g 006 User06 g OOF UserO 9 a E Public Box E001 UserO1 If you select a box that is protected with a password the Password Authentication
35. rename the document it will be saved as a new one If you do not change the name the original document will be overwritten e The document status is returned to the View mode from the Edit mode Do not close the Save Document window by clicking X The operations may no longer work properly If you close the window by clicking X by mistake turn the power to the equipment off and then on again 94 Editing With Pages in Your Documents B Copying pages from a document to a box or folder You can copy or cut pages from a document and save them in a box or folder as a new document 1 Click the Documents tab The Documents tab page is displayed In the Document frame select the box or folder containing the document whose pages you want to copy or cut 76 Electronic Filing B e Filing 8 items D Public Box Y g 001 UserO1 g 002 User02 g 003 User03 H g 004 User04 g 005 UserO0S g 006 User06 g OOF Usero LS aA Public Box E001 User01 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name User01 OK N Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthor
36. server for recipients Tip To search the LDAP server for recipients an administrator must set up the directory service by using TopAccess in the administrator mode For details refer to the TopAccess Guide 1 Click Destination Setting to open the Recipient List page 2 Click Search Recipient List Save l Cancel New Address Book Address Group EN x wame Destination The Search Contact page is displayed 3 Specify the search condition 1 Select the directory service name that you want to search in the Directory Service Name box 2 Enter the search terms in the fields that you want to search 3 Click Search Search Contact Search Cancel Enter a Wa C i or Email address to search for a contact Directory Service Name LDAPO1 Last Name Email Address Fax Number Company Department TopAccess will start searching the LDAP server for recipients and the Search Address List page will display the results Tips e If you select the model name of the equipment in the Directory Service Name box you can search the address book of the equipment for recipients e TopAccess will search for the recipients that match the entries e Fill in at least one of the fields to perform a wild card search How To Manage Documents 85 4 Select the Email check boxes of the users you want to add and click Add Search Address List company department a H H H H I H
37. setae ele E aed 78 Chapter6 EDITING DOCUMENTS About the Document Control Buttons sss sees sese eee eenn eenn 88 Editing With Pages in Your Documents sss sss ss sss ess sss s ese sese sees neee eee 89 Displaying document and page properties 0 eee eee ee ee e eee 89 Copying pages from one document tO another sse ee eee 90 Copying pages from a document to a box or folder sss eee 95 Deleting pages from a document sss see eee eee eee 99 Moving pages within a document sss sss ese eee eee eee 101 Moving and Merging Documents sss ssssss sss sss sss s esse sese sees enen 104 MOVNO COC UIC IS E ass dics a AA 0 E a 104 WS Tse Ee elo 106 Chapter7 SYSTEM ADMINISTRATION Safeguarding Data anita mitered teeny Conte tenwin Doetae wad on selon aati ied beiisvinane a weeencuebelneaees 112 Erasing sea EET 112 UMOCKNO USEF OKC S rs A T Sense aawad ajawrenteaseneee 113 INDE X ant Arata cpus a bea Soe aad ge aaneacbebaieuu ec baw ade nucefaveianedmateguen Nansobesurunie vuueissame scutapodendemanesmiustantone 115 4 CONTENTS e Filing OVERVIEW This chapter describes overview of the e Filing features and functions INNES CCU CS abasic ice cericain E ee nates a aa eae eae eae 6 SF HUNG UIC TOUS sasha sac ca cuits acacia acess ccs pee ane wae aaa va aes eae eee 8 Functions operated with this CQUIPMENL cccccccsscccsececeececeneeecueeesaeecsucecsaeeecaeeesaeeesueeesaeeecaeessesasessasessaeetensenees 8 Functio
38. stored in e Filing Tips For more information about the printer driver refer to the User s Manual Basic Guide For a detailed explanation of the public box and user box see the following page LL P 6 e Filing Features You can also store a scanned document in e Filing by using the control panel For details see the following page P 17 Storing Documents LI Saving a print job in the public box 1 2 Open the document that you want to store in the box Click the File menu and select Print in your application The Print dialog box appears Select the printer driver of the equipment to be used and click Preferences The Printing Preferences dialog box appears Tip The procedure for displaying the Printing Preferences dialog box for the printer driver may be different depending on the application that you are using Refer to your application manual about displaying the Printing Preferences dialog box Select the print job type on the Basic tab 1 Select Store to e Filing in the Print Job box 2 Select other print options as required 3 Click OK OKI MC770 PS Printing Preferences las Basic Finishing Paper Handling Image Quality Effect Others Templates Print Job Original Paper Size S Normal Print al E Letter 8 1 2 x LL z S Normal Print Print Paper Size F Image Scale Y Scheduled Print Same as Original Size 100
39. to copy or cut K Eh irc ic Filing Documents Preferences Login Status View Document Ga 90C110510 001 1 3 B e Filing r Public Box 799 001 UserO1 FolderO1 User s Manual ar Basic Guide 00c110510 eg R i I D0C110510 001 K R ag 002 User02 x Sp 003 UserO3 Ag 004 User04 g 005 UserO05 g 006 User06 g 007 User07 Bee amp R Pages 1 Ml Pages 2 Pages 3 The pages of the document are displayed in the Contents frame Tip If you want to cut pages from the document click Edit to enter the Edit mode Clicking Edit changes the document status from the View mode to the Edit mode so that you can cut pages from the document If the document status indicates In Use you cannot enter the Edit mode because another user is currently editing the document 5 Select the check boxes of the pages that you want to copy or cut and select Copy or Cut from the Edit menu K Eh irc ic Filing Documents Preferences Login Save Cancel Status Editing Document 8 e Filing ee oy r Public Box men d Aig 001 UserO1 pee wwe j FolderO1 00C110510 DOC110510 001 g 002 User02 g 003 User03 g 004 User04 g 005 User05 g 006 User g 007 User07
40. to cut the selected documents or pages Click this button to copy the selected documents or pages Click this button to paste the items that have been copied Click this button to display the first items in the Contents frame Click this button to display the previous set of items in the Contents frame Click this button to display the items that immediately follow those displayed in the Content frame Click this button to display the last items in the Contents frame About the Main Tabs 39 4 Contents Frame The Contents frame displays the documents or pages with which you are working There are also document control buttons located below the menu bar You can use these buttons to change the document status between the View mode and Edit mode and use the Contents frame to print and edit your documents Tip For more information about the document control buttons see the following section P 88 About the Document Control Buttons B Preferences tab The Preferences tab is available to all users It allows you to make the default condition for document viewing and the number of thumbnail images displayed on the screen 1 2 3 4 5 P Electronic Filing Login Preferences 4 Default Document view Thumbnail view X 2 Load 8 vY thumbnails per view 3 Display the progress bar 4 E Resa 5 Default Document View You can select the Thumbnail or List view The system
41. 1 JOB CANCEL e Deleting scan jobs Follow the procedure below to stop the scanning of the documents delete scan jobs 1 Press JOB STATUS 2 On the job status menu display the scan job list 3 Select the job you want to delete and then press DELETE 4 The delete confirmation screen appears Press DELETE For details of deleting scan jobs refer to the User s Manual Basic Guide Storing Documents 21 B Scanning to e Filing You can scan and store documents in e Filing When you import an original as an image into a client computer it is recommended to store the document using Scan to e Filing Place the original s For details of placing original s refer to the User s Manual Basic Guidee 2 Press the SCAN button on the control panel Power SAVE MENU SETTING INTERRUPT COUNTER GAAS 06 STATUS Tip Set SCAN SETTING and check PREVIEW as necessary These operations are the same as the one of other scanning functions For details of the operation refer to the User s Manual Basic Guide 4 Select the box or folder in which you want to store the documents Change the document name as necessary then press OK Za SCAN 2 Select Menu BOX FOLDER BOX No 001 FOLDER NAME Folder01 DOCUMENT NAME DOC 110510 2011 05 10 The instructions of the operating procedure as to selecting a box folder and changing a document name are omitted because they are
42. AN SETTNG JOB FINISH w e e You can change the scan setting by pressing SCAN SETTING e You can cancel the reservation of the scanned data by pressing JOB CANCEL s Deleting scan jobs Follow the procedure below to stop the scanning of the documents delete scan jobs 1 Press JOB STATUS 2 On the job status menu display the scan job list 3 Select the job you want to delete and then press DELETE 4 The delete confirmation screen appears Press DELETE For details of deleting scan jobs refer to the User s Manual Basic Guide Storing Documents 23 Deleting Documents You can delete documents in e Filing using the control panel of this equipment e Filing is not designed for saving documents permanently Delete unnecessary documents immediately Tip If you delete a folder or box all the documents in the folder or box are deleted as well LL P 30 Deleting user boxes folders Operating with this equipment LL P 47 Deleting user boxes and folders Operating with a client computer 1 Press the FILING BOX button on the control panel Menu SETTING INTERRUPT COUNTER Power OQ Power SAVE Print DATA ATTENTION Main Power SSS SSS za 2 Select a box or folder that contains a document you want to delete e FILING BOX NUMBER lt a J 001 a 002 g 003 004 PUBLIC J J BOX UserBox0 1 UserBox02 UserBox03 UserBox04 005 3 lt x 007 J 008 009 UserBox05 UserBox06 User
43. B Stored Data Box Data Type Data Size Remarks Shared File 97 MB Delete N Rax Number Box Name Used capacity E 2 1 UserO1 57 MB 002 User02 5 KB 5 KB 003 User03 40 MB Locked 004 UserO4 UserO5 5 KB User06 5 KB User0 5 KB Top Help The lock of the selected user box is released For more information about the Box Management Subtab see the following page P 41 Box Management subtab Safeguarding Data 113 7 SYSTEM ADMINISTRATION 114 Safeguarding Data INDEX A Administration tab sees ee eee 41 Advance automatic delete notification esse eee e ee e 56 PIV eT 69 Archive Document sissies eee eee 14 AUNOR Sezceotechh dies aa a hese beaced 81 B Box Management subtab see eee 41 BOX TTT 41 BOxX NUIMDED TTT 41 BOX eee 54 C Change Box Password T 56 Change Properties T 55 Confirm New Password sese ee eee ee e eee 56 COntents T 40 COPY MOOS TT 14 17 COPYING meatia Aei a E R O S 17 Copying pages and creating a new document 95 Copying the next original esse eee ee 21 Cover Sheet Insertion INSEE e ayine a chee eet Ve a celia 67 Interleave Pages ese eee ota ieee tiene ia cies 67 Use Back COVER canis aniis n a NNN a 67 Use Front Cover sanioogimoiiian 67 Creating USEr se 26 44 D Default Document VIEW see eee e ee eee eee 40 Dele aaa EHH R a 48 49 100 Delete document automatically ses ee ee eee 56 DEGUDO trios
44. Box07 UserBox08 UserBox09 PRINT BOX SETTING wars JOB STATUS The instructions of the operating procedure as to selecting a box folder are omitted because they are the same as those for printing an entire document P 12 Printing an entire document 24 Deleting Documents 3 Select the document you want to delete and then press DELETE e FILING TEMPLATE E ro i K 001 UserBox01 B BBD Date Time Paper Pages D Folder01 11 0225 S DOC 110509 10 04 32 3 DOC110510 10 06 45 X RETURN l oere l SETTINGS _resternr OPEN _ Pant PRINT y BOX SETTING marry 06 STATUS Document Folder Name Tip Press BBB to preview thumbnail images of the documents Select the desired one and press OPEN to to return to the list display its contents Press 4 When the confirmation screen appears press DELETE to delete the selected document e FILING LH ATTENTION Are You sure you want to delete this document DELETE CANCEL 4 RETURN BOX SETTING RNUIA 09 STATUS You can cancel the deletion of the selected document by pressing CANCEL Deleting Documents 25 Managing User Boxes Folders You can manage user boxes and folders in the e Filing using the control panel of this equipment LJ P 26 Creating user boxes LL P 28 Editing user boxes LI P 30 Deleting user boxes folders Tip Folders can be c
45. Click the e Filing web utility link in the TopAccess web site s Enter the e Filing web utility URL in the address field of your Web browser The e Filing web utility URL is http IP address MAIN EFILING The IP address portion will be the IP address of this equipment You can also use the DNS name of this equipment instead of the IP address For example the IP address of this equipment is 192 168 1 2 http 192 168 1 2 MAIN EFILING For example the DNS name of this equipment is mfp 00000236 http mfp 00000236 MAIN EFILING If SSL is enabled for the HTTP network service the e Filing web utility will also be accessed by using SSL When the User Management Setting has been enabled the log in page will be displayed when accessing the e Filing web utility URL In that case please enter your User Authentication user name and password to log in to the main page of the e Filing Web Utility TopAccess Login with your TopAccess User Name and Password User Name Userni Password 666666 Domain depi lt e If you enter an invalid authentication password several times to log into the MFP you may not be able to log in for a certain period since it will be regarded as an unauthorized access e The password input is displayed in the blank symbols Tips e Users can launch the e Filing web utility to use its functions e Access to the e Filing web utility will be timed out according to the Session Timer setting in the WEB General Set
46. Filing web utility provides two box types the public box and user box Each user can create his or her own user box and also create one level of folder in each box This section explains the following operations LL P 44 Creating user boxes and folders LL P 47 Deleting user boxes and folders LL P 50 Renaming user boxes and folders LJ P 54 Modifying and displaying user box and folder properties Tip For a detailed explanation of the public box and user box see the following page P 6 e Filing Features B Creating user boxes and folders Each user can create his or her own user box and also protect the box with a password if required LI P 44 Creating user boxes LL P 45 Creating folders LJ Creating user boxes This operation allows you to create up to 200 user boxes and protect each box with a password Tip You can also create user boxes from the control panel For instructions on how to create user boxes from the control panel see the following page P 26 Creating user boxes 1 Click the Documents tab The Documents tab page is displayed Make sure that you are selecting e Filing in the Document frame and select New Box from the File menu 76 Electronic Filing Documents Preferences Login Fue ct wew ivot SB T Document B e Filing H Public Box g 001 UserO1 1 g 002 User02 g 003 UserO3
47. K Contact Property N Reset Requi 2 The entered recipient is added to the Recipient List page 4 Repeat steps 2 and 3 to add all the recipients as required Tip You can remove contacts once added to the recipient list before saving the destination settings P 86 Removing contacts from the recipient list 5 Click Save Recipient List Save Cancel New Address Book Address Group Search Delete x ame Destination The contacts are added as the destinations 82 How To Manage Documents Selecting recipients from an address book Follow the steps below to select recipients from an address book 1 Click Destination Setting to open the Recipient List page 2 Click Address Book Recipient List Save Cancel New Address Book Address Group Search Delete Slams Destinat The Address Book page is displayed 3 Select the Email check boxes of the users you want to add and click Add Address Book Group All Groups v Email Address User010 example com User009 example com User008 example com User007 example com User006 example com User005 example com User004 User004 example com User003 User003 example com User002 User002 example com User001 example com The selected recipients are added to the Recipient List page Tips e f you want to sort recipients into specific groups sele
48. K R 4 DOC 110510 P poc110510 001 E S E Y g 002 User02 e g 003 User03 a 004 User04 g 005 UserO05 g 006 User06 Y Sg 007 User07 i User s Manual Basic Guise Pages 1 E Pages 2 E Pages 3 B E 1 item is pasted The Save Document window appears 1 0 Enter the document name in the Document Name box and click Save Save Document Name D0C110510 001 Save Cancel e f you rename the document it will be saved as a new one If you do not change the name the original document will be overwritten e The document status is returned to the View mode from the Edit mode Do not close the Save Document window by clicking X The operations may no longer work properly If you close the window by clicking X by mistake turn the power to the equipment off and then on again Editing With Pages in Your Documents 103 Moving and Merging Documents You can move documents between boxes or folders You can also combine several documents into one document LL P 104 Moving documents LL P 106 Merging documents E Moving documents You can move a document from one box or folder to another to help you manage the documents Click the Documents tab The Documents tab page is displayed In the Document frame select the box or folder containing the document that you w
49. LJ Storing documents The following functions allow you to store documents in the e Filing e To copy and store documents LL P 17 Copying and storing to e Filing e To scan and store documents LJ P 22 Scanning to e Filing LJ Deleting documents To delete documents in the e Filing P 24 Deleting Documents LJ Managing user boxes folders The following functions allow you to manage user boxes and folders in the e Filing You cannot create and edit folders in boxes using the control panel Folders can be created using a client computer e To create new user boxes P 26 Creating user boxes e To change the registered user box name and password P 28 Editing user boxes e To delete user boxes and folders P 30 Deleting user boxes folders 8 e Filing Functions B Functions operated with a client computer Below is a list of e Filing functions that you can operate with a client computer e Filing web utility For details of the operation see the references described below e Filing web utility supports only Windows Mac OS and other computers are not supported LJ Managing user boxes folders The following functions allow you to manage user boxes and folders in the e Filing e To create new user boxes and folders LL P 44 Creating user boxes and folders e To delete user boxes and folders LJ P 47 Deleting user boxes and folders e To edit renaming and changing Properties user bo
50. OOOO oe Oooo ooi i pee OOOO oi eoe OOOO oi ee ee User002 example com User001 example com The selected recipients are added to the Recipient List page Tip You can remove contacts once added to the recipient list before saving the destination settings P 86 Removing contacts from the recipient list 5 Click Save Recipient List Cancel New Address Book Address Group Search Delete Destination ame The contacts are added as the destinations Removing contacts from the recipient list Select the check boxes of the contacts that you want to remove from the recipient list and click Delete Recipient List Destination ame The selected contacts are removed from the recipient list 86 How To Manage Documents EDITING DOCUMENTS This chapter provides instructions on how to edit documents by using the e Filing web utility About the Document Control Buttons sss s esse sese essen eenn ennenen 88 Editing With Pages in Your Documents sese sss sss ss esse sees esse essen eenn 89 Displaying document and page properties sees eee eee eee 89 Copying pages from one document tO another eee ee eee 90 Copying pages from a document to a box OF FOIDED cece ce ceeeceeeceeeeeeeeeeeeeeesaaeeeeeesaeeeeeseaeueeeesaaaeeeseseaesaenseeesaaees 95 Deleting pages tro
51. UserO1 002 User02 003 UserO03 a ae E004 Usero4 E005 UseroOs E 006 Usert6 E007 User07 38 About the Main Tabs 1 Document Frame The Document frame is an Explorer style user interface Use the Folders and Document frame to locate the folders and documents with which you want to work In the Document frame the following icons are displayed according to the items Box Icons 4 This icon indicates a closed box kS This icon indicates an opened box a This icon indicates a closed box that is protected by a password a This icon indicates an opened box that is protected by a password Folder Icons Ca This icon indicates a closed folder Ey This icon indicates an opened folder Document Icons FE This icon indicates a document that was stored by a print operation When the icon is displayed on a Gh Lh white background it indicates that the document is currently in the View mode When the icon is displayed on a blue background it indicates that the document is currently in the Edit mode E S This icon indicates a document that was stored by a scan operation When the icon is displayed on a G white background it indicates that the document is currently in the View mode When the icon is displayed on a blue background it indicates that the document is currently in the Edit mode P E This icon indicates a document that was stored by a copy operation When
52. a E duets Ga ems ach eas E A 28 Deleting user boxes folders cccceecceseceecescecucecaeeceucecseecueeceeceusesueecseecsueseuessueesueesegesaas 30 Chapter3 OVERVIEW OF e Filing WEB UTILITY Before Using the e Filing Web Utility sss sss sss ec sese cesses eee 34 Getting Started With the e Filing Web Utility esse esse esse eee e eee eee 36 LOGGING INAS A USSF TT 36 Logging in aS a system administrator eee eee 37 ADOUCING Maln TADS T 38 DOCUMEN Te 38 Preferences ETT 40 EST TINS NACL ON TAD rt eicaiatc ante as tarot terse tamale e aydaalaue tues 41 LOGIN TH 42 Chapter 4 HOW TO MANAGE USER BOXES FOLDERS Managing User Boxes and FOIdefr ccscceeceeeeeeeeeneeeeceeeeeeseeeeeeeenesenseeessessenseneseneseneseenes 44 Creating user boxes and fOICESS ccccecccescecsceceeeceneceucecceceueceuecsueesueeceuessuseeuessaeesaeesaaes 44 Deleting User boxes ANG elle LTH 47 Renaming user boxes and fOldePs cccecceeeceeeceececececececeueceueeceecueeseueeeesseueeseessaenseees 50 Modifying and displaying user box and folder properes eee eee ee ee 54 Chapter5 MANAGING DOCUMENTS How To Manage Documents sss ss sss sss sss es ees es helene e neee eee eee 60 DIS PIAVING GOCUMEINES TTT 60 Renaming OC N nun 61 Deleng AocUMEM T 63 SRI Eel elen 64 CONTENTS 3 SIONO QOCUMEN TTT 70 FAFEMIVING CGOCUMEMT S aiae a Sabin dut dial A E usd luateunibeiiadeanetantdunslsaatuaiolicataduey 73 Sending IVAN
53. a LH cetacean H nels 24 30 Deleting pages from a document see eee ee ee ee eee 99 Deleting print jobs see eee ee 14 16 Deleting scan jobS see 21 23 Department Code esse sese 66 69 DE SUMAON abaoe aE aa 2 e aes DD Destination Setting eee eee eee e eee 82 Display the progress bar eee 40 Displaying folder properties see eee eee 57 Document Dele a a 0 E aes a a N A 63 DISDIAY a aa ZE a a ET H DU Morge idua E ee Meee ee 106 KIG U A 104 PDU T 64 BRE ANC ssc Pec ctudnazansecsen dana cecenecensmeteaanmecatscaeene 61 Sendas TTT 78 eT 70 Document TT 39 Reel T Sele TO 73 Documents taD sersan uc A eke ndemre vacant 38 Downloading an archived document sss sese ee ee ee 73 DUDIC H Sr art ew ee ne arene ae 66 E Edit MAO Os passe retanatuntes E aaa 88 CHENG cesses E 28 88 e Filing Disk Space Available see ee 41 SHINGO AUIS ee ce acest aint distal ae 6 e Filing Functions see ee ee 8 EMail Te le TT 56 Seel 80 Encryption Level aasa Sana daH KERENT danda 81 Erasing DOXES TTT 112 F first page number last page number Pages 69 Folder Ch CLS EE E A A E a A NEN 45 R APANE AAEN A E ANE ET N AAN 48 RENAME aerea A E 52 sle aeann a T ae naneade 6 G Group Copes arrira AN 66 l Image Shift Sele 66 Te HHT E 88 L Load number thumbnails per view esse eee eee e ee 40 M Managing user boxes and folders see 26 44 Master Password sese eee 81 Men Bar sesccalitvn iee lie e a aa e ETE EAA 39 Merging documents into a docume
54. ace Clear ee KE ES Re E E R E RE 3333333333 EEEREEEEEEE es CS G EE GE G LS E Shift nce e CANCEL IR For details of the on screen keyboard refer to the User s Manual Setup Guide Managing User Boxes Folders 27 4 Enter the password in the PASSWORD and RETYPE PASSWORD boxes then press OK BOX SETUP Enter BOX name and Password Box No 011 BOX NAME UserBox 11 e Press PASSWORD and then RETYPE PASSWORD Enter the password using the digital keys or the on screen keyboard You can also create a user box without setting a password In this case all users can access the user box as well as the public box e If you press the CLEAR button on the control panel the value entered in the currently selected box can be deleted e Ifthe entered password does not meet the Password Policy a warning message appears Enter the correct one For details of the Password Policy refer to the TopAccess guide e The password input is displayed in the blank symbols B Editing user boxes You can change the registered user box name and password 1 Press the FILING BOX button on the control panel Power SETTING INTERRUPT COUNTER Power SAVE ABC DEF Print DATA ATTENTION Main Power SSS SSS i 28 Managing User Boxes Folders 2 Press the BOX SETTING tab select the user box that you want to edit and then press EDIT eFILING BOX
55. ant to move 76 Electronic Filing ae S 001 UserO1 Sg O02 User02 S 003 UserO3 g 004 User04 g 005 UserOS g 006 User06 g OOF Usero Public Box E001 User01 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name User01 OK N Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 104 Moving and Merging Documents 4 Select the check boxes of the documents that you want to move and select Cut from the Edit menu Documents Preferences Login Sp Electronic Filing File Edit Document Invert Selection B e Filing C Public Box Cop E Ag 001 User01 o K G 9 O FolderO1 ons e 00C110510 User s Manual User s Manual Ic 00Cc110510 001 anp Gute Basic Quiso sd 002
56. assword several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 4 Select the check box of the document that you want to print and select Test Print from the File menu 79 Electronic Filing Document B e Filing r Public Box E 44 001 UserO1 Archive Document 4 FolderO1 Upload Archived Document OKI 00c 110510 TestPrintn st G 00C110510 001 rey NG g 002 User02 g 003 User03 ap 004 User04 g 005 User0S Send Email g 006 Usert6 g OOF UserO New Folder Properties i Folder01 poc110510 Scan The Test Print window appears You can also perform test printing by selecting a document in the Document frame and then selecting Test Print on the File menu However you cannot print individual pages even if you select the check boxes of the pages displayed in the Contents frame 68 How To Manage Documents Select whether to print all pages of the document or only specified pages and click Print Test Print AllPages B 1 3 Pages N Cancel All Pages Select this opti
57. ation Box Number 001 Box Name User01 OK N Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 4 In the Document frame select the document whose pages you want to delete and click Edit 79 Electronic Filing Documents Preferences Status View Login Document B e Filing gj Public Box 2799 001 UserO1 C FolderO1 I DOC110510 C9 00C110510 001 g 002 User02 Y gg 003 UserO3 1 So T g 004 User04 Y g OOS User05 g 006 User06 TETE E Pages 1 E Pages 2 E Pages 3 The pages of the document are displayed in the Contents frame and the document status is changed to the Edit mode from the View mode If the document status indicates In Use you cannot enter the Edit mode because another user is currently editing the document Editing With Pages in Your Documents 99 5 Select the check boxes of the pages that you want to delete and select Delete from the Edit menu R Electr onic Fi iling Documents Preferences Login
58. cess cite obs eect cease cates cc ees 112 FS AS ING SOMOS oe sais olarak eS Palace et aA et a tect nace Araceae ca ah an aaa ee Seal ee ase 112 A OCICS ee 113 Safeguarding Data An administrator should periodically monitor e Filing to make sure it has enough hard disk space for everyday operations This section describes the administrator s function that allows you to delete boxes and the unlocking method of the user boxes which have been locked by incorrect password entries L9 P 112 Erasing boxes LL P 113 Unlocking user boxes B Erasing boxes You can manually erase boxes in e Filing if the data has been corrupted for example by a hard disk failure and is therefore no longer usable Log on to the Administrator page P 37 Logging in as a system administrator The Box Management page is displayed e itis recommended to archive the documents in the boxes before deleting them Once the boxes have been deleted you cannot restore the documents in the boxes P 73 Archiving documents e The Backup Restore utility included in the software DVD ROM allows you to back up data in the boxes Tip You can display the Box Properties window by clicking the box number or box name link 2 Select the check boxes of the user boxes that you want to delete and click Delete P Electronic Filing Box Management e Filing Disk Space Available 10142 MB Stored Data Data Type Data Size Remarks Box Shared
59. ct the box or folder where you want to upload the archived documents 79 Electronic Filing B e Filing 8 items Document e Filing K Public Box g 001 UserO1 g 002 User02 LS a T S 005 UserO5 Y g 006 User06 ed 007 UserO E Public Box 001 UserO1 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 002 Box Name User02 OK N Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 76 How To Manage Documents 4 Select Upload Archived Document from the File menu 79 Electronic Filing Document New Folder B e Filing Open r Public Box U Sg 001 UserO1 Archive Document S 44002 User02 a O Foldero2 Test Print R am 003 UserO3 Print Document E a0 Bagas Properties g OOS UserO5 g 006 User06 Y g 007 User07 Send Email FolderO02 The Upload Archived Document window
60. ct the desired group name in the Group box e You can remove contacts once added to the recipient list before saving the destination settings P 86 Removing contacts from the recipient list 4 Click Save Recipient List Save Cancel New Address Book J Address Group Search Delete Destination ame The contacts are added as the destinations How To Manage Documents 83 Selecting groups from an address book Follow the steps below to select groups from an address book 1 Click Destination Setting to open the Recipient List page 2 Click Address Group Recipient List Save Cancel New Address Book Address Group Search alete x wame Destination The Address Group page is displayed 3 Select the group check boxes containing the desired recipients and click Add Address Group oup wGroup Name All recipients in the selected groups are added to the Recipient List page Tip You can remove contacts once added to the recipient list before saving the destination settings P 86 Removing contacts from the recipient list 4 Click Save Recipient List Save Cancel New Address Book Address Group Search Delete x ame Destination The contacts are added as the destinations 84 How To Manage Documents Searching the LDAP server for recipients Follow the steps below to search the registered LDAP
61. d Merging Documents 105 7 Click the Edit menu and select Paste Documents Preferences 76 Electronic Filing Login Edit View Document B e Filing Invert Selection Cut Y yg Public Box Ener 799 001 UserO1 9 FolderO1 h Ch DOC 110510 001 ces E Ag 002 User02 C FolderO2 g 003 User03 Y ag 004 User04 Y g 005 UserOS g 006 User06 g 007 User07 E Foldero2 The documents are created in the selected box or folder E Merging documents You can copy an entire document and insert its pages into another document The document that you want to insert is the source document and the document that you want to merge it into is the destination document Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the box or folder containing the source documents 79 Electronic Filing g 001 UserO1 g 002 User02 g 003 User03 g 004 User04 Sg 005 UserOS g 006 Usern g 007 User07 LS ap Public Box 001 UserO1 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 OK Cancel e lf you ent
62. d as an Email 76 Electronic Filing Document B e Filing 8 items B e Filing g 001 User01 g 002 UserO2 g 003 UserO3 Ag 004 User04 g 00S UserO05 g 006 User06 g 007 User07 W 7 amp Ae Public Box 001 UserO1 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name User01 OK N Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 4 Select the check box of the document that you want to send as an Email and select Send Email from the File menu 79 Electronic Filing Document New Folder B e Filing Open 79 Public Box T S ag 001 UserO1 Archive Document re FolderO1 Upload Archived Document OKI Z DOC 110510 T IT G DOC110510 001 R save Ste Y g 002 User02 Properties g 003 User03 g 004 UserO4 g 005 UserO5 g 006 Usern g OOF
63. d to what you are currently doing See these pages as required Li Screens and Operation Procedures s In this manual the screens and the operation procedures in Windows are described for Windows 7 The details on the screens may differ depending on how the equipment is used such as the status of the installed options the OS version and the applications e f you use Windows Server 2008 R2 refer to the operation procedure for Windows 7 though the screens or the menu names etc may differ e The illustration screens used in this manual are for paper in the A B format If you use paper in the LT format the display or the order of buttons in the illustrations may differ from that of your equipment Preface 1 Q Trademarks e The official name of Windows XP is Microsoft Windows XP Operating System e The official name of Windows Vista is Microsoft Windows Vista Operating System e The official name of Windows 7 is Microsoft Windows 7 Operating System e The official name of Windows Server 2003 is Microsoft Windows Server 2003 Operating System e The official name of Windows Server 2008 is Microsoft Windows Server 2008 Operating System e Microsoft Windows Windows NT and the brand names and product names of other Microsoft products are trademarks of Microsoft Corporation in the US and other countries e Apple AppleTalk Macintosh Mac Mac OS Safari and TrueType are trademarks of Apple Inc in the US and other countries e Adobe Ac
64. dpi 2 SIDED her R T PROOF COPY EDIT IMAGE 05 10 2013 ea JOB STATUS If the copying screen is not displayed press the COPY button on the control panel Storing Documents 17 3 Press STORE TO E FILING SET COPY amp FILE DOCUMENT NAME 3 DOC 110510 RESET CANCEL mare 06 STATUS 4 Press BOX FOLDER T STORAGE SETTINGS vy TEMPLATE 72 SET STORE TO E FILING COPY amp FILE DOCUMENT NAME A DOC 110510 RESET l CANCEL BAMA JOBSTATUS 5 Select the box in which you want to store the data e FILING BOX NUMBER D puc 001 J 002 E 003 J 004 J UserBox01 UserBox02 UserBox03 UserBox04 005 J 007 J 008 3 009 J UserBox05 UserBox06 UserBox07 UserBox08 UserBox09 CANCEL GAHE JOBSTATUS Press or to switch the pages You can also specify the box number 3 digit the using digital keys 18 Storing Documents e Password entry When the password has been set to the selected user box the password entry screen is displayed In this case press PASSWORD enter the password using the digital keys or the on screen keyboard and then press OK B o Select BOX Enter BOX Password BOX NUMBER 001 BOX NAME UserBox01 PASSWORD gt D e f you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as
65. e of the page e Size Displays the data size of the page e OK Click this button to close the window B Copying pages from one document to another You can copy or cut pages from a document and insert them into another one 1 Click the Documents tab The Documents tab page is displayed In the Document frame select the box or folder containing the document whose pages you want to copy or cut 76 Electronic Filing Document B e Filing K Public Box g 001 UserO1 g 002 User02 g OOS UserO3 g 004 User04 g OOS Users g 006 User06 g 007 User07 E Public Box M001 UserO1 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name User01 OK N Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 90 Editing With Pages in Your Documents 4 In the Document frame select the document whose pages you want
66. ed to the archive but you cannot open the documents on your computer e You can create an archived file that contains multiple documents in the same folder or the same box e You cannot create an archived file that contains more than 2 GB of data e Do not close the main window and child window by clicking X If you do downloading the archived documents becomes impossible If you close the window by clicking X by mistake turn the power to the equipment off and then on again Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the box or folder containing the document that you want to archive 76 Electronic Filing Document 8 e Filing 8 items B e Filing H fq Public Box g 001 UserO1 Sg O02 User02 g 003 UserO3 g 004 User04 g 005 UserO0S g 006 User06 g 007 User07 W aA F Public Box Fooi UserO1 How To Manage Documents 73 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 OK Cancel e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging i
67. ege in Box Password In the Document frame select the document whose pages you want to rearrange and click Edit 79 Electronic Filing Documents Preferences Status View Login Document B e Filing r Public Box 2799 001 UserO1 C FolderO1 I 00C110510 I 00Cc110510 001 g 002 User02 4 gg 003 UserO3 1 S g 004 User04 Y g 005 UserOS g 006 User06 E i El Pages 1 E Pages 2 E Pages 3 The pages of the document are displayed in the Contents frame and the document status is changed to the Edit mode from the View mode If the document status indicates In Use you cannot enter the Edit mode because another user is currently editing the document Editing With Pages in Your Documents 101 5 Select the check boxes of the pages that you want to move between other pages and select Cut from the Edit menu KR EI tro ic Filing Documents Preferences Login Status Editing Save Cancel Document 15 e Filing r Public Box S 99 001 UserO1 FolderO1 Z DOC 110510 DOC110510 001 ad 002 User02 acl 003 User03 ap 004 User04 Sa 005 UserOS rea Ga on a V Pa E Pages 2 E Pages 3 g 006 User06 SN ad 007 UserO The selected pages are copied to the clipboard and deleted from the document Do not perform any operation wh
68. elect this option to save the scanned images as a multi page XPS file e XPS Single Select this option to save the scanned images separately as single page XPS files e JPEG Select this option to save the scanned images as JPEG files This option is selectable only when you have scanned the images with either FULL COLOR or GRAY SCALE e If the forced encryption setting is enabled only PDF Multi and PDF Single are selectable for the file format For the forced encryption function refer to the User s Manual Advanced Guide e Files saved in the XPS format can be used in Windows Vista Windows 7 and Windows Server 2008 or Windows XP SP2 Windows Server 2003 SP2 or later versions with Net Framework 3 0 installed Encryption Set this option for encrypting PDF files if you have selected PDF Multi or PDF Single as the file format setting e Encryption Select this check box if you want to encrypt PDF files e User Password Enter a password for opening encrypted PDF files 80 How To Manage Documents e Master Password Enter a password for changing the encryption PDF setting Tips e Ifthe forced encryption setting is enabled you cannot clear the Encryption check box For the forced encryption function refer to the User s Manual Advanced Guide e The user password and the master password are not set at the factory shipment If the master password is to be set ask your network administrator e
69. er if the selected paper size is different from the actual one the selection will be cancelled and automatic paper selection will be applied 2 Key in the number of copies to be printed using the digital keys 3 Select the duplex printing mode If you do not want to print on both sides of the paper select 1 SIDE in the menu Select the finishing mode Select the receiving tray This button is available only when the Finisher is installed Set the position and width of the margin Set the position of the date and time to be printed Set the position of the page number to be printed Press PRINT SETTINGS SET 1 1 SIDE SORT NNER TRAY 2 zaten Z FINSHNG a gt gt gt NONE NONE NONE i IMAGE E TIME PAGE SHIFT 00 00 STAMP 725 NUMBER _canoeL Deleting print jobs Follow the procedure below to stop the printing of the document delete print jobs 1 Press JOB STATUS 2 On the job status menu display the print job list or the scan job list 3 Select the job you want to delete and then press DELETE 4 The delete confirmation screen appears Press DELETE For details of deleting print jobs refer to the User s Manual Basic Guide 14 Printing Documents W Test print You can print specified pages of the document for confirmation 1 Press the FILING BOX button on the control panel Power SAVE MENU SETTING INTERRUPT COUNTER e FILING BOX NUMBER
70. er an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 106 Moving and Merging Documents Select the check boxes of the source documents and select Copy from the Edit menu Documents Preferences Login 79 Electronic Filing File Edit View Document B e Filing C Public Box E 4 001 User01 Folder01 ND Zh 00c110510 001 ee g 002 User02 g 003 UserO3 g 004 User04 g 005 User0S g 006 User g 007 User07 Invert Selection Cut T amp amp amp g FolderO1 001 ra 1 opy The selected documents are copied to the clipboard Do not perform any operation while the e Filing web utility is busy 5 In the Document frame select the box or folder containing the destination document R Electronic Fi iling Documents Preferences Login View i o Ge ie S Useri 2 items File Edit B C9 Public Box E 4 001 UserO1 FolderO1 s I DOC110510 001 Y sa 002 Userd2 eg g 003 User3 L ees
71. eration allows you to rename the documents Do not turn off the power of the equipment when changing the document name The document will be lost if the power is turned off while the system is saving a new name 1 Click the Documents tab The Documents tab page is displayed In the Document frame select the box or folder containing the document you want to rename 79 Electronic Filing B e Filing 8 items 9 Public Box g 001 UserO1 H g 002 User02 Y g 903 UserO3 ag 004 User04 g 005 User0S g 006 User06 g 007 User07 LS a Public Box 001 UserO1 How To Manage Documents 61 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 OK N Cancel AOIG e Ifyou enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 4 Select the check box of the document that you want to rename and select Re
72. es Documents Documents can be stored in a box or folder in the following methods Up to 400 documents can be stored in a box or folder Up to 200 pages can be contained in a document e Copying documents and storing to e Filing e Scanning documents and storing to e Filing e Printing documents in a client computer and storing to e Filing Received Internet Faxes received faxes are forwarded to store to e Filing using forward functions Received Internet Faxes received faxes are forwarded to store to e Filing using forward mailbox functions e Storing the received faxes is available only when FAX Unit is installed e Depending on the amount of data stored in e Filing it may take some time from when the equipment is turned on to e Filing becoming ready for use Tips For details of the forward functions refer to the TopAccess Guide For details of the forward mailbox functions refer to the User s Manual Advanced Guide and TopAccess Guide e Filing Features 7 e Filing Functions B Functions operated with this equipment Below is a list of e Filing functions that you can operate with this equipment For details of the operation see the references described below LJ Printing documents The following functions allow you to print documents stored in the e Filing e To print an entire document P 12 Printing an entire document e To print specified pages of the document for confirmation P 15 Test print
73. es or folders P 104 Moving documents e To copy an entire document and insert them into another document P 106 Merging documents Tips e You can import e Filing documents into a client computer using TWAIN Driver and File Downloader e You can back up or restore documents in e Filing and various settings of e Filing using the e Filing Backup Restore Utility e Filing Functions 9 1 e Filing OVERVIEW 10 e Filing Functions OPERATIONS WITH THIS EQUIPMENT This chapter describes e Filing functions that you can operate using the control panel of this equipment PRICING DOCUMENTS T 12 Pining An a IR sale Bian T TTT 12 PTI H a E nee eee meee PON eee nee 15 SLOMING DOCUMENTS iaia a aaa 17 COPYING and SOng tO eFiling aers a a a a eect 17 SCAMMING Toe FIN TTT 22 Deleting DOCUING ING ssrssnssa e dnsciswesuemeearewnrcesnuesens aN 24 Managing User Boxes trolderse cs sss s sss sese sss 26 CRE AUMG MIS d OKC TTT 26 CITING USOT OK SS eaea tase anda ac nana anesed nama oasis syoalsadeeaai nan niece dia lnavain e a sien ees 28 RIS user DOXES IOIGSIS mrsa pects ten coe A sens searchin enact E A E 30 Printing Documents You can print documents stored in the e Filing using the control panel of this equipment LJ P 12 Printing an entire document LL P 15 Test print B Printing an entire document You can print an entire document 1 Press the FILING BOX button on the control pa
74. es windows that contain details of the document or page To display the Document Properties window select the check box of the document and select Properties from the File menu To display the Page Properties window select the check box of the page and select Page Properties from the File menu The Document Properties window contains the following information Document Properties I DOC110510 001 Location e Filing User01 Total Pages 3 Size 19 MB Created 2011 05 10 09 05 09 Modified 2011 05 10 09 05 11 LastAccessed 2011 05 10 10 00 59 e Location Displays the directory where the document is located s Total Page s Displays the number of pages the document contains e Size Displays the data size of the document e Created Displays the date and time the document was created e Modified Displays the date and time the document was last modified e Last Accessed Displays the date and time the document was last accessed by any user e OK Click this button to close the window The Page Properties window contains the following information Page Properties Fo DOC110510 001 1 3 Format Copy Resolution 600 x 600 Image Size 4867 x 6922 Paper Size Ad Size 6710KB e Format Displays how the page is stored e Resolution Displays the resolution of the page e Image Size Displays the pixel size of the page Editing With Pages in Your Documents 89 e Paper Size Displays the paper siz
75. est one 108 Moving and Merging Documents 1 0 Click Save Document B e Filing Public Box 2799 001 UserO1 FolderO1 Q 00C110510 001 799 002 User02 C Folder02 DOC110510 002 g 003 User03 ag 004 User04 79 Electronic Filing File Edit le D0C110510 002 4 5 OKI User s Manual Setup Guide Documents Preferences Status Editing E Pages 3 Save Cancel Pages 4 Login A m ad 005 UserO5 Ag 006 UserO6 ad 007 UserO7 Oe Oe oe Pages 5 m The Save Document window appears 11 Enter the document name in the Document Name box and click Save Save Document N armes DOC110510 002 Save Cancel e f you rename the document it will be saved as a new one If you do not change the name the original document will be overwritten e The document status is returned to the View mode from the Edit mode Do not close the Save Document window by clicking X The operations may no longer work properly If you close the window by clicking X turn the power to the equipment off and then on again Moving and Merging Documents 109 6 EDITING DOCUMENTS 110 Moving and Merging Documents SYSTEM ADMINISTRATION This chapter describes system administration of the e Filing features ALSO UTs TR e A hiss ines eset sens ac
76. ether the print time is printed on each page or not When you want to print the time stamp select where you want it to be done Image Shift Position Select whether the printed images are to be shifted or not When you want to shift the printed images select it to be done Shift Margin Front Select the width of the margin that is to be added to the side when the printed images are shifted 66 How To Manage Documents Shift Margin Back Select the width of the margin that is to be added to the opposite side when the printed images are shifted Cover Sheet Insertion Use Front Cover This option sets front cover printing which allows you to insert or print a cover on a sheet fed from a different tray than the Paper Source option To enable front cover printing select the check box and specify the location from where the cover sheet is to be fed and the print style to be used Cover Sheet Insertion Use Back Cover This option sets back cover printing which allows you to insert or print a cover on a sheet fed from a different tray than the Paper Source option To enable back cover printing select the check box and specify the location from where the cover sheet is to be fed and the print style to be used Cover Sheet Insertion Insert Pages This option sets sheet insertion printing which allows you to insert a sheet between pages or print a specific page on a sheet fed from a tray other than the Paper Source option This o
77. folder by pressing CANCEL Managing User Boxes Folders 31 2 OPERATIONS WITH THIS EQUIPMENT 32 Managing User Boxes Folders OVERVIEW OF e Filing WEB UTILITY This chapter provides an overview of the e Filing web utility features Before Using the e Filing Web Utility sss sss sss eee sees esen eee 34 Getting Started With the e Filing Web Utility sse eee eee 36 WOOQING Nas a USE were idan anaddce a EEE aE shite yeas eaer ern A aes uer tern macarons 36 Logging in AS a SYSTEM administrator eee ee 37 ADOUL ING MAIN TADS a aaa a T aN aO aan 2 38 NE OC AIS NS AO TTT 38 Prererences aD ses cscs Sees acer cdet ha dected E eo ea eae recede aetew adieo hi a Sead ot cad eco ete 40 Administration b re TTT 41 Rere Gi Mil THT 42 Before Using the e Filing Web Utility Before using the e Filing web utility check the following items on your computer P 34 System requirements System requirements The e Filing web utility works with the following browsers for the Microsoft Windows operating system e Microsoft Internet Explorer 6 0 or later Internet Explorer 7 0 or later when IPv6 is used e Firefox 3 5 or later e The minimum display resolution required for these browsers is 800 x 600 e When using Internet Explorer the Privacy setting must be set to Medium on the browser Do not set Block All Cookies or High for the Privacy function For instructions on the Privacy setting see the following procedure e Disable the popup block f
78. g box for the printer driver may be different depending on the application that you are using Refer to your application manual about displaying the Printing Preferences dialog box 4 Select the print job type on the Basic tab 1 Select Store to e Filing in the Print Job box 2 Select other print options as required 3 Click OK OKIMC770 PS Printing Preferences sss Basic Finishing Paper Handling Image Quality Effect Others Templates Print Job Original Paper Size g Normal Print Ed E Letter 8 1 2 x LL L S Normal Print Print Paper Size Flimage Scale Scheduled Print a Same as Original Size 100 25 400 amp Private Print Eli Proof Print Paper Source gt Hold Print Auto Y Print to Overlay File Paper Type E Multiple Job Ty Plain g iin Destination K Stacker Letter F Eo EI Settings Number of Copies 1 999 Profile None Orientation Delete 9 Portrait Landscape Restore Defaults 332 How To Manage Documents 71 Select a user box to save the print job 1 Select the desired user box number from the Store to box Enter the password for the user box in the Password box 2 3 If you print a job as well as saving it in the user box select the Print check box 4 Click OK Store to e Filing E Store to Password 001 UserO
79. g composed of DOC year month and date is displayed by default This format can be changed in TopAccess For details refer to the TopAccess Guide If the same name has already been stored a serial number 001 002 will be automatically added to the end of the file name and stored 8 When the copy confirmation screen appears press YES to store and print the document If you want to store the document without printing it press NO Meou vie Print this document CANCEL 2011 1 KKJ JOBSTATUS 20 Storing Documents 9 Press the START button on the control panel MENU SETTING INTERRUPT COUNTER oe Power SAVE Print DATA ATTENTION Main Power E C m e Copying the next original Depending on how the original is set the confirmation screen to copy next the original may be displayed Repeat the procedure below as many times as necessary When the scanning of the last page of the original finishes press FINISHED e When the original is set on the glass place the next original and press YES When you press the START button on the control panel scanning will start s When the original is set on the RADF Reversing Automatic Document Feeder in the SADE single feed mode scanning will start when the next original is set You do not need to press any key SCANNIN Place next original on glass Press START or NEXT COPY to copy Press JOB FINISH to complete scanning SCAN PAGE
80. ging User Boxes and Folders 5 7 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 All folders and documents in the box are displayed in the Contents frame e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 4 Select the check box of the folder with the properties that you want to view and select Properties from the File menu 79 Electronic Filing File Edt view Laa Document New Folder B e Filing gj Public Box soma E ag 001 UserO1 Archive Document 4 FolderOi Upload Archived Document Hl fg 002 Userd2 Test Print Y gg 003 User03 Print Document Ag 004 UserO4 g 005 UserOS g 006 User06 G Y g 007 User07 Send Email 25 MlFoldero1 The Folder Properties window appears In the Folder Properties window you can view the folder properties e Do not select several folders at the same time You can only view the properties of one folder at a time e Users
81. hich the notification will be sent 56 Managing User Boxes and Folders Tip When the options Send Email when an error occurs and Send Email when job is completed are enabled you are notified of whether or not the following e Filing operations are successfully completed Scan to e Filing Copy to e Filing Print to e Filing Fax Internet Fax Received Forward to e Filing e Filing to Print e Filing to Email An administrator can configure the e Filing notification setting in the TopAccess Administration tab Maintenance Notification page For more information refer to the TopAccess Guide 7 Click OK to close the Box Properties window Box Properties ad 001 UserO1 Contains 0 Files 1 Folders Preservation Period for Documents Email Address for Notification Created 2011 05 10 09 03 22 Modified 2011 05 10 09 04 43 OK N Change Properties LJ Displaying folder properties You can only view and confirm the folder properties No operation to modify the folder properties is available 1 Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the box containing the folder whose properties you want to display 76 Electronic Filing File tan View i e Filing 8 items Document e Filing r Public Box g 001 UserO1 W a E Public Box 001 UserO1 Mana
82. ies window is displayed Tip If you do not need to change the box properties press OK on the above screen to complete the operation Managing User Boxes and Folders 55 6 Specify the following items as required and press Save Change Box Properties ad 001 UserO1 Change Box Password Old Password New Password Confirm New Password Change Preservation Period for Documents inside Box E Delete document automatically Preservation Period for Documents days e Filing Notification Events Send Email when an error occurs Send Email when job is completed Advance automatic delete notification Advanced notification is sent before the date of file deletion 3 day s notice Save Cancel Change Box Password Select this check box to edit the box password When you select this check box enter the password in the Old Password New Password and Confirm New Password boxes e Old Password Enter the current box password This option is enabled only when you select the Change Box Password check box e New Password Enter the new box password This option is enabled only when you select the Change Box Password check box e Confirm New Password Enter the new box password again This option is enabled only when you select the Change Box Password check box Tip If you forget the old password you can enter the administrator password in the Old Password box ins
83. ile the e Filing web utility is running busy 6 Click the space between the pages where you want to insert the copied pages K El tro ic Filing Documents Preferences Login cm 90C110510 001 1 2 Status Editing Save Cancel Document 15 e Filing r Public Box S 99 001 UserO1 FolderO1 Z 00C110510 boc110510 001 ad 002 User02 acl 003 UserO3 acl 004 User04 acl 005 UserO5 acl 006 User06 g 007 User07 v ps E a KA D E Pages 1 E pages 2 A 1 item is cut The arrow indicators move to the space between the pages where you have clicked 7 Click the Edit menu and select Paste 76 EI tro lic Filing Documents Preferences Login Status Editing Save Cancel Document 15 e Filing r Public Box S 99 001 UserO1 FolderO1 Z DOC 110510 DOC110510 001 ad 002 User02 acl 003 UserO03 acl 004 User04 acl 005 UserO5 acl 006 User06 g 007 User07 E pages 1 E pages 2 An The copied pages are inserted between the specified pages 8 Continue the procedure from steps 5 to 7 to rearrange the pages 102 Editing With Pages in Your Documents 9 After you have completed rearranging the pages click Save KR Elect ic Filing Documents Preferences Login File Edit Document E DOC110510 001 3 3 Status Editing he B e Filing r Public Box ene _ as ag 001 UserO1 rare a g ee 4 C1 FolderO1
84. ing folders This operation allows you to create up to 100 folders in each box Only single level folders can be created in each box You cannot create subfolders in the folders Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the box where you want to create a folder 79 Electronic Filing Document 8 e Filing 8 items B e Filing R lt Public Box g 005 UserOS g 006 User06 Ag 007 UserO07 E Public Box E001 UserO1 Managing User Boxes and Folders 45 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 4 Click the File menu and select New Folder 79 Electronic Filing File Fut View wot Document B e Filing Open R 99 Public Box asien E ag 001 UserO1 Archive Document ag 002 Usero2 Upload Archived
85. invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password 4 Select the check boxes of the folders that you want to delete and select Delete from the Edit menu P Electronic Filing File Edit View twvout O Document Invert Selection B e Filing ig Public Box a Ag 001 UserO1 amp FolderO1 g O02 User2 g 003 User03 ad 004 User04 sd 005 UserO5 g 006 User06 g OOF UserO IZ FolderO1 1 The confirmation message dialog box appears You can also delete a folder by selecting the folder in the Document frame clicking on the Edit menu and selecting Delete In that case make sure that no documents are selected in the Contents frame If any documents are selected they will be deleted instead of the selected folder R Click OK Message from webpage pes C Do you want to delete the item s FolderOL ECNE The selected folders are deleted Managing User Boxes and Folders 49 B Renaming user boxes and folders This operation allows you to rename the user boxes and folders
86. it mode from the View mode If the document status indicates In Use you cannot enter the Edit mode because another user is currently editing the document 8 Click the space between the pages where you want to merge the documents 79 EI tro ic Filing Documents Preferences Login Edit S DOc110510 002 1 3 Status Editing Save Cancel Document e Filing C Public Box S 99 001 UserO1 Q FolderO1 00c110510 001 S 99 002 User02 O Folder02 DOC110510 002 ad 003 User03 acl 004 User04 acl 005 UserO5 acl 006 User06 g 007 User07 v OKI WwW User s Manual Setup Guide an E Pages 1 E Pages 2 E Pages 3 A The arrow indicators move to the space between the pages where you have clicked 9 Click the Edit menu and select Paste KR EI tro nic Filing Documents Preferences Login Edit E DOCET Invert Selection Status Editing Save Cancel Document B e Filing G Public Box S 99 001 UserO1 G FolderO1 K pOC110510 001 zna S Ag 002 User02 FolderO2 poc110510 002 ad 003 User03 ag 004 User04 ag 005 User05 acl 006 User06 g 007 User07 v Cut Copy G D w US D UU M Gl Pages 1 Pages 3 aN The copied documents are merged between the specified pages Tip If multiple documents have been copied the documents are merged in order from the old
87. ith Pages in Your Documents 93 12 Click the Edit menu and select Paste K EI t nic Filing Documents Preferences Login Document Status Editing B e Filing G Public Box Aj 001 UserO1 O FolderO1 K 2 DOC110510 ars N DOC 110510 001 E Ag 002 User02 O Folder02 DOC110510 002 g 003 User03 g 004 User04 g 005 User05 g 006 User06 g 007 User07 Save l Cancel Invert Selection v Cut re to Rend Theis Manwal contents Copy pasa Seatac eae Pages 2 Pages 3 Ae The copied pages are inserted between the specified pages 1 3 Click Save 76 EI tre ic Filing Documents Preferences Login File Edit View Layout m Document amp D0C110510 002 4 5 Status Editing Cancel B e Filing C Public Box a aon User s Manual i SE x S ig 001 UserO1 el FolderO1 DOC 110510 ee GN 00c110510 001 L E 99 002 User02 Eo Q Folder02 e DOC110510 002 m Sa l Ga belas El Pages 1 Pages 2 E Pages 3 E E pages 4 g 004 User04 g 005 User0S lianna g 006 User Sg 007 User07 ee _ Pages 5 4 HH E E The Save Document window appears 1 4 Enter the document name in the Document Name box and click Save Save Document Name D0C110510 002 Save Cancel e f you
88. ized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password Editing With Pages in Your Documents 95 4 In the Document frame select the document whose pages you want to copy or cut KR Eh irc ic Filing Documents Preferences Login Status View Document Ga 90C110510 001 1 3 B e Filing r Public Box 799 001 UserO1 H C FolderO1 DOC 110510 User s Manuel E s ec I 0c110510 001 K R g 002 User02 TEEN gp 003 UserO3 N Ag 004 User04 Ag 005 UserO05 g 006 User06 g 007 User07 GG amp amp R E Pages 1 El Pages 2 Pages 3 The pages of the document are displayed in the Contents frame Tip If you want to cut pages from the document click Edit to enter the Edit mode Clicking Edit changes the document status from the View mode to the Edit mode so that you can cut pages from the document If the document status indicates In Use you cannot enter the Edit mode because another user is currently editing the document 5 Select the check boxes of the pages that you want to copy or cut and select Copy or Cut from the Edit menu 79 Eh irc ic Filing Documents Preferences Logi
89. l x Kan Box Folder E Print Cancel Tip If you want to save a print job in a specified folder enter its name in the Box Folder box To save data in an existing folder enter its folder name in the Box Folder box To create a new folder and save data in it enter the new folder name in the Box Folder box If the Enable SNMP Communication option is enabled on the Configuration tab only the user boxes that have been set up will be displayed in the drop down list box 6 Click OK or Print to save the print job The print job is saved in the specified user box 72 How To Manage Documents B Archiving documents The e Filing web utility allows you to archive the documents stored in e Filing and download the archived files to your computer These files can also be uploaded from your computer to e Filing in the equipment or other equipment of the same series LL P 73 Downloading an archived document LJ P 76 Uploading archived documents The archive files are compatible with the same series of the MFP LJ Downloading an archived document You can archive the documents in the box and download it to your computer Use this feature to create a back up file of your documents in e Filing The following procedure describes an example of how to download an archived document when using Microsoft Internet Explorer e The archived file contains all the documents you have specifi
90. lease wait while the documentis compressed and a downloadable archive file is created 65 T Cancel When archiving the document has been completed Your document has been archived successfully is displayed Do not perform any operation while the e Filing web utility is running busy 7 Click the file name link to download the archived file Archive Document Your document has been archived successfully Please click the link below You can now download the archived file onto your system The link will launch a file download dialog allowing you to select a name and path for the zip file FileName 20110510_15442 zip Created 05 10 2011 09 40 42 Size KB 21 MB Close The File Download dialog box appears 8 Click Save File Download Ea Do you want to open or saye this file i Name 20110510_15442 zip Type Compressed zipped Folder 21 9MB From 157 69 73 250 Open Save Cancel V Always ask before opening this type of file gt While files from the Internet can be useful some files can potentially Q harm your computer If you do not trust the source do not open or save this file What s the risk The Save As dialog box appears 9 Locate the folder where you want the archived file saved and click Save Save as type Compressed zipped Folder Save As g9 MM Desktop v 4 Search Desktop Organize v New folder a T Favorites Librarie
91. loaded to the selected box Cancel When uploading the archived file has been completed Your document has been uploaded successfully is displayed Do not perform any operation while the e Filing web utility is running busy 1 0 Click Close Upload Archived Document Your document has been uploaded successfully The documents are added to the selected box B Sending Email You can send the selected documents as Emails from the e Filing web utility When you perform this function the equipment creates an Email with the selected documents as an attached file and sends the Email directly from the equipment e To use the Send Email function the Email configuration of the equipment needs to be set by the network administrator e When using a multifunctional digital color system color MFP you can send e Filing documents as Emails only when they have been saved under the conditions noted below Check the document properties before sending the documents Documents which were saved with the copy function of the equipment in the black TEXT PHOTO or black TEXT mode Documents which were saved with the scanning function of the equipment Documents which were saved with the received fax Internet Fax transferred function 1 Click the Documents tab The Documents tab page is displayed 78 How To Manage Documents In the Document frame select the box or folder containing the document that you want to sen
92. m a documen TTT 99 M ving pages WITHIN a COCUMENEs anica i hex crceencenad ak T icin ated 101 Moving and Merging Documents ssssssssssssss esse ss esse esse esse enen enen 104 Moving OC UMC nT 104 Merdin g COCUIM GINS TTT 106 About the Document Control Buttons The e Filing web utility allows you to make changes to your stored documents before you print them Three document control buttons are provided in the e Filing web utility Edit Save and Cancel These buttons are displayed at the top of the Contents frame when you select a document in the Document frame The buttons displayed vary depending on the document status e Edit Click this button to start editing the document Only this button is displayed when you are in the View mode where the document status indicates View When you click Edit the document status will be changed to Editing Save and Cancel appear instead of Edit and you can edit the document If you click this button when the document status indicates In Use you cannot enter the Edit mode and the message The Document is being used Please try again later is displayed e Save Click this button to save the document that you have edited This button is displayed only when you are in the Edit mode where the document status indicates Editing When you click this button the document is saved and returns to the View mode e Cancel Click this button to return t
93. ment 1 wees Filing Disk Space Available 10142 MB Stored Data Data Type Data Size Remarks Box Shared File 97 MB amp Box Number Box Name Used capacity Status 001 UserO1 57 MB 002 User02 5 KB 003 User03 5 KB 004 User04 40 MB 005 User05 5 KB 006 UserO06 5 KB la 007 UserO 7 5 KB 1 e Filing Disk Space Available This item displays the available hard disk space for storing the e Filing data 2 Box Number Box Name Used capacity Status This item displays a list of all user boxes When you click a box number or box name link the Box Properties window opens and you can see the detail properties of the box If the user box is locked the lock status is displayed in the results To delete or unlock a user box select the check box on the left of each property and then click Delete or Unlock 3 Delete Click this button to delete the selected boxes Before doing so first select the check boxes of the user boxes that you want to delete Tips e You cannot delete the public box e For instructions on how to erase user boxes see the following section P 112 Erasing boxes 4 Unlock Click this button to unlock the selected boxes Before doing so first select the check boxes of the user boxes that you want to unlock Tip For instructions on how to unlock the user boxes see the following section P 113 Unlocking user boxes About the Main Tabs 41 B Log in link The L
94. mode Do not close the Save Document window by clicking X The operations may no longer work properly If you close the window by clicking X by mistake turn the power to the equipment off and then on again 100 Editing With Pages in Your Documents B Moving pages within a document You can move pages within a document to rearrange the page order 1 Click the Documents tab The Documents tab page is displayed In the Document frame select the box or folder containing the document whose pages you want to rearrange 76 Electronic Filing D Public Box g 001 UserO1 g 002 User02 g 003 User03 g 004 User04 g OOS UserOS g 006 Usert6 g OOF Usero Public Box E001 UserO1 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name User01 OK N Cancel l e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privil
95. n Save Cancel Status Editing Document B e Filing Y r Public Box 2799 001 UserO1 LT FolderO1 Invert Selection 00C110510 DOC110510 001 g 002 User02 g 003 User03 g 004 User04 acl 005 UserO5 a iv F g 006 User06 Kk 1 Pages 2 Pages 3 H e e ad 007 UserO07 e When you have cut pages from the document proceed to the next step after the process is completed e When you have copied pages from the document proceed to step 8 after the process is completed Do not perform any operation while the e Filing web utility is running busy 96 Editing With Pages in Your Documents 6 Click Save to save the document KR EI ot nic Filing Documents Preferences Login Status Editing he e mea Document B e Filing r Public Box 799 001 UserO1 FolderO1 j DOC 110510 DOC110510 001 g 002 User02 g 003 User03 Ag 004 User04 ag 005 UserO05 g 006 User06 g 007 User07 E Pages 1 Pages 2 G amp G amp amp amp E amp 1 item Is cut The Save Document window appears 7 Enter the document name in the Document Name box and click Save Save Document Name D0C110510 001 Save Cancel e f you rename the document it will be saved as a new one If
96. n cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password Select the check box of the document that you want to archive and select Archive Document from the File menu 79 Electronic Filing Fie Edit wen teyout O U O Document New Folder B e Filing Open G Public Box ane E 4 001 UserO1 9 FolderO1 00C110510 a aao Manual G DOC 110510 001 ea na Y Sg 002 USer 2 g 003 UserO3 H g 004 User04 Y g OOS UserOS Send Email Sg 006 Serg g OOF UserO Upload Archived Dc es OKI Properties FolderO1 poc110510 Scan The confirmation dialog box appears Users can also archive a document by selecting the document in the Document frame clicking on the File menu and selecting Archive Document However you cannot archive individual pages even if you select the check boxes of the pages displayed in the Contents frame 5 Click OK to start archiving the document Message from webpage x Do you want to archive the document P This process may take some time i Cancel 74 How To Manage Documents The Archive Document window appears During archiving you can quit the process by clicking Cancel Archive Document This process may take some time P
97. n the Box Properties window in a user box The documents will be deleted after the specific number of days have passed P 54 Modifying and displaying user box and folder properties Operating with a client computer B Copying and storing to e Filing You can copy and store documents in e Filing The e Filing documents can be copied and stored at the same time e Documents whose paper sizes are shown below cannot be stored in e Filing Custom paper Non standard size paper multi purpose tray e A document stored by Copying and storing to e Filing is suitable for output but not for importing as an image into a client computer To get the best image quality for importing an image into your computer store the document by Scanning to e Filing P 22 Scanning to e Filing Place the original s and set the copy mode as necessary For details of placing original s and copy mode settings refer to the User s Manual Basic Guide On copy mode settings even when TWIN COLOR COPY or MONO COLOR is selected on the IMAGE tab this mode is invalid for storing documents in e Filing This mode is also invalid for copying documents at the same time as storing them 2 Press STORAGE on the copying screen g COPY STORAGE A SETTINGS fcr TEMPLATE READY NON SORT COLOR oe gt COPY NON STAPLE de BACK C9 ZOOM 2 FNSHNG 992 S COLOR S AUTO S AUTO R OUTPUT a He 600
98. name from the File menu 79 Electronic Filing File Edit view O aen New Folder Document B e Filing Sg Public Box E 4 001 UserO1 T RS 4 Folder01 ea Aaa OKI 4 DOC1 10510 E User s Manual lf 0Cc110510 001 eee al g 002 User02 H g O03 User03 g 004 Userl4 Y g 00S UserOS Send Email g 006 Usern Y gg 007 User07 Properties El FolderO1 poc110510 Scan The Rename Document window opens Tip Users can also rename a document by selecting the document in the Document frame clicking on the File menu and selecting Rename In that case even if you select the check boxes of pages in the Contents frame e Filing will only rename the selected document in the Document frame 5 Enter the document name in the Name box and click OK Rename Document Name DOC110510 N Cancel The confirmation dialog box appears Document names can consist of any ASCII characters except lt gt amp Do not use a space or period at the beginning or end of the name The maximum size of a document name is 64 characters 62 How To Manage Documents Click OK Message from webpage ssl Q Do you want to rename the item OK Cancel The document is renamed E Deleting documents This operation allows you to delete documents from the box
99. nel Menu SETTING INTERRUPT COUNTER Power Power SAVE e FILING 7 BOX NUMBER E 001 002 a 004 PUBLIC J J BOX UserBox01 UserBox02 UserBox03 UserBox04 005 E p K 007 E 008 009 UserBox05 UserBox06 UserBox07 UserBox08 UserBox09 PRINT BOX SETTING GAMP JOB STATUS Press or to switch the pages You can also specify the box number 3 digit using the digital keys e Password entry When the password has been set to the selected user box the password entry screen is displayed In this case press PASSWORD enter the password using the digital keys or the on screen keyboard and then press OK Select BOX Enter BOX Password BOX NUMBER 001 BOX NAME UserBox01 e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols 12 Printing Documents 3 If the document is stored in a folder select the folder and press OPEN e FILING K 001 UserBox0 B BBB Document Folder Name Date Time Paper Pages W Folder01 11 02 25 10 04 32 A RETURN DELETE PRINT BOX SETTING 98 88 If the document is stored outside of the folder this operation is not necessary Select the document To change the print settings
100. ns operated with a client computer see eee ee ee e eee 9 e Filing Features The e Filing is installed in a hard disk of this equipment It allows you to store documents and to print edit manage the stored documents This section describes the system of e Filing for storing documents Control Panel Client Computer Documents stored by the printing operation printer driver Documents stored by receiving Internet Fax FAX Documents stored by the copying scanning operation All users Specified users or administrators Public Box The public box is an e Filing created by default All users can access it so it is suitable to store shared documents which any user may need to work with Since the public box is a built in system box you cannot change the name of the box create a new box delete the box User Box The user box is an e Filing that each user can create The user box can be protected by a password to limit access It is suitable for specific users or an administrator to store confidential documents You can also create a user box without setting a password In this case all users can access the user box as well as the public box Up to 200 user boxes can be created Folders You can create folders in each box However you can create only one level of folders within each box You cannot create subfolders within folders Up to 100 folders can be created in a box 6 e Filing Featur
101. nt sse ee eee ee 106 Moving documents from one box OF folder to another sanimin aa a 104 Moving pages within a document sss eee eee e eee 101 N NEW BOK E a a E banaamanaenteeas 44 New Folde onaco en a AA 46 NEW Password IT 56 Number of Copies sasceniaeenn a a 66 O old Password ena tetanus 56 P Page COPO Wae n a ene een tee ers 90 95 RI a N A 99 MOVO a a N 101 Sele ere ia a a 89 Page Number AINA e aike de tete ct est asd ec te osetderety eae 66 Sree 66 Paper Source TTT 66 Paper TYDE iaa N 66 Paper Type ISS 4 22 24 rc 3505229 2 49T Ho rT Zaara 67 PassWord mererin n N aa 6 Password entry ese eee ee eee eee 12 19 29 PASIC a I 94 98 102 106 108 Preferences T 40 Preservation Period for Documents esse ee eee ee e e 56 Primi Document secesia tue aetncedsetetese A 65 PANUNG iari r a O aes 12 Printing a document using Test Print sese ee eee e e 68 Properties ecuauutul wend instead abort a vended 55 58 Publie BOX lt e HO Sae ORO Rond D R ETIE A O a H aa aL Zai 51 53 INDEX 115 S Save a print job Hauser DOK cerae aronui 71 Inthe ese 70 DAVES Mode T 88 SCANNING TT 22 Scanning the next original see ee e ee 23 eles Tee TTT 67 Sen Mall aaeeei A desta ot dard anyone 19 Send Email when an error OCCUIS e eee 56 Send Email when job is completed see eee e eee 56 Shift Margin Se TTT 67 POMC sa tacit caceoe caer L 66 SOM Raes 66 enel TTT DD TTT 41 SIONN O s aa EE aaa aA SE akties soem 17 T TS Saa N N PEE A
102. o the View mode without saving the document This button is displayed only when you are in the Edit mode where the document status indicates Editing The document status is displayed to the left of these buttons The document status indicates the following situations e In Use This indicates that another user is currently editing the document e View This indicates that the document is currently in the View mode and you can only view the pages within the document s Editing This indicates that the document is currently in the Edit mode and you can edit the document When you edit or delete a document that is shared by other users make sure to refresh the display to see the latest status of the document If the two or more users try to edit or delete the document or the page at the same time the data may be damaged 88 About the Document Control Buttons Editing With Pages in Your Documents The e Filing web utility allows you to copy move delete and insert pages and change the order of pages in your document LL P 89 Displaying document and page properties LJ P 90 Copying pages from one document to another LL P 95 Copying pages from a document to a box or folder LL P 99 Deleting pages from a document Yoh LL P 101 Moving pages within a document E Displaying document and page properties You can display the Document Properties and Page Properti
103. og in link that is displayed next to the main tabs allows you to log in as a system administrator P 42 Administrator log in page You can perform the administrative function from the Administration tab that will be displayed after you log in as a system administrator P 41 Administration tab LJ Administrator log in page You must enter the system administrator password to log in as an administrator 76 Electronic Filing Administrator Login 1 Password qo jg seseee 2 E Canoe Rmn 1 Password Enter the system administrator password that is same as the administrator password on the touch panel display and TopAccess 2 Login Click this button to log in as a system administrator 3 Cancel Click this button to cancel login and return to the main page 42 About the Main Tabs HOW TO MANAGE USER BOXES FOLDERS This chapter provides instructions on how to manage user boxes and folders by using the e Filing web utility Managing User Boxes and Folders sss esse sss ssssssessne eenn eee 44 Creating user boxes and olders 2 es Be ee ee le i as hee a oak 44 Deleting user boxes ANC folders ccceecccccceseccecceeneecceeueccecceusececsusceeeceueeeecseeeeeesseueeesseuueeessuaseessseesesssageesenaas 47 Renaming user boxes and Tolderss2 cces ices oe eee Ss eh Rae een OI Re Re T 50 Modifying and displaying user box and folder properties sese eee 54 Managing User Boxes and Folders The e
104. on to print all pages of the document first page number last page number Pages Select this option to specify the pages to be printed When this option is selected enter the numbers of first page and last page to be printed in each box Department Code Enter a department code This must be entered only when the department code is enabled on the equipment Tips e When both the user management and department management settings are enabled the quotas that are allowed for the department and user will be displayed in the upper right hand area of the page e Clicking Print prints one copy of the document and the print result window is displayed e Clicking Cancel closes the Test Print window without printing 6 Click Close to return to the Documents tab page When you want to cancel a job before printing is complete access TopAccess click the Job Status tab gt Print select the job and press Delete How To Manage Documents 69 B Storing documents From an application that runs under the Windows operating system you can send a document as a print job to e Filing with the printer driver You can store your documents in the public box or in a user box LL P 70 Saving a print job in the public box LJ P 71 Saving a print job in a user box When you store a document in e Filing by using the printer driver the printed image not the original document in your computer will be
105. or folder 1 Click the Documents tab The Documents tab page is displayed In the Document frame select the box or folder containing the documents you want to delete P Electronic Filing Document B e Filing 8 items B e Filing r Public Box g 001 UserO1 g 002 User02 g OOS UserO3 g 004 User04 g 005 UserOS g 006 User06 g 007 USer 7 W a F Public Box E001 UserO1 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 001 Box Name UserO1 OK N Cancel l e lf you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the blank symbols Tip You can also enter the password of a user with an administrator privilege in Box Password How To Manage Documents 63 4 Select the check boxes of the documents that you want to delete and select Delete from the Edit menu 79 Electronic Filing Document B e Filing Y H Public Box E Ag 001 UserO1 FolderO1 DOC 110510 tq DOC 110510 001 g 002 UserO2 Y g 003 UserO03
106. pies to be printed The selectable range of the number of copies is from 1 copy to 999 copies Sort Copies Select this option to output the document separately for each copy Group Copies Select this option to output the document separately for each page Paper Type Select the type of paper desired Department Code Enter the 1 to 63 digit department code if required You must enter the department code to print a document if the department code is enabled on the equipment Paper Source Select the paper feed source Select a paper source that correlates with the printing size Destination Select the tray to which the document will be output Staple Select whether the document is to be stapled or not When you want to staple the document select how it will be done e Staple is enabled only when the Finisher is installed e f you enable the Staple option after enabling the Interleave Pages option the latter will be automatically disabled Page Number Position Select whether the page numbers are to be printed on the pages When you want to print the page numbers select where it will be done Page Number Initial Page Enter the first number that applies to the first page of the document When the Cover Sheet Insertion Use Front Cover option is enabled the front cover is counted as the first page and the first page of the document is counted at the second page Time Stamp Position Select wh
107. press SETTINGS To perform printing without changing them press PRINT e FILING K 001 UserBox01 K Folder01 B BEB Document Name Date Time Paper Pages S DOC 1710508 10 06 04 A4 DOC 110510 10 06 05 A4 DAMP JOBSTATUS If you press SETTINGS proceed to step 5 If you press PRINT printing will start When you want to stop printing see Deleting print job in step 6 Tip Press BBE to preview thumbnail images of the documents Select the desired one and press OPEN to display its contents Press S to return to the list e FILING fe TEMPLATE K 001 UserBox01 K Folder01 Document Name DOC 110508 DOC 110510 A RETURN DELETE SETTINGS J TEST PRINT d OPEN BOX SETTING SUIS JOB STATUS Printing Documents 13 5 Change the print settings as necessary 3 4 5 2 FIl IN sd Ee 4 SIDE SORT INNER TRAY l E S 2 SDED 4 FINSHING a gt NONE NONE NONE i MAGE a TME f PAGE SHIFT 00 00 STAMP 22 NUMBER E gt gt CANCEL gt ee eel es el N our gt 1 6 7 You can operate the print settings as below For step 3 to 8 when each button of the menu is pressed the setting screen appears Perform the appropriate operations These operations of settings are the same as the one of copy modes For details of the operation refer to the User s Manual Basic Guide 1 Select the paper feeder Howev
108. ption is useful when you want to insert a blank sheet between chapters or when you want to print chapter cover pages on different paper To enable sheet insertion printing select the check box and specify the location from where the inserted sheets are to be fed and the print style to be used Then enter the page numbers you want to insert separating them with commas if multiple pages are specified in the Pages box Cover Sheet Insertion Interleave Pages This option sets the interleaving page feature that is useful when you want to insert paper of a different type or from another source between every page of your print job For example you could use this option to insert blank colored sheets between overhead transparencies To enable interleaving pages select the check box and specify the location from where sheets are to be fed Also select the Duplicate check box if you want to print the previous page images on the inserted sheet If you enable the Interleave Pages option after enabling the Staple option the latter will be automatically disabled Paper Type Insert When you select the Bypass Feeder option for the paper source of either the Use Front Cover User Back Cover Insert Pages or Interleave Pages option select the paper type for the paper fed from the multi purpose tray Tip When both the user management and department management settings are enabled the quotas that are allowed for the department and user will be
109. reated and edited using a client computer LL P 44 Creating user boxes and folders LL P 50 Renaming user boxes and folders L9 P 54 Modifying and displaying user box and folder properties B Creating user boxes You can create user boxes up to 200 1 Press the FILING BOX button on the control panel MENU SETTING INTERRUPT COUNTER Power OQ Power SAVE Gu i CLEAR PRINT DATA ATTENTION Main POWER E LC 2 Press the BOX SETTING tab select an unregistered button numbered from 001 to 200 then press SETUP e FLNG P s E sl o H id aed JOBSTATUS Press or to switch the pages You can also directly specify the box number 3 digit the using digital keys 26 Managing User Boxes Folders 3 Press BOX NAME and enter the box name S e Fil IN BOX SETUP Enter BOX name and Password Box No 011 Y CANCEL e Entering box name Press BOX NAME The on screen keyboard is displayed Key in the box name up to 32 characters using the keyboard and the digital keys then press OK However the following one byte characters cannot be used A space or period cannot be used at the beginning or end of the name If these characters are keyed in an error message informing you of the invalid character used is displayed amp lt gt 1 UserBox11_ E E Basic Back Sp
110. robat Reader and PostScript are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and or other countries e Mozilla Firefox and Firefox logo are trademarks or registered trademarks of Mozilla Foundation in the U S and other countries s IBM AT and AIX are trademarks of International Business Machines Corporation e NOVELL NetWare and NDS are trademarks of Novell Inc e TopAccess is a trademark of Toshiba Tec Corporation e Other company and product names given in this manual or displayed in this software may be the trademarks of their respective companies 2 Preface CONTENTS PROT AG 6 sickens tects amet ede deiet ca E A A E a eee sue tacceaaees 1 Chapter 1 e Filing OVERVIEW CFIN PO AUC Scara tacuacctudhie tackles ie eecde tanec A A A sanded a aa 6 F PUNCTIONS HT 8 Functions operated with this CQUIPMENT ccccecceeeceecceeceeesaeeeeesaeeceeeueeseeceussaeeseesegeseees 8 Functions operated with a client computer eee ee ee ee eee 9 Chapter 2 OPERATIONS WITH THIS EQUIPMENT SRI STH DOCUMENTS HHT 12 Printing an entire document sss sees ee eee eee eee 12 EI ie cea ce L cate itn oan lands oma eater acdsee 15 Storing DOCUMENTS aaas E E 17 Copying anid Storing to S F INN G bercera E O E 17 SCAM COS Ta e tsk Maes anderen aa sav a 22 Deleng DOCUMENTS T 24 Managing User Boxes Folders sss sss sss sss 26 Creating User DOKEOS TTT 26 EANG ISSO OS zaroan
111. s B Desktop S System Folder ah 161 Z Downloads E Recent Places User001 2 System Folder g Libraries A Computer E System Folder 75 Computer A Network ch Network A System Folder F i Drivers File folder File name 20110510_15442 v S a Hide Folders This starts downloading the file i Cancel How To Manage Documents TD 1 0 Click Close Archive Document Your document has been archived successfully Please click the link below You can now download the archived file onto your system The link will launch a file download dialog allowing you to select a name and path for the zip file Created 05 10 2011 09 40 42 Size KB 21 MB LJ Uploading archived documents If you have an archived file that has been downloaded from the equipment to your computer you can upload it to e Filing When you upload the archived file the file is automatically extracted and documents will be created in the box specified e Ifthe same name document already exists in the box the extracted document will be renamed by adding a 3 digit number to the original name s Do not close the main window and child window by clicking X If you do uploading the archived documents becomes impossible If you close the window by clicking X by mistake turn the power to the equipment off and then on again Click the Documents tab The Documents tab page is displayed 2 In the Document frame sele
112. s that do not have a compact privacy policy Blocks third party cookies that save information that can be used to contact you without your explicit consent i Restricts first party cookies that save information that gt an be used to contact you without your implicit consent Sites Import Advanced Default Pop up Blocker sl Prevent most pop up windows From Settings J appearing Turn on Pop up Blocker InPrivate I Do not collect data for use by InPrivate Filtering i Disable toolbars and extensions when InPrivate Browsing starts I lt OK Cancel Apply 3 The Privacy setting is saved 34 Before Using the e Filing Web Utility 3 Exit from Internet Explorer and launch it again before accessing e Filing Exit from Internet Explorer after accessing the e Filing web utility To log off from the e Filing web utility in the user mode click the Log out link and then exit from Internet Explorer Before Using the e Filing Web Utility 35 Getting Started With the e Filing Web Utility This section describes how to launch and exit from the e Filing web utility The way to launch the utility differs depending on whether you log in as a user or a system administrator LJ P 36 Logging in as a user LL P 37 Logging in as a system administrator B Logging in as a user There are two ways to access the e Filing web utility e
113. set in the TopAccess or touch panel display for the administrator The default administrator password is 123456 if you have not changed it e The password input is displayed in the blank symbols Getting Started With the e Filing Web Utility 37 About the Main Tabs The user interface of the e Filing web utility consists of three main tabs located in the upper right corner of the web browser s window the Documents tab Preferences tab and Administration tab Documents Preferences Administration Logout These main tabs enable you to display and work with your documents set up viewing preferences and perform administrative functions LL P 38 Documents tab LL P 40 Preferences tab P 41 Administration tab addition the Log in link is located to the right of the main tabs which allows you to log in as a system administrator P 42 Log in link 5 B Documents tab The Documents tab is the default page and is available to all users It consists of the Folders and Document frame the Menu Bar and the Contents frame 2 3 Op Electronic Filing Login Ln a ES 15 e Filing 8 items Document 1 e Filing G Public Box ad 001 UserO1 Ag 002 User02 Sq 003 User03 D 4 ae C9 a ap ad Ag 004 User04 A a ial g 00S User0S ad 006 UserO6 Ad 007 UserO 7 Public Box 001
114. sword of a user with an administrator privilege in Box Password 52 Managing User Boxes and Folders 4 Select the check box of the folder that you want to rename and select Rename from the File menu 79 Electronic Filing File a view Laan New Folder Document B e Filing E kS Public Box E 4 001 UserO1 aN E 4 FolderO1 Upload arch Jocument E 002 User02 Test Print ed 003 User03 Print Document ap 004 User04 g 005 User0S g 006 User06 g 007 User07 Send Email Properties Ke The Rename Folder window appears e Do not select several folders at the same time You can only rename one folder at a time e You can also rename a folder by selecting the folder in the Document frame clicking on the File menu and selecting Rename In that case make sure that no document is selected in the Contents frame If a document is selected it will be renamed instead of the selected folder 5 Edit the name in the Name box and click OK Rename Folder Name Folder01 OK te The confirmation dialog box appears Folder names can consist of any ASCII character except lt gt amp Do not use a space or period at the beginning or end of the name The maximum size of a folder name is 64 characters 6 Click OK Message from webpage x l Do you want to rename the item Cancel The selected folder
115. t Status View Document S 00C110510 002 1 3 B e Filing r Public Box 2799 001 UserO1 4 9 FolderO1 I DOC 110510 Ca 00c110510 001 Ag 002 User02 H C Folder02 4 00C110510 002 g 003 User03 ad 004 User04 1 g 005 UserO5 g 006 User06 g OOF UserO User s Manual Setup Guide Pages 1 Pages 2 Pages 3 The pages of the document are displayed in the Contents frame and the document status is changed to the Edit mode from the View mode If the document status indicates In Use you cannot enter the Edit mode because another user is currently editing the document 1 1 Click the space between the pages where you want to insert the copied pages R Electronic Filing Documents Preferences Login File Edit View Layout de Es Document e 00C110510 002 1 3 Status Editing Save Cancel B e Filing nae r Public Box _ e 299 001 Userd1 rda Te E Q Folder01 O DOC 110510 G Doc110510 001 wa dl s 2799 002 User02 4 C1 Folder02 DOC110510 002 7 Ga galoa E Pages 1 ElPages 2 Pages 3 H eg 004 User ree Y Sq 005 User05 ed 006 User06 e 007 UserO The arrow indicators move to the space between the pages where you clicked Editing W
116. tead of it Delete document automatically Select this check box to automatically delete the documents in this box When you select this check box enter the number of days in the Preservation Period for Documents box e Preservation Period for Documents Enter the number of days that the documents will be preserved The documents will be deleted after the specified number of days have passed If you set this period to 1 day the document will be deleted automatically 24 hours later lf a document is automatically deleted by the Delete document automatically function the delete history is not stored in the log For details of the logs refer to the TopAccess Guide Send Email when an error occurs Select this check box to send a notification message to the specified Email address when an error occurs When you select this check box enter the Email address in the Email Address box Send Email when job is completed Select this check box to send a notification message to the specified Email address when a job is complete When you select this check box enter the Email address in the Email Address box Advance automatic delete notification Select this check box to enable an Email notification message to be sent to the specified Email address 3 days before it automatically deletes the documents When you select this check box enter the Email address in the Email Address box e Email Address Enter the Email address to w
117. the icon is displayed on a Lal EF white background it indicates that the document is currently in the View mode When the icon is displayed on a blue background it indicates that the document is currently in the Edit mode Er sam This icon indicates a document that was stored by a fax operation via the mailbox function fax received NS DP forward function or Internet Fax received forward function When the icon is displayed on a white background it indicates that the document is currently in the View mode When the icon is displayed on a blue background it indicates that the document is currently in the Edit mode This icon indicates a document that was created by merging several documents When the icon is displayed on a white background it indicates that the document is currently in the View mode When the icon is displayed on a blue background it indicates that the document is currently in the Edit mode 2 Menu Bar The Menu bar is located below the main tabs File Edit View and Layout 3 Tool Bar The Tool bar is located below the main tabs Send Email Save Test Print Cut Copy Paste Beginning Previous Next and End These buttons provide you with a one click access to various functions Click this button to send the selected documents as Email Click this button to save the document This is enabled only when you are displaying the document in the Edit mode Click this button to perform a test print Click this button
118. the same as those for copying and storing to e Filing P 17 Copying and storing to e Filing 22 Storing Documents 5 Press SCAN Z SCAN Select Menu Press SCAN to start scanning gt e FILING i FILE KAR E MAIL oP USB 0 auto SCAN SETTING Destination FileName File Format El PREVEW 1 3p UserBox01 DOC110510 o eee lt a S SCAN ka 2011 05 10 AAO CS When the original is set on the RADF Reversing Automatic Document Feeder pressing CONTINUE on the screen during scanning can start the scanning of another original after the current one P 23 Scanning the next original The acceptable number for reserving scanning jobs differs depending on the settings If the reserved jobs exceed the corresponding number the full reservation message will be displayed In this case wait until the reserved scanning jobs are reduced or delete unnecessary reservations Scanning jobs as described below e Scanning the next original When the original is set on the glass or CONTINUE is pressed during scanning on the RADF the confirmation screen for the next original will be displayed In either case when you set the next original and press SCAN it will be scanned Follow this procedure as many as times as necessary When all of the scanning is finished press JOB FINISH fa AN SCANNING To continue Place document on glass And press START or SCAN SCAN PAGE JOB CANCEL SC
119. ting of TopAccess e To use the administrator s functions of the e Filing web utility you must log in as a system administrator after accessing it P 37 Logging in as a system administrator 36 Getting Started With the e Filing Web Utility B Logging in as a system administrator To log in as a system administrator follow the steps below after launching the e Filing web utility System administrator and User with an administrator privilege are defined as follows in this manual System administrator User with the administrator role ST User with an administrator privilege User whose ID is Admin 1 Click the Log in link located at the upper right of the page Documents Preferences L S The Administrator Log in page is displayed 2 Enter the administrator password in the Password box and click Login 79 Electronic Filing Administrator Login R a Top Help The Administration tab appears in the main tabs e f you enter an invalid authentication password several times to log into the e Filing web utility in the administrator mode you may not be able to login for a certain period since it will be regarded as an unauthorized access s To log off from the e Filing web utility in the administrator mode click the Log out link and be sure to close your web browser to prevent unauthorized access by other users Tips e The administrator password is the same as the password that has been
120. ty allows you to manage the documents stored in the e Filing system This section explains the following operations L Q Q CL Q LL LL P 60 Displaying documents P 61 Renaming documents P 63 Deleting documents P 64 Printing documents P 70 Storing documents P 73 Archiving documents P 78 Sending Email E Displaying documents Two ways are available to view your document image files The document view options are Thumbnail view displays several files from a selected box folder or several pages of the selected document This is the default view Use it to manage documents and files P 60 Using the thumbnail view List view displays file names and properties in a tabular format Use it to manage boxes and folders containing a large number of files P 61 Using the list view LJ Using the thumbnail view This is the default view unless you choose a different one It displays a small image of each file or folder if you highlight a box or folder in the left frame or each page if you highlight a document in the left frame with the file name or page number and a check box Click the check boxes to select the files or pages that you want to move copy delete or print To return to the thumbnail view go to the View menu and select Thumbnail P Electronic Filing Documents Preferences Login Document C9 DOC110510 001 1 3 Status Vie
121. ument frame and Print Document on the File menu However you cannot print individual pages even if you select the check boxes of the pages displayed in the Contents frame How To Manage Documents 65 5 Select the following print options as required and click Print Duplex Cover Sheet Insertion Number of Copies 1 Use Front Cover Auto Select Sort Copies Source Group Copies eel Print Style Do not print on page Rotate Sort Copies f E Use Back Cover Paper Type Plain Source Auto Select Print Style Do not print on page Department Code IS Insert Pages Paper Source Auto Select Source Auto Select Destination Receiving Tray rint Style Do not print on page Binding Hole Punch Page Number Position None Initial Page I Month Date Time Time Stamp ate amp TIME 20 5 10 o 2 Position Image Shift Position Shift Margin Print Cancel Reset Duplex Select whether you want the document printed on both sides of the paper When you want to print the document on both sides select the Book option to print vertically in the same direction to be bound along the vertical side of the paper so that the pages can be turned over right and left or the Tablet option to print with a vertical reversal to be bound along the horizontal side of the paper so that the pages can be turned over up and down Number of Copies Enter the number of co
122. unction of the Web browser For instructions on how to set the popup block function refer to the HELP for the Web browser you are using e Filing does not support access from Safari How to set the privacy settings in Internet Explorer When you are using Internet Explorer make sure that the Privacy setting is correct as follows 1 Launch Internet Explorer and select Internet Options in the Tools menu TopAccess Windows Internet Explorer CJ Ke E http 192 168 0 100 7MAIN DEVICE File Edit View Favorites EPOCI Help up Favorites E Delete Browsing History Ctrl Shift Del InPrivate Browsing Ctrl Shift P TopAccess Diagnose Connection Problems Reopen Last Browsing Session InPrivate Filtering Ctrl Shift F InPrivate Filtering Settings Counter Pop up Blocker K SmartScreen Filter K Device Manage Add ons Compatibility View Compatibility View Settings Subscribe to this Feed Feed Discovery gt Windows Update Developer Tools F12 Internet Options Save as File amp e Filing Space Available 76102 MB The Internet Options dialog box appears 2 Display the Privacy tab and move the slider to Medium and click OK Internet Options re So General Security Privacy Content Connections Programs Advanced Settings a Select a setting For 1 ere zone lt gt Medium Blocks third party cookie
123. w B e Filing H Public Box 2799 001 UserO1 9 FolderO1 00C110510 a 00C110510 001 g 002 UserO2 ae Y g 003 User03 S g 004 User04 T g 005 User05 Y Sg 006 User06 Y gp 007 UserO7 Pages 1 Pages 2 Pages 3 60 How To Manage Documents LJ Using the list view This view displays boxes folders or file names with the properties and check boxes in a list format You may find it more convenient than the thumbnail view for managing boxes and folders that contain a large number of files Click the check boxes to select a single file or multiple files that you want to move copy delete or print To display your files by the list view go to the View menu and select List 9 Electronic Filing Loain File Edit View Document C9 DOC110510 001 1 3 Status View B e Filing gq Public Box Pages Format Resolution Image Size Paper Size Size a gig 001 User01 E Pages 1 Copy 600x600 4867 x 6922 AA 6710 KB C FolderO1 Z 00c110510 Pages 2 Copy 600x600 4867 x 6922 Ad 6506 KB a 00C110510 001 Pages 3 Copy 600x600 4867 x 6922 Ad 6306 KB g 002 UserO2 g 003 UserO3 g 004 User04 Y g 005 UserO5 g 006 UserO6 Y g 007 UserO7 E Renaming documents This op
124. xes and folders LL P 50 Renaming user boxes and folders LL P 54 Modifying and displaying user box and folder properties LJ Managing documents The following functions allow you to manage documents stored in the e Filing e To display document image files in thumbnail view and list view P 60 Displaying documents e To rename documents P 61 Renaming documents e To delete documents P 63 Deleting documents s To print documents entire document test print LL P 64 Printing an entire document LL P 68 Selecting test print e To store documents by printing operation P 70 Storing documents e To archive documents P 73 Archiving documents e To send documents as Emails P 78 Sending Email LJ Editing documents The following functions allow you to edit documents stored in the e Filing e To display document and page Properties P 89 Displaying document and page properties e To copy cut pages from a document and paste them into another one P 90 Copying pages from one document to another e To copy cut pages from a document and save them as a new document LL P 95 Copying pages from a document to a box or folder e To delete pages from a document LJ P 99 Deleting pages from a document s To move pages within a document to arrange the page order 22 P 101 Moving pages within a document s To move documents between box
125. you do not change the name the original document will be overwritten e The document status is returned to the View mode from the Edit mode Do not close the Save Document window by clicking X The operations may no longer work properly If you close the window by clicking X by mistake turn the power to the equipment off and then on again In the Document frame select the box or folder where you want to store the copied pages Documents Preferences Status View 79 Electronic Filing Login Edit View me Eg Ic DOC110510 001 1 2 Document B e Filing Public Box E Ag 001 UserO1 LT FolderO1 DOC 110510 I DOC 110510 001 g 002 User02 g 003 User03 g 004 User04 g 005 User05 g 006 User g 007 User07 fl i Pages 1 Pages 2 The Document is saved Editing With Pages in Your Documents 97 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK Password Authentication Box Number 002 Box Name UserO2 e f you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator e The password input is displayed in the

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