Oki MC780f Operation & User’s Manual

This manual describes remote setup and remote management which operated from the web based management utility TopAccess. Read this manual before using your Multifunctional Digital Systems or Multifunctional Digital Color 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 � How to read this manual � Symbols in this manual In this manual, some important items are described with the symbols shown below. Be sure to read these items before using this equipment. Other than the above, this manual also describes information that may be useful for the operation of this equipment with the following signage: � Screens � The details on the touch panel menus may differ depending on how the equipment is used, such as the status of the installed options. � 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. � About the defaults shown in this manual � The defaults shown in this manual are the values in the standard operating environment. The values may have been changed from these defaults. � The default for the list item is shown underlined. � Trademarks � The official name of Windows XP is Microsoft Windows XP Operating System. � The official name of Windows Vista is Microsoft Windows Vista Operating System. � The official name of Windows 7 is Microsoft Windows 7 Operating System. � The official name of Windows Server 2003 is Microsoft Windows Server 2003 Operating System. � The official name of Windows Server 2008 is Microsoft Windows Server 2008 Operating System. � Microsoft, Windows, and the brand names and product names of other Microsoft products are trademarks of Microsoft Corporation in the US and other countries. � Apple, AppleTalk, Macintosh, Mac, Mac OS, Safari, and TrueType are trademarks of Apple Inc. in the US and other countries. � Adobe, Acrobat, Reader, and PostScript are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Operations on some items are restricted depending on the privileges assigned to the TopAccess user. 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. 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. Describes handy information that is useful to know when operating the equipment. Pages describing items related to what you are currently doing. See these pages as required.

other countries. � IBM, AT and AIX are trademarks of International Business Machines Corporation. � NOVELL, NetWare, and NDS are trademarks of Novell, Inc. � TopAccess is a trademark of Toshiba Tec Corporation. � Other company and product names given in this manual or displayed in this software may be the trademarks of their respective companies. � Security Precautions � To prevent the configuration settings from being changed illegally or similar, change the initial administrator password at the time of shipping before you use this product. Also, the administrator password should be altered periodically. � Be sure to log out when leaving your computer while changing TopAccess settings for security purposes. � For security purposes, do not access any other site while you are logged in to TopAccess.

TopAccess Conditions............................................................................................................. 9 Accessing TopAccess ........................................................................................................... 10 Accessing TopAccess by entering URL .............................................................................. 10 Accessing TopAccess from Network Map (Windows Vista/Windows 7/Windows Server 2008)............................................................ 12 TopAccess Screen Descriptions........................................................................................... 21 Access Policy Mode............................................................................................................... 22 Chapter 2 [Device] Tab Page [Device] Item List.................................................................................................................... 26 Displayed Icons ...................................................................................................................... 27 Chapter 3 [Job Status] Tab Page [Job Status] Tab Page Overview........................................................................................... 30 [Print Job] Item list............................................................................................................... 30 [Fax/InternetFax Job] Item list ............................................................................................. 32 [Scan Job] Item list .............................................................................................................. 33 [Job Status] How to Set and How to Operate ...................................................................... 34 Displaying print jobs ............................................................................................................ 34 Deleting jobs........................................................................................................................ 35 Deleting private print jobs and hold print jobs...................................................................... 35 Releasing print jobs............................................................................................................. 36 Checking recovery information............................................................................................ 36 Chapter 4 [Logs] Tab Page [Logs] Tab Page Overview..................................................................................................... 38 [View Logs] Item list............................................................................................................. 38 [Export Logs] Item list ..................................................................... 44 [Log Settings] Item list ..................................................................... 45 [Logs] How to Set and How to Operate................................................................................ 47 Displaying job logs............................................................................................................... 47 Exporting logs...................................................................................................................... 48 Chapter 5 [Registration] Tab Page [Registration] Tab Page Overview ........................................................................................ 50 [Template] Item list .............................................................................................................. 50 [Address Book] Item list....................................................................................................... 76 [Inbound FAX routing] Item list ............................................................................................ 81 [Registration] How to Set and How to Operate.................................................................... 86 Managing templates ............................................................................................................ 86

Managing mailboxes.......................................................................................................... 100 Chapter 6 [Counter] Tab Page [Counter] Tab Page Overview ............................................................................................. 104 [Counter] Item list .............................................................................................................. 104 [Counter] How to Set and How to Operate......................................................................... 111 Viewing counters ............................................................................................................... 111 Chapter 7 [User Management] Tab Page [User Management] Tab Page Overview ............................................................................ 114 [User Accounts] Item list ............................................................... 114 [Group Management] Item list ....................................................... 121 [Role Management] Item list ......................................................... 123 [Department Management] Item list .............................................. 128 [Export/Import] Item list ................................................................. 132 Chapter 8 [Administration] Tab Page [Setup] Item List ................................................................................................................... 136 General settings ................................................................................................................ 136 Network settings................................................................................................................ 143 Copier settings................................................................................................................... 183 Fax settings ....................................................................................................................... 186 Save as File settings ......................................................................................................... 189 Email settings .................................................................................................................... 198 InternetFax settings........................................................................................................... 200 Printer/e-Filing settings...................................................................................................... 201 Printer settings................................................................................................................... 202 Print Service settings......................................................................................................... 206 ICC Profile settings............................................................................................................ 210 Print Data Converter settings ............................................................................................ 212 Embedded Web Browser settings ..................................................................................... 213 Off Device Customization Architecture settings ................................................................ 215 Version .............................................................................................................................. 216 [Setup] How to Set and How to Operate............................................................................. 217 Setting up General settings ............................................................................................... 217 Setting up Network settings............................................................................................... 219 SNMP V3 settings ............................................................................................................. 221 Setting up Copier settings ................................................................................................. 227 Setting up Fax settings...................................................................................................... 229 Setting up Save as file settings ......................................................................................... 231 Setting up E-mail settings.................................................................................................. 233 Setting up InternetFax settings.......................................................................................... 235 Setting up Printer/e-Filing settings..................................................................................... 237 Setting up Printer settings ................................................................................................. 238 Setting up Print Service settings........................................................................................ 241 Setting up ICC Profile settings........................................................................................... 243 Setting up Print Data Converter settings ........................................................................... 250 Configuring the EWB function ........................................................................................... 252 Setting up Off Device Customization Architecture settings ............................................... 254

[Security] Item List ............................................................................................................... 256 Authentication settings ...................................................................................................... 256 Certificate management settings....................................................................................... 265 Password Policy settings................................................................................................... 269 [Security] How to Set and How to Operate ........................................................................ 272 Installing a device certificate.............................................................................................. 272 Creating/Exporting a client certificate................................................................................ 279 Installing CA certificate...................................................................................................... 281 [Maintenance] Item List........................................................................................................ 283 Create Clone File settings ................................................................................................. 283 Install Clone File settings................................................................................................... 285 Import settings................................................................................................................... 286 Export settings................................................................................................................... 288 Delete Files settings .......................................................................................................... 289 Directory Service settings.................................................................................................. 290 Notification settings ........................................................................................................... 292 Languages settings ........................................................................................................... 295 System Updates settings................................................................................................... 297 Reboot settings ................................................................................................................. 298 [Maintenance] How to Set and How to Operate................................................................. 299 About the maintenance functions ...................................................................................... 299 Deleting the data from local folder..................................................................................... 300 Managing directory service................................................................................................ 301 Setting up notification ........................................................................................................ 303 Importing and exporting..................................................................................................... 305 Rebooting the equipment .................................................................................................. 310 [Registration] ([Administration] tab) Item List................................................................... 311 Public Template settings ................................................................................................... 311 Public Menu....................................................................................................................... 313 Fax Received Forward and InternetFAX Received Forward settings................................ 316 Extended Field Definition................................................................................................... 326 XML Format File................................................................................................................ 330 [Registration] ([Administration] tab) How to Set and How to Operate ............................ 331 Registering public templates ............................................................................................. 331 Registering Fax and Internet Fax received forward........................................................... 337 Chapter 9 [My Account] Tab Page [My Account] Tab Page Overview....................................................................................... 346 [My Account] Item list ........................................................................................................ 346 Chapter 10 Functional Setups Setting up Meta Scan Function ........................................................................................... 352 Procedure for using Meta Scan......................................................................................... 352 Checking Meta Scan Enabler............................................................................................ 352 Editing XML format file ...................................................................................................... 353 Registering XML format file ............................................................................................... 357 Registering Extended Field Definition ............................................................................... 358 Registering templates for Meta Scan ................................................................................ 361 Meta Scan ......................................................................................................................... 364

Using the Attribute of the External Authentication as a Role of the MFP....................... 365 Exporting the role information setting file .......................................................................... 365 Defining the role information setting file ............................................................................ 365 Importing the role information setting file........................................................................... 366 Enabling the role base access setting............................................................................... 366 Chapter 11 APPENDIX Installing Certificates for a Client PC ................................................................................. 368 Index..................................................................................................................................................................... 375

TopAccess Overview ............................................................................................................... 8 TopAccess Conditions............................................................................................................. 9 Accessing TopAccess ........................................................................................................... 10 Accessing TopAccess by entering URL................................................................................................................10 Accessing TopAccess from Network Map (Windows Vista/Windows 7/Windows Server 2008)...........................12 TopAccess Screen Descriptions........................................................................................... 21 Access Policy Mode............................................................................................................... 22

TopAccess Overview TopAccess is a management utility that allows you to check device information of this equipment and job status, and to carry out device setting and maintenance through a web browser. TopAccess has an "end-user mode" and a "access policy mode". End-user mode End users can: � Display general device information, including status, tray/accessory configuration, and paper supply information. � Display and manage the status of print jobs, fax/Internet Fax transmission jobs, and scan jobs submitted by the user. (The Fax Unit is required to display and manage the fax transmission jobs) � Display the job logs for print, fax/Internet Fax transmission, fax/Internet Fax reception, and scan. (The Fax Unit is required to display the fax transmission and fax reception job logs.) � Register and modify templates. � Add or modify contacts and groups in the address book. � Register and modify mailboxes. (The Fax Unit is required.) � Display counter logs. � Download client software. � P.10 “Accessing TopAccess” Access policy mode Operation privileges and displayed items vary depending on the user account you used to log in to TopAccess. Details of operations and displays vary depending on the management on roles and departments to where the user account is assigned. � P.22 “Access Policy Mode”

TopAccess Conditions Your device should be connected to the network and TCP/IP is correctly configured to operate TopAccess. When TCP/IP is correctly configured, you can access TopAccess via a web browser. Supported browsers Windows � Internet Explorer 6.0 or later (Internet Explorer 7.0 or later when IPv6 is used) � Firefox 3.5 or later Macintosh � Safari 4.0 or later UNIX � Firefox 3.5 or later � Because TopAccess uses cookies to store information on the user's system, these must be enabled in the browser. � If TopAccess does not display the correct information in any page, delete the cookies and try again. � When using the e-Filing box Web utility from TopAccess, it is necessary to disable the pop-up blocking function of your Web browser.

Accessing TopAccess You can access TopAccess by entering its URL in the address box of the web browser. To access it under a Windows Vista/Windows 7/Windows Server 2008 environment, confirm the network connection status on the Network Map with the LLTD (Link Layer Topology Discovery) feature of Windows Vista/Windows 7/Windows Server 2008, and then click the displayed icon of this equipment. � P.10 “Accessing TopAccess by entering URL” � P.12 “Accessing TopAccess from Network Map (Windows Vista/Windows 7/Windows Server 2008)” � Accessing TopAccess by entering URL 1 Launch a web browser and enter the following URL in the address box. http:// or http:// For example When the IP address of your device "10.10.70.120" (when IPv4 used): http://10.10.70.120 When the IP address of your device is "3ffe:1:1:10:280:91ff:fe4c:4f54" (when IPv6 used): 3ffe-1-1-10-280-91ff-fe4c-4f54.ipv6-literal.net or http://[3ffe:1:1:10:280:91ff:fe4c:4f54] When your device name is "mfp-04998820": http://mfp-04998820 When SSL for the HTTP network service is enabled, an alert message may appear when you enter the URL in the address box. In that case, click [Continue to this website (not recommended).] to proceed.

2 The TopAccess website appears. You can also access TopAccess using the TopAccessDocMon link. For instructions on accessing TopAccess from TopAccessDocMon, refer to the Help for TopAccessDocMon.

� Accessing TopAccess from Network Map (Windows Vista/Windows 7/Windows Server 2008) Confirm the network connection status on the [Network Map] with the LLTD feature of Windows Vista/Windows 7/Windows Server 2008, and then click the displayed icon of this equipment. � P.12 “With Unidentified Network (Windows Vista)” � P.15 “With Unidentified Network (Windows 7)” � P.18 “Accessing TopAccess from Network Map” You can install the driver required for web services by right-clicking the icon and selecting [Install]. For the driver required for web services, refer to the User’s Manual Basic Guide. � Before using the LLTD (Link Layer Topology Discovery) feature, enable the LLTD setting. � P.169 “Setting up LLTD Session” � Before beginning the installation of the driver required for web services, enable the Web Services setting. � P.168 “Setting up Web Services Setting” � With Unidentified Network (Windows Vista) 1 Click the [Start] icon and select [Control Panel]. The [Control Panel] window appears. 2 Click [Network and Internet]. The [Network and Internet] window appears.

3 Click [Network and Sharing Center]. The [Network and Sharing Center] window appears. 4 Click [Customize] of [Unidentified network (Public network)]. The [Set Network Location] window appears.

5 Select [Private] of [Location type], and then click [Next]. � The [User Account Control] dialog box appears. � If the user account control is disabled, the [Set Network Location - Successfully set network settings] window appears. Go to step 7. 6 Click [Continue] in the [User Account Control] dialog box. The [Set Network Location - Successfully set network settings] window appears. 7 Click [Close].

� With Unidentified Network (Windows 7) 1 Click the [Start] icon and select [Control Panel]. The [Control Panel] window appears. 2 Click [Network and Internet]. The [Network and Internet] window appears. 3 Click [Network and Sharing Center]. The [Network and Sharing Center] window appears.

4 Click [Choose homegroup and sharing options]. The [HomeGroup] window appears. 5 Click [What is a network location?]. The [Set Network Location] window appears.

6 Click [Work network]. The [Set Network Location] confirmation window appears. 7 Click [Close].

� Accessing TopAccess from Network Map 1 Click the [Start] icon and select [Control Panel]. The [Control Panel] window appears. 2 Click [Network and Internet]. The [Network and Internet] window appears. 3 Click [Network and Sharing Center]. The [Network and Sharing Center] window appears.

4 Click [View full map]/[See full map] in the [Network and Sharing Center] window. Mapping of devices connected on the network appears in the [Network Map] window. 5 Click the icon of this equipment. � The name, IP address and MAC address of the devices appear when you place the pointer over each icon. � If the equipment has the Finisher installed, its icon is displayed together with the Finisher icon. If not, it is displayed by itself.

TopAccess Screen Descriptions Item name Description 1 Function tab Features are grouped under each tab. This provides access to the main pages of TopAccess for each function. 2 Menu bar This provides access to each menu page under the selected function tab. 3 Submenu bar This provides access to each submenu page under the selected menu and function tab. 4 Top link Click this to display the top of the page currently displayed. 5 Help link Click this to display Online Help. 1 2 3 4 5

Access Policy Mode The access policy mode enables different operation privileges and displayed items to be applied depending on the user account you used to log in to TopAccess. In the access policy mode, the details of operations and displays differ depending on the roles and department assigned to the given user account. 1 Access TopAccess. � P.10 “Accessing TopAccess by entering URL” 2 Click [Login]. The Login page is displayed. 3 Enter the user name and password and click [Login]. � Enter the user name and password that comply with TopAccess access policies. � The Setup page is displayed. � Failing to enter the correct password for a number of times at login will be considered unauthorized access and you may not be able to log in for a certain period of time. If you are displayed a “User account is locked” or “The User Name and Password are not recognized.” message and cannot log in, contact your administrator. � The password input is displayed in the blank symbols. � After login, you will be automatically logged out when the time specified in the [Session Timer] elapses. � Enter "admin" in User Name and "123456" in Password to log in for the first time. � Lockout setting for user accounts can be set with [Administration] - [Security] - [Password Policy]. � P.269 “Password Policy settings” � The [Session Timer] can be set with [Administration] - [Setup] - [General] - [WEB General Setting].

4 Click the menu and submenu to display the desired page. You can log out by clicking the [Logout] link at the top right of the page.

This chapter describes the [Device] tab page in the TopAccess end-user mode. [Device] Item List.................................................................................................................... 26 Displayed Icons...................................................................................................................... 27

26 [Device] Item List [Device] Item List TopAccess opens the [Device] tab which includes a picture indicating the device status. At any time, the end user may click [REFRESH] to update the TopAccess status information. This tab shows the following information about the device: Item name Description 1 Device Information The Paper list shows the tray status. � Status — Displays the device status. � Name — Displays the name of this equipment. � Location — Displays the equipment's location. � Copier Model — Displays the model name of this equipment. � Serial Number — Displays the serial number of this equipment. � MAC Address — Displays the MAC address of this equipment. � Main Memory Size — Displays the main memory size. � Page Memory Size — Displays the page memory size. � Save as File & e-Filing Space Available — Displays the total available space in the local folder and e-Filing on your equipment. � Fax Space Available — Displays the available space for sending and receive fax data. � Contact Information — Displays the contact name of the person responsible for managing this device. � Phone Number — Displays the phone number of the person responsible for managing this device. � Message — Displays administrative messages. � Alerts — Displays alert messages. 2 Options The following information is displayed. � Finisher — Displays whether the Finisher is installed. � Fax — Displays whether the Fax Unit is installed. � Optional Function kit — Displays whether the optional function kit is installed. 3 Paper The following information is displayed. � Tray — Displays a list of the installed trays. � Size — Displays the paper size set for each tray. � Thickness — Displays the thickness of the paper set in each tray. � Attribute — Displays the purpose of the paper set in each tray. � Capacity — Displays the maximum paper capacity that can be set for each tray. � Status — Displays the remaining amount of paper for each tray. The paper size for each tray cannot be set from TopAccess. Set it from the touch panel of the equipment. For instructions on how to set the paper size for each tray, refer to the User’s Manual Basic Guide. 4 Toner Displays the amount of toner remaining in the toner cartridges in the equipment. 1 2 3 4

Displayed Icons 27 Displayed Icons When the equipment requires maintenance or when an error occurs with the equipment, icons indicating the status information appear near the graphic image of the equipment on the TopAccess [Device] tab. The following are the icons displayed and their descriptions. Printer Error 1 This icon indicates that a non-recommended toner cartridge is being used, and that the equipment has stopped printing. For information on resolving the error, refer to "Replacing a Toner Cartridge" in the User’s Manual Troubleshooting Guide. Printer Error 2 This icon indicates one of the following: � You need to remove paper from the receiving tray. � You need to remove paper from the Finisher tray. � You need to remove the staples jammed in the Finisher. For information on resolving the error, refer to "Staple Jam in the Finisher" in the User’s Manual Troubleshooting Guide. � A non-recommended toner cartridge is being used. For information on resolving the error, refer to "Replacing a Toner Cartridge" in the User’s Manual Troubleshooting Guide. � The equipment cannot eject the paper to the output tray. Cover Open This icon indicates a cover such as the front cover or Automatic Duplexing Unit Cover is open. Tray Open This icon indicates the tray is open. Toner Empty This icon indicates no toner is left. For information on resolving the error, refer to "Replacing the Toner Cartridge" in the User’s Manual Troubleshooting Guide. Waste Toner Full This icon indicates the waste toner box is full and requires replacing. For information on resolving the error, refer to "Replacing the Waste Toner Box" in the User’s Manual Troubleshooting Guide. Paper Empty This icon indicates no paper is left in a tray. For information on resolving the error, refer to the User’s Manual Setup Guide. Paper Misfeed This icon indicates a paper misfeed occurred. It also indicates the location of the paper misfeed. For information on resolving the error, refer to "When a Paper Jam Occurs" in the User’s Manual Troubleshooting Guide. Staples Empty This icon indicates no staples are left in the Finisher. For information on resolving the error, refer to "Refilling the Staples" in the User’s Manual Troubleshooting Guide. Call for Service Contact your service representative to have the equipment inspected.

Using TopAccess, end users can display and delete print jobs, fax/internetfax jobs, and scan jobs released by end users. [Job Status] Tab Page Overview........................................................................................... 30 [Print Job] Item list................................................................................................................................................30 [Fax/InternetFax Job] Item list ..............................................................................................................................32 [Scan Job] Item list ...............................................................................................................................................33 [Job Status] How to Set and How to Operate ...................................................................... 34 Displaying print jobs .............................................................................................................................................34 Deleting jobs.........................................................................................................................................................35 Deleting private print jobs and hold print jobs ......................................................................................................35 Releasing print jobs..............................................................................................................................................36 Checking recovery information.............................................................................................................................36

30 [Job Status] Tab Page Overview [Job Status] Tab Page Overview You can display and delete print jobs, fax/internetfax jobs, and scan jobs. You can also print print jobs immediately. When user authentication is enabled, you can operate on jobs associated with the user account you used to log in. However, a user account with administrator privileges can operate on all jobs. � P.30 “[Print Job] Item list” � P.32 “[Fax/InternetFax Job] Item list” � P.33 “[Scan Job] Item list” � [Print Job] Item list The Print Job page displays the following information for each print job. The following screen is displayed if you are logged in with a user account which is granted administrator privileges in the access policy mode. Item name Description 1 [Delete] button If the selected print job is owned by a user who is logged in to TopAccess, the job is deleted. 2 [Release] button If the selected print job is in the print queue, the job is printed. 3 [Recovery Information] button If the selected print job was skipped while the job skip feature was enabled, the recovery information screen is displayed. � P.31 “[Recovery Information] screen” � P.139 “Setting up Job Skip Control” 4 [Delete All Private Print Jobs] button This item is displayed if you are logged in with a user account which is granted administrator privileges in the access policy mode. You can delete all private print jobs displayed in the list. 5 [Delete All Hold Print Jobs] button This item is displayed if you are logged in with a user account which is granted administrator privileges in the access policy mode. You can delete all hold print jobs displayed in the list. 1 2 3 6 7 8 9 10 11 12 13 14 1 2 3 4 5 6 7 8 9 10 11 12 13 14

[Job Status] Tab Page Overview 31 3 [Job Status] Tab Page � Print jobs that have finished being printed are displayed in the [Logs] tab. � Click a table heading item to refresh the page and reorder the print job list in the specified order. � [Recovery Information] screen The Recovery Information screen displays the conditions for resuming printing. 6 Document Name Displays the document name of the print job. Document names are displayed using 10 asterisks (*) when the Confidentiality Setting is enabled. � P.139 “Setting up Confidentiality Setting” 7 Date Time Displays the date and time when the print job was released from the client computers. They are displayed using "year, month, day, hour, minute, and second". For example: 2012/12/24 12:34:56 8 Type Displays the print job set in the printer driver. Possible values of print job are: [Normal Print], [Scheduled Print], [Private Print], [Proof Print], and [Hold Print]. 9 Status Displays the status of the print job. Possible values of status are: [Paused], [Wait], [Suspend], [Skipped], [Process], [Printing], and [Scheduled]. 10 Paper Displays the paper size of the print jobs. 11 Pages Displays the number of pages of the print job. 12 Sets Displays the number of copies set for the print jobs. 13 User Name Displays the user account name of the owner of the print job. 14 Domain Name/LDAP Server Displays the domain name or LDAP server of the user account who is the owner of the print job. Item name Description 1 [Close] button Closes the [Recovery Information] screen. 2 Cause Displays the cause of the print interruption. 3 Recovery Condition Displays the procedure for resuming printing. 4 Paper Size Displays the paper size set for the interrupted print job. 5 Paper Type Displays the paper type set for the interrupted print job. 6 Tray Displays the paper source set for the interrupted print job. Item name Description 1 2 3 4 5 6

32 [Job Status] Tab Page Overview � [Fax/InternetFax Job] Item list The Fax/InternetFax Job page displays the following information for each fax transmission job. � Transmission jobs that have finished their transmission are displayed in the [Logs] tab. � Click a table heading item to refresh the page and reorder the print job list in the specified order. Item name Description 1 [Delete] button The selected fax job is deleted. 2 File No. Displays the file number (001 to 100) to identify the fax transmission job. 3 TO(Name) Displays the destination name set for the fax transmission job. 4 TO(Fax No./Email) Displays the fax number or E-mail address of the destination. 5 Date Time Displays the date and time when the fax transmission job is released from the touch panel or client computer using the N/W-Fax driver. They are displayed using "year, month, day, hour, minute, and second". For example: 2012/12/24 12:34:56 6 Pages Displays the number of pages of the fax transmission job. 7 Delay Time Displays the delayed time set for the fax transmission job. 8 Status Displays the status of the fax transmission job. Possible values of status are: [Delayed], [Wait], [Line1], [Line2], and [Network]. 9 User Name Displays the user account name of the owner of the fax transmission job. 10 Domain Name/LDAP Server Displays the domain name or LDAP server of the user account who is the owner of the fax transmission job. 1 2 3 4 5 6 7 8 9 10

[Job Status] Tab Page Overview 33 3 [Job Status] Tab Page � [Scan Job] Item list The Scan Job page displays the following information for each scan job. � Scan jobs that have finished being scanned are displayed in the [Logs] tab. � Click a table heading item to refresh the page and reorder the print job list in the specified order. Item name Description 1 [Delete] button The selected scan job is deleted. 2 TO(Name) Displays the destination (name) to where the scanned document is sent via an E-mail. 3 TO(Email) Displays the destination (E-mail address) to where the scanned document is sent via an E- mail. 4 File Name When the job performs the Scan to File or USB or Scan to e-Filing, it displays the document name to be stored. File names are displayed using 10 asterisks (*) when the Confidentiality Setting is enabled. � P.139 “Setting up Confidentiality Setting” 5 Agent Displays the agent of the scan job. Possible values of agent are: [Email], [Save as file], [Store to e-Filing], and [Store to USB Media]. 6 Date Time Displays the date and time when the scan job is released from the touch panel. They are displayed using "year, month, day, hour, minute, and second". For example: 2012/12/24 12:34:56 7 Pages Displays the number of pages of the scan job. 8 Status Displays the status of the scan job. Possible values of status are: [Wait], [Suspended], [Processing], and [Scanning] 9 User Name Displays the user account name who is the owner of the scan job. 10 Domain Name/LDAP Server Displays the domain name or LDAP server of the user account who is the owner of the scan job. 1 2 3 4 5 6 7 8 9 10

34 [Job Status] How to Set and How to Operate [Job Status] How to Set and How to Operate � P.34 “Displaying print jobs” � P.35 “Deleting jobs” � P.35 “Deleting private print jobs and hold print jobs” � P.36 “Releasing print jobs” � P.36 “Checking recovery information” � Displaying print jobs 1 Click the [Job Status] tab and click the [Print Job], [Fax/InternetFax Job], or [Scan Job] menu. The Job page is displayed. 2 If jobs are not displayed in the list, click the [REFRESH] icon at the upper right of the page. See the following for details on displayed items: � P.30 “[Print Job] Item list” � P.32 “[Fax/InternetFax Job] Item list” � P.33 “[Scan Job] Item list” Completed jobs are displayed in the [Logs] tab.

[Job Status] How to Set and How to Operate 35 3 [Job Status] Tab Page � Deleting jobs 1 Click the [Job Status] tab and click the [Print], [Fax/InternetFax], or [Scan] menu. The Job page is displayed. 2 Select the check box next to the job that you want to delete. 3 Click [Delete]. The selected job is deleted. Click the [REFRESH] icon at the upper right of the page to confirm the deletion. You cannot use the Print Job page to delete fax/Internet Fax jobs and E-mail reception print jobs. � Deleting private print jobs and hold print jobs You can delete private print jobs and hold print jobs if you are logged in with a user account which is granted administrator privileges in the access policy mode. 1 Click the [Job Status] tab and click the [Print] menu. The Print Job page is displayed. 2 Click the [Delete All Private Print Jobs] or [Delete All Hold Print Jobs] button. Private print jobs or hold print jobs are deleted. It may take a while to delete all private or hold jobs.

36 [Job Status] How to Set and How to Operate � Releasing print jobs You can print jobs that are stored in the queue. Private print jobs and hold print jobs cannot be released from TopAccess. 1 Click the [Job Status] tab and click the [Print] menu. The Print Job page is displayed. 2 Select the check box next to the job that you want to print. 3 Click [Release]. The selected print job is immediately printed. � Checking recovery information You can check the conditions to restart a print job which has been skipped while the job skip feature was enabled. For the job skip feature, see the following: � P.139 “Setting up Job Skip Control” 1 Click the [Job Status] tab and click the [Print] menu. The Print Job page is displayed. 2 Select the check box next to the print job whose job status is “Skipped”. 3 Click [Recovery Information]. The conditions to restart the print job are displayed.

Using TopAccess, end users can display print job logs, transmission journals, reception journals, and scan job logs. [Logs] Tab Page Overview..................................................................................................... 38 [View Logs] Item list..............................................................................................................................................38 [Export Logs] Item list ......................................................................................................44 [Log Settings] Item list .....................................................................................................45 [Logs] How to Set and How to Operate................................................................................ 47 Displaying job logs ...............................................................................................................................................47 Exporting logs.......................................................................................................................................................48

38 [Logs] Tab Page Overview [Logs] Tab Page Overview You can check the job history. Check the logs periodically to ensure that there is no unauthorized access to the equipment as a result of spoofing. � Logs are recorded from the moment the equipment is turned on until it is shut down. Log recording continues also after entering the Sleep mode. � Up to 100 logs are displayed in chronological order with the most recent first. You can check up to 5,000 logs in Print Job Log Export, Fax Transmission Journal Export, Fax Reception Journal Export, and Scan Log Export, and up to 10,000 logs in Messages Log Export by exporting them. The oldest logs are deleted when the number of logs exceeds the maximum limit. � The default Administrator and Auditor roles can check all logs. For more information on default roles and privileges, see the following: � P.123 “Default roles and privileges” � When user authentication is enabled, you can check the logs associated with the user account you used to log in. Furthermore, a user account to which the default Administrator or Auditor role have been assigned can check all logs. � P.38 “[View Logs] Item list” � P.44 “[Export Logs] Item list ” � P.45 “[Log Settings] Item list ” � [View Logs] Item list � P.38 “Print Log” � P.39 “Transmission Journal” � P.40 “Reception Journal” � P.41 “Scan Log” � P.43 “Message Log ” � Print Log The Print Log page displays the following information for each print job log. Item name Description 1 Document Name Displays the document name of the print job. Document names are displayed using 10 asterisks (*) when the Confidentiality Setting is enabled. � P.139 “Setting up Confidentiality Setting” 2 Date Time Displays the date and time that the print job was released from the client computers. 3 Type Displays the print job type. 4 Paper Displays the paper size of the print jobs. 1 2 3 4 5 6 7 8 9

[Logs] Tab Page Overview 39 4 [Logs] Tab Page Click a table heading item to refresh the page and reorder the print log list in the specified order. � Transmission Journal The Transmission Journal page displays the following information for each transmission journal. * The transmission mode is displayed by a combination of a 2-digit letter code, a 3-digit numeric code, and up to a 4-digit supplemental code. For example: EC 603 5 Pages Displays the number of pages of the print job. 6 Sets Displays the number of copies set for print jobs. 7 Status Displays the status of the print log. 8 User Name Displays the user account name of the owner of the print job. 9 Domain Name/LDAP Server Displays the domain name or LDAP server of the user account who was the owner of the print job. Item name Description 1 No. Displays the serial number of the journals. 2 File No. Displays the file number to identify the received job. 3 Date Time Displays the date and time the transmission job was performed. 4 Duration Displays the time length taken for the transmissions. If it takes more than 1 hour, “59:59” is indicated. 5 Pages Displays the number of pages of the transmission job. 6 TO(Name) Displays the destination name set for the transmission job. 7 TO(Fax No./Email) Displays the fax number or E-mail address of the destination for the transmission job. 8 Dept Displays the department code if department management is enabled. 9 Mode Displays the transmission mode*. 10 Status Displays the result of the transmission. 11 Line Displays the line used. 12 User Name Displays the user account name of the owner of the transmission job. 13 Domain Name/LDAP Server Displays the domain name or LDAP server of the user account who was the owner of the transmission job. 2-digit letter code (Communication Mode) 1st numeric code (bps) 2nd numeric code (Resolution) 3rd numeric code (Mode) Up to 4 digit supplemental code EC: ECM G3: G3 ML: E-mail 0: 2400 1: 4800 2: 7200 3: 9600 4: 12000 5: 14400 6: V.34 0: 8x3.85 1: 8x7.7 2: 8x15.4 4: 16x15.4 8: 300 dpi B: 600 dpi D: 150 dpi 0: MH 1: MR 2: MMR 3: JBIG P: Polling SB: Mailbox SR/R: Relay mailbox SF/F: Forward mailbox ML: Internet Fax I: N/W-Fax O: Offramp Gateway Item name Description 1 2 3 4 5 6 7 8 9 10 11 12 13

40 [Logs] Tab Page Overview Click a table heading item to refresh the page and reorder the transmission journal list in the specified order. � Reception Journal The Reception Journal page displays the following information for each reception journal. * The reception mode is displayed by a combination of a 2-digit letter code, a 3-digit numeric code, and up to a 4-digit supplemental code. For example: EC 603 Click a table heading item to refresh the page and reorder the reception journal list in the specified order. Item name Description 1 No. Displays the serial number of the journals. 2 File No. Displays the file number to identify the received job. 3 Date Time Displays the date and time of receiving the job. 4 Duration Displays the time taken for the receptions. If it takes more than 1 hour, “59:59” is indicated. 5 Pages Displays the number of pages of the received job. 6 From(Name) Displays the sender's name of the received job. 7 From(Fax No./Email) Displays the fax number or E-mail address of the sender for the received job. 8 Dept Displays the department code if the department management is enabled. 9 Mode Displays the reception mode*. 10 Status Displays the result of the reception. 11 Line Displays the line used. 12 User Name Displays the user account name of the owner of the received job. 13 Domain Name/LDAP Server Displays the domain name or LDAP server of the user account who was the owner of the received job. 2-digit letter code (Communication Mode) 1st numeric code (bps) 2nd numeric code (Resolution) 3rd numeric code (Mode) Up to 4 digit supplemental code EC: ECM G3: G3 ML: E-mail 0: 2400 1: 4800 2: 7200 3: 9600 4: 12000 5: 14400 6: V.34 0: 8x3.85 1: 8x7.7 2: 8x15.4 4: 16x15.4 8: 300 dpi B: 600 dpi D: 150 dpi 0: MH 1: MR 2: MMR 3: JBIG P: Polling SB: Mailbox SR/R: Relay mailbox SF/F: Forward mailbox ML: Internet Fax I: N/W-Fax O: Onramp Gateway 1 2 3 4 5 6 7 8 9 10 11 12 13

[Logs] Tab Page Overview 41 4 [Logs] Tab Page � Scan Log The Scan Log page displays the following information for each scan job log. * Codes are displayed in the following format. Code format: AA B C D E Item name Description 1 TO(Name) Displays the destination (name) to where the scanned document was sent via an E-mail. 2 TO(Email) Displays the destination (E-mail address) to where the scanned document was sent via an E-mail. 3 File Name Displays the file name stored in a shared folder or e-Filing. This item may not be displayed depending on the access policies. File names are displayed using 10 asterisks (*) when the Confidentiality Setting is enabled. � P.139 “Setting up Confidentiality Setting” 4 Agent Displays the agent of the scan job. 5 Date Time Displays the date and time when the scan job was released from the control panel. 6 Pages Displays the number of pages of the scan job. 7 Mode Displays the transmission mode using 6-letter codes*. 8 Status Displays the detailed result status of the scan job. 9 User Name Displays the user account name of the owner of the scan job. 10 Domain Name/LDAP Server Displays the domain name or LDAP server of the user account who was the owner of the scan job. AA: This describes the job type. CA Copy and File Copy and Store to e-Filing CT Copy to e-Filing (without printing) FS Relay Mailbox Transmission FF Fax Received Forward FE Internet Fax Received Forward ST Scan to File or USB Scan to e-Filing Scan to Email FA Fax and Save as File PA Print and e-Filing PT Print to e-Filing IA N/W-Fax and Save as File 1 2 3 4 5 6 7 8 9 10

42 [Logs] Tab Page Overview The file format is recorded as DIB in the scan log if the data are scanned in BMP, JPEG, TIFF, or PNG format using the WIA (Windows Image Acquisition) driver. Click a table heading item to refresh the page and reorder the scan log list in the specified order. BE e-Filing to Email RS Remote Scan or Web Services Scan MS Meta Scan EN E-mail notification B: This describes the transmission type. 0 e-Filing 1 Email (SMTP) 2 FTP 3 SMB 4 Save in a local folder 5 NetWare IPX/SPX 6 USB 7 NetWare TCP/IP 8 FTPS 9 Remote Scan or Web Services Scan C: This describes the resolution. 0 100 dpi 1 150 dpi 2 200 dpi 3 300 dpi 4 400 dpi 5 600 dpi A 8 x 3.85 (line/mm) (203 x 98) B 8 x 7.7 (line/mm) (203 x 196) C 8 x 15.4 (line/mm) (203 x 391) D 16 x 15.4 (line/mm) (400 x 391) D: This describes the file format. 0 e-Filing 1 TIFF (Multi) 2 TIFF (Single) 3 PDF (Multi) or Encrypted PDF (Multi) 4 JPEG 5 PDF (Single) or Encrypted PDF (Single) 6 Slim PDF (Multi) 7 Slim PDF (Single) 8 XPS (Multi) 9 XPS (Single) A DIB E: This describes the file color mode. B Black G Gray Scale C Color M Mix

[Logs] Tab Page Overview 43 4 [Logs] Tab Page � Message Log The Message Log page displays errors which have occurred. � Displays only when you are logged in with a user account which is granted administrator privileges or display privilege in the access policy mode. � The default Administrator and Auditor roles can check all message logs. For more information on default roles and privileges, see the following: � P.123 “Default roles and privileges” For details on error codes and error messages, refer to “Checking the Equipment Status with TopAccess” in the User’s Manual Troubleshooting Guide. Item name Description 1 Date Time Displays the date and time of the error. 2 Error Level Displays the error level. Error — Error that user and administrator may not be recoverable. Warning — Error that administrator is recoverable. Information — Error that end user is recoverable or that event is not error. 3 Message Displays the message if available. 4 Status Displays the error code. 5 User Name Displays the user account name related to the message. 6 Domain Name/LDAP Server Displays the domain name or LDAP server of the user account related to the message. 1 2 3 4 5 6

44 [Logs] Tab Page Overview � [Export Logs] Item list You can erase logs or export them in a file. � Displays only when you are logged in with a user account which is granted administrator or display privileges in the access policy mode. � The exported data file can be either CSV format or XML format. [CSV] is set as the default. � You can export up to 5,000 logs in Print Job Log Export, Fax Transmission Journal Export, Fax Reception Journal Export, and Scan Log Export, and up to 10,000 logs in Messages Log Export. The oldest logs are deleted when the number of logs exceeds the maximum limit. Item name Description 1 Print Job Log Export You can erase print logs or export (download) them in a file. Create New File & Clear Log — Creates a file according to the file format of the export data. Erases logs after a file has been created. You can display or download by clicking the created file. Clear Log — Erases logs. Create New File — Creates a file according to the file format of the export data. You can display or download by clicking the created file. 2 Fax Transmission Journal Export You can erase the transmission journal or export (download) it to a file. Create New File & Clear Log — Creates a file according to the file format of the export data. Erases logs after a file has been created. You can display or download by clicking the created file. Clear Log — Erases logs. Create New File — Creates a file according to the file format of the export data. You can display or download by clicking the created file. 3 Fax Reception Journal Export You can erase the reception journal or export (download) it to a file. Create New File & Clear Log — Creates a file according to the file format of the export data. Erases logs after a file has been created. You can display or download by clicking the created file. Clear Log — Erases logs. Create New File — Creates a file according to the file format of the export data. You can display or download by clicking the created file. 1 2 3 4 5

[Logs] Tab Page Overview 45 4 [Logs] Tab Page � [Log Settings] Item list � P.45 “Log Authentication” � P.46 “Log size” Displays only when you are logged in with a user account which is granted administrator or display privileges in the access policy mode. � Log Authentication You can specify whether or not to use log authentication. 4 Scan Log Export You can erase scan logs or export (download) them in a file. Create New File & Clear Log — Creates a file according to the file format of the export data. Erases logs after a file has been created. You can display or download by clicking the created file. Clear Log — Erases logs. Create New File — Creates a file according to the file format of the export data. You can display or download by clicking the created file. 5 Messages Log Export You can erase message logs or export (download) them in a file. Create New File & Clear Log — Creates a file according to the file format of the export data. Erases logs after a file has been created. You can display or download by clicking the created file. Clear Log — Erases logs. Create New File — Creates a file according to the file format of the export data. You can display or download by clicking the created file. Item name Description Item name Description 1 [Save] button Saves log authentication settings. 2 [Cancel] button Cancels the settings. 3 Enable Log Authentication Enables log authentication. When log authentication is enabled, the log display for users will be restricted according to access policies. � Enable — Enables log authentication. Display will be restricted according to access policies. � Disable — Disables log authentication. Logs for all users will be displayed. 1 2 3

46 [Logs] Tab Page Overview � Log size Log size displays the log size. Item name Description 1 Print Log Displays the log size of print jobs. 2 Transmission Journal Displays the log size of transmission journals. 3 Reception Journal Displays the log size of reception journals. 4 Scan Log Displays the log size of scan jobs. 5 Message Log Displays the log size of message logs. 1 2 3 4 5

[Logs] How to Set and How to Operate 47 [Logs] How to Set and How to Operate � P.47 “Displaying job logs” � P.48 “Exporting logs” � Displaying job logs You can display logs for jobs which are performed on this equipment. Up to 100 logs are displayed in chronological order with the most recent first. When the number exceeds 100, logs are deleted, beginning with the oldest ones. 1 Click the [Logs] tab and click the [View Logs] menu. 2 Click [Print Log], [Transmission Journal], [Reception Journal], [Scan Log], or [Message Log]. The log page is displayed. 3 Click the [REFRESH] icon at the upper right of the page to update the information. Click a table heading item to refresh the page and reorder the list in the specified order.

48 [Logs] How to Set and How to Operate � Exporting logs You must be logged in to the access policy mode to export logs. For information on logs that can be exported, see the following: � P.44 “[Export Logs] Item list ” 1 Log in to TopAccess in access policy mode. � P.22 “Access Policy Mode” 2 Click the [Logs] tab and then click the [Export Logs] menu. File sizes are displayed in bytes. 3 Select the file format (CSV/XML) for the log you want to export. 4 Create the file by clicking the [Create New File] button for the log you want to export. 5 Click the file name. 6 Save the log file. Your browser will display a confirmation dialog box. Select the process for saving the log as a file and follow the displayed instructions.

This chapter contains instructions on how to register templates, the address book, and mailboxes. [Registration] Tab Page Overview ........................................................................................ 50 [Template] Item list ...............................................................................................................................................50 [Address Book] Item list........................................................................................................................................76 [Inbound FAX routing] Item list .............................................................................................................................81 [Registration] How to Set and How to Operate ................................................................... 86 Managing templates .............................................................................................................................................86 Managing address book .......................................................................................................................................94 Managing mailboxes ..........................................................................................................................................100

50 [Registration] Tab Page Overview [Registration] Tab Page Overview You can register templates, the address book, and inbound fax routing. � P.50 “[Template] Item list” � P.76 “[Address Book] Item list” � P.81 “[Inbound FAX routing] Item list” � [Template] Item list � P.50 “[Template Groups] screen” � P.53 “[Group Properties] screen” � P.54 “[Private Templates] screen” � P.55 “[Change Group Password] screen” � P.56 “[Template Properties] screen” � P.57 “Private template settings” � [Template Groups] screen You can check the template registration status. You can save agent settings for copy, fax/Internet Fax, and scan operated from the control panel on your device into a template. Users can select the template when they copy, fax/Internet Fax, or scan from the control panel, for easy operation. Templates are managed in groups and up to 60 templates can be saved in a group. There can be one public template group, and up to 200 private template groups. Group type Description Max. number of groups Max. templates saved Public Template Groups The public template group can be created and maintained only by users who are granted administrator privileges in the access policy mode. Registered templates are available for all users. 1 60 Private Template Groups Users can create templates in private template groups. Users can also set passwords on groups and registered templates to restrict the use of them. Groups and templates without a password are available to all users. 200 60

[Registration] Tab Page Overview 51 5 [Registration] Tab Page Public Template Groups Templates in the public template group are created and managed by users who are granted administrator privileges in the access policy mode. See the following description for registering public template groups: � P.331 “Registering public templates” Item name Description 1 No. Displays "Public" for the public template group. 2 Name Displays "Public Template Groups" for the public template group. You can click to check the registered templates. � P.93 “Displaying public templates” 3 User Name − 1 2 3

52 [Registration] Tab Page Overview Private Template Groups � Click [All Groups] or [Defined Groups] to change how private template groups are displayed. � See the following descriptions for how to register private template groups and how to create templates: � P.86 “Registering and editing private template groups” � P.89 “Registering or editing templates” Item name Description 1 No. Displays the group number. 2 Name Displays the group name. Click the name of a registered template to check and edit the registered templates. � P.86 “Registering and editing private template groups” Click [Undefined] to register templates. � P.53 “[Group Properties] screen” 3 User Name Displays the group owner name. Click the name of a registered user name to check and edit the registered templates. � P.86 “Registering and editing private template groups” Click [Undefined] to register templates. � P.53 “[Group Properties] screen” 1 2 3

[Registration] Tab Page Overview 53 5 [Registration] Tab Page � [Group Properties] screen You can register a new private template group. Item name Description 1 [Save] button Creates a private template group with the entered data. The [Private Templates] screen is displayed and you can edit the template you are registering. � P.54 “[Private Templates] screen” 2 [Cancel] button Cancels the settings. 3 Number Displays the private group number. 4 Name Enter the name of the private group. 5 User Name Enter the owner name of the private group. 6 Notification Enter the E-mail address to be displayed as the default recipient when notification is enabled in any template. You can select whether notification will be sent or not for each template. 7 Password Enter the password if setting a password to the private group. You can enter up to 20 characters including numbers, sharp marks (#), and asterisks (*). 8 Retype Password Enter the same password again for a confirmation. 1 2 3 4 5 6 7 8

54 [Registration] Tab Page Overview � [Private Templates] screen You can edit the template you are registering. Group Information Template list You can display the template list. You can change the view by clicking [Panel View] or [List View]. Panel View Item name Description 1 [Edit] button Allows you to edit the private template group information. � P.53 “[Group Properties] screen” 2 [Change Password] button Allows you to change the password for the private template group. � P.55 “[Change Group Password] screen” 3 [Reset] button Resets registration of the private template group. 4 No. Displays the number of the private template group. 5 Name Displays the name of the private group. 6 User Name Displays the owner of the private template group. Item name Description 1 Image Displays icons of the templates. Click [Undefined] to register a new template. � P.53 “[Group Properties] screen” 2 Name 1/Name 2 Displays the names registered on the touch panel. � P.57 “Panel Setting (Private template)” 1 2 3 4 5 6 1 2

[Registration] Tab Page Overview 55 5 [Registration] Tab Page List View � [Change Group Password] screen You can change the password of a private template group. Item name Description 1 Name Displays the names registered on the touch panel. � P.57 “Panel Setting (Private template)” Click [Undefined] to register a new template. � P.53 “[Group Properties] screen” 2 User Name Displays the user name registered on the panel setting. Click [Undefined] to register a new template. � P.53 “[Group Properties] screen” 3 Agent Displays the agent registered to the template. Click [Undefined] to register a new template. � P.53 “[Group Properties] screen” Item name Description 1 [Save] button Saves the new password. 2 [Cancel] button Cancels the password change. 3 Old Password Enter the current password. 4 New Password Enter the new password. 5 Retype Password Enter the same password again for a confirmation. 1 2 3 1 2 3 4 5

56 [Registration] Tab Page Overview � [Template Properties] screen You can set the template you are registering. Item name Description 1 [Save] button Saves the template contents. 2 [Cancel] button Cancels the operation. 3 [Select Agent] button Allows you to set the selected agent. You can set the template details when creating a new agent. � P.57 “Private template settings” 4 Copy You can create a template which copies the document. Select this agent if you want to print a copy when you are sending a document to another destination. You can also specify the [Save as file] agent or [Store to e-Filing] agent at the same time. 5 Fax / InternetFax You can create a template for fax or Internet Fax transmission. You can also specify the [Save as file] agent at the same time. 6 Scan You can create a template for a scan. You need to select either the [Email] agent, [Save as file] agent, [Store to e-Filing] agent, or [Save to USB Media] agent at the same time. You can specify up to two agents for a scan template. 7 Meta Scan This agent is enabled when the meta scan option is installed. You can create a template for the meta scan option. Refer to the document provided by the vendor of the application which supports meta scan option for details. 8 Email You can transmit the document as an E-mail attachment. 9 Save as file You can save the document in a shared folder. 10 Store to e-Filing You can store the document in the e-Filing. 11 Save to USB Media You can save the document in USB media. 1 2 3 4 5 6 7 8 9 10 11

[Registration] Tab Page Overview 57 5 [Registration] Tab Page � Private template settings You can set details of a template. Panel Setting (Private template) In the Panel Setting page, specify how the icon for the template is displayed in the touch panel, and the notification settings for the template. � P.57 “Panel Setting (Private template)” � P.58 “Destination Setting (Private template)” � P.64 “InternetFax Setting (Private template)” � P.64 “Fax Setting (Private template)” � P.66 “Email Setting (Private template)” � P.68 “Save as file Setting (Private template)” � P.71 “Box Setting (Private template)” � P.71 “Store to USB Device Setting (Private template)” � P.73 “Scan Setting (Private template)” � P.75 “Extended Field settings” � P.75 “Extended Field Properties” � P.75 “Password Setting” Item name Description 1 Picture This indicates the icon that will be displayed in the touch panel. The icon is automatically designated according to the agent that you select. 2 Caption1 Enter the text that will be displayed next to the icon in the touch panel. You can enter up to 11 alphanumerical characters. 3 Caption2 Enter the text that will be displayed next to the icon in the touch panel. You can enter up to 11 alphanumerical characters. 4 User Name Enter the owner name of the template. You can enter up to 30 alphanumerical characters. 5 Automatic Start Select whether the automatic start function is enabled or disabled. When this is enabled, the operation will be automatically started when you press the template button from the TEMPLATE menu on the touch panel without pressing the [START] button or [SCAN]. If the user names or passwords of the User Authentication for Scan to E-mail and the User Management Setting are different, or only the User Authentication for Scan to E-mail is enabled, you need to enter the user name and password of the User Authentication for Scan to E-mail also when recalling the template with the automatic start function enabled. 6 Notification — Send Email when an error occurs Select this to send a notification message to the specified E-mail address when an error occurs. 7 Notification — Send Email when job is completed Select this to send a notification message to the specified E-mail address when a job is completed. 1 2 3 4 5 6 7 8

58 [Registration] Tab Page Overview Destination Setting (Private template) In the Recipient List page, you can specify the destinations to which the Fax, Internet Fax, or Scan to E-mail document will be sent. When you are setting up the destinations for the Scan to Email agent, you can only specify the E-mail addresses for the destinations. When you are setting up the destinations for the Fax/InternetFax agent, you can specify both fax numbers and E-mail addresses for the destinations. When Creating a Fax/Internet Fax agent: When Creating an Email agent: The Fax Unit must be installed in this equipment to specify the fax numbers of the destinations. You can specify the destinations by entering their E-mail addresses or fax numbers manually, selecting destinations from the address book, selecting destination groups from the address book, or searching for destinations in the LDAP server. � P.59 “Entering the destinations manually” � P.60 “Selecting the destinations from the address book” � P.61 “Selecting the groups from the address book” � P.62 “Searching for destinations in the LDAP server” � P.63 “Removing the contacts from the Recipient List” 8 Notification — Email to Enter a recipient E-mail address for the notification message. You can either select an option to send it to the E-mail address set in a private group or specify an E-mail address. When you enable the Notification setting, make sure to set up the E-mail settings in the [Email] submenu of the [Setup] menu in the TopAccess access policy mode. For instructions on how to set up the E-mail settings, see the following section: � P.233 “Setting up E-mail settings” Item name Description

[Registration] Tab Page Overview 59 5 [Registration] Tab Page Entering the destinations manually You can add a destination manually to the Recipient List. You cannot enter destinations if [Restriction Setting for Destination] is enabled. � P.263 “Restriction Setting for Destination” 1 Click [Destination Setting] (when creating a Fax/Internet Fax agent) or [TO: Destination Setting] / [CC: Destination Setting] / [BCC: Destination Setting] (when creating an Email agent) to open the Recipient List page. 2 Click [New]. The Contact Property page is displayed. 3 Enter the E-mail address or fax number of the destination, in the [Destination] box. You can specify the fax number for the destination only when the Fax Unit is installed. 4 Click [OK]. The destination is added to the Recipient List page. 5 Repeat steps 2 to 4 to add all additional destinations that you require. You can remove the destinations you added to the Recipient List before saving the destination settings. � P.63 “Removing the contacts from the Recipient List” 6 Click [Save]. The contacts are added as destinations.

60 [Registration] Tab Page Overview Selecting the destinations from the address book You can select destinations from the address book in this equipment. You cannot select destinations from the address book if [Restriction Setting for Destination] is enabled. � P.263 “Restriction Setting for Destination” 1 Click [Destination Setting] to open the Recipient List page. 2 Click [Address Book]. The Address Book page is displayed. 3 Select the [Email] check boxes of users you want to add as the E-mail recipients or Internet Fax recipients, and select the [Fax] check boxes of users you want to add as the Fax recipients. � When you are creating a Scan to E-mail template, only the [Email] check boxes are displayed in the Address Book page. � You can specify the fax number for the destination only when the Fax Unit is installed. If you want to sort the Recipient List by a specific group, select the desired group name in the [Group] box. 4 Click [Add]. The selected destinations are added to the Recipient List page. You can remove the destinations you added to the Recipient List before saving the destination settings. � P.63 “Removing the contacts from the Recipient List” 5 Click [Save]. The contacts are added as destinations.

[Registration] Tab Page Overview 61 5 [Registration] Tab Page Selecting the groups from the address book You can select groups from the address book. You cannot select destinations from the address group if [Restriction Setting for Destination] is enabled. � P.263 “Restriction Setting for Destination” 1 Click [Destination Setting] to open the Recipient List page. 2 Click [Address Group]. The Address Group page is displayed. 3 Select the [Group] check boxes that contain the desired destinations. 4 Click [Add]. All recipients in the selected groups are added to the Recipient List page. You can remove the destinations you added to the Recipient List before saving the destination settings. � P.63 “Removing the contacts from the Recipient List” 5 Click [Save]. The contacts are added as destinations.

62 [Registration] Tab Page Overview Searching for destinations in the LDAP server You can search for destinations in the registered LDAP server and in the address book. The LDAP server used for the search must be registered by a user who is granted administrator privileges in access policy mode. � P.301 “Managing directory service” 1 Click [Destination Setting] to open the Recipient List page. 2 Click [Search]. The Search Contact page is displayed. 3 Select the directory service name that you want to search for in the [Directory Service Name] box, and enter the search terms in the boxes that you want to search. � If you select the model name of this equipment at the [Directory Service Name] box, you can search for destinations in the address book of this equipment. � TopAccess will search for destinations who match the entries. � Leaving the box blank allows wild-card searching. However, you must specify at least one. 4 Click [Search]. TopAccess will start searching for destinations in the LDAP server and the Search Address List page will display the results. 5 Select the [Email] check boxes of users you want to add as the E-mail recipients or Internet Fax recipients, and select the [Fax] check boxes of users you want to add as Fax recipients. Click [Research] to return to step 3 so that you can change the search criteria and execute the search again. � You can specify the fax number for the destination only when the Fax Unit is installed. � The value of [company] and [department] will depend on the settings made by the user who is granted administrator privileges in the access policy mode.

[Registration] Tab Page Overview 63 5 [Registration] Tab Page 6 Click [Add]. The selected destinations are added to the Recipient List page. You can remove the destinations you added to the Recipient List before saving the destination settings. � P.63 “Removing the contacts from the Recipient List” 7 Click [Save]. The contacts are added as destinations. Removing the contacts from the Recipient List 1 Click [Destination Setting] to open the Recipient List page. 2 Select the check boxes of the destinations that you want to remove from the Recipient List, and click [Delete]. The selected destinations are removed from the Recipient List.

64 [Registration] Tab Page Overview InternetFax Setting (Private template) In the InternetFax Setting page, you can specify the content of the Internet Fax to be sent. Fax Setting (Private template) In the Fax Setting page, you can specify how the fax will be sent. Item name Description 1 Subject This sets the subject of the Internet Faxes. Select [Scanned from (Device Name) [(Template Name)] (Date) (Time)] to automatically apply the subject, or enter the desired subject in the box. If you enter manually, the subject will be [(Subject) (Date) (Time)]. 2 From Address Enter the E-mail address of the sender. When the recipient replies to a received document, the message will be sent to this E-mail address. You can enter up to 140 alphanumerical characters. 3 From Name Enter the sender name of the Internet Fax. You can enter up to 64 characters. 4 Body Enter the body message of the Internet Fax. You can enter up to 1000 characters (including spaces). 5 File Format Select the file format of the scanned image. Only [TIFF-S] (TIFF-FX (Profile S)) format can be selected. 6 Fragment Page Size Select the size of the message fragmentation. [No Fragmentation] is set as the default. Item name Description 1 Preview Select whether or not to preview before sending a fax. � ON — Select this to preview. � OFF — Select this not to preview. 1 2 3 4 5 6 1 2 3 4 5 6 7 8 9 10 11 12 13 14

[Registration] Tab Page Overview 65 5 [Registration] Tab Page 2 Resolution Select the resolution for sending faxes. � Standard — Select the Standard mode as the normal resolution. This mode is suitable when you are frequently transmitting text documents with normal size characters. � Fine — Select the Fine mode as the normal resolution. This mode is suitable when you are transmitting documents with small size characters or fine drawings. � Ultra Fine — Select the Ultra Fine mode as the normal resolution. This mode is suitable when you are transmitting documents with very small size characters or detailed drawings. 3 Original Mode Select the image quality mode for sending faxes. � Text — Select the Text mode as the normal image quality mode. This mode is suitable when you are transmitting text documents. � Text/Photo — Select the Text/Photo mode as the normal image quality mode. This mode is suitable when you are transmitting documents which contain both texts and photos. � Photo — Select the Photo mode as the normal image quality mode. This mode is suitable when you are transmitting photo documents. 4 Exposure Select the exposure for sending faxes. Select [Auto] to automatically apply the ideal contrast, or adjust the contrast manually in 11 stages. 5 Transmission Type Select the send mode. � Memory Transmit — Select the Memory TX mode to automatically send the document after it has been temporarily stored to memory. This mode is useful if you want to return original files immediately. You can also send the same originals to two or more remote faxes. � Direct Transmit — Select the Direct TX mode to send the original as it is being scanned. This mode is useful if you want confirmation from the remote party. Originals are not stored to memory, and you can specify only one remote fax at a time. You can select [Direct Transmit] when you have created a template for Fax/InternetFax (not for Saved as file). When Fax/InternetFax and [Save as file setting] are combined, this item will be unselectable and will not be displayed. 6 ECM Enable or disable the ECM (Error Correction Mode) to automatically resend any portion of the document affected by phone line noise or distortion. 7 Quality Transmit Select this to send a document in the Quality TX mode. This feature sends a document at a slower speed than normal so the transmission will be less affected by line conditions. 8 SUB/SEP Enter the SUB number or SEP number if you want to set the mailbox transmission. 9 SID/PWD Enter the password for SUB or SEP if required. 10 Polling Select this to set Polling communications. � (Blank) — Select the blank box when you do not want to perform polling. � Transmission — Select this to perform Polling Reservation that allows users to store the document in the memory. � Received — Select this to perform Turnaround Polling that allows users to poll another fax after transmitting documents to the remote fax on the same phone call. You can select [Transmission] when you have created a template for Fax/InternetFax (not to be Saved as file). When Fax/InternetFax and [Save as file setting] are combined, this item will be unselectable and will not be displayed. 11 Password Enter the 4-digit security code for the document to be stored or received. 12 Fax Number(Security) When you select [Transmission] at the [Polling] box, enter the security fax number that allows polling of stored document. When you select [Received] at the [Polling] box, enter the security fax number to poll the documents from remote faxes. 13 Delayed Transmit If you enable the delayed communications for this agent, enter the day and time to send a document. Delayed transmission is disabled when the date is set to "0". 14 Priority Transmit Select whether the document will be sent prior to other jobs. Item name Description

66 [Registration] Tab Page Overview Email Setting (Private template) In the Email Setting page, you can specify the content of the Scan to Email document to be sent. Item name Description 1 Subject This sets the subject of the E-mail. Use Email Setting in Administration Setting — Select this to set the subject specified in [Administration] - [Setup] - [Email] as subject. Send data from (Device Name)[(Template Name)] — Select this to set the [(Template Name)] data sent from (Device Name) as subject. — Enter the text to set as subject. Add the date and time to the Subject — Select this to append date and time to the subject selected above. When [Meta Scan] is selected, you can use a variable as the subject. For more information on variables, see the following: � P.353 “Variables of XML format files” 2 From Address This sets the E-mail address of the sender. When the recipient replies to a received document, the message will be sent to this E-mail address. Use From Address Setting set by Administrator — Select this to use the E-mail address specified in [Administration] - [Setup] - [Email]. When User Authentication or Email Authentication is enabled, select this to use the E-mail address specified in [Administration] - [Security] - [Authentication] - [Email Address Setting]. — Specify the sender address using up to 140 alphanumeric characters. 3 From Name This sets the sender name of the E-mail document. Use From Name Setting set by Administrator — Select this to use the sender name specified in [Administration] - [Setup] - [Email]. When User Authentication or Email Authentication is enabled, select this to use the sender name specified in [Administration] - [Security] - [Authentication] - [Email Address Setting]. — Specify the sender name using up to 64 characters. 4 Body Enter the body message of the Scan to Email documents. You can enter up to 1000 characters (including spaces). 1 2 3 4 5 6 7 8

[Registration] Tab Page Overview 67 5 [Registration] Tab Page 5 File Format Select the file format of the scanned image. � TIFF(Multi) — Select this to save scanned images as a Multi-page TIFF file. � TIFF(Single) — Select this to save scanned images separately as Single-page TIFF files. � PDF(Multi) — Select this to save scanned images as a Multi-page PDF file. � PDF(Single) — Select this to save scanned images separately as Single-page PDF files. � Slim PDF(Multi) — Select this to save scanned images as Multi-page slim PDF files. Select this when you give priority to minimizing the file size over the quality of the image. � Slim PDF(Single) — Select this to save scanned images separately as Single-page slim PDF files. Select this when you give priority to minimizing the file size over the quality of the image. � XPS(Multi)— Select this to save scanned images as a Multi-page XPS file. � XPS(Single) — Select this to save scanned images separately as Single-page XPS files. � JPEG — Select this to save scanned images as JPEG files. � If the Forced Encryption setting is enabled, only the PDF (Multi) and the PDF (Single) are selectable for a file format. For the Forced Encryption function, refer to the User’s Manual Advanced Guide. � Files saved in an XPS format can be used in Windows Vista/Windows 7/Windows Server 2008 SP1, or Windows XP SP2/ Windows Server 2003 SP1 or later versions with Net Framework 3.0 installed. 6 Encryption Set this for encrypting PDF files if you have selected [PDF (Multi)] or [PDF (Single)] in the File Format setting. Encryption — Select this if you want to encrypt PDF files. User Password — Enter a password for opening encrypted PDF files. Master Password — Enter a password for changing PDF encryption settings. Encryption Level — Select an encryption level. � 40-bit RC4 — Select this to set an encryption level to the one compatible with Acrobat 3.0, PDF V1.1. � 128-bit RC4 — Select this to set an encryption level to the one compatible with Acrobat 5.0, PDF V1.4. � 128-bit AES — Select this to set an encryption level to the one compatible with Acrobat 7.0, PDF V1.6. Authority — Select the desired authority items on encrypted PDF files. � Printing — Select this to authorize users to print documents. � Change of Documents — Select this to authorize users to change documents. � Content Copying or Extraction — Select this to authorize users to copy and extract the contents of documents. � Content Extraction for accessibility — Select this to enable the accessibility feature. � If the 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. � The user password and the master password are not set at the factory shipment. � Passwords must be from 1 to 32 one-byte alphanumerical characters. � The user password must differ from the master password. 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. For the details of the encryption setting, refer to the User’s Manual Advanced Guide. Ask the administrator for resetting these passwords. 7 File Name Select how the scanned file will be named. Select [DocYYMMDD] to name it as described, or enter the desired file name in the box. When you want to add the date and time in the file name, select the [Add the date and time to a file name] check box. When [Meta Scan] is selected, if you select [Add the date and time to a file name] in [File Name], it is also applied to the meta data file name. 8 Fragment Message Size Select the size of the message fragmentation. [No Fragmentation] is set as the default. Item name Description

68 [Registration] Tab Page Overview Save as file Setting (Private template) In the Save as file Setting page, you can specify how and where a scanned file will be stored. Item name Description 1 File Format Select the file format for the scanned file to be stored. � TIFF(Multi) — Select this to save scanned images as a Multi-page TIFF file. � TIFF(Single) — Select this to save scanned images separately as Single-page TIFF files. � PDF(Multi) — Select this to save scanned images as a Multi-page PDF file. � PDF(Single) — Select this to save scanned images separately as Single-page PDF files. � Slim PDF(Multi) — Select this to save scanned images as Multi-page slim PDF files. Select this when you give priority to minimizing the file size over the quality of the image. � Slim PDF(Single) — Select this to save scanned images separately as Single-page slim PDF files. Select this when you give priority to minimizing the file size over the quality of the image. � XPS(Multi)— Select this to save scanned images as a Multi-page XPS file. � XPS(Single) — Select this to save scanned images separately as Single-page XPS files. � JPEG — Select this to save scanned images as JPEG files. � If the Forced Encryption setting is enabled, only the PDF (Multi) and the PDF (Single) are selectable for a file format. For the Forced Encryption function, refer to the User’s Manual Advanced Guide. � Files saved in an XPS format can be used in Windows Vista/Windows 7/Windows Server 2008 SP1, or Windows XP SP2/ Windows Server 2003 SP1 or later versions with Net Framework 3.0 installed. 1 3 4 5 6 2

[Registration] Tab Page Overview 69 5 [Registration] Tab Page 2 Encryption Set this for encrypting PDF files if you have selected [PDF (Multi)] or [PDF (Single)] in the File Format setting. Encryption — Select this if you want to encrypt PDF files. User Password — Enter a password for opening encrypted PDF files. Master Password — Enter a password for changing PDF encryption settings. Encryption Level — Select an encryption level. � 40-bit RC4 — Select this to set an encryption level to the one compatible with Acrobat 3.0, PDF V1.1. � 128-bit RC4 — Select this to set an encryption level to the one compatible with Acrobat 5.0, PDF V1.4. � 128-bit AES — Select this to set an encryption level to the one compatible with Acrobat 7.0, PDF V1.6. Authority — Select the desired authority items on encrypted PDF files. � Printing — Select this to authorize users to print documents. � Change of Documents — Select this to authorize users to change documents. � Content Copying or Extraction — Select this to authorize users to copy and extract the contents of documents. � Content Extraction for accessibility — Select this to enable the accessibility feature. � If the 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. � The user password and the master password are not set at the factory shipment. � Passwords must be from 1 to 32 one-byte alphanumerical characters. � The user password must differ from the master password. 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. For the details of the encryption setting, refer to the User’s Manual Advanced Guide. Ask the administrator for resetting these passwords. 3 Destination — Use local folder Select this to save a scanned file to the “FILE_SHARE” folder. When [Meta Scan] is selected, you can only specify one destination. Item name Description

70 [Registration] Tab Page Overview 4 Destination — Remote 1 Select this check box to save the scanned file to a network folder. How you can set this item depends on how the user with administrator privileges configured Remote 1 in the [Save as file] submenu under the [Setup] menu. When you select [Allow the following network folder to be used as a destination], you can only select [Use Administrator Setting]. The protocol and the network path are displayed below this item. When you select [Allow user to select network folder to be used as a destination], you can select [Use User Setting] and enter the following items to specify where to save the file. If you are allowed to specify a network folder, select [Use User Setting] and enter the following items to specify where to save the file. Protocol Select the protocol to be used for uploading a scanned file to the network folder. � SMB — Select this to send a scanned file to the network folder using the SMB protocol. � FTP — Select this to send a scanned file to the FTP server. � FTPS — Select this to send a scanned file to the FTP server using FTP over SSL. � NetWare IPX/SPX — Select this to send a scanned file to the NetWare file server using the IPX/SPX protocol. � NetWare TCP/IP — Select this to send a scanned file to the NetWare file server using the TCP/IP protocol. Server Name When you select [FTP] as the protocol, enter the FTP server name or IP address where a scanned file will be sent. For example, to send a scanned file to the “ftp://192.168.1.1/user/ scanned” FTP folder in the FTP server, enter “192.168.1.1” in this box. When you select [NetWare IPX/SPX] as the protocol, enter the NetWare file server name or Tree/Context name (when NDS is available). When you select [NetWare TCP/IP] as the protocol, enter the IP address of the NetWare file server. You can enter up to 64 alphanumerical characters and symbols. Port Number(Command) Enter the port number to be used for controls if you select [FTP] as the protocol. Generally “- ” is entered for the control port. When “-” is entered, the default port number, that is set for FTP Client by an administrator, will be used. If you do not know the default port number for FTP Client, ask your administrator and change this option if you want to use another port number. You can enter a value in the range from 0 to 65535 using numbers and hyphens (-). Hyphen (-) is set as the default. Network Path When you select [SMB] as the protocol, enter the network path to the network folder. For example, to specify the “users\scanned” folder in the computer named “Client01”, enter “\\Client01\users\scanned\”. When you select [FTP] as the protocol, enter the directory in the specified FTP server. For example, to specify the “ftp://192.168.1.1/user/scanned” FTP folder in the FTP server, enter “user/scanned”. When you select “NetWare IPX/SPX” or “NetWare TCP/IP” as the protocol, enter the folder path in the NetWare file server. For example, to specify the “sys\scan” folder in the NetWare file server, enter “\sys\scan”. You can enter up to 128 alphanumerical characters and symbols. Login User Name Enter the login user name to access an SMB server, FTP server, or NetWare file server, if required. When you select [FTP] as the protocol, an anonymous log in is assumed if you leave this box blank. You can enter up to 32 alphanumerical characters and symbols. Password Enter the password to access an SMB server, FTP server, or NetWare file server, if required. You can enter up to 32 alphanumerical characters, symbols, and spaces. A single space only can also be entered. Retype Password Enter the same password again for a confirmation. 5 Destination — Remote 2 Select this check box to save the scanned file to a network folder. How you can set this item depends on how the user with administrator privileges configured Remote 2 in the [Save as file] submenu under the [Setup] menu. If the user with administrator privileges specified Remote 2 to use only the specified network folder, you can only select [Use Administrator Setting]. The protocol and the network path are displayed below this item. If the Remote 2 allows you to specify a network folder, you can specify the network folder settings. See the description of the Remote 1 option for each item. Item name Description

[Registration] Tab Page Overview 71 5 [Registration] Tab Page Box Setting (Private template) In the Box Setting page, you can specify how scanned images will be stored in the Box. Store to USB Device Setting (Private template) On the Store to USB Setting page, you can set the method for saving templates in USB media. 6 File Name Select how the scanned file will be named. Select [DocYYMMDD] to name it as described, or enter the desired file name in the box. When you want to add the date and time in the file name, select the [Add the date and time to a file name] check box. When [Meta Scan] is selected, if you select [Add the date and time to a file name] in [File Name], it is also applied to the meta data file name. Item name Description 1 Destination Specify the destination box number for e-Filing. Box Number — Select the box number to store the scanned image. Password — Enter the password if the specified box is set with a password. Retype Password — Enter the same password again for a confirmation. 2 Folder Name Enter the name of the folder where scanned images will be stored. If the specified named folder does not exit, the folder will be created automatically. You can enter up to 64 characters. 3 Document Name Select how the scanned file will be named. Select [DocYYMMDD] to name it as described, or enter the desired file name in the box. Item name Description 1 2 3 1 2 3

72 [Registration] Tab Page Overview Item name Description 1 File Format Select the file format of the scanned image. � TIFF(Multi) — Select this to save scanned images as a Multi-page TIFF file. � TIFF(Single) — Select this to save scanned images separately as Single-page TIFF files. � PDF(Multi) — Select this to save scanned images as a Multi-page PDF file. � PDF(Single) — Select this to save scanned images separately as Single-page PDF files. � Slim PDF(Multi) — Select this to save scanned images as Multi-page slim PDF files. Select this when you give priority to minimizing the file size over the quality of the image. � Slim PDF(Single) — Select this to save scanned images separately as Single-page slim PDF files. Select this when you give priority to minimizing the file size over the quality of the image. � XPS(Multi)— Select this to save scanned images as a Multi-page XPS file. � XPS(Single) — Select this to save scanned images separately as Single-page XPS files. � JPEG — Select this to save scanned images as JPEG files. � If the Forced Encryption setting is enabled, only the PDF (Multi) and the PDF (Single) are selectable for a file format. For the Forced Encryption function, refer to the User’s Manual Advanced Guide. � Files saved in an XPS format can be used in Windows Vista/Windows 7/Windows Server 2008 SP1, or Windows XP SP2/ Windows Server 2003 SP1 or later versions with Net Framework 3.0 installed. 2 Encryption Set this for encrypting PDF files if you have selected [PDF (Multi)] or [PDF (Single)] in the File Format setting. Encryption — Select this if you want to encrypt PDF files. User Password — Enter a password for opening encrypted PDF files. Master Password — Enter a password for changing PDF encryption settings. Encryption Level — Select an encryption level. � 40-bit RC4 — Select this to set an encryption level to the one compatible with Acrobat 3.0, PDF V1.1. � 128-bit RC4 — Select this to set an encryption level to the one compatible with Acrobat 5.0, PDF V1.4. � 128-bit AES — Select this to set an encryption level to the one compatible with Acrobat 7.0, PDF V1.6. Authority — Select the desired authority items on encrypted PDF files. � Printing — Select this to authorize users to print documents. � Change of Documents — Select this to authorize users to change documents. � Content Copying or Extraction — Select this to authorize users to copy and extract the contents of documents. � Content Extraction for accessibility — Select this to enable the accessibility feature. � If the 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. � The user password and the master password are not set at the factory shipment. � Passwords must be from 1 to 32 one-byte alphanumerical characters. � The user password must differ from the master password. 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. For the details of the encryption setting, refer to the User’s Manual Advanced Guide. Ask the administrator for resetting these passwords. 3 File Name Select how the scanned file will be named. Select [DocYYMMDD] to name it as described, or enter the desired file name in the box. When you want to add the date and time in the file name, select the [Add the date and time to a file name] check box. When [Meta Scan] is selected, if you select [Add the date and time to a file name] in [File Name], it is also applied to the meta data file name.

[Registration] Tab Page Overview 73 5 [Registration] Tab Page Scan Setting (Private template) In the Scan Setting page, you can specify how originals are scanned for the Scan to File, Scan to Email, and Scan to e-Filing agent. Item name Description 1 Preview Select whether to display the scanned image on the control panel after the scanning an original. � OFF — Select this not to display the scanned image. � ON — Select this to display the scanned image. 2 Single/2-Sided Scan Select whether to scan one side or both sides of an original. Available only when the Reversing Automatic Document Feeder is installed. � Single — Select this to scan one side of an original. � Duplex Book — Select this to scan both sides of originals when the pages are printed vertically in the same direction and bound along the vertical side of the paper. � Duplex Tablet — Select this to scan both sides of originals with a vertical reversal to be bound along the horizontal side of the paper. 3 Rotation Select how the scanned images will be rotated. 4 Color Mode Select the color mode for scanning. � Black — Select this to scan in the black mode. � Gray — Select this to scan in the gray scale mode. � Full Color — Select this to scan in the full color mode. � Auto Color — Select this to scan in the auto color mode. � The [Color Mode] option cannot be set when [Slim PDF (Multi)] or [Slim PDF (Single)] is selected in the [File Format] option in the Save as File Settings and that in the Email Setting. � When [Auto Color] is selected, you cannot select JPEG or TIFF (Multi) for the file format. Also when [Black] is selected, JPEG is not allowed. 5 Resolution Select the resolution for scanning. The [Resolution] option cannot be set when [Slim PDF (Multi)] or [Slim PDF (Single)] is selected in the [File Format] option in the Save as File Settings and that in the Email Setting. 6 Compression Select the compression for scanning. � This cannot be set when [Black] is selected at the [Color Mode] box. � The [Compression] option cannot be set when [Slim PDF (Multi)] or [Slim PDF (Single)] is selected in the [File Format] option in the Save as File Settings and that in the Email Setting. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

74 [Registration] Tab Page Overview 7 Original Mode Select the document type of the originals. � Text — Select this to set the Text mode as the default original mode. � Text/Photo — Select this to set the Text/Photo mode as the default original mode. This can be selected only when [Black] is selected in the [Color Mode] box. � Photo — Select this to set the Photo mode as the default original mode. This cannot be set when [Gray] is selected in the [Color Mode] box. 8 Exposure Select the exposure for scanning. Select [Auto] to automatically apply the best contrast for the document. You can also manually adjust the exposure in 11 stages. The farther to the right that you set the value, the darker the density of the scanned image will become. [Auto] is not available when [Gray], [Full Color], or [Auto Color] is selected at the [Color Mode] box. In that case, set the exposure manually. 9 Original Size Select the original size. If this is set to [Auto], the size is automatically detected. Select [Mixed Original Sizes] to scan a document with mixed sizes. You can also specify the original size. 10 Background Select the density level of the background of the scanned image. Density can be adjusted in 9 levels. The farther to the right that you set the value, the darker the density of the background will become. 11 Contrast Select the contrast level of the scanned image. Contrast can be adjusted in 9 levels. The farther to the right that you set the value, the higher the contrast level will become. This is not available when [Black] or [Gray] is selected at the [Color Mode] box. 12 Sharpness Select the sharpness level of the scanned image. Sharpness can be adjusted in 9 levels. The farther to the right that you set the value, the sharper the scanned image will become. 13 Saturation Select the saturation level of the scanned image. Saturation can be adjusted in 7 levels. The farther to the right you set the value, the more vivid the scanned image will become. This is not available when [Black] or [Gray] is selected at the [Color Mode] box. 14 RGB Adjustment Select the RGB density level of the scanned image. RGB density can be adjusted in 9 levels for each color. The farther to the right you set the value, the darker the density of the selected color will become. This is not available when [Black] or [Gray] is selected at the [Color Mode] box. 15 Omit Blank Page Select whether to automatically omit a blank page in the scanned image if it is included in originals. � OFF — The blank page is not omitted. � ON — The blank page is omitted. 16 Outside Erase Select whether to erase a shade that appears outside of the scanned image when an original is placed on the original glass while the Original Cover is left open. The erased shade will be whitened. If you want to erase it, you can select the criteria in 7 levels for judging if it is an area to be erased. The farther to the right you select, the larger the area that will be erased. [OFF] is selected by default. Item name Description

[Registration] Tab Page Overview 75 5 [Registration] Tab Page Extended Field settings You can set extended fields for meta data. Set the field you have registered in [Administration] - [Registration] - [Extended Field Definition]. Extended Field Properties [Extended Field Properties] set under the selected extended field definition are displayed. Values set in this screen are used as the default values for [Extended Field Properties] displayed on the control panel when using Meta Scan. Items with an asterisk (*) attached at the beginning of the [Extended Field Properties] name are mandatory entry fields. Password Setting In the Password Setting page, you can set a password for the private template. Item name Description 1 Extended Field Definition No. Allows you to select a registered extended field definition. Item name Description 1 Password Enter a password. 2 Retype Password Enter the same password again for a confirmation. 1 2 1

76 [Registration] Tab Page Overview � [Address Book] Item list � P.76 “[Address Book] screen” � P.77 “[Contact Property] screen” � P.78 “[Fax Setting] screen” � P.79 “[Search Contact] screen” � P.79 “[Search Address List] screen” � P.80 “[Group Properties] screen” � [Address Book] screen You can manage a contact list to be used in E-mail, Internet Fax, and fax transmissions. � Click [Contacts] or [Groups] to switch the display between the list of addresses and the list of groups where contacts are assigned. � Address Book can be also managed using the control panel. Refer to the User’s Manual Advanced Guide. Contacts Item name Description 1 [Add Address] button Allows you to add a new contact in the address book. � P.77 “[Contact Property] screen” 2 [Search] button Allows you to search a contact from the address book. � P.79 “[Search Contact] screen” 3 Group Select a group to display in the address list. � All Groups — Displays all the groups. � Registered Groups — Displays the registered groups only. 4 ID Displays the registered ID of the contact. � P.77 “[Contact Property] screen” 5 Name Displays the name registered to the contact. � P.77 “[Contact Property] screen” 6 Email Address Displays the E-mail address registered to the contact. � P.77 “[Contact Property] screen” 7 Fax Number Displays the fax number registered to the contact. � P.77 “[Contact Property] screen” 1 2 3 4 5 6 7

[Registration] Tab Page Overview 77 5 [Registration] Tab Page Group � [Contact Property] screen Item name Description 1 [New] button Allows you to add a new group. � P.80 “[Group Properties] screen” 2 ID Displays the registered ID of the group. � P.80 “[Group Properties] screen” 3 Group Name Displays the registered name of the group. � P.80 “[Group Properties] screen” 4 Contacts Displays how many address books are registered in the group. Item name Description 1 [Save] button Saves the entered information. 2 [Cancel] button Cancels adding or editing a contract. 3 [Reset] button Erases information entered in the given box. 4 [Delete] button Deletes the displayed contact. 5 [Fax Setting] button Registers the contact for fax transmission. � P.78 “[Fax Setting] screen” 6 First Name Enter the first name of the contact. You can enter up to 32 characters. Invalid characters are replaced with "!". 7 Last Name Enter the last name of the contact. You can enter up to 32 characters. Invalid characters are replaced with "!". 8 Email Address Enter the E-mail address of the contact. You can enter up to 192 characters. 9 Fax Number Enter the fax number of the contact. You can enter up to 128 characters. 10 2nd Fax Number Enter the second fax number of the contact. You can enter up to 128 characters. 11 Company Enter the company name of the contact. You can enter up to 64 characters. Invalid characters are replaced with "!". 1 2 3 4 1 2 3 4 5 6 7 8 9 10 11 12 13

78 [Registration] Tab Page Overview � You must specify either the [First Name] or [Last Name] box and either the [Email Address] or [Fax Number] box to register the contact. � If you enter “-” in the [Fax Number] and [2nd Fax Number], a three-second pause is added for dialing the fax number. � To perform fax transmission, the Fax Unit is required. If the Fax Unit is not installed, you cannot perform the fax transmission even if you specify the fax number. � [Fax Setting] screen 12 Department Enter the department name of the contact. You can enter up to 64 characters. Invalid characters are replaced with "!". 13 Keyword Enter the comments on the contact. You can enter up to 256 characters. Invalid characters are replaced with "!". Item name Description 1 2 3 4 5 6 7 8 9 10 Item name Description 1 [Save] button Saves the entered information. 2 [Reset] button Restores fax settings set for the contact to the default status. 3 SUB Enter the mailbox number if you want to send a fax to the contact's fax mailbox. You can enter up to 20 characters using numbers, #, and *. 4 SID Enter the password to send a fax to the contact's fax mailbox. You can enter up to 20 characters using numbers, #, and *. 5 SEP Enter the mailbox number if you want to retrieve a document from the contact's fax mailbox. You can enter up to 20 characters using numbers, #, and *. 6 PWD Enter the password to retrieve a document from the contact's fax mailbox. You can enter up to 20 characters using numbers, #, and *. 7 ECM Select whether to enable or disable ECM (Error Correction Mode). If [ON] is selected, it facilitates error free communications by automatically resending any portion of the document affected by phone line noise or distortion. 8 Line Select Select whether specifying the line to be used. If this is set to [Auto], this equipment automatically selects the line to be used. However, [Line 2] can be applicable only when the 2nd Line for Fax Unit is installed. 9 Quality Transmit Select whether to send a document in the Quality TX mode. If [ON] is selected, this equipment sends documents at a slower speed than normal so that the transmission will be less affected by line condition. 10 Transmission Type Select whether the document will be sent in [Memory Transmit] mode or [Direct Transmit] mode.

[Registration] Tab Page Overview 79 5 [Registration] Tab Page � [Search Contact] screen You can search for contacts in the LDAP server and add them to the address book. In order to use the LDAP search, the directory service must be set up by a user who has been granted administrator privileges in the access policy mode. Before operating the LDAP search, ask your administrator if the Directory Service has been configured. � If you select [MFP LOCAL] at the [Directory Service Name] box, you can search for destinations in the address book of this equipment. � TopAccess will search for destinations that contain the text entered in each item. � Leaving the box blank allows wild-card searching. However, you must specify at least one. � [Search Address List] screen Select from the search address list and add to the address book. 1 2 3 4 5 6 7 8 9 Item name Description 1 [Search] button Searches contacts with the entered conditions. � P.79 “[Search Address List] screen” 2 [Cancel] button Cancels the contact search. 3 Directory Service Name Select the LDAP server for the search. 4 First Name Enter the search condition. 5 Last Name 6 Email Address 7 Fax Number 8 Company 9 Department 1 2 5 6 7 8 3 4 Item name Description 1 [Add] button Adds the contact selected in the search address list into the address book. 2 [Cancel] button Cancels the search address list display.

80 [Registration] Tab Page Overview � [Group Properties] screen You can create groups that contain multiple recipients. This enables you to specify a group as the destination when sending an E-mail, Internet Fax, or fax to multiple recipients. 3 [Research] button Returns to the [Search Contact] screen to change the search criteria and execute the search again. 4 Number of Search Result Displays the number of found contacts. 5 Check box Select contacts to be registered to the address book. 6 Name Displays the search result. 7 Email Address 8 Fax Number Item name Description 1 2 3 5 6 7 8 9 10 11 4 Item name Description 1 [OK] button Registers the selected contacts as a group. 2 [Cancel] button Cancels the group registration. 3 [Reset] button Resets the contents. 4 [Delete] button Deletes the displayed group. 5 Group Name Enter the group name. You can enter up to 20 characters. 6 ID Displays the registered ID of the contact. 7 Email Select the check box to register E-mail address into the group when the contact has E-mail information. 8 Fax Select the check box to register fax number into the group when the contact has fax number information. 9 Name Displays the last name and first name registered to the contact. 10 Email Address Displays the E-mail address registered to the contact. 11 Fax Number Displays the fax number registered to the contact.

[Registration] Tab Page Overview 81 5 [Registration] Tab Page � [Inbound FAX routing] Item list ITU-T communications function between fax devices with ITU-T support and enable fax transmission to and retrieval from mailboxes. The type of mailboxes for ITU-T communications must be set in advance to either confidential, bulletin board, or forward. You can specify a password on any mailbox to secure confidentiality. � Mailboxes can be managed only when the Fax Unit is installed. � The Internet/Fax (Relay) agent cannot be used to forward an inbound fax routed via Inbound FAX Routing. Mailboxes can be managed using the control panel. � P.81 “[Inbound FAX routing] screen” � P.82 “[MailBox Properties] screen” � P.83 “MailBox Setting (Mailbox)” � P.84 “Destination Setting (Mailbox)” � P.84 “InternetFax Setting (Mailbox)” � P.84 “Relay End Terminal Report (Mailbox)” � P.85 “Save as file Setting (Mailbox)” � P.85 “Email Setting (Mailbox)” � P.85 “Box Setting (Mailbox)” � [Inbound FAX routing] screen You can manage mailboxes used for ITU-T communications. 1 2 3 4 5 Item name Description 1 [New] button Creates a mailbox for F-code communications. � P.82 “[MailBox Properties] screen” 2 Box Number Displays the registered mailbox number. 3 User Name Displays the user name of the registered mailbox. 4 Agent Displays the agent assigned to the mailbox. 5 Comment Displays the registered comment.

82 [Registration] Tab Page Overview � [MailBox Properties] screen You can set a mailbox. 1 2 3 4 5 6 7 8 9 10 Item name Description 1 [Save] button Saves the mailbox. 2 [Cancel] button Cancels the mailbox settings. 3 [Select Agent] button Set the agent to apply to the forward mailbox. 4 Confidential Creates a confident mailbox. The Confidential Box allows a one-time document retrieval from the mailbox. Once a document is retrieved, it is cleared. If a new document is sent to the same box number where another document is stored, it is added to the existing box. � P.83 “MailBox Setting (Mailbox)” 5 Bulletin Board Creates a bulletin board mailbox. The Bulletin Board Box allows multiple document retrievals from the same mailbox. Once a document is retrieved, it is not cleared. If a new document is sent to the same Box, it replaces the existing one. � P.83 “MailBox Setting (Mailbox)” 6 Forward Creates a multiple transmission relay mailbox. When you select this, select the agent from [Internet/Fax(Relay)], [Save as file], [Email], or [Store to e-Filing]. Use the forward mailbox when you want to forward a fax document to specified destinations automatically. 7 Internet/Fax(Relay) Creates a multiple transmission relay mailbox for the Internet Fax or fax. This agent can be combined with the Save as file agent or Store to e-Filing agent. � P.83 “MailBox Setting (Mailbox)” � P.84 “Destination Setting (Mailbox)” � P.84 “InternetFax Setting (Mailbox)” � P.84 “Relay End Terminal Report (Mailbox)” The Internet/Fax (Relay) agent cannot be used to forward an inbound fax routed via Inbound FAX Routing. 8 Save as file Creates a shared folder forwarding mailbox. This agent can be combined with the Internet/ Fax(Relay), Email, or Store to e-Filing agent. � P.83 “MailBox Setting (Mailbox)” � P.85 “Save as file Setting (Mailbox)” 9 Email Creates an E-mail forwarding mailbox. This agent can be combined with the Save as file agent or Store to e-Filing agent. � P.83 “MailBox Setting (Mailbox)” � P.85 “Email Setting (Mailbox)” 10 Store to e-Filing Creates an e-Filing forwarding mailbox. This agent can be combined with the Internet/ Fax(Relay) agent, Save as file agent, or Email agent. � P.83 “MailBox Setting (Mailbox)” � P.85 “Box Setting (Mailbox)”

[Registration] Tab Page Overview 83 5 [Registration] Tab Page � MailBox Setting (Mailbox) In the MailBox Setting page, specify the general information of the mailbox such as the box number, password, owner, comment, and notification. � The [Notification] and [Document Print] options are not available when creating the Confidential mailbox or Bulletin Board mailbox. � Mailbox communication is disabled if the settings on this equipment and information registered for the destination do not match. Check how the box number and the fax number of the destination are registered on the journal before entering the box number. Item name Description 1 Box Number Enter the box number of the mailbox. You can enter up to 20 characters including numbers, sharp marks (#), and asterisks (*). You can also specify the sender’s fax number to enable the Inbound Fax routing when registering a Forward mailbox. If you specify the sender’s fax number here, the faxes that are received from the specified fax number will be routed according to the mailbox settings. � The Inbound Fax routing is available only for a Forward mailbox. If you select [Confidential] or [Bulletin Board] as an agent, you cannot specify the fax number. � When a fax is sent from the specified fax number with a box number (or sub address), the Inbound Fax routing will not apply to the transmission and it is processed according to the specified box number (or sub address) settings. 2 Password Enter the box password if you want to protect the mailbox by the password. You can enter up to 20 characters including numbers, sharp marks (#), and asterisks (*). 3 User Name Enter the user name of this mailbox. You can enter up to 30 characters. 4 Comment Enter the comment. You can enter up to 30 characters. 5 Notification This specifies how the notification message will be sent if an error occurs. Send Email when an error occurs — Transmits a notification message to the specified E-mail address when an error occurs. Send Email when job is completed — Transmits a notification message to the specified E-mail address when a job is completed. Email Address — Enter the E-mail address for the notification messages. You can enter up to 192 alphanumerical characters. When you enable the Notification setting, make sure to set up the E-mail settings in the [Email] submenu of the [Setup] menu in the TopAccess access policy mode. For instructions on how to set up the E-mail settings, see the following section: � P.233 “Setting up E-mail settings” 6 Document Print Select whether to print a document sent to this mailbox. � Always — Always prints documents sent to this mailbox. � ON ERROR — Prints the document if all specified forwarding has failed. 1 2 3 4 5 6

84 [Registration] Tab Page Overview � Destination Setting (Mailbox) In the Recipient List page, you can specify the destinations of the Internet/Fax (Relay), or Email agent. When you are setting up the destinations for the Email agent, you can only specify the E-mail addresses for the destinations. When you are setting up the destinations for the Internet/Fax (Relay) agent, you can specify both fax numbers and E-mail addresses for the destinations. You can specify the destinations by entering their E-mail addresses or fax numbers manually, selecting recipients from the address book, selecting destination groups from the address book, or searching for destinations in the LDAP server. The methods of entering the destinations manually and searching for the destinations in the LDAP server are not available if you are setting the destination for the Internet/Fax (Relay) agent. Operations are the same as the following procedure. � P.58 “Destination Setting (Private template)” � InternetFax Setting (Mailbox) In the InternetFax Setting page, you can specify the content of the Internet Fax to be sent. Operations are the same as the following procedure. � P.64 “InternetFax Setting (Private template)” � Relay End Terminal Report (Mailbox) On the Relay End Terminal Report page, you can specify a destination to which the transmission result list will be sent. You cannot specify more than 1 destination for the destination of the Relay End Terminal Report. Item name Description 1 [Add] button Adds settings to transmit the relay end terminal report. 2 [Cancel] button Cancels the settings. 3 [Reset] button Resets the settings. 4 Entry box Enter the E-mail address or fax number of the recipient. 5 Recipient list Displays the registered destinations. Select the E-mail address or fax number of the destination. 1 2 3 4 5

[Registration] Tab Page Overview 85 5 [Registration] Tab Page � Save as file Setting (Mailbox) In the Save as file Setting page, you can specify how and where a received fax will be stored. Instructions on how to do the Save as file setting for the mailbox are the same as for the Save as file setting for a private template. Operations are the same as the following procedure. � P.68 “Save as file Setting (Private template)” You cannot specify USB media as the storage in the Save as file Setting Page. � Email Setting (Mailbox) In the Email Settings page, you can specify the content of E-mail document to be sent. Instructions on how to do the E-mail setting for the mailbox are the same as for the E-mail setting for a private template. Operations are the same as the following procedure. � P.66 “Email Setting (Private template)” � Box Setting (Mailbox) In the Box Setting page, you can specify how a received fax will be stored in the Box. Operations are the same as the following procedure. � P.71 “Box Setting (Private template)”

86 [Registration] How to Set and How to Operate [Registration] How to Set and How to Operate � P.86 “Managing templates” � P.94 “Managing address book” � P.100 “Managing mailboxes” � Managing templates � P.86 “Registering and editing private template groups” � P.89 “Registering or editing templates” � P.93 “Displaying public templates” � Registering and editing private template groups Before registering private templates, you have to register the private template group. You can classify the private templates according to every department, every user, and use by registering the private template groups. Also each private template group can be protected by a password. � You can define up to 200 private template groups. To define the private template groups, you can specify the group name, owner, and E-mail notification setting. � The required template may have already been created by a user who is granted administrator privileges in access policy mode, or other user. Check the existing templates to see if they can be used before creating a new template or group. 1 Click the [Registration] tab and the [Template] menu. The Template Groups page is displayed. 2 Click the [Undefined] group link to create a new private group. Click the defined group name link to edit the group information. � If you select the private template group that has not been defined, the Group Properties page is displayed. Skip to step 5. � If you select the defined private template group that is not protected by a password, the Private Templates page is displayed. Skip to step 4. � If you select the defined private template group that is protected by a password, the Input Group Password page is displayed. Go to the next step. � The page displays all 200 private template groups in default page view. You can display only defined private template groups by clicking on the [Defined Groups] link. � If you know which private template group you want to define or edit, click the number of the private template group in the [Jump to] links.

[Registration] How to Set and How to Operate 87 5 [Registration] Tab Page 3 When the Input Group Password page is displayed, enter the password for the selected private template group and click [OK]. The Group Properties page is displayed. 4 Click [Edit], [Change Password], or [Reset]. If you select [Reset], you can reset the unnecessary private group and restore it to an undefined private group. Skip to step 7. If you reset the group information, all private templates registered in the group will be deleted. 5 Enter the items below as required. You can configure the following settings in this page: � P.53 “[Group Properties] screen”

88 [Registration] How to Set and How to Operate You can configure the following settings in this page: � P.55 “[Change Group Password] screen” 6 Click [Save] to apply changes. 7 Click [OK]. This step is not required if you have selected [Edit] in step 4.

[Registration] How to Set and How to Operate 89 5 [Registration] Tab Page � Registering or editing templates In each private template group, you can create up to 60 templates. To define the private template, specify the panel settings that will be displayed in the control panel and agent settings. Each private template can also be protected by a password. Each template can be created in combination of the following agents: � Copy template can be combined with the Save as file or Store to e-Filing agent. � Fax/Internet Fax template can be combined with the Save as file agent. � Scan template can be created with up to two agents in a combination of the Save as file, Email, and Store to e- Filing agents. 1 Click the [Registration] tab and the [Template] menu. The Template Groups page is displayed. 2 Click the group name link where you want to register or edit the private template. � If you select the defined private template group that is not protected by a password, the Private Templates page is displayed. Skip to step 4. � If you select the defined private template group that is protected by a password, the Input Group Password page is displayed. Go to the next step. � The page displays all 200 private template groups in default page view. You can display only defined private template groups by clicking on the [Defined Groups] link. � If you know which private template group you want to define or edit, click the number of the private template group in the [Jump to] links.

90 [Registration] How to Set and How to Operate 3 When the Input Group Password page is displayed, enter the password for the selected private template group and click [OK]. The Private Templates page is displayed. 4 From the templates list, click the [Undefined] icon to register a new template, or click defined icon to edit the template. � If the templates list is displayed in the List view, click the [Undefined] template name to register new template, or click the defined template name to edit the template. � If you select the private template that has not been defined, the Template Properties page to select agents is displayed. Skip to step 7. � If you select the defined private template that is not protected by a password, the Template Properties page is displayed. Skip to step 6. � If you select the defined private template that is protected by a password, the Input Template Password page is displayed. Go to the next step. � You can change the template list view by clicking on either [Panel View] or [List View]. � If you know which private template you want to define or edit, click the number of the private template in the [Jump to] links.

[Registration] How to Set and How to Operate 91 5 [Registration] Tab Page 5 When the Input Template Password page is displayed, enter the password for the selected private template and click [OK]. The Template Properties page is displayed. 6 On the [Template Properties] page, click either [Edit], [Change Password], or [Reset Template]. If you select [Reset Template], you can reset an unnecessary private template and restore it to an undefined template. Skip to step 10. 7 Enter the items below as required. � If you have selected [Edit] in step 6, select the agent and click [Select Agent]. You can configure the following settings in this page: � P.56 “[Template Properties] screen”

92 [Registration] How to Set and How to Operate � If you have selected [Change Password] in step 6, enter the following items and skip to step 9. You can configure the following settings in this page: � P.55 “[Change Group Password] screen” 8 Click each button displayed in the page to specify or edit the associated template properties. 9 Click [Save]. 10 Click [OK]. This step is not required if you have selected [Edit] in step 6. [Panel Setting] Specify icon settings of the template. � P.57 “Panel Setting (Private template)” [Destination Setting] Specify the destination to be sent. This can be set only when creating the Fax/Internet Fax agent or Scan to Email agent. � P.58 “Destination Setting (Private template)” [InternetFax Setting] Specify how the Internet Fax is transmitted. This can be set only when creating a Fax/ Internet Fax agent. � P.64 “InternetFax Setting (Private template)” [Fax Setting] Specify how the documents are faxed. This can be set only when creating a Fax/Internet Fax agent. � P.64 “Fax Setting (Private template)” [Email Setting] Specify how the documents are transmitted as E-mail messages. This can be set only when creating a Scan to Email agent. � P.66 “Email Setting (Private template)” [Save as file Setting] Specify how the documents are saved in a shared folder on this equipment, USB media, or a network folder. This can be set only when creating a Save as file agent. � P.68 “Save as file Setting (Private template)” [Box Setting] Specify how the documents are saved in e-Filing. This can be set only when creating a Scan to e-Filing agent. � P.71 “Box Setting (Private template)” [Store to USB Setting] Specify how the document is saved in USB media. � P.71 “Store to USB Device Setting (Private template)” [Scan Setting] Specify how the documents are scanned. This can be set only when creating the Save as file agent, Scan to Email agent, and Scan to e-Filing agent. � P.73 “Scan Setting (Private template)” [Extended Field settings] Set extended field definition information and extended field settings. � P.75 “Extended Field settings” [Password Setting] Set a password for the private template. � P.75 “Password Setting”

[Registration] How to Set and How to Operate 93 5 [Registration] Tab Page � Displaying public templates End users can also display the templates list in the public group so that users can see what templates are available. Displaying templates in the public group 1 Click the [Registration] tab and the [Template] menu. The Template Groups page is displayed. 2 Click the group name link for the Public Template Groups list. 3 The templates list in the public group is displayed. � You can change the template list view by clicking on either [Panel View] or [List View]. � If you know which public template you want to view, click the number of the public template in the [Jump to] links.

94 [Registration] How to Set and How to Operate � Managing address book � P.94 “Managing contacts in the Address Book” � P.98 “Managing groups in the Address Book” � Managing contacts in the Address Book There are two ways to manage contacts in the Address Book: � Adding, editing, and deleting contacts manually � P.94 “Adding, editing, and deleting contacts manually” � Add new contact searching for a recipient from the LDAP server. � P.97 “Adding new contacts from the LDAP server” Adding, editing, and deleting contacts manually You can add or edit a contact by entering recipient information manually. You can also delete the contact from the Address Book. 1 Click the [Registration] tab and the [Address Book] menu. The Address Book page is displayed. 2 Click [Add Address] and add a new contact. Or click the corresponding link to the contact which you want to edit or delete in the contact list. The Contact Property page is displayed.

[Registration] How to Set and How to Operate 95 5 [Registration] Tab Page 3 Enter the following items to specify the contact property. Click [Delete] to delete the contact from the address book. You can configure the following settings in this page: � P.77 “[Contact Property] screen” 4 When registering a fax contact, click [Fax Setting]. Otherwise, skip to Step 6. The Fax Settings page is displayed. 5 Enter the following items according to the capabilities of destination facsimile, and click [Save]. You can configure the following settings in this page: � P.78 “[Fax Setting] screen”

96 [Registration] How to Set and How to Operate 6 In the Contact Property page, click [Save] to add a new contact.

[Registration] How to Set and How to Operate 97 5 [Registration] Tab Page Adding new contacts from the LDAP server You can search for contacts in the LDAP server and add them to the Address Book. In order to use the LDAP search, the directory service must be set up by a user who is granted administrator privileges in the access policy mode. Before operating the LDAP search, ask your administrator if the Directory Service has been configured. Add a new contact from the LDAP server. 1 Click the [Registration] tab and the [Address Book] menu. The Address Book page is displayed. 2 Click [Search]. The Search Contact page is displayed. 3 Select the directory service name that you want to search for in the [Directory Service Name] box, and enter the search terms in the boxes that you want to search. � If you select the model name of this equipment at the [Directory Service Name] box, you can search for destinations in the address book of this equipment. � TopAccess will search for destinations that contain the text entered in each item. � Leaving the box blank allows wild-card searching. However, you must specify at least one. 4 Click [Search]. TopAccess will start searching for recipients in the LDAP server and the Search Address List page will display the results.

98 [Registration] How to Set and How to Operate 5 Select the check boxes of contacts that you want to add to the Address Book. Click [Research] to return to step 3 so that you can change the search criteria and execute the search again. You can select all users in the list by clicking on the button. The value of [company] and [department] will depend on the settings made by the user who is granted administrator privileges in access policy mode. 6 Click [Add]. Selected contacts are added to the Address Book. � Managing groups in the Address Book You can create groups that contain the multiple recipients. This enables you to specify the groups for the destinations instead of specifying each recipient separately when operating Scan to Email, or Fax or Internet Fax transmission. You can also delete groups. 1 Click the [Registration] tab and the [Address Book] menu. The Address Book page is displayed. 2 Click the [Groups] submenu. The groups list is displayed. 3 Click [New] to add a new group. Or, click the corresponding link to the group which you want to edit or delete in the group list. The Group Properties page is displayed.

[Registration] How to Set and How to Operate 99 5 [Registration] Tab Page 4 Enter the group name in the [Group Name] column. Click [Delete] to delete the selected group. � You can clear the entered values in each field by clicking [Reset]. � You can cancel adding or editing a group by clicking [Cancel]. 5 Select the [Email] check boxes of users to add Internet Fax recipients, and select the [Fax] check boxes of users to add Fax recipients. To perform fax transmission, the Fax Unit is required. If the Fax Unit is not installed, you cannot perform the fax transmission even if you specify the fax number. 6 Click [OK]. The group is created.