Avision V2800 User Manual

Network Scan Station

User's Manual

Safety Information

When using this equipment, the following safety precautions should always be followed.

Safety During Operation

In this manual, the following important symbols are used:

WARNING:

Indicates potentially hazardous situations, which if instructions are not followed, could result in death or serious injury.

CAUTION:

Indicates a potentially hazardous situation which, if instructions are not followed, may result in minor or moderate injury or damage to property.

Important:

Indicates operational requirements and restrictions. Please read and follow these instructions to ensure a proper operation and to avoid damage to the machine.

Note:

Indicates further explanation or clarification. Reading this is highly recommended.

WARNING:

To avoid hazardous electric shock or fire, do not remove any covers or screws other than those specified in this manual.

CAUTION:

9To reduce the risk of fire, use only no.26AWG or larger telecommunication line cord.

9Disconnect the power plug by pulling the plug, not the cable.

9Do not touch the metal fingers of the ADF pad module. The edges are sharp and touching them may result in injury.

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Precautions

yDo not install the equipment near heating or air conditioning units.

yDo not install the equipment in a humid or dusty place.

yUse only the AC adapter (HEG75-S240320-7L by Hitron) included with the machine. Using other AC adapters may damage the machine and void the warranty.

yPlace the equipment securely on an even, flat surface. Tilted or uneven surfaces may cause mechanical or paper-feeding problems.

yRetain the box and packing materials for shipping purposes.

Notice

Important

yDo not make copies of any item for which copying is prohibited by law.

yCopying the following items are normally prohibited by the local law:

yBank bills, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licenses.

yThis machine is equipped with a function that prevents making counterfeit bank bills. Due to this, images similar to bank bills may not be copied properly.

Copyrights and Trademarks

Ethernet is a registered trademark of Xerox Corporation.

Microsoft, Windows, Windows NT, Windows XP, and Windows Vista are registered trademarks of Microsoft Corporation in the United States and/or other countries.

Other product names used herein are for identification purposes only and may be trademarks of their respective companies. We disclaim any and all rights to those marks.

Warranty

The information contained in this document(s) is subject to change without notice.

The manufacturer makes no warranty of any kind with regard to this material, including, but not limited to, the implied warranties of fitness for a particular purpose.

The manufacturer shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this material.

iii

FCC Radio Frequency Interference Statement

This product has been tested and found to comply with the limits for a class B digital device, pursuant to Part 15 of the FCC rules. Operation is subject to the following two conditions: (1) this device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. The FCC Class B limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

Reorient or relocate the receiving antenna.

Increase the separation between the equipment and receiver.

Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.

Consult your point of purchase or service representative for additional suggestions.

CE Warning

This product satisfies the Class B limits of EN55022, EN55024 and safety requirements of EN 60950.

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Table of Contents
1	Getting Started.........................................................	1
	Introduction.............................................................................................	1
	Features ...................................................................................................	1
	External View ...........................................................................................	3
	The Front View...................................................................................	3
	The Connection Ports.........................................................................	4
	The Control Panel ..............................................................................	5
	Preinstallation Information ......................................................................	7
	Internet Communication Features..........................................................	10
	Scan to E-mail..................................................................................	10
	Scan to Folder..................................................................................	11
2	Installing Your Machine..........................................	12
	Minimum Configuration Requirements ...................................................	12
	Unlocking the Scan Unit .........................................................................	13
	Connecting the Cables............................................................................	14
	Connecting the Ethernet Cables .......................................................	14
	Connecting the Printer Cable ...........................................................	14
	Connecting the Telephone Line ........................................................	15
	Connecting the Power and Turning on the Machine .........................	15
3	Configuring the Machine.........................................	16
	Specifying the Product’s Network Settings.............................................	17
	Specifying More Administrator Settings by the Product’s Web Page ......	19
	Specifying More Administrator Settings by the Network Management Tool21
	Specifying A Folder Template .................................................................	45
	Settings the Servers to Store Your Image........................................	45
	Specifying a Filing Template by the Product’s Embedded Web Page 52
	Editing a Folder by the Product’s Web Page.....................................	55
	Setting Required Fax Settings ................................................................	60
	Setting Your Location ......................................................................	60
	Setting Your Fax Header ..................................................................	61
4	Operation ...............................................................	62
	Loading Paper ........................................................................................	63
	Notice on Using the ADF ..................................................................	63
	Placing Document(s) in the ADF ......................................................	64
	Placing Document(s) on the Glass ...................................................	66
	Making Copies ........................................................................................	67
	Basic Operation ...............................................................................	67
	Advanced Operation.........................................................................	68
	Sending Your Document to E-mails ........................................................	74
	v

	Basic Operation ...............................................................................	74
	Advanced Operation ........................................................................	75
	Using the Soft Keyboard..................................................................	80
	Using the Address Book...................................................................	81
	Sending Your Document to Filing Servers ...............................................	83
	Basic Operation ...............................................................................	83
	Advanced Operation ........................................................................	84
	Adding A New Folder .......................................................................	87
	Faxing Your Scanned Document..............................................................	90
	Basic Operation ...............................................................................	90
	Advanced Operation ........................................................................	92
	Canceling a Fax Job.........................................................................	95
	Using the Phone Book .....................................................................	96
	Scanning Your Documents ......................................................................	97
	System Requirements .....................................................................	97
	Driver Installation Procedure ..........................................................	97
	Scanner Operation...........................................................................	99
	A Glance of the User Interface ......................................................	100
	Using the Basic Features ...............................................................	101
	Using the Advanced Features ........................................................	104
	Using Other Tools..........................................................................	112
5	Troubleshooting....................................................	113
	Information Message ............................................................................	113
	Information Messages During Scanning and Copying....................	113
	Information Messages During Networking ....................................	115
	Information Messages During E-Mailing........................................	116
	Information Messages During Filing..............................................	118
	Information Codes During Faxing..................................................	121
	Clearing a Paper Jam ............................................................................	123
	Removing the Abnormal Line On Your Scanned Image .........................	125
6	Maintaining Your Machine.....................................	126
	Cleaning the Glass ................................................................................	126
	Cleaning the LCD-display ......................................................................	127
	Cleaning the ADF ..................................................................................	128
	Replacing the ADF Snap-in Pad Module.................................................	129
	Replacing the ADF Roller ......................................................................	131
Appendix ...................................................................		133
	Defining Your Shortcut Buttons ............................................................	133
	Using the Shortcut Buttons...................................................................	136
	Managing the Address Book..................................................................	137
	Adding an E-mail Address..............................................................	137
	Modifying an E-mail Address .........................................................	140
	Deleting an E-mail Address ...........................................................	142
	Adding A New Group .....................................................................	143
	Modifying a Group .........................................................................	146
	Deleting Groups.............................................................................	148

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Managing Fax Phone Book....................................................................	149
Adding a New Fax Number.............................................................	149
Deleting or Modifying Phone Numbers...........................................	150
Adding a New Fax Group................................................................	151
Modifying a Phone Group...............................................................	152
Deleting a Phone Group .................................................................	152
Account Management ...........................................................................	153
Setting up Account Management By the Product’s Web Page ........	153
Specifications.......................................................................................	158
Index....................................................................................................	162

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1 Getting Started

Introduction

Thank you for purchasing the product, a 4-in-1 MFP. The product offers an unprecedented document delivery technology, transmitting paper documents electronically over the internet. With the product, you can instantly scan single-sided or double-sided paper-based document and deliver the electronic image to various destinations including e-mail addresses, printer, fax machine, ftp servers, web site, or someone else’s computer on the network. The new way to distribute documents is faster, more cost effective, and safer than any traditional methods such as mail, or courier.

Important:

To perform the fax and copy function, you need to connect the product to a supported printer including Ricoh B&W laser printer (Aficio SP4110N).

Features

Digital Copying:

Since the product includes a laser printer, it is able to perform digital copies with outstanding copy quality. With an intuitive control panel and a quality LCD-display, making digital copy becomes fast and easy.

E-mailing:

Connected to an ethernet network and a SMTP server, the product allows you to transmit document(s) to your e-mail as attachment. With a touch of the e-mail key and the selection of your recipients' e-mail addresses, the document(s) is/are first scanned and converted into an image file, and then transmitted to remote recipients within minutes.

Filing (Scan to Folder):

The product allows you to send the scanned documents to a server or a personal computer’s file folder over intranet with FTP (File Transfer Protocol), HTTP (Hypertext Transfer Protocol), HTTPS (a secure way of using HTTP), CIFS (Common Internet File System). The scan-to-folder feature off-loads the mail server from handling large attachments.

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Duplex Scanning:

Through the auto document feeder, the product allows you to scan double-sided documents to digitize your documents more effectively.

Faxing:

With the built-in fax modem and an additional telephone line, the product is able to transmit your scanned document to a remote fax machine just like regular fax machine.

Sending Multi-Page Document:

With the Auto Document Feeder, the product allows a stack of 50-page document(s) to be continuously scanned at one time in reliable quality to increase your efficiency.

Managing the Product Remotely:

The product provides a convenient way to manage your e-mail address book, filing destinations (folders), and telephone book remotely. By simply typing the machine's IP address in the URL field of your browser, the product web page will be prompted. This web page allows the administrator to create up to 2000 e-mail addresses, 40 filing destinations, and 200 fax numbers to conveniently deliver the scanned documents to multiple recipients.

Shortcuts:

By assigning your frequently used functions and settings as shortcut buttons, the product allows you to complete your task in three simple touches on the LCD-display and the control panel.

2

External View

The Front View

									1
							2
7								3
								4

5

6

1.	Input Paper Tray and Paper Support	5.	Control Panel
2.	Paper Stopper	6.	LCD-display
3.	Document Cover	7.	ADF Unit
4.	Handle

3

The Connection Ports

	1	2	3	4	5	6	7
1.	Power Switch:		To turn on and off the machine.
2.	Power Jack:		To connect power with a power cable.
3.	Copy Port:		To connect the printer with a USB cable.
4.	LAN Port:		To connect network with a network cable.
5.	USB Port:		To connect a computer as a USB scanner.

6.Telephone Jack: This telephone jack should be ignored since no

	handset is provided with the product.
7. Line Jack:	To connect the product to a “RJ-11” telephone
	jack provided by the telephone company with a
	telephone line.
	Note: If you wish to use the product as a regular
	fax machine, you must plug one end of the
	telephone line to the “Line” jack (the external
	one) and plug the other end to the “RJ-11”
	telephone jack with a telephone line.

4

The Control Panel

Part B Part C

Part D

Part A

Part A: LCD Display

Used to display current operation.

Part B: Function Keys:

Used to select a working mode.

Function Keys:

Press to make copy.

Press to send your scanned document to e-mail.

Press to send your scanned document to a designated server.

Press to send your scanned document to a fax machine.

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Part C: The Numeric Keypad:

Used to enter copy quantity, or the fax number.

Part D: Start & Other Keys:

Used to select special requirements or the start key to start sending or copying your document(s).

Select to access the user tools to set up the system.

Select to clear current settings and return to the default settings. Press the button for over 5 seconds to return to the factory default settings.

Select to enter power saving mode.

•The Power LED – Used to indicate power on and ready status.

•The Alert LED – Used to indicate error.

•The Sleep LED – Used to indicate power-saving status.

Select to stop processing.

Select to start copying, e-mailing, filing or faxing in black and white mode.

Select to start copying, e-mailing, or filing in color mode.

6

Preinstallation Information

The product has to be setup properly on your network to perform e-mail and filing functions. Before using the product, please setup the product properly on your network for e-mail and filing function. The following network parameters have to be set.

Important !

Make a copy of the following table and ask your Network Administrator to complete the information.

1.	DHCP Enable:
2.	IP Address:	. . .
3.	Subnet Mask:	. . .
4.	Gateway IP:	. . .
5.	DNS Server:	. . .
6.	SMTP Server:
7.	SMTP Port:	25
8.	POP3 Server:
9.	POP3 Port:
10. LDAP Server:		. . .
11. LDAP Port:

7

Explanation of contents:

	1.	*DHCP Enable:		Choose Yes to obtain IP/subnet/gateway
				addresses automatically from DHCP server.
2.		*IP Address:		The Internet Protocol (IP) address assigned to
				your machine by your network administrator or
				by DHCP server.
	3.	Subnet Mask:		The net mask address assigned by your
				network administrator or by DHCP server.
4.		Gateway IP:		The gateway IP address assigned by your
				network administrator or by DHCP server or by
				DHCP server.
	5.	*DNS server:		The IP address of DNS server assigned by your
				network administrator.
6.		*SMTP Server:		The IP address of your SMTP mail server
				assigned by your network administrator.
	7.	SMTP Port:		The port number of your SMTP Mail Server.
8.		*POP3 Server:		The IP address of your POP3 server.
	9.	*POP3 Port		The port number of your POP3 server.
	10. *LDAP Server:			The IP address of your LDAP server.
	11. LDAP Port:			The port number of your LDAP server.

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Note:

1.DHCP server: With DHCP (Dynamic Host Configuration Protocol), a host can automatically be given a unique IP address each time it connects to a network--making IP address management an easier task for network administrators. If the DHCP server is available from your network, you do not need to enter TCP/IP, subnet mask, gateway, and DNS information. Instead, this information will be automatically given for the product.

2.IP Address: An IP (Internet Protocol) address uniquely identifies a host connection to an IP network. System administrator or network designer assigns the IP address. The IP address consists of two parts, one identifying the network and the one identifying your node.

The IP address is usually written as four numbers separated by periods. Each number can be zero to 255. For example, 10.1.30.186 could be an IP address.

3.SMTP: Stands for Simple Mail Transfer Protocol. It is the main communication protocol used to send and receive e-mail on the internet.

4.DNS: Stands for Domain Name System. The DNS server identifies hosts via names instead of IP addresses. If the DNS server is available on your network, you can enter the domain name instead of digits for the IP address.

5.POP3: POP3 is the latest Post Office Protocol 3, this is a service that stores and serves e-mails for various client machines that are not connected to the Internet 24 hours a day. E-mails are held in POP3 until you log on.

6.LDAP: Stands for Lightweight Directory Access Protocol. LDAP enables users to access directories and address books directly from external networked devices to simplify document distribution.

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Internet Communication Features

Scan to E-mail

The product allows you to deliver your scanned document to e-mail addresses on the network. The document is first scanned and converted to a standard PDF, JPEG, TIFF, or MTIFF (Multi-page TIFF) file format and then transmitted to remote recipients simultaneously as an e-mail attachment.

When you send an e-mail to someone via the product, the product uses Simple Mail Transfer Protocol (SMTP) to transfer your outgoing e-mails to your SMTP mail server, and then send these e-mails to your recipients through internet.

		Intranet
			Internet
@V2800
	≈	E-mail Server	PC
PC

@V2800 ≈

PC

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Scan to Folder

Through the intranet with FTP (File Transfer Protocol), HTTP (Hypertext Transfer Protocol), HTTPS (a secure way of using HTTP), or CIFS (Common Internet File System), the product allows you to save scanned document directly to a designated server or a personal computer on the network in a standard PDF, JPEG, TIFF, or MTIFF file format.

CIFS is the sharing system of Microsoft Windows. What’s unique about this filing function is to let entire corporate users share one machine to send documents to each desired file folder on a designated server or individual computer.

	Intranet	FTP, HTTP,
		HTTPS servers

@V2800

CIFS servers (Windows)

PC

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2 Installing Your Machine

This chapter is specifically targeted to the persons who are responsible for the administration of the product. It is recommended that the administrator read this chapter before installing the machine.

Minimum Configuration Requirements

To make the best use of the product, the following configuration is required:

To send e-mails from the product:

•TCP/IP network

•A SMTP and a optional POP3 server

To file document(s) via intranet

•FTP, HTTP, HTTPS, or CIFS protocol environment

•Windows 98SE, Windows NT, Windows 2000, Windows Me, Windows XP, Windows Vista, HTTP or FTP server

12

Unlocking the Scan Unit

The scan unit is locked during transport to protect the scanning mechanism from being damaged. Be sure to unlock the scan unit before using the machine.

1). Open the document cover. Locate the lock switch at the left side.

Document

Cover

2). Move the lock switch to the

“unlocked position”.

“Unlocked Position”

“Locked Position”

The scanning unit at this position before locking the scanner

Note:

If you need to move the product for repair or any other reason, be sure to lock the product before moving. To lock the product, please do the following,

1.Turn off the product.

2.If the scan unit is not located at the front of the glass, turn on the product. After the scan unit returns to the front end, turn off the product.

3.Move the lock switch to the “Locked Position”.

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Connecting the Cables

Connecting the Ethernet Cables

Connecting to the Network

1.Connect one end of your Ethernet LAN cable to an available port of your Ethernet Hub.

2.Connect the other end to the LAN port at the back of the product.

LAN Port

Connecting the Printer Cable

1.Connect one end of the printer cable (USB cable) to the printer.

2.Connect the other end to the COPY port at the rear of the product.

COPY Port

14

Connecting the Telephone Line

1.Plug one end of the telephone line to the LINE jack at the left end of the rear panel.

Line Jack

2.Plug the other end of telephone line to the “RJ-11” telephone jack provided by the telephone company.

Connecting the Power and Turning on the Machine

1.Press the power switch to the “0” position to turn off the product.

2.Connect the small end of the power cable to the Power ({) jack of the product.

Power Jack

3.Connect the other end to an appropriate power outlet.

4.Press the power switch to the “I” position to turn on the product. After showing the booting up message, the LCD display prompts the preset ready status.

Note:

You can press the Energy Saver button on the control panel to switch to the power saving mode. If the product is idle for 15 minutes (default setting), it automatically shuts off the scanning lamp. Press any key except the Power Saving button to return to the ready status.

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3 Configuring the Machine

The following settings or destinations must be defined by the system administrator before the product is used to distribute the scanned document on the network.

zNetwork and E-mail parameters: Defines the parameters for TCP/IP, SMTP, and POP3 protocols to send your scanned document to e-mail addresses.

zFiling Destinations: Defines the protocols and destinations to send your scanned document to FTP servers, web, or any personal computers on the network.

To specify these settings or destinations, the administrator can enter relevant value from the options of User Tools on the control panel. In addition to using the control panel, the product allows the administrator to remotely configure the machine by either launching the product’s embedded web page (Web Image Monitor) or starting the Network Management Tool provided in the supplied Scanner Driver CD-ROM.

The product’s embedded web page (Web Image Monitor) allows the administrator to configure each machine remotely with a web browser while the Network Management Tool allows the administrator to update the product and manage several MFPs on the network. For more information on how to use the product’s Network Management Tool, please refer to the online help of the Network Management Tool.

Note:

9If the system administrator has chosen DHCP, then the IP address of TCP/IP, gateway, subnet mask, and DNS server will be automatically given.

9When installing the product for the first time, it is recommended that the Administrator retain the default system settings. The settings can be customized at a later date once you are familiar with the operation and functionality.

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Specifying the Product’s Network Settings

1.Turn on the machine. After warming up for a few seconds, the default working mode is prompted on the touch panel. For example, the following Copy mode.

2. Press the Menu button on the control panel. This prompts the following Menu screen.

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3.Touch Network Settings to prompt the following Network Settings screen.

4.Since the default TCP/IP information is incorrect, please enter your own network information via the soft keyboard. Touch anywhere on the IP Address/Subnet Mask/Gateway IP/DNS Server field to bring up the soft keyboard and then enter the relevant value. For example,

5.Touch Return after completing entering your information to return to the

Network Settings screen.

6.In the Network Settings screen, press OK to return to the User Tools screen.

18

Specifying More Administrator Settings by the Product’s Web Page

1.Specify the network settings on the control panel via the soft keyboard. (Please refer to the preceding section, Specifying the Product’s Network Settings.

2.The product is designed with an embedded web page to allow the system administrator to remotely manage the product. Simply type the IP address of the product in the URL field of your browser and then press Enter. The product’s web page appears.

3.Click each item on the menu to enter relevant value. For details on each setting, please refer to the subsequent section, Summary of the User Tools.

19

Note:

9The “Management” item and the “Administrative Settings” menu are blocked by password. Click Login to enter the detailed settings since the machine is shipped with no specific password. You can create a password later and write it in your notes in case you may forget it.

9For effective management, it is recommended to create administrator’s login password later.

9If you wish to return to factory default settings, simply press the Reset button for over 5 seconds. In a second, all the values in the Management and Administrative Settings will be changed to factory default.

9Please note that some of the settings in the “User Tools” can also be set by users while they are making copies, sending individual mails, sending individual files to folder, or sending individual files to fax machine when they press the “Copy”, “E-mail”, “Folder”, or “Fax” button on the control panel. However, if the users fail to set these settings, then the default settings will be automatically applied to the copier, e-mails, folder, or the fax sent by the users. That is to say, the administrator assigns default settings for common functions. Yet, an individual user also has a chance to set his or her own settings when he or she is performing one of the function modes.

9Alternatively, you may specify more administrator settings on the control panel via the soft keyboard. Refer to the preceding section, Specifying the Product’s Network Settings, to specify the administrator settings via the soft keyboard.

20

Specifying More Administrator Settings by the Network Management Tool

1.Place the Scanner Driver CD-ROM into your CD-ROM drive. In a second, the installation graphic appears.

2.Choose Network Management Tool and follow the on-screen instruction to complete the installation.

3.Start Network Management Tool by choosing Start>All Programs>Network Management Tool>Network Management Tool.

4.In a second, the Network Management Tool main screen appears as follows.

5.Choose New Device from the File menu to prompt the following New Device dialog box.

Or you may click the new device tool from the toolbar. Or double click the large new device icon ().

6.Enter the IP address of your device as illustrated.

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7.In a second, the MFPs on the network will be displayed in the main screen as follows.

8.Double click the device’s icon or you may try either of the following ways to prompt the product’s embedded web page to specify your desired settings. -Select the device’s icon and choose the Menu Settings tool in the toolbar. -Select the device’s icon and click your right mouse button and choose Menu.

9.Click each item on the menu to enter relevant value. For details on each setting, please refer to the subsequent section, Summary of the User Tools.

Note:

For more information on how to use the Network Management Tool, please refer to the online help of the Network Management Tool.

22

Summary of the User Tools

Information: Used to displays the product’s basic information.

Item	Description
Model	Displays the product’s model name.
Manufacturer	Displays the manufacturer name.
MAC Address	Displays the scan unit’s MAC address.
Serial Number	Displays the product’s serial number.
System Firmware	Displays the system’s firmware version.
Version
Scanner Firmware	Displays the scanner’s firmware version.
Version
Homepage Version	Displays the homepage’s version.
Page Count	Displays the counters for Copy, B&W Email, Color
	Email, B&W Filing, Color Filing, Fax Send, Fax
	Received, PC Scan, ADF, Total.
	Menu Map: Touch “Print” to print out all the
	menu items and their values.
	Usage Report: Touch “Print” to print out the
	counter information.

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