Konica Minolta bizhub 25e User Manual
Plain-paper digital Fax/Copier/Printer/Scanner
Message Board Guide
Chapter 1 Overview of Message Board
1
Chapter 2 User information settings
Chapter 3 Machine settings
Chapter 4 Machine management settings
Chapter 5 Machine information
Chapter 6 Troubleshooting
2
3
4
5
6
Contents
How to read this manual .............................................................................................v
Operational and safety information .......................................................................... v
Key descriptions ......................................................................................................... v
About the screens ....................................................................................................... v
Chapter 1 Overview of Message Board
Introduction to Message Board ..............................................................................1-2
Logging in / Logging out ...........................................................................................1-4
Connecting to Message Board ................................................................................1-4
Logging in ................................................................................................................1-4
Logging out ..............................................................................................................1-9
About the display .....................................................................................................1-10
Footer Names and Functions ................................................................................1-10
Checking the display on the control panel ...........................................................1-11
Message Board menu list ........................................................................................1-12
Chapter 2 User information settings
Registering users ........................................................................................................2-2
“User Registration” screen ......................................................................................2-2
Registering users .....................................................................................................2-3
Changing user information .....................................................................................2-7
Deleting user information .......................................................................................2-7
Exporting user information ....................................................................................2-8
Registering
“Address Book” screen .............................................................................................2-9
Registering destinations .......................................................................................2-11
Changing destinations ..........................................................................................2-17
Deleting destinations ............................................................................................2-18
Exporting destination ...........................................................................................2-19
Grouping multiple destinations ...........................................................................2-20
Registering shortcuts ..............................................................................................2-25
Registering folder shortcuts .................................................................................2-25
Registering FTP shortcuts ....................................................................................2-29
Setting templates ......................................................................................................2-33
Setting document names ......................................................................................2-33
Setting e-mail templates .......................................................................................2-35
addresses.......................................................................................................... 2-9
Chapter 3 Machine settings
Setting the network environment ..........................................................................3-2
Setting the e-mail environment ..............................................................................3-5
SMTP/POP settings ................................................................................................3-5
ii Contents
Setting the e-mail operating environment.............................................................3-9
Setting the LDAP server .........................................................................................3-12
“LDAP Server Settings” list screen .....................................................................3-12
Registering new LDAP server search settings ....................................................3-13
Changing LDAP server search settings ...............................................................3-16
Deleting LDAP server search settings .................................................................3-17
SNMP settings ...........................................................................................................3-18
Setting an internet time .........................................................................................3-21
Specifying device settings ......................................................................................3-22
Specifying other network settings ........................................................................3-22
Registering the user install ..................................................................................3-23
Specifying default machine settings ....................................................................3-24
Chapter 4 Machine management settings
Distributing received documents ...........................................................................4-2
“Auto Distribution” screen ......................................................................................4-2
Setting auto distribution (general settings) ..........................................................4-3
Setting auto distribution (individual settings) ......................................................4-4
Specifying distribution destinations ......................................................................4-8
Testing auto distribution ......................................................................................4-10
Changing individual auto distribution settings ..................................................4-11
Deleting individual auto distribution settings ....................................................4-11
User access management ........................................................................................4-12
“User Access Management” screen .......................................................................4-12
Checking the usage status ....................................................................................4-13
Printing the usage status .....................................................................................4-13
Downloading the usage status..............................................................................4-14
Resetting the counters ..........................................................................................4-14
Setting user policies ................................................................................................4-15
Registering new user policies ...............................................................................4-15
Selecting users.......................................................................................................4-18
Changing a user policy ..........................................................................................4-19
Deleting a user policy ............................................................................................4-19
Setting security .........................................................................................................4-20
Setting the machine policy ...................................................................................4-20
Setting access restrictions ....................................................................................4-24
Specifying SSL certificate settings .......................................................................4-27
Archive settings ........................................................................................................4-30
Specifying archive settings ...................................................................................4-30
Specifying archive destinations ............................................................................4-32
Setting DocIndex ......................................................................................................4-36
“DocIndex Settings” screen ...................................................................................4-36
DocIndex settings ..................................................................................................4-37
About the DocIndex file name ..............................................................................4-42
1
Contents iii
Chapter 5 Machine information
Communication jobs ..................................................................................................5-2
Checking communication jobs ................................................................................5-2
Canceling communication jobs in progress ............................................................5-3
Print jobs ......................................................................................................................5-4
Checking print jobs .................................................................................................5-4
Canceling print jobs ................................................................................................5-4
Communication history ............................................................................................5-5
Checking the communication history .....................................................................5-5
Printing the communication history ......................................................................5-6
Downloading the communication history ..............................................................5-6
Print job history .........................................................................................................5-7
Machine status ............................................................................................................5-8
Setting the machine status .....................................................................................5-8
Exporting machine settings ..................................................................................5-10
Importing machine settings ..................................................................................5-11
Chapter 6 Troubleshooting
Troubleshooting ..........................................................................................................6-2
To solve website’s security certificate error ...........................................................6-3
iv Contents
How to read this manual
Operational and safety information
In this manual, the following symbols are used with the items where important
operational and safety information must be observed.
Symbol Meaning
Describes warnings to protect yourself and others from serious or
potentially fatal injury if you handle the machine incorrectly. For safe
operation, please follow instructions carefully.
Notes a caution to protect yourself and others from personal injury or
damage to properties if you handle the machine incorrectly. For safe
operation, please follow instructions carefully.
IMPORTANT
NOTE
Describes important conditions or restrictions you should carefully
observe to avoid problems caused by incorrect operations.
Describes reference information and additional notes for operation.
Key descriptions
In this manual, the operating keys are described as follows:
< > : Keys on the control panel
For example, the start key <Start>
[ ] : Buttons on the display and computer
For example, the “Setting” button [Setting]
1
About the screens
This manual uses the screens of the bizhub 25e standard model, unless otherwise stated.
The screens you see may differ, depending on the options installed.
How to read this manual v
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vi How to read this manual
Chapter 1
Overview of Message Board
Introduction to Message Board ..............................................................................1-2
Logging in / Logging out ...........................................................................................1-4
Connecting to Message Board ................................................................................1-4
Logging in ................................................................................................................1-4
Logging out ..............................................................................................................1-9
About the display .....................................................................................................1-10
Footer Names and Functions ................................................................................1-10
Checking the display on the control panel ...........................................................1-11
Message Board menu list ........................................................................................1-12
Introduction to Message Board
With Message Board, you can control your machine through network. Here are some
examples what Message Board enables you.
IMPORTANT
A web browser is required to operate Message Board. For details on the supported
web browsers, see chapter 5, “General” in “Specifications” in the Administrator’s
Guide. In this chapter, we use Internet Explorer as an example for the procedures.
Check the status of your machine
Through your web browser, you can access to your machine and check its status. Some
examples:
• Status of the printer
• Printed pages and scanned pages on your machine
• Message on the display
• Communication history
• Print Job history
1-2 Introduction to Message Board
Check and change the machine set-up
Access your machine without walking to it, and check or change settings. All the set-up
menus are available not only from the control panel but from Message Board (page 1-12).
Register destinations easily
When you register new addresses, it may be troublesome to enter letters on the machine’s
control panel. Access your machine through Message Board, and register them using
your computer.
1
Overview of Message Board
Introduction to Message Board 1-3
Logging in / Logging out
Connecting to Message Board
Start the web browser.
1
If there is a shortcut to Message Board on your desktop, double click the shortcut to start the
web browser and access Message Board.
Enter the IP address of the machine in the “Address” bar of the web browser,
2
and press [Enter].
Logging in
You can log in to Message Board as either of the following three user types;
“Administrator”, “User”, or “Guest”.
User Description
Administrator Administrator can enter from “Administrator screen” to Message Board.
User Authenticated users can enter from “User screen” to Message Board.
Guest Users who are not authenticated can enter from “User screen” as “Guest” to
Message Board.
User login
User login screen differs according to the machine policy setting. For details on the
machine policy settings, see “Setting the machine policy” (page 4-20).
NOTE
When the machine policy is set to “stand alone”, you should be registered as Message
Board user to log in as user. For details, see “Registering users” (page 2-2).
Log in from the user list
Connect to Message Board (page 1-4).
1
Click [User Login].
2
1-4 Logging in / Logging out
Click the user name in the user list.
3
•The user ID of the user name you clicked is automatically entered in “User ID”.
•When you click “Group”, you can filter the user name by their registered groups.
Enter the password in “Password” column, and click [Login].
4
If you select “Remember the User ID”, the account ID you enter will be stored on your
computer. Next time you access Message Board, the stored user ID is automatically entered.
1
Overview of Message Board
Log in by entering a user ID
According to the machine setting, the user list may not be displayed. In such case, follow
the following steps.
Connect to Message Board (page 1-4).
1
Click [User Login].
2
Enter the “User ID” and “Password”, and click [Login].
3
If you select “Remember the User ID”, the account ID you enter is stored on your computer.
The next time you access Message Board, the stored user ID is automatically entered.
Logging in / Logging out 1-5
Login using SSL
Message Board supports SSL (Secure Socket Layer) security for data communication.
SSL communication encrypts the data communicated between the computers and
Message Board to prevent the theft and modification of data by outside parties.
When you perform an SSL login, the [SSL] icon is displayed on the header of Message
Board screen.
Connect to Message Board (page 1-4).
1
Click [User Login].
2
Click [SSL (https)].
3
Perform the login procedure.
4
NOTE
If you use SSL, the response time will be slower than a regular login because
encryption and authentication are performed for the data.
When you are not a registered user
When you are not a registered user, there are three options to log in to Message Board:
•Log in as a guest.
•Enter a new user name and password and log in. This login is available when the
machine policy is set to “Single Sign On.” For details on the machine policy settings,
see “Setting the machine policy” (page 4-20).
•When “If you do not have a User ID, click here.” is displayed on the login screen, you
can click this link and register yourself as a user. This login is available when user
registration is available for guest policy. For details, see page 4-17.
1-6 Logging in / Logging out
Guest login
Connect to Message Board (page 1-4).
1
Click [User Login].
2
Click [Guest User Login].
3
Administrator screen login
Connect to Message Board (page 1-4).
1
Click [Admin Login].
2
1
Overview of Message Board
If an administrator password is not set, this concludes the procedure.
Enter the administrator password, and click [Login].
3
NOTE
The administrator password entry screen is displayed only when “Administrator
Password” is set at machine policy or “Admin Password” is set on the control panel.
For details, see “Setting the machine policy” (page 4-20) or chapter 2, ”Setting the
administrators password” in “Setting security codes” in the Administrator’s Guide.
Logging in / Logging out 1-7
Login as administrator using SSL
Message Board supports SSL (Secure Socket Layer) security for data communication.
SSL communication encrypts the data communicated between the computers and
Message Board to prevent the theft and modification of data by outside parties.
When you perform an SSL login, the [SSL] icon is displayed on the header of Message
Board screen.
Connect to Message Board (page 1-4).
1
Click [Admin Login].
2
If an administrator password is not set, this concludes the procedure.
Click [SSL (https)].
3
Enter the administrator password, and click [Login].
4
NOTE
•If you use SSL, the response time will be slower than a regular login because
encryption and authentication are performed for the data.
•When the administrator password is not set, enter Message Board by entering the
IP address of the machine beginning with “https://”and click [Enter].
Log in to Message Board when no user is registered
When no user is registered, you can log in as a guest by the following procedures:
Connect to Message Board (page 1-4).
1
Click [User Login].
2
1-8 Logging in / Logging out
Logging out
Log out when you close Message Board screen or switch users.
Click [Logout].
1
NOTE
Make sure to log out for security purposes. If you do not access Message Board for 30
minutes, you are automatically logged out.
1
Overview of Message Board
Logging in / Logging out 1-9
About the display
Footer Names and Functions
1 2 3 4
Item Description
1 Screen refresh time
(manual
and
refresh) button
2 Auto distribution
settings switch
3 Change font size There are three font sizes; large, medium, and small. (The default font
4 Remaining disk space Displays a graph of the remaining space on the data disk of the
When you click the
refreshed.
The last time when the screen was updated (hour : minute) is
displayed.
Displays the current auto distribution settings status.
If the auto distribution settings are enabled, “ON” is displayed; if they
are disabled, “OFF” is displayed.
You can click the
disable the auto distribution settings.
NOTE
If the “Auto Distribution” is disabled in the user policy settings, the
auto distribution settings status is not displayed (page 4-2).
size is medium.)
The font size setting is retained until it is changed, even after a logout
is performed.
machine.
(manual refresh) button, the screen is
(auto distribution switch) button to enable/
1-10 About the display
Checking the display on the control panel
You can check the display on the control panel using the Message Board screen even
when you are not at the machine.
When you are connected to Message Board (page 1-4), click [Panel View].
1
Check the display on the control panel.
2
1
Overview of Message Board
NOTE
In following situations, the display will not be updated.
•When someone is operating the machine on the control panel
•When someone is entering a password on the control panel
•When the machine is scanning a document
•When a user is logged in on the control panel
•While the machine is in energy save mode
About the display 1-11
Message Board menu list
On Message Board, the following settings are available. Some settings may not be
available according to user policy setting. For details on the user policy settings, see
“Setting user policies” (page 4-15).
Items Description
User Information
User Registration Register, edit or delete users and user groups. 2-2
Address Book Register, edit or delete destinations, destination groups. 2-9
Shortcut
Templates Register, edit or delete document names and e-mail
Machine Settings
TCP/IP Settings Setup network environment. 3-2
E-mail Settings
LDAP Server
Settings
SNMP Setting
Internet Time
Settings
Machine Setup Setup machine setting such as e-mail gateway and network
Machine Default
Settings
Machine Management Settings
Auto Distribution
User Access
Management
User Policy Setup user policies. 4-15
Secure Settings Setup network filter, SSL certificate, or machine policies. 4-20
Archive Settings Setup to sent communicated documents to a specified
DocIndex Setting The DocIndex feature allows you to create image data and
Machine Information
Communication
Job
Print Job
Machine Status Check the machine status. Export or import machine
Communication
History
Print Job History
Register, edit or delete folder shortcuts and FTP server
shortcuts.
templates.
Setup scan to e-mail environment. 3-5
Setup Lightweight Directory Access Protocol (LDAP)
servers.
Setup SNMP settings.
Setup internet time server synchronization.
connection setting, or default settings (user install).
Setup the machine default settings.
Register, edit or delete distribution settings.
Setup user access management, and check the usage
status.
destination via fax or e-mail, or store them in a specified
folder.
metadata (data indicating the attributes and processing
method of the image file) in a single scan.
Check the fax and e-mail transmission reservation status,
and the progress of the communication job being executed.
Check the progress of print jobs being printed or reserved
for printing.
settings.
Check the history of transmitted and received jobs.
Check the document print job history.
Reference
Page
2-25
2-33
3-12
3-18
3-21
3-22
3-24
4-2
4-12
4-30
4-36
5-2
5-4
5-8
5-5
5-7
1-12 Message Board menu list
Chapter 2
User information settings
Registering users ........................................................................................................2-2
“User Registration” screen ......................................................................................2-2
Registering users .....................................................................................................2-3
Changing user information .....................................................................................2-7
Deleting user information .......................................................................................2-7
Exporting user information ....................................................................................2-8
Registering
“Address Book” screen .............................................................................................2-9
Registering destinations .......................................................................................2-11
Changing destinations ..........................................................................................2-17
Deleting destinations ............................................................................................2-18
Exporting destination ...........................................................................................2-19
Grouping multiple destinations ...........................................................................2-20
Registering shortcuts ..............................................................................................2-25
Registering folder shortcuts .................................................................................2-25
Registering FTP shortcuts ....................................................................................2-29
Setting templates ......................................................................................................2-33
Setting document names ......................................................................................2-33
Setting e-mail templates .......................................................................................2-35
addresses.......................................................................................................... 2-9
Registering users
16
2 3 4 5
“User Registration” screen
The “User Registration” screen displays a list of the registered users.
7
8
910 11
Buttons
Button name Description
1 [Add] Registers new user information.
2 [Duplicate] Copies user information that is already registered. The user
information can be edited and used as information for another user.
3 [Delete] Deletes user information.
4 [Import] Imports user information from an external file.
5 [Export] Exports user information in the vCard file format.
List items
Item Description
6 Message area Displays message.
7 Number The number assigned to the user.
8 Name Displays the name registered.
9 Group Displays the name of the group that the user belongs to. You can filter
the displayed users by group name.
10 Page Enables you to switch pages when the user list does not fit on one
page. (The number of pages differs according to how many items are
displayed on each page.)
11 Number of displayed
items switch
Switches the number of users displayed on one screen.
2-2 Registering users
Registering users
Register users either by entering it new, copying an existing user or importing a vCard
format file.
NOTE
Up to 100 users can be registered.
Registering new users
Log in to Message Board (page 1-4).
1
Click [User Information].
2
Click [User Registration].
3
Click [Add].
4
1
2
Register the user information.
5
Setting Description Settings
Number The smallest free number is automatically
entered. You can change it to a number of your
choice. This item is required.
You cannot enter an existing number.
Name Enter the user name. 64 characters
User ID Enter the ID used for identifying the user.
You cannot enter an existing user ID.
This item is required.
Password
E-mail Address Enter the e-mail address of the user. 50 characters
User Group Enter the name of the group that the user
*1
Enter the password used for logging in. 28 characters
belongs to.
If the group name is already registered, you can
also select it from the pull-down menu on the
right.
001 - 100
64 characters
(\, /, [, ], ", :, ;, |, <, >,
+, =, ,, *, ? cannot be
used.)
30 characters
User information settings
Registering users 2-3
Setting Description Settings
LDAP Server
Authentication
(If required)
Account ID Enter the account for logging in
to the LDAP server.
Password
*1
Enter the password for logging
in to the LDAP server.
49 characters
29 characters
Policy Select a user policy. This defines which
operation/setting the user can use on the
machine. For details on the user policy, see
“Setting user policies” (page 4-15).
Theme Setting Select the color theme for the screen.
Language Setting Select the display language on Message Board
for this user.
Transmission
Report Setting
*1 The password is not displayed on the screen. To change the password, check “Change
Password” and enter the new password.
Select how to deal with the transmission report.
This setting will be the default for “Tx Report”
when you are logged in on the control panel and
send a fax.
Option Description
OFF Do not need a transmission report.
Print Print the transmission report.
E-mail Send the transmission report via
e-mail. If you select this option,
enter an e-mail address where you
want to send the report.
–
Default Theme
High Contrast
Low Contrast
English
French
Spanish
OFF
Print
E-mail
Click [Save].
6
Click [Back] not to save the setting and return to the “User Registration” list screen.
NOTE
Underlined values are the default settings specified at the time of shipment.
2-4 Registering users
Copying user information
You can copy user information that is already registered to register a new user.
The user group information will be copied.
Log in to Message Board (page 1-4).
1
Click [User Information].
2
Click [User Registration].
3
Select the checkbox of the user you want to copy.
4
1
2
You cannot copy multiple users at the same time.
Click [Duplicate].
5
The “Registration” screen is displayed.
Change the settings to those for the new user to register.
6
Click [Save].
7
Click [Back] not to save the setting and return to the “User Registration” list screen.
User information settings
Registering users 2-5
Importing user information
You can import data from an external file in vCard format and register it as user
information.
The user information that can be imported and their corresponding vCard item names
are indicated below. The letters enclosed in parentheses are the vCard item names.
•Name (N)
•User ID (FN)
•E-Mail Address (EMAIL)
NOTE
•Only vCard format files can be imported.
•If the “User ID” is already registered, it will be overwritten with the imported
information.
Log in to Message Board (page 1-4).
1
Click [User Information].
2
Click [User Registration].
3
Click [Import].
4
Click [Browse], and specify the location and name of the file to import.
5
Click [Import].
6
A confirmation message is displayed.
Click [OK].
7
•The import process starts.
•When the import process is complete, the display returns to the “User Registration” list
screen.
NOTE
When the display returns to the list screen, the number of successful records is
displayed. If the import process failed, message is displayed.
Some examples:
•Could not analyze the imported file.
•Failed to import. An invalid e-mail address(es) has been included.
•Failed to register. The registration capacity has been reached.
•Failed to import. An invalid user ID(s) has been included. Identical user IDs cannot
be registered in the “User Registration”.
•Failed to import. An invalid user ID(s) has been included.
2-6 Registering users
Changing user information
You can change user information that has been registered.
Log in to Message Board (page 1-4).
1
Click [User Information].
2
Click [User Registration].
3
Click the number or name of the user you want to change.
4
Change the user information.
5
Click [Save].
6
Click [Back] not to save the setting and return to the “User Registration” list screen.
1
2
Deleting user information
You can delete unnecessary user information from the “User Registration” list screen.
You can select multiple users to delete.
NOTE
•You cannot delete the user that is currently logged in on the control panel.
•You cannot delete users registered as auto distribution destinations.
Log in to Message Board (page 1-4).
1
Click [User Information].
2
Click [User Registration].
3
Select the checkbox of the users you want to delete.
4
•To select all the displayed user information, select the top checkbox.
•Click the same checkbox to deselect the item.
User information settings
Click [Delete].
5
Click [OK].
6
Registering users 2-7
Exporting user information
You can export the selected user information to an external file in the vCard format.
The user information that can be exported and their corresponding vCard item names are
indicated below. The letters enclosed in parentheses are the vCard item names.
•Display Name (N)
•User ID (FN)
•E-Mail Address (EMAIL)
NOTE
Only one file is created, even when you select multiple users to export.
Log in to Message Board (page 1-4).
1
Click [User Information].
2
Click [User Registration].
3
Select the checkbox of the users you want to export.
4
•To select all the displayed user information, select the top checkbox.
•Click the same checkbox to deselect the item.
•If you click [Export] without selecting users, all the users are exported.
Click [Export].
5
Click [Save].
6
The “Save As” dialog box is displayed.
Specify the name and location to save the file, and click [Save].
7
The export process starts.
2-8 Registering users
Registering
You can register frequently used destination information (fax numbers and e-mail
addresses) in the address book. By registering the destinations in the address book, you
can easily specify the fax number or e-mail address at fax transmission or Scan to e-mail.
There are two kinds of address books; the shared address book, which all users can use,
and the personal address book, which can be created for each user.
addresses
“Address Book” screen
The “Address Book” list screen displays a list of the registered destinations.
Switch the address book between personal and share using the pull-down menu (item 7)
next to the title. You can filter the list using the index menu (item 8) located under the
title.
1 2 3 4 5
1
2
6
7
8
9 10 11 12
13 14
Button
Button name Description
1 [Add] Registers new destinations.
2 [Duplicate] Copies destinations that is already registered. The destination can be
edited and used as another destination.
3 [Delete] Deletes destinations.
4 [Import] Imports destinations from an external file.
5 [Export] Exports destinations in the specified file format.
15
User information settings
Registering addresses 2-9
List items
Item Description
6 Message Displays message.
7 Personal / Shared
switch
8 Filter Enables you to filter the displayed destination list according to a letter,
9 Number The number assigned to the destination.
10 Name Displays the destination names.
11 Fax Number Displays the fax numbers of the registered destination.
12 E-mail Address Displays the e-mail addresses of the registered destination.
13 Page Switch Enables you to switch pages when destination does not fit on one
14 Number of displayed
items switch
15 Destination Search Enables you to search for destination.
Switches the displayed Address Book between personal and shared
destinations.
NOTE
This switch is only displayed when you have logged in as a user.
symbol (Others), all or group.
page. (The number of pages differs according to how many items are
displayed on each page.)
Switches the number of destinations displayed on one screen.
You can search for the following items.
•Name
•FaxNumber
•E-MailAddress
Searching is performed separately for personal and shared destinations.
You can also search groups when groups are displayed. In this case,
searching is performed for the group name.
2-10 Registering addresses
Registering destinations
Register destinations either by entering it new, from LDAP server, copying an existing
address or importing from an external file.
NOTE
Up to 1,000 destinations can be registered, including both personal and shared
destinations.
Registering new destinations
Log in to Message Board (page 1-4).
1
Click [User Information].
2
Click [Address Book].
3
1
2
User information settings
Select whether to register the destination as personal or shared information.
4
If you have logged in to Administrator screen or as a guest, this menu is not display. You can
use only the shared address book.
Click [Add].
5
The “Registration” screen is displayed.
Registering addresses 2-11
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