Kyocera TASKalfa 750c, TASKalfa 550c, Document Monitor Operator's Manual

MULTIFUNCTIONAL DIGITAL SYSTEMS

Operator’s Manual for
Document Monitor

©2009 KYOCERA MITA Corporation All rights reserved

Preface 1

Preface

Thank you for purchasing Multifunctional Digital Color Systems. This manual explains the instructions for Document
Monitor. Read this manual before using your Multifunctional Digital Color Systems. Keep this manual within easy reach,
and use it to configure an environment that makes best use of the this equipment’s functions.

 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

y Screens in this manual may differ from the actual ones depending on the use-environment of the equipment such as

the installing status of options.

y Screens of when paper in the A/B format is used are given in this manual. If you use paper in the LT format, the display

or the order of buttons may differ from that of your equipment.

 Trademarks

y The official name of Windows 2000 is Microsoft Windows 2000 Operating System.
y The official name of Windows XP is Microsoft Windows XP Operating System.
y The official name of Windows Vista is Microsoft Windows Vista Operating System.
y The official name of Windows Server 2003 is Microsoft Windows Server 2003 Operating System.
y The official name of Windows Server 2008 is Microsoft Windows Server 2008 Operating System.
y Microsoft, Windows and the brand names and product names of other Microsoft products are trademarks of Microsoft

Corporation in the US and other countries.

y Apple, AppleTalk, Macintosh, Mac, Mac OS, Safari, TrueType, and LaserWriter are trademarks of Apple Inc. in the US

and other countries.

y Adobe, Adobe Acrobat, Adobe Reader, Adobe Acrobat Reader, and PostScript are trademarks of Adobe Systems

Incorporated.

y Mozilla, Firefox and Firefox logo are trademarks or registered trademarks of Mozilla Foundation in the U.S. and other

countries.

y IBM, AT and AIX are trademarks of International Business Machines Corporation.
y NOVELL, NetWare, and NDS are trademarks of Novell, Inc.
y Other company names and product names in this manual are the trademarks of their respective companies.

Indicates a potentially hazardous situation which, if not avoided, could result in death, serious
injury, serious damage, or fire in the equipment or surrounding assets.

Indicates a potentially hazardous situation which, if not avoided, may result in minor or moderate
injury, partial damage to the equipment or surrounding assets, 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.

CONTENTS 3

CONTENTS

Preface....................................................................................................................................... 1

Chapter 1 OVERVIEW

Features and Functions........................................................................................................... 6

Supported Models .................................................................................................................... 7

System Requirements.............................................................................................................. 8

Chapter 2 INSTALLING THE SOFTWARE

Before Installation .................................................................................................................. 10

Document Monitor is already installed................................................................................. 10

Installing Document Monitor................................................................................................. 11

Uninstalling Document Monitor ............................................................................................ 13

Repairing Document Monitor ................................................................................................ 15

Chapter 3 BASIC OPERATION

Document Monitor Summary ................................. ... ... .... ... ... ............................................. .. 18

Launching Document Monitor............................................................................................... 19

Accessing from Document Monitor icon.............................................................................. 19

Accessing from the Printers and Faxes folder..................................................................... 20

Connecting to same series MFP ........................................................................................... 21

Document Monitor Window.......................................... .... ... ... ... ... .... ... ... ... .... ... ... ... ... .... ... ... .. 25

Chapter 4 MONITORING DEVICE STATUS

[Device Status] Tab .......... ... .... ... ... ... ... .... .......................................... ... ... ... .... ... ... ... ... ............ 28

Checking Device Status......................................................................................................... 29

Device Status Indicators...................................................................................................... 29

Updating Device Summary Information............................................................................... 30

Monitoring Multiple Devices............................ .... ... ... ... .... ... ............................................. ... .. 31

Registering additional printers................. ... ... .... ... ... ... .... ... ... ... ... .... ... ... ... .... ... ... ... ... .... ... ... .. 31

Switching between devices ................................................................................................. 34

Chapter 5 MANAGING JOBS

Document Monitor Tabs ............................................ ... .... ... ... ... ... .... ... ... ... .... ... ... ... ... .... ... ... .. 36

Deleting Jobs.......................................................................................................................... 37

Releasing Proof Print Jobs.................................................................................................... 38

Releasing Scheduled Print Jobs Immediately...... ... ... .... ... ... ... ... ......................................... 39

Monitoring Documents to Storage........................................................................................ 40

Store to e-Filing................................................................................................................... 40

Releasing Invalid Jobs........................................................................................................... 41

4 CONTENTS

Chapter 6 OTHER USEFUL FUNCTIONS

Event Notification.......................................... ... .... .......................................... ... ... ... ... .... ........ 44

Document Monitor Taskbar Menu................... .... ... ... ... .... ... ... ... ... .... ... ... ... .... ... ... ... ... .... ... ... .. 45

Disabling event notification.................................................................................................. 45

Accessing to the Configuration dialog box ........................................................... ... .... ... ... .. 45

Ending Document Monitor sessions.................................................................................... 45

Accessing to COMMAND CENTER .................................................................................... 45

Online Help.............. .... .......................................... ... ... ... .... ... .................................................. 46

Chapter 7 ADVANCED SETTINGS

Customizing Document Monitor ........................................................................................... 48

Setting up the Startup option............................................................................................... 48

Changing Event Notification settings................................................................................... 49

Changing Refresh Rates..................................................................................................... 50

Viewing the Network Address of your printer ...................................................................... 50

Changing Network Discovery Settings ................................................................................ 51

Initial Connection................................................................................................................. 51

Additional Printer Registration............................................................................................. 52

Changing SNMP Settings ...................................................................................................... 53

Chapter 8 TROUBLESHOOTING

Error Conditions..................................................................................................................... 56

The device does not respond.............................................................................................. 56

Cannot view jobs in the Document Monitor print queue...................................................... 56

Document Monitor Status Messages..................... ... ... .... ... ... ... ... .... ... ... ... .... ... ... ... ... .... ... ... .. 57

Event notification messages................................................................................................ 57

Alert information messages................................................................................................. 58

INDEX ..................................................................................................................................................................... 61

1.OVERVIEW

This chapter describes the overview of Document Monitor.

Features and Functions...........................................................................................................6

Supported Models....................................................................................................................7

System Requirements..............................................................................................................8

1 OVERVIEW

6 Features and Functions

Features and Functions

Document Monitor consists of the status monitor and a job manager component that allow you to monitor your device and
manage your print and network fax jobs from your computer desktop.

y The status monitor allows you to check on your display the device-summary information and printer information, such

as cassettes and counters. The feature also provides you with event notification (alerts); if a certain event, such as a
paper out condition, interrupts printing, Document Monitor will let you know it with an alert icon and a message.

 P.27 “MONITORING DEVICE STATUS”

y The job management feature provides the access to the print queues (Print queue, Private Print queue, Proof Print

queue, Scheduled Print queue, Fax queue, e-Filing queue, and Invalid queue) and helps you follow the progress of
each job until it is printed on your device. You can also delete or release your jobs in these queues.

 P.35 “MANAGING JOBS”

y And more!

 P.43 “OTHER USEFUL FUNCTIONS”
 P.47 “ADVANCED SETTINGS”

1 OVERVIEW

Supported Models 7

Supported Models

Document Monitor supports device monitoring and job management of the following HS controllers:

y HS5555
y HS6565
y HS7565

Other than the above, Document Monitor can also monitor the status of the devices that support MIB-II, Host Resource
MIB, and Printer MIB.

1 OVERVIEW

8 System Requirements

System Requirements

The software requires the following environment:

y OS

Windows 2000 Service Pack 4
Windows XP Service Pack 1/Service Pack 2/Service Pack 3
Windows Vista Service Pack 1
Windows Server 2003 Service Pack 1
Windows Server 2008

y Display resolution

1024 x 768 dots or more

y Display color

High Color (16 bit) or higher recommended

y CPU

Pentium 133 MHz minimum (Pentium 266 MHz or faster recommended)

y Memory

The required memory size for OS.

y Network

TCP/IP or IPX/SPX

y Document Monitor requires an Windows network environment. To monitor and manage print jobs via another

network environment, use COMMAND CENTER.

y To monitor and mange print jobs using Document Monitor, the SNMP network service must be enabled. To enable

the SNMP network service, use COMMAND CENTER.
 P.45 “Accessing to COMMAND CENTER”

2.INSTALLING THE SOFTWARE

This chapter describes the instructions on how to install the software.

Before Installation..................................................................................................................10

Document Monitor is already installed..................................................................................................................10

Installing Document Monitor................................................................................................. 11

Uninstalling Document Monitor............................................................................................13

Repairing Document Monitor................................................................................................15

2 INSTALLING THE SOFTWARE

10 Before Installation

Before Installation

Before installing Document Monitor, read the following carefully to ensure an appropriate installation.

 Document Monitor is already installed

If you uninstall Document Monitor and install it again, Document Monitor can leave and restore the settings. When you see
the “do you want to delete the settings for the following components?” message during uninstallation, select [no] to restore
the settings.

2 INSTALLING THE SOFTWARE

Installing Document Monitor 11

Installing Document Monitor

Follow the procedure below to install Document Monitor.

You need to log in Windows with the “Power Users” privilege (only for Windows 2000) or “Administrator” privilege (for
Windows 2000/XP/Vista/Server 2003/Server 2008).

Installing Document Monitor

The following steps provide an example on Windows Vista.
The steps are the same on other Windows OS.

1

Select the language and click [OK].

2

Click [Next].

3

Select [I accept the terms in the license agreement] and click [Next].

2 INSTALLING THE SOFTWARE

12 Installing Document Monitor

4

Click [Next].

To install to a different folder, click [Change] and specify the desired folder.

5

Click [Install].

6

Click [Finish] to close the wizard.

y If you select the [Show the readme file] check box, the readme screen is displays.
y Be sure to read the readme file; it contains notes and reminders for the Document Monitor users.

2 INSTALLING THE SOFTWARE

Uninstalling Document Monitor 13

Uninstalling Document Monitor

Follow the procedure below when you uninstall Document Monitor.

Uninstalling Document Monitor

The following steps provide an example on Windows Vista.
The steps are the same on other Windows OS.

1

Open the Control Panel and click [Uninstall a program].

y The [Uninstall or Change a Program] dialog box is displayed.
y On Windows 2000, click [Add/ Remove Programs].
y On Windows XP/Server 2003, click [Add or Remove Programs].

2

From the list, select [Document Monitor] and click [Uninstall].

On Windows 2000/XP/Server 2003, select [Document Monitor] and click [Remove].

2 INSTALLING THE SOFTWARE

14 Uninstalling Document Monitor

3

Click [Yes].

y If Document Monitor is activated, the following dialog box appears. To continue the process, click [OK].

y If “setup update” pops up click [OK].

4

To delete the setting files, click [Yes].

The system starts deleting the files.

If you plan to install the software later again, click [No] to keep the setting files. You can restore the data and
settings when you re-install the software.

2 INSTALLING THE SOFTWARE

Repairing Document Monitor 15

Repairing Document Monitor

When Document Monitor does not work correctly, you can repair the software.

Do not repair the software if your computer is running Windows XP without Service Pack 2 or later installed. In this
case, uninstall the software and then install it again.

Repairing Document Monitor

The following steps provide an example on Windows Vista.
The steps are the same on any other Windows OS.

1

Double-click the icon of the “setup.exe” file.

2

Select the language and click [OK].

3

Click [Next].

4

Select [Repair] and click [Next].

If Document Monitor is activated, the following dialog box appears. To continue the process, click [OK].

2 INSTALLING THE SOFTWARE

16 Repairing Document Monitor

5

Click [Install].

6

Click [Finish] to close the wizard.

3.BASIC OPERATION

This chapter describes basic operation of Document Monitor.

Document Monitor Summary................................................................................................18

Launching Document Monitor ..............................................................................................19

Accessing from Document Monitor icon...............................................................................................................19

Accessing from the Printers and Faxes folder......................................................................................................20

Connecting to same series MFP...........................................................................................21

Document Monitor Window...................................................................................................25

3 BASIC OPERATION

18 Document Monitor Summary

Document Monitor Summary

1) Document Monitor Icon

Serves as a gateway to diverse features.
 P.19 “Launch ing Document Monitor”

2) Document Monitor Taskbar Menu

Offers you a selection of services including starting/ending the session, configuration, and more!
 P.45 “Document Monitor Taskbar Menu”

3) Document Monitor Window

Displays the device summary and various types of jobs.
 P.25 “Document Monitor Window”

4) Configuration Dialog Box

Allows you to customize Document Monitor to suit your preferences.
 P.48 “C ustomizing Document Monitor”

12

3

4

3 BASIC OPERATION

Launching Document Monitor 19

Launching Document Monitor

You have the following 2 options to access the Document Monitor window.

 P.19 “Accessing from Document Monitor icon”
 P.20 “Accessing from the Printers and Faxe s folder”

 Accessing from Document Monitor icon

You can access the Document Monitor window from the Document Monitor icon in the system tray.

Accessing from Document Monitor icon

The following steps provide an example on Windows Vista.
The steps are the same on any other Windows OS.

1

From [Start]> [All Programs] > [HS Client], select [Document Monitor].

The Document Monitor icon appears on the system tray.

2

Right-click on the Document Monitor icon and, from the menu that appears, select
[Document Monitor].

y The Document Monitor window is displayed.
y The Document Monitor window displays the information for the printer set as a default printer in the Printers and

Faxes folder. If the default printer is not set to a HS printer or network fax driver, an error message is displayed
instead of the Document Monitor window.

y If the connection to the printer is not properly set, a [message] dialog box appears. In this case, click [OK] to

search for a printer and establish the connection.

 P.21 “Connecting to same series MFP”

y If you have any additional printers/faxes you want to monitor, see the following section:

 P.31 “Registering additional printers”

3 BASIC OPERATION

20 Launching Document Monitor

 Accessing from the Printers and Faxes folder

You can access the Document Monitor window from the [Printers and Faxes] or [Printers] folder. Selecting a printer or
network fax driver in the folder will display the Document Monitor window with the selected device information.

Accessing from the printers and faxes folder

The following steps provide an example on Windows Vista.
The steps are the same on any other Windows OS.

1

Open the [Printers and Faxes] or [Printers] folder.

2

Select and right-click on a driver icon and, from the menu that appears, select
[Document Monitor].

y The Document Monitor window appears for the selected device.
y If the connection to the printer is not properly set, a [message] dialog box appears. In this case, click [OK] to

search for a printer and establish the connection.

 P.21 “Connecting to same series MFP”

y If you have any additional devices you want to monitor, see the following section:

 P.31 “Registering additional printers”

3 BASIC OPERATION

Connecting to same series MFP 21

Connecting to same series MFP

When the [Local Discovery] dialog box appears, you can either use the printer discovery feature to automatically search a
printer in your network or enter the printer’s network address manually.

 P.21 “Searching MFPs automatically”
 P.22 “Entering IP address manually”

This function is used to connect to same series MFP from TWAIN Driver, File Downloader, Remote Scan Driver, and
Address Book Viewer.

Searching MFPs automatically

The following steps provide an example on Windows Vista.
The steps are the same on any other Windows OS.

1

Click [Start Discovery].

Document Monitor locates the compatible printers in your network.

y You can quit the process by clicking [Stop Discovery].
y Devices in different segments may not be found. If you cannot find the device you are looking for, find it

manually from [Manual Selection].

 P.22 “Entering IP address manually”

y The search process may take long especially when many clients exist on the network. In this case, change

the discovery settings from [Advanced].

 P.51 “Changing Network Discovery Settings”

y To search a printer on the IPX/SPX network, press [Advanced] and select the IPX/SPX network search

option. The same series MFPs can be found in the IPX/SPX network also when the Local Discovery dialog
box is displayed in applications other than Document Monitor.

 P.51 “Changing Network Discovery Settings”

y When the [Local Discovery] dialog box is displayed in applications other than Document Monitor, the target

same series MFPs may not be found due to the SNMP settings. In this case, verify and/or change the
settings on the [SNMP Settings] dialog box. For help, see the following section:

 P.53 “Changing SNMP Settings”

y The SNMP settings cannot be set when the Local Discovery dialog box is displayed from Printer Drivers, N/

W Fax Driver, and Document Monitor.

3 BASIC OPERATION

22 Connecting to same series MFP

2

From the list of the found devices, select the name of your same series MFP and click
[OK].

Document Monitor connects to the selected device.

Selecting a wrong device will invoke a message dialog box. In this case, click [No] to return to the [Local
Discovery] dialog box and select a correct device.

If your attempt to find the target same series MFP fails, try to find it by manually entering its IP address.
 P.21 “Searching MFPs automatically”

Entering IP address manually

The following steps provide an example on Windows Vista.
The steps are the same on any other Windows OS.

1

Click [Manual Selection].

The [Manual Selection] dialog box appears.

3.BASIC OPERATION

Connecting to same series MFP 23

3 BASIC OPERATION

2

Enter the following items and click [OK].

IPv4 IP Address — Enter the IPv4 address of the printer.
IPv6 IP Address — Enter the IPv6 address of the printer.
IPX Address — Enter the IPX address of the printer. This item is available only when both of the following

conditions are satisfied:

y The IPX/SPX protocol and Novell Client are installed in your computer.
y The computer is connected to the Ne tWare server.

The same series MFPs can be discovered in the IPX/SPX network if the [Local Discovery] dialog box is displayed
from other than Document Monitor.

Name — Enter the printer name.
Location — Enter the location of the printer.
[SNMP Settings] — Click this button when you need to verify and/or change the SNMP settings. This is displayed

only when the Local Discovery dialog box is displayed in other applications than Document Monitor.
The SNMP settings cannot be set when the [Local Discovery] dialog box displayed from Printer Drivers, N/W-Fax
Driver, and Document Monitor.
 P.53 “Changing SNMP Settings”

You must fill in the [Name] and either the [IP Address] or [IPX Address] boxes.

3 BASIC OPERATION

24 Connecting to same series MFP

3

The device specified in Step 2 is added to the list. Select the name of the added same
series MFP and click [OK].

Document Monitor connects to the selected device.

Selecting a wrong device will invoke a message dialog box. In this case, click [No] to return to the [Local
Discovery] dialog box and select a correct device.

y When the [Local Discovery] dialog box is displayed in other applications than Document Monitor, the target

same series MFPs may not be found due to the SNMP settings. In this case, verify and/or change the
settings on the [SNMP Settings] dialog box. For help, see the following section:

 P.53 “Changing SNMP Settings”

y The SNMP settings cannot be set when the [Local Discovery] dialog box displayed from Printer Drivers, N/

W-Fax Driver, and Document Monitor.

3 BASIC OPERATION

Document Monitor Window 25

Document Monitor Window

On the Document Monitor window, you can switch tabs to check the device summary and the status of jobs. The window
consists of the following components:

1) Menu Bar

The following menus are available:

- Printer — Click this menu when closing the window or switching devices to monitor.

- Document — Click this menu to start or delete jobs.

- View — Click this menu to display the [configuration] dialog box or update the device summary information.

- Help — Click this to access to the online help or the version information.

2) Tab

The following tabs are available:

- Device Status
 P.27 “MONITORING DEVICE STATUS”

- Print Queue

- Private Print

- Proof Print

- Scheduled Print

- Fax

- e-Filing

- Invalid
 P.35 “MANAGING JOBS”

3) Status Bar

On the status bar, the information such as printer st atus, IP address, the number of documents, and connection status
are displayed in text or with icons. The available information varies depending on each tab.

- Status — Provides the information such as printer status and the number of jobs. On the [Scheduled Print] tab, you
can check the order of scheduled print jobs for the selected device.

- IP/IPX Address — Shows the IP or IPX address of the controller connected to the selected printer.

- Connection Status — The icon here shows the communication status of the printer.

- Printer Icon — Clicking on this icon updates the information.

You can choose whether or not to show the status bar by selecting/deselecting the Status Bar option in the [View]
menu.

1
2

3

4.MONITORING DEVICE STATUS

This chapter describes how to use Document Monitor to monitor the status of your device.

[Device Status] Tab ................................................................................................................28

Checking Device Status.........................................................................................................29

Device Status Indicators.......................................................................................................................................29

Updating Device Summary Information................................................................................................................30

Monitoring Multiple Devices..................................................................................................31

Registering additional printers..............................................................................................................................31

Switching between devices..................................................................................................................................34

4 MONITORING DEVICE STATUS

28 [Device Status] Tab

[Device Status] Tab

The [Device Status] tab allows you to view the detailed device information, check the printer status, and register additional
devices.

1) Printer Image

The printer image provides a visual representation of the printer, showing the device status icon when the printer
experiences an error.
 P.29 “Device Status Indicators”

2) Device Details

The following detailed device information is displayed:

- Name — Shows the distinctive printer name.

- Model — Shows the name of the printer model.

- Location — Shows the printer’s physical location.

- Status — Shows the status message that indicates the status of the device.

- Hole Punch — Shows the type of the hole punch unit installed.

- Physical Address — Shows the printer’s machine address (a unique ID for the printer’s network card, also
referred to as the hardware address).

3) Printer Information

The Printer Information list box displays the drawer status icon along with the information about error, warnings, toner,
and the counters.

4) Description

Description provides the details of the selected item in the Printer Information list box.

5) [Add Device]

Click this button when you need to register additional printers.
 P.31 “Registering additional printers”

1

2

3

4

5

4 MONITORING DEVICE STATUS

Checking Device Status 29

Checking Device Status

You can check the printer status on the Printer Image and the Printer Information areas.
These two areas show icons that represent the device status when the printer encounters an error. Although Document
Monitor enjoys periodic update, you can also update the information manually.

 P.29 “Device Status Indicators”
 P.30 “Updating Device Summary Information”

 Device Status Indicators

y Printer Error 1

This icon indicates a non-recommended toner cartridge is used and the equipment stopped printing. For information
on resolving the error condition, refer to “Replacing a Toner Cartridge” in Troubleshooting Guide.

y Printer Error 2

This icon indicates:

- 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 condition, refer to
“Staple Jam in the Finisher” in Troubleshooting Guide.

- You need to remove the staples jammed in the Saddle Stitch unit. For information on resolving the error condition,
refer to “Staple Jam in the Saddle Stitch unit” in Troubleshooting Guide.

- You need to clear the hole punch paper bits from the Hole Punch Unit. For information on resolving the error
condition, refer to “Cleaning the Hole Punch Dust Bin” in Troubleshooting Guide.

- An unrecommended toner cartridge is being used. For information on resolving the error condition, refer to
“Replacing a Toner Cartridge” in Troubleshooting Guide.

- You performed saddle stitch printing with the paper of the different sizes.

- The equipment cannot load paper from the Large Capacity Feeder.

y Cover Open

This icon indicates the front cover is open.

y Toner Empty

This icon indicates no toner is left. It also indicates which color is empty. For information on resolving the error
condition, refer to “Replacing a Toner Cartridge” in Troubleshooting Guide.

y Waste Toner Full

This icon indicates the waste toner box is full and requires replacing. For information on resolving the error conditi on,
refer to “Replacing the Waste Toner Box” in Troubleshooting Guide.

y Paper Empty

This icon indicates no paper is left in a drawer. For information on resolving the error condition, refer to Copying
Guide.

y Paper Jam

This icon indicates a paper jam occurred. For information on resolving the error condition, refer to “Clearing a Paper
Jam” in Troubleshooting Guide.

4 MONITORING DEVICE STATUS

30 Checking Device Status

y Sta ples Empty

This icon indicates no staples are left in the Finisher. For information on resolving the error condition, refer to “Refilling
the Staple” in Troubleshooting Guide.

y Call for Service

Contact your service representative to have the equipment inspected.

 Updating Device Summary Information

When you want to manually update the device status information, either select View > Refresh, or click the printer icon on
the right side of the status bar.

To change the auto-update settings, see the following section:
 P.50 “Changing Refresh Rates”

4 MONITORING DEVICE STATUS

Monitoring Multiple Devices 31

Monitoring Multiple Devices

Registering additional devices allows you to monitor multiple devices by alternately switching between them. Document
Monitor can register up to 15 devices.

 P.31 “Registering additional printers”
 P.34 “Switching between devices”

 Registering additional printers

To register add itional devices you want to monitor, follow either of the following procedures:

 P.31 “Adding new devices with Auto-search function”
 P.33 “Adding new devices manually”

Adding new devices with Auto-search function

The following steps provide an example on Windows Vista.
The steps are the same on other Windows OS.

1

On the [Device Status] tab, click [Add Device].

The [Document Monitor Network Discovery] dialog box appears.

4 MONITORING DEVICE STATUS

32 Monitoring Multiple Devices

2

Click [Start Discovery].

y You can quit the process by clicking [Stop Discovery].
y Document Monitor may not be able to find devices that are located in different segments. In this case, add

these devices manually from [Manual Selection].

 P.33 “Adding new devices manually”

y The search process may take long especially when many clients exist on the network. In this case, change

the discovery settings from [Advanced].
 P.51 “Changing Network Discovery Settings”

To search a printer on the IPX/SPX network, press [Advanced] and select the IPX/SPX network search option.
 P.51 “Changing Network Discovery Settings”

3

From the list of the found printers, select the check box of the printer you want to
monitor and click [ Add].

The selected device is added to the Monitoring Device list.

y The maximum printers can be added is 15.
y To remove any device(s) from the Monitoring Device list, select the checkbox of the device(s) you want to

remove and click [Remove].

y You cannot remove devices that are related to the installed printer drivers.

4

Click [OK].

4.MONITORING DEVICE STATUS

Monitoring Multiple Devices 33

4 MONITORING DEVICE STATUS

Adding new devices manually

The following steps provide an example on Windows Vista.
The steps are the same on other Windows OS.

1

On the [Device Status] tab, click [Add Device].

The [Document Monitor Network Discovery] dialog box appears.

2

Click [Manual Selection].

The [Manual Selection] dialog box appears.

4 MONITORING DEVICE STATUS

34 Monitoring Multiple Devices

3

Enter the following items and click [OK].

IPv4 IP Address — Enter the IPv4 address of the printer.
IPv6 IP Address — Enter the IPv6 address of the printer.
IPX Address — Enter the IPX address of the printer. This item is available only when both of the following

conditions are satisfied:

y The IPX/SPX protocol and Novell Client are installed in your computer.
y The computer is connected to the Ne tWare server.

Name — Enter the printer name.
Location — Enter the location of the printer.

You must fill in the [Name] and either the [IP Address] or [IPX Address] boxes.

4

The specified printer is added to the [Monitoring Device] list. Click [OK].

y To remove any device(s) from the Monitoring Device list, select the checkbox of the device(s) you want to

remove and click [Remove].

y You cannot remove devices that are related to the installed printer drivers.

 Switching between devices

To change from one device to another, go to Printer > Change Printer and select the name of the desired device.

5.MANAGING JOBS

This chapter provides instructions on how to use Document Monitor to manage jobs.

Document Monitor Tabs ........................................................................................................36

Deleting Jobs..........................................................................................................................37

Releasing Proof Print Jobs ...................................................................................................38

Releasing Scheduled Print Jobs Immediately.....................................................................39

Monitoring Documents to Storage........................................................................................40

Store to e-Filing....................................................................................................................................................40

Releasing Invalid Jobs...........................................................................................................41

5 MANAGING JOBS

36 Document Monitor Tabs

Document Monitor Tabs

The [Print Queue], [Private Print], [Proof Print], [Scheduled Print], [Fax], [e-Filing], and [Invalid] tabs are called Document
Monitor tabs, where you can check the status of the print queues and control the print and network fax jobs. Print jobs are
sorted out mainly into [Print Queue], [Private Print], [Proof Print], and [Scheduled Print] tabs whereas network fax jobs are
managed on the [Fax] tab. When you save documents in e-Filing, the [e-Fil ing] tab allows you to check if the documents
are successfully saved. If your job is turned out invalid and remains unfinished, you can retry printing on the [Invalid] tab. If
your printer is shared with other network users, their print jobs are also displayed on these tabs. The information on each
tab is basically the same.

The number of tabs available depends on the selected device.

1) Document Name

You can identify the job with the name of the document.

2) Status

Statuse s of jo bs are displayed under this column.

3) Scheduled (the [Scheduled Print] tab only)

This item shows the date and time set for the job to print the document.
The Scheduled print is not displayed.

4) User Name

You can identify the sender of a particular job.

5) Pages

This item shows the total number of pages for the job and the number of pages finished to print.

6) Submitted

This item shows the date and time the job was sent to the controller.

7) Copies

This item shows the number of copies requested to print.

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5
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7

5 MANAGING JOBS

Deleting Jobs 37

Deleting Jobs

On each of the document monitor tabs, you can cancel or delete your print or network fax jobs before or after they are
pushed from the queue.

Deleting jobs

The following steps provide an example on Windows Vista.
The steps are the same on other Windows OS.

1

Click the tab containing the job you want to delete and select the job.

You can only select the jobs that you sent from your computer.

2

From the [Document] menu, select [Cancel].

y The “Your document has been cancelled” message is displayed. Click [Close].
y The selected job is deleted.

You can also deleting the job following procedures:

- Select the job from the [Document] menu that you want to delete.

- Right click and click [Cancel] in the menu displayed.

5 MANAGING JOBS

38 Releasing Proof Print Jobs

Releasing Proof Print Jobs

Proof print jobs initially print only a single copy to allow you to check the printout of a job requesting multiple copies. On the
[Proof Print] tab, you can resume this kind of on-hold jobs to print out the remaining copies.

Releasing proof print jobs

The following steps provide an example on Windows Vista.
The steps are the same on other Windows OS.

1

Click the [Proof Print] tab and select a job whose remaining copies you want to print
out.

You can only select the jobs that you sent from your computer.

2

From the [Document] menu, select [Release Proof].

The [Release Proof] dialog box appears.

3

Enter the number of copies and click [OK].

y The “Your proof set has been printed” message is displayed. Click [Close].
y The remaining copies of the selected job are printed.

5 MANAGING JOBS

Releasing Scheduled Print Jobs Immediately 39

Releasing Scheduled Print Jobs Immediately

On the [Scheduled Print] tab, you can immediately release the scheduled print jobs irrespective of the originally set
schedule.

Releasing scheduled print jobs immediately

The following steps provide an example on Windows Vista.
The steps are the same on other Windows OS.

1

Click the [Scheduled Print] tab and select a job you want to release from the queue
immediately.

You can only select the jobs that you sent from your computer.

2

From the [Document] menu, select [Print Now].

The selected scheduled print job is immediately printed.

5 MANAGING JOBS

40 Monitoring Documents to Storage

Monitoring Documents to Storage

Document Monitor can display the status of documents from your computer, which are sent to and stored into e-Filing.

 Store to e-Filing

The [e-Filing] tab displays the properties of the jobs and documents stored into e-Filing of the device. The information is
displayed only for about 60 seconds. To learn more about e-Filing, refer to the e-Filing Guide.

5 MANAGING JOBS

Releasing Invalid Jobs 41

Releasing Invalid Jobs

Invalid job refers to a job that is kept unfinished due to some wrong operation; for example, you might have entered an
invalid department code when the department code management is enabled. On the [Invalid] tab, you can release this
kind of invalid jobs as shown in the following steps.

Releasing invalid jobs

The following steps provide an example on Windows Vista.
The steps are the same on other Windows OS.

1

Click the [Invalid] tab and select a job you want to release from the queue.

y You can only select the jobs that you sent from your computer.
y The invalid jobs for exceeding the limitation for number of copies cannot be released.

2

From the [Document] menu, select [Invalid Release].

The [Invalid Release] dialog box appears.

3

Enter the 5-digit department code and click [OK].

The selected invalid job is printed.

6.OTHER USEFUL FUNCTIONS

This chapter describes other useful funct i on s ava i la ble on Document Monitor .

Event Notification...................................................................................................................44

Document Monitor Taskbar Menu.........................................................................................45

Disabling event notification...................................................................................................................................45

Accessing to the Configuration dialog box ...........................................................................................................45

Ending Document Monitor sessions.....................................................................................................................45

Accessing to COMMAND CENTER.....................................................................................................................45

Online Help .............................................................................................................................46

6 OTHER USEFUL FUNCTIONS

44 Event Notification

Event Notification

Event notification refers to the function of Document Monitor to notify users of specific changes in the device or job status.
Examples of the events include paper jam, paper empty, completion of printing, and deletion of a job. These events are
notified with a pop-up dialog box and/or an audible sound.

If the SNMP communication is disabled on the printer driver, the event notification of the Document Monitor will also be
disabled.

The pop-up dialog box displays the following information:

1) Date/Time

This item indicates the date and time when the event has been notified.

2) Document

This item indicates the name of the document in the job.

3) Message

The message relevant to the event is displayed in the field.

4) Notification Number

This item shows the sequence number for the message currently displayed on the pop-up dialog box.

5) Navigation Buttons

— Clicking this button displays the first message.
— Clicking this button displays the previous message.
— Clicking this button displays the next message.
— Clicking this button displays the last message.

6) [Close]

Clicking on this button closes the pop-up dialog box.

For instructions on how to change the event notification settings, see the following section:
 P.49 “Changing Event Notification settings”

1
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3

4

5

6

6 OTHER USEFUL FUNCTIONS

Document Monitor Taskbar Menu 45

Document Monitor Taskbar Menu

From the Document Monitor Taskbar Menu, you can access not only the Document Monitor window but other useful
functions as well.

 Disabling event notification

You can enable/disable the event notification according to your needs. To disable the event notification, right-click on the
Document Monitor icon and, from the displayed menu, select [Disable]. To enable the event notification, select [Enable].

 Accessing to the Configuration dialog box

Selecting [Configure] on the taskbar menu opens the [configuration] dialog box. If you want to customize Document
Monitor to suit your preferences, change the settings on the [configuration] dialog box. For details, see the following
section:
 P.48 “Customizing Document Monitor”

 Ending Document Monitor sessions

If you select [Close] on the taskbar menu, you can end the Document Monitor session and close the window and the
dialog boxes at a time.

 Accessing to COMMAND CENTER

You can access COMMAND CENTER from Document Monitor. On the taskbar menu, select [COMMAND CENTER]. To
learn more about COMMAND CENTER, refer to the COMMAND CENTER Guide.

You can access COMMAND CENTER only when one of the following devices is set as the default printer:

y HS5555
y HS6565
y HS7565

6 OTHER USEFUL FUNCTIONS

46 Online Help

Online Help

Sometimes you might need to check the features and functions of Document Monitor while actually operating it. In such a
case, the online help is useful. On the Document Monitor window, select Help > Contents and Index. The Document
Monitor Help dialog box appears, where you can search for the items you need to know about.

7.ADVANCED SETTINGS

This chapter describes the optional settings for customizing Document Monitor.

Customizing Document Monitor...........................................................................................48

Setting up the Startup option................................................................................................................................48

Changing Event Notification settings....................................................................................................................49

Changing Refresh Rates......................................................................................................................................50

Viewing the Network Address of your printer.......................................................................................................50

Changing Network Discovery Settings................................................................................51

Initial Connection..................................................................................................................................................51

Additional Printer Registration..............................................................................................................................52

7 ADVANCED SETTINGS

48 Customizing Document Monitor

Customizing Document Monitor

If you want to customize Document Monitor, change the advanced settings from the [configuration] dialog box. Y ou have 3
options to access to the configuration dialog box:

y Double-click the Document Monitor icon on the system tray.
y Right-click on the Document Monitor icon and, on the menu that appears, select [Configure].
y On the Document Monitor window, select View > Configure.

The optional settings available for change are the startup, the event notification, and the refresh rates. You can also check
the network address of each device on the [configuration] dialog box. The dialog box consists of the following tabs:

y [Startup] — Use this tab to select whether or not to show the Document Monitor icon when starting Windows.

 P.48 “Setting up the Startup option”

y [Notification] — Use this tab to select events for the event notification and how to notify them.

 P.49 “Changing Event Notification settings”

y [Refresh Rates] — Use this tab to specify how often Document Monitor detects the device and notify events and

updates the device summary and the print queues information.

 P.50 “Changing Refresh Rates”

y [Installed] — Use this tab to check the network address of each device.

 P.50 “Viewing the Network Address of your printer”

 Setting up the Startup option

On the [Startup] tab, you can select whether or not to display the Document Monitor icon at the startup of Windows. To
select to display the icon, select the [Run the document monitor when starting Windows] check box.

7.ADVANCED SETTINGS

Customizing Document Monitor 49

7 ADVANCED SETTINGS

 Changing Event Notification settings

The [Notification] tab allows you to select events Document Monitor notifies and the ways it does.
 P.44 “Event Notification”

1) Events

Clicking on the arrow button in the Events frame displays the list of events that can be notified of. Select the
checkboxes for the messages corresponding to the events described below.

*1 Only for the devices with the Fax option.

2) Method

Select how Document Monitor notifies you of an event.

- Popup Dialog — Selecting this option displays a pop-up message when an event occurs.

- Audio (Beep) — Selecting this option causes your computer to produce a beep at the time of an event.

Events Descriptions

Document has been printed successfully The printer has finished printing the document.
Private print document is being held A private print job that you have sent is ready for you to walk over to the printer

and release.

Proof set has been printed The printer has printed the first copy of your multi-copy job, which is ready for your

review before releasing and printing the remaining copies.

Document has been cancelled by the printer The printer has cancelled the job. The reason might be an unavailable paper size

or the satisfied timeout conditions. The message is displayed only when
catastrophic circumstances force the printer to cancel the job, such as a missing
byte or memory failure. However, expired private or proof print jobs are never

cancelled by the printer.
Document cannot be printed due to error The printer is unable to print the job.
Printer has a paper jam There is a paper jam in the printer.
Fax transmission failure The printer has failed in sending a fax through the N/W-Fax driver.
Document is held as Invalid Your print job is held as an invalid job because of exceeding the limitation for

number of copies.
Drawer is out of paper One of the printer drawers is out of paper. This drawer may not be the one the

printer is using for your job.
Printer door is open The cover on the printer is open.
Printer requires attention The printer is in an error condition that requires immediate attention or

maintenance.
Toner is Empty The toner cartridge is empty.
Prepare new waste toner box The waste toner box becomes nearly full.
Used Toner Container is full The waste toner container is full.
Toner is low The toner cartridge is near empty.

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7 ADVANCED SETTINGS

50 Customizing Document Monitor

 Changing Refresh Rates

On the [Refresh Rates] tab, you can change the refresh rates for the three items: document notification, printer status, and
print queue.

1) Item/Refresh Rates List Box

The list box shows the refresh rate settings for the following items:

- Document Notification

- Printer Status

- Print Queue

2) [Restore Defaults]

Clicking on this button restores the default settings of the refresh rates.

3) [Change Rate]

To change the refresh rate, select an item from the Item list and click this button. The dialog box corresponding to the
selected item appears where you can select the desired refresh rate with the slide bar. The refresh rates can be set
within the following ranges:

- Document Notification — 0 second (i.e. no refresh) to 1 minute in 10-second increments. The default is 30
seconds.

- Printer Status — 0 second (i.e. no refresh) to 5 minute in 30-second increments. The default is 1 minute.

- Print Queue — 0 second (i.e. no refresh) to 1 minute in 10-second increments. The default is 10 seconds.

 Viewing the Network Address of your printer

On the [Installed] tab, you can check the IP address for each device.

1) Printer Name

This column lists the name of each printer or network fax driver.

2) Port

This column displays the port on your computer to which the printer driver is connected.

3) IP/IPX Address

This column displays the IP/IPX address of the device the printer/network fax driver maps.

4) [Update]

Clicking on this button updates the devices’ network address information.

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7 ADVANCED SETTINGS

Changing Network Discovery Settings 51

Changing Network Discovery Settings

When using Document Monitor and connecting to your printer for the first time, or when registering an additional printer,
you need to find the device on the network.

 P.21 “Connecting to same series MFP”
 P.31 “Registering additional printers”

The search process may take long especially when many clients exist on the network. In this case, you can narrow down
the search conditions on the Discovery Settings dialog box. The settings available for change vary between the following 2
cases:

 P.51 “Initial Connection”
 P.52 “Additional Printer Registration”

 Initial Connection

If you are trying to establish the connection to the device for the first time, click [Advanced] on the [Local Discovery] dialog
box and, on the [Discovery Settings] dialog box that appears, change the follow ing settings:

1) Devices

Click the arrow button to display the pull-down list box and check the box for the model name that you want to search
for.

2) Network
Enable IPX/SPX Search

Select this option to search for the devices on the IPX/SPX network. This option is available when both of the following
conditions are satisfied:

- The IPX/SPX protocols and Novel Client are installed to your computer.

- Your computer is connected to the NetWare server.
The same series MFPs can be discovered in the IPX/SPX network if the [Local Discovery] dialog box is displayed from
other than Document Monitor.

Enable TCP/IP Search

Select this option to search for the devices on the TCP/IP network. This option is available only when the TCP/IP
protocols are installed to your comput er. When you select this option, you also need to specify the detailed search
conditions for the devices on the network.

- Search local subnet — Select this option to search for devices in the local subnet.

- Specify a range — Select this option to search for printers in a specific range of IPv4 or IPv6 addresses. When

this is selected, select IPv4 or IPv6 and enter the IP addresses in the [From] and the [To] boxes.

3) [SNMP Settings]

Click this button when you need to verify and/or change the SNMP settings.
 P.53 “Changing SNMP Settings”

The SNMP settings cannot be set when the [Local Discovery] dialog box displayed from Printer Drivers, N/W-Fax
Driver, and Document Monitor.

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7 ADVANCED SETTINGS

52 Changing Network Discovery Settings

 Additional Printer Registration

If you are trying to register additional devices, click [Advanced] on the [Document Monitor Network Discovery] dialog box
and, on the [Discovery Settings] dialog box that appears, change the following settings:

1) Devices
Find same series Devices

Select this option to search your network only for same series MFPs that are supported. ( P.7)

Find All Devices on the Network

Select this option to search for all compatible devices.

2) Network
Enable IPX/SPX Search

Select this option to search for printers connected to the IPX/SPX network. This option is available when both of the
following conditions are satisfied:

- The IPX/SPX protocols and Novel Client are installed to your computer.

- Your computer is connected to the NetWare server.

Enable TCP/IP Search

Select this option to search for the devices on the TCP/IP network. This option is available only when the TCP/IP
protocols are installed to your comput er. When you select this option, you also need to specify the detailed search
conditions for the devices on the network.

- Search local subnet — Select this option to search for devices in the local subnet.

- Specify a range — Select this option to search for printers in a specific range of IPv4 or IPv6 addresses. When
this is selected, select IPv4 or IPv6 and enter the IP addresses in the [From] and the [To] boxes.

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7 ADVANCED SETTINGS

Changing SNMP Settings 53

Changing SNMP Settings

If you cannot find the target same series MFPs on your network, the SNMP settings might be worth suspecting. Verify the
correct SNMP settings on the [SNMP Settings] dialog box and change the settings, if needed. The dialog box can be
accessed by clicking [SNMP Settings] on the [Discovery Settings] ( P.51) or the [Manual Selection] dialog box ( P.22).

y This function is available only when Local Discovery dialog box is displayed in other applications than Document

Monitor.

y Ask the administrator for details on the SNMP Network settings configured for your same series MFP.

1) Version

Be sure to have the correct SNMP version set for your same series MFP and select from the following options:

- V1/V2 — Select this option to enable SNMPV1 and V2.

- V3 — Select this option to enable SNMPV3.

- V1/V2/V3 (for [Discovery Settings] dialog box only) — Select this option to enable SNMPV1, V2, and V3.

To find your same series MFP under the SNMP V1/V2 environment, the community na me set for the target same
series MFP must be [public]. For help, consult the administrator.

2) SNMP V3

If SNMPv3 is enabled, use the [option button] to select the way to authenticate users.

User ID File — Select this option when you want to use a user ID file. Click [Browse] and specify the user ID file.
User Name/Password — Select this option when you want to use the user name and password. When this option is

selected, keyboard or select the following items:

- User Name

- Authentication Protocol

- Authentication Password

- Privacy Protocol

- Privacy Password

y If you select to enable SNMPV3, consult your network administrator for preliminary advice on how to

authenticate users.

y Each entry for User Name, Authentication Password, and Privacy Password can consist of up to 32 one-byte

alphanumeric characters.

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8.TROUBLESHOOTING

This chapter describes troubleshooting for problems in using Document Monitor and the status messages.

Error Conditions.....................................................................................................................56

The device does not respond...............................................................................................................................56

Cannot view jobs in the Document Monitor print queue.......................................................................................56

Document Monitor Status Messages ...................................................................................57

Event notification messages.................................................................................................................................57

Alert information messages..................................................................................................................................58

8 TROUBLESHOOTING

56 Error Conditions

Error Conditions

If you experience difficulties as shown below, find out the conditions that might be causing the trouble and take the
appropriate steps to correct the error.

 P.56 “The device does not respond”
 P.56 “Cannot view jobs in the Document Monitor print queue”

 The device does not respond

Problem description

The status bar reads, “The device is not responding” and the icon indicating broken connection is displayed on the
taskbar.
Technically, this icon means that the SNMP manager on the client machine cannot communicate with the SNMP agent on
the device. Several error conditions can cause this status:

y The network connection between the client and the device has been broken.
y The device IP address has been changed whereas the client is still using the old address.
y The device is currently being restarted.
y The SNMP agent on the device is malfunctioning or has stopped functioning.

Corrective action

1. Log in to COMMAND CENTER in the Administrator mode and make sure that the SNMP network service is enabled
on the Network Setup page. To learn more about COMMAND CENTER, refer to the COMMAND CENTER Guide.

2. Wait for a couple of minutes. Most of the time, the connection is reestablished automatically.

3. If the broken connection condition persists, exit and restart Document Monitor.

4. If, during the restart process of Document Monitor, you see a message telling that the network address cannot be
resolved, manually discover and select the device.
 P.21 “Connecting to same series MFP”

 Cannot view jobs in the Document Monitor print queue

Problem description

After sending a job to print documents, you may not see the job in the print queue because of the following reasons:

y A wrong device has been selected.
y The job is queued on the Windows operating system print spooler.
y The job may be held in the Novell print queue.
y The device is experiencing some error.

Corrective action

y Check the device for the correct name and location and see if any jobs are listed for the device.
y Check the Jobs Log on COMMAND CENTER to see if the job status listed is either “Done,” or “Deleted,” or

“Unserviceable.”

y If the job involves with small data, your printer may have already finished printing. If the job is unserviceable for some

reason, the printer will automatically delete the job from the queue.

y Check the Touch Panel Display for any error messages. For instance, a prompt to load paper holds up subsequent

jobs in the queue.

y In a Peer to Peer environment, the job may be queued on the Microsoft Windows operating system print spooler and,

consequently, not available in the Current Jobs list or the Jobs Log. If you do not see any error messages, and if the
printer seems to be working fine, resubmit the job.

y The job may be in the Novell print queue and, thus, not visible for the moment. Use NWAdmin or PCONSOLE to check

the queue for any errors.

8 TROUBLESHOOTING

Document Monitor Status Messages 57

Document Monitor Status Messages

This section describes Document Monitor status messages.

 P.57 “Event notification messa ges”
 P.58 “Alert information messages”

 Event notification messages

The following table contains the event notification messages and their detailed descriptions including what to do in each
situation.

Message Description

Your document has been printed. User has sent a print job and it has finished printing successfully.
Your private print document is now being held. User has sent a private print job and it is ready for the user to walk to copier and

activate the job.

Your proof set has been printed. User has sent a proof copy of a multi-copy job has printed, and it is ready for the user

to review before releasing and printing the remaining copies.
Your fax has been transmitted successfully. User has sent a fax job and it has finished faxing successfully.
Your document has been cancelled. User had sent a print job and it has been changed to a cancelled state. This can

happen when a paper size is not available and the timeout has expired. Ensure

proper paper has been set to this equipment and resubmit the job.

If this message is notified after sending a private, proof, or scheduled print job, the

private or proof print job was cancelled before it was put into a held state. This may

occur because of a missing byte or memory failure. In this case, ask your

administrator to maintain the available hard disk space to store the jobs, or delete the

unnecessary jobs stored and resubmit the job.
Your document cannot be printed due to error. User has sent a print job and it was rendered unserviceable by this equipment.

Make sure you use the correct printer driver.
Fax transmission failure The transmission of a fax job that was sent using N/W-Fax driver failed. Make sure

you specify the correct destinations.
Document is held as invalid The print job is held as an invalid job because of exceeding the limitation for number

of copies. Make sure you specify the number of copies that does not exceed the

limitation.
The printer has a paper jam. A paper jam has occurred. Remove the jam and resubmit the job.
The printer is offline. The printer is offline. This may be displayed by monitoring other HS device. Turn the

printer online and resubmit the job.
The printer is out of paper. One of the drawers is out of paper. Add paper.
The printer door is open. One of the doors is opened. Close the door.
The printer requires attention. An error has occurred. Go to the Touch Panel Display to see the type of error. For

more details on resolving the error, refer to the Troubleshooting Guide or consult

your network administrator.
The yellow toner is Empty.

The magenta toner is Empty.
The cyan toner is Empty.
The black toner is Empty.

One of the toner cartridges is empty. Replace it.

Prepare new waste toner box Prepare a new waste toner box.
The used toner container is full. The toner bag is full. Replace the toner bag.
The yellow toner is Low.

The magenta toner is Low.
The cyan toner is Low.
The black toner is Low.

One of the toner cartridges is low. Replace it.

8 TROUBLESHOOTING

58 Document Monitor Status Messages

 Alert information messages

The following table contains the Alert information messages displayed by clicking an icon in the Printer Information list box
on the [Device Status] tab and helps you find out what to do in each situation.

Status Messages Description

Paper Empty Paper Empty in Drawer 1 - Please Add Paper Add paper in the Drawer 1.

Paper Empty in Drawer 2 - Please Add Paper Add paper in the Drawer 2.

Paper Empty in Drawer 3 - Please Add Paper Add paper in the Drawer 3.

Paper Empty in Large Capacity Feeder - Please Add
Paper.

Add paper in the Large Capacity Feeder.

Paper Empty in Bypass Tray - Please Add Paper. Add paper in the Bypass Tray.

Cover Open Platen Cover Open - Please Close Cover Close the Platen Cover.

Front Cover Open - Please Close Cover. Close the Front Cover.
Paper Feeding Cover Open - Please Close Cover. Close the Paper Feeding Cover.
Transfer/Transport Unit Open - Please Close Cover. Close the Transfer/Transport Unit.
Lower Side Cover Open - Please Close Cover. Close the LCF Feeding Cover.
Drawer Open - Please Close Cover. Close the Drawer Cover.
Automatic Document Feeder Cover Open - Please

Close Cover.

Close the Automatic Document Feeder cover.

Relay Unit Cover Open - Please Close Cover. Close the Relay Unit Cover.
Finisher Door Open - Please Close Door. Close the Finisher Door.
Lower Tray Delivery Cover Open - Please Close Cover. Close the Lower Tray Delivery Cover.
Lower Tray Front Cover Open - Please Close Cover. Close the Lower Tray Front Cover.
Hole Punch Unit Front Cover Open - Please Close

Cover.

Close the Punch Unit Front Cover.

Hole Punch Unit Cover Open - Please Close Cover. Close the Punch Unit Cover.
Inserter Unit Cover Open - Please Close Cover Close the Inserter Unit Cover.
Exit Cover Open - Please Close Cover Close the Exit Cover.
Automatic Duplexing Unit Cover Open - Please Close

Cover.

Close the Automatic Duplexing Unit Cover.

Lower Tray Transport Cover Open- Please Close Cover Close the Lower Tray Transport Cover.

Paper Jam Paper Jam in Automatic Document Feeder - Please

Clear Paper Path

Follow the instructions displayed on the touch panel to
remove jammed paper.

Paper Jam in Bypass Tray - Please Clear Paper Path Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Jam in Drawer 1 - Please Clear Paper Path Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Jam in Drawer 2 - Please Clear Paper Path Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Jam in Large Capacity Feeder - Please Clear
Paper Path

Follow the instructions displayed on the touch panel to
remove jammed paper.

Paper Jam in Drawer 3 - Please Clear Paper Path Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Jam in Finisher - Please Clear Paper Path Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Jam in Printer - Please Clear Paper Path Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Jam in Job Separator - Please Clear Paper Path. Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Jam in Offset Tray - Please Clear Paper Path. Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Ejection Jam - Please Clear Paper Path Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Insertion Jam - Please Clear Paper Path Follow the instructions displayed on the touch panel to

remove jammed paper.

Paper Jam in Automatic Duplexing Unit - Please Clear
Paper Path

Follow the instructions displayed on the touch panel to
remove jammed paper.

Toner Near Full Prepare new waste toner box. Prepare a new waste toner box.

8.TROUBLESHOOTING

Document Monitor Status Messages 59

8 TROUBLESHOOTING

Toner Full Used Toner Container Full - Please Replace. Replace the Toner Container. Refer to the

Troubleshooting Guide or Operator’s Manual for
Basic Functions for instruction.

Toner Empty Black Toner Empty - Please Replace. Follow the instructions displayed on the touch panel to

replace the Black Toner.

Cyan Toner Empty - Please Replace. Follow the instructions displayed on the touch panel to

replace the Cyan Toner.

Magenta Toner Empty - Please Replace. Follow the instructions displayed on the touch panel to

replace the Magenta Toner.

Yellow Toner Empty - Please Replace. Follow t he instructions displayed on the touch panel to

replace the Yellow Toner.

Toner Near Empty Black Toner Cartridge Low - Please Install New

Cartridge Before System is Empty.

Replace the Black T oner . Refer to the Troubleshooting
Guide or Operator’s Manual for Basic Functions for
instruction.

Cyan Toner Cartridge Low - Please Install New
Cartridge Before System is Empty.

Replace the Cyan T oner . Refer to the Troubleshooting
Guide or Operator’s Manual for Basic Functions for
instruction.

Magenta Toner Cartridge Low - Please Install New
Cartridge Before System is Empty.

Replace the Magenta Toner. Refer to the

Troubleshooting Guide or Operator’s Manual for
Basic Functions for instruction.

Yellow Toner Cartridge Low - Please Install New
Cartridge Before System is Empty.

Replace the Yellow Toner. Refer to the

Troubleshooting Guide or Operator’s Manual for
Basic Functions for instruction.

Staple Empty Staple Empty - Please Set Staple Cartridge Set the Staple Cartridge. Refer to the Troubleshooting

Guide or Operator’s Manual for Basic Functions for

instruction.

Finisher’s Lower Tray Staples are Empty - Please
Replace Staple Cartridge

Set the Saddle Staple Cartridge. Refer to the

Troubleshooting Guide or Operator’s Manual for
Basic Functions for instruction.

Printer Error Finisher Disconnected - Please Join Finisher to Copier. Join the Finisher to the copier stably.

Hole Punch Jam in Finisher - Please Clear Hole Punch Clear hole punches from the Finisher. Refer to the

Troubleshooting Guide or Operator’s Manual for
Basic Functions for instruction.

Staple Jam in Finisher - Please Clear Staple Remove jammed staples from the Finisher. Refer to the

Troubleshooting Guide or Operator’s Manual for
Basic Functions for instruction.

Staple Jam in Lower Tray of Finisher - Please Clear
Staple

Remove jammed staples from the Saddle Stitch
Finisher. Refer to the Troubleshooting Guide or
Operator’s Manual for Basic Functions for

instruction.
Toner Not Recognized - Please Check Toner Check and adjust the toner bottle.
Finisher Lower Tray Full - Please Remove Paper Remove paper from the Lower Tray of Saddle Stitch

Finisher.
Mixed Sized Paper not Allowed - Please Check Paper Check the paper.
Finisher Tray 1 Paper Full - Please Remove Paper. Remove paper from the Finisher Tray 1.
Finisher Tray 2 Paper Full - Please Remove Paper. Remove paper from the Finisher Tray 2.
Inner Tray Paper Full - Please Remove Paper. Remove paper from the Inner Tray.
Hole Punch Full in Finisher- Please Clear Hole Punch. Dispose the punched paper bits. Refer to the

Troubleshooting Guide or Operator’s Manual for

Basic Functions for instruction.

Printer Output Error - Please Contact Service
Technician.

Contact your service representative.

Printer Input Error - Please Contact Service Technician. Contact your service representative.

Status Messages Description

8 TROUBLESHOOTING

60 Document Monitor Status Messages

Contact Service
Technician

Automatic Document Feeder Error - Please Contact
Service Technician.

Contact your service representative.

Alignment Error in Automatic Document Feeder ­Please Contact Service Technician.

Contact your service representative.

Motor Error in Automatic Document Feeder - Please
Contact Service Technician.

Contact your service representative.

I/F Error in Automatic Document Feeder - Please
Contact Service Technician.

Contact your service representative.

Fatal Error - Please Contact Service Technician. Contact your service representative.
Main Motor Error - Please Contact Service Technician. Contact your service representative.
Fuser Error - Please Contact Service Technician. Contact your service representative.
Scanner Error - Please Contact Service Technician. Contact your service representative.
Motor Error - Please Contact Service Technician. Contact your service representative.
HDD Error - Please Contact Service Technician. Contact your service representative.
The Time for Periodic Maintenance - Please Contact

Service Technician.

Contact your service representative.

Status Messages Description

INDEX 61

INDEX

A

Add Device ...............................................................28

Audio (Beep) .............................................................49

Auto-search ...............................................................31

C

Change Printer ..........................................................34

COMMAND CENTER .................................................45

Configuration dialog box ...................................... 18, 45

Connecting ................................................................21

Connection ................................................................51

Connection status ......................................................25

Contents and Index ....................................................46

Copies ......................................................................36

Counter ....................................................................28

CPU ...........................................................................8

Customizing ..............................................................48

D

Date/Time .................................................................44

Deleting ....................................................................37

Department code .......................................................41

Description ................................................................28

Device details ............................................................28

Device Status ...............................................25, 28, 29

Device status indicators ..............................................29

Devices ............................................................. 51, 52

Disabling ...................................................................45

Discovery settings .........................................21, 32, 51

Display color ...............................................................8

Display resolution ........................................................8

Document ..........................................................25, 44

Document Monitor ......................................................10

Document Monitor icon ........................................18, 19

Document Monitor tab ................................................36

Document Monitor Taskbar Menu .........................18, 45

Document Monitor window ...................................18, 25

Document name ........................................................36

Document notification .................................................50

Drawer status ............................................................28

E

e-Filing ........................................................25, 36, 40

Enable IPX/SPX Search ...................................... 51, 52

Enable TCP/IP Search ........................................51, 52

Ending ......................................................................45

Event notification ................................................44, 49

Events ......................................................................49

F

Fax .................................................................... 25, 36

Find All Devices on the Network ..................................52

Find same series Devices ...........................................52

H

Help ..................................................................25, 46

Hole Punch ...............................................................28

I

Icon ..........................................................................19

Install ........................................................................11

Installation .................................................................10

Installed ....................................................................48

Invalid ..........................................................25, 36, 41

Invalid Release ..........................................................41

IP address ..........................................................51, 52

IP/IPX address ....................................................25, 50

IPv4 ...................................................................23, 34

IPv6 ...................................................................23, 34

IPX ....................................................................23, 34

IPX/SPX network ................................................21, 32

IPX/SPX protocol ...................................................... 23

Item/Refresh Rates ................................................... 50

L

Language ...........................................................11, 15

Launching ................................................................ 19

Location .......................................................23, 28, 34

M

Managing jobs .......................................................... 35

Manual selection ....................................................... 22

Memory ..................................................................... 8

Menu bar

[Document]

............................................................ 25

[Help] ..............................................................25, 46

[Printer] ................................................................. 25

[View] ................................................................... 25

Message .................................................................. 44

Method .................................................................... 49

Model ...................................................................... 28

Monitoring ..........................................................27, 31

Monitoring Device list ................................................ 34

N

Name ...........................................................23, 28, 34

Navigation buttons .................................................... 44

NetWare server ...................................................23, 34

Network .........................................................8, 51, 52

Network address ....................................................... 50

Network fax job ......................................................... 36

Notification ............................................................... 48

Notification Number ................................................... 44

Novell client ........................................................23, 34

Novell print queue ..................................................... 56

Number of copies ...................................................... 38

O

Online help ............................................................... 46

OS ............................................................................ 8

P

Pages ...................................................................... 36

Peer to peer environment ........................................... 56

Physical Address ...................................................... 28

Popup Dialog ............................................................ 49

Port ......................................................................... 50

Print job ................................................................... 36

Print Queue ..................................................25, 36, 50

Print spooler ............................................................. 56

Printer ...................................................................... 25

Printer icon ............................................................... 25

Printer image ............................................................ 28

Printer information ..................................................... 28

Printer name ............................................................. 50

Printer status ............................................................ 50

Printers and Faxes folder ........................................... 20

Private Print ........................................................25, 36

Proof Print ....................................................25, 36, 38

R

Refresh Rates ....................................................48, 50

62 INDEX

Registering ................................................................31

Registration ...............................................................52

Repair ......................................................................15

S

Save .........................................................................36

Scheduled .................................................................36

Scheduled Print ............................................25, 36, 39

Search a printer automatically .....................................21

Search local subnet .............................................51, 52

SNMP ..................................................................8, 56

Specify a range ................................................... 51, 52

Startup ......................................................................48

Status ..........................................................25, 28, 36

Status Bar .................................................................25

Status messages .......................................................57

Storage .....................................................................40

Submitted .................................................................36

Supported models ........................................................7

Switching ..................................................................34

System requirements ...................................................8

T

Tab

[Device Status]

................................................ 25, 28

[e-Filing] ..........................................................25, 36

[Fax] ...............................................................25, 36

[Invalid] .....................................................25, 36, 41

[Print Queue] ................................................... 25, 36

[Private Print] ...................................................25, 36

[Proof Print] ...............................................25, 36, 38

[Scheduled Print] .......................................25, 36, 39

Taskbar ....................................................................45

Toner ........................................................................28

U

Uninstall ....................................................................13

Update device summary .............................................30

User name ................................................................36

V

View .........................................................................25

First edition 2009.5