Oki ES9455 MFP, ES9465 MFP, ES9475 MFP Software Setup Manual
MULTIFUNCTIONAL DIGITAL COLOR SYSTEMS /
MULTIFUNCTIONAL DIGITAL SYSTEMS
TopAccess Guide
ES9455 MFP
ES9465 MFP/ES9475 MFP
©2013 Oki Data Corporation All rights reserved
Under the copyright laws, this manual cannot be reproduced in any form without prior written permission of Oki Data.
Preface
Thank you for purchasing OKI Multifunctional Digital Systems or Multifunctional Digital Color Systems.
This manual describes remote setup and remote management which operated from the web based management utility
TopAccess.
Read this manual before using your Multifunctional Digital Systems or Multifunctional Digital Color Systems. Keep this
manual within easy reach, and use it to configure an environment that makes best use of the OKI MFP's functions.
Operations on some items are restricted depending on the privileges assigned to the TopAccess user.
Also, some items may not be displayed or may not function on some models.
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.
Indicates a potentially hazardous situation which, if not avoided, could result in death, serious
injury, or serious damage, or fire in the equipment or surrounding objects.
Indicates a potentially hazardous situation which, if not avoided, may result in minor or moderate
injury, partial damage to the equipment or surrounding objects, or loss of data.
Indicates information to which you should pay attention when operating the equipment.
Other than the above, this manual also describes information that may be useful for the operation of this equipment with
the following signage:
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.
Model and series names in this manual
In this manual, each model name is replaced with a series name as shown below.
Model name Series name
ES9455 MFP ES9455 MFP
ES9465 MFP/ES9475 MFP ES9475 MFP Series
Options
For the available options, refer to "Options" in the Quick Start Guide for your equipment.
Preface 1
Screens
The illustration screens used in this manual are for paper in the A/B format. If you use paper in the LT format, the display
or the order of buttons in the illustrations may differ from that of your equipment.
About the defaults shown in this manual
y The defaults shown in this manual are the values in the standard operating environment. The values may have been
changed from these defaults. The defaults for your model may differ from the defaults shown.
y The default for the list item is shown underlined.
Trademarks
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 7 is Microsoft Windows 7 Operating System.
y The official name of Windows 8 is Microsoft Windows 8 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 The official name of Windows Server 2012 is Microsoft Windows Server 2012 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, and TrueType are trademarks of Apple Inc. in the US and other
countries.
y Adobe, Acrobat, Reader, and PostScript are either registered trademarks or trademarks of Adobe Systems
Incorporated in the United States and/or other countries.
y Mozilla, Firefox and the 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 and product names given in this manual or displayed in this software may be the trademarks of their
respective companies.
Security Precautions
y To prevent the configuration settings from being changed illegally or similar, change the initial administrator password
at the time of shipping before you use this product. Also, the administrator password should be altered periodically.
y Be sure to log out when leaving your computer while changing TopAccess settings for security purposes.
y For security purposes, do not access any other site while you are logged in to TopAccess.
2 Preface
CONTENTS
Preface....................................................................................................................................... 1
Chapter 1 Overview
TopAccess Overview ............................................................................................................... 8
TopAccess Conditions............................................................................................................. 9
Accessing TopAccess ........................................................................................................... 10
Accessing TopAccess by entering URL .............................................................................. 10
Accessing TopAccess from Network Map
(Windows Vista/Windows 7/Windows Server 2008)............................................................ 12
TopAccess Screen Descriptions........................................................................................... 21
Access Policy Mode ............................................................................................................... 22
Chapter 2 [Device] Tab Page
[Device] Item List.................................................................................................................... 26
Displayed Icons ...................................................................................................................... 28
Chapter 3 [Job Status] Tab Page
[Job Status] Tab Page Overview........................................................................................... 30
[Print Job] Item list ............................................................................................................... 30
[Fax/InternetFax Job] Item list ............................................................................................. 32
[Scan Job] Item list .............................................................................................................. 33
[Job Status] How to Set and How to Operate ...................................................................... 34
Displaying print jobs ............................................................................................................ 34
Deleting jobs........................................................................................................................ 35
Deleting private print jobs and hold print jobs...................................................................... 35
Releasing print jobs............................................................................................................. 36
Checking recovery information............................................................................................ 36
Chapter 4 [Logs] Tab Page
[Logs] Tab Page Overview..................................................................................................... 38
[View Logs] Item list............................................................................................................. 38
[Export Logs] Item list <access policy mode> ..................................................................... 45
[Log Settings] Item list <access policy mode>..................................................................... 46
[Logs] How to Set and How to Operate ................................................................................ 48
Displaying job logs............................................................................................................... 48
Exporting logs...................................................................................................................... 49
Chapter 5 [Registration] Tab Page
[Registration] Tab Page Overview ........................................................................................ 52
[Template] Item list .............................................................................................................. 52
[Address Book] Item list....................................................................................................... 78
[Inbound FAX routing] Item list ............................................................................................ 83
[Registration] How to Set and How to Operate.................................................................... 88
Managing templates ............................................................................................................ 88
CONTENTS 3
Managing address book ...................................................................................................... 96
Managing mailboxes.......................................................................................................... 102
Chapter 6 [Counter] Tab Page
[Counter] Tab Page Overview ............................................................................................. 106
[Counter] Item list .............................................................................................................. 106
[Counter] How to Set and How to Operate......................................................................... 113
Viewing counters ............................................................................................................... 113
Chapter 7 [User Management] Tab Page
[User Management] Tab Page Overview ............................................................................ 116
[User Accounts] Item list <access policy mode> ............................................................... 116
[Group Management] Item list <access policy mode>....................................................... 124
[Role Management] Item list <access policy mode> ......................................................... 126
[Department Management] Item list <access policy mode>.............................................. 131
[Export/Import] Item list <access policy mode> ................................................................. 135
Chapter 8 [Administration] Tab Page
[Setup] Item List ................................................................................................................... 140
General settings ................................................................................................................ 140
Network settings ................................................................................................................ 148
Copier settings................................................................................................................... 186
Fax settings ....................................................................................................................... 189
Save as File settings ......................................................................................................... 192
Email settings .................................................................................................................... 201
InternetFax settings........................................................................................................... 203
Printer/e-Filing settings...................................................................................................... 204
Printer settings................................................................................................................... 205
Print Service settings......................................................................................................... 209
ICC Profile settings............................................................................................................ 213
Print Data Converter settings ............................................................................................ 215
Embedded Web Browser settings ..................................................................................... 216
Off Device Customization Architecture settings ................................................................ 218
Version .............................................................................................................................. 219
[Setup] How to Set and How to Operate............................................................................. 220
Setting up General settings ............................................................................................... 220
Setting up Network settings............................................................................................... 222
SNMP V3 settings ............................................................................................................. 224
Setting up Copier settings ................................................................................................. 230
Setting up Fax settings ...................................................................................................... 232
Setting up Save as file settings ......................................................................................... 234
Setting up E-mail settings.................................................................................................. 236
Setting up InternetFax settings.......................................................................................... 238
Setting up Printer/e-Filing settings..................................................................................... 240
Setting up Printer settings ................................................................................................. 241
Setting up Print Service settings........................................................................................ 244
Setting up ICC Profile settings........................................................................................... 246
Setting up Print Data Converter settings ........................................................................... 253
Configuring the EWB function ........................................................................................... 255
Setting up Off Device Customization Architecture settings ............................................... 257
4 CONTENTS
Displaying version information........................................................................................... 258
[Security] Item List ............................................................................................................... 259
Authentication settings ...................................................................................................... 259
Certificate management settings ....................................................................................... 268
Password Policy settings................................................................................................... 272
[Security] How to Set and How to Operate ........................................................................ 275
Installing a device certificate.............................................................................................. 275
Creating/Exporting a client certificate ................................................................................ 282
Installing CA certificate ...................................................................................................... 284
[Maintenance] Item List........................................................................................................ 286
Create Clone File settings ................................................................................................. 286
Install Clone File settings................................................................................................... 288
Import settings ................................................................................................................... 289
Export settings................................................................................................................... 291
Delete Files settings .......................................................................................................... 292
Directory Service settings.................................................................................................. 293
Notification settings ........................................................................................................... 295
Languages settings ........................................................................................................... 298
System Updates settings................................................................................................... 300
Reboot settings ................................................................................................................. 300
[Maintenance] How to Set and How to Operate................................................................. 301
About the maintenance functions ...................................................................................... 301
Deleting the data from local folder..................................................................................... 302
Managing directory service................................................................................................ 303
Setting up notification ........................................................................................................ 305
Importing and exporting..................................................................................................... 307
Rebooting the equipment .................................................................................................. 311
[Registration] ([Administration] tab) Item List................................................................... 312
Public Template settings ................................................................................................... 312
Public Menu....................................................................................................................... 314
Fax Received Forward and InternetFAX Received Forward settings................................ 317
Extended Field Definition................................................................................................... 327
XML Format File ................................................................................................................ 331
[Registration] ([Administration] tab) How to Set and How to Operate ............................ 332
Registering public templates ............................................................................................. 332
Registering Fax and Internet Fax received forward........................................................... 338
Chapter 9 [My Account] Tab Page
[My Account] Tab Page Overview....................................................................................... 350
[My Account] Item list ........................................................................................................ 350
Chapter 10 Functional Setups
Setting up Meta Scan Function ........................................................................................... 356
Procedure for using Meta Scan......................................................................................... 356
Checking Meta Scan Enabler ............................................................................................ 356
Editing XML format file ...................................................................................................... 357
Registering XML format file ............................................................................................... 361
Registering Extended Field Definition ............................................................................... 362
Registering templates for Meta Scan ................................................................................ 365
Meta Scan ......................................................................................................................... 368
CONTENTS 5
Checking logs of Meta Scan.............................................................................................. 368
Using the Attribute of the External Authentication as a Role of the MFP....................... 369
Exporting the role information setting file .......................................................................... 369
Defining the role information setting file ............................................................................ 369
Importing the role information setting file........................................................................... 370
Enabling the role base access setting ............................................................................... 370
Chapter 11 APPENDIX
Installing Certificates for a Client PC ................................................................................. 372
Index..................................................................................................................................................................... 379
6 CONTENTS
1.Overview
This chapter provides an overview of the TopAccess functions.
TopAccess Overview ............................................................................................................... 8
TopAccess Conditions.............................................................................................................9
Accessing TopAccess ........................................................................................................... 10
Accessing TopAccess by entering URL................................................................................................................10
Accessing TopAccess from Network Map (Windows Vista/Windows 7/Windows Server 2008)...........................12
TopAccess Screen Descriptions...........................................................................................21
Access Policy Mode............................................................................................................... 22
1 Overview
TopAccess Overview
TopAccess is a management utility that allows you to check device information of this equipment and job status, and to
carry out device setting and maintenance through a web browser.
TopAccess has an "end-user mode" and a "access policy mode".
End-user mode
End users can:
y Display general device information, including status, tray/accessory configuration, and paper supply information.
y Display and manage the status of print jobs, fax/Internet Fax transmission jobs, and scan jobs submitted by the user.
(The Fax Unit is required to display and manage the fax transmission jobs)
y Display the job logs for print, fax/Internet Fax transmission, fax/Internet Fax reception, and scan. (The Fax Unit is
required to display the fax transmission and fax reception job logs.)
y Register and modify templates.
y Add or modify contacts and groups in the address book.
y Register and modify mailboxes. (The Fax Unit is required.)
y Display counter logs.
y Download client software.
P.10 “Accessing TopAccess”
Access policy mode
Operation privileges and displayed items vary depending on the user account you used to log in to TopAccess.
Details of operations and displays vary depending on the management on roles and departments to where the user
account is assigned.
P.22 “Access Policy Mode”
8 TopAccess Overview
TopAccess Conditions
Your device should be connected to the network and TCP/IP is correctly configured to operate TopAccess.
When TCP/IP is correctly configured, you can access TopAccess via a web browser.
Supported browsers
Windows
y Internet Explorer 6.0 or later
(Internet Explorer 7.0 or later when IPv6 is used)
y Firefox 3.5 or later
Macintosh
y Safari 4.0 or later
UNIX
y Firefox 3.5 or later
y Because TopAccess uses cookies to store information on the user's system, these must be enabled in the browser.
y If TopAccess does not display the correct information in any page, delete the cookies and try again.
y When using the e-Filing box Web utility from TopAccess, it is necessary to disable the pop-up blocking function of
your Web browser.
1 Overview
TopAccess Conditions 9
1 Overview
Accessing TopAccess
You can access TopAccess by entering its URL in the address box of the web browser. To access it under a Windows
Vista/Windows 7/Windows Server 2008 environment, confirm the network connection status on the Network Map with the
LLTD (Link Layer Topology Discovery) feature of Windows Vista/Windows 7/Windows Server 2008, and then click the
displayed icon of this equipment.
P.10 “Accessing TopAccess by entering URL”
P.12 “Accessing TopAccess from Network Map (Windows Vista/Windows 7/Windows Server 2008)”
Accessing TopAccess by entering URL
Launch a web browser and enter the following URL in the address box.
1
http://<IP Address> or http://<Device Name>
For example
When the IP address of your device "10.10.70.120" (when IPv4 used):
http://10.10.70.120
When the IP address of your device is "3ffe:1:1:10:280:91ff:fe4c:4f54" (when IPv6 used):
3ffe-1-1-10-280-91ff-fe4c-4f54.ipv6-literal.net
or
http://[3ffe:1:1:10:280:91ff:fe4c:4f54]
When your device name is "mfp-04998820":
http://mfp-04998820
When SSL for the HTTP network service is enabled, an alert message may appear when you enter the URL in
the address box. In that case, click [Continue to this website (not recommended).] to proceed.
10 Accessing TopAccess
1.Overview
The TopAccess website appears.
2
1 Overview
You can also access TopAccess using the Local Discovery link. For instructions on accessing TopAccess from
Local Discovery, refer to the Help for Local Discovery.
Accessing TopAccess 11
1 Overview
Accessing TopAccess from Network Map
(Windows Vista/Windows 7/Windows Server 2008)
Confirm the network connection status on the [Network Map] with the LLTD feature of Windows Vista/Windows 7/Windows
Server 2008, and then click the displayed icon of this equipment.
P.12 “With Unidentified Network (Windows Vista)”
P.15 “With Unidentified Network (Windows 7)”
P.18 “Accessing TopAccess from Network Map”
You can install the driver required for web services by right-clicking the icon and selecting [Install]. For the driver
required for web services, refer to the Software Installation Guide.
y Before using the LLTD (Link Layer Topology Discovery) feature, enable the LLTD setting.
P.174 “Setting up LLTD Session”
y Before beginning the installation of the driver required for web services, enable the Web Services setting.
P.173 “Setting up Web Services Setting”
With Unidentified Network (Windows Vista)
Click the [Start] icon and select [Control Panel].
1
The [Control Panel] window appears.
Click [Network and Internet].
2
The [Network and Internet] window appears.
12 Accessing TopAccess
1.Overview
Click [Network and Sharing Center].
3
1 Overview
The [Network and Sharing Center] window appears.
Click [Customize] of [Unidentified network (Public network)].
4
The [Set Network Location] window appears.
Accessing TopAccess 13
1 Overview
5
Select [Private] of [Location type], and then click [Next].
y The [User Account Control] dialog box appears.
y If the user account control is disabled, the [Set Network Location - Successfully set network settings] window
appears. Go to step 7.
Click [Continue] in the [User Account Control] dialog box.
6
The [Set Network Location - Successfully set network settings] window appears.
Click [Close].
7
14 Accessing TopAccess
1.Overview
With Unidentified Network (Windows 7)
Click the [Start] icon and select [Control Panel].
1
The [Control Panel] window appears.
Click [Network and Internet].
2
1 Overview
The [Network and Internet] window appears.
Click [Network and Sharing Center].
3
The [Network and Sharing Center] window appears.
Accessing TopAccess 15
1 Overview
4
Click [Choose homegroup and sharing options].
The [HomeGroup] window appears.
Click [What is a network location?].
5
The [Set Network Location] window appears.
16 Accessing TopAccess
1.Overview
Click [Work network].
6
The [Set Network Location] confirmation window appears.
Click [Close].
7
1 Overview
Accessing TopAccess 17
1 Overview
Accessing TopAccess from Network Map
Click the [Start] icon and select [Control Panel].
1
The [Control Panel] window appears.
Click [Network and Internet].
2
The [Network and Internet] window appears.
Click [Network and Sharing Center].
3
The [Network and Sharing Center] window appears.
18 Accessing TopAccess
1.Overview
Click [View full map]/[See full map] in the [Network and Sharing Center] window.
4
1 Overview
Mapping of devices connected on the network appears in the [Network Map] window.
Click the icon of this equipment.
5
y The name, IP address and MAC address of the devices appear when you place the pointer over each icon.
y If the equipment has the Finisher installed, its icon is displayed together with the Finisher icon. If not, it is
displayed by itself.
Accessing TopAccess 19
1 Overview
6
The TopAccess website appears.
20 Accessing TopAccess
TopAccess Screen Descriptions
1
2
3
1 Overview
Item name Description
1 Function tab Features are grouped under each tab. This provides access to the main pages of
TopAccess for each function.
2 Menu bar This provides access to each menu page under the selected function tab.
3 Submenu bar This provides access to each submenu page under the selected menu and function tab.
TopAccess Screen Descriptions 21
1 Overview
Access Policy Mode
The access policy mode enables different operation privileges and displayed items to be applied depending on the user
account you used to log in to TopAccess.
In the access policy mode, the details of operations and displays differ depending on the roles and department assigned to
the given user account.
Access TopAccess.
1
P.10 “Accessing TopAccess by entering URL”
Click [Login].
2
The Login page is displayed.
Enter the user name and password and click [Login].
3
y Enter the user name and password that comply with TopAccess access policies.
y The Setup page is displayed.
y Failing to enter the correct password for a number of times at login will be considered unauthorized access
and you may not be able to log in for a certain period of time. If you are displayed a “User account is locked”
or “The User Name and Password are not recognized.” message and cannot log in, contact your
administrator.
y The password input is displayed in the blank symbols.
y After login, you will be automatically logged out when the time specified in the [Session Timer] elapses.
y Enter "admin" in User Name and "123456" in Password to log in for the first time.
y Lockout setting for user accounts can be set with [Administration] - [Security] - [Password Policy].
P.272 “Password Policy settings”
y The [Session Timer] can be set with [Administration] - [Setup] - [General] - [WEB General Setting].
22 Access Policy Mode
1.Overview
Click the menu and submenu to display the desired page.
4
1 Overview
You can log out by clicking the [Logout] link at the top right of the page.
Access Policy Mode 23
2.[Device] Tab Page
This chapter describes the [Device] tab page in the TopAccess end-user mode.
[Device] Item List.................................................................................................................... 26
Displayed Icons......................................................................................................................28
2 [Device] Tab Page
1
2
3
4
[Device] Item List
TopAccess opens the [Device] tab which includes a picture indicating the device status. At any time, the end user may
click [REFRESH] to update the TopAccess status information.
This tab shows the following information about the device:
Item name Description
1 Device Information The Paper list shows the tray status.
2 Options The following information is displayed.
y Status — Displays the device status.
y Name — Displays the name of this equipment.
y Location — Displays the equipment's location.
y Copier Model — Displays the model name of this equipment.
y Serial Number — Displays the serial number of this equipment.
y MAC Address — Displays the MAC address of this equipment.
y Main Memory Size (for some models only) — Displays the main memory size.
y Page Memory Size (for some models only) — Displays the page memory size.
y Save as File & e-Filing Space Available (for some models only) — Displays the
total available space in the local folder and e-Filing on your equipment.
y Fax Space Available — Displays the available space for sending and receive fax data.
y Contact Information — Displays the contact name of the person responsible for
managing this device.
y Phone Number — Displays the phone number of the person responsible for managing
this device.
y Message — Displays administrative messages.
y Alerts — Displays alert messages.
y Finisher (for some models only)— Displays whether the Finisher is installed.
y Hole Punch Unit (for some models only) — Displays whether the Hole Punch Unit is
installed.
y Fax — Displays whether the Fax Unit is installed.
y Optional Function kit (for some models only) — Displays whether the optional
function kit is installed.
y Inserter (for some models only) — Displays whether the Inserter is installed.
y Auto Duplex Unit (for some models only) — Displays whether the Automatic
Duplexing Unit is installed.
26 [Device] Item List
2.[Device] Tab Page
3 Paper The following information is displayed.
The paper size for each tray cannot be set from TopAccess. Set it from the touch panel of the equipment. For instructions on
how to set the paper size for each tray, refer to the Copying Guide.
4 Toner Displays the amount of toner remaining in the toner cartridges in the equipment.
Some features may not be displayed on some models.
2 [Device] Tab Page
Item name Description
y Tray — Displays a list of the installed trays.
y Size — Displays the paper size set for each tray.
y Thickness — Displays the thickness of the paper set in each tray.
y Attribute — Displays the purpose of the paper set in each tray.
y Capacity — Displays the maximum paper capacity that can be set for each tray.
y Status — Displays the remaining amount of paper for each tray.
[Device] Item List 27
2 [Device] Tab Page
Displayed Icons
When the equipment requires maintenance or when an error occurs with the equipment, icons indicating the status
information appear near the graphic image of the equipment on the TopAccess [Device] tab. The following are the icons
displayed and their descriptions.
Printer Error 1 This icon indicates that a non-recommended toner cartridge is being used, and that the
Printer Error 2 This icon indicates one of the following:
Cover Open This icon indicates a cover such as the front cover or Automatic Duplexing Unit Cover is open.
Tray Open This icon indicates the tray is open.
Toner Empty This icon indicates no toner is left. For information on resolving the error, refer to "Replacing a
equipment has stopped printing. For information on resolving the error, refer to "Replacing a
Toner Cartridge" in the Troubleshooting Guide.
y You need to remove paper from the receiving tray.
y You need to remove paper from the Finisher tray.
y You need to remove the staples jammed in the Finisher. For information on resolving the
error, refer to "Staple Jam in the Finisher" in the Troubleshooting Guide.
y You need to remove the staples jammed in the Saddle Stitch Unit. For information on
resolving the error, refer to "Staple Jam in the Saddle Stitch Unit" in the Troubleshooting
Guide.
y You need to clear chads from the Hole Punch Unit. For information on resolving the error,
refer to "Cleaning the Hole Punch Dust Bin" in the Troubleshooting Guide.
y A non-recommended toner cartridge is being used. For information on resolving the error,
refer to "Replacing a Toner Cartridge" in the Troubleshooting Guide.
y You performed saddle stitch printing with the paper of the different sizes.
y The equipment cannot load paper from the Large Capacity Feeder.
y The equipment cannot eject the paper to the output tray.
Toner Cartridge" in the Troubleshooting Guide.
Waste Toner Full This icon indicates the waste toner box is full and requires replacing. For information on
Paper Empty This icon indicates no paper is left in a tray. For information on resolving the error, refer to the
Paper Misfeed This icon indicates a paper misfeed occurred. It also indicates the location of the paper misfeed.
Staples Empty This icon indicates no staples are left in the Finisher. For information on resolving the error, refer
Call for Service Contact your service representative to have the equipment inspected.
resolving the error, refer to "Replacing the Waste Toner Box" in the Troubleshooting Guide.
Copying Guide.
For information on resolving the error, refer to "Clearing a Paper Misfeed" in the
Troubleshooting Guide.
to "Refilling the Staples" in the Troubleshooting Guide.
28 Displayed Icons
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