Ricoh 350, 450 User Manual

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Page 1

350/450 Series

Operating Instructions

Security Reference

For safety, please read this manual carefully before you use this product and keep it handy for future reference.

Page 2

Introduction

This manual contains detailed instructions on the operation and maintenance of this machine. To get maximum versatility from this machine all operators should carefully read and follow the instructions in this manual. Please keep this manual in a handy place near the machine.

Please read the Safety Information in the Copy Reference manual before using this machine. It contains important information related to USER SAFETY and PREVENTING EQUIPMENT PROBLEMS.

Important

Parts of this manual are subject to change without prior notice. In no event will the company be liable for direct, indirect, special, incidental, or consequential damages as a result of handling or operating the machine.

Warning:

Use of controls or adjustment or performance of procedures other than those specified in this manual might result in hazardous radiation exposure.

Trademarks

Microsoft

, Windows® and Windows NT® are registered trademarks of Microsoft Corporation in the

United States and/or other countries.

AppleTalk, Apple, Macintosh, Mac and TrueType are registered trademarks of Apple Computer, Incorporated.

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

Some illustrations in this manual might be slightly different from the machine.

Certain options might not be available in some countries. For details, please contact your local dealer.

Page 3

ISO15408 Security Capability.................................................................... 1

1.Security Settings

Operating Conditions................................................................................. 3

Operating Environment .................................................................................. 3

Key Operator Settings.................................................................................... 4

User Settings.................................................................................................. 5

Security Functions of This Machine......................................................... 6

Protection of Documents Temporarily Saved in the Memory of This Machine

Scanning the Original in Copier, Scanner or Document Server Mode ........... 8

Canceling a Transmission While the Original is Being Scanned (Facsimile)

Canceling a Print Job ................................................................................... 11

Resetting this machine................................................................................. 11

.... 8

....... 8

Protecting Documents Stored in the Document Server ....................... 12

Scanning in Document Server mode ........................................................... 13

Scanning in Copy mode ............................................................................... 20

Scanning in Scanner Mode .......................................................................... 24

Storing from Printer Driver ........................................................................... 31

Scanning in Facsimile Mode ........................................................................ 44

Sending a Stored File................................................................................... 49

Printing Stored Documents .......................................................................... 53

Locked Print.............................................................................................. 56

Printing a Locked Print File .......................................................................... 56

Deleting Locked Print Files .......................................................................... 57

Personal Boxes......................................................................................... 59

Printing Personal Box Messages ................................................................. 59

Key Operator Tools (for Administrator) ................................................. 61

Programming/Changing Key Operator Code ............................................... 62

Display Password with Stored File............................................................... 62

Delivery Server IP Address .......................................................................... 63

Programing/Editing Personal Boxes ............................................................ 63

Cautions When Using Security Modes................................................... 67

Key Operator Settings.................................................................................. 67

User Settings................................................................................................ 67

INDEX......................................................................................................... 68

Page 4

Page 5

ISO15408 Security Capability

The security mode of imagio Neo 350/450 series are compliant with ISO/IEC 15408 (level:EAL3) standards. Users requiring security control must use this machine in security mode.

Unauthorized copying and access through customer networks reduces document security. Confidential documents should be protected using security modes.

To enable security modes, contact an engineer through your sales or service representative.

Refer to the version of software in the following table to see if the products you are using are certified models or not. Contact your sales or service representative to check which version of software is installed on the machine.

Certified Version

System/Copy 5.23 Printer Application 3.02

NIB 1.79 Scanner Application 2.24

Net File Application 2.19

Fax Application 5.21.0 FCU Dver 07.00.00

Remote Fax Application

5.20.1

Page 6

Page 7

Security Settings

Operating Conditions

This machine has two modes: normal, and security-enhanced mode. “Security Functions of This Machine” are available only in security mode.

Security modes operate on the premise that the machine is used under the following conditions:

Operating Environment

• This machine is used normally (i.e. it is not damaged, modified or lacking components).

• When connected to a network, this machine is protected from unauthorized access and attacks such as packet wiretapping.

• The machine is managed by a person who has carefully read and understood the operating instructions for this machine and can ensure maintenance and safe operation by general users.

In General Office

• The machine is located in a room and connected to a telephone line or an internal network.

• Entry is restricted so that unauthorized persons cannot use this machine.

• A firewall prevents unauthorized external access.

In Public Facilities

• The machine is monitored by facility personnel.

• The machine is connected to telephone line but not to a network. Document Server mode is disabled.

Note

Customer engineers dispatched from

❒

Ricoh Company, Ltd. and affiliated companies are instructed to maintain user information security. Key operators can ask customer engineers to observe the maintenance procedure.

Ricoh Company, Ltd. and affiliated

❒

companies manage the CSS centers (or Ricoh service centers ) that provide maintenance services via telephone lines.

❒ CSS centers (or Ricoh service cen-

ters) manage each user's information very carefully.

Page 8

Security Settings

Key Operator Settings

• The machine is not protected from illegal operations using networks such as wiretapping. Users need to take general measures to prevent unauthorized access to user networks.

• This machine is not protected from physical attacks such as removing or exchanging the hardware incorrectly. Users need to take general measures to prevent physical attacks.

• After relocating the machine or power outage, check the following to ensure machine security:

• "Security" is displayed on the

control panel.

• The Key Operator Code is pro-

grammed using an eight-digit number.

• [

All Initial Settings

the applicable range of the Key Operator Code.

• [

• Use the display to check the securi-

ty modes are working properly. When the machine is operating in security modes, the date/time and “Security” are alternately displayed in the top right-hand corner of the display. For details about how to operate this machine in security modes, ask your sales or service representative.

] is selected under [

OFF

Password with Stored File

] is selected for

Display

Note

❒ When choosing a Key Operator

Code, do not use multiple repetitions of the same number such as “00000000”or sequences such as “12345678”. These kinds of codes can be guessed easily. Using such codes will reduce security.

Reference

See "Key Operator Code", "Key Operator Tools 1/2" in the System Settings manual.

• To view a password for a document stored in the document server, press [

Stored File

Make sure to select [ viewing the password. If [ON] is left selected after viewing the password, security is not guaranteed.

Note

❒ When choosing a password for

the Personal Box, do not use multiple repetitions of the same number such as “0000”or sequences such as “1234”. These kinds of codes can be guessed easily. Using such codes will reduce security.

Reference

See "Display Password with Stored File", "Key Operator Tools 2/2" in the System Settings manual.

Display Password with

], and then select [ON].

] after

OFF

• Program a Key Operator Code to prevent unauthorized persons from making or changing User Tools settings. Program the Key Operator Code using 8 digits with the number keys, and then select

[

All Initial Settings

Page 9

User Settings

• Enter passwords discreetly. If you note a password on paper, keep it hidden from other people.

• Register a user name for a document stored in the document server to identify creator or type, but not to protect the document from other people.

• When the machine is operating in security modes, the date/time and “Security” are alternately displayed in the top right-hand corner of the display. For details about how to operate this machine in security modes, ask your sales or service representative.

Operating Conditions

Note

❒ When choosing a password for a

document stored in the document server or the locked print, do not use multiple repetitions of the same number such as “0000”or sequences such as “1234”. These kinds of passwords can be guessed easily. Using such codes will reduce security.

Page 10

Security Settings

Security Functions of This Machine

This machine provides the following security functions:

❖❖❖❖ Protection of documents temporarily

saved in memory (in Copier, Facsimile, Printer, Scanner and Document Server modes)

Deleted data is not reused. It is not available to other users. If you push {{{{ stopped copy process, you can delete temporarily saved documents scanned in Copier, Facsimile or Scanner mode and data sent to the printer (this machine).

Clear Modes

❖❖❖❖ Protection of documents stored in the

document server

You can attach a password to a document stored in the document server. Printing, delivery and fax transmission of documents is not possible unless the password is entered. Your documents are thereby protected from unauthorized access.

Note

❒

If you enter a password incorrectly, an error message will appear:”Password entered is not correct”. Press ter the password again. When the machine is operating in security modes, if you enter an incorrect password three times consecutively, document access will be denied. You will be unable to access the document even if you subsequently enter the password correctly. Once document access is refused, even if you subsequently enter the correct password, the message “Password entered is not correct” will appear. To release the lock, turn off the main power switch, and then turn it on to re-enter.

, and then en-

Exit

[

]

}}}} key in

❖❖❖❖ Protection of documents printed with

the Locked Print function (Printer mode)

When using Locked Print, printing is not possible unless a password is entered using the control panel. Your documents are safe from being viewed by other people.

Note

❒

If you enter a password incorrectly, an error message will appear:”Password entered is not correct”. Press enter the password again. When the machine is operating in security modes, if you enter an incorrect password three times consecutively, document access will be denied. You will be unable to access the document even if you subsequently enter the password correctly. Once document access is refused, even if you subsequently enter the correct password, the message “Password entered is not correct” will appear. Turning off the main power switch will delete the document awaiting printing. To release the lock, you have to send the print job from your computer again.

Exit

[

, and then

]

Page 11

Security Functions of This Machine

❖❖❖❖ Protection of received documents

stored in a Personal Box (Facsimile mode)

Printing documents stored in a Personal Box is not possible unless a password is entered using the control panel. Your documents are safe from being viewed by other people.

Note

❒

If you enter a password incorrectly, an error message will appear:”Password entered is not correct”. Press enter the password again. When the machine is operating in security modes, if you enter an incorrect password three times consecutively, personal box access will be denied. You will be unable to access the box even if you subsequently enter the password correctly. Once document access is refused, even if you subsequently enter the correct password, the message “Password entered is not correct” will appear. To release the lock, turn off the main power switch, and then turn it on to reenter.

Exit

[

, and then

]

❖❖❖❖ Protection from unauthorized tele-

phone line access

Protection from unauthorized telephone line access Only faxes and CSS/Ricoh service cent communications are accepted. Dial-up and other forms of telephone line access are barred.

Reference

"Using CSS (CUSTOMER SUPPORT SYSTEM)" in the Copy Reference

❖❖❖❖ Key Operator Tools

You can program a Key Operator Code so that only authorized operators can change security settings.

Page 12

Security Settings

Protection of Documents Temporarily Saved in the Memory of This Machine

Documents scanned in Copier, Facsimile or Scanner mode or data sent from a printer driver for printing are temporarily saved in memory. You can delete documents or data to avoid unauthorized printing.

Completing a process correctly, Used image data in the process will not printing in next operation (copying, printing, facsimile transmit , scanning).

Canceling a Transmission While the Original is Being Scanned (Facsimile)

Canceling a transmission after pressing the {{{{

Canceling a transmission using the

[

Change/Stop TX File]

Start

}}}} key.

Scanning the Original in Copier, Scanner or Document Server Mode

Press the {{{{

AAAA

The machine will stop storing the original and the data will not be sent.

Press [

BBBB

Stop

Clear/Stop

}}}} key.

Press the {{{{

AAAA

The machine will stop storing the original and the data will not be sent.

Clear/Stop

}}}} key.

Page 13

Protection of Documents Temporarily Saved in the Memory of This Machine

Canceling a Transmission While the Message is Being Sent

Use this procedure to cancel a transmission after the original has been scanned.

Limitation

❒ If transmission finishes while you

are carrying out this procedure, it will not be canceled.

Note

❒ If you cancel a message while it is

being sent, transmission is halted as soon as you finish this procedure. However, some pages of your message may have already been sent and will be received at the other end.

Select the file you want to cancel.

BBBB

CCCC

Press

Stop Transmission

[

]

Reference

For details, see "Canceling a Memory Transmission" in the Facsimile Reference <Basic Features>

Press

AAAA

The list of programed files being transmitted or a waiting transmission is displayed.

Change/Stop TX File

[

]

Note

❒ To cancel another file, repeat

Exit

[

and C.

]

steps

Press

DDDD

The machine will return to standby mode.

Page 14

Security Settings

Canceling a transmission using the {{{{Clear/Stop}}}} key

Press the

AAAA

Select the file you want to cancel.

BBBB

{{{{

Clear/Stop

key.

}}}}

Press [

DDDD

The machine will return to standby mode.

Exit

Press [

CCCC

❒ To cancel another file, repeat

Stop Transmission

Note

steps

and C.

Page 15

Protection of Documents Temporarily Saved in the Memory of This Machine

Canceling a Print Job

Press the {{{{

AAAA

chine's control panel.

Press [

BBBB

panel.

A message appears on the display panel indicating that the print job is being canceled.

Important

❒ This procedure cancels the print

job that is being processed by the machine. In some cases, the machine may already be processing data for the next print job following the one currently being output. In this case, the next print job is also canceled when you press [

❒ When the machine is being

shared by multiple computers, be careful not to accidentally cancel someone else's print job.

Printer

Job Reset

}}}} key on the ma-

] on the display

Job Reset

Resetting this machine

When this machine stops by jam, proceed this process.

Press the {{{{

AAAA

machine's control panel.

Clear Modes

}}}} key on the

Note

❒ You cannot stop printing data

that has already been processed internally by the machine. Because of this, printing may continue for a few pages after you press [

❒ A print job that contains a large

volume of data may take considerable time to stop.

Because of memory overflow, print

❒

que will delete automatically.

Job Reset

Page 16

Security Settings

Protecting Documents Stored in the Document Server

Note

❒ Once you have entered a correct

password, the desired document is selected (highlighted). When a job is finished but the document is left selected, people without the password can also print or delete it. When you have finished printing or deleting a document, make sure to press the key of that document again, or the [Clear/Stop] key to unselect the document. If you have selected several documents, make sure you press the [Clear Modes key to deselect them.

❒ Frequently check the display panel

to see whether the machine is in security mode or not. When the machine is operating in security mode, the date/time and “Securi- ty” appear alternately in the top right-hand corner of the display. For details about how to operate this machine in security mode, ask your sales or service representative.

❒ If you enter a password incorrect-

ly, an error message will appear:”Password entered is not correct”. Press [Exit], and then enter the password again. When the machine is operating in security modes, if you enter an incorrect password three times consecutively, document access will be denied. You will be unable to access the document even if you subsequently enter the password correctly. Once document access is refused, even if you subsequently enter the correct password, the message “Password entered is not correct” will appear. To release the lock, turn off the main power switch, and then turn it on to re-enter. However, access attempts for other documents are still accepted.

]

❒ Once you have entered an incor-

rect password, it takes longer (more than one minute) than usual before the machine is ready for operation after power on.

Page 17

Scanning in Document Server mode

Reference

For details, see "Scanning in Document Server mode" in the Copy Reference manual.

Press the {{{{

AAAA

Document Server

}}}} key.

Protecting Documents Stored in the Document Server

Enter a file name, user name, or

CCCC

password if necessary.

Note

❒ If you do not wish to register a

file name, go to step

❒ If you do not register a file

name, it is stored automatically.

❒ The security is not guaranteed if

no password is entered.

To set the file name

The "Select Files to Print" display appears.

Press the

BBBB

The "Scan Original" display appears.

Scan Original

[

]

A Press the B Enter the new file name using

the letter keys on the display panel.

Reference

For information about how to input characters, see the System Settings manual.

C Press the

File Name

[

[OK]

]

Page 18

Security Settings

To set the user name

A Press the [User Name] . B Enter the new user name using

the letter keys on the display panel.

Note

❒ If you want to enter non-reg-

istered name, press the [Non- registered Name], then enter the new user name.

To set the password

A Press the [Password] . B Enter the password using the

number keys (4 digits).

Note

❒ To change the number en-

tered, press the [Clear] or {{{{Clear/Stop}}}} key and enter a new number.

❒ The security is not guaran-

teed if no password is entered.

C Press the [OK] .

C Press the [OK] or {{{{#}}}} key.

Set your originals either on the

DDDD

exposure glass or into the document feeder.

Make any desired settings.

EEEE

Note

Press the [

❒

cancel the file name, password, or print settings and return to the "Select Files to Print" display.

Scanning Finished

] to

Page 19

Protecting Documents Stored in the Document Server

Press the {{{{Start}}}} key.

FFFF

The document is saved in the Document Server. The saved documents are displayed on the "Select Files to Print " display.

Note

❒ If you have set your originals on

the exposure glass, press the

Scanning Finished] after all orig-

[

inals have been scanned. The "Select Files to Print" display appears.

To stop scanning, press the

❒

key.

❒ To resume the paused scanning

job, press the [Resume] in the confirmation dialog box. To delete the saved images and cancel the job, press the [Cancel] .

❒ When storing a password,

appears on the left side of the file name.

{{{{Clear/Stop}}}}

Press the [Scanning Finished] .

GGGG

To change the file name, user name, or password

A Press the line of the document

whose file name, user name, or password you want to change.

B If you select a document which

requires a password, the "Input the Password" window appears. Input the password using the number keys, then press the [OK] .

C Press the [File Management] .

Page 20

Security Settings

D Press the [Change User Name],

[Change File Name], or [Change Password].

E Enter the new file name, user

name, or password using the letter keys or number keys.

F Press the [OK] .

Printing Saved Documents

You can print any of the documents saved in the Documents Server.

Follow these steps to select a document and print it out.

Reference

For details, see "Printing Saved Document" in the Copy Reference manual.

Press the {{{{Document Server}}}} key.

AAAA

The "Select Files to Print" display appears.

Press the line for the document

BBBB

you want to print.

The selected line is highlighted.

Note

❒ If you cannot choose the desired

document by its name, you can print the first page to check the contents. Press the line for the desired document, and press the [Print 1st Page] followed by the {{{{Start}}}} key.

Page 21

Protecting Documents Stored in the Document Server

❒ If you select a document which

requires a password, the “Input the Password” window appears. Enter your password using the number keys, then press the [OK] .

❒ If you enter an incorrect pass-

word for a document three times consecutively, document access is refused. Turn off the main power switch, and then turn it on to re-enter correctly. However, access attempts for other documents are still accepted.

❒ To delete the value entered,

press the [Clear] or {{{{Clear/Stop}}}} key. To cancel a selected document, press the [Cancel] .

To print more than one docu-

CCCC

ment, repeat step desired documents in the order you want to print them out.

The selected order is shown in the priority column next to the selected document(s).

to select the

BBBB

If you need to change any of the

DDDD

print settings, press the [Print Set- tings] .

The "Print Settings" display appears.

Note

Press the [

❒

the “Select Files to Print” display.

Select File

] to return to

Note

❒ Press the {{{{Clear Modes}}}} key to

cancel all the settings.

Reference

For details, see the explanations of each function in this manual.

Enter the required number of

EEEE

prints using the number keys.

Note

❒ Up to 999 can be entered.

❒ To change the value entered,

press the {{{{Clear/Stop}}}} key and enter new value.

Press the {{{{Start}}}} key.

FFFF

The machine starts printing.

Note

❒ To pause the print job, press the

{{{{Clear/Stop}}}} key. In the confirmation dialog box, press the [Resume] to resume it, or press the [Cancel] to cancel it.

Page 22

Security Settings

Deleting Saved Documents

You should delete any of the saved documents using the control panel of the machine.

This section describes how to delete saved documents.

Important

❒ You can save up to 3,000 docu-

ments in the Document Server. No more documents can be saved, when there are 3,000 documents in the Document Server. You should delete unnecessary documents.

❒ You can set the timer to delete the

documents stored in the Document Server with the User Tools. ⇒ “Delete All Files” in the System Settings manual.

Note

❒ You can delete all the saved docu-

ments at a time with the User Tools. ⇒ “Delete All Files” in the System Settings manual.

Follow these steps to delete saved documents.

Press the {{{{

AAAA

The “Select Files to Print” display appears.

Select a document you want to de-

BBBB

lete by pressing the name of it.

The selected name is highlighted.

Document Server

}}}} key.

Note

❒ You can search the document

you desire by the file name or the user name. .

❒ You can sort the files in order of

User Name

[

. Press the key you want to

Date

[

]

sort by.

Restrictions on entries are as follows:

❒

• User name: up to 16 characters

• File name: up to 16 characters

❒ If you cannot choose the desired

document by its name, you can print the first page to check the contents. Press the line for the desired document, and press the

Print 1st Page

[

by the {{{{

❒ Press the selected line again to

cancel the print job.

❒ If you select a document which

requires a password, the “Input the Password” window appears. Enter your password using the number keys, and press the

❒ If you enter an incorrect pass-

[OK]

Start

key.

File Name

], [

}}}} key.

key followed

]

, or

]

❒ To delete the value entered,

press the key. To cancel a selected document, press the

[

Clear

or {{{{

]

Cancel

[

Clear/Stop

key.

]

}}}}

Page 23

Repeat step BBBB if you want to select

CCCC

Scanning in Copy mode

Reference

For details, see "Scanning in Copy Server mode" in the Copy Reference manual.

Press the {{{{

AAAA

Copy display appears.

Press the

BBBB

}}}} key.

Copy

Store File

[

]

Note

Restrictions on entries are as follows:

❒

• User name: up to 16 characters

• File name: up to 16 characters

• Password: 4-digit number

❒ The security is not guaranteed if

no password is entered.

Set your originals.

DDDD

Make the scanning settings for

EEEE

the original.

Reference

For details, see the explanations of each function in the Copy Reference manual.

Enter a file name, user name, or

CCCC

password if necessary.

Press the {{{{

FFFF

Note

❒ To stop scanning, press the

{{{{

Clear/Stop

❒ To resume the paused scanning

job, press the confirmation dialog box. To delete the saved images and cancel the job, press the

Start

}}}} key.

Resume

[

Cancel

[

in the

]

Page 25

Protecting Documents Stored in the Document Server

Printing Saved Documents

You can print any of the documents saved in the Document Server.

Follow these steps to select a document and print it out.

Reference

For details, see "Printing Saved Document Server mode" in the Copy Reference manual.

Press the {{{{

AAAA

The "Select Files to Print" display appears.

Press the line for the document

BBBB

you want to print.

Document Server

}}}} key.

Note

❒ If you cannot choose the desired

document by its name, you can print the first page to check the contents. Press the line for the desired document, and press the

Print 1st Page

[

the {{{{

❒ If you select a document which

requires a password, the "Input the Password" window appears. Enter your password using the number keys, then press the

❒ If you enter an incorrect pass-

Start

[OK]

}}}} key.

followed by

]

The selected line is highlighted.

❒ To delete the value entered,

press the key. To cancel a selected document, press the

To print more than one docu-

CCCC

ment, repeat step desired documents in the order you want to print them out.

The selected order is shown in the priority column next to the selected document(s).

Note

❒ Press the {{{{

cancel all the settings.

[

or {{{{

Clear

]

Cancel

[

to select the

BBBB

Clear Modes

Clear/Stop

]

}}}} key to

}}}}

Page 26

Security Settings

If you need to change any of the

DDDD

print settings, press the [Print Set- tings].

The "Print Settings" display appears.

Press the {{{{Start}}}} key.

FFFF

The machine starts printing.

Note

❒ To pause the print job, press the

{{{{Clear/Stop}}}} key. In the confirmation dialog box, press the [Resume] key to resume it, or press the [Cancel] to cancel it.

Note

❒ The print settings of the docu-

ment you select first are applied to the merged documents.

Reference

For details, see the explanations of each function in the Copy Reference manual.

Enter the required number of

EEEE

prints using the number keys.

Note

❒ Up to 999 can be entered.

❒ To change the value entered,

press the {{{{Clear/Stop}}}} key and enter new value.

Page 27

Protecting Documents Stored in the Document Server

Deleting Saved Documents

You should delete any of the saved documents using the control panel of the machine.

This section describes how to delete saved documents.

Important

❒ You can save up to 3,000 docu-

ments in the Document Server. No more documents can be saved, when there are 3,000 documents in the Document Server. You should delete unnecessary documents.

❒ You can set the timer to delete the

documents stored in the Document Server with the User Tools. ⇒ “Delete All Files” in the System Settings manual.

Note

❒ You can delete all the saved docu-

ments at a time with the User Tools. ⇒ “Delete All Files” in the System Settings manual.

Follow these steps to delete saved documents.

Press the {{{{

AAAA

The “Select Files to Print” display appears.

Select a document you want to de-

BBBB

lete by pressing the name of it.

The selected name is highlighted.

Document Server

}}}} key.

Note

❒ You can search the document

you desire by the file name or the user name.

❒ You can sort the files in order of

User Name

[

. Press the key you want to

Date

[

]

sort by.

Restrictions on entries are as follows:

❒

• User name: up to 16 characters

• File name: up to 16 characters

❒ If you cannot choose the desired

document by its name, you can print the first page to check the contents. Press the line for the desired document, and press the

Print 1st Page

[

by the {{{{

❒ Press the selected line again to

cancel the print job.

❒ If you select a document which

requires a password, the “Input the Password” window appears. Enter your password using the number keys, and press the

❒ If you enter an incorrect pass-

[OK]

Start

key.

File Name

], [

}}}} key.

key followed

]

, or

]

❒ To delete the value entered,

press the key. To cancel a selected document, press the

[

Clear

or {{{{

]

Cancel

[

Clear/Stop

key.

]

}}}}

Page 28

Security Settings

Repeat step

CCCC

if you want to select

BBBB

Scanning in Scanner Mode

Scan documents and store them in the Document Server.

Reference

For details, see "Storing Scan Data in the Document Server" in the Scanner Reference manual.

Press the {{{{Scanner}}}} key.

AAAA

Screen Contrast

The scanner function screen appears.

Note

❒ If the network TWAIN scanner

screen is displayed, press [Can- cel]. This screen is displayed if "Function Priority" in the Scanner Initial Setup is set to network TWAIN scanner mode.

User Tools/Counter

Copy

Document Server

Facsimile

Printer

Scanner

Set the original in the machine, and

BBBB

adjust the settings for original size and orientation if required.

Page 29

Set the scan settings.

CCCC

Note

❒ If no scan settings are specified,

the initial Scanner Settings as set with the [Scan Settings] tab under [Scanner Initial Setup] will become active.

Protecting Documents Stored in the Document Server

Temporarily changing the scan settings

A Press [Scan Settings].

The scan settings screen appears.

B Select the desired resolution,

original size, and other items.

Calling up stored scan settings

A Press [Recall Program].

The user program recall screen appears.

B Select a user program of scan

settings.

C Press [OK].

The selected user program settings become active

For details on how to set and program scan settings, see “Making Scanner Settings <Scanner Features : Basic Settings>” in the Scanner Reference manual.

When using the network delivery

DDDD

scanner function, make the settings for storing scan data files.

When not using the network delivery scanner function, this step is not required. Go to step

A Press [Store File].

The screen for setting scan data store parameters appears.

B Select the desired settings.

• To store and deliver scan data, press [Store & Transmit].

• To only store scan data, press

Store Only].

[

Page 30

Security Settings

Enter the desired information.

EEEE

This screen appears when the network delivery scanner function is not used.

This screen appears when the network delivery scanner function is used.

Specifying the user name

A Press [User Name].

The user name selection screen appears.

B Select the user name.

C Enter the desired user name

and press [OK].

The display returns to the user name change screen.

Reference

For information about how to input characters, see the System Settings manual.

D Press [OK].

The user name is set.

The user names shown here are names that were programmed in System Settings under the administrator tab. Select a user name and go to step D. To enter a user name not shown here, press [Non-programed Name] and go to step C.

Page 31

Protecting Documents Stored in the Document Server

Specifying a file name

Note

❒ Scan data files are automatically

named SCAN0001, SCAN0002, etc. If desired, you can change the file name.

❒ You can use the same file name

for different files.

A Press [File Name].

The file name entry screen appears.

B Enter the desired file name.

Reference

For information about how to input characters, see the System Settings manual.

C Press [OK].

The new file name is set.

Specifying a password

A Press [Password].

The password entry screen appears.

B Enter a password consisting of

four numbers.

C Press [OK].

The password is set.

Note

The security is not guaranteed

❒

if no password is entered.

Important

❒ Take care not to forget the

password. If you have forgotten the password, contact the system administrator.

To use the network delivery scan-

FFFF

ner function, press [OK].

The display returns to the scanner function screen.

When not using the network delivery scanner function, this step is not required. Go to step

Page 32

Security Settings

Press the {{{{Start}}}} key.

GGGG

The original is scanned and the resulting data is stored as a file in the Document Server.

When there is another page to scan, set the original and then press the

{{{{

}}}}

key. When there are no more

Start

pages, press the

Note

❒ If [Store & Transmit] was selected

in step delivered and stored at the same time.

❒ To abort the scanning process,

press the {{{{Stop}}}} key or press

Stop] on the display. If the pro-

[

cess is canceled after original pages have already been scanned, a message appears, asking whether already scanned data is to be delivered or stored. Specify the desired action.

{{{{#}}}}

key.

, the scan data will be

Deleting Stored Files

Reference

For details, see "Deleting Stored Files" in the Scanner Reference manual.

Display the list of stored files.

AAAA

From the list of stored files, press

BBBB

Manage/Delete File].

[

Note

❒ If the " Delivery Option" in

Scanner Initial Setup is set to "No", this step is not required. Go to step

❒ If the " Delivery Option" in

Scanner Initial Setup is set to "Yes", up to 30 files can be deleted in one operation. Select the files before pressing [Manage/De-

lete File], and then go to step D.

Select the file to be deleted.

CCCC

Note

❒ When you select a password

protected file, the password entry screen appears. After you have entered the correct password and pressed [OK], the file will be selected.

Page 33

Protecting Documents Stored in the Document Server

❒ If you enter an incorrect pass-

❒ Enter Password 4-digit number.

Press [Delete File]

DDDD

Delivering Stored Files

To deliver a scan data file stored in the Document Server, proceed as follows.

Limitation

❒ To deliver scan data files, a deliv-

ery server is necessary.

❒ If the " Delivery Option" in Scanner

Initial Setup is set to "No", delivery is not possible.

Reference

For details, see "Delivering Stored Files" in the Scanner Copy Reference manual.

Display the list of stored files.

AAAA

Select the file for delivery.

BBBB

A confirmation message appears.

Press [Delete].

EEEE

The file is deleted.

Note

❒ When multiple files are select-

ed, the total number of files to be deleted is displayed.

Press [Exit].

FFFF

The display returns to the scanner function screen.

Note

❒ When you select a password

protected file, the password entry screen appears. After you have entered the correct password and pressed [OK], the file will be selected.

If you enter an incorrect pass-

❒

word for a document three times consecutively, document access is refused. Turn off the main power switch, and then turn it on to reenter correctly. However, access attempts for other documents are still accepted.

❒ Enter Password 4-digit number.

Page 34

Security Settings

To select multiple files, repeat

CCCC

step

❒ If you select [Display Selection],

Press [OK].

DDDD

The file names are shown in [Select

Stored File], and the machine is in

standby condition for delivery.

BBBB

Note

the selected files only will be shown in the order of delivery. Descending sort is not possible in this case.

Specify the destination and send-

EEEE

er information, and press the {{{{Start}}}} key.

The selected file(s) are delivered.

Page 35

Protecting Documents Stored in the Document Server

Storing from Printer Driver

Storing Documents

Reference

For details about installing, see Help for the printer driver.

Limitation

❒ Documents are not saved in the

following cases:

• When sending the 31st document if there are 30 Sample Print/Locked Print documents already stored.

• When a document of more than 1,000 pages is sent. When using other functions (copying or scanning). This reduces the page-sending limit.

When Using RPCS Printer Driver (Standard) on Windows

Connect the machine to the computer, and then install the RPCS printer driver. For details about connecting, see p.9 "Connecting the Machine", Printer Reference 1. For details about installing, see p.21 "Installing the RPCS Printer Driver", Printer Reference 1. For details about network configuration, contact your network administrator.

Making Settings

Access the

AAAA

log box. For details about accessing the box, see p.5 "RPCS - Accessing the Printer Properties", Printer Reference 2.

Printer Properties

[

Printer Properties

[

dia-

]

dialog

]

Click the

BBBB

In the

CCCC

Document Server

When a message appears, click

DDDD

[OK]

Print Setting

[

Job type:

[

]

tab.

]

list, click

[

Send to

Page 36

Security Settings

If you want to register a user

EEEE

name, file name or password, click [Details…]. You can skip these entries completely or partially. If you want to skip completely, proceed to step

Enter a user name, file name or

FFFF

password, and then click [OK].

HHHH

Make other print settings if nec-

HHHH

essary.

Limitation

❒ Some print functions cannot be

selected when sending a document to the Document Server. For details, see ⇒ p.33 “Set- tings”.

Click [OK].

IIII

The print settings dialog box closes.

Note

Restrictions on entries are as follows:

❒

• User name: up to 16 characters

• File name: up to 16 characters

• Password: 4-digit number

❒ The security is not guaranteed if

no password is entered.

Important

❒ Do not forget the password.

Without it printing is not possible. A confirmation message appears.

Enter the same password as in

GGGG

step

, and then click [OK].

FFFF

Page 37

Protecting Documents Stored in the Document Server

Settings

To use Document Server, make necessary settings in the following dialog boxes:

Reference

For details about accessing the

Printer Properties

[

dialog box or

]

making other settings, see p.5 "RPCS? - Accessing the Printer Properties", Printer Reference 2 or Help for the printer driver.

❖❖❖❖ [Setup] tab

Job type:

[

]

To use Document Server, click

Send to Document Server

[

Job type:

[

Job Type Details

[

Click

Job Type Details

[

list.

]

Details…

[

] ]

]

to display the dialog box.

in the

]

[

Password:

]

To prevent other people from printing or deleting saved documents, enter a password using a 4-digit number.

Note

❒

The security is not guaranteed if no password is entered.

Note

❒

You can register a user name, file name and password in the

Job Type Details

[

dialog

]

box. Documents can be saved in Document Server even without registering them.

User name:

[

]

Enter a user name using up to 16 characters.

Note

❒

The user name entered is displayed in the printer's Document Server list.

[

File name:

]

Enter a file name using up to 16 characters.

Note

❒

The file name entered is displayed in the printer's Document Server list.

Page 38

Security Settings

❖❖❖❖ Functions that can be selected when sending a document to the Document Server

Some functions of the RPCS printer driver are unavailable while sending a document to Document Server. You can select these functions using the machine's control panel when printing saved documents.

Functions Selecting on the RPCS printer

driver

Print functions Paper tray unavailable

Paper type unavailable

Paper output tray unavailable

Original orientation available

Original size available (Custom size paper

is unavailable.)

Printout paper size available (Custom size paper

is unavailable.)

Copies unavailable

(Job type) (

Print quality Document type available

User settings available

Basic functions Reduce/Enlarge available

Cover sheet unavailable

Slip sheet unavailable

Centering available

Edit Layout/Poster unavailable

Duplex/Booklet unavailable

Watermark unavailable

Binding margins unavailable

Finishing Collate unavailable

Staple unavailable

Punch unavailable

Misc. Rotate by 180 degrees unavailable

Do not print blank pages available

Emulate after print available

Send to Document Server

[

)

]

Note

❒

You cannot select custom size paper as the original or printout paper size.

❒

Use to send and print individual spreadsheet-created sheets. Functions do not permit whole file handling.

Page 39

When Using PostScript 3 Printer Driver (Optional) on Windows

Protecting Documents Stored in the Document Server

Make other print settings if nec-

FFFF

essary.

Connect the machine to the computer, and then install the PostScript 3 printer driver. For details about connecting, see p.9 "Connecting the Machine", Printer Reference 1. For details about installing, see p.25 "Installing the PostScript 3 Printer Driver", Printer Reference 1. For details about network configuration, contact your network administrator.

Making settings

Access the [

AAAA

log box.

For details about accessing the

[

Printer Properties

p.9 "PostScript 3 - Setting Up for Printing", Printer Reference 2.

Click the [

BBBB

If a user ID is not displayed in

CCCC

[

User ID:

Printer Properties

Store/History

] dialog box, see

] tab.

] dia-

Limitation

❒ Some print functions cannot be

selected when sending a document to Document Server. For details, see ⇒ p.36 “Settings”.

Click [OK].

GGGG

The [

Printer Properties

closes.

] dialog box

In the [

DDDD

ment Server.

Enter a file name and password,

EEEE

and then click [OK].

❒ You can print even without en-

❒

❒ The security is not guaranteed if

❒

Job type:

Note

tering a file name and password.

Restrictions on entries are as follows:

• User ID: 8 characters

• File name: up to 16 characters

• Password: 4-digit number (fixed)

no password is entered.

Important

Do not forget the password. Without it printing is not possible.

] list, click [

]

Docu-

Page 40

Security Settings

Settings

To use Document Server, make necessary settings in the following dialog box.

Important

❒ You cannot use Document Server

with PageMaker 6.0J or 6.5J.

Reference

For details about accessing the

Printer Properties

[

dialog box or

]

making other settings, see p.9 "PostScript 3 - Setting Up for Printing", Printer Reference 2 or Help for the printer driver.

[Store/History] tab

❖❖❖❖

User ID:

[

]

To register a document creator, enter a user ID using up to eight characters.

[

Password:

]

To prevent other people from printing or deleting saved documents, enter a password using a 4-digit number.

Note

❒ The security is not guaran-

teed if no password is entered.

Note

❒ If your user ID is the same as

that used by other people, searching for documents by user ID may be ineffective.

❒ The user ID entered is dis-

played in the printer's Document Server list.

Job type:

[

]

To use Document Server, click

Document Server

[

list.

type:

]

File name:

[

]

in the

]

Enter a file name using up to 16 characters.

Note

❒ The file name entered is dis-

played in the printer's Document Server list.

Job

[

Page 41

Protecting Documents Stored in the Document Server

❖❖❖❖ Functions that can be selected when sending a document to the Document Server

Some functions of the PostScript 3 printer driver are unavailable while sending a document to Document Server. You can select these functions on the machine's control panel when printing saved documents.

Functions Selecting on the Post-

Script 3 printer driver

Paper Paper size available

Orientation (*) available

Order available

Paper source

Output tray available

Paper type available

Graphics Resolution available

Special settings Negative available

Mirror image available

Layout available

Reduce/Enlarge available

Device options Auto tray switch unavailable

Collate unavailable

Print mode unavailable

Staple unavailable

Punch available

PostScript PostScript output format available

Watermark Selecting watermark available

Printing watermark available

available (The bypass tray is unavailable.)

Important

❒

When landscape orientation is selected (*), duplex, staple and punch functions do not work. Select portrait orientation.

Note

❒

Use to send and print individual spreadsheet-created sheets. Functions do not permit whole file handling.

Page 42

Security Settings

When Using Macintosh

Connect the machine to the computer, and then install the PostScript 3 printer driver. For details about connecting, see p.9 "Connecting the Machine", Printer Reference 1. For details about installing, see p.34 "Macintosh Installing the PostScript 3 Printer Driver", Printer Reference 1. For details about network configuration, contact your network administrator.

Making settings

Access the [

AAAA

log box.

For details about accessing the

[

Printer Properties

p.9 "PostScript 3 - Setting Up for Printing", Printer Reference 2.

Printer Properties

] dialog box, see

] dia-

Important

❒ Do not forget the password.

Without it printing is not possible.

Make other print settings if nec-

FFFF

essary.

Limitation

❒ Some print functions cannot be

selected when sending a document to Document Server. For details, see ⇒ p.39 “Settings”.

GGGG

Click [

] to start printing.

In the list, click [

BBBB

Enter a user ID in [

CCCC

Note

❒ Enter User ID using up to 8

characters.

In the [

DDDD

ment Server

Enter a file name and password,

EEEE

and then click [OK].

❒ You can print even without en-

❒ Restrictions on entries are as fol-

Job type:

Note

tering a file name and password.

lows:

• File name: up to 16 characters

• Password: 4-digit number

(fixed)

Store/History

User ID:

] list, click [

] .

Docu-

❒ The security is not guaranteed if

no password is entered.

Page 43

Protecting Documents Stored in the Document Server

Settings

To use Document Server, make necessary settings in the following dialog box.

Important

❒ You cannot use Document Server

with PageMaker 6.0J or 6.5J.

Reference

For details about accessing the

Printer Properties

[

dialog box or

]

making other settings, see p.9 "PostScript 3 - Setting Up for Printing", Printer Reference 2 or Help for the printer driver.

[Store/History] menu

❖❖❖❖

Store/History

[

User ID:

[

]

[

Password:

]

To prevent other people from printing or deleting saved documents, enter a password using a 4-digit number.

Note

❒ The security is not guaran-

teed if no password is entered.

Note

❒ If your user ID is the same as

that used by other people, searching for documents by user ID may be ineffective.

❒ The user ID entered is dis-

played in the printer's Document Server list.

Job type:

[

]

To use Document Server, click

Document Server

[

list.

type:

]

File name:

[

]

in the

]

Enter a file name using up to 16 characters.

Note

❒ The file name entered is dis-

played in the printer's Document Server list.

Job

[

Page 44

Security Settings

❖❖❖❖ Functions that can be selected when sending a document to the Document Server

Function

General settings Copies available

Page available

Paper source All sheets

First sheet

Background Printing Job type available

Time available

Cover sheet Cover sheet available

Tray for cover sheet available

Color settings Color available

Printer profile available

Layout Page/Sheet available

Orientation available

Frame border available

Duplex available

Selecting on the PostScript 3 printer driver

available (The bypass tray is unavailable.)

Errors PostScript error available

Load paper available

Saving files Save as type available

PostScript level available

Format available

Font data available

Printer functions Collate unavailable

Print mode unavailable

Paper type available

Bin available

Staple unavailable

Punch available

Note

❒

Use to send and print individual spreadsheet-created sheets. Functions do not permit whole file handling.

Page 45

Protecting Documents Stored in the Document Server

Managing Saved Documents

By using the machine as a network printer with TCP/IP protocol, you can check or delete documents saved in Document Server from a Ridoc Desk 2000 / Lt networked computer. You can control printing from the computer as well as from the control panel.

Note

For details about operating Ridoc Desk 2000 / Lt, see Help for Ridoc Desk 2000 / Lt.

❒

Printing Saved Documents

Document Server allows you to print documents sent from a computer. Register a file name, user name or user ID (according to operating system or printer driver) as follows.

Operating system Description

Windows RPCS (standard) Click the

Multi-tab

[

Print Settings

[

tom Setting

then click the box. In the al og box, enter a fil e name and user name.

PostScript 3 (optional) Click the

and then enter a user ID.

Macintosh Click the

and then enter a user ID.

Setup

[

]

is selected) or the

]

tab (when

]

is selected), and

]

Details…

[

Job Type Details

[

Job Type Details

[

Store/History

[

Store/History

[

tab (when

Cus-

[

to display

]

dialog

]

tab,

]

menu,

]

di-

Important

❒ Do not attempt to interrupt data being sent to the Document Server. If you ac-

cidentally interrupt sending, delete the sent document using the control panel of the machine. For details about deleting, see Copy Reference.

No more than 200 documents can be stored in the server. Even if fewer than 200

❒

documents are saved, when a document of more than 1,000 pages is saved or memory is full, no more can be stored. Stored documents include the following:

• Documents scanned from document feeder or exposure glass saved in Document Server

❒ Delete unnecessary documents whenever possible. For details about deleting,

see Copy Reference.

Note

If you enter an incorrect password for a document three times consecutively, docu-

❒

ment access is refused. Turn off the main power switch, and then turn it on to re-enter correctly. However, access attempts for other documents are still accepted.

❒ Enter Password using 4-digit number.

Page 46

Security Settings

Deleting Saved Documents

You should delete any of the saved documents using the control panel of the machine.

This section describes how to delete saved documents.

Important

❒ You can save up to 3,000 documents in the Document Server. No more docu-

ments can be saved, when there are 3,000 documents in the Document Server. You should delete unnecessary documents.

❒ You can set the timer to delete the documents stored in the Document Server

with the User Tools. ⇒ “Delete All Files” in the System Settings manual.

Note

❒ You can delete all the saved documents at a time with the User Tools. ⇒ “De-

lete All Files” in the System Settings manual.

Follow these steps to delete saved documents.

Press the {{{{

AAAA

The “Select Files to Print” display appears.

Select a document you want to delete by pressing the name of it.

BBBB

The selected name is highlighted.

Note

❒ You can search the document you desire by the file name or the user name.

❒ You can sort the files in order of

key you want to sort by.

❒ If you cannot choose the desired document by its name, you can print the

first page to check the contents. Press the line for the desired document, and press the

❒ Press the selected line again to cancel the print job.

Document Server

Print 1st Page

[

}}}} key.

User Name

[

key followed by the {{{{

]

File Name

], [

Start

, or

]

}}}} key.

Date

[

. Press the

]

❒ If you select a document which requires a password, the “Input the Pass-

word” window appears. Enter your password using the number keys, and press the

{{{{

Clear/Stop

key. To delete the value entered, press the

[OK]

}}}} key. To cancel a selected document, press the

Cancel

[

Clear

[

]

key.

Page 47

Protecting Documents Stored in the Document Server

❒ If you enter an incorrect password for a document three times consecutive-

ly, document access is refused. Turn off the main power switch, and then turn it on to re-enter correctly. However, access attempts for other documents are still accepted.

❒ Enter Password using 4-digit number.

Repeat step BBBB if you want to select more than one document.

CCCC

Press the [Delete File] key.

DDDD

A confirmation dialog box appears.

Press the [Delete] key to delete it.

EEEE

Note

❒ To cancel the delete operation, press the [Do not Delete] key.

Page 48

Security Settings

Scanning in Facsimile Mode

Reference

For details, see "Storing a Document" in the Facsimile Reference <Advanced Features>manual.

Make sure that the machine is in

AAAA

Facsimile mode and the standby display is shown.

If the standby display is not shown, press the {{{{

Place your original and select any

BBBB

scan settings you require.

Press

CCCC

Store File

[

Facsimile

]

}}}} key.

Select ments.

When “pppppppppp” is shown.

Set the user name, file name and

EEEE

password if necessary.

❒ If you are not going to set the

❒ You cannot change multiple

Store only

[

Store only

[

Note

user name, file name, or password, go to step F.

documents at once.

to store docu-

]

is selected,

]

Select

DDDD

only

Select documents after stored.

Store & Transmit

[

]

Store & Transmit

[

Store

]

[

to send

]

❒ The security is not guaranteed if

no password is entered.

Programing a User Name

Note

❒ Set user names from those that

are programed in the user code. Set the user codes in the System Settings manual.

A Press

File Info. Setting

[

]

Page 49

Protecting Documents Stored in the Document Server

B Press [User Name].

The User Name Change menu is shown.

C Press the user name to be pro-

gramed.

Setting a File Name

A Press [File Info. Setting].

B Press the [File Name] .

The File Name Change menu is shown.

The user names that are programed in the user code are shown.

Note

❒ To set an unprogrammed

user name, press [Non-pro- gramed Name] and enter the name. User names that are entered by pressing the [Non- programed Name] are Not Pro- gramed.

D Press [OK].

The specified user name is shown.

E Press [OK].

C Enter the file name.

Reference

For information about how to input characters, see the System Settings manual.

D Press [OK].

The changed file name is shown.

E Press [OK].

Page 50

Security Settings

Setting a Password

A Press [File Info. Setting].

B Press [Password].

The Password Setting menu is shown.

D Press [OK].

pppp is shown.

E Press [OK].

Press [OK].

FFFF

If you have selected the [Store &

GGGG

Transmit] , specify the receiver.

Note

❒ If you have selected [Store only],

go to step H.

Press the {{{{Start}}}} key.

HHHH

C Enter a password using the

number keys.

Note

❒ If you make an error, press

the {{{{Clear/Stop}}}} key or [Clear], and then reenter your password.

Enter Password 4-digit number.

❒

❒ The security is not guaran-

teed if no password is entered.

Page 51

File Manage

Reference

For details, see "File Manage" in the Facsimile Reference <Advanced Features>

Protecting Documents Stored in the Document Server

Press the document to be changed.

DDDD

Press

AAAA

The Sub Transmission menu is shown.

Press

BBBB

Sub TX Mode

[

Select Stored File

[

]

Changing a File Name

A Press

B Press

and reenter the file name.

Change File Name

[

Backspace

[

Reference

For information about how to input characters, see the System Settings manual.

]

Delete All

[

]

CCCC

Select

Manage/Delete File

[

]

C Press

[OK]

Page 52

Security Settings

Changing a User Name

A Press [Change User Name].

B Press [Clear].

The user name is deleted.

C Press the new user name.

Note

To set an unprogrammed user

❒

name, press the

Name]

, and then enter the name.

❒ User names that are entered

by pressing the [Non-pro- gramed Name] are not pro- gramed into the user code.

[Non-programed

Changing the Password

A Press [Change Password]. B Enter a new password using

the number keys.

C Press [OK].

Press [OK].

EEEE

The initial display is shown.

Delete File

Use this feature to delete your stored documents.

Reference

For details, see "Delete File" in the Facsimile Reference <Advanced Features>

Press [Sub TX Mode].

AAAA

Reference

For information about how to input characters, see the System Settings manual.

D Press [OK].

Page 53

Press [Select Stored File].

BBBB

Select [Manage/Delete File].

CCCC

Press the document you want to

DDDD

delete.

Press [Delete File].

EEEE

Protecting Documents Stored in the Document Server

Sending a Stored File

Use this feature to send documents that are stored in the Document Server. You can specify and send multiple documents, and also send them with scanned originals all at once.

You can also print the stored originals with [Print File].

Limitation

Only the documents that are stored

❒

using the fax feature can be sent or printed by pressing the key. Documents stored using the copy feature or printer feature can be printed by pressing the

Server

}}}}

key. ⇒ "Document Server" in

the Copy Reference manual

• Free Polling transmission

• ID Polling transmission

• Personal ID Polling transmission

• Immediate transmission

• Batch transmission

• On-hook Dial

• Manual Dial

{{{{

Facsimile

{{{{

Document

}}}}

Press [Delete].

FFFF

Note

❒ If you want to cancel the dele-

tion of a document, press [Do not Delete.].

Press [OK].

GGGG

Press [OK].

HHHH

The initial display is shown.

Note

❒ You can specify a maximum of 30

documents at one time.

❒ The machine can send a total of 400

pages in one operation. With the optional Expansion Memory, it can send a maximum of 1000 pages.

❒ The specified documents are sent

with the scan settings of when they were stored.

❒ The stored documents are given

"File Names", such as "FAX001" and "FAX002", automatically. However, you can change the file names. ⇒ p.47 “File Manage”

You can attach "User Names" to the

❒

stored documents. Manage”

⇒

p.47 “File

Page 54

Security Settings

Reference

For details, see "Sending a Stored File" in the Facsimile Reference <Advanced Features>

Press [Sub TX Mode].

AAAA

The Sub TX Mode menu is shown.

Select [Select Stored File].

BBBB

Select the documents to be sent.

CCCC

Note

❒ When multiple documents are

selected, they are sent in the order of selection.

❒ Press the [TX Order] key to ar-

range the order of the documents to be sent.

Press the

❒

documents in alphabetical order.

❒ Press the [User Name] key to

place the documents in order by the programed user name.

File Name

[

key to place the

]

❒ Press the [Date] key to place the

documents in order by the programed date.

Specifying Documents from the "File List"

A Press

play the documents to be sent.

B Select the file name.

UUUU Prev.

[

]

TTTT Next

[

to dis-

]

Page 55

Protecting Documents Stored in the Document Server

Specifying Documents from the "File Name"

A Press the [Search by File Name]

key.

B Enter the name of the docu-

ment to be sent.

Specifying Documents from the "User Name"

A Press the [Search by User Name]

key.

B Press or select the user name of

the document to be sent.

Note

❒ The file name is searched by

partial matching.

Reference

For information about how to input characters, see the System Settings manual.

C Press [OK]. D Select the file name.

Note

To search by entering the user

❒

name, press [

Name

] and enter the user name.

Non-programed

The user name is searched by partial matching.

Reference

For information about how to input characters, see the System Settings manual.

C Press [OK]. D Select the file name.

Page 56

Security Settings

If you select a document with a

DDDD

password, enter the password.

If the document does not have a password, proceed to step F.

Note

If you enter an incorrect pass-

❒

❒ Enter Password 4-digit number.

Press [OK].

EEEE

When you want to add your origi-

FFFF

nals to the stored documents and send them all at once, press [RRRR

Origi. + Stored File] or Origi.].

When sending only the stored documents, go to step G.

Note

❒ When the [RRRR Origi. + Stored File

key is pressed, the machine sends in the order of "Originals" to "Stored Files". When the

Stored file + RRRR Origi.] key is

[

pressed, the machine sends in the order of "Stored Files" to "Originals".

❒ The added originals are not

stored.

Stored file + RRRR

[

]

Press [OK].

GGGG

Note

❒ To add an original to the stored

documents, place the original and select any scan settings you require.

Dial and press the {{{{Start}}}} key.

HHHH

Page 57

Printing Stored Documents

Use this feature to print the documents stored in the document server.

Limitation

❒ Only the documents that are

stored using the fax feature can be printed. Documents stored using the fax feature are shown with an "F" in front. To print documents that are stored using the copy feature or printer feature, press the

{{{{

Document Server

Copy Reference and Printer reference for details.

Reference

For details, see "Printing Stored Documents" in the Facsimile Reference <Advanced Features>

Press

AAAA

Sub TX Mode

[

}}}} key. See the

]

Protecting Documents Stored in the Document Server

Select the document to be printed.

CCCC

Note

Press

❒

uments in alphabetical order.

❒ Press

documents in order by the programed user name.

❒ Press

ments in order by the programed date.

❒ To see details of the selected

document, press the return to the standby menu, press the

File Name

[

User Name

[

Date

[

to place the doc-

]

to place the

]

to place the docu-

]

Detail

[

File List

[

]

. To

]

The Sub Transmission Mode menu is shown.

BBBB

Press

Select Stored File

[

]

Page 58

Security Settings

Selecting a Document from "File List"

A Press [UUUU Prev.] or [TTTT Next] to dis-

play the document to be sent.

B Select the file name.

Specifying a Document from the "File Name"

A Press [Search by File Name].

B Enter the file name to be sent.

Specifying a Document from the "User Name"

A Press [Search by User Name].

B Press the user name of the doc-

ument to be sent.

Note

❒ The file name is searched by

partial matching.

Reference

For information about how to input characters, see the System Settings manual.

C Press [OK]. D Select the file name.

Note

❒ To search by entering the

user name, press the [Non- programed Name] , and then enter the user name. The user name is searched by partial matching.

Reference

For information about how to input characters, see the System Settings manual.

C Press [OK]. D Select the file name.

If you select a document with a

DDDD

password, enter the password.

If the document does not have a password, proceed to step

Press [OK].

EEEE

Page 59

Press [Print File] or [Print 1st Page].

FFFF

Protecting Documents Stored in the Document Server

When the [Print File] is pressed, the machine prints all the pages. When the [Print 1st Page] is pressed, the machine prints only the first page.

Note

❒ To print both sides, press [Print 2

Sided].

Press the {{{{Start}}}} key.

GGGG

Note

❒ When only the first page is

printed, the file name is printed at the top of the paper.

To cancel printing, press [

❒

Cancel

----

Controlling documents saved in the Document Server from a computer

The documents saved in the Document Server can be viewed and controlled from a network computer with Ridoc Desk 2000 or Ridoc Desk 2000 / Lt installed.

The following operations are available from the computer:

• Displaying documents (Easy Viewer)

• Displaying document properties

(Properties)

• Deleting documents (Delete)

• Copying documents to a computer

(Copy)

• Printing documents (Print from Document Server)

• Sending documents by fax (Fax from Document Server)

• Exporting documents as files (Export Document)

For details about the Ridoc Desk 2000 / Lt, see operating instructions and Help for the Ridoc Desk 2000 / Lt .

Settings made in System Settings enable you to send documents to the delivery server or to automatically save documents in the Document Server.

For more information, see the Scanner Reference.

Note

❒ When using Ridoc Desk 2000 or

Ridoc Desk 2000 / Lt, the password you entered for a specific document will be valid until you close the application. To access to use your computer, make sure to close applications after finishing your job.

Page 60

Security Settings

Locked Print

Use this function for privacy when printing confidential documents on a shared network. Data is not printed but stored in the machine. When using Locked Print, printing is not possible unless a password is entered using the control panel. Your confidential documents are safe from being viewed by other people.

Printing a Locked Print File

Reference

For details, see "Printing a Locked Print File" in the Printer Reference manual

Note

❒ If you enter an incorrect password

for a document three times consecutively, document access is refused. Turn off the main power switch, and then turn it on to re-enter correctly. However, access attempts for other documents are still accepted.

If you turn off the main power switch,

❒

the document will be deleted.

❒ Once you have entered an incor-

rect password, it takes longer (more than one minute) than usual before the machine is ready for operation after power on.

BBBB

Click

in the application's

[OK]

print dialog box to start printing.

The locked print job is sent to the machine.

On the machine's control panel,

CCCC

press the {{{{

Printer

}}}} key to display

the Printer Screen.

User Tools/Counter

Copy

Document Server

Facsimile

Printer

Scanner

]

DDDD

Screen Contrast

Press

View Locked Print jobs

[

A list of the locked print files stored in the machine is displayed.

ZCAS030E

Configure the locked print in the

AAAA

properties of the printer driver.

Reference

For details on configuring the RPCS™ printer driver, see the corresponding Help files.

The date and time when the job was sent from the computer, as well as the User ID is displayed.

Page 61

Select the file you want to print

EEEE

by pressing on it.

Locked Print

Deleting Locked Print Files

Note

❒ Only one file can be selected at a

time.

Press [Print].

FFFF

The password screen is displayed.

Note

If you enter an incorrect pass-

❒

❒ Enter Password 4-digit number.

Reference

For details, see "Deleting Locked Print Files" in the Printer Reference manual

Press the {{{{Printer}}}} key to display

AAAA

the Printer Screen.

Screen Contrast

Press [View Locked Print jobs].

BBBB

User Tools/Counter

Copy

Document Server

Facsimile

Printer

Scanner

ZCAS030E

Enter the password using the

GGGG

number keys and press [OK].

The print confirmation screen is displayed.

Note

❒ A confirmation screen will ap-

pear when the password has not been entered correctly. Press [OK] to enter the password again.

Press [Yes].

HHHH

The locked file is printed.

Note

❒ Press [No] to cancel printing.

❒ If printing is stopped by press-

ing [Job Reset] after printing has started, the file will be deleted.

A list of the files stored in the machine is displayed.

Select the file you want to delete

CCCC

by pressing on it.

Note

❒ Only one file can be selected at a

time.

Page 62

Security Settings

Press [Delete].

DDDD

The password screen is displayed.

Note

❒ If you enter an incorrect pass-

❒ Enter Password 4-digit number.

Enter the password using the

EEEE

number keys and press [OK].

The delete confirmation screen is displayed.

Press [OK].

FFFF

After the file has been deleted, the screen returns to the file list screen.

Note

❒ If you do not want to delete the

file, press [No].

Page 63

Personal Boxes

Use this function to receive private documents utilizing this machine like a post-office box. Printing received documents in a Personal Box is not possible unless a password is entered using the control panel. Your documents are thereby safe from being viewed by other people.

Printing Personal Box Messages

Note

❒ If you enter an incorrect password

❒ Once you have entered an incor-

rect password, it takes longer (more than one minute) than usual before the machine is ready for operation after power on.

❒ Personal Box messages will be de-

leted when all the messages in that Personal Box have been printed. Note that if you interrupt printing, messages already printed will be left in the box.

Press

AAAA

The Information menu is shown.

Select

BBBB

Enter a box you want to print.

CCCC

Information

[

Print Personal Box File

[

]

Reference

For details, see "Printing Personal Box Messages" in the Facsimile Reference manual

Page 64

Security Settings

When password is required

A Enter a password.

B Press [OK].

Note

❒ If you make a mistake, press

the {{{{Clear/Stop}}}} key or [Clear] and try again.

Press the {{{{Start}}}} key.

DDDD

The received messages are printed.

Note

❒ To stop printing, press [Stop

Printing]. The display will return

to step C.

Press [Exit].

EEEE

Note

❒ If there are messages in other

Personal Boxes, the display will return to step C. Repeat from step C to print another file.

Press [Exit].

FFFF

The initial display is shown.

Page 65

Key Operator Tools (for Administrator)

Key Operator Tools include security settings. You can program a Key Operator Code to prevent unauthorized persons from changing User Tools settings or finding a password. Make sure you enter a Key Operator Code using an eight-digit number to ensure security.

With User Tools, the following security settings can be made:

• Programming a Key Operator Code

• Displaying a password with a stored

file

• Programming the IP address of a delivery server

• Programming and editing Personal Boxes

The display that appears when

----

a Key Operator Code has been programmed

When Key Operator Code is programed and turned on, users have to enter a programed Key Operator Code to operate the User Tools and Key Operator Tools. This prevents unauthorized people from changing registrations.

❒ When you set the Key Operator

Code active, enter a code with the number keys and select [Partial] or

All Initial Settings] to limit access.

[

The factory default is set to "Partial". Make sure you enter a Key Operator Code using an eight-digit number to ensure security.

• Selecting [Partial] Only the Key Operator Tools are protected with a Key Operator Code.

• Selecting [All Initial Settings The key Operator Tools and User Tools are protected with a Key Operator Code.

Press the

If you have selected [All Initial Set-

tings], go to step C.

Select [Key Operator Code].

Enter 8 digit Key Operator Code

with the number Keys.

User Tools/Counter

{{{{

]

key.

}}}}

Note

You can change the Key Operator

❒

Code on or off with "System Settings".

Page 66

Security Settings

Programming/Changing Key Operator Code

Reference

For details, see "Key Operator Tool 1/2" in the System Settings manual

Press {{{{

AAAA

Press

BBBB

Press Key Operator Tools.

CCCC

Press

DDDD

Operator Code.

Select

EEEE

press

User Tools/Counter

System Settings

[

to enter an 8-digit Key

[ON]

All Initial Settings

[

[ON]

}}}} key.

]

, and then

]

Display Password with Stored File

Press the {{{{

AAAA

Press

BBBB

Select

CCCC

Press

DDDD

File

]

If you forget the password, press

EEEE

. And if you make sure the

[ON]

password, press

Note

❒ It is necessary to return setting

OFF

[

word.

Press

FFFF

Press

GGGG

User Tools/Counter

OFF

[

]

System Settings

[

Key Operator Tools

[

Display Password with Stored

[

after making sure pass-

]

[OK]

Exit

[

]

}}}} key.

Note

❒ Make sure you select

Settings

Key Operator Code to ensure security.

Press

FFFF

Press {{{{

GGGG

when programming a

]

Exit

[

]

User Tools/Counter

All Initial

[

}}}} key .

Press the {{{{

HHHH

User Tools/Counter

}}}} key.

Page 67

Key Operator Tools (for Administrator)

Delivery Server IP Address

Press the {{{{

AAAA

Press [

BBBB

Select [

CCCC

Press [←←←←] or [→→→→] to move between

DDDD

each group of three numbers.

Note

❒ If you make a mistake, press the

[

Clear

number.

Press [OK].

EEEE

Press [

FFFF

Press the {{{{

GGGG

User Tools/Counter

System Settings

Delivery Server IP Address

] and enter the correct

Exit

User Tools/Counter

}}}} key.

Programing/Editing Personal Boxes

Press the {{{{

AAAA

Press [

BBBB

Select [

CCCC

Select [

DDDD

Select a box to program.

EEEE

User Tools/Counter

Facsimile Features

Key Operator Tools

Box Setting

}}}} key.

If you program a new box, press "pNot Programed".

Note

❒ If you change a box already pro-

gramed, press it and go to step I.

❒ The security is not guaranteed if

no password is entered.

❒ Enter the password using up to

eight characters.

Page 68

Security Settings

Press [Personal Box].

FFFF

Enter a Box Name.

GGGG

Reference

For information about how to input characters, see the System Settings manual.

Press [OK].

HHHH

Enter a Box Code.

IIII

Specify any settings you require.

JJJJ

If you do not program [Password] or [Receiver], go to step K.

Programing a Password

A Press [Password]. B Enter a password.

Note

❒ If you enter an incorrect

password for a document three times consecutively, document access is refused. Turn off the main power switch, and then turn it on to re-enter correctly. However, access attempts for other documents are still accepted.

Note

❒ To change the Box Code, press

the {{{{Clear/Stop}}}} key or [Clear] and try again. To change Box Name, press [Box Name] and re- peat step G.

❒ If you make a mistake, press the

{{{{Clear/Stop}}}} key or [Clear] and try again.

❒ Enter Password using 4-digit

number.

❒ If you make a mistake, press

the {{{{Clear/Stop}}}} key or [Clear] and try again.

C Press [OK].

Page 69

Key Operator Tools (for Administrator)

Programing a Receiver

A Press [Receiver]. B Select a destination with the

Quick Dial Table.

Note

❒ If the desired destination is

not shown, press [UUUU Prev.] or [TTTT Next].

C Press [OK].

Press [OK].

KKKK

A box mode is shown next to box.

Deleting Personal Boxes

Limitation

❒ If the messages are programed in

the box, you cannot delete it.

Press the {{{{User Tools/Counter}}}} key.

AAAA

Press [Facsimile Features].

BBBB

Select [Key Operator Tools].

CCCC

Select [Box Setting].

DDDD

Press [Delete].

EEEE

Press [Exit].

LLLL

Press the {{{{User Tools/Counter}}}} key.

MMMM

The initial display is shown.

Page 70

Security Settings

Select a box you want to delete.

FFFF

Note

❒ When selecting a file set with a

password, the password input screen is displayed. Enter the password using the number keys and press [OK].

❒ If you enter an incorrect num-

ber, press {{{{Clear}}}} or the {{{{Clear/Stop}}}} key to delete the entered numbers. Press [Cancel] to cancel file selection.

Press [Delete].

GGGG

A box is deleted and "pNot Programed" is shown.

Note

❒ To cancel deleting a Special

Sender, press [Do not Delete] and the display will return to step F.

Press [Exit].

HHHH

Press the {{{{User Tools/Counter}}}} key.

IIII

The initial display is shown.

Page 71

Cautions When Using Security Modes

When using security modes, note the following:

Key Operator Settings

• Contact your sales or service representative to check which version of software is installed on the machine.

• When using security modes, remote management with Ridoc Document Router is not possible.

• You can use a User Code to manage operating conditions but not to protect confidential documents from being viewed by other people.

Reference

See "User Code" in the System Settings manual.

• When specifying a delivery server IP address, make sure to enter the correct address. Delivery function assures security for documents stored in the document server using a registered password.

User Settings

• Make sure you finish all settings before beginning fax transmissions or scanning originals.

Reference

See "Delivery Server IP Address", "File Transfer" in the System Settings manual.

Page 72

INDEX

Canceling a Facsimile Transmission

While the Original is Being Scanned Canceling a Print Job Canceling a Transmission While the

Message is Being Sent Cautions When Using Security Modes

Delete File Deleting Locked Print Files Deleting Personal Boxes Delivery Server IP Address Display Password with Stored File Document Server

Deleting Printing

, 18, 23, , 16,

File Manage

In General Office In Public Facilities

Key Operator Settings Key Operator Tools (for Administrator)

, 4,

Locked Print

Making Settings

Macintosh

PS3 RPCS

Managing Saved Documents

Operating Conditions Operating Environment

Personal Boxes Printing a Locked Print File Printing Personal Box Messages Printing Saved Documents Printing Stored Documents Programing/Editing Personal Boxes Programming/Changing Key Operator

Code

Protecting Documents Stored in the

Document Server

Protection of Documents Temporarily

Saved in the Memory of This Machine 8

Resetting this machine

Scanning in Copy mode Scanning in Document Server mode Scanning in Facsimile Mode Scanning in Scanner Mode Scanning the Original in Copier, Scanner

or Document Server Mode Security Functions of This Machine Sending a Stored File Settings

Macintosh

PS3 RPCS

Stored file

Deleting Deliver

Storing Documents Storing from Printer Driver

User Settings

, 5,

When Using Macintosh When Using PostScript 3 Printer Driver

(Optional) on Windows When Using RPCS Printer Driver

(Standard) on Windows

B004

Page 73

Page 74

RICOH COMPANY, LTD.

15-5, Minami Aoyama 1-chome, Minato-ku, Tokyo 107-8544, Japan Phone: +81-(0)3-3479-3111

350/450 Series Operating Instructions Security

UE USA

B004-8505

Ricoh 350, 450 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

TABLE OF CONTENTS

ISO15408 Security Capability

Operating Conditions

Operating Environment

Key Operator Settings

User Settings

Security Functions of This Machine

Protection of Documents Temporarily Saved in the Memory of This Machine

Canceling a Transmission While the Original is Being Scanned (Facsimile)

Canceling a transmission using the

Scanning the Original in Copier, Scanner or Document Server Mode

Canceling a Transmission While the Message is Being Sent

Canceling a Print Job

Resetting this machine

Protecting Documents Stored in the Document Server

Scanning in Document Server mode

Printing Saved Documents

Deleting Saved Documents

Scanning in Copy mode

Printing Saved Documents

Deleting Saved Documents

Scanning in Scanner Mode

Deleting Stored Files

Delivering Stored Files

Storing from Printer Driver

Storing Documents

Managing Saved Documents

Printing Saved Documents

Deleting Saved Documents

Scanning in Facsimile Mode

File Manage

Delete File

Sending a Stored File

Printing Stored Documents

Locked Print

Printing a Locked Print File

Deleting Locked Print Files

Personal Boxes

Printing Personal Box Messages

Key Operator Tools (for Administrator)

Programming/Changing Key Operator Code

Display Password with Stored File

Delivery Server IP Address

Programing/Editing Personal Boxes

Deleting Personal Boxes

Cautions When Using Security Modes

Key Operator Settings

User Settings