Sharp MX-FR10U User Manual
DATA SECURITY KIT
ENGLISH
MX-FR10U
This manual contains very important
information. Please keep the manual in a safe
place where it will not be lost.
KIT DE SEGURIDAD DE
DATOS
KIT DE SECURITE DES
DONNEES
DATEN-SICHERHEITSPAKET
KIT DI PROTEZIONE DEI DATI
GEGEVENSBEVEILIGINGSKIT
DATASÄKERHETSPROGRAM
DATASIKKERHETSPROGRAM
TIETOTURVAMODUULI
DATA SIKKERHEDSKIT
КЙФ БУЦБЛЕЙБУ
ДЕДПМЕНЩН
ESPAÑOL
FRANÇAIS
DEUTSCH
ITALIANO
NEDERLANDS
SVENSKA
NORSK
SUOMI
DANSK
ЕЛЛЗНЙКЗ
MX-FR10U
APPLICATION
NUMBER
MACHINE SERIAL
NUMBER
PRODUCT KEY
MODUŁ OCHRONY
DANYCH
ADATBIZTONSÁGI KÉSZLET
SADA OCHRANY DAT
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BEZPEČNOSTNÁ SADA
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VERÝ GÜVENLÝK KÝTÝ
KIT DE SEGURANÇA DE
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KIT DE SECURITATE A
DATELOR
POLSKI
MAGYAR
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SLOVENSKY
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For users in the USA
This device complies with Part 15 of the FCC Rules. Operation is subject to the following
two conditions: (1) This device may not cause harmful interference, and (2) this device
must accept any interference received, including interference that may cause undesired
operation.
WARNING:
FCC Regulations state that any unauthorized changes or modifications to this
equipment not expressly approved by the manufacturer could void the user’s authority to
operate this equipment.
NOTE:
This equipment has been tested and found to comply with the limits for a Class A digital
device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide
reasonable protection against harmful interference when the equipment is operated in a
commercial environment. This equipment generates, uses, and can radiate radio
frequency energy and, if not installed and used in accordance with the instruction
manual, may cause harmful interference to radio communications. Operation of this
equipment in a residential area is likely to cause harmful interference in which case the
user will be required to correct the interference at his own expense.
For users in Canada
This Class A digital apparatus complies with Canadian ICES-003.
Cet appareil numérique de la classe A est conforme à la norme NMB-003 du Canada.
ENGLISH
Warranty
While every effort has been made to make this document as accurate and helpful as possible,
SHARP Corporation makes no warranty of any kind with regard to its content. All information
included herein is subject to change without notice. SHARP is not responsible for any loss or
damages, direct or indirect, arising from or related to the use of this operation manual.
© Copyright SHARP Corporation 2008. All rights reserved. Reproduction, adaptation or
translation without prior written permission is prohibited, except as allowed under copyright laws.
Note:
● "System Settings (Administrator)" in this manual refers to the system settings that require
logging in with administrator rights, and "System Settings (General)" refers to the system
settings that can be configured by general users (including the administrator).
● In this manual, G models and N models refer to the following models:
G models: MX-2600G, MX-3100G
N models: MX-2600N, MX-3100N
Where screens appear in this manual, screens of N models appear on the left side and
screens of G models appear on the right side.
Icons used in the manuals
The icons in this manual indicate the following types of information:
This provides a supplemental explanation of a function or procedure.
This explains how to cancel or correct an operation.
The display screens, messages, and key names shown in the manual may differ from
those on the actual machine due to product improvements and modifications.
Contents
Introduction ...........................................................................................................................2
When the data security kit is installed...................................................................................4
● System settings of the data security kit...........................................................................4
● Document control function...............................................................................................4
● Document Filing ..............................................................................................................4
● Authority group registration screen..................................................................................5
● Protecting passwords ......................................................................................................6
● Restrictions on tandem copying and tandem printing......................................................7
● Security Settings in the Web pages................................................................................. 8
● Transferring copied data .................................................................................................. 8
System settings.....................................................................................................................9
● Using the System Settings (Administrator)......................................................................9
● System settings for security.............................................................................................9
● Jobs Completed List Display Setting .............................................................................17
● Job Status Display Setting.............................................................................................18
● Release Lock on File/Folder Operation .........................................................................18
● Product Key...................................................................................................................18
Document Control Setting ...................................................................................................19
● Document control ..........................................................................................................19
● Modes to which the document control function can be added.......................................20
● Enabling the document control function ........................................................................20
● Using the document control function .............................................................................26
1
ENGLISH
Introduction
The MX-FR10U adds a security function to the SHARP Digital Full Color Multifunctional
System.
When the copy function, printer function, network scanner function, or fax function of a SHARP
Digital Full
generated for the job is encrypted, and when the job is finished, the encrypted data is immediately
erased from memory and the hard disk.
■ Note:
To ensure that the data security function of the machine provides maximum security,
observe the following:
● The administrator plays an important role in maintaining security. Exercise appropriate
● Be sure to change the administrator password immediately each time a new person
● Change the administrator
● Do not select a password that can be easily guessed for the administrator
● The system settings (administrator) are very important for security management. If
● The customer bears responsibility for control of copies of documents made on the
● Even when the data security kit is installed, note that fax data in the polling memory
Color
Multifunctional System with the security function is used, the image data that is
care in selecting the person that will assume the job of administrator.
takes over as administrator.
password
you leave the machine when using the system settings (administrator), be sure to
touch the [Logout] key to quit the system settings (administrator). The administrator of
the machine should inform users that they are not to access the system settings
(administrator) without permission.
machine and faxes received on the machine.
box used by the facsimile
function
on a regular basis (at least once every 60 days).
password
can be read.
.
2
ENGLISH
■ Backing up and clearing data stored with the document filing
function
When the data security kit is installed, data previously stored in the machine with the
document filing function is cleared. For this reason, any data that you need to keep is
copied to a computer before the data security kit is installed, and then returned to the
machine after installation and clearing of the previous data. (This work is normally
performed by a service technician at the time of installation of the data security kit.)
Only confidential folders can be used to return data from a computer to the machine
after installation of the data security kit. Before returning data from a computer to the
machine, create confidential folders if needed. For the procedure for storing data on a
computer and returning data from a computer to the machine, see document filing help
in the Web pages of the machine.
■ About passwords for the Web page
If an incorrect "users" or "admin" password is entered 3 times in a row when attempting
to access the Web pages of a machine that has the data security kit installed, access to
pages that require entry of the "users" or "admin" password will be prohibited for 5
minutes.
Some of the procedures for operating the machine change when the data
security kit is installed. The manuals for the machine ( "OPERATION
MANUALS AND HOW TO USE THEM" in the Quick Start Guide) explain the
procedures for operating the machine when data security kit is not installed. This
manual explains the changes to those procedures when the data security kit is
installed.
☞
3
When the data security kit is
1
When the data security kit is installed, the following icon appears on the touch panel.
Touch the icon ( ) to view information on the data security kit version.
When the data security kit is installed, data remaining in the machine is automatically
erased after each job.
When data clearing begins, the following message appears for 6 seconds
* The duration of the message display can be changed with "Message Time Setting" in
the system settings (administrator).
N models: ➞ System Settings (Administrator) > "Operation Settings" > "Other
(
Settings" > "Message Time Setting"
"Operation Settings" > "Message Time Setting")
installed
*
.
Data is being cleared.
G models: System Settings (Administrator) >
If the machine power is turned off while image data is being cleared from the
hard disk drive or before a job is finished, the data may not be completely
erased. If you do not wish to leave partially cleared data when the power is
turned off, it is recommended that you use the program "Clear All Memory"
(page 11 of this manual), to complete data clearing before turning off the power.
System settings of the data security kit
When the data security kit is installed, settings to enhance security can be added to the system
settings (administrator) of the machine. See "
System settings
" (page 9 of this manual) for details.
Document control function
The document control function is used to embed a document control pattern on the paper
when print jobs, copies, and received faxes are printed.
The embedded document control pattern prevents secondary copying, faxing and other
operations of a printed document. For more information, see "Document Control Setting"
(page 19 of this manual).
Document Filing
To use the document filing function to store jobs in the machine when the data security kit is
installed, set the file property to "Confidential".
Files set to the "Sharing" or "Protect" properties cannot be stored. In addition, to print from a
computer using the retention function, enter a password in the printer driver settings (when
the factory default setting is in effect).
4
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When the data security kit is installed
Authority group registration screen
When the data security kit is installed, the [Security] key is added to the "Authority Group
Registration" menu screen in the system settings (administrator). On N models, this screen
is displayed by selecting "User Control" > "Authority Group List". On G models, this screen
is displayed by selecting "User Control" > "Authority Group Registration".
When this key is touched, the following screen for configuring items appears.
System Settings
Security
Group Name : Guest
Print Jobs Other than Print Hold Job:
Document Filing Approval Setting :
Copy
Printer
Scan to HDD
Image Send
Quick File Mode
Allowed
Sharing Mode
Cancel
Confidential
Document Filing Approval Setting
OK
No.01 group01
Document Filing Approval Setting
Approve Print Jobs other than Print Hold Job
OK
N models
● Print Jobs Other than Print Hold Job
When [Allowed] is selected and the
[OK] key is touched, print jobs other
than hold jobs are allowed in
authority group registration when
user authentication is enabled.
● Document Filing Approval Setting
When storing an authority group for
user authentication, touch this key to
select whether or not document filing
is allowed in each filing mode and for
each job type.
To enable a filing mode, touch the
checkbox of the mode to select it.
After selecting the desired
checkboxes, touch the [OK] key.
Document filing must be allowed in the following settings.
By default, document filing is only allowed in confidential mode.
● Allow document filing in authority group registration (this setting)
● Disabling of Document Filing in the system settings (page 16 of this manual)
G models
● [Document Filing Approval Setting] key
When storing an authority group for
user authentication, touch this key to
select whether or not document filing
is allowed in each filing mode and for
each job type.
● [Approve Print Jobs other than Print
Hold Job] checkbox
When storing an authority group for
user authentication, select this
checkbox to allow print jobs other
than print hold jobs.
5
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When the data security kit is installed
Protecting passwords
When the data security kit is installed, passwords entered from the operation panel of the
machine or the Web pages can be protected.
■ Administrator Password/User Password
When the data security kit is installed, password entry will be locked for 5 minutes if an incorrect administrator
password is entered 3 times in a row when the user authentication function is not enabled, or if an incorrect
user password is entered 3 times in a row when the user authentication function is enabled.
■
Confidential folders and confidential files of the document filing function
If an incorrect password is entered 3 times in a row for a specific confidential folder or
file, the folder or file will be locked. To unlock the folder or file, use "Release Lock on File/
Folder Operation" (page 18 of this manual).
● All files with the same user name and password can be printed at once using
the Batch Print feature of the document filing function ( Operation Guide
"BATCH PRINTING" in "6. DOCUMENT FILING".)
Files that have a password different from the password that was entered at the
time of the search will be treated as files for which an incorrect password was
entered. For this reason, it is recommended that you avoid executing searches
using [All Users] and [User Unknown] in so far as is possible.
● When the use of a file is prohibited, the following will apply when the document
filing function is used:
● When batch print is performed, a prohibited file will not be printed even if it
matches the search conditions.
☞
■ File search screen of document filing
When the data security kit is installed, the password entry setting will not appear in the
document filing search screen.
■ Encrypt PDF
When a job is printed by encrypted PDF direct printing (when the PS3 expansion kit is
installed), the job will appear in the spool queue of the job status screen and a password
must be entered to begin printing.
If an incorrect password is entered 3 times in a row when the data security kit installed,
the message "Operation is disabled. Please see your administrator for your assistance."
will be displayed for 6 seconds and printing will be locked.
If you touch a file in the spool screen for which an incorrect password was entered 3
times, the following screen will appear.
●
The print of this job is disabled.
Delete the job?
No Yes
To unlock the print job, use "
Release Lock on File/Folder Operation
Touch the [Yes] button to delete the print job.
● Touch the [No] button to cancel deletion of
the job.
" (page 18 of this manual).
6
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When the data security kit is installed
■ FTP Pull Print
When the FTP Pull Print function is used to directly print a file on an FTP server, a "User
Name" and "Password" must be entered when the FTP server is selected. When the
data security kit is installed, entry will be locked for 5 minutes if an incorrect "User Name"
or "Password" is entered 3 times in a row.
■ Login when user authentication is enabled
When "User Authentication Settings" in the system settings (administrator) ( "USER
AUTHENTICATION" in the Quick Start Guide) is enabled, login is required in the login
screen before the machine can be used. When "A Warning when Login Fails" is enabled
in the system settings (administrator), the machine will lock for 5 minutes if login fails 3
times in a row.
The "A Warning when Login Fails" setting is always enabled when the data security kit
installed.
☞
Restrictions on tandem copying and tandem printing
Tandem copying and tandem printing operate as shown below based on the configuration of
the master machine and slave machine (whether or not the data security kit is installed).
■ Tandem copying
Data
security
kit: Yes
Data
security
Master machine
kit: No
■ Tandem printing
Data
security
kit: Yes
Data
security
Master machine
kit: No
Slave machine
Data security kit: Yes Data security kit: No
The tandem function can be
used. Data is cleared from
both the master and slave
machines.
The tandem function can be
used. Data is cleared from the
slave machine.
Slave machine
Data security kit: Yes Data security kit: No
The tandem function can be
used. Data is cleared from
both the master and slave
machines.
The tandem function can be
used. Data is cleared from the
slave machine.
The tandem function cannot
be used.
The regular tandem function
can be used.
The tandem function can be
used. Data is cleared from the
master machine.
The regular tandem function
can be used.
7
ENGLISH
User Name
Password
OKCancel
Enter the user name and password for FTP server.
When the data security kit is installed
Security Settings in the Web pages
When the machine is used as a network printer and the FTP Pull Print function is used, the
data security kit enables authentication of the user by means of a "User Name" and
"Password" for the FTP server. (The Pull Print function allows a file on a previously stored
FTP server to be printed directly from the operation panel of the machine without using the
printer driver; see Operation Guide "DIRECTLY PRINTING A FILE ON AN FTP SERVER" in
"3. PRINTER".)
User authentication is enabled by selecting the [Enable User Authentication] checkbox on
the machine's Web page for configuring FTP Pull Print settings. This checkbox appears
when the data security kit is installed, and is initially selected (a checkmark appears).
System requirements and the procedure for accessing the Web pages are explained in
"ACCESSING THE WEB SERVER IN THE MACHINE" in the Quick Start Guide.
■
Procedure for directly printing a file on an FTP server (when user
authentication is enabled)
Your user name and password must be entered following selection of the FTP server that
contains the file to be printed from the touch panel of the machine.
When the FTP server is selected in step 2 of "DIRECTLY PRINTING A FILE ON AN FTP
SERVER" in "3. PRINTER" in the Operation Guide, a screen will appear prompting you
to enter your user name and password for the FTP server.
FTP Server Authentication
Enter the user name and password for FTP server.
User Name
Password
Cancel
OK
Touch the [User Name] key to enter your user name and the [Password] key to enter your
password. A letter entry screen will appear in each case.
When you have finished entering your user name/password, touch the [OK] key.
After entering your user name and password, continue from step 3 of "DIRECTLY
PRINTING A FILE ON AN FTP SERVER" in "3. PRINTER" in the Operation Guide.
Transferring copied data
When the data security kit is installed and the Web pages are used to copy data stored with
the document filing function to a computer, the copied data can only be transferred back to
the original machine from which it was copied.
The data cannot be transferred to another machine even if the machine conditions are the
same.
The [Restore from PC] key will only appear on the Web page and transfer of data back to
the machine will only be possible when a confidential folder is selected.
8
System settings
2
This section explains system settings that are related to the security function.
The following explanations assume that the machine has the printer, fax, and
network scanner functions.
Using the System Settings (Administrator)
Follow the procedure in "SYSTEM SETTINGS (ADMINISTRATOR)" in "7. SYSTEM
SETTINGS" of the Operation Guide to configure the settings in the system settings
(administrator).
For explanations of each of the settings, see the following pages.
If an incorrect administrator password is entered 3 times in a row on a machine
that has the data security kit installed, entry of the administrator password will be
locked for 5 minutes.
System settings for security
When the data security kit is installed, settings related to security (with the exception of [SSL
Settings]) are added to the settings that appear when the [Security Settings] key is touched.
Setting
Clear All Memory
Clear Document Filing Data
Clear All Data in Jobs Completed List
Clear Address Book and
Registered Data
Power Up Auto Clear
● Number of Times Data Clear is
Repeated
●
Number of Times Power Up Auto
Clear Program is Repeated
●
Number of Times Auto Clear at
Job End Program is Repeated
Disabling of Document Filing 16
Disabling of List Print 16
Disabling of Print Jobs Other Than
Print Hold Job
*1
*1
*1
*1
*1
*1
*1
*1
Page
11
12
12
13
14
15
15
15
17
Explanation
Select data clear items and the
number of data clear times. Use this
to manually clear stored data from
each area of the machine's memory
and hard drive.
Set the items that you wish to
disable. Use this to disable specific
operations to prevent the output of
sensitive document data.
9
ENGLISH
System settings
Setting
Jobs Completed List Display
Setting
Page
Explanation
17 Use this to select whether or not the
job status completed job screen is
displayed.
Job Status Display Setting 18 Use this to select whether or not
filenames of print jobs and
destination names of image send
jobs are displayed in the job status
screen.
Release Lock on File/Folder
Operation
Product Key
*1
When user authentication is enabled, a user cannot configure this setting even when the
*2
18 Use this to release locked files and
folders.
18 Register the product key.
authority group gives the user the authority to configure security settings.
(This operation can only be performed by an administrator.)
*2
This will not appear when the product key is entered and the security function is enabled.
System Settings
Security Settings
SSL Settings
IPsec Settings
IEEE802.1X Setting
Data Clearance Settings
Enable/Disable Settings
Jobs Completed List Display Settings
Back
System Settings
Security Settings
Data Clearance Settings
IPsec Settings
IEEE802.1X Setting
The security settings menu consists of
several screens.
Touch the key in the lower right corner
of the screen to move to the next screen.
Back
1/6
10
● The above system settings can also be configured in the Web page of the
machine. However, the product key for the data security kit cannot be entered
in the Web page. Use the touch panel of the machine to enter the product key.
● When the data security kit is installed, the "IP Address Setting" does not
appear in the system settings.
ENGLISH
System settings
■ Clear All Memory
This program is used to manually clear all data from the memory and hard disk of the machine.
Note, however, that the following types of data are not cleared with this setting. Use
"Clear Address Book and Registered Data" (page 13 of this manual) to clear the
following types of data.
● User Information
● Individual/Group/Program/Relay Broadcast Memory Box
● Polling Memory/Confidential Memory Box
●
Sender Data
● Allow/Reject Reception Setting Data (including polling passcode number)
● Forward Information
*
Image data stored in a memory box is cleared by executing "Clear All Memory".
*
In the event that the data security kit or a machine with the data security kit installed
will be disposed of or ownership will change, the administrator should be sure to
execute this function. When executing the function, the administrator should not
leave the machine until it has been verified that data clearing has been completed.
When the [Clear All Memory] key is touched, a confirmation screen will appear as shown below.
*
/Forward Information
[Clear screen 1]
The confirmation message "Clear all memory. (Exclusive of address book/user list data.)"
will appear.
● To return to the previous menu screen, touch the [No] key.
● To clear all memory, touch the [Yes] key. "Please wait." appears, and then the following
screen is displayed.
If a print job is in progress when "Clear All Memory" is executed, the print job will
be canceled. Print jobs in progress and in the job queue are also erased.
[Clear screen 2]
● During clearing, progress will be shown as a
Clearing all memor y.
(50.0%) (1/1 Time)
Cancel
100%50%0%
percentage together with the number of
repetitions.
● When clearing is completed, the following
screen will appear for confirmation.
If you wish to cancel data clearing...
Touch the [Cancel] key. The administrator password entry screen will appear. Enter the
administrator password. As soon as the correct password is entered, data clearing will
stop and the power will turn off briefly and then turn back on automatically. Note that
any data cleared prior to entry of the password will not be restored.
11
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System settings
[Clear screen 3]
Touch the [OK] key to restart the machine.
Clearing memor y h as been completed.
Reboot is implemented.
OK
■ Clear Document Filing Data
This function is used to clear data stored using the document filing function.
Data whose property is set to "Protect" or "Confidential" is also cleared.
System Settings
Clear Document Filing Data
Select the data to be cleared and press [Clear].
File Data(Including protected/confidential files)
Quick File Data(Including protected files)
● [File Data (Including protected/confidential files)] checkbox:
Clear
Back
Select this checkbox to clear all files stored using "File" in the main folder and in custom folders.
● [Quick File Data (Including protected files)] checkbox:
Select this checkbox to clear all files stored using " Quick File ".
Step 1: Touch the [Clear] key.
A confirmation message prompting you to select "Yes" or "No" will appear.
Step 2: Touch the [Yes] key.
The selected data is cleared.
(Operation during clearing is the same as when "Clear All Memory" (page 11 of this manual) is performed.)
System Settings
Clear Document Filing Data
Select the data to be cleared and press [Clear].
File Data(Including protected/confidential files)
Quick File Data(Including protected files)
OK
Clear
■ Clear All Data in Jobs Completed List
Use this when you wish to clear all data of the items below, which appear in the job
status jobs completed screen.
(The job status jobs completed screen appears when the [Complete] key (job status
screen selector key) of the job status screen is touched.)
● Printer user names
● Image send destinations
● Senders of faxes that are received
Step 1: Touch the [Clear All Data in Jobs Completed List] key.
A confirmation message prompting you to select "Yes" or "No" will appear.
Step 2: Touch the [Yes] key.
Data clearing is executed.
(Operation during clearing is the same as "Clear All Memory" (page 11 of this manual).
However, it is not possible to cancel during clearing.)
12
System settings
■ Clear Address Book and Registered Data
This function is used to clear the items indicated below, which cannot be cleared or
initialized using "Clear All Memory" (page 11 of this manual) or "Restore Factory
Defaults" (
"Restore Factory Defaults").
System Settings
Clear Address Book and Registered Data
Select the data to be cleared and press [Clear].
User Information
Individual/Group/Program/Relay Broadcast Memory Box
Polling Memory/Confidential Memory Box
Sender Data
Allow/Reject Reception Setting Data(Including polling passcode number)
Forward Information
➞ System Settings (Administrator) > "Storing/Calling of System Settings" >
System Settings
BackClear
Clear Address Book and Registered Data
Select the data to be cleared and press [Clear].
User Information
Individual/Group/Program/Relay Broadcast Memory Box
Polling Memory/Confidential Memory Box
Touch the key in the lower right corner
of the screen to move to the next screen.
ENGLISH
OK
Clear
1/2
●User Information
●Individual/Group/Program/Relay Broadcast Memory Box/Forward Information
●
Polling Memory/Confidential Memory Box
●
Sender Data
●Allow/Reject Reception Setting Data (including polling passcode number)
●
Forward Information
*1
The name may vary depending on the options that are installed.
*2
Can only be selected when the fax function is enabled.
*3
Can be selected when either the fax function or the Internet fax function is in use.
*4
*2
*1
*1,*3
("including polling passcode number" is displayed only when the fax function is
enabled.)
*4
Select this when you only wish to erase stored forwarding information.
Step 1: Select the checkbox of each item that you wish to clear.
(On G models, touch the keys as needed to change the screen.)
Step 2: Touch the [Clear] key.
A confirmation message prompting you to select "Yes" or "No" will appear.
Step 3: Touch the [Yes] key.
The selected data is cleared.
(Operation during clearing is the same as "Clear All Memory" (page 11 of this manual).
However, it is not possible to cancel during clearing.)
13
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System settings
■ Power Up Auto Clear
This function is used to automatically clear all data in the machine when the power
switch is turned on.
System Settings
Power Up Auto Clear
Select the data to be cleared at power up.
All Memory
File Data(Including protected/confidential files)
Quick File Data(Including protected files)
Job Status Jobs Completed List
OKCancel
The following types of data can be cleared.
● "All Memory"
● "File Data(Including protected/confidential files)"
● "Quick File Data(Including protected files)"
● "Job Status Jobs Completed List"
Select the checkboxes of the data to be automatically cleared when the power switch is
switched on. (On G models, touch the keys as needed to change the screen.) When you
have finished selecting the checkboxes, touch the [OK] key.
No checkboxes are initially selected.
System Settings
Power Up Auto Clear
Select the data to be cleared at power up.
All Memory
File Data(Including protected/confidential files)
Quick File Data(Including protected files)
Touch the key in the lower right corner
of the screen to move to the next screen.
OK
1/2
When there is a stored image send job (fax, network scanning, or Internet fax
*
job)
, "Power Up Auto Clear" will not take place when the power is turned on.
*
This includes received faxes and Internet faxes that have not yet been printed;
however, it does not include data in a fax memory box (except confidential
memory box).
If you wish to cancel data clearing...
See the explanations in "Clear screen 2" and "If you wish to cancel data
clearing..." in "Clear All Memory" on page 11 of this manual.
14
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System settings
■ Clearance Time Settings
To further strengthen the security settings, you can have data clearing repeated a set
number of times in each area.
N models
Touch the select box of each item and select the number of times that you wish data
clearing to be repeated. When finished, touch the [OK] key.
G models
Touch the key, and set the desired number of times with the or key.
System Settings
Clearance Time Settings
Number of Times Data Clear is Repeated:
Number of Times Power Up Auto Clear Program is
Repeated:
Number of Times Auto Clear at Job End Program
is Repeated:
● Number of Times Data Clear is Repeated
Cancel
1
Time(s)
1
Time(s)
1
Time(s)
OK
System Settings
Number of Times Data Clear is Repeated
Set the number of times the program is repeated.Setting Range:Between 1 and 7)
The number of times data clearing is repeated when "Clear All Memory", "Clear
Document Filing Data", "Clear All Data in Jobs Completed List", or "Clear Address
Book and Registered Data" is executed can be set to any number from 1 to 7. The
factory setting is 1.
● Number of Times Power Up Auto Clear Program is Repeated
The number of times "Power Up Auto Clear" is repeated can be set to any number
from 1 to 7. The factory setting is 1.
This setting is only enabled when the [Power Up Auto Clear] checkbox is
selected.
● Number of Times Auto Clear at Job End Program is Repeated
The number of times auto clear is repeated after each job is completed can be set to
any number from 1 to 7. The factory setting is 1.
OK
About the repeat setting
When the repeat setting (number of repetitions) is increased to enhance the security
function, the time required for data clearing increases.
It is recommended that you select repeat settings for "Number of Times Data Clear is
Repeated", "Number of Times Power Up Auto Clear Program is Repeated", and
"Number of Times Auto Clear at Job End Program is Repeated" that are suitable for
your security needs and conditions of use.
15
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System settings
■ Disabling of Document Filing
This program is used to restrict the filing modes of the document filing function.
Document filing modes (Quick File Mode, Sharing Mode, and Confidential Mode) can be
separately disabled in each mode in which document filing operates (Copy, Printer, Scan
to HDD, and Image Send mode).
System Settings
Enable/Disable Settings
Disabling of Document Filing:
Copy
Printer
Scan to HDD
Image Send
Disabling of List Print:
● Touch the checkboxes of filing modes that you wish to disable. (On G models, touch
Quick File Mode Sharing Mode
All Custom Setting List
Sending Address List
Cancel
OK
Confidential Mode
the keys as needed to change the screen.) When you have finished selecting the
checkboxes, touch the [OK] key.
● The property of a file that is already stored cannot be changed using "Property
Change" ( Operation Guide "CHANGING THE PROPERTY" in "6. DOCUMENT
☞
FILING") to a disabled filing mode.
System Settings
Disabling of Document Filing
Disabling of List Print
Disabling of Print Jobs
Other than Print Hold Job
Jobs Completed List Display Settings
Touch the key in the lower right corner
of the screen to move to the next screen.
OK
5/6
If a certain property is disabled in "Disabling of Document Filing" and a file exists
that was previously stored with this property, the property of the stored file can
be changed to another property.
When printing with the printer function, even formats for storing files that have been
disabled with this program will appear in the Job Handling screen of the printer driver
( Operation Guide "SAVING AND USING PRINT FILES (Retention/Document
☞
Filing)" in "3. PRINTER"). However, if a disabled file format is selected when printing a
file, the file will not be stored (only printing will take place).
■ Disabling of List Print
This program is used to disable printing of any of the following lists that are printed using
"List Print (User)" in the system settings (general).
"All Custom Setting List", "Sending Address List", "Document Filing Folder List"
Select the checkboxes of the lists for which you wish to disable printing. After selecting
the desired checkboxes, touch the [OK] key.
16
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Print
System settings
■ Disabling of Print Jobs Other Than Print Hold Job
Printing in print mode other than from the operation panel of the machine can be
prohibited. This setting can be used to prevent sensitive documents left on the output tray
from being taken by a third party, which could result in the leaking of sensitive information.
System Settings
Enable/Disable Settings
er
Scan to HDD
Image Send
Disabling of List Print:
Disabling of Print Jobs Other Than Print Hold Job
All Custom Setting List
Sending Address List
Document Filing Folder List
Cancel
OK
● To prohibit printing other than from the operation panel, select the checkbox. To print
when the prohibit setting has been selected, follow the steps below.
Step 1: Set the " Retention " setting in the printer driver to [Hold Only] and select
the print command.
The print job will appear on the operation panel of the machine.
Step 2: Select your print job and execute printing. ( Operation Guide
"PRINTING A STORED FILE" in "6. DOCUMENT FILING")
If "Hold After Print" or "Sample Print" is selected before the print command is
executed, printing will not take place. However, the job will be held in the
machine and can be printed from the operation panel using the document filing
function in the same way as a "Hold Only" job.
System Settings
Security Settings
Document Filing Approval Setting
Disabling of List Print
Disabling of Print Jobs Other Than Print Hold Job
Touch the key in the lower right corner
of the screen to move to the next screen.
☞
OK
4/5
Jobs Completed List Display Setting
You can select whether or not the job status completed jobs screen (job status screen
selector key) is displayed.
If you prefer not to have the information (print mode user names, image send destinations,
senders of faxes that are received, etc.) that is stored and shown in the job status
completed jobs screen be displayed for security reasons, use this setting to hide the screen.
System Settings
Jobs Completed List Display Settings
Job Status Jobs Completed List
Display Setting:
OKCancel
Print
Scan
Fax
Internet Fax
System Settings
Jobs Completed List Display Settings
Select the job mode to be displayed on the jobs completed list.
Print
Fax
Scan
Internet Fax
OK
Touch the key in the lower right corner
of the screen to move to the next screen.
● To hide the job status jobs completed screen, touch the checkbox of each mode
([Print], [Scan], [Fax], and [Internet Fax]) to remove the checkmarks.
When finished, touch the [OK] key.
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System settings
Job Status Display Setting
You can select whether or not filenames of print jobs and destination names of image send
jobs are displayed in the job status screen of the touch panel. If you do not want to display
this information, select the appropriate checkboxes.
Release Lock on File/Folder Operation
This function is used to release document filing folders and files and encrypted PDF
files, that are locked due to the entry of an incorrect password.
Touch the [Release Lock on File/Folder Operation] key and then the [Release] key to
release all locked items. After this is done, the items can be manipulated. When no items
are locked, the [Release Lock on File/Folder Operation] key is grayed out.
Product Key
To initially enable the security function, you must use system settings (administrator) to
enter the product key (password). The name of the system setting used for this purpose is
"DATA SECURITY KIT". Please ask your dealer for the product key.
To register the product key, touch the inside of the frame below the data security kit display,
press the numeric keys to enter the product key number, and touch the [Submit] key.
● If an incorrect number is entered...
A message will appear instructing you to check the product key number again.
● If the correct number is entered...
A message will appear instructing you to turn the power off and then on. Touch the [OK]
key when you have finished reading the message.
Turn off the power key first and then turn off the main power switch. The security function
will be enabled when the power is turned on again.
Once the security function is enabled, the "Data Security Kit" will no longer appear in the
product key entry screen.
After the product key is entered, it will not be possible to perform the following operations
until the machine is restarted.
● All access from the network or fax line is prohibited.
● Keys that change the screen display such as the [CLEAR ALL] key cannot be used.
● The [Back] key of [Product Key] in the system settings will be grayed out to prevent
switching to other screens.
18
Document Control Setting
3
Document control
The document control function is used to embed a document control pattern on the paper
when a copy, print job, or received fax is printed.
If a person attempts to scan a document with an embedded document control pattern on a SHARP
machine that has the document control function enabled, the message "Document control pattern
is detected. This job is canceled." will appear and an e-mail will be sent to the administrator.
This prevents secondary copying and faxing of sensitive documents.
Document control may not be effective when certain original sizes or types,
certain paper sizes or types, or certain settings are used.
To enable effective operation of the document control function, observe the
following points.
● Original
● The function may not operate correctly if the original consists of large
proportion of photographs.
● The document control function is intended to protect text data, and thus it
may not operate correctly if used to protect graphic data.
● Color of document control pattern
● Select a color in a color family that is different from the paper color.
● Paper on which the document control pattern is printed
● To allow selection of the colors black, cyan, and yellow, use Sharp
recommended paper.
● White paper is recommended. If paper other than white paper is used, the
document control pattern may not be detected and the function may not
operate correctly.
● Use B5 or larger size paper.
The following paper sizes can be used:
A3W (12" x 18"), A3, B4, A4, B5, 11" x 17", 8-1/2" x 14", 8-1/2" x 13",
8-1/2" x 11", 7-1/4" x 10-1/2"R, 8K, 16K
(When the paper size is A4 or smaller, the paper can be used in both the
horizontal and vertical orientations.)
Disclaimer
Sharp does not guarantee that the document control function will always operate
effectively. There may be some instances in which the document control function does
not operate effectively.
19
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Document Control Setting
Modes to which the document control function can be added
The document control function can be used to print with an embedded document control
pattern in the following modes:
● Copy (color / black and white)
● Printer (color / black and white)
● Document Filing Print (color / black and white)
● Internet Fax Receive (black and white only)
● Fax Receive (black and white only)
● List Print (black and white only)
Enabling the document control function
To enable the document control function, follow these steps.
N models
Press the [SYSTEM SETTINGS] key, then touch the [Security Settings] key, and the
[Document Control Setting] key to display the document control settings screen, and
configure the settings. When finished, touch the [OK] key.
Document control setting screen
Touch the scroll bar and slide it up or down to change the screen.
Scroll bar
System Settings
Document Control Setting
Always Add the Pattern if You Print with it at Stored
Copier:
Document Control Print Select:
Print Pattern Setting:
Print Color Setting:
Printer:
Copier:
System Settings
Document Control Setting
Print Color Setting
Internet Fax Receive:
Document Control Print Select:
Print Pattern Setting:
Fax Receive:
Document Control Print Select:
Print Pattern Setting:
Not Printing
Pattern 1
Bk(Black)
Allow User to Select the Print ColorAllow User to Select the Print Color
Not Printing
Bk(Black)
Allow User to Select the Print Color
Not Printing
Pattern 1
Always Print
Pattern 1
Cancel OK
Cancel OK
System Settings
Document Control Setting
Printer:
Document Control Print Select:
Print Pattern Setting:
Print Color Setting:
Prints (Document Filing):
Document Control Print Select:
Print Pattern Setting:
Print Color Setting:
System Settings
Document Control Setting
Document Control Print SelectDocument Control Print Select:
Print Pattern Setting:
Fax Receive
Document Control Print Select
Document Control Print Select:
Print Pattern Setting:
List Prints
Document Control Print Select Document Control Print Select:
Print Pattern Setting:
Not Printing
Pattern 1
Bk(Black)
Allow User to Select the Print Color
Not Printing
Pattern 1
Bk(Black)
Not Printing
Pattern 1
Always Print
Not Printing
Pattern 1
Pattern 1
Not Printing
Pattern 1
Cancel OK
Cancel OK
20
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Document Control Setting
G models
[SYSTEM SETTINGS] key - [Document Control Setting] key - Touch each mode key to
select the setting for that mode.
When you have finished configuring the settings, touch the [OK] key.
Document control setting screen
The current setting for each mode appears to the right of each mode key.
stem Settings
1/3
3/3
3/3
Sy
Document Control Setting
Internet Fax Receive
Fax Receive
List Prints
Not Printing
Not Printing
Not Printing
System Settings
Document Control Setting
Copier
Printer
Prints (Document Filing)
System Settings
Document Control Setting
Always Add the Pattern if You Print with it at Stored
Not Printing
Not Printing
Not Printing
OK
OK
OK
2/3
■ Settings for printing files stored by document filing
These settings are for printing the data of copy jobs, scan send jobs, and print jobs that
have been stored on the machine's hard drive using the document filing function. To
have a document control pattern always printed when a stored file is printed if a
document control pattern was printed when the job was originally executed, select the
[Always Add the Pattern if You Print with it at Stored] checkbox .
21
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Document Control Setting
■ Settings related to Copy/Printer/Document Filing Print modes
N models
Settings related to copy, print, and document filing print modes can be configured
in the "Copy", "Printer", and "Prints (Document Filing)" fields of the document control
setting screen.
System Settings
Document Control Setting
Always Add the Pattern if You Print with it at Stored
Copier:
Document Control Print Select:
Print Pattern Setting:
Print Color Setting:
Printer:
Copier:
Not Printing
Pattern 1
Bk(Black)
Allow User to Select the Print Color
Not Printing
Cancel OK
● Document Control Print Select (Select the printing method)
Touch the select box to display the list of items, and then touch one of the items to select it.
Not Printing:
The document control pattern is not printed.
Always Print:
The document control pattern is always printed.
Allow User to Select:
The user can select whether or not the document control pattern is printed each time he
or she sets up a print job.
System Settings
Document Control Setting
Print Color Setting
Prints (Document Filing):
Document Control Print Select:
Print Pattern Setting:
Print Color Setting:
Internet Fax Receive:
Document Control Print
Print Pattern Setting:
Bk(Black)
Not Printing
Pattern 1
Bk(Black)
Not Printing
Pattern 1
Cancel OK
● Print Pattern Setting (Select the pattern to be printed)
"Always Print" or "Allow User to Select" can be selected in "Document Control Print Select"
to select a pattern setting.
To select one of patterns 1 to 5, touch the select box . Touch one of the items to select it.
If you find that the document control function cannot be used for a particular printed image,
try changing the pattern setting (patterns 1 to 5). (Factory default setting: Pattern 1)
● Print Color Setting (Select the color)
"Always Print" or "Allow User to Select" can be selected in "Document Control Print Select"
to select print color settings.
To select the print color, touch the select box . Touch one of the items to select it.
[Bk(Black)] :
The document control pattern is always printed in black.
[C(Cyan)] :
The document control pattern is always printed in cyan (Only when color mode is selected).
[Y(Yellow)] :
The document control pattern is always printed in yellow (Only when color mode is selected).
[Allow User to Select the Print Color] checkbox:
When this checkbox is selected ( ), the color selected here will be the initially
selected default color for the document control pattern. The user can change the color
each time he or she executes a print job.
22
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Document Control Setting
G models
Touch the [Copy] key, the [Printer] key or the [Document Filing Print] key, and then touch the [Document Control
Print Select] key to configure settings related to Copy mode, Printer mode, or Document Filing Print mode.
Step 1: Select the printing method
System Settings
Document Control Print Select
(Copier)
OK
Not Printing
Allow User to Select
Not Printing
Touch one of the following keys so that it is highlighted.
Not Printing:
The document control pattern is not printed.
Always Print:
The document control pattern is always printed.
Allow User to Select:
The user can select whether or not the document control pattern is printed each time he
or she sets up a print job.
When you have finished configuring the settings, touch the [OK] key.
Step 2: Select the pattern to be printed
If [Always Print] or [Allow User to Select] was selected in step 1, the pattern can be selected.
Touch the [Print Pattern Setting] key to select one of patterns 1 to 5. Touch one of the keys
so that it is highlighted, and touch the [OK] key.
If you find that the document control function cannot be used for a particular printed image,
try changing the pattern setting (patterns 1 to 5). (Factory default setting: Pattern 1)
Step 3: Select the color
If [Always Print] or [Allow User to Select] was selected in step 1, the print color can be selected.
Touch the [Print Color Setting] key to select a print color. Touch one of the keys so that it is
highlighted, and touch the [OK] key.
[Bk(Black)] key:
The document control pattern is always printed in black.
[C(Cyan)] key:
The document control pattern is always printed in cyan. (Only when color mode is selected)
[Y(Yellow)] key:
The document control pattern is always printed in yellow. (Only when color mode is selected)
Allow User to Select the Print Color:
When this checkbox is selected ( ), the color highlighted here will be the initially
selected default color for the document control pattern. The user can change the color
each time he or she executes a print job.
If the [C(Cyan)] key or the [Y(Yellow)] key is touched, the message "All jobs of
this mode are printed in full color when this color is selected." will appear.
23
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Document Control Setting
■
Settings related to Internet Fax Receive/Fax Receive/List Print modes
N models
Settings related to Internet fax reception, fax reception, and list print modes can be
configured in the " Internet Fax Receive", " Fax Receive", and " List Print" fields of the
document control setting screen.
System Settings
Document Control Setting
Print Color Setting
Prints (Document Filing):
Document Control Print Select:
Print Pattern Setting:
Print Color Setting:
Internet Fax Receive:
Document Control Print Select:
Print Pattern Setting:
Bk(Black)
Not Printing
Pattern 1
Bk(Black)
Not Printing
Pattern 1
Cancel OK
System Settings
Document Control Setting
Fax Receive
Document Control Print SelectDocument Control Print Select:
Print Pattern Setting:
List Prints
Document Control Print Select Document Control Print Select:
Print Pattern Setting:
Notice:
The document control pattern can be printed in the selected color, only when it is a
full-color job. Disable data forwarding function if you want to manage this function exactly.
Not Printing
Pattern 1
Not Printing
Pattern 1
Cancel OK
● Document Control Print Select (Select the printing method)
Touch the select box to display the list of items, and then touch one of the items to
select it.
Not Printing:
The document control pattern is not printed.
Always Print:
The document control pattern is always printed.
If "Always Print" is selected for Internet fax reception / fax reception mode, it is
recommended that the forwarding functions of each be disabled. (See
"4. FACSIMILE" in the Operation Guide for details.)
● Print Pattern Setting (Select the pattern to be printed)
If "Always Print" is selected in "Document Control Print Select", a pattern setting can be
selected.
To select one of patterns 1 to 5, touch the select box . Touch one of the items to select it.
If you find that the document control function cannot be used for a particular printed image,
try changing the pattern setting (patterns 1 to 5). (Factory default setting: Pattern 1)
24
Document Control Setting
G models
Touch the [Internet Fax Receive] key, the [Fax Receive] key or the [List Print] key, and
then touch the [Document Control Print Select] key to configure settings related to
Internet Fax Receive mode, Fax Receive mode, or List Print mode.
Step 1: Select the printing method
System Settings
Document Control Print Select
(Internet Fax Receive)
OK
ENGLISH
Not Printing
Not Printing
Touch one of the following keys so that it is highlighted.
Not Printing:
The document control pattern is not printed.
Always Print:
The document control pattern is always printed.
When you have finished configuring the settings, touch the [OK] key.
If the [Always Print] key is touched in Internet Fax Receive mode or Fax Receive
mode, the message "Disable data forwarding function if you want to manage this
function exactly." will appear. After touching the [OK] key, it is recommended that
you disable the data forwarding function of either or both modes as appropriate.
(See "4. FACSIMILE" in the Operation Guide for details.)
Step 2: Select the pattern to be printed
If [Always Print] is selected in step 1, the pattern can be selected.
Touch the [Print Pattern Setting] key to select one of patterns 1 to 5. Touch one of the keys
so that it is highlighted, and touch the [OK] key.
If you find that the document control function cannot be used for a particular printed image,
try changing the pattern setting (patterns 1 to 5). (Factory default setting: Pattern 1)
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Document Control Setting
Using the document control function
When the document control function is used, a document control pattern is printed on the
paper on which copies, print jobs, and received faxes are printed.
■
Pages on which a document control pattern is printed (all modes)
●
The document control pattern is printed on all pages output by a Sharp machine that has the
document control function, including the back side of pages printed by 2-sided printing.
● When a blank page is output because an odd number of pages were printed by 2-sided
printing, a document control pattern will not be printed on the blank page.
● When using the covers/inserts function (including transparency inserts), a document
control pattern will be printed only on covers and inserts that are copied on. A
document control pattern is not printed when a copy is not made on a cover or insert.
After enabling the document control function in the system settings, follow these steps to
use the function.
■ Using document control in copy mode
Touch the [Special Modes] key in copy mode and go to the 2nd screen on N models, or
the 4th screen on G models. (See "2. COPIER" in the Operation Guide for details.)
Step 1: Touch the [Document Control] key.
Special Modes
Stamp Image Edit
Quick File
Count
Mixed Size
Original
Original
Document
Control
Color
Adjustments
File Proof Copy
Slow Scan
Mode
OK
2
2
Special Modes
Original
Document
Control
Count
Mixed Size
Original
Slow Scan
Mode
The display of the [Document Control] key and the steps that follow vary
depending on the settings configured for the document control function in the
system settings.
OK
4/4
26
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Document Control Setting
Settings for the document control
function in the system settings.
Document Control
Print Select
(Copy) setting
[Not Printing] - Grayed out Not available
[Always Print] Highlighted Go to step 2
[Allow User to Select] Normal display Go to step 2
State of the Print Color
Settings (copy)
checkbox
[Document Control]
key display
Highlighted When the key is
Normal display When touched, the key
Special Modes screen
Following steps
touched, a beep
sounds to indicate that
the key is not available.
is highlighted and the
function is enabled.
Step 2: Touch the [Bk(Black)] key, [C(Cyan)] key or [Y(Yellow)] key.
The key of the color set in the print color setting of the system settings is initially highlighted.
After touching one of the keys, touch the lower [OK] key to return to the special modes
menu screen.
Step 3:
Select settings as desired from the special modes menu screen and then press
the [COLOR START] key or the [BLACK & WHITE START] key.
● If either the [C(Cyan)] key or the [Y(Yellow)] key is touched in step 2, the
[BLACK & WHITE START] key cannot be pressed.
When the color mode is set to any mode other than full color, the [COLOR
START] key cannot be pressed.
● When the color mode is single color, document control pattern printing is not
possible.
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Document Control Setting
Combining the document control function with other functions
Function
combined with
document control
Exposure The pattern is always printed at the same exposure regardless of the exposure
setting.
Copy Ratio The pattern is always printed at the same ratio regardless of the ratio setting.
Duplex The pattern is printed on the back side as well as the front side when 2-sided
copy is performed. (The orientation of the original, tablet or book, is not taken
into account.)
Rotation Copy
setting
Margin Shift The position of the pattern does not change when margin shift is used. (The
Erase The pattern is printed normally on the edge or center that is erased.
Dual Page Copy Printing of the pattern takes place based on the paper, and thus the pattern is
Pamphlet Copy Printed based on the paper used for pamphlet copy.
Job Build The pattern is printed normally.
Tandem Copy The pattern is printed normally on both the master machine and the slave
Covers/Inserts The pattern is printed normally when copying on covers and inserts. When a
Transparency
Inserts
2in1/4in1 Printed based on the paper. When 2in1 is selected, 2 original pages are printed
Book Copy When book copy is performed, the pattern is printed based on the paper.
Tab Co py The position of the pattern does not change when tab copy is performed. (The
Card Shot The pattern is printed once each time the front side and the back side of the
Stamp If the pattern and the stamp item overlap, the pattern is given priority.
Photo Repeat The pattern is printed once for one scan of a photo.
Multi-Page
Enlargement
Mirror Image The pattern is printed in the normal orientation without being inverted.
A3 Full Bleed The printed area of the pattern is enlarged to match the A3 Full Bleed setting.
Centering The pattern is printed normally.
B/W Reverse Patterns are printed normally without black/white inversion.
Other functions The pattern is printed normally when RGB Adjust, Sharpness, Suppress
The pattern does not change when rotation copy is used. (The orientation of
the pattern depends on the orientation of the paper in the tray.)
margin width does not affect the position of the pattern.)
printed on both pages, each of which is half the size of the original.
machine. (If the slave machine does not have the data security kit installed,
tandem copy cannot be used.)
cover or insert is not copied on, the pattern is not printed.
The pattern is printed normally. (When an insert is copied on, the pattern is
printed in the same way as on a transparency.)
on 1 sheet of paper. The pattern is printed normally on the sheet of paper even
when 2in1 or 4in1 printing is performed.
image shift width for tab copy does not affect the position of the pattern.)
Copying speed becomes slower when copying on tab papers using the
document control function.
original are scanned.
The pattern is printed on each page of the multi-page enlargement.
Background, Color Balance, Brightness and/or Intensity settings are used.
Operation of document control pattern printing
28
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