XEROX 3920 User Manual [en, en]

August 2010 05-0805-000

Xerox DocuMate 3920

User’s Guide

Copyright protection claimed includes all forms of matters of copyrightable materials and information now allowed by statutory or judicial law or hereinafter granted, including without limitation, material generated from the software programs which are displayed on the screen such as styles, templates, icons, screen displays, looks, etc.

Reproduction, adaptation, or translation without prior written permission is prohibited, except as allowed under the copyright laws.

Adobe®, Adobe® Acrobat®, Adobe® Reader®, and the Adobe® PDF logo are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. The Adobe PDF logo will appear in this product’s software, and full access to Adobe software features is only available if an Adobe product is installed on your computer.

Document Version: 05-0805-000 (August 2010).

Information is subject to change without notice and does not represent a commitment on the part of Visioneer. The software described is furnished under a licensing agreement. The software may be used or copied only in accordance with the terms of such an agreement. It is against the law to copy the software on any medium except as specifically allowed in the licensing agreement. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage and retrieval systems, or translated to another language, for any purpose other than the licensee's personal use and as specifically allowed in the licensing agreement, without the express written permission of Visioneer.

Restri cted Rights Legend

Use, duplication, or disclosure is subject to restrictions as set forth in contract subdivision (c)(1)(ii) of the Rights in Technical Data and Computer Software Clause 52.227-FAR14. Material scanned by this product may be protected by governmental laws and other regulations, such as copyright laws. The customer is solely responsible for complying with all such laws and regulations.

Changes are periodically made to this document. Changes, technical inaccuracies, and typographic errors will be corrected in subsequent editions.

Welcome

What’s in the Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Setup Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Network Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Computer Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Internet Communication Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

The Xerox DocuMate 3920 Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

1Scanner Setup

Unpack and Assemble the Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Connecting the Cables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Using the Scanner Control Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Summary of the Menu Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Using the LCD Soft Keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Adding the Scanner to the Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Networking Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Adding the Email Server Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Setting the Default Scan Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

2 Loading Documents to Scan

Scanning from the Automatic Document Feeder (ADF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Scanning from the Flatbed Glass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

3Copying

Scanning to a Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Scan Options for Copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Setting the Default Copy Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Information Messages When Copying . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Copy Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

4E-mail

Scanning to E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Scan Options for E-mailing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Setting the Default E-mail Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Using the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Information Messages When E-mailing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

E-mail Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

5Filing

Xerox DocuMate 3920

User’s Guide

Scanning to a Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Scan Options for Filing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Setting the Folder Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Creating a New Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Information Messages When Filing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Filing Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

6Faxing

Fax Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Configuring the Fax Settings from the Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Configuring the Fax Settings Remotely . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Scanning to Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Scan Options for Faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Setting the Default Fax Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Using the Phone Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Managing the Fax Phone Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Information Messages When Faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Fax Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

7 Managing the Scanner Remotely

Accessing the Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Installing the Network Management Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Using the Network Management Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Accessing the Scanner from a Web Browser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Using the Embedded Web Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Menu Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Administrative Settings Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Account Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Basic Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Account List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Configuring the Shortcut Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Scanning Using the Shortcut Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Managing the Scanner Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Managing E-mail Addresses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Managing E-mail Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Filing Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Server Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

8 Maintenance

Safety Precautions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Clearing Paper Jams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Cleaning the Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Xerox DocuMate 3920 User’s Guide

Table of Contents

Cleaning the Automatic Document Feeder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Cleaning the Scanner Glass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Cleaning the LCD-display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Replacing the ADF Pad Assembly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Replacing the Roller Assembly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Xerox DocuMate 3920 Scanner Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123

Xerox DocuMate 3920 Parts List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

A Appendix

Safety Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

EMC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Operational Safety Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Electrical Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Warning - Electrical Safety Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Electrical Supply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Disconnect Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Emergency Power Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Maintenance Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Product Safety Certification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Regulatory Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Certifications in Europe . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Compliance Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Product Recycling & Disposal: USA & Canada . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

European Union . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Illegal Copies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

USA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Canada . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Other Countries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

EH&S Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Index

Xerox DocuMate 3920

User’s Guide

Table of Contents

Xerox DocuMate 3920 User’s Guide

Welcome

This chapter includes:

• What’s in the Box on page 8

• Setup Requirements on page 9

• Internet Communication Features on page 10

• The Xerox DocuMate 3920 Scanner on page 11

Your new Xerox scanner can quickly scan single-sided or double-sided stacks of documents with the Automatic Document Feeder (ADF), or single items on the Flatbed glass. With this scanner you can scan documents and send them electronically to a file server, email message, printer, fax machine, FTP site, or website directly from the scanner. The scanner can also be connected to a computer for scanning from software applications.

Important:

• There is no default administrator password. When you access the management options from the LCD panel, or from the scanner’s embedded web page, you will get prompted for a user name and password. Press or click “Login” to continue setting up the scanner features as described in the sections. You may want to add a username and password to prevent users from changing the scanner settings.

• To use the Fax and Copy functions, you need to connect the scanner to a USB InkJet or Laser printer that supports PCL. Please visit the information page for your scanner at

www.xeroxscanners.com for more information.

• To use the Filing function your user account must have privileges to write to the server. Setup of the server, and user account privileges, are outside the scope of this document. Please contact your IT department or network administrator for this information.

• To use the Email function you must have the email server information. Setup of the email server, and user account privileges, are outside the scope of this document. Please contact your IT department or network administrator for this information.

Xerox DocuMate 3920

User’s Guide

Welcome

Power Supply Xerox DocuMate 3920 Scanner

Power Cord

(North American Style)

USB Cable

Power Cord

(European Style)

Power Cord

(United Kingdom Style)

Telephone

Cord

Windows™

Installation Disc

Quick Install Guide Technical

Support Card

What’s in the Box

Before proceeding, check the contents of the box. If items are missing or damaged, contact the dealer where you purchased the scanner.

Xerox DocuMate 3920 User’s Guide

Setup Requirements

Network Requirements

To send emails from the scanner:

•TCP/IP Network

• An SMTP and an optional POP3 server

To save documents to a folder on a server via the intranet:

• FTP, HTTP, HTTPS, or CIFS protocol environment

Computer Requirements

These requirements are for installing the Network Management Tool on a local computer.

IBM-compatible Pentium 4 PC, or AMD equivalent with:

• A CD-ROM drive

• An available Universal Serial Bus (USB) port

•Microsoft Windows 7

The scanner is compatible with Service Pack 3 for Windows XP and Service Pack 1 for Windows Vista.

• Windows XP: Minimum of 512 megabytes (MB) of internal memory (RAM)

Windows Vista and 7: Minimum of 1 gigabyte (GB) of internal memory (RAM)

• 350 MB minimum of free hard disk space

Windows® operating system: Windows XP (Service Pack 1 and 2), Windows Vista, or

Welcome

A VGA or SVGA Monitor

The recommended settings for your monitor are:

• Color quality of 16-bit or 32-bit

• Resolution set to at least 800 x 600 pixels

Refer to your Windows documentation for instructions on setting the color quality and resolution for the monitor.

Documentation

The following documentation is provided with your scanner:

• Quick Install Guide—Abbreviated installation instructions.

• Scanner User’s Guide—On the Installation Disc; contains detailed installation, scanning, configuration, and maintenance information.

Xerox DocuMate 3920

User’s Guide

Welcome

Xerox DocuMate 3920

FTP, HTTP, HTTPS servers

CIFS servers (Windows)

E-mail Server

≈

Xerox DocuMate 3920

Internet Communication Features

Scan to Folder—Through the intranet with FTP (File Transfer Protocol), HTTP (Hypertext Transfer Protocol), HTTPS (a secure way of using HTTP), or CIFS (Common Internet File System), the scanner allows you to save scanned document directly to a designated server or a personal computer on the network in a standard PDF, JPEG, TIFF, or MTIFF file format.

Scan to E-Mail—When you send an e-mail to someone via the scanner, the scanner uses SMTP (Simple Mail Transfer Protocol) to transfer your outgoing e-mails to your SMTP mail server, and then send these e-mails to your recipients through the internet. The document is first scanned and converted to a standard PDF, JPEG, TIFF, or MTIFF (Multi-page TIFF) file format and then transmitted to remote recipients simultaneously as an e-mail attachment.

Xerox DocuMate 3920 User’s Guide

The Xerox DocuMate 3920 Scanner

Paper Guides

Scanner Lid

Input Tray LCD Touch Screen

ADF Cover Release Automatic

Document Feeder (ADF)

6 7

Output TrayControl Panel Paper Stop Power Switch

Power Jack Printer Connection

Port

14 15

13 14 15

Network Connection Port

PC Connection Port

Telephone Line Connection Port

Welcome

Input Tray—Holds documents in the Automatic Document Feeder (ADF) for scanning.

Paper Guides—Adjust to support various document widths.

ADF Cover Release—Lift to open the ADF.

Automatic Document Feeder (ADF)—Feeds paper through the scanner.

LCD Touch Screen—Shows the scanner settings. Touch the screen to input scan batch requirements,

configure destinations, and configure the server settings.

Scanner Lid—Lift lid to place an item on the flatbed glass for scanning.

Scanner Lock—Located underneath the scanner lid. Unlock the scanner before using the scanner.

Lock it again when moving the scanner from one location to another.

Control Panel—Scanning controls.

Xerox DocuMate 3920

User’s Guide

Welcome

Output Tray—Holds documents after being scanned through the Automatic Document Feeder.

Paper Stop—Holds documents in the output tray. Adjusts to support various document lengths.

Power Switch—Turns the power on and off.

Power Jack—Connects the power cord to the scanner.

Printer Connection Port—Connect a USB cable to a printer and to the COPY port to use the Copy

function and to receive faxes.

Network Connection Port—Connect a network cable to the LAN port to use the Filing and Email functions.

PC Connection Port—Connect a USB cable to a computer and to the USB port to scan from a computer.

Telephone Line Connection Port—To use the scanner as a regular fax machine, connect a telephone cord to the LINE port and to an “RJ-11” telephone jack in a wall or switch. The TEL port should be ignored since a handset is not provided with this scanner.

Xerox DocuMate 3920 User’s Guide

Scanner Setup

This chapter includes:

• Unpack and Assemble the Scanner on page 14

• Connecting the Cables on page 15

• Using the Scanner Control Panel on page 17

• Summary of the Menu Options on page 19

• Using the LCD Soft Keyboard on page 22

• Adding the Scanner to the Network on page 23

• Adding the Email Server Information on page 26

• Setting the Default Scan Function on page 29

Note that you do not need to setup network access if you are using the scanner for Faxing, Copying, and local computer scanning. You only need to specify the network settings if you are going to use the scanner to send emails or save files to a server.

NOTE: If you wish to return to factory default settings, simply press and hold the Clear button for

over 5 seconds. All the values in the Management and Administrative Settings will be changed back to factory defaults.

Xerox DocuMate 3920

User’s Guide

Unpack and Assemble the Scanner

Unlocked position

1. Remove all shipping tape from the top and bottom of the scanner.

2. Open the ADF cover and carefully remove any foam particles that may have gotten inside the Automatic Document Feeder, then close the cover.

3. Lift the scanner lid and slide the locking tab to its unlocked position. The scanner will not scan when locked.

Xerox DocuMate 3920 User’s Guide

Connecting the Cables

Connecting the Power Cable

1. Press the power switch to the “O” position to turn off the scanner.

2. Plug the power supply into the power jack on the scanner.

NOTE: Only use the power supply (HEG75-S240320-7L made by HiTron) included with your scanner.

Connecting any other type of power supply may damage your scanner, and will void its warranty.

3. Plug the power cord into the power supply and into a wall outlet.

Connecting the Ethernet Cable

1. Connect one end to the LAN port at the back of the scanner.

2. Connect the other end of your Ethernet LAN cable to an available port on your Ethernet Hub or wall.

Connecting the Telephone Line

1. Plug one end of the telephone line to the LINE jack at the right end of the rear panel.

Xerox DocuMate 3920

User’s Guide

2. Plug the other end of telephone line to the “RJ-11” telephone jack provided by the telephone company.

Connecting the Printer Cable

1. Connect one end of the printer cable (USB cable) to the printer.

2. Connect the other end to the COPY port at the rear of the scanner.

Turn on th e Po w er

Press the power switch to the “|” position to turn on the scanner. After showing the boot up message,

the LCD screen displays the preset ready status.

Xerox DocuMate 3920 User’s Guide

Using the Scanner Control Panel

LCD touch screen

Function keys

Numeric keys

Control keys

Status LEDs

Configure keys

Configure keys—Use these keys to set the scanner options and configure the function keys using the LCD touch screen.

Menu—Press to access the options to configure the scanner. Please refer to

Summary of the Menu Options on

page 19.

Energy Saving—Press to enter the power saving mode.

Clear—Press to clear the current function

settings and return the function to the default settings. Press the button for over 5 seconds to return the scanner to the factory default settings.

LCD touch screen—Use to view the scanner information, manage the scanner options, set the function defaults, add phone numbers, set server information for filing, and so on.

Function keys—Press one of the function keys to select that mode for scanning. Pressing a function key displays that function on the LCD touch screen. Use the touch screen to configure the scan settings for that function prior to scanning, or leave the default options and press B&W or Color to initiate scanning.

Copy—Enables the scanning to a printer function. You can only scan in Black & White when copying.

Filing—Enables scanning to a file server, through the intranet, using FTP, HTTP, HTTPS, or CIFS.

E-mail—Enables the scanning to email function. Use the LCD touch screen to specify the email address(es) to receive the scanned image.

Fax —Enables the scan and send to a fax machine function. You can only scan in Black & White when fax ing .

Xerox DocuMate 3920

User’s Guide

Numeric keypad—Use this keypad to enter destination phone numbers for faxing or set the number of copies to be printed.

Control keys—Press to start or stop scanning.

B&W—Press to start copying, e-mailing,

filing, or faxing in Black&White mode.

Stop—Press to stop scanning.

Status LEDs—Indicates the hardware status.

Power—Indicates that the power is on and ready for scanning. Alarm—Indicates hardware and transmission errors. Energy Saving—Indicates that the scanner is in low-power mode.

Color—Press to start emailing or filing in

Color mode.

Xerox DocuMate 3920 User’s Guide

Summary of the Menu Options

This section briefly describes each of the options in the menu. In the following table, it is indicated if detailed configuration information is available, and which section contains the instructions for configuring that feature.

Press the Menu button on the scanner to show the Menu options on the LCD screen.

Press this button to display information about the scanner.

• Device Information—This is the scanner hardware information, serial number,

and MAC address. The MAC address is also on a sticker on the back of the scanner, this MAC address identifies the scanner on the network.

• Firmware Version—This is the current hardware and software version of the

scanner.

• Page Count—Displays the total number of scans completed and a breakdown of

each type.

Menu Map—Touch “Print” to print out all the menu items and their values. Usage Report—Touch “Print” to print out the counter information.

Press this button to change the general information about the scanner.

• Machine Name—You can change the scanner’s display name so that when you

view all scanners on your network, each one appears in the list with the name you specify here.

• Country Code—Select the code for the country you live in so that you can send

and receive faxes.

• Time Zone—Select the time zone for the area you live.

• Date/Time—Set the date and time for the scanner.

Xerox DocuMate 3920

User’s Guide

Press this button to create an administrator account for the scanner, and specify additional scanner defaults. You will be prompted to login when you press the Management button, simply press “Login” to continue. There is no default administrator password for the scanner. Administrator Profile tab—press the keyboard icon, next to each field, to open the LCD panel soft keyboard and fill in each field.

• Login Name—Input a login name for accessing the scanner’s management

options. After inputting a login name, when you press an LCD Menu option and you are prompted to input a login name, this is the login name you will need to use. Up to 32 characters are allowed in this field, and the field is case-sensitive.

• Password—Input a password for the login name you specified. Up to 8

characters are allowed in this field, and the field is case-sensitive.

• Email Address—Input an email address for the administrator of the scanner.

When there are errors or warnings, the scanner will send the information to the email address you specify here. Up to 64 characters are allowed in this field, and the field is case-sensitive.

Device Management tab—use this tab to manage the following options:

• Add “To” Address After Sending—When this option is enabled, the email

address specified in the “To” field is automatically added to the address book when scanning is complete.

• Add Folder After Filing—When this option is enabled, the folder name you

specify is added to the server when the scanned document is sent when scanning is complete.

• Language—Press the down arrow and select a display language, for the LCD-

panel, from the options in the list.

• Default Mode—Press the down arrow and select a default scan mode. Please

refer to information about this function.

• Energy Saver—When this option is enabled, you can choose how long the

machine will be idle before it automatically enters the energy saving mode. The default is 15 minutes.

• Energy Saver (Timer)—Press the down arrow to select an option from the list.

• System Auto Reset (Timer)—This is the amount of time before the LCD panel

changes back to the Default Mode. Press the down arrow and select an option from the list.

Setting the Default Scan Function on page 29 for detailed

Xerox DocuMate 3920 User’s Guide

Press this button to select what type of authentication to use for the users accessing the scanner. Authentication type—Select the authentication type for account management.

• None—No user authentication is used when scanning. The credentials you input when configuring the Mail Server and Filing Template are used when scanning.

• Local—The scanner is the authentication type, and the user and password entered in the Account management are saved in the scanner memory.

Note that you can only create user accounts, and specify user privileges, using the imbedded web page. Access the web page through the Network Management tool or from Internet Explorer or Firefox by typing the scanner’s IP address in the web address field.

• HTTP / LDAP / SMTP—Select one of these options to have the user input their server credentials to use the scanner settings.

Server Information, IP, or URL—Input the server IP address or URL address of the authentication server you selected. Touch anywhere in the URL or IP field to bring up the soft keyboard on the LCD screen to enter the needed text. Port #—Input the port number for the HTTP, LDAP, or SMTP server you selected.

Please refer to adding your scanner to the network.

Please refer to configuring scan to E-mail.

Please refer to the section for these options.

• Fax Settings—Select this option to setup your scanner to send and receive fax es.

• Phone Book—Select this option to create and add phone numbers to a phone book for sending the faxes.

• Fax Defa ult—Select this option to specify the default scan settings when sending faxes.

Please refer to the section for these options.

• Copier Default—Select this option to specify the default scan settings when scanning to a printer.

Please refer to the section for these options.

• E-Mail Default—Select this option to specify the default scan settings when scanning and sending to an Email message.

Please refer to the section these options.

• Filing Template—Select this option to specify the default server to send the scanned file to, and specify the default scan settings when sending the file.

Adding the Scanner to the Network on page 23 for instructions for

Adding the Email Server Information on page 26 for instructions on

Faxing on page 69 for detailed configuration instructions

Copying on page 35 for detailed configuration instructions

E-mail on page 45 for detailed configuration instructions

Filing on page 57 for detailed configuration instructions for

Xerox DocuMate 3920

User’s Guide

Using the LCD Soft Keyboard

The blank field Soft keyboard icon

Use the soft keyboard when you need to enter text into a field on the LCD screen. A soft keyboard icon next to a blank field indicates that you can access the keyboard to input text specific to the field. When entering numbers you can use the numeric keypad on the scanner or the soft keyboard.

1. Whenever there is a soft keyboard icon shown in a blank field, touch anywhere in the blank field to open the soft keyboard.

The soft keyboard is displayed on the LCD touch screen.

2. Press the KB Switch button to cycle through the keyboards 3 views (lower-case letters with common symbols, upper-case letters with common symbols, and number keypad with additional symbols).

Backspace—press this key to remove any characters you have entered.

Enter—press this key to change the cursor position to the next line.

Return—saves the information you entered and closes the soft keyboard.

Xerox DocuMate 3920 User’s Guide

Adding the Scanner to the Network

You will need the following information to configure the scanner on the network, please contact your network administrator for this information. You may want to print this page, fill in the table, and keep it for a reference as you will need this to proceed with the rest of the instructions in this section.

1 DHCP Enable: Choose ON to

obtain the IP / Subnet / Gateway addresses automatically from the DHCP server.

2 IP Address:

3 Subnet Mask: 888 . 888 . 888 .

4 Gateway IP: 888 . 888 . 888 .

5 DNS Server:

888 . 888 . 888 . 888

888

888 . 888 . 888 . 888

With DHCP (Dynamic Host Configuration Protocol), a host is automatically given a unique IP address each time it connects to a network. Only turn on this option if a DHCP server is available on your network. The IP/Subnet/Gateway address fields will automatically fill after power cycling the scanner. Note that each time you powercycle the scanner, a new IP address may be assigned to the scanner. This option is turned off by default.

An IP (Internet Protocol) address uniquely identifies a host connection to an IP network. If you manually input an IP address in this field, it does not change when the scanner is power-cycled.

The subnet mask address assigned by your network administrator or by the DHCP server.

The gateway IP address assigned by your network administrator or by the DHCP server.

The DNS (Domain Name System) server identifies hosts via names instead of IP addresses. If the DNS server is available on your network, you can enter the domain name instead of numbers for the IP address.

Please note that the section Adding the Email Server Information on page 26 also contains a table of data required for setting the scanner to send email messages. You will need to get the information listed in that table from your network administrator as well.

Xerox DocuMate 3920

User’s Guide

1. Press the Menu button on the scanner.

The LCD touch screen displays the following menu.

2. Press the Network Settings button on the LCD touch screen.

3. In the Network Settings menu, either input your network parameters in each field, or press ON under “DHCP Enable”.

To fill in the fields manually, press the keyboard icon next to each input field. This displays the soft-keyboard for you to enter the information.

If you turned on DHCP, an IP address will automatically be assigned when you power cycle the scanner.

4. Press OK when you are finished. Power cycle the scanner when the LCD screen displays the message “Reboot the machine.”

When the scanner is on again, you will be able to access the network from the scanner, and you will be able to configure the scanner remotely from a computer on the network.

Xerox DocuMate 3920 User’s Guide

Networking Error Messages

Message Action

The connection has failed. Please check network settings.

The address is invalid. Please check network settings.

Network is down. Please check network settings.

Network is unreachable. Please check network settings.

Connection aborted by the server. Please check network settings.

Connection reset by the server. Please check network setting.

Connection timed out. Please check network setting.

Unable to reach the destination host. Please check network settings.

Failed to connect mail server. Please check network environment.

Connection error. Please check network environment.

Ping the IP address of the scanner from another PC in a DOS prompt. For example, type “Ping 10.1.20.144” in a DOS prompt. If the scanner has no response, then perform the following steps.

1. Check if the RJ-45 connector is firmly plugged-in.

2. Check the Ethernet cable.

3. Check the scanner’s IP address.

4. Check the destination IP address.

5. Check Subnet Mask.

6. Check Gateway IP.

Check network environment.

Failed to create socket for DHCP Check IP address of DHCP server or contact your network

Failed to search DHCP server.

Failed to get IP from DHCP server.

Failed to renew IP from DHCP server.

administrator for further help.

Xerox DocuMate 3920

User’s Guide

Adding the Email Server Information

You will need the following information to configure the scanner to send emails, please contact your network administrator for this information. You may want to print this page, fill in the table, and keep it for a reference as you will need this to proceed with the rest of the instructions in this section.

1 E-mail Address: Note that this will be the default “From” address when sending

2 E-mail Password:

emails from the device. A dedicated email address for the scanner that has permission to send emails through the server, and the password for that email address.

3 SMTP Server:

888 . 888 . 888 . 888

4 SMTP Port: The port number of your SMTP mail server.

5 Authentication

Method:

6 Login Name: After selecting either the SMTP or POP3 authentication method,

7 Password:

8 POP3 Server:

9 POP3 Port: The port number of your POP3 server.

10 LDAP Server:

11 LDAP Port: The port number of your LDAP server.

12 Login Name: Input the login name and password to access the LDAP server.

SMTP or POP3

888 . 888 . 888 . 888

SMTP (Simple Mail Transfer Protocol) is the mail server information you need to send emails from the scanner. This is the main communication protocol used to send and receive emails on the internet. Input the IP address of the server or the URL name.

You will have to select SMTP or POP3 as the authentication method for sending emails, and input the login credentials.

you will need to input the login-name and password for the selected authentication method.

POP3 (Post Office Protocol 3) is a service that stores and sends emails for various machines that are not always connected to the internet. Emails are held in POP3 until you log on. You only need this information if you select POP3 as the authentication method. Input the IP address of the server or the URL name.

LDAP (Lightweight Directory Access Protocol) enables users to access directories and address books directly from external networked devices to simplify document distribution.

13 Password:

14 Base DN: Input the Base DN (Distinguished Name) for the LDAP server.

Xerox DocuMate 3920 User’s Guide

1. Press the Menu button on the scanner.

SMTP Authentication POP3 Authentication

The LCD touch screen displays the following menu.

2. Press the Mail Server button on the LCD touch screen.

3. Fill in each field with the appropriate information on the Device E-mail Account tab.

Select SMTP or POP3 as the authentication method for the SMTP server, and fill in the appropriate information for that authentication.

Xerox DocuMate 3920

User’s Guide

4. If you want to access an LDAP server address book, press the External Address Book tab to fill in the information about your network LDAP server.

• The login name and password are case-sensitive and can be up to 28 characters.

• LDAP search specifications:

The scanner supports two types of authentication, simple and anonymous login to the LDAP server. If your LDAP server supports anonymous login, and you want to use anonymous login, do not input “anonymous” as the user name and password, leave the fields blank instead.

The scanner will display a maximum of 100 match results in a single search.

5. Press OK when you are done configuring the E-mail options.

Xerox DocuMate 3920 User’s Guide

Setting the Default Scan Function

The initial default scanning function is e-mail. This means that each time the scanner is power cycled, when the scanner comes out of power saving mode, or when the scanner has been sitting idle without scanning, the LCD screen will switch back to the e-mail scanning function automatically. You might want to change the default scan mode if you are not using the email function, or if you use a different scanning function more often than email.

1. Press the Menu button on the scanner.

The LCD touch screen displays the following menu.

2. Press the Management button on the LCD touch screen.

3. Press Login on the password prompt screen. There is no default username and password set for the scanner management options.

Xerox DocuMate 3920

User’s Guide

4. Press the Device Management tab.

5. Press the down arrow in the Default Mode field to show the options list.

6. Press one of the function names in the list to select that option as the default scan mode.

If you select the Shortcut option, the scanner LCD will display 6 shortcut buttons. These buttons are configured using the scanner’s embedded webpage. Note that the other scanning mode defaults can be configured using the scanner LCD options or through the embedded web page.

7. Press OK to save the changes and return to the LCD menu options.

8. Press Exit to close the Menu screen.

9. Power cycle the scanner to save the changes. When the scanner is back on, the default mode will now be the option you selected in the Device Management screen.

Xerox DocuMate 3920 User’s Guide

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