Xerox WorkCentre® 7132
Quick Scan Features
701P45042
Setup Guide
This guide includes instructions for:
Scan to Email on page 1
Scan to Mailbox Setup (O ptional) on page 5
Network Scanning Setup (Optio nal) on page 7
Scan to FTP/SMB (Optional) on page 9
Scan to Email
Hard copies can be scanned at the dev ice and sent to remote clients as email attachments in
Single TIFF, Multi TIFF, PDF, and JPEG format. SMTP and POP3 mail servers are used to
send and receive email respectively .
See also:
System Administrator Guide: Contain s d etail about email setup.
User Guide: Contains information on how to send an email and how different addresses
are used (Local Address vs. Globa l Address - LDAP).
Install the Scan to Email Option on the WorkCentre
1. Power on the device.
2. Press Login/Logout, then type the UserID 1111 1 and press Confirm.
3. From the System Administrator menu, select System Settings.
4. Select System Settings.
5. Select Common Settings.
6. Select Maintenance/Diagnostics.
7. Select Software Options.
8. Press Keyboard. Type the Email license key code.
9. Select Reboot.
10. Proceed with the Prerequisites for Scan to Email Setup on page 2.
Copyright © 2006, Xerox Corpor ation. All rights reserved.
1
Scan to Email
Prerequisites for Scan to Email Setup
Confirm that:
1. An existing operational ne twork using TCP/IP is available.
2. The device must be setup wit h D NS and the Domain Name settings for the network.
have been correctly setup for the multifunction device.
Data to Setup Email Install Requirement Comments
SMTP mail server Host
Name or IP address
SMTP login/password Required*
WorkCentre Email address Required This email address will fill in
Local email addresses Optional A Local Address Book can
LDAP server address can
be enabled
Required If using an external mail
LDAP Host Name Displays only email
server, your Internet Service
Provider will provide you
with the mail server name or
IP address.
the "From " field on the
emails sent from the device.
be created to store email
addresses.
addresses on the corporate
(LDAP) internal address
book.
* Only if the SMTP server requires log in and password for authentication.
Procedure for Scan to Email Setup
1. Enable the Scan to Email option using the instructions in Install the Scan to Email
Option on the WorkCentre on page 1.
2. Press Login/Logout, then type the UserID 1111 1 and press Confirm.
3. From the System Administrator menu, select System Settings.
4. Select System Settings.
5. Select Network Settings.
6. Select Port Settings.
7. Enable the Receive Email po r t and Send Email port by highlighting each port and
selecting Change Settings.
8. Select Close several tim es then Exit. The device will reboot.
9. From a workstation, open up a web bro wser (such as Internet Explorer), and then ent er
the IP address in the format http://xxx.xxx.xxx.xxx (the xxx's rep resent the device IP
address). If connected prope rly, you should see a CentreWare Internet Services web
page for your device.
Copyright © 2006, Xerox Corporat ion . All rights reserved.
2
Scan to Email
10. Set up the SMTP server configu ration via CentreWare Internet Services:
a. Click the Properties tab.
b. Click the Protocols Settings folder.
c. Click SMTP.
d. Enter the SMTP mail server host name or IP address and port number (the default
is port 25).
e. Select an authentication type, if required by the SMTP server.
f. Enter a User name and Password to be used for authentication, if required.
g. Click on Apply New Settings.
h. Enter the user name of 11111 and the password of x-admin if prompted for a User
name and Password.
i. Ignore the screen to reboot the machine.
11. Set up the Machine Email address via CentreWare Internet Services:
a. Click the Properties tab.
b. Click on Machine Details.
c. Enter the information for the Machine Email Address.
d. Click on Apply New Settings.
e. Click on Reboot Machine.
12. From the device, load a sam p l e document that you want t o email into the document
feeder.
13. Press the All Services button.
14. Press the Email button.
15. Press the Keyboard button to type an email address using the keypad.
16. Press the Start button.
17. Verify that the recipient(s) received t h e email with the document attached .
Copyright © 2006, Xerox Corporat ion . All rights reserved.
3
Scan to Email
Scan to Email Troubleshooting
For internal corporate mail servers, substitute the word "Corporate" for "ISP" in the
following troubleshootin g ta ble .
Symptom Possible Cause Resolution/Validation
SMTP error at
multifunction device
Incorrect Mail Server or
Host Name
Incorrect settings in
Microsoft Outlook Express
Incorrect multifunction
device email address
entered
ISP requires SMTP
authentication to their mail
server
ISP does not allow mail on
the standard port number
25
ISP requires login to the
email account via Microsoft
Outlook Express before
allowing mail to be sent
Validate that the correct ISP mail
server name has been entered in
the SMTP Host Name field.
Verify that you can access the ISP
mail server from within Microsoft
Outlook Express and that all
settings are correct.
Verify that the device is using the
correct email address in the From:
field. The Email address must
match what the ISP's mail server is
expecting.
Check with your ISP to determine
if this is a requirement. If so,
enable SMTP authenticat ion for
the multifunction device via
CentreWare Internet Services.
Check with your ISP to determine
if this is the problem. Ask if they
can accept mail on another port
number. If so, change the SMTP
port number for the multifunction
device via CentreWare Internet
Services.
Check with your ISP to determine
if this is a requirement. If so, login
to the Microsoft Outlook Express
account, and then try sending the
email. If this is successful, you can
set Outlook Express to check
email every 5 or 10 minutes for the
multifunction device's email
account.
Copyright © 2006, Xerox Corporat ion . All rights reserved.
4
Scan to Mailbox Setu p (Optional)
Note
Scan to Mailbox Setup (Optional)
This feature allows documents to be stored in a mailbox for futu re processing. Scan to
Mailbox can be setup at the ma chi ne control panel or at a network com puter through the
CentreWare Internet Services webpage. Instructions for eac h m et hod are shown.
See also:
System Administrator Guide: Contains detail con cer ni ng N e twork Scanning setup.
User Guide: Contains information on mailbox setu p thr ough the control panel, as well
as CentreWare Internet Services.
Prerequisites for Scan to Mailbox Setup
Confirm that:
1. An existing operational network utilizing TCP/IP is available.
Procedure for Scan to Mailbox Setup through the Control Panel
1. Power on the device.
2. Press Login/Logout, then type the UserID 1111 1 and press Confirm.
3. From the System Administrator menu, select System Settings.
4. Select Setup Menu.
5. Select Mailbox.
6. Select a mailbox to configu re a nd pre ss Create/Delete.
7. Select password options and typ e a passw ord, if desired. If a password is entered for a
mailbox, no one else can access that ma ilbox before entering the password.
8. Select Mailbox Name and press Change Settings.
9. Type a name for the mailbox and press Save.
10. Change other settings as desired. W he n fin ishe d, select Close several times then Exit.
Procedure for Scan to Mailbox Setup through CentreWare Internet Services
1. From a workstation, open up a web bro wser (such as Internet Explorer), and then ent er
the device's IP address in the form at htt p: // xxx.xxx.xxx.xxx (the xxx's repre s ent the
device's IP address). If connected pr ope rl y, you should see a CentreWare Internet
Services web page for your device.
2. Create mailboxes :
a. Click the Properties tab.
b. Click the Mailboxes folder.
c. Click the Edit button.
d. Enter the appropriate informa ti on. If a password is entered for a mailbox, no one
else can access that mailbox before entering the password.
e. Click on Apply New Settings.
If prompted to enter a User Name and Password, the default settings are 11111
and x-admin respectively.
Copyright © 2006, Xerox Corporat ion . All rights reserved.
5
Scan to Mailbox Setu p (Optional)
Note
Procedure for Scanning to Mailbox
1. At the device, select All Services and Sc an to M ailbox.
a. Select the mailbox number to which yo u want to scan a document.
b. Load the sample document into the document feede r.
c. Press the Start button.
2. Verify that the scanned document is in the mailbox.
a. Select the mailbox number to which the document was scanned.
b. Select Document List.
To retrieve the scan ned document to a Windows PC, install the scan driver on the
PC or use CentreWare Internet Services. More information can be found on t he
CentreWare Utili ti es C D-ROM and the "C entr eWare Int ern et Serv ices " ch apt er o f
the User Guide.
Copyright © 2006, Xerox Corporat ion . All rights reserved.
6
Network Scanning Setup (Optional)
Network Scanning Setup (Optional)
Network scanning uses FTP or SMB protocols to transfer scanned documents on to a serv er
or a client. Templates (scanned file properties) and repositories (destinati on fo lde rs) ne e d to
be set up to enable network scanning.
See also:
User Guide: Contains information on how to set up templates and re posi tories.
System Administrator Guide: Contains details about Ne twork Scanning setup.
Prerequisites for Network Scanning Setup
Confirm that:
1. An existing operational network utilizing TCP/IP is available.
2. A repository (folder) exists on the FTP or SMB server to hold the sca nne d documents.
A user account for the device must be created on the server that allows access to the
repository folder.
Procedures for Network Scanning Setup
1. Power on the device.
2. Press Login/Logout, then type the UserID 1111 1 and press Confirm.
3. From the System Administrator menu, select System Settings.
4. Select System Settings.
5. Select Network Settings.
6. Select Port Settings.
7. Enable the following po rt s by highlighting each port and selec t Cha nge Setti ngs.
a. Internet Services (HTTP).
b. FTP Client Port or SMB Port (depending on which protocol is used).
c. SNMP Port.
d. SOAP Port.
8. Select Close several tim es then Exit. The device will reboot.
9. From a workstation, open up a web bro wser (such as Internet Explorer), and then ent er
the device's IP address in the form at htt p: // xxx.xxx.xxx.xxx (the xxx's repre s ent the
device's IP address). If connected pr ope rl y, you should see a CentreWare Internet
Services web page for your device.
10. Create a Repository setting.
a. Select the Print/Scan Services tab.
b. Select Job Templates.
c. Select the Display Job Template Screen button.
d. Select File Repository Setup.
e. Enter the app r opriate information to name this reposi to ry setting an d pr ovide a
path to the repository folder previously created on the FTP or SMB server. The
Port setting can be left blank. (For Anonymous FTP, a value must be entered in
the password field).
Copyright © 2006, Xerox Corporat ion . All rights reserved.
7
Network Scanning Setup (Optional)
Note
Note
Note
f. Select Apply.
If prompted to enter a User Name and Password, the default settings are 11111
and x-admin respectively.
11. Create a Template.
a. Select the Template button.
b. Select Create New.
c. Enter a name fo r the template.
d. Select Public for the Repository Type. The repository created above should
appear in the window.
A private template does not require sepa ra te repo sitory se tt in gs, since the routing
information is entered directly into the template itself.
e. Select Next.
f. Make selections as needed to define the properties of the scanned files created by
this template.
g. Select OK.
Procedure for Network Scanning
1. At the device select All Services and Network Scanning.
2. Select a template from the list. You can also change any other value from the control
panel without impacting the template configuration; only the current job will be
affected.
3. Load a sample document into the document feeder.
4. Press the green Start button. The job is sent to the server using FTP or SMB protocol
as defined within the template.
5. From a workstation, log on to the FTP or SMB Server. Navigate to the repository
(destination) that was specified earlier. Your scanned document is located in that folder.
If remote authentication has been enabled, a separate login screen appears when
the Network Scanning feature is selected. Documents are not scanned unless the
remote authentication server authenticates user access.
Copyright © 2006, Xerox Corporat ion . All rights reserved.
8
Scan to FTP/SMB (Optional)
Scan to FTP/SMB (Optional)
Files can be scanned on the multifunction device and routed to a server or a client using FTP
or SMB protocols. Directory structures (repositories) need to be created on the server to hold
the scanned documents.
See also:
System Administrator Guide: Contains more detail concerning Scan to FTP/SMB setup.
User Guide: Contains information on how to set up templates and re posi tories.
Prerequisites for Scan to FTP/SMB
Confirm that:
1. An existing operational network utilizing TCP/IP is available.
2. FTP/SMB Server/Client exists and is running.
3. A repository (folder) exists on the FTP/ SMB se rve r to ho ld the scan ne d document. A
User account for the device must be created on the server that allows access to the
repository folder.
Procedure for Scan to FTP/SMB
1. Power on the device.
2. Press Login/Logout, then type the UserID 1111 1 and press Confirm.
3. From the System Administrator menu, select System Settings.
4. Select System Settings.
5. Select Network Settings.
6. Select Port Settings.
7. Enable the following po rt s by highlighting each port and selec t Cha nge Setti ngs.
a. Internet Services (HTTP).
b. FTP Client Port or SMB Port (depending on which protocol is used).
c. SNMP Port.
d. SOAP Port.
8. Select Close several tim es then Exit. The device will reboot.
9. Select All Services.
10. On the touch s cr een, select Scan T o FTP/SMB.
11. Select the FTP button.
12. Select the de s ired protocol f or t h i s s can and select Save.
13. Enter all the i n f ormation req u ired. See the User Guide for more detailed information.
Select any field to access a keyboa rd for data entry. Select Save after each complete
entry.
14. Load a sample document into the document feeder.
15. Press the Start button.
Copyright © 2006, Xerox Corporat ion . All rights reserved.
9
Scan to FTP/SMB (Optional)
Note
16. From a workstation, logon to the FT P/SMB server. Navigate to the directory path
(repository) that was set up earlie r on t he se rver. Your scanned document can be found
in the specified directory.
If remote authentication has been enabled, a separate login screen appears when
the Scan to FTP/SMB feature is selected. Documents are not scanned in unless the
remote authentication server authenticates user access.
Copyright © 2006, Xerox Corporat ion . All rights reserved.
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