Xerox DocuMate 3920 User Manual

August 2010 05-0805-000

Xerox DocuMate 3920

User’s Guide

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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.

Table of Contents

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

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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

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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

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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.

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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.

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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

Setting the Default Scan Function on page 29 for detailed

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.

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

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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.

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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.

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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.

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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

Loading Documents to

Scan

This chapter includes:

• Scanning from the Automatic Document Feeder (ADF) on page 32

• Scanning from the Flatbed Glass on page 34

NOTE: Always remove any staples or paper clips from documents before inserting them into the

scanner. Staples and paper clips can jam the feed mechanism and scratch the internal components. Also remove any labels, stickers, or Post-It™ notes that may come off during the scanning process and get stuck in the scanner. Misuse as described here will void your scanner’s warranty.

Xerox DocuMate 3920

User’s Guide

Scanning from the Automatic Document Feeder (ADF)

1. Prepare the pages before loading them into the scanner, this helps to prevent multiple-page feeding and paper jams.

• If the edges of the paper are curled or folded, flatten them as much as possible.

• Fan the edges of the paper to make sure none of the pages are stuck together.

2. Adjust the paper guides for the width of the paper being scanned.

3. Adjust the Paper Stop at the back of the scanner for the length of the paper.

Xerox DocuMate 3920 User’s Guide

4. Load the stack of documents face up, with their tops into the Automatic Document Feeder.

Xerox DocuMate 3920

User’s Guide

Scanning from the Flatbed Glass

You can scan small paper, plastic cards, books, and other items that can not be scanned through the Automatic Document Feeder.

1. Remove any paper in the Automatic Document Feeder.

The scanner automatically detects if paper is in the Automatic Document Feeder and will scan pages in it. You must remove these pages prior to scanning if you want to scan from the Flatbed.

2. Lift the scanner cover and place an item face down on the glass.

3. Align the item with the arrow on the reference frame then close the cover.

Xerox DocuMate 3920 User’s Guide

Copying

This chapter includes:

• Scanning to a Printer on page 36

• Scan Options for Copying on page 37

• Setting the Default Copy Options on page 41

• Information Messages When Copying on page 42

• Copy Specifications on page 43

To use the Copy function, you need to connect the scanner to a USB InkJet or Laser printer that supports PCL.

Make sure the printer is connected and turned on before turning on the scanner. The scanner will detect a printer during the power-up cycle only.

Xerox DocuMate 3920

User’s Guide

Scanning to a Printer

1. Place your document face up in the ADF or face down on the flatbed glass.

2. Press the Copy button on the scanner.

3. The LCD touch screen displays the copying options.

4. Select the options you want to use for the documents you are scanning on the Basic, Image Edit, and Advanced Copy tabs.

Note that any settings you change here are not permanently saved. The next time the copy function is used, the default copy options will be displayed in the LCD screen.

The next section describes each feature in detail.

5. Use the numeric keypad on the scanner to set the number of copies you want printed.

6. Press the B&W or Color button on the scanner to start scanning.

The scanner starts scanning and sends the image to the attached printer.

Xerox DocuMate 3920 User’s Guide

Scan Options for Copying

Basic Settings

Option Description

Reduce/Enlarge

(A default value cannot be assigned)

Paper Tray

(A default value cannot be assigned)

Paper Size Select the size of the paper you are scanning from the list.

Image Density The image density can be adjusted within a range of 7 levels using the control panel.

Select the scaling percentage by touching the Switch button. Change this setting only if the items you are scanning will not fit on the pages that are in the printer. Choices are:

• 100% (there is no scaling)

• 25% / 50% / 78% (Legal -> Letter) / 127% (Letter -> Legal) / 200%

• Fit to Page (selecting this option decreases the size to about 93% of the

original)

•Variable

Variable means selecting your scaling percentage in a one percent increment from 25%~400% using the Up-arrow and Down-arrow keys.

Sets which paper tray, in the printer, will be used for the current scan job. Choices are:

• Auto (Selects the paper tray automatically)

• MP (Multi-purpose tray)

Choices are:

• A4 / Letter / A5 / B5 / Legal Note that Legal size is available only when scanning from the ADF.

Increasing the value makes the printouts darker, decreasing the value makes the printouts lighter. Press the left or right arrows to adjust the level.

Copy Mode Choose the focus of your copy result.

• Speed—this is the default option and is a blend of the other two options in

regards to speed and image clarity.

• Te x t—choose this option if you are making copies of text documents. This

option prints the fastest of these options.

• Photo—choose this option if your document contains pictures for clearer

graphic quality. This option prints slower than the others.

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User’s Guide

Image Edit Settings

Option Description

Erase Border Sets the width of the border you want removed from the image.

Choices are:

•0 / 0.25 / 0.5 / 0.75 / 1.0 inches

•0 / 6 / 13 / 19 / 25 mm

Margin Adjustment The “Margin Adjustment” option will move the copy image to the right and/or to the

bottom; depending on the “Right” and “Bottom” parameters. Choices are:

•0 / 0.25 / 0.5 / 0.75 / 1.0 inches

•0 / 6 / 13 / 19 / 25 mm

Unit Choose the unit of measurement you want to use.

Choices are:

•Inches or MM (millimeter)

Advanced Copy Settings

Option Description

Collate Choose the order you want your copies to be placed in.

• Sort (e.g. pages 1,2,3 / 1,2,3 / 1,2,3)

• Stack (e.g. pages 1,1,1 / 2,2,2 / 3,3,3).

Xerox DocuMate 3920 User’s Guide

Option Description

1 to 1 Sided

2 to 1 Sided

1 to 1 Sided 2 to 1 Sided

Long Edge to Long Edge

Turn your documents from long-

edge binding to long-edge binding.

Short Edge to Long Edge

Turn your documents from short-edge

binding to long-edge binding.

Note: The selection of orientation varies depending on the type of duplex printing.

Duplex Availability of Orientation

1 to 1 sided All options are unavailable.

2 to 1 sided All options are available.

Duplex Choose one of these types to use when printing duplex. First, verify that your printer

includes a duplex option.

Choices are:

• 1 to 1 Sided—Copy single-sided originals onto one side of one sheet of paper.

• 2 to 1 Sided—Copy double-sided originals onto one side of one sheet of paper. Example:

Orientation Specify how you want to bind your duplex printing. First, verify that your printer

includes a duplex option.

Choices are:

• Long Edge to Long Edge—Long Edge means documents are to be bound, or

flipped, on the long edge of paper.

• Short Edge to Long Edge—Short Edge means documents are to be bound, or

flipped, on the short edge of paper.

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User’s Guide

Option Description

Long Edge: /

Short Edge:

2-in 1 4-in 1(landscape) 4-in-1(portrait)

Orientation (Cont’d) Examples:

N-Up (Paper Saving) Use this setting to print multiple pages of a document onto a single sheet of paper,

and to set the sequence of the page images on each sheet of paper.

• 1-in-1 means one page will be printed on a single sheet of paper.

• 2-in-1 means two pages will be printed on a single sheet of paper as illustrated.

• 4-in-1 (landscape) means four pages will be printed on a single sheet of paper in

rows from left to right, top to bottom as illustrated.

• 4-in-1 (portrait) means four pages will be printed on a single sheet of paper in

columns from top to bottom, left to right as illustrated.

Stamp You can specify a word to appear as a stamp on the scanned documents.

(Note: In the Stamp field, there is a small “Soft Keyboard” icon shown at the upperright corner. Touch anywhere on the Stamp field to bring up the soft keyboard to enter your stamp characters.) Example:

Xerox DocuMate 3920 User’s Guide

Setting the Default Copy Options

You can set the default copy options for the scanner. This way, whenever you want to scan to the printer, the most commonly used settings are already configured. Please refer to the previous section for the list of options you can set as a default. Note that the list indicates when a feature cannot be assigned a default value.

To access the Copier Default template from the scanner:

1. Press the Menu button on the scanner.

2. Press the Copier Default button on the LCD touch screen.

3. Change the settings as needed on the Basic, Image Edit, and Advanced Copy tabs.

4. Press OK on the LCD screen to save these settings.

To access the Copier Default template from the scanner:

1. Input the scanner’s IP address in the URL field of your web browser, or open it from the Network Management Tool.

2. When the embedded web page opens, click on the Copier Default link on the left side of the page.

3. Change the settings as needed, and then click the Update button to send the changes to the scanner.

4. Power cycle the scanner.

Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing and navigating the scanner options remotely.

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User’s Guide

Information Messages When Copying

Message Action

ADF paper empty Press the OK button. Reload your documents into the auto document feeder and try

again.

ADF cover open Close the ADF door and press the OK button. Flatbed cover open Close the scanner lid. Remove any paper from the ADF and press the OK button. Flatbed Light Check Power cycle the scanner.

If the code still appears, contact your nearest dealer.

Calibration Error Power cycle the scanner.

If the code still appears, contact your nearest dealer.

Error_Flatbed Home Position

Error_Pick Up Roller • If this occurs while previewing, split your multi-page document into smaller

Home sensor error Power cycle the scanner.

Lamp error Power cycle the scanner.

ADF paper jam ADF paper jam.

Lock error Scanning unit is locked.

Check printer cable or status

Detect printer error 1. Turn off the scanner.

Paper size not supported Please set the supported paper size to the tray of the printer. HLT and * are not sup-

Power cycle the scanner. If the code still appears, contact your nearest dealer.

batches and try again.

• If this occurs while scanning, the pick up roller may not work properly. Contact your nearest dealer for a replacement.

If the code still appears, contact your nearest dealer.

Open the ADF cover and remove the paper from the ADF. If the code still appears, power cycle the scanner. If the code still appears, contact your nearest dealer.

1. Turn off your scanner.

2. Find the lock switch underneath the scanner lid, to one side of the flatbed glass, and unlock the machine.

3. Turn the scanner back on.

4. If the code still appears, contact your nearest dealer.

1. Check if the printer cable has been correctly connected.

2. Check if the printer is turned on.

3. Restart the scanner and your printer.

4. If the message still appears, contact your nearest dealer.

2. Turn off the printer.

3. Turn on the printer.

4. Turn on the scanner.

ported.

Xerox DocuMate 3920 User’s Guide

Copy Specifications

Copy Port USB 2.0 Host Rev 2.0 Printer Language PCL5c. PCL5e Multi-Copy Speed Speed mode Multiple Copies (Copy count) Up to 99 Copy Print Resolution 600 x 600 dpi Original Size ADF Scans—U.S. Legal size 8.5”x14”

Copy Size Up to Legal Density Control 1~7 levels (lightest to darkest) Var iable 25% ~ 400%, in 1% increments Paper Supply A4, U.S. Letter, A5, B5, U.S. Legal Scaling Option 100%(Default)

Edge Erase 0/ 6/ 13/ 19/ 25 mm Margin Shift (right, bottom) 0/ 6/ 13/ 19/ 25 mm Paper saving (N-Up) 1 in 1, 2 in 1, 4 in 1 (landscape), 4 in 1 (portrait) Collate Sort/Stack Duplex 1–1 / 2-1 Orientation for Duplex Long Edge to Long Edge, Short Edge to Long Edge

32 CPM(type B) (copies per minute)

Flatbed Scans—Maximum 8.5”x11.7”

70% (A4->A5) 78% (Legal->Letter) 86% (A4->B5) 115% (B5-> A4) 127% (Letter-> Legal) 141% (A5-> A4) 98% (Fit to Page)

Xerox DocuMate 3920

User’s Guide

Xerox DocuMate 3920 User’s Guide

E-mail

This chapter includes:

• Scanning to E-mail on page 46

• Scan Options for E-mailing on page 48

• Setting the Default E-mail Options on page 52

• Using the Address Book on page 53

• Information Messages When E-mailing on page 54

• E-mail Specifications on page 56

When connected to an ethernet network and an SMTP server, the scanner allows you to transmit documents to your e-mail as an attachment. With a touch of the e-mail key and the selection of your recipients' e-mail addresses, the documents are first scanned and converted into an image file, and then transmitted to remote recipients within minutes.

To use the E-mail option, the scanner must already be set up to work on the network, and have the Mail Server options configured in the scanner. Please refer to the Scanner Setup chapter for further details on Adding the Scanner to the Network and Adding the Email Server Information.

Xerox DocuMate 3920

User’s Guide

Scanning to E-mail

1. Place your document face up in the ADF or face down on the flatbed glass.

2. Press the E-mail button on the scanner.

3. The LCD screen displays the E-mail options.

4. Press anywhere in the To field to show the soft-keyboard on screen so you can input destination E-mail address(es). Press the Cc or Bcc buttons to input E-mail addresses for those fields.

5. Press Return on the soft-keyboard to return to the main E-mail screen.

Instead of inputting the E-mail address manually, you can select email address(es) from the scanner’s address book.

1. Touch the Address Book icon on the E-mail main screen.

Xerox DocuMate 3920 User’s Guide

2. The following Address Book screen displays.

3. Touch an e-mail address to select it. The selected one will be highlighted. (You can touch

another address for multiple selections.)

4. Touch OK to return to the E-mail main screen.

6. Select the options you want to use for the documents you are scanning on the Basic, E-mail Options, and Scan Options tabs.

Note that any settings you change here are not permanently saved. The next time the email function is used, the default email options will be displayed in the LCD screen.

The next section describes each feature in detail.

7. Press the B&W or Color button on the scanner to start scanning.

Note that if Multi-Level(gray) is enabled, on the Scan Options tab, pressing the B&W button on the scanner will send a grayscale image.

The scanner starts scanning and sends the image to the email address you specified.

NOTE:

• If you make a mistake during the process, press the Stop button on the scanner to cancel the scan.

• The scanner allows you to send the scanned documents to multiple e-mail addresses. After inputting the first e-mail address, simply press the enter key, on the soft keyboard, to type another address in the next line.

• Up to 64 characters can be entered in the File Name of Attachment, “To”, “From”, “Reply to”, “Subject”, and the “Text” fields.

• If you wish to scan a multi-page document and convert it to a single image file, choose your output file format to be MTIFF or PDF.

• If you want to scan multiple pages from the flatbed, or more than one set of 50 pages from the ADF, press the Bind button first. After the first flatbed or ADF scan finishes, you will be prompted to bind to the next scan. Place the next page on the flatbed, or document batch in the ADF, and press Bind to continue. After you are done scanning all pages in the document, choose End to close the dialog box.

Xerox DocuMate 3920

User’s Guide

Scan Options for E-mailing

Basic Settings

Option Description

To / Cc / Bcc (A default value cannot be assigned)

Address Book Icon

(A default value cannot be assigned)

Subject Press anywhere in the field to display the soft keyboard. Input the subject you want to

Original Doc. Press the button, on the LCD panel, repeatedly to cycle through the three options.

Resolution Choose your default resolution for the scanned document. The higher the resolution,

Select To, Cc, or Bcc, then press anywhere in the field to open the soft keyboard so you can enter the destination email address.

Press the address book icon to show the address book on the LCD screen. Select the email address from the list that you want and then press OK.

have in the email message, then press Return to return to the email options screen. You can input a maximum of 64 characters for the subject field.

• Simplex: If your original is a single-sided document, choose Simplex to scan your

documents only on one side.

• Duplex(long): If your original is a double-sided document which is bound along

the long edge of paper, choose Duplex(Long) to scan your document on the front and the back side.

• Duplex(short): If your original is a double-sided document which is bound along

the short edge of paper, choose Duplex(Short) to scan your document on the front and the back side.

the greater the detail for the scanned image. High resolution settings take longer to scan and produce larger file sizes. Choices are:

• 75 / 100 / 150 / 200 / 300 / 400 / 600 dpi Note: If you are scanning duplex (two-sided) paper, the resolution for color or gray scanning have a maximum option of 300 dpi.

Xerox DocuMate 3920 User’s Guide

Option Description

Paper Size Select the size of the paper you are scanning from the list.

Choices are:

• A4 / Letter / A5 / B5 / Legal Note that Legal size is available only when scanning from the ADF.

Image Density The image density can be adjusted within a range of 7 levels using the control panel

or from the scanner's Web Page. Increasing the value makes your scanned image darker and decreasing the value makes your scanned image lighter.

Bind

(A default value cannot be assigned)

Multi-batch document scanning from the ADF or Multi-page scanning from the flatbed can be enabled. Press the Bind button when you want to scan more than 50 pages from the ADF or more than one page from the flatbed. After scanning the 1st batch or 1st page, a dialog box will pop up asking if you wish to Bind or End. Choose

Bind to scan the next batch or page or choose End to stop scanning.

E-mail Options

Option Description

File Name of Attachment

The file name of your scanned document without a file extension. If you have not entered a value in the box, the system will set a default file name.

From

(A default value cannot be assigned)

Reply To

(A default value cannot be assigned)

Te xt

(A default value cannot be assigned)

File Separation Limit the file size of the attachment of each outgoing message to avoid the size limi-

Enter the “From” address of your outgoing e-mail from the scanner. If an e-mail can not be sent, notification is returned to this address. If the administrator has not set the device’s e-mail account in the Mail Server settings, you can enter the e-mail address here. This is the “From” address in your e-mail when you receive an email from the scanner.

Enter a “Reply to” address if you want to specify a reply address that is different from the “From” address. Up to 60 characters can be entered in the field. To enter the address, you can touch anywhere on the “Reply To” field to bring up the soft keyboard to type the address.

Type your e-mail message here. To enter the text, you can press anywhere on the “Text” field to bring up the soft keyboard to type the text.

tation of SMTP servers. Choices are:

• 1MB / 3MB / 5MB / 10MB / 30MB / Unlimited

Xerox DocuMate 3920

User’s Guide

Option Description

Add Text File

(A default value cannot be assigned)

Select this option to have a log file (*.log) attached to the email message. This log file describes the scanned image attachment (resolution, color mode, file format, page numbers, and so on.)

Scan Options

Option Description

Color Color documents to be sent via E-mail from the scanner.

Options:

1. File Format: PDF, JPEG, TIFF, MTIFF (Multi-page TIFF)

Note: Choose MTIFF or PDF when you need to scan multi-page documents and convert it to a single image file.

2. Compression Level: Low, Medium, High (If TIFF or MTIFF is selected as a file format, the compression Level is defined as

Raw only.)

Black&White Multi-Level (Gray): Choose “ON” if you wish to make gray copies or OFF to make a

B&W (single-bit) copy.

• If you choose ON from Multi-Level (Gray), the file formats include PDF, JPEG, TIFF, and MTIFF. If TIFF or MTIFF is selected as your file format, the compression Level is limited to Raw only.

• If you choose OFF from Multi-Level (Gray), the file formats include PDF, TIFF, and MTIFF. The compression Level of MTIFF or TIFF includes G3, G4, and Raw.

Options:

1. Multi-Level (Gray): ON, OFF

2. File format: PDF, TIFF, MTIFF(Multi-page TIFF)

3. Compression Level: Low, Medium, High

File Formats

PDF PDF (Portable Document Format) is a very popular file format used by Adobe. You can

view PDF files using Adobe Acrobat or Adobe Reader.

TIFF/MTIFF TIFF (The Tagged-Image File Format) is a flexible bitmap image format supported by

virtually all paint, image-editing, and page-layout applications. Also, virtually all desktop scanners can produce TIFF images.

JPEG JPEG (Joint Photographic Experts Group) compression provides the best results with

continuous-tone color and the smallest file size.

Xerox DocuMate 3920 User’s Guide

Option Description

The following is an example of file size based on selected scanning options and file format.

Color: A4 @ 200 dpi TIFF (10 MB) / PDF (53 KB) / JPEG (212 KB)

B&W: A4 @ 200 dpi TIFF (100 KB) / PDF (20 KB) / JPEG (5 MB)

Xerox DocuMate 3920

User’s Guide

Setting the Default E-mail Options

You can set the default email options for the scanner. This way, whenever you want to scan and send an email, the most commonly used settings are already configured. Please refer to the previous section for the list of options you can set as a default. Note that the list indicates when a feature cannot be assigned a default value.

To access the E-mail Default template from the scanner:

1. Press the Menu button on the scanner.

2. Press the E-Mail Default button on the LCD touch screen.

3. Change the settings as needed on the Default E-Mail Options and Default Scan Options tabs.

4. Press OK on the LCD screen to save these settings.

To access the E-Mail Default template from the scanner:

1. Input the scanner’s IP address in the URL field of your web browser, or open it from the Network Management Tool.

2. When the embedded web page opens, click on the E-Mail Default link on the left side of the page.

3. Change the settings as needed, and then click the Update button to send the changes to the scanner.

4. Power cycle the scanner.

Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing and navigating the scanner options remotely.

Xerox DocuMate 3920 User’s Guide

Using the Address Book

The scanner has an internal address book that can store up to 2000 email addresses and 100 email groups. Touch the Address Book icon on the E-mail main screen to display the Address Book screen.

To select a group address:

1. On the Address Book screen, touch the Group tab to display the following Group screen.

2. Touch a group to select it and then touch OK to return to the E-mail main screen. (You can touch another group to select multiple groups)

To search an e-mail address or a group:

1. On the Address Book main screen, touch Search to display the following E-mail Search screen.

2. Choose your search type. (All means to search the addresses in the current Address Book of the scanner. LDAP means to search the addresses from an external address book on an LDAP server.)

3. Enter your search string via the soft keyboard.

4. Touch the Search button to start searching.

Please refer to Managing the Scanner Address Book on page 104 for instructions on setting up the scanner’s address book. The section Adding the Email Server Information on page 26 contains instructions on setting the scanner access to an LDAP server.

Xerox DocuMate 3920

User’s Guide

Information Messages When E-mailing

Message Action

Sequence error Reboot the machine, and try again later. If the error is still there, con-

tact your nearest dealer.

Device internal failure Reboot the machine, and try again. If the error is still there, contact

your nearest dealer.

Failed to connect mail server Contact your network administrator for further help. Failed to get response from mail

server. SMTP server is empty. Please specify SMTP server in the Menu options. SMTP server address is wrong. Please check SMTP server. Unpredicted error Power cycle the scanner.

Insufficient System Storage Contact your network administrator for further help. Mail server doesn’t support SMTP ser-

vice extension Mail server doesn’t support SMTP

login authentication. SMTP login error Check your login user name and password. Mailbox Unavailable Make sure the “To” address is correct. Processing Error Contact your network administrator for further help. Temporary authentication failure Contact your network administrator for further help on the mail server’s

Command error Reboot the machine, and try again. If the error is still there, contact

Parameters or argument error Check if the Device Name is valid. The Device Name can be found in

Command parameters not implemented

Authentication requires Contact your network administrator on mail server’s authentication

Mailbox unavailable Check “To” address. User not local Check “To” address. Service unavailable Contact your network administrator for further help.

Contact your network administrator or nearest dealer for further help.

Please specify the IP address of the SMTP server by pressing the Menu button on the panel.

Check the IP address of the SMTP server.

Contact your network administrator or nearest dealer for further help.

Contact your network administrator for further help.

Contact your network administrator to turn on the SMTP login option.

authentication mechanism. Choose SMTP authentication for E-mail security or turn off the mail server’s authentication and try again.

your nearest dealer.

Menu>General. Check “From” address. Check “To” address. Contact your network administrator for further help.

Check if the Device Name is valid. The Device Name can be found in Menu>General. Or you may contact your network administrator for further help.

mechanism. Choose SMTP authentication for E-mail security or turn off the mail server’s authentication and try again.

Xerox DocuMate 3920 User’s Guide

Message Action

Mail server does not support SMTP service extension Exceeded storage allocation Check “To” address.

Mailbox name is not allowed Check “To” address. Mail action has not been taken Check “To” address. Connection error Check network environment.

The transaction has failed Contact your network administrator for further help. POP3 server address is wrong Check the IP address of the POP3 server. Failed to connect POP3 server Contact your network administrator for help. Fai l e d to login P OP3 server Check the login name and password. LDAP server login error Check the login name and password. LDAP server IP error Check the IP address of the LDAP server. Or contact your network

LDAP port error Check if the port number is correct. LDAP user password error Check if the password is correct.

Contact your network administrator for further help.

Check mailbox storage allocation. Contact your network administrator for further help.

Check if email attachment size is larger than the mailbox quota.

administrator for help.

Xerox DocuMate 3920

User’s Guide

E-mail Specifications

Protocol SMTP, MIME, Mail Sever Authentication SMTP-AUTH, POP3 File format

B/W (single bit)

Gray (8 bit)

Color (24 bit)

Compression Method

Compression Level Low / Medium / High Supported Resolution 75, 100, 150, 200, 300, 400, 600 dpi Default Resolution 200 dpi Address Book Capacity

Max. Address

No. of Address in Each Group Multiple Recipients allowed Ye s Supported Mail Server Lotus Mail Server 5.0

Supported LDAP Server Windows 2003 Active Directory with SFU(Service for Unix)

Supported Mail Application Microsoft Outlook 2000

PDF, TIFF, M-TIFF PDF, JPEG, TIFF, M-TIFF PDF, JPEG, TIFF, M-TIFF

B/W

RAW, G3, G4

Gray

JPEG

Color

JPEG

2000

Group

100 99

MS Exchange Server 2000/2003 RedHat 7.0 SendMail MAC Mail Server in OS 9.04

Windows Server 2000 + MS Exchange 5.5 Lotus Notes R5

Microsoft Outlook Express 5.0 Microsoft Outlook Express 6 Eudora 4.3.2J Lotus Notes R5 MAC built-in MAIL Application

Xerox DocuMate 3920 User’s Guide

Filing

This chapter includes:

• Scanning to a Folder on page 58

• Scan Options for Filing on page 60

• Setting the Folder Template on page 63

• Creating a New Folder on page 65

• Information Messages When Filing on page 66

• Filing Specifications on page 68

The scanner allows you to send the scanned documents to a server or a personal computer’s file folder over 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 scan-to-folder feature off-loads the mail server from handling large attachments.

The scanner must already be set up to work on the network. Please refer to the Scanner Setup chapter for further details on “Adding the Scanner to the Network”.

Xerox DocuMate 3920

User’s Guide

Scanning to a Folder

1. Place your document face up in the ADF or face down on the flatbed glass.

2. Press the Filing button on the scanner.

3. The LCD screen displays the Filing options.

4. Choose a folder to save your scanned image.

• Or you can use the Up-arrow or Down-arrow button to scroll through the list.

• Or you can display the most frequently used folder list by touching the Show All button.

The next section describes each feature in detail.

5. Press the B&W or Color button on the scanner to start scanning.

Note that if Multi-Level(gray) is enabled, on the Scan Options tab, pressing the B&W button on the scanner will send a grayscale image.

The scanner starts scanning and sends the image to the folder you specified.

Xerox DocuMate 3920 User’s Guide

NOTE:

• If you make a mistake during the process, press the Stop button on the scanner to cancel the scan.

Xerox DocuMate 3920

User’s Guide

Scan Options for Filing