Xerox WorkCentre 5845, WorkCentre 5865, WorkCentre 5855, WorkCentre 5875, WorkCentre 5890 Administrator's Guide

Xerox WorkCentre 5845/5855/5865/5875/5890

Multifunction Printer Imprimante multifonction

Xerox® WorkCentre 5845/5855/5865/5875/5890

System Administrator Guide Guide de l’administrateur système

Español Guía del administrador del sistema

Português Guia de Administração do Sistema

this publication may not be reproduced in any form without permission of Xerox Corporation.

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, and so on.

Xerox

and Xerox and Design®, Phaser®, PhaserSMART®, PhaserMatch®, PhaserCal®, PhaserMeter™, CentreWare®, PagePack®, eClick®,

PrintingScout

Secure Access Unified ID System

, Walk-Up®, WorkCentre®, FreeFlow®, SMARTsend®, Scan to PC Desktop®, MeterAssistant®, SuppliesAssistant®, Xerox

, Xerox Extensible Interface Platform®, ColorQube®, Global Print Driver®, and Mobile Express Driver®

are trademarks of Xerox Corporation in the United States and/or other countries.

Adobe

Reader®, Adobe® Type Manager®, ATM™, Flash®, Macromedia®, Photoshop®, and PostScript® are trademarks of

Adobe Systems Incorporated in the United States and/or other countries.

Apple, Bonjour, EtherTalk, TrueType, iPad, iPhone, iPod, iPod touch, Mac and Mac OS are trademarks of Apple Inc., registered in the U.S.

and other countries. AirPrint and the AirPrint logo are trademarks of Apple Inc.

HP-GL

, HP-UX®, and PCL® are trademarks of Hewlett-Packard Corporation in the United States and/or other countries.

IBM

and AIX® are trademarks of International Business Machines Corporation in the United States and/or other countries.

Microsoft

, Windows Vista®, Windows®, and Windows Server® are trademarks of Microsoft Corporation in the United States and other

countries.

Novell

, NetWare®, NDPS®, NDS®, IPX™, and Novell Distributed Print Services™ are trademarks of Novell, Inc. in the United States and

other countries.

SGI

and IRIX® are trademarks of Silicon Graphics International Corp. or its subsidiaries in the United States and/or other countries.

Sun, Sun Microsystems, and Solaris are trademarks or registered trademarks of Oracle and/or its affiliates in the United States and

other countries.

McAfee

, ePolicy Orchestrator®, and McAfee ePO™ are trademarks or registered trademarks of McAfee, Inc. in the United States and

other countries.

UNIX

is a trademark in the United States and other countries, licensed exclusively through X/ Open Company Limited.

PANTONE

and other Pantone, Inc. trademarks are the property of Pantone, Inc.

Document version 1.1: July 2013

Contents

1 Introduction 11

Overview ........................................................................................................................................................................... 12

Configuration Steps ............................................................................................................................................. 12

More Information ......................................................................................................................................................... 13

2 Initial Setup 15

Physically Connecting the Printer ........................................................................................................................... 16

Assigning a Network Address ................................................................................................................................... 17

Connecting the Printer to a Wireless Network ................................................................................................... 18

Accessing Administration and Configuration Settings ................................................................................... 19

Accessing the Control Panel as a System Administrator ....................................................................... 19

Accessing CentreWare Internet Services as a System Administrator ............................................... 19

Initial Setup at the Control Panel ........................................................................................................................... 20

Installation Wizard ............................................................................................................................................... 20

Quick Setup Home ................................................................................................................................................ 20

Setting the Measurement Units ...................................................................................................................... 20

Installing Optional Software Features .......................................................................................................... 21

Initial Setup in CentreWare Internet Services ................................................................................................... 22

Printing the Configuration Report .................................................................................................................. 22

Restricting Access to the Printer ...................................................................................................................... 22

Using the Configuration Overview Page ...................................................................................................... 23

Assigning a Name and Location to the Printer .......................................................................................... 23

Selecting Services to Appear on the Touch Screen .................................................................................. 23

Installing Optional Software Features .......................................................................................................... 24

Supplies Plan Activation Code.......................................................................................................................... 24

Physical Connection Settings ........................................................................................................................... 25

Changing the System Administrator Password .................................................................................................

Changing the System Administrator Password at the Control Panel ................................................ 26

Setting the Date and Time ........................................................................................................................................ 27

Setting the Date and Time in CentreWare Internet Services .............................................................. 27

Setting the Date and Time at the Control Panel ...................................................................................... 27

3 Network Connectivity 29

Connecting to a Wireless Network ......................................................................................................................... 30

Configuring Wireless Settings Manually ...................................................................................................... 31

Connecting Directly to a Wireless Network ......................................................................................................... 32

IP ......................................................................................................................................................................................... 33

Enabling TCP/IP ..................................................................................................................................................... 33

Configuring the Network Address Manually at the Control Panel ..................................................... 33

Configuring DNS Settings at the Control Panel ........................................................................................ 34

WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer 3 System Administrator Guide

Contents

Configuring IP Settings in CentreWare Internet Services ..................................................................... 34

FTP/SFTP Filing .............................................................................................................................................................. 37

Configuring FTP and SFTP Filing Settings ................................................................................................... 37

IPP....................................................................................................................................................................................... 38

SLP ...................................................................................................................................................................................... 39

Configuring SLP ..................................................................................................................................................... 39

SNMP ................................................................................................................................................................................. 40

Enabling SNMP ...................................................................................................................................................... 40

Configuring SNMPv1/v2c ................................................................................................................................... 40

Configuring SNMPv3 ........................................................................................................................................... 41

Configuring SNMP Advanced Settings ......................................................................................................... 42

LPR/LPD ............................................................................................................................................................................ 43

SSDP ................................................................................................................................................................................... 44

Microsoft Networking .................................................................................................................................................. 45

Configuring Microsoft Networking ................................................................................................................. 45

Configuring WINS................................................................................................................................................. 45

Raw TCP/IP Printing ..................................................................................................................................................... 46

Configuring Raw TCP/IP Settings ................................................................................................................... 46

Configuring Raw TCP/IP Advanced Settings .............................................................................................. 47

SMB Filing ........................................................................................................................................................................ 48

Configuring Kerberos Authentication Options for SMB ......................................................................... 48

SMTP Server .................................................................................................................................................................... 49

Configuring SMTP Server Settings .................................................................................................................. 49

Configuring SMTP Authentication Settings ................................................................................................ 49

Configuring SMTP Connection Encryption Settings ................................................................................

Configuring SMTP File Size Management ................................................................................................... 50

Testing SMTP Configuration Settings ........................................................................................................... 50

LDAP .................................................................................................................................................................................. 51

Adding LDAP Server Information ................................................................................................................... 51

Adding or Editing LDAP Servers in CentreWare Internet Services ...................................................... 51

Configuring LDAP Server Optional Information ....................................................................................... 52

Configuring LDAP Contexts............................................................................................................................... 53

Configuring LDAP User Mappings .................................................................................................................. 53

LDAP Custom Filters ............................................................................................................................................. 54

HTTP .................................................................................................................................................................................. 55

Enabling HTTP at the Control Panel .............................................................................................................. 55

Configuring HTTP Settings in CentreWare Internet Services ............................................................... 55

Accessing HTTP Web Services .......................................................................................................................... 55

HTTP Web Services ............................................................................................................................................... 56

Accessing HTTP Advanced Settings ............................................................................................................... 56

HTTP Advanced Settings .................................................................................................................................... 56

POP3 .................................................................................................................................................................................. 57

Proxy Server..................................................................................................................................................................... 58

Configuring the Proxy Server ............................................................................................................................ 58

NTP ..................................................................................................................................................................................... 59

WSD ................................................................................................................................................................................... 60

4 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

Contents

Enabling WSD ......................................................................................................................................................... 60

NetWare ........................................................................................................................................................................... 61

Configuring NetWare General Settings ........................................................................................................ 61

Enabling SAP ........................................................................................................................................................... 61

Bindery Settings .................................................................................................................................................... 62

Configuring NetWare Directory Services (NDS) Settings ...................................................................... 62

NDPS/NEPS.............................................................................................................................................................. 62

AppleTalk ......................................................................................................................................................................... 63

Before You Begin................................................................................................................................................... 63

Configuring AppleTalk ........................................................................................................................................ 63

4 Security 65

Setting Access Rights ................................................................................................................................................... 66

Authentication ....................................................................................................................................................... 66

Authorization .......................................................................................................................................................... 67

Personalization ....................................................................................................................................................... 67

Setting the Login Method .................................................................................................................................. 67

Configuring Authentication Settings .................................................................................................................... 68

Configuring Local Authentication Settings ................................................................................................. 68

Configuring Network Authentication Settings .......................................................................................... 69

Configuring Xerox Secure Access Unified ID System Authentication Settings ............................. 71

Configuring Convenience Authentication Settings .................................................................................. 73

Configuring Smart Card Authentication Settings..................................................................................... 74

Configuring Authorization Settings ....................................................................................................................... 77

Setting the Authorization Method ................................................................................................................. 77

Configuring Local Authorization Settings .................................................................................................... 77

Configuring Network Authorization Settings .............................................................................................

User Permissions .................................................................................................................................................... 78

Secure HTTP (SSL) ........................................................................................................................................................ 85

Using SSL for all HTTP Communication ....................................................................................................... 85

FIPS 140-2 ....................................................................................................................................................................... 86

Enabling FIPS 140 Mode and Checking for Compliance ....................................................................... 87

Stored Data Encryption .............................................................................................................................................. 88

Enabling Encryption of Stored Data .............................................................................................................. 88

IP Filtering ....................................................................................................................................................................... 89

Creating or Editing an IP Filter Rule ............................................................................................................... 89

Editing an IP Filter Rule ...................................................................................................................................... 89

Arranging the Execution Order of IP Filter Rules ...................................................................................... 90

Audit Log .......................................................................................................................................................................... 91

Enabling Audit Log ............................................................................................................................................... 91

Saving an Audit Log ............................................................................................................................................. 91

Saving an Audit Log to a USB Flash Drive ................................................................................................... 91

Interpreting the Audit Log................................................................................................................................. 92

McAfee Embedded Control ....................................................................................................................................... 93

Setting the Security Level and Alert Options .............................................................................................. 93

Configuring for Security Event Alerts in McAfee ePO ............................................................................. 94

IPsec ................................................................................................................................................................................... 98

WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer 5 System Administrator Guide

Contents

Enabling IPsec ........................................................................................................................................................ 98

Managing Actions ................................................................................................................................................. 99

Managing Protocol Groups ............................................................................................................................. 101

Managing Host Groups ..................................................................................................................................... 101

Managing Security Policies ............................................................................................................................. 102

Security Certificates ................................................................................................................................................... 103

Installing Certificates ........................................................................................................................................ 103

Creating and Installing a Xerox

Installing the Generic Xerox

Device Certificate ............................................................................. 104

Trusted CA Certificate ........................................................................... 104

Creating a Certificate Signing Request ...................................................................................................... 105

Installing Root Certificates .............................................................................................................................. 106

Installing Domain Controller Certificates .................................................................................................. 106

Viewing, Saving, or Deleting a Certificate ................................................................................................. 106

Specifying the Minimum Certificate Key Length .................................................................................... 107

802.1X ............................................................................................................................................................................. 108

Enabling and Configuring 802.1X in CentreWare Internet Services ............................................... 108

System Timeout .......................................................................................................................................................... 110

Setting System Timeout Values .................................................................................................................... 110

Overwriting Image Data .......................................................................................................................................... 111

Manually Deleting Image Data ..................................................................................................................... 111

Scheduling Routine Deletion of Image Data ........................................................................................... 112

Immediate Job Overwrite ................................................................................................................................ 113

PostScript Passwords ................................................................................................................................................. 114

Enabling or Creating PostScript Passwords ............................................................................................... 114

USB Port Security ........................................................................................................................................................

Enabling or Disabling USB Ports .................................................................................................................... 115

Displaying or Hiding Network Settings ............................................................................................................... 116

Displaying or Hiding Network Settings at the Control Panel ............................................................. 116

Hiding User Names on the Control Panel .......................................................................................................... 117

Verifying the Software .............................................................................................................................................. 118

Restricting Print File Software Updates.............................................................................................................. 119

Specifying Email and Internet Fax Recipient Restrictions .......................................................................... 120

Disabling the System Administrator Password Reset .................................................................................... 121

115

5 Printing 123

Paper Management ................................................................................................................................................... 124

Setting Default Paper Type and Color ........................................................................................................ 124

Enabling Paper Subsitution ............................................................................................................................. 124

Selecting Paper Tray Settings ........................................................................................................................ 124

Selecting Tray 1 Settings ................................................................................................................................. 125

Setting Paper Size Preference ........................................................................................................................ 125

Saving and Reprinting Jobs ..................................................................................................................................... 126

Enabling the Reprint Saved Jobs Feature .................................................................................................. 126

Create and Manage Saved Jobs Folders .................................................................................................... 126

Saving and Printing Jobs .................................................................................................................................. 127

Backing up Saved Jobs ...................................................................................................................................... 127

Restoring Saved Jobs from an FTP Repository ........................................................................................ 128

6 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

Contents

Printing Jobs from CentreWare Internet Services .......................................................................................... 129

Configuring General Print Settings ...................................................................................................................... 130

Printing an Error Sheet .............................................................................................................................................. 131

Managing Banner Page Printing Options .......................................................................................................... 132

Enabling Banner Page Printing in CentreWare Internet Services ..................................................... 132

Enabling Banner Page Printing at the Control Panel ............................................................................. 132

Enabling Banner Page Printing in the Print Driver .................................................................................. 132

Configuring Secure Print Settings ......................................................................................................................... 133

Configuring Secure Print Device Policies .................................................................................................... 133

Configuring Secure Print Driver Defaults ................................................................................................... 133

Hold All Jobs .................................................................................................................................................................. 134

Configuring the Hold all Jobs Feature ......................................................................................................... 134

UNIX, Linux, and AS/400 Printing ........................................................................................................................ 135

Xerox

Services for UNIX Systems ............................................................................................................... 135

Printing from a Linux Workstation ............................................................................................................... 136

Adding the Printer ............................................................................................................................................... 137

Printing with CUPS ............................................................................................................................................. 137

AS/400 .................................................................................................................................................................... 137

Print from USB ............................................................................................................................................................. 138

Enabling Print from USB ................................................................................................................................... 138

Print from Mailbox ...................................................................................................................................................... 139

Enabling Print From Mailbox .......................................................................................................................... 139

AirPrint ............................................................................................................................................................................ 140

Allowing Users to Interrupt Active Print Jobs ................................................................................................... 141

Specifying Output Settings .....................................................................................................................................

142

6 Copying 143

Specifying Default Copy Settings at the Control Panel ............................................................................... 144

Changing the Reading Order .................................................................................................................................. 145

Setting Copy Presets .................................................................................................................................................. 146

Accessing Copy Presets ..................................................................................................................................... 146

Edge Erase Presets .............................................................................................................................................. 146

Changing Image Shift Presets ....................................................................................................................... 146

Changing Reduce/Enlarge Presets ................................................................................................................ 147

Specifying ID Card Copy Settings ........................................................................................................................ 148

Disabling Automatic Image Rotation ................................................................................................................. 149

Enabling Toner Saver................................................................................................................................................. 150

Specifying Output Settings ..................................................................................................................................... 151

7 Scanning 153

Scanning to a Folder on the Printer ..................................................................................................................... 154

Enabling or Disabling Scan to Mailbox ....................................................................................................... 154

Setting Scan Policies .......................................................................................................................................... 154

Managing Folders and Scanned Files .......................................................................................................... 155

Scanning to an Email Address ................................................................................................................................ 158

WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer 7 System Administrator Guide

Contents

Email ........................................................................................................................................................................ 158

Workflow Scanning .................................................................................................................................................... 163

Enabling Workflow Scanning .......................................................................................................................... 163

Configuring File Repository Settings ........................................................................................................... 163

Configuring the Default Template ............................................................................................................... 168

Configuring a Template to Create a Password-Protected PDF .......................................................... 170

Configuring Workflow Scanning General Settings ................................................................................. 170

Setting Scanned Image File Naming Conventions ................................................................................ 171

Configuring Custom File Naming ................................................................................................................. 172

Configuring Template Pool Repository Settings ..................................................................................... 172

Updating the List of Templates at the Control Panel ........................................................................... 173

Setting Template Display Settings for the Control Panel .................................................................... 173

Configuring a Validation Server .................................................................................................................... 173

Scan to USB................................................................................................................................................................... 174

Enabling Scan to USB ........................................................................................................................................ 174

Scanning to a User Home Folder .......................................................................................................................... 175

Configuring the Printer for the Xerox Scan Utility ......................................................................................... 177

Enabling Remote Scanning using TWAIN ......................................................................................................... 178

Configuring Scan To Destination .......................................................................................................................... 179

Before You Begin................................................................................................................................................. 179

Configuring Default Scan Settings ............................................................................................................... 179

Setting the Default Scan To View to Favorites ........................................................................................ 179

8 Faxing 181

Fax Overview ................................................................................................................................................................ 182

Fax .................................................................................................................................................................................... 183

Configuring Required Fax Settings...............................................................................................................

Configuring Address Book Settings .............................................................................................................. 184

Fax Security ........................................................................................................................................................... 185

Setting Fax Defaults .......................................................................................................................................... 185

Setting Fax Feature Defaults.......................................................................................................................... 188

Fax Forwarding .................................................................................................................................................... 188

Fax Polling.............................................................................................................................................................. 190

Fax Mailboxes ...................................................................................................................................................... 191

Fax Reports ............................................................................................................................................................ 191

Internet Fax .................................................................................................................................................................. 198

Accessing the Internet Fax Setup Page ...................................................................................................... 198

Configuring Required Settings ....................................................................................................................... 198

Configuring General Internet Fax Settings ............................................................................................... 198

Configuring Internet Fax Receive Settings ............................................................................................... 199

Configuring Address Book Settings .............................................................................................................. 199

Configuring Default Internet Fax Settings ............................................................................................... 200

Setting File Compression Options ................................................................................................................. 200

Configuring Internet Fax Security Settings .............................................................................................. 200

LAN Fax .......................................................................................................................................................................... 201

183

9 Accounting 203

8 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

Contents

Xerox Standard Accounting .................................................................................................................................... 204

Enabling Xerox Standard Accounting ......................................................................................................... 204

Setting Service Tracking Options .................................................................................................................. 204

General and Group Accounts .......................................................................................................................... 205

Adding a User and Setting Usage Limits ................................................................................................... 205

Managing User Information .......................................................................................................................... 206

Assigning Users to an Account ...................................................................................................................... 208

Usage Limits ......................................................................................................................................................... 209

Configuring Validation Policies and Print Job Exceptions ................................................................... 210

Network Accounting .................................................................................................................................................. 211

Enabling Network Accounting ........................................................................................................................ 211

Setting Network Accounting Workflow Options...................................................................................... 211

Configuring Job Limits Server Settings ....................................................................................................... 212

Configuring User Prompts ............................................................................................................................... 212

Disabling the Job Limits Web Service .......................................................................................................... 212

Configuring Validation Policies and Print Job Exceptions ................................................................... 213

Accounting Using an Auxiliary Access Device .................................................................................................. 214

Enabling Accounting Using an Auxiliary Access Device ....................................................................... 214

Displaying Your Company Logo on the Blocking Screen ..................................................................... 214

Setting the Auxiliary Access Device Type .................................................................................................. 214

Selecting Services to Restrict or Track ......................................................................................................... 215

Setting the Job Timeout ................................................................................................................................... 215

Enabling Accounting in Print Drivers ................................................................................................................... 216

Enabling Accounting in a Windows Print Driver ...................................................................................... 216

Enabling Accounting in an Apple Macintosh Print Driver .................................................................... 216

Printing a Copy Activity Report .............................................................................................................................

217

10 Administrator Tools 219

Monitoring Alerts and Status ................................................................................................................................. 220

Alert Notification ................................................................................................................................................ 220

Energy Saving Settings ............................................................................................................................................. 222

Setting Energy Saver Mode ............................................................................................................................. 222

Remote Control Panel ............................................................................................................................................... 223

Entry Screen Defaults ................................................................................................................................................ 224

Setting the Date and Time ...................................................................................................................................... 225

Setting the Date and Time in CentreWare Internet Services ............................................................ 225

Setting the Date and Time at the Control Panel .................................................................................... 225

Smart eSolutions and Billing Information ......................................................................................................... 226

Smart eSolutions ................................................................................................................................................. 226

View Usage and Billing Information ........................................................................................................... 228

Billing Impression Mode ........................................................................................................................................... 229

Cloning ............................................................................................................................................................................ 230

Creating a Clone File .......................................................................................................................................... 230

Installing a Clone File ........................................................................................................................................ 230

Address Books .............................................................................................................................................................. 231

Device Address Book .......................................................................................................................................... 231

Network Address Book ...................................................................................................................................... 235

WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer 9 System Administrator Guide

Contents

LAN Fax Address Book ...................................................................................................................................... 235

Font Management Utility ........................................................................................................................................ 236

Network Logs ................................................................................................................................................................ 237

Downloading a Network Log Using a USB Flash Drive ......................................................................... 237

Downloading a Network Log .......................................................................................................................... 237

Customizing Printer Contact Information ......................................................................................................... 238

Xerox Online Support ................................................................................................................................................. 239

Enabling Xerox Online Support ...................................................................................................................... 239

Restarting the Printer in CentreWare Internet Services ............................................................................... 240

Restarting the Printer at the Control Panel ............................................................................................... 240

Taking the Printer Offline ........................................................................................................................................ 241

Resetting the Printer to Factory Default Settings .......................................................................................... 242

Updating the Printer Software .............................................................................................................................. 243

Before You Begin................................................................................................................................................. 243

Determining the Printer Software Version ................................................................................................ 243

Enabling Upgrades ............................................................................................................................................. 243

Manually Upgrading Printer Software ........................................................................................................ 243

Manually Updating the Software Using a USB Flash Drive ................................................................ 244

Configuring Automatic Updates ................................................................................................................... 244

Adjusting Color, Image, and Text Detection Settings .................................................................................. 245

11 Customization and Expansion 247

Xerox Extensible Interface Platform .................................................................................................................... 248

Enabling Extensible Services ........................................................................................................................... 248

Auxiliary Interface Kit ............................................................................................................................................... 249

Driver Download Link ................................................................................................................................................ 250

Customizing or Hiding the Driver Download Link ................................................................................... 250

Creating a Custom Single-Touch Scan Service ................................................................................................ 251

Creating a Custom Single-Touch Scan Service Overview ..................................................................... 251

Creating a Single-Touch Scan Service ......................................................................................................... 251

Customizing the Appearance of Your Service .......................................................................................... 251

Associating a Scan Template with Your Service...................................................................................... 253

Locking or Hiding Your Service from Appearing on the Control Panel ........................................... 253

Weblet Management ................................................................................................................................................ 254

Enabling Weblet Installation .......................................................................................................................... 254

Installing a Weblet ............................................................................................................................................. 254

Configuring Weblet Settings .......................................................................................................................... 255

A Audit Log Event Identification Numbers 257

Audit Log Event Identification Numbers ........................................................................................................... 258

10 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

Introduction

This chapter includes:

• Overview .............................................................................................................................................................................. 12

• More Information ............................................................................................................................................................ 13

WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer 11 System Administrator Guide

Introduction

Overview

This guide is designed for a system administrator with network administrator rights who understands networking concepts and has experience creating and managing network user accounts.

Use this guide to help you install, configure, and manage your printer on a network.

Notes:

• Network features are not available when you are connected over USB.

• Embedded fax features are not available for all printer models.

Configuration Steps

When configuring the printer for the first time, complete the following tasks:

1. Ensure that your printer is connected physically to your network, and as needed to the fax line.

2. Confirm that your printer is recognized on your network. By default, the printer is configured to receive an IP address from a DHCP server over a TCP/IP network. If you have another type of network, or want to assign a static IP address, see IP on page 33.

3. Complete the installation wizards. These wizards help you configure basic printer settings such as your location, time zone, and date and time preferences.

4. Print a configuration report listing the current printer configuration. Review the report and locate the printer IPv4 address. For details, see Configuration Report on page 22.

5. Open a Web browser and type the IP address of your printer to access CentreWare Internet Services. CentreWare Internet Services is the administration and configuration software installed on the embedded Web server in the printer. For details, see Accessing CentreWare Internet Services on page 19.

Note: You can access most configuration settings on the Properties tab in CentreWare Internet

Services.

6. Print the Configuration Checklist. The Configuration Checklist provides space for you to write down important information as you go through the configuration process. Use it to record information about your network settings, including passwords, network paths, and server addresses. In CentreWare Internet Services, click Properties > Configuration Overview, then click View Checklist.

7. Create a host name for the printer. For details, see DNS on page 36.

8. Configure Authentication. For details, see Setting Up Access Rights on page 66.

9. Configure Security. For details, see Security on page 65.

10. Enable services in CentreWare Internet Services. For details, see Enabling Services on page 23.

11. Configure Print, Scan, and Fax features. For details, see Printing on page 123, Scanning on page 153, and Faxing on page 181.

12. Configure Accounting. For details, see Accounting on page 203.

Note: Not all options listed are supported on all printers. Some options apply only to a specific

printer model, configuration, operating system, or driver type.

12 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

Introduction

More Information

Resource Location

Installation Guide Packaged with the printer.

Other documentation for your printer • WorkCentre 5845/5855 Multifunction Printer:

www.xerox.com/office/WC58XAdocs

• WorkCentre 5865/5875/5890 Multifunction Printer:

www.xerox.com/office/WC58XBdocs

Recommended Media List United States

• WorkCentre 5845/5855 Multifunction Printer:

www.xerox.com/paper

• WorkCentre 5865/5875/5890 Multifunction Printer:

www.xerox.com/paper

European Union

• WorkCentre 5845/5855 Multifunction Printer:

www.xerox.com/europaper

• WorkCentre 5865/5875/5890 Multifunction Printer:

www.xerox.com/europaper

Technical support information for your printer; including online technical support, Online Support Assistant, and driver downloads.

Information about menus or error messages Press the control panel Help (?) button.

Information Pages To print from the control panel or from CentreWare Internet

CentreWare Internet Services documentation In CentreWare Internet Services, click Help

Order supplies for your printer • WorkCentre 5845/5855 Multifunction Printer:

A resource for tools and information, including interactive tutorials, printing templates, helpful tips, and customized features to meet your individual needs.

Local sales and support center • WorkCentre 5845/5855 Multifunction Printer:

Printer registration • WorkCentre 5845/5855 Multifunction Printer:

Xerox® Direct online store www.direct.xerox.com/

• WorkCentre 5845/5855 Multifunction Printer:

www.xerox.com/office/WC58XAsupport

• WorkCentre 5865/5875/5890 Multifunction Printer:

www.xerox.com/office/WC58XBsupport

Services, click Status > Information Pages

www.xerox.com/office/WC58XAsupplies

• WorkCentre 5865/5875/5890 Multifunction Printer:

www.xerox.com/office/WC58XBsupplies

www.xerox.com/office/businessresourcecenter

www.xerox.com/office/worldcontacts

• WorkCentre 5865/5875/5890 Multifunction Printer:

www.xerox.com/office/worldcontacts

www.xerox.com/office/register

• WorkCentre 5865/5875/5890 Multifunction Printer:

www.xerox.com/office/register

WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer 13 System Administrator Guide

Introduction

Resource Location

Third party and open source software To locate third party and open source software disclosure

notices and the terms and conditions related to the third party and open source software included with WorkCentre 5845/5855 Multifunction Printer go to the Support – Drivers & Downloads page for this product at:

• WorkCentre 5845/5855 Multifunction Printer:

www.xerox.com/office/WC58XAsupport

• WorkCentre 5865/5875/5890 Multifunction Printer:

www.xerox.com/office/WC58XBsupport

14 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

Initial Setup

This chapter includes:

• Physically Connecting the Printer .............................................................................................................................. 16

• Assigning a Network Address ...................................................................................................................................... 17

• Connecting the Printer to a Wireless Network ...................................................................................................... 18

• Accessing Administration and Configuration Settings ...................................................................................... 19

• Initial Setup at the Control Panel .............................................................................................................................. 20

• Initial Setup in CentreWare Internet Services ...................................................................................................... 22

• Changing the System Administrator Password .................................................................................................... 26

• Setting the Date and Time ........................................................................................................................................... 27

WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer 15 System Administrator Guide

Initial Setup

Physically Connecting the Printer

1. Connect the power cord to the printer, and plug it into an electrical outlet.

2. Connect one end of a Category 5 or better Ethernet cable to the Ethernet port on the back of the printer. Connect the other end of the cable to a correctly configured network port.

3. If your printer has fax installed, connect it to a correctly configured telephone line.

4. Turn on the printer.

16 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

Initial Setup

Assigning a Network Address

The printer automatically acquires a network address from a DHCP server by default. To assign a static IP address, configure DNS server settings, or configure other TCP/IP settings, see IP on page 33. If the printer does not detect a DHCP server, the printer uses an IPv4 self-assigned address. Address information is listed on the configuration report. For details, see Configuration Report on page 22.

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Initial Setup

Connecting the Printer to a Wireless Network

If the printer is connected to your wired network, you can configure wireless settings in CentreWare Internet Services. You can also connect directly to a wireless network. For details, see Connecting to a

Wireless Network on page 30.

Note: You cannot connect to a wired network and a wireless network at the same time.

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Initial Setup

Accessing Administration and Configuration Settings

You can access the administration and configuration settings from the Tools tab on the control panel or from the Properties tab in CentreWare Internet Services. The control panel consists of a touch screen and buttons you press to control the functions available on the printer. CentreWare Internet Services is the administration and configuration software installed on the embedded Web server in the printer. It allows you to configure and administer the printer from a Web browser.

The administrator password is required when accessing locked settings in CentreWare Internet Services or at the control panel. Most printer models have a default configuration that restricts access to some settings. Access is restricted for settings on the Properties tab in CentreWare Internet Services, and settings on the Tools tab on the control panel touch screen.

Accessing the Control Panel as a System Administrator

1. At the printer control panel, press the Machine Status button, then touch the Tools tab.

2. Press the Log In/Out button.

3. Type admin and touch Next.

4. Type the administrator password, then touch Done. The default password is 1111.

Accessing CentreWare Internet Services as a System Administrator

Before you begin:

− Locate your printer IP address using the Configuration Report. For details, see Printing the

Configuration Report on page 22.

− Ensure TCP/IP and HTTP are enabled. If you disabled either of these protocols, enable them at

the control panel before accessing CentreWare Internet Services.

1. At your computer, open a Web browser, in the address field, type the IP address of the printer, then press Enter or Return.

2. In the top right area of the page, click Login.

3. Under User ID, type admin.

4. Under password, type the administrator password. The default password is 1111.

5. Click Login.

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Initial Setup

Initial Setup at the Control Panel

Installation Wizard

The Installation wizard starts the first time you turn on the printer. The wizard prompts you with a series of questions to help you configure basic printer settings.

Note: You can change these settings at any time.

Quick Setup Home

After the Installation wizard completes, the Quick Setup Home wizard appears. Use the Quick Setup Home wizard to configure printer settings.

Note: You can complete the wizard at any time.

• Use the IP Address Settings wizard to assign a static IP address or change the default dynamic addressing settings.

• Use the Contact Numbers wizard to type phone numbers for support or supplies.

• Use the Fax Setup wizard to configure basic embedded fax settings.

After the Quick Setup Home wizard completes, the printer restarts and a Configuration Report automatically prints.

1. At the printer control panel, press the Machine Status button, then touch the Tools tab.

2. Touch Device Settings > Quick Setup Home.

3. To start a wizard, touch IP Address Settings, Contact Numbers, or Fax Setup.

4. Follow the onscreen instructions.

Note: Not all options listed are supported on all printers. Some options apply only to a specific

printer model, configuration, operating system, or driver type.

Setting the Measurement Units

1. At the printer control panel, press the Machine Status button, then touch the Tools tab.

2. Touch Device Settings > General > Measurements.

3. To show dimensions in metric or imperial units, under Units, select an option.

4. To specify the decimal mark symbol that the printer uses, under Numeric Separator, select Comma or Period.

5. Click Save.

20 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

Installing Optional Software Features

Initial Setup

When you purchase an optional software feature, enable it by providing a feature installation key. Some features come with an activation code that you use to get a feature installation key. Go to the Xerox

Software Activation Portal website at www.xeroxlicensing.xerox.com to enter the activation code. The website generates a feature installation key that you can use to enable the feature.

You can also install optional software features by sending a print file. You can install features on multiple printers by sending a formatted .csv file as a print job to the printers. A Xerox representative creates this file and provides installation instructions.

Installing a Software Feature at the Control Panel

1. At the printer control panel, press the Machine Status button, then touch the Tools tab.

2. Touch Device Settings > General > Feature Installation.

3. Click Feature Installation.

4. Under Feature Installation Key Entry, type the key.

5. Touch OK.

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Initial Setup

Initial Setup in CentreWare Internet Services

Printing the Configuration Report

The Configuration Report lists all current settings of the printer. A configuration report prints at startup by default.

1. In CentreWare Internet Services, click Status > Configuration Report.

2. To print the report, click Print Configuration Page.

To turn off automatic printing of a Configuration Report at startup, see Disabling the Configuration

Report at Startup on page 22.

Disabling the Configuration Report at Startup

1. In CentreWare Internet Services, click Properties > Services.

2. Click Printing > General.

3. Under Configuration Report, clear Print at Power on.

4. Click Apply to save the new settings or Undo to retain the previous settings.

Restricting Access to the Printer

You can lock or unlock the printer by selecting preset services and tools permissions for the role of non-logged-in users. For details about roles and user permissions, see Setting Up Access Rights on page 66.

1. In CentreWare Internet Services, click Properties > Login/Permissions/Accounting.

2. Click User Permissions.

3. Under Action, next to User Permission Roles, click Edit.

4. Under Actions, click Edit.

5. Click the Services and Tools tab.

6. Under Presets, select an option.

7. Click Apply.

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Initial Setup

Using the Configuration Overview Page

The Configuration Overview page contains links to the commonly-accessed pages on the Properties tab. Use the Configuration Overview page to help you install your printer successfully.

1. In CentreWare Internet Services, click Properties > Configuration Overview.

2. Select an option:

− To open the Configuration Checklist page, click View Checklist.

− To open the configuration page for a service or feature, next to the desired service or feature,

click Settings.

− To create a clone file, under Cloning click View. Cloning allows you to save your current printer

settings to a file to use as a backup and restore file for your printer. You can also use a clone file to copy your printer settings to other printers.

Assigning a Name and Location to the Printer

The Description page displays the printer model information and product code or serial number. It also provides a place to assign a name and location to the printer. Asset tags let you enter unique identifiers for inventory management.

1. In CentreWare Internet Services, click Properties > Description.

2. Under Device Name, type a name for the printer.

3. Under Location, type the location of the printer.

4. Under Customer Asset Tag and Xerox

5. Click Apply.

Asset Tag, type unique identifiers as needed.

Selecting Services to Appear on the Touch Screen

Services must be enabled before they can be managed through the Tools and Feature Access page. A standard service is a service that comes standard with the printer. An extensible service is an optional, third-party service installed on the printer.

1. In CentreWare Internet Services, click Properties > Services.

2. Click Service Registration.

3. Select an option:

− To select all of the services in the list to appear on the touch screen, click Select All.

− To clear all of the services in the list so that none appear on the touch screen, click Clear All.

− To select individual services to display on the touch screen, under Display, select the

appropriate service.

4. Click Apply.

Note: If a service is not enabled on the Service Registration page, you cannot view or manage it

from the Tools and Features page. Ensure that the desired service is enabled.

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Initial Setup

Installing Optional Software Features

Software Activation Portal website at www.xeroxlicensing.xerox.com to enter the activation code. The website generates a feature installation key that you can use to enable the feature.

Installing a Software Feature in CentreWare Internet Services

1. In CentreWare Internet Services, click Properties > General Setup.

2. Click Feature Installation.

3. Under Feature Installation Key Entry, click Enter Installation Key, or under Action, next to the feature you want to install, click Install.

4. Type the key.

5. Click Apply.

Supplies Plan Activation Code

Your Xerox® equipment supplier offers supplies and service plans such as PagePack® and eClick®.

PagePack printer in one contract. If you have enrolled in a supplies program, you must activate the supplies plan at regular intervals. To enable your printer for your purchased plan, contact your Xerox to get a Supplies Activation Code. Contact a Xerox representative to get your supplies plan activation code.

1. In CentreWare Internet Services, click Properties > General Setup.

2. Click Supplies Plan Activation Code.

3. Type the code, then click Apply.

and eClick® are cost-per-page-based programs that include all service and supplies for your

equipment supplier

For more information about Xerox

24 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

supplies and service plans, contact your Xerox representative.

Initial Setup

Physical Connection Settings

You can specify Ethernet and USB settings, such as Ethernet Rated Speed, USB Connection Mode, and Print Timeout for USB printing.

Setting Ethernet Options

The Ethernet interface on the printer automatically detects the speed of your network. Any auto-sensing devices connected to the network, such as a hub, do not always detect the correct speed. Refer to the configuration report to ensure that the printer detects the correct network speed.

1. In CentreWare Internet Services, click Properties > Connectivity > Setup.

2. Next to Wired Connection, click Edit.

3. To configure Ethernet settings, next to Ethernet, click Edit.

4. For Rated Speed, select a connection speed.

5. Click Save.

Note: For the new settings to take effect, restart your printer.

Configuring USB Settings

1. In CentreWare Internet Services, click Properties > Connectivity > Setup.

2. Under Action, next to USB Settings, click Edit.

3. Under USB Connection Mode, select an option:

− Software Tools disables Direct Printing via Driver. If you use Xerox

Copier Assistant, select this option. Xerox representatives also use this feature to connect directly to the printer and use diagnostic software and other utilities.

− Direct Printing via Driver allows you to connect to the printer using a USB cable.

4. Under Print Timeout, type the amount of time in seconds that the printer waits inactive before

disconnecting from a device connected to the port. Type 0 to disable the timeout.

5. Click Save.

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Initial Setup

Changing the System Administrator Password

Xerox recommends that you change the default system administrator password after you configure the printer. Be sure to store the password in a secure location. The default password is 1111.

1. In CentreWare Internet Services, click Properties > Security.

2. Click Password Policies > Admin Password.

3. Type the old password.

4. Type the new password, then type the password again to verify.

5. Click Apply.

Changing the System Administrator Password at the Control Panel

1. At the printer control panel, press the Machine Status button, then touch the Tools tab.

2. Touch Security Settings > Change Admin Password.

3. If changing the password, type the old password.

4. Type the new password, then type the password again to verify.

5. Touch OK.

26 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

Initial Setup

Setting the Date and Time

Setting the Date and Time in CentreWare Internet Services

1. In CentreWare Internet Services, click Properties > General Setup.

2. Click Date and Time.

3. Under Date and Time Setup, select:

− Automatic using NTP to allow the NTP service to set the time automatically.

− Manual (NTP Disabled) to set the date and time manually.

4. If you are using an NTP server, select the address type. Options are IPv4 Address or Host Name.

Type the appropriately formatted address, alternate address, and port numbers. The default port number is 123.

Note: Changes to these settings cause the printer to restart.

5. Select the date and time format, and type the date and time in the appropriate fields. Select the

Display 24 hour clock check box to show the time in 24 hour format.

6. Under Time Zone, select your time zone from the drop-down menu.

7. Click Apply.

Setting the Date and Time at the Control Panel

1. At the printer control panel, press the Machine Status button, then touch the Tools tab.

2. Touch Device Settings > General > Date & Time.

3. To set the time zone, touch Time Zone and touch the arrows to adjust the time zone.

4. To set the date, touch Date, select a format and set the date.

5. To set the time, touch Time and set the time. Select Display 24 hour clock to use 24 hour format.

6. Touch Save.

WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer 27 System Administrator Guide

Network Connectivity

This chapter includes:

• Connecting to a Wireless Network ............................................................................................................................ 30

• Connecting Directly to a Wireless Network ............................................................................................................ 32

• IP ............................................................................................................................................................................................ 33

• FTP/SFTP Filing ................................................................................................................................................................. 37

• IPP .......................................................................................................................................................................................... 38

• SLP ......................................................................................................................................................................................... 39

• SNMP .................................................................................................................................................................................... 40

• LPR/LPD ................................................................................................................................................................................ 43

• SSDP ...................................................................................................................................................................................... 44

• Microsoft Networking ..................................................................................................................................................... 45

• Raw TCP/IP Printing ........................................................................................................................................................ 46

• SMB Filing ........................................................................................................................................................................... 48

• SMTP Server ....................................................................................................................................................................... 49

• LDAP ...................................................................................................................................................................................... 51

• HTTP ..................................................................................................................................................................................... 55

• POP3...................................................................................................................................................................................... 57

• Proxy Server ........................................................................................................................................................................ 58

• NTP ........................................................................................................................................................................................ 59

• WSD ......................................................................................................................................................................................

• NetWare .............................................................................................................................................................................. 61

• AppleTalk ............................................................................................................................................................................ 63

WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer 29 System Administrator Guide

Network Connectivity

Connecting to a Wireless Network

If the printer is connected to your wired network, you can configure wireless settings in CentreWare Internet Services.

Note: You cannot connect to a wired network and a wireless network at the same time.

Before you begin, purchase and install the Xerox

1. In CentreWare Internet Services, click Properties > Connectivity > Setup.

2. Next to Xerox

Wireless Network Interface, click Edit.

Note: The Edit button is available after you install the Xerox

3. To configure IPv4, IPv6, and DNS settings, on the Wireless Profile page, next to IP, click Edit. Configure settings as needed, then click Apply. The printer uses separate IP settings for wired and wireless network connections. For details, see IP on page 33.

4. On the Wireless Profile page, next to Wireless Settings, click Edit.

5. On the Wireless Settings page, click Scan for Available Networks. A list of detected networks appears.

6. Next to the SSID name of the network you want to join, click Configure and Select.

7. The printer detects the security mode that your network uses. Configure the following security mode settings as needed:

− Under WEP Setting and Key, select the bit strength and key.

− Under Encryption Algorithm, select an encryption method. Auto automatically detects the

algorithm that your wireless network uses.

− Under Authentication Method, select the authentication method that your wireless network

uses.

− To require the printer to validate certificates, under Server Validation, select the certificate that

you want to use. Install the validation server root certificate on the Security Certificates page at Properties > Security > Security Certificates. For details, see Security Certificates on page 103.

− Under Device Certificate (TLS) - Authentication Certificate, select the device certificate that

you want to use. Install the device certificate on the Security Certificates page at Properties > Security > Security Certificates. For details, see Security Certificates on page 103.

− Under Outer Identity, configure the external User ID.

− Under User Name, type the user name that the printer uses to access the wireless network.

− Under Password, type and confirm a password. Click Select to save new password as needed.

8. Click Save.

9. Navigate back to the Setup page, then click Properties > Connectivity > Setup.

10. Next to Xerox

Wireless Network Interface, click Make Active.

Wireless Network Interface.

30 WorkCentre 5845/5855/5865/5875/5890 Multifunction Printer System Administrator Guide

+ 230 hidden pages