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MANAGING DOCUMENTS

This chapter provides instructions on how to manage documents by using the e-Filing web utility.

How To Manage Documents.................................................................................................. 60

Summary of Contents for CX4545 MFP

Page 1: ...MULTIFUNCTIONAL DIGITAL COLOR SYSTEMS MULTIFUNCTIONAL DIGITAL SYSTEMS e Filing Guide ES9160 MFP ES9170 MFP ES9460 MFP ES9470 MFP CX3535 MFP CX4545 MFP...

Page 3: ...t is used such as the status of the installed options the OS version and the applications If you use Windows Server 2008 R2 refer to the operation procedure for Windows 7 though the screens or the men...

Page 4: ...rademarks of Microsoft Corporation in the US and other countries Apple AppleTalk Macintosh Mac Mac OS Safari and TrueType are trademarks of Apple Inc in the US and other countries Adobe Acrobat Reader...

Page 5: ...olders 31 Chapter 3 OVERVIEW OF e Filing WEB UTILITY Before Using the e Filing Web Utility 34 Getting Started With the e Filing Web Utility 36 Logging in as a user 36 Logging in as a system administra...

Page 6: ...properties 89 Copying pages from one document to another 90 Copying pages from a document to a box or folder 95 Deleting pages from a document 99 Inserting a blank page into a document 101 Moving page...

Page 7: ...ng OVERVIEW This chapter describes overview of the e Filing features and functions e Filing Features 6 e Filing Functions 8 Functions operated with this equipment 8 Functions operated with a client co...

Page 8: ...ch user can create The user box can be protected by a password to limit access It is suitable for specific users or an administrator to store confidential documents You can also create a user box with...

Page 9: ...Faxes received faxes are forwarded to store to e Filing using forward functions Received Internet Faxes received faxes are forwarded to store to e Filing using forward mailbox functions Storing the r...

Page 10: ...ts The following functions allow you to store documents in the e Filing To copy and store documents P 17 Copying and storing to e Filing To scan and store documents P 22 Scanning to e Filing Deleting...

Page 11: ...re document test print P 64 Printing an entire document P 67 Selecting test print To store documents by printing operation P 70 Storing documents To archive documents P 73 Archiving documents To send...

Page 12: ......

Page 13: ...ontrol panel of this equipment Printing Documents 12 Printing an entire document 12 Test print 15 Storing Documents 17 Copying and storing to e Filing 17 Scanning to e Filing 22 Deleting Documents 24...

Page 14: ...tch the pages You can also specify the box number 3 digit using the digital keys Password entry When the password has been set to the selected user box the password entry screen is displayed In this c...

Page 15: ...n is not necessary 4 Select the document To change the print settings press SETTINGS To perform printing without changing them press PRINT If you press SETTINGS proceed to step 5 If you press PRINT pr...

Page 16: ...mode If you do not want to print on both sides of the paper select 1 SIDE in the menu 4 Select the finishing mode The available finishing modes differ depending on the type of finishing device instal...

Page 17: ...hat contains documents you want to print The instructions of the operating procedure as to selecting a box folder are omitted because they are the same as those for one of printing an entire document...

Page 18: ...he value entered in the currently selected box can be deleted To print entire pages of the document press ALL PAGES Deleting print jobs Follow the procedure below to stop the printing of the document...

Page 19: ...ser box The documents will be deleted after the specific number of days have passed P 54 Modifying and displaying user box and folder properties Operating with a client computer Copying and storing to...

Page 20: ...QUIPMENT 18 Storing Documents 3 Press STORE TO E FILING 4 Press BOX FOLDER 5 Select the box in which you want to store the data Press or to switch the pages You can also specify the box number 3 digit...

Page 21: ...press OK If you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and loggi...

Page 22: ...AME the on screen keyboard is displayed Key in the document name using the keyboard and the digital keys up to 64 characters then press OK For details of the on screen keyboard refer to the Quick Star...

Page 23: ...riginal and press YES When you press the START button on the control panel scanning will start When the original is set on the RADF Reversing Automatic Document Feeder in the SADF single feed mode sca...

Page 24: ...Press e FILING Set SCAN SETTING and check PREVIEW as necessary These operations are the same as the one of other scanning functions For details of the operation refer to the Scanning Guide 4 Select th...

Page 25: ...below Scanning the next original When the original is set on the glass or CONTINUE is pressed during scanning on the RADF the confirmation screen for the next original will be displayed In either case...

Page 26: ...e documents in the folder or box are deleted as well P 31 Deleting user boxes folders Operating with this equipment P 47 Deleting user boxes and folders Operating with a client computer 1 Press the e...

Page 27: ...ess DELETE Press to preview thumbnail images of the documents Select the desired one and press OPEN to display its contents Press to return to the list 4 When the confirmation screen appears press DEL...

Page 28: ...reated and edited using a client computer P 44 Creating user boxes and folders P 50 Renaming user boxes and folders P 54 Modifying and displaying user box and folder properties Creating user boxes You...

Page 29: ...box name up to 32 characters using the keyboard and the digital keys then press OK However the following one byte characters cannot be used A space or period cannot be used at the beginning or end of...

Page 30: ...lso create a user box without setting a password In this case all users can access the user box as well as the public box If you press the CLEAR button on the control panel the value entered in the cu...

Page 31: ...and then press EDIT Press or to switch the pages You can also directly specify the box number 3 digit the using digital keys Password entry When the password has been set to the selected user box the...

Page 32: ...s 3 Change BOX NAME PASSWORD RETYPE PASSWORD as necessary and then press OK The instructions of the operating procedure of BOX NAME PASSWORD RETYPE PASSWORD settings are omitted because they are the s...

Page 33: ...es and folders Deleting user boxes Press the BOX SETTING tab select the user box you want to delete and then press DELETE The instructions for the operating procedure for selecting user boxes are omit...

Page 34: ...WITH THIS EQUIPMENT 32 Managing User Boxes Folders 3 When the confirmation screen appears press DELETE to delete the selected box folder You can cancel the deletion of the selected box folder by pres...

Page 35: ...Filing web utility features Before Using the e Filing Web Utility 34 Getting Started With the e Filing Web Utility 36 Logging in as a user 36 Logging in as a system administrator 37 About the Main Tab...

Page 36: ...r the Privacy setting must be set to Medium on the browser Do not set Block All Cookies or High for the Privacy function For instructions on the Privacy setting see the following procedure Disable the...

Page 37: ...OF e Filing WEB UTILITY 3 Exit from Internet Explorer and launch it again before accessing e Filing Exit from Internet Explorer after accessing the e Filing web utility To log off from the e Filing we...

Page 38: ...AIN EFILING For example the DNS name of this equipment is mfp 00000236 http mfp 00000236 MAIN EFILING If SSL is enabled for the HTTP network service the e Filing web utility will also be accessed by u...

Page 39: ...Enter the administrator password in the Password box and click Login The Administration tab appears in the main tabs If you enter an invalid authentication password several times to log into the e Fil...

Page 40: ...nable you to display and work with your documents set up viewing preferences and perform administrative functions P 38 Documents tab P 40 Preferences tab P 41 Administration tab In addition the Log in...

Page 41: ...ntly in the Edit mode This icon indicates a document that was stored by a copy operation When the icon is displayed on a white background it indicates that the document is currently in the View mode W...

Page 42: ...the default condition for document viewing and the number of thumbnail images displayed on the screen 1 Default Document View You can select the Thumbnail or List view The system displays your docume...

Page 43: ...ries 1 e Filing Disk Space Available This item displays the available hard disk space for storing the e Filing data 2 Box Number Box Name Used capacity Status This item displays a list of all user box...

Page 44: ...tab that will be displayed after you log in as a system administrator P 41 Administration tab Administrator log in page You must enter the system administrator password to log in as an administrator 1...

Page 45: ...n how to manage user boxes and folders by using the e Filing web utility Managing User Boxes and Folders 44 Creating user boxes and folders 44 Deleting user boxes and folders 47 Renaming user boxes an...

Page 46: ...e up to 200 user boxes and protect each box with a password You can also create user boxes from the control panel For instructions on how to create user boxes from the control panel see the following...

Page 47: ...ch as how long the box will retain documents and Email notification features P 54 Modifying box properties Creating folders This operation allows you to create up to 100 folders in each box Only singl...

Page 48: ...is locked appears and logging in cannot be performed ask your administrator The password input is displayed in the blank symbols You can also enter the password of a user with an administrator privile...

Page 49: ...re also deleted You can also delete user boxes from the control panel For instructions on how to delete user boxes from the control panel see the following page P 24 Deleting Documents 1 Click the Doc...

Page 50: ...o delete folders in the public box and user boxes If a folder is deleted all documents in the folder are also deleted You can also delete folders from the control panel For instructions on how to dele...

Page 51: ...Box is locked appears and logging in cannot be performed ask your administrator The password input is displayed in the blank symbols You can also enter the password of a user with an administrator pr...

Page 52: ...system is saving a new name Users can rename user boxes from the control panel For instructions on how to rename user boxes from the control panel see the following page P 29 Editing user boxes 1 Clic...

Page 53: ...ment is selected in the Contents frame If a folder or document is selected it will be renamed instead of the selected box 5 Edit the name in the Name box and click OK The confirmation dialog box appea...

Page 54: ...select a box that is protected with a password the Password Authentication window appears In this case enter the password in the Box Password box and click OK All folders and documents in the box are...

Page 55: ...folder by selecting the folder in the Document frame clicking on the File menu and selecting Rename In that case make sure that no document is selected in the Contents frame If a document is selected...

Page 56: ...box properties If you want to modify the public box properties you must first log in as the system administrator You cannot modify the password of a box that any user is currently accessing 1 Click t...

Page 57: ...nd select Properties The Box Properties window appears In the Box Properties window you can see the box properties 5 If you want to edit the box properties click Change Properties The Change Box Prope...

Page 58: ...for Documents Enter the number of days that the documents will be preserved The documents will be deleted after the specified number of days have passed If you set this period to 1 day the document wi...

Page 59: ...rward to e Filing e Filing to Print e Filing to Email An administrator can configure the e Filing notification setting in the TopAccess Administration tab Maintenance Notification page For more inform...

Page 60: ...that you want to view and select Properties from the File menu The Folder Properties window appears In the Folder Properties window you can view the folder properties Do not select several folders at...

Page 61: ...ructions on how to manage documents by using the e Filing web utility How To Manage Documents 60 Displaying documents 60 Renaming documents 61 Deleting documents 63 Printing documents 64 Storing docum...

Page 62: ...several pages of the selected document This is the default view Use it to manage documents and files P 60 Using the thumbnail view List view displays file names and properties in a tabular format Use...

Page 63: ...ct a single file or multiple files that you want to move copy delete or print To display your files by the list view go to the View menu and select List Renaming documents This operation allows you to...

Page 64: ...a user with an administrator privilege in Box Password 4 Select the check box of the document that you want to rename and select Rename from the File menu The Rename Document window opens Users can al...

Page 65: ...lete 3 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK If you enter an invalid password several...

Page 66: ...lert message will be displayed because pages cannot be deleted in the View mode 5 Click OK The documents are deleted Printing documents You can print documents and images from boxes and folders in the...

Page 67: ...n Box is locked appears and logging in cannot be performed ask your administrator The password input is displayed in the blank symbols You can also enter the password of a user with an administrator p...

Page 68: ...u enter more than one copy in the Number of Copies box When this option is selected the Destination option is automatically set to the inner tray To perform the Rotate Sort Copies the portrait and lan...

Page 69: ...m a tray other than the Paper Source option This option is useful when you want to insert a blank sheet between chapters or when you want to print chapter cover pages on different paper To enable shee...

Page 70: ...since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator The password input is displayed in the blank symbols You can a...

Page 71: ...e Enter a department code This must be entered only when the department code is enabled on the equipment When both the user management and department management settings are enabled the quotas that ar...

Page 72: ...es You can also store a scanned document in e Filing by using the control panel For details see the following page P 17 Storing Documents Saving a print job in the public box 1 Open the document that...

Page 73: ...rint job is saved in the public box Saving a print job in a user box 1 Open the document that you want to store in the box 2 Click the File menu and select Print in your application The Print dialog b...

Page 74: ...u want to save a print job in a specified folder enter its name in the Box Folder box To save data in an existing folder enter its folder name in the Box Folder box To create a new folder and save dat...

Page 75: ...nts in the box and download it to your computer Use this feature to create a back up file of your documents in e Filing The following procedure describes an example of how to download an archived docu...

Page 76: ...ask your administrator The password input is displayed in the blank symbols You can also enter the password of a user with an administrator privilege in Box Password 4 Select the check box of the doc...

Page 77: ...as been completed Your document has been archived successfully is displayed Do not perform any operation while the e Filing web utility is running busy 7 Click the file name link to download the archi...

Page 78: ...you close the window by clicking X by mistake turn the power to the equipment off and then on again 1 Click the Documents tab The Documents tab page is displayed 2 In the Document frame select the box...

Page 79: ...Archived Document window appears 5 Click Browse The Choose File dialog box appears 6 Select the archived file to be uploaded and click Open This will return you to the Upload Archived Document window...

Page 80: ...ox Sending Email You can send the selected documents as Emails from the e Filing web utility When you perform this function the equipment creates an Email with the selected documents as an attached fi...

Page 81: ...od since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator The password input is displayed in the blank symbols You can...

Page 82: ...ted TIFF Multi Select this option to save the scanned images as a multi page TIFF file TIFF Single Select this option to save the scanned images separately as single page TIFF files PDF Multi Select t...

Page 83: ...r password Ask the administrator about resetting these passwords For details of the encryption setting refer to the MFP Management Guide Encryption Level Select the desired encryption level 40 bit RC4...

Page 84: ...ng recipients manually P 83 Selecting recipients from an address book P 84 Selecting groups from an address book P 85 Searching the LDAP server for recipients P 86 Removing contacts from the recipient...

Page 85: ...ddress Book page is displayed 3 Select the Email check boxes of the users you want to add and click Add The selected recipients are added to the Recipient List page If you want to sort recipients into...

Page 86: ...Click Address Group The Address Group page is displayed 3 Select the group check boxes containing the desired recipients and click Add All recipients in the selected groups are added to the Recipient...

Page 87: ...ch The Search Contact page is displayed 3 Specify the search condition 1 Select the directory service name that you want to search in the Directory Service Name box 2 Enter the search terms in the fie...

Page 88: ...ove contacts once added to the recipient list before saving the destination settings P 86 Removing contacts from the recipient list 5 Click Save The contacts are added as the destinations Removing con...

Page 89: ...With Pages in Your Documents 89 Displaying document and page properties 89 Copying pages from one document to another 90 Copying pages from a document to a box or folder 95 Deleting pages from a docum...

Page 90: ...is displayed Save Click this button to save the document that you have edited This button is displayed only when you are in the Edit mode where the document status indicates Editing When you click th...

Page 91: ...select the check box of the document and select Properties from the File menu To display the Page Properties window select the check box of the page and select Page Properties from the File menu The D...

Page 92: ...or folder containing the document whose pages you want to copy or cut 3 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box P...

Page 93: ...e to the Edit mode so that you can cut pages from the document If the document status indicates In Use you cannot enter the Edit mode because another user is currently editing the document 5 Select th...

Page 94: ...me the original document will be overwritten The Contents frame displays the pages in the View mode The document status is returned to the View mode from the Edit mode Do not close the Save Document w...

Page 95: ...rator The password input is displayed in the blank symbols You can also enter the password of a user with an administrator privilege in Box Password 10 In the Document frame select the document into w...

Page 96: ...n the Document Name box and click Save If you rename the document it will be saved as a new one If you do not change the name the original document will be overwritten The document status is returned...

Page 97: ...ges you want to copy or cut 3 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK If you enter an i...

Page 98: ...mode so that you can cut pages from the document If the document status indicates In Use you cannot enter the Edit mode because another user is currently editing the document 5 Select the check boxes...

Page 99: ...e saved as a new one If you do not change the name the original document will be overwritten The document status is returned to the View mode from the Edit mode Do not close the Save Document window b...

Page 100: ...s to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator The p...

Page 101: ...d several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your admin...

Page 102: ...cument window appears 8 Enter the document name in the Document Name box and click Save If you rename the document it will be saved as a new one If you do not change the name the original document wil...

Page 103: ...OK If you enter an invalid password several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in...

Page 104: ...indicators move to the space between the pages where you have clicked 6 Click the Layout menu and select Insert Blank Page The Insert Blank Page window appears 7 Select the paper size and orientation...

Page 105: ...f you rename the document it will be saved as a new one If you do not change the name the original document will be overwritten The document status is returned to the View mode from the Edit mode Do n...

Page 106: ...sword several times to open the box you may not log in for a certain period since it will be regarded as an unauthorized access When Box is locked appears and logging in cannot be performed ask your a...

Page 107: ...ipboard and deleted from the document Do not perform any operation while the e Filing web utility is running busy 6 Click the space between the pages where you want to insert the copied pages The arro...

Page 108: ...d click Save If you rename the document it will be saved as a new one If you do not change the name the original document will be overwritten The document status is returned to the View mode from the...

Page 109: ...ent frame select the box or folder containing the document that you want to move 3 If you select a box that is protected with a password the Password Authentication window appears Enter the password i...

Page 110: ...re you want to paste the documents 6 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK If you ent...

Page 111: ...b page is displayed 2 In the Document frame select the box or folder containing the source documents 3 If you select a box that is protected with a password the Password Authentication window appears...

Page 112: ...t 6 If you select a box that is protected with a password the Password Authentication window appears Enter the password in the Box Password box and click OK If you enter an invalid password several ti...

Page 113: ...de If the document status indicates In Use you cannot enter the Edit mode because another user is currently editing the document 8 Click the space between the pages where you want to merge the documen...

Page 114: ...ename the document it will be saved as a new one If you do not change the name the original document will be overwritten The document status is returned to the View mode from the Edit mode Do not clos...

Page 115: ...7 SYSTEM ADMINISTRATION This chapter describes system administration of the e Filing features Safeguarding Data 114 Erasing boxes 114 Unlocking user boxes 115...

Page 116: ...Log on to the Administrator page P 37 Logging in as a system administrator The Box Management page is displayed It is recommended to archive the documents in the boxes before deleting them Once the bo...

Page 117: ...The Password Policy can be set in TopAccess For details of the password policy refer to the TopAccess Guide 1 Log on to the Administrator page P 37 Logging in as a system administrator The Box Managem...

Page 118: ......

Page 119: ...uments 7 Archive 73 Documents tab 38 Downloading an archived document 73 Duplex 66 E Edit mode 88 Editing 29 88 e Filing Disk Space Available 41 e Filing Features 6 e Filing Functions 8 Email Address...

Page 120: ...ed Print 67 Send Email 79 Send Email when an error occurs 56 Send Email when job is completed 56 Shift Margin Back 67 Front 67 Sort Copies 66 Staple 66 Status 41 Storing 17 T Test Print 68 Time Stamp...

Page 121: ...ES9460 MFP ES9470 MFP CX3535 MFP CX4545 MFP ES9160 MFP ES9170 MFP...

Page 122: ...www okiprintingsolutions com Oki Data Corporation 4 11 22 Shibaura Minato ku Tokyo 108 8551 Japan 45105602EE...

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