Oki MC770 series User Manual Download Page 60

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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 MC770 series

Page 1: ...User s Manual e Filing Guide...

Page 2: ...scribed for Windows 7 The details on the screens may differ depending on how the equipment is used such as the status of the installed options the OS version and the applications y If you use Windows...

Page 3: ...oration in the US and other countries y Apple AppleTalk Macintosh Mac Mac OS Safari and TrueType are trademarks of Apple Inc in the US and other countries y Adobe Acrobat Reader and PostScript are eit...

Page 4: ...olders 30 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 5: ...ing 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 document 99 Moving pages within a document 1...

Page 6: ...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 7: ...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 8: ...net Faxes received faxes are forwarded to store to e Filing using forward functions y Received Internet Faxes received faxes are forwarded to store to e Filing using forward mailbox functions y Storin...

Page 9: ...The following functions allow you to store documents in the e Filing y To copy and store documents P 17 Copying and storing to e Filing y To scan and store documents P 22 Scanning to e Filing Deleting...

Page 10: ...s y To print documents entire document test print P 64 Printing an entire document P 68 Selecting test print y To store documents by printing operation P 70 Storing documents y To archive documents P...

Page 11: ...1 e Filing OVERVIEW 10 e Filing Functions...

Page 12: ...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 13: ...h the pages You can also specify the box number 3 digit using the digital keys y Password entry When the password has been set to the selected user box the password entry screen is displayed In this c...

Page 14: ...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 15: ...ng the digital keys 3 Select the duplex printing 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 5 Select the receiving tray This butt...

Page 16: ...that 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 17: ...ue entered in the currently selected box can be deleted y To print entire pages of the document press ALL PAGES y Deleting print jobs Follow the procedure below to stop the printing of the document de...

Page 18: ...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 e Fili...

Page 19: ...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 20: ...ess OK y 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 21: ...of the on screen keyboard refer to the User s Manual Setup Guide y A character string composed of DOC year month and date is displayed by default This format can be changed in TopAccess For details re...

Page 22: ...ext original and press YES When you press the START button on the control panel scanning will start y When the original is set on the RADF Reversing Automatic Document Feeder in the SADF single feed m...

Page 23: ...on the control panel 3 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 Us...

Page 24: ...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 when you set the...

Page 25: ...documents in the folder or box are deleted as well P 30 Deleting user boxes folders Operating with this equipment P 47 Deleting user boxes and folders Operating with a client computer 1 Press the FIL...

Page 26: ...lete and then press 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 a...

Page 27: ...eated 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 28: ...d Key in the 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 beginni...

Page 29: ...users can access the user box as well as the public box y If you press the CLEAR button on the control panel the value entered in the currently selected box can be deleted y If the entered password do...

Page 30: ...x the password entry screen is displayed In this case press PASSWORD enter the password using the digital keys or the on screen keyboard and then press OK y You can also enter the administrator passwo...

Page 31: ...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 omitted because the...

Page 32: ...MENT Managing User Boxes Folders 31 2 OPERATIONS WITH THIS EQUIPMENT 3 When the confirmation screen appears press DELETE to delete the selected box folder You can cancel the deletion of the selected b...

Page 33: ...2 OPERATIONS WITH THIS EQUIPMENT 32 Managing User Boxes Folders...

Page 34: ...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 35: ...orer 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 y Disabl...

Page 36: ...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 37: ...IN 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 us...

Page 38: ...r the administrator password in the Password box and click Login The Administration tab appears in the main tabs y If you enter an invalid authentication password several times to log into the e Filin...

Page 39: ...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 40: ...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 41: ...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 42: ...es 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 boxes...

Page 43: ...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 44: ...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 45: ...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 46: ...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 47: ...is locked appears and logging in cannot be performed ask your administrator y The password input is displayed in the blank symbols You can also enter the password of a user with an administrator privi...

Page 48: ...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 Docum...

Page 49: ...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 50: ...Box is locked appears and logging in cannot be performed ask your administrator y The password input is displayed in the blank symbols You can also enter the password of a user with an administrator...

Page 51: ...stem 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 28 Editing user boxes 1 Click...

Page 52: ...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 53: ...elect 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 d...

Page 54: ...a 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 select...

Page 55: ...properties y If you want to modify the public box properties you must first log in as the system administrator y You cannot modify the password of a box that any user is currently accessing 1 Click t...

Page 56: ...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 57: ...od 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...

Page 58: ...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 59: ...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 y Do not select several folders a...

Page 60: ...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 61: ...several pages of the selected document This is the default view Use it to manage documents and files P 60 Using the thumbnail view y List view displays file names and properties in a tabular format Us...

Page 62: ...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 63: ...f 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...

Page 64: ...te 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 y If you enter an invalid password several...

Page 65: ...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 66: ...n Box is locked appears and logging in cannot be performed ask your administrator y The password input is displayed in the blank symbols You can also enter the password of a user with an administrator...

Page 67: ...ect the paper feed source Select a paper source that correlates with the printing size Destination Select the tray to which the document will be output Staple Select whether the document is to be stap...

Page 68: ...pages are specified in the Pages box Cover Sheet Insertion Interleave Pages This option sets the interleaving page feature that is useful when you want to insert paper of a different type or from ano...

Page 69: ...ral 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 administrat...

Page 70: ...nter a department code This must be entered only when the department code is enabled on the equipment y When both the user management and department management settings are enabled the quotas that are...

Page 71: ...following page P 6 e Filing Features y 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...

Page 72: ...print 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...

Page 73: ...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 74: ...nts in e Filing The following procedure describes an example of how to download an archived document when using Microsoft Internet Explorer y The archived file contains all the documents you have spec...

Page 75: ...ask your administrator y 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 d...

Page 76: ...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 77: ...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 78: ...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 79: ...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 file and sends the Email directly f...

Page 80: ...n unauthorized access When Box is locked appears and logging in cannot be performed ask your administrator y The password input is displayed in the blank symbols You can also enter the password of a u...

Page 81: ...i Select this option to save the scanned images as a multi page TIFF file y TIFF Single Select this option to save the scanned images separately as single page TIFF files y PDF Multi Select this optio...

Page 82: ...ster password Ask the administrator about resetting these passwords y For details of the encryption setting refer to the User s Manual Advanced Guide y Encryption Level Select the desired encryption l...

Page 83: ...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 84: ...ress 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 y If you want to sort recipients into...

Page 85: ...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 86: ...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 fields...

Page 87: ...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 88: ...l Buttons 88 Editing 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 Deleti...

Page 89: ...displayed y 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 this...

Page 90: ...ent 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 Document Properties window contain...

Page 91: ...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...

Page 92: ...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 the...

Page 93: ...me the original document will be overwritten The Contents frame displays the pages in the View mode y The document status is returned to the View mode from the Edit mode Do not close the Save Document...

Page 94: ...rator y 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...

Page 95: ...the Document Name box and click Save y 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 y The document status is returne...

Page 96: ...s 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 y If you enter an i...

Page 97: ...de 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 of...

Page 98: ...e saved as a new one If you do not change the name the original document will be overwritten y The document status is returned to the View mode from the Edit mode Do not close the Save Document window...

Page 99: ...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 y The...

Page 100: ...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 101: ...ment window appears 8 Enter the document name in the Document Name box and click Save y 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 102: ...nvalid 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 cannot be performed...

Page 103: ...d 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 arrow indicato...

Page 104: ...e box and click Save y 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 y The document status is returned to the View mo...

Page 105: ...t 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 in...

Page 106: ...lder where 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 y...

Page 107: ...splayed 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 Enter the pa...

Page 108: ...document 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 y If you enter an invalid password...

Page 109: ...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 documents The arr...

Page 110: ...y 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 y The document status is returned to the View mode from the Edit mode...

Page 111: ...6 EDITING DOCUMENTS 110 Moving and Merging Documents...

Page 112: ...7 SYSTEM ADMINISTRATION This chapter describes system administration of the e Filing features Safeguarding Data 112 Erasing boxes 112 Unlocking user boxes 113...

Page 113: ...Log on to the Administrator page P 37 Logging in as a system administrator The Box Management page is displayed y It is recommended to archive the documents in the boxes before deleting them Once the...

Page 114: ...e 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 Managemen...

Page 115: ...7 SYSTEM ADMINISTRATION 114 Safeguarding Data...

Page 116: ...Frame 39 Documents 7 Archive 73 Documents tab 38 Downloading an archived document 73 Duplex 66 E Edit mode 88 Editing 28 88 e Filing Disk Space Available 41 e Filing Features 6 e Filing Functions 8 E...

Page 117: ...ail when an error occurs 56 Send Email when job is completed 56 Shift Margin Back 67 Front 66 Sort Copies 66 Staple 66 Status 41 Storing 17 T Test Print 68 Time Stamp Position 66 Tool Bar 39 U Unlocki...

Page 118: ...January 2013 45511202EE Rev1...

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Summary of Contents for MC770 series

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