Ricoh Aficio MP C2000 Page 2 Operating Instructions Manual Download | Manualshive

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Introduction

This manual contains detailed instructions and notes on the operation and use of this machine. For your
safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy
place for quick reference.

Do not copy or print any item for which reproduction is prohibited by law.

Copying or printing the following items is generally prohibited by local law:

bank notes, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licens-
es.

The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its
completeness or accuracy. If you have any questions concerning the legality of copying or printing cer-
tain items, consult with your legal advisor.

Important

Contents of this manual are subject to change without prior notice. In no event will the company be li-
able for direct, indirect, special, incidental, or consequential damages as a result of handling or oper-
ating the machine.

Trademarks

Microsoft

®

, Windows

®

and Windows NT

®

are registered trademarks of Microsoft Corporation in the

United States and/or other countries.

AppleTalk, EtherTalk, are registered trademarks of Apple Computer, Inc.

Bonjour is a trademark of Apple Computer Inc.

PostScript

®

and Acrobat

®

are registered trademarks of Adobe Systems, Incorporated.

PCL is a registered trademark of Hewlett-Packard Company.

NetWare is a registered trademarks of Novell, Inc.

Bluetooth is a Trademark of the Bluetooth SIG, Inc. (Special Interest Group) and licensed to Ricoh
Company Limited.

PictBridge is a trademark.

Other product names used herein are for identification purposes only and might be trademarks of their
respective companies. We disclaim any and all rights to those marks.

The proper names of the Windows operating systems are as follows:

•

The product name of Windows

®

95 is Microsoft

®

Windows 95.

•

The product name of Windows

®

98 is Microsoft

®

Windows 98.

•

The product name of Windows

®

Me is Microsoft

®

Windows Millennium Edition (Windows Me).

•

The product names of Windows

®

2000 are as follows:

Microsoft

®

Windows

®

2000 Advanced Server

Microsoft

®

Windows

®

2000 Server

Microsoft

®

Windows

®

2000 Professional

•

The product names of Windows

®

XP are as follows:

Microsoft

®

Windows

®

XP Professional

Microsoft

®

Windows

®

XP Home Edition

•

The product names of Windows Server™ 2003 are as follows:
Microsoft

®

Windows Server

TM

2003 Standard Edition

Microsoft

®

Windows Server

TM

2003 Enterprise Edition

Microsoft

®

Windows Server

TM

2003 Web Edition

•

The product names of Windows NT

®

4.0 are as follows:

Microsoft

®

Windows NT

®

Server 4.0

Microsoft

®

Windows NT

®

Workstation 4.0

Notes

Some illustrations in this manual might be slightly different from the machine.

Certain options might not be available in some countries. For details, please contact your local dealer.

Copyright © 2005-2007

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Summary of Contents for Aficio MP C2000

Page 1: ... handy for future reference For safe and correct use be sure to read the Safety Information in About This Machine before using the machine Getting Started Authentication and its Application Preventing Information Leaks Managing Access to the Machine Enhanced Network Security Specifying the Extended Security Functions Troubleshooting Appendix 1 2 3 4 5 6 7 8 Printed in France GB GB D042 7900 ...

Page 2: ...tems Incorporated PCL is a registered trademark of Hewlett Packard Company NetWare is a registered trademarks of Novell Inc Bluetooth is a Trademark of the Bluetooth SIG Inc Special Interest Group and licensed to Ricoh Company Limited PictBridge is a trademark Other product names used herein are for identification purposes only and might be trademarks of their respective companies We disclaim any ...

Page 3: ...tors of the machine It explains security func tions that the administrators can use to protect data from being tampered or prevent the machine from unauthorized use Also refer to this manual for the procedures for registering administrators as well as setting user and administrator authentication Copy Document Server Reference Explains Copier and Document Server functions and operations Also refer...

Page 4: ...er Lite DeskTopBinder Lite Setup Guide DeskTopBinder Introduction Guide Auto Document Link Guide Note Manuals provided are specific to machine types Adobe Acrobat Reader Adobe Reader must be installed in order to view the manuals as PDF files 1 Optional Product name General name DeskTopBinder Lite 1 and DeskTopBinder Professional DeskTopBinder ScanRouter EX Professional 1 and ScanRouter EX Enterpr...

Page 5: ... Procedure 16 Administrator Authentication 17 Specifying Administrator Privileges 17 Registering the Administrator 20 Logging on Using Administrator Authentication 23 Logging off Using Administrator Authentication 26 Changing the Administrator 27 User Authentication 29 User Code Authentication 29 Basic Authentication 33 Windows Authentication 42 LDAP Authentication 50 Integration Server Authentica...

Page 6: ...ing Access Privileges for Files Stored using the Scanner and Fax Functions 91 Assigning the User and the Access Permission for the User s Stored Files 94 Specifying Passwords for the Stored Files 97 Unlocking Files 99 Preventing Data Leaks Due to Unauthorized Transmission 101 Restrictions on Destinations 101 Protecting the Address Book 104 Address Book Access Permission 104 Encrypting the Data in ...

Page 7: ...ctions 151 Changing the Extended Security Functions 151 Settings 153 Other Security Functions 158 Fax Function 158 Scanner Function 159 Limiting Machine Operation to Customers Only 160 Settings 160 7 Troubleshooting Authentication Does Not Work Properly 165 A Message Appears 165 Machine Cannot Be Operated 167 8 Appendix Operations by the Supervisor 169 Logging on as the Supervisor 170 Logging off ...

Page 8: ...ettings via Web Image Monitor 187 User Administrator Settings 188 System Settings 188 Settings via Web Image Monitor 189 Settings via SmartDeviceMonitor for Admin 189 Document Server File Permissions 190 The Privilege for User Account Settings in the Address Book 191 User Settings 194 Copier Document Server Features 194 Printer Functions 198 Scanner Features 200 Facsimile Features 201 System Setti...

Page 9: ...read these notes They can be found in the Safety Information section of About This Machine Indicates points to pay attention to when using the machine and explanations of likely causes of paper misfeeds damage to originals or loss of data Be sure to read these explanations Indicates supplementary explanations of the machine s functions and instruc tions on resolving user errors This symbol is loca...

Page 10: ...2 ...

Page 11: ...sing authentication administrators manage the machine and its users To enable authentication information about both administrators and users must be registered in order to authenticate users via their login user names and passwords Four types of administrator manage specific areas of machine usage such as settings and user registration Access limits for each user are specified by the administrator...

Page 12: ...the administrator when specifying the machine s set tings or accessing the machine over the network User Authentication Users are authenticated by means of the login user name and login password supplied by the user when specifying the machine s settings or accessing the machine over the network The user s login user name and password as well such personal information items as telephone number and...

Page 13: ...ystem Settings D Press Interface Settings E Specify IP Address For details see the General Settings Guide F Connect the machine to the network G Start the Web Image Monitor and then log on to the machine as the admin istrator For details see p 69 Login Using Web Image Monitor H Install the server certificate For details see p 140 Protection Using Encryption I Enable secure sockets layer SSL ...

Page 14: ...ser name admin password blank in unencrypted form will be vulnerable to network inter ception and this account may be used for breaking into the machine over the network If you consider this risky we recommend that you specify a temporary ad ministrator password between steps A and F Reference p 20 Registering the Administrator ...

Page 15: ...Reference For details see p 39 Specifying Authentication Information to Log on Specifying Which Functions are Available This can be specified by the user administrator Specify the functions availa ble to registered users By making this setting you can limit the functions available to users Reference For details see p 124 Specifying Which Functions are Available Preventing Information Leaks Guardin...

Page 16: ...ocument Server You can prevent such activities as the sending and downloading of stored files by unauthorized users Reference For details see p 87 Specifying Access Permission for Stored Files Preventing Data Leaks Due to Unauthorized Transmission You can specify in the address book which users are allowed to send files us ing the scanner or fax function You can also limit the direct entry of dest...

Page 17: ...riting the Data on the Hard Disk Limiting and Controlling Access Preventing Modification or Deletion of Stored Data You can specify who is allowed to access stored scan files and files stored in Document Server You can permit selected users who are allowed to access stored files to modify or delete the files Reference For details see p 87 Specifying Access Permission for Stored Files Preventing Mo...

Page 18: ...tication and user authentication Reference For details see p 135 Encrypting Transmitted Passwords Safer Communication Using SSL When you access the machine using a Web Image Monitor or IPP you can es tablish encrypted communication using SSL When you access the machine using an application such as SmartDeviceMonitor for Admin you can estab lish encrypted communication using SNMPv3 or SSL To protec...

Page 19: ...according to the administered function machine administrator network administrator file administrator and user ad ministrator By sharing the administrative work among different administrators you can spread the workload and limit unauthorized operation by a single administra tor You can also specify a supervisor who can change each administrator s pass word Administrators are limited to managing t...

Page 20: ...This is the administrator who manages permission to access stored files You can specify passwords to allow only registered and permitted users to view and edit files stored in Document Server By making this setting you can pre vent data leaks and tampering due to unauthorized users viewing and using the registered data Supervisor The supervisor can delete an administrator s password and specify a ...

Page 21: ...tant If you have enabled Administrator Authentication Management make sure not to forget the administrator login user name and login password If an adminis trator login user name or login password is forgotten a new password must be specified using the supervisor s authority Be sure not to forget the supervisor login user name and login password If you do forget them a service representative will ...

Page 22: ...function and delete all logs can only be specified by the ma chine administrator 3 Network Administrator This administrator manages the network settings You can set the machine so that network settings such as the IP address and settings for sending and receiving e mail can only be specified by the network administrator only 4 File Administrator This administrator manages permission to access stor...

Page 23: ... normal operations on the machine such as copying and print ing 2 Group A group performs normal operations on the machine such as copying and print ing 3 Unauthorized User 4 Authentication Using a login user name and password user authentication is performed 5 This Machine 6 Access Limit Using authentication unauthorized us ers are prevented from accessing the ma chine 7 Authorized users and group...

Page 24: ...ion you must first specify adminis trator authentication You can specify User Code Authentication without specifying administrator authentication Administrator Authentication See p 17 Specifying Administra tor Privileges Specifying Administrator Privileges See p 17 Specifying Administrator Privileges Registering the Administrator See p 20 Registering the Administrator User Authentication See p 16 ...

Page 25: ...d when using applica tions such as SmartDeviceMonitor for Admin Administrators are limited to managing the machine s settings and controlling user access so they cannot use functions such as copying and printing To use such functions you need to register a user in the address book and then be au thenticated as the user Note Administrator authentication can also be specified via Web Image Monitor F...

Page 26: ...ng off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Using Administrator Authentication A Press the User Tools Counter key B Press System Settings C Press Administrator Tools D Press Administrator Authentication Management ...

Page 27: ...ntication to On Available Settings appears G Select the settings to manage from Available Settings The selected settings will be unavailable to users Available Settings varies depending on the administrator For details about Available Settings see p 119 Managing Access to the Ma chine Note To specify administrator authentication for more than one category repeat steps E to G ...

Page 28: ...r name and password The administra tor defaults are admin for the login name and blank for the password For details about logging on and logging off with administrator authentication see p 23 Logging on Using Administrator Authentication p 26 Logging off Using Administrator Authentication Note You can use up to 32 alphanumeric characters and symbols when registering login user names and login pass...

Page 29: ...nge Administrator E In the line for the administrator whose authority you want to specify press Administrator 1 Administrator 2 Administrator 3 or Administrator 4 and then press Change If you allocate each administrator s authority to a different person the screen appears as follows ...

Page 30: ...ss Change for the login password I Enter the login password and then press OK Follow the password policy to make the login password more secure For details about the password policy see p 157 Password Policy J If a password reentry screen appears enter the login password and then press OK K Press Change for the encryption password ...

Page 31: ...tication has been specified log on using an administra tor s user name and password This section describes how to log on Note To log on as an administrator enter the administrator s login user name and login password If you log on that a user name that has the privileges of multiple administra tors only one of those administrators names is displayed If you try to log on from an operating screen Se...

Page 32: ... Name C Enter the login user name and then press OK Note When you log on to the machine for the first time as the administrator en ter admin D Press Enter next to Login Password Note If assigning the administrator for the first time proceed to step F without pressing Enter ...

Page 33: ...Administrator Authentication 25 2 E Enter the login password and then press OK F Enter Login Authenticating Please wait appears followed by the screen for specifying the default ...

Page 34: ... off Using Administrator Authentication If administrator authentication has been specified be sure to log off after com pleting settings This section explains how to log off after completing settings A Press the Login Logout key B Press Yes AMG006S ...

Page 35: ...ple administrators to a single administrator For example to assign machine administrator authority and user administrator authority to Administrator 1 press Administrator 1 in the lines for the machine administrator and the user administrator Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log g...

Page 36: ...e line for the administrator you want to change press Administrator 1 Administrator 2 Administrator 3 or Administrator 4 and then press Change F Press Change for the setting you want to change and re enter the setting G Press OK H Press OK twice You are logged off automatically I Press the User Tools Counter key ...

Page 37: ... is carried out for individual users User authentication can also be specified via Web Image Monitor For details see the Web Image Monitor Help User Code Authentication This is an authentication method for limiting access to functions according to the user code The same user code can be used by more than one user For details about specifying user codes see General Settings Guide Limitation To cont...

Page 38: ...plication 30 2 Specifying User Code Authentication This can be specified by the machine administrator A Press the User Tools Counter key B Press System Settings C Press Administrator Tools D Press User Authentication Management ...

Page 39: ...ou do not want to use user authentication management select Off F Select which of the machine s functions you want to limit The selected settings will be unavailable to users For details about Limiting Available Functions see p 124 Limiting Available Functions ...

Page 40: ... using unau thenticated printer drivers or without any printer driver Authentication is required for printing with non specified devices If you select Simple All or Simple Limitation you can print even with un authenticated printer drivers or devices Specify this setting if you want to print with a printer driver or device that cannot be identified by the ma chine or if you do not require authenti...

Page 41: ...entication Specify this authentication when using the machine s address book to authenti cate for each user Using basic authentication you can not only manage the ma chine s available functions but also limit access to stored files and to the personal data in the address book Under basic authentication the administrator must specify the functions available to each user registered in the address bo...

Page 42: ...Authentication and its Application 34 2 C Press Administrator Tools D Press User Authentication Management E Select Basic Auth Note If you do not want to use user authentication management select Off ...

Page 43: ...v4 address range in which printer job authentica tion is not required Specify this setting if you want to print using unau thenticated printer drivers or without any printer driver Authentication is required for printing with non specified devices If you select Simple All or Simple Limitation you can print even with un authenticated printer drivers or devices Specify this setting if you want to pr...

Page 44: ...e range in which Simple Limitation is applied to Printer Job Au thentication You can specify the IPv4 address range to which this setting is applied and whether or not to apply the setting to the parallel and USB interfaces K Press Exit L Press OK M Press Exit N Press the User Tools Counter key ...

Page 45: ...r Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Using Administrator Authentication You need to register a user in the address book For details about the address book see General Settings Guide See p 124 Limiting Available Functions Specifying Login User Name and Login Password In ...

Page 46: ...Authentication and its Application 38 2 E Select the user or group F Press Auth Info G Press Change for Login User Name H Enter a login user name and then press OK I Press Change for Login Password ...

Page 47: ...on Management can be used as the login information for SMTP Authentication Folder Au thentication and LDAP Authentication For details about specifying login user name and login password see p 37 Spec ifying Login User Name and Login Password If you do not want to use the login user name and password specified in User Authentication Management for SMTP Authentication Folder Authentication or LDAP A...

Page 48: ...plication 40 2 D Press Address Book Management If the setting to be specified does not appear press TNext to scroll down to other settings E Select the user or group F Press Auth Info G Specify the login user name and password ...

Page 49: ...DAP Authentication a user name other than other admin supervisor or HIDE must be specified The symbol represents any character To use Use Auth Info at Login for SMTP authentication a login password up to 128 characters in length must be specified Note For folder authentication select Use Auth Info at Login in Folder Authen tication For LDAP authentication select Use Auth Info at Login in LDAP Auth...

Page 50: ...e following requirements must be met The Printer Scanner unit must be installed A domain controller has been set up in a designated domain This function is supported by the operating systems listed below NTLM authentication is used for Windows authentication To obtain user infor mation when running Active Directory use LDAP If SSL is being used this requires a version of Windows that supports TLS ...

Page 51: ... the address book and can use the functions available under Default Group Specifying Windows Authentication This can be specified by the machine administrator Note Under Windows Authentication you can select whether or not to use secure sockets layer SSL authentication To automatically register user information such as fax numbers and e mail addresses under Windows authentication it is recommended...

Page 52: ...Authentication and its Application 44 2 C Press Administrator Tools D Press User Authentication Management E Select Windows Auth Note If you do not want to use user authentication management select Off ...

Page 53: ...ntica tion is not required Specify this setting if you want to print using unau thenticated printer drivers or without any printer driver Authentication is required for printing with non specified devices If you select Simple All or Simple Limitation you can print even with un authenticated printer drivers or devices Specify this setting if you want to print with a printer driver or device that ca...

Page 54: ...n I Press Change J Specify the range in which Simple Limitation is applied to Printer Job Au thentication You can specify the IPv4 address range to which this setting is applied and whether or not to apply the setting to the parallel and USB interfaces K Press Exit ...

Page 55: ...ng the names of the global groups registered in the Windows Server Keep in mind that group names are case sensitive Then specify the machine functions available to each group If global groups are not specified users can use the available functions spec ified in Default Group If global groups are specified users not registered in global groups can use the available functions specified in Default Gr...

Page 56: ...n enter the group name O Press OK P Select which of the machine s functions you want to permit The selected settings will be available to users For details about limiting available functions see p 124 Limiting Available Functions Q Press OK twice R Press the User Tools Counter key ...

Page 57: ... Certificate Authority and then click Next On the displayed screen Enterprise root CA is selected I Enter the Certificate Authority name optional in CA Identifying Information and then click Next J Leave Data Storage Location at its default and then click Next Creating the Server Certificate After installing Internet Information Services IIS and Certificate services Win dows components create the ...

Page 58: ...have their accounts on the LDAP server The address book stored in the LDAP server can be registered to the machine enabling user authentication without first using the machine to register individual settings in the address book When using LDAP Authentication to prevent the password information being sent over the network unencrypted it is recommended that communica tion between the machine and LDA...

Page 59: ...ese or Hangul characters when entering the login user name or password If you use double byte characters you cannot authenticate using Web Image Monitor Note Under LDAP Authentication if Anonymous Authentication in the LDAP server s settings is not set to Prohibit users who do not have an LDAP serv er account might still be able to gain access If the LDAP server is configured using Windows Active ...

Page 60: ...Application 52 2 Specifying LDAP Authentication This can be specified by the machine administrator A Press the User Tools Counter key B Press System Settings C Press Administrator Tools D Press User Authentication Management ...

Page 61: ...User Authentication 53 2 E Select LDAP Auth Note If you do not want to use user authentication management select Off F Select the LDAP server to be used for LDAP authentication ...

Page 62: ...ter job authentica tion is not required Specify this setting if you want to print using unau thenticated printer drivers or without any printer driver Authentication is required for printing with non specified devices If you select Simple All or Simple Limitation you can print even with un authenticated printer drivers or devices Specify this setting if you want to print with a printer driver or d...

Page 63: ...ify the IPv4 address range to which this setting is applied and whether or not to apply the setting to the parallel and USB interfaces K Press Exit L Select which of the machine s functions you want to permit The selected settings will be available to users For details about limiting available functions see p 124 Limiting Available Functions ...

Page 64: ...infor mation about an authenticated user You can create a search filter based on the Login Name Attribute select a user and then retrieve the user infor mation from the LDAP server so it is transferred to the machine s address book The method for selecting the user name depends on the server envi ronment Check the server environment and enter the user name accord ingly O Press Change for Unique at...

Page 65: ...ports authentication is installed For external authentication the Integration Server Authentication collectively authenticates users accessing the server over the network providing a server in dependent centralized user authentication system that is safe and convenient For example if the delivery server and the machine share the same Integration Server Authentication single sign on is possible usi...

Page 66: ...ne Specifying Integration Server Authentication This can be specified by the machine administrator This section explains how to specify the machine settings For details see the Authentication Manager manual A Press the User Tools Counter key B Press System Settings C Press Administrator Tools D Press User Authentication Management ...

Page 67: ...vr Auth Note If you do not wish to use User Authentication Management select Off F Press Change for Server Name Specify the name of the server for external authentication G Enter the server name and then press OK Enter the IPv4 address or host name ...

Page 68: ...main name and then press OK Note You cannot specify a domain name under an authentication system that does not support domain login K Press Obtain URL The machine obtains the URL of the server specified in Server Name If the setting to be specified does not appear press TNext to scroll down to other settings If Server Name or the setting for enabling SSL is changed after obtaining the URL the URL ...

Page 69: ...ce Simple USB Simple and the clients IPv4 address range in which printer job authentica tion is not required Specify this setting if you want to print using unau thenticated printer drivers or without any printer driver Authentication is required for printing with non specified devices If you select Simple All or Simple Limitation you can print even with un authenticated printer drivers or devices...

Page 70: ...n O Press Change P Specify the range in which Simple Limitation is applied to Printer Job Au thentication You can specify the IPv4 address range to which this setting is applied and whether or not to apply the setting to the parallel and USB interfaces Q Press Exit ...

Page 71: ...User Authentication 63 2 R Press On for SSL To not use secure sockets layer SSL for authentication press Off S Press the User Tools Counter key ...

Page 72: ... job is reset Reference For details about Restrict Use of Simple Encryption see p 151 Changing the Extended Security Functions Printer Job Authentication Entire The machine authenticates all printer jobs and remote settings and cancels jobs and settings that fail authentication Printer Jobs Job Reset Settings Disabled Simple All The machine authenticates printer jobs and remote settings that have ...

Page 73: ...cted In the PCL printer driver dialog box the User Authentication check box is not selected Personal authentication information is added to the printer job and is dis abled D When using the PostScript 3 printer driver the printer job contains user code information Personal authentication information is not added to the printer job but the user code information is Note This type also applies to rec...

Page 74: ...ou can authenticate using an external device For details see p 71 Authentication using an external device Note Consult the User Administrator about your login user name password and user code For user code authentication enter a number registered in the address book as User Code User Code Authentication Using the Control Panel When user authentication is set the following screen appears Enter a us...

Page 75: ...Panel Follow the procedure below to log on when Basic Authentication Windows Au thentication LDAP Authentication or Integration Server Authentication is set A Press Enter for Login User Name B Enter a login user name and then press OK C Press Enter for Login Password ...

Page 76: ...ss Login When the user is authenticated the screen for the function you are using ap pears Log Off Using the Control Panel Follow the procedure below to log off when Basic Authentication Windows Au thentication or LDAP Authentication is set A Press the Login Logout key B Press Yes AMG006S ...

Page 77: ...en logged on using a printer driver logging off is not required Login Using Web Image Monitor This section explains how to log onto the machine via Web Image Monitor A Click Login B Enter a login user name and password and then click Login Note For user code authentication enter a user code in User Name and then click OK The procedure may differ depending on the Web Image Monitor used Log Off Usin...

Page 78: ...logs you off if you do not use the control panel within a given time This feature is called Auto Logout Specify how long the machine is to wait before performing Auto Logout A Press the User Tools Counter key B Press System Settings C Press Timer Settings D Press Auto Logout Timer If the setting to be specified does not appear press TNext to scroll down to other settings ...

Page 79: ...ify Auto Logout Timer select Off F Enter 60 to 999 seconds using the number keys and then press q G Press OK H Press the User Tools Counter key Authentication using an external device If you authenticate using an external device see the Kit manual For details contact your local dealer ...

Page 80: ...Authentication and its Application 72 2 ...

Page 81: ...d Copy Prevention A Using the printer driver specify the printer settings for unauthorized copy prevention See p 77 Specifying Printer Settings for Unauthorized Copy Prevention Printer Driver Setting Data Security for Copying A Using the printer driver specify the printer settings for data security for copying See p 78 Specifying Printer Settings for Data security for copying Printer Driver Settin...

Page 82: ...pattern for instance a warn ing such as No Copying in a printed document appears conspicuously in printed copies Important Unauthorized copy prevention discourages unauthorized copying and will not necessarily stop information leaks The embedded pattern is not assured to be copied scanned or stored prop erly in the Document Server Limitation Depending on the machine and scanner settings the embedd...

Page 83: ... Document Server the optional Copy Data Security Unit must be installed in the machine 1 Documents with data security for copying 2 The document is copied or stored in the Document Server 3 Printed Copies Text and images in the document are grayed out in printed copies Limitation If the Copy Data Security Unit is installed in the machine you cannot use the scanner and fax functions If the Copy Dat...

Page 84: ...mp the machine does not beep the file registered as a user stamp is grayed out and no entry is added to the unauthorized copying log Printing Limitations The following is a list of limitations on printing with unauthorized copy preven tion and data security for copying Unauthorized copy prevention Data security for copying Limitation You can print using the only RPCS printer driver You cannot prin...

Page 85: ... Printer Settings for Unauthorized Copy Prevention Printer Driver Setting Using the printer driver specify the printer settings for unauthorized copy pre vention To use the printer function under the User Authentication you must enter the login user name and password for the printer driver For details see the printer driver Help For details about specifying data security for copying using the prin...

Page 86: ...r dialog box B On the Edit tab select the Unauthorized copy check box C Click Control Settings D In the Unauthorized copy prevention Pattern group check the Data security for copying E Click OK Reference For details see the printer driver Help Specifying Data Security for Copying Machine Setting This can be specified by the machine administrator To use this function the Copy Data Security Unit mus...

Page 87: ...istrator Tools D Press Data Security for Copying If the setting you want to specify does not appear press TNext to scroll down to other settings E Press On If you do not want to specify Data Security for Copying select Off F Press OK G Press Exit H Press the User Tools Counter key ...

Page 88: ...red print files also you can share these files Choosing a Locked Print file Using the printer driver specify a Locked Print file If user authentication has been enabled you must enter the login user name and login password using the printer driver For details see the printer driver Help You can perform Locked Print even if user authentication is not enabled For de tails see Printer Reference A Ope...

Page 89: ... password This can also be specified via Web Image Monitor For details see the Web Image Monitor Help Preparation For details about logging on and logging off with user authentication see p 67 Login Using the Control Panel p 68 Log Off Using the Control Panel A Press the Printer key B Press Print Jobs C Press Locked Print Job List Only Locked Print files belonging to the user who has logged on app...

Page 90: ...Preventing Information Leaks 82 3 E Press Print F Enter the password for the stored file and then press OK Note Enter the password specified in step D on p 80 Choosing a Locked Print file G Press Yes ...

Page 91: ...e password for the files If the password has been forgotten ask the file administrator to change the password This can also be specified via Web Image Monitor For details see the Web Image Monitor Help Note Locked Print files can also be deleted by the file administrator A Press the Printer key B Press Print Jobs C Press Locked Print Job List D Select the file ...

Page 92: ...Locked Print Files This can be specified by the file creator owner or file administrator If the password has been forgotten the file administrator change the password This can also be specified via Web Image Monitor For details see the Web Image Monitor Help A Press the Printer key B Press Print Jobs C Press Locked Print Job List D Select the file ...

Page 93: ... Enter the password for the stored file and then press OK The machine administrator does not need to enter the password G Enter the new password for the stored file and then press OK H If a password reentry screen appears enter the login password and then press OK ...

Page 94: ... This section explains how to unlock files Only the file administrator can unlock files This can also be specified via Web Image Monitor For details see the Web Image Monitor Help For details about Enhance File Protection see p 151 Changing the Extended Security Functions A Press the Printer key B Press Print Jobs C Press Locked Print Job List D Select the file E Press Unlock File F Press Yes ...

Page 95: ...u can check the content of stored files For details see the Web Image Monitor Help The default access permission for the file creator owner is Read only You can also specify the access permission Password for Stored Files Passwords for stored files can be specified by the file creator owner or file administrator You can obtain greater protection against the unauthorized use of files Read only In a...

Page 96: ...es Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Using Administrator Authentication Important If files become inaccessible reset their access permission as the file creator owner This can also be done by the file administrator If you want to access a file but do not have access pe...

Page 97: ...Specifying Access Permission for Stored Files 89 3 D Press Change Access Priv E Press Program Change Delete F Press New Program ...

Page 98: ... You can select more than one users By pressing All Users you can select all the users H Press Exit I Select the user who you want to assign an access permission to and then select the permission Select the access permission from Read only Edit Edit Delete or Full Control J Press Exit K Press OK ...

Page 99: ...rivileges for made using these functions when storing them in the D0ocument Server You can also change the access privileges for the file Specifying Access Privileges When Storing Files This section explains how to specify the access privileges and then store a file in the Document Server under the scanner or fax function The scanner screen is used to illustrate the procedure A Press Store File B ...

Page 100: ...ission to and then se lect the permission Select the access permission from Read only Edit Edit Delete or Full Con trol F Press Exit G Press OK H Store files in the Document Server Changing Access Privileges for Previously Stored Files This section explains the authentication process for accessing a file stored in the Document Server under the scanner or fax function The scanner screen is used to ...

Page 101: ...G Select the users or groups you want to assign permission to You can select more than one users By pressing All Users you can select all the users H Press Exit Select the user who you want to assign an access permission to and then se lect the permission Select the access permission from Read only Edit Edit Delete or Full Con trol I Press Exit J Press OK ...

Page 102: ...es the management of access permission easier than it is when permis sion is specified for each stored file Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Using Administrator Authentication Important If files become inaccessible be sure to enable the user administrator and then res...

Page 103: ...Specifying Access Permission for Stored Files 95 3 D Press Address Book Management E Select the user or group F Press Protection ...

Page 104: ... for Permissions for Users Groups If the setting to be specified does not appear press TNext to scroll down to other settings H Press New Program I Select the users or groups to register You can select more than one users By pressing All Users you can select all the users J Press Exit ...

Page 105: ...ools Counter key Specifying Passwords for the Stored Files This can be specified by the file creator owner or file administrator Specify passwords for the stored files Provides increased protection against unauthorized use of files Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Usi...

Page 106: ... File Management D Press Change Password E Enter the password using the number keys You can use 4 to 8 numbers as the password for the stored file F Press OK G Confirm the password by re entering it using the number keys H Press OK I Press OK ...

Page 107: ...to unlock files Only the file administrator can unlock files For details about Enhance File Protection see p 151 Changing the Extended Security Functions Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Using Administrator Authentication A Press the Document Server key B Select the f...

Page 108: ...Preventing Information Leaks 100 3 D Press Unlock Files E Press Yes F Press OK ...

Page 109: ...y entering telephone numbers e mail addresses or Folder Path in order to send files If you set Restrict Use of Destinations to Off Restrict Adding of User Destina tions appears In Restrict Adding of User Destinations you can restrict users from registering data in the address book If you set Restrict Adding of User Destinations to Off users can directly enter des tination telephone numbers e mail ...

Page 110: ...Preventing Information Leaks 102 3 B Press System Settings C Press Administrator Tools D Press Extended Security E Press On for Restrict Use of Destinations ...

Page 111: ...Due to Unauthorized Transmission 103 3 F Press OK G Press the User Tools Counter key Reference This can also be specified using Web Image Monitor or SmartDeviceMon itor for Admin For details see the Help for each application ...

Page 112: ...ified by the registered user The access permission can also be specified by a user granted full control or the user administrator You can specify who is allowed to access the data in the address book By making this setting you can prevent the data in the address book being used by unregistered users Preparation For details about logging on and logging off with administrator authentica tion see p 2...

Page 113: ...Protecting the Address Book 105 3 D Press Address Book Management E Select the user or group F Press Protection G Under Protect Destination press Program Change Delete for Permissions for Users Groups ...

Page 114: ... than one users By pressing All Users you can select all the users J Press Exit K Select the user who you want to assign an access permission to and then select the permission Select the permission from Read only Edit Edit Delete or Full Control L Press Exit M Press OK N Press Exit O Press the User Tools Counter key ...

Page 115: ...Functions Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Using Administrator Authentication Note If you register additional users after encrypting the data in the address book those users are also encrypted A Press the User Tools Counter key B Press System Settings C Press Administ...

Page 116: ...8 3 D Press Extended Security E Press On for Encrypt Address Book F Press Change for Encryption Key G Enter the encryption key and then press OK Enter the encryption key using up to 32 alphanumeric characters H Press Encrypt Decrypt ...

Page 117: ...ng time The time it takes to encrypt the data in the address book depends on the number of registered users The machine cannot be used during encryption Normally once encryption is complete Exit appears If you press Stop during encryption the data is not encrypted If you press Stop during decryption the data stays encrypted J Press Exit K Press OK L Press the User Tools Counter key ...

Page 118: ...ata Note Depending on the hard disk capacity and the method of erasing the data this action may take a few hours Once you start the Erase All Memory function no other machine operation is possible until the function completes or you quit the function Auto Erase Memory Setting To erase selected data on the hard disk specify Auto Erase Memory Setting Erase All Memory To erase all the data on the har...

Page 119: ...a Auto Erase Memory erases the temporary data on the hard disk by writing over it Overwriting starts automatically once the job is completed The Copier Fax and Printer functions take priority over the Auto Erase Memory function If a copy fax or print job is in progress overwriting will only be done after the job is completed Preparation For details about logging on and logging off with administrat...

Page 120: ...fied does not appear press TNext to scroll down to other settings E Press On and then select the method of erasing the data Select the method of erasing the data from NSA DoD or Random Numbers If you select Random Numbers proceed to step F If you select NSA or DoD proceed to step H F Press Change ...

Page 121: ...machine be turned off before over writing is completed the temporary data will remain on the hard disk un til the main power switch is next turned on and overwriting is resumed If the overwriting method is changed while overwriting is in progress the remainder of the temporary data will be overwritten using the method set originally Canceling Auto Erase Memory A Follow steps A to D in Auto Erase M...

Page 122: ...er it has been printed or deleted from the Document Server 5 Data stored in the Address Book can be encrypted for security For details see p 107 Encrypting the Data in the Address Book 6 Image overlay data can be overwritten by Auto Erase Memory only if it is deleted in advance Data overwritten by Auto Erase Memory Copier Copy jobs Printer Print Jobs Sample Print Locked Print Stored Print Jobs 1 S...

Page 123: ...nt If you select Erase All Memory the following are also deleted user codes counters under each user code user stamps data stored in the Address Book printer fonts downloaded by users applications using Embedded Software Architecture SSL server certificates and the machine s network settings Note Before erasing the hard disk you can back up user codes counters for each user code and Address Book d...

Page 124: ...pecified does not appear press TNext to scroll down to other settings F Select the method of erasing the data Select the method of erasing the data from NSA DoD or Random Numbers If you select Random Numbers proceed to step G If you select NSA or DoD proceed to step I G Press Change ...

Page 125: ... Power About This Ma chine Important Should the main power switch of the machine be turned off before Erase All Memory is completed overwriting is canceled Make sure the main power switch is not turned off during overwriting Note If the main power is turned off when Erase All Memory is in progress overwriting will start again when you next turn on the main power If an error occurs before overwriti...

Page 126: ...B Press Yes Erase All Memory is canceled Note If you stop this before completion the data is not fully erased Execute Erase All Memory again to erase the data C Turn off the main power Note To resume overwriting after power off turn on the main power of the ma chine and then repeat the procedure in Erase All Memory ...

Page 127: ...ng certain settings Administrator type determines which machine settings can be modified The following types of administrator are available User Administrator Network Administrator Machine Administrator File Administrator Reference For details see p 11 Administrators For details see p 17 Administrator Authentication For details see p 173 Machine Administrator Settings For details see p 182 Network...

Page 128: ... the menu protect level for each function see p 194 User Set tings Menu Protect You can set menu protect to Off Level 1 or Level 2 If you set it to Off no menu protect limitation is applied To limit access to the fullest extent select Level 2 For details about the menu protect level for each function see p 194 User Settings Copying Functions To specify Menu Protect in Copier Document Server Featur...

Page 129: ...tect in Facsimile Features Under System Settings Adminis trator Tools Administrator Authentication Management set Machine Management to On A Press the User Tools Counter key B Press Facsimile Features C Press Initial Settings D Press Menu Protect If the setting to be specified does not appear press TNext to scroll down to other settings ...

Page 130: ...rinter Functions To specify Menu Protect in Printer Features set Machine Management to On in Administrator Authentication Management in Administrator Tools in System Settings A Press the User Tools Counter key B Press Printer Features C Press Maintenance D Press Menu Protect E Select the menu protect level and then press OK ...

Page 131: ...tures set Machine Management to On in Administrator Authentication Management in Administrator Tools in System Set tings A Press the User Tools Counter key B Press Scanner Features C Press Initial Settings D Press Menu Protect E Select the menu protect level and then press OK F Press the User Tools Counter key ...

Page 132: ... key cannot be used Specifying Which Functions are Available This can be specified by the user administrator Specify the functions available to registered users By making this setting you can limit the functions available to users Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Usin...

Page 133: ...dress Book Management E Select the user F Press Auth Info G In Available Functions select the functions you want to specify If the setting to be specified does not appear press TNext to scroll down to other settings H Press OK I Press Exit J Press the User Tools Counter key ...

Page 134: ... procedures 2 1 Deleting all log information 2 Formatting the hard disk B Deleting log information To delete the log the log collection server is required By deleting the log stored in the machine you can free up space on the hard disk C Transferring log information To transfer the log the log collection server is required You can transfer the log information which indicates who tried to gain acce...

Page 135: ...or can select On from the log server only When using the machine s control panel you can change the setting to Off only if it is set to On You can check and change the transfer log setting This setting lets you transfer log files to the log server to check the history data and identify unauthorized ac cess For details about log collection server contact your local dealer For details about the tran...

Page 136: ...e Machine 128 4 C Press Administrator Tools D Press Transfer Log Setting If the setting to be specified does not appear press TNext to scroll down to other settings E Press Off F Press OK G Press the User Tools Counter key ...

Page 137: ...his can be specified by the network administrator Specify whether to enable or disable the function for each protocol By making this setting you can specify which protocols are available and so pre vent unauthorized access over the network Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging...

Page 138: ... access Limit the IP addresses from which access is possible by specifying the access control range For example if you specify the access control range as 192 168 15 16 192 168 15 20 the client PC addresses from which access is possible will be from 192 168 15 16 to 192 168 15 20 Limitation Using access control you can limit access involving LPR RCP RSH FTP IPP DIPRINT Web Image Monitor SmartDevic...

Page 139: ... see the Web Image Monitor Help Specifying Network Security Level This can be specified by the network administrator This setting lets you change the security level to limit unauthorized access Set the security level to Level 0 Level 1 or Level 2 Select Level 2 for maximum security to protect confidential information Select Level 1 for moderate security Use this setting if the machine is connected...

Page 140: ...ity 132 5 A Press the User Tools Counter key B Press System Settings C Press Administrator Tools D Press Network Security Level If the setting you want to specify does not appear press TNext to scroll down to other settings ...

Page 141: ...ess OK G Press Exit H Press the User Tools Counter key Status of Functions under each Network Security Level Available Unavailable U Port is open Port is closed Automatic Ciphertext Only Ciphertext Priority Function Network Security Level Level 0 Level 1 Level 2 Interface IEEE1394 SBP 2 Bluetooth IPv4 over 1394 ...

Page 142: ...31 U U Port 443 U U U DIPRINT LPR FTP Port 21 U U U ssh Port 22 U U U sftp U U U RFU Port 10021 U U U RSH RCP SNMP SNMP v1v2 Setting Browse SNMP v3 SNMP En cryption TELNET SSDP Port 1900 U U NBT Port 137 138 U U SSL SSL TLS En cryption Mode DNS SMB NetWare NetWare AppleTalk AppleTalk Function Network Security Level Level 0 Level 1 Level 2 ...

Page 143: ...nter driver installed in the user s computer Reference See p 151 Changing the Extended Security Functions Group Passwords for PDF Files DeskTopBinder Lite s PDF Direct Print function allows a PDF group pass word to be specified to enhance security Note You cannot perform PDF Direct Print for compressed PDF files To use PDF direct print the optional PostScript3 unit must be installed Password for I...

Page 144: ...ords for transmission to pre vent them from being analyzed Reference See p 151 Changing the Extended Security Functions Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Using Administrator Authentication A Press the User Tools Counter key B Press System Settings C Press Administrator...

Page 145: ...tion key using up to 32 alphanumeric characters Note The network administrator must give users the driver encryption key specified on the machine so they can register it on their computers Make sure to enter the same driver encryption key as that specified on the ma chine G Press OK H Press the User Tools Counter key Reference See the printer driver Help See the TWAIN driver Help ...

Page 146: ...that is already registered on the machine The users can then register it in DeskTopBinder on their computers For details see the DeskTopBinder Help Make sure to enter the same character string as that specified on the machine for the group password for PDF files The group password for PDF files can also be specified using Web Image Monitor For details see the Web Image Monitor Help A Press the Use...

Page 147: ...hem from being analyzed Note When using the IPP port under Windows XP or Windows Server 2003 you can use the operating system s standard IPP port A Open a Web Image Monitor B Enter http machine s address in the address bar to access the machine C Log onto the machine The network administrator can log on Enter the login user name and login password D Click Configuration click Security and then clic...

Page 148: ...nstall a server certificate in the machine negotiate a secure connection and encrypt transmitted data SSL Secure Sockets Layer A To access the machine from a user s computer request for the SSL server certificate and public key B The server certificate and public key are sent from the machine to the us er s computer C Using the public key encrypt the data for transmission D The encrypted data is s...

Page 149: ...ds on the cer tificate authority Follow the procedure specified by the certificate author ity B Installing the server certificate Install the server certificate using Web Image Monitor C Enabling SSL Enable the SSL TLS setting using Web Image Monitor Creating and Installing the Server Certificate Self Signed Certificate Create and install the server certificate using Web Image Monitor Note To conf...

Page 150: ... the server certificate from the machine Creating the Server Certificate Certificate Issued by a Certificate Authority Create the server certificate using Web Image Monitor This section explains the use of a certificate issued by a certificate authority as the server certificate A Open a Web Image Monitor B Enter http machine s address in the address bar to access the printer C Log onto the machin...

Page 151: ...ver certificate using Web Image Monitor This section explains the use of a certificate issued by a certificate authority as the server certificate Enter the server certificate contents issued by the certificate authority A Open a Web Image Monitor B Enter http machine s address in the address bar to access the printer C Log onto the machine The network administrator can log on Enter the login user...

Page 152: ...mit SSL TLS Communication to Ciphertext Only enter ht tps machine s address to access the machine User Settings for SSL Secure Sockets Layer If you have installed a server certificate and enabled SSL Secure Sockets Layer you need to install the certificate on the user s computer The network administrator must explain the procedure for installing the certifi cate to users If a warning dialog box ap...

Page 153: ...nication mode you can specify encrypted com munication Setting the SSL TLS Encryption Mode This can be specified by the network administrator After installing the server certificate specify the SSL TLS encrypted communi cation mode By making this setting you can change the security level Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on...

Page 154: ...ced Network Security 146 5 B Press System Settings C Press Interface Settings D Press Permit SSL TLS Communication If the setting to be specified does not appear press TNext to scroll down to other settings ...

Page 155: ...b Image Monitor Help SNMPv3 Encryption This can be specified by the network administrator When using SmartDeviceMonitor for Admin or another application to make various settings you can encrypt the data transmitted By making this setting you can protect data from being tampered with Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Usin...

Page 156: ...etwork Security 148 5 C Press Interface Settings D Press Permit SNMPv3 Communication If the setting to be specified does not appear press TNext to scroll down to other settings E Press Encryption Only F Press OK ...

Page 157: ...tion in SmartDeviceMonitor for Admin in addition to specifying Permit SNMPv3 Communication on the machine If network administrator s Encryption Password setting is not specified the data for transmission may not be encrypted or sent Reference For details about specifying the network administrator s Encryption Pass word setting see p 20 Registering the Administrator For details about specifying Enc...

Page 158: ...Enhanced Network Security 150 5 ...

Page 159: ... the machine This section outlines the extended security functions and how to specify them For details about when to use each function see the corresponding chapters Changing the Extended Security Functions To change the extended security functions display the extended security screen as follows Preparation For details about logging on and logging off with administrator authentica tion see p 23 Lo...

Page 160: ...ifying the Extended Security Functions 152 6 C Press Administrator Tools D Press Extended Security E Press the setting you want to change and change the setting F Press OK G Press the User Tools Counter key ...

Page 161: ...strator Encrypt the data in the ma chine s address book Reference See p 107 Encrypting the Data in the Address Book On Off Note Default Off Restrict Use of Destinations This can be specified by the user administrator The available fax and scanner destinations are limited to the destinations reg istered in the address book Reference See p 101 Restrictions on Destinations A user cannot directly ente...

Page 162: ...When this setting is made only the user administrator can change the address book On Off Note Default Off Restrict Display of User Information This can be specified if user authentication is specified When the job history is checked using a network connection for which authentication is not avail able all personal information can be displayed as For example when someone not authenticated as an adm...

Page 163: ...ntered On Off Note Default Off Settings by SNMP v1 and v2 This can be specified by the network administrator When the machine is ac cessed using the SNMPv1 v2 protocol authentication cannot be performed allowing machine administrator settings such as the paper setting to be changed If you select Prohibit the setting can be viewed but not specified with SNMPv1 v2 Prohibit Do not Prohibit Note Defau...

Page 164: ...mile Reference Authenticate Current Job This can be specified by the machine administrator This setting lets you specify whether or not authentication is required for op erations such as canceling jobs under the copier and printer functions If you select Login Privilege authorized users and the machine administrator can operate the machine When this is selected authentication is not required for u...

Page 165: ...onditions specified in Complexity Setting and Min imum Character No If you select Level 1 specify the password using a combination of two types of characters selected from upper case letters lower case letters decimal numbers and symbols such as If you select Level 2 specify the password using a combination of three types of characters selected from upper case letters lower case letters decimal nu...

Page 166: ...ting to On To access the machine over a network specified users must enter their user codes or login user names and passwords Allowing only authorized users to manage files can prevent others seeing fax es you have sent Reference For details see Stored RX File User Setting Facsimile Reference Printing the Journal When making authentication settings for users to prevent personal informa tion in tra...

Page 167: ...inted automatically set user authentication and the journal will not print automatically Instead items in the Print Delete Scanner Journal are over written one by one when the number of transmissions deliveries exceeds 250 To prevent the transmission delivery history from overwritten change the setting so that the Scanner Journal is printed automatically ...

Page 168: ...ck Settings Service Mode Lock This can be specified by the machine administrator Service mode is used by a customer engineer for inspection or repair If you set the service mode lock to On service mode cannot be used unless the machine administrator logs onto the machine and cancels the service mode lock to allow the customer en gineer to operate the machine for inspection and repair This ensures ...

Page 169: ...miting Machine Operation to Customers Only 161 6 C Press Administrator Tools D Press Service Mode Lock E Press On and then OK A confirmation message appears F Press Yes G Press the User Tools Counter key ...

Page 170: ...tor must log onto the machine and cancel the service mode lock Preparation For details about logging on and logging off with administrator authentica tion see p 23 Logging on Using Administrator Authentication p 26 Log ging off Using Administrator Authentication A Press the User Tools Counter key B Press System Settings C Press Administrator Tools D Press Service Mode Lock ...

Page 171: ...Limiting Machine Operation to Customers Only 163 6 E Press Off and then press OK F Press the User Tools Counter key The customer engineer can switch to service mode ...

Page 172: ...Specifying the Extended Security Functions 164 6 ...

Page 173: ...rding to the information contained in the message Messages Causes Solutions You do not have the privileges to use this function The authority to use the func tion is not specified If this appears when trying to use a function The function is not speci fied in the address book management setting as be ing available The user ad ministrator must decide whether to authorize use of the function and the...

Page 174: ...ot cor rect Inquire the user administrator for the correct login user name and login password The number of users regis tered in the address book has reached the maximum limit allowed by Windows Authen tication or LDAP Authentica tion or Integration Server Authentication so you cannot register additional users Delete unnecessary user ad dresses Cannot access the authentica tion server when using W...

Page 175: ...hentication is taking time because of operating condi tions Make sure the LDAP server setting is correct Make sure the network set tings are correct Authentication is not possible while the machine is editing the address book data Wait until editing of the ad dress book data is complete After starting User Manage ment Tool or Address Manage ment Tool in SmartDeviceMonitor for Ad min and entering t...

Page 176: ...files that did not appear For details about enabling All Users see p 87 Specifying Access Permission for Stored Files Destinations specified using the machine do not appear User authentication may have been disabled while All Users is not specified Re enableuserauthentication and then enable All Users for the destinations that did not appear For details about enabling All Users see p 104 Protectin...

Page 177: ... blank We recommend changing the login user name and login password When registering login user names and login passwords you can specify up to 32 alphanumeric characters and symbols Keep in mind that user names and passwords are case sensitive Be sure not to forget the supervisor login user name and login password If you do forget them a service representative will to have to return the ma chine ...

Page 178: ...r for the first time enter supervisor D Press Enter for Login Password E Enter a login password and then press OK Note When you assign the administrator for the first time proceed to step F without pressing Enter F Press Login Logging off as the Supervisor If administrator authentication has been specified be sure to log off after com pleting settings This section explains how to log off after com...

Page 179: ...or click Change F Press Change for the login user name G Enter the login user name and then press OK H Press Change for the login password I Enter the login password and then press OK J If a password reentry screen appears enter the login password and then press OK K Press OK twice L Press the User Tools Counter key ...

Page 180: ...Press System Settings D Press Administrator Tools E Press Program Change Administrator F Press Change for the administrator you wish to reset G Press Change for the login password H Enter the login password and then press OK I If a password reentry screen appears enter the login password and then press OK J Press OK K Press OK L Press the User Tools Counter key ...

Page 181: ...rface Settings Parallel Interface File Transfer The following settings can be specified Delivery Option Capture Server IP Address Fax RX File Transmission Line 1 3 E mail Address IP Fax RX File Delivery Settings Line 1 3 E mail Address IP Fax Print at Delivery Line 1 3 E mail Address IP Fax File to Deliver SMTP Authentication SMTP Authentication User Name E mail Address Password Encryption POP bef...

Page 182: ... can change the user name and the full control user s authority Key Counter Management Extended Security Restrict Display of user Information Transfer to Fax Receiver Authenticate Current Job Remote Service Display Print Counter Print Counter List Display Clear Print Counter per User All the settings can be specified Capture Priority 1 Capture Ownership Capture Public Priority Capture Owner Defaul...

Page 183: ...fied Auto Colour Calibration Colour Registration Copier Document Server Features The following settings can be specified General Features All the settings can be specified Reproduction Ratio All the settings can be specified Edit All the settings can be specified Stamp All the settings can be specified Input Output All the settings can be specified Adjust Colour Image All the settings can be speci...

Page 184: ...e TX Setting Reception Settings The following settings can be specified Switch Reception Mode Program Special Sender SMTP RX File Delivery Settings 2 Sided Print Checkered Mark Centre Mark Print Reception Time Reception File Print Reception File Print Quantity Initial Settings The following settings can be specified Parameter Setting Parameter Setting Print List Program Closed Network Code Program...

Page 185: ...ode System Print Error Report Auto Continue Memory Overflow Job Separation Initial Print Job List Memory Usage Duplex Copies Blank Page Print Reserve Job Waiting Time Printer Language Sub Paper Size Paper Size Letterhead Setting Bypass Tray Setting Priority Edge to Edge Print Default Printer Language Tray Switching Host Interface All the settings can be specified PCL Menu All the settings can be s...

Page 186: ...ral Settings All the settings can be specified Scan Settings All the settings can be specified Send Settings All the settings can be specified Send Settings The following settings can be specified Compression Black White Compression Gray Scale Full Colour High Compression PDF Level Print Delete Scanner Journal E mail Information Language Stored file E mail Method Initial Settings All the settings ...

Page 187: ...ail All the settings can be specified Auto E mail Notification All the settings can be specified On demand E mail Notification All the settings can be specified File Transfer All the settings can be specified User Authentication Management All the settings can be specified Administrator Authentication Management Machine Administrator Authentication Available Settings for Machine Administrator Prog...

Page 188: ...rint PDF Group Password Resolution Tray Parameters PCL Tray Parameters PS PDF Group Password PDF Fixed Password 1 The PostScript 3 unit option must be installed Fax Environment Settings All the settings can be specified Send Reception Settings All the settings can be specified Parameter Settings All the settings can be specified Interface Settings Parallel Interface USB Pict Bridge Network SNMPv3 ...

Page 189: ... SmartDeviceMonitor for Admin The following settings can be specified Device Information Reset Device Reset Current Job Reset All Jobs User Management Tool The following settings can be specified User Page Count Access Control List Reset User Counters ...

Page 190: ...EE1394 interface board option must be installed 2 The IEEE802 11b interface unit option must be installed File Transfer SMTP Server Server Name Port No E mail Communication Port E mail Reception Interval Scanner Recall Interval Time Number of Scanner Recalls Auto Specify Sender Name Max Reception E mail size E mail Storage in Server Administrator Tools Administrator Authentication Management Netwo...

Page 191: ...llowing settings can be specified Send Settings Max E mail Size Divide Send E mail Settings via Web Image Monitor The following settings can be specified Device Settings System Device Name Comment Location E mail Reception SMTP E mail Communication Port Auto E mail Notification Program Change Administrator You can specify the following administrator settings for the machine ad ministrator Login Us...

Page 192: ... Setting Authentication Type WEP Key Status Key Confirm Key IEEE 1394 2 IP over 1394 SCSI print SBP 2 Bidirectional SCSI print Bluetooth 3 Operation Mode 1 The IEEE802 11b interface unit option must be installed 2 The IEEE1394 interface board option must be installed 3 The Bluetooth interface unit option must be installed Network IPv4 All the settings can be specified IPv6 All the settings can be ...

Page 193: ...ings can be specified Access Control All the settings can be specified IPP Authentication All the settings can be specified SSL TLS All the settings can be specified ssh All the settings can be specified Site Certificates All the settings can be specified Device Certificates All the settings can be specified Settings via SmartDeviceMonitor for Admin The following settings can be specified NIB Setu...

Page 194: ...nge Administrator File Administrator Extended Security Enhance File Protection Auto Delete File in Document Server Delete All Files in Document Server Facsimile Features The following settings can be specified Reception Settings Stored Reception File User Setting Printer Features The following settings can be specified Maintenance Delete All Temporary Print Jobs Delete All Stored Print Jobs System...

Page 195: ...ail Notification All the settings can be specified Administrator Authentication Management File Administrator Authentication Available Settings for File Administrator Program Change Administrator You can specify the following administrator settings for the file adminis trator Login User Name Login Password Change Encryption Password Administrator Authentication Management File Administrator Authen...

Page 196: ...agement User Management Program Change Administrator User Administrator Extended Security Restrict Use of Destinations Restrict Adding of User Destinations Encrypt Address Book Password Policy Print Address Book Destination List Address Book Management Address Book Program Change Delete Group Address Book Program Change Delete Transfer Request Address Book Change Order Address Book Edit Title Addr...

Page 197: ...nistrator Authentication Available Settings for File Administrator Program Change Administrator The user administrator settings that can be specified are as follows Login User Name Login Password Change Encryption Password Webpage Download Help File Settings via SmartDeviceMonitor for Admin The following settings can be specified Address Management Tool All the settings can be specified User Manag...

Page 198: ...ranted full control Owner This is a user who can store files in the machine and authorize other users to view edit or delete those files File Administrator This is the file administrator Granted authority to operate Not granted authority to operate 1 This setting can be specified by the owner User Viewing Details about Stored Files Viewing Thumb nails Print Tr ansmis sion Chang ing In formati on a...

Page 199: ...e following authori ties Read only This is a user assigned Read only authority Edit This is a user assigned Edit authority Edit Delete This is a user assigned Edit Delete authority Full Control This is a user granted full control Registered User This is a user whose personal information is registered in the address book The registered user is the user who knows the login user name and password Use...

Page 200: ...y Edit Edit De lete Registration No U Key Display U Name U Select Title U Auth Info User Code LoginUser Name Login Password 1 1 SMTP Authenti cation 1 1 Folder Authenti cation U LDAP Authenti cation 1 1 Available Functions U Protection Use Name as U U U U Protec tion Code 1 1 Protection Object U U U U Protect Dest Per missions for Us ers Groups Protect File s Per missions for Us ers Groups ...

Page 201: ...at U U Facsimile Number U Interna tional TX Mode U Fax Header U Label In sertion U E mail Address E mail Address U Folder Destination SMB FTP NCP U SMB Path U FTP Port No U FTP Server Name U FTP Path U NCP Path U NCP Connec tion type U Settings User User Ad ministra tor Registered User Full Con trol Read only Edit Edit De lete ...

Page 202: ...nu pro tect level setting Copier Document Server Features The default for Menu Protect is Level 2 Tab Names Settings Menu Protect Off Level 1 Level 2 General Features Auto Image Density Priority U Oriental Type Priority U Original Photo Type Priority U Original Type Display U Paper Display U Original Orientation in Duplex Mode U Copy Orientation Duplex Mode U Max Copy Quantity U Auto Tray Switchin...

Page 203: ...ront Margin Top Bottom U Back Margin Top Bottom U 1 Side 2 Side Auto Margin T to T U 1 Side 2 Side Auto Margin T to B U Erase Border Width U Erase Original Shadow in Combine U Erase Centre Width U Font Cover Copy in Combine U Copy Order in Combine U Copy on Designating Page in Combine U Orientation Booklet Magazine U Tab Names Settings Menu Protect Off Level 1 Level 2 ...

Page 204: ...U Stamp Position DRAFT 1 U Stamp Colour COPY 1 U Stamp Colour URGENT 1 U Stamp Colour PRIORITY 1 U Stamp Colour For Your Info 1 U Stamp Colour PRELIMINARY 1 U Stamp Colour For Internal Use Only 1 U Stamp Colour CONFIDENTIAL 1 U Stamp Colour DRAFT 1 U Stamp Language U User Stamp Program Delete Stamp U Stamp Colour 1 U Stamp Format 1 U Stamp Colour 2 U Stamp Format 2 U Stamp Colour 3 U Stamp Format ...

Page 205: ... Sheet U Stamp Position P1 P2 1 U Stamp Position 1 5 2 5 1 U Stamp Position 1 2 1 U Stamp Position 1 2 1 U Stamp Position P 1 P 2 1 U Stamp Position 1 1 1 2 1 U Superimpose U Stamp Colour U Page Numbering Initial Letter U Input Output Rotate Sort Auto Paper U Continue U Memory Full Auto U Scan Restart U Letterhead Setting U Adjust Colour Im age Background Density of APS Full Colour Colour Sensitiv...

Page 206: ...u List U U PCL Configuration Font Page U U Hex Dump U U Maintenance 4Colour Graphic Mode U U System Print Error Report U U Auto Continue U U Memory Overflow U U Job Separation U U Auto Delete Temporary Print Jobs U U Auto Delete Stored Print Jobs U U Initial Print Job List U U Memory Usage U U Duplex U U Copies U U Blank Page Print U U Resend Job Waiting Time U U Sub Paper Size U U Page Size U Let...

Page 207: ...n U U Form Lines U U Font Source U U Font Number U U Point Size U U Font Pitch U U Symbol Set U U Courier Font U U Extend A4 Width U U Append CR to LF U U Resolution U U PS Menu 1 Data Format U U Resolution U U PDF Menu 1 Change PDF Password U U PDF Group Password U U Resolution U U Tab Names Settings Menu Protect Off Level 1 Level 2 ...

Page 208: ...ination List U Twain Standby Time U Destination List Display Priority 1 U Destination List Display Priority 2 U Print Delete Scanner Journal U Delete Scanner Journal U Send Settings TWAIN Standby Time U File Type Priority U Compression Black White U Compression Gray Scale Full Colour U High Compression PDF Level U E mail Information Language U Note of Digit for Single U Page Files U Stored File E ...

Page 209: ...m Change Delete Scan Size U Send Settings Max E mail Size U U Program Change Delete Standard Message U U Backup File TX Setting U U Reception Settings Switch Reception Mode U U Program Special Sender U U Reception File Setting U U Stored Reception File User Setting U U SMTP RX File Delivery Setting U U 2 Side Print U U Checkered Mark U U Centre Mark U U Print Reception Time U U Reception File Prin...

Page 210: ...g Print List Program Close Network Code U Program Memory Lock ID U Internet Fax Settings U U Program Fax Information U U Enable H 323 U U Enable SIP U U H323 Setting U U SIP Setting U U Program Change Delete Gateway U U Tab Names Settings Menu Protect Off Level 1 Level 2 ...

Page 211: ...ab Names Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings hasbeen speci fied Availa ble Set tings has not been speci fied General Features Program Change Delete User Text Panel Tone U Warm Up Notice U Copy Count Display U Function Priority U Print Priority U Function Reset Timer U Output Copier U Output Document S...

Page 212: ...ize U Timer Settings Auto Off Timer U Energy Saver Timer U Panel Off Timer U System Auto Reset Timer U Copier Document Server Auto Reset Timer U Facsimile Auto Reset Timer U Printer Auto Reset Timer U Scanner Auto Reset Timer U Set Date U Set Time U Auto Logout Timer U Tab Names Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ...

Page 213: ...U SMB Computer Name U SMB Work Group U Ethernet Speed U Ping Command U Permit SNMP v3 Communication U Permit SSL TLS Communication U Host Name U Machine Name U Parallel Inter face 8 Parallel Timing U Parallel Communication Speed U Selection Signal Status U Input Prime U Bidirectional Communication U Signal Control U Tab Names Settings Admin istrator authen tication has not been speci fied Administ...

Page 214: ... IEEE 802 11b 6 Communication Mode U Transmission Speed U SSID Setting U Channel U WEP Encryp tion Setting WEP Encryption Setting 2 U Transmission Speed U Return to Defaults U Print List U Tab Names Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings hasbeen speci fied Availa ble Set tings has not been speci fied ...

Page 215: ...ax Reception E mail Size U E mail Storage in Server U Default User Name Password Send 4 U Program Change Delete E mail Message U U Scanner Recall Interval Time U Number of Scanner Recalls U Fax E mail Account U Auto Specify Sender Name U Tab Names Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings hasbeen speci fied...

Page 216: ...Management U Key Counter Management U Extended Security U External Charge Unit Management U Display Clear Print Counter per User U Print Address Book Destination List U U U Auto Delete File in Document Server U Delete All Files in Document Server U Capture Priority 7 U Capture Delete All Unsent Files 7 U AOF Always On U Program Change Delete LDAP Server 4 U LDAP Search U Firmware Version U Data Se...

Page 217: ...the user depend on whether or not administrator au thentication has been specified If administrator authentication has been specified the settings available to the user depend on whether or not Available Settings has been specified Category Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings has been speci fied Avail...

Page 218: ...t Time U SNTP Server Address U SNTP Polling Interval U Time Zone U Timer Auto Off Timer U Energy Saver Timer U Panel Off Timer U System Auto Reset Timer U Copier Document Server Auto Reset Timer U Facsimile Auto Reset Timer U Scanner Auto Reset Timer U Printer Auto Reset Timer U Auto Logout Timer U Logs Collate Job Logs U Collate Access Logs U Category Settings Admin istrator authen tication has n...

Page 219: ...s U POP User Name POP Password 1 Timeout setting after POP Auth U POP3 IMAP4 Server Name U POP3 IMAP4 Encryption U POP3 Reception Port No U IMAP4 Reception Port No U SMTP Reception Port No U Fax E mail Address U Receive FAX E mail Fax E mail User Name Fax E mail Password 1 E mail Notification E mail Address U Receive E mail Notification Category Settings Admin istrator authen tication has not been...

Page 220: ...ple U Paper Misfeed U Cover Open U Out of Paper U Almost Out of Paper U Hole Punch U Hole Punch Receptacle is Full U Paper Tray Error U Output Tray Full U Unit Connection Error U Duplex Unit Error U Document Server Memory Full U Detailed Settings of Each Item U Category Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set t...

Page 221: ...to Supply Info U Restriction to Device Status Info U Receivable E mail Address Domain Name U E mail Language U File Transfer SMB User Name SMB Password 1 FTP User Name FTP Password 1 NCP User Name NCP Password 1 Category Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings has been speci fied Availa ble Set tings has ...

Page 222: ... LDAP Authentication U LDAP Authentication Login Name Attribute U LDAP Authentication Unique Attribute U Integration Server Authentication Printer Job Authentication U Integration Server Authentication Integra tion Server Name U Integration Server Authentication Authen tication Type U Integration Server Authentication Obtain URL U Integration Server Authentication Domain Name U Integration Server ...

Page 223: ...lank Page Print U U Reserved Job Waiting Time U U Toner Saving U Sub Paper Size U U Page Size U Letterhead Setting U U Bypass Tray Setting Priority U U Edge to Edge Print U Tray Switching U Host Interface I O Buffer U U I O Timeout U U PCL Settings Orientation U U Form Lines U U Font Source U U Font Number U U Point Size U U Font Pitch U U Symbol Set U U Courier Font U U Extend A4 Width U U Append...

Page 224: ...ssword PDF Fixed Password PDF Group Password Category Settings Menu Protect Off Level 1 Level 2 Environmental Setting Close Network Code Internet Fax Fax Information Program Memory Lock ID Fax Information Select Dial Push Phone Send Recep tion Settings Maximum E mail Size Switch Reception Mode Reception Mode Auto Switch Time SMTP RX File Delivery Settings Duplex Print Checkered Mark Center Mark Pr...

Page 225: ...nable SIP Enable SIP Server SIP Server IP Address Proxy Server Addr Main Proxy Server Address Sub Redirect Svr Addr Main Redirect Svr Addr Sub Registrar Address Main Registrar Address Sub Digest Authentication IP Fax Gateway Settings Prefix 1 5 Select Protocol 1 5 Gateway Address 1 5 Category Settings Menu Protect Off Level 1 Level 2 ...

Page 226: ...t Memory Storage Report SEP Code TX Clear Report SEP Code RX Result Report SEP Code RX Reserve Report Confidential File Report LAN Fax Result Report Inclusion of part of image Error E mail Notification Display Network Errors Journal Notification by E mail Response to RX Notice Request Select Destination Type Priority Category Settings Menu Protect Off Level 1 Level 2 ...

Page 227: ...ed 4 The IEEE 1284 interface board option must be installed Category Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings has been speci fied Availa ble Set tings has not been speci fied Change Interface U IEEE 802 11b 1 Communication Mode U Channel U WEP Setting U WEP Key Status U Authentication Type U Key U Confirm ...

Page 228: ...ttings available to the user depend on whether or not Available Settings has been specified Category Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings has been speci fied Availa ble Set tings has not been speci fied Protocol LPR U RSH RCP U DIPRINT U FTP U IPP U Bonjour U NetWare U AppleTalk U SMB U SNMP U ...

Page 229: ...ndary WINS Server U Scope ID U Default Gateway Address U DNS Server U LPR U RSH RCP U DIPRINT U FTP U IPP U IPP Timeout U Category Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings has been speci fied Availa ble Set tings has not been speci fied ...

Page 230: ...NetWare NetWare U Print Server Name U Logon Mode U File Server Name U NDS Tree U NDS Context Name U Operation Mode U Remote Printer No U Job Timeout U Frame Type U Print Server Protocol U NCP Delivery Protocol U Category Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings has been speci fied Availa ble Set tings has ...

Page 231: ...U Comment U Notify Print Completion U Bonjour Bonjour U Computer Name U Location U DIPRINT U LPR U IPP U Category Settings Admin istrator authen tication has not been speci fied Administrator authentication has been speci fied Availa ble Set tings has been speci fied Availa ble Set tings has not been speci fied ...

Page 232: ...tions The following functions require certain options and additional functions Hard Disk overwrite erases function DataOverwriteSecurity unit Data security for copying function Copy Data Security Unit PDF Direct Print function PostScript unit ...

Page 233: ...190 191 Edit Delete 190 191 Enable H 323 183 Enable SIP 183 Encrypt Address Book 153 Encrypted Communication Mode 145 Encryption Technology 3 Enhance File Protection 155 Environment Settings 180 Erase All Memory 110 F Fax 180 184 216 File Administrator 12 119 190 File Creator Owner 4 File Transfer 173 182 Full Control 190 191 G General Features 173 175 General Settings 178 Gen Settings 176 Group P...

Page 234: ...evice 179 Reset Printer Job 179 Restrict Adding of User Destinations 154 Restrict Display of User Information 154 Restrict Use of Destinations 153 Restrict Use of Simple Encryption 155 S Scan Settings 176 178 Security 185 Send Reception Settings 180 Send Settings 176 178 183 Service Mode Lock 160 Settings by SNMP v1 and v2 155 SIP Settings 183 SMB 184 SNMP 184 SNMPv3 185 SSDP 185 SSL Secure Socket...

Page 235: ...tems Incorporated PCL is a registered trademark of Hewlett Packard Company NetWare is a registered trademarks of Novell Inc Bluetooth is a Trademark of the Bluetooth SIG Inc Special Interest Group and licensed to Ricoh Company Limited PictBridge is a trademark Other product names used herein are for identification purposes only and might be trademarks of their respective companies We disclaim any ...

Page 236: ... handy for future reference For safe and correct use be sure to read the Safety Information in About This Machine before using the machine Getting Started Authentication and its Application Preventing Information Leaks Managing Access to the Machine Enhanced Network Security Specifying the Extended Security Functions Troubleshooting Appendix 1 2 3 4 5 6 7 8 Printed in France GB GB D042 7900 ...

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