Xerox DocuMate 3920 User Manual Download

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Xerox DocuMate 3920

August 2010

05-0805-000

User’s Guide

Summary of Contents for DocuMate 3920

Page 1: ...Xerox DocuMate 3920 August 2010 05 0805 000 User s Guide ...

Page 2: ... 05 0805 000 August 2010 All Rights Reserved All other products mentioned herein may be trademarks of their respective companies Information is subject to change without notice and does not represent a commitment on the part of Visioneer The software described is furnished under a licensing agreement The software may be used or copied only in accordance with the terms of such an agreement It is ag...

Page 3: ...dding the Scanner to the Network 23 Networking Error Messages 25 Adding the Email Server Information 26 Setting the Default Scan Function 29 2 Loading Documents to Scan Scanning from the Automatic Document Feeder ADF 32 Scanning from the Flatbed Glass 34 3 Copying Scanning to a Printer 36 Scan Options for Copying 37 Setting the Default Copy Options 41 Information Messages When Copying 42 Copy Spec...

Page 4: ...tion Messages When Faxing 85 Fax Specifications 87 7 Managing the Scanner Remotely Accessing the Scanner 90 Installing the Network Management Tool 90 Using the Network Management Tool 92 Accessing the Scanner from a Web Browser 94 Using the Embedded Web Page 95 Menu Options 95 Administrative Settings Options 96 Account Management 97 Basic Settings 97 Account List 98 Configuring the Shortcut Button...

Page 5: ...Appendix Safety Introduction 126 EMC 127 Operational Safety Information 128 Electrical Information 129 Warning Electrical Safety Information 129 Electrical Supply 129 Disconnect Device 129 Emergency Power Off 130 Maintenance Information 131 Product Safety Certification 132 Regulatory Information 133 Certifications in Europe 133 Compliance Information 134 Product Recycling Disposal USA Canada 134 E...

Page 6: ...Table of Contents Xerox DocuMate 3920 User s Guide 6 ...

Page 7: ...dded web page you will get prompted for a user name and password Press or click Login to continue setting up the scanner features as described in the sections You may want to add a username and password to prevent users from changing the scanner settings To use the Fax and Copy functions you need to connect the scanner to a USB InkJet or Laser printer that supports PCL Please visit the information...

Page 8: ...x If items are missing or damaged contact the dealer where you purchased the scanner Power Supply Xerox DocuMate 3920 Scanner Power Cord North American Style USB Cable Power Cord European Style Power Cord United Kingdom Style Telephone Cord Windows Installation Disc Quick Install Guide Technical Support Card ...

Page 9: ...he scanner is compatible with Service Pack 3 for Windows XP and Service Pack 1 for Windows Vista Windows XP Minimum of 512 megabytes MB of internal memory RAM Windows Vista and 7 Minimum of 1 gigabyte GB of internal memory RAM 350 MB minimum of free hard disk space A VGA or SVGA Monitor The recommended settings for your monitor are Color quality of 16 bit or 32 bit Resolution set to at least 800 x...

Page 10: ...IFF or MTIFF file format Scan to E Mail When you send an e mail to someone via the scanner the scanner uses SMTP Simple Mail Transfer Protocol to transfer your outgoing e mails to your SMTP mail server and then send these e mails to your recipients through the internet The document is first scanned and converted to a standard PDF JPEG TIFF or MTIFF Multi page TIFF file format and then transmitted ...

Page 11: ...and configure the server settings Scanner Lid Lift lid to place an item on the flatbed glass for scanning Scanner Lock Located underneath the scanner lid Unlock the scanner before using the scanner Lock it again when moving the scanner from one location to another Control Panel Scanning controls 3 Paper Guides Scanner Lid Input Tray LCD Touch Screen 4 1 5 2 ADF Cover Release Automatic Document Fee...

Page 12: ...t a USB cable to a printer and to the COPY port to use the Copy function and to receive faxes Network Connection Port Connect a network cable to the LAN port to use the Filing and Email functions PC Connection Port Connect a USB cable to a computer and to the USB port to scan from a computer Telephone Line Connection Port To use the scanner as a regular fax machine connect a telephone cord to the ...

Page 13: ...rver Information on page 26 Setting the Default Scan Function on page 29 Note that you do not need to setup network access if you are using the scanner for Faxing Copying and local computer scanning You only need to specify the network settings if you are going to use the scanner to send emails or save files to a server NOTE If you wish to return to factory default settings simply press and hold t...

Page 14: ...he top and bottom of the scanner 2 Open the ADF cover and carefully remove any foam particles that may have gotten inside the Automatic Document Feeder then close the cover 3 Lift the scanner lid and slide the locking tab to its unlocked position The scanner will not scan when locked Unlocked position ...

Page 15: ...th your scanner Connecting any other type of power supply may damage your scanner and will void its warranty 3 Plug the power cord into the power supply and into a wall outlet Connecting the Ethernet Cable 1 Connect one end to the LAN port at the back of the scanner 2 Connect the other end of your Ethernet LAN cable to an available port on your Ethernet Hub or wall Connecting the Telephone Line 1 ...

Page 16: ...company Connecting the Printer Cable 1 Connect one end of the printer cable USB cable to the printer 2 Connect the other end to the COPY port at the rear of the scanner Turn on the Power Press the power switch to the position to turn on the scanner After showing the boot up message the LCD screen displays the preset ready status ...

Page 17: ...ning Menu Press to access the options to configure the scanner Please refer to Summary of the Menu Options on page 19 Clear Press to clear the current function settings and return the function to the default settings Press the button for over 5 seconds to return the scanner to the factory default settings Energy Saving Press to enter the power saving mode Copy Enables the scanning to a printer fun...

Page 18: ...or stop scanning Status LEDs Indicates the hardware status B W Press to start copying e mailing filing or faxing in Black White mode Color Press to start emailing or filing in Color mode Stop Press to stop scanning Power Indicates that the power is on and ready for scanning Alarm Indicates hardware and transmission errors Energy Saving Indicates that the scanner is in low power mode ...

Page 19: ...his MAC address identifies the scanner on the network Firmware Version This is the current hardware and software version of the scanner Page Count Displays the total number of scans completed and a breakdown of each type Menu Map Touch Print to print out all the menu items and their values Usage Report Touch Print to print out the counter information Press this button to change the general informa...

Page 20: ...nformation to the email address you specify here Up to 64 characters are allowed in this field and the field is case sensitive Device Management tab use this tab to manage the following options Add To Address After Sending When this option is enabled the email address specified in the To field is automatically added to the address book when scanning is complete Add Folder After Filing When this op...

Page 21: ...for the HTTP LDAP or SMTP server you selected Please refer to Adding the Scanner to the Network on page 23 for instructions for adding your scanner to the network Please refer to Adding the Email Server Information on page 26 for instructions on configuring scan to E mail Please refer to the section Faxing on page 69 for detailed configuration instructions for these options Fax Settings Select thi...

Page 22: ...ft keyboard icon shown in a blank field touch anywhere in the blank field to open the soft keyboard The soft keyboard is displayed on the LCD touch screen 2 Press the KB Switch button to cycle through the keyboards 3 views lower case letters with common symbols upper case letters with common symbols and number keypad with additional symbols Backspace press this key to remove any characters you hav...

Page 23: ... IP address each time it connects to a network Only turn on this option if a DHCP server is avail able on your network The IP Subnet Gateway address fields will automatically fill after power cycling the scanner Note that each time you power cycle the scanner a new IP address may be assigned to the scanner This option is turned off by default 2 IP Address 888 888 888 888 An IP Internet Protocol ad...

Page 24: ...elds manually press the keyboard icon next to each input field This displays the soft keyboard for you to enter the information If you turned on DHCP an IP address will automatically be assigned when you power cycle the scanner 4 Press OK when you are finished Power cycle the scanner when the LCD screen displays the message Reboot the machine When the scanner is on again you will be able to access...

Page 25: ...lease check network settings Network is down Please check network settings Network is unreachable Please check network settings Connection aborted by the server Please check network settings Connection reset by the server Please check network setting Connection timed out Please check network setting Unable to reach the destination host Please check network settings Failed to connect mail server Pl...

Page 26: ...our SMTP mail server 5 Authentication Method SMTP or POP3 You will have to select SMTP or POP3 as the authentication method for sending emails and input the login credentials 6 Login Name After selecting either the SMTP or POP3 authentication method you will need to input the login name and password for the selected authentication method 7 Password 8 POP3 Server 888 888 888 888 POP3 Post Office Pr...

Page 27: ... menu 2 Press the Mail Server button on the LCD touch screen 3 Fill in each field with the appropriate information on the Device E mail Account tab Select SMTP or POP3 as the authentication method for the SMTP server and fill in the appropriate information for that authentication SMTP Authentication POP3 Authentication ...

Page 28: ...up to 28 characters LDAP search specifications The scanner supports two types of authentication simple and anonymous login to the LDAP server If your LDAP server supports anonymous login and you want to use anonymous login do not input anonymous as the user name and password leave the fields blank instead The scanner will display a maximum of 100 match results in a single search 5 Press OK when yo...

Page 29: ...screen will switch back to the e mail scanning function automatically You might want to change the default scan mode if you are not using the email function or if you use a different scanning function more often than email 1 Press the Menu button on the scanner The LCD touch screen displays the following menu 2 Press the Management button on the LCD touch screen 3 Press Login on the password promp...

Page 30: ...D will display 6 shortcut buttons These buttons are configured using the scanner s embedded webpage Note that the other scanning mode defaults can be configured using the scanner LCD options or through the embedded web page 7 Press OK to save the changes and return to the LCD menu options 8 Press Exit to close the Menu screen 9 Power cycle the scanner to save the changes When the scanner is back o...

Page 31: ...n page 34 NOTE Always remove any staples or paper clips from documents before inserting them into the scanner Staples and paper clips can jam the feed mechanism and scratch the internal components Also remove any labels stickers or Post It notes that may come off during the scanning process and get stuck in the scanner Misuse as described here will void your scanner s warranty ...

Page 32: ...s to prevent multiple page feeding and paper jams If the edges of the paper are curled or folded flatten them as much as possible Fan the edges of the paper to make sure none of the pages are stuck together 2 Adjust the paper guides for the width of the paper being scanned 3 Adjust the Paper Stop at the back of the scanner for the length of the paper ...

Page 33: ...Xerox DocuMate 3920 User s Guide 33 4 Load the stack of documents face up with their tops into the Automatic Document Feeder ...

Page 34: ...eeder 1 Remove any paper in the Automatic Document Feeder The scanner automatically detects if paper is in the Automatic Document Feeder and will scan pages in it You must remove these pages prior to scanning if you want to scan from the Flatbed 2 Lift the scanner cover and place an item face down on the glass 3 Align the item with the arrow on the reference frame then close the cover ...

Page 35: ...ult Copy Options on page 41 Information Messages When Copying on page 42 Copy Specifications on page 43 To use the Copy function you need to connect the scanner to a USB InkJet or Laser printer that supports PCL Make sure the printer is connected and turned on before turning on the scanner The scanner will detect a printer during the power up cycle only ...

Page 36: ...anning on the Basic Image Edit and Advanced Copy tabs Note that any settings you change here are not permanently saved The next time the copy function is used the default copy options will be displayed in the LCD screen The next section describes each feature in detail 5 Use the numeric keypad on the scanner to set the number of copies you want printed 6 Press the B W or Color button on the scanne...

Page 37: ...urrent scan job Choices are Auto Selects the paper tray automatically MP Multi purpose tray Paper Size Select the size of the paper you are scanning from the list Choices are A4 Letter A5 B5 Legal Note that Legal size is available only when scanning from the ADF Image Density The image density can be adjusted within a range of 7 levels using the control panel Increasing the value makes the printou...

Page 38: ... Adjustment The Margin Adjustment option will move the copy image to the right and or to the bottom depending on the Right and Bottom parameters Choices are 0 0 25 0 5 0 75 1 0 inches or 0 6 13 19 25 mm Unit Choose the unit of measurement you want to use Choices are Inches or MM millimeter Option Description Collate Choose the order you want your copies to be placed in Sort e g pages 1 2 3 1 2 3 1...

Page 39: ...are Long Edge to Long Edge Long Edge means documents are to be bound or flipped on the long edge of paper Short Edge to Long Edge Short Edge means documents are to be bound or flipped on the short edge of paper Option Description 1 to 1 Sided 2 to 1 Sided 1 to 1 Sided 2 to 1 Sided Long Edge to Long Edge Turn your documents from long edge binding to long edge binding Short Edge to Long Edge Turn yo...

Page 40: ...ans four pages will be printed on a single sheet of paper in rows from left to right top to bottom as illustrated 4 in 1 portrait means four pages will be printed on a single sheet of paper in columns from top to bottom left to right as illustrated Stamp You can specify a word to appear as a stamp on the scanned documents Note In the Stamp field there is a small Soft Keyboard icon shown at the upp...

Page 41: ...r Default button on the LCD touch screen 3 Change the settings as needed on the Basic Image Edit and Advanced Copy tabs 4 Press OK on the LCD screen to save these settings To access the Copier Default template from the scanner 1 Input the scanner s IP address in the URL field of your web browser or open it from the Network Management Tool 2 When the embedded web page opens click on the Copier Defa...

Page 42: ...ement Home sensor error Power cycle the scanner If the code still appears contact your nearest dealer Lamp error Power cycle the scanner If the code still appears contact your nearest dealer ADF paper jam ADF paper jam Open the ADF cover and remove the paper from the ADF If the code still appears power cycle the scanner If the code still appears contact your nearest dealer Lock error Scanning unit...

Page 43: ...aximum 8 5 x11 7 Copy Size Up to Legal Density Control 1 7 levels lightest to darkest Variable 25 400 in 1 increments Paper Supply A4 U S Letter A5 B5 U S Legal Scaling Option 100 Default 70 A4 A5 78 Legal Letter 86 A4 B5 115 B5 A4 127 Letter Legal 141 A5 A4 98 Fit to Page Edge Erase 0 6 13 19 25 mm Margin Shift right bottom 0 6 13 19 25 mm Paper saving N Up 1 in 1 2 in 1 4 in 1 landscape 4 in 1 p...

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Page 45: ...canner allows you to transmit documents to your e mail as an attachment With a touch of the e mail key and the selection of your recipients e mail addresses the documents are first scanned and converted into an image file and then transmitted to remote recipients within minutes To use the E mail option the scanner must already be set up to work on the network and have the Mail Server options confi...

Page 46: ...ss anywhere in the To field to show the soft keyboard on screen so you can input destination E mail address es Press the Cc or Bcc buttons to input E mail addresses for those fields 5 Press Return on the soft keyboard to return to the main E mail screen Instead of inputting the E mail address manually you can select email address es from the scanner s address book 1 Touch the Address Book icon on ...

Page 47: ...scanning and sends the image to the email address you specified NOTE If you make a mistake during the process press the Stop button on the scanner to cancel the scan The scanner allows you to send the scanned documents to multiple e mail addresses After inputting the first e mail address simply press the enter key on the soft keyboard to type another address in the next line Up to 64 characters ca...

Page 48: ...oc Press the button on the LCD panel repeatedly to cycle through the three options Simplex If your original is a single sided document choose Simplex to scan your documents only on one side Duplex long If your original is a double sided document which is bound along the long edge of paper choose Duplex Long to scan your document on the front and the back side Duplex short If your original is a dou...

Page 49: ...ent without a file extension If you have not entered a value in the box the system will set a default file name From A default value cannot be assigned Enter the From address of your outgoing e mail from the scanner If an e mail can not be sent notification is returned to this address If the administrator has not set the device s e mail account in the Mail Server settings you can enter the e mail ...

Page 50: ...If you choose ON from Multi Level Gray the file formats include PDF JPEG TIFF and MTIFF If TIFF or MTIFF is selected as your file format the compression Level is limited to Raw only If you choose OFF from Multi Level Gray the file formats include PDF TIFF and MTIFF The compression Level of MTIFF or TIFF includes G3 G4 and Raw Options 1 Multi Level Gray ON OFF 2 File format PDF TIFF MTIFF Multi pag...

Page 51: ...ser s Guide 51 The following is an example of file size based on selected scanning options and file format Color A4 200 dpi TIFF 10 MB PDF 53 KB JPEG 212 KB B W A4 200 dpi TIFF 100 KB PDF 20 KB JPEG 5 MB Option Description ...

Page 52: ...fault button on the LCD touch screen 3 Change the settings as needed on the Default E Mail Options and Default Scan Options tabs 4 Press OK on the LCD screen to save these settings To access the E Mail Default template from the scanner 1 Input the scanner s IP address in the URL field of your web browser or open it from the Network Management Tool 2 When the embedded web page opens click on the E ...

Page 53: ...elect multiple groups To search an e mail address or a group 1 On the Address Book main screen touch Search to display the following E mail Search screen 2 Choose your search type All means to search the addresses in the current Address Book of the scanner LDAP means to search the addresses from an external address book on an LDAP server 3 Enter your search string via the soft keyboard 4 Touch the...

Page 54: ...ntact your network administrator to turn on the SMTP login option SMTP login error Check your login user name and password Mailbox Unavailable Make sure the To address is correct Processing Error Contact your network administrator for further help Temporary authentication failure Contact your network administrator for further help on the mail server s authentication mechanism Choose SMTP authentic...

Page 55: ...attachment size is larger than the mailbox quota The transaction has failed Contact your network administrator for further help POP3 server address is wrong Check the IP address of the POP3 server Failed to connect POP3 server Contact your network administrator for help Failed to login POP3 server Check the login name and password LDAP server login error Check the login name and password LDAP serv...

Page 56: ...00 dpi Default Resolution 200 dpi Address Book Capacity Max Address Group No of Address in Each Group 2000 100 99 Multiple Recipients allowed Yes Supported Mail Server Lotus Mail Server 5 0 MS Exchange Server 2000 2003 RedHat 7 0 SendMail MAC Mail Server in OS 9 04 Supported LDAP Server Windows 2003 Active Directory with SFU Service for Unix Windows Server 2000 MS Exchange 5 5 Lotus Notes R5 Suppo...

Page 57: ...canner allows you to send the scanned documents to a server or a personal computer s file folder over the intranet with FTP File Transfer Protocol HTTP Hypertext Transfer Protocol HTTPS a secure way of using HTTP or CIFS Common Internet File System The scan to folder feature off loads the mail server from handling large attachments The scanner must already be set up to work on the network Please r...

Page 58: ...use the Up arrow or Down arrow button to scroll through the list Or you can display the most frequently used folder list by touching the Show All button The next section describes each feature in detail 5 Press the B W or Color button on the scanner to start scanning Note that if Multi Level gray is enabled on the Scan Options tab pressing the B W button on the scanner will send a grayscale image ...

Page 59: ... pages from the flatbed or more than one set of 50 pages from the ADF press the Bind button first After the first flatbed or ADF scan finishes you will be prompted to bind to the next scan Place the next page on the flatbed or document batch in the ADF and press Bind to continue After you are done scanning all pages in the document choose End to close the dialog box ...

Page 60: ...roduce larger file sizes Choices are 75 100 150 200 300 400 600 dpi Note If you are scanning duplex two sided paper the resolution for color or gray scanning have a maximum option of 300 dpi Paper Size Select the size of the paper you are scanning from the list Choices are A4 Letter A5 B5 Legal Note that Legal size is available only when scanning from the ADF Image Density The image density can be...

Page 61: ... Password Enter your password for the name you input in the Login Name field Option Description Color Color documents to be sent from the scanner Options 1 File Format PDF JPEG TIFF MTIFF Multi page TIFF Note Choose MTIFF or PDF when you need to scan multi page documents and convert it to a single image file 2 Compression Level Low Medium High If TIFF or MTIFF is selected as a file format the comp...

Page 62: ...TIFF 3 Compression Level Low Medium High File Formats PDF PDF Portable Document Format is a very popular file format used by Adobe You can view PDF files using Adobe Acrobat or Adobe Reader TIFF MTIFF TIFF The Tagged Image File Format is a flexible bitmap image format supported by virtually all paint image editing and page layout applications Also virtually all desk top scanners can produce TIFF i...

Page 63: ...der Template button on the LCD touch screen 3 Change the settings as needed on the Server Settings and Scan Options tabs 4 Press OK on the LCD screen to save these settings To access the Filing Template from the scanner 1 Input the scanner s IP address in the URL field of your web browser or open it from the Network Management Tool 2 When the embedded web page opens click on the Filing Template li...

Page 64: ...RL Port Enter the port number for the server where you want to store your scanned document Default values ftp 21 http 80 CIFS 139 https 443 If the default value is different from the real case input the correct port number in this field Touch anywhere on the Port field to bring up the soft keyboard to enter the text File Name The file name of your scanned document without a file extension If you h...

Page 65: ...lete To create a new folder If the folder you want to save the scanned documents to is not in the current Folder list add a new one by touching the Add New Folder button 1 Press the Filing button on the scanner to display the Filing options on the LCD touch screen 2 Press the new folder icon on the LCD touch screen The New Folder screen displays the server and scanning parameters that are the same...

Page 66: ...account does not have access to create subdirectories CIFS Network share name incorrect Check the folder directory and make sure it follows the UNC such as Computer Share directory Failed to connect CIFS Check if the server supports CIFS SMB connection CIFS Computer name error Make sure the computer name in the directory is correct CIFS dialect negotiation failed The CIFS may not support PC NETWOR...

Page 67: ... help HTTP PUT method not implemented The server does not use the HTTP PUT method The scanner can t save the file to this server contact your system administrator for help HTTP server unavailable Contact your server administrator for help HTTP server does not support HTTP version 1 1 The server does not support HTTP version 1 1 the type the scanner uses contact your server administrator for help M...

Page 68: ... 8 bit Color 24 bit PDF TIFF M TIFF PDF JPEG TIFF M TIFF PDF JPEG TIFF M TIFF Compression Method B W Gray Color Raw G3 G4 JPEG JPEG Compression Level Low Medium High Supported Resolution 75 100 150 200 300 400 600 dpi Default Resolution B W 200 dpi Gray 200 dpi Color 200 dpi Most Used Folders 5 No of Filing Folders 50 ...

Page 69: ... Specifications on page 87 With the built in fax modem and a telephone line the scanner is able to transmit your scanned document to a remote fax machine just like a regular fax machine With a printer attached the scanner can also receive faxes You need to connect the scanner to a USB InkJet or Laser printer that supports PCL to receive faxes Make sure the printer is turned on before turning on th...

Page 70: ...umber Enter the telephone number of the scanner The Station Number is the phone number of the line connected to the built in modem and the Station Number should be a value not more than 20 characters The plus and blank space are supported The value of the station number will be printed as part of the fax header information of all outgoing faxes Touch anywhere on the Station Number field to bring u...

Page 71: ...t This report lists the time and date of transmission and whether the transmission was successful OK If you select Yes a report will be printed after each transmission If you select Error the report will only be printed when a fax fails to transmit Choices are Yes No Error only Fit to Page Choose Enable to have incoming faxes scaled down to fit on the printer paper If this setting is disabled an i...

Page 72: ...rint the following types of reports Activity Report Select to print a report showing the latest record of up to 50 communications between the sending and receiving fax machines The default setting is to print a record of every 50 communications between sending and receiving fax machines The report may contain information and results which are useful for troubleshooting problems Broadcast Report Se...

Page 73: ...ons Click on the down arrow next to Add Phone and select On or Off from the menu When this option is turned on any phone number that is input at the scanner is automatically added to the scanner s phone book when sending is complete Note that this is the only Fax Setting option that is not available from the LCD touch screen All other options in this window are accessible from the scanner and are ...

Page 74: ...splays the Fax options 4 Enter the fax number with the numeric keypad on the control panel 5 You can also select multiple fax numbers at one time To enter the next fax number press the Down arrow key at the right of the Phone Number field after finishing entering the first fax number 6 Instead of inputting the phone number manually you can select phone numbers from the scanner s phone book ...

Page 75: ... main screen 7 Select the options you want to use for the documents you are scanning on the Basic and More Settings tabs Note that any settings you change here are not permanently saved The next time the fax function is used the default fax options will be displayed in the LCD screen The next section describes each feature in detail 8 Press the B W button on the scanner to start scanning The scann...

Page 76: ...xing This means it allows you to send the scanned documents to multiple fax numbers After entering your first fax number press the Down Arrow button on the LCD screen to enter your next fax number in the next line Up to 200 fax numbers can be entered and broadcasted at one time If you want to scan multiple pages from the flatbed or more than one set of 50 pages from the ADF press the Bind button f...

Page 77: ...ide Duplex long If your original is a double sided document which is bound along the long edge of paper choose Duplex Long to scan your document on the front and the back side Duplex short If your original is a double sided document which is bound along the short edge of paper choose Duplex Short to scan your document on the front and the back side Quality Set default quality type Choices are Stan...

Page 78: ... Send Later Date Time A default value cannot be assigned Enter the specific date and time you wish to send the fax via the soft keyboard This frees you from the need to manually start the transmission Polling Reception Sets the default status of polling reception Choose ON to use the scanner to poll other machines Polling is the process of retrieving faxes from another fax machine Overseas Mode Se...

Page 79: ...ess the Fax Default button on the LCD touch screen 3 Change the settings as needed on the Fax Default screen 4 Press OK on the LCD screen to save these settings To access the Fax Default template from the scanner 1 Input the scanner s IP address in the URL field of your web browser or open it from the Network Management Tool 2 When the embedded web page opens click on the Fax Default link on the l...

Page 80: ...the Characters button for a quick search Or you can touch the Frequent or the Recent button to show the 10 most frequently used or 10 recently used names of phone numbers or groups Managing the Fax Phone Book With the Fax Phone Book you can send your scanned documents simultaneously to multiple fax machines at one time The Fax Phone Book allows you to create up to 200 phone numbers and 20 phone gr...

Page 81: ... to open the screen to program the names and phone numbers 4 Press anywhere in the Name field to show the soft keyboard to input the name you want to associate with the phone number you want to program Press Return when you are finished 5 Press anywhere in the Phone Number field to show the soft keyboard You can input the phone number using the soft keyboard or the numeric keypad on the scanner Pr...

Page 82: ...w the phone book options on the LCD screen 3 Press the Group Dial tab 4 Press the Program button to open the screen to program the group 5 Press anywhere in the Group Name field to show the soft keyboard to input the name you want to associate with the phone number you want to program Press Return when you are finished 6 When you are done programming the phone groups Press OK to close the Phone Bo...

Page 83: ...tailed information about accessing and navigating the scanner options remotely Managing Phone Numbers 1 Click on the Phone Book Manager link on the left side of the window 2 Fill in the names and phone number fields as needed 3 Click the Update button to send the information to the scanner 4 Power cycle the scanner so you can access the updated phone book from the scanner To edit or delete names f...

Page 84: ...ollowing Add a New Group Set screen 3 Enter the name of the group and select group members on the right sie of the screen then add them to the group by clicking the button 4 Click Add to save your settings and return to the Phone Group List screen 5 Click the Update button to send the information to the scanner 6 Power cycle the scanner so you can access the updated phone book from the scanner ...

Page 85: ...as cancelled the job during scanning or transmission 0207 1 Your fax machine received an invalid fax message from the remote fax machine Please try again or use another line 2 The line quality is poor Please try again or use another line 3 If the error still occurs please call your service support 0209 The remote fax machine may be disconnected Check the remote fax machine and then try again 0212 ...

Page 86: ...hese transmissions immediately to free memory in the scanner 4 The amount of system memory is not enough to process the scanning job Press Start to send the pages successfully scanned or Stop to abort the job Try rescanning using a lower resolution or try sending fewer pages at once 0237 1 Your fax machine received an invalid fax message from the remote fax machine Please try again or use another ...

Page 87: ... 200x200 200x400 dpi Send dpi 200x100 200x200 Compression MH MR MMR Transmission Speed Approximately 3 seconds 1 Page Memory 2 0 MB in Flash Speed Dial 200 sets Error Correction Mode Yes Contrast Control 7 Levels Monitor Speaker Yes Busy Tone Detection Yes Redial Automatic Manual Immediate Transmission N A Memory Transmission Yes ...

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Page 89: ...ing the LCD touch screen After setting up the scanner on the network you can manage the same scanner settings remotely through a web browser or using the Network Management Tool The Administrator Settings are secured with a password There is no default password for these options you can create a password later Note that these settings cannot be configured locally at the scanner they can only be co...

Page 90: ...el as well as the ability to create user accounts and configure shortcut buttons Installing the Network Management Tool 1 Start Microsoft Windows and make sure that no other applications are running 2 Insert the installation disc into your computer s CD ROM drive 3 The Select Language window opens Click the drop down menu arrow and select the language to use Click OK 4 The disc s Main Menu window ...

Page 91: ...ll Products 6 Make sure the box for the Network Management Tool is selected 7 Click Install Now 8 Follow the on screen instructions to complete the software installation NOTE The software provided with your scanner may differ slightly from the list shown in the window ...

Page 92: ...hen the utility is first installed the window will be empty of devices 3 Click on File to open the file menu Select one of the following methods to add a scanner to the utility list New Device Click on this option to open the following prompt to input the scanner s IP address Enter the IP address then click on OK to add the scanner to the Network Management Tool utility ...

Page 93: ...the computer s network card from the Network Adapter list then click on the Search button When searching is complete all Xerox DocuMate 3920 scanner s on your network will be displayed in the list Select the scanners you want to configure then click the Add button The Xerox DocuMate 3920 scanners will now be in the Network Management Tool main window ...

Page 94: ...age does not disappear you may need to install the Sun Java Runtime Environment Please click on the link in the web page to download and install the Java Runtime Environment Accessing the Scanner from a Web Browser You can use Microsoft s Internet Explorer version 5 or later Netscape Communicator version 6 or later or Mozilla s Firefox to access the scanner s embedded web page 1 Launch your intern...

Page 95: ...ell as the scanner firmware and software version The MAC address is also on a sticker on the back of the scanner this MAC address identifies the scanner on the network Page Count Displays the total number of scans completed and a breakdown of each type Click the Clear button to reset the count General Click this link to change the general information about the scanner Machine Name You can change t...

Page 96: ...nstructions for these options Fax Default Fax Settings Phone Book Manager Please refer to the section Faxing on page 69 for detailed configuration instructions for these options Administrative Settings Options Management This option is the only one of the Administrator options that can be configured at either the scanner or through the scanner s embedded web page Please refer to the menu descripti...

Page 97: ...e persons who are responsible for the administration of the scanner 1 Click on the Account Management link 2 Click on Login when you are prompted to input a user name and password If you have previously set an administrator password using the LCD panel input the correct information here then click on Login Basic Settings After changing the authentication method and creating user accounts power cyc...

Page 98: ...e Choose your preferred authentication type for account management None no account management will be applied Local uses the scanner as the authentication type and the name and password entered in the Account Management are saved in the scanner memory HTTP LDAP SMTP uses an HTTP LDAP or SMTP server as the authentication type Server Information IP or URL Assign the URL of the authenticating SMTP HT...

Page 99: ...ction the user is allowed to access For example the administrator allows a user to perform the Copy E mail and Filing functions but does not allow Fax scanning 5 Click Update to save the settings to the scanner and return to the Account List screen Copy Account If you want to permit other users to use the same privileges as a currently defined user simply select the account from the account list a...

Page 100: ...ck Update to save the settings or Cancel to return to the Account Management screen without saving any changes Delete If you want to delete a current local user select the account from the account list and click the Delete button A confirmation message appears to confirm your deletion Click OK to confirm or Cancel to exit Click Update to save the settings or Cancel to return to the Account Managem...

Page 101: ...the instructions in the previous section Accessing the Scanner on page 90 to access the web page through your web browser or using the Network Management Tool 1 Click the Management link 2 Input the administrator name and password then click on the Login button There is no default password for accessing this page If you have not previously set up a password simply click on Login to proceed 3 Click...

Page 102: ...mo fields This is the information that will display in the Shortcut window and on the LCD display 9 Select the scanning options you want to set for this Shortcut button Please note that all scan configuration options are described in detail in the appropriate configuration chapter in this User s Guide Copying on page 35 E mail on page 45 Filing on page 57 Faxing on page 69 10 After you are finishe...

Page 103: ...tcut buttons on the LCD panel Scanning Using the Shortcut Buttons 1 Press the Shortcut button you want to use 2 Press the B W or Color button on the scanner to start scanning NOTE If you configured the Shortcut button with Multi Level gray to ON pressing the B W button on the control panel will produce a grayscale scan ...

Page 104: ... is specifically targeted to the persons who are responsible for the administration of the scanner 1 Click on the Address Book Manager link 2 Click on Login when you are prompted to input a user name and password If you have previously set an administrator password using the LCD panel input the correct information here then click on Login 3 The Address Book manager screen will now be displayed in ...

Page 105: ... Delete or Modify links to delete or update an email address entry 2 Enter a name e mail address and description and then click Add to temporarily save the latest data or Cancel to return to the Address Book Manager screen without adding the e mail address to the Address Book 3 Click Update to send the changes to the scanner or Exit to leave without saving the address NOTE Up to 2 000 e mail addre...

Page 106: ...et dialog box Select a group in the list then click the Delete or Modify links to delete or update an email group 2 Type a group name in the Name field 3 Select an e mail address on the right side and then click to add a member to the group 4 Click Add to temporarily save the changes or Cancel to return to the Address Book Manager screen without adding a new group ...

Page 107: ...Xerox DocuMate 3920 User s Guide 107 5 Click Update to send the changes to the scanner or Exit to leave without saving any changes ...

Page 108: ...he following will briefly review the server systems that can be used with the scanner Setup of the servers and user account privileges is outside the scope of this document FTP Setting the Server to Store Your Image FTP Stands for File Transfer Protocol It is a common method of transferring files via the Internet from one computer to another FTP uses RFC 959 FTP as the protocol and the default Por...

Page 109: ...e and allow write access in the Web Server otherwise the scanner will not be able to write the file into the directory If you wish to use the scanner to save files in addition to changing some settings in the Web Server you will have to confirm the account with the privilege of writing to the Web Server otherwise the scanner will not be able to write the scanned file to the file system Please note...

Page 110: ...indows systems Please set up the shared directory per the network settings for sharing in MS Windows Generally in the shared directory Properties dialog box under the Windows XP select the Sharing tab and then select Share this folder Click the Permissions button to open Permissions for the shared directory dialog box Click the Full Control option to allow full privileges to the shared directory ...

Page 111: ...age 113 Cleaning the Scanner on page 114 Replacing the ADF Pad Assembly on page 117 Replacing the Roller Assembly on page 121 Xerox DocuMate 3920 Scanner Specifications on page 123 Xerox DocuMate 3920 Parts List on page 124 This section contains information about maintenance troubleshooting scanner specifications and spare parts ...

Page 112: ...ch always turn off the scanner and unplug the power cord before performing maintenance unless the maintenance instructions below specifically state to leave the scanner plugged in and powered on Always unplug the USB cable from the scanner before performing maintenance unless the maintenance instructions below specifically state to leave the scanner plugged in Wear an anti static strap to prevent ...

Page 113: ...moments 1 Open the Automatic Document Feeder cover 2 Remove the jammed paper and close the cover To reduce the number of paper jams smooth and straighten paper before scanning adjust the guides to the paper size and insert the paper evenly into the ADF NOTE If the jammed page is too far in the scanner to be removed from the ADF gently pull the page out from under the paper tray ...

Page 114: ...cloth with some Isopropyl alcohol rubbing alcohol 2 Open the ADF cover 3 Wipe the feed roller from side to side Rotate the roller to clean its entire surface NOTE Please be careful when cleaning the roller The roller is designed to rotate in one direction only As you re cleaning the roller make sure it rotates easily and continue rotating it in that direction while wiping it clean Do NOT force the...

Page 115: ...s after wiping the glass with a dry cloth try adding a few drops of Isopropyl alcohol rubbing alcohol to the cloth and wipe off the residue NOTE If lines appear on the images scanned with the ADF but not on the Flatbed glass the thin plate of glass used by the ADF may be dirty This glass plate is at one end of the flatbed When pages are pulled through the ADF during scanning this thin glass plate ...

Page 116: ...3920 User s Guide 116 Cleaning the LCD display To clean the display surface use a soft lint free cloth either dry or moistened with neutral detergent or ethanol Do not use any organic solvents acid nor alkali solution ...

Page 117: ...ment Feeder on page 114 You can order replacement ADF pad assemblies from the Parts Accessories page for your scanner at www xeroxscanners com Please refer to the section Xerox DocuMate 3920 Parts List on page 124 for ordering information To replace the ADF Pad assembly Discard the parts as you remove them from the scanner the parts cannot be reused and are a choking hazard 1 Open the ADF cover Th...

Page 118: ...top of the ADF pad housing and lift up to release the housing from the scanner Rotate the housing up and out of the scanner 3 Squeeze the plastic clamps that hold the ADF pad in place and lift the pad up and out of the scanner 4 Remove the tension spring ...

Page 119: ...he underside of the pad you will hear a click when it releases from the scanner 6 Place the new traction pad in the scanner Align the tabs on the bottom of the traction pad with the slots in the scanner Press down on the pad to snap the part into the scanner 7 Place the new tension spring in the slot in the scanner Slots for the traction pad Tension spring slot ...

Page 120: ...n place 9 Place the arms of the ADF pad housing in the housing slots in the scanner then rotate the housing down into place Press down on the end of the housing to snap the housing in place Note that the end of the housing piece will be held up slightly by the tension spring 10 Close the cover when you are finished ...

Page 121: ...s section Cleaning the Automatic Document Feeder on page 114 Excessive dust on the roller can make it appear worn and smooth to touch You cannot determine if it is time to replace a roller if the roller hasn t been cleaned first The roller should last for approximately 200 000 pages scanned To replace the roller assembly 1 Open the ADF cover The roller assembly is located in the underside of the A...

Page 122: ...ew roller assembly into the hole in the ADF cover 6 Angle the roller into the scanner 7 Align the tab on the green lock flange with the slot in the ADF cover then rotate the tab on the lock into the scanner 8 Press down on the lock flange to lock the roller into the scanner 9 Close the ADF cover when you are finished Slot for the roller assembly Slot for the lock flange Lock flange ...

Page 123: ... 8 07 x 18 7 inches 480 x 205 x 475 mm Weight 22 5 lbs 10 2 kgs Scanner rating 24Vdc 3 2A Power consumption 62 Watts during operation 30 Watts on standby 20 Watts power save after 15 minutes without scanning can be adjusted by software Power supply DESK TOP IEC 320 C6 3P 100 240Vac 24Vdc 3 2A 76 8W HEG75 S240320 7L HiTRON CLASS I Efficiency Level V L 1980mm DC JACK 0 40 C RoHS Power cord US 3P 7A ...

Page 124: ...our scanner at www xeroxscanners com or contact the Customer Service department Please refer to the technical support card provided with the scanner for the contact information Part Name Part Number Power Supply 37 0086 000 Power Cord North American Style 35 0223 000 Power Cord European Style 35 0104 000 Power Cord United Kingdom Style 35 0105 000 USB Cable 35 0118 000 Telephone Cord 35 0224 000 R...

Page 125: ...Operational Safety Information on page 128 Electrical Information on page 129 Emergency Power Off on page 130 Maintenance Information on page 131 Product Safety Certification on page 132 Regulatory Information on page 133 Compliance Information on page 134 Illegal Copies on page 135 EH S Contact Information on page 138 ...

Page 126: ...meet strict safety requirements These include safety agency evaluation and certification and compliance with electromagnetic regulations and established environmental standards The safety and environment testing and performance of this product have been verified using Xerox materials only WARNING Unauthorized alterations which may include the addition of new functions or connection of external dev...

Page 127: ...ing the equipment off and on the user is encouraged to try to correct the interference by one or more of the following measures Reorient or relocate the receiving antenna Increase the separation between the equipment and receiver Connect the equipment into an outlet on a circuit different from that to which the receiver is connected Consult the dealer or an experienced radio TV technician for help...

Page 128: ...r relocating equipment Always locate the machine on a solid support surface that has adequate strength to support the weight of the machine Always locate the machine in an area that has adequate ventilation and room for servicing Always unplug this equipment from the electrical outlet before cleaning NOTE Your Xerox machine is equipped with an energy saving device to conserve power when the machin...

Page 129: ...lace objects on the power cable 8 Do not override or disable electrical or mechanical interlock devices 9 Do not push objects into slots or openings on the machine Electrical shock or fire may result Electrical Supply 1 This product shall be operated from the type of electrical supply indicted on the product s data plate label If you are not sure that your electrical supply meets the requirements ...

Page 130: ... the electrical outlet Contact an authorized Xerox Service Representative to correct the problem The equipment emits unusual odors or makes unusual noises The power cable is damaged or frayed A wall panel circuit breaker fuse or other safety device has been tripped Liquid is spilled into the machine The machine is exposed to water Any part of the machine is damaged ...

Page 131: ... The use of cleaners that are not approved may cause poor performance of the equipment and could cause a dangerous condition 4 Use supplies and cleaning materials only as directed in this manual 5 Do not remove covers or guards that are fastened with screws There are no parts behind these covers that you can maintain or service 6 Do not perform any maintenance procedures unless you have been train...

Page 132: ... Product Safety Certification This product is certified by the following Agency using the Safety standards listed Agency Standard Underwriters Laboratories Inc UL60950 1 1st 2003 First Edition USA Canada TUV IEC60950 1 2001 Second Edition ...

Page 133: ...d referenced standards can be obtained from your Xerox Limited representative or by contacting Environment Heath and Safety The Document Company Xerox Bessemer Road Welwyn Garden City Herts AL7 1HE England Telephone 44 0 1707 353434 December 12 2006 Council Directive 2006 95 EC as amended Approxi mation of the laws of the member states related to low voltage equipment December 31 2004 Council Dire...

Page 134: ...cial handling may apply please see http www dtsc ca gov hazardouswaste perchlorate European Union RoHS and WEEE Compliance This product is compliant with RoHS Regulations of the European Parliament and Council Directive on the Restrictions of the Use of Certain Hazardous Substances in Electrical and Electronic Equipment 2002 95 EC and with the Waste Electrical and Electronic Equipment WEEE Directi...

Page 135: ... Postal Money Orders Bills Checks or Drafts of money drawn by or upon authorized officers of the United States Stamps and other representatives of value of whatever denomination which have been or may be issued under any Act of Congress 2 Adjusted Compensation Certificates for Veterans of the World Wars 3 Obligations or Securities of any Foreign Government Bank or Corporation 4 Copyrighted materia...

Page 136: ...thority in Canada or of a court of law 5 Proclamations orders regulations or appointments or notices thereof with intent to falsely cause same to purport to have been printed by the Queen s Printer for Canada or the equivalent printer for a province 6 Marks brands seals wrappers or designs used by or on behalf of the Government of Canada or of a province the government of a state other than Canada...

Page 137: ... such reproductions Currency notes Bank notes and cheques Bank and government bonds and securities Passports and identification cards Copyright material or trademarks without the consent of the owner Postage stamps and other negotiable instruments Note This list is not inclusive and no liability is assumed for either its completeness or accuracy In case of doubt contact your legal counsel ...

Page 138: ... S Contact Information Contact Information For more information on Environment Health and Safety in relation to this Xerox product and supplies please contact the following customer help lines USA Canada 1 800 828 6571 Europe 44 1707 353 434 ...

Page 139: ... Error 42 Cancel Fax Jobs 72 CD ROM drive 9 Check printer cable or status 42 CIFS 10 64 110 Collate 38 43 Color 50 61 Compatibility 87 components 11 Compression 87 Compression Level 50 56 61 Compression Method 56 computer specifications 9 Contrast Control 87 Control Panel 11 Copier Default 21 41 Copy 17 35 Copy count 43 Copy mode 37 Copy Print Resolution 43 Country Code 19 Create a Subfolder 64 D ...

Page 140: ... Firmware Version 19 Fit to Page 37 71 Flatbed cover opens 42 Flatbed Light Check 42 Folder Template 63 From Address 49 FTP 10 64 108 FTP Errors 66 Function 99 Function keys 17 G Gateway IP 23 Grayscale 103 Group Address 53 H Home sensor error 42 HTTP 10 21 108 HTTP S 64 HTTPS 109 I ID 70 Image Density 37 49 60 78 Image Edit 36 41 Image Edit Copy 38 Immediate Transmission 87 InkJet printer 35 69 I...

Page 141: ...3 Server 26 Power Jack 12 Power Switch 12 Print Orientation Long Edge Short Edge 39 40 Paper Saving 40 Printer 35 69 Printing 1 to 1 Sided 2 to 1 Sided 39 Printing Size 72 PSTN Access 70 Q Quality 77 R Redial 87 Redial Redial Interval 71 Reduce Enlarge 37 Reply To 49 Report Print 72 Report to E Mail 64 Resolution 48 60 87 Ring Response 71 S scan multiple pages 32 Scan Options 47 50 61 scanner comp...

Page 142: ...Number 70 Subject 48 Subnet Mask 23 System Auto Reset 20 system requirements 9 T Target URL 64 Port 64 Text 37 49 TIFF 10 50 62 Time Zone 19 Transmission Report 71 Transmission Speed 87 U Unit 38 Usage Report 19 User Account Management 89 V Variable 37 ...

Page 143: ......

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