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Konica Minolta bizhub 501 bizhub 361/421/501 Box Operations User Manual - Page 25

Information before saving documents

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Overview of the User Box functions 1 1.2 1.2.1 Information before saving documents The following describes information to be kept in mind before using the user box functions. User authentication This machine can be set so that an account or user name and a password must be entered in order to use the machine. Contact the administrator for authorized account or user name. Machine authentication Type in the user name and password, and then touch [Login] or press the [Access] key. External server authentication Specify the user name, password and authenticating server, and then touch [Login] or press the [Access] key. Account track Type in the account name and password, and then touch [Login] or press the [Access] key. ! Detail With user authentication, the only boxes that are displayed are those accessible by the user that is logged on. For details, refer to "Authentication and accessible user boxes" on page 1-8. If "Prohibit Functions When Auth. Error" in Administrator mode is set to "Mode 2" and a user enters an incorrect password the specified number of times, that user is locked out and can no longer use the machine. Contact the administrator to cancel operation restrictions. 501/421/361 1-6

Section	Page
Introduction	2
To check on the function you want to use	3
Understanding \	3
Using \	4
Contents	5
About this manual	16
Contents	16
Product notation	16
Explanation of manual conventions	17
User’s Guides	19
Printed manual	19
User’s Guide CD manuals	19
1 Overview of the User Box functions	21
1.1 User Box functions	21
1.1.1 Available User Box functions	21
Saving documents	21
Using document data	22
Organizing document data	23
1.1.2 Set-up for User Box functions	24
User box registration	24
To use the machine for relay device	24
To use Memory RX user box	24
1.2 Information before saving documents	25
1.2.1 User authentication	25
Machine authentication	25
External server authentication	25
Account track	25
1.2.2 Limitation on user box registration	26
Public/personal/group user boxes	26
Bulletin board user box	26
Polling TX user box	26
1.2.3 Limitation on document name	26
1.3 Authentication and accessible user boxes	27
1.3.1 When user authentication and account track settings are not specified	27
1.3.2 When only user authentication settings are specified	27
1.3.3 When only account track settings are specified	28
1.3.4 When user authentication and account track settings are specified and synchronized	29
1.3.5 When user authentication and account track settings are specified but not synchronized	30
1.4 Type of boxes	31
1.4.1 Type of boxes (With hard disk installed)	31
1.4.2 Type of boxes (with no hard disk installed)	33
2 Control panel/touch panel	35
2.1 Control panel	35
2.2 Touch panel	37
2.2.1 Screen layout	37
Icons on the touch panel	37
2.2.2 Display and operation of the left panel	38
Job List	38
Job List - Delete	39
Job List - Job Details	39
Settings when saving documents	44
Detail - Check Scan Settings	45
Detail - Check Original Settings	45
Settings when using documents	45
Document Detail	46
Check Job Settings	46
Check Job Settings - Destination Settings	46
Check Job Settings - Communication Settings	47
Check Job Settings - E-Mail Settings	47
Preview	47
Preview - Detail	48
Preview - Detail (Print/Combine)	48
Preview - Detail (Send/Bind TX)	49
3 Operation flow of user boxes	51
3.1 Saving documents in user boxes	51
3.2 Printing documents in user boxes	53
3.3 Sending documents in user boxes	56
3.4 Saving documents in external memory	59
3.5 Printing documents in external memory	61
3.6 Organizing user box documents	63
3.7 Menu trees in User Box mode	65
3.7.1 Save Document	65
Public/Personal/Group User Boxes	65
System User Box	66
3.7.2 Use Document	67
Public/Personal/Group User Boxes	67
System User Box	71
3.7.3 File Document	73
4 Entering User Box mode	75
4.1 Entering User Box mode	75
4.2 User box operation menus	76
4.2.1 Save Document	76
4.2.2 Use Document	76
4.2.3 File Document	77
5 Save Document	79
5.1 Overview of Save Document	79
5.1.1 Available operations in the Save Document screen	79
Public/personal/group user boxes	79
Annotation User Box	79
External memory	79
5.1.2 Initial screen of Save Document	79
Public/Personal/Group user box	79
System User Box	80
5.1.3 Description of the Save Document screen	80
5.2 Scan Settings	81
5.2.1 Basic - Original Type	81
5.2.2 Basic - Simplex/Duplex	81
5.2.3 Basic - Resolution	82
5.2.4 Basic - File Type	82
File Type	82
Scan Setting	82
Encryption	83
Encryption - Detail Settings	83
5.2.5 Basic - Density	84
5.2.6 Basic - Separate Scan	85
5.2.7 Background Removal	85
5.2.8 Erase	85
Frame Erase	85
5.2.9 Book Scan - Book Copy	86
Book Copy	86
Book Erase - Frame Erase	86
Binding Position	87
5.2.10 Application - Scan Size	88
Standard	88
Custom Size	88
Neg./Pos. Reverse	88
5.3 Original Settings	89
Special Original	89
Direction Settings - Original Direction	89
Direction Settings - Binding Position	90
6 Use Document	92
6.1 Overview of Use Document screen	92
6.1.1 Available operations in the Use Document screen	92
Printing	92
Transmitting	92
Document Details	92
6.1.2 Initial screen of Use Document	92
Public/Personal/Group user box	92
System User Box	92
6.1.3 Description of Use Document screen	93
6.1.4 When a password is specified for the user box	93
6.2 Print	94
6.2.1 Overview of Print	94
6.2.2 Description of the Print screen	94
6.3 Print - Basic (Public/Personal/Group user box)	95
6.3.1 Copies	95
6.3.2 1-Sided/2-Sided	95
6.3.3 Finishing	96
Sort/Group	96
Offset	96
Staple	96
Staple - Position Setting	96
Punch	96
Punch - Position Setting	97
Fold/Bind	97
6.4 Print - Application (Public/Personal/Group user box)	98
6.4.1 Page Margin	98
Margin Position	98
Adjust Value	98
Image Shift	98
Image Shift - Change Back Shift	99
6.4.2 Sheet/Cover/Chapter Insert	99
6.4.3 Sheet/Cover/Chapter Insert - Cover Sheet	99
What is a cover sheet?	99
Cover setting	100
Front Cover - Paper	100
Back Cover-Paper	101
6.4.4 Sheet/Cover/Chapter Insert - Insert Sheet	101
What is Insert Sheet?	101
Specified page/Sort	102
Insert Paper	102
Insert Type	102
6.4.5 Sheet/Cover/Chapter Insert - Chapters	102
What is Chapters?	102
Specified page/Sort	103
Chapter Paper	103
6.4.6 Stamp/Composition	103
6.4.7 Stamp/Composition - Date/Time	104
Date Format	104
Time Format	104
Pages	104
Text Size	104
Print Position - Print Position	104
Print Position - Fine-Tune	105
6.4.8 Stamp/Composition - Page Number	105
Starting Page Number	105
Starting Chapter Number	105
Page Number Type	105
Insert Sheet Setting	105
Text Size	106
Print Position - Print Position	106
Print Position - Fine-Tune	107
6.4.9 Stamp/Composition - Stamp	107
Stamp Type/Preset Stamps	107
Pages	107
Text Size	107
Print Position - Print Position	108
Print Position - Fine-Tune	108
6.4.10 Stamp/Composition - Stamp Repeat	108
What is Stamp Repeat?	108
Stamp Repeat Type - Registered Stamp	108
Stamp Repeat Type - Preset Stamp	109
Stamp Repeat Type - Date/Time	109
Stamp Repeat Type - Other	109
Detail Settings	110
Detailed Settings - Density	110
Detailed Settings - Text Size	110
Change Pos./Delete	110
6.4.11 Stamp/Composition - Copy Protect	111
What is Copy Protect?	111
Copy Protect Type - Registered Stamp	111
Copy Protect Type - Preset Stamp	111
Copy Protect Type - Date/Time	112
Copy Protect Type - Other	112
Detail Settings	112
Detail Settings - Density	113
Detail Settings - Copy Protect Pattern	113
Detail Settings - Text Size	113
Detail Settings - Background Pattern	113
Position - Change Pos./Delete	114
6.4.12 Stamp/Composition - Overlay	114
6.4.13 Stamp/Composition - Registered Overlay	114
6.4.14 Stamp/Composition - Header/Footer	115
Recall Header/Footer	115
Check/Change Temporarily	115
Check/Change Temporarily - Header Settings/Footer Settings	115
Check/Change Temporarily - Header Settings/Footer Settings - Text	115
Check/Change Temporarily - Header Settings/Footer Settings - Date/Time	116
Check/Change Temporarily - Header Settings/Footer Settings - Print Position	116
Check/Change Temporarily - Header Settings/Footer Settings - Other	116
Check/Change Temporarily - Pages	116
Check/Change Temporarily - Text Size	117
6.4.15 Stamp/Composition - Distribution Control Number	117
6.4.16 Stamp/Composition - Watermark	117
6.5 Send (Public/Personal/Group user box)	118
6.5.1 Overview of Send	118
6.5.2 Description of the Send screen	118
6.5.3 Address Book - Search	119
Address Type	119
Index	119
Detail Search	119
6.5.4 Direct Input	120
6.5.5 Direct Input - Fax	120
6.5.6 Direct Input - E-Mail	120
6.5.7 Direct Input - Internet Fax	120
RX Ability (Destination)	121
6.5.8 Direct Input - IP Address Fax	121
6.5.9 Direct Input - PC (SMB)	121
Host Name	122
File Path	122
User Name	122
Password	122
Reference	122
Next Destination	122
6.5.10 Direct Input - FTP	122
Host Name	122
File Path	122
User Name	122
Password	122
Detailed Settings	123
Next Destination	123
6.5.11 Direct Input - WebDAV	123
Host Name	123
File Path	123
User Name	123
Password	123
Detailed Settings	124
Next Destination	124
6.5.12 Job History	124
6.5.13 Address Search	124
6.5.14 Address Search - Search	125
6.5.15 Address Search - Advanced Search	125
Name	125
E-Mail Addr.	125
Fax Number	126
Last Name	126
First Name	126
City	126
Company Name	126
Department	126
OR/AND/STARTS WITH/ENDS WITH	126
6.5.16 File Type	126
File Type	127
Scan Setting	127
Encryption	127
Encryption - Detail Settings	127
Stamp Composition	129
6.5.17 Overview of Communication Settings	129
6.5.18 Communication Settings - Line Settings	130
About Line Settings	130
Overseas TX	130
ECM OFF	130
V.34 OFF	130
Check Dest. & Send	131
Select Line	131
6.5.19 Communication Settings - E-Mail Settings	131
About E-Mail Settings	131
Document Name	131
Subject	131
From	132
Body	132
6.5.20 Communication Settings - URL Notification Setting	132
What is URL notification?	132
Detail Search	133
Direct Input	133
6.5.21 Communication Settings - Communication Method Settings	133
Timer TX	133
Password TX	134
F-Code TX	134
6.5.22 Communication Settings - E-Mail Encryption	134
6.5.23 Communication Settings - Digital Signature	135
6.5.24 Communication Settings - Fax Header Settings	135
6.5.25 Overview of Application	135
6.5.26 Application - Stamp/Composition - Date/Time	135
6.5.27 Application - Stamp/Composition - Page Number	135
6.5.28 Application - Stamp/Composition - Stamp	136
6.5.29 Application - Stamp/Composition - Header/Footer	136
6.5.30 Application - Send & Print	136
What is Send & Print?	136
Copies	136
Simplex/Duplex	136
Staple	136
Staple-Position Setting	136
6.6 Combine (Public/Personal/Group user box)	137
6.6.1 What is Combine?	137
6.6.2 Combining Order	137
6.6.3 Description of the Print screen	137
6.6.4 Basic	138
6.6.5 Finishing	138
6.6.6 Continuous Print	138
6.6.7 Page Margin	138
6.6.8 Stamp/Composition - Date/Time	138
6.6.9 Stamp/Composition - Page Number	138
6.6.10 Stamp/Composition - Stamp	138
6.6.11 Stamp/Composition - Stamp Repeat	138
6.6.12 Stamp/Composition - Copy Protect	138
6.6.13 Stamp/Composition - Registered Overlay	138
6.6.14 Stamp/Composition - Header/Footer	138
6.6.15 Stamp/Composition - Distribution Control Number	138
6.6.16 Stamp/Composition - Watermark	138
6.7 Bind TX (Public/Personal/Group user box)	139
6.7.1 What is Bind TX?	139
6.7.2 Combining Order screen	139
6.7.3 Address Book - Search	139
6.7.4 Direct Input - E-Mail	139
6.7.5 Direct Input - PC (SMB)	139
6.7.6 Direct Input - FTP	139
6.7.7 Direct Input - WebDAV	139
6.7.8 Address Search - Search	139
6.7.9 Address Search - Advanced Search	139
6.7.10 File Type	139
6.7.11 Communication Settings - E-Mail Settings	140
6.7.12 Communication Settings - URL Notification Setting	140
6.7.13 Communication Settings - E-Mail Encryption	140
6.7.14 Communication Settings - Digital Signature	140
6.7.15 Application - Stamp/Composition - Date/Time	140
6.7.16 Application - Stamp/Composition - Page Number	140
6.7.17 Application - Stamp/Composition - Stamp	140
6.7.18 Application - Stamp/Composition - Header/Footer	140
6.8 Bulletin Board User Box (System User Box)	141
6.8.1 What is Bulletin Board User Box?	141
6.8.2 Bulletin Board User Box screen	141
6.8.3 Printing document in the bulletin board user box	141
6.8.4 Deleting document from the bulletin board user box	141
6.9 Polling TX User Box (System User Box)	142
6.10 Secure Print User Box (System User Box)	143
6.10.1 What is Secure Print User Box?	143
6.10.2 Authentication procedure 1	143
6.10.3 Authentication procedure 2	144
6.10.4 Printing	145
Copies	145
1-Sided/2-Sided	145
Finishing	145
Page Margin	145
Sheet/Cover/Chapter Insert	145
Stamp/Composition	145
6.10.5 Deleting	145
6.11 Memory RX User Box (System User Box)	146
6.11.1 What is Memory RX User Box?	146
6.11.2 Memory RX User Box screen	146
6.11.3 Printing	146
6.11.4 Proof Print	146
6.11.5 Deleting	146
6.12 Annotation User Box (System User Box)	147
6.12.1 What is Annotation User Box?	147
6.12.2 Annotation User Box screen	147
6.12.3 Description of the Print screen	147
6.12.4 Basic	147
6.12.5 Finishing	147
6.12.6 Page Margin	147
6.12.7 Sheet/Cover/Chapter Insert - Cover Sheet	147
6.12.8 Sheet/Cover/Chapter Insert - Insert Sheet	148
6.12.9 Sheet/Cover/Chapter Insert - Chapters	148
6.12.10 Stamp/Composition - Date/Time	148
6.12.11 Stamp/Composition - Page Number	148
6.12.12 Stamp/Composition - Stamp	148
6.12.13 Stamp/Composition - Stamp Repeat	148
6.12.14 Stamp/Composition - Copy Protect	148
6.12.15 Stamp/Composition - Overlay	148
6.12.16 Stamp/Composition - Registered Overlay	148
6.12.17 Stamp/Composition - Distribution Control Number	148
6.12.18 Stamp/Composition - Watermark	148
6.12.19 Description of the Send screen	148
6.12.20 Address Book - Search	148
6.12.21 Direct Input - E-Mail	148
6.12.22 Direct Input - PC (SMB)	148
6.12.23 Direct Input - FTP	148
6.12.24 Direct Input - WebDAV	148
6.12.25 Address Search - Search	148
6.12.26 Address Search - Advanced Search	148
6.12.27 File Type	149
6.12.28 Communication Settings - E-Mail Settings	149
6.12.29 Communication Settings - URL Notification Setting	149
6.12.30 Communication Settings - E-Mail Encryption	149
6.12.31 Communication Settings - Digital Signature	149
6.12.32 Application - Stamp/Composition - Date/Time	149
6.12.33 Application - Stamp/Composition - Page Number	149
6.12.34 Application - Stamp/Composition - Stamp	149
6.12.35 Application - Send & Print	149
6.12.36 Application - Stamp Element	149
Secondary Field	149
Date/Time	150
Density	150
Number Type	150
Print Position	150
6.13 Fax Retransmit User Box (System User Box)	151
6.13.1 What is Fax Retransmit User Box?	151
6.13.2 Fax Retransmit User Box screen	151
6.13.3 Retransmitting a fax	151
6.13.4 Printing	151
6.14 Encrypted PDF User Box (System User Box)	152
6.14.1 What is Encrypted PDF User Box?	152
6.14.2 Encrypted PDF User Box screen	152
6.14.3 Printing	152
6.14.4 Deleting	152
6.15 ID & Print User Box (System User Box)	153
6.15.1 ID & Print User Box	153
6.15.2 ID & Print User Box screen	153
6.15.3 Printing	154
6.15.4 Deleting	154
6.16 External Memory (System User Box)	155
6.16.1 About External Memory	155
Available External Memory	155
Connecting an external memory	155
To print encrypted PDF data	156
6.16.2 External Memory screen	156
File Path	156
File selection	157
Move to the upper folder	157
Open a folder	157
Print	157
Document Details	157
6.16.3 External Memory - Print	158
6.16.4 Basic	159
Copies	159
Print	159
Finishing	159
Paper	159
7 File Document	161
7.1 Available operations in the File Document screen	161
7.1.1 Public/Personal/Group	161
System	161
7.1.2 Description of the File Document screen	161
Public/Personal/Group	161
System User Box	162
7.2 Public/Personal/Group user box	163
7.2.1 Deleting a document	163
7.2.2 Edit Name	163
7.2.3 Move	163
7.2.4 Copy	164
7.2.5 Document Details	164
Display of detailed information	164
Preview	165
7.3 System User Box	166
7.3.1 Bulletin Board User Box	166
7.3.2 Polling TX User Box	166
7.3.3 Secure Print User Box	166
7.3.4 Memory RX User Box	167
7.3.5 Annotation User Box	167
7.3.6 Fax Retransmit User Box	168
8 User box setting	170
8.1 Menu tree for user box setting	170
8.1.1 Utility	170
8.1.2 Administrator Settings	171
8.2 User box registration	173
8.2.1 User box registration	173
Public/Personal/Group user boxes	173
Delete Empty User Box(es)	174
Bulletin Board User Box	174
Confidential RX User Box	176
Relay User Box	177
8.3 Administrator Settings	178
8.3.1 User box permissions	178
Types of users	178
Public user boxes and personal/group user boxes	178
8.3.2 User box registration	178
8.3.3 Registering public, personal and group user boxes	179
8.3.4 Registering bulletin board user box	179
8.3.5 Registering relay user box	179
8.3.6 Registering annotation user boxes	179
8.3.7 Maximum Number of User Boxes	181
Public/Personal/Group	181
Max No. of Use Boxes - ON/OFF	181
Maximum Number of User Boxes	181
8.3.8 User Box Settings	182
Delete Unused User Box	182
Delete Secure Print Documents	182
Auto Delete Secure Document	182
Encrypted PDF Delete Time	183
ID & Print Delete Time	183

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501/421/361

1-6

Overview of the User Box functions

1.2

Information before saving documents

The following describes information to be kept in mind before using the user box functions.

1.2.1

User authentication

This machine can be set so that an account or user name and a password must be entered in order to use

the machine. Contact the administrator for authorized account or user name.

Machine authentication

Type in the user name and password, and then touch [Login] or press the [Access] key.

External server authentication

Specify the user name, password and authenticating server, and then touch [Login] or press the [Access] key.

Account track

Type in the account name and password, and then touch [Login] or press the [Access] key.

Detail

With user authentication, the only boxes that are displayed are those accessible by the user that is

logged on. For details, refer to

"Authentication and accessible user boxes" on page 1-8

If "Prohibit Functions When Auth. Error" in Administrator mode is set to "Mode 2" and a user enters an

incorrect password the specified number of times, that user is locked out and can no longer use the

machine. Contact the administrator to cancel operation restrictions.