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Ricoh Aficio MP C2500 EFI User Manual - Page 614

Assigning Users and Access Permission for Stored Files, Document Server, File Management

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Preventing Information Leaks Assigning Users and Access Permission for Stored Files This can be specified by the file creator (owner) or file administrator. Specify the users and their access permissions for each stored file. By making this setting, only users granted access permission can access stored files. Preparation For details about logging on and logging off with administrator authentica- 3 tion, see p.23 "Logging on Using Administrator Authentication", p.26 "Logging 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 permission, ask the file creator (owner). A Press the {Document Server} key. B Select the file. C Press [File Management]. 88

Section	Page
About This Machine	1
Manuals for This Machine	3
What You Can Do with This Machine	5
Copier, Facsimile, Printer, and Scanner Functions	5
Utilizing Stored Documents	6
Paperless Fax Transmission and Reception	7
Fax Transmission and Reception Through the Internet	8
Using the Scanner in a Network Environment	9
Administrating the Machine/Protecting Documents (Security Functions)	10
Monitoring the Machine Via Computer	11
Preventing an Unauthorized Copy	12
TABLE OF CONTENTS	13
Notice	15
Notice To Wireless LAN Interface (optional) Users	15
How to Read This Manual	18
Symbols	18
Safety Information	19
Safety During Operation	19
Positions of WARNING and CAUTION labels	23
Getting Started	25
Guide to Components	25
Options	27
Control Panel	29
Display	31
Simplified Display	31
When the Authentication Screen is Displayed	33
User Code Authentication (Using the Control Panel)	33
User Code Authentication (Using a Printer Driver)	34
Login (Using the Control Panel)	34
Log Off (Using the Control Panel)	35
Login (Using a Printer Driver)	35
Login (Using Web Image Monitor)	36
Log Off (Using Web Image Monitor)	36
Changing Modes	37
System Reset	38
Turning On the Power	39
Turning On the Main Power	39
Turning On the Power	40
Turning Off the Power	40
Turning Off the Main Power	41
Saving Energy	42
Entering Text	43
Entering Text	43
Available Characters	43
Keys	43
How to Enter Text	44
Appendix	47
Dos and Don'ts	47
Saving Color Copies	48
Software and Utilities Included on the CD-ROM	49
Viewing the contents of the CD-ROM	50
Printer Drivers for This Printer	50
TWAIN Driver	52
LAN-Fax Driver	53
DeskTopBinder Lite	54
SmartDeviceMonitor for Admin	55
DeskTopBinder-SmartDeviceMonitor for Client	56
Installing the Operating Instructions	57
PDF Manuals	58
Opening the Installed Operating Instructions	59
Opening from the Icon	59
Opening from the [Start] Menu	59
Opening from the CD-ROM	60
Copy Paper	61
Recommended Paper Sizes and Types	61
Unusable Paper	64
Paper Storage	65
INDEX	66
General Settings Guide	69
Introduction	70
Important	70
Notes:	70
Notes:	70
Manuals for This Machine	71
TABLE OF CONTENTS	73
How to Read This Manual	77
Symbols	77
Display Panel	78
Accessing User Tools (System Settings)	79
Changing Default Settings	79
Quitting User Tools	80
Menu Protect	80
1. Connecting the Machine	81
Connecting to the Interfaces	81
Connecting to the Ethernet Interface	82
Connecting to the USB Interface	83
Connecting to the IEEE 1394 Interface	84
Connecting to the IEEE 1284 Interface	85
Connecting to the IEEE 802.11b (Wireless LAN) Interface	86
Setup Procedure	86
Checking the Connection	87
Checking the Signal	88
Network Settings	89
Settings Required to Use the Printer/LAN-Fax	89
Ethernet	89
IEEE 1394 (IPv4 over 1394)	90
IEEE 802.11b (wireless LAN)	91
Settings Required to Use Internet Fax	92
Ethernet	92
IEEE 1394 (IPv4 over 1394)	93
IEEE 802.11b (wireless LAN)	95
Settings Required to Use E-mail Function	96
Ethernet	96
IEEE 1394 (IPv4 over 1394)	98
IEEE 802.11b (wireless LAN)	99
Settings Required to Use Scan to Folder Function	100
Ethernet	100
IEEE 1394 (IPv4 over 1394)	101
IEEE 802.11b (wireless LAN)	102
Settings Required to Use the Network Delivery Scanner	103
Ethernet	103
IEEE 1394 (IPv4 over 1394)	104
IEEE 802.11b (wireless LAN)	105
Settings Required to Use Network TWAIN Scanner	106
Ethernet	106
IEEE 1394 (IPv4 over 1394)	107
IEEE 802.11b (wireless LAN)	107
Settings Required to Use Document Server	108
Ethernet	108
IEEE 1394 (IPv4 over 1394)	109
IEEE 802.11b (wireless LAN)	110
Using Utilities to Make Network Settings	111
Interface Settings	111
Connecting the Machine to a Telephone Line and Telephone	120
Connecting the Telephone Line	120
Selecting the Line Type	121
2. System Settings	123
General Features	123
Output tray settings	126
Tray Paper Settings	127
Timer Settings	132
Interface Settings	134
Network	134
Parallel Interface	138
IEEE 1394	139
IEEE 802.11b	141
Print List	142
File Transfer	144
Administrator Tools	151
Program / Change / Delete LDAP Server	159
To program/change the LDAP server	159
To delete the programmed LDAP server	159
Programming the LDAP server	160
To enter an identification name	160
To enter a server name	160
To enter the search base	160
To enter a port number	161
To start SSL communication	161
To set authentication	161
To enter the user name and password	162
To test the connection	162
To set search conditions	163
To set search options	163
3. Copier / Document Server Features	165
General Features	165
Reproduction Ratio	170
Edit	174
Stamp	180
Background Numbering	180
Preset Stamp	181
User Stamp	184
Date Stamp	185
Page Numbering	187
Input/Output	190
Adjust Color Image	193
Settings for the Document Server	194
4. Facsimile Features	195
General Features	195
Scan Settings	198
Send Settings	199
Reception Settings	202
Initial Settings	208
Reception File Setting	213
Reception Report e-mail	214
Program / Change / Delete Scan Size	215
Deleting a scan size	216
Registering Fax Information	217
Registering Fax Information	218
Registering a Fax Header	218
Registering an Own Name	219
Registering Fax Header	219
Deleting Fax Information	220
Forwarding	221
Programming an End Receiver	222
Quitting the forwarding function	224
Forwarding Mark	224
Parameter Settings	225
Changing the User Parameters	231
Special Senders to Treat Differently	232
Authorized Reception	233
Reception File Print Quantity	234
Forwarding	234
Print 2 Sided	234
Memory Lock	235
Paper Tray	235
Programming/Changing Special Senders	235
Authorized RX (Authorized Reception)	237
Reception File Print Qty	237
Forwarding	238
Print 2 Sided	239
Memory Lock	239
Paper Tray	239
Programming Initial Set Up of a Special Sender	240
Deleting a Special Sender	243
Box Settings	244
Programming/Changing Personal Boxes	244
Deleting Personal Boxes	247
Programming/Changing Information Boxes	248
Deleting Information Boxes	251
Programming/Changing Transfer Boxes	252
Deleting Transfer Boxes	255
Printing the Box List	256
5. Printer Features	257
Test Print	257
Printing the configuration page	258
Interpreting the configuration page	258
Maintenance	260
System	261
Host Interface	265
PCL Menu	266
PS Menu	268
PDF Menu	269
6. Scanner Features	271
General Settings	271
Scan Settings	273
Send Settings	275
7. Registering Addresses and Users for Facsimile/Scanner Functions	277
Address Book	277
Managing names in the Address Book	280
Sending fax by Quick Dial	280
Sending e-mail by Quick Dial	280
Sending scanned files to a shared folder directly	281
Preventing unauthorized user access to shared folders from the machine	281
Managing users and machine usage	281
Registering Names	282
Registering Names	282
Changing a Registered Name	283
To change a registration number	284
Deleting a Registered Name	284
Authentication Information	285
Registering a User Code	286
Changing a User Code	287
Deleting a User Code	289
Displaying the Counter for Each User	290
Printing the Counter for Each User	291
Printing the Counter for All User	292
Clearing the Number of Prints	293
Fax Destination	294
Fax Destination	296
Registering a Fax Destination	296
Changing a Fax Destination	297
Using a Fax Destination as a sender	298
To change the fax number	298
To change the line	298
To change the SUB Code	299
To change the SEP Code	299
To set the International TX Mode	299
To select the fax header	299
To set label insertion	300
Deleting a Fax Destination	300
IP-Fax Destination	302
Registering an IP-Fax Destination	302
Changing a Registered IP-Fax Destination	303
Using the IP–Fax Destination as the sender	304
To change the IP-Fax Destination	304
To select the protocol	304
To program the SUB Code	305
To program the SEP Code	305
To set the International TX Mode	305
To select the fax header	305
Deleting a Registered IP-Fax Destination	306
E-mail Destination	307
Registering an E-mail Destination	307
Changing an E-mail Destination	309
Using the e-mail address as the sender	310
Deleting an E-mail Destination	310
Registering Folders	311
Using SMB to Connect	311
Registering a Folder	311
To locate the folder manually	313
To locate the folder using Browse Network	314
If a Login Screen Appears	314
Changing a Folder	315
To change the protocol	316
Deleting a registered folder	316
Using FTP to Connect	317
Registering a Folder	317
Changing a Folder	319
To change the protocol	320
Changing items under FTP	321
Deleting a Folder	321
Using NCP to Connect	322
Registering a Folder	322
To locate the folder manually	324
To locate the folder using Browse Network	324
Changing a registered folder	325
To change the protocol	326
Deleting a Folder	326
Registering Names to a Group	328
Registering a Group	328
Registering Names to a Group	329
Adding a Group to Another Group	331
Displaying Names Registered in a Group	332
Removing a Name from a Group	333
Deleting a Group Within Atnother Group	334
Changing a Group Name	336
Deleting a Goup	337
Registering a Protection Code	338
Registering a Protection Code to a Single User	338
Registering a Protection Code to a Group User	340
Registering SMTP and LDAP Authentication	341
SMTP Authentication	341
LDAP Authentication	343
8. Other User Tools	345
Maintenance	345
Changing the Display Language	346
Inquiry	347
Counter	349
Displaying the Total Counter	349
9. Appendix	351
Specifications for the Main Unit	351
Auto Document Feeder	355
Specifications for Options	356
Information about Installed Software	361
expat	361
NetBSD	362
Sablotron	364
JPEG LIBRARY	364
SASL	365
MD4	366
MD5	366
Samba(Ver 3.0.4)	367
RSA BSAFE	367
Open SSL	368
Open LDAP	373
INDEX	375
Troubleshooting	385
Manuals for This Machine	387
TABLE OF CONTENTS	389
How to Read This Manual	393
Symbols	393
When the Machine Does Not Operate as Wanted	395
Indicators	395
Checking Machine Status and Settings	396
When an Indicator to the Right of a Function Key is Lit	399
When You Have Problems Operating the Machine	400
When a Job is Not Performed	405
Troubleshooting When Using the Copy Function	409
When a Message Appears	409
When You Cannot Make Clear Copies	412
When You Cannot Make Copies as Wanted	414
When Memory is Full	417
Troubleshooting When Using the Facsimile Function	419
Adjusting the Volume	419
When a Message Appears	422
When You Cannot Send or Receive Fax Messages as Wanted	429
When Memory is Full	433
If an Error Report is Printed	434
Turning Off the Main Power / In the Event of Power Failure	435
When an Error Occurs Using Internet Fax	436
Error Mail Notification	436
Error Report (E-Mail)	436
Server-Generated Error E-mail	436
Troubleshooting When Using the Printer Function	437
When a Message Appears during Installation of the Printer Driver	437
Windows 95/98/Me	437
Windows 2000	438
Windows XP, Windows Server 2003	438
Windows NT 4.0	439
If USB Connection Fails	440
When a Message appears	441
Status Messages	441
Alert Messages	442
Checking the Error Log	443
When You Cannot Print	444
Other Printing Problems	447
When PictBridge Printing Does Not Work	455
Troubleshooting When Using the Scanner Function	457
When Scanning is Not Done as Expected	457
When You Cannot Send Scanned Files	458
When Stored Files Cannot be Accessed	458
When You Cannot Browse the Network to Send a Scanned File	458
When the TWAIN Driver Cannot be Started	458
When Stored Files Cannot be Edited	459
When the Network Delivery Function Cannot be Used	459
Operations are Not Possible When Messages Appear	459
When a Message is Displayed	460
When a Message is Displayed on the Control Panel	460
When a Message is Displayed on the Client Computer	467
Adding Paper, Toner and Staples	471
Loading Paper	471
Loading Paper into the Paper Trays	471
Loading Paper into the Large Capacity Tray	473
Changing the Paper Size	475
Changing the Paper Size in the Paper Tray	475
Adding Toner	481
Inserting Toner	482
Sending Fax Messages When Toner Has Run Out	483
Used Toner	483
Maintenance	484
Adjusting the Color Registration	484
Auto Color Calibration	486
Adding Staples	488
Booklet Finisher	489
sheet Finisher	490
Replacing the Stamp Cartridge	492
Clearing Misfeeds	495
Removing Jammed Paper	495
Locating Jammed Paper	496
Removing Jammed Paper	497
Removing Jammed Staples	503
Booklet Finisher	503
sheet Finisher	504
Removing Punch Waste	506
Booklet Finisher	506
Remarks	509
Where to Put Your Machine	509
Machine Environment	509
Moving	510
Power Connection	511
Access to the Machine	512
Maintaining Your Machine	513
Cleaning the Exposure Glass	513
Cleaning the Exposure Glass Cover	514
Cleaning the Auto Document Feeder	514
Cleaning the Dustproof Glass	515
INDEX	517
Security Reference	519
Manuals for This Machine	521
TABLE OF CONTENTS	523
How to Read This Manual	527
Symbols	527
Getting Started	529
Enhanced Security	529
Glossary	530
Setting Up the Machine	531
Security Measures Provided by this Machine	533
Using Authentication and Managing Users	533
Preventing Information Leaks	533
Limiting and Controlling Access	535
Enhanced Network Security	536
Authentication and its Application	537
Administrators and Users	537
Administrators	537
User	538
The Management Function	539
About Administrator Authentication	540
About User Authentication	541
Enabling Authentication	542
Authentication Setting Procedure	542
Administrator Authentication	543
Specifying Administrator Privileges	543
Registering the Administrator	546
Logging on Using Administrator Authentication	549
Logging off Using Administrator Authentication	552
Changing the Administrator	553
User Authentication	555
User Code Authentication	555
Basic Authentication	559
Windows Authentication	568
LDAP Authentication	576
Integration Server Authentication	583
If User Authentication is Specified	592
User Code Authentication (Using the Control Panel)	592
User Code Authentication (Using a Printer Driver)	592
Login (Using the Control Panel)	593
Log Off (Using the Control Panel)	594
Login (Using a Printer Driver)	595
Login (Using Web Image Monitor)	595
Log Off (Using Web Image Monitor)	595
Auto Logout	596
Authentication using an external device	597
Preventing Information Leaks	599
Guarding Against Unauthorized Copying	599
Unauthorized Copy Prevention	600
Data Security for Copying	601
Printing Limitations	602
Notice	603
Printing with Unauthorized Copy Prevention and Data Security for Copying	603
Printing a Confidential Document	606
Choosing a Locked Print file	606
Printing a Locked Print File	607
Deleting Locked Print Files	609
Changing Passwords of Locked Print Files	610
Unlocking Locked Print Files	612
Specifying Access Permission for Stored Files	613
Assigning Users and Access Permission for Stored Files	614
Specifying Access Privileges for Files Stored using the Scanner and Fax Functions	617
Assigning the User and the Access Permission for the User’s Stored Files	620
Specifying Passwords for the Stored Files	623
Unlocking Files	625
Preventing Data Leaks Due to Unauthorized Transmission	627
Restrictions on Destinations	627
Protecting the Address Book	630
Address Book Access Permission	630
Encrypting the Data in the Address Book	633
Deleting Data on the Hard Disk	636
Overwriting the Data on the Hard Disk	636
Managing Access to the Machine	645
Preventing Modification of Machine Settings	645