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Configuring Access Permission for Each Stored File

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6. Preventing the Leaking of Documents Configuring Access Permission for Each Stored File This can be specified by the file administrator or owner. Specify the users and their access permissions for each stored file. • If files become inaccessible, reset their access permission as the 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 owner. • The file administrator can change the owner of a document using the document's [Change Access Priv.] setting. This setting also allows the file administrator to change the access privileges of the owner and other users. • The document owner and users with the [Full Control] privilege for the document can change the access privileges of the owner and other users under the [Change Access Priv.] setting. 1. Log in as the file administrator or the owner from the control panel. 2. Close the initial settings screen. • When using the standard operation panel Press the [User Tools/Counter] key. • When using the Smart Operation Panel Press [User Tools/Counter] ( ) on the top right of the screen. If the message "You do not have the privileges to use this function." appears, press [Exit]. 3. Press the [Home] key on the control panel, and press the [Document Server] icon on the screen. If the message "You do not have the privileges to use this function." appears, press [Exit]. 180 CXX002

Section	Page
<Read This First>	1
TABLE OF CONTENTS	3
How to Read the Manuals	5
Symbols Used in the Manuals	5
Disclaimer	5
Notes	6
Machine Types	6
1. Manuals Provided with This Machine	7
Manuals for This Machine	7
Manuals List	9
How to Use the Operating Instructions	11
Formats of the Operating Instructions	11
Reading the HTML Manuals on the CD-ROM	11
Installing and Opening the HTML Manuals	12
Reading the PDF Manuals on the CD-ROM	12
2. Safety Information for This Machine	15
Safety Information	15
Safety During Operation	15
Safety Precautions to Be Followed	15
Environments where the machine can be used	15
Handling power cords and power cord plugs	16
Handling the main machine	18
Handling the machine's interior	20
Handling the machine's supplies	21
Safety Labels of This Machine	24
Positions of WARNING and CAUTION labels	24
Main unit	24
Paper trays	25
1000-sheet finisher or Booklet Finisher	26
Bridge unit	27
Internal finisher	27
Power Switch Symbols	28
3. Other Information for This Machine	29
Laws and Regulations	29
Duplication and Printing Prohibited	29
Laser Safety	29
Notes to USA Users of FCC Requirements	29
Part 15 of the FCC Rules	29
Part 68 of the FCC Rules regarding Facsimile Unit	30
Important Safety Instructions for Facsimile Unit	32
IMPORTANTES MESURES DE SÉCURITÉ de l'unité Fax	32
Notes to Canadian Users of Facsimile Unit	33
Remarques à l'attention des utilisateurs canadiens de l'unité Fax	33
Other Information	34
ENERGY STAR Program	34
Energy Saving Functions	34
Notes to users in the state of California (Notes to Users in USA)	35
4. Appendix	37
Specifications	37
Trademarks	39
<User Guide>	45
TABLE OF CONTENTS	47
How to Read the Manuals	52
Symbols Used in the Manuals	52
Model-Specific Information	53
Names of Major Features	54
1. Easy Search	55
Searching by What You Want to Do	55
Reducing my Costs	55
Using Scanned Files on the Computer	56
Registering Destinations	57
Operating the Machine More Effectively	58
What You Can Do with This Machine	59
Customizing the [Home] Screen	59
Making Copies Using Various Functions	60
Printing Data Using Various Functions	61
Utilizing Stored Document	61
Sending and Receiving Faxes without Paper	62
Sending and Receiving Faxes via the Internet	64
Sending and Receiving Faxes by Using the Machine without Fax Unit Installed	65
Using the Facsimile and the Scanner in a Network Environment	66
Embedding Text Information in Scanned Files	66
Preventing Information Leakage (Security Functions)	67
Centrally Controlling Scan Conditions and Distribution	68
Monitoring and Setting the Machine Using a Computer	68
Preventing Unauthorized Copying	69
2. Getting Started	71
Guide to Names and Functions of Components	71
Guide to Components (mainly Europe and Asia)	71
Guide to Components (mainly North America)	74
Guide to Functions of the Machine's Options	78
Guide to Functions of the Machine's External Options	78
External options (mainly Europe)	78
External options (mainly Asia)	80
External options (mainly North America)	82
Guide to the Names and Functions of the Machine's Control Panel (When Using the Standard Operation Panel)	84
Guide to the Names and Functions of the Machine's Control Panel (When Using the Smart Operation Panel)	87
Changing the Display Language	89
Changing the Display Language (When Using the Smart Operation Panel)	89
How to Use the [Home] Screen (When Using the Standard Operation Panel)	90
Adding Icons to the [Home] Screen (When Using the Standard Operation Panel)	91
Adding icons to the [Home] screen using Web Image Monitor (when using the standard operation panel)	92
Adding icons to the [Home] screen using the User Tools (when using the standard operation panel)	92
How to Use the [Home] Screen (When Using the Smart Operation Panel)	95
Adding Icons to the [Home] Screen (When Using the Smart Operation Panel)	96
Adding shortcuts to the [Home] screen (when using the Smart Operation Panel)	96
Adding shortcuts to bookmarks on the [Home] screen (when using the Smart Operation Panel)	97
Adding shortcuts to programs to the [Home] screen (when using the Smart Operation Panel)	97
Adding shortcuts from the application list screen (when using the Smart Operation Panel)	98
Adding widgets to the [Home] screen (when using the Smart Operation Panel)	99
Registering Frequently Used Functions	100
Registering Functions in a Program	100
Example of programs	103
Turning On/Off the Power	106
Turning On the Main Power	106
Turning off the Main power	106
Logging In the Machine	107
When the Authentication Screen is Displayed	107
User Code Authentication Using the Control Panel	107
Logging In Using the Control Panel	107
Logging In Using the Control Panel (When Using the Smart Operation Panel)	108
Logging Out Using the Control Panel (When Using the Standard Operation Panel)	109
Logging Out Using the Control Panel (When Using the Smart Operation Panel)	109
Placing Originals	110
Placing Originals on the Exposure Glass (mainly Europe and Asia)	110
Placing Originals on the Exposure Glass (mainly North America)	110
Placing Originals in the Auto Document Feeder	111
3. Copy	113
Basic Procedure	113
Auto Reduce / Enlarge	115
Duplex Copying	117
Specifying the Original and Copy Orientation	119
Combined Copying	121
One-Sided Combine	122
Two-Sided Combine	123
Copying onto Custom Size Paper from Tray 1 or the Bypass Tray	126
Copying onto Envelopes	128
Sort	130
Changing the Number of Sets	131
Storing Data in the Document Server	133
4. Fax	135
Basic Procedure for Transmissions (Memory Transmission)	135
Sending Originals Using the Exposure Glass (Memory Transmission)	137
Registering a Fax Destination	138
Deleting a Fax Destination	139
Transmitting while Checking Connection to Destination (Immediate Transmission)	141
Sending Originals Using the Exposure Glass (Immediate Transmission)	142
Canceling a Transmission	144
Canceling a Transmission Before the Original Is Scanned	144
Canceling a Transmission While the Original Is Being Scanned	144
Canceling a Transmission After the Original Is Scanned	145
Storing a Document	147
Sending Stored Documents	148
Printing the Journal Manually	150
5. Print	151
Quick Install	151
Displaying the Printer Driver Properties	152
Standard Printing	153
When Using the PCL 6 Printer Driver	153
Printing on Both Sides of Sheets	154
When Using the PCL 6 Printer Driver	154
Types of 2 Sided Printing	154
Combining Multiple Pages into Single Page	155
When Using the PCL 6 Printer Driver	155
Types of Combine Printing	155
Printing on Envelopes	157
Configuring Envelope Settings Using the Control Panel	157
Printing on Envelopes Using the Printer Driver	158
When using the PCL 6 printer driver	158
Saving and Printing Using the Document Server	159
Storing Documents in Document Server	159
Managing Documents Stored in Document Server	160
6. Scan	161
Basic Procedure When Using Scan to Folder	161
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information	162
Step 1: Confirming the user name and computer name	163
Step 2: Creating a shared folder on a computer running Microsoft Windows	163
Step 3: Specifying access privileges for the created shared folder	164
Registering an SMB Folder	164
Locating the SMB folder manually	166
Locating the SMB folder using Browse Network	167
Deleting an SMB Registered Folder	168
Entering the Path to the Destination Manually	169
Basic Procedure for Sending Scan Files by E-mail	170
Registering an E-mail Destination	171
Deleting an E-mail Destination	173
Entering an E-mail Address Manually	174
Basic Procedure for Storing Scan Files	175
Checking a Stored File Selected from the List	176
Specifying the File Type	178
Specifying Scan Settings	179
7. Document Server	181
Storing Data	181
Printing Stored Documents	183
8. Web Image Monitor	185
Displaying Top Page	185
9. Adding Paper and Toner	187
Loading Paper	187
Precautions for Loading Paper	187
Loading Paper into Paper Trays	187
Loading Paper into the Bypass Tray	188
Printing from the Bypass Tray Using the Printer Function	190
Specifying regular sizes using the control panel	190
Specifying a custom size paper using the control panel	191
Specifying thick paper, thin paper, or OHP transparencies for paper type using the control panel	193
Loading Paper into Large Capacity Tray (LCT)	194
Loading Orientation-fixed Paper or Two-sided Paper	196
Recommended Paper	199
Recommended Paper Sizes and Types	199
Thick paper	207
Envelopes	207
Adding Toner	213
Sending Faxes or Scanned Documents When Toner Has Run Out	215
Disposing of used toner	215
10. Troubleshooting	217
When a Status Icon Is Displayed	217
When the Indicator Lamp for the [Check Status] Key Is Lit or Flashing	218
When the Machine Makes a Beeping Sound	220
When You Have Problems Operating the Machine	221
When Multiple Functions Cannot Be Executed Simultaneously	226
Messages Displayed When Using the Copy/Document Server Function	227
Messages Displayed When Using the Facsimile Function	231
When There Is a Problem Specifying the Network Settings	232
When the Remote Fax Function Cannot Be Used	238
Messages Displayed When Using the Printer Function	241
Messages Displayed on the Control Panel When Using the Printer Function	241
When using direct print from a memory storage device	243
Messages Printed on the Error Logs or Reports When Using the Printer Function	244
When print jobs are canceled	244
When there is a problem with the print settings	245
When documents cannot be stored in the Document Server	247
When there is not enough free hard disk space	248
When there is not enough memory	249
When there is a problem with a parameter	249
When the user lacks privileges to perform an operation	250
When a user cannot be registered	250
When other errors occur	251
Messages Displayed When Using the Scanner Function	254
Messages Displayed on the Control Panel When Using the Scanner Function	254
When documents cannot be scanned properly	256
When documents cannot be scanned because the memory is full	258
When data transmission fails	259
When data cannot be sent because a currently used file is selected	260
When data cannot be sent because there are too many documents or pages	261
When the WSD scanner function cannot be used	262
When documents cannot be stored on a memory storage device	263
Messages Displayed on the Client Computer	264
When there is a problem connecting to the scanner	267
When Other Messages Appear	270
When There Is a Problem Scanning or Storing Originals	271
When the Home Screen Cannot Be Edited (When Using the Standard Operation Panel)	272
When the Address Book Is Updated	273
When Data Cannot Be Sent Due to a Problem with the Destination	274
When the Machine Cannot Be Operated Due to a Problem with the User Certificate	274
When Problems Occur While Logging In	276
When the User Lacks Privileges to Perform an Operation	276
When the LDAP Server Cannot Be Used	276
INDEX	279
Operating Instructions <Driver Installation Guide>	285
TABLE OF CONTENTS	287
1. Introduction	289
Start Installer	289
Software and Utilities Included on the CD-ROM	291
Printer Drivers	291
Supported languages	292
TWAIN Driver	293
LAN-Fax Driver	294
Font Manager	294
For Mac OS X Users	296
2. Installing the Printer Driver	297
Confirming the Connection Method	297
Network Connection	297
Using the Windows printing port	297
Using as a network printer	298
Local Connection	299
Quick Install	300
Installing the Printer Driver for a Network Connection	302
Installing the Printer Driver for the Selected Port	302
Using the Standard TCP/IP port	303
Using the IPP port	304
Using the LPR port	305
Using the WSD port	306
Using the SmartDeviceMonitor for Client port	310
Changing the port settings for SmartDeviceMonitor for Client	311
Using as a Network Printer	312
Using Windows print server	312
Using NetWare print server	313
Notes when using NetWare	314
Installing the Printer Driver for a Local Connection	316
USB Connection	316
Windows XP, Windows Server 2003/2003 R2	316
Windows Vista, Windows Server 2008	317
Windows 7/8, Windows Server 2008 R2/2012	318
Parallel Connection	320
Bluetooth Connection	321
Supported profiles and restrictions	321
Adding a Bluetooth printer	321
Configuring Option Settings for the Printer	325
Conditions for Bidirectional Communication	325
If Bidirectional Communication is Disabled	326
Installing Font Manager	328
3. Installing the Scanner Driver	329
Installing the TWAIN Driver	329
Installing a TWAIN-Compliant Application on the Same Client Computer	330
4. Installing the Facsimile Driver	331
Installing the LAN-Fax Driver	331
Specifying the Same Port as the Printer Driver	331
Specifying the Port When Installing the LAN-Fax Driver	332
Setting LAN-Fax Driver Properties	334
Setting Print Properties	334
Configuring Option Settings for the Facsimile	335
[Accessories] tab	335
5. Troubleshooting	337
Messages Displayed When Installing the Printer Driver	337
If USB Connection Fails	339
6. Installing the Printer Driver Under Mac OS X	341
Installing the PPD Files	341
Registering the Printer	342
USB Connection	342
Network Connection	343
Configuring Option Settings for the Printer Under Mac OS X	344
7. Appendix	345
Updating or Deleting the Driver	345
Updating the Driver	345
Printer driver / LAN-Fax driver	345
PPD files (Mac OS X), TWAIN driver	346
Deleting the Driver	346
Printer driver / LAN-Fax driver	346
PPD files (Mac OS X)	347
TWAIN driver	348
Trademarks	349
INDEX	351
Operating Instructions <Security Guide>	357
TABLE OF CONTENTS	359
Functions That Require Options	367
Main Software Names	368
1. Getting Started	369
Before Configuring the Security Function Settings	369
Before Using This Machine	370
Administrators and Users	372
Administrators	373
Configuring Administrator Authentication	374
Specifying Administrator Privileges	375
Registering and Changing Administrators	377
Usable characters for user names and passwords	379
Using Web Image Monitor to Configure Administrator Authentication	380
Administrator Login Method	381
Logging in Using the Control Panel	381
Logging in Using Web Image Monitor	382
Administrator Logout Method	383
Logging out Using the Control Panel	383
Logging out Using Web Image Monitor	383
Supervisor	384
Resetting the Administrator's Password	384
Changing the Supervisor	385
2. Configuring User Authentication	387
Users	387
About User Authentication	388
Configuring User Authentication	389
User Code Authentication	392
Basic Authentication	395
Specifying Basic Authentication	395
Authentication Information Stored in the Address Book	397
Specifying Login User Names and Passwords	398
Specifying Login Details	399
Windows Authentication	401
Specifying Windows Authentication	403
Installing Internet Information Services (IIS) and Certificate Services	407
Installation under Windows Server 2008 R2	407
Installation under Windows Server 2012	408
Creating the Server Certificate	409
If the Fax Number Cannot be Obtained	409
LDAP Authentication	411
Integration Server Authentication	416
Printer Job Authentication	421
Printer Job Authentication Levels	421
Printer Job Types	421
\	424
Auto Registration to the Address Book	425
Automatically Registered Address Book Items	425
Data Carry-over Setting for Address Book Auto-program	425
User Lockout Function	427
Specifying the User Lockout Function	428
Canceling Password Lockout	428
Auto Logout	429
Authentication Using an External Device	431
3. Restricting Machine Usage	433
Restricting Usage of the Destination List	433
Preventing Changes to Administrator Settings	435
Limiting the Settings that Can Be Changed by Each Administrator	435
Prohibiting Users from Making Changes to Settings	435
Specifying Menu Protect	436
Copy Function	436
Fax Function	436
Printer Function	436
Scanner Function	437
Limiting Available Functions	438
Restricting Media Slot Access	440
Managing Print Volume per User	441
Specifying Limitations for Print Volume	442
Restrictions When User Code Authentication is Enabled	443
Specifying the Default Maximum Use Count	444
Specifying the Maximum Use Count per User	444
Checking Print Volume per User	446
Printing a List of Print Volume Use Counters	447
Clearing Print Volume Use Counters	448
Configuring the Auto-Reset Function	449
4. Preventing Leakage of Information from Machines	451
Protecting the Address Book	451
Specifying Address Book Access Permissions	451
Encrypting Data in the Address Book	453
Encrypting Data on the Hard Disk	455
Enabling the Encryption Settings	457
Backing Up the Encryption Key	459
Updating the Encryption Key	460
Canceling Data Encryption	461
Deleting Data on the Hard Disk	462
Conditions for Use	462
Instructions for Use	462
Auto Erase Memory	462
Overwrite icon	463
Methods of overwriting	463
Using Auto Erase Memory	464
Canceling Auto Erase Memory	465
Types of data that can or cannot be overwritten	466
Erase All Memory	467
Using Erase All Memory	467
Suspending Erase All Memory	468
5. Enhanced Network Security	471
Access Control	471
Enabling and Disabling Protocols	472
Enabling and Disabling Protocols Using the Control Panel	479
Enabling and Disabling Protocols Using Web Image Monitor	479
Specifying Network Security Level	481
Specifying Network Security Level Using the Control Panel	481
Specifying Network Security Level Using Web Image Monitor	482
Status of Functions under Each Network Security Level	482
Protecting the Communication Path via a Device Certificate	486
Creating and Installing a Device Certificate from the Control Panel (Self-Signed Certificate)	486
Creating and Installing a Device Certificate from Web Image Monitor (Self-Signed Certificate)	487
Creating the Device Certificate (Issued by a Certificate Authority)	488
Installing the Device Certificate (Issued by a Certificate Authority)	489
Installing an Intermediate Certificate (Issued by a Certificate Authority)	490
Configuring SSL/TLS	491
Enabling SSL/TLS	492
User Setting for SSL/TLS	493
Setting the SSL/TLS Encryption Mode	494
Enabling SSL for SMTP Connections	495
Configuring S/MIME	497
E-mail Encryption	497
Specifying the user certificate	498
Specifying the encryption algorithm	499
Attaching an Electronic Signature	499
Selecting the device certificate	500
Specifying the electronic signature	500
Specifying Checking of the Certificate Valid Period	501
Configuring PDFs with Electronic Signatures	503
Configuring IPsec	504
Encryption and Authentication by IPsec	504
Encryption Key Auto Exchange Settings	505
IPsec Settings	506
Encryption Key Auto Exchange Settings Configuration Flow	512
Specifying Encryption Key Auto Exchange Settings	512
Selecting the certificate for IPsec	513
Specifying the computer's IPsec settings	513
telnet Setting Commands	516
ipsec	516
ipsec exclude	517
ipsec ike	517
Configuring IEEE 802.1X Authentication	522
Installing a Site Certificate	522
Selecting the Device Certificate	523
Setting Items of IEEE 802.1X for Ethernet	523
Setting Items of IEEE 802.1X for Wireless LAN	525
SNMPv3 Encryption	527
Encrypting Transmitted Passwords	528
Specifying a Driver Encryption Key	528
Specifying an IPP Authentication Password	529
Kerberos Authentication Encryption Setting	531
6. Preventing the Leaking of Documents	533
Managing Folders	533
Deleting Folders	533
Changing the Password of a Folder	534
Unlocking Folders	535
Managing Stored Files	537
Configuring Access Permission for Each Stored File	538
Changing the Owner of a Document	541
Configuring Access Permission for Each User for Stored Files	541
Specifying Passwords for Stored Files	543
Unlocking Stored Files	544
Managing Locked Print Files	546
Deleting Locked Print Files	546
Changing the Password of a Locked Print File	548
Unlocking a Locked Print File	549
Unauthorized Copy Prevention / Data Security for Copying	551
Enabling Pattern Printing	552
Enabling embedded pattern printing in the Copier/Document Server functions	552
Enabling embedded pattern printing in the Printer function	552
Enabling Detect Data Security for Copying	553
Printing User Information on Paper	555
Enforced Storage of Documents to be Printed on a Printer	557
7. Managing the Machine	559
Managing Log Files	559
Using Web Image Monitor to Manage Log Files	560
Logs That Can Be Managed Using Web Image Monitor	560
Attributes of Logs You Can Download	566
Common items (Job log and Access log)	567
Access log information items	573
Job log (source)	585
Job log (target)	586

Match case Limit results 1 per page

Configuring Access Permission for Each Stored File

This can be specified by the file administrator or owner.

Specify the users and their access permissions for each stored file.

•

If files become inaccessible, reset their access permission as the 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 owner.

•

The file administrator can change the owner of a document using the document's [Change Access

Priv.] setting. This setting also allows the file administrator to change the access privileges of the

owner and other users.

•

The document owner and users with the [Full Control] privilege for the document can change the

access privileges of the owner and other users under the [Change Access Priv.] setting.

Close the initial settings screen.

•

When using the standard operation panel

Press the [User Tools/Counter] key.

•

When using the Smart Operation Panel

Press [User Tools/Counter] (

) on the top right of the screen.

If the message "You do not have the privileges to use this function." appears, press [Exit].

Press the [Home] key on the control panel, and press the [Document Server] icon on the

screen.

If the message "You do not have the privileges to use this function." appears, press [Exit].

CXX002

6. Preventing the Leaking of Documents

180