User GuideScanAuto

Microsoft is either a registered trademark or trademark of Microsoft Corporation in the United States and/or other countries.All product/brand names are trademarks or registered trademarks of the respective holders.

Xerox, Xerox and Design, Fuji Xerox and Design, as well as Cetrreware are registered trademarks or trademarks ofXerox Corporation in Japan and/or other countries.

DocuWorks is a registered trademark or trademark of Fuji Xerox Co., Ltd.

Important1. This manual is copyrighted with all rights reserved. Under the copyright laws, this manual may not be copied or

modified in whole or part, without the written consent of the publisher.2. Parts of this manual are subject to change without prior notice.3. We welcome any comments on ambiguities, errors, omissions, or missing pages.

Preface

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Preface

Thank you for selecting our product.

This guide describes how to configure "ScanAuto" (hereafter reffered to as "this application") and the precautions you should follow during operation. To get the most out of the feature of this package and to use it effectively, be sure to read this guide before use.

The guide assumes that you are familiar with a personal computer and your machine.

For information on a personal computer, refer to the manuals provided with the personal computer. For information on how to operate your machine, refer to the guide (Administrator/User Guide) provided with each machine.

Using This Guide

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Using This Guide

This guide describes how to operate the Scan services after installing this application on your machine and how to configure the System Administrator setting.

Organization of This Guide

This guide consists of the following chapters:

ScanAuto

Describes the basic operations, features, and System Administrator setting for "ScanAuto".

Conventions

The screen shots used in this guide and the screens displayed on your machine may be different depending on the software being used due to the upgrades.

Some of the items in the screen shots used in this guide may not be displayed or not be available depending on your machine configuration.

In this document, "Computer" refers to a personal computer or workstation.

The following terms are used in this guide:

Important : Important information that you should read.

Note : Additional information on operations or features.

The following symbols are used in this guide:

" " : • A cross-reference included in this guide.

• Names of features, touch screen messages and input text.

[ ] : • Folders, files, applications, button or menu names displayed on the touch screen.

• Names of menus, commands, windows, or dialog boxes displayed on the computer screen and their buttons and menu names.

< > button : Hardware buttons on the control panel.

< > key : Keys on the keyboard of the computer.

> : • Path to a certain item within a procedure on the control panel. For example: When you see the procedure "select [Tools] > [Setup] > [Create Folder]", this means that you need to select [Tools], select [Setup], and then select [Create Folder].

• Path to a certain item within a procedure on a computer.For example: When you see the procedure "to search for files and folders, click [Start] > [Search] > [For Files or Folders]", this means that you need to click [Start], click [Search], and then click [For Files or Folders] to search for files and folders.

• Cross-referenceFor example: "Refer to "5 Tools" > "Common Service Settings" > "Audio Tones" in the Administrator Guide.The sentence above means that you need to refer to the section "Audio Tones", which can be found under "Common Service Settings" in chapter 5 Tools of the Administrator Guide.

Table of Contents

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Table of Contents

Preface ......................................................................................................................................................................3

Using This Guide ...................................................................................................................................................4Organization of This Guide.........................................................................................................................4Conventions......................................................................................................................................................4

Table of Contents .................................................................................................................................................5

About ScanAuto ....................................................................................................................................................6Scanning Procedure.......................................................................................................................................6Canceling Scan Job........................................................................................................................................8Setting Items on Each Screen ...................................................................................................................8System Administrator Settings .............................................................................................................. 10Troubleshooting........................................................................................................................................... 15Notes and Restrictions .............................................................................................................................. 16

Index....................................................................................................................................................................... 18

About ScanAuto

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About ScanAuto

"ScanAuto" enables you to scan documents only by loading documents and press the <Start> button. It is easy to operate this feature for the who use this fearture at the first time. You do not need configure the detailed settings because the machine automatically detects the original orientation, whether the document is 1 sided or 2 sided, and whether 1 sided and 2 sided documents are mixed. You can scan documents easily such as taking pictures with using the fully automatic mode of a digital camera.

The scanned data can be sent to the specified e-mail address (the Authenticated User’s email address when the Authentication feature is enabled), or you can save the scan data on the computerby the Scan to PC feature after version 1.7.

This chapter describes the following items for this service.Scanning Procedure ...............................................................................................................................................6Canceling Scan Job ................................................................................................................................................8Setting Items on Each Screen............................................................................................................................8System Administrator Settings....................................................................................................................... 10Troubleshooting ................................................................................................................................................... 15Notes and Restrictions ....................................................................................................................................... 16

Scanning Procedure

This section describes the basic procedure of "ScanAuto".

1 Log in when the Authentication feature is enabled.

1) Press the <Log In/Out> button.

2) Enter the user’s ID with the numerickeypad or the keyboard displayed onthe screen, and select [Enter].

Note • If the passcode is needed, select [Next] after entering the user’s ID and enter the passcode.

• When you use the IC card, enter the Authentication mode by touching the IC card to the IC card reader.

About ScanAuto

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2 Select [ScanAuto] button .

3 Specify a recipient.

For Authenticated Users who set their e-mail address, or when the System Administrator sets the fixed recipient e-mail address, the e-mail address is automatically displayed.

When the displaying area of an e-mail address is blank, specify the e-mail address by any of the following methods.

Select from the Address Book which is displayed by selecting [Address Book].

After version 1.7 of this service, you can save the scanned data on the computer. Enter a recipient to [Address Book] on [Setup] on the menu screen.

Select from histories which are displayed by selecting .

When you use [Scan to PC], you can not select a recipient from histories. Select from [Address Book].

Enter directly with the keyboard by selecting the displaying area of an e-mail address.Note • Depending on the System Administrator setting, displaying status of an e-mail address may vary,

and and [Address Book] are not displayed. For more information, refer to "Default Recipient Address" (P.12).

4 Configure features as necessary.

For information on each setting items, refer to "Setting Items on Each Screen" (P.8).

Note • In the default setting, the both sides of the document are scanned.

• Color Scanning and Resolution vary depending on the settings configured on the [Scan Settings] screen.

• Blank pages are automatically deleted on the default.

5 Load the document according to the illustration displayed on the screen and press the <Start> button on the control panel.An e-mail is sent to the Authenticated User’s e-mail address or the specified e-mail address. The scanned data is attached to the e-mail or can be retrieved by clicking the URL written in the e-mail.The scanned data is stored in the designated address when the recipient of the [Scan to PC] is selected from the [Address Book] in the step 3.

For information on how to load the document, refer to the User Guide.

Important • The machine does not accept another job while using this feature.

Note • The scanned data can be retrieved in PDF or DocuWorks format depending on the System Administrator setting.

About ScanAuto

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Canceling Scan Job

This section describes how to cancel a scan job.

1 Press the <Stop> button on the control panel or select [Delete] on the touch screen.

2 Select [Delete].

Setting Items on Each Screen

This section describes the items which can be set on each screen.

[ScanAuto] ScreenNote • For information on the item to

configure the e-mail address setting, refer to Step 3 of "Scanning Procedure" (P.6).

• You also can set a file name. For more information, refer to "[File Name] Screen" (P.9).

Button

Selecting this button displays the System Administrator setting screen. For information on the System Administrator setting screen, refer to "System Administrator Settings" (P.10).

Note • This button is displayed when the Authenticated User who has the System Administrator's privilege logs in.

Scan Settings

Displays the [Scan Settings] screen.Note • For information on the [Scan Settings] screen, refer to "[Scan Settings] Screen" (P.9).

About ScanAuto

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[Scan Settings] ScreenAllows you to the most appropriate setting for an image quality or a file size of a document.

Select from [Auto], [Auto (Mixed Size Originals)], [High Quality], and [Small Size].Note • Details of each setting can be checked.

For more information, refer to "Default Scan Settings" (P.14).

• You can choose from [ON] or [OFF] of [Skip Blank Pages] in the version 1.7 or later.

[File Name] ScreenSelecting [File Name] on the [ScanAuto] screen displays the [File Name] screen. You can set a file name on the screen.Note • To display [File Name], the system

administrator setting is required. For more information, refer to "Display File Name Button" (P.13).

You can enter a file name of scanned data and select a file name from the registered patterns.

Important • When Thai is set as the language in your machine, the file names cannot be set.

Note • A file name can be set within 128 single-byte characters.

• You can set a file name in which items are combined by selecting multiple buttons such as file name button and user name button. In case, "_" is automatically entered between items.

• "¥" (single-byte) cannot be displayed correctly.

File Name Display Area

Displays the file name you set.

A file name can be set by entering directly with the keyboard which is displayed by selecting the file name display area or by using the file name button or the user name button.

Auto Assign File Name

File Name Display Area

File Name Buttons

User Name ButtonDate Button

About ScanAuto

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Assigns a file name to "YYYY_MMDD_HHMM" automatically.Note • "YYYY_MMDD_HHMM" represents year-month-day-hour-minute of the time when a scan job starts.

Delete Text

Deletes all the texts displayed in the file name display area.

Backspace

Deletes the last character displayed in the file name display area.

File Name Buttons

Inputs the button names to the file name by selecting each button.

User Name Button

Displays the current user name when when the Authenticated User logs in.Selecting this button sets the user name as a file name. Note • When the Authentication feature is disabled, this button is not displayed.

Date Button

Displays the date. Selecting this button inputs the date to the file name.Note • If the date is set as a file name and the text string of the date is changed in the file name display

area, the changed date is not always recognized as a date.

Date Fotmat...

Displays the [Date Format] screen.For more information, refer to "[Date Format] Screen" (P.10).

[Date Format] ScreenAllows you to change the format of the date displayed on the date button on the [File Name] screen.

Separator

Select from [(None)], [ _ ], [-], and [.] for the separator to input with YYYY, MMDD, DDMM, and HHMMSS.

Date Display Format

Allows you to select the date display format from eight options.Note • The setting you configured for [Separator] is applied to options displayed here.

System Administrator Settings

The System Administrator can set the default recipient address, how to send a file, and storage period of the document.Note • For the Authenticated users who has the System Administrator's privilege, selecting the [ ]

button on the [ScanAuto] screen also displays the System Administrator setting screen.

1 Press the <Log In/Out> button on the control panel.

About ScanAuto

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2 Enter the System Administrator’s user ID with the numeric keypad or the keyboard displayed on the screen, and select [Enter].Note • If the passcode is needed, select

[Next] after entering the System Administrator’s user ID and enter the passcode.

3 Select the [ScanAuto] button.

4 Select .

5 Select the item to be set.

Note • The following procedure selects [Keep Settings after Job Execution] as an example.

6 Select any item.

7 Select [Close].

About ScanAuto

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Setting Items

Default Recipient Address

Displays the [Default Recipient Address] screen.

Select from [Off], [Fixed Address] and [Authenticated User Address].

Off

Displays a blank entry field of the recipient address and allows users to input.

You can configure whether or not to allow [Use Sent File History].

Fixed Address

Fixes to the recipient address which is specified by the System Administrator and restricts users to change the address.

You can input the recipient address with the keyboard displayed by selecting the address entry field. Selecting [Select from Address Book] allows you to refer to the Address Book.

Authenticated User Address

Inputs automatically the Authenticated User address when the Authentication feature is enabled.

You can configure whether or not to allow [Change Address] and [Use Sent File History].Note • This feature can be set only when the

Authentication feature is enabled.

Delete Sent File History

Selecting [Yes] deletes all the histories on the Address Book.

Selecting [No] returns to the System Administrator setting screen.

Address Entry Field

About ScanAuto

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E mail Sending Method

Select the way to send a file from [Auto Switch by File Size] or [Temporarily Store in Device] when sending an e-mail.

Selecting [Auto Switch by File Size] automatically switches whether to attach the file with an e-mail or to select [Temporarily Store in Device] according to the file size.

Selecting [Temporarily Store in Device] temporarily stores the scanned data to the machine and sends an e-mail in which the URL to retrieve and delete the scanned data is written to the e-mail address.

When you select [Auto Switch by File Size], you can set the maximum attachment size. Specify the number by any of the following methods:

Use the numeric keypad displayed after selecting the number entry box or the numeric keypad on the control panel.

Note • If you have entered an incorrect value, press [C] or the <C (Clear)> button on the control panel. After entering the value and selecting [OK], the numeric keypad goes off.

Use [+] and [-] buttons.Important • Under the environment using the firewall, when the scanned data is sent with the setting of

[Temporarily Store in Device], the scanned data cannot be checked and retrieved from the specified URL in the computer connected to the external network.In case, when the setting is changed to [Auto Switch by File Size], the scanned data can be attached to the e-mail. Depending on the network connecting methods, the security of the scanned data may not be protected.The maximum attachment size is 200 MB. Set [Maximum Attachment Size] to 200 MB.

Retention Period for Store & Send Link

Allows you to set the storage period from 1 to 168 hours in increments of 1 hour.

Specify the number by the numeric keypad displayed after selecting the number entry box or the numeric keypad on the control panel.Note • If you have entered an incorrect value,

press [C] or the <C (Clear)> button on the control panel. After entering the value and selecting [OK], the numeric keypad goes off.

Keep Settings after Job Execution

Selecting [Yes] retains the previous setting of ScanAuto after the job execution.

Selecting [No] returns to the default screen of ScanAuto after the job execution.

Display File Name Button

Allows you to set whether or not to display the [File Name] button on the [ScanAuto] screen.

When [No] is set, the file name is automatically set.

About ScanAuto

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Text String Presets for File Name

Allows you to change the text string presets displayed on the file name buttons on the [File Name] screen.

Registering the frequently-used file name is useful for scanning.

Select the file name button to change its text string and enter a text string with the displayed keyboard. Selecting [Save] changes the text string.Important • When Thai is set as the language in your machine, the file names cannot be set.

Note • As a default, 12 text strings are registered. You can change the text strings with keyboard displayed by selecting each text string button.

• Up to 14 single-byte characters can be registered. When more than 14 characters are input, the characters which exceed the maximum are deleted.

• "¥" (single-byte) cannot be displayed correctly.

Default Scan Settings

Allows you to set a default value for [Scan Settings] on the [ScanAuto] screen.

Select from [Auto], [Auto (Mixed Size Originals)], [High Quality], and [Small Size].

Auto Upright Orientation

When you select [On], the settings for [Original Orientation] and [2 Sided Scanning] are ignored and the document is always scanned as upright images.

When you select [Off], the document is scanned according to the settings for [Original Orientation] and [2 Sided Scanning].Important • Some documents cannot be scanned as upright images.

Note • When [On] is set, the settings for [Original Orientation] and [2 Sided Scanning] are ignored.

• For more information on this feature, see "Notes and Restrictions" (P.16).

Original Orientation

Select from [Upright] and [Sideways].Note • When [Off] is set to [Auto Upright Orientation], this setting is enabled.

2 Sided Scanning

Select from [1 Sided], [2 Sided (Head to Head)], and [2 Sided (Head to Toe)].Note • When [Off] is set to [Auto Upright Orientation], this setting is enabled.

File Format

Select from [PDF] and [DocuWorks].

Scan Settings Details

Selecting this button displayes the [Scan Settings Details] screen.

You can configure detailed setting of each option by selecting from [Auto], [Auto (Mixed Size Originals)], [High Quality], and [Small Size] from the drop- down menu.

About ScanAuto

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Note • The features to automatically detect the document such as [Skip Blank Pages] and [Compression Method] are set to each button. See "Notes and Restrictions" (P.16).

• [Skew Correction] is fixed to [Off]. You cannot change this setting.

Troubleshooting

This section describes troubles that may occur with your machine while using "ScanAuto" and their solutions.

The following describes troubles that may occur with your machine when the Authentication feature is enabled and their solutions.

Message Cause and Remedy

The selected feature is unavailable. This message is displayed when the "ScanAuto" feature cannot be used for some reason.Switch off the machine power, make sure that the touch screen is blank, and then switch on the machine power. If the same message is displayed again, contact our Customer Support Center.

A system error, or an error in the feature has occurred.Contact your System Administrator.

This message is displayed when a scan job cannot be started for some reason.Switch off the machine power, make sure that the touch screen is blank, and then switch on the machine power. If the same message is displayed again, contact our Customer Support Center.

Message Cause and Remedy

Unable to obtain your E-mail address.This feature requires a successful retrieval of the user's E-mail address upon login.

This message is displayed when [AuthenticatedUser Address] is set to [Default Recipient Address] in the System Administrator setting and when the Authenticated User’s e-mail address cannot be obtained.For the System Administrator, set an e-mail address in [E-mail Address] under [Accounting] > [Create / View User Accounts] on the [Tools] screen.

You do not have access to the selected feature. This message is displayed when the user who is not allowed to use the Scan service starts this feature.For the System Administrator, cancel the [Scan Service] restriction in [Service Access] under [Accounting] > [Create / View User Accounts] on the [Tools] screen.

Unable to start.Your Scan Limit has been reached.Contact your System Administrator.

This message is displayed when the user’s scan limit has been reached.For the System Administrator, take one of the following measures:

Reset the scan limit in [Reset TotalImpressions] under [Accounting] > [Create /View User Accounts] on the [Tools] screen.Increase the maximum number of allowedpages for the Scan service in [Service Access]under [Accounting] > [Create / View UserAccounts] on the [Tools] screen.

About ScanAuto

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Checking Detail InformationDetail information for this feature may be required upon contacting us. Follow the procedures below to check the information.

1 Hold down the <Dial Pause> button on the control panel for over five seconds while using "ScanAuto".

2 Check the information on the screen.

3 Select [Close].

Notes and Restrictions

This section describes the notes and restrictions to observe when "ScanAuto" is used.

This feature is not guaranteed when the devices such as DocuLyzer (sold separately) or CoinKit (sold separately) are connected.

The external application "ScanAuto" takes a longer time before you can operate the application after it starts than the standard menu and screen.

[Auto Upright Orientation] automatically detects the language of the document based on the language set in your machine. Set the appropriate language.

Since the features such as [Auto Upright Orientation], [Skip Blank Pages] and [Compression Method] automatically detect the document, the scan outcome varies depending on the document.

When Thai is set as the language in your machine, the file names cannot be set.

Notes and Restrictions on the Use of the Authentication Feature

The additional notes and restrictions on the use of the Authenticated feature are listed below.

Unable to start.You do not have access to the selected feature.

Probable causes are as follows:1. The user who is not allowed to use the Scan

service presses the <Start> button.2. The current user is not registered as the

Authenticated User.For the System Administrator,for 1), cancel the [Scan Service] restriction in [Service Access] under [Accounting] > [Create / View User Accounts] on the [Tools] screen.for 2), create the user’s account in [Create / View User Accounts] under [Accounting] on the [Tools] screen.

Message Cause and Remedy

About ScanAuto

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This feature is available when IC Card Reader (sold separately) and IC Card Reader (optional) are connected to your machine.

When [Login Type] is set to [Login to Remote Accounts], and another option than [Authentication Agent] is selected for [Authentication System], the service restriction is not applied for the feature included in this application. Therefore, even when the Scan service is restricted, [ScanAuto] is available.

The menu is not refreshed if you log in by using “Authenticated Users” during displaying "Cuntom Menu" in the unauthenticated mode. To be refreshed, press the reset button.

Index

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A

Auto Upright Orientation .......................................14

C

Canceling Scan Auto ................................................8

D

Default Sender Address ..........................................12Detail Information .................................................16

F

File Name ................................................................9File Sending Method ..............................................13

S

Scan Settings ..........................................................9ScanAuto ................................................................6Specifying recipirnt ..................................................7System Administrator Settings ...............................10

T

Troubleshooting ....................................................15

Index

ScanAuto User GuideME7576E2-1 (Edition 2)

September 2015Fuji Xerox Co., Ltd. Copyright © 2015 by Fuji Xerox Co., Ltd.