Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety Information

in "About This Machine" before using the machine.

Getting Started

Authentication and its Application

Ensuring Information Security

Managing Access to the Machine

Enhanced Network Security

Specifying the Extended Security Functions

Troubleshooting

Appendix

Operating Instructions

Security Reference

Table of Contents

Summary of Contents for Ricoh Aficio MP W5100

Page 1 Operating Instructions Security Reference Getting Started Authentication and its Application Ensuring Information Security Managing Access to the Machine Enhanced Network Security Specifying the Extended Security Functions Troubleshooting Appendix Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety Information in "About This Machine"...
Page 2 Introduction This manual contains detailed instructions and notes on the operation and use of this machine. For your safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy place for quick reference. Important Contents of this manual are subject to change without prior notice.
Page 3: Manuals For This Machine
Manuals for This Machine Refer to the manuals that are relevant to what you want to do with the machine. • Media differ according to manual. • The printed and electronic versions of a manual have the same contents. • Adobe Acrobat Reader/Adobe Reader must be installed in order to view the manuals as PDF files. •...
Page 4 • Enable SSL (Secure Sockets Layer) Encryption. • Change the user name and password of the administrator using Web Image Monitor. For details, see “Setting Up the Machine”, Security Reference. Be sure to read this manual when setting the enhanced security functions, or user and administrator authentication.
Page 5: Table Of Contents
TABLE OF CONTENTS Manuals for This Machine..........................1 How to Read This Manual..........................9 Symbols................................9 IP Address...............................9 1. Getting Started Before Using the Security Functions........................11 Setting Up the Machine...........................12 Enhanced Security............................14 Glossary................................15 Security Measures Provided by this Machine....................16 Using Authentication and Managing Users....................16 Ensuring Information Security........................16 Limiting and Controlling Access........................18 Enhanced Network Security........................18...
Page 6 Specifying User Code Authentication......................45 Basic Authentication............................50 Specifying Basic Authentication........................50 Authentication Information Stored in the Address Book................54 Windows Authentication..........................61 Specifying Windows Authentication......................62 LDAP Authentication............................74 Specifying LDAP Authentication.........................75 Integration Server Authentication........................85 Specifying Integration Server Authentication....................85 Printer Job Authentication..........................94 If User Authentication is Specified........................97 User Code Authentication (Using the Control Panel)................97 User Code Authentication (Using a Printer Driver)..................98 Login (Using the Control Panel)........................98...
Page 7 Specifying Passwords for Stored Files.....................127 Unlocking Files............................129 Preventing Data Leaks Due to Unauthorized Transmission................132 Restrictions on Destinations........................132 Using S/MIME to Protect Email Transmission.....................135 E-mail Encryption............................135 Attaching an Electronic Signature......................137 Protecting the Address Book.........................143 Address Book Access Permission......................143 Encrypting Data in the Address Book......................146 Encrypting Data on the Hard Disk........................150 Enabling the Encryption Settings......................150 Printing the Encryption Key........................153...
Page 8 Encrypting Transmitted Passwords.......................199 Driver Encryption Key..........................199 Group Password for PDF files........................201 IPP Authentication Password........................203 Protection Using Encryption..........................204 SSL (Secure Sockets Layer) Encryption....................204 User Settings for SSL (Secure Sockets Layer)..................209 Setting the SSL / TLS Encryption Mode....................209 SNMPv3 Encryption..........................211 Transmission Using IPsec..........................214 Encryption and Authentication by IPsec....................214 Encryption Key Auto Exchange Settings and Encryption Key Manual Settings........215 IPsec Settings.............................216...
Page 9 Machine Cannot Be Operated........................269 8. Appendix Supervisor Operations..........................273 Logging on as the Supervisor........................273 Logging off as the Supervisor........................275 Changing the Supervisor..........................275 Resetting an Administrator's Password....................278 Machine Administrator Settings........................280 System Settings............................280 Copier / Document Server Features.......................283 Printer Features............................283 Scanner Features............................284 Extended Feature Setting Menu.......................285 Settings via Web Image Monitor......................285 Settings via SmartDeviceMonitor for Admin...................289 Network Administrator Settings........................290...
Page 10 User Settings - Control Panel Settings......................304 Copier / Document Server Features......................305 Printer Functions.............................309 Printer Features...............................310 Scanner Features............................313 System Settings...............................315 User Settings - Web Image Monitor Settings....................322 Device Settings...............................323 Printer................................329 Scanner................................332 Interface................................334 Network................................336 Webpage...............................340 Functions That Require Options........................341 INDEX ................................343...
Page 11: How To Read This Manual
How to Read This Manual Symbols This manual uses the following symbols: Indicates points to pay attention to when using the machine, and explanations of likely causes of paper misfeeds, damage to originals, or loss of data. Be sure to read these explanations. Indicates supplementary explanations of the machine's functions, and instructions on resolving user errors.
Page 13: Getting Started
1. Getting Started This chapter describes the machine's security features and how to specify initial security settings. Before Using the Security Functions • If the security settings are not specified, the machine may be damaged by malicious attackers. 1. To prevent this machine being stolen or willfully damaged, etc., install it in a secure location. 2.
Page 14: Setting Up The Machine
1. Getting Started Setting Up the Machine This section explains how to enable encryption of transmitted data and configure the administrator account. If you want higher security, make the following setting before using the machine: Turn the machine on. Press the [User Tools/Counter] key. BKY026S Press [System Settings].
Page 15 Setting Up the Machine Connect the machine to the network. Start Web Image Monitor, and then log on to the machine as the administrator. For details about logging on to Web Image Monitor as an administrator, see “Using Web Image Monitor”.
Page 16: Enhanced Security
1. Getting Started Enhanced Security This machine's security functions can be enhanced by managing the machine and its users using the improved authentication functions. By specifying access limits for the machine's functions and the documents and data stored in the machine, information leaks and unauthorized access can be prevented.
Page 17: Glossary
Glossary Glossary Administrator There are four types of administrators according to administrative function: machine administrator, network administrator, file administrator, and user administrator. We recommend that only one person takes each administrator role. In this way, you can spread the workload and limit unauthorized operation by a single administrator. Basically, administrators make machine settings and manage the machine;...
Page 18: Security Measures Provided By This Machine
1. Getting Started Security Measures Provided by this Machine Using Authentication and Managing Users Enabling Authentication To control administrators' and users' access to the machine, perform administrator authentication and user authentication using login user names and login passwords. To perform authentication, the authentication function must be enabled.
Page 19 Security Measures Provided by this Machine Protecting Stored Files from Theft You can specify who is allowed to use and access scanned files and the files in Document Server. You can prevent activities such as the sending and downloading of stored files by unauthorized users. For details about protecting stored files from theft, see “Specifying Access Permission for Stored Files”.
Page 20: Limiting And Controlling Access
1. Getting Started • p.132 "Preventing Data Leaks Due to Unauthorized Transmission" • p.135 "Using S/MIME to Protect Email Transmission" • p.143 "Protecting the Address Book" • p.180 "Managing Log Files" • p.150 "Encrypting Data on the Hard Disk" • p.162 "Deleting Data on the Hard Disk" Limiting and Controlling Access Preventing Modification or Deletion of Stored Data You can allow selected users to access stored scan files and files stored in Document Server.
Page 21 Security Measures Provided by this Machine Also, encrypt the login password for administrator authentication and user authentication. For details about encrypting transmitted passwords, see “Encrypting Transmitted Passwords”. Safer Communication Using SSL, SNMPv3 and IPsec You can encrypt this machine's transmissions using SSL, SNMPv3, and IPsec. By encrypting transmitted data and safeguarding the transmission route, you can prevent sent data from being intercepted, analyzed, and tampered with.
Page 22 1. Getting Started...
Page 23: Authentication And Its Application
2. Authentication and its Application This chapter describes how to register the administrator and specify the authentication methods. How to log on and log off once authentication is enabled is also described here. Administrators and Users When controlling access using the authentication method specified by an administrator, select the machine's administrator, enable the authentication function, and then use the machine.
Page 24: User
2. Authentication and its Application If any of the users forget their password, the user administrator can delete it and create a new one, allowing the user to access the machine again. For instructions on registering the user administrator, see “Registering the Administrator”. Machine Administrator This is the administrator who mainly manages the machine's default settings.
Page 25 Administrators and Users For details about registering users in the Address Book, see “Administrator Tools”, General Settings Guide, SmartDeviceMonitor for Admin Help, or Web Image Monitor Help.
Page 26: The Management Function
2. Authentication and its Application The Management Function The machine has an authentication function requiring a login user name and login password. By using the authentication function, you can specify access limits for individual users and groups of users. Using access limits, you can not only limit the machine's available functions but also protect the machine settings and files and data stored in the machine.
Page 27: About User Authentication
The Management Function 1. User Administrator This administrator manages personal information in the Address Book. You can register/delete users in the Address Book or change users' personal information. 2. Machine Administrator This administrator manages the machine's default settings. It is possible to enable only the machine administrator to set data security for copying, log deletion and other defaults.
Page 28 2. Authentication and its Application BBC004S 1. User A user performs normal operations on the machine, such as copying and printing. 2. Group A group performs normal operations on the machine, such as copying and printing. 3. Unauthorized User 4. Authentication Using a login user name and password, user authentication is performed.
Page 29: Enabling Authentication
Enabling Authentication Enabling Authentication To control administrators' and users' access to the machine, perform administrator or user authentication using login user names and passwords. To perform authentication, the authentication function must be enabled. To specify authentication, you need to register administrators. For instructions on registering the administrator, see “Registering the Administrator”.
Page 30 2. Authentication and its Application • You can specify User Code Authentication without specifying administrator authentication. • p.29 "Administrator Authentication" • p.44 "User Authentication" • p.29 "Specifying Administrator Privileges" • p.32 "Registering the Administrator" • p.45 "User Code Authentication" • p.50 "Basic Authentication" •...
Page 31: Administrator Authentication
Administrator Authentication Administrator Authentication Administrators are handled differently from the users registered in the Address Book. When registering an administrator, you cannot use a login user name already registered in the Address Book. Windows Authentication, LDAP Authentication and Integration Server Authentication are not performed for an administrator, so an administrator can log on even if the server is unreachable due to a network problem.
Page 32 2. Authentication and its Application Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 33 Administrator Authentication Press [Administrator Authentication Management]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Press [User Management], [Machine Management], [Network Management], or [File Management] key to select which settings to manage. Set “Admin.
Page 34: Registering The Administrator
2. Authentication and its Application Select the settings to manage from “Available Settings”. The selected settings will be unavailable to users. “Available Settings” varies depending on the administrator. For details about “Available Settings”, see “Limiting Available Functions”. To specify administrator authentication for more than one category, repeat steps 5 to 7. Press [OK].
Page 35 Administrator Authentication Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 36 2. Authentication and its Application Press [Program / Change Administrator]. In the line for the administrator whose authority you want to specify, press [Administrator 1], [Administrator 2], [Administrator 3] or [Administrator 4], and then press [Change]. If you allocate each administrator's authority to a different person, the screen appears as follows:...
Page 37 Administrator Authentication Press [Change] for the login user name. Enter the login user name, and then press [OK]. Press [Change] for the login password.
Page 38 2. Authentication and its Application Enter the login password, and then press [OK]. Follow the password policy to make the login password more secure. For details about the password policy and how to specify it, see “Specifying the Extended Security Functions”.
Page 39: Logging On Using Administrator Authentication
Administrator Authentication • You can use up to 32 alphanumeric characters and symbols when registering login user names and login passwords. Keep in mind that passwords are case-sensitive. • User names cannot contain numbers only, a space, colon (:), or quotation mark ("), nor can they be left blank.
Page 40 2. Authentication and its Application Press the [Login/Logout] key. BLJ001S The message, "Press [Login], then enter the login user name and login password." appears. Press [Login]. If you do not want to log in, press [Cancel]. Enter the login user name, and then press [OK]. When you log on to the machine for the first time as the administrator, enter “admin”.
Page 41: Logging Off Using Administrator Authentication
Administrator Authentication Enter the login password, and then press [OK]. "Authenticating... Please wait." appears, followed by the screen for specifying the default. • If user authentication has already been specified, a screen for authentication appears. • To log on as an administrator, enter the administrator's login user name and login password. •...
Page 42: Changing The Administrator
2. Authentication and its Application Press the [Login/Logout] key. BLJ001S Press [Yes]. "Logging out... Please wait." appears. Changing the Administrator Change the administrator's login user name and login password. You can also assign administrator authority to the login user names [Administrator 1] to [Administrator 4]. To combine the authorities of multiple administrators, assign multiple administrators to a single administrator.
Page 43 Administrator Authentication Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 44: Using Web Image Monitor
2. Authentication and its Application Press [Program / Change Administrator]. In the line for the administrator you want to change, press [Administrator 1], [Administrator 2], [Administrator 3] or [Administrator 4], and then press [Change]. Press [Change] for the setting you want to change, and re-enter the setting. Press [OK].
Page 45: Using Web Printing Tool
Administrator Authentication Enter “http://(the machine's IP address or host name)/” in the address bar. When entering an IPv4 address, do not begin segments with zeros. For example: If the address is “192.168.001.010”, you must enter it as “192.168.1.10” to connect to the machine. The top page of Web Image Monitor appears.
Page 46: User Authentication
2. Authentication and its Application User Authentication There are five types of user authentication methods: User Code authentication, Basic authentication, Windows authentication, LDAP authentication, and Integration Server authentication. To use user authentication, select an authentication method on the control panel, and then make the required settings for the authentication.
Page 47: User Code Authentication
User Code Authentication User Code Authentication This is an authentication method for limiting access to functions according to a user code. The same user code can be used by more than one user. For details about specifying user codes, see “Authentication Information”, General Settings Guide.
Page 48 2. Authentication and its Application Press [Administrator Tools]. Press [User Authentication Management]. Select [User Code Auth.]. If you do not want to use user authentication management, select [Off].
Page 49 User Code Authentication Select which of the machine's functions you want to limit. The selected settings will be unavailable to users. For details about limiting available functions for individuals or groups, see “Limiting Available Functions”. Select the “Printer Job Authentication” level. If you select [Entire] or [Simple (All)], proceed to “Selecting Entire or Simple (All)”.
Page 50 2. Authentication and its Application If you select [Simple (All)], you can print even with unauthenticated printer drivers or devices. Specify this setting if you want to print with a printer driver or device that cannot be identified by the machine or if you do not require authentication for printing.
Page 51 User Code Authentication Press [Change]. Specify the range in which [Simple (Limitation)] is applied to “Printer Job Authentication”. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Press [Exit].
Page 52: Basic Authentication
2. Authentication and its Application Basic Authentication Specify this authentication method when using the machine's Address Book to authenticate each user. Using Basic authentication, you can not only manage the machine's available functions but also limit access to stored files and to the personal data in the Address Book. Under Basic authentication, the administrator must specify the functions available to each user registered in the Address Book.
Page 53 Basic Authentication Press [Administrator Tools]. Press [User Authentication Management]. Select [Basic Auth.]. If you do not want to use user authentication management, select [Off].
Page 54 2. Authentication and its Application Select which of the machine's functions you want to permit. The selected functions are registered as the initial settings for “Available Functions”, in the address book. By specifying “Available Functions”, you can limit the functions available to each user under Basic Authentication.
Page 55 Basic Authentication Selecting Entire or Simple (All) If you select [Entire], you cannot print using a printer driver or a device that does not support authentication. To print under an environment that does not support authentication, select [Simple (All)] or [Simple (Limitation)].
Page 56: Authentication Information Stored In The Address Book
2. Authentication and its Application Press [Change]. Specify the range in which [Simple (Limitation)] is applied to “Printer Job Authentication”. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Press [Exit].
Page 57 Basic Authentication User authentication can also be specified via SmartDeviceMonitor for Admin or Web Image Monitor. • p.29 "Administrator Authentication" Specifying Login User Name and Login Password In [Address Book Management], specify the login user name and login password to be used for User Authentication Management.
Page 58 2. Authentication and its Application Press [Administrator Tools]. Press [Address Book Management]. Select the user or group.
Page 59 Basic Authentication Press [Auth. Info]. Press [Change] for “Login User Name”. Enter a login user name, and then press [OK]. Press [Change] for “Login Password”. Enter a login password, and then press [OK]. If a password reentry screen appears, enter the login password, and then press [OK]. Press [OK].
Page 60 2. Authentication and its Application Specifying Authentication Information to Log on The login user name and password specified in [Address Book Management] can be used as the login information for “SMTP Authentication”, “Folder Authentication”, and “LDAP Authentication”. If you do not want to use the login user name and password specified in [Address Book Management] for “SMTP Authentication”, “Folder Authentication”, or “LDAP Authentication”, see “Address Book”...
Page 61 Basic Authentication Press [Administrator Tools]. Press [Address Book Management]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Select the user or group.
Page 62 2. Authentication and its Application Press [Auth. Info]. Select [Use Auth. Info at Login] in “SMTP Authentication”. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. For folder authentication, select [Use Auth. Info at Login] in “Folder Authentication”. For LDAP authentication, select [Use Auth.
Page 63: Windows Authentication
Windows Authentication Windows Authentication Specify this authentication when using the Windows domain controller to authenticate users who have their accounts on the directory server. Users cannot be authenticated if they do not have their accounts in the directory server. Under Windows authentication, you can specify the access limit for each group registered in the directory server.
Page 64: Specifying Windows Authentication
2. Authentication and its Application • If you have created a new user in the domain controller and selected “User must change password at next logon”, log on to the machine from the computer to change the password before logging on from the machine's control panel.
Page 65 Windows Authentication Press [System Settings]. Press [Administrator Tools]. Press [User Authentication Management].
Page 66 2. Authentication and its Application Select [Windows Auth.]. If you do not want to use user authentication management, select [Off]. If you want to use Kerberos authentication, press [On]. If you want to use NTLM authentication, press [Off] and proceed to step 8. Select Kerberos authentication realm and proceed to step 9.
Page 67 Windows Authentication Press [Change] for “Domain Name”, enter the name of the domain controller to be authenticated, and then press [OK]. Select the “Printer Job Authentication” level. If you select [Entire] or [Simple (All)], proceed to “Selecting Entire or Simple (All)”. If you select [Simple (Limitation)], proceed to “Selecting Simple (Limitation)”.
Page 68 2. Authentication and its Application do not require authentication for printing. However, note that, because the machine does not require authentication in this case, it may be used by unauthorized users. Press [On] for “Use Secure Connection (SSL)”. If you are not using secure sockets layer (SSL) for authentication, press [Off]. If global groups have been registered under Windows server, you can limit the use of functions for each global group.
Page 69 Windows Authentication Under “Group Name”, press [Change], and then enter the group name. Press [OK]. Select which of the machine's functions you want to permit. Windows Authentication will be applied to the selected functions. Users can use the selected functions only. For details about specifying available functions for individuals or groups, see “Limiting Available Functions”.
Page 70 2. Authentication and its Application • p.177 "Limiting Available Functions" Selecting Simple (Limitation) If you select [Simple (Limitation)], you can specify clients for which printer job authentication is not required. Specify [Parallel Interface: Simple], [USB: Simple] and the clients' IPv4 address range in which printer job authentication is not required.
Page 71 Windows Authentication Specify the range in which [Simple (Limitation)] is applied to “Printer Job Authentication”. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Press [Exit].
Page 72 2. Authentication and its Application Under “Group Name”, press [Change], and then enter the group name. Press [OK]. Select which of the machine's functions you want to permit. Windows Authentication will be applied to the selected functions. Users can use the selected functions only. For details about specifying available functions for individuals or groups, see “Limiting Available Functions”.
Page 73 Windows Authentication • Under Windows Authentication, you can select whether or not to use secure sockets layer (SSL) authentication. • To automatically register user information such as e-mail addresses under Windows authentication, it is recommended that communication between the machine and domain controller be encrypted using SSL.
Page 74 2. Authentication and its Application Creating the Server Certificate After installing Internet Information Services (IIS) and Certificate services Windows components, create the Server Certificate as follows: Start Internet Services Manager. Right-click [Default Web Site], and then click [Properties]. On the “Directory Security” tab, click [Server Certificate]. Web Server Certificate Wizard starts.
Page 75 Windows Authentication In the “Certificate Request” box, enter the contents of the device certificate received from the certificate authority. Click [OK]. "Installed" appears under “Certificate Status” to show that a device certificate for the machine has been installed. Click [Logout].
Page 76: Ldap Authentication
2. Authentication and its Application LDAP Authentication Specify this authentication method when using the LDAP server to authenticate users who have their accounts on the LDAP server. Users cannot be authenticated if they do not have their accounts on the LDAP server. The Address Book stored in the LDAP server can be registered to the machine, enabling user authentication without first using the machine to register individual settings in the Address Book.
Page 77: Specifying Ldap Authentication
LDAP Authentication • User Name You do not have to enter the user name if the LDAP server supports “Anonymous Authentication”. • Password You do not have to enter the password if the LDAP server supports “Anonymous Authentication”. • When you select Cleartext authentication, LDAP Simplified authentication is enabled. Simplified authentication can be performed with a user attribute (such as cn, or uid), instead of the DN.
Page 78 2. Authentication and its Application Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 79 LDAP Authentication Press [User Authentication Management]. Select [LDAP Auth.]. If you do not want to use user authentication management, select [Off]. Select the LDAP server to be used for LDAP authentication. Select the “Printer Job Authentication” level. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces.
Page 80 2. Authentication and its Application If you select [Entire] or [Simple (All)], proceed to “Selecting Entire or Simple (All)”. If you select [Simple (Limitation)], proceed to “Selecting Simple (Limitation)”. For a description of the printer job authentication levels, see “Printer Job Authentication”. •...
Page 81 LDAP Authentication LDAP Authentication will be applied to the selected functions. Users can use the selected functions only. For details about specifying available functions for individuals or groups, see “Limiting Available Functions”. Press [Change] for “Login Name Attribute”. Enter the login name attribute, and then press [OK]. Use the Login Name Attribute as a search criterion to obtain information about an authenticated user.
Page 82 2. Authentication and its Application Press [Change] for “Unique Attribute”. Enter the unique attribute and then press [OK]. Specify Unique Attribute on the machine to match the user information in the LDAP server with that in the machine. By doing this, if the Unique Attribute of a user registered in the LDAP server matches that of a user registered in the machine, the two instances are treated as referring to the same user.
Page 83 LDAP Authentication authentication is not required. Specify this setting if you want to print using unauthenticated printer drivers or without any printer driver. Authentication is required for printing with non-specified devices. If you select [Simple (Limitation)], you can print even with unauthenticated printer drivers or devices. Specify this setting if you want to print with a printer driver or device that cannot be identified by the machine or if you do not require authentication for printing.
Page 84 2. Authentication and its Application Select which of the machine's functions you want to permit. LDAP Authentication will be applied to the selected functions. Users can use the selected functions only. For details about specifying available functions for individuals or groups, see “Limiting Available Functions”.
Page 85 LDAP Authentication Press [Change] for “Unique Attribute”. Enter the unique attribute and then press [OK]. Specify Unique Attribute on the machine to match the user information in the LDAP server with that in the machine. By doing this, if the Unique Attribute of a user registered in the LDAP server matches that of a user registered in the machine, the two instances are treated as referring to the same user.
Page 86 2. Authentication and its Application • p.177 "Limiting Available Functions"...
Page 87: Integration Server Authentication
Integration Server Authentication Integration Server Authentication To use Integration Server authentication with this machine, you need a server on which Authentication Manager or another application that supports authentication is installed. For external authentication, the Integration Server authentication collectively authenticates users accessing the server over the network, providing a server-independent, centralized user authentication system that is safe and convenient.
Page 88 2. Authentication and its Application Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 89 Integration Server Authentication Press [User Authentication Management]. Select [Integration Svr. Auth.]. If you do not want to use User Authentication Management, select [Off]. Press [Change] for “Server Name”. Specify the name of the server for external authentication.
Page 90 2. Authentication and its Application Enter the server name, and then press [OK]. Enter the IPv4 address or host name. In “Authentication Type”, select the authentication system for external authentication. Select an available authentication system. For general usage, select [Default]. Press [Change] for “Domain Name”.
Page 91 Integration Server Authentication Enter the domain name, and then press [OK]. You cannot specify a domain name under an authentication system that does not support domain login. Press [Obtain URL]. The machine obtains the URL of the server specified in “Server Name”. If the setting to be specified does not appear, press [ Next] to scroll down to other settings.
Page 92 2. Authentication and its Application Under “Group”, press [Program / Change], and then press [* Not Programmed]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Under “Group Name”, press [Change], and then enter the group name. Press [OK].
Page 93 Integration Server Authentication Select the “Printer Job Authentication” level. If you select [Entire] or [Simple (All)], proceed to “Selecting Entire or Simple (All)”. If you select [Simple (Limitation)], proceed to “Selecting Simple (Limitation)”. For a description of the printer job authentication levels, see “Printer Job Authentication”. •...
Page 94 2. Authentication and its Application Press [On] for “Use Secure Connection (SSL)”, and then press [OK]. To not use secure sockets layer (SSL) for authentication, press [Off]. Press the [User Tools/Counter] key. A confirmation message appears. If you click [Yes], you will be automatically logged out. Selecting Simple (Limitation) If you select [Simple (Limitation)], you can specify clients for which printer job authentication is not required.
Page 95 Integration Server Authentication Press [Change]. Specify the range in which [Simple (Limitation)] is applied to “Printer Job Authentication”. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Press [Exit].
Page 96: Printer Job Authentication
2. Authentication and its Application Printer Job Authentication This section explains Printer Job Authentication. Printer Job Authentication Levels and Printer Job Types This section explains the relationship between printer job authentication levels and printer job types. Depending on the combination of printer job authentication level and printer job type, the machine may not print properly.
Page 97 Printer Job Authentication Printer Jobs: Job Reset Settings: Disabled • [Simple (All)] The machine authenticates printer jobs and remote settings that have authentication information, and cancels the jobs and settings that fail authentication. Printer jobs and settings without authentication information are performed without being authenticated.
Page 98 2. Authentication and its Application 7. A PDF file is printed via ftp. Personal authentication is performed using the user ID and password used for logging on via ftp. However, the user ID and password are not encrypted. • p.239 "Specifying the Extended Security Functions"...
Page 99: If User Authentication Is Specified
If User Authentication is Specified If User Authentication is Specified When user authentication (Basic Authentication, Windows Authentication, LDAP Authentication, or Integration Server Authentication) is set, the authentication screen is displayed. Unless a valid user name and password are entered, operations are not possible with the machine. Log on to operate the machine, and log off when you are finished operations.
Page 100: User Code Authentication (Using A Printer Driver)
2. Authentication and its Application User Code Authentication (Using a Printer Driver) When User Code Authentication is set, specify a user code in printer properties on the printer driver. For details, see the printer driver Help. Login (Using the Control Panel) Use the following procedure to log in when Basic Authentication, Windows Authentication, LDAP Authentication, or Integration Server Authentication is enabled.
Page 101: Log Off (Using The Control Panel)
If User Authentication is Specified Press [Login]. Enter the login user name, and then press [OK]. Enter the login password, and then press [OK]. The message, "Authenticating... Please wait." appears. Log Off (Using the Control Panel) Follow the procedure below to log off when Basic Authentication, Windows Authentication, or LDAP Authentication is set.
Page 102: Login (Using A Printer Driver)
2. Authentication and its Application Press the [Login/Logout] key. BLJ001S Press [Yes]. The message, "Logging out... Please wait." appears. • You can log off using the following procedures also. • Press the [Power] key. • Press the [Energy Saver] key. Login (Using a Printer Driver) When Basic Authentication, Windows Authentication, or LDAP Authentication is set, make encryption settings in printer properties on the printer driver, and then specify a login user name and password.
Page 103: Login (Using Web Image Monitor)
If User Authentication is Specified Login (Using Web Image Monitor) This section explains how to log on to the machine via Web Image Monitor. Click [Login] on the top page of the Web Image Monitor. Enter a login user name and password, and then click [Login]. •...
Page 104 2. Authentication and its Application Setting Item Description Setting Values Default Setting Specify whether or not • Active to cancel lockout after Lockout Release Timer • Inactive a specified period • Inactive elapses. Specify the number of Lock Out User for minutes after which 1-9999 min.
Page 105: Auto Logout
If User Authentication is Specified Set the “Lockout Release Timer” to [Active]. In the “Lock Out User for” field, enter the number of minutes until lockout is disabled. Click [OK]. User Lockout Policy is set. Click [Logout]. Unlocking a Locked User Account A locked user account can be unlocked by the administrator or supervisor with unlocking privileges using Web Image Monitor.
Page 106 2. Authentication and its Application Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Timer Settings].
Page 107 If User Authentication is Specified Press [Auto Logout Timer]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Select [On]. If you do not want to specify [Auto Logout Timer], select [Off]. Enter “60”...
Page 108 2. Authentication and its Application • If a paper jam occurs or a print cartridge runs out of ink, the machine might not be able to perform the Auto Log function. • p.37 "Logging on Using Administrator Authentication" • p.39 "Logging off Using Administrator Authentication"...
Page 109: Authentication Using An External Device
Authentication Using an External Device Authentication Using an External Device To authenticate using an external device, see the device manual. For details, contact your sales representative.
Page 110 2. Authentication and its Application...
Page 111: Ensuring Information Security
3. Ensuring Information Security This chapter describes how to protect data that is stored on the machine and transmitted information from unauthorized viewing and modification. Printing a Confidential Document Depending on the location of the machine, it is difficult to prevent unauthorized persons from viewing prints lying in the machine's output trays.
Page 112: Printing A Locked Print File
3. Ensuring Information Security Confirm the password by re-entering it. Click [OK]. Print the locked document. Printing a Locked Print File To print a Locked Print file, you must be at the machine and print the file using the control panel. To print Locked Print files, the password is required.
Page 113: Deleting Locked Print Files
Printing a Confidential Document Press [Print]. Enter the password for the stored file, and then press [OK]. Enter the password specified in step 4 of “Specifying a Locked Print File”. Press [Yes]. • p.97 "If User Authentication is Specified" Deleting Locked Print Files This can be specified by the file creator (owner).
Page 114 3. Ensuring Information Security Press [Print Jobs]. Press [Locked Print Job List]. Select the file. Press [Delete].
Page 115: Changing Passwords Of Locked Print Files
Printing a Confidential Document Enter the password of the Locked Print file, and then press [OK]. The password entry screen does not appear if the file administrator is logged in. Press [Yes]. • Locked Print files can also be deleted by the file administrator. Changing Passwords of Locked Print Files This can be specified by the file creator (owner) or file administrator.
Page 116 3. Ensuring Information Security Press [Locked Print Job List]. Select the file. Press [Change Password]. Enter the password for the stored file, and then press [OK]. The password entry screen does not appear if the file administrator is logged in.
Page 117: Unlocking Locked Print Files
Printing a Confidential Document Enter the new password for the stored file, and then press [OK]. If a password reentry screen appears, enter the login password, and then press [OK]. Unlocking Locked Print Files If you specify [On] for “Enhance File Protection”, the file will be locked and become inaccessible if an invalid password is entered ten times.
Page 118 3. Ensuring Information Security Press [Locked Print Job List]. Select the file. icon appears next to a file locked by the Enhance File Protection function. Press [Unlock File]. Press [Yes]. icon disappears. • You can use the same procedure to unlock stored print files also. •...
Page 119: Specifying Access Permission For Stored Files
Specifying Access Permission for Stored Files Specifying Access Permission for Stored Files This section describes Specifying Access Permission for Stored Files. You can specify who is allowed to access stored scan files and files stored in the Document Server. This can prevent activities such as printing or sending of stored files by unauthorized users. You can also specify which users can change or delete stored files.
Page 120: Assigning Users And Access Permission For Stored Files
3. Ensuring Information Security 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. For details about logging on and logging off with administrator authentication, see “Logging on Using Administrator Authentication”, “Logging off Using Administrator Authentication”.
Page 121 Specifying Access Permission for Stored Files Press [Change Access Priv.]. Press [Program/Change/Delete]. Press [New Program]. Select the users or groups you want to assign permission to. You can select more than one user. By pressing [All Users], you can select all the users. Press [Exit].
Page 122: Specifying Access Privileges For Files Stored Using The Scanner Function
3. Ensuring Information Security Select the user who you want to assign access permission to, and then select the permission. Select the access permission from [Read-only], [Edit], [Edit / Delete], or [Full Control]. Press [Exit]. Press [OK]. • p.37 "Logging on Using Administrator Authentication" •...
Page 123 Specifying Access Permission for Stored Files Press [Access Privileges]. Press [New Program]. Select the users or groups you want to assign permission to. You can select more than one user. By pressing [All Users], you can select all the users. Press [Exit].
Page 124 3. Ensuring Information Security Press [Select Stored File]. Select the file. Press [Manage / Delete File]. Press [Change Access Priv.].
Page 125 Specifying Access Permission for Stored Files Press [Program/Change/Delete]. Press [New Program]. Select the users or groups you want to assign permission to. You can select more than one user. By pressing [All Users], you can select all the users. Press [Exit]. Select the user who you want to assign access permission to, and then select the permission.
Page 126: Assigning The User And The Access Permission For The User's Stored Files
3. Ensuring Information Security Press [Exit]. Assigning the User and the Access Permission for the User's Stored Files This can be specified by the file creator (owner) or user administrator. Specify the users and their access permission to files stored by a particular user. Only those users granted access permission can access stored files.
Page 127 Specifying Access Permission for Stored Files Press [Administrator Tools]. Press [Address Book Management]. Select the user or group.
Page 128 3. Ensuring Information Security Press [Protection]. Under “Protect File(s)”, press [Program/Change/Delete] for “Permissions for Users/ Groups”. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Press [New Program].
Page 129: Specifying Passwords For Stored Files
Specifying Access Permission for Stored Files Select the users or groups to register. You can select more than one user. By pressing [All Users], you can select all the users. Press [Exit]. Select the user who you want to assign access permission to, and then select the permission. Select the access permission from [Read-only], [Edit], [Edit / Delete], or [Full Control].
Page 130 3. Ensuring Information Security Select the file. Press [File Management]. Press [Change Password].
Page 131: Unlocking Files
Specifying Access Permission for Stored Files Enter the password using the number keys. You can use 4 to 8 numbers as the password for the stored file. Press [OK]. Confirm the password by re-entering it using the number keys. Press [OK]. icon appears next to a stored file protected by password.
Page 132 3. Ensuring Information Security Select the file. icon appears next to a file locked by the Enhance File Protection function. Press [File Management]. Press [Unlock Files]. Press [Yes]. icon changes to the icon. Press [OK]. • p.239 "Specifying the Extended Security Functions" •...
Page 133 Specifying Access Permission for Stored Files • p.39 "Logging off Using Administrator Authentication"...
Page 134: Preventing Data Leaks Due To Unauthorized Transmission
3. Ensuring Information Security Preventing Data Leaks Due to Unauthorized Transmission This section describes Preventing Data Leaks Due to Unauthorized Transmission. If user authentication is specified, the user who has logged on will be designated as the sender to prevent data from being sent by an unauthorized person masquerading as the user.
Page 135 Preventing Data Leaks Due to Unauthorized Transmission Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 136 3. Ensuring Information Security Press [Extended Security]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Press [On] for “Restrict Use of Destinations”. If “Restrict Use of Destinations” is set to [On], “Restrict Adding of User Destinations” does not appear. Press [OK].
Page 137: Using S/Mime To Protect Email Transmission
Using S/MIME to Protect Email Transmission Using S/MIME to Protect Email Transmission By registering a user certificate in the Address Book, you can send e-mail that is encrypted with a public key which prevents its content from being altered during transmission. You can also prevent sender impersonation (spoofing) by installing a device certificate on the machine, and attaching an electronic signature created with a private key.
Page 138 3. Ensuring Information Security 4. Using the shared key, encrypt the e-mail message. 5. The shared key is encrypted using the user's public key. 6. The encrypted e-mail is sent. 7. The receiver decrypts the shared key using a secret key that corresponds to the public key. 8.
Page 139: Attaching An Electronic Signature
Using S/MIME to Protect Email Transmission Open a Web browser. Enter “http://(the machine's IP address or host name)/” in the address bar. When entering an IPv4 address, do not begin segments with zeros. For example: If the address is “192.168.001.010”, you must enter it as “192.168.1.10” to connect to the machine. The top page of Web Image Monitor appears.
Page 140 3. Ensuring Information Security Create and install the device certificate using Web Image Monitor. 2. Make certificate settings. Make settings for the certificate to be used for S/MIME using Web Image Monitor. 3. Make electronic signature settings. Make settings for the electronic signature using Web Image Monitor. Configuration flow (certificate issued by a certificate authority) 1.
Page 141 Using S/MIME to Protect Email Transmission Make the necessary settings. Click [OK]. The setting is changed. Click [OK]. A security warning dialog box appears. Check the details, and then click [OK]. "Installed" appears under “Certificate Status” to show that a device certificate for the printer has been installed.
Page 142 3. Ensuring Information Security Apply to the certificate authority for the device certificate. The application procedure depends on the certificate authority. For details, contact the certificate authority. For application details, click the Web Image Monitor Details icon and use the information shown in “Certificate Details”.
Page 143 Using S/MIME to Protect Email Transmission Click [OK]. "Installed" appears under “Certificate Status” to show that a device certificate for the machine has been installed. Click [Logout]. Selecting the Device Certificate This can be specified by the network administrator. Select the device certificate to be used for S/MIME using Web Image Monitor. Open a Web browser.
Page 144 3. Ensuring Information Security The top page of Web Image Monitor appears. Click [Login]. The network administrator can logon. Enter the login user name and login password. Click [Configuration], and then click [S/MIME] under “Security”. The S/MIME settings page appears. Select the digest algorithm to be used in the electronic signature next to “Digest Algorithm”...
Page 145: Protecting The Address Book
Protecting the Address Book Protecting the Address Book If user authentication is specified, the user who has logged on will be designated as the sender to prevent data from being sent by an unauthorized person masquerading as the user. To protect the data from unauthorized reading, you can also encrypt the data in the Address Book. Address Book Access Permission This can be specified by the registered user.
Page 146 3. Ensuring Information Security Press [Administrator Tools]. Press [Address Book Management]. Select the user or group.
Page 147 Protecting the Address Book Press [Protection]. Press [Program/Change/Delete] for “Permissions for Users/Groups”, under “Protect Destination”. Press [New Program]. Select the users or groups to register. You can select more than one user. By pressing [All Users], you can select all the users. Press [Exit].
Page 148: Encrypting Data In The Address Book
3. Ensuring Information Security Select the user who you want to assign access permission to, and then select the permission. Select the permission, from [Read-only], [Edit], [Edit / Delete], or [Full Control]. Press [Exit]. Press [OK]. Press [Exit]. Press the [User Tools/Counter] key. •...
Page 149 Protecting the Address Book Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 150 3. Ensuring Information Security Press [Extended Security]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Press [On] for “Encrypt Address Book”. Press [Change] for “Encryption Key”. Enter the encryption key, and then press [OK]. Enter the encryption key using up to 32 alphanumeric characters.
Page 151 Protecting the Address Book The time it takes to encrypt the data in the Address Book depends on the number of registered users. The machine cannot be used during encryption. Normally, once encryption is complete, "Encryption / Decryption is successfully complete. Press [Exit]."...
Page 152: Encrypting Data On The Hard Disk
3. Ensuring Information Security Encrypting Data on the Hard Disk This can be specified by the machine administrator. In order to use this function, the HDD Encryption Unit option is required. Prevent information leakage by encrypting the Address Book, authentication information, and stored documents as the data is written.
Page 153 Encrypting Data on the Hard Disk • You can start the machine in less time by setting encryption to [Format All Data] but data will not be carried over to the hard disk and will be reset back to the default states, so make sure to backup all necessary data beforehand.
Page 154 3. Ensuring Information Security Press [Encrypt]. Select the data to be carried over to the hard disk and not be reset. To carry all of the data over to the hard disk, select [All Data]. To carry over only the machine settings data, select [File System Data Only].
Page 155: Printing The Encryption Key
Encrypting Data on the Hard Disk Press [OK]. Press [Exit]. Press [Exit]. Press the [User Tools/Counter] key. Turn off the power and the main power switch, and then turn the main power switch back For details about turning off the power, see “Turning On the Power”, About This Machine. Printing the Encryption Key Use the following procedure to print the key again if it has been lost or misplaced.
Page 156 3. Ensuring Information Security Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 157: Updating The Encryption Key
Encrypting Data on the Hard Disk Press [Machine Data Encryption Settings]. Press [Print Encryption Key]. The encryption key for retrieving backup data is printed. Press the [Start] key. Press [Exit]. Updating the Encryption Key You can update the encryption key and create a new key. Updates are possible when the machine is functioning normally.
Page 158 3. Ensuring Information Security • The encryption key is required for recovery if the machine malfunctions. Be sure to store the encryption key safely for retrieving backup data. • When the encryption key is updated, encryption is performed using the new key. After completing the procedure on the machine's control panel, turn off the power and restart the machine to enable the new settings.
Page 159 Encrypting Data on the Hard Disk Press [Machine Data Encryption Settings]. Press [Update Encryption Key]. Select the data to be carried over to the hard disk and not be reset. To carry all of the data over to the hard disk, select [All Data]. To carry over only the machine settings data, select [File System Data Only].
Page 160: Canceling Data Encryption
3. Ensuring Information Security Press [OK]. Press [Exit]. Press [Exit]. Press the [User Tools/Counter] key. Turn off the power and the main power switch, and then turn the main power switch back For details about turning off the power, see “Turning On the Power”, About This Machine. Canceling Data Encryption Use the following procedure to cancel the encryption settings when encryption is no longer necessary.
Page 161 Encrypting Data on the Hard Disk Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 162 3. Ensuring Information Security Press [Machine Data Encryption Settings]. Press [Cancel Encryption]. Select the data to be carried over to the hard disk and not be reset. To carry all of the data over to the hard disk, select [All Data]. To carry over only the machine settings data, select [File System Data Only].
Page 163 Encrypting Data on the Hard Disk Press [OK]. Press [Exit]. Press [Exit]. Press the [User Tools/Counter] key. Turn off the power and the main power switch, and then turn the main power switch back For details about turning off the power, see “Turning On the Power”, About This Machine.
Page 164: Deleting Data On The Hard Disk
3. Ensuring Information Security Deleting Data on the Hard Disk This can be specified by the machine administrator. To use this function, the optional DataOverwriteSecurity Unit must be installed. The machine's hard disk stores all document data from the copier, printer, and scanner functions. It also stores the data of users' document server and code counters, and the Address Book.
Page 165 Deleting Data on the Hard Disk Clear This icon is lit when there is no temporary data to be overwritten. • If the Data Overwrite icon is not displayed, first check if Auto Erase Memory has been set to [Off]. If the icon is not displayed even though Auto Erase Memory is [On], contact your service representative.
Page 166 3. Ensuring Information Security Press [Auto Erase Memory Setting]. Press [On]. Select the method of overwriting. If you select [NSA] or [DoD], proceed to step 10. If you select [Random Numbers], proceed to step 8. For details about the methods of overwriting, see “Methods of Overwriting”. Press [Change].
Page 167 Deleting Data on the Hard Disk • If the main power switch is turned to [Off] before Auto Erase Memory is completed, overwriting will stop and data will be left on the hard disk. • Do not stop the overwrite mid-process. Doing so will damage the hard disk. •...
Page 168: Erase All Memory
3. Ensuring Information Security • Printer • Print jobs • Sample Print/Locked Print/Hold Print/Stored Print jobs A Sample Print/Locked Print/Hold Print job can only be overwritten after it has been executed. A Stored Print job is overwritten after it has been deleted. •...
Page 169 Deleting Data on the Hard Disk • If you select “Erase All Memory”, the following are also deleted: user codes, counters under each user code, user stamps, data stored in the Address Book, printer fonts downloaded by users, applications using Embedded Software Architecture, SSL server certificates, and the machine's network settings.
Page 170 3. Ensuring Information Security Press [Erase All Memory]. Select the method of overwriting. If you select [NSA] or [DoD], proceed to step 10. If you select [Random Numbers], proceed to step 8. For details about the methods of overwriting, see “Methods of Overwriting”. Press [Change].
Page 171 Deleting Data on the Hard Disk Press [Yes]. The machine restarts automatically, and overwriting begins. When overwriting is completed, press [Exit], and then turn off the main power. Before turning the power off, see “Turning On the Power”, About This Machine. •...
Page 172 3. Ensuring Information Security • To resume overwriting, turn on the main power.
Page 173: Managing Access To The Machine
4. Managing Access to the Machine This chapter describes how to prevent unauthorized access to and modification of the machine's settings. Preventing Modification of Machine Settings This section describes Preventing Modification of Machine Settings. The administrator type determines which machine settings can be modified. Users cannot change the administrator settings.
Page 174 4. Managing Access to the Machine • p.21 "Administrators and Users" • p.29 "Administrator Authentication" • p.296 "User Administrator Settings" • p.280 "Machine Administrator Settings" • p.290 "Network Administrator Settings" • p.294 "File Administrator Settings" • p.304 "User Settings - Control Panel Settings" •...
Page 175: Menu Protect
Menu Protect Menu Protect The administrator can also limit users' access permission to the machine's settings. The machine's [System Settings] menu and the printer's regular menus can be locked so they cannot be changed. This function is also effective when management is not based on user authentication. For a list of settings that users can specify according to the Menu Protect level, see “User Settings - Control Panel Settings”, or “User Settings - Web Image Monitor Settings”.
Page 176 4. Managing Access to the Machine Press [Copier / Document Server Features]. Press [Administrator Tools]. Press [Menu Protect]. Select the menu protect level, and then press [OK]. Press the [User Tools/Counter] key. Printer Functions To specify [Menu Protect] in [Printer Features], set [Machine Management] to [On] in [Administrator Authentication Management] in [Administrator Tools] in [System Settings].
Page 177 Menu Protect Press [Printer Features]. Press [Maintenance]. Press [Menu Protect]. Select the menu protect level, and then press [OK]. Press the [User Tools/Counter] key. Scanner Functions To specify [Menu Protect] in [Scanner Features], set [Machine Management] to [On] in [Administrator Authentication Management] in [Administrator Tools] in [System Settings].
Page 178 4. Managing Access to the Machine Press [Scanner Features]. Press [Initial Settings]. Press [Menu Protect]. Select the menu protect level, and then press [OK]. Press the [User Tools/Counter] key.
Page 179: Limiting Available Functions
Limiting Available Functions Limiting Available Functions To prevent unauthorized operation, you can specify who is allowed to access each of the machine's functions. Available Functions Specify the available functions from the copier, document server, scanner, and printer functions. Specifying Which Functions are Available This can be specified by the user administrator.
Page 180 4. Managing Access to the Machine Press [Administrator Tools]. Press [Address Book Management]. Select the user.
Page 181 Limiting Available Functions Press [Auth. Info]. In “Available Functions”, select the functions you want to specify. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Press [OK]. Press [Exit]. Press the [User Tools/Counter] key. •...
Page 182: Managing Log Files
4. Managing Access to the Machine Managing Log Files 1. Log information To view the log, Web SmartDeviceMonitor Professional IS/Standard is required. The following log information is stored in the machine's memory and on its hard disk: • Job log Stores information about workflow related to user files, such as copying, printing, and scan file delivery.
Page 183 Managing Log Files Press [System Settings]. Press [Administrator Tools]. Press [Transfer Log Setting]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Press [Off]. Press [OK]. Press the [User Tools/Counter] key. •...
Page 184: Using Web Smartdevicemonitor Professional Is/Standard To Manage Log Files
4. Managing Access to the Machine Press the [User Tools/Counter] key. Using Web SmartDeviceMonitor Professional IS/Standard to Manage Log Files For details about using Web SmartDeviceMonitor Professional IS/Standard to manage Log Files, see the manual supplied with the Using Web SmartDeviceMonitor Professional IS/Standard. Using Web Image Monitor to Manage Log Files This can be specified by the machine administrator.
Page 185 Managing Log Files Specify the recording levels for either [Job Log Collect Level] or [Access Log Collect Level]. The settings shown for “Job Log Collect Settings Listed by Function Type” or “Access Log Collect Settings Listed by Function Type” vary depending on the collection level selected. If you change the setting in the list, the setting for [Job Log Collect Level] or [Access Log Collect Level] automatically changes to [User Settings].
Page 186 4. Managing Access to the Machine Delete All Logs Follow steps 1 to 4 in “Specify Log Collect Settings”. Click [Delete] under “Delete All Logs”. Click [Ok]. All job logs and device access log records are cleared. Click [Logout]. • On this page, “Delete All Logs” does not appear if either [Collect Job Logs] or [Collect Access Logs] are not set to [Active].
Page 187: Enhanced Network Security
5. Enhanced Network Security This chapter describes how to increase security over the network using the machine's functions. Preventing Unauthorized Access You can limit IP addresses, disable ports and protocols, or use Web Image Monitor to specify the network security level to prevent unauthorized access over the network and protect the Address Book, stored files, and default settings.
Page 188: Enabling/Disabling Protocols
5. Enhanced Network Security Click [OK]. Access control is set. Click [Logout]. Enabling/Disabling Protocols This can be specified by the network administrator. Specify whether to enable or disable the function for each protocol. By making this setting, you can specify which protocols are available and so prevent unauthorized access over the network.
Page 189 Preventing Unauthorized Access Protocol Port Setting Method Disabled Condition Functions that require FTP cannot be used. • Web Image Monitor You can restrict • telnet personal information • SmartDeviceMonitor TCP:21 from being displayed by for Admin making settings on the •...
Page 190 5. Enhanced Network Security Protocol Port Setting Method Disabled Condition Functions that require HTTPS cannot be used. @Remote functions are unavailable. You can also make • Web Image Monitor HTTPS TCP:443 settings to require SSL • telnet transmission and restrict the use of other transmission methods using the control panel...
Page 191 Preventing Unauthorized Access Protocol Port Setting Method Disabled Condition Functions that require SNMPv3 cannot be used. • Web Image Monitor You can also make • telnet settings to require • SmartDeviceMonitor SNMPv3 encrypted SNMPv3 UDP:161 for Admin transmission and restrict the use of other •...
Page 192 5. Enhanced Network Security Protocol Port Setting Method Disabled Condition • Web Image Monitor • telnet IPP functions cannot be • SmartDeviceMonitor TCP:631 used. for Admin • Web SmartDeviceMonitor Device discovery using • Web Image Monitor SSDP UDP:1900 UPnP from Windows •...
Page 193 Preventing Unauthorized Access Protocol Port Setting Method Disabled Condition • Control Panel • Web Image Monitor Cannot print with • telnet NetWare. NetWare (IPX/SPX) • SmartDeviceMonitor SNMP over IPX cannot for Admin be used. • Web SmartDeviceMonitor • Web Image Monitor Cannot print with AppleTalk (PAP)
Page 194 5. Enhanced Network Security Making Settings Using the Control Panel Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Interface Settings].
Page 195 Preventing Unauthorized Access Press [Effective Protocol]. Press [Inactive] for the protocol you want to disable. Press [OK]. Press the [User Tools/Counter] key. • p.37 "Logging on Using Administrator Authentication" • p.39 "Logging off Using Administrator Authentication" Making Settings Using Web Image Monitor Open a Web browser.
Page 196: Specifying Network Security Level
5. Enhanced Network Security Click [OK]. Click [OK]. Click [Logout]. Specifying Network Security Level This can be specified by the network administrator. This setting lets you change the security level to limit unauthorized access. You can make network security level settings on the control panel, as well as Web Image Monitor.
Page 197 Preventing Unauthorized Access Press [System Settings]. Press [Administrator Tools]. Press [Network Security Level]. If the setting you want to specify does not appear, press [ Next] to scroll down to other settings.
Page 198 5. Enhanced Network Security Select the network security level. Select [Level 0], [Level 1], or [Level 2]. Press [OK]. Press [Exit]. Press the [User Tools/Counter] key. • p.37 "Logging on Using Administrator Authentication" • p.39 "Logging off Using Administrator Authentication" Making Settings Using Web Image Monitor Open a Web browser.
Page 199 Preventing Unauthorized Access Status of Functions under each Network Security Level Tab Name:TCP/IP Function Level 0 Level 1 Level 2 TCP/IP Available Available Available HTTP> Port 80 open open open HTTP> Port 443 open open open HTTP> Port 631 open open closed HTTP>...
Page 200 5. Enhanced Network Security Function Level 0 Level 1 Level 2 Available Available Available SSL> SSL / TLS Encryption Mode Ciphertext Ciphertext Ciphertext Only Priority Priority Bonjour Available Available Unavailable Available Available Unavailable WS-MFP> WS-Device Available Available Unavailable WS-MFP> WS-Printer Available Available Unavailable...
Page 201: Encrypting Transmitted Passwords
Encrypting Transmitted Passwords Encrypting Transmitted Passwords Prevent login passwords, group passwords for PDF files, and IPP authentication passwords from being revealed by encrypting them for transmission. Also, encrypt the login password for administrator authentication and user authentication. Driver Encryption Key Encrypt the password transmitted when specifying user authentication.
Page 202 5. Enhanced Network Security Press [System Settings]. Press [Administrator Tools]. Press [Extended Security]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings.
Page 203: Group Password For Pdf Files
Encrypting Transmitted Passwords For “Driver Encryption Key”, press [Change]. “Driver Encryption Key” is one of the extended security functions. For details about this and other security functions, see “Specifying the Extended Security Functions”. Enter the driver encryption key, and then press [OK]. Enter the driver encryption key using up to 32 alphanumeric characters.
Page 204 5. Enhanced Network Security Press the [User Tools/Counter] key. BKY026S Press [Printer Features]. Press [PDF Menu]. Press [PDF Group Password]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. For [New Password], press [Enter]. Enter the password, and then press [OK].
Page 205: Ipp Authentication Password
Encrypting Transmitted Passwords • Be sure to enter the same character string as that specified on the machine for the group password for PDF files. • The group password for PDF files can also be specified using Web Image Monitor. For details, see Web Image Monitor Help.
Page 206: Protection Using Encryption
5. Enhanced Network Security Protection Using Encryption This machine uses the SSL, SNMPv3, and IPsec protocols to protect the data that it transmits. These protocols encrypt the data, preventing it from being intercepted, analyzed, or tampered with. SSL (Secure Sockets Layer) Encryption This can be specified by the network administrator.
Page 207 Protection Using Encryption 2. The device certificate and public key are sent from the machine to the user's computer. 3. Create a shared key from the user's computer, and then encrypt it using the public key. 4. The encrypted shared key is sent to the machine. 5.
Page 208 5. Enhanced Network Security Enter “http://(the machine's IP address or host name)/” in the address bar. When entering an IPv4 address, do not begin segments with zeros. For example: If the address is “192.168.001.010”, you must enter it as “192.168.1.10” to connect to the machine. The top page of Web Image Monitor appears.
Page 209 Protection Using Encryption Click [Configuration], and then click [Device Certificate] under “Security”. The “Device Certificate” page appears. Check the radio button next to the number of the certificate you want to request. Click [Request]. Make the necessary settings. Click [OK]. "Requesting"...
Page 210 5. Enhanced Network Security Click [Configuration], and then click [Device Certificate] under “Security”. The “Device Certificate” page appears. Check the radio button next to the number of the certificate you want to install. Click [Install]. Enter the contents of the device certificate. In the “Certificate Request”...
Page 211: User Settings For Ssl (Secure Sockets Layer)
Protection Using Encryption User Settings for SSL (Secure Sockets Layer) If you have installed a device certificate and enabled SSL (Secure Sockets Layer), you need to install the certificate on the user's computer. The network administrator must explain the procedure for installing the certificate to users. If a warning dialog box appears while accessing the machine using Web Image Monitor or IPP, start the Certificate Import Wizard and install a certificate.
Page 212 5. Enhanced Network Security Setting the SSL / TLS Encryption Mode This can be specified by the network administrator. After installing the device certificate, specify the SSL/TLS encrypted communication mode. By making this setting, you can change the security level. For details about logging on and logging off with administrator authentication, see “Logging on Using Administrator Authentication”, “Logging off Using Administrator Authentication”.
Page 213: Snmpv3 Encryption
Protection Using Encryption Press [Permit SSL / TLS Communication]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Select the encrypted communication mode. Select [Ciphertext Only], [Ciphertext Priority], or [Ciphertext / Cleartext] as the encrypted communication mode.
Page 214 5. Enhanced Network Security By making this setting, you can protect data from being tampered with. For details about logging on and logging off with administrator authentication, see “Logging on Using Administrator Authentication”, “Logging off Using Administrator Authentication”. Press the [User Tools/Counter] key. BKY026S Press [System Settings].
Page 215 Protection Using Encryption Press [Permit SNMPv3 Communication]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Press [Encryption Only]. Press [OK]. Press the [User Tools/Counter] key. • To use SmartDeviceMonitor for Admin for encrypting the data for specifying settings, you need to specify the network administrator's [Encryption Password] setting and [Encryption Key] in [SNMP Authentication Information] in SmartDeviceMonitor for Admin, in addition to specifying [Permit SNMPv3 Communication] on the machine.
Page 216: Transmission Using Ipsec
5. Enhanced Network Security Transmission Using IPsec This can be specified by the network administrator. For communication security, this machine supports IPsec. IPsec transmits secure data packets at the IP protocol level using the shared key encryption method, where both the sender and receiver retain the same key.
Page 217: Encryption Key Auto Exchange Settings And Encryption Key Manual Settings
Transmission Using IPsec ESP Protocol The ESP protocol provides both packet encryption and authentication. This protocol does not provide header authentication. • For successful encryption, both the sender and receiver must specify the same encryption algorithm and encryption key. If you use the encryption key auto exchange method, the encryption algorithm and encryption key are specified automatically.
Page 218: Ipsec Settings
5. Enhanced Network Security Also, for further security, the SA can be periodically auto updated by applying a validity period (time limit) for its settings. This machine only supports IKEv1 for encryption key auto exchange. If you specify the encryption key manually, the SA settings must be shared and specified identically by both parties.
Page 219 Transmission Using IPsec Encryption Key Auto Exchange Security Level When you select a security level, certain security settings are automatically configured. The following table explains security level features. Security Level Security Level Features Select this level if you want to authenticate the transmission partner and prevent unauthorized data tampering, but not perform data packet encryption.
Page 220 5. Enhanced Network Security Authentication and Low Level Authentication and High Setting Authentication Only Encryption Level Encryption Phase 1 Hash SHA1 SHA1 Algorithm Phase 1 Encryptio 3DES 3DES Algorithm Phase 1 Diffie- Hellman Group Phase 2 Security Protocol Phase 2 Authentic HMAC-MD5-96/ HMAC-MD5-96/HMAC-...
Page 221 Transmission Using IPsec Setting Description Setting Value • Inactive • IPv4 Specify the address type for Address Type which IPsec transmission is • IPv6 used. • IPv4/IPv6 (Default Settings only) The machine's IPv4 or IPv6 address. Specify the machine's address. If you are using multiple If you are not setting an address Local Address...
Page 222 5. Enhanced Network Security Setting Description Setting Value Specify whether to only transmit using IPsec, or to allow • Use When Possible cleartext transmission when IPsec Requirement Level • Always Require IPsec cannot be established. (auto setting) • PSK • Certificate If you specify PSK, you must Specify the method for then set the PSK text (using...
Page 223 Transmission Using IPsec Setting Description Setting Value Specify the security protocol to be used in Phase 2. To apply both encryption and • ESP Phase 2 authentication to sent data, • AH specify ESP or AH + ESP. To Security Protocol •...
Page 224 5. Enhanced Network Security Encryption Key Manual Settings Items Setting Description Setting Value • Inactive • IPv4 Specify the address type for Address Type which IPsec transmission is • IPv6 used. • IPv4/IPv6 (Default Settings only) The machine's IPv4 or IPv6 address.
Page 225 Transmission Using IPsec Setting Description Setting Value Specify the same value as your Any number between 256 and SPI (Input) transmission partner's SPI 4095 output value. To apply both encryption and • EPS authentication to sent data, Security Protocol specify ESP or AH + ESP. To •...
Page 226: Encryption Key Auto Exchange Settings Configuration Flow
5. Enhanced Network Security Setting Description Setting Value Specify a value within the ranges shown below, according to the encryption algorithm. hexadecimal value 0-9, a-f, A-F • DES, set 16 digits • 3DES, set 48 digits • AES-128, set 32 digits •...
Page 227 Transmission Using IPsec BBD004S • To use a certificate to authenticate the transmission partner in encryption key auto exchange settings, a device certificate must be installed. • After configuring IPsec, you can use “Ping” command to check if the connection is established correctly.
Page 228 5. Enhanced Network Security Click [Edit] under “Encryption Key Auto Exchange Settings”. Make encryption key auto exchange settings in [Settings 1]. If you want to make multiple settings, select the settings number and add settings. Click [OK]. Select [Active] for “IPsec”. Set “Exclude HTTPS Communication”...
Page 229 Transmission Using IPsec Click [OK]. Click [Logout]. Specifying IPsec Settings on the Computer Specify exactly the same settings for IPsec SA settings on your computer as are specified by the machine's security level on the machine. Setting methods differ according to the computer's operating system. The example procedure shown here uses Windows XP when the Authentication and Low Level Encryption Security level is selected.
Page 230 5. Enhanced Network Security If you select “Certificate” for authentication method in Encryption Key Auto Exchange Settings on the machine, specify the device certificate. If you select PSK, enter the same PSK text specified on the machine with the pre-shared key. Click [Add] in the IP Filter List.
Page 231: Encryption Key Manual Settings Configuration Flow
Transmission Using IPsec • If you specify the “Authentication and High Level Encryption” security level in encryption key auto exchange settings, also select the “Master key perfect forward secrecy (PFS)” check box in the Security Filter Properties screen (which appears in step 29). If using PFS in Windows XP, the PFS group number used in phase 2 is automatically negotiated in phase 1 from the Diffie-Hellman group number (set in step 11).
Page 232: Telnet Setting Commands
5. Enhanced Network Security Open a Web browser. Enter “http://(the machine's IP address or host name)/” in the address bar. When entering an IPv4 address, do not begin segments with zeros. For example: If the address is “192.168.001.010”, you must enter it as “192.168.1.10” to connect to the machine. The top page of Web Image Monitor appears.
Page 233 Transmission Using IPsec Displays the following IPsec settings information: • IPsec shared settings values • Encryption key manual settings, SA setting 1-4 values • Encryption key manual settings, default setting values • Encryption key auto exchange settings, IKE setting 1-4 values •...
Page 234 5. Enhanced Network Security • To display the settings 1-4, specify the number [1-4]. • To display the default setting, specify [default]. • Not specifying any value displays all of the settings. Disable settings msh> ipsec manual {1|2|3|4|default} disable • To disable the settings 1-4, specify the setting number [1-4]. •...
Page 235 Transmission Using IPsec • Not specifying an encapsulation mode displays the current setting. Tunnel end point setting msh> ipsec manual {1|2|3|4|default} tunneladdar beginning IP address ending IP address • Enter the separate setting number [1-4] or [default] and specify the tunnel end point beginning and ending IP address.
Page 236 5. Enhanced Network Security • To display the settings 1-4, specify the number [1-4]. • To display the default setting, specify [default]. • Not specifying any value displays all of the settings. Disable settings msh> ipsec manual {1|2|3|4|default} disable • To disable the settings 1-4, specify the number [1-4]. •...
Page 237 Transmission Using IPsec • If you specify [require], data will not be transmitted when IPsec cannot be used. If you specify [use], data will be sent normally when IPsec cannot be used. When IPsec can be used, IPsec transmission is performed. •...
Page 238 5. Enhanced Network Security • Not specifying the hash algorithm displays the current setting. ISAKMP SA (phase 1) encryption algorithm setting msh> ipsec ike {1|2|3|4|default} ph1 encrypt {des|3des} • Enter the separate setting number [1-4] or [default] and specify the ISAKMP SA (phase 1) encryption algorithm.
Page 239 Transmission Using IPsec IPsec SA (phase 2) PFS setting msh> ipsec ike {1|2|3|4|default} ph2 pfs {none|1|2|14} • Enter the separate setting number [1-4] or [default] and specify the IPsec SA (phase 2) Diffie- Hellman group number. • Specify the group number to be used. •...
Page 240: Authentication By Telnet
5. Enhanced Network Security Authentication by telnet This section explains Authentication by telnet. When using telnet, the default login name for administrator login is “admin” and the password is blank. For details on how to login to telnet, see “Using telnet”, Network Guide.
Page 241: Specifying The Extended Security Functions
6. Specifying the Extended Security Functions This chapter describes the machine's extended security features and how to specify them. Specifying the Extended Security Functions In addition to providing basic security through user authentication and administrator specified access limits on the machine, security can also be increased by encrypting transmitted data and data in the Address Book.
Page 242 6. Specifying the Extended Security Functions Press the [User Tools/Counter] key. BKY026S Press [System Settings]. Press [Administrator Tools].
Page 243: Settings
Specifying the Extended Security Functions Press [Extended Security]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Press the setting you want to change, and change the setting. Press [OK]. Press the [User Tools/Counter] key. Settings Default settings are shown in bold type.
Page 244 6. Specifying the Extended Security Functions Restrict Use of Destinations This can be specified by the user administrator. The available scanner destinations are limited to the destinations registered in the Address Book. A user cannot directly enter the destinations for transmission. If you specify the setting to receive e-mails via SMTP, you cannot use [Restrict Use of Destinations].
Page 245 Specifying the Extended Security Functions The locked files can only be unlocked by the file administrator. When “Enhance File Protection” is specified, ( ) appears in the lower right corner of the screen. When files are locked, you cannot select them even if the correct password is entered. •...
Page 246 6. Specifying the Extended Security Functions Password Policy This can be specified by the user administrator. The password policy setting is effective only if [Basic Auth.] is specified. This setting lets you specify [Complexity Setting] and [Minimum Character No.] for the password. By making this setting, you can limit the available passwords to only those that meet the conditions specified in [Complexity Setting] and [Minimum Character No.].
Page 247 Specifying the Extended Security Functions The administrator can confirm whether the structure change is necessary or not by checking the firmware version displayed on the control panel screen. If the firmware structure change is unnecessary, contact your service representative. When Change Firmware Structure is set to [Prohibit], administrator authentication must be enabled. After [Prohibit] is specified, turn off administrator authentication once, and the next time administrator authentication is specified, the setting will return to the default, [Do not Prohibit].
Page 248: Other Security Functions
6. Specifying the Extended Security Functions Other Security Functions This section explains settings for preventing information leaks, and functions that you can restrict to further increase security. Scanner Function Print & Delete Scanner Journal To prevent personal information in the transmission/delivery history being printed automatically, set user authentication and the journal will specify [Do not Print: Disable Send] automatically.
Page 249: Limiting Machine Operation To Customers Only
Limiting Machine Operation to Customers Only Limiting Machine Operation to Customers Only The machine can be set so that operation is impossible without administrator authentication. The machine can be set to prohibit operation without administrator authentication and also prohibit remote registration in the Address Book by a service representative.
Page 250 6. Specifying the Extended Security Functions Press [System Settings]. Press [Administrator Tools]. Press [Service Mode Lock]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings.
Page 251: Canceling Service Mode Lock
Limiting Machine Operation to Customers Only Press [On], and then press [OK]. A confirmation message appears. Press [Yes]. Press the [User Tools/Counter] key. • p.37 "Logging on Using Administrator Authentication" • p.39 "Logging off Using Administrator Authentication" Canceling Service Mode Lock For a service representative to carry out inspection or repair in service mode, the machine administrator must log on to the machine and cancel the service mode lock.
Page 252 6. Specifying the Extended Security Functions Press [System Settings]. Press [Administrator Tools]. Press [Service Mode Lock]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Press [Off], and then press [OK]. Press the [User Tools/Counter] key.
Page 253: Troubleshooting
7. Troubleshooting This chapter describes what to do if the machine does not function properly. Authentication Does Not Work Properly This section explains what to do if a user cannot operate the machine because of a problem related to user authentication.
Page 254 7. Troubleshooting Messages Cause Solutions "Failed to obtain URL." The machine cannot connect to Make sure the server's settings, the server or cannot establish such as the IP address and host communication. name, are specified correctly on the machine. Make sure the host name of the UA Server is specified correctly.
Page 255: An Error Code Appears
Authentication Does Not Work Properly Messages Cause Solutions "The selected file(s) contained file You have tried to delete files Files can be deleted by the file (s) without access privileges. without the authority to do so. creator (owner) or file Only file(s) with access privileges administrator.
Page 256 7. Troubleshooting Error Code Cause Solution 1. A password error occurred. Make sure the password is entered correctly. 2. “Restrict Use of Simple Encryption” is enabled. The administrator has restricted use of simple encryption. You B0104-000 Failed to decrypt password. can use the encryption key if it has been specified in the driver.
Page 257 Authentication Does Not Work Properly Error Code Cause Solution The account is locked because you have reached the Ask the user administrator to B0208-000 maximum number of failed unlock the account. authentication attempts allowed. Windows Authentication Error Code Cause Solution Make sure no other user is A TWAIN operation occurred W0103-000...
Page 258 7. Troubleshooting Error Code Cause Solution Recreate the account if the account name contains any of An authentication error these prohibited characters. occurred because the user W0206-003 name contains a space, colon If the account name was (:), or quotation mark ("). entered incorrectly, enter it correctly and log in again.
Page 259 Authentication Does Not Work Properly Error Code Cause Solution Specify the IP address in the domain name and confirm that authentication is successful. If authentication is successful: 1. Make sure that DNS is specified in “Interface Settings”, if the top-level 4.
Page 260 7. Troubleshooting Error Code Cause Solution Specify the IP address in the domain name and confirm that authentication is successful. If authentication is unsuccessful: 1. Make sure that Restrict LM/ NTLM is not set in either “Domain Controller Security Policy” or “Domain Security Policy”.
Page 261 Authentication Does Not Work Properly Error Code Cause Solution 1. Kerberos authentication settings are not correctly configured. Make sure the realm name, KDC (Key Distribution Center) name and corresponding domain name are specified correctly. 2. The KDC and machine timing do not match.
Page 262 7. Troubleshooting Error Code Cause Solution The user group cannot be obtained if the UserPrincipleName 1. The UserPrincipleName (user@domainname.xxx.com) (user@domainname.xxx.com) W0400-105 form is used. form is being used for the login Use “sAMAccountName user name. (user)” to log in, because this account allows you to obtain the user group.
Page 263 Authentication Does Not Work Properly Error Code Cause Solution 1. The SSL settings on the Make sure the SSL settings on W0400-202 authentication server and the the authentication server and machine do not match. the machine match. If a user enters sAMAccountName as the login 2.
Page 264 7. Troubleshooting Error Code Cause Solution Authentication failed because no more users can be Ask the user administrator to W0612-005 registered. (The number of delete unused user accounts in users registered in the Address the Address Book. Book has reached capacity.) An authentication error occurred because the Address Wait a few minutes and then try...
Page 265 Authentication Does Not Work Properly Error Code Cause Solution A user attempted Only the administrator has authentication from an login privileges on this screen. application on the “System L0206-002 Settings” screen, where only Log in as a general user from the administrator has the application's login screen.
Page 266 7. Troubleshooting Error Code Cause Solution 1. Make sure that a connection test is successful with the current LDAP server configuration. If connection is not successful, there might be an error in the network settings. Check the domain name or DNS settings in “Interface 1.
Page 267 Authentication Does Not Work Properly Error Code Cause Solution 1. Authentication will fail if the password is left blank in simple authentication mode. To allow blank passwords, contact your service representative. 2. In simple authentication mode, the DN of the login user L0406-202 3.
Page 268 7. Troubleshooting Error Code Cause Solution The login attribute's search criteria might not be specified Failed to obtain user or the specified search L0400-210 information in LDAP search. information is unobtainable. Make sure the login name attribute is specified correctly. Recreate the account if the An authentication error account name contains any of...
Page 269 Authentication Does Not Work Properly Error Code Cause Solution An authentication error occurred because the Address Wait a few minutes and then try L0707-001 Book is being used at another again. location. Integration Server Authentication Error Code Cause Solution Make sure no other user is A TWAIN operation occurred I0103-000 logged on to the machine, and...
Page 270 7. Troubleshooting Error Code Cause Solution Recreate the account if the account name contains any of An authentication error these prohibited characters. occurred because the user I0206-003 name contains a space, colon If the account name was (:), or quotation mark ("). entered incorrectly, enter it correctly and log in again.
Page 271: Machine Cannot Be Operated
Authentication Does Not Work Properly Error Code Cause Solution The authentication server login 1. Delete the old, duplicated name is the same as a user name or change the login name already registered on the name. I0511-000 machine. (Names are 2.
Page 272 7. Troubleshooting Condition Cause Solution Cannot print using the printer User authentication has been Confirm the user name and login driver or connect using the rejected. name with the administrator of TWAIN driver. the network in use if using Windows Authentication, LDAP Authentication, or Integration Server Authentication.
Page 273 Authentication Does Not Work Properly Condition Cause Solution Cannot log on to the machine “Restrict Use of Simple Set “Restrict Use of Simple using [Document Server (MFP): Encryption” is not set correctly. Encryption” to [On]. Authentication/Encryption] in Alternatively, “SSL/TLS” has Alternatively, enable “SSL/TLS”, DeskTopBinder.
Page 274 7. Troubleshooting Condition Cause Solution User authentication is enabled, User authentication may have Re-enable user authentication, yet stored files do not appear. been disabled while [All Users] is and then enable [All Users] for not specified. the files that did not appear. For details about enabling [All Users], see “Specifying Access Permission for Stored Files”.
Page 275: Appendix
8. Appendix Supervisor Operations The supervisor can delete an administrator's password and specify a new one. If any of the administrators forget their passwords or if any of the administrators change, the supervisor can assign a new password. If logged on using the supervisor's user name and password, you cannot use normal functions or specify defaults.
Page 276 8. Appendix Press the [Login/Logout] key. BLJ001S Press [Login]. Enter a login user name, and then press [OK]. When you assign the administrator for the first time, enter “supervisor”.
Page 277: Logging Off As The Supervisor
Supervisor Operations Enter a login password, and then press [OK]. If a login password has not been specified, press [OK] without entering the password. The message, "Authenticating... Please wait." appears. Logging off as the Supervisor If administrator authentication has been specified, be sure to log off after completing settings. This section describes how to log off after completing settings.
Page 278 8. Appendix Press the [User Tools/Counter] key. BKY026S Press the [Login/Logout] key. BLJ001S Log on as the supervisor. You can log on in the same way as an administrator. Press [System Settings].
Page 279 Supervisor Operations Press [Administrator Tools]. Press [Program / Change Administrator]. If the setting to be specified does not appear, press [ Next] to scroll down to other settings. Under “Supervisor”, press [Change]. Press [Change] for the login user name. Enter the login user name, and then press [OK]. Press [Change] for the login password.
Page 280: Resetting An Administrator's Password
8. Appendix Press the [User Tools/Counter] key. • p.29 "Specifying Administrator Privileges" • p.273 "Supervisor Operations" Resetting an Administrator's Password This section describes how to reset the administrators' passwords. For details about logging on and logging off as the supervisor, see “Supervisor Operations”. Press the [User Tools/Counter] key.
Page 281 Supervisor Operations Press [Change] for the administrator you wish to reset. Press [Change] for the login password. Enter the login password, and then press [OK]. If a password reentry screen appears, enter the login password, and then press [OK]. Press [OK] twice. You will be automatically logged off.
Page 282: Machine Administrator Settings
8. Appendix Machine Administrator Settings The machine administrator settings that can be specified are as follows: System Settings The following settings can be specified. General Features All the settings can be specified. Tray Paper Settings All the settings can be specified. Timer Settings All the settings can be specified.
Page 283 Machine Administrator Settings E-mail Address Password • Reception Protocol • POP3 / IMAP4 Settings Server Name Encryption Connection Test • Administrator's E-mail Address • Default User Name / Password (Send) SMB User Name / SMB Password FTP User Name / FTP Password NCP User Name / NCP Password •...
Page 284 8. Appendix Machine Administrator You can change the user name and the full-control user's authority. • Key Counter Management • Extended Security Restrict Display of User Information Authenticate Current Job @Remote Service Update Firmware Change Firmware Structure • Extended Features •...
Page 285: Copier / Document Server Features
Machine Administrator Settings Copier / Document Server Features The following settings can be specified. General Features All the settings can be specified. Reproduction Ratio All the settings can be specified. Edit All the settings can be specified. Stamp All the settings can be specified. Input / Output All the settings can be specified.
Page 286: Scanner Features
8. Appendix • Blank Page Print • Reserved Job Waiting Time • Printer Language • Sub Paper Size • Bypass Tray Setting Priority • Edge to Edge Print • Default Printer Language • Tray Switching Host Interface All the settings can be specified. PS Menu All the settings can be specified.
Page 287: Extended Feature Setting Menu
Machine Administrator Settings • Insert Additional E-mail Info • No. of Digits for Single Page Files • Stored File E-mail Method Initial Settings All the settings can be specified. Extended Feature Setting Menu The following settings can be specified. Extended Feature Settings •...
Page 288 8. Appendix Print Priority Function Reset Timer Permit Firmware Update Permit Firmware Structure Change Display IP Address on Device Display Panel Output Tray Paper Tray Priority • Paper All the settings can be specified. • Date/Time All the settings can be specified. •...
Page 289 Machine Administrator Settings • LDAP Server All the settings can be specified. • Firmware Update All the settings can be specified. • Program/Change Realm All the settings can be specified. Printer • Basic Settings Printer Error Report Auto Continue Memory Overflow Initial Print Job List Rotate by 180 Degrees Memory Usage...
Page 290 8. Appendix • PDF Fixed Password All the settings can be specified. Scanner • General Settings All the settings can be specified. • Scan Settings All the settings can be specified. • Send Settings Compression (Black & White) Compression (Gray Scale/Full Color) Insert Additional E-mail Info No.
Page 291: Settings Via Smartdevicemonitor For Admin
Machine Administrator Settings Settings via SmartDeviceMonitor for Admin The following settings can be specified. Device Information • Reset Device • Reset Current Job • Reset All Jobs User Management Tool The following settings can be specified. • User Page Count •...
Page 292: Network Administrator Settings
8. Appendix Network Administrator Settings The network administrator settings that can be specified are as follows: System Settings The following settings can be specified. Interface Settings If DHCP is set to On, the settings that are automatically obtained via DHCP cannot be specified. •...
Page 293: Scanner Features
Network Administrator Settings Scanner Features The following settings can be specified. Send Settings • Max. E-mail Size • Divide & Send E-mail Extended Feature Setting Menu The following settings can be specified. Extended Feature Settings • Extended Feature Info GL/2 & TIFF •...
Page 294 8. Appendix Available Settings for Network Administrator • Program/Change Administrator You can specify the following administrator settings for the network administrator. Login User Name Login Password Encryption Password Scanner • Send Settings Max E-mail Size Divide and Send E-mail Interface Settings •...
Page 295: Settings Via Smartdevicemonitor For Admin
Network Administrator Settings All the settings can be specified. • SSDP All the settings can be specified. • Bonjour All the settings can be specified. Security • Network Security All the settings can be specified. • Access Control All the settings can be specified. •...
Page 296: File Administrator Settings
8. Appendix File Administrator Settings The file administrator settings that can be specified are as follows: System Settings The following settings can be specified. Administrator Tools • Administrator Authentication Management File Management • Program / Change Administrator File Administrator • Extended Security Enhance File Protection •...
Page 297: Settings Via Web Image Monitor
File Administrator Settings All the settings can be specified. • GL/2 Print Settings All the settings can be specified. • TIFF / CALS Settings All the settings can be specified. Settings via Web Image Monitor The following settings can be specified. Document Server All the settings can be specified.
Page 298: User Administrator Settings
8. Appendix User Administrator Settings The user administrator settings that can be specified are as follows: System Settings The following settings can be specified. Administrator Tools • Address Book Management • Address Book: Program / Change / Delete Group • Address Book: Change Order •...
Page 299: Settings Via Web Image Monitor
User Administrator Settings GL/2 & TIFF • General Settings All the settings can be specified. • GL/2 Print Settings All the settings can be specified. • TIFF / CALS Settings All the settings can be specified. Settings via Web Image Monitor The following settings can be specified.
Page 300 8. Appendix • Add New User • Delete User • User Properties...
Page 301: Document Server File Permissions
Document Server File Permissions Document Server File Permissions The authorities for using the files stored in Document Server are as follows. The authority designations in the list indicate users with the following authorities. • Read-only This is a user assigned “Read-only” authority. •...
Page 302 8. Appendix Full File Settings Read-only Edit Edit / Delete Owner Control Admin. Unlocking Files *1 This setting can be specified by the owner.
Page 303: The Privilege For User Account Settings In The Address Book
The Privilege for User Account Settings in the Address Book The Privilege for User Account Settings in the Address Book The authorities for using the Address Book are as follows: The authority designations in the list indicate users with the following authorities. •...
Page 304 8. Appendix Read- Edit / Edit Full Registere User only Delete Settings Control d User Admin. (User) (User) (User) Login User Name Login Password SMTP Authentication Folder Authentication LDAP Authentication Available Functions *1 You can only enter the password. Tab Name: Protection Read- Edit / Edit...
Page 305 The Privilege for User Account Settings in the Address Book Tab Name: Folder Destination Read- Edit / Edit Full Register only Delete Settings User Admin. Control ed User (User) (User) (User) SMB/FTP/NCP SMB: Path FTP: Port No. FTP: Server Name FTP: Path NCP: Path NCP: Connection...
Page 306: User Settings - Control Panel Settings
8. Appendix User Settings - Control Panel Settings This section displays the user settings that can be specified on the machine when user authentication is specified. Settings that can be specified by the user vary according to the menu protect level and available settings specifications.
Page 307: Copier / Document Server Features
Copier / Document Server Features Copier / Document Server Features If you have specified administrator authentication, the available functions and settings depend on the menu protect setting. The following settings can be specified by someone who is not an administrator. •...
Page 308 8. Appendix Edit Settings Level 1 Level 2 Adjust Position Erase Border Width Erase Original Shadow in Combine Image Repeat Separation Line Double Copies Separation Line Separation Line in Combine Copy Order in Combine Program / Delete Format Margin Adjustment Priority Partial Copy Size Stamp Background Numbering...
Page 309 Copier / Document Server Features Settings Level 1 Level 2 Stamp Format: PRELIMINARY Stamp Format: For Internal Use Only Stamp Format: CONFIDENTIAL Stamp Format: DRAFT *1 The print position can be adjusted but not specified. User Stamp Settings Level 1 Level 2 Program / Delete Stamp Stamp Format: 1-40...
Page 310 8. Appendix Settings Level 1 Level 2 Stamp Position: 1/5, 2/5... Stamp Position: -1-, -2-... Stamp Position: P.1, P.2... Stamp Position: 1, 2... Stamp Position: 1-1, 1-2... Superimpose Page Numbering Initial Letter *1 This function can be adjusted but not specified. Input / Output Settings Level 1...
Page 311: Printer Functions
Printer Functions Printer Functions If you have specified administrator authentication, the available functions and settings depend on the menu protect setting. The following settings can be specified by someone who is not an administrator. • Abbreviations in the table columns R/W (Read and Write) = Both reading and modifying the setting are available.
Page 312: Printer Features
8. Appendix Printer Features If you have specified administrator authentication, the available functions and settings depend on the menu protect setting. The following settings can be specified by someone who is not an administrator. • Abbreviations in the table columns R/W (Read and Write) = Both reading and modifying the setting are available.
Page 313 Printer Features Settings Level 1 Level 2 Auto Delete Stored Print Jobs Initial Print Job List Memory Usage Copies Blank Page Print Reserved Job Waiting Time Printer Language Sub Paper Size Bypass Tray Setting Priority Edge to Edge Print Default Printer Language Tray Switching Host Interface Settings...
Page 314 8. Appendix Settings Level 1 Level 2 PDF Group Password Resolution...
Page 315: Scanner Features
Scanner Features Scanner Features If you have specified administrator authentication, the available functions and settings depend on the menu protect setting. The following settings can be specified by someone who is not an administrator. • Abbreviations in the table columns R/W (Read and Write) = Both reading and modifying the setting are available.
Page 316 8. Appendix Send Settings Settings Level 1 Level 2 Compression (Black & White) Compression (Gray Scale / Full Color) Insert Additional E-mail Info No. of Digits for Single Page Files Stored File E-mail Method...
Page 317: System Settings
System Settings System Settings When administrator authentication has been specified, the settings available to the user depend on whether or not Available Settings has been specified. • Abbreviations in the table heads A = Authorized user when Available Settings have not been specified. B = Authorized user when Available Settings have been specified.
Page 318 8. Appendix Settings System Status/Job List Display Time Key Repeat Fold Width Fine Adjustment Margin Fold Margin Adjustment Program Fold 1 Preview Area Settings Adjust Registration Stamp Position *1 The Folding finisher must be installed. Tray Paper Settings Settings Paper Tray Priority: Copier Paper Tray Priority: Printer Tray Paper Size: Tray 1-4 Printer Bypass Paper Size...
Page 319 System Settings Settings System Auto Reset Timer Copier / Document Server Auto Reset Timer Printer Auto Reset Timer Scanner Auto Reset Timer Set Date Set Time Auto Logout Timer Interface Settings Settings Print List Network Settings Machine IPv4 Address IPv4 Gateway Address IPv6 Stateless Address Autoconfiguration DNS Configuration DDNS Configuration...
Page 320 8. Appendix Settings SMB Work Group Ethernet Speed LAN Type Ping Command Permit SNMPv3 Communication Permit SSL / TLS Communication Host Name Machine Name *1 If you select [Auto-Obtain (DHCP)], you can only read the R/W setting. Parallel Interface Settings Parallel Timing Parallel Communication Speed Selection Signal Status...
Page 321 System Settings Settings Restore Factory Defaults *1 The Wireless LAN interface unit option must be installed. File Transfer Settings Delivery Option SMTP Server SMTP Authentication POP before SMTP Reception Protocol POP3 / IMAP4 Settings Administrator's E-mail Address E-mail Communication Port E-mail Reception Interval Max.
Page 322 8. Appendix Administrator Tools Settings Address Book Management Address Book: Program / Change / Delete Group Address Book: Change Order Address Book: Switch Title Address Book: Edit Title Back Up / Restore Address Book User Authentication Management Enhanced Authentication Management Administrator Authentication Management Program / Change Administrator External Charge Unit Management...
Page 323 System Settings Settings Transfer log Setting Delete All Logs Network Security Level Auto Erase Memory Setting Erase All Memory Firmware Version Extended Features Fixed USB Port Machine Data Encryption Setting *1 Only the password can be specified. *2 The Copy Data Security Unit option must be installed. *3 The HDD Encryption Unit option must be installed.
Page 324: User Settings - Web Image Monitor Settings
8. Appendix User Settings - Web Image Monitor Settings This section displays the user settings that can be specified on Web Image Monitor when user authentication is specified. Settings that can be specified by the user vary according to the menu protect level and available settings specifications.
Page 325: Device Settings
Device Settings Device Settings When administrator authentication has been specified, the settings available to the user depend on whether or not "Available Settings" has been specified. • Abbreviations in the table heads A = Authorized user when Available functions have not been specified. B = Authorized user when Available functions have been specified.
Page 326 8. Appendix Settings Tray2 : Apply Auto Paper Select Tray3 : Paper Size Tray3 : Paper Type Tray3 : Apply Auto Paper Select Tray4 : Paper Size Tray4 : Paper Type Tray4 : Apply Auto Paper Select Paper Bypass : Paper Size Paper Bypass : Custom Paper Size Paper Bypass : Paper Type Date/Time...
Page 327 Device Settings Settings Scanner Auto Reset Timer Printer Auto Reset Timer Auto Logout Timer Logs Settings Collect Job Logs Job Log Collect Level Collect Access Logs Access Log Collect Level Transfer Logs Encrypt Logs Delete All Logs E-mail Settings Administrator E-mail Address Reception Protocol E-mail Reception Interval Max.
Page 328 8. Appendix Settings SMTP Auth. Password SMTP Auth. Encryption POP before SMTP POP before SMTP POP User Name POP Password Timeout setting after POP Auth. POP3/IMAP4 Server Name POP3/IMAP4 Encryption POP3 Reception Port No. IMAP4 Reception Port No. E-mail Notification E-mail Address Receive E-mail Notification E-mail Notification User Name E-mail Notification Password...
Page 329 Device Settings Settings Paper Misfeed Cover Open Out of Paper Almost Out of Paper Paper Tray Error Output Tray Full Unit Connection Error Waste Toner Bottle is Full Waste Toner Bottle is Almost Full Hole Punch Receptacle is Full File Storage Memory Full Soon Log Error Device Access Violation On-demand E-mail Notification...
Page 330 8. Appendix Settings FTP User Name FTP Password NCP User Name NCP Password *1 You can only specify the password. User Authentication Management Settings User Authentication Management Printer Job Authentication Administrator Authentication Management Settings User Administrator Authentication Available Settings for User Administrator Machine Administrator Authentication Available Settings for Machine Administrator Network Administrator Authentication...
Page 331: Printer
Printer Printer If you have specified administrator authentication, the available functions and settings depend on the menu protect setting. The following settings can be specified by someone who is not an administrator. • Abbreviations in the table columns R/W (Read and Write) = Both reading and modifying the setting are available. R (Read) = Reading only.
Page 332 8. Appendix Settings Level 1 Level 2 Tray Switching Host Interface Settings Level 1 Level 2 I/O Buffer I/O Timeout PS Menu Settings Level 1 Level 2 Data Format Resolution PDF Menu Settings Level 1 Level 2 Resolution PDF Temporary Password Settings Level 1 Level 2...
Page 333 Printer PDF Fixed Password Settings Level 1 Level 2 Current PDF Fixed Password New PDF Fixed Password Confirm Password...
Page 334: Scanner
8. Appendix Scanner If you have specified administrator authentication, the available functions and settings depend on the menu protect setting. The following settings can be specified by someone who is not an administrator. • Abbreviations in the table columns R/W (Read and Write) = Both reading and modifying the setting are available. R (Read) = Reading only.
Page 335 Scanner Settings Level 1 Level 2 Insert Additional E-mail Info No. of Digits for Single Page Files Stored File E-mail Method Default Settings for Normal Screens on Device Settings Level 1 Level 2 Store File Preview Scan Type Resolution Auto Density Send File Type Default Settings for Simplified Screens on Device Settings...
Page 336: Interface
8. Appendix Interface When administrator authentication has been specified, the settings available to the user depend on whether or not "Available Settings" has been specified. • Abbreviations in the table heads A = Authorized user when Available functions have not been specified. B = Authorized user when Available functions have been specified.
Page 337 Interface Wireless LAN Settings Settings LAN Type Network MAC Address Available Wireless LAN SSID Security Method Communication Mode Channel WEP Authentication WEP Key Number WEP Key WPA Encryption Method WPA Authentication Method WPA-PSK/WPA2-PSK WPA/WPA2 Settings *1 The Wireless LAN interface unit option must be installed.
Page 338: Network
8. Appendix Network When administrator authentication has been specified, the settings available to the user depend on whether or not "Available Settings" has been specified. • Abbreviations in the table heads A = Authorized user when Available functions have not been specified. B = Authorized user when Available functions have been specified.
Page 339 Network Settings RSH/RCP DIPRINT sftp WS-Device WS-Printer WS-Printer / IPP Timeout IPv6 Settings IPv6 Host Name Domain Name Link-local Address Stateless Address Manual Configuration Address DCHPv6-lite DDNS Default Gateway Address DNS Server RSH/RCP DIPRINT...
Page 340 8. Appendix Settings sftp WS-Device WS-Printer WS-Printer/IPP Timeout NetWare Settings NetWare Print Server Name Logon Mode File Server Name NDS Tree NDS Context Name Operation Mode Remote Printer No. Job Timeout Frame Type Print Server Protocol NCP Delivery Protocol AppleTalk Settings AppleTalk Network No.
Page 341 Network Settings Printer Type Zone Name Settings Protocol Workgroup Name Computer Name Comment Share Name Notify Print Completion Bonjour Settings Bonjour Local Hostname Computer Name Location Print Order Priority: DIPRINT Print Order Priority: LPR Print Order Priority: IPP...
Page 342: Webpage
8. Appendix Webpage When administrator authentication has been specified, the settings available to the user depend on whether or not “Available Settings” has been specified. • Abbreviations in the table heads A = Authorized user when Available functions have not been specified. B = Authorized user when Available functions have been specified.
Page 343: Functions That Require Options
Functions That Require Options Functions That Require Options The following functions require certain options and additional functions. • Hard Disk overwrite erase function DataOverwriteSecurity Unit • Hard Disk data encryption function HDD Encryption Unit...
Page 344 8. Appendix...
Page 345: Index
INDEX Encrypting Data on the Hard Disk..... Encrypting the Data in the Address Book..Access Control............. Encryption Key Auto Exchange / Manual Settings Access Permission..........- Shared Settings..........Address Book Access Permission....... Encryption Key Auto Exchange Security Level..................Address Book Privileges........Encryption Key Auto Exchange Setting Items..
Page 346 IPsec telnet Setting Commands......Registering the Administrator........ Remote Service............ Restrict Adding of User Destinations....LDAP Authentication..........Restrict Display of User Information....LDAP Authentication - Operational Requirements Restrict Use of Destinations......... for LDAP Authentication........Restrict Use of Simple Encryption....... Locked Print............Restrictions on Destinations........
Page 347 User Code Authentication........User Lockout Function......... User Settings - Control Panel Settings....User Settings - Web Image Monitor Settings..................Using Auto Erase Memory......... Using Erase All Memory........Using The Control Panel to Specify Log File Settings ................Using Web Image Monitor to Manage Log Files.................
Page 348 MEMO...
Page 349 MEMO...
Page 350 MEMO D046...
Page 351 Trademarks ® ® ® ® ® Microsoft , Windows , Windows NT , Windows Server , and Windows Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Adobe, Acrobat, Acrobat Reader, PostScript, and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Page 352 Type for 5100WD/GWD5100/LW5100/Aficio MP W5100 Type for 7140WD/GWD7140/LW7140/Aficio MP W7140 D046-7952...

This manual is also suitable for:

Aficio mp w7140 Savin 5100wd Savin 7140wd Gestetner gwd5100 Gestetner gwd7140 Lanier lw5100 ... Show all

Ricoh Aficio MP W5100 Operating Instructions Manual

Quick Links

Related Manuals for Ricoh Aficio MP W5100

Summary of Contents for Ricoh Aficio MP W5100

This manual is also suitable for:

Table of Contents