Toshiba GA-1200 Setup Manual
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Toshiba GA-1200 Setup Manual

Toshiba GA-1200 Setup Manual

Multifunctional digital systems
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MULTIFUNCTIONAL DIGITAL SYSTEMS
Setup Guide for

Scanning Functions

GA-1200

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Summary of Contents for Toshiba GA-1200

  • Page 1: Scanning Functions

    MULTIFUNCTIONAL DIGITAL SYSTEMS Setup Guide for Scanning Functions GA-1200...

  • Page 3: Preface

    Preface Thank you for purchasing the TOSHIBA multifunctional digital system e-STUDIO165/205 or e-STUDIO167/207/237. This Setup Guide for Scanning Functions is a manual for the e-STUDIO165/205 or e-STUDIO167/207/237 when the following option is installed: Network Printer Kit Scanner Upgrade Kit External Keyboard This section also explains about functions available with the above options and the Fax Kit (optional).

  • Page 4: Software License Agreement

    ELECTRONIC FILE INCLUDED ON THE USER DOCUMENTATION CD-ROM INCLUDED HEREWITH; HOWEVER, ALL SOFTWARE AND DOCUMENTATION DEVELOPED OR CRE- ATED BY OR FOR TOSHIBA TEC CORPORATION (“TTEC”) ARE PROPRIETARY PROD- UCTS OF TTEC AND ARE PROTECTED BY COPYRIGHT LAWS, INTERNATIONAL TREATY PROVISIONS, AND OTHER APPLICABLE LAWS.

  • Page 5: Limitation Of Liability

    U.S. Government is subject to restrictions set forth in subdivision (b) (3) (ii) or (c) (i) (ii) of the Rights in Technical Data and Computer Software Clause set forth in 252.227-7013, or 52.227-19 (c) (2) of the DOD FAR, as appropriate. Contractor/Manufacturer is TOSHIBA TEC Corporation, 6-78, Minami-cho, Mishima-shi, Shizuoka-ken, 411-8520, Japan.

  • Page 6: Before Reading This Manual

    Before Reading This Manual Lineup of our manuals These manuals are provided for the operation of the e-STUDIO165/205 or e-STUDIO167/207/ 237. Select and read the manual best suited to your needs. This manual is the Setup Guide for Scanning Functions. Basic functions Operator’s Manual for Copying Functions (Booklet) This manual describes the basic operations, mainly copying functions, of...

  • Page 7: To Read Manuals In The Pdf File Format

    “AddressBook Viewer”. Scanning functions The Scanner Upgrade Kit GA-1200 (optional) is necessary for using the scanning functions. Quick Start Guide for Scanning Functions (PDF file) This manual gives the basic information regarding the scanning functions, such as the GA- 1200 accessories, necessary environmental conditions and outline of network connections as well as troubleshooting.

  • Page 8: How To Read This Manual

    This manual is protected by copyright laws. No part of this manual shall be duplicated or repro- duced without the permission of TOSHIBA TEC CORPORATION. TOSHIBA TEC CORPORA- TION shall not be liable in terms of granting patents for any use of information contained in this manual by third parties.

  • Page 9: Table Of Contents

    CONTENTS Preface......................1 Software License Agreement ..............2 Before Reading This Manual ...............4 Lineup of our manuals ................4 To read manuals in the PDF file format.............5 How to read this manual................6 Chapter 1 OVERVIEW Overview......................12 Contents ....................12 Use environments of TopAccess.............13 Chapter 2 BASIC OPERATIONS ON SCREENS (EQUIPMENT) Various Screens ..................16...
  • Page 10 Managing Address Book ................36 Managing contacts in the address book ..........36 Managing groups in the address book ............41 Managing Mailboxes ..................44 Setting up an Open Mailbox ..............45 Deleting an Open Mailbox ............... 52 Managing Inbound FAX Routing By TSI...........54 Setting up Inbound FAX routing by TSI ...........54 Deleting Inbound FAX routing by TSI ............64 Chapter 7 TopAccess COUNTER TAB PAGE...
  • Page 11 Restoring Data from Backup File..............98 Setting up Notification Functions ............101 Importing Address Book Data..............103 Exporting Address Book Data..............106 Importing Department Code Data ............108 Exporting Department Code Data ............110 Chapter 10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU About Registration Functions ..............114 Registering Public Templates ..............115 Panel Setting ..................119 Destination Setting (Public Template) ...........120...
  • Page 12 CONTENTS...

  • Page 13: Chapter 1 Overview

    OVERVIEW This chapter describes the contents of this manual and the required use environments of TopAccess. Overview ........................12 Contents............................12 Use environments of TopAccess.......................13...

  • Page 14: Overview

    1 OVERVIEW Overview Contents This manual consists of the following 2 parts: Scan-related settings using the control panel of this equipment Settings and management of this equipment from a computer using TopAccess Scan-related settings using the control panel of this equipment The former part of this manual describes how to set up scan-related items and how to print lists using the PRINTER] and [USER FUNCTIONS] buttons of the control panel.

  • Page 15: Use Environments Of Topaccess

    Chapter 9 TopAccess ADMINISTRATION TAB PAGE-MAINTENANCE MENU Describes the maintenance of TopAccess performed by the TopAccess administrator. P.91 “TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU” Chapter 10 TopAccess ADMINISTRATION TAB PAGE-REGISTRATION MENU Describes the registration of TopAccess performed by the TopAccess administrator.

  • Page 16: Web Browser

    1 OVERVIEW Web browser TopAccess supports the following web browsers under Windows, Macintosh or UNIX environ- ments: Windows: Microsoft Internet Explorer 5.5 SP2 or later Mozilla Firefox 1.5.0.4 or later Macintosh: Safari 2.0 (412.2) or later Mozilla Firefox 1.5.0.4 or later UNIX: Mozilla Firefox 1.5.0.4 or later Settings on equipment side and settings/management of this equipment using...
  • Page 17 BASIC OPERATIONS ON SCREENS (EQUIPMENT) This chapter describes the basic operations on the control panel screens of this equipment. Various Screens ......................16 Basic Operations on Each Screen ................18 To select mode main screen ......................18 To select each menu .........................19 To key in digits...........................21...

  • Page 18: Chapter 2 Basic Operations On Screens (Equipment)

    2 BASIC OPERATIONS ON SCREENS (EQUIPMENT) Various Screens Major screens appearing on the control panel LCD of this equipment are shown below. Ready Screen (“Copy mode” main screen) This screen appears a few tenths of a second after you turn the power of this equipment ON. The copying functions can be used.
  • Page 19 Menu Selection Screen This screen appears when you select desired menus or items. The name of the menus, sub- menus or items are displayed in this screen. Example of “ON/OFF” selection screen: TEMPLATE 1.ON 2.OFF Digit Entry Screen This screen appears when you key in any digits. Enter digits using the digital keys on the control panel.

  • Page 20: Basic Operations On Each Screen

    2 BASIC OPERATIONS ON SCREENS (EQUIPMENT) Basic Operations on Each Screen To select mode main screen When you press the mode selection button (= [SCAN] or [USER FUNCTIONS]) in the ready screen displayed after power-ON, the main screen for each mode appears. Ready screen ("Copy mode"...

  • Page 21: To Select Each Menu

    To select each menu You can select the desired menu or item in the menu selection screen. [ CANCEL ] button buttons [ ENTER ] button Button Function Press these buttons to select menus or items. The cursor moves to the menu or item selected.
  • Page 22 2 BASIC OPERATIONS ON SCREENS (EQUIPMENT) Example of menu selection The menu selection procedure to cancel a scan job in the “scan mode” main screen is shown below. SELECT SCAN MENU 1.SCAN TO E-MAIL When you press , the cursor scrolls up.

  • Page 23: To Key In Digits

    To key in digits You can enter digits using the digital keys. buttons [ ENTER ] button Digital keys [ CLEAR/STOP ] button Button /Digital key Function Digital Keys Press these keys to enter digits when the digit entry screen is displayed. [ENTER] Press this button to determine the digits keyed in.

  • Page 25: Setting Templates (Equipment)

    SETTING TEMPLATES (EQUIPMENT) This chapter describes how to set a template using the control panel of this equipment To Enable Templates ....................24...

  • Page 26: To Enable Templates

    3 SETTING TEMPLATES (EQUIPMENT) To Enable Templates You can set the use of templates. Press the [USER FUNCTIONS] button. Press to select USER FUNCTIONS 00001216 "INITIAL SETUP" and press 01.DEFAULT SETTINGS the [ENTER] button. 02.LISTS 03.INITIAL SETUP Press to select INITIAL SETUP "TEMPLATE"...

  • Page 27: Printing Lists (Equipment)

    PRINTING LISTS (EQUIPMENT) This chapter describes how to print scan-related lists from the control panel of this equipment. To Print Lists ......................26 Configuration Page ...........................26 Menu List............................27...

  • Page 28: To Print Lists

    4 PRINTING LISTS (EQUIPMENT) To Print Lists You can print the scan-related lists shown below in the “user functions mode”. Configuration page Menu List For each list mentioned above, see the following page: P.142 “List Print Format” For examples of the lists below, see the Setup Guide for Printing Functions. - NIC status page - PS font list - PCL font list...

  • Page 29: Menu List

    Press to select CON- LISTS FIGURATION PAGE, and then 4.ITU MAILBOX press the [ENTER] button. 5.CONFIGURATION PAGE “Printing accepted” appears and the 6.NIC STATUS PAGE configuration page is printed out. Menu List You can print out the menu list in the setting status when the Scanner Upgrade Printer Kit (optional) is installed.

  • Page 31: Chapter 5 The Mode Of Topaccess

    THE MODE OF TopAccess This chapter describes the mode of TopAccess when the Scanner Upgrade Kit and the Extension Key Board are installed. The Mode of TopAccess..................30 End User Mode ..........................30 Administrator Mode ...........................31...

  • Page 32: The Mode Of Topaccess

    5 THE MODE OF TopAccess The Mode of TopAccess TopAccess has two access levels: the end user level and the administrator level. The adminis- trator can configure all settings available and can perform maintenance operations. For detailed explanation on TopAccess, see the following page: P.13 “Use environments of TopAccess”...

  • Page 33: Administrator Mode

    Administrator Mode Only a person who has an administrator privilege can access this mode. To use the administra- tor mode, the administrator’s password should be entered. Various settings and maintenance operations by the administrator (Administration tab) Setup menu: - General setting - Network setting - Copier setting - Fax setting...

  • Page 35: Topaccess Registration Tab Page

    TopAccess REGISTRATION TAB PAGE This chapter describes how to confirm the public templates and manage the address book, Mailboxes and Inbound FAX routing by TSI on the TopAccess Registration tab page. Checking Public Templates ...................34 Checking public templates from the “Panel View”................34 Checking public templates from the “List View”...

  • Page 36: Checking Public Templates

    6 TopAccess REGISTRATION TAB PAGE Checking Public Templates Public templates of this equipment can be checked in the Template menu of the Registration tab either from the “Panel View” or “List View”. P.34 “Checking public templates from the “Panel View”” P.35 “Checking public templates from the “List View””...

  • Page 37: Checking Public Templates From The "List View

    Checking public templates from the “List View” Click the Registration tab and the Template menu. Click the “List View” submenu. The public template list is displayed in the “List View”. Checking Public Templates...

  • Page 38: Managing Address Book

    6 TopAccess REGISTRATION TAB PAGE Managing Address Book This equipment comes with the Address Book feature that enables users to manage who receives Fax and InternetFax transmission. In the Address Book menu page at the Registration tab in TopAccess, you can add, edit and delete recipient information, such as Email addresses and Fax numbers.You can also create groups to which multiple contacts can be assigned.
  • Page 39 Enter following items to specify the recipient information. Name — Enter the name of the recipient. You can enter up to 20 letters. Email Address — Enter the email address of the recipient. You can enter up to 192 letters. Fax Number —...
  • Page 40 6 TopAccess REGISTRATION TAB PAGE Enter following items according to the capabilities of recipient fac- simile, and click [Save]. SUB — Enter the mailbox number if you want to send originals to the mailbox in the recipient facsimile. You can enter up to 20 letters including numbers and #, *. SEP —...
  • Page 41 Set the item of Email Setting and click [Save]. Transmission report: Selects whether to print the transmission report after completion of the Email transmission. In the Contact Properties page, click [Save] to add new contact. A message notifying you that an abbreviated number or a one touch number you keyed in is already registered may be displayed.
  • Page 42 6 TopAccess REGISTRATION TAB PAGE Deleting a contact Click the Registration tab and the Address Book menu. The Address Book menu page is displayed. Click the link that you want to delete in the contacts list. The Contact Properties page is displayed. Click [Delete].

  • Page 43: Managing Groups In The Address Book

    Managing groups in the address book You can create groups that contain the multiple recipients. This enables you to specify groups for the destinations instead of specifying each recipient separately when operating Fax or Inter- netFax transmission. You can also delete groups. P.41 “Adding or editing a group”...
  • Page 44 6 TopAccess REGISTRATION TAB PAGE Enter following items to specify the group properties. Group Number — Enter the group number. (You can enter a different numbers between 1 to 9999.) Group Name — Enter the group name. (You can enter up to 40 characters.) Group Type —...
  • Page 45 Deleting a group Click the Registration tab and the Address Book menu. The Address Book menu page is displayed. Click the Group submenu. The Group submenu page is displayed. Click the group link that you want to delete in the groups list. The Group Properties page is displayed.

  • Page 46: Managing Mailboxes

    6 TopAccess REGISTRATION TAB PAGE Managing Mailboxes This equipment supports the ITU-T compatible mailboxes that allow storage and retrieval of doc- uments via mailboxes that are already set up in a mailbox hub. Using TopAccess, you can set up, edit, and delete mailboxes on this equipment. The following three types of Mailboxes are available: Confidential Mailbox The Confidential Box allows a one-time document retrieval from the mailbox.

  • Page 47: Setting Up An Open Mailbox

    Setting up an Open Mailbox To carry out ITU-T communications, you must first set up an Open Mailbox in the mailbox hub. You can set up a maximum of 100 mailboxes. Setting up or editing a mailbox Click the Registration tab and the MailBoxes menu. The Mailboxes menu page is displayed.
  • Page 48 6 TopAccess REGISTRATION TAB PAGE Select agents and click [Select Agent]. Confidential — Select this to create a Confidential mailbox. Bulletin Board — Select this to create a Bulletin Board mailbox. Forward — Select this to create a relay station mailbox. Internet/Fax(Relay) —...

  • Page 49: Mailbox Setting

    MailBox setting In the MailBox Setting page, specify the box number and password. 1) Box Number Enter the box number of the mailbox. You can enter up to 20 letters (numbers only). 2) Password Enter the box password if you want to protect the mailbox by the password. You can enter up to 20 letters including numbers, sharp marks (#), and asterisks (*).
  • Page 50 6 TopAccess REGISTRATION TAB PAGE Destination setting (Mailbox) In the Recipient List page, you can specify the destinations of the Fax and InternetFax (Relay). To set the destinations, select both Fax numbers and Email addresses for individual or group destinations from the address book. Selecting the recipients from the address book By this method, you can select recipients from the address book in this equipment.
  • Page 51 Click [ADD]. Selected recipients are added in the Recipient List page. You can remove the contacts that you added in the recipient list before submitting the destination settings. P.50 “Removing the contacts from the recipient list” Click [Save]. The contacts are added as the destinations. Selecting the groups from the address book By this method, you can select groups from the address book.
  • Page 52 6 TopAccess REGISTRATION TAB PAGE Click [ADD]. All recipients in the selected groups are added in the Recipient List page. You can remove the contacts that you added in the recipient list before submitting the destination settings. P.50 “Removing the contacts from the recipient list” Click [Save].
  • Page 53 Relay end terminal report In the Relay End Terminal Report page, you can specify a recipient that the transmission result list will be sent. Click [Relay End Terminal Report]. The Relay End Terminal Report page is displayed. Enter the Fax number for the destination to which the Relay End Terminal Report is to be sent, or select the destination from a list and then click [ADD].

  • Page 54: Deleting An Open Mailbox

    6 TopAccess REGISTRATION TAB PAGE Deleting an Open Mailbox You can delete an existing Open Mailbox from TopAccess. If you want to delete an Open Mailbox, the document must first be retrieved, printed, or canceled from the Open Mailbox. Click the Registration tab and the MailBoxes menu. The MailBoxes menu page is displayed.
  • Page 55 Click [OK]. Selected mailbox is deleted. Managing Mailboxes...

  • Page 56: Managing Inbound Fax Routing By Tsi

    6 TopAccess REGISTRATION TAB PAGE Managing Inbound FAX Routing By TSI In the Inbound FAX routing by TSI, the faxes that are received from the specified fax number can be routed according to the mailbox settings. Forward Mailbox The Forward mailbox allows you to transmit a received Fax to various destinations, using the fol- lowing agents: Save As File Agent The received Faxes in this mailbox are forwarded to a shared folder on the network.
  • Page 57 Click [Edit]. Select agent and click [Select Agent]. Forward — Select this to create a relay station mailbox. When you select this, select the agent from “Save as file” or “Email”. Save As File — Select this to create the Save as file agent. Email —...
  • Page 58 6 TopAccess REGISTRATION TAB PAGE Click each button to set the mailbox properties. [Inbound FAX Setting]: Click this to specify the mailbox settings. P.57 “Inbound FAX Setting” [Destination Setting]: Click this to specify the destinations to be sent. This can be set only when creating the Email agent.
  • Page 59 Inbound FAX Setting In the Inbound FAX Properties page, specify the general information of the mailbox such as the TSI Number, User Name, Comment, and Notification. 1) TSI Number Enter the sender's Fax number (TSI code) to set the “Inbound FAX routing by TSI” function. If you specify it here, the Faxes that are received from the specified Fax number will be routed according to the mailbox settings.
  • Page 60 6 TopAccess REGISTRATION TAB PAGE Destination Setting (Inbound FAX routing by TSI) In the Recipient List page, you can specify the destinations of the “Inbound FAX routing by TSI” function. You can specify the recipients by entering their email addresses manually, or selecting recipients or recipient groups from the address book.
  • Page 61 Selecting the recipients from the address book Click [To: Destination Setting] or [Cc: Destination Setting] to open the Recipient List page. Click [Address Book]. The Address Book page is displayed. Check the Email boxes of users you want to add as the Email recip- ients.
  • Page 62 6 TopAccess REGISTRATION TAB PAGE Selecting the groups from the address book Click [To: Destination Setting] or [Cc: Destination Setting] to open the Recipient List page. Click [Address Group]. The Address Group page is displayed. Check the Group boxes that contain the desired recipients. Click [ADD].
  • Page 63 Email Setting (Inbound FAX routing by TSI) In the Email Setting page, you can specify the content of the Scan to Email document to be for- warded. 1) Subject This sets the subject of the Scan to Email documents. Select “Scanned from (Device Name) [(Template Name)] (Date) (Time)”...
  • Page 64 6 TopAccess REGISTRATION TAB PAGE Save As File Setting (Inbound FAX routing by TSI) In the Save as file Setting page, you can specify how and where a received Fax will be stored. 1) File Format Select the file format for storing a received Fax. - PDF —...
  • Page 65 Port Number (Command) Enter the port number to be used for controls if you select “FTP” as the protocol. Generally “-” is entered for the control port. When “-” is entered, the default port number, that is set for FTP Client by an administrator, will be used. If you do not know the default port number for FTP Client, ask your administrator and change this option if you want to use another port number.

  • Page 66: Deleting Inbound Fax Routing By Tsi

    6 TopAccess REGISTRATION TAB PAGE Deleting Inbound FAX routing by TSI You can delete an existing Open Mailbox from TopAccess. Click the Registration tab and the Inbound FAX routing by TSI. The Inbound FAX routing by TSI menu page is displayed. Click the TSI Number link that you want to delete in the mailboxes list.

  • Page 67: Topaccess Counter Tab Page

    TopAccess COUNTER TAB PAGE This chapter describes how to display total counters on the TopAccess Counter tab page. Viewing Counters....................66 Displaying the total counter.......................66 Displaying the department counter ....................67...

  • Page 68: Viewing Counters

    7 TopAccess COUNTER TAB PAGE Viewing Counters This equipment maintains a set of counters that keep track of the number of pages printed, cop- ied and scanned. These statistics can be displayed in totals or broken down by department. This topic describes how to display the statistics and manage the department counters.

  • Page 69: Displaying The Department Counter

    Displaying the department counter In the Department menu page, you can display the counter information of a specific department. If you want to display the department counter, you must enter the department code. Displaying the department counter is available only when a department code is set by using this equipment.

  • Page 71: Scanning Function

    TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) This chapter describes the scanning functions configured by the TopAccess administrator. Setting up Network Settings (Scanning Function) ..........70 Setting up the SMB Session ......................72 Setting up the SMTP Client.......................73 Setting up the SMTP Server ......................74 Setting up the POP3 Network Service ....................75 Setting up the FTP Client ........................76 Setting up Save As File Settings ................77...

  • Page 72: Setting Up Network Settings (Scanning Function)

    8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) Setting up Network Settings (Scanning Function) In the Network submenu page in the Setup menu, an administrator can configure the network settings such as TCP/IP, IPX/SPX, AppleTalk, Bonjour, DNS Session, DDNS Session, NetWare Session, HTTP Network Service, and SNMP Network Service.
  • Page 73 See the Setup Guide for Printing Functions for the following settings. Setting up the TCP/IP Setting up the IPX/SPX Setting up the AppleTalk Setting up the Bonjour Setting up the DNS Setting up the DDNS Setting up the NetWare Setting up the HTTP Setting up the SNMP Click [OK].

  • Page 74: Setting Up The Smb Session

    8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) Setting up the SMB Session Select whether digital signing is enabled or disabled when this equipment accesses the clients using SMB, such as when this equipment stores the scanned data in the network folder using SMB.

  • Page 75: Setting Up The Smtp Client

    Setting up the SMTP Client In the SMTP Client menu, you can enable or disable SMTP transmission for sending an Inter- netFax or an Email. Setting a From Address is also required to send an InternetFax or an Email. For information about the From Address setting, refer to the following sections.

  • Page 76: Setting Up The Smtp Server

    8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) 7) Maximum Email / InternetFax Size Select the maximum size (2 MB to 30 MB) that can be sent by this equipment using the SMTP. 8) Port Number Enter the port number for accessing the SMTP server when "Enable SMTP Client" is enabled.

  • Page 77: Setting Up The Pop3 Network Service

    Setting up the POP3 Network Service In the POP3 Network Service menu, you can specify the POP3 server which receives an Inter- netFax or an Email print job. POP3 Network Service settings are available only when the Fax Kit (optional) is installed. 1) Enable POP3 Client Select whether the ability to retrieve an InternetFax or an Email from the POP3 server is enabled or disabled.

  • Page 78: Setting Up The Ftp Client

    8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) Setting up the FTP Client In the FTP Client menu, you can specify the default port number used for the Save as file using the FTP protocol. 1) Default Port Number Enter the port number to access the network folder using FTP.

  • Page 79: Setting Up Save As File Settings

    Setting up Save As File Settings An administrator can configure the Save as file settings that apply to the Save as file operations in the Save as file submenu page in the Setup menu. Some settings may not be applied to the display on the equipment immediately upon saving. The settings will be updated by pressing the [FUNCTION CLEAR] button on the control panel or after the Auto Clear time period.

  • Page 80: Setting Up Remote 1 And Remote 2

    8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) Click [Save]. The confirmation dialog box appears. If you want to restore the current settings without saving the changes, click [Cancel]. Clicking [Cancel] cannot restore the defaults. This can only clear the changes and restore the current settings.
  • Page 81 2) Protocol Select the protocol to be used for uploading a file to the network folder. - SMB: Select it to send a file to the network folder using the SMB protocol. - FTP: Select it to send a file to the FTP server. - NetWare IPX/SPX: Select it to send a file to the NetWare file server using the IPX/SPX protocol.

  • Page 82: Setting Up Email Settings

    8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) Setting up Email Settings An administrator can configure the Email settings that are needed for Scan to Email operations in the Email submenu page in the Setup menu. Some settings may not be applied to the display on the equipment immediately upon saving. The settings will be updated by pressing the [FUNCTION CLEAR] button on the control panel or after an Auto Clear time period.

  • Page 83: Email Settings

    Click [Save]. The confirmation dialog box appears. If you want to restore the current settings without saving the changes, click [Cancel]. Clicking [Cancel] cannot restore the defaults. This can only clear the changes and restore the current settings. Click [OK] to apply the changes When using Internet Explorer, even if you change the settings and click [Save], these alterations may not be reflected in the display.
  • Page 84 8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) 5) Default Body Strings Enter the body text that will be automatically entered in the Body field when users operate Scan to Email from the control panel of this equipment . This body text will be applied to the Email.

  • Page 85: Setting Up Internetfax Settings

    Setting up InternetFax Settings An administrator can configure the InternetFax settings needed for InternetFax transmissions in the InternetFax submenu page in the Setup menu. Some settings may not be applied to the display on the equipment immediately upon saving. The settings will be updated by pressing the [FUNCTION CLEAR] button on the control panel or after an Auto Clear time period.

  • Page 86: Internetfax Setting

    8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) Click [Save]. The confirmation dialog box appears. If you want to restore the current settings without saving the changes, click [Cancel]. Clicking [Cancel] cannot restore the defaults. This can only clear the changes and restore the current settings.
  • Page 87 4) Default Body Strings Enter the body text that will be automatically entered in the Body field when users operate Scan to InternetFax from the control panel of this equipment. This body text will be applied to all of the InternetFaxes. It cannot be changed by users who have no administrative privi- leges.

  • Page 88: Setting Up Print Service Settings (Scanning Function)

    8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) Setting up Print Service Settings (Scanning Function) In the Print Service submenu page in the Setup menu, an administrator can configure such print services as Raw TCP Print, LPD Print, IPP Print, NetWare Print, and Email Print. Some settings may not apply to the LCD of this equipment as soon as you save the settings.

  • Page 89: Setting Up The Email Print

    See the Setup Guide for Printing Functions for the following settings: Setting up the Raw TCP print Setting up the LPD print Setting up the IPP print Setting up the NetWare print Click [Save]. The confirmation dialog box appears. If you want to restore the current settings without saving the changes, click [Cancel]. Clicking [Cancel] cannot restore the defaults.
  • Page 90 8 TopAccess ADMINISTRATION TAB PAGE - SETUP MENU (Scanning Function) 4) Enable Print Email Error Select whether to print an error report when Email printing is not completed properly. 5) Enable Email Error Forward Select whether to send an error message to the specified Email address when Email printing is not completed properly.

  • Page 91: Displaying Version Information

    Displaying Version Information An administrator can display the system software version information of this equipment. The version information can be displayed from the Setup menu page. Select the [Administration] tab, enter the administrator's password and click [Login]. To access the TopAccess administrator mode, see the Setup Guide for Printing Functions.
  • Page 93 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU This chapter describes the maintenance of TopAccess performed by the TopAccess administrator. About the Maintenance Functions ................92 Switching Languages .....................93 Backing up Data......................95 Restoring Data from Backup File ................98 Setting up Notification Functions ...............101 Importing Address Book Data ................103 Exporting Address Book Data ................106 Importing Department Code Data................108...

  • Page 94: Chapter 9 Topaccess Administration Tab Page - Maintenance Menu

    9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU About the Maintenance Functions In the Maintenance menu of the TopAccess administrator mode, an administrator can perform the following maintenance: Install Language The administrator can change the language displayed in the TopAccess screen. P.93 “Switching Languages”...

  • Page 95: Switching Languages

    Switching Languages You can switch the currently-used language to the desired one by uploading the language of TopAccess in the Scan Utilities CD-ROM to this equipment. When switching the languages of TopAccess, upload the TopAccess language data in the Scan Utilities CD-ROM included in the Scanner Upgrade Kit.
  • Page 96 9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU Click [Browse] and then select the TopAccess Language data folder in the Scan Utilities CD-ROM. Then select the desired language file and click [Open]. TopAccess language: [Scan Utilities CD-ROM]: \TopAccess Language data If the language selected in the drop down box and the one selected from the Scan Utili- ties CD-ROM differ, the error message dialog box shown below appears.

  • Page 97: Backing Up Data

    Backing up Data The administrator can create backup files of the address book and template data. The backup files can be used to restore or upload to other e-STUDIO165/205 or e-STUDIO167/207/237 compatible equipments. Select the [Administration] tab, enter the administrator's password and click [Login].
  • Page 98 9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU Click [REFRESH] on the right side. A backup file is created and its name and size will be displayed. If the screen is not refreshed by clicking the [REFRESH] icon, please wait a while and then try again.
  • Page 99 Select the file location and select “All Files” in the “Save as type” drop down box. It is recommended to save the backup file as it is named. If you change the file name, the equipment cannot restore the data from the backup files. The file name of each backup data must be the following name: - Address Book: BACKUP_ADDR<date>.tbf - Template: BACKUP_TEMP<date>.tbf...

  • Page 100: Restoring Data From Backup File

    9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU Restoring Data from Backup File An administrator can restore the address book and template data using the backup files. This maintenance feature is used to restore data from backup files, to recover the original environ- ments.
  • Page 101 Select a backup file and click [Open]. If the backup file name is not the name as shown below, the equipment cannot restore the data from the backup files. - Address Book: BACKUP_ADDR<date>.tbf - Template: BACKUP_TEMP<date>.tbf - Combined Backup: BACKUP_ALL<date>.tbf Click [Upload].
  • Page 102 9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU Check the box of data that you uploaded a backup file and click [Restore]. “Backup or restoration process in progress.” appears and the restoration process begins. Click [REFRESH] on the right side. The address book data are restored in this equipment.

  • Page 103: Setting Up Notification Functions

    Setting up Notification Functions The administrator can receive an Email notification by setting the notification function when an error occurs or the job is completed. To enable the notification functions, Email setting is required in the Email submenu page in the Setup menu.
  • Page 104 9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU In the Received Fax/InternetFax Notification Events, check the boxes for the relay Fax transmission statuses you want to be noti- fied. When the Fax Kit (optional) has not been installed, this menu is not displayed. In the Any Scan Job Notification Events, check the boxes for scan- ning status to be notified.

  • Page 105: Importing Address Book Data

    Importing Address Book Data You can import the address book data in a CSV format to TopAccess. The data need to be comma-deliminated CSV files complying with the address book data format of TopAccess. Cre- ate the file in the following format: "NAME","Email Address","Tel Number","ABB_ID","OT_ID","Search Letter"...
  • Page 106 9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU Select the [Administration] tab, enter the administrator's password and click [Login]. To access the TopAccess administrator mode, see the Setup Guide for Printing Functions. Click the Maintenance menu and Import submenu. The Import submenu page is displayed. Click [Browse...] in the Address Book area.
  • Page 107 Click [Import]. “Backup or restoration process in progress.” appears and the import process begins. Click [REFRESH] on the right side. The address book data are imported from the CSV file to this equipment. If the screen is not refreshed by clicking the [REFESH] icon, please wait a while and then try again.

  • Page 108: Exporting Address Book Data

    9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU Exporting Address Book Data The address book data can be exported in a CSV format. The exported address book data do not include the items for groups. For the formats of the address book data and each item, see the following page: P.103 “Importing Address Book Data”...
  • Page 109 Right-click the link of the file name, and select [Save Target As ...]. The Save As dialog box is displayed. Specify where the file is to be saved, and select "All Files" in the "Save as type" drop down box. Click [Save].

  • Page 110: Importing Department Code Data

    9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU Importing Department Code Data You can import the department code data in a CSV format that were previously exported. When the department code data are imported, the existing data are replaced with the imported data. Before importing the department code data, confirm that this equipment meets the conditions shown below.
  • Page 111 Select CSV file of the department code data that were exported pre- viously, and then click [Open]. Click [Import]. “Backup or restoration process in progress.” appears and the import process begins. Click the [REFRESH] on the right side. The department code data are imported from the CSV file to this equipment. If the screen is not refreshed by clicking the [REFRESH], wait for a while and then try again.

  • Page 112: Exporting Department Code Data

    9 TopAccess ADMINISTRATION TAB PAGE - MAINTENANCE MENU Exporting Department Code Data The department code data can be exported in a CSV format. Before importing the department code data, confirm that the department code function is enabled. If disabled, the data will not be imported. The purpose of this procedure is backing up the department code data to prepare for failure.
  • Page 113 Right-click the link of the file name, and select [Save Target As ...]. The Save As dialog box is displayed. Specify where the file is to be saved, and select "All Files" in the "Save as type" drop down box. Click [Save].
  • Page 115 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU This chapter describes the registration functions performed by the TopAccess administrator. About Registration Functions ................114 Registering Public Templates................115 Panel Setting........................... 119 Destination Setting (Public Template) .....................120 Email Setting (Public Template) ......................123 Save As File Setting (Public Template) ...................124 TWAIN Setting ..........................126 Scan Setting............................126 Resetting Public Templates......................127...

  • Page 116: Chapter 10 Topaccess Administration Tab Page - Registration Menu

    10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU About Registration Functions In the Registration menu in the TopAccess administrator mode, the administrator can perform the following registrations: Public template registration The administrator can create and register public templates. P.115 “Registering Public Templates” Registration and settings of Fax Received Forward and InternetFax Received Forward The administrator can register agents for forwarding the received Fax and InternetFax to the specified destinations.

  • Page 117: Registering Public Templates

    Registering Public Templates The administrator can perform the creation, registration and maintenance of public templates. Users can view and use public templates but cannot modify them. Creating or editing public templates Select the [Administration] tab, enter the administrator's password and click [Login]. To access the TopAccess administrator mode, see the Setup Guide for Printing Functions.
  • Page 118 10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU The public templates are displayed in a panel list. To create a new template, click a blank template icon (denoting "undefined") shown at the right of each template number. To edit the existing template, click an existing template icon in the same area (the template name is shown on its right).
  • Page 119 Select agent and click [Select Agent]. Scan: Be sure to select this check box when creating a template. One of the fol- lowing three agents for templates can be selected. Email: Select this to create a template for sending Emails. Save As File:Select this to create a template for saving files.
  • Page 120 10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU [Destination Setting]: Click this to specify destinations when registering Email agents. You can specify the destinations for "To" and "Cc". P.120 “Destination Setting (Public Template)” [Email Setting]: Click this to specify the method to send documents as Emails when registering Email agents.

  • Page 121: Panel Setting

    Panel Setting In the Panel Setting page, you can specify the method to display template icons on the TopAc- cess panel display. You can also set notifications for templates. 1) Picture These icons are displayed in the TopAccess panel display. The icons are automatically spec- ified depending on the agents you selected.

  • Page 122: Destination Setting (Public Template)

    10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU Destination Setting (Public Template) In the Recipient List page, you can specify the destinations of Emails. When you are specifying destinations, you can select only Email addresses. To specify the destinations, enter the Email address of each destination manually or select from the address book by person or by group.
  • Page 123 Selecting destinations from address book Click [To: Destination Setting] or [Cc: Destination Setting] and open the Recipient List page. Click [Address Book]. The Address Book page is displayed. Check the box for the desired destination in the Email field. Click [Add]. The selected destination is added to the Recipient List page.
  • Page 124 10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU Check the box for a group to which the desired destination belongs. Click [Add]. All the destinations belonging to the selected group are added to the Recipient List page. You can delete a destination added to the Recipient List page before saving the destina- tion setting.

  • Page 125: Email Setting (Public Template)

    Email Setting (Public Template) In the Email Setting page, you can specify the properties of Emails. 1) Subject Specify the subject of the Email. "Scanned from (Device Name) [(Template Name)] (Date) (Time)" is selected by default, or enter the desired subject in a field under this. 2) From Address Enter the Email address of the sender.

  • Page 126: Save As File Setting (Public Template)

    10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU Save As File Setting (Public Template) In the Save as file Setting page, you can specify how and where the scanned images are saved. 1) File Format Select the file format of scanned images to be saved. - PDF: The scanned image is saved as a PDF file.
  • Page 127 Port Number (Command) Enter the port number to be used for controls if you select “FTP” as the protocol. Generally “- ” is entered for the control port. When “-” is entered, the default port number, that is set for FTP Client by an administrator, will be used.

  • Page 128: Twain Setting

    10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU TWAIN Setting In the TWAIN setting page, you can specify a folder to which a scan file is to be saved. 1) Folder Name Enter a folder name to which a scan file is to be saved. If no folder exists, a document with the name entered in this field will be created and saved automatically.

  • Page 129: Resetting Public Templates

    5) Exposure Specify the exposure (density) level of the scanned image. Select "Auto" to automatically apply the most suitable density level according to the original. If you want to adjust it manually, 7 levels are provided. 6) Original Size Select the detection method of original size with the Reversing Automatic Document Feeder. - Auto: An original size is automatically detected, but the mixed size originals cannot be used.
  • Page 130 10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU Click the Panel View link to display the Panel View, and then click the icon of a defined template that you want to reset. The Template Properties page is displayed. Click [Reset Template]. A confirmation dialog box is displayed.
  • Page 131 Resetting all public templates in one go Select the [Administration] tab, enter the administrator's password and click [Login]. To access the TopAccess administrator mode, see the Setup Guide for Printing Functions. Click the Registration menu and the Public Template submenu. The Public Template submenu page is displayed.

  • Page 132: Registering Fax And Internetfax Received Forward

    10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU Registering Fax and InternetFax Received Forward The Fax Received Forward function and the InternetFax Received Forward function allow you to forward the received Faxes or InternetFaxes to the specified destinations. In these functions, you can forward all Faxes or InternetFaxes received by this equipment.
  • Page 133 Save As File:Select this to forward the received Faxes or InternetFaxes to a Network folder. Email: Select this to forward the received Faxes or InternetFaxes to an Email address. Select whether the received document is printed out or not in the Document Print drop down box.

  • Page 134: Destination Setting (Fax/Internetfax Received Forward)

    10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU After having configured the properties of the Fax/InternetFax Received Forward, click [Save]. The properties of the Fax/InternetFax Received Forward are registered. Destination Setting (Fax/InternetFax Received Forward) In the Recipient List page, you can specify the destinations to which the received Faxes or Inter- netFaxes are forwarded.
  • Page 135 Click [Save]. The destination setting is saved. Selecting destinations from address book Click [Destination Setting] to open the Recipient List page. Click [Address Book]. The Address Book page is displayed. Check the box for the desired destination in the Email field. Click [Add].
  • Page 136 10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU Selecting destination group from address book Click [Destination Setting] to open the Recipient List page. Click [Address Group]. The Address Group page is displayed. Check the box for a group to which the desired destination belongs.

  • Page 137: Email Setting (Fax/Internetfax Received Forward)

    Email Setting (Fax/InternetFax Received Forward) In the Email Setting page, you can specify the properties of Emails. 1) Subject Specify the subject of the Email. "Scanned from (Device Name) [(Template Name)] (Date) (Time)" is selected by default, or enter the desired subject in a field under this. 2) From Address Enter the Email address of the sender.

  • Page 138: Save As File Setting (Fax/Internetfax Received Forward)

    10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU Save As File Setting (Fax/InternetFax Received Forward) In the Save as file Setting page, you can specify how and where the scanned images are saved. 1) File Format Select the file format of scanned images to be saved. - PDF : The scanned image is saved as a PDF file.
  • Page 139 Server Name When you select “FTP” as the protocol, enter the FTP server name or IP address where a received Fax will be sent. For example, to send a received Fax to the “ftp://192.168.1.1/user/ scanned” FTP folder in the FTP server, enter “192.168.1.1” in this field. When you select “NetWare IPX/SPX”...
  • Page 140 10 TopAccess ADMINISTRATION TAB PAGE - REGISTRATION MENU Registering InternetFax Received Forward Select the [Administration] tab, enter the administrator's password and click [Login]. To access the TopAccess administrator mode, see the Setup Guide for Printing Functions. Click the Registration menu and the InternetFax Received Forward submenu.

  • Page 141: Chapter 11 Managing Department Codes On Topaccess (For Administrators)

    MANAGING DEPARTMENT CODES ON TopAccess (FOR ADMINISTRATORS) This chapter describes how to have department codes managed by an administrator. Managing Department Codes (For Administrators) ..........140...

  • Page 142: Managing Department Codes (For Administrators)

    11 MANAGING DEPARTMENT CODES ON TopAccess (FOR ADMINISTRATORS) Managing Department Codes (For Administrators) On the Department menu page at the Counter tab, by entering the master code, the administra- tor can display the department list that contains the counter information for each department. Displaying the department counter is available only when a department code is set by using this equipment.

  • Page 143: Chapter 12 Appendix

    APPENDIX This chapter has been prepared to give additional information. List Print Format ....................142...

  • Page 144: List Print Format

    DDNS SESSION : XXXXXXXXXXXX ENABLE DDNS HOST NAME DOMAIN NAME : ENABLE NETWARE SESSION : ENABLE ENABLE BINDERY ENABLE NDS CONTEXT TREE SEARCH ROOT ENABLE BONJOUR SESSION MFP_00000376 ENABLE BONJOUR TOSHIBA e STUDIO205 00000376 LINK LOCAL HOST NAME List Print Format...
  • Page 145 Menu List (Example) M E N U L I S T ( P R O G R A M ) PAGE : 001 TIME : AUG-20-2007 11:56AM TEL NUMBER : XXX-XXX-XXXX NAME : XXXXXXXXXX 01.DEFAULT SETTINGS 04.REPORT & LIST 01.GENERAL SETTING 01.JOURNAL 01.DRAWER SIZE 01.MANUAL OUTPUT...

  • Page 147: Index

    INDEX ......74 Numerics Enable OffRamp Gateway ........88 Enable Partial Email ......... 37 2nd Fax Number ........75 Enable POP3 Client .......88 Enable Print Email Error ........87 Enable Print Header ..........37 ABB Number ......87 Enable Print Message Body ..........75 Account Name ........73 Enable SMTP Client ..........
  • Page 148 Maintenance ........... 95 Backup ....130 Registering Fax Received Forward ........... 104 Import ..........114 Registration ........... 98 Restore ......130 Fax Received Forward ........ 92 Maintenance Functions ....138 InternetFax Received Forward Managing ........115 Public Template .......... 36 Address Book ....46 Relay End Terminal Report ..........
  • Page 149 ..........57 TSI Number ............. 117 TWAIN ........118 TWAIN Setting ........75 Type POP3 Login .........57 User Name INDEX...
  • Page 150 INDEX...
  • Page 151 GA-1200 OME060185B0...
  • Page 152 MULTIFUNCTIONAL DIGITAL SYSTEMS Setup Guide for Scanning Functions GA-1200 2-17-2, HIGASHIGOTANDA, SHINAGAWA-KU, TOKYO, 141-8664, JAPAN R061120D1202-TTEC Ver02 2008-06 © 2007, 2008 TOSHIBA TEC CORPORATION All rights reserved...

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