Ricoh Aficio 2051 Operating Instructions Manual
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Ricoh Aficio 2051 Operating Instructions Manual

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Download this manual See also: Service Manual, Manual
Read this manual carefully before you use this product and keep it handy for future reference. For safe and correct use, please be sure to read
the Safety Information in the "General Settings Guide" before using the machine.
Getting Started
Preventing Information Leaks
Preventing Unauthorized Use of Functions and Settings
Enhanced Network Security
Management Based on Authentication and Access Control
Specifying the Administrator/Security Functions
Troubleshooting
Appendix

Operating Instructions

Security Reference

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Summary of Contents for Ricoh Aficio 2051

  • Page 1: Operating Instructions

    Read this manual carefully before you use this product and keep it handy for future reference. For safe and correct use, please be sure to read the Safety Information in the "General Settings Guide" before using the machine. Operating Instructions Security Reference Getting Started Preventing Information Leaks...
  • Page 2 Adobe Systems, Incorporated. PCL is a registered trademark of Hewlett-Packard Company. Bluetooth is a Trademark of the Bluetooth SIG, Inc. (Special Interest Group) and licensed to RICOH Company Limited. Other product names used herein are for identification purposes only and might be trademarks of their respective companies.

  • Page 3: Manuals For This Machine

    Manuals for This Machine The following manuals describe the operational procedures of this machine. For particular functions, see the relevant parts of the manual. Note ❒ Manuals provided are specific to machine type. ❒ Adobe Acrobat Reader is necessary to view the manuals as a PDF file. ❒...
  • Page 4 ❖ ❖ ❖ ❖ Manuals for DeskTopBinder Lite DeskTopBinder Lite is a utility included on the CD-ROM labeled “Scanner Driver and Document Management Utility”. • DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2) Describes installation of, and the operating environment for DeskTop- Binder Lite in detail.

  • Page 5: Table Of Contents

    TABLE OF CONTENTS Manuals for This Machine ... i How to Read This Manual ...1 1. Getting Started Enhanced Security...3 Glossary ...4 Security Measures Provided by this Machine...5 Preventing Information Leaks ... 5 Preventing Unauthorized Operation ...6 Enhanced Network Security...7 2.
  • Page 6 Protection Using Encryption ... 40 SSL (Secure Sockets Layer) Encryption ... 41 User Settings for SSL (Secure Sockets Layer) ... 44 Setting the SSL / TLS Encryption Mode... 45 SNMPv3 Encryption ... 47 5. Management Based on Authentication and Access Control The Management Function ...
  • Page 7 8. Appendix Operations by the Supervisor... 89 Logging on as the Supervisor ... 89 Logging off as the Supervisor ... 90 Changing the Supervisor... 90 Resetting an Administrator’s Password ... 91 Machine Administrator Settings... 93 System Settings ... 93 Copier Features ... 95 Printer Features/Normal Operation ...

  • Page 9: How To Read This Manual

    How to Read This Manual Symbols The following set of symbols is used in this manual. R WARNING: This symbol indicates a potentially hazardous situation that might result in death or serious injury when you misuse the machine without following the in- structions under this symbol.

  • Page 11: Getting Started

    Enhanced Security This machine's security function can be enhanced through the management of the machine and its users using the improved authentication functions. By specifying access limits on the machine’s functions and the documents and data stored in the machine, you can prevent information leaks and unauthorized access.

  • Page 12: Glossary

    Getting Started Glossary ❖ ❖ ❖ ❖ Administrator Administrators manage a specific area of machine usage, such as settings or user registration. There are four types of administrator: user administrator, network adminis- trator, machine administrator, and file administrator. One person can act as more than one type of administrator.

  • Page 13: Security Measures Provided By This Machine

    Security Measures Provided by this Machine Preventing Information Leaks ❖ ❖ ❖ ❖ Printing confidential files Using the printer’s Locked Print, you can store files in the machine as confi- dential files and then print them. You can print a file using the machine’s con- trol panel and collect it on the spot to prevent others from seeing it.

  • Page 14: Preventing Unauthorized Operation

    Getting Started Reference For details, see p.19 “Protecting the Address Book”. ❖ ❖ ❖ ❖ Overwriting the Data on the Hard Disk You can overwrite data on the hard disk. Reference For details, see p.23 “Overwriting the Data on the Hard Disk”. Preventing Unauthorized Operation ❖...

  • Page 15: Enhanced Network Security

    Enhanced Network Security ❖ ❖ ❖ ❖ Preventing Unauthorized Access You can limit IP addresses or disable ports to prevent unauthorized access over the network and protect the address book, stored files, and default set- tings. Reference For details, see p.33 “Preventing Unauthorized Access”. ❖...
  • Page 16 Getting Started...

  • Page 17: Preventing Information Leaks

    2. Preventing Information Printing a Confidential Document To use this function, the printer/scanner option must be installed. Depending on the location of the machine, it is difficult to prevent unauthorized persons from viewing prints lying in the machine’s output trays. When printing confidential documents, use the Locked Print function.

  • Page 18: Printing A Locked Print File

    Preventing Information Leaks G G G G Click [OK]. H H H H Perform Locked Print. Reference For details, see the printer driver Help. Printing a Locked Print File To print a Locked Print file, face the machine and print the file using the control panel.

  • Page 19: Specifying Access Permission For Stored Files

    Specifying Access Permission for Stored Files You can specify who is allowed to access stored scan files and files stored in the Document Server. You can prevent activities such as the printing or sending of stored files by un- authorized users. ❖...
  • Page 20 Preventing Information Leaks For details about logging off with administrator authentication, see p.76 “Logging off Using Administrator Authentication”. Important ❒ If files become inaccessible, reset their access permission as the file creator (owner). This can also be done by the file administrator. If you want to access a file but do not have access permission, ask the file creator (owner).

  • Page 21: Assigning The User And The Access Permission For The User's Stored Files

    I I I I Select the user who you want to assign an access permission to, and then select the permission. Select the access permission from [Read-only], [Edit], [Edit / Delete], or [Full Con- trol]. J J J J Press [Exit]. K K K K Press [OK].
  • Page 22 Preventing Information Leaks C C C C Press [Administrator Tools]. D D D D Press [Address Book Management]. If it does not appear, press [T T T T Next]. E E E E Select the user or group. F F F F Press [Protection].

  • Page 23: Specifying Passwords For The Stored Files

    K K K K Select the user who you want to assign an access permission to, and then select the permission. Select the access permission from [Read-only], [Edit], [Edit / Delete], or [Full Con- trol]. L L L L Press [Exit]. M M M M Press [OK].

  • Page 24: Unlocking Files

    Preventing Information Leaks G G G G Confirm the password by re-entering it using the number keys. H H H H Press [#]. I I I I Press [OK]. J J J J Press [OK]. Unlocking Files If you specify “Enhance File Protection”, the file will be locked and become in- accessible if an invalid password is entered ten times.

  • Page 25: Preventing Data Leaks Due To Unauthorized Transmission

    Preventing Data Leaks Due to Unauthorized Transmission If user authentication is specified, the user who has logged on can be designated as the sender to prevent unauthorized access. You can also limit the direct entry of destinations to prevent files from being sent to destinations not registered in the address book.
  • Page 26 Preventing Information Leaks C C C C Press [Administrator Tools]. D D D D Press [Extended Security]. E E E E Press [On] for “Restrict Use of Destinations”. Note ❒ If you set “Restrict Use of Destinations” to [Off], “Permit Adding of Desti- nations”...

  • Page 27: Protecting The Address Book

    Protecting the Address Book You can specify who is allowed to access the data in the address book. By mak- ing this setting, you can prevent the data in the address book being used by un- registered users. To protect the data from unauthorized reading, you can also encrypt the data in the address book.
  • Page 28 Preventing Information Leaks E E E E Select the user or group. F F F F Press [Protection]. G G G G Under "Protect Destination", press [Program / Change] for "Permissions for Users/Groups". H H H H Press [New Program]. I I I I Select the users or groups to register.

  • Page 29: Encrypting The Data In The Address Book

    M M M M Press [OK]. N N N N Press [Exit]. O O O O Press the { { { { User Tools/Counter} } } } key. Encrypting the Data in the Address Book This can be specified by the user administrator. Encrypt the data in the address book.
  • Page 30 Preventing Information Leaks E E E E Press [On] for “Encrypt Address Book”. F F F F Press [Change] for [Encryption Key]. G G G G Enter the encryption key, and then press [OK]. Enter the encryption key using up to 32 alphanumeric characters. H H H H Press [Encrypt / Decrypt].

  • Page 31: Overwriting The Data On The Hard Disk

    Overwriting the Data on the Hard Disk To use this function, the optional DataOverwriteSecurity unit must be installed. You can overwrite data on the hard disk. Note ❒ Depending on the hard disk capacity and the method of erasing the data, this action may take a few hours.
  • Page 32 Preventing Information Leaks Preparation For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”. For details about logging off with administrator authentication, see p.76 “Logging off Using Administrator Authentication”. A A A A Press the { { { { User Tools/Counter} } } } key. B B B B Press [System Settings].
  • Page 33 ❒ If an error occurs before overwriting is completed, turn off the main pow- er. Turn it on again, and then repeat from step ❒ If the overwriting method is changed while overwriting is in progress, the remainder of the temporary data will be overwritten using the method set originally.

  • Page 34: Erase All Memory

    Preventing Information Leaks “Erase All Memory” This can be specified by the machine administrator. You can erase all the data on the hard disk by writing over it. This is useful if you relocate or dispose of your machine. Preparation For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”.
  • Page 35 F F F F Select the method of erasing the data. Select the method of erasing the data from [NSA], [DoD], or [Random Numbers]. When you select “Random Numbers” A Press [Change]. B Enter the number of times that you want to overwrite using the number keys, and then press [#].
  • Page 36 Preventing Information Leaks...

  • Page 37: Preventing Unauthorized Use Of Functions And Settings

    3. Preventing Unauthorized Use of Functions and Settings Preventing Modification of Machine Settings The machine settings that can be modified depend on the type of administrator. Users cannot change the administrator settings. Register the administrators before using the machine. ❖ ❖ ❖ ❖ Type of Administrator Register the administrator on the machine, and then authenticate the admin- istrator using the administrator’s login user name and login password.

  • Page 38: Limiting Available Functions

    Preventing Unauthorized Use of Functions and Settings 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.
  • Page 39 F F F F Press [Auth. Info]. G G G G In [Available Functions], select the functions you want to specify. If the setting to be specified does not appear, press [T T T T Next]. H H H H Press [OK].
  • Page 40 Preventing Unauthorized Use of Functions and Settings...

  • Page 41: Enhanced Network Security

    4. Enhanced Network Security Preventing Unauthorized Access You can limit IP addresses or disable ports to prevent unauthorized access over the network and protect the address book, stored files, and default settings. Network Settings This can be specified by the network administrator. Specify whether to enable or disable the function for each protocol.

  • Page 42: Access Control

    Enhanced Network Security E E E E Press [Invalid] for the protocol you want to disable. F F F F Press [OK]. G G G G Press the { { { { User Tools/Counter} } } } key. Reference Advanced network settings can be specified using Web Image Monitor. For details, see the Web Image Monitor Help.
  • Page 43 F F F F Click [Apply]. Access control is set. G G G G Log off from the machine. Reference For details, see the Web Image Monitor Help. Preventing Unauthorized Access...

  • Page 44: Encrypting Transmitted Passwords

    Enhanced Network Security Encrypting Transmitted Passwords Prevent login passwords, group passwords for PDF files, and IPP authentication passwords being revealed by encrypting them for transmission. Also, encrypt the login password for administrator authentication and user au- thentication. ❖ ❖ ❖ ❖ Driver Encryption Key To encrypt the login password, specify the driver encryption key for the driv- er used for the machine and the user’s computer.
  • Page 45 B B B B Press [System Settings]. C C C C Press [Administrator Tools]. D D D D Press [Extended Security]. E E E E For [Driver Encryption Key], press [Change]. F F F F Enter the driver encryption key, and then press [OK]. Enter the driver encryption key using up to 32 alphanumeric characters.

  • Page 46: Group Password For Pdf Files

    Enhanced Network Security Group Password for PDF files This can be specified by the network administrator. On the machine, specify the group password for PDF files. By using a PDF group password, you can enhance security and so protect pass- words from being analyzed.

  • Page 47: Ipp Authentication Password

    Note ❒ The network administrator must give users the group password for PDF files that is already registered on the machine. The users can then register it in DeskTopBinder on their computers. ❒ Make sure to enter the same character string as that specified on the ma- chine for the group password for PDF files.

  • Page 48: Protection Using Encryption

    Enhanced Network Security Protection Using Encryption When you access the machine using a Web browser or IPP, you can establish en- crypted communication using SSL. When you access the machine using an ap- plication such as SmartDeviceMonitor for Admin, you can establish encrypted communication using SNMPv3 or SSL.

  • Page 49: Ssl (Secure Sockets Layer) Encryption

    SSL (Secure Sockets Layer) Encryption This can be specified by the network administrator. To protect the communication path and establish encrypted communication, create and install the server certificate. There are two ways of installing a server certificate: create and install a self-cer- tificate using the machine, or request a certificate from a certificate authority and install it.
  • Page 50 Enhanced Network Security F F F F Make the necessary settings. Reference For details about the displayed items and selectable items, see Web Image Monitor Help. G G G G Click [OK]. The setting is changed. H H H H Click [OK].
  • Page 51 G G G G Click [OK]. [Requesting] appears for [Certificate Status] in the [Certificates] area. Quoting the character string displayed in [Certificate Request Contents:], apply to the certificate authority for a certificate. H H H H Log off from the machine. I I I I Apply to the certificate authority for the server certificate.

  • Page 52: User Settings For Ssl (Secure Sockets Layer)

    Enhanced Network Security H H H H Log off from the machine. Enabling SSL After installing the server certificate in the machine, enable the SSL setting. This procedure is used for a self-signed certificate or a certificate issued by a cer- tificate authority.

  • Page 53: Setting The Ssl / Tls Encryption Mode

    C C C C Install the certificate by following the Certificate Import Wizard instruc- tions. Note ❒ For details about how to install the certificate, see the Web browser Help. ❒ If a certificate issued by a certificate authority is installed in the printer, confirm the certificate store location with the certificate authority.
  • Page 54 Enhanced Network Security B B B B Press [System Settings]. C C C C Press [Interface Settings]. D D D D Press [Permit SSL / TLS Communication] If it does not appear, press [T T T T Next]. E E E E Select the encrypted communication mode.

  • Page 55: Snmpv3 Encryption

    SNMPv3 Encryption This can be specified by the network administrator. When using SmartDeviceMonitor for Admin or another application to make various settings, you can encrypt the data transmitted. By making this setting, you can protect data from being tampered with. Preparation For details about logging on with administrator authentication, see p.75 “Logging on Using Administrator Authentication”.
  • Page 56 Enhanced Network Security Reference For details about specifying the network administrator’s [Encryption Pass- word] setting, see p.74 “Registering the Administrator”. For details about specifying [Encryption Key] in SmartDeviceMonitor for Admin, see the SmartDeviceMonitor for Admin Help.

  • Page 57: Management Based On Authentication And Access Control

    5. Management Based on Authentication and Access Control 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 58: Administrators And Users

    Management Based on Authentication and Access Control Administrators and Users When controlling access using the authentication specified by an administrator, select the machine’s administrator, enable the authentication function, and then use the machine. The administrators manage access to the allocated functions, and users can use only the functions they are permitted to access.

  • Page 59: User

    User Users are managed using the personal information registered in the machine’s address book. By enabling user authentication, you can allow only people registered in the ad- dress book to use the machine. Users can be registered in the address book by the user administrator or registered user.

  • Page 60: Enabling Authentication

    Management Based on Authentication and Access Control Enabling Authentication To control administrators’ and users’ access to the machine, perform administra- tor authentication and user authentication using login user names and login passwords. To perform authentication, the authentication function must be en- abled.

  • Page 61: User Authentication

    F F F F Set "Admin. Authentication" to [On]. [Available Settings] appears. G G G G Select the settings to manage from "Available Settings". Note ❒ To specify administrator authentication for more than one category, repeat steps H H H H Press [OK].
  • Page 62 Management Based on Authentication and Access Control User Code Authentication This is an authentication method for limiting access to functions according to the user code. The same user code can be used by more than one user. For details about specifying user codes, see General Settings Guide. Reference For details about specifying the user code for the printer driver, see Printer Reference or the printer driver Help.
  • Page 63 Basic Authentication Specify this authentication when using the machine’s address book to authenti- cate for each user. Using basic authentication, you can not only manage the ma- chine’s available functions but also limit access to stored files and to the personal data in the address book.
  • Page 64 Management Based on Authentication and Access Control Windows Authentication Specify this authentication when using the Windows domain controller to au- thenticate 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 regis- tered in the directory server.
  • Page 65 Specifying Windows Authentication Note ❒ Under Windows authentication, the machine and domain controller commu- nicate using SSL, so you need to create a server certificate for the domain con- troller. For details about creating the certificate, see p.58 “Creating the Server Certificate”.

  • Page 66: Creating The Server Certificate

    Management Based on Authentication and Access Control Note ❒ If you select [All], you cannot print using a printer driver or a device that does not support authentication. To also print under an environment that does not support authentication, select [Simple]. If global groups have been registered: If global groups have been registered, you can limit the use of functions for each global group.
  • Page 67 LDAP Authentication Specify this authentication 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 downloaded to the machine, enabling user authentica- tion without first using the machine to register individual settings in the address book.
  • Page 68 Management Based on Authentication and Access Control E E E E Select [LDAP Authentication]. Note ❒ If you do not want to use user authentication management, select [Off]. F F F F Select the LDAP server to be used for LDAP authentication. G G G G Select the "Printer Job Auth."...

  • Page 69: Authentication Information Stored In The Address Book

    Authentication Information Stored in the Address Book The authentication information (user name and password) for SMTP authenti- cation, folder authentication, and LDAP authentication can be made the same as the login authentication information for user authentication management. If you do not want to make the authentication information the same as the login information for user authentication management, see General Settings Guide.
  • Page 70 Management Based on Authentication and Access Control H H H H Press [OK]. I I I I Press [Exit]. J J J J Press the { { { { User Tools/Counter} } } } key.

  • Page 71: If User Authentication Has Been Specified

    If User Authentication Has Been Specified When user authentication (User Code Authentication, Basic Authentication, Windows Authentication, or LDAP Authentication) is set, the authentication screen is displayed. Unless a valid user name and password are entered, opera- tions are not possible with the machine. Log on to operate the machine, and log off when you are finished operations.

  • Page 72: Log Off (Using The Control Panel)

    Management Based on Authentication and Access Control C C C C Press [Enter] for [Login Password]. D D D D Enter a login password, and then press [OK]. E E E E Press [Login]. When the user is authenticated, the screen for the function you are using ap- pears.

  • Page 73: Log Off (Using Web Image Monitor)

    Log Off (Using Web Image Monitor) A A A A Click [Logout] to log off. Note ❒ Delete the cache memory in the Web browser after logging off. Auto Logout When using user authentication management, the machine automatically logs you off if you do not use the control panel within a given time. This feature is called “Auto Logout”.

  • Page 74: Menu Protect

    Management Based on Authentication and Access Control Menu Protect The administrator can also limit users’ access permission to the machine’s set- tings. 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 man- agement is not based on user authentication.

  • Page 75: Scanner Functions

    F F F F Press the { { { { User Tools/Counter} } } } key. Printer Functions Note ❒ To specify [Menu Protect] in [Printer Features], set [Machine Management] to [On] in [Administrator Authentication Management] in [Administrator Tools] in [System Settings].
  • Page 76 Management Based on Authentication and Access Control C C C C Press [Administrator Tools]. D D D D Press [Menu Protect]. E E E E Select the menu protect level, and then press [OK]. F F F F Press the { { { { User Tools/Counter} } } } key.

  • Page 77: Specifying The Administrator/Security Functions

    Administrator/Security Functions The Roles of Administrators By limiting the functions available to each user, you can protect the data in the machine from leaks and from being tampered with or deleted. The administra- tors each manage the access limits to the functions they are responsible for. There are four types of administrator, as shown below.
  • Page 78 Specifying the Administrator/Security Functions ❖ ❖ ❖ ❖ User Administrator This is the administrator who manages personal information in the address book. A user administrator can register/delete users in the address book or change users’ personal information. Users registered in the address book can also change and delete their own in- formation.

  • Page 79: 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 and login password already registered in the address book. Windows Authentica- tion and LDAP Authentication are not performed for an administrator, so an ad- ministrator can log on even if the server is unreachable because of a network problem.

  • Page 80: Administrator Authentication

    Specifying the Administrator/Security Functions Administrator Authentication To specify administrator authentication, set Administrator Authentication Man- agement to [On]. You can also specify whether or not to manage the items in Sys- tem Settings as an administrator. If you have not registered any administrator, you can obtain each administra- tor’s authority with the “Administrator 1”...
  • Page 81 Specifying Machine Management Authentication A Press [Machine Management], and then press [On]. B Press the item for which you want to specify management. Specifying Network Management Authentication A Press [Network Management], and then press [On]. B Press the item for which you want to specify management. Specifying File Management Authentication A Press [File Management], and then press [On].

  • Page 82: Registering The Administrator

    Specifying the Administrator/Security Functions Registering the Administrator To specify the administrators separately when only “Administrator 1” has been specified, log on using the “Administrator 1” login user name and login pass- word. To register an administrator, you need to specify the authority of one of the administrators.

  • Page 83: Logging On Using Administrator Authentication

    G G G G Enter the login user name, and then press [OK]. H H H H Press [Change] for the login password. I I I I Enter the login password, and then press [OK]. J J J J If a password reentry screen appears, enter the login password, and then press [OK].

  • Page 84: Logging Off Using Administrator Authentication

    Specifying the Administrator/Security Functions A A A A Press the { { { { User Tools/Counter} } } } key. B B B B Press [Login]. C C C C Press [Enter] next to “Login User Name”. D D D D Enter the login user name, and then press [OK].

  • Page 85: Changing The Administrator

    Changing the Administrator Change the administrator’s login user name and login password. You can also assign each administrator’s authority to the login user names “Administrator 1” to “Administrator 4” To combine the authorities of multiple administrators, as- sign multiple administrators to a single administrator. For example, to assign machine administrator authority and user administrator authority to [Administrator 1], press [Administrator 1] in the lines for the machine administrator and the user administrator.

  • Page 86: Specifying The Extended Security Functions

    Specifying the Administrator/Security Functions Specifying the Extended Security Functions As well as providing basic security through user authentication and the machine access limits specified by the administrators, you can increase security by, for in- stance, encrypting transmitted data and data in the address book. If you need ex- tended security, specify the machine’s extended security functions before using the machine.

  • Page 87: Settings

    Settings ❖ ❖ ❖ ❖ Driver Encryption Key This can be specified by the network administrator. Encrypt the password transmitted when specifying user authentication. If you register the encryp- tion key specified with the machine in the driver, passwords are encrypted. •...
  • Page 88 Specifying the Administrator/Security Functions ❖ ❖ ❖ ❖ Permit Adding of Destinations This can be specified by the user administrator when “Restrict Use of Desti- nations” is set to [Off]. After directly entering a scanner destination, you can register it in the address book by pressing [ProgDest]. If this setting is set to [Off], [ProgDest] does not appear.
  • Page 89 ❖ ❖ ❖ ❖ Permit Settings by SNMP V1 and V2 This can be specified by the network administrator. When the machine is ac- cessed using the SNMPv1, v2 protocol, authentication cannot be performed, allowing machine administrator settings such as the paper setting to be changed.

  • Page 90: Limiting Machine Operation To Customers Only

    Specifying the Administrator/Security Functions Limiting Machine Operation to Customers Only The machine can be set so that operation is impossible without administrator au- thentication. The machine can be set to prohibit operation without administrator authentica- tion and also prohibit remote registration in the address book by a service rep- resentative.
  • Page 91 E E E E Press [On] and then [OK]. A confirmation message appears. F F F F Press [Yes]. G G G G Press the { { { { User Tools/Counter} } } } key. Canceling Service Mode Lock For a customer engineer to carry out inspection or repair in service mode, the machine administrator must log onto the machine and cancel the service mode lock.
  • Page 92 Specifying the Administrator/Security Functions...

  • Page 93: Troubleshooting

    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. Refer to this section if a user comes to you with such a problem. A Message Appears This section explains how to deal with problems if a message appears on the screen during user authentication.
  • Page 94 Troubleshooting Messages Authentication has failed. Selected files contain file(s) that the user does not have ac- cess privileges to. Please note that only the files with access privileges will be deleted. Causes Solutions The entered login user name Inquire the user administrator or login password is not cor- for the correct login user name rect...

  • Page 95: Machine Cannot Be Operated

    Machine Cannot Be Operated If the following conditions arise while users are operating the machine, provide instructions on how to deal with them. Condition Cannot print using the printer driver or connect using the TWAIN driver. Cannot connect to the deliv- ery server.
  • Page 96 Troubleshooting Condition Stored files do not appear. Destinations do not appear. Cannot print when user au- thentication has been speci- fied. If you try to interrupt a job while copying or scanning, an authentication screen ap- pears. Cannot register entries in [Pro- gram No.10] for program regis- tration in the copier function.

  • Page 97: Appendix

    Operations by the Supervisor 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 super- visor’s user name and password, you cannot use normal functions or specify de- faults.

  • Page 98: Logging Off As The Supervisor

    Appendix F F F F Enter a login password, and then press [OK]. Note ❒ When you assign the administrator for the first time, proceed to step without pressing [Enter]. G G G G Press [Login]. Logging off as the Supervisor If administrator authentication has been specified, be sure to log off after com- pleting settings.

  • Page 99: Resetting An Administrator's Password

    F F F F Press [Change] for the login user name. G G G G Enter the login user name, and then press [OK]. H H H H Press [Change] for the login password. I I I I Enter the login password, and then press [OK]. J J J J If a password reentry screen appears, enter the login password, and then press [OK].
  • Page 100 Appendix K K K K Press [OK]. L L L L Press [OK]. M M M M Press the { { { { User Tools/Counter} } } } key.

  • Page 101: Machine Administrator Settings

    Machine Administrator Settings The machine administrator settings that can be specified are as follows: System Settings The following settings can be specified. ❖ ❖ ❖ ❖ Maintenance All the settings can be specified. ❖ ❖ ❖ ❖ General Features All the settings can be specified. ❖...
  • Page 102 Appendix ❖ ❖ ❖ ❖ Administrator Tools • User Authentication Management You can specify which authentication to use. You can also edit the settings for each function. • Administrator Authentication Management Machine Management • Program / Change Administrator Machine Administrator You can change the user name and the full-control user’s authority.

  • Page 103: Copier Features

    Copier 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. ❖...

  • Page 104: Scanner Features

    Appendix Scanner Features The following settings can be specified. ❖ ❖ ❖ ❖ Scan Settings All the settings can be specified. ❖ ❖ ❖ ❖ Destination List Settings All the settings can be specified. ❖ ❖ ❖ ❖ Send Settings The following settings can be specified.
  • Page 105 • Timer Settings Auto Off Timer (Energy Saver Mode) Auto Off Timer (Energy Saver Mode Timer) Panel Off Timer Energy Saver Timer System Auto Reset Timer Copier/ Document Server Auto Reset Timer Scanner Auto Reset Timer Printer Auto Reset Timer Set Date Set Time Weekly Timer:...

  • Page 106: Settings Via Smartdevicemonitor For Admin

    Appendix ❖ ❖ ❖ ❖ Printer • System All the settings can be specified. • Host Interface All the settings can be specified. • PCL Settings All the settings can be specified. • PS Settings All the settings can be specified. •...

  • Page 107: Network Administrator Settings

    Network Administrator Settings The network administrator settings that can be specified are as follows: System Settings The following settings can be specified. ❖ ❖ ❖ ❖ Host Interface • Network You can specify all the settings except “Auto-Obtain (DHCP)”. • IEEE 1394 You can specify all the settings except “Auto-Obtain (DHCP)”.

  • Page 108: Scanner Features

    Appendix Scanner Features The following settings can be specified. ❖ ❖ ❖ ❖ Send Settings • Max. E-mail Size • Divide & Send E-mail Settings via Web Image Monitor The following settings can be specified. ❖ ❖ ❖ ❖ Device Settings •...
  • Page 109 Confirm Key • IEEE 1394 IP over 1394 SCSI print (SBP-2) Bidirectional SCSI print • Bluetooth Operation Mode The IEEE802.11b interface unit option must be installed. The IEEE1394 interface board option must be installed. The Bluetooth interface unit option must be installed. ❖...

  • Page 110: Settings Via Smartdevicemonitor For Admin

    Appendix ❖ ❖ ❖ ❖ Security • Access Control All the settings can be specified. • IPP Authentication All the settings can be specified. • SSL/TLS All the settings can be specified. • Certificates All the settings can be specified. Settings via SmartDeviceMonitor for Admin The following settings can be specified.

  • Page 111: File Administrator Settings

    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 •...

  • Page 112: Settings Via Smartdevicemonitor For Admin

    Appendix Settings via SmartDeviceMonitor for Admin The following settings can be specified. ❖ ❖ ❖ ❖ Address Management Tool All the settings can be specified.

  • Page 113: User Administrator Settings

    User Administrator Settings The user administrator settings that can be specified are as follows: System Settings The following settings can be specified. ❖ ❖ ❖ ❖ Administrator Tools • Administrator Authentication Management User Management • Program / Change Administrator Network Administrator •...

  • Page 114: The Available Functions For Using The Files Stored In Document Server

    Appendix The Available Functions for Using the Files Stored in Document Server The authorities for using the files stored in Document Server are as follows: The authority designations in the list indicate users with the following authori- ties. • Read-only This is a user assigned “Read-only”...

  • Page 115: Settings That Can Be Specified In The Address Book

    Settings That Can Be Specified 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 authori- ties. • Read-only This is a user assigned “Read-only” authority. •...
  • Page 116 Appendix Settings Registration No. Key Display Name Index Select Title Auth. User Info Code Login User Name Login Password SMTP Authenti- cation Folder Authenti- cation LDAP Authenti- cation Available Functions Protec- tion Name as Protection Code Protection Object Protect Dest.: Per- missions for Us- ers/Groups...
  • Page 117 Settings User Read-only Edit Folder SMB/FTP Destina- SMB: Path tion FTP: Server Name FTP: Path Japanese Chara. Code You can only enter the password. The Available Functions for Using the Files Stored in Document Server User Ad- ministra- Edit / De- lete ❍...

  • Page 118: User Settings

    Appendix User Settings 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. ❍ =You can view and change the setting. U =You can view the setting.
  • Page 119 Tab Names Settings Stamp Back- Size ground Density Num- bering Preset Stamp Position: COPY Stamp Stamp Position: URGENT Stamp Position: PRIORITY Stamp Position: For Your Info. Stamp Position: Preliminary Stamp Position: For internal use Stamp Position: CONFIDENTIAL Stamp Position: DRAFT User Program / Delete Stamp Stamp...
  • Page 120 Appendix Tab Names Settings Stamp Page Font Num- Size bering Duplex Back Page Stamping Position Page Numbering in Combine Stamp Position on Designating Page Stamp Position: P1, P2… Stamp Position: 1/5, 2/5… Stamp Position: 1, 2… Stamp Position: -1-, -2-… Stamp Position: P.1, P.2…...

  • Page 121: Printer Functions

    Printer Functions The default for [Menu Protect] is [Level 2]. ❖ ❖ ❖ ❖ Normal Printer Screen Functions Locked & Sample Print Job List ❖ ❖ ❖ ❖ Printer Features Tab Names Settings System Print Error Report Auto Continue Memory Overflow Job Separation Memory Usage Duplex...

  • Page 122: Scanner Features

    Appendix Tab Names Settings PCL Menu Orientation Form Lines Font Source Font Number Point Size Font Pitch Symbol Set Courier Font Extend A4 Width Append CR to LF Resolution Data Format PS Menu Resolution Change PDF Password PDF Menu PDF Group Password Resolution The PostScript 3 unit option must be installed.

  • Page 123: System Settings

    System Settings The settings available to the user depend on whether or not administrator au- thentication has been specified. If administrator authentication has been specified, the settings available to the user depend on whether or not “Available Settings” has been specified. Tab Names Settings General Features Panel Tone...
  • Page 124 Appendix Tab Names Settings Timer Settings Auto Off Timer Panel Off Timer Energy Saver Timer System Auto Reset Timer Copier/ Document Server Auto Reset Timer Scanner Auto Reset Timer Printer Auto Reset Timer Auto Logout Timer Set Date Set Time Weekly Timer Code Auto Logout Timer Weekly Timer: Monday - Sunday...
  • Page 125 Tab Names Settings Inter- Net- IP Address face work Sub-net Mask Set- tings Gateway Address DNS Configuration Domain Name WINS Configuration DDNS Configuration Effective Protocol NW Frame Type SMB Computer Name SMB Work Group Ethernet Speed LAN Type Ping Command Permit SNMP V3 Communication Permit SSL / TLS Communication Host Name...
  • Page 126 Appendix Tab Names Settings Inter- IEEE IP Address face 1394 DDNS Configuration Set- tings Host Name Domain Name WINS Configuration IP over 1394 SCSI print (SBP-2) Bidirectional SCSI print IEEE Communication Mode 802.11b Transmission Speed SSID Setting Channel WEP (Encryption) Setting (En- Transmission Speed cryp-...
  • Page 127 Tab Names Settings File Transfer Delivery Option Capture Server IP Address SMTP Server SMTP Authentication Reception Protocol POP3 Setting Administrator's E-mail Address E-mail Communication Port Default User Name / Password (Send) Program / Change / Delete E-mail Message Program / Change / Delete Subject Scanner Recall Interval Time Number of Scanner Recalls Auto Specify Sender Name...
  • Page 128 Appendix Tab Names Settings Administrator Address Book: Select Title Tools Auto Delete File Delete All Files Capture Priority Capture: Delete All Unsent Files Capture: Ownership Capture: Public Priority Capture: Owner Defaults AOF (Always On) Program / Change / Delete LDAP Server Use LDAP Server Print Backup: Delete All Files Print Backup: Compression...

  • Page 129: Web Image Monitor Setting

    Web Image Monitor Setting ❖ ❖ ❖ ❖ Device Settings The settings available to the user depend on whether or not administrator au- thentication has been specified. If administrator authentication has been specified, the settings available to the user depend on whether or not “Available Settings” has been specified. Category Settings System...
  • Page 130 Appendix Category Timer Settings Settings Auto Off Timer Energy Saver Timer Panel Off Timer System Auto Reset Timer Copier/Document Server Auto Reset Timer Scanner Auto Reset Timer Printer Auto Reset Timer Set Date Set Time Weekly Timer SNTP Server Address SNTP Polling Interval Time Zone Administrator...
  • Page 131 Category Settings E-mail Administrator E-mail Address Reception Protocol E-mail Reception Interval Max. Reception E-mail Size E-mail Storage in Server SMTP Server Name SMTP Port No. SMTP Authentication SMTP Auth. E-mail Address SMTP Auth. Password SMTP Auth. User Name SMTP Auth. Encryption POP before SMTP POP E-mail Address POP User Name...
  • Page 132 Appendix Category User Authenti- cation Manage- ment You can only specify the password. Settings User Authentication Management User Code - Available Function Basic Authentication - Printer Job Authenti- cation Windows Authentication - Printer Job Au- thentication Windows Authentication - Domain Name Windows Authentication - Group Settings for Windows Authentication LDAP Authentication - Printer Job Authenti-...
  • Page 133 ❖ ❖ ❖ ❖ Printer The default for [Menu Protect] is [Level 2]. Category Settings System Print Error Report Auto Continue Memory Overflow Job Separation Memory Usage Duplex Copies Blank Page Print Edge Smoothing Toner Saving Spool Image Reversed Job Waiting Time Printer Language Sub Paper Size Page Size...
  • Page 134 Appendix Category PCL Settings PS Settings PDF Settings The PostScript 3 unit option must be installed. Settings Orientation Form Lines Font Source Font Number Point Size Font Pitch Symbol Set Courier Font Extend A4 Width Append CR to LF Resolution Data Format Resolution Resolution...
  • Page 135 ❖ ❖ ❖ ❖ Interface The settings available to the user depend on whether or not administrator au- thentication has been specified. If administrator authentication has been specified, the settings available to the user depend on whether or not “Available Settings” has been specified. Category Settings Change Interface...
  • Page 136 Appendix Category Protocol Settings RSH/RCP DIPRINT Rendezvous NetWare AppleTalk SNMP Administrator minis- authentication trator has been speci- fied. thenti- “Avail “Avail cation able able has not Set- Set- been tings” tings” speci- has not fied. been been speci- speci- fied. fied.
  • Page 137 Category Settings TCP/IP Host Name DHCP Domain Name IP Address Subnet Mask DDNS WINS Primary WINS Server Secondary WINS Server Scope ID Default Gateway Address DNS Server RSH/RCP DIPRINT IPP Timeout Rendezvous User Settings Administrator minis- authentication trator has been speci- fied.
  • Page 138 Appendix Category NetWare AppleTalk Rendezvous The IEEE802.11b interface unit option must be installed. The IEEE1394 interface board option must be installed. The Bluetooth interface unit option must be installed. Settings NetWare Print Server Name Logon Mode File Server Name NDS Tree NDS Context Name Operation Mode Remote Printer No.

  • Page 139: Functions That Require Options

    Functions That Require Options The following functions require certain options and additional functions. • Hard Disk overwrite erases function DataOverwriteSecurity unit • PDF Direct Print function PostScript unit • Data Encryption Printer/scanner option Functions That Require Options...

  • Page 140: Index

    INDEX Access Control , 34 Access Permission , 11 Address Book , 105 Address Management Tool , 104 , 105 Administrator , 4 Administrator Authentication , 4 Administrator Tools , 94 , 95 , 96 , 99 , 103 AppleTalk , 101 Authentication and Access Limits , 3 Auto Erase Memory Setting , 23 Available Functions , 30...
  • Page 141 Read-only , 106 , 107 Registered User , 4 , 107 Rendezvous , 101 Reproduction Ratio , 95 Reset Device , 96 Restrict Use of Destinations , 79 Scan Settings , 96 Security , 102 Send Settings , 96 , 100 Service Mode Lock , 82 SMB , 101 SNMP , 101...
  • Page 142 MEMO B141-6801...
  • Page 143 Copyright © 2004...
  • Page 144 Printed in Japan EN USA B141-6801 B1416801...

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