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Ricoh Aficio 3224C Operating Instructions Manual

Ricoh aficio 3224c: operating instruction
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Download this manual See also: Service Manual, Operating Instructions Manual
Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety
Information in 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 3224C

  • Page 1: Operating Instructions

    Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety Information in the "General Settings Guide" before using the machine. Operating Instructions Security Reference Getting Started Preventing Information Leaks Preventing Unauthorized Use of Functions and Settings...
  • 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 / Adobe Reader is necessary to view the manuals as a PDF file.
  • Page 4 ❖ ❖ ❖ ❖ Scanner Reference (PDF file - CD-ROM1) Describes operations, functions, and troubleshooting for the machine's scan- ner function. ❖ ❖ ❖ ❖ Manuals for DeskTopBinder Lite DeskTopBinder Lite is a utility included on the CD-ROM labeled “Scanner Driver and Document Management Utility”.

  • 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 ... 42 SSL (Secure Sockets Layer) Encryption ... 43 User Settings for SSL (Secure Sockets Layer) ... 46 Setting the SSL / TLS Encryption Mode... 47 SNMPv3 Encryption ... 49 5. Management Based on Authentication and Access Control The Management Function ...
  • Page 7 8. Appendix Operations by the Supervisor... 99 Logging on as the Supervisor ... 99 Logging off as the Supervisor ... 100 Changing the Supervisor...100 Resetting an Administrator’s Password ...101 Machine Administrator Settings... 103 System Settings ...103 Copier Features ...105 Facsimile Features...105 Printer Features/Normal Operation ...106 Scanner Features...107 Settings via Web Image Monitor ...108...

  • 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 ❖ ❖ ❖ ❖ Overwriting the Data on the Hard Disk You can overwrite data on the hard disk. Reference For details, see p.25 “Overwriting the Data on the Hard Disk”. Preventing Unauthorized Operation ❖ ❖ ❖ ❖ Preventing Modification or Deletion of Stored Data You can specify who is allowed to access stored scan files and files stored in Document Server.

  • 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.35 “Preventing Unauthorized Access”. ❖...
  • Page 16 Getting Started...

  • Page 17: Preventing Information Leaks

    2. Preventing Information Leaks Printing a Confidential Document Depending on the location of the machine, it is difficult to prevent unauthorized persons from viewing prints lying in the machine’s output trays. When printing confidential documents, use the Locked Print function. ❖...

  • Page 18: Printing A Locked Print File

    Preventing Information Leaks 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. Preparation For details about logging on with user authentication, see p.68 “Login (Using the Control Panel)”.

  • Page 19: Deleting Passwords Of Locked Print Files

    Deleting Passwords of Locked Print Files The password of a Locked Print file can be deleted by the file administrator. A A A A Press the { { { { Printer} } } } key. B B B B Press [Locked & Sample Print Job List]. C C C C Press [Locked Print Job List].

  • Page 20: Deleting Locked Print Files

    Preventing Information Leaks Deleting Locked Print Files A Locked Print file can be deleted by the file creator (owner) or file administra- tor. Limitation ❒ For the file creator (owner) to delete the Locked Print file, the file password is required.

  • Page 21: 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 22 Preventing Information Leaks 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). A A A A Press the { { { { Document Server} } } } key.

  • Page 23: 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 24 Preventing Information Leaks C C C C Press [Administrator Tools]. D D D D Press [Address Book Management]. If the setting to be specified does not appear, press [T T T T Next] to scroll down to other settings. E E E E Select the user or group.

  • Page 25: Specifying Passwords For The Stored Files

    J J J J Press [Exit]. 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].

  • Page 26: Unlocking Files

    Preventing Information Leaks F F F F Press [Change] at the bottom of the screen. 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].

  • Page 27: 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 28 Preventing Information Leaks 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” appears. ❒ If you set “Permit Adding of Destinations” to [On], the user can register destinations by entering them directly.

  • Page 29: 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 30 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/Delete] for "Permissions for Users/Groups". H H H H Press [New Program]. I I I I Select the users or groups to register.

  • Page 31: 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 32 Preventing Information Leaks D D D D Press [Extended Security]. 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.

  • Page 33: 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 34: Auto Erase Memory Setting

    Preventing Information Leaks “Auto Erase Memory Setting” This can be specified by the machine administrator. A document scanned in Copier, Fax, or Scanner mode, or print data sent from a printer driver is temporarily stored on the machine's hard disk. Even after the job is completed, it remains in the hard disk as temporary data.
  • Page 35 E E E E Press [On], and then 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: Erase All Memory

    Preventing Information Leaks Types of Data that Can or Cannot Be Overwritten The following table shows the types of data that can or cannot be overwritten by Auto Erase Memory. Data overwritten by Auto Erase Memory Data not overwritten by Auto Erase Memory A Sample Print or Locked Print job can only be overwritten after it has been executed.
  • Page 37 Important ❒ User codes and the counters under each user code, user stamps, printer fonts downloaded by the user, data stored in the Address Book, network settings, and the SSL Certificate will be overwritten. Note ❒ Before erasing the hard disk, you can back up user codes, counters for each user code, and Address Book data using SmartDeviceMonitor for Admin.
  • Page 38 Preventing Information Leaks I I I I When overwriting is completed, press [Exit], and then turn off the power. Reference Before turning the power off, see "Turning On the Power", General Settings Guide. Important ❒ Should the main power switch of the machine be turned off before Erase All Memory is completed, overwriting is canceled.

  • Page 39: 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 40: 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 41: Other Settings

    D D D D Press [Address Book Management]. If the setting to be specified does not appear, press [T T T T Next] to scroll down to other settings. E E E E Select the user. F F F F Press [Auth.
  • Page 42 Preventing Unauthorized Use of Functions and Settings...

  • Page 43: 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. Enabling/Disabling Protocols This can be specified by the network administrator. Specify whether to enable or disable the function for each protocol.

  • Page 44: 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 45 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 46: 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 47 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 48: 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 49: Ipp Authentication Password

    ❒ Make sure to enter the same character string as that specified on the ma- chine for the group password for PDF files. ❒ The group password for PDF files can also be specified using Web Image Monitor. For details, see the Web Image Monitor Help. IPP Authentication Password This can be specified by the network administrator.

  • Page 50: 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 51: 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 52 Enhanced Network Security D D D D Click [Configuration], click [Security], and then click [Certificates]. E E E E Click [Create]. F F F F Make the necessary settings. Reference For details about the displayed items and selectable items, see Web Image Monitor Help.
  • Page 53 G G G G Click [OK]. [Requesting] appears for [Certificate Status] in the [Certificates] area. Use the data in the [Certificate Request Contents:] dialog box to apply to the cer- tificate authority. H H H H Log off from the machine. I I I I Apply to the certificate authority for the server certificate.

  • Page 54: User Settings For Ssl (Secure Sockets Layer)

    Enhanced Network Security G G G G Click [OK]. [Installed] appears under [Certificate Status] to show that a server certificate for the machine has been installed. 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 55: Setting The Ssl / Tls Encryption Mode

    B B B B On the [General] tab, click [Install Certificate...]. Certificate Import Wizard starts. 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. ❒...
  • Page 56 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 the setting to be specified does not appear, press [T T T T Next] to scroll down to other settings.

  • Page 57: 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.81 “Logging on Using Administrator Authentication”.
  • Page 58 Enhanced Network Security Note ❒ To use SmartDeviceMonitor for Admin for encrypting the data for speci- fying settings, you need to specify the network administrator’s [Encryption Password] setting and [Encryption Key] in [SNMP Authentication Information] in SmartDeviceMonitor for Admin, in addition to specifying [Permit SNMP V3 Communication] on the machine.

  • Page 59: 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 60: 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 61: 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 62: 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 63: 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 64 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. Limitation ❒...
  • Page 65 F F F F Select which of the machine’s functions you want to limit. G G G G Press [OK]. H H H H Press the { { { { User Tools/Counter} } } } key. Basic Authentication Specify this authentication when using the machine’s address book to authenti- cate for each user.
  • Page 66 Management Based on Authentication and Access Control F F F F Select the "Printer Job Auth." level. 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].
  • Page 67 Note ❒ Enter the login password correctly, keeping in mind that it is case-sensitive. ❒ In a network environment with a WINS server, where other networks can be accessed via a router, you must specify WINS. ❒ If you want to use Windows Authentication, you need to register the user name that is registered in the Windows server.
  • Page 68 Management Based on Authentication and Access Control F F F F Press [Change] for “Domain Name”, enter the name of the domain controller to be authenticated, and then press [OK]. G G G G Select the "Printer Job Auth." level. Note ❒...

  • Page 69: Creating The Server Certificate

    H H H H Press [OK]. I I I I Press the { { { { User Tools/Counter} } } } key. - Creating the Server Certificate This section explains how to create a Windows certificate for authentication. The procedure given uses Windows 2000 as an example. Note ❒...
  • Page 70 Management Based on Authentication and Access Control Note ❒ If the LDAP server is Active Directory, the login user name is specified as “username@domainname”. However, you can omit the domain name by do- ing the following: On the Windows server’s [Start] menu, select [Programs], [Administrative tools], [Active Directory Domains and Trusts];...
  • Page 71 G G G G Select the "Printer Job Auth." level. 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]. Reference For details, see p.64 “Printer Job Authentication Levels and Printer Job Types”.
  • Page 72 Management Based on Authentication and Access Control - Printer Job Authentication Levels and Printer Job Types Machine Settings (displayed on the control panel) [User Authentication Management] [Off] [User Code Authentica- tion] [Basic Authentication], [Windows Authentication], [LDAP Authentication] ✩: Printing is possible regardless of user authentication. ❍: Printing is possible if user authentication is successful.
  • Page 73 ❖ ❖ ❖ ❖ Printer Job Types In the RPCS printer driver dialog box, the [Confirm authentication information when printing] and [Encrypt] check boxes are selected. In the PCL printer driver dialog box, the [User Authentication] and [With En- cryption] check boxes are selected. Personal authentication information is added to the printer job.

  • Page 74: Authentication Information Stored In The Address Book

    Management Based on Authentication and Access Control Authentication Information Stored in the Address Book In [User Authentication Management], specify the login user name and password. The login user name and password specified in [User Authentication Management] can be used as the login information for “SMTP Authentication", “Folder Au- thentication"...
  • Page 75 E E E E Select the user or group. F F F F Press [Auth. Info]. G G G G Specify the login user name and password. H H H H In “Available Functions”, select the functions available to the user. Reference For details about limiting available functions, see p.32 “Limiting Available Functions”.

  • Page 76: If User Authentication Has Been Specified

    Management Based on Authentication and Access Control 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.

  • Page 77: Log Off (Using The Control Panel)

    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 78: Log Off (Using Web Image Monitor)

    Management Based on Authentication and Access Control 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.

  • Page 79: Menu Protect

    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 80 Management Based on Authentication and Access Control E E E E Select the menu protect level, and then press [OK]. F F F F Press the { { { { User Tools/Counter} } } } key. Fax Functions Note ❒ To specify [Menu Protect] in [Facsimile Features]: Under [System Settings], [Admin- istrator Tools], [Administrator Authentication Management], set [Machine Manage- ment], [File Management], and [Network Management] to [On].
  • Page 81 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]. A A A A Press the { { { { User Tools/Counter} } } } key. B B B B Press [Printer Features].
  • Page 82 Management Based on Authentication and Access Control 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 83: 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 84 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 85: 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 86: 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 87 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 88: 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 89: 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 90: 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 91: 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 92: 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 93: 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 94 Specifying the Administrator/Security Functions ❖ ❖ ❖ ❖ Permit Adding of Destinations This can be specified by the user administrator. When “Restrict Use of Destinations” is set to [Off]. After entering a fax or scan- ner destination directly, you can register it in the address book by pressing [ProgDest].
  • Page 95 ❖ ❖ ❖ ❖ 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 96 Specifying the Administrator/Security Functions ❖ ❖ ❖ ❖ Transfer to Fax Receiver This can be specified by the machine administrator. If you use [Forwarding] or [Forwarding] under the fax function, files stored in the machine can be transferred or delivered. If you select [Off] for this setting, stored files cannot be transferred by [Forward- ing] and [Transfer Request].

  • Page 97: Other Security Functions

    Other Security Functions Fax Function ❖ ❖ ❖ ❖ Not Displaying Destinations and Senders in Reports and Lists You can specify whether or not to display destinations and senders by click- ing [Facsimile Features], [Administrator Tools], [Parameter Setting] and specifying “Bit No.

  • Page 98: 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 99 D D D D Press [Service Mode Lock]. 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 ma- chine administrator must log onto the machine and cancel the service mode lock.
  • Page 100 Specifying the Administrator/Security Functions...

  • Page 101: 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 102 Troubleshooting Messages Authentication has failed. Selected files con- tain file(s) that the user does not have access privi- leges 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 103: 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 authenticate using the TWAIN driver.
  • Page 104 Troubleshooting Condition After starting [User Manage- ment Tool] or [Address Manage- ment Tool] in SmartDeviceMonitor for Ad- min and entering the correct login user name and pass- word, a message appears to notify that an incorrect pass- word has been entered. Cannot log on to the machine using [Document Server: Authen- tication/Encryption:] in Desk-...
  • Page 105 Condition Cause Cannot print when user au- User authentication may not thentication has been speci- be specified in the printer fied. driver. If you try to interrupt a job With this machine, you can while copying or scanning, an log off while copying or scan- authentication screen ap- ning.
  • Page 106 Troubleshooting...

  • Page 107: 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 108: Logging Off As The Supervisor

    Appendix D D D D Enter a login user name, and then press [OK]. Note ❒ When you assign the administrator for the first time, enter “supervisor”. E E E E Press [Enter] for [Login Password]. F F F F Enter a login password, and then press [OK].

  • Page 109: Resetting Administrator’s Password

    E E E E Under “Supervisor”, click [Change]. 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].
  • Page 110 Appendix G G G G Press [Change] for the administrator you wish to reset. 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 111: 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 112 Appendix • Default User Name / Password (Send) SMB User Name FTP User Name • Program / Change / Delete E-mail Message • Program / Change / Delete Subject • E-mail Account ❖ ❖ ❖ ❖ Administrator Tools • User Authentication Management You can specify which authentication to use.

  • Page 113: Copier Features

    • Auto Erase Memory Setting • Erase All Memory File Format Converter option must be installed. The DataOverwriteSecurity unit option must be installed. Copier Features The following settings can be specified. ❖ ❖ ❖ ❖ General Features All the settings can be specified. ❖...

  • Page 114: Printer Features/Normal Operation

    Appendix ❖ ❖ ❖ ❖ Administrator Tools The following settings can be specified. • Program / Change / Delete Standard Message • Store / Change / Delete Auto Document • Program / Change / Delete Scan Size • Print Journal •...

  • Page 115: Scanner Features

    ❖ ❖ ❖ ❖ PCL Menu All the settings can be specified. ❖ ❖ ❖ ❖ PS Menu All the settings can be specified. ❖ ❖ ❖ ❖ PDF Menu All the settings can be specified. The PostScript 3 unit option must be installed. Scanner Features The following settings can be specified.

  • Page 116: Settings Via Web Image Monitor

    Appendix Settings via Web Image Monitor The following settings can be specified. ❖ ❖ ❖ ❖ Top Page • Reset Printer Job • Reset Device ❖ ❖ ❖ ❖ Job • Printer Spool Printing ❖ ❖ ❖ ❖ Device Settings •...
  • Page 117 ❖ ❖ ❖ ❖ 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 118: Settings Via Smartdevicemonitor For Admin

    Appendix Settings via SmartDeviceMonitor for Admin The following settings can be specified. ❖ ❖ ❖ ❖ Device Information • Reset Device • Reset Current Job • Reset All Jobs ❖ ❖ ❖ ❖ User Management Tool The following settings can be specified. •...

  • Page 119: 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 All the settings can be specified. • IEEE 1394 All the settings can be specified. •...

  • Page 120: Facsimile Features

    Appendix Facsimile Features The following settings can be specified. ❖ ❖ ❖ ❖ E-mail Settings • Max. E-mail Size ❖ ❖ ❖ ❖ IP-Fax Settings All the settings can be specified. Scanner Features The following settings can be specified. ❖ ❖ ❖ ❖ Send Settings •...
  • Page 121 ❖ ❖ ❖ ❖ Fax • E-mail Settings Maximum E-mail Size • IP-Fax Settings All the settings can be specified. • Gateway Settings All the settings can be specified. ❖ ❖ ❖ ❖ Interface Settings • Change Interface • IEEE 802.11b Communication Mode SSID Channel...

  • Page 122: Settings Via Smartdevicemonitor For Admin

    Appendix • SNMPv3 SNMPv3 Protocol SNMP v3 Function v3 Trap Communication Authentication Algorithm Permit SNMP v3 Communication v3 Trap Communication Setting Account Name (User) Authentication Password (User) Encryption Password (User) Access Type (User) Access Type (Network Administrator) • Rendezvous All the settings can be specified. ❖...

  • Page 123: 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 124 Appendix ❖ ❖ ❖ ❖ Device Settings • Program/Change Administrator You can specify the following administrator settings for the file adminis- trator. Login User Name Login Password Change Encryption Password • Administrator Authentication Management File Administrator Authentication Available Settings for File Administrator...

  • Page 125: 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 User Administrator •...

  • Page 126: 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. ❖ ❖ ❖ ❖ User Management Tool • Restrict Access To Device • Add New User •...

  • Page 127: The Available Functions For Using The Files Stored In Document Server

    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” authority. •...

  • Page 128: Settings That Can Be Specified In The Address Book

    Appendix 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 129 Settings User Read-only Edit 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 Protection Use Name as Protection Code Protection Object Protect Dest.: Per- missions...
  • Page 130 Appendix Settings Transmis- sion For- Number Interna- tional TX Mode Header Label In- sertion E-mail E-mail Address Address Folder SMB/FTP Destina- SMB: Path tion FTP: Server Name FTP: Path Japanese Chara. Code You can only enter the password. User Read-only Edit Edit / De- lete ❍...

  • Page 131: User Settings

    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 132 Appendix 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 Stamp Language User Program / Delete Stamp...
  • Page 133 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… Stamp Position: 1, 2…...

  • Page 134: Printer Functions

    Appendix 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...
  • Page 135 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 Color Setting Color Profile Change PDF Password PDF Menu PDF Group Password Resolution...

  • Page 136: Scanner Features

    Appendix Scanner Features The default for [Menu Protect] is [Level 2]. Tab Names Settings Destination List Update Delivery Server Destination List Settings Send Settings Compression (Black & White) Compression (Gray Scale / Full Color) E-mail Information Language Max. E-mail Size Divide &...
  • Page 137 Names Settings Reception Settings Switch RX Mode Reception Mode Auto Switch Time Authorized RX Forwarding RX File Print Qty 2 Sided Print RX Reverse Printing Paper Tray Specify Tray for Lines Checkered Mark Center Mark Print Reception Time 2nd Color Choice FAX Print Color E-mail Settings Internet Fax Settings...
  • Page 138 Appendix Names Settings Administrator Program / Change / Delete Standard Message Tools Store / Change / Delete Auto Document Program / Change / Delete Scan Size Print Journal Transmission Page Count Forwarding Memory Lock RX Reception Mode Timer Switch Parameter Setting Program Special Sender Box Setting Transfer Report...

  • Page 139: 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 140 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 Facsimile Auto Reset Timer Scanner Auto Reset Timer Printer Auto Reset Timer Auto Logout Timer Set Date Set Time Auto Logout Timer...
  • Page 141 Tab Names Settings Inter- Net- IP Address face work Sub-net Mask Settings 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 Parallel...
  • Page 142 Appendix Tab Names Settings Inter- IEEE IP Address face 1394 DDNS Configuration Settings 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 (Encryp- Transmission Speed tion)
  • Page 143 Tab Names Settings File Transfer Delivery Option Capture Server IP Address SMTP Server SMTP Authentication Reception Protocol POP before SMTP POP3 / IMAP4 Settings Administrator's E-mail Address E-mail Communication Port E-mail Reception Interval Max. Reception E-mail Size E-mail Storage in Server Default User Name / Password (Send) Program / Change / Delete E-mail Message Program / Change / Delete Subject...
  • Page 144 Appendix Tab Names Settings Administrator User Authentication Management Tools Administrator Authentication Management Key Counter Management External Charge Unit Management Enhanced External Charge Unit Management Display / Print Counter Display / Clear / Print Counter per User Print Address Book: Destination List Address Book Management Address Book: Program / Change / Delete Group Address Book: Program / Change / Delete...

  • Page 145: Web Image Monitor Setting

    If you select [Auto-Obtain (DHCP)], you can only view the setting. You can only view the encryption setting. You can only view Main Delivery Server IP Address and Sub Delivery Server IP Ad- dress. You can only specify the password. The IEEE1394 interface board option must be installed.
  • Page 146 Appendix Category Timer Settings Settings Auto Off Timer Energy Saver Timer Panel Off Timer System Auto Reset Timer Copier/ Document Server Auto Reset Timer Facsimile Auto Reset Timer Scanner Auto Reset Timer Printer Auto Reset Timer Set Date Set Time SNTP Server Address SNTP Polling Interval Time Zone...
  • Page 147 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. Encryption POP before SMTP POP E-mail Address POP User Name POP Password Timeout setting after POP Auth.
  • Page 148 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 149 ❖ ❖ ❖ ❖ 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 Printer Language Sub Paper Size Page Size Letterhead Setting Bypass Tray Setting Priority Default Printer Language Collate Type...
  • Page 150 Appendix Category PS Settings PDF Settings The PostScript 3 unit option must be installed. Settings Duplex Blank Page Print Data Format Resolution Color Setting Color Profile Duplex Blank Page Print Resolution PDF Temporary Password PDF Fixed Password PDF Group Password Color Setting Color Profile Menu Protect...
  • Page 151 ❖ ❖ ❖ ❖ Fax Functions that can be used and specified via Web Image Monitor depend on which administrators are set to [On] in [Menu Protect], [Facsimile Features]. Names Settings General Fax Information Reception Settings Transmission Settings Administrator Program Confidential ID Tools Program Polling ID Program Direct Phone No.
  • Page 152 Appendix IP-Fax Settings Gateway Settings Prefix 1-5 Names Settings H.323 Settings Enable IP-Fax Gatekeeper Gatekeeper Address(Main) Gatekeeper Address(Sub) Own Fax No. Enable SIP Enable SIP Server SIP Server IP Address Proxy Server Addr. (Main) Proxy Server Address (Sub) Redirect Svr. Addr. (Main) Redirect Svr.
  • Page 153 Names Settings Parameter Settings Just size printing Combine 2 originals Indial Convert to PDF When Transferring to Folder Automatic Printing Report Journal Immediate Transmission Result Report Communication Result Report Memory Storage Report Polling TX Clear Report Polling RX Result Report Polling RX Reserve Report Confidential File Report PC Fax Result Report...
  • Page 154 Appendix ❖ ❖ ❖ ❖ 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 IEEE 802.11b IEEE 1394...
  • Page 155 ❖ ❖ ❖ ❖ Network 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 Protocol...
  • Page 156 Appendix Category TCP/IP Settings 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 Admin- Administrator au- istrator thentication has authen- been specified.
  • Page 157 Category Settings NetWare NetWare Print Server Name Logon Mode File Server Name NDS Tree NDS Context Name Operation Mode Remote Printer No. Frame Type Print Server Protocol AppleTalk AppleTalk Printer Name Zone Name Protocol Workgroup Name Computer Name Comment Notify Print Completion Rendezvous Rendezvous Computer Name...

  • Page 158: Functions That Require Options

    Appendix 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...

  • Page 159: Index

    INDEX Access Control , 36 Access Permission , 13 Address Book , 117 Address Management Tool , 118 Adjust Color Image , 105 Administrator , 4 Administrator Authentication , 4 Administrator Tools , 104 , 105 , 106 , 107 , 109 , 111 , 115 , 117 AppleTalk , 113 Authentication and Access Limits , 3...
  • Page 160 Parallel Interface , 103 Parameter Settings , 109 Password for IPP Authentication , 38 Password for Stored Files , 13 PCL Menu , 107 PDF Menu , 107 Permit Adding of Destinations , 86 Permit Display of User Information , 86 Permit Settings by SNMP V1 and V2 , 87 Permit Simple Encryption , 87 Printer , 108 , 109 , 141...
  • Page 161 MEMO...
  • Page 162 MEMO B156-7571A...
  • Page 163 Copyright © 2005...
  • Page 164 Printed in China EN USA B156-7571A B1567571A...

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