Xerox DocuMate 3920 User Manual
Xerox DocuMate 3920 User Manual

Xerox DocuMate 3920 User Manual

Xerox scanner user's guide
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August 2010
05-0805-000

Xerox DocuMate 3920

User's Guide

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Summary of Contents for Xerox DocuMate 3920

  • Page 1: Xerox Documate

    August 2010 05-0805-000 Xerox DocuMate 3920 User’s Guide...
  • Page 2 Design © 2010 Xerox Corporation. All rights reserved. XEROX®, XEROX and Design® and DocuMate® are trademarks of Xerox Corporation in the United States and/or other countries. Content © 2010 Visioneer, Inc. All rights reserved. The Visioneer brand name and OneTouch® logo are registered trademarks of Visioneer, Inc.
  • Page 3: Table Of Contents

    The Xerox DocuMate 3920 Scanner ........
  • Page 4 Cleaning the Scanner ..............114 Xerox DocuMate 3920...
  • Page 5 Xerox DocuMate 3920 Scanner Specifications ........
  • Page 6 Table of Contents Xerox DocuMate 3920 User’s Guide...
  • Page 7 The Xerox DocuMate 3920 Scanner on page 11 Your new Xerox scanner can quickly scan single-sided or double-sided stacks of documents with the Automatic Document Feeder (ADF), or single items on the Flatbed glass. With this scanner you can scan documents and send them electronically to a file server, email message, printer, fax machine, FTP site, or website directly from the scanner.
  • Page 8: Welcome

    Welcome What’s in the Box Before proceeding, check the contents of the box. If items are missing or damaged, contact the dealer where you purchased the scanner. Xerox DocuMate 3920 Scanner USB Cable Power Supply Telephone Power Cord Power Cord...
  • Page 9: Setup Requirements

    Refer to your Windows documentation for instructions on setting the color quality and resolution for the monitor. Documentation The following documentation is provided with your scanner: • Quick Install Guide—Abbreviated installation instructions. • Scanner User’s Guide—On the Installation Disc; contains detailed installation, scanning, configuration, and maintenance information. Xerox DocuMate 3920 User’s Guide...
  • Page 10: Internet Communication Features

    PDF, JPEG, TIFF, or MTIFF file format. FTP, HTTP, HTTPS servers Xerox DocuMate 3920 CIFS servers (Windows) Scan to E-Mail—When you send an e-mail to someone via the scanner, the scanner uses SMTP (Simple Mail Transfer Protocol) to transfer your outgoing e-mails to your SMTP mail server, and then send these e-mails to your recipients through the internet.
  • Page 11: The Xerox Documate 3920 Scanner

    Welcome The Xerox DocuMate 3920 Scanner ADF Cover Release Automatic Input Tray Paper Guides LCD Touch Screen Document Feeder (ADF) Scanner Lid Control Panel Output Tray Paper Stop Power Switch Power Jack Printer Connection Network PC Connection Telephone Line Port...
  • Page 12 Telephone Line Connection Port—To use the scanner as a regular fax machine, connect a telephone cord to the LINE port and to an “RJ-11” telephone jack in a wall or switch. The TEL port should be ignored since a handset is not provided with this scanner. Xerox DocuMate 3920 User’s Guide...
  • Page 13: Scanner Setup

    If you wish to return to factory default settings, simply press and hold the Clear button for NOTE: over 5 seconds. All the values in the Management and Administrative Settings will be changed back to factory defaults. Xerox DocuMate 3920 User’s Guide...
  • Page 14: Unpack And Assemble The Scanner

    Open the ADF cover and carefully remove any foam particles that may have gotten inside the Automatic Document Feeder, then close the cover. Lift the scanner lid and slide the locking tab to its unlocked position. The scanner will not scan when locked. Unlocked position Xerox DocuMate 3920 User’s Guide...
  • Page 15: Connecting The Cables

    Connect the other end of your Ethernet LAN cable to an available port on your Ethernet Hub or wall. Connecting the Telephone Line Plug one end of the telephone line to the LINE jack at the right end of the rear panel. Xerox DocuMate 3920 User’s Guide...
  • Page 16 Connect the other end to the COPY port at the rear of the scanner. Turn on the Power Press the power switch to the “|” position to turn on the scanner. After showing the boot up message, the LCD screen displays the preset ready status. Xerox DocuMate 3920 User’s Guide...
  • Page 17: Using The Scanner Control Panel

    Filing—Enables scanning to a file server, Fax—Enables the scan and send to a fax through the intranet, using FTP, HTTP, machine function. HTTPS, or CIFS. You can only scan in Black & White when faxing. Xerox DocuMate 3920 User’s Guide...
  • Page 18 Color mode. Stop—Press to stop scanning. Status LEDs—Indicates the hardware status. Power—Indicates that the power is on and ready for scanning. Alarm—Indicates hardware and transmission errors. Energy Saving—Indicates that the scanner is in low-power mode. Xerox DocuMate 3920 User’s Guide...
  • Page 19: Summary Of The Menu Options

    Country Code—Select the code for the country you live in so that you can send and receive faxes. • Time Zone—Select the time zone for the area you live. • Date/Time—Set the date and time for the scanner. Xerox DocuMate 3920 User’s Guide...
  • Page 20 Energy Saver (Timer)—Press the down arrow to select an option from the list. • System Auto Reset (Timer)—This is the amount of time before the LCD panel changes back to the Default Mode. Press the down arrow and select an option from the list. Xerox DocuMate 3920 User’s Guide...
  • Page 21 57 for detailed configuration instructions for these options. • Filing Template—Select this option to specify the default server to send the scanned file to, and specify the default scan settings when sending the file. Xerox DocuMate 3920 User’s Guide...
  • Page 22: Using The Lcd Soft Keyboard

    Backspace—press this key to remove any characters you have entered. Enter—press this key to change the cursor position to the next line. Return—saves the information you entered and closes the soft keyboard. Xerox DocuMate 3920 User’s Guide...
  • Page 23: Adding The Scanner To The Network

    26 also contains a table of data required for setting the scanner to send email messages. You will need to get the information listed in that table from your network administrator as well. Xerox DocuMate 3920 User’s Guide...
  • Page 24 “Reboot the machine.” When the scanner is on again, you will be able to access the network from the scanner, and you will be able to configure the scanner remotely from a computer on the network. Xerox DocuMate 3920 User’s Guide...
  • Page 25: Networking Error Messages

    Failed to create socket for DHCP Check IP address of DHCP server or contact your network administrator for further help. Failed to search DHCP server. Failed to get IP from DHCP server. Failed to renew IP from DHCP server. Xerox DocuMate 3920 User’s Guide...
  • Page 26: Adding The Email Server Information

    The port number of your LDAP server. 12 Login Name: Input the login name and password to access the LDAP server. 13 Password: 14 Base DN: Input the Base DN (Distinguished Name) for the LDAP server. Xerox DocuMate 3920 User’s Guide...
  • Page 27 Fill in each field with the appropriate information on the Device E-mail Account tab. Select SMTP or POP3 as the authentication method for the SMTP server, and fill in the appropriate information for that authentication. SMTP Authentication POP3 Authentication Xerox DocuMate 3920 User’s Guide...
  • Page 28 “anonymous” as the user name and password, leave the fields blank instead. The scanner will display a maximum of 100 match results in a single search. Press OK when you are done configuring the E-mail options. Xerox DocuMate 3920 User’s Guide...
  • Page 29: Setting The Default Scan Function

    The LCD touch screen displays the following menu. Press the Management button on the LCD touch screen. Press Login on the password prompt screen. There is no default username and password set for the scanner management options. Xerox DocuMate 3920 User’s Guide...
  • Page 30 Press Exit to close the Menu screen. Power cycle the scanner to save the changes. When the scanner is back on, the default mode will now be the option you selected in the Device Management screen. Xerox DocuMate 3920 User’s Guide...
  • Page 31: Loading Documents To Scan

    Staples and paper clips can jam the feed mechanism and scratch the internal components. Also remove any labels, stickers, or Post-It™ notes that may come off during the scanning process and get stuck in the scanner. Misuse as described here will void your scanner’s warranty. Xerox DocuMate 3920 User’s Guide...
  • Page 32: Scanning From The Automatic Document Feeder (Adf)

    Fan the edges of the paper to make sure none of the pages are stuck together. Adjust the paper guides for the width of the paper being scanned. Adjust the Paper Stop at the back of the scanner for the length of the paper. Xerox DocuMate 3920 User’s Guide...
  • Page 33 Load the stack of documents face up, with their tops into the Automatic Document Feeder. Xerox DocuMate 3920 User’s Guide...
  • Page 34: Scanning From The Flatbed Glass

    You must remove these pages prior to scanning if you want to scan from the Flatbed. Lift the scanner cover and place an item face down on the glass. Align the item with the arrow on the reference frame then close the cover. Xerox DocuMate 3920 User’s Guide...
  • Page 35: Copying

    To use the Copy function, you need to connect the scanner to a USB InkJet or Laser printer that supports PCL. Make sure the printer is connected and turned on before turning on the scanner. The scanner will detect a printer during the power-up cycle only. Xerox DocuMate 3920 User’s Guide...
  • Page 36: Scanning To A Printer

    Use the numeric keypad on the scanner to set the number of copies you want printed. Press the B&W or Color button on the scanner to start scanning. The scanner starts scanning and sends the image to the attached printer. Xerox DocuMate 3920 User’s Guide...
  • Page 37: Scan Options For Copying

    Text—choose this option if you are making copies of text documents. This option prints the fastest of these options. • Photo—choose this option if your document contains pictures for clearer graphic quality. This option prints slower than the others. Xerox DocuMate 3920 User’s Guide...
  • Page 38 Advanced Copy Settings Option Description Collate Choose the order you want your copies to be placed in. • Sort (e.g. pages 1,2,3 / 1,2,3 / 1,2,3) • Stack (e.g. pages 1,1,1 / 2,2,2 / 3,3,3). Xerox DocuMate 3920 User’s Guide...
  • Page 39 Note: The selection of orientation varies depending on the type of duplex printing. Duplex Availability of Orientation 1 to 1 sided All options are unavailable. 2 to 1 sided All options are available. Xerox DocuMate 3920 User’s Guide...
  • Page 40 (Note: In the Stamp field, there is a small “Soft Keyboard” icon shown at the upper- right corner. Touch anywhere on the Stamp field to bring up the soft keyboard to enter your stamp characters.) Example: Xerox DocuMate 3920 User’s Guide...
  • Page 41: Setting The Default Copy Options

    Change the settings as needed, and then click the Update button to send the changes to the scanner. Power cycle the scanner. Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing and navigating the scanner options remotely. Xerox DocuMate 3920 User’s Guide...
  • Page 42: Information Messages When Copying

    Turn off the printer. Turn on the printer. Turn on the scanner. Paper size not supported Please set the supported paper size to the tray of the printer. HLT and * are not sup- ported. Xerox DocuMate 3920 User’s Guide...
  • Page 43: Copy Specifications

    Paper saving (N-Up) 1 in 1, 2 in 1, 4 in 1 (landscape), 4 in 1 (portrait) Collate Sort/Stack Duplex 1–1 / 2-1 Orientation for Duplex Long Edge to Long Edge, Short Edge to Long Edge Xerox DocuMate 3920 User’s Guide...
  • Page 44 Xerox DocuMate 3920 User’s Guide...
  • Page 45: E-Mail

    To use the E-mail option, the scanner must already be set up to work on the network, and have the Mail Server options configured in the scanner. Please refer to the Scanner Setup chapter for further details Adding the Scanner to the Network Adding the Email Server Information. Xerox DocuMate 3920 User’s Guide...
  • Page 46: Scanning To E-Mail

    Press Return on the soft-keyboard to return to the main E-mail screen. Instead of inputting the E-mail address manually, you can select email address(es) from the scanner’s address book. Touch the Address Book icon on the E-mail main screen. Xerox DocuMate 3920 User’s Guide...
  • Page 47 Place the next page on the flatbed, or document batch in the ADF, and press Bind to continue. After you are done scanning all pages in the document, choose End to close the dialog box. Xerox DocuMate 3920 User’s Guide...
  • Page 48: Scan Options For E-Mailing

    75 / 100 / 150 / 200 / 300 / 400 / 600 dpi Note: If you are scanning duplex (two-sided) paper, the resolution for color or gray scanning have a maximum option of 300 dpi. Xerox DocuMate 3920 User’s Guide...
  • Page 49 File Separation Limit the file size of the attachment of each outgoing message to avoid the size limi- tation of SMTP servers. Choices are: • 1MB / 3MB / 5MB / 10MB / 30MB / Unlimited Xerox DocuMate 3920 User’s Guide...
  • Page 50 Also, virtually all desk- top scanners can produce TIFF images. JPEG JPEG (Joint Photographic Experts Group) compression provides the best results with continuous-tone color and the smallest file size. Xerox DocuMate 3920 User’s Guide...
  • Page 51 The following is an example of file size based on selected scanning options and file format. Color: A4 @ 200 dpi TIFF (10 MB) / PDF (53 KB) / JPEG (212 KB) B&W: A4 @ 200 dpi TIFF (100 KB) / PDF (20 KB) / JPEG (5 MB) Xerox DocuMate 3920 User’s Guide...
  • Page 52: Setting The Default E-Mail Options

    Change the settings as needed, and then click the Update button to send the changes to the scanner. Power cycle the scanner. Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing and navigating the scanner options remotely. Xerox DocuMate 3920 User’s Guide...
  • Page 53: Using The Address Book

    Managing the Scanner Address Book on page 104 for instructions on setting up the scanner’s address book. The section Adding the Email Server Information on page 26 contains instructions on setting the scanner access to an LDAP server. Xerox DocuMate 3920 User’s Guide...
  • Page 54: Information Messages When E-Mailing

    Choose SMTP authentication for E-mail security or turn off the mail server’s authentication and try again. Mailbox unavailable Check “To” address. User not local Check “To” address. Service unavailable Contact your network administrator for further help. Xerox DocuMate 3920 User’s Guide...
  • Page 55 Check the IP address of the LDAP server. Or contact your network administrator for help. LDAP port error Check if the port number is correct. LDAP user password error Check if the password is correct. Xerox DocuMate 3920 User’s Guide...
  • Page 56: E-Mail Specifications

    Windows 2003 Active Directory with SFU(Service for Unix) Windows Server 2000 + MS Exchange 5.5 Lotus Notes R5 Supported Mail Application Microsoft Outlook 2000 Microsoft Outlook Express 5.0 Microsoft Outlook Express 6 Eudora 4.3.2J Lotus Notes R5 MAC built-in MAIL Application Xerox DocuMate 3920 User’s Guide...
  • Page 57: Filing

    The scanner must already be set up to work on the network. Please refer to the Scanner Setup chapter for further details on “Adding the Scanner to the Network”. Xerox DocuMate 3920 User’s Guide...
  • Page 58: Scanning To A Folder

    Note that if Multi-Level(gray) is enabled, on the Scan Options tab, pressing the B&W button on the scanner will send a grayscale image. The scanner starts scanning and sends the image to the folder you specified. Xerox DocuMate 3920 User’s Guide...
  • Page 59 Place the next page on the flatbed, or document batch in the ADF, and press Bind to continue. After you are done scanning all pages in the document, choose End to close the dialog box. Xerox DocuMate 3920 User’s Guide...
  • Page 60: Scan Options For Filing

    ADF or more than one page from the flatbed. After scanning the 1st batch or 1st page, a dialog box will pop up asking if you wish to Bind or End. Choose Bind to scan the next batch or page or choose End to stop scanning. Xerox DocuMate 3920 User’s Guide...
  • Page 61 Note: Choose MTIFF or PDF when you need to scan multi-page documents and convert it to a single image file. Compression Level: Low, Medium, High (If TIFF or MTIFF is selected as a file format, the compression Level is defined as Raw only.) Xerox DocuMate 3920 User’s Guide...
  • Page 62 The following is an example of file size based on selected scanning options and file format. Color: A4 @ 200 dpi TIFF (10 MB) / PDF (53 KB) / JPEG (212 KB) B&W: A4 @ 200 dpi TIFF (100 KB) / PDF (20 KB) / JPEG (5 MB) Xerox DocuMate 3920 User’s Guide...
  • Page 63: Setting The Folder Template

    Change the settings as needed, then click the Update button to send the changes to the scanner. Power cycle the scanner. Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing and navigating the scanner options remotely. Xerox DocuMate 3920 User’s Guide...
  • Page 64 Enter an e-mail address if you wish to send the filing report to an e-mail. Create a Subfolder Choose ON to enable the server to create a subfolder when sending the scanned image to the destination server. (Check if you are authorized to write under the desti- nation server.) Xerox DocuMate 3920 User’s Guide...
  • Page 65: Creating A New Folder

    The New Folder screen displays the server and scanning parameters that are the same as the options in the folder Folder Template except the Folder Name. Please refer to Filing Manager on page 108 for instructions on setting up the scanner to send to a filing server. Xerox DocuMate 3920 User’s Guide...
  • Page 66: Information Messages When Filing

    Contact your server administrator to change permissions on this privi- lege. HTTP MKCOL method not imple- The target HTTP server does not support MKCOL to create the directory. mented Create the directory on the server in advance. Xerox DocuMate 3920 User’s Guide...
  • Page 67 HTTP server unavailable Contact your server administrator for help. HTTP server does not support HTTP The server does not support HTTP version 1.1 (the type the scanner version 1.1 uses), contact your server administrator for help. Xerox DocuMate 3920 User’s Guide...
  • Page 68: Filing Specifications

    Compression Level Low / Medium / High Supported Resolution 75, 100, 150, 200, 300, 400, 600 dpi Default Resolution B/W: 200 dpi Gray: 200 dpi Color: 200 dpi Most Used Folders No. of Filing Folders Xerox DocuMate 3920 User’s Guide...
  • Page 69: Faxing

    You need to connect the scanner to a USB InkJet or Laser printer that supports PCL to receive faxes. Make sure the printer is turned on before turning on the scanner. The scanner will detect the printer during the power on cycle only. Xerox DocuMate 3920 User’s Guide...
  • Page 70: Fax Settings

    Enter the number to access the PSTN (Pubic Switched Telephone Network) line if your device’s fax telephone line is used as an extension. For example, enter 0 or 9 in the field via the soft keyboard. Xerox DocuMate 3920 User’s Guide...
  • Page 71 Choices are: Enable, Disable Detect Busy Tone Choose Enable to allow this scanner to detect a busy tone when sending a fax. Choices are: Enable, Disable (The default setting varies based on country code.) Xerox DocuMate 3920 User’s Guide...
  • Page 72 If you want to cancel a previously set delayed fax, touch the Cancel Fax Job tab to dis- play the Cancel Fax Job screen. Touch the fax job you want to cancel and then touch the Delete button to cancel the fax job. Xerox DocuMate 3920 User’s Guide...
  • Page 73: Configuring The Fax Settings Remotely

    Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing and navigating the scanner options remotely. Xerox DocuMate 3920 User’s Guide...
  • Page 74: Scanning To Fax

    You can also select multiple fax numbers at one time. To enter the next fax number, press the Down-arrow key, at the right of the Phone Number field, after finishing entering the first fax number. Instead of inputting the phone number manually, you can select phone numbers from the scanner’s phone book. Xerox DocuMate 3920 User’s Guide...
  • Page 75 LCD screen. The next section describes each feature in detail. Press the B&W button on the scanner to start scanning. The scanner starts scanning and sends the image as a fax to the number you specified. Xerox DocuMate 3920 User’s Guide...
  • Page 76 Place the next page on the flatbed, or document batch in the ADF, and press Bind to continue. After you are done scanning all pages in the document, choose End to close the dialog box. Xerox DocuMate 3920 User’s Guide...
  • Page 77: Scan Options For Faxing

    Paper Size Select the size of the paper you are scanning from the list. Choices are: • A4 / Letter / Legal Note that Legal size is available only when scanning from the ADF. Xerox DocuMate 3920 User’s Guide...
  • Page 78 Sets the default status of polling reception. Choose ON to use the scanner to poll other machines. Polling is the process of retrieving faxes from another fax machine. Overseas Mode Sets the default overseas mode. Choose ON to avoid transmission problems when fax- ing overseas. Xerox DocuMate 3920 User’s Guide...
  • Page 79: Setting The Default Fax Options

    Change the settings as needed, and then click the Update button to send the changes to the scanner. Power cycle the scanner. Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing and navigating the scanner options remotely. Xerox DocuMate 3920 User’s Guide...
  • Page 80: Using The Phone Book

    You can manage the phone book locally at the scanner, using the control panel and LCD touch screen, or remotely using the embedded web page phone book. You will need the scanner’s IP address to access it through the Network Management Tool or web browser. Xerox DocuMate 3920 User’s Guide...
  • Page 81 Press anywhere in the Phone Number field to show the soft keyboard. You can input the phone number using the soft keyboard or the numeric keypad on the scanner. Press Return when you are finished. When you are done programming phone numbers. Press OK to close the Phone Book. Xerox DocuMate 3920 User’s Guide...
  • Page 82 Press anywhere in the Group Name field to show the soft keyboard to input the name you want to associate with the phone number you want to program. Press Return when you are finished. When you are done programming the phone groups. Press OK to close the Phone Book. Xerox DocuMate 3920 User’s Guide...
  • Page 83 Power cycle the scanner so you can access the updated phone book from the scanner. To edit or delete names from the phone book, simply make your changes in the phone book manager fields then click Update to send the information to the scanner. Xerox DocuMate 3920 User’s Guide...
  • Page 84 Click Add to save your settings and return to the Phone Group List screen. Click the Update button to send the information to the scanner. Power cycle the scanner so you can access the updated phone book from the scanner. Xerox DocuMate 3920 User’s Guide...
  • Page 85: Information Messages When Faxing

    Your fax machine received an invalid fax message from the remote fax machine. Please try again or use another line. The line quality is poor. Please try again or use another line. If the error still occurs, please call your service support. Xerox DocuMate 3920 User’s Guide...
  • Page 86 Your fax machine received an invalid fax message from the remote fax machine. Please try again or use another line. The line quality is poor. Please try again or use another line. If the error still occurs, please call your service support. Xerox DocuMate 3920 User’s Guide...
  • Page 87: Fax Specifications

    Transmission Speed Approximately 3 seconds (*1) Page Memory 2.0 MB in Flash Speed Dial 200 sets Error Correction Mode Contrast Control 7 Levels Monitor Speaker Busy Tone Detection Redial Automatic / Manual Immediate Transmission Memory Transmission Xerox DocuMate 3920 User’s Guide...
  • Page 88 Xerox DocuMate 3920 User’s Guide...
  • Page 89: Managing The Scanner Remotely

    • User Account Management • Define The Shortcut Buttons • E-Mail Address Book Manager • Filing Manager Xerox DocuMate 3920 User’s Guide...
  • Page 90: Accessing The Scanner

    When you use this utility, you do not need to know the scanner’s IP address. The utility will search and display all Xerox DocuMate 3920 scanners on the network. The Network Management Tool is located on the installation disc you received with the scanner.
  • Page 91 Make sure the box for the Network Management Tool is selected. The software provided with your scanner may differ slightly from the list shown in the window. NOTE: Click Install Now. Follow the on-screen instructions to complete the software installation. Xerox DocuMate 3920 User’s Guide...
  • Page 92: Using The Network Management Tool

    • New Device—Click on this option to open the following prompt to input the scanner’s IP address. Enter the IP address then click on OK to add the scanner to the Network Management Tool utility. Xerox DocuMate 3920 User’s Guide...
  • Page 93 Select the computer’s network card from the Network Adapter list then click on the Search button. When searching is complete, all Xerox DocuMate 3920 scanner’s on your network will be displayed in the list. Select the scanners you want to configure then click the Add button.
  • Page 94: Accessing The Scanner From A Web Browser

    Launch your internet browser. In the URL field, type in the scanner’s IP address, and then press the enter key on your keyboard. The scanner’s embedded web page will now display in your web browser. Xerox DocuMate 3920 User’s Guide...
  • Page 95: Using The Embedded Web Page

    Country Code—Select the code for the country you live in so that you can send and receive faxes. • Network Settings— Adding the Scanner to the Network on page 23 Please refer to for instructions for adding your scanner to the network. Xerox DocuMate 3920 User’s Guide...
  • Page 96: Administrative Settings Options

    • Address Book Manager—Please refer to Managing the Scanner Address Book on page 104. • Filing Manager—Please refer to Filing Manager on page 108. • Shortcut—Please refer to Configuring the Shortcut Buttons on page 101. Xerox DocuMate 3920 User’s Guide...
  • Page 97: Account Management

    After changing the authentication method, and creating user accounts, power cycle the scanner for the data to refresh to the scanner. A user is then required to input a login name and password to use the scanner. Xerox DocuMate 3920 User’s Guide...
  • Page 98: Account List

    Once you have chosen either Local, SMTP server, LDAP server, or HTTP server as your security type. You need to set each local user’s login name and password. To create a new account, click the Account List link to open the Account List dialog box. Xerox DocuMate 3920 User’s Guide...
  • Page 99 You only need to give a new name and password for the new user without changing any other settings. Click Update to save the settings or Cancel to return to the Account Management screen without saving any changes. Xerox DocuMate 3920 User’s Guide...
  • Page 100 A confirmation message appears to confirm your deletion. Click OK to confirm or Cancel to exit. Click Update to save the settings or Cancel to return to the Account Management screen without saving any changes. Xerox DocuMate 3920 User’s Guide...
  • Page 101: Configuring The Shortcut Buttons

    Login to proceed. Click on the down arrow next to the Default Mode field and select Shortcut from the list. Click on the Update button to send this setting to the scanner. Click on the Shortcut link. Xerox DocuMate 3920 User’s Guide...
  • Page 102 57 • Faxing on page 69 10. After you are finished selecting settings for the Shortcut button, click on Update to send the information to the scanner and return to the Shortcut menu. Xerox DocuMate 3920 User’s Guide...
  • Page 103: Scanning Using The Shortcut Buttons

    Press the B&W or Color button, on the scanner, to start scanning. If you configured the Shortcut button with Multi-Level(gray) to ON, pressing the B&W button on NOTE: the control panel will produce a grayscale scan. Xerox DocuMate 3920 User’s Guide...
  • Page 104: Managing The Scanner Address Book

    LCD panel, input the correct information here then click on Login. The Address Book manager screen will now be displayed in the window. Use this window to add, update, or delete email addresses and/or groups in the scanner’s address book. Xerox DocuMate 3920 User’s Guide...
  • Page 105: Managing E-Mail Addresses

    Cancel to return to the Address Book Manager screen without adding the e-mail address to the Address Book. Click Update to send the changes to the scanner, or Exit to leave without saving the address. Up to 2,000 e-mail addresses can be entered in the Address Book. NOTE: Xerox DocuMate 3920 User’s Guide...
  • Page 106: Managing E-Mail Groups

    Select an e-mail address on the right side and then click <- to add a member to the group. Click Add to temporarily save the changes, or Cancel to return to the Address Book Manager screen without adding a new group. Xerox DocuMate 3920 User’s Guide...
  • Page 107 Click Update to send the changes to the scanner, or Exit to leave without saving any changes. Xerox DocuMate 3920 User’s Guide...
  • Page 108: Filing Manager

    HTTP uses RFC 2616 [HTTP 1.1] as the protocol, and the default port is usually 80. If you are not using the default HTTP port to send and save files, you must change the HTTP Port of the scanner to the port for the web server you are using. Xerox DocuMate 3920 User’s Guide...
  • Page 109 For instructions on how to setup SSL properly on the server, please refer to the server’s instruction manual. After SSL has been installed, please check if the SSL port is editable and the directory security has been selected. Xerox DocuMate 3920 User’s Guide...
  • Page 110 XP, select the “Sharing” tab, and then select “Share this folder”. Click the “Permissions” button to open “Permissions for the shared directory” dialog box. Click the “Full Control” option to allow full privileges to the shared directory. Xerox DocuMate 3920 User’s Guide...
  • Page 111: Maintenance

    Replacing the ADF Pad Assembly on page 117 • Replacing the Roller Assembly on page 121 • Xerox DocuMate 3920 Scanner Specifications on page 123 • Xerox DocuMate 3920 Parts List on page 124 This section contains information about maintenance, troubleshooting, scanner specifications, and spare parts.
  • Page 112: Safety Precautions

    Never use aerosol sprays or compressed air, or attempt to lubricate parts with an oil or silicon spray. • Never service the scanner in an area where there are open liquid containers. • Never pour or spill liquid on the scanner or any of its components. Xerox DocuMate 3920 User’s Guide...
  • Page 113: Clearing Paper Jams

    ADF. If the jammed page is too far in the scanner to be removed from the ADF, gently pull the page NOTE: out from under the paper tray. Xerox DocuMate 3920 User’s Guide...
  • Page 114: Cleaning The Scanner

    As you’re cleaning the roller, make sure it rotates easily, and continue rotating it in that direction while wiping it clean. Do NOT force the roller to rotate in the opposite direction. Forcing the roller to rotate will damage it, and may cause the scanner to feed pages incorrectly. Xerox DocuMate 3920 User’s Guide...
  • Page 115: Cleaning The Scanner Glass

    ADF during scanning, this thin glass plate is where the images are captured by the scanner. Clean the raised, thin plate of glass here if lines appear on scans from the ADF, but not from the Flatbed glass. Xerox DocuMate 3920 User’s Guide...
  • Page 116: Cleaning The Lcd-Display

    Cleaning the LCD-display To clean the display surface, use a soft lint-free cloth, either dry or moistened with neutral detergent or ethanol. Do not use any organic solvents, acid, nor alkali solution. Xerox DocuMate 3920 User’s Guide...
  • Page 117: Replacing The Adf Pad Assembly

    114. You can order replacement ADF pad assemblies from the Parts & Accessories page for your scanner at www.xeroxscanners.com. Please refer to the section Xerox DocuMate 3920 Parts List on page 124 for ordering information. ADF Pad Parts List...
  • Page 118 Press in the top of the ADF pad housing and lift up to release the housing from the scanner. Rotate the housing up and out of the scanner. Squeeze the plastic clamps that hold the ADF pad in place and lift the pad up and out of the scanner. Remove the tension spring. Xerox DocuMate 3920 User’s Guide...
  • Page 119 Press down on the pad to snap the part into the scanner. Slots for the traction pad Place the new tension spring in the slot in the scanner. Tension spring slot Xerox DocuMate 3920 User’s Guide...
  • Page 120 Press down on the end of the housing to snap the housing in place. Note that the end of the housing piece will be held up slightly by the tension spring. 10. Close the cover when you are finished. Xerox DocuMate 3920 User’s Guide...
  • Page 121: Replacing The Roller Assembly

    Open the ADF cover. The roller assembly is located in the underside of the ADF cover. Roller Assembly Lift up the green lock flange to unlock the roller from the ADF cover. Green lock flange Xerox DocuMate 3920 User’s Guide...
  • Page 122 Align the tab on the green lock flange with the slot in the ADF cover, then rotate the tab on the lock into the scanner. Slot for the lock flange Lock flange Press down on the lock flange to lock the roller into the scanner. Close the ADF cover when you are finished. Xerox DocuMate 3920 User’s Guide...
  • Page 123: Xerox Documate 3920 Scanner Specifications

    Xerox DocuMate 3920 Scanner Specifications Optical resolution 600 dpi Light source Cold Cathode Fluorescent Lamp Image sensor Bit depth 24-bit color, 8-bit grayscale, 1-bit bitonal (black & white) Scan method Single-pass Flatbed with 3-pass Duplex ADF ADF specifications Maximum Item Size 8.5” x 14” (216 mm x 356 mm) Minimum Item Size 5.8”...
  • Page 124: Xerox Documate 3920 Parts List

    Please use the following part names and numbers when ordering replacements for your Xerox DocuMate 3920 scanner. You can order the replacement parts from the Parts & Accessories page for your scanner at www.xeroxscanners.com, or contact the Customer Service department. Please refer to...
  • Page 125: Appendix

    131 • Product Safety Certification on page 132 • Regulatory Information on page 133 • Compliance Information on page 134 • Illegal Copies on page 135 • EH&S Contact Information on page 138 Xerox DocuMate 3920 User’s Guide...
  • Page 126: Safety Introduction

    Please read the following instructions carefully before operating the machine and refer to them as needed to ensure the continued safe operation of your machine. Your Xerox product and supplies have been designed and tested to meet strict safety requirements. These include safety agency evaluation and certification, and compliance with electromagnetic regulations and established environmental standards.
  • Page 127: Emc

    (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation. Changes and modifications to this equipment not specifically approved by Xerox may void the user’s authority to operate this equipment.
  • Page 128: Operational Safety Information

    Your Xerox equipment and supplies have been designed and tested to meet strict safety requirements. These include safety agency examination, approval, and compliance with established environmental standards. To ensure the continued safe operation of your Xerox equipment, follow these safety guidelines at all times: Do These •...
  • Page 129: Electrical Information

    Plug the power cable directly into a correctly grounded electrical outlet. If you are not sure whether or not an outlet is correctly grounded, consult an electrician. Do not use an adapter to connect any Xerox equipment to an electrical outlet that lacks a ground connection terminal.
  • Page 130: Emergency Power Off

    Emergency Power Off If any of the following conditions occur, turn off the machine immediately and disconnect the power cable from the electrical outlet. Contact an authorized Xerox Service Representative to correct the problem: • The equipment emits unusual odors or makes unusual noises.
  • Page 131: Maintenance Information

    Do not perform any maintenance procedures unless you have been trained to do them by an authorized local dealer or unless a procedure is specifically described in the user manuals. Xerox DocuMate 3920 User’s Guide...
  • Page 132: Product Safety Certification

    Product Safety Certification This product is certified by the following Agency using the Safety standards listed: Agency Standard Underwriters Laboratories Inc. UL60950-1 1st (2003) First Edition (USA/ Canada) IEC60950-1: 2001 Second Edition Xerox DocuMate 3920 User’s Guide...
  • Page 133: Regulatory Information

    Regulatory Information Certifications in Europe The CE mark applied to this product, symbolizes Xerox’s declaration of conformity with the following applicable European Union Directives, as of the dates indicated: December 12, 2006: Council Directive 2006/95/EC as amended. Approxi- mation of the laws of the member states related to low voltage equipment.
  • Page 134: Compliance Information

    Compliance Information Product Recycling & Disposal: USA & Canada If you are managing the disposal of your Xerox product, please note that the product contains lamp(s) with mercury, and may contain lead, Perchlorate and other materials whose disposal may be regulated due to environmental considerations.
  • Page 135: Illegal Copies

    Further information of these provisions may be obtained from the Copyright Office, Library of Congress, Washington, D.C. 20559. Ask for Circular R21. Certificates of Citizenship or Naturalization. (Foreign Naturalization Certificates may be photographed.) Passports. (Foreign Passports may be photographed.) Immigration Papers. Draft Registration Cards. Xerox DocuMate 3920 User’s Guide...
  • Page 136: Canada

    The above list is provided for your convenience and assistance, but it is not all inclusive, and no liability is assumed for its completeness or accuracy. In case of doubt, consult your solicitor. Xerox DocuMate 3920 User’s Guide...
  • Page 137: Other Countries

    Copyright material or trademarks without the consent of the owner Postage stamps and other negotiable instruments Note: This list is not inclusive and no liability is assumed for either its completeness or accuracy. In case of doubt, contact your legal counsel. Xerox DocuMate 3920 User’s Guide...
  • Page 138: Eh&S Contact Information

    EH&S Contact Information Contact Information For more information on Environment, Health, and Safety in relation to this Xerox product and supplies, please contact the following customer help lines: USA & Canada: 1-800-828-6571 Europe: +44 1707 353 434 Xerox DocuMate 3920...
  • Page 139: Index

    E-Mail, 46, 53 Calibration Error, 42 E-mail, 17 Cancel Fax Jobs, 72 Email Address, 20 CD-ROM drive, 9 E-Mail Default, 21, 52 Check printer cable or status, 42 E-mail error messages, 54 CIFS, 10, 64, 110 Xerox DocuMate 3920 User’s Guide...
  • Page 140 Mail Server, 27, 56 Function keys, 17 Management, 29, 101 Manual Receive, 72 Margin Adjustment, 38 Margin Shift, 43 Gateway IP, 23 Memory Transmission, 87 Grayscale, 103 Menu, 29, 41 Group Address, 53 Menu Map, 19 Xerox DocuMate 3920 User’s Guide...
  • Page 141 Soft Keyboard, 22, 40 Power Switch, 12 soft keyboard, 81, 82 Print Orientation Software, 91 Long Edge, Short Edge, 39, 40 Sound Volume, 71 Paper Saving, 40 Speed, 37 Printer, 35, 69 SSL, 109 Printing Stamp, 40 Xerox DocuMate 3920 User’s Guide...
  • Page 142 9 Target URL, 64 Port #, 64 Text, 37, 49 TIFF, 10, 50, 62 Time Zone, 19 Transmission Report, 71 Transmission Speed, 87 Unit, 38 Usage Report, 19 User Account Management, 89 Variable, 37 Xerox DocuMate 3920 User’s Guide...

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