Page 1 Operating Instructions Security Reference Getting Started Authentication and its Application Preventing Information Leaks Managing Access to the Machine Enhanced Network Security Specifying the Extended Security Functions Troubleshooting Appendix Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety Information in "About This Machine"...
Page 2 Adobe Systems, Incorporated. PCL is a registered trademark of Hewlett-Packard Company. NetWare is a registered trademarks of Novell, Inc. Bluetooth is a Trademark of the Bluetooth SIG, Inc. (Special Interest Group) and licensed to Ricoh Company Limited. PictBridge is a trademark.
Page 3 Manuals for This Machine Refer to the manuals that are relevant to what you want to do with the machine. ❖ About This Machine Be sure to read the Safety Information in this manual before using the ma- chine. This manual provides an introduction to the functions of the machine. It also explains the control panel, preparation procedures for using the machine, how to enter text, and how to install the CD-ROMs provided.
Page 4 ❖ Other manuals • Manuals for This Machine • Safety Information • Quick Reference Copy Guide • Quick Reference Printer Guide • Quick Reference Scanner Guide • PostScript3 Supplement • UNIX Supplement • Manuals for DeskTopBinder Lite • DeskTopBinder Lite Setup Guide •...
Page 5: Table Of Contents
TABLE OF CONTENTS Manuals for This Machine ..................i How to Read This Manual ..................1 Symbols ........................1 1. Getting Started Enhanced Security....................3 Glossary ........................4 Setting Up the Machine....................5 Security Measures Provided by this Machine............. 7 Using Authentication and Managing Users ..............7 Preventing Information Leaks ..................7 Limiting and Controlling Access .................9 Enhanced Network Security..................10...
Page 6 3. Preventing Information Leaks Guarding Against Unauthorized Copying ............71 Unauthorized Copy Prevention ................72 Data Security for Copying ..................73 Printing Limitations....................74 Notice ........................75 Printing with Unauthorized Copy Prevention and Data Security for Copying...75 Printing a Confidential Document ..............78 Choosing a Locked Print file ..................78 Printing a Locked Print File ..................79 Deleting Locked Print Files ..................81 Changing Passwords of Locked Print Files..............82...
Page 7 5. Enhanced Network Security Preventing Unauthorized Access..............127 Enabling/Disabling Protocols .................127 Access Control .......................129 Specifying Network Security Level.................130 Encrypting Transmitted Passwords..............134 Driver Encryption Key .................... 135 Group Password for PDF files................137 IPP Authentication Password.................138 Protection Using Encryption ................139 SSL (Secure Sockets Layer) Encryption..............140 User Settings for SSL (Secure Sockets Layer) ............
Page 8 File Administrator Settings ................184 System Settings .....................184 Printer Features .....................184 Settings via Web Image Monitor ................185 User Administrator Settings ................186 System Settings .....................186 Settings via Web Image Monitor ................187 Settings via SmartDeviceMonitor for Admin............187 Document Server File Permissions..............188 The Privilege for User Account Settings in the Address Book .....
Page 9: How To Read This Manual
How to Read This Manual Symbols This manual uses the following symbols: Indicates important safety notes. Ignoring these notes could result in serious injury or death. Be sure to read these notes. They can be found in the “Safety Information” section of About This Ma- chine.
Page 11: Getting Started
1. 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 There are four types of administrator according to the administered function: machine administrator, network administrator, file administrator, and user administrator. We recommend only one person take each administrator role. You can spread the workload and limit unauthorized operation by a single administrator.
Page 13: Setting Up The Machine
Enhanced Security Setting Up the Machine If you want higher security, make the following setting before using the ma- chine: Turn the machine on. Press the {User Tools} key. Press [System Settings]. Press {Interface Settings}. Specify IP Address. For details, see the General Settings Guide. Connect the machine to the network.
Page 14 Getting Started Enter the administrator’s user name and password. During steps , the administrator’s default account (user name: admin, password: blank) in unencrypted form will be vulnerable to network inter- ception, and this account may be used for breaking into the machine over the network.
Page 15: Security Measures Provided By This Machine
Security Measures Provided by this Machine Security Measures Provided by this Machine Using Authentication and Managing Users ❖ Enabling Authentication To control administrators’ and users’ access to the machine, perform admin- istrator authentication and user authentication using login user names and login passwords.
Page 16 Getting Started Reference For details, see p.71 “Guarding Against Unauthorized Copying”. ❖ 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 17: Limiting And Controlling Access
Security Measures Provided by this Machine ❖ Managing Log Files You can improve data security by deleting log files stored in the machine. By transferring the log files, you can check the history data and identify unau- thorized access. To transfer the log data, the log collection server is required. Reference For details, see p.123 “Managing Log Files”.
Page 18: Enhanced Network Security
Getting Started 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.127 “Preventing Unauthorized Access”. ❖...
Page 19: Authentication And Its Application
2. Authentication and its Application 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 20: User
Authentication and its Application ❖ Machine Administrator This is the administrator who mainly manages the machine’s default settings. You can set the machine so that the default for each function can only be spec- ified by the machine administrator. By making this setting, you can prevent unauthorized people from changing the settings and allow the machine to be used securely by its many users.
Page 21: The Management Function
The Management Function 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 22: About Administrator Authentication
Authentication and its Application About Administrator Authentication There are four types of administrator according to the administered function: user administrator, machine administrator, network administrator, and file ad- ministrator. AYJ002S User Administrator File Administrator This administrator manages personal in- This administrator manages permission formation in the address book.
Page 23: About User Authentication
The Management Function About User Authentication This machine has an authentication function to prevent unauthorized access. By using login user name and login password, you can specify access limits for individual users and groups of users. AYJ001S User Authentication A user performs normal operations on Using a login user name and password, the machine, such as copying and print- user authentication is performed.
Page 24: Enabling Authentication
Authentication and its Application Enabling Authentication To control administrators’ and users’ access to the machine, perform administra- tor or user authentication using login user names and passwords. To perform authentication, the authentication function must be enabled. To specify authen- tication, you need to register administrators. Reference For details, see p.20 “Registering the Administrator”.
Page 25: Administrator Authentication
Administrator Authentication Administrator Authentication Administrators are handled differently from the users registered in the address book. When registering an administrator, you cannot use a login user name al- ready registered in the address book. Windows Authentication, LDAP Authen- tication and Integration Server Authentication are not performed for an administrator, so an administrator can log on even if the server is unreachable because of a network problem.
Page 26 Authentication and its Application Note ❒ For details about logging on and logging off with administrator authentica- tion, see p.24 “Logging on Using Administrator Authentication”, p.26 “Log- ging off Using Administrator Authentication”. Press the {User Tools} key. Press [System Settings]. Press [Administrator Tools].
Page 27 Administrator Authentication Press the [User Management], [Machine Management], [Network Management], or [File Management] key to select which settings to manage. Set “Admin. Authentication” to [On]. [Available Settings] appears. Select the settings to manage from “Available Settings”. The selected settings will be unavailable to users. [Available Settings] varies depending on the administrator.
Page 28: Registering The Administrator
Authentication and its Application Registering the Administrator If administrator authentication has been specified, it is recommended to assign each administrator role to a different person. By sharing the administrative work among different administrators, you can spread the workload and limit unauthorized operation by a single administra- tor.You can register up to four login user names (Administrators 1 to 4) to which you can grant administrator privileges.
Page 29 Administrator Authentication Press [Administrator Tools]. Press [Program / Change Administrator].
Page 30 Authentication and its Application In the line for the administrator whose authority you want to specify, press [Administrator 1], [Administrator 2], [Administrator 3] or [Administrator 4], and then press [Change]. If you allocate each administrator’s authority to a different person, the screen appears as follows: Press [Change] for the login user name.
Page 31 Administrator Authentication Press [Change] for the login password. Enter the login password, and then press [OK]. Follow the password policy to make the login password more secure. For details about the password policy, see p.154 “Password Policy”. If a password reentry screen appears, enter the login password, and then press [OK].
Page 32: Logging On Using Administrator Authentication
Authentication and its Application Press [OK] twice. You will be automatically logged off. Press the {User Tools} key. Logging on Using Administrator Authentication If administrator authentication has been specified, log on using an administra- tor’s user name and password.This section describes how to log on. Note ❒...
Page 33 Administrator Authentication Enter the login user name, and then press [OK]. Note ❒ When you log on to the machine for the first time as the administrator, en- ter “admin”. Press [Enter] next to “Login Password”. Note ❒ If assigning the administrator for the first time, proceed to step without pressing [Enter].
Page 34: Logging Off Using Administrator Authentication
Authentication and its Application Enter [Login]. “ ” appears, followed by the screen for Authenticating... Please wait. specifying the default. Logging off Using Administrator Authentication If administrator authentication has been specified, be sure to log off after com- pleting settings. This section explains how to log off after completing settings. Press the {Login/Logout}key.
Page 35: Changing The Administrator
Administrator Authentication 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 36 Authentication and its Application Press [Administrator Tools]. Press [Program / Change Administrator]. In the line for the administrator you want to change, press [Administrator 1], [Administrator 2], [Administrator 3] or [Administrator 4], and then press [Change]. Press [Change] for the setting you want to change, and re-enter the setting. Press [OK].
Page 37: User Authentication
User Authentication User Authentication There are five types of user authentication method: user code authentication, ba- sic authentication, Windows authentication, Integration Server Authentication, and LDAP authentication. To use user authentication, select an authentication method on the control panel, and then make the required settings for the authen- tication.
Page 38 Authentication and its Application Specifying User Code Authentication This can be specified by the machine administrator. Press the {User Tools} key. Press [System Settings]. Press [Administrator Tools]. Press [User Authentication Management].
Page 39 User Authentication Select [User Code Auth.]. Note ❒ If you do not want to use user authentication management, select [Off]. Select which of the machine’s functions you want to limit. The selected settings will be unavailable to users. For details about Limiting Available Functions see p.121 “Limiting Available Functions”.
Page 40 Authentication and its Application Select the “Printer Job Authentication” level. Note ❒ If you select [Entire], you cannot print using a printer driver or a device that does not support authentication. To print under an environment that does not support authentication, select [Simple (All)]. ❒...
Page 41: Basic Authentication
User Authentication Specify the range in which [Simple (Limitation)] is applied to Printer Job Au- thentication. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Press [Exit].
Page 42 Authentication and its Application Press [Administrator Tools]. Press [User Authentication Management]. Select [Basic Auth.]. Note ❒ If you do not want to use user authentication management, select [Off].
Page 43 User Authentication Select which of the machine’s functions you want to permit. The selected settings will be available to users. For details about Limiting Available Functions see p.121 “Limiting Available Functions”. Select the “Printer Job Authentication” level. Note ❒ If you select [Entire], you cannot print using a printer driver or a device that does not support authentication.
Page 44 Authentication and its Application Press [Simple (Limitation)] Press [Change]. Specify the range in which [Simple (Limitation)] is applied to Printer Job Au- thentication. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Press [Exit].
Page 45 User Authentication Authentication Information Stored in the Address Book This can be specified by the user administrator. If you have specified [User Authentication], you can specify access limits for indi- vidual users and groups of users. Specify the setting in the address book for each user.
Page 46 Authentication and its Application Select the user or group. Press [Auth. Info]. Press [Change] for [Login User Name]. Enter a login user name, and then press [OK]. Press [Change] for [Login Password].
Page 47 User Authentication Enter a login password, and then press [OK]. If a password reentry screen appears, enter the login password, and then press [OK]. Press [OK]. Press [Exit] twice. Press the {User Tools} key. Specifying Authentication Information to Log on The login user name and password specified in [User Authentication Management] can be used as the login information for “SMTP Authentication”, “Folder Au- thentication”, and “LDAP Authentication”.
Page 48 Authentication and its Application Press [Address Book Management]. If the setting to be specified does not appear, press [TNext] to scroll down to other settings. Select the user or group. Press [Auth. Info]. Specify the login user name and password.
Page 49 User Authentication Select [Use Auth. Info at Login] in “SMTP Authentication”. If the setting to be specified does not appear, press [TNext] to scroll down to other settings. Limitation ❒ When using [Use Auth. Info at Login] for “SMTP Authentication”, “Folder Authentication”, or “LDAP Authentication”, a user name other than “oth- er”...
Page 50: Windows Authentication
Authentication and its Application Windows Authentication Specify this authentication when using the Windows domain controller to au- thenticate users who have their accounts on the directory server. Users cannot be authenticated if they do not have their accounts in the directory server. Under Windows authentication, you can specify the access limit for each group regis- tered in the directory server.
Page 51 User Authentication ❒ Users who are registered in multiple groups can use all the functions availa- ble to those groups. ❒ If you specify in the address book which functions are available to global group members, those settings have priority. ❒...
Page 52 Authentication and its Application Press [Administrator Tools]. Press [User Authentication Management]. Select [Windows Auth.]. Note ❒ If you do not want to use user authentication management, select [Off].
Page 53 User Authentication Press [Change] for “Domain Name”, enter the name of the domain controller to be authenticated, and then press [OK]. Select the “Printer Job Authentication” level. Note ❒ If you select [Entire], you cannot print using a printer driver or a device that does not support authentication.
Page 54 Authentication and its Application Press [Simple (Limitation)] Press [Change]. Specify the range in which [Simple (Limitation)] is applied to Printer Job Au- thentication. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Press [Exit].
Page 55 User Authentication Press [On] for “SSL”. If you do not use secure sockets layer (SSL) for authentication, press [Off]. If global groups have been registered under Windows server, you can limit the use of functions for each global group. You need to create global groups in the Windows server in advance and reg- ister in each group the users to be authenticated.
Page 56 Authentication and its Application Under “Group Name”, press [Change], and then enter the group name. Press [OK]. Select which of the machine’s functions you want to permit. The selected settings will be available to users. For details about limiting available functions, see p.121 “Limiting Available Functions”.
Page 57 User Authentication -Installing Internet Information Services (IIS) and Certificate services Specify this setting if you want the machine to automatically obtain e-mail ad- dresses registered in Active Directory. We recommended you install Internet Information Services (IIS) and Certificate services as the Windows components. Install the components, and then create the server certificate.
Page 58: Ldap Authentication
Authentication and its Application LDAP Authentication Specify this authentication when using the LDAP server to authenticate users who have their accounts on the LDAP server. Users cannot be authenticated if they do not have their accounts on the LDAP server. The address book stored in the LDAP server can be registered to the machine, enabling user authentication without first using the machine to register individual settings in the address book.When using LDAP Authentication, to prevent the password information...
Page 59 User Authentication Note ❒ Under LDAP Authentication, if “Anonymous Authentication” in the LDAP server’s settings is not set to “Prohibit”, users who do not have an LDAP serv- er account might still be able to gain access. ❒ If the LDAP server is configured using Windows Active Directory, Anony- mous Authentication might be available.
Page 60 Authentication and its Application Press [User Authentication Management]. Select [LDAP Auth.]. Note ❒ If you do not want to use user authentication management, select [Off]. Select the LDAP server to be used for LDAP authentication.
Page 61 User Authentication Select the “Printer Job Authentication” level. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Note ❒ If you select [Entire], you cannot print using a printer driver or a device that does not support authentication.
Page 62 Authentication and its Application Press [Change]. Specify the range in which [Simple (Limitation)] is applied to Printer Job Au- thentication. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Press [Exit].
Page 63 User Authentication Press [Change] for “Login Name Attribute”. Enter the login name attribute , and then press [OK]. Note ❒ You can use the Login Name Attribute as a search criterion to obtain infor- mation about an authenticated user. You can create a search filter based on the Login Name Attribute, select a user, and then retrieve the user infor- mation from the LDAP server so it is transferred to the machine’s address book.
Page 64 Authentication and its Application Enter the unique attribute and then press [OK]. Note ❒ Specify Unique Attribute on the machine to match the user information in the LDAP server with that in the machine. By doing this, if the Unique At- tribute of a user registered in the LDAP server matches that of a user reg- istered in the machine, the two instances are treated as referring to the same user.You can enter an attribute such as “serialNumber”...
Page 65: Integration Server Authentication
User Authentication Integration Server Authentication To use Integration Server Authentication, you need a server on which ScanRout- er software that supports authentication is installed. For external authentication, the Integration Server Authentication collectively authenticates users accessing the server over the network, providing a server-in- dependent centralized user authentication system that is safe and convenient.
Page 66 Authentication and its Application Press [Administrator Tools]. Press [User Authentication Management]. Select [Integration Server Authentication]. Note ❒ If you do not wish to use User Authentication Management, select [Off].
Page 67 User Authentication Press [Change] for “Server Name”. Specify the name of the server for external authentication. Enter the server name, and then press [OK]. Enter the IPv4 address or host name. In “Authentication Type”, select the authentication system for external au- thentication.
Page 68 Authentication and its Application Press [Change] for “Domain Name”. Enter the domain name, and then press [OK]. Note ❒ You cannot specify a domain name under an authentication system that does not support domain login. Press [Obtain URL]. The machine obtains the URL of the server specified in [Server Name]. If the setting to be specified does not appear, press [TNext] to scroll down to other settings.
Page 69 User Authentication Select the “Printer Job Authentication” level. Note ❒ If you select [Entire], you cannot print using a printer driver or a device that does not support authentication. To print under an environment that does not support authentication, select [Simple (All)]. ❒...
Page 70 Authentication and its Application Press [Change]. Specify the range in which [Simple (Limitation)] is applied to Printer Job Au- thentication. You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces. Press [Exit].
Page 71 User Authentication ❖ Printer Job Authentication Levels and Printer Job Types This section explains the relationship between printer job authentication lev- els and printer job types. Depending on the combination of printer job authentication level and printer job type, the machine may not print properly. Set an appropriate combination according to the operating environment.
Page 72 Authentication and its Application ❖ 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.
Page 73: If User Authentication Is Specified
If User Authentication is Specified If User Authentication is Specified When user authentication (User Code Authentication, Basic Authentication, Windows Authentication, LDAP Authentication, or Integration Server Authen- tication) is set, the authentication screen is displayed. Unless a valid user name and password are entered, operations are not possible with the machine. Log on to operate the machine, and log off when you are finished operations.
Page 74: Login (Using The Control Panel)
Authentication and its Application Login (Using the Control Panel) Follow the procedure below to log on when Basic Authentication, Windows Au- thentication, LDAP Authentication, or Integration Server Authentication is set. Press [Enter] for [Login User Name]. Enter a login user name, and then press [OK]. Press [Enter] for [Login Password].
Page 75: Log Off (Using The Control Panel)
If User Authentication is Specified Enter a login password, and then press [OK]. Press [Login]. When the user is authenticated, the screen for the function you are using ap- pears. Log Off (Using the Control Panel) Follow the procedure below to log off when Basic Authentication, Windows Au- thentication, or LDAP Authentication is set.
Page 76: Login (Using A Printer Driver)
Authentication and its Application Login (Using a Printer Driver) When Basic Authentication, Windows Authentication, or LDAP Authentication is set, make encryption settings in the printer properties of a printer driver, and then specify a login user name and password. For details, see the printer driver Help.
Page 77: Auto Logout
If User Authentication is Specified Auto Logout This can be specified by the machine administrator. When using user authentication management, the machine automatically logs you off if you do not use the control panel within a given time. This feature is called “Auto Logout”.
Page 78: Authentication Using An External Device
Authentication and its Application Select [On]. Note ❒ If you do not want to specify [Auto Logout Timer], select [Off]. Enter “60” to “999” (seconds) using the number keys, and then press [q]. Press the {User Tools} key. Authentication using an external device If you authenticate using an external device, see the Kit manual.
Page 79: Preventing Information Leaks
3. Preventing Information Leaks Guarding Against Unauthorized Copying Using the printer driver, you can embed a pattern in the printed copy to discour- age or prevent unauthorized copying. If you enable data security for copying on the machine, printed copies of a doc- ument with data security for copying are grayed out to prevent unauthorized copying.
Page 80: Unauthorized Copy Prevention
Preventing Information Leaks Unauthorized Copy Prevention Using the printer driver, you can embed mask and pattern (for instance, a warn- ing such as “No Copying”) in the printed document. If the document is copied, scanned, or stored in a Document Server by a copier or multifunction printer, the embedded pattern appears clearly on the copy, dis- couraging unauthorized copying.
Page 81: Data Security For Copying
Guarding Against Unauthorized Copying Data Security for Copying Using the printer driver to enable data security for the copying function, you can print a document with an embedded pattern of hidden text. Such a document is called a data security for copying document. If a data security for copying document is copied or stored in the Document Server using a copier or multi-function printer with the Copy Data Security Unit, protected pages are grayed out in the copy, preventing confidential information...
Page 82: Printing Limitations
Preventing Information Leaks Note ❒ You can also embed pattern in a document protected by data security for cop- ying. However, if such a document is copied or stored in the Document Serv- er using a copier or multi-function printer with the Copy Data Security Unit, the copy is grayed out, so the embedded pattern does not appear on the copy.
Page 83: Notice
Guarding Against Unauthorized Copying Notice 1.The supplier does not guarantee that unauthorized copy prevention and data security for copying will always work. Depending on the paper, the model of copier or multi-function printer, and the copier or printer settings, unauthorized copy prevention and data security for copying may not work properly.
Page 84 Preventing Information Leaks Specifying Printer Settings for Data security for copying (Printer Driver Setting) If a document printed using this function is copied or stored in the Document Server by a copier or multi-function printer, the copy is grayed out. Using the printer driver, specify the printer settings for data security for copy- ing.
Page 85 Guarding Against Unauthorized Copying Press [System Settings]. Press [Administrator Tools]. Press [Data security for copying]. If the setting you want to specify does not appear, press [TNext] to scroll down to other settings. Press[On]. If you do not want to specify [Data security for copying], select [Off]. Press[OK].
Page 86: Printing A Confidential Document
Preventing Information Leaks Printing a Confidential Document To use this function, Printer/Scanner unit must be installed. Depending on the location of the machine, it is difficult to prevent unauthorized persons from viewing prints lying in the machine’s output trays. When printing confidential documents, use the Locked Print function.
Page 87: Printing A Locked Print File
Printing a Confidential Document Reference For details, see the printer driver Help. Printing a Locked Print File Print Locked Print files using the control panel. Consult your administrator if you have forgotten your password. This can also be specified via Web Image Monitor. For details see the Web Image Monitor Help.
Page 88 Preventing Information Leaks Press [Print]. Enter the password for the stored file, and then press [OK]. Note ❒ Enter the password specified in step on p.78 “Choosing a Locked Print file”. Press [Yes].
Page 89: Deleting Locked Print Files
Printing a Confidential Document Deleting Locked Print Files This can be specified by the file creator (owner). To delete Locked Print files, you must enter the password for the files. If the password has been forgotten, ask the file administrator to change the password. This can also be specified via Web Image Monitor.
Page 90: Changing Passwords Of Locked Print Files
Preventing Information Leaks Press [Delete]. Enter the password of the Locked Print file, and then press [OK]. Press [Yes]. Changing Passwords of Locked Print Files This can be specified by the file creator (owner) or file administrator. If the password has been forgotten, the file administrator change the password. This can also be specified via Web Image Monitor.
Page 91 Printing a Confidential Document Press [Change Password]. Enter the password for the stored file, and then press [OK]. The machine administrator does not need to enter the password. Enter the new password for the stored file, and then press [OK]. If a password reentry screen appears, enter the login password, and then press [OK].
Page 92: Unlocking Locked Print Files
Preventing Information Leaks Unlocking Locked Print Files If you specify “Enhance File Protection”, the file will be locked and become in- accessible if an invalid password is entered ten times. This section explains how to unlock files. Only the file administrator can unlock files. This can also be specified via Web Image Monitor.
Page 93: Specifying Access Permission For Stored Files
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. This can prevent activities such as printing or sending of stored files by unau- thorized users.
Page 94: Assigning Users And Access Permission For Stored Files
Preventing Information Leaks Assigning Users and Access Permission for Stored Files This can be specified by the file creator (owner) or file administrator. Specify the users and their access permissions for each stored file. By making this setting, only users granted access permission can access stored files.
Page 95 Specifying Access Permission for Stored Files Press [Change Access Priv.]. Press [Program/Change/Delete]. Press [New Program].
Page 96 Preventing Information Leaks Select the users or groups you want to assign permission to. You can select more than one users. By pressing [All Users], you can select all the users. Press [Exit]. Select the user who you want to assign an access permission to, and then select the permission.
Page 97: Specifying Access Privileges For Files Stored Using The Scanner Function
Specifying Access Permission for Stored Files Specifying Access Privileges for Files Stored using the Scanner Function If user authentication is set for the scanner function, you can specify access priv- ileges for made using these functions when storing them in the D0ocument Serv- er.
Page 98 Preventing Information Leaks Select the users or groups you want to assign permission to. You can select more than one users. By pressing [All Users], you can select all the users. Press [Exit]. Select the user who you want to assign an access permission to, and then se- lect the permission.
Page 99 Specifying Access Permission for Stored Files Press [Change Access Priv.]. Press [Change Access Priv.]. Press [Program/Change/Delete]. Press [New Program]. Select the users or groups you want to assign permission to. You can select more than one users. By pressing [All Users], you can select all the users. Press [Exit].
Page 100: Assigning The User And The Access Permission For The User's Stored Files
Preventing Information Leaks Assigning the User and the Access Permission for the User’s Stored Files This can be specified by the file creator (owner) or user administrator. Specify the users and their access permission to files stored by a particular user. Only those users granted access permission can access stored files.
Page 101 Specifying Access Permission for Stored Files Press [Address Book Management]. Select the user or group. Press [Protection].
Page 102 Preventing Information Leaks Under “Protect File(s)”, press [Program/Change/Delete] for “Permissions for Users/Groups”. If the setting to be specified does not appear, press [TNext] to scroll down to other settings. Press [New Program]. Select the users or groups to register. You can select more than one users. By pressing [All Users], you can select all the users.
Page 103: Specifying Passwords For The Stored Files
Specifying Access Permission for Stored Files 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]. Press [Exit]. Press [OK]. Press [Exit].
Page 104 Preventing Information Leaks Press [Edit File]. Press [Change Password]. Enter the password using the number keys. You can use 4 to 8 numbers as the password for the stored file. Press [OK]. Confirm the password by re-entering it using the number keys. Press [OK].
Page 105: Unlocking Files
Specifying Access Permission for Stored Files Unlocking Files If you specify “Enhance File Protection”, the file will be locked and become in- accessible if an invalid password is entered ten times. This section explains how to unlock files. Only the file administrator can unlock files. For details about “Enhance File Protection”, see p.149 “Changing the Extended Security Functions”.
Page 106 Preventing Information Leaks Press [Unlock Files]. Press [Yes]. Press [OK].
Page 107: Preventing Data Leaks Due To Unauthorized Transmission
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 will be designated as the sender to prevent data from being sent by an unauthorized person mas- querading as the user.
Page 108 Preventing Information Leaks Press the {User Tools} key. Press [System Settings]. Press [Administrator Tools]. Press [Extended Security]. Press [On] for “Restrict Use of Destinations”.
Page 109 Preventing Data Leaks Due to Unauthorized Transmission Press [OK]. Press the {User Tools} key. Reference This can also be specified using Web Image Monitor or SmartDeviceMon- itor for Admin. For details, see the Help for each application.
Page 110: Protecting The Address Book
Preventing Information Leaks Protecting the Address Book If user authentication is specified, the user who has logged on will be designated as the sender to prevent data from being sent by an unauthorized person mas- querading as the user. To protect the data from unauthorized reading, you can also encrypt the data in the address book.
Page 111 Protecting the Address Book Press [Address Book Management]. Select the user or group. Press [Protection]. Under “Protect Destination”, press [Program/Change/Delete] for “Permissions for Users/Groups”.
Page 112 Preventing Information Leaks Press [New Program]. Select the users or groups to register. You can select more than one users. By pressing [All Users], you can select all the users. Press [Exit]. Select the user who you want to assign an access permission to, and then select the permission.
Page 113: Encrypting The Data In The Address Book
Protecting the Address Book Encrypting the Data in the Address Book This can be specified by the user administrator. Encrypt the data in the address book. Reference See p.149 “Changing the Extended Security Functions”. Preparation For details about logging on and logging off with administrator authentica- tion, see p.24 “Logging on Using Administrator Authentication”, p.26 “Log- ging off Using Administrator Authentication”.
Page 114 Preventing Information Leaks Press [Extended Security]. Press [On] for “Encrypt Address Book”. Press [Change] for [Encryption Key]. Enter the encryption key, and then press [OK]. Enter the encryption key using up to 32 alphanumeric characters. Press [Encrypt / Decrypt].
Page 115 Protecting the Address Book Press [Yes]. Do not switch the main power off during encryption, as doing so may corrupt the data. Encrypting the data in the address book may take a long time. The time it takes to encrypt the data in the address book depends on the number of registered users.
Page 116: Deleting Data On The Hard Disk
Preventing Information Leaks Deleting Data on the Hard Disk Hard Disk The machine’s hard disk lets you store data under the copy, printer, scanner, and document server functions, as well as the address book and counters stored under each user code. Data Not Overwritten in the Hard Disk The machine’s memory lets you store network TWAIN scanner.
Page 117 Deleting Data on the Hard Disk “Auto Erase Memory Setting” This can be specified by the machine administrator. A document scanned in Copier, or Scanner mode, or print data sent from a print- er 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 118 Preventing Information Leaks Press [Auto Erase Memory Setting]. If the setting to be specified does not appear, press [TNext] to scroll down to other settings. Press [On], and then select the method of erasing the data. Select the method of erasing the data from [NSA], [DoD], or [Random Numbers]. If you select [Random Numbers], proceed to step If you select [NSA] or [DoD], proceed to step Press [Change].
Page 119 Deleting Data on the Hard Disk Enter the number of times that you want to overwrite using the number keys, and then press [q]. Press [OK]. Auto Erase Memory is set. Important ❒ When Auto Erase Memory is set to “On”, temporary data that remained on the hard disk when Auto Erase Memory was “Off”...
Page 120 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 Copier • Copy jobs Erase Memory Printer •...
Page 121 Deleting Data on the Hard Disk “Erase All Memory” This can be specified by the machine administrator. You can erase all the data on the hard disk by writing over it. This is useful if you relocate or dispose of your machine. Preparation For details about logging on and logging off with administrator authentica- tion, see p.24 “Logging on Using Administrator Authentication”, p.26 “Log-...
Page 122 Preventing Information Leaks Press [Erase All Memory]. If the setting to be specified does not appear, press [TNext] to scroll down to other settings. Select the method of erasing the data. Select the method of erasing the data from [NSA], [DoD], or [Random Numbers]. If you select [Random Numbers], proceed to step If you select [NSA] or [DoD], proceed to step Press [Change].
Page 123 Deleting Data on the Hard Disk Enter the number of times that you want to overwrite using the number keys, and then press [q]. Press [OK]. Press [Yes]. When overwriting is completed, press [Exit], and then turn off the power. Reference Before turning the power off, see “Turning On the Power”, About This Ma- chine.
Page 124 Preventing Information Leaks Canceling Erase All Memory Press [Cancel] while Erase All Memory is in progress. Press [Yes]. Erase All Memory is canceled. Note ❒ If you stop this before completion, the data is not fully erased. Execute [Erase All Memory] again to erase the data. Turn off the main power.
Page 125: Managing Access To The Machine
4. Managing Access to the Machine Preventing Modification of Machine Settings Administrator type determines which machine settings can be modified. Users cannot change the administrator settings. In [Admin. Authentication], [Available Set- tings], the administrator can select which settings users cannot specify. Register the administrators before using the machine.
Page 126: Menu Protect
Managing Access to the Machine 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 127 Menu Protect Select the menu protect level, and then press [OK]. Press the {User Tools} key. Printer Functions To specify [Menu Protect] in [Printer Features], set [Machine Management] to [On] in [Administrator Authentication Management] in [Administrator Tools] in [System Set- tings].
Page 128 Managing Access to the Machine Press the {User Tools} key. Scanner Functions To specify [Menu Protect] in [Scanner Features], set [Machine Management] to [On] in [Administrator Authentication Management] in [Administrator Tools] in [System Set- tings]. Press the {User Tools} key. Press [Scanner Features].
Page 129: Limiting Available Functions
Limiting Available Functions Limiting Available Functions To prevent unauthorized operation, you can specify who is allowed to access each of the machine’s functions. ❖ Available Functions Specify the available functions from the copier, Document Server, scanner, and printer functions. Specifying Which Functions are Available This can be specified by the user administrator.
Page 130 Managing Access to the Machine Select the user. Press [Auth. Info]. In [Available Functions], select the functions you want to specify. If the setting to be specified does not appear, press [TNext] to scroll down to other settings. Press [OK]. Press [Exit].
Page 131: Managing Log Files
Managing Log Files Managing Log Files Log information To view the log, the log collection server is required. The following log information is stored in the machine’s memory and on its hard disk: • Job log Stores information about workflow related to user files, such as copying, printing, and scan file delivery •...
Page 132: Specifying Delete All Logs
Managing Access to the Machine Specifying Delete All Logs This can be specified by the machine administrator. By deleting the log stored in the machine, you can free up space on the hard disk. Press the {User Tools} key. Press [System Settings]. Press [Administrator Tools].
Page 133: Transfer Log Setting
Managing Log Files Transfer Log Setting The machine administrator can select [On] from the log server only. When using the machine’s control panel, you can change the setting to [Off] only if it is set to [On]. You can check and change the transfer log setting. This setting lets you transfer log files to the log server to check the history data and identify unauthorized ac- cess.
Page 134 Managing Access to the Machine Press [Transfer Log Setting]. If the setting to be specified does not appear, press [TNext] to scroll down to other settings. Press [Off]. Press [OK]. Press the {User Tools}key.
Page 135: Enhanced Network Security
5. Enhanced Network Security Preventing Unauthorized Access You can limit IP addresses, disable ports and protocols, or use Web Image Mon- itor to specify the network security level 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.
Page 136 Enhanced Network Security Press [Effective Protocol]. Press [Invalid] for the protocol you want to disable. Press [OK]. Press the {User Tools} key. Reference Advanced network settings can be specified using Web Image Monitor. For details, see the Web Image Monitor Help.
Page 137: Access Control
Preventing Unauthorized Access Access Control This can be specified by the network administrator. The machine can control TCP/IP access. Limit the IP addresses from which access is possible by specifying the access control range. For example, if you specify the access control range as [192.168.15.16]- [192.168.15.20], the client PC addresses from which access is possible will be from 192.168.15.16 to 192.168.15.20.
Page 138: Specifying Network Security Level
Enhanced Network Security Specifying Network Security Level This can be specified by the network administrator. This setting lets you change the security level to limit unauthorized access. Set the security level to [Level 0], [Level 1], or [Level 2]. Select [Level 2] for maximum security to protect confidential information. Select [Level 1] for moderate security.
Page 139 Preventing Unauthorized Access Press [Network Security Level]. If the setting you want to specify does not appear, press [TNext] to scroll down to other settings. Select the network security level. Select [Level 0], [Level 1], or [Level 2]. Press [OK]. Press [Exit].
Page 140 Enhanced Network Security -Status of Functions under each Network Security Level ❍= Available — = Unavailable U = Port is open. | = Port is closed. ✩ = Automatic ★ = Ciphertext Only × = Ciphertext Priority Function Network Security Level Level 0 Level 1 Level 2...
Page 141 Preventing Unauthorized Access Function Network Security Level Level 0 Level 1 Level 2 ❍ ❍ ❍ TCP/IP TCP/IP HTTP Port 80 Port 443 Port 631 Port 7443/7444 Port 80 Port 631 Port 443 ❍ ❍ DIPRINT — ❍ ❍ — Port 21 Port 22 sftp...
Page 142: 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 Encrypt the password transmitted when specifying user authentication.
Page 143: Driver Encryption Key
Encrypting Transmitted Passwords Driver Encryption Key This can be specified by the network administrator. Specify the driver encryption key on the machine. By making this setting, you can encrypt login passwords for transmission to pre- vent them from being analyzed. Reference See p.149 “Changing the Extended Security Functions”.
Page 144 Enhanced Network Security Press [Extended Security]. For [Driver Encryption Key], press [Change]. Enter the driver encryption key, and then press [OK]. Enter the driver encryption key using up to 32 alphanumeric characters. Note ❒ The network administrator must give users the driver encryption key specified on the machine so they can register it on their computers.
Page 145: Group Password For Pdf Files
Encrypting Transmitted Passwords 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 146: Ipp Authentication Password
Enhanced Network Security Enter the password, and then press [OK]. For [Confirm New Password], press [Enter]. Enter the password and press [OK]. Press [OK]. Press the {User Tools} key. IPP Authentication Password This can be specified by the network administrator. Specify the IPP authentication passwords for the machine using Web Image Monitor.
Page 147: Protection Using Encryption
Protection Using Encryption Protection Using Encryption When you access the machine using a Web Image Monitor or IPP, you can estab- lish encrypted communication using SSL. When you access the machine using an application such as SmartDeviceMonitor for Admin, you can establish en- crypted communication using SNMPv3 or SSL.
Page 148: Ssl (Secure Sockets Layer) Encryption
Enhanced Network Security 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 149 Protection Using Encryption Click [Configuration], under [Security], click [Device Certificate]. Click [Create]. Make the necessary settings. Reference For details about the displayed items and selectable items, see Web Image Monitor Help. Click [OK]. The setting is changed. Click [OK]. A security warning dialog box appears. Check the details, and then click [OK].
Page 150 Enhanced Network Security Click [OK]. [Requesting] appears for [Certificate Status] in the [Certificate] area. Log off from the machine. Apply to the certificate authority for the server certificate. The application procedure depends on the certificate authority. For details, contact the certificate authority. For the application, click the Web Image Monitor Details icon and use the in- formation that appears in [Certificate Details].
Page 151 Protection Using Encryption 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. Open a Web Image Monitor. Enter “http://(machine's-address)/”...
Page 152: User Settings For Ssl (Secure Sockets Layer)
Enhanced Network Security User Settings for SSL (Secure Sockets Layer) If you have installed a server certificate and enabled SSL (Secure Sockets Layer), you need to install the certificate on the user’s computer. The network administrator must explain the procedure for installing the certifi- cate to users.
Page 153: Setting The Ssl / Tls Encryption Mode
Protection Using Encryption Setting the SSL / TLS Encryption Mode By specifying the SSL/TLS encrypted communication mode, you can change the security level. ❖ Encrypted Communication Mode Using the encrypted communication mode, you can specify encrypted com- munication. Ciphertext Only Allows encrypted communication only.
Page 154 Enhanced Network Security Press [Interface Settings]. Press [Permit SSL / TLS Communication] If the setting to be specified does not appear, press [TNext] to scroll down to other settings. Select the encrypted communication mode. Select [Ciphertext Only], [Ciphertext Priority], or [Ciphertext / Clear Text] as the en- crypted communication mode.
Page 155: Snmpv3 Encryption
Protection Using 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 and logging off with administrator authentica- tion, see p.24 “Logging on Using Administrator Authentication”, p.26 “Log-...
Page 156 Enhanced Network Security Press [Permit SNMP v3 Communication]. If the setting to be specified does not appear, press [TNext] to scroll down to other settings. Press [Encryption Only]. Press [OK]. Press the {User Tools} key. 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...
Page 157: Changing The Extended Security Functions
6. Specifying the Extended Security Functions Changing 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 158 Specifying the Extended Security Functions Press [Administrator Tools]. Press [Extended Security]. Press the setting you want to change, and change the setting. Press [OK]. Press the {User Tools} key.
Page 159: Settings
Changing the Extended Security Functions Settings ❖ Driver Encryption Key This can be specified by the network administrator. Encrypt the password transmitted when specifying user authentication. The Driver Encryption Key must match the encryption key set on the machine. Reference See the printer driver Help.
Page 160 Specifying the Extended Security Functions ❖ Restrict Adding of User Destinations This can be specified by the user administrator. When “Restrict Use of Destinations” is set to [Off]. After entering a scanner destination directly, you can register it in the address book by pressing [ProgDest].
Page 161 Changing the Extended Security Functions ❖ Settings by SNMP v1 and v2 This can be specified by the network administrator. When the machine is accessed using the SNMPv1, v2 protocol, authentication cannot be performed, allowing machine administrator settings such as the paper setting to be changed. If you se- lect [Prohibit], the setting can be viewed but not specified with SNMPv1, v2.
Page 162 Specifying the Extended Security Functions ❖ Password Policy This can be specified by the user administrator. The password policy setting is effective only if [Basic Auth.] is specified. This setting lets you specify [Complexity Setting] and [Minimum Character No.] for the password.
Page 163: Other Security Functions
Other Security Functions Other Security Functions This section explains settings for preventing information leaks, and functions that you can restrict to further increase security. Scanner Function ❖ Print & Delete Scanner Journal To prevent personal information in the transmission/delivery history being printed automatically, set user authentication and the journal will not print automatically.
Page 164 Specifying the Extended Security Functions Press [Timer Settings]. Press [Weekly Timer Code]. Press [On]. Enter [Weekly Timer Code] using the number keys, and then press [q]. Press the {User Tools} key.
Page 165 Other Security Functions Canceling Weekly Timer Code This can be specified by the machine administrator. Press the {User Tools} key. Press [System Settings]. Press [Timer Settings]. Press [Weekly Timer Code].
Page 166 Specifying the Extended Security Functions Press [Off].
Page 167: Limiting Machine Operation To Customers Only
Limiting Machine Operation to Customers Only Limiting Machine Operation to Customers Only The machine can be set so that operation is impossible without administrator 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 168 Specifying the Extended Security Functions Press [Administrator Tools]. Press [Service Mode Lock]. Press [On] and then [OK]. A confirmation message appears. Press [Yes]. Press the {User Tools} key.
Page 169 Limiting Machine Operation to Customers Only Canceling Service Mode Lock For a customer engineer to carry out inspection or repair in service mode, the machine administrator must log onto the machine and cancel the service mode lock. Preparation For details about logging on and logging off with administrator authentica- tion, see p.24 “Logging on Using Administrator Authentication”, p.26 “Log- ging off Using Administrator Authentication”.
Page 170 Specifying the Extended Security Functions Press [Off] and then press [OK]. Press the {User Tools} key. The customer engineer can switch to service mode.
Page 171: Troubleshooting
7. 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 172 Troubleshooting Messages Causes Solutions The machine cannot connect Make sure the server's set- Failed to obtain to the server or cannot estab- tings, such as the IP Address URL. lish communication. and host name, are specified correctly on the machine. Make sure the host name of the UA Server is specified cor- rectly.
Page 173: Machine Cannot Be Operated
Authentication Does Not Work Properly Machine Cannot Be Operated If the following conditions arise while users are operating the machine, provide instructions on how to deal with them. Condition Cause Solution Cannot print using the printer User authentication has been Enter the login user name and driver or connect using the rejected.
Page 174 Troubleshooting Condition Cause Solution Cannot connect to the Scan- The ScanRouter delivery soft- Update to the latest version of Router delivery software. ware may not be supported by the ScanRouter delivery soft- the machine. ware. Cannot access the machine us- ScanRouter EX Professional V2 does not support user authen- ing ScanRouter EX Profes- tication.
Page 175: Appendix
8. 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 176: Logging Off As The Supervisor
Appendix Enter a login user name, and then press [OK]. Note ❒ When you assign the administrator for the first time, enter “supervisor”. Press [Enter] for [Login Password]. Enter a login password, and then press [OK]. Note ❒ When you assign the administrator for the first time, proceed to step without pressing [Enter].
Page 177: Changing The Supervisor
Operations by the Supervisor Changing the Supervisor Press the {User Tools} key. Press [System Settings]. Press [Administrator Tools]. Press [Program / Change Administrator]. Under “Supervisor”, click [Change].
Page 178 Appendix Press [Change] for the login user name. Enter the login user name, and then press [OK]. Press [Change] for the login password. Enter the login password, and then press [OK]. If a password reentry screen appears, enter the login password, and then press [OK].
Page 179: Resetting An Administrator's Password
Operations by the Supervisor Resetting an Administrator’s Password Press the {Login/Logout} key. APG012S Log on as the supervisor. You can log on in the same way as an administrator. Press [System Settings]. Press [Administrator Tools]. Press [Program / Change Administrator]. Press [Change] for the administrator you wish to reset.
Page 180: Machine Administrator Settings
Appendix Machine Administrator Settings The machine administrator settings that can be specified are as follows: System Settings The following settings can be specified. ❖ General Features All the settings can be specified. ❖ Timer Settings All the settings can be specified. ❖...
Page 181 Machine Administrator Settings ❖ Administrator Tools • User Authentication Management You can specify which authentication to use. You can also edit the settings for each function. • Administrator Authentication Management Machine Management • Program / Change Administrator Machine Administrator You can change the user name and the full-control user’s authority. •...
Page 182: Copier / Document Server Features
Appendix Copier / Document Server Features The following settings can be specified. ❖ General Features All the settings can be specified. ❖ Reproduction Ratio All the settings can be specified. ❖ Edit All the settings can be specified. ❖ Stamp All the settings can be specified.
Page 183: Scanner Features
Machine Administrator Settings • Reserve Job Waiting Time • Printer Language • Sub Paper Size • Paper Size • Letterhead Setting • Bypass Tray Setting Priority • Edge to Edge Print • Tray Switching ❖ Host Interface All the settings can be specified. ❖...
Page 184: Settings Via Web Image Monitor
Appendix Settings via Web Image Monitor The following settings can be specified. ❖ Top Page • Reset Printer Job • Reset Device ❖ Device Settings • System Spool Printing Protect Printer Operation Panel Output Tray Paper Tray Priority Front Cover Sheet Tray Back Cover Sheet Tray Slip Cover Sheet Tray Destination Sheet 1 Tray...
Page 185 Machine Administrator Settings • Program/Change Administrator You can specify the following administrator settings as the machine ad- ministrator. Login User Name Login Password Change Encryption Password • LDAP Server All the settings can be specified. ❖ Printer • Basic Settings All the settings can be specified.
Page 186: 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. • User Page Count •...
Page 187 Machine Administrator Settings ❖ Tray Paper Settings: Tray 5 • Paper Type • Copying Method in Duplex • Apply Auto Paper Select • Thick Paper Setting ❖ Tray Paper Settings: Tray 6 • Paper Type • Copying Method in Duplex •...
Page 188: Network Administrator Settings
Appendix Network Administrator Settings The network administrator settings that can be specified are as follows: System Settings The following settings can be specified. ❖ Interface Settings • Network All the settings can be specified. • IEEE 1394 All the settings can be specified. •...
Page 189: Scanner Features
Network Administrator Settings Scanner Features The following settings can be specified. ❖ Send Settings • Max. E-mail Size • Divide & Send E-mail Settings via Web Image Monitor The following settings can be specified. ❖ Device Settings • System Device Name Comment Location •...
Page 190 Appendix ❖ Interface • Change Interface • IEEE 802.11b Communication Mode SSID Channel WEP Setting Authentication Type WEP Key Status Confirm Key • IEEE 1394 IP over 1394 SCSI print (SBP-2) Bidirectional SCSI print • Bluetooth Operation Mode The IEEE802.11b interface unit option must be installed. The IEEE1394 interface board option must be installed.
Page 191: Settings Via Smartdevicemonitor For Admin
Network Administrator Settings ❖ Security • Network Security All the settings can be specified. • Access Control All the settings can be specified. • IPP Authentication All the settings can be specified. • SSL/TLS All the settings can be specified. •...
Page 192: File Administrator Settings
Appendix File Administrator Settings The file administrator settings that can be specified are as follows: System Settings The following settings can be specified. ❖ Administrator Tools • Administrator Authentication Management File Management • Program / Change Administrator File Administrator • Extended Security Enhance File Protection •...
Page 193: Settings Via Web Image Monitor
File Administrator Settings Settings via Web Image Monitor The following settings can be specified. ❖ Top Page Reset Printer Job ❖ Document Server All the settings can be specified. ❖ Job • Printer Print Jobs The file administrator can select [Delete], [Delete Password], and [Unlock Job]. The file administrator cannot print files.
Page 194: User Administrator Settings
Appendix User Administrator Settings The user administrator settings that can be specified are as follows: System Settings The following settings can be specified. ❖ Administrator Tools • Administrator Authentication Management User Management • Program / Change Administrator User Administrator • Extended Security Restrict Use of Destinations Restrict Adding of User Destinations Encrypt Address Book...
Page 195: Settings Via Web Image Monitor
User Administrator Settings Settings via Web Image Monitor The following settings can be specified. ❖ Address Book All the settings can be specified. ❖ Device Settings • Auto E-mail Notification All the settings can be specified. • Administrator Authentication Management File Administrator Authentication Available Settings for File Administrator •...
Page 196: Document Server File Permissions
Appendix Document Server File Permissions The authorities for using the files stored in Document Server are as follows: The authority designations in the list indicate users with the following authori- ties. • Read-only This is a user assigned “Read-only” authority. •...
Page 197: The Privilege For User Account Settings In The Address Book
The Privilege for User Account Settings in the Address Book The Privilege for User Account Settings in the Address Book The authorities for using the address book are as follows: The authority designations in the list indicate users with the following authori- ties.
Page 198 Appendix Settings User User Ad- Registered Full ministra- User Control Read-only Edit Edit / Delete ❍ Auth. Info User Code Login User ❍ ❍ Name Login ❍ ❍ Password SMTP ❍ ❍ Authenti- cation Folder ❍ ❍ ❍ ❍ Authenti- cation LDAP ❍...
Page 199 The Privilege for User Account Settings in the Address Book Settings User User Ad- Registered Full ministra- User Control Read-only Edit Edit / Delete Folder SMB/FT ❍ ❍ ❍ ❍ ❍ Destina- P/NCP tion ❍ ❍ ❍ ❍ ❍ SMB: Path FTP: Port ❍...
Page 200: User Settings
Appendix User Settings If you have specified administrator authentication, the available functions and settings depend on the menu protect setting. The following settings can be specified by someone who is not an administrator. ❍ =You can view and change the setting. U =You can view the setting.
Page 201 User Settings Tab Names Settings Menu Protect Level 1 Level 2 ❍ ❍ Reproduction Shortcut R/E Ratio ❍ ❍ R/E Ratio ❍ ❍ R/E Ratio Priority ❍ ❍ Ratio for Create Margin ❍ ❍ Edit Front Margin: Left/Right ❍ ❍ Back Margin: Left/Right ❍...
Page 202 Appendix Tab Names Settings Menu Protect Level 1 Level 2 ❍ ❍ Stamp Back- Size ground Density Num- ❍ ❍ bering ❍ ❍ Preset Stamp Position: COPY Stamp ❍ ❍ Stamp Position: URGENT ❍ ❍ Stamp Position: PRIORITY ❍ ❍ Stamp Position: For Your Info.
Page 203 User Settings Tab Names Settings Menu Protect Level 1 Level 2 ❍ ❍ Stamp Page Stamp Format Num- ❍ ❍ Font bering ❍ ❍ Size ❍ ❍ Duplex Back Page Stamping Position ❍ ❍ Page Numbering in Combine ❍ ❍ Stamp on Designating Slip Sheet ❍...
Page 204: Printer Functions
Appendix Printer Functions The default for [Menu Protect] is [Level 2]. ❖ Normal Printer Screen Functions Menu Protect Level 1 Level 2 ❍ ❍ ❍ Print Jobs ❖ Printer Features Tab Names Settings Menu Protect Level 1 Level 2 ❍ ❍...
Page 205 User Settings Tab Names Settings Menu Protect Level 1 Level 2 ❍ System Print Error Report ❍ Auto Continue ❍ Memory Overflow ❍ Job Separation ❍ Auto Delete Temporary Print Jobs ❍ Auto Delete Stored Print Jobs ❍ Initial Print Job List ❍...
Page 206 Appendix Tab Names Settings Menu Protect Level 1 Level 2 ❍ PCL Menu Orientation ❍ Form Lines ❍ Font Source ❍ Font Number ❍ Point Size ❍ Font Pitch ❍ Symbol Set ❍ Courier Font ❍ Extend A4 Width ❍ Append CR to LF ❍...
Page 207: Scanner Features
User Settings Scanner Features The default for [Menu Protect] is [Level 2]. Tab Names Settings Menu Protect Level 1 Level 2 ❍ ❍ Switch Title ❍ ❍ Twain Standby Time ❍ ❍ Destination List Display Priority 1 ❍ ❍ Destination List Display Priority 2 ❍...
Page 208: System Settings
Appendix 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 Administrator au-...
Page 209 User Settings Tab Names Settings Administrator au- minis- thentication has trator been specified. “Availa- “Availa- thenti- ble Set- ble Set- cation tings” tings” has not has not been been been speci- speci- speci- fied. fied. fied. ❍ ❍ Timer Settings Auto Off Timer ❍...
Page 210 Appendix Tab Names Settings Administrator au- minis- thentication has trator been specified. “Availa- “Availa- thenti- ble Set- ble Set- cation tings” tings” has not has not been been been speci- speci- speci- fied. fied. fied. ❍ ❍ Inter- Network Machine IPv4 Address face ❍...
Page 211 User Settings Tab Names Settings Administrator au- minis- thentication has trator been specified. “Availa- “Availa- thenti- ble Set- ble Set- cation tings” tings” has not has not been been been speci- speci- speci- fied. fied. fied. ❍ ❍ Inter- IEEE IP Address face 1394...
Page 212 Appendix Tab Names Settings Administrator au- minis- thentication has trator been specified. “Availa- “Availa- thenti- ble Set- ble Set- cation tings” tings” has not has not been been been speci- speci- speci- fied. fied. fied. ❍ ❍ File Transfer Delivery Option ❍...
Page 213 User Settings Tab Names Settings Administrator au- minis- thentication has trator been specified. “Availa- “Availa- thenti- ble Set- ble Set- cation tings” tings” has not has not been been been speci- speci- speci- fied. fied. fied. Administrator Address Book Management Tools Address Book: Program / Change / Delete Group Address Book: Program / Change / Delete...
Page 214: Web Image Monitor Setting
Appendix The IEEE1394 interface board option must be installed. The IEEE802.11b interface unit option must be installed. File Format Converter option must be installed. The IEEE 1284 interface board option must be installed. The data overwrite security unit option must be installed. Web Image Monitor Setting ❖...
Page 215 User Settings Category Settings Administrator au- minis- thentication has trator been specified. “Avail “Avail thenti- able able cation Set- Set- has not tings” tings” been has not speci- been been fied. speci- speci- fied. fied. ❍ ❍ Date/Time Set Date ❍...
Page 216 Appendix Category Settings Administrator au- minis- thentication has trator been specified. “Avail “Avail thenti- able able cation Set- Set- has not tings” tings” been has not speci- been been fied. speci- speci- fied. fied. ❍ ❍ E-mail Administrator E-mail Address ❍...
Page 217 User Settings Category Settings Administrator au- minis- thentication has trator been specified. “Avail “Avail thenti- able able cation Set- Set- has not tings” tings” been has not speci- been been fied. speci- speci- fied. fied. ❍ ❍ Auto E-mail Notification Message Notification ❍...
Page 218 Appendix Category Settings Administrator au- minis- thentication has trator been specified. “Avail “Avail thenti- able able cation Set- Set- has not tings” tings” been has not speci- been been fied. speci- speci- fied. fied. ❍ ❍ On-demand E- Notification Subject mail Notification ❍...
Page 219 User Settings Category Settings Administrator au- minis- thentication has trator been specified. “Avail “Avail thenti- able able cation Set- Set- has not tings” tings” been has not speci- been been fied. speci- speci- fied. fied. ❍ ❍ User Authenti- User Authentication Management cation Manage- User Code Authentication - Printer Job Au- ❍...
Page 220 Appendix ❖ Printer The default for [Menu Protect] is [Level 2]. Category Settings Menu Protect Level 1 Level 2 ❍ System Print Error Report ❍ Auto Continue ❍ Memory Overflow ❍ Memory Usage ❍ Duplex ❍ Copies ❍ Blank Page Print ❍...
Page 221 User Settings Category Settings Menu Protect Level 1 Level 2 ❍ Duplex PS Settings ❍ Blank Page Print ❍ Data Format ❍ Resolution ❍ Resolution PDF Settings ❍ PDF Temporary Password ❍ PDF Fixed Password ❍ PDF Group Password The PostScript 3 unit option must be installed.
Page 222 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 Settings Administrator au-...
Page 223 User Settings ❖ 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 Administrator au-...
Page 224 Appendix Category Settings Administrator au- minis- thentication has trator been specified. “ Avail- “ Avail- thenti- able able cation Set- Set- has not tings” tings” been has not speci- been been fied. speci- speci- fied. fied. ❍ ❍ IPv4 Host Name ❍...
Page 225 User Settings Category Settings Administrator au- minis- thentication has trator been specified. “ Avail- “ Avail- thenti- able able cation Set- Set- has not tings” tings” been has not speci- been been fied. speci- speci- fied. fied. ❍ ❍ IPv6 IPv6 Address ❍...
Page 226 Appendix Category Settings Administrator au- minis- thentication has trator been specified. “ Avail- “ Avail- thenti- able able cation Set- Set- has not tings” tings” been has not speci- been been fied. speci- speci- fied. fied. ❍ ❍ AppleTalk AppleTalk ❍...
Page 227: Functions That Require Options
Functions That Require Options Functions That Require Options The following functions require certain options and additional functions. • Hard Disk overwrite erases function DataOverwriteSecurity unit • Data security for copying function Copy Data Security Unit • PDF Direct Print function PostScript unit...
Page 228: Index
INDEX Access Control , 129 General Features , 172 , 174 Access Permission , 85 General Settings , 175 Address Book , 187 Group Passwords for PDF Files , 134 Address Management Tool , 187 Administrator , 4 Administrator Authentication , 4 Host Interface , 175 Administrator Tools , 173 , 174 , 180 , 184 , 186 AppleTalk , 182...
Page 229 Parallel Interface , 172 User , 4 Password for IPP Authentication , 134 User Administrator , 11 , 117 , 189 Password for Stored Files , 85 User Authentication , 4 Password Policy , 154 User Management Tool , 178 PCL Menu , 175 PDF Menu , 175 Print &...
Page 230 MEMO B235-7900...
Page 232 Printed in the Netherlands GB GB B235-7900 B2357900...

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