Océ 31x5E. Print jobs and job management

Transcription

1 Océ 31x5E Print jobs and job management

2 Océ-Technologies B.V. Trademarks All trademarks mentioned in this manual are the exclusive property of the respective parties and are hereby acknowledged by Océ-Technologies B.V. Licences Certain products and technologies that are used in the Océ 31x5E are owned by third parties and used by Océ-Technologies B.V. under licence from their respective owners, more specifically the following products and technologies: FIVE-E Printer Language Emulation Copyright Xionics Document Technologies, Inc. All rights reserved. Novell, NEST Networking Software Copyright 1996 Novell, Inc. All rights reserved AppleTalk-compatible networking software Copyright Quiotix Corporation (Menlo Park, CA USA). All rights reserved Windows Print Drivers: Copyright 1997 Software 2000 LZW Algorithm licensed under U.S. Patent No. 4,558,302 and foreign counterparts The PostScript option is based in part on work of the Independent JPEG Group. Adobe and Adobe logo are trademarks of Adobe Systems Inc Adobe Inc. All rights reserved Copyright Océ-Technologies B.V. Venlo, The Netherlands 2001 All rights reserved. No part of this work may be reproduced, copied, adapted, or transmitted in any form or by any means without written permission from Océ. Océ-Technologies B.V. makes no representation or warranties with respect to the contents hereof and specifically disclaims any implied warranties of Edition 5.0 US

3 Table of Contents Chapter 1 Introduction The Océ 31x5E 8 Overview of the Océ 31x5E 9 Types of users 10 The operating panel 11 Turning the Océ 31x5E on and off 17 Gaining access to the Océ 31x5E 19 Mailbox printing using a coin or card 19 Mailbox printing using a PIN code 20 Claiming the Océ 31x5E Network Copier 22 Stopping a job 24 Installing the Print Logic software 25 Starting Print Logic for the first time 26 Installing the Job SubmitIT software 27 Chapter 2 Basic print jobs Introduction 30 Printing jobs from your mailbox (optional) 32 Printing jobs from your mailbox using the operating panel 32 Printing jobs from your mailbox using Print Logic 34 Removing jobs from your mailbox (optional) 36 Printing confidential documents 38 Skipping the queue of direct print jobs 39 Chapter 3 Extended print jobs Printing onto special material 42 Table of Contents 3

4 Chapter 4 Job management Introduction 46 Monitoring job progress 47 Monitoring your print jobs 47 Autostarting the Job monitor 48 Changing Job monitor settings 48 Quitting the Job monitor 49 Cancelling print jobs 50 Removing jobs from the print queue 50 Cancelling current print job 51 Removing print jobs from the mailbox 52 Changing print settings 54 Changing the print settings of mailbox jobs 54 Changing the print settings of waiting jobs 56 Changing job information 57 Changing the ranking of waiting jobs 58 Saving print jobs to disk 59 Chapter 5 Printer Management Introduction 62 Monitoring printers 63 Monitoring printer activities 63 Changing Printer monitor settings 64 Temporarily stopping automatic printing 65 Accessing printer information 66 Getting information about supplies 66 Getting information about the printer status 67 Getting information about the printer features 67 Detailed error information settings 68 Chapter 6 Central Printing Introduction 70 Defining printers in Océ Job SubmitIT 73 Updating the list of Network copiers 74 Adding Network copiers one by one 74 Removing Network copiers from the list 75 Print a submitted job 76 4 Océ 31x5E Print jobs and job management

5 Print a list of submitted jobs 78 Using a template 80 Changing print settings 81 Placing a job in a specific mailbox 82 Saving print files 84 Customizing shown job details 86 Using multiple windows to print jobs 88 Printing jobs using shortcuts 89 Using and creating a shortcut 89 Modifying a shortcut 90 Solving problems 91 Appendix A Overview and tables Product specifications 94 Materials that can be used 96 Considerations 97 Default settings of Océ 31x5E printer drivers 98 Functional overview print mode 100 Overview of possible access limitations on Network Copiers 101 Appendix B Hardware components and operating panel Océ 31x5E 106 Operating panel 107 Appendix C Miscellaneous How to read this manual 110 User survey 111 Addresses of local Océ organizations 113 Index 115 Table of Contents 5

6 6 Océ 31x5E Print jobs and job management

7 Océ 31x5E Print jobs and job management Chapter 1 Introduction This chapter contains a general description of the Océ 31x5E and the basic functions of the operating panel. It also explains how to access the Océ 31x5E and how to stop and interrupt jobs. 7

8 The Océ 31x5E The Océ 3145E, Océ 3155 and Océ 3165E are available in two configurations: Digital Copier and Network Copier. This manual only applies to Network Copier configurations and describes all tasks related to printing documents as well as print job management. Information on how to copy paper originals and to perform daily maintenance (loading staples, paper, error handling, etc.) on a Network Copier is described in the Copy jobs and daily maintenance manual. Information on how to scan documents on a Network Copier is contained in the Scan jobs manual. Network Copier Océ 31x5E Network Copiers are equipped with the optional DAC (Digital Access Controller) to connect the copier to a Novell, LAN manager, Appletalk or TCP/IP network. The Océ 31x5E Network Copier can handle 2 different kinds of originals: a paper original (hard copy) and an electronic original (print file). Users who are connected to the network can print directly to the Océ 31x5E Network Copier. This allows them to use specific Océ 31x5E functions and features such as double-sided printing, multiple paper sizes and stapled copies. The Océ 31x5E Network Copier offers a very high print quality with a resolution of 600x600 dpi. Memory size The Network Copier uses the so-called set memory to store each page of a document and to print multiple sets from memory. The precise number of pages you can store in memory depends on the amount of memory available. The memory is at least 32 Mb, which is about 140 pages A4. The exact number of pages depends on the type of information in the original (graphics require more memory than text). The memory capacity can be expanded in increments of 16Mb to a maximum of 128 Mb (about 560 pages A4). Note: When the scan option is available, the size of the set memory is 128 Mb. This also applies for copying. 8 Océ 31x5E Print jobs and job management

9 Overview of the Océ 31x5E The Océ 31x5E is simple to operate. The available functions are simply and comprehensively displayed on the operating panel of the Océ 31x5E. This makes it easy to choose the right settings for your job. To assist you in finding parts of the Network Copier and the functions on the operating panel quickly, an illustration of the Océ 31x5E and the operating panel is presented in Appendix B (see page 105). Paper trays The trays in the paper compartment are equipped to handle many sizes of copy material: depending on your configuration, a maximum of 1,750 or 2,250 sheets of A4 paper can be placed in the lower tray (tray 4). Trays 1 through 3 can each hold a maximum of 500 sheets of 20 lb. bond paper. Tray 1 can be configured to accommodate any paper size, whereas the sizes to be used in trays 2 and 3 are determined by the customer and fixed by the service technician. The paper can be of different weights, orientation ( or ) and/or colors. Output trays The Océ 31x5E is equipped with three output trays: a finisher tray, an upper output tray and a lower output tray. Printed A4 portrait pages are usually delivered in the finisher tray. The finisher tray also contains a stapler and a batch tray into which printed pages are collected for stapling. The Océ 3165E comes equipped with a standard 1000 sheet finisher, whereas this finisher is optional on the Océ 3145E and Océ Other sizes are delivered into the upper output tray. Error pages are delivered into the lower output tray (on top of the paper compartment). A3 paper rest When printing onto A3 paper, the copies are delivered into the upper output tray. To support long paper, you can pull out the A3 paper rest, located at the end of the upper output tray. Staple slot The finisher is equipped with a stapler which can be used for automatically and manually stapling copies (up to 50 sheets of 20 lb. bond can be stapled with the Océ 3145E and Océ The Océ 3165E can staple between 35 or 50 sheets, depending on the stapler). The staple slot allows you to insert copies for manual stapling provided that the Océ 31x5E is not copying during the stapling. Introduction 9

10 Special feeder The special feeder can be used to print on special materials, such as overhead sheets, very thin or very thick paper. It can also handle all paper sizes, (standard DIN A sizes, USA paper sizes and folio). Printed pages from the special feeder are always 1-sided and delivered face-up into the upper output tray. The use of the special feeder for printing is only possible when the optional mailbox is available. Types of users Three types of users are mentioned in this manual that are related to the Océ 31x5E and Print Logic. This section explains which type of user is intended in connection with the use of certain terms. End-users are those who are using the Océ 31x5E for their print, copy or scan jobs. Operator is the person that has special privileges in Print Logic. The operator has access to a special Job control window containing additional buttons and a special mailbox with all mailbox jobs. This person can also temporarily stop the print queue. Key operator is the person responsible for configuring and maintaining the Océ 31x5E. They are also responsible for the configuration of the most frequently-used standard settings in the key operator system. Maintenance of the Océ 31x5E includes replenishing toner and staple supplies when necessary. This person also assists users with their print and copy jobs. Should something occur which requires the attention of the key operator, a message will appear on the display which requests the user to alert the key operator. System administrator Instructions for the system administrator will not be described in this manual. For system administrator assistance, use the on-line help files. 10 Océ 31x5E Print jobs and job management

11 The operating panel The Océ 31x5E operating panel is designed in such a way, that allows it to perform both simple and complex copy, print and scan jobs in a user-friendly manner. When the optional mailbox is configured, the operating panel can be used for selecting, changing and printing jobs. If there is no mailbox, please read the information about standard settings, the application button, the Start, Correction and Cancel buttons and the job counter in this section. Standard settings After warm up, the Océ 31x5E is in initial mode. By factory default, the initial mode shows the basic copy job settings (see figure 1). The key-operator may have changed the initial mode to Printing or Scanning. If the optional mailbox is configured, the initial mode then shows a list of users who use the Océ 31x5E for printing (see figure 2). If no mailbox is configured, the initial mode looks like the one shown in figure 4 on page 12. Once a job is completed and a certain number of seconds (pre-set by the key operator) have passed, the Océ 31x5E returns to initial mode again. [1] Initial mode (set to copying) [2] Initial mode (set to printing, mailbox available) Introduction 11

12 [3] Initial mode (set to scanning) Note: Scanning is an optional feature. Subsequent illustrations in this manual will depict a display without scanning mode. [4] Initial mode (set to printing, without mailbox and scan application) Application button The left button under the display is reserved for choosing an application, such as printing, copying and scanning (see figure 5 on page 13). Section and function buttons If the optional mailbox is configured, settings selected for print jobs can be visualized and changed. Pressing a section button gives you access to a field in which related settings are gathered: the Basic, Paper, Extra and Mailbox sections. The section buttons are located above the display. The settings used for simple jobs are collected in the Basic section. 12 Océ 31x5E Print jobs and job management

13 display section buttons arrow buttons function buttons application button C [5] Section and function buttons of the Océ 31x5E You can choose specific functions within a section by using the function button. The function buttons are located underneath the display (see figure 5). The function names belonging to each button are shown on the display. Each function offers two or more setting choices. The setting which is currently being used is indicated by a black bullet beside the name of the selection. Pressing the function button moves the bullet to the next selection (or combination of selections). Some settings require the arrow buttons to define the selection (,, and ). Functions which are not available for selection or change in a specific situation are marked by a lock icon. Functions which were not explicitly selected when the document was printed are marked by a computer symbol. Introduction 13

14 If there are many functions in a specific section, the functions are described on several cards. In that case, the second left function button acts as a card selection button. By pressing this button you can move from one card to another (see figure 6). [6] Card selection Dog ear When print job settings are changed, the affected section is marked with a dog ear (see figure 7). This dog ear in a section label or a subsection label indicates that at least one setting in that section (or any of its subsections) does not reflect the original value and has been changed. [7] Indication of a changed setting The automatically selected paper size and reduction/enlargement setting are also shown in the corresponding section labels. 14 Océ 31x5E Print jobs and job management

15 Job counter During printing you can see the progress of the job in the display. The following information is shown (see figure 8). first line: the current set of the total number of sets second line: the user of the print job third line: the file name of the print job fourth line: the total number of pages of the print job. [8] Print job counter Start button The button with the symbol under the display is used to start print jobs and to confirm settings. When you make contradictory settings the machine will suggest automatic adjustments. Now the start button is used to confirm this suggestion and start the job. Combine button The button with the symbol at the left of the display is used to combine sets of different originals into one scan or copy job. If you want to scan or copy a set that contains more than 50 originals, use this button to scan the job in two or more sections. You can also combine glass platen and ADF originals as well as originals with different paper sizes. Correction button C You can use the correction button to reset defined settings. The correction button actually affects the preparation phase of a job. Press the correction button once to reset the number of copies to 1. After you press the button a second time, all settings are reset to their original values. When the copy counter is already set to 1, pressing the correction button the first time will return all settings to their original value. If you press the correction button a third time, the machine switches to its initial mode, which can be Print, Copy or Scan. Introduction 15

16 Stop button The red button above the correction button with the symbol is used to stop a job that is being printed. The stop button thus affects the execution phase of a job. You can indicate whether to stop after the current set is finished (by pressing the stop button once) or to stop immediately (by pressing the stop button twice). Before the job is cancelled definitively, the Océ 31x5E will ask for confirmation. If the optional mailbox is configured, the aborted job is stored in the owner s mailbox. If there is no mailbox, the job data are deleted and the owner must print the document again from the application. Arrow buttons The arrow buttons,, and, which are grouped in the form of a star to the right of the display, are used to choose settings. If these buttons can be used, it will be indicated in the display. Note: The upper button at the left of the display is not yet in use. This button will be used in a later release. 16 Océ 31x5E Print jobs and job management

17 Turning the Océ 31x5E on and off Normally, the key operator should make sure that the Océ 31x5E is turned on in the morning and turned off at the end of the day. However, circumstances may arise in which you may have to turn the Network Copier on or off yourself (e.g. for use outside normal working hours or after the Océ 31x5E turned off (Classic) or went into sleep mode (Eco)). If the Océ 31x5E is equipped with the optional key switch (see figure 9), the Network Copier can only be turned on or off if the key is in the switch. on/off button key switch [9] On/off button on the Océ 31x5E Turning on 1 Insert the key (if available) into the key switch and turn it to the right (horizontal position) (see figure 9). Note: Call the key operator if the Océ 31x5E does not turn on. 2 Press the green on/off button which will light up. 3 If available, remove the key. The Océ 31x5E takes about 8 minutes to warm up. During this time, you can check the paper stock and, if necessary, refill the paper tray(s). Introduction 17

18 As soon as the Océ 31x5E has warmed up, the Ready to copy, Ready to scan or Ready to print message appears in the display. The Network Copier is now in initial mode, and all settings have been assigned their standard values. The Network Copier may turn off (Classic) or go into sleep mode (Eco) if it has not been used for some time. (The shutdown time and sleep time can be defined by the key operator, see the Configuration and Special Maintenance Manual.) Note: The Digital Access Controller should remain turned on. Turning off 1 Make sure that no job is in progress. 2 If available, insert the key into the key switch and turn it to the left. 3 Press the green on/off button. 4 If available, remove the key. 18 Océ 31x5E Print jobs and job management

19 Gaining access to the Océ 31x5E The Océ 31x5E is optionally equipped with an accounting system which makes it possible to control access and to register copies and prints made by individual persons or departments. Note: Automatic print access is based on user name. Therefore, the information in this section is only relevant for users of Network Copiers with the optional mailbox. Mailbox printing using a coin or card The Océ 31x5E may be equipped with a copy control device to which a coin box and/or credit card unit may be connected. If such a unit is installed, the Use the copy charge system message will appear in the display (see figure 10) while the labels on the display are dimmed. Depending on the type of device installed, you will need to insert coins or a copy credit card to pay for the copies and prints you make. [10] Basic display when copy charge system is in use Printing using a coin or credit card 1 Insert the credit card or coin into the slot. The copy charge device is activated, the machine switches to its default settings. 2 If applicable, press the application button once to switch to the Print mode 3 You can now select jobs to be printed. Introduction 19

20 4 When you have finished, remove the credit card (if appropriate) from the slot. The machine is de-activated. Mailbox printing using a PIN code If access control for copying has been activated by the key operator, the Océ 31x5E is accessible only to those users who have been assigned a PIN code. This PIN code gives access to a specific account on which each copy or print made by the owner of the account is recorded. If access control for copying is active, the display shows the message: Enter your PIN code while the labels on the display are dimmed (see figure 11). [11] Basic display when accounting system is in use It is also possible that access control for copying is not active, but your mailbox has been protected by a PIN code. In that case, you will be asked to enter your PIN code when you try to open your mailbox. The key operator assigns a 5-digit PIN code to users to gain access to the Océ 31x5E. Each PIN code is unique and the key operator is the only person authorized to change it. Each account has its own counter, which keeps track of the number of copies and/or prints made. If you produce copies and prints for various departments, you will have a PIN code for each department. Having produced copies or prints on one account, you can switch to another account for the next job(s). When a selected account is not accessible, a message appears with an explanation (copy limit exceeded, or selected account closed or frozen). 20 Océ 31x5E Print jobs and job management

21 Note: If the limit for a particular account has been reached, it will be indicated by a message. If the limit is reached during a job, the current job will be finished, but you cannot start a new job. Contact the key operator for more information. Printing using a PIN code 1 Enter your PIN code using the copy quantity buttons. Each time you enter a number, a bullet is filled to show how many digits have been entered. Your PIN code is not displayed. Note: If you make a mistake while entering your PIN code, press the Correction button (C) and enter your PIN code again. 2 If the PIN code you entered corresponds with an existing account, the Ready to copy, Ready to scan or Ready to print message appears on the display. The selected account number is also shown. Note: When an inaccessible account is selected, a message appears indicating that the selected account is locked. Contact the key operator for more information. 3 Once the job is completed, press the correction button twice to deselect the account. Or, select another mailbox if you are producing copies and prints for others. The Enter your PIN code message is shown again. Introduction 21

22 Claiming the Océ 31x5E Network Copier If you arrive at the Network Copier and a copy job or a scan job is in progress, you can claim the machine for printing by pressing the left function button, which is called the application button (see figure 5 on page 13). The machine will always finish the current job before you can start a new copy, scan or print job. If no mailbox is configured, the Network Copier will then start printing the first job in the queue of waiting jobs. If the mailbox is available, you can either start printing the first job in the queue, or open your mailbox and print the required document. Automatic print jobs are processed when the Network Copier is not being used for copying or mailbox printing. The machine prints all print jobs in the queue. When a series of print jobs is being printed and you want to make a copy, scan or print a mailbox job in between, you can instruct the Océ 31x5E to stop as soon as the current print job is finished. For canceling a copy, scan or print job, see Stopping a job on page 24. Claiming the Océ 31x5E Network Copier 1 Press the application button once or twice to select print mode. Note: If the Océ 31x5E was waiting to print an automatic print job, this job is now announced. You can start this job immediately by pressing the start button ( ). [12] Print mode Note: If the DAC is not turned on and you switch to the print mode, a message in the display will inform you that the DAC is not responding. To print, the DAC must first be turned on. 2 If necessary, enter your PIN code or use the copy charge device. In that case, continue with step Océ 31x5E Print jobs and job management

23 A list of users who use the Océ 31x5E for printing appears (see figure 12). 3 Select your user name in the list of users. Use the arrow buttons and press the Show documents function key to view related jobs. Refer to chapter 2, Basic print jobs on page 29 for more information on contents. 4 If required, enter your PIN code for the mailbox. 5 Select the job to be printed. Press the start button ( ) to start printing. Interrupting a series of automatic print jobs 1 Press the application button to switch to the copy or scan mode, or place your originals into the automatic feeder. The After this print job ready to copy or After this print job ready to scan message appears. 2 If applicable, press the correction button to postpone the next job. 3 If you want to print a mailbox job, press the application button to switch to print mode. Introduction 23

24 Stopping a job If the machine is processing a job, you can stop the process at two points: during the scanning of a copy or scan job (the job is aborted immediately) during the printing of a copy or print job (the job is aborted after confirmation). In both cases, a new command will be needed if the job (having been stopped) is to be continued later. Stopping the scanning of a copy or scan job Press the orange correction button C. The Océ 31x5E stops scanning and printing the first set of copies. Pages already scanned are removed from memory. The Océ 31x5E is ready for a new job. Stopping the printing of a copy job 1 Press the red stop button ( ). The machine reports that the current set of copies or prints will be completed. Any subsequent job will not be started. 2 If you want to stop immediately, press the stop button ( ) again. The machine stops printing and the sheets that are still in the machine are ejected. 3 Press the stop button ( ) once more to confirm the stop command. The information regarding the job is then removed from memory. Stopping the current print job Press the red stop button ( ) twice. The job is stored in the mailbox of the owner (if no mailbox is configured, all data are deleted). The owner of the print job has to submit the job again. 24 Océ 31x5E Print jobs and job management

25 Installing the Print Logic software Print Logic is a client-server application which allows users to monitor and control the Océ 31x5E. The desktop software will act as a client while the DAC acts as a server for multiple clients. The application includes a printer monitor, which offers users real-time printer information on their desktop. Users can get information about the current printer status, monitor the availability of paper in the Océ 31x5E or receive detailed error information. A second feature is the job monitor. This monitor informs users about the status of their jobs on the Océ 31x5E. When using the optional mailbox, users are able to change the settings of their print jobs or delete jobs. A third feature is the scan monitor. This monitor informs users about the status of the file export to the server. Print Logic can also be used to configure the Océ 31x5E. Users can be assigned the task of operator. Print Logic offers remote job management options for all print jobs on the Océ 31x5E. The ranking of jobs in the print queue can be changed or print jobs can be saved to disk. It is also possible to perform accounting via Print Logic. The key operator module allows key operators to configure the settings of the Océ 31x5E remotely. Error pages can be enabled, banner pages can be configured and operators can be assigned. The system administrator can use the system administration module of Print Logic to configure the network settings of the DAC. For details about installing Print Logic, see the included Readme-file. Introduction 25

26 Starting Print Logic for the first time Having (re-)installed Print Logic, you must first open the Available printers window. The application will search the network for Océ31x5E copiers and compose a list of all machines found. From this list you can then select the ones you want to monitor. When starting any Print Logic tool, from this point on you will be offered the list of printers as defined in the Available printers window. Update Available printers to add printers not yet selected or to remove printers no longer required. You can also select and remove Network Copiers from the Available printers window. Starting up 1 From the Start menu, select Programs, Océ, Print Logic and then Available printers. After some time, a list of printers found appears. 2 From this list, select the printer(s) you want to work with and click OK. 3 Enter your PIN code and click OK. Note: If access control is unlimited, any 5 digit number will do. You will only be asked to enter the PIN code once. You do not need to remember it. If access control is limited, enter the PIN code you received. 26 Océ 31x5E Print jobs and job management

27 Installing the Job SubmitIT software In an inhouse repro department, files can be stored in a central directory on the network, which is accessible to both users and the central operator. Users can create files by printing to file using the Océ 31x5E printer driver. Frequently-needed files can be stored as print files. Next time a printed copy of such a file is needed, the Job SubmitIT application could be used. You would not have to start the application and use PC processing time in order to convert it to PostScript or PCL and then send it to the printer. The Océ 31x5E Job SubmitIT application software gives the central operator the possibility of retrieving and printing files from the directory in which the users have stored them. The necessary job information (also called job ticket) can be viewed in the Job SubmitIT application. The print settings can be modified before printing. If you also print application files, you will need the Océ 31x5E printer driver as well. Introduction 27

28 28 Océ 31x5E Print jobs and job management

29 Océ 31x5E Print jobs and job management Chapter 2 Basic print jobs This chapter describes the functions needed for a typical range of printing jobs using the Océ 31x5E Network Copier. It also explains the use of the mailbox, a unique feature of the Océ 31x5E. Because the mailbox is an option, tasks in this chapter involving the use of the mailbox do not apply to all configurations. 29

30 Introduction Having installed the Océ 31x5E printer driver or the Océ 31x5E PPD file, you can print directly to the Network Copier. The Océ 31x5E offers a very high print quality because it prints with a resolution of 600x600 dpi. There are two ways to print a document: automatically, which means the file is sent to the printer and will be printed as soon as any previous print, scan or copy jobs have been finished. or, you can send it to your mailbox and issue the actual print command later. You can do this at the Océ 31x5E operating panel (only possible if you have installed the Océ 31x5E printer driver) or by using Print Logic on your PC. Use of mailbox (optional) The mailbox is a storage area for print jobs in the Océ 31x5E which will be automatically created for each user who sends a print job to the Océ 31x5E. When a job is sent to the mailbox, it will be very easy to give the print command using Océ 31x5E. The use of the mailbox allows you to: make a proof print to check the settings and modify these settings on the operating panel before you print the required number of copies check the actual contents of the paper trays involved in the print job print a queued print job immediately, or cancel it apply identical settings to multiple print jobs store jobs you need to print regularly. Access limitations (optional) The key operator may restrict access to the Océ 31x5E to specific users. If printing is restricted, only users with an account based on their user name will be allowed to print. Depending on specific machine configuration and settings, there are several possibilities of access limitation. Please refer to the flow chart below to determine your specific access possibilities. 30 Océ 31x5E Print jobs and job management

31 Are you allowed to print? yes no You will be informed through a printed error page. The documents you sent are stored in your mailbox (if available) which is automatically created. Because you do not have print permission, you will not be able to print these documents. However, you can delete them, provided copying or scanning is not restricted. Ask the key operator to give you permission to print. Copying or scanning restricted? no yes Is the Copy Charge Device active? no yes Coins or copy credit card needed to access the Océ 31x5E. Charges for mailbox jobs are recorded on CCD. Charges for direct printing are recorded in an account in your user name. Direct printing possible. Charges are recorded on an account in your user name. PIN code needed to access the Océ 31x5E and print documents from your mailbox. When switching to print mode, your mailbox is automatically selected. You can print and delete documents from your mailbox. Mailbox secured by PIN code? yes Direct printing possible. Charges are recorded on an account in your user name. When you try to display the list of documents in your mailbox, you are requested to enter your PIN code first. no Anyone can print and delete documents from your mailbox. Charges are recorded on an account in your user name. Ask the key operator to give you a PIN code for your mailbox. The key operator has access to secured mailboxes, that is, he/she can print and delete documents from any user s mailbox. However, he/she cannot print confidential documents. The key operator may have put a limit to the number of pages you are allowed to print. If this limit is exceeded during a print job, the job will be finished, but you cannot start a new one. An error page will be printed to inform you that the print limit has been exceeded. In case of a mailbox print job, you will be informed by a message on the operating panel. And finally, the key operator may have denied access to special feeder and/or paper trays. If so, you can only use the copy material currently available in the paper trays. Basic print jobs 31

32 Printing jobs from your mailbox (optional) The following print jobs sent to the Océ 31x5E are shown: jobs sent to the mailbox and which have not yet been printed mailbox jobs which have been printed before, but not been removed (these are marked with ) your automatic print jobs (if any) which are still queued for printing. You can print these mailbox jobs using the operating panel or the optional Print Logic application. Printing jobs from your mailbox using the operating panel When you open your mailbox from the Océ 31x5E operating panel (you may first have to enter your user PIN code or insert a coin or credit card) your mailbox jobs are shown. [13] List of print jobs in a mailbox Of this list of print jobs, all new jobs (the ones which have not yet been printed) are selected. You can also select a single job, or all jobs. Having pressed one of the section buttons, the print settings of the selected job(s) are shown on the Network Copier s operating panel: Settings with a computer symbol in the function name box have been specified in the as in document print command window. If you selected multiple documents with different print settings, the corresponding function options are not selected. You can overrule individual document settings by selecting a setting for these functions. 32 Océ 31x5E Print jobs and job management

33 Settings can be changed as required. This allows you to make a proof print before production is started. Print jobs stored in your mailbox using the operating panel (optional) 1 Walk up to the Océ 31x5E. If required, enter your user PIN code or insert money or your copy credit card. 2 Open the Mailbox section. You are now in print mode and the operating panel shows a list of mailboxes (see figure 14). [14] Mailbox section Note: If you entered a PIN code to access the Océ 31x5E, your own mailbox is already opened and all jobs which have not yet been printed (new jobs) are selected. Continue with step 6. 3 Use the arrow buttons to select your mailbox in the User list. 4 Press the Show documents function button. 5 If required, enter your PIN code. If correct, the contents of your mailbox are shown and all jobs which have not yet been printed (new jobs) are selected. 6 If you do not want to print all new jobs, use the arrow buttons to select a single job, or press the Select all function button to select all files. To check or change settings on the operating panel, proceed as follows. Basic print jobs 33

34 7 Open the Basic section. You can change settings for 1- or 2-sided printing and stapling (see figure 15). Note: You can also check settings of a single print job by following the same procedure. [15] Basic settings in the Print mode 8 Open the Paper section. In this section you can overrule settings like special feeder, paper tray and covers. 9 Open the Extra section. If needed, you can make changes on binding, margin shift, image quality, banner page and output tray. 10 When ready, press the start button to start printing. Printing jobs from your mailbox using Print Logic The optional Print Logic application allows you to print your mailbox jobs from your computer without having to go to the Network Copier. Printing jobs stored in your mailbox using Print Logic 1 Click the Start menu button, click Programs, Océ, then click Print Logic and finally click Job Control. 2 If a dialog appears with a list of printers, select the required printer from the list and click OK. Note: You can also start the Job control window by selecting the required printer in the Available printers window and then selecting Job control from the Tools menu or the menu accessible by clicking on the right mouse button. 34 Océ 31x5E Print jobs and job management

35 In the Mailbox section all your mailbox jobs will be shown (see figure 16). [16] Job control window 3 Select the required print jobs. 4 From the Document menu select the Change settings option. Note: You can also double-click on a job to change it, or select it and click the Change settings button above the Mailbox section of the Job control window. The settings of the selected job will be shown on a number of tabs which are identical to the ones in the driver. 5 Make your changes and click OK. 6 You can print the selected jobs by clicking the Print button or by dragging them from the Mailbox section to the Waiting jobs section The print jobs will appear in the Waiting jobs section at the end of the queue. Note: The key operator can force all new jobs to the mailbox by selecting that option in the key operator system. If that is the case, you will not be able to print your mailbox jobs using Print Logic. The Print button will be dimmed. To print your mailbox jobs you will have to go to the Océ 31x5E. Basic print jobs 35

36 Removing jobs from your mailbox (optional) You should delete your jobs from the mailbox regularly to prevent the Network Copier s memory from becoming full. For the same reason, it is also possible to automatically delete jobs in all mailboxes at regular intervals (daily, weekly, etc.). Ask your key operator for more details. Removing jobs from your mailbox using the operating panel (optional) 1 Walk up to the Océ 31x5E. If required, enter your user PIN code or insert money or your copy credit card. 2 Open the Mailbox section by pressing the section button. 3 Select your mailbox. 4 Enter your PIN code if required. 5 If correct, the contents of your mailbox are shown and all new jobs are selected. 6 Use the arrow buttons to select a single job, or press the Select all to select all files function button(see figure 17). [17] Selected job for deletion 7 Press the Delete function button. The selected job is removed from your mailbox. 36 Océ 31x5E Print jobs and job management

37 Removing jobs from your mailbox using Print Logic 1 Open the Job control window. All your mailbox jobs are shown in the mailbox section. 2 Select the print jobs you want to remove in the Mailbox section. 3 Delete the selected print jobs by clicking the Delete button above the Mailbox section. Note: You can also press the Delete button on your keyboard, or click the Document menu and then click Delete. Basic print jobs 37

38 Printing confidential documents Sometimes you may want to print a confidential document. To ensure that this document is only printed in your presence (even if someone else knows your user PIN code), you can attach a PIN code to this specific document. A confidential job is automatically moved to the mailbox. Therefore this function can only be used on Network Copiers with mailboxes. If you are using Print Logic, you can also secure jobs in the Mailbox section (see Changing print settings of Mailbox jobs using Print Logic on page 55). However, you still need to print secured jobs using the operating panel. Note: If your mailbox is not secured by a PIN code, other users (including the key operator may delete your confidential jobs, but they cannot print them. Printing confidential documents using the operating panel (optional) 1 To have your document printed, walk up to the Océ 31x5E. If required, enter your user PIN code or insert money or your copy credit card. 2 Open the Mailbox section. 3 Use the arrow buttons to select your name in the User list. 4 Press the Show documents function button. 5 If required, enter your user PIN code to view your jobs. Your print files appear in the list. 6 Use the arrow buttons to select the job you want to print. 7 If required, you can change settings for this job on the operating panel. 8 When ready, press the start button. 9 Enter the PIN code you assigned to this job (see figure 18). [18] Entering a PIN code to print a confidential document If correct, the print job is started. 38 Océ 31x5E Print jobs and job management

39 Skipping the queue of direct print jobs Print jobs without specific settings which require user intervention are added to the print queue of the Océ 31x5E and printed when they arrive at the top of the queue. If you arrive at the Océ 31x5E to collect this kind of direct print job and you find it has not yet been printed, you can skip the queue and print your job as soon as the current job is finished (using the optional mailbox facility). However, once printed this way, the direct print job becomes a mailbox job and needs to be removed afterwards (it will not disappear automatically like other direct print jobs). Note: If the DAC is not turned on, you will be informed that the DAC is not responding. To print your documents you first need to turn on the DAC. Printing a direct print job from your mailbox using the operating panel 1 At the Océ 31x5E, enter your user PIN code or insert money or your copy credit card (if required). 2 Open the Mailbox section. You are now in print mode and the operating panel shows a list of mailboxes (see figure 14 on page 33). Note: If you entered a PIN code to access the Océ 31x5E, your own mailbox is already opened and all jobs which have not yet been printed (new jobs) are selected. Continue with step 6. 3 Use the arrow buttons to select your mailbox in the User list. 4 Press the Show documents function button. 5 If required, enter your PIN code. If correct, the contents of your mailbox are shown and all jobs which have not yet been printed (new jobs) are selected. 6 If you do not want to print all new jobs, use the arrow buttons to select a single job, or press the Select all function button to select all files. To check or change settings on the operating panel proceed as follows. 7 Open the Basic section. You can change settings for 1- or 2-sided printing and stapling (see figure 15 on page 34). Note: You can also check settings of a single print job by following the same procedure. 8 Open the Paper section. In this section you can overrule settings like special feeder, paper tray and covers. Basic print jobs 39

40 9 Open the Extra section. If needed, you can make changes on binding, margin shift, image quality, banner page and output tray. 10 When ready, press the start button to start printing. 40 Océ 31x5E Print jobs and job management

41 Océ 31x5E Print jobs and job management Chapter 3 Extended print jobs There are certain, more complex print jobs that may not be carried out very frequently. This chapter describes all available print functions which can be carried out on the Océ 31x5E Network Copier. 41

42 Printing onto special material You can make copies on various types and sizes of materials. These special materials include overhead sheets (paperback and non-paperback), pre-printed or punched paper, labels, adhesive film, transparent papers, etc. This special material can be placed into one of the paper trays, provided the tray accommodates the material size and weight. If the material is not placed in one of the paper trays, use the special feeder instead or load the material into the tray yourself. For information about which types of materials can be used in each of the paper trays or special feeder, see Materials that can be used on page 96. When printing on heavy materials, open the Extra section and select Special settings. Then press the Output tray function button and select the upper tray in order to prevent paper jams. A print job that uses the special feeder is automatically moved to the mailbox. Note: The use of the special feeder may have been denied by the key operator and/or the paper compartment may have been locked. In such cases, you will not be able to use either one of them. Print a document onto special material using the special feeder 1 Walk up to the Océ 31x5E. If required, enter a PIN code, or insert a coin or credit card. 2 Open the Mailbox section. If you already entered a PIN code, your mailbox will automatically be open. If this is so, continue with step Use the arrow buttons to select your account in the User list. 4 Press the Show documents function button. 5 If required, enter your PIN code. Your print files will appear in the list. 6 Use the arrow buttons to select the job you want to print on special material (see figure 19). 42 Océ 31x5E Print jobs and job management

43 [19] Selecting a job in the mailbox section 7 You can still make additional settings on the operating panel (see Printing jobs from your mailbox (optional) on page 32). 8 Open the special feeder above the paper compartment door using the notched grip (see figure 20). notched grip [20] Opening the special feeder 9 Insert a sheet of copy material with the side to be copied face-down. [21] Inserting special copy material in the special feeder Extended print jobs 43

44 Note: The orientation of the copy material must match the orientation of the original to be copied. You can insert A4 material into the special feeder in both orientations. 10 When ready, press the start button to start printing. The print will be delivered into the upper output tray. 11 Close the special feeder when printing is completed. Note: Do not forget to remove the job from the mailbox. 44 Océ 31x5E Print jobs and job management

45 Océ 31x5E Print jobs and job management Chapter 4 Job management This chapter contains information on controlling and monitoring print jobs. It also describes how the operator can save print jobs to disk. The tasks described in this chapter which are related to the optional Print Logic application may not be possible on your system. The same applies to tasks involving the optional mailbox. 45

46 Introduction Since the Océ 31x5E is a Network Copier, it can be used by remote users. These users don t have to go to the Océ 31x5E to perform every task. They are able to print a job from their desktop to the Network Copier. Because they are not at the machine itself, they normally are not able to monitor the job progress, change job settings or cancel jobs. The Print Logic software however, allows you to monitor and control print jobs from your desktop. When you use the optional mailbox, you will be able to change the settings of your mailbox jobs or delete print jobs. If you have been selected to be an operator, the Print Logic application even offers remote job management options for all print jobs on the Océ 31x5E. You can change the ranking of jobs in the print queue or save print jobs to disk. The three major elements of Print Logic for managing jobs are: The Job monitor The Job control window Print job monitor When you start the Job monitor, a small window is put on your desktop that informs you on the status of your print jobs. The Job monitor can also be configured to send a notification when your job is ready. You can also choose to receive an alert whenever the printer requires your help. Job control window To control your jobs on the Océ 31x5E you can start the Job control window. This window is divided in two sections, the Waiting jobs section and the Mailbox section. This allows you to directly access and manipulate your jobs on the Océ 31x5E. 46 Océ 31x5E Print jobs and job management

47 Monitoring job progress When using the Print Logic software, you can monitor the progress of the jobs you send to the Océ 31x5E. The Job monitor is a very useful tool which can be stored on your desktop (see figure 22). It informs you on the status of your print jobs. [22] Using the Job Monitor Note: If you use more than one Océ 31x5E, you will be able to start a Job monitor for each one. For each device, a Job monitor window box will appear on your desktop. This is especially useful when monitoring multiple devices. Monitoring your print jobs You can start the Job Monitor manually or automatically, each time you start Windows. Viewing the progress of your own print jobs 1 Click the Start menu button, click Programs, Océ, then click Print Logic and finally click Available printers. 2 Select the printer whose jobs you want to monitor. 3 Click the Tools menu and then click Job monitor. A job monitor will open for the selected printer and inform you about how many jobs are waiting to be printed. 4 Repeat steps 2 and 3 for every next printer you want to monitor. Each monitor will be appended to the previous one. Notice that an icon will also be added to the system tray at the far right of the Windows Task bar. Note: If the Job monitor is closed (but not quit entirely) you can hold your mouse cursor over the Job monitor icon in the system tray. You will then also get information about the number of pending jobs. Job management 47