HP Embedded Web Server Help. Help Topics

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1 HP Embedded Web Server Help Help Topics

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3 Table of contents... 1 Access Control... 2 Windows sign-in setup... 2 LDAP sign-in setup... 3 Protect Stored Data... 4 Erase Job Data... 4 Hard Disk Status... 5 Change Password for Encrypted Drives... 5 Managing Temporary Job Files... 5 Manage Stored Jobs... 5 Certificate Management... 7 Address Book... 9 Contacts Stored on the product Network Contacts Setup Signing and Encryption Default scan settings for attachments Default file settings for Problems with Save to Network Folder Setup Quick Sets Notification Settings Folder Settings Scan settings for network folders File settings for network folders Problems with sending to a network folder Save to USB Setup Default scan settings for Save to USB setup Default file settings for Save to USB Setup Fax Send Setup Common job settings Internal Modem ENWW iii

4 LAN fax setup Internet fax setup Fax speed dials Solution Installer Quick Sets Setup Sleep Schedule Backup and Restore Quota server setup Quota service connection settings Restrict Color Main Color Setting Color usage job log Fax Receive Setup Fax job options Fax receive settings Notification settings Fax printing schedule Fax Archive and Forwarding Fax Archive Fax Forwarding Firmware Upgrade Page Troubleshooting Reports and Tests Calibration/Cleaning Firmware Upgrade iv ENWW

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6 Access Control To gain access to the Access Control page, follow these steps: 1. Click the Security tab. 2. Click the Access Control link. Use the Access Control page to set up and configure the sign-in methods that the product uses when users sign in to the product at the control panel. The following sign-in methods are available: Local Device LDAP Windows If you have installed any third-party sign-in solutions, they also appear in this list. See the documentation that came with the solution for information about setting up the sign-in method. NOTE: Each of these sign-in methods can be enabled for the product, but only one can be the default sign-in method. If you enable more than one method, users can gain access to a non-default method by touching Advanced after touching the Sign In button on the control panel. You can create a policy by specifying which applications are accessible for a group of users in the Sign in and Permission Policies section. You can set up individual user accounts for the Local Device sign-in method in the Device User Accounts section. If you set up the Windows or LDAP sign-in method, you can use users or groups that are already defined for the network. You can then configure relationships between network groups and the local product in the Relationships Between Network Users or Groups and Device Permissions section. The following sections describe how to set up the network sign-in methods. NOTE: If an HP Smart Card Reader solution is installed, sign-in is required and all other sign-in methods on this page should be disabled. Certificates might need to be installed on the Certificate Management page. Windows sign-in setup 1. To configure the Windows sign-in method, click the Setup link. 2. Check the Enable Windows Sign In (Kerberos and NTLM) check box. 3. For each Windows domain that you want the product to recognize, follow these steps: a. Type the FQDN or Ip address in the Trusted Domain field. b. Click the Add button. 4. Enter the fully-qualified host name or an IP address in dotted-decimal notation. NOTE: If DNS settings are not set appropriately, you might have to use the fully qualified domain name. 2 ENWW

7 5. By default, the product uses the Windows Active Directory account name to verify the user names. If you want to change this setting, type the name of a different attribute in the box next to Match the name entered with this attribute. 6. By default, the product uses the Windows mail attribute to retrieve the users' address so that it can be used to pre-populate address fields as appropriate. Changing this setting is not recommended. 7. By default, the first domain added to the trusted domain list is automatically selected as the Default Windows Domain. If other trusted domains have been added, they can be selected as the default domain. NOTE: To remove a domain, select the domain and then click the Remove button. 8. To verify that the sign-in method is working correctly, enter valid user credentials and click the Test button. 9. At the bottom of the page, click the OK button to save the settings. LDAP sign-in setup 1. To enable the LDAP sign-in method, click the Setup link. 2. Check the Enable LDAP Sign In check box, in the Setup area, and then type an LDAP address in the LDAP Server Address field. The address can be a fully-qualified host name or an IP address in dotted-decimal notation. 3. Type the port number on the LDAP server in the Port field. 4. Specify the authentication requirements in the Server Authentication Requirements area. Select Use Device User's Credentials and type the Bind Prefix. -or- Select Use LDAP Administrator's Credentials and enter values in the LDAP Administrator's DN and Password fields. 5. in the LDAP Database Search Settings area, type the Bind and Search Root and then click the Add button. 6. Type the name of an attribute in the box next to Match the name entered with this attribute to specify how to verify user names. 7. The product uses the Windows mail attribute to retrieve the user's address so that it can be used to pre-populate address fields as appropriate. Change this setting only if needed. 8. To verify that the sign-in method is working correctly, enter a valid user name and password in the Test LDAP Sign In area, then click the Test button. 9. At the bottom of the page, click the OK button to save the settings. ENWW Access Control 3

8 Protect Stored Data To gain access to the Protect Stored Data page, follow these steps: 1. Click the Security tab. 2. Click the Protect Stored Data link. There are several methods to protect data stored on the product hard drive(s). One of the best solutions is to purchase a product with an encrypted drive or upgrade to an encrypted drive if the option is available. The data on an encrypted drive is not accessible if removed from the product. Data on the drive should be erased prior to donating, recycling, or transferring ownership of this product. To ensure that print or scan job images are not retained on the hard drive (until overwritten by another job) select a secure file erase mode in the Managing Temporary Job Files area of the Protect Stored Data page. NOTE: If a job is in process at the same time a data erase mode operation is initiated, the job will complete before the data erase operation begins. Erase Job Data The following types of data erase modes are available for performing a data erase operation: Non-Secure Fast Erase (No overwrite) Secure Fast Erase (Overwrite 1 time) overwrites the data once and has little effect on product performance Secure Sanitize Erase (Overwrite 3 times) overwrites the data three times and might have an affect on product performance The following types of data are erased when performing a data erase operation: Stored jobs Temporary job files (created as the result of processing jobs) Installed solutions that are stored as job data Follow these steps to perform a data erase operation: 1. Select a data erase mode in the Erase Job Data area of the Protect Stored Data page. 2. Click the Apply button. NOTE: The product automatically restarts when starting a data erase operation. The product control panel displays the splash screen while the data erase operation is in progress. Data erase operations can take varying lengths of time, from minutes to hours, depending on the amount of data being erased. 4 ENWW

9 Hard Disk Status The Hard Disk Status area of the Protect Stored Data page contains the following information about each hard disk installed on the product: Type of drive Content on the drive Serial number Encryption status If multiple hard disks are installed on the product, use this area to specify which drive the product uses and also to perform data erase operations on a specified drive. Change Password for Encrypted Drives If an EIO drive is installed on the product, its information will be displayed in the Hard Drive Status section and a Change Password... button will be available in the Change Password for Encrypted Drives area, Change the password for an EIO drive To change the password for an EIO drive, follow these steps: 1. Click Change Password... in the Hard Drive Status section. 2. Select either Randomly generate a password (recommended) or Manually specify drive password and click Save. 3. The product restarts and the password is changed. Managing Temporary Job Files Use the Managing Temporary Job Files area to set the data erase mode used when temporary job files are erased during a data erase operation. The following types of data erase modes are available for data erase operations on temporary job files: Non-Secure Fast Erase (No overwrite) Secure Fast Erase (Overwrite 1 time) overwrites the data once and has little effect on product performance Secure Sanitize Erase (Overwrite 3 times) overwrites the data three times and might have an affect on product performance Manage Stored Jobs Use the Manage Stored Jobs area to manage settings for jobs stored on the product and for Quick Copy jobs; stored jobs sent from the print driver. ENWW Protect Stored Data 5

10 The following settings are available for configuration: Allow stored jobs on this device - select this check box to enable job storage on the product. Quick Copy Job Held Timeout - specify how long Quick Copy jobs are held on the product. The following settings are available: Off (default) 1 hour 4 hours 1 day 1 week Quick Copy Job Storage Limit - specify how many Quick Copy jobs can be stored on the product. Sort Stored Jobs By - specify how stored jobs are sorted, either by Job Name (default) or Date. Default Folder Name - the default folder where jobs are stored. Click the Apply button to save any changes made on the Protect Stored Data page. 6 ENWW

11 Certificate Management To gain access to the Certificate Management page, follow these steps: 1. Click the Security tab. 2. Click the Certificate Management link. Install Certificates NOTE: The product supports the following import formats for certificates: Certificates.DER (binary).cer (binary or Base64) PEM (Base64) PFX (identity certificate) To install a certificate, use the following steps: 1. Click the Browse button next to the Choose File field. 2. Locate the certificate for import, and click the Open button. NOTE: Identity type certificates, as well as Certificate Authority type certificates, are valid types for importation and use with this product. 3. Click the Import button. NOTE: For PFX certificates that require a password, type the password for the certificate in the Certificate Password field. Use the Certificates area of the Certificate Management page to manage imported certificates. To remove a certificate, use the following steps: 1. Select a certificate. 2. Click the Remove... button. 3. Confirm the removal operation in the warning dialog box that displays. To view the details of a certificate, like the public key and serial number for the certificate, use the following steps: 1. Select a certificate. 2. Click the View Details button, which displays the certificate information. ENWW Certificate Management 7

12 To export a certificate, use the following steps: 1. Select a certificate. 2. Click the Export... button. NOTE: When exporting an identity certificate, only the public key is exported. To use a certificate for signing, follow these steps: Select the certificate and then click the Use for Signing button. Certificate Validation Use the Certificate Validation tab to validate OCSP Kerberos server certificates. Follow these steps to configure certificate validation: 1. Select the Perform OCSP Validation on the certificate trust chain check box. 2. Enter a URL for a OCSP server and then click the Add button. NOTE: Multiple OCSP servers can be added for certificate validation. The URLs for the OCSP server(s) may be fully qualified domain names or IP addresses: 3. Select the Treat Unknown certificate status as valid check box, if necessary. 4. Click the Apply button to save your changes. NOTE: Certificates may need to be installed in the certificates tab for the OCSP servers. 8 ENWW

13 Address Book To gain access to the Address Book page, follow these steps: 1. Click the Scan/Digital Send tab. 2. Click the Address Book link. An address book is a list of contacts that you can quickly choose from when sending a document from the control panel of the product. The address book can store frequently-used contacts so that you can quickly choose the right contact when sending a document from the front panel of the product. The Address Book page enables you to add contacts into the product one at a time, and to edit contacts that have already been saved in the product. Use the Network Contacts Setup area of the Address Book page to enable network contacts and to specify the search methods for locating network contacts. Select a search method; Quick Search (Find matches beginning with the search string.) or Detailed Search (Find matches containing the search string.) Contacts added at the product control panel by a signed-in user are only available to that user. If a user is signed in at the product and adds a contact to the address book, that contact is stored in the Personal Contacts for that user, and it is not available for other users. You can also connect to a shared LDAP server or a Microsoft Exchange server to obtain addresses. After you select Enable Network Contacts (use LDAP server), contacts from the network are displayed in the Network Contacts Setup section. NOTE: You can access personal contacts from a Microsoft Exchange server by using the Windows sign in at the control panel. You must enable the Windows Sign In option on the Access Control page, and you must have your contacts stored on the Exchange server for this option. The address book contains an autocomplete feature that allows you to select a contact from a list after typing in the first few letters, rather than having to type in the entire contact name. NOTE: If the User editable check box is unchecked for an address field, the Address Book will not be available for use with that field. The address book on the product has three view options. When users open the address book feature, they filter the list of available addresses by selecting one of the three view options. Table 1 Address-book view options View option Addresses included All Contacts Network contacts from a shared LDAP server Addresses stored on the product hard disk Personal contacts for the user who is currently signed in ENWW Address Book 9

14 Table 1 Address-book view options (continued) View option Addresses included Personal Contacts Personal addresses for the user who is currently signed in. These addresses can come from the Microsoft Exchange server, from address book entries at the product, or from a.csv file if the username field matches the name of the user who is signed in. Personal Contacts are visible only when a user is signed in. Local Contacts Lists all the contacts that are stored in the product memory. These contacts are visible to all people who use the product. Any public contacts entered by the admin user via EWS page and/or imported via the CSV importing feature. Contacts Stored on the product You can use the product Import/Export All feature to load a large list of frequently-used contacts on to the product all at once, rather than adding them one at a time. If you want to add contacts to more than one product, it is best to add them on one product, make any edits to the list, and then use the Import/Export All feature to transfer the addresses to other products. Address Book tasks You can add a contact or group by clicking Add Contact or Add Group. This takes you to the Add Contact or Add Group page. Add a contact To add a new contact, follow these steps: 1. Click Add Contact. The Add Contact page appears. 2. Fill in the required fields. Contact Name and Address or Fax Number are the only required fields. 3. Click the OK button to save the new contact to the product. Add a group To add a new group, follow these steps: 1. Click Add Group. The Add Group page appears. 2. Type a name for the new group in the Group Name field. 3. To add a member to the group, either type their address in the Add Member field, or add them from an address book. 4. When you have added all the members for the group, click the OK button to save the group. 10 ENWW

15 Editing a Contact or Group To edit an existing entry, follow these steps: 1. Select the contact or group to edit. Type a name into the search field to find a specific contact. 2. Click the Edit button. 3. Make the necessary changes to the contact or group. 4. Click the OK button to save your edits. Deleting a Contact or Group To delete an existing entry, follow these steps: 1. Select the contact or group to delete. Type a name into the search field to find a specific contact or group. 2. Click the Delete button. 3. In the page that displays you are prompted to confirm the deletion of the selected contact or group. There is no way to recover a contact or group once it has been deleted. Click OK to confirm your selection. The contact or group is deleted. Import/Export All Use this page to import and export address book and user information to and from the product. When you import data to the product, you add new contacts, fax speed dials, or user accounts, so that they can be accessed on this product. This can help make it easy to create initial lists, or to keep your HP product current with changes in your organization. When you export records, you save , fax, or user records from the product into a file on your computer. You can then use this file as a data backup, or you can use it to import the records onto another HP product. Import an address book You can import address book information by first creating a file with a comma-separated value (CSV) format. The CSV format is a common data format that is often used to transfer data between database programs or products. This file can be created using either a spreadsheet program such as Microsoft Excel, or a text program such as Microsoft Notepad. After creating the file, you must be sure to save or export it as a.csv file type. You can also create a data file by exporting contacts from Microsoft Outlook or another client and saving it as a.csv file. ENWW Address Book 11

16 Importing an address book To import address book or user data, follow these steps: 1. Create a data file containing a header row with the columns that are required for your data. The following columns can be used: name (or "first name" and "last name") address (or address, , address, , or address ) dlname faxnumber (or business fax, home fax, or other fax ) speeddial code pin The header row is simply the first row of the spreadsheet or file. 2. After the header row, add rows containing each address book or user record. See the Required data and record limits section below to find out which columns are required for each type of record. You can have blank columns. If you are creating a text import file, you just need to insert a comma for each blank field. If the data in the field contains a comma, a carriage return (\r), or line feed (\n) character, the data in that field must be surrounded by quotes, for example, "Smith, Joe" Fields that contain double-quotes must be surrounded by double-quotes. Any individual doublequotes must be represented by a pair of double-quotes. If you are using Excel to create your import file, you don't need to enter the quotes. Excel will insert them automatically when the file is converted to a.csv file. 3. Save your import file. If you are creating it in Excel, choose Save As from the File menu and then select.csv (comma delimited)(*.csv) in the Save as type drop-down box. If you are creating a text file, choose Save As from the File menu and then type.csv in place of the.txt file extension. 12 ENWW

17 4. To import your source file into the product, click the Import button under Contacts Stored on the Device, then click the Browse... button next to the Select a.csv file to import: field on the Contacts Stored on the Device page to browse to the source file on your computer. 5. Click Import to import the data file into the product. The import process will take approximately 1 minute for each 1,000 records, depending on the network speed. When the import process is complete, a message appears indicating how many records were successfully imported and whether there were any import errors. NOTE: If you are experiencing difficulties creating or importing a.csv file correctly, you can export an existing address book and use that as a template. Required data and record limits The required data for each type of record is as follows: Record type Required data Maximum field length address User record distribution list Fax number name (or "first name" and "last name") address 1 name pin address 1 name address 1 dlname name faxnumber 1 64 unicode characters 256 unicode characters 245 characters 4-8 digits 255 characters 64 unicode characters 256 unicode characters 64 unicode characters 2 64 unicode characters 80 unicode characters Fax speed-dial faxnumber 1 speeddial 2 code 2 80 unicode characters 64 unicode characters 2 digits A maximum of 100 speed-dials, each with a maximum of 100 entries 1 The address field can also be called address, , address, , or address. The faxnumber field can also be called business fax, home fax, or other fax. 2 The "speeddial" field contains the name of the speed-dial, for example "Johnson Janitorial", and the "code" field contains the speed dial code (a number between 0 and 99), for example 08. Either one- or two-digit numbers are accepted; for example, either 06 or 6 can be used. ENWW Address Book 13

18 Creating an import file using Microsoft Outlook If you have contacts saved in Microsoft Outlook, you can export them into a.csv file and then use that file to import them into the product. Follow these instructions to create a.csv file using Microsoft Outlook. 1. From the Outlook File menu, choose Import and Export In the Import and Export Wizard, choose Export to a file and click Next. 3. Select Comma Separated Values (DOS) and click Next. 4. Select the Contacts folder and click Next. 5. Type in a name for the file, with a.csv extension. Click Browse to choose a location on your computer to save the file. Click Next. 6. Click Finish to finish the wizard and export the file. 7. To import the.csv file into the product, follow Steps 4 and 5 of Importing an address book. Export an address book You can also export the address book or user information saved in the product. This data is exported into a CSV file that has the same format as that described above, with one header row followed by a row for each user or address book record. To export data, do the following: 1. Click the Export All... button. 2. Select the check boxes next to the objects you want to export. The following choices area available: Local Address Book Contacts ( and Fax contacts and distribution lists) Fax Speed Dials User Access Code List 3. Click the Export button. 4. Click the Save File button. 5. In the dialog box that appears, click Save, and then select the location where you want to save the file. You can open the export file in either a spreadsheet program like Microsoft Excel, or in a text program like Notepad. Network Contacts Use the following sections to set up the Network Contacts feature. 14 ENWW

19 Obtain contacts from an LDAP server You can obtain addresses from an LDAP server so they are available to users at the control panel. These addresses are available when the user selects the All Contacts address book view. 1. Select the Scan/Digital Send tab. 2. Select Address Book from the menu on the left side of the screen. 3. Select the Enable Network Contacts Setup (use LDAP server) check box. 4. Click Add. 5. If you do not know the name of an LDAP server to use, click Auto Find to obtain a list of available LDAP servers. Select the LDAP server to use, and then click OK. TIP: If the LDAP server that you want to use is not in this list, contact the administrator for that server and obtain the network address and the attribute codes to use. 6. To enable a secure (SSL) connection, select the check box next to Use a secure connection (SSL). 7. If the LDAP server requires authentication, select the appropriate authentication type for the LDAP server In the Server Authentication Requirements area. Depending on the type of authentication, some of the other fields in this area might not be available because they are not required. Type the information for the required fields. Make sure to use the exact names that match the settings for the LDAP server. NOTE: For individual users who sign in using Windows credentials, you can select the option to use those credentials for the LDAP server authentication. The following table describes the types of authentication for the product to communicate with the LDAP server: Authentication type Server does not require authentication Description The server does not require user credentials to access the LDAP database. The option to use the MFP user credentials is unavailable. Server requires authentication Use credentials of user to connect after Sign on at the control panel Windows Negotiated (SPNEGO) The server requires user credentials to access the LDAP database, and it encrypts passwords and credentials that are sent across the network. The domain field and the option to use the MFP user credentials are enabled. Simple Credientials The server requires user credentials to access the LDAP database, but the password is not encrypted when it is sent across the network. The username and password fields are enabled. ENWW Address Book 15

20 8. In the area for LDAP Database Search Settings, click Auto Find to browse for the point to begin searching the database. NOTE: By default, Active Directory attributes are used. If these do not work, try Use Custom Attributes and use Auto Find to find the correct attributes. 9. Select the appropriate source for attribute names. These fields should be populated automatically. 10. In the Test for LDAP Retrieval area, you can test the LDAP retrieval by typing part of an attribute value, such as part of the recipient's name, and then clicking Test. Use at least three characters. 16 ENWW

21 Access contacts from a user's Microsoft Exchange personal contacts You can access individual users' personal contacts from their Microsoft Exchange Server personal contacts lists. These addresses are available when the user signs in using Windows and then selects the Personal Contacts address book view. 1. Select the Digital Send tab. 2. Select Address Book from the menu on the left side of the screen. 3. Select the Enable Personal Contacts (when users sign in to Windows at the device) check box. 4. Click the Test Exchange Server button to test the connection with the Microsoft Exchange Server. a. Type a Windows domain name in the Windows Domain field. b. Type a username and password. c. Type at least three letters of a contact name and click the Test Exchange Server button. 5. Click the Apply button to save the settings. ENWW Address Book 17

22 Setup To gain access to the Setup page, follow these steps: 1. Click the Scan/Digital Send tab. 2. Click the Setup link. To configure the feature, follow these steps: 1. To enable the feature on the product control panel, select Enable Send to . If this check box is not selected, the feature is unavailable at the control panel. 2. In Outgoing Servers (SMTP) add an SMTP server to use for sending . a. Click the Add button in the Outgoing Servers (SMTP) area to start the SMTP wizard. b. Type the address of an SMTP server, or select Search network for outgoing server, and then click the Next button. NOTE: If an SMTP server was already created for another product function, the Use a server already in use by another function option appears. You can select this option and configure it to be used for function. c. To split s sent from the product into separate parts when they reach a certain size, make a selection from Split s if larger than (MB) and then click the Next button. d. Set the server authentication requirements, and then click the Next button. NOTE: If using a signed-in user's credentials, make sure that requires sign in by denying Device Guest access to on the Access Control page of the Security tab. To deny Device Guest access to , toggle the Device Guest check box until it changes to the lock icon. e. Choose the product functions that will send through this SMTP server, and then click the Next button. f. Test the SMTP server by clicking the Test button and then click the Finish button. 3. In the Address and Message Field Control area, provide the required information. The default From: requires an entry, but the other settings are optional. The following table provides information about those settings. 18 ENWW

23 Table 2 Default Message Settings Feature Address Field Restrictions Description Specify whether users must select an address from an address book or whether users are allowed to type in an address manually. CAUTION: If Users must select from address book is selected, and any of the address fields are also set as User editable, changes to those editable fields also change the corresponding values in the address book. To prevent users from changing contacts in the Address Book at the product, go to the Access Control page on the Security tab and deny Guest access to address book modification. User editable If you want the Default Address and Default Display Name to be used for all s sent from this product (unless a user is signed in), do not select the User editable check box. When setting up the address fields, if the User editable check box is unchecked, users will not be able to edit those fields at the control panel when sending an . For sendto-me functionality, uncheck all the address fields, including the From: To: CC:, and BCC: fields; then set that user's send From: their own address and To: their own address. Default From: and Default Display Name: Provide an address and name to use for the From address for the message. TIP: Create an account for the product and use this address for the default address. TIP: Configure the feature so users must sign in before using it. This prevents users from sending an from an address that is not their own. To: CC: BCC: Subject: Message: Provide a To (recipient) address for s. Provide a CC address for s. Provide a BCC address for s. Provide a default subject line for the messages. Create a custom message. If you want this message to be used for all sent from this product, make sure the User editable check box is not selected for Message:. 4. Use the settings in the Notification Settings area to specify when you, or the person who is sending the , should be notified of the status of sent s. The default setting is that the signed in user's address will be used. If the recipient address is blank, no notification is sent. Signing and Encryption Use the Signing and Encryption area to set digital signing and encryption settings for sent from the product. Turn on/off digital signing of sent from the product using the Signing drop-down menu. Turn on/off encryption of sent from the product using the Encryption drop-down menu. ENWW Setup 19

24 Select the User editable check box to make either the signing or encryption settings editable at the control panel by a user. The Attribute for Recipient Public Key field must contain the LDAP attribute for retrieving the recipient's public key certificate. To send encrypted s from the product, the Enable Network Contacts (use LDAP server) check box must be selected on the Address Book page. Default scan settings for attachments Table 3 Options for jobs Option name Original Size Original Sides Optimize Text/Picture Optimize For Content Orientation 2 Sided Format Background Cleanup Darkness Sharpness Contrast Image Preview Job Build Description Use this feature to describe the page size of the original document. Use this feature to specify whether the original document is single-sided or double-sided. Use this feature to optimize the output for a particular type of content. You can optimize the output for text or printed pictures, or you can manually adjust the setting. If Optimize Text/Picture is set to manually adjust, then this is the manually set value. Use this feature to specify the way the content of the original document is placed on the page: portrait or landscape. Used to describe the binding of the page. Determines if the back side of the page is upside down or right side up. Use this setting to remove faint images from the background or to remove a light background color. Use this feature to adjust the darkness of the file. Use this feature to adjust the sharpness of the file. Use this feature to adjust the contrast of the file. Use this feature to scan a document and display a preview before completing the job. Use this feature to combine several sets of original documents into one attachment. Also use this feature to scan an original document that has more pages than the document feeder can accommodate at one time. Default file settings for Table 4 File settings for Option name File Name Prefix Default File Name File Name Suffix Default Color Preference Description Use this feature to set the default file name prefix used for files sent from the product via . Default file name for the file to be saved. Use this feature to set the default file name suffix used for files sent from the product via . Use this feature to select whether the file is in black and white or in color. 20 ENWW

25 Table 4 File settings for (continued) Option name Default Output Quality Default File Type Default Resolution Compression Black TIFF compression method Description Use this feature to select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send. Use this feature to select the file format for the saved file. Use this feature to set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller. Use this feature to specify if the file uses Normal or High compression when saving a scanned document as a PDF or XPS file. If compression is set to High, the scanned file is smaller, but the scanning process might take longer than Normal compression. Use this feature to select the black TIFF compression algorithm to be used to compress the generated TIFF file. The following selections are available: Auto (default) G3 G4 LZW Color/Grayscale TIFF compression method Use this feature to select the color/grayscale TIFF compression algorithm to be used to compress the generated TIFF file. The following selections are available: LZW TIFF 6.0 (default) TIFF (Post 6.0) PDF encryption Enable Blank Page Suppression If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start. If the Enable Blank Page Suppression check box is enabled, blank pages will be ignored. ENWW Setup 21

26 Problems with Problems with sending to 1. Make sure the Enable Send to check box is checked. Use the Digital Send tab in the embedded Web server to enable the feature. 2. If the feature is enabled, and you are unable to send s, the SMTP server might not be set up correctly. The cause could be any of the following problems: Authentication is required for the server, but no authentication information is sent. The network address or hostname for the SMTP server is incorrect. The SMTP server is not accepting (port 25 is not open). 3. Check the SMTP server settings to identify the problem. Check the SMTP server setup NOTE: This procedure is for Windows operating systems. The following steps show examples of responses from the server. The text portion of the response can vary from server to server. 1. Open a Windows command prompt: click Start, click Run, and then type cmd. 2. Type telnet followed by the SMTP gateway hostname and then the number 25, which is the port over which the product is communicating. For example, type telnet example.com Press Enter. If the SMTP gateway hostname is not valid, the response contains the following message: Could not open connection to the host on port 25: Connect Failed. 4. If the SMTP gateway hostname is not valid, reconfigure the server. For the digital-send feature, use the Digital Sending tab in the embedded Web server to configure the product to use a different SMTP server. If you receive a reply such as 220 smtp.hostname, the SMTP gateway hostname is valid. Continue with the next step. 5. Identify yourself to the SMTP server. At the prompt, type HELO followed by your host name. Press Enter. You should receive a reply. 6. Attempt to authorize to the SMTP server. At the prompt, type AUTH. Press Enter. 7. If the reply is AUTH not available, then the SMTP server does not require authentication. If the reply is 250 AUTH... or 334, the SMTP server requires authentication. Use the Setup page on the Digital Sending tab of the embedded Web server to configure the correct authentication information. 22 ENWW

27 8. Verify that the server recognizes the account that is sending the message. At the prompt, type MAIL where is the address you are testing. If the response is 550 Requested action not taken: mailbox unavailable, then the server cannot find the mailbox for that address. If the response is 550 Requested action not taken: mailbox name not allowed, then the address is not valid. 9. Verify that the server has sent the to the recipient. At the prompt type RCPT where is the address for the recipient. If the response is 550 Requested action not taken: mailbox unavailable, then the server cannot find the mailbox for that address. The recipient account might be configured so that it cannot receive messages from the product. If the response is 551 User not local: please try <forward-path>, where <forward-path> is a different address, then the account is not active. ENWW Setup 23

28 Save to Network Folder Setup To gain access to the Save to Network Folder Setup page, follow these steps: 1. Click the Scan/Digital Send tab. 2. Click the Save to Network Folder Setup link. NOTE: DNS and WINS server settings must be set correctly for the Save to Network Folder feature to work reliably. Verify or configure these settings on the Networking tab. If the DNS and WINS server settings are incorrect, you can also use the IP address of the computer or server in the folder path. If your server uses DHCP, however, IP addresses can change over time, which would make the path incorrect and the Save to Network Folder feature unusable. Follow these steps to establish all default network folder settings:. 1. To enable the Network Folder feature on the product control panel, select Enable Send to Folder. If this box is not selected, the feature is unavailable. 2. Set up a shared folder on a network computer or server and enable write access on the shared folder. If you are using common credentials, such as administrator's credentials, to access the folder from the product, that network user account must have write access to the folder. If you are using the signed-in user's credentials, each user must have write access to the shared folder. Some users might not know how to access the shared folder from the computer if the shared folder is on a network server. If users need to validate that the scan file was saved to the network folder, provide a shortcut to the shared folder on the users' computers so they can find the scan file that was saved. 3. Select the Scan/Digital Send tab. 4. Select Save to Network Folder Setup from the menu on the left side of the screen. 5. Select the Enable Save to Network Folder check box. 6. Create Quick Sets, if necessary. 7. Specify the notification settings. Select a Condition on Which to Notify and a Method Used to Deliver Notification, if necessary. 8. Set the folder, scan, and file settings. 9. Click the Apply button to save the settings. 24 ENWW

29 Quick Sets Follow these steps to create Quick Sets: 1. Click the Add button to start the Quick Set Wizard. 2. Name the Quick Set something that users can understand quickly. Select the location for the Quick Set button and add a description explaining what the Quick Set will save. 3. Specify how the Quick Set will start, either after the user enters the application and presses the Start button, or instantly when the Quick Set is selected. 4. If creating a standard shared folder, enter the fully qualified Universal Naming Convention (UNC) name of the folder that was created on the network. For example: \\servername\sharename\foldername If using common credentials, use credentials that have write access to the network folder. If using the signed-in user's credentials, make sure all appropriate users have write access. 5. If creating a personal shared folder: Make sure that a user's home folder is specified in the Microsoft Active Directory and that the user knows where their home folder is located on the network. Make sure that users sign in with Windows at the control panel. If they do not sign in to open the Network Folder program, this selection will not show up on the list. This program requires querying the network user's account to retrieve their home folder. 6. For saving to an FTP server, specify the FTP server name, port, and folder path on the FTP server. 7. Specify whether to Create Subfolder based upon username and Verify folder access prior to job start, if necessary. 8. Specify the notification settings. Select a Condition on Which to Notify and a Method Used to Deliver Notification, if necessary 9. Set scan and file settings appropriate for the purpose of the Quick Set. For example, a searchable PDF file is desirable for archiving to have both an image of the document and text data. 10. Complete the Quick Set wizard. Notification Settings Use this feature to receive notification about the status of the file after you send it. You will receive a notification via . The default From:/To: address is the signed-in user's address. If the user is not signed in at the product, they will be prompted to enter an address at the control panel before the notification is sent. Folder Settings Select the Verify folder access prior to job start check box to make sure that the security level set on the folder will allow the job to be saved to the folder. ENWW Save to Network Folder Setup 25

30 This setting determines if access to the folder is verified before scanning and sending the job. If this is disabled, then scanning starts immediately after the Start button is pressed without checking to see if the folder can be accessed. If the folder can t be accessed, then the job will fail. With this feature enabled, the folder is checked prior to sending. If it can t be accessed then the user is asked to enter new credentials and the job isn t started until the folder can be accessed. Scan settings for network folders Table 5 Scan settings for network folder jobs Option name Original Size Original Sides Optimize Text/Picture Optimize For Content Orientation 2 Sided Format Background Cleanup Darkness Sharpness Contrast Image Preview Job Build Description Use this feature to describe the page size of the original document. Use this feature to specify whether the original document is single-sided or double-sided. Use this feature to optimize the output for a particular type of content. You can optimize the output for text or printed pictures, or you can manually adjust the setting. If Optimize Text/Picture is set to manually adjust, then this is the manually set value. Use this feature to specify the way the content of the original document is placed on the page: portrait or landscape. Used to describe the binding of the page. Determines if the back side of the page is upside down or right side up. Use this setting to remove faint images from the background or to remove a light background color. Use this feature to adjust the darkness of the file. Use this feature to adjust the sharpness of the file. Use this feature to adjust the contrast of the file. Use this feature to scan a document and display a preview before completing the job. Use this feature to combine several sets of original documents into one attachment. Also use this feature to scan an original document that has more pages than the document feeder can accommodate at one time. File settings for network folders Table 6 File settings for network folder jobs Option name File Name Prefix Default File Name File Name Suffix Default Color Preference Default Output Quality Description Use this feature to set the default file name prefix used for files saved to a network folder. Default file name for the file to be saved. Use this feature to set the default file name suffix used for files saved to a network folder. Use this feature to select whether the file is in black & white or in color. Use this feature to select the quality for the file. Higher-quality images require a larger file size than lower-quality images, and they take more time to send. 26 ENWW

31 Table 6 File settings for network folder jobs (continued) Option name Default File Type Default Resolution Compression Black TIFF compression method Description Use this feature to select the file format for the saved file. Use this feature to set the resolution for the file. Higher resolution images have more dots per inch (dpi), so they show more detail. Lower resolution images have fewer dots per inch and show less detail, but the file size is smaller. Use this feature to specify if the file uses Normal or High compression when saving a scanned document as a PDF or XPS file. If compression is set to High, the scanned file is smaller, but the scanning process might take longer than Normal compression. Use this feature to select the black TIFF compression algorithm to be used to compress the generated TIFF file. The following selections are available: Auto (default) G3 G4 LZW Color/Grayscale TIFF compression method Use this feature to select the color/grayscale TIFF compression algorithm to be used to compress the generated TIFF file. The following selections are available: LZW TIFF 6.0 (default) TIFF (Post 6.0) PDF encryption Enable Blank Page Suppression If the file type is PDF, then this option encrypts the output PDF file. A password must be specified as part of the encryption. The same password must be used to open the file. The user will be prompted to enter a password prior to scanning their job if one has not been set prior to pressing start. If the Enable Blank Page Suppression option is enabled, blank pages will be ignored. Problems with sending to a network folder Table 7 Network folder problems Issue Cause Solution All users are unable to store jobs in the network folder. A firewall might be interfering. The server might be turned off. The DNS settings may be incorrect. If IPsec is enabled, it could be interfering with digital-send features. Try disabling IPsec. Verify that the server is turned on. The UNC folder path might have changed or be incorrect. ENWW Save to Network Folder Setup 27

32 Table 7 Network folder problems (continued) Issue Cause Solution A particular user is unable to store jobs in the network folder. No notification was received, although the option to receive a notification was selected. The folder might have restrictions on who can write to it. If you are trying to send the job to a folder that is not one of the Quick Set folders, the path to the folder might not be correct. If you specified a folder by editing the path to a Quick Set Folder, you might not have permission for the new folder. The user might not be authenticated to the network server. The user might have specified a file type that is not supported. The default address for notifications might not be set, or it might be incorrect. If write-access is controlled for the folder, you must sign in again to save a file to that folder. Verify that you have typed the correct network path. Make sure that you have permission to store jobs in this folder. Verify that the user has the required credentials to gain access to the server where the network folder resides. Try saving the file with a different filetype extension. Sign in to the product, and verify that the address for the notification option is correct. Make sure the SMTP server is set up. 28 ENWW