Manage Address Book. Administrator's Guide

Transcription

1 Manage Address Book Administrator's Guide November

2 Contents 2 Contents Overview...3 Using Manage Address Book...4 Setting up access control from the application...4 Exporting contacts...4 Importing e mail shortcuts...5 Importing fax shortcuts...5 Importing internal accounts...6 Managing contacts...6 Troubleshooting...9 Manage Address Book troubleshooting...9 Cannot import contacts...9 License error...9 Appendix...10 Notices...11 Index...12

3 Overview 3 Overview Manage Address Book lets you easily and quickly add multiple and fax shortcuts to the printer address book by importing a CSV (comma-separated value) file from the Embedded Web Server (EWS). It also lets you export existing shortcuts into a CSV file. You can change the information on the exported file, and then import it using the application to update the contact list on the printer. In addition, the application lets you import internal accounts to the printer using a CSV file. Internal accounts can be used in a security template to provide authentication-level security and authorization for each supported printer.

4 Using Manage Address Book 4 Using Manage Address Book Setting up access control from the application Access controls (also referred to in some devices as function access controls ) are used to manage access to specific menus and functions on your printer or to disable them entirely. You may set up the access control to protect Manage Address Book from the application itself. This secures the import and export functionality of your printer. 1 Obtain the printer IP address: From the printer control panel home screen From the TCP/IP section in the Network/Ports menu By printing a network setup page or menu settings page, and then finding the TCP/IP section Note: An IP address appears as four sets of numbers separated by periods, such as Open a Web browser, and then type the printer IP address in the address field. The Embedded Web Server appears. 3 From the navigation menu on the left, click Settings or Configuration, and then do one of the following: Click Apps > Apps Management. Click Device Solutions > Solutions (esf). Click Embedded Solutions. 4 From the Installed Solutions list, click Manage Address Book, and then click Configure. 5 From the Device Access Control menu, select Security Menu Remotely Access Control to secure the application using basic security setup. Notes: You can only use either a PIN or a password to provide access to the application. To set a PIN or a password, from the Embedded Web Server, click Settings > Security > Security Setup. From the Basic Security Setup section, set your PIN or password. If you set a PIN or password, then you can customize login restrictions to specify the number of failed attempts allowed before locking users out of the application. Click Security > Miscellaneous Security Settings > Login Restrictions. Exporting contacts 1 From the Embedded Web Server, click Applications > Manage Address Book. 2 Click Export beside the shortcuts that you want to copy from the printer. 3 Open or save the exported CSV file, and then click OK.

5 Using Manage Address Book 5 Importing e mail shortcuts 1 From the Embedded Web Server, click Applications > Manage Address Book. 2 From the Address Import section, customize the following settings: Update existing accounts Select the check box to update the information of existing contacts on the printer with those on the CSV file. Note: To overwrite the information on the printer with the new information on the CSV file, make sure the name of the contact on the CSV file matches the one on the printer. CSV File Click Browse or Choose File to locate the CSV file containing the contact information that you want to add to the e mail shortcuts list. Name Column Select the number which corresponds to the column containing the names of contacts on the CSV file. For example, if the names are on the first column, then select 1 from the drop down menu. Address Column Select the number which corresponds to the column containing the e mail addresses on the CSV file. For example, if the e mail addresses are on the second column, then select 2 from the drop down menu. Shortcut/Speed Dial Column Select the number which corresponds to the column containing the shortcut or speed dial numbers on the CSV file. For example, if the speed dial numbers are on the third column, then select 3 from the drop down menu. Format, Content, Color, Resolution Customize these settings, or select Default to use the default settings from the E mail Shortcut Setup page. Skip first row Select the check box to ignore the entries on the first row of the CSV file. 3 Click Import. Note: For more information on customizing e mail shortcuts, see Managing e mail shortcuts on page 6. Importing fax shortcuts 1 From the Embedded Web Server, click Applications > Manage Address Book. 2 From the Fax Number Import section, customize the following settings: Update existing accounts Select the check box to update the information of existing contacts on the printer with those on the CSV file. Note: To overwrite the information on the printer with the new information on the CSV file, make sure the name of the contact on the CSV file matches the one on the printer. CSV File Click Browse or Choose File to locate the CSV file containing the contact information that you want to add to the fax shortcuts list. Name Column Select the number which corresponds to the column containing the names of contacts on the CSV file. For example, if the names are on the first column, then select 1 from the drop down menu. Fax Number Column Select the number which corresponds to the column containing the fax numbers on the CSV file. For example, if the fax numbers are on the second column, then select 2 from the drop down menu. Shortcut/Speed Dial Column Select the number which corresponds to the column containing the shortcut or speed dial numbers on the CSV file. For example, if the speed dial numbers are on the third column, then select 3 from the drop down menu. Skip first row Select the check box to ignore the entries on the first row of the CSV file.

6 Using Manage Address Book 6 3 Click Import. Note: For more information about customizing fax shortcuts, see Managing fax shortcuts on page 7. Importing internal accounts 1 From the Embedded Web Server, click Applications > Manage Address Book. 2 From the Internal Accounts Import section, customize the following settings: CSV File Click Choose File to locate the CSV file containing the user information that you want to add to the internal accounts list. Account Name Select the number which corresponds to the column containing the names of contacts on the CSV file. For example, if the names are on the first column, then select 1 from the drop down menu. User ID Select the number which corresponds to the column containing the user IDs on the CSV file. For example, if the user IDs are on the second column, then select 2 from the drop down menu. Password This refers to the user password. Select the number which corresponds to the column containing passwords on the CSV file. For example, if the passwords are on the third column, then select 3 from the drop down menu. If you do not want to specify user passwords, then select Default. Note: If you select Default, then make sure passwords are not required for internal accounts. From the Embedded Web Server, click Settings > Security > Security Setup > Internal Accounts, and then select User ID from the Required User Credentials drop down menu. Re enter Password If you are specifying passwords for users when importing internal accounts, then select the number which corresponds to the column containing the same set of passwords on the CSV file. If you are not specifying passwords, then select Default. This refers to the user e mail address. Select the number which corresponds to the column containing e mail addresses on the CSV file. For example, if the e mail addresses are on the fifth column, then select 5 from the drop down menu. If you do not want to specify e mail addresses, then select Default. Note: If you select Default, then make sure e mail addresses are not required for internal accounts. From the Embedded Web Server, click Settings > Security > Security Setup > Internal Accounts, and then make sure the Require E mail Address check box is not selected. Skip first row Select the check box to ignore the entries on the first row of the CSV file. 3 Click Import. Notes: For security reasons, you cannot export internal accounts into a CSV file. You cannot add groups to internal accounts using the application. For more information on customizing internal accounts, see Managing internal accounts on page 7 Managing contacts Managing e mail shortcuts 1 From the Embedded Web Server, click Settings > Manage Shortcuts > E mail Shortcut Setup.

7 Using Manage Address Book 7 From this page, you can add e mail shortcuts and view a table with the following information: Name This is the unique name of the user. Address This contains the e mail addresses associated with the user. Format This is the specified scanning format for the user. Content This is the specified scanning content for the user. Color This is the specified scan color setting for the user. Resolution This is the specified scanning resolution for the user. Shortcut This is the assigned shortcut number for the user. 2 To add e mail shortcuts, fill in the fields on this page and then click Add, or use the Manage Address Book application to import e mail shortcuts from a CSV file. Note: For more information on creating e mail shortcuts, see the printer User s Guide. Managing fax shortcuts 1 From the Embedded Web Server, click Settings > Manage Shortcuts > Fax Shortcut Setup. From this page, you can add fax shortcuts and view a table with the following information: Name This is the unique name of the user. Numbers This contains the fax numbers associated with the user. Shortcut This is the assigned shortcut number for the user. 2 To add fax shortcuts, fill in the fields on this page and then click Add, or use the Manage Address Book application to import fax shortcuts from a CSV file. Note: For more information on creating fax shortcuts, see the printer User s Guide. Managing internal accounts Internal accounts are used in a security template to provide authentication-level security, or in conjunction with one or more groups to provide both authentication and authorization for each supported printer. For more information, see the Embedded Web Server Administrator s Guide. 1 From the Embedded Web Server, click Settings > Security > Security Setup. 2 From the Advanced Security Setup section, click Internal Accounts. The page shows a table containing the following information saved on the printer memory: User ID This is the ID of the user s account. Account Name This is the name of the user. E mail This is the e mail address of the user. Groups This is the group to which the user belongs. For the purposes of Embedded Web Server security, groups are used to identify sets of users who need access to similar functions. 3 To edit an existing internal account, click the user ID of the account you want to modify.

8 Using Manage Address Book 8 4 To add internal accounts, click Add an Internal Account or use the Manage Address Book application to import internal accounts from a CSV file. Note: You can add a maximum of 250 user accounts. 5 To create groups, click Setup groups for use with internal accounts. Notes: You can create a maximum of 32 groups. You cannot add or specify groups using the Manage Address Book application.

9 Troubleshooting 9 Troubleshooting Manage Address Book troubleshooting Cannot import contacts MAKE SURE THE PRINTER ADDRESS BOOK HAS AVAILABLE SPACE Check if the Address Book on the printer is not yet full. You cannot import new e mail or fax shortcuts if there is no more available space for contacts on the printer. MAKE SURE THERE ARE NO DUPLICATE CONTACTS IN THE CSV FILE Make sure the CSV file does not contain two or more contacts with identical information. The application imports only one of these similar contacts and ignores the others. Shortcuts must be unique. Make sure a shortcut in the CSV file is not identical to any shortcut in the e mail or fax shortcuts list on the printer. MAKE SURE YOU SELECT THE UPDATE EXISTING CONTACTS CHECK BOX If you want to update existing contact information on the printer using the CSV file, then make sure you select the Update existing contacts check box before importing contacts. For the application to overwrite the information on the printer with the new information on the CSV file, make sure the name of the contact on the CSV file is the same as the name of the contact saved on the printer. MAKE SURE THERE ARE NO INVALID CHARACTERS IN YOUR CSV FILE For the shortcuts, use numeric characters only. For the other fields, use alphanumeric characters. License error Try one or more of the following: MAKE SURE THE APPLICATION IS LICENSED Applications require a license to run. For more information on purchasing a license, contact your Lexmark representative. MAKE SURE THE LICENSE IS UP TO DATE Make sure the license for the application has not yet expired. Check the license expiry date using the Embedded Web Server.

10 Appendix 10 Appendix Accessing application configuration settings using the Embedded Web Server 1 Obtain the printer IP address: From the printer home screen From the TCP/IP section in the Network/Ports menu By printing a network setup page or menu settings page, and then finding the TCP/IP section Note: An IP address appears as four sets of numbers separated by periods, such as Open a Web browser, and then type the printer IP address in the address field. The Embedded Web Server appears. 3 From the navigation menu on the left, click Settings or Configuration, and then do one of the following: Click Apps > Apps Management. Click Device Solutions > Solutions (esf). Click Embedded Solutions. 4 From the list of installed applications, click the application you want to configure, and then click Configure. Licensing applications Applications require a valid electronic license to run on select printers. For more information on purchasing a license for an application, or for any other licensing information, contact your Lexmark representative.

11 Notices 11 Notices Edition notice November 2012 The following paragraph does not apply to any country where such provisions are inconsistent with local law: LEXMARK INTERNATIONAL, INC., PROVIDES THIS PUBLICATION AS IS WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. This publication could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes will be incorporated in later editions. Improvements or changes in the products or the programs described may be made at any time. References in this publication to products, programs, or services do not imply that the manufacturer intends to make these available in all countries in which it operates. Any reference to a product, program, or service is not intended to state or imply that only that product, program, or service may be used. Any functionally equivalent product, program, or service that does not infringe any existing intellectual property right may be used instead. Evaluation and verification of operation in conjunction with other products, programs, or services, except those expressly designated by the manufacturer, are the user s responsibility. For Lexmark technical support, visit For information on supplies and downloads, visit Lexmark International, Inc. All rights reserved. Trademarks Lexmark and Lexmark with diamond design are trademarks of Lexmark International, Inc., registered in the United States and/or other countries. Mac and the Mac logo are trademarks of Apple Inc., registered in the U.S. and other countries. All other trademarks are the property of their respective owners. GOVERNMENT END USERS The Software Program and any related documentation are "Commercial Items," as that term is defined in 48 C.F.R , "Computer Software" and "Commercial Computer Software Documentation," as such terms are used in 48 C.F.R or 48 C.F.R , as applicable. Consistent with 48 C.F.R or 48 C.F.R through , as applicable, the Commercial Computer Software and Commercial Software Documentation are licensed to the U.S. Government end users (a) only as Commercial Items and (b) with only those rights as are granted to all other end users pursuant to the terms and conditions herein.

12 Index 12 Index A access control setting up using application 4 accessing application configuration settings using the Embedded Web Server 10 adding contacts 5, 6 e mail shortcuts 5 fax shortcuts 5 internal accounts 6 application configuration settings accessing 10 applications licensing 10 C cannot import contacts 9 contacts adding 5, 6 exporting 4 importing 5, 6 managing 6, 7 D device access control setting up using application 4 E Embedded Web Server accessing application configuration settings 10 exporting contacts 4 e mail shortcuts 4 fax shortcuts 4 e mail shortcuts adding 5 exporting 4 importing 5 managing 6 importing 5 managing 7 I importing contacts 5, 6 e mail shortcuts 5 fax shortcuts 5 internal accounts 6 internal accounts adding 6 importing 6 managing 7 L license error 9 licensing applications 10 M Manage Address Book overview 3 managing contacts 6, 7 e mail shortcuts 6 fax shortcuts 7 internal accounts 7 N notices 11 O overview Manage Address Book 3 S setting up access control 4 T troubleshooting cannot import contacts 9 license error 9 F fax shortcuts adding 5 exporting 4