Toshiba GA-1201 manual

MULTIFUNCTIONAL DIGITAL SYSTEMS Setup Guide for Scanning Functions GA-1201[...]

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Preface 1 Preface Thank you for purchasing the TOSHIBA multif unctional digital system e-STUDIO165/205, e-STUDIO167/207/237 o r e-STUDIO182/212/2 42. This Setup Guide for Scanning Functions is a manual for the e-STUDIO165/2 05, e-STUDIO167/207/237 o r e-ST UDIO182/212/242 whe n the following option is installed: y Network Printer Kit y Scanner Upgr[...]

2 Software License Agreement Sof tware License Agreement INST ALL ING OR OTHERWISE USING THIS SOFTW ARE PRODUCT CONSTITUTES YOUR ACCEPT ANCE OF THE FOLLOWING TERM S AND CONDITIONS (UNLESS A SEP ARA TE LICENSE IS PROVIDED BY THE SUPPLIER OF APPLICABLE SOFTW ARE IN WHICH CASE SUCH SEP ARA TE LICENSE SHALL APPL Y). IF YOU DO NOT ACCEPT THESE TERMS, YO[...]

Software License Agreement 3 Disclaimer of W arranty THIS SOFTW ARE IS PROV IDED “AS IS” WITHOUT W ARRANTY OF ANY K IND, EITHER EXPRESS OR IMPLIED, INCLUDING , BUT NO T LIMITED TO, THE IMPLIED W ARRANTIES OF MERCHANT ABILITY , FITNESS FOR A P A RT ICULAR PURPOSE, TITLE, AND NON- INFRINGEMENT . TTEC AND ITS SUPPLIERS DISCLAIM ANY WARRANTY RELA T[...]

4 Before Reading This Manual Before Reading This Manual Lineup of our manuals These manuals are provided fo r the operation of the e-ST UDIO165/205, e -STUDIO167/207/237 or e-STUDIO182/212/242. Sele ct and read the manu al best suited to your needs. This manual i s the Setup Guide for Sca nning Functions . Basic functions Facsimile functions The Fa[...]

Before Reading This Manual 5 Scanning functions The Scanner Upgrade Kit GA-1201 (optional) is necessary for using the scanning functions. T o read manu als in the PDF file format The operator's manua l in the PDF (Portable Docu ment Format) can be displayed/printed using Adobe Reader or Adobe Acrobat Reader . If neither i s installed in your c[...]

6 Before Reading This Manual How to read this manual Symbols in this manual In this manual, some important items are descried with the symbols shown below . Be sure to read these items befor e usi ng this equipment. T rademarks y The official name of Windows 2 000 is Microsoft Windows 2 000 Operatin g System. y The official name of Windows XP is Mi[...]

CONTENTS 7 CONTENTS Preface ............... ................ ................ ............. ................ ................ ............... 1 Software License Agreemen t ............. ................. ............. ................ ........... 2 Before Reading This Manual .............. .................... ................ ................... .[...]

8 CONTENTS Managing Address Book ........................... ................ ................... ............. 36 Managing contacts in the address book ..... .................... ................... ...... 36 Managing groups in the address book ........................... ................ ......... 41 Managing Mailboxes ..................... .....[...]

CONTENTS 9 Restoring Data from Backup File .................... .................... ................... ... 98 Setting up Notification Functions ....................... ................ ................... . 101 Importing Address Book Data ......................... ................. ................... .... 103 Exporting Address Book Data ...... .[...]

10 CONTENTS[...]

1. OVER VIEW This chapter describes the contents of this manua l and the required use environments of T opAccess. Overview ..................................................... ..................................................... ........ 12 Contents ....................... .............. ................. ................ ................. ......[...]

1O V E R V I E W 12 Overview Overview Content s This manual consists of the fol lowing 2 parts: y Scan-related settings usin g the control panel of this equ ipment y Settings and management of this equipm ent from a computer using T opAccess Scan-related settings using the c ontrol p anel of this equipment The former part of this manual describes h[...]

Overview 13 Chapter 9 T opAccess ADMINISTRA T ION T AB P AGE-MAINTENANCE MENU Describes the maintena nce of T opAccess performed by the T opAccess administrator .  P .91 “T opAccess ADMINISTRA TION T AB P AGE - MAINTENANCE MENU” Chapter 10 T opAccess ADMINISTRA TION T AB P AGE-REGISTRA T ION MENU Describes the registration of T opAccess perf[...]

1O V E R V I E W 14 Overview Web browser T opAccess supports the following web browsers under Windows, Macintosh or UNIX environ- ments: Windows: Microsoft Internet Ex plorer 5.5 SP2 or later Mozilla Firefox 1.5.0.4 or later Macintosh: Safari 2.0 (412.2) or later Mozilla Firefox 1.5.0.4 or later UNIX: Mozilla Firefox 1.5.0.4 or later Settings on eq[...]

2. BASIC OPERA TIONS ON SCREENS (EQUIPMENT) This chapter describes the basic operations on the control panel scree ns of this equipment. V arious Screens ......... ............................................................... .............................. 16 Basic Operations on Each Screen ................................ .......................[...]

2 BASIC OPERA TIONS ON SCREENS (EQUIPMENT) 16 Various Screens V arious Screens Major screens appearing on the control panel LC D of this equipment are shown below . Ready Screen (“Copy mode” main screen) This screen appears a few tenths of a second after you turn the power of this equipment ON . The copying functions can be used . This screen a[...]

Various Screens 17 Menu Selection Screen This screen appears when you select desired menus or items. The name of the menus, sub- menus or items are displayed in this screen. Example of “ON/OFF” selection screen: Digit Entry Screen This screen appears when you key in any digits. Ente r digits using the digital keys on the con trol pan el . Error[...]

2 BASIC OPERA TIONS ON SCREENS (EQUIPMENT) 18 Basic Operations on Each Screen Basic Operations on Each Screen T o select mode main screen When you press the mode selectio n button (= [S CAN] or [USER FUNCTIONS]) in the ready screen displayed after power-ON, the main screen for each mode appears. If the ready screen is set for the Fax function s, th[...]

Basic Operations on Each Screen 19 T o select each menu Y ou can select the desired menu or item in the menu selection scre en. The menus displayed in the screen differ depending on which options are installed. Some menus displayed in the menu selectio n screen shown in this manual may n ot be displayed in the actual screen, if the correspond ing o[...]

2 BASIC OPERA TIONS ON SCREENS (EQUIPMENT) 20 Basic Operations on Each Screen Example of menu selection The menu selection proced ure to cancel a scan job in the “scan mode” main screen is shown below . *1 Each menu in this equipment has a serial number . When you key in the first 1 or 2 digits of the serial number , you can immediatel y select[...]

Basic Operations on Each Screen 21 T o key in digit s Y ou can enter digits using the di gital keys. Button /Digit al key Function Digital Keys Press these keys to enter digi ts when the digit entry screen is displayed. [ENTER] Press this button to determine the digits keyed in. / Press these buttons to move the cursor to the r ight or left. When y[...]

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3. SETTING TEMPLA TES (EQUIPMENT) This chapter describes how to set a template using the control panel of this equipment T o Enable T emplates ...................................................... ........................................ 24[...]

3 SETTING TEMPLA TES (EQUIPMENT) 24 To Enable Templates T o Enable T emplates Y ou can set the use of templates. 5 Press the [CANCEL] or [FUNCTION CLEAR] button to return to the "user function mode" main screen. 1 Press the [USER FUNCTIONS] button. 2 Press or to select "INITIAL SETUP" and press the [ENTER] button. 3 Press or to [...]

4. PRINTING LISTS (EQUIPMENT) This chapter describes how to print scan-rel ated lists from the control panel of this equ ipment. T o Print List s ........................................................ ...................................................26 Configuration Page ........... ................. ................. ................. ........[...]

4 PRINTING LISTS (EQUIPMENT) 26 To Print Lists T o Print List s Y ou can print the scan-related lists shown below in the “user functions mode”. y Configuration page y Menu List y For each list mentioned above, see the following page:  P .142 “List Print Format” y For examples of the l ists below , see the Setup Guide for Pr inting Func t[...]

To Print Lists 27 Menu List Y ou can print out the menu list in the setting status when the Scanner Upgrade Printer Kit (optional) is installed. 3 Press or to select CON- FIGURA TION P AGE, and then press the [ENTER] button. “Printing accepted” appears and the configuration page is printed out. LISTS 4.ITU MAILBOX 5.CONFIGURATION PAGE 6.NIC STA[...]

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5. THE MODE OF T opAccess This chapter describes the mode of T opAccess when the Scanne r Upgrade Kit and the Extension Key Boar d are installed. The Mode of T opAccess ...................................... ...................................................30 End User Mode ......... ................. ................. ................ ...........[...]

5 THE MODE OF T opAccess 30 The Mode of TopAccess The Mode of T opAccess T opAccess has two access levels: the end user level and the admi nistrator level. The adminis- trator can configure all settings availa ble and can perform maintenance operations. y For detailed explanation on T opAccess, see the following page:  P .13 “Us e environment [...]

The Mode of TopAccess 31 Administrator Mode Only a person who h as an administrator privi lege can access this mode. T o use the administra - tor mode, the administrator ’s password should be entered. y V arious se ttings and maintenance operations by the administrator (Administratio n tab) Setup menu: - General setting - Network setting - Copier[...]

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6. T opAccess REGISTRA TION T AB P A GE This chapter describes how to confirm the public template s and manage the address book, Mailboxes and Inbound F AX routing by TSI on the T opAccess Re gistration tab page. Checking Public T emplates ...................... ..................................................... ........ 34 Checking public templ[...]

6 T opAccess REGISTRA TION T AB P AGE 34 Checking Public Templates Checking Public T emplates Public templates of this equipment ca n be checke d in the T emplate menu of the Registration tab either from the “Panel View” or “List V iew”.  P .34 “Checking public templates from the “Panel View””  P .35 “Checking public templat[...]

Checking Public Templates 35 Checking public template s from the “List V iew” 1 Click the Registration t ab and th e T emplate menu. 2 Click the “List View” submenu. The public template list is displayed in the “List View”.[...]

6 T opAccess REGISTRA TION T AB P AGE 36 Managing Address Book Managing Address Book This equipment co mes with the Add ress Book feature that enables users to manage who receives Fax and InternetFax transmission. In the Address Book menu page at the Registration tab in T opAccess, you can add, edit and delete recipient i nformation, such as Email [...]

Managing Address Book 37 3 Enter following items to specify the recipient information. Name — Enter the name of the recipient. Y ou can enter up to 20 letters. Email Address — Enter the email address of the recipient. Y ou can enter up to 192 letters. Fax Number — Enter the Fax nu mber of the recipi ent. Y ou can enter up to 128 letters. (“[...]

6 T opAccess REGISTRA TION T AB P AGE 38 Managing Address Book 5 Enter following items according to the cap abilities of re cipient fac- simile, and click [Save]. SUB — Enter the mailbox number if you want to send originals to the mailb ox in the recipient facsimile. Y ou can enter up to 20 letters incl uding numbers and #, *. SEP — Enter the m[...]

Managing Address Book 39 7 Set the item of Email Setting and click [Sa ve]. T ransmission report : Select s whether to print the tra nsmission report a fter comple tion of the Email transmission. 8 In the Cont act Properties p age, click [Save] to add new contac t. A message notifying you that an abbrev iat ed number or a one touch number you keyed[...]

6 T opAccess REGISTRA TION T AB P AGE 40 Managing Address Book Deleting a cont act 1 Click the Registration t ab and th e Address Book menu. The Address Book menu p age is displayed. 2 Click the link that you want to delete in the cont act s list. The Contact Properties page is displayed. 3 Click [Delete]. The contact is deleted from the Address Bo[...]

Managing Address Book 41 Managing group s in the address book Y ou can create g roups that contain the multiple reci pients. This enables you to speci fy groups for the destinations in stead of specifying each re cipient separately when operating Fax or Inter- netFax transmission. Y ou can also delete groups.  P .41 “Adding or editing a group?[...]

6 T opAccess REGISTRA TION T AB P AGE 42 Managing Address Book 4 Enter following items to specify the group properties. Group Number — Enter the group number . (Y ou can enter a different numbers between 1 to 9999.) Group Name — Enter the group name. (Y ou can enter up to 40 characters.) Group T ype — Select “Fax” or “Email”. One T ou[...]

Managing Address Book 43 Deleting a group 1 Click the Registration t ab and th e Address Book menu. The Address Book menu p age is displayed. 2 Click the Group submenu. The Group submenu page is displaye d. 3 Click the group link t hat you want to delete in the group s list. The Group Properties page is displayed. 4 Click [Delete]. Selected group i[...]

6 T opAccess REGISTRA TION T AB P AGE 44 Managing Mailboxes Managing Mailboxes This equipment supports the ITU-T compatible ma ilboxes that allow storage and retrieval of doc- uments via mailboxes that are already set up in a mailbox hub. Using T opAccess, you can set up, edit, and delete mailboxes on thi s equipment. The following three types of M[...]

Managing Mailboxes 45 Setting up an Open Mailbox T o carry out ITU-T communications , you must first set up an Open Mailbox in the mailbox hub. Y ou can set up a maximum of 100 mailboxes. Setting up or editing a mailbox 1 Click the Registration t ab and th e MailBoxes menu. The Mailboxes menu page is displayed. 2 Click [New] to set up new mailbox, [...]

6 T opAccess REGISTRA TION T AB P AGE 46 Managing Mailboxes 5 Select agent s and click [Select Agent]. Confidential — Select this to create a Confidentia l mailbox. Bulletin Board — Select this to create a Bulletin Board mailbox. Forward — Select this to create a relay station mailbox. Internet/Fax(Rela y) — Select this to create a Forward [...]

Managing Mailboxes 47 MailBox setting In the MailBox Setting page, specify the box number and password. 1) Box Number Enter the bo x number of the mailbox. Y ou can enter up to 20 lett ers (numbers on ly). 2) Password Enter the box password if you want to protect the mailb ox by the pass word. Y ou ca n enter up to 20 letters including numbers, sha[...]

6 T opAccess REGISTRA TION T AB P AGE 48 Managing Mailboxes Destination setting (Mailbox) In the Recipien t List page, you can specify the de stinations of the Fax and InternetFax (Relay). T o set the destinations, select both Fax numb ers and Email addresses for individual or group destinations from the address book. Selecting the recipient s from[...]

Managing Mailboxes 49 5 Click [ADD]. Selected recipients are added in the Recipient List page. Y ou can remove the contacts that you added in the recipient l ist before submitting th e destinati on settings.  P .50 “Removing the contact s from the recipient list” 6 Click [Save]. The contacts are added as the destinations. Selecting the group[...]

6 T opAccess REGISTRA TION T AB P AGE 50 Managing Mailboxes 5 Click [ADD]. All recipients in the selected groups are added in the Recipient Li st page. Y ou can remove the contacts that you added in the recipient list be fore submitting th e destinati on settings.  P .50 “Removing the contact s from the recipient list” 6 Click [Save]. The co[...]

Managing Mailboxes 51 Relay end terminal report In the Relay End T erminal Report page, you can sp ecify a recip ient that the transmission result list will be sent. 1 Click [Relay End T erminal Report]. The Relay End T erminal Report page is displayed. 2 Enter the Fax number for the destin ation to which the Relay End T erminal Report is to be sen[...]

6 T opAccess REGISTRA TION T AB P AGE 52 Managing Mailboxes Deleting an Open Mailbox Y ou can delete an e xisting Open Mailb ox from T opAccess. If you want to delete an Open Mailbox, the document must first be retrieved, printed, or cancele d from the Open Mailbox. 1 Click the Registration t ab and th e MailBoxes menu. The MailBoxes menu page is d[...]

Managing Mailboxes 53 5 Click [OK]. Selected mailbox is deleted.[...]

6 T opAccess REGISTRA TION T AB P AGE 54 Managing Inbound FAX Routing By TSI Managing Inbound F AX Routing By TSI In the Inbound F AX routing by TSI, the fa xes th at are received from the specified fax numb er can be routed according to the mailbox settings. Forward Mailbox The Forward mailbox allow s you to transmit a received Fax to variou s des[...]

Managing Inbound FAX Routing By TSI 55 3 Click [Edit]. 4 Select agent and click [Select Agent]. Forward — Select this to create a relay station mailbox. When you sele ct this, select the agent from “Save as file” or “Email”. Save As File — Select this to create the Save as file agent. Email — Select this to create the Email agent. In [...]

6 T opAccess REGISTRA TION T AB P AGE 56 Managing Inbound FAX Routing By TSI 5 Click each button to set the mailbo x properties. [Inbound F AX Setting] : Click this to specify the mailbox settings.  P .57 “Inbound F AX Setting” [Destination Setting]: Click this to specify the destinat ions to be sent. This can be set only when creating the E[...]

Managing Inbound FAX Routing By TSI 57 Inbound F AX Setting In the Inbound F AX Properties page, specify the general information of the mailbo x such as the TSI Number , User Name, Co mment, and Notification. 1) TSI Number Enter the sender's Fax numb er (TSI code) to se t the “Inbound F AX routing by TSI” function . If you specif y it here[...]

6 T opAccess REGISTRA TION T AB P AGE 58 Managing Inbound FAX Routing By TSI Destination Setting (Inbound F AX routing by TSI) In the Recipient List page, you can specify the destinations of the “Inbo und F AX routing by TSI” function. Y ou can specify the recipients by enteri ng their email addresses manually , or selecting recipients or recip[...]

Managing Inbound FAX Routing By TSI 59 Selecting the recipient s from the a ddress book 1 Click [T o: Destination Setting] or [Cc: Destination Setting] to open the Recipient List p age. 2 Click [Address Book]. The Address Book page is displayed. 3 Check the Email boxes of users you want to add as the Email recip- ient s. 4 Click [ADD]. Selected rec[...]

6 T opAccess REGISTRA TION T AB P AGE 60 Managing Inbound FAX Routing By TSI Selecting the group s from the address book 1 Click [T o: Destination Setting] or [Cc: Destination Setting] to open the Recipient List p age. 2 Click [Address Group]. The Address Group page is displayed. 3 Check the Group boxes that cont a in the desired recipient s. 4 Cli[...]

Managing Inbound FAX Routing By TSI 61 Email Setting (Inbound F AX routing by TSI) In the Email Setting page, you can specify the content of the Scan to Email document to be for- warded. 1) Subject This sets the subject of the Scan to Email do cuments. Select “Scanned from (Device Name) [(T emplate Name)] (Date) (T ime)” to automatic ally apply[...]

6 T opAccess REGISTRA TION T AB P AGE 62 Managing Inbound FAX Routing By TSI Save As File Setting (Inb ound F AX routing by TSI) In the Save as file Setting page, you can spec ify how and where a received Fax wil l be stored. 1) File Format Select the file format for storing a received Fax. - PDF — Select this to save a received Fax as a PDF file[...]

Managing Inbound FAX Routing By TSI 63 Port Number (Command) Enter the port number to be used for controls if you select “FTP” as the protocol. Generally “-” is entered for the control port . When “-” is entered, the default port numbe r , that is set for FTP Client by an administrator , will be used. If you do not know the default port[...]

6 T opAccess REGISTRA TION T AB P AGE 64 Managing Inbound FAX Routing By TSI Deleting Inbound F AX routing by TSI Y ou can delete an e xisting Open Mailb ox from T opAccess. 1 Click the Registration t ab and th e Inbound F AX routing by TSI. The Inbound F AX routing by TSI menu page is displayed. 2 Click the TSI Number link that you want to delete [...]

7. T opAccess COUNTER T AB P AGE This chapter describes how to display total counters on the T opAccess Counter tab page. Vi ewing Counters ............................................................ ........................................ 66 Displaying the total counter .. ................. ................. ................. ................ ..[...]

7 T opAccess COUNTER T AB P AGE 66 Viewing Counters Vie wing Counters This equipment maintains a set of counters that keep track of t he number of pages printed, cop- ied and scanned. These statistics can be displayed in totals or broken down by department. This topic describes how to display the statis tics and manage the department counters.  [...]

Viewing Counters 67 Displaying the dep artment counter In the Department menu page, you can display the counter information of a specific department. If you want to display the department co unter , you must enter the department code. Displaying the department counter is ava ilable only when a department code is set by using this equipment. The adm[...]

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8. T opAccess ADMINISTRA TION T AB P AGE - SETUP MENU (Scanning Function) This chapter describes the scanning functions configured by the T opAccess administrator . Setting up Network Settings (Scanning Function) .............................................. 70 Setting up the SMB Session ......................... .................... .............[...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 70 Setting up Network Settings (Scanning Functio n) Setting up Network Settin gs (Scanning Function) In the Network submenu page in the Setup menu, an administrator can configure the ne twork settings such as TCP/IP , IPX/SPX, Apple T alk, Bonj our , DNS Session, DDNS Sessio[...]

Setting up Network Settings (Scanning Functio n) 71 See the Setup Guide for Printing Func tions for the following settings. Setting up th e TCP/IP Setting up the IPX/SPX Setting up th e AppleT alk Setting up th e Bonjour Setting up t he DNS Setting up th e DDNS Setting up t he NetW are Setting up th e HTTP Setting up the SN MP 4 Click [OK]. The con[...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 72 Setting up Network Settings (Scanning Functio n) Setting up the SMB Session Select whether digital signing is enabled or disabled when th is equipment accesses the clients using SMB, such as when this equipment stores the scanned da ta in the network folder using SMB. 1) [...]

Setting up Network Settings (Scanning Functio n) 73 Setting up the SMTP Client In the SMTP Client menu, you can enable or disable SMTP transmission for sending an Inter- netFax or an Email. Setting a From Address is also required to s end an InternetFax or an Email. For information about the From Address se tting, refer to the follo wing sections. [...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 74 Setting up Network Settings (Scanning Functio n) 7) Maximum Email / InternetFax Size Select the maximum size (2 MB to 30 MB) that can be sent by this equipmen t using the SMTP . 8) Port Number Enter the port number for accessing the SM TP server when "Enable SMTP Cli[...]

Setting up Network Settings (Scanning Functio n) 75 Setting up the POP3 Network Service In the POP3 Network Service menu, you can spec ify th e POP3 server which receives an Inter- netFax or an Email print job. POP3 Network Service settings are available onl y when the Fax Kit (optional) is installed. 1) Enable POP3 Client Select whether the abilit[...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 76 Setting up Network Settings (Scanning Functio n) Setting up the FTP Client In the FTP Client menu, you can s pecify the default port number us ed for the Save as file using the FTP protocol. 1) Default Port Number Enter the port number to access the network folder using F[...]

Setting up Save As File Settings 77 Setting up Save As File Settings An administrator can configure th e Save as file se ttings that apply to the Save as file opera tions in the Save as file submenu page in the Setup menu. Some settings may n ot be applied to the display on the equipment immediately upon saving. The settings will be up dated by pre[...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 78 Setting up Save As File Set tings 4 Click [Save]. The confirmation dialog box appears. If you want to restore th e current settings with out saving the changes, cl ick [Cancel]. Clicking [Cancel] cannot restore the defaults. This can onl y clear the changes and restore th[...]

Setting up Save As File Settings 79 2) Protocol Select the protocol to be used for up loading a file to the network folder. - SMB: Select it to send a file to the network folder using the SMB protocol. - FTP: Select it to send a file to the FTP server . - NetW are IPX/SPX: Select it to send a file to the NetWare file server using the IPX/SPX protoc[...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 80 Setting up Email Settings Setting up Email Settings An administrator can configure the Email setti ngs that are neede d for Scan to Email operations in the Email submenu page in the Setup me nu. Some settings may n ot be applied to the display on the equipment immediately[...]

Setting up Email Settings 81 4 Click [Save]. The confirmation dialog box appears. If you want to restore th e current settings with out saving the changes, cl ick [Cancel]. Clicking [Cancel] cannot restore the defaults. This can onl y clear the changes and restore the current settings. 5 Click [OK] to apply the cha nges When using Internet Exp lore[...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 82 Setting up Email Settings 5) Default Bod y Strings Enter the body text that will be automatically ente red in the Body field when users operate Scan to Email from the control panel of this equipment. This body text will be applie d to the Email. In the Inbound F AX routin[...]

Setting up InternetFax Settings 83 Setting up InternetFax Settings An administrator can configure th e InternetFax setting s needed for InternetFax transmissions in the InternetFax sub menu page in the Setup menu. y Some settings may not be applied to the display on the equ ipment immediately upon saving. The settings will b e updated by p ressing [...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 84 Setting up InternetFax Settings 4 Click [Save]. The confirmation dialog box appears. If you want to restore th e current settings with out saving the changes, cl ick [Cancel]. Clicking [Cancel] cannot restore the defaults. This can onl y clear the changes and restore the [...]

Setting up InternetFax Settings 85 4) Default Bod y Strings Enter the body text that will be automatically ente red in the Body field when users operate Scan to InternetFax from the control panel of this equipment. Thi s body text will be applied to all of the InternetFaxes. It cannot be chang ed by users who ha ve no administrative privi- leges. 5[...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 86 Setting up Print Servic e Settings (Scanning Function) Setting up Print Service Se ttings (Scanning Function) In the Print Service submenu page in the Setup me nu, an administrator can configure such print services as Raw TCP Print, LPD Print, I PP Print, NetW are Print, [...]

Setting up Print Service Settings (Scann ing Function) 87 See the Setup Guide for Printing Func tions for the following settings: Setting up the Raw T CP print Setting up th e LPD print Setting up the IPP pri nt Setting up th e NetW are prin t 4 Click [Save]. The confirmation dialog box appears. If you want to restore th e current settings with out[...]

8 T opAccess ADMINISTRA TION T AB P A GE - SETUP MENU (Scanning Functio n) 88 Setting up Print Servic e Settings (Scanning Function) 4) Enable Print Email Error Select whether to print an error report when Email printin g is not completed properly . 5) Enable Email Error Forward Select whether to send an error message to the specified Email address[...]

Displaying Version Information 89 Displaying V ersion Information An administrator can display the system softwa re version information of this equipment. The version information ca n be displayed from the Setup menu page. 1 Select the [Administration] t ab, enter the administrator's p assword and click [Login]. T o access the T opAccess admin[...]

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9. T opAccess ADMINISTRA TION T AB P AGE - MAINTENANCE MENU This chapter describes the maintenance of T opA ccess performed by the T o pAccess administrator. About the Maintenance Functions ................................................................ ........ 92 Switching Languages ...............................................................[...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 92 About the Maintenance Functions About the Maintenance Functions In the Maintenance me nu of the T op Access admi nistrator mode, an administrator can perform the following maintenance : Inst all Languag e The administrator can change the langua ge displayed in the T opAcce ss screen. ?[...]

Switching Languages 93 Switching Languages Y ou can switch the currently-used language to the desired one by upload ing the language of T opAccess in the Scan Utilities CD-ROM to this equipment. When switching the languages of T opAccess, upload the T opAccess la nguage data in the Scan Utilities CD-ROM included in the Scanner Upgrade Kit. Note th [...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 94 Switching Languages 5 Click [Browse] and then select the T opAccess Language dat a folder in the Scan Utilities CD-ROM. Then select the des ired language file and click [Open]. T opA ccess language: [Scan Utilities CD-R OM]: T opAccess Lang uage data If the language selected in the dro[...]

Backing up Data 95 Backing up Dat a The administrator can create backup files of t he ad dress book and template d ata. The backup files can be used to restore or upload to other e-STUDIO165/2 05, e-STUDIO167/207/237 or e-STUDIO182/212/242 co mpatible equipments. 1 Select the [Administration] t ab, enter the administrator's p assword and click[...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 96 Backing up Data 4 Click [REFRESH] on the right side. A backup file is created and its name and size will be displayed. If the screen is not refreshed by clicking th e [REF RESH] icon, please wait a while and then try again. Creating the backup file may take a few minutes depending on it[...]

Backing up Data 97 6 Select the file location and select “All Fi les” in the “Save as type” drop down box. It is recommended to save the backup file as it is named. If you change the file name, the equipment cannot resto re the data from the backup files. The file name of each backup data must be the following name: - Address Book: BACKUP_A[...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 98 Restoring Data from Backup File Restoring Dat a from Backup File An administrator can restore the address book and template d ata using the backup files. T his maintenance feature is used to restore data from backup files, to recover the original environ- ments. Before restoring the dat[...]

Restoring Data from Backup File 99 4 Select a backup file and click [Open]. If the backup file name is not the name as shown below , the equi pment cannot restore the data from the backup files. - Address Book: BACKUP_ADDR<date>.tbf - T emplate: BACKU P_TEMP<date> .tbf - Combined Backup: BACKUP_ALL<date>.tb f 5 Click [Upload]. The[...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 100 Restoring Da ta from Backup File 6 Check the box of dat a that you uplo aded a backup file and click [Restore]. “Backup or restoration process in progress. ” ap pears and the restoration process begins. 7 Click [REFRESH] on the right side. The address book data are restored in this[...]

Setting up Notification Functions 101 Setting up Notification Functions The administrator can receive an Email notificatio n by setting the notificati on function when an error occurs or the job is completed. T o enable the notification fun ctions , Email setting is required in the Emai l submenu page in the Setup menu.  P .80 “Setting up Emai[...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 102 Setting up Notification Functions 5 In the Received Fax/InternetFax Notification Event s, check the boxes for the relay Fax transmission st atuses you want to be noti- fied. When the Fax Kit (optional) has not been in stalled, this menu is not di splayed. 6 In the Any Scan Job Not ific[...]

Importing Address Book Data 103 Importing Address Book Dat a Y ou can import the address book data in a CSV format to T o pAccess. The data need to be comma-deliminated CSV files complying with the address book data format of T opAccess. Cre- ate the file in the follow ing format: Each item in the address book data is import ed to T opAcce ss under[...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 104 Importing Address Book Data 1 Select the [Administration] t ab, enter the administrator's p assword and click [Login]. T o access the T opAccess administrator mode, see the Setup Gu ide for Printing Functions . 2 Click the Maintenance menu an d Import submenu. The Import submenu p[...]

Importing Address Book Data 105 5 Click [Import]. “Backup or restoration process in prog ress.” appears and the import process beg ins. 6 Click [REFRESH] on the right side. The address book data are imported fr om the CSV file to this equipment. If the screen is not refreshed by clicking the [REFESH] icon, please wait a whi le and then try agai[...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 106 Exporting Address Book Data Exporting Address Book Dat a The address book data can be exported in a CS V format. The exported address book data do not include the items for groups. For the format s of the address book data and each item, see the following page:  P .103 “Importing [...]

Exporting Address Book Data 107 4 Right-click the link of the file name , and select [Save T arget As ...]. The Save As dialog box is displayed. 5 Specify where the file is to be saved, and select "All Fil es" in the "Save as type" drop down box. 6 Click [Save]. The address book data file in a CSV format is saved in the location[...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 108 Importing Department Code Data Importing Dep artment Code Dat a Y ou can import the department code data in a C SV format that were pr eviously exported. When the department code d ata are im ported, the existing data are r epl aced with the imported data. Before importing the departme[...]

Importing Department Co de Data 109 4 Select CSV file of the dep artment code dat a that were exporte d pre- viously , and then click [Open]. 5 Click [Import]. “Backup or restoration process in prog ress.” appears and the import process beg ins. 6 Click the [REFRESH] on the right side. The department code data are imported fr om the CSV file to[...]

9 T opAccess ADMINISTRA TION T AB P A GE - MAINTENANCE MENU 110 Exporting Department Code Data Exporting Dep artment Code Dat a The department code d ata can be exported in a CSV format. y Before importing the department code data, conf irm that the department code function is enabled. If disabled, the d ata will not be imported. y The purpose of t[...]

Exporting Department Code Data 111 4 Right-click the link of the file name , and select [Save T arget As ...]. The Save As dialog box is displayed. 5 Specify where the file is to be saved, and select "All Fil es" in the "Save as type" drop down box. 6 Click [Save]. The department code data file in a CSV forma t is saved in the l[...]

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10. T opAccess ADMINISTRA TION T AB P AGE - REGISTRA TION MENU This chapter describes the registration func tions performed by the T opAccess a dministrator . About Registration Functions ................................................. ............................ 1 14 Registering Public T emplates ........................................ .......[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 114 About Registration Functions About Registration Functions In the Registration menu i n the T opAccess a dministrator mode, the a dministrator can perform the following registratio ns: y Public template registration The administrator can create and register pub lic templates.  P .[...]

Registering Public Templates 115 Registering Public T emplates The administrator can perform th e cre ation, registration and maintenance of public templates. Users can view and use public templates but cannot modify them . Creating or editing public templates 1 Select the [Administration] t ab, enter the administrator's p assword and click [L[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 116 Registering Public Templates 3 The public templates are display ed in a p anel list. T o create a new template, click a blank template icon (denotin g "undefined") shown at the right of each template number . T o edit the existing template, click an existing template icon [...]

Registering Public Templates 117 5 Select agent and click [Select Agent]. Scan: Be sure to select this check box wh en creating a template. One of the fol- lowing three agen ts for templates can be selected. Email: Select this to create a te mplate for sending Emails. Save As File: Select this to create a template for saving files. TW AIN: Select t[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 118 Registering Public Templates [Destination Setting]: Click this to specify destin ations when regi stering Email agents. Y ou can specify the destin ations for "T o" and "Cc".  P .120 “Destination Setting (Public T emplate)” [Email Setting]: Click this to s[...]

Registering Public Templates 119 Panel Setting In the Panel Setting page, you ca n specify the method to display template icons on the T opA c- cess panel display . Y ou can also set notificati ons for templates. 1) Picture These icons are displayed in the T opAccess panel displa y . The icon s ar e automatically spec- ified depending on the agents[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 120 Registering Public Templates Destination Setting (Public T emplate) In the Recipient List page, you can specify the destinations o f Emails. When you a re specifying destinations, you can select only Email addresses. T o specify the destinations, enter th e Email address of each de [...]

Registering Public Templates 121 Selecting destinations from address book 1 Click [T o: Destination Setting] or [Cc: Destination Setting] and open the Recipient List p age. 2 Click [Address Book]. The Address Book page is displayed. 3 Check the box for the desired destinatio n in the Email field. 4 Click [Add]. The selected destination is added to [...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 122 Registering Public Templates 3 Check the box for a group to which the desired destination belongs. 4 Click [Add]. All the destinations b elonging to the selected group are added to the Recipien t List page. Y ou can delete a destination added to the Reci pient List page before savin[...]

Registering Public Templates 123 Email Setting (P ublic T emplate) In the Email Setting page, you can specify the properties of Emails. 1) Subject S pecify the subject of the Email. "Scanned fr om (Device Name) [(T emplate Name)] (Date) (T ime)" is selected by default, or enter the desired subject in a field under this. 2) From Addr ess E[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 124 Registering Public Templates Save As File Setting (Public T emplate) In the Save as file Se tting page, you can spec ify how and where the sca nned images are saved. 1) File Format Select the file format of scanned images to be saved. - PDF : The scanned image is saved as a PDF file[...]

Registering Public Templates 125 Port Number (Command) Enter the port number to be used for controls if you select “FTP” as the protocol. Generally “- ” is entered for the control port. When “-” is ent ered, the default port number , that is set for FTP Client by an administrator , will be used. If you do not know the default port numbe[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 126 Registering Public Templates TW AIN Setting In the TW AIN setting page, you can specify a folder to which a scan file is to be saved. 1) Folder Name Enter a folder name to which a scan file is to be saved. If no folder exists, a document with the name entered in this field wi ll be [...]

Registering Public Templates 127 5) Exposure S pecify the exposure (density) level of the scanned image. Select "Auto" to automa tically apply the mo st suitable density level according to the origi nal. If you want to adjust it ma nually , 7 levels are provided. 6) Original Size Select the dete ction method of original si ze with the Rev[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 128 Registering Public Templates 3 Click the Panel V iew link to display the Panel Vie w , and then click the icon of a defined template that you want to res et. The T empl ate Properties page is displayed. 4 Click [Reset T emplate]. A confirmation dialog box is displayed. 5 Click [OK].[...]

Registering Public Templates 129 Resetting all public templates in one g o 1 Select the [Administration] t ab, enter the administrator's p assword and click [Login]. T o access the T opAccess administrator mode, see the Setup Gu ide for Printing Functions . 2 Click the Registration menu and the Public T emplate submenu. The Public T emplate su[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 130 Registering Fax and Intern etFax Received Forward Registering Fax and Inte rnetFax Received Forward The Fax Received Forward function and the InternetFax Received Forwa rd function allow you to forward the received Faxes or InternetFaxes to the specified destinations. In these funct[...]

Registering Fax and In ternetFax Received Forward 131 Save As File: Select this to forward the received Faxes or InternetFa xes to a Network folder . Email: Select this to forward the received Faxes or InternetFaxes to an Email address. 4 Select whether the received document is printed out or not in the Document Print drop down box. Always: Select [...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 132 Registering Fax and Intern etFax Received Forward 6 Af ter having configured the properties of the Fa x/InternetFax Received Forward, click [Save]. The properties of the Fax/Internet Fax Received Forward are regi stered. Destination Setting (Fax/Inte rnetFax Received Forward) In the[...]

Registering Fax and In ternetFax Received Forward 133 6 Click [Save]. The destination setting is saved. Selecting destinations from address book 1 Click [Destination Setting] to open the Recipi ent List p age. 2 Click [Address Book]. The Address Book page is displayed. 3 Check the box for the desired destinatio n in the Email field. 4 Click [Add]. [...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 134 Registering Fax and Intern etFax Received Forward Selecting destination group from addres s book 1 Click [Destination Setting] to open the Recipi ent List p age. 2 Click [Address Group]. The Address Group page is displayed. 3 Check the box for a group to which the desired destinatio[...]

Registering Fax and In ternetFax Received Forward 135 Email Setting (Fax/Intern etFax Received Forward) In the Email Setting page, you can specify the properties of Emails. 1) Subject S pecify the subject of the Email. "Scanned fr om (Device Name) [(T emplate Name)] (Date) (T ime)" is selected by default, or enter the desired subject in a[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 136 Registering Fax and Intern etFax Received Forward Save As File Setting (Fax/I nternetFax Received Forward ) In the Save as file Se tting page, you can spec ify how and where the sca nned images are saved. 1) File Format Select the file format of scanned images to be saved. - PDF : T[...]

Registering Fax and In ternetFax Received Forward 137 Server Name When you select “FTP” as the protocol, enter the FTP server name or IP address where a received Fax will be sent. F or example, to send a received Fax to the “ftp://192.168.1.1/user/ scanned” FTP folder in the FTP server , enter “192.168.1.1” in thi s field. When you sele[...]

10 T opAccess ADMINISTRA TION T AB P A GE - REGISTRA TION MENU 138 Registering Fax and Intern etFax Received Forward Registering InternetFax Received Forward 1 Select the [Administration] t ab, enter the administrator's p assword and click [Login]. T o access the T opAccess administrator mode, see the Setup Gu ide for Printing Functions . 2 Cl[...]

11. MANAGING DEP ARTMENT CODES ON T opAccess (FOR ADMINISTRA T ORS) This chapter describes how to have depa rtment codes managed by an administrator . Managing Dep artment Codes (For Administrators) .... ...................................... 140[...]

1 1 MANAGING DEP ARTMENT CODES ON T opAccess (FOR ADMINISTRA TORS) 140 Managing Department Codes (For Admini strators) Managing Dep artment Code s (For Administrators) On the Department menu page at th e Counter tab, by entering the master code, th e administra- tor can display the department list that contai ns the counter information for each dep[...]

12. APPENDIX This chapter has b een prepared to give additional informatio n. List Print Format ....................................................................... ............................ 142[...]

12 APPENDIX 142 List Print Format List Print Format Configuration Page (Example) CONFIGURA TION P AGE S/N : XXXXXXXXXX F/W V er . : XXXXXXXXXXX T I M E : ' 07-08-20 1 1:56 GENERAL MEMORY SIZE OPTIONAL FUNCTIONAL KIT NETWORK SETTING GENERAL PRODUCT GENERAL ETHERNET SPEED/DUPLEX MODE NETWORK TCP/IP ADDRESS MODE IP ADDRESS SUBNET MASK DEFAUL T GA[...]

List Print Fo rmat 143 Menu List (Example) Items relating to scanning are printed on the second page of the menu list. MENU LIST (PROGRAM) PA G E TIME TEL NUMBER NAME : 001 : AUG-20-2007 1 1:56AM : XXX-XXX-XXXX : XXXXXXXXXX 01. DEF AUL T SETTINGS 01 .GENERAL SETTING 02 .COPY SETUP 03.F AX SETUP 01.DRAWER SIZE 02.WALKUP SCREEN 03.TIMERS 04.WEEKL Y T[...]

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INDEX 145 INDEX Numerics 2nd Fax Number .... ................ ................ ..... 37 A ABB Number ................... ................ ........... 37 Account Name .................... ................ ........ 75 Add Address ...... ................ ................ ........ 36 Address Book ..... ................ ................ ........ 48 Addr[...]

146 INDEX Maintenance Backup ........... ................ ................ ........ 95 Import ............. ................ ................ ...... 104 Restore .............. ................ ................ ..... 98 Maintenance Functions .............. ................ .. 92 Managing Address Book ............... ................ ........... 36 M[...]

INDEX 147 TSI Number ..................... ................ ........... 57 TWAIN .................. ................ ................ ... 117 TWAIN Setting ................. ................ . 118 , 126 Type POP3 Login ............... ................ ........ 75 U User Name ...................... ................ ... 57 , 119[...]

148 INDEX[...]

GA-1201 OME09008300[...]

2-17-2, HIGASHIGOT ANDA, SHINAGAW A-KU, TOKYO, 141-8664, JAP AN MUL T IFUNCTIONAL DIGIT AL S YSTEMS Setup Guide for Scanning Functions GA-1201 © 2009 TOSHIBA TEC CORPORATION All rights reserved R090820I0900-TTEC 2009-09[...]