MODEL: MX-5500N MX-6200N MX-7000N Document Filing Guide
TABLE OF CONTENTS ABOUT THIS MANUAL . . . . . . . . . . . . . . . . . . . . . . . . 3 • MANUALS PROVIDED WITH THE MACHINE . . . 4 3 USING STORED FILES SEQUENCE FOR USING A STORED FILE. . . . . . . . 25 1 FOLDER AND FILE SELECTION SCREENS . . . . . . 27 • FOLDER SELECTION SCREEN . . . . . . . . . . . . . 27 • FILE SELECTION SCREEN. . . . . . . . . . . . . . . . . 28 DOCUMENT FILING OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 • TYPES OF DOCUMENT FILING . . . . . . . .
ABOUT THIS MANUAL Please note • Considerable care has been taken in preparing this manual. If you have any comments or concerns about the manual, please contact your dealer or nearest authorised service representative. • This product has undergone strict quality control and inspection procedures. In the unlikely event that a defect or other problem is discovered, please contact your dealer or nearest authorised service representative.
MANUALS PROVIDED WITH THE MACHINE Printed manuals and manuals stored in PDF format on the machine's hard drive are provided with the machine. When using the machine, read the appropriate manual for the feature you are using. Printed manuals Manual name Contents Safety Guide This manual contains instructions for using the machine safely and lists the specifications of the machine and its peripheral devices.
1 DOCUMENT FILING This chapter provides information that you should know before using the document filing function, including an overview of document filing, the features and functions of document filing, and points to keep in mind when using document filing. OVERVIEW The document filing function allows you to save the document image of a copy or image send job, or the data of a print job, as a file on the machine's hard drive. The stored file can be retrieved and printed or transmitted as needed.
USES OF DOCUMENT FILING Quickly using a file Example: You prepared handouts consisting of numerous pages for a meeting, however, another handout is needed for a newly added participant. The handout was not saved using document filing The handout was saved using document filing Ratio, colour mode, and special mode settings must be reselected. The stored file is simply retrieved and printed. The numerous original pages must all be rescanned. Not likely to be completed in time for the meeting...
BEFORE USING DOCUMENT FILING This section provides information that you should know before using the document filing function. Folders Three types of folders are used to store files by document filing. Folders on the hard drive Quick File Folder Main Folder Custom Folder Quick File Folder Documents scanned using the [Quick File] key are stored in this folder. A user name and file name are automatically assigned to each job. Main Folder Documents scanned using the [File] key are stored in this folder.
Approximate number of pages and files that can be stored by document filing Combined total number of pages and total number of files that can be stored in custom folders and in the Main folder Examples of original types Full colour original (Text and photo example) Number of pages* Number of files Max. 1200 Size: A4 (8-1/2" x 11") Max. 3000 Black & white original (Text) Max.
Files When a file is saved using "File", the following information can be appended. User Name: Name 1 File Name: Meeting handout Password: 12345678 "Meeting minutes" folder Saving a file with this information allows you to distinguish it from other files. User name: Use this to specify the owner of the file. The user name must first be stored in "User List" in the system settings. File Name: A file name can be entered. Folder: Select which folder the file will be saved in.
USING DOCUMENT FILING IN EACH MODE In copy or image send mode, the original can be saved as a file on the hard drive at the same time it is copied or transmitted. In addition, Scan to HDD can be used to save the scanned data of an original to the hard drive without copying or transmitting the data. Copy mode The original is saved as an image file at the same time it is copied. (1) (1) Touch the [COPY] key. (2) (2) Touch the [File] key or the [Quick File] key.
Scan to HDD mode The scanned original is saved as an image file. Neither printing nor transmission are performed when Scan to HDD is used. (2) COPY (1) Touch the [DOCUMENT FILING] key. (1) (2) Touch the [Scan to HDD] tab. DOCUMENT FILING IMAGE SEND Ready to scan to HDD. Press [Start] to scan original. File Retrieve File Information Scan to HDD Original Exposure HDD Status Auto Resolution 200X200dpi Comp.
BASE SCREEN OF DOCUMENT FILING MODE Touch the [DOCUMENT FILING] key in the touch panel to open the base screen of document filing mode. Files stored on the hard drive in the machine can be retrieved from this screen. When user authentication is used and My Folder is configured, the file selection screen of My Folder will appear. If the user that logged in does not have My Folder configured, the folder selection screen will appear.
2 SAVING FILES WITH DOCUMENT FILING This chapter explains how to save an original as an image file using the Quick File, File, and Scan to HDD functions of document filing mode. SAVING A FILE WITH "Quick File" When copying, printing or transmitting a document in copy mode, print mode, or image send mode (excluding USB memory scan mode), "Quick File" can be selected to save an image of the document to the Quick File folder.
Select copy settings and then press the [COLOUR START] key ( ) or the [BLACK & WHITE START] key ( ). or • Copying begins and the scanned document image is saved to the hard drive. The selected copy settings are also saved. • To prevent accidental saving of the document, the message "The scanned data is stored in the quick file folder." appears for 6 seconds (default setting) after the [START] key is pressed.
SAVING A FILE WITH "File" When copying, printing or transmitting a document in copy mode, print mode, or image send mode (excluding USB memory scan mode), "File" can be selected to save an image of the document to the Main folder or a previously created custom folder. The image can retrieved at a later time, allowing you to print or transmit the document without having to locate the original. As an example, the procedure for using "File" while copying is explained below. Place the original.
Select copy settings and then press the [COLOUR START] key ( ) or the [BLACK & WHITE START] key ( ). or • Copying begins and the scanned document image is saved to the hard drive. The selected copy settings are also saved. • For the procedure for placing the original, see step 4 of "SAVING A FILE WITH "Quick File"" (page 13). 4 To cancel scanning... Press the [STOP] key ( ).
FILE INFORMATION This section explains the settings that are configured in step 3 of "SAVING A FILE WITH "File"" (page 15). Specifying a user name, file name, folder, and confidential setting makes it easier to manage and search for a file. In addition, when confidential is selected and a password is established, other people will not be able to view the file without permission. Specifying a user name File Information Cancel Touch the [User Name] key.
Assigning a file name A file name can be assigned to the file. Cancel File Information Touch the [File Name] key. OK A text entry screen will appear. Enter the file name and touch the [OK] key. A maximum of 30 characters can be entered. For the procedure for entering text, see "6. ENTERING TEXT" in the User's Guide. Confidential Password User Name User Unknown File Name Copy_01042006_112030 Stored to: Main Folder Specifying the folder Cancel File Information Touch the [Stored to:] key.
Storing a file as a confidential file A password can be set for the file to prevent others from viewing it. Set a password (5 to 8 digits) with the numeric keys. (1) Enable the confidential property. (2) Cancel File Information OK (1) Select the [Confidential] checkbox so that a checkmark appears. Confidential 1 Confidential mode is enabled and a password can be entered. Password User Name Name 1 File Name file-01 Stored to: User 1 Password (2) Touch the [Password] key.
SAVING A DOCUMENT FILE ONLY (Scan to HDD) Scan to HDD is used to store a scanned document in the Main folder or a custom folder. Neither printing nor transmission are performed. "Scan to HDD" SCREEN The following screen appears when the [Scan to HDD] tab is touched in document filing mode. Touch the keys below to select Scan to HDD settings. The current setting of each key appears to the right of the key. COPY DOCUMENT FILING IMAGE SEND Ready to scan to HDD. Press [Start] to scan original.
[Original] key When the [Original] key is touched, the following screen appears. This screen is used to change the original size and select scanning settings for 2-sided originals. (1) (2) (4) Scan to HDD/Original OK Scan Size Auto 100% Store Size A4 Auto Original Image Orientation 2-Sided Booklet 2-Sided Tablet (3) (1) Touch the [Scan Size] key. If the original is a non-standard size that cannot be detected by auto original size detection, touch the [Scan Size] key and specify the original size.
[Colour Mode] key Touch the [Colour Mode] key to open the colour mode setting screen for Scan to HDD. Scan to HDD/Colour Mode Colour Mode OK Full Colour Auto Colour Mode 2 Colour B/W Mode Mono2 Greyscale The following settings can be selected for the scanning colour when the [COLOUR START] key ( & WHITE START] key ( ) is pressed. Start key [COLOUR START] key Mode ) or the [BLACK Scanning method Full Colour The original is scanned in full colour.
Special modes screen for Scan to HDD When the [Special Modes] key is touched, the following screen appears. For more information on each setting, see "4. SPECIAL MODES" in the Scanner Guide. (1) (2) (3) OK Scan to HDD/Special Modes Dual Page Scan Erase Special Modes Job Build Mixed Size Original (4) (1) (5) (5) [Erase] key [Dual Page Scan] key The left and right sides of an original can be scanned as two separate pages.
PERFORMING "Scan to HDD" Place the original. Place the original face up in the document feeder tray, or face down on the document glass. 1 (4) COPY (2) (1) (3) DOCUMENT FILING IMAGE SEND (1) Touch the [DOCUMENT FILING] key. Ready to scan to HDD. Press [Start] to scan original. File Retrieve File Information Scan to HDD Original Exposure 2 HDD Status Auto 200X200dpi Comp. Ratio Medium (2) Touch the [Scan to HDD] tab.
3 USING STORED FILES This chapter explains how to retrieve a file stored by document filing and print or transmit the file. SEQUENCE FOR USING A STORED FILE This section explains the basic procedure for retrieving and using a stored file. The screens and procedures differ depending on whether or not user authentication is enabled. See the sequence that applies to your situation. For information on user authentication procedures, see "USER AUTHENTICATION" in the User's Guide.
Select the file that you wish to retrieve. File Retrieve Scan to HDD HDD Status Ex Data Access Search Main Folder File Name User Name Back Date 1 file-01 Name 1 01/04/2006 file-02 Name 2 01/04/2006 file-03.tiff Name 3 01/04/2006 file-04 Name 4 01/04/2006 file-05.tiff Name 5 01/04/2006 All Files Filter by Job 2 • Select the folder in the folder selection screen. When the folder is selected, the files in the folder will appear. Select the file that you wish to retrieve.
FOLDER AND FILE SELECTION SCREENS To use a file stored by document filing, the folder and file must be selected. The folder selection screen and file selection screen are explained below. FOLDER SELECTION SCREEN Two different screens appear depending on whether or not user authentication is enabled on the machine.
FILE SELECTION SCREEN The file selection screen of the Quick File folder, Main folder, and custom folders is explained below. (1) (2) File Retrieve Scan to HDD (3) HDD Status Ex Data Access Search Main Folder File Name (4) User Name Back Date 1 file-01 Name 1 01/04/2006 file-02 Name 2 01/04/2006 file-03.tiff Name 3 01/04/2006 file-04 Name 4 01/04/2006 file-05.tiff Name 5 01/04/2006 All Files Filter by Job Batch Print (5) (1) (6) File keys (4) The stored files are displayed.
SELECTING A FILE This section explains how to select a file to be used. (2) Select the folder that contains the file you wish to use. (1) COPY IMAGE SEND DOCUMENT FILING File Retrieve Scan to HDD HDD Status (1) Touch the [DOCUMENT FILING] key. The folder selection screen will appear. If a different tab appears, touch the [File Retrieve] tab. When user authentication is enabled and "My Folder" is configured in "User List" in the system settings, the custom folder specified as "My Folder" opens.
JOB SETTINGS SCREEN When a file key is touched, the following screen appears. Touch the key of the operation that you wish to perform and select settings. (1) File Retrieve Scan to HDD HDD Status Ex Data Access Cancel Job Settings Search Main Folder Back file-01 File Name User Name (2) Date Name 1 A4 F. Colour Select the job. 1 file-01 Name 1 01/04/2006 file-02 Name 2 01/04/2006 file-03.tiff Name 3 01/04/2006 file-04 Name 4 01/04/2006 file-05.
PRINTING A STORED FILE A file stored using document filing can be retrieved and printed when needed. The settings used when the file was stored are also stored, and thus the file can be printed again using those settings. The file can also be modified before printing by changing the print settings. After selecting the desired file, follow the steps below. ☞ SELECTING A FILE (page 29) Cancel Job Settings file-01 Name 1 A4 Touch the [Print] key. F. Colour Select the job.
PRINT SETTINGS SCREEN Cancel Job Settings / Print file-01 Name 1 A4 F. Colour Paper Select (1) Auto 1 (2) (3) (4) (1) (5) Number of Prints (1 999) Special Modes (7) (8) B/W Print (5) [Paper Select] key key Use these keys to set the number of copies. The number of copies can also be set with the numeric keys. [Output] key (6) [Print and Delete the Data] key Printing begins when this key is touched. When printing is finished, the file will be automatically deleted.
BATCH PRINTING All files in a folder that have the same user name and password can be printed at once. Search Main Folder File Name User Name Touch the [Batch Print] key. Back To batch print only the files of a certain job type, touch the [Filter by Job] tab to change the displayed files, and touch the [Batch Print] key. Date 1 1 file-01 Name 1 01/04/2006 file-02 Name 2 01/04/2006 file-03.tiff Name 3 01/04/2006 file-04 Name 4 01/04/2006 file-05.
Cancel Batch Print User 1/ All Files User Name 4 Enter the password with the numeric keys (5 to 8 digits) and touch the [OK] key. Only files that have the same password will be selected. If you do not wish to enter a password, go to the next step. Name 1 Password Delete the Data Print and Delete the Data Print and Save the Data User 1/ Change PRT.No.
SENDING A STORED FILE A file stored by document filing can be retrieved and transmitted whenever needed. The settings used when the file was stored are also stored, and thus the file can be transmitted using those settings. If needed, you can also change the transmission settings to modify the retrieved file. After selecting the desired file, follow the steps below. ☞ SELECTING A FILE (page 29) Cancel Job Settings file-01 Name 1 A4 Touch the [Send] key. F. Colour Select the job.
SEND SETTINGS SCREEN The keys that appear in the send settings are explained below. For more information on each of the settings, see "BASE SCREEN OF FAX MODE" in the Facsimile Guide and "BASE SCREEN" in the Scanner Guide. Example of scan mode (6) Ready to send. (1) (2) Scan Cancel Internet Fax (7) Fax Address Book (3) Address Entry (4) Send Settings Name 1 file-01 F.
PROPERTIES OF STORED FILES FILE PROPERTIES A protect setting can be selected for files saved with the document filing function. This prevents a file from being moved, or automatically or manually deleted. Three properties are available for saved files: [Sharing], [Protect], and [Confidential]. When saved with the [Sharing] property, a file is not protected. When saved with the [Protect] or [Confidential] property, a file is protected. Files saved to the Quick File folder are all saved as [Sharing] files.
Restrictions on changing the property • A file that is set to "Sharing" can be changed to "Protect" or "Confidential". However, a "Sharing" file that is saved in the Quick File folder can only be changed to "Protect". • A file that is set to "Protect" can be changed to "Sharing" or "Confidential". However, a "Protect" file that is saved in the Quick File folder can only be changed to "Sharing". • A file that is saved in the Quick File folder cannot be changed to "Confidential".
MOVING A STORED FILE Use this procedure to change the location of a file (move a file to a different folder). After selecting the desired file, follow the steps below. ☞ SELECTING A FILE (page 29) Touch the [Move] key. Cancel Job Settings file-01 Name 1 A4 F. Colour Select the job. 1 Print Send Property Change Move Delete Detail Touch the [Move to:] key. Cancel Job Settings / Move file-01 Name 1 A4 F. Colour Select the folder the file is moved to.
Cancel Job Settings / Move file-01 Name 1 A4 Touch the [Move] key. F. Colour Select the folder the file is moved to. 4 File Name file-01 Move to: User 2 Move A file whose property is "Protect" cannot be moved. To move a protected file, change its property to "Sharing" or "Confidential".
DELETING A STORED FILE Stored files that are no longer needed can be deleted. Select the file that you wish to delete and touch the [Delete] key. ☞ SELECTING A FILE (page 29) Cancel Job Settings file-01 Name 1 A4 Touch the [Delete] key. F. Colour Select the job. 1 Print Send Property Change Move Delete Detail Check the file and then touch the [Yes] key. Delete the file data? 2 Name 1 file-01 No Yes A file whose property is "Protect" cannot be deleted.
RETRIEVING AND USING A FILE FROM THE JOB STATUS SCREEN Files stored using File and Quick File appear as keys in the job status complete screen. This is convenient when you need to quickly print the saved data of a copy job or quickly send a saved fax to another destination. Press the [JOB STATUS] key.
SEARCHING FOR A STORED FILE When there are many stored files, it may take time to find a file. The search function of document filing mode can be used to find a file quickly. This section explains how to search for a file or folder on the machine's hard drive. Searching is possible even when you only know part of the file name or folder name. A folder can also be specified as a search range.
(B)(D) (C) Using the user name to search (A) Cancel User Name 6 12 18 Default User Direct Entry Name 1 Name 2 Name 3 Name 4 Name 5 Name 6 Name 7 Name 8 Name 9 Name 10 OK 1 2 Name 11 Name 12 ABC User 3 All Users ABCD EFGHI JKLMN OPQRST UVWXYZ There are four ways to select the user name: (A) Touch the key of the user name. The touched user name is highlighted. If you accidentally select the wrong user name, touch the key of the correct name. (B) Touch the [Default User] key.
Search User Name Cancel Start Search Touch the [Start Search] key. The search results will appear in a screen similar to the following screen. A list of the files that match your search criteria will appear. Select the desired file from the list. The job settings screen will appear. Name 1 File or Folder Name file-01 Password Cancel Search File or Folder Name file-01 User Name Name 1 Search Again Date 01/04/2006 1 1 4 To return to the base screen of document filing mode, touch the [Cancel] key.
Searching within a folder You can specify a folder to restrict the search range to that folder. To search within a specified folder, follow the steps below. (2) Open the folder that you wish to search. (1) COPY IMAGE SEND DOCUMENT FILING File Retrieve Scan to HDD HDD Status (1) Touch the [DOCUMENT FILING] key. Search Folder Select 1 (2) Touch the key of the folder that you wish to search.
(B)(D) (C) Using the user name to search (A) Cancel User Name 6 12 18 Default User Direct Entry Name 1 Name 2 Name 3 Name 4 Name 5 Name 6 Name 7 Name 8 Name 9 Name 10 OK 1 2 Name 11 Name 12 ABC User 4 All Users ABCD EFGHI JKLMN OPQRST UVWXYZ There are four ways to select the user name: (A) Touch the key of the user name. The touched user name is highlighted. If you accidentally select the wrong user name, touch the key of the correct name. (B) Touch the [Default User] key.
(1) (2) Cancel Search User Name Start Search Start searching. (1) Touch the [Search within Current Folder] checkbox so that it is selected . To search only files that are in the current folder, select the [Search within Current Folder] checkbox . Use this method to search for a file in a confidential folder. Name 1 File or Folder Name file-01 Password Search within Current Folder (2) Touch the [Start Search] key. The search results will appear in a screen similar to the following screen.
Document Filing Guide MODEL: MX-5500N MX-6200N MX-7000N MX7000-GB-FIL-Z1
