5. E-mail

E-mail overview

The machine is capable of exchanging e-mails. The following features are available by exchanging e-mails:

• Scanner (mail transmission)

• Mail print

• Mail notice

• Job completion notice

NOTE: This feature does not appear for some models. An optional package is necessary. For more information, contact the

Customer Support Center.

Scanner (mail transmission)

Documents can be scanned and transmitted via e-mail in black and white or color (with optional color scanner kit).

Mail print E-mail with attachments in either TIFF or PDF format can be sent to the machine from computers. Received e-mail will automatically be printed.

Mail notice When the machine is configured with the rejected IP addresses notice or rejected mail domains notice, a mail notice about the rejection can be sent to a specified recipient.

Job completion notice When a computer has submitted a job to the machine, its completion can be notified by e-mail.

5-2 Xerox 4110/4590 System Administration Guide

6. Using the Scan Service

Scan Service overview

The machine is capable of scan services.

The following functions are available by using scan services:

• Scanner (mail transmission)

• Scanner (save to a mailbox)

• Job template scan

• Scanner (save to a computer)

• Job flow scan

NOTE: An optional package is necessary for this feature to function. For more information, contact the Customer Support

Center.

NOTE 2: The optional color scanner kit will allow scanning in color or black and white. Scans from Scan Service cannot be printed unless retrieved at the client and resubmitted as a print job.

Documents can be scanned and transmitted via e-mail.

Scanner

(mail transmission)

Scanner

(save to a mailbox)

Documents which you would like to take in as data can be scanned and stored into a mailbox. Stored documents can be accessed from network computers.

Job template scan A job template is a configuration file for scanning parameters.

Specify a job template for the document to be scanned in as data.

The scanned document will be stored on a hard disk on the machine, then transmitted automatically to a networked computer

(server).

Scanner

(save to a computer)

When the machine is connected to a network, scanned data can be stored on network computers using the FTP or SMB protocol.

Documents which you would like to take in as data can be scanned and stored on network computers.

Job flow scan A scan can be performed using a job flow which has been created using an external editor.

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6. Using the Scan Service

Registering a Mailbox

The following describes the procedure to register a mailbox for storing scanned documents.

Documents stored in a mailbox can be taken into an application via the scan driver by a computer.

A maximum of 200 mailboxes can be registered. The following items can be configured or changed:

Mailbox name Set the name used for a mailbox. Up to 10 characters can be used for the name.

Password A password of up to 20 characters can be set. A password is not a required setting. Passwords are valid only when the System

Administrator password is set.

Check password When the password is set, configure whether each operation

(such as read or write) requires password restrictions.

Delete document after retrieval

Set whether to delete a document in the mailbox after the document is retrieved, printed, or transferred by a job flow.

Link a job flow sheet to a mailbox

Set or change a link to a job flow, or select and run a job flow.

The procedure that follows describes how to register a mailbox on the machine.

1.

Display the System Administrator Menu screen.

a. Press the Log In/Out button.

b. Enter the UserID using the numeric keypad and then select Confirm.

NOTE: The default User ID value is 11111. When using the

Authentication feature, a password is required. The default password is x-admin.

c. Select System Settings.

2.

Select Setup Menu.

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9. Setups

Print Mode Settings

Allocate Memory

Other Settings

• PostScript Memory • ESC/P Form Memory

• HP-GL/2 Auto Layout Memory • Receiving Buffer - LPD Spool

• Receiving Buffer - NetWare • Receiving Buffer - SMB Spool

• Receiving Buffer - IPP Spool • Receiving Buffer - EtherTalk

• Receiving Buffer - Port 9100

• Print Area

• Paper Type Mismatch

• Print ID

• Banner Sheet Tray

• PostScript Font Absence

•

•

•

•

•

Substitute Tray

Unregistered Forms

Banner Sheet

PostScript Paper Supply

PostScript Font Substitution

Scan Mode Settings

NOTE: The optional color scanner kit will allow scanning in color or black and white. Scans from Scan Service cannot be printed unless retrieved at the client and resubmitted as a print job.

Basic Scanning Tab

Scan Defaults

• Feature in 2nd Column

• Reduce/Enlarge - Button 3

• Reduce/Enlarge - Button 2

• Output Color

• File Format

• Contrast

• Auto Exposure

• Color Space

•

•

• Original Type

Lighten/Darken

• Sharpness

• Background Suppression

Original Orientation

• Scan Resolution • Mixed Size Originals

• Edge Erase • Edge Erase - Top & Bottom Edges

• Edge Erase - Left & Right Edges • Center Erase / Binding Erase

• Image Compression

Not applicable Scan-to-FTP/SMB

Defaults

Scan Size Defaults

Output Size Defaults

Not applicable

Not applicable

Reduce/Enlarge Presets Not applicable

Other Settings • Scan Service

• Maximum Stored Pages

• Memory Full Procedure

• 2 Sided Original Scan Options

• Color Saturation • Auto Exposure Level

• Background Level • Color

• TIFF Format • Image Transfer Screen

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9. Setups

Feature in 2nd Column Select which features are shown in the second column of the

Basic Scanning Tab screen. Select 2 Sided Originals, Scan

Resolution, or Reduce/Enlarge.

Reduce/Enlarge - Button 2 Select a specific, default magnification level for the

Reduce/Enlarge button. This button is displayed when

Reduce/Enlarge is selected in Feature in 2nd Column.

Reduce/Enlarge - Button 3 Select a specific, default magnification level for the

Reduce/Enlarge button. This button is displayed when

Reduce/Enlarge is selected in Feature in 2nd Column.

For information about R/E Preset buttons, refer to Reduce/Enlarge

Presets on page 9-114.

Scan Defaults

In Scan Defaults, you select the default values for the scanner feature. When one of the following occurs, the machine returns to its preset scan defaults:

• The machine power is switched on,

• The machine returns from a power-saving mode, or

• The Clear All button is pressed.

The settings selected for Scan Defaults are valid after switching off and switching on the machine’s power.

1.

From the Scan Mode Settings screen, select Scan Defaults.

9-132

NOTE: If you have the optional color scanner, some of the selections will be different as noted below.

2.

Select the item to be set or changed, and select Change

Settings.

NOTE: Select s to display the previous screen and select t to display the next screen.

3.

Select the default setting for that item.

Xerox 4110/4590 System Administration Guide

9. Setups

4.

Select Save; you are returned to the Scan Defaults screen.

5.

Repeat Steps 1-4 for the remaining Scan Defaults features.

6.

Upon completion, select Close; you are returned to the Scan

Mode Settings screen.

Output Color

(with optional Color

Scanner kit only)

Select the default value for Output Color in the Basic Scanning

Tab screen. With the optional color scanner, select one of the following: Auto, Full Color, Grayscale, or Black.

Original Type Select the default value for Original Type in the Basic Scanning

Tab screen. Select one of the following: Text & Photo, Text, or

Photo.

File Format Select the default value for FIle Format feature (as displayed on the Basic Scanning Tab screen). Select one of the following: TIFF, Single-page TIFF, or PDF.

File Format

(with optional Color

Scanner kit only)

Select the default value for FIle Format feature (as displayed on the Basic Scanning Tab screen). With the optional color scanner, select one of the following: TIFF/JPEG Auto Select, Multi-page

TIFF, Single-page TIFF, or PDF.

Lighten/Darken Select the default value for Lighten/Darken/Contrast (as displayed on the Lighten/Darken feature on the Image Quality screen). Select one of the following: Lighter (+3), Lighter (+2),

Lighter (+1), Normal, Darker (+1), Darker (+2), or Darker (+3).

Contrast

(with optional Color

Scanner kit only)

Select the default value for Contrast (as displayed on the Image

Quality screen). With the optional color scanner, select one of the following: Higher, High, Normal, Low, or Lower.

Sharpness Select the default value for Sharpness (as displayed on the

Image Quality screen). Select one of the following: Sharper,

Sharp, Normal, Soft, or Softer.

Auto Exposure Select the default value for Auto Exposure (as displayed on the

Image Quality screen). Select either Off or On.

Background Suppression

(with optional Color

Scanner kit only)

Select the default value for Background Suppression (as displayed on the Image Quality screen). With the optional color scanner, select either Off or On.

Color Space

(with optional Color

Scanner kit only)

Select the default value for Color Space. With the optional color scanner, select either Standard Color Space or Device Color

Space.

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9. Setups

Reduce/Enlarge Presets

Select the magnification levels as shown in the Preset% option

(as displayed on the Reduce/Enlarge feature on the Scan

Options screen). Assign any magnification to the

Reduce/Enlarge Preset buttons 1-7; you cannot select 100%.

1.

From the Scan Mode Settings screen, select

Reduce/Enlarge Presets.

2.

Select the item to be set or changed, and select Change

Settings.

NOTE: Select S to display the previous screen and select T to display the next screen.

3.

Select Preset% or Variable%.

4.

Select the desired setting.

5.

Select Save.

6.

Repeat Steps 1-5 for each of the R/E Presets items.

7.

From the Reduce/Enlarge Presets screen, select Close to return to the Scan Mode Settings screen.

Preset% Select from twenty-five standard magnification ratios.

Variable% Select any magnification level. Specify a value from 25% to

400%, in 1% increments.

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9. Setups

Other Settings

These settings relate to the scanner feature specification.

1.

From the Scan Mode Settings screen, select Other Settings.

2.

Select the item to be set or changed, and select Change

Settings.

NOTE: If you have the optional color scanner, you will have additional selections as noted below.

3.

Select the desired setting for that item.

4.

Select Save.

5.

Repeat Steps 1-4 for the remaining Other Settings items.

6.

From the Other Settings screen, select Close to return to the

Scan Mode Settings screen.

Scan Service Select whether or not to use the scanner feature. Select either

Disabled or Enabled.

Memory Full Procedure Select either Cancel Job or Run Job as the default setting. This default setting appears while scanning an original if there is insufficient hard disk space for the scanner. If an insufficient amount of hard disk space is determined, a confirmation screen appears asking how the partially stored data should be handled

(cancel job or run job).

• Cancel Job: The stored data is discarded.

• Run Job: The partially stored data is treated as valid and complete, the job is run.

If the user does not respond to the confirmation screen and a predetermined amount of time elapses, the machine automatically processes the partially-stored data according to the default setting selected here.

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9. Setups

You can set the time limit that occurs between the confirmation screen and the automatic processing of the stored data. For more information, refer to Auto Job Release on page 9-23.

Maximum Stored Pages Select the maximum number of stored pages of a scan original.

Select between 1-999 pages.

2 Sided Original Scan

Options

Color Saturation

(with optional Color

Scanner kit only)

When placing 2-sided originals in the DADF, you can select the scanning method. Select either 2 Sided Simultaneous Scan or 1

Sided Scan.

Select the amount of color saturation for scanned data. Select from Lower, Low, Normal, High, or Higher.

Auto Exposure Level

(with optional Color

Scanner kit only)

Background Suppression

Level

(with optional Color

Scanner kit only)

Select the Auto Exposure Level for scanned data. Select from

Normal, High (+1), Higher (+2), Higher (+3), or Higher (+4).

Select the amount of background suppression for scanned data. Select from HIgher Low, Normal, High, or Higher.

Color Space

(with optional Color

Scanner kit only)

Select if color space is to be enabled for scanned data. Select either Disabled or Enabled.

TIFF Format Select the TIFF format for scanned data. Select either TIFF V6 or

TTN2.

Image Transfer Screen Select whether or not to display a message when the scan process is completed.

• Disabled: Do not show a scan completion message.

• Display Message Only: Show a scan completion message.

• Display Message and Screen: Show a screen while scanning an original and upon completion of the scan process.

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