KYOCERA Kyocera File Management Utility User Guide

KYOCERA Kyocera File Management Utility User Guide

kyoceradocumentsolutions.com

File Management Utility User Guide

Legal Notes

Unauthorized reproduction of all or part of this guide is prohibited.

The information in this guide is subject to change without notice.

We cannot be held liable for any problems arising from the use of this product, regardless of the information herein.

Regarding Trademarks

Microsoft®, Microsoft Windows®, Corporation in Windows the U.S.

10®, and/or Windows other 8.1®, countries.

Windows 7®, Windows Server®, are registered trademarks of All other brand and product names herein are registered trademarks or trademarks of their respective companies.

Examples of the operations given in this guide support the Windows 7 printing environment.

Essentially the same operations are used for Windows 10, Windows 8.1

, Windows Server 2008 , Windows Server 2008 R2 , Windows Server 2012 , Windows Server 2012 R2 , Windows Server 2016 and Windows Server 2019 environments.

© 201 9 KYOCERA Document Solutions Inc.

Table of Contents

Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Chapter 7 Chapter 8 Chapter 9 File Management Utility

Starting the Application ................................................................................................................. 1-1

Manage Devices

Adding Devices ............................................................................................................................. 2-1 Deleting Devices ........................................................................................................................... 2-1

Device Login

Specifying Device Login Settings .................................................................................................. 3-1

Preferences

Setting Preferences ....................................................................................................................... 4-1

Receiving Folder

Adding a Receiving Folder ............................................................................................................ 5-1

Editing a Receiving Folder ............................................................................................................ 5-2 Deleting a Receiving Folder .......................................................................................................... 5-2

Distribution Rule

Adding Distribution Rule ................................................................................................................ 6-1

Distribution Filter ..................................................................................................................... 6-2

Editing Distribution Rule ................................................................................................................ 6-3 Deleting Distribution Rule .............................................................................................................. 6-3

Distribution Log

View the Distribution Log ............................................................................................................... 7-1

Workflow

Adding Workflow ........................................................................................................................... 8-1 Workflow Settings .................................................................................................................... 8-1

Workflow Controls ................................................................................................................... 8-2

Specifying Scanning Preferences ............................................................................................ 8-3 Editing Workflow ........................................................................................................................... 8-3 Deleting Workflow ......................................................................................................................... 8-3

Import/Export Workflow

Import from Device ........................................................................................................................ 9-1 Import from file .............................................................................................................................. 9-1

Export to File ................................................................................................................................. 9-2

File Management Utility i

1 File Management Utility

The File Management Utility (FMU) distributes documents scanned on a multi function print system (MFP) to specified network folders or computers. The user can set the criteria for distributing the scanned files. Advanced distribution criteria are available for certain MFPs.

Starting the Application

If the application is not set to start automatically, you can start it manually.

Note:

In

Preferences

automatically.

in the main screen, you can set the application to start

1

Open the application.

2

In the Windows system task bar, right-click the

File Management Utility

icon.

3

In the context menu, click

Open FMU

. If

Open FMU

Management Utility with administrator privileges.

is grayed out, restart File

1-1 User Guide

2 Manage Devices

Specific MFPs on a network can be selected for use with the application. Use the

Add Device Wizard

to select devices by IP address or host name.

Adding Devices

You can add devices for the application with the

Add Device Wizard

.

1

In the Main screen, click

Add Device

.

2

In the

Add Device Wizard

, enter the

IP address

or the you wish to add, and then click

Add

.

Host name

of the MFP

3

Enter another

IP address

or appear in the list on the right.

Host name

if necessary. The devices you enter

4

Click

Next

.

5

In the

Communication Settings

SNMPv3).

page, specify the SNMP type (SNMPv1/v2 or If you specify SNMPv1/v2, enter the

Read community

and

Write community

for the MFP. The read community name for the device will be used in requesting information, while the write community name is sent with all SNMP receive and send requests, and must match the community values on the device.

If you specify SNMPv3, enter the login

User name

MFP.

and

Password

for the

6

If the device is enabled with authentication, for

Change authentication mode

, select

Use local authentication

or

Use settings on the device

as required.

7

Continue entering the remaining communication setting information as appropriate.

8

Click

Search

. The application adds the printing systems you have specified to the Main screen.

Deleting Devices

Removes the selected device or devices from the

Devices

list in Main screen.

To delete the devices from the list, highlight the device or select the checkbox in column header to select all devices. Click

Delete

. A message appears confirming that selected devices will be deleted. Click

Yes

.

File Management Utility 2-1

3 Device Login

Specify the

User name local authentication

or and

Password

used with the device. Select either

Use settings on the device

.

Use

Specifying Device Login Settings

1

In the Main screen, select a printing system in the device list.

2

Click

Device Login

.

3

Enter the

User name

and

Password

, if authentication is set on the device.

4

For

Authentication mode switch

, select

settings on the device

.

Use local authentication

or

Use 5

Select

SSL

to provide security for network communication.

6

Click

OK

.

3-1 User Guide

4 Preferences

You can set several parameters that control how File Management Utility operates, including starting the application automatically and specifying folders for error and deleted files.

Setting Preferences

To select preferences, follow these steps:

Start automatically

Select this option so that FMU is configured to start automatically and run as a resident application when the computer is started. If the receiving folder or error folder has not been specified or cannot be found, then the application will not monitor or distribute files.

Folder for error files

FMU requires a local error folder for any files that it fails to distribute. A network folder cannot be used as the error folder. Set the path by clicking

Browse

, or entering the folder name.

Folder for deleted files

Select

Keep deleted files

to save deleted files in this folder. Select

Maximum folder size (MB)

and specify the size in megabytes if needed. Set the path by clicking

Browse

to erase all deleted files.

, or entering the folder name. Click

Empty folder Note:

If the error folder has been removed while FMU is running, or not found for any reason, the application will not distribute files. In that case, set up the path to folder, create the error folder and restart FMU.

File Management Utility 4-1

5 Receiving Folder

The receiving folder is a shared folder on a computer that holds scanned data files. When a document is scanned on an MFP, the data file is transferred to a receiving folder. The application checks this folder, and applies distribution criteria to the files in the folder. If the receiving folder is not specified, the application will not distribute files.

Adding a Receiving Folder

1

In the Main screen, click

Receiving Folder

.

2

In the

Receiving Folder

becomes active. An

ID

dialog box, click

New

. The

Folder Settings

is automatically assigned to the folder.

tab

3

Enter a name for the receiving folder. Alternatively, click

Browse

to select the path to a folder, and then click

OK

. The name of the folder is automatically entered as the

Share name

.

4

Change the

Share name

, if desired.

5

In

List of users

, click

Add

. The

Add User

dialog box will appear. Enter the

User name

and

Domain

name for accessing the receiving folder. Click user domain displays the receiving folder as:

OK

. The

user name (user name@domain)

.

If no domain name is specified, the receiving folder is shown as:

user name (PC name\user name)

.

6

Click the

Receiving Settings

tab.

7

Leave

Filter by file type

selected to allow only files with specified file types to be saved in the receiving folder. When unchecked, with no file type entered, all file types will be saved. Click the

Add

button, the

Add File Type

dialog box will display. You can type an extension for a file type and click list. You can edit a file type by highlighting the extension in the list and clicking

Edit

. The

Edit File Type OK

to add it to the dialog box will display. Edit the extension and click

OK

. You can delete a file type by highlighting the extension in the list and clicking

Delete

.

8

In the

Advanced options

section, select

Polling interval (sec)

, and then select the interval for the application to monitor the receiving folder. To make the receiving folder a hidden folder, select

Notifications

.

Hide folder

. You can also make a receiving folder hidden by adding a dollar sign ($) at the end of the

Share name

in step 4. To display a pop-up window when a file is distributed, select

5-1 User Guide

Receiving Folder

9

Click

Apply

to add the folder to the list of receiving folders. The receiving folder appears in the file receiving folders list box, along with the settings you have specified.

10

Click

Close

to return to the Main screen.

Note:

If you added a receiving folder in the Windows XP Workgroup environment, right-click the shared folder to open its properties. In

Network sharing and security

under

Sharing

, check the

Allow network users to change my files

check box.

Editing a Receiving Folder

1

In the Main screen, click

Receiving Folder

.

2

In the

Receiving Folder

list, select a folder to edit.

3

To edit the User domains for the folder, select the User domain you want to change from the list and click

Edit

. The

Edit User

dialog box will display.

4

Edit this information as needed, and click

OK

.

5

To edit the file types on the

Edit

. The

Edit File Type Receiving Settings

dialog box will display.

tab, select a file type and click

6

Edit this information as needed, and click

OK

.

7

Edit

Advanced options

as needed.

8

Click

Apply

to update the folder information.

9

Click

Close

to return to the Main screen.

Deleting a Receiving Folder

1

In the Main screen, click

Receiving Folder

.

2

In the

Receiving Folder

delete.

dialog box, select one or more receiving folders to

3

Click

Delete

. A message is displayed confirming that the

Receiving Folder

will be deleted. Click

Yes

.

4

Click

Close

to return to the Main screen.

File Management Utility 5-2

6 Distribution Rule

The distribution rules are applied to each file in the receiving folder, and each file that meets the given rule is distributed accordingly.

Adding Distribution Rule

1

In the Main screen, click

Distribution Rule

.

2

In the

Distribution Rule

becomes active. An

ID

dialog box, click

New

. The

Folder Settings

is automatically assigned to the tab

Distribution Rule

.

3

Enter a

Name

for the

Distribution Rule

.

4

In

List of folders

, click

Add

. The

Add Folder

dialog box displays. Enter the destination for the distribution folder, or click or error folder.

Browse

and select the folder path.

You cannot specify a folder already used as the receiving folder, deleted folder,

5

If the

Distribution Rule

requires authentication, enter the

Password

.

User name

and

6

Click under

OK

to save the distribution folder settings. The distribution folder appears

List of folders

. You can enter up to 10 distribution folders.

7

In

Basic Filter

tab, click

Select

. The

Receiving folder ID

dialog will open.

Select a receiving folder and click

OK

. Make settings in

Filter by

as needed.

These settings apply to files scanned from all types of MFP systems.

8

Select the

Distribution Actions

that are performed when the distribution conditions match.

Default

If selected, no action is taken.

Delete

If selected, files are moved to the delete folder.

Overwrite

If selected, existing files at the destination are overwritten, if they have the same name as the transferred file.

Note:

folder.

If the distribution folder is missing, the files are moved to the error

6-1 User Guide

Distribution Rule

9

If necessary, select

Attach information file (.csv)

to send the information file along with the scan data file. If not selected, the information file is sent to the deleted folder.

10

Set the options in the

Advanced Filter

area as needed. These settings apply to files scanned from MFP systems that support workflow functions.

11

Click

Apply

to add the folders to the distribution folder list. According to the settings, distribution folders are shown in the folder list.

Distribution Filter

You can use the

Basic Filter

tab to define what files are handled by the application, and how they are distributed.

Receiving folder ID

To use a specific receiving folder as a condition, click receiving folder from the list.

Select

and choose a

File type

Specify the file extension when using it as a condition for distributing files.

File name

Specify the file name when using it as a condition for distributing files. A maximum of ten file names can be specified. Click clicking

Delete

for single characters).

Add

to add the scan file to the list below File name. You can delete a file name from the list by . Wildcards may also be used (‘*’ for multiple characters, ‘?’

Distribution Actions

Click the drop-down menu and select one of the following:

Default

to specify no optional action, or

Delete

file to specify that scan data should be deleted without distributing the file, or

Overwrite

existing file to replace an existing file with the same name in the destination.

Attach information file (.csv)

Select this option to attach an information file to the image file when distributing scan data.

You can use the

Advanced Filter

tab to define what files are handled by the application, and how they are distributed.

Host name

Specify the host name when using it as a condition for distributing files.

User name

Specify the user name when using it as a condition for distributing files. The user name is the name used when the workflow is executed on the MFP.

Workflow values

Enter a description for the workflow control values on the MFP panel. You can create up to ten settings. When the workflow is executed, the values in

Item

,

Comment

, and

Number

are used. One or more items must be set in the workflow.

Set date/time

Select this option and set the

Start

time and

End

time. If you select

Daily

, then the specified start/end times will be used for daily distributions. The

Set date/time

settings must be set in the workflow.

File Management Utility 6-2

Distribution Rule

Editing Distribution Rule

1

In the Main screen, click

Distribution Rule

. The

Distribution Rule

shows the current Distribution Rule. The

Folder Settings

dialog tab is active.

2

Select the

ID

for the Distribution Rule you want to edit. On the tab, select from

List of folders

and click

Edit

. The

Folder Settings Edit Folder

dialog will display. Click

OK

to save your changes. To delete any of the List of folders, click

Delete

. When finished, click

Apply

to save the revised settings.

3

Click the

Basic Filter

or

Advanced Filter

tab to display additional settings criteria. Change any of the distribution settings, and click

Apply

.

4

When you have finished editing, click

Close

to return to the Main screen.

Deleting Distribution Rule

1

In the Main screen, click

Distribution Rule

. The

Distribution Rule

shows the current distribution rule. The

Folder Settings

dialog tab is active.

2

To delete a

Distribution Rule

, select one or more

ID

and click

Delete

. Or right click to select an

ID

. A message is displayed confirming that the selections will be deleted. Click

Yes

.

3

Click

Close

to return to the Main screen.

6-3 User Guide

7 Distribution Log

The Distribution Log maintains a list of actions performed by the application.

You can back up the log to a file, or clear the log. The log contains information files distributed by the application.

View the Distribution Log

1

In the Main screen, click the

Distribution Log

icon.

2

In

Details

box, the number of distribution results are indicated.

3

To export the entire log to a file, click

Export

. Select

Save as

displayed. The files will be saved in XML format.

from the menu

4

To delete the entire distribution log, click

Delete

. A message is displayed confirming that all distribution logs will be deleted. Click

OK

.

5

Click

Close

to return to the Main screen.

File Management Utility 7-1

8 Workflow

With FMU, you can create custom workflows for handling scanned documents.

The added workflows can be selected and run from the Application or Favorites screen on the MFP operation panel.

A customized button can be displayed on the operation panel of an MFP to trigger a custom workflow.

Adding Workflow

To add a workflow while the device is enabled with authentication, the

User name

and

Password

for the MFP must be correctly set in

Device Login

. The maximum number of workflows that can be added depend on the device model.

Note: Login user name

and

Login password

Windows XP Workgroup environment.

may not be entered in the

Workflow Settings

1

Select the MFP in the Main screen, and click the

Workflow

icon.

2

In the

Workflow

dialog box, click

New

. You can delete a workflow in the list by selecting it and clicking

Delete

.

3

Enter the registered

Name

for the workflow, to a maximum of 32 characters.

4

Enter the

Owner

name for the workflow which has a maximum of 64 characters.

This is a mandatory entry when user authentication is set to ON in the MFP.

This is not available when user authentication is OFF. On some models, when user authentication is ON, the login user name is registered automatically and so it is not available.

5

Set the

Access settings

is set to OFF in the MFP, for the workflow. Check

Published Published

for shared access or uncheck so that only the owner can have access. When user authentication is checked by default and is not available for edit.

6

Enter the

Password

to access the workflow, to a maximum of 64 characters (to a maximum of 16 characters for some models). This option is available only when the

Access settings

is set to

Published

.

7

On the

Workflow Settings

tab, in the

Receiving folder (Share name)

, enter the share name for receiving scan data. Alternatively, click the path to the receiving folder.

Browse

and select

8-1 User Guide

Workflow

8

Enter the

Scanned file name

for the scan file. If the same file name exists on the destination folder, the file name is changed using date information by default. This depends on the

Distribution Action

specified in the

Distribution Rule

dialog.

9

In

Personal computer

, enter the IP address or host name of the PC that sends scan data. You can enter a maximum of 39 ASCII characters.

10

In

User name

, enter the PC user name for SMB transfer, to a maximum of 64 characters. In

Password

, enter the login PC password for the SMB transfer, to a maximum of 64 characters.

11

Click

Apply

to save the workflow settings.

12

Click

Close

to return to the Main screen.

Workflow Controls

1

In

Workflow Controls

tab, under

List of controls

, click

Add

control. The

Add Workflow Control

dialog will show.

to add a worklow

2

In

Select type of control

, select the type of control to display on the operation panel.

If

Item

is chosen for the type of control, you can set up a

List of selections

that can be chosen at the operation panel. The items appear as buttons or check boxes, depending on the model. These selections are matched to the

Workflow values

filter in

Advanced Filter

tab of the

Distribution Rule

dialog.

• In

List of selections

, click display.

Add

to add a selection. The

Add Item

dialog will • In

Item name

, enter the name of the item selection.

• Click

OK

. The item appears in the

List of selections

table.

• • You can change the order of items in the list by clicking on an item, then using the up and down arrows to move it.

• Specify the

Number of selections

. Choosing

Multiple items

to enable multi selection of the item selection list at the operation panel.

Options

can also be specified. Check models. Check

Allow no selection Allow new items

to enable addition of new items at the operation panel. This option is not displayed on some device to make no selections on item list.

3

In

Enter title of control

, enter the name of the control.

4

In

Select type of instructions

, choose the prompt message.

5

Click

OK

to add the control to the

List of controls

.

Note:

You need to set the workflow controls for some models.

File Management Utility 8-2

Workflow

Specifying Scanning Preferences

You can set preferences on a device for scanning an image, depending on the device model. The check boxes of each scanning option are only available on certain device models. If a check box option for a device model is set to ON, then the settings are displayed on the front panel of the device. On some device models, the check boxes are set to ON and grayed out.

1

In the

Workflow Preferences

tab.

dialog box, select a workflow from the list. Click the

Scanning 2

Select the

Color mode

for scanning an image if the device is a color scanner model. If you select

Auto color

, the default image mode on the device will be set to

Auto color

(gray).

available for selection.

File type Quality

,

Quality

and

Original Image

is not available if you set will be

Black&White mode

.

in

Color 3

Select the dpi for the

Resolution

of the scan image.

4

If the

File type

is set to

Standard

or

High Compression PDF Compression

.

, you can set either

Quality

,

5

In the

File separation,

per file. You can select you can specify that the scan file will be output one page

Continuous scan

to specify allowing multiple scanning.

6

When finished, click

Apply

to save the settings for the selected workflow.

7

Click

Close

to return to the Main screen.

Editing Workflow

1

Select the MFP in the Main screen, and click

Workflow

.

2

In the

Workflow

dialog box, click the tab becomes active.

ID

you want to edit.

Workflow Settings 3

Make changes in the settings if needed. Click

Workflow Controls Scanning Preferences

tab or tab to make necessary changes, if desired.

4

Click

Apply

to save the workflow settings.

5

Click

Close

to return to Main screen.

Deleting Workflow

1

Select the MFP in the Main screen, and click

Workflow

.

2

In the

Workflow

becomes active.

dialog box, click

ID

you want to delete.

Workflow Settings

tab

8-3 User Guide

Workflow

3

Click

Delete

. A confirmation message will display asking to delete the selected workflow, click

Yes

.

4

Click

Close

to return to Main screen.

File Management Utility 8-4

9 Import/Export Workflow

You can copy workflow settings from one source device or file, or replace workflow settings on a multiple target devices. To enable

Import/Export Workflow

, select at least one MFP device in Main screen. This button is disabled if selected device does not support HyPAS or Sheet Extension.

Import from Device

This function can import all workflows from source device to selected target devices in Main screen.

1

Select target device or devices in Main screen. Click

Import/Export Workflow

.

2

In the

Import/Export Workflow

dialog box, select

From device

and press

Next

. If

Overwrite settings on target device

is selected, all the registered workflows on target devices are removed. New workflow settings are imported.

3

Select source MFP device from the device list. The list only consists of all registered MFP's from Main screen.

4

Click

Next

, the Summary page of Import from device will display.

5

Click the

Next Status

to set workflows to selected devices.

and

Result Workflow Setup

during workflow setup for each MFP.

will display

6

Click

Close

to return to the Main screen.

Note:

If MFP authentication is ON, and none is specified in Device Login, the user can import workflows from source device whose Access Permission type is Free. If workflows have Password, they are not included in the import. If MFP authentication is OFF or ON, and Administrator privilege is specifed in Device Login, all workflows can be imported from source device. If User privilege is specified, all workflows cannot be imported.

Import from file

This function imports workflows from XML file to selected target devices in Main screen.

1

Select target device or devices in Main screen. Click

Import/Export Workflow

.

2

In the

Import/Export Workflow

dialog box, Select

From file

and press

Next

. If

Overwrite settings on target device

is selected, all the registered workflows on target devices are removed. New workflow settings are imported.

9-1 User Guide

Import/Export Workflow

3

Click

Browse

to locate the XML file.

4

Click

Next

and the Summary Page will display. This page shows the selected method, source file and selected target devices.

5

Click

Next

to set workflows to selected devices.

the

Status

and

Workflow Setup Result

during workflow setup for each MFP.

will display

6

Click

Close

to return to Main screen.

Note:

If MFP authentication is OFF or ON and Administrator privilege is specified in Device Login, all workflows can be imported from xml file to target devices. If User privilege is specified in Device Login, all workflows cannot be imported.

Export to File

This function exports workflows from source device to an XML File format.

1

Select at least one device in Main screen and click

Import/Export Workflow

.

2

Select

To file

and click

Next

.

3

In

Export Workflow

dialog, click file will be saved.Click

Next

.

Browse

to set the target path where the XML

4

Select a source MFP device from the device list. The list only consists of all the registered MFP's from the Main screen. Click

Next

.

5

Summary page shows selected method, source device and target file path.

6

Click

Finish

to save the file. The dialog will close after exporting the file.

Note:

If MFP authentication is ON and none is specified in Device Login, the user can export workflows whose Access Permission type is Free. If the workflows have Password, workflows are not exported. If MFP authentication is OFF or ON, and Administrator privilege is specified in Device Login, all workflows can be exported to XML File. If user privilege is specified, all workflows cannot be exported.

File Management Utility 9-2

FMUKDEN 2 .201

9 .0

3

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