Kyocera TASKalfa 8000i User manual

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 for improvement 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 Windows is a registered trademark of Microsoft Corporation in the U.S. and/or other countries. KPDL is a

trademark of Kyocera Corporation. PCL is a trademark of Hewlett-Packard Company. TrueType is a registered trademark

of Apple Computer, Inc. Adobe, Acrobat, Adobe Reader, Photoshop and PostScript® are trademarks of Adobe Systems,

Incorporated.

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 Microsoft Windows Vista, Windows XP, Windows Server 2003, Windows Server 2008 and

Windows 2000 environments.

User Interface screen captures shown in this guide may differ depending on your printing device.

Table of Contents

Chapter 1 File Management Utility

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

Add Devices .................................................................................................................................. 1-1

Adding Devices ....................................................................................................................... 1-1

Communication Settings ............................................................................................................... 1-2

Editing Communication Settings .............................................................................................. 1-2

Delete Device ................................................................................................................................ 1-2

Options .......................................................................................................................................... 1-2

Chapter 2 Receiving Folder

Add a Receiving Folder ................................................................................................................. 2-1

Deleting a Receiving Folder .......................................................................................................... 2-2

Chapter 3 Distribution Settings

Adding Distribution Settings .......................................................................................................... 3-1

Edit Distribution Settings ............................................................................................................... 3-1

Input Criteria ................................................................................................................................. 3-2

Output Criteria ............................................................................................................................... 3-2

Chapter 4 Front Panel Template

Workflow ....................................................................................................................................... 4-1

Adding a Workflow ........................................................................................................................ 4-1

Chapter 5 Job Log/History

View the Job Log/History .............................................................................................................. 5-1

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.

1Open the application.

2In the task bar, right-click on the File Management Utility icon.

3In the context menu, click Open FMU.

If Open FMU is grayed out, restart File Management Utility with administrator

privileges.

Note: In Preferences, you can set the application to start automatically.

Add Devices

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

1In the main screen, click Add device.

2In the Add Device Wizard, enter the IP address or the Host name of the MFP

to add, and then click Add to add the device to the list.

3Enter another IP address or Host name if necessary.

4Click Next.

5If the device is enabled with authentication, for Change authenticate mode,

select Use local authentication or Use settings on the device as required.

6In the Communication Settings page, specify the SNMP type, and enter the

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File Management Utility

7Click Search. The application adds any specified printing systems to the main

list.

Communication Settings

Communication settings specify the Login user name and Password used

with the device. Either local authentication or settings specified on the device

can be used.

Editing Communication Settings

1In the main screen, select a printing system in the device list.

2Click Communication settings.

3Enter the Login user name and Password.

4For Change authenticate mode, select Use local authentication or Use

settings on the device.

5Click OK.

Delete Device

Removes the selected device from the main list.

To delete a device from the device list, select the device and click Delete

device.

Options

Use this dialog to set several parameters that control how the FMU operates.

Launch automatically

The File Management Utility can be configured to start automatically and run

as a resident application when the computer is started. Select Launch

automatically to enable this feature. If the receiving folder or error folder

have not been specified or cannot be found, then the application will not

monitor or distribute files.

Folder for deleted files

Select Keep deleted files to save deleted files in this folder. Select

Maximum folder size and specify the size if needed. Click Remove deleted

files to erase all deleted files.

Clear history

Click Clear history to clear the job log.

Error folder path

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 to this by

clicking Browse. Alternatively, type the path into the box.

File Management Utility 1-2

File Management Utility

Note: If the error folder has been removed while FMU is running, or not found

by any reason, the application will not distribute files. Then, the error folder

must be created and the path to the folder must be established. Restart FMU.

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2 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

specified 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.

Add a Receiving Folder

1In the main screen, click Receiving folder.

2In the Receiving Folder Settings dialog box, click Add Receiving Folder. The

Folder Information area becomes active. An ID is automatically assigned to

the folder.　

3Click Browse to select a folder on the computer or enter the path to a folder,

and click OK.

4Enter the Share name of the receiving folder.

5If necessary, change the polling interval.

6To make the receiving folder a hidden folder, select Hidden folder.You can also

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

share name in step 4.

7To display a pop-up window when a file is distributed, select Display pop-up

window.

8Leave Filter by file type selected to allow only files with specified file types to

be saved in the receiving folder. When cleared, all file types are saved. You can

type a file extension and click Add to add it to the list. To change an extension

click Apply, or to remove it click Delete.

9If necessary, enter the Domain and User name of the receiving folder.

10 Click Update to add the folder to the list of receiving folders. The receiving

folders are listed in the form of 'user name (user name@domain)', if the network

has a domain; or 'user name (PC name\user name)', if the network has no

domain.

11 Click Close to return to the main screen.

File Management Utility 2-1

Receiving Folder

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.

Deleting a Receiving Folder

1In the main screen, click Receiving folder.

2In the Receiving Folder Settings dialog box, select one or more Folder IDs to

delete.

3Click Delete receiving folders.

4Click Close to return to the main screen.

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3 Distribution Settings

The distribution criteria are applied to each file in the receiving folder, and each

file that meets the criteria is distributed accordingly.

Adding Distribution Settings

1In the main screen, click Distribution settings.

2Click Add distribution settings. The Distribution information area becomes

active.

3Enter a Display name for the set of distribution settings. The Destination ID is

automatically assigned.

4Specify the input criteria. Select a Criteria, enter the Value, and click Add. The

criterion appears in the Criteria list on the right.

5Click the Output criteria tab.

6Specify the output criteria by clicking Browse or enter the path to a local or

network destination folder. Enter the user name and password as required.

7Click Update.

8Click Close to return to the main screen.

Edit Distribution Settings

1In the main screen, click Distribution settings.

2In the Distribution settings list, select the Distribution ID to edit. The Input

criteria tab appears, with the list of currently set criteria on the right side of the

panel.

3To edit a criterion, select the criterion in the list on the right.

4Change the value, and click Apply.

5To delete a criterion, select it and click Delete.

6To add a new criterion, select from the Criteria on the left, enter a Value, and

click Add.

File Management Utility 3-1

Distribution Settings

7Click the Output criteria tab, and select and change the desired criteria.

8Click Update to save the changed settings.

9Click Close to return to the main screen.

Input Criteria

These criteria define which files in the receiving folder are handled by the

application. Files can be selected based on criteria such as the name, file type,

or file creation date. Basic criteria can be applied to files from all makes of

MFP systems, and Advanced criteria apply to certain systems. The Input

Criteria tab has the following information:

Receiving Folder ID

The ID assigned for the receiving folder.

File name

The name of the received graphic file.

Extension

The extension assigned for the input criteria.

User defined

The description of user-defined information (entered via Comment > Enter

value > Select item using the device's front panel).

User name

Enabled when the device is activated with user authentication. Enter the

user name (not the name of the login user).

Host name

The name of the MFP that scans and sends documents.

Date

Date specifies the range of time and date the application handles the file.

Output Criteria

These criteria define how the files meeting the input criteria are handled. The

files can be transferred to a specified folder. If the folder is located on another

PC, the User name and Password to access the folder can be specified.

Delete file

If selected, files are moved to the delete folder.

Replace existing file

If selected, existing files at the destination are overwritten, if they have the

same name as the transferred file.

Note: If the destination folder is missing, the files are moved to the error

folder.

User Guide

3-2

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