Xerox WorkCentre 7132 User manual

Xerox WorkCentre®7132

Quick Scan Features

Setup Guide

This guide includes instructions for:

Scan to Email on page 1

Scan to Mailbox Setup (Optional) on page 5

Network Scanning Setup (Optional) on page 7

Scan to FTP/SMB (Optional) on page 9

Scan to Email

Hard copies can be scanned at the device and sent to remote clients as email attachments in

Single TIFF, Multi TIFF, PDF, and JPEG format. SMTP and POP3 mail servers are used to

send and receive email respectively.

See also:

System Administrator Guide: Contains detail about email setup.

User Guide: Contains information on how to send an email and how different addresses

are used (Local Address vs. Global Address - LDAP).

Install the Scan to Email Option on the WorkCentre

1. Power on the device.

2. Press Login/Logout, then type the UserID 11111 and press Confirm.

3. From the System Administrator menu, select System Settings.

4. Select System Settings.

5. Select Common Settings.

6. Select Maintenance/Diagnostics.

7. Select Software Options.

8. Press Keyboard. Type the Email license key code.

9. Select Reboot.

10. Proceed with the Prerequisites for Scan to Email Setup on page 2.

701P45042

Scan to Email

Prerequisites for Scan to Email Setup

Confirm that:

1. An existing operational network using TCP/IP is available.

2. The device must be setup with DNS and the Domain Name settings for the network.

have been correctly setup for the multifunction device.

* Only if the SMTP server requires login and password for authentication.

Procedure for Scan to Email Setup

1. Enable the Scan to Email option using the instructions in Install the Scan to Email

Option on the WorkCentre on page 1.

2. Press Login/Logout, then type the UserID 11111 and press Confirm.

3. From the System Administrator menu, select System Settings.

4. Select System Settings.

5. Select Network Settings.

6. Select Port Settings.

7. Enable the Receive Email port and Send Email port by highlighting each port and

selecting Change Settings.

8. Select Close several times then Exit. The device will reboot.

9. From a workstation, open up a web browser (such as Internet Explorer), and then enter

the IP address in the format http://xxx.xxx.xxx.xxx (the xxx's represent the device IP

address). If connected properly, you should see a CentreWare Internet Services web

page for your device.

Data to Setup Email Install Requirement Comments

SMTP mail server Host

Name or IP address Required If using an external mail

server,yourInternetService

Provider will provide you

with the mail server name or

IP address.

SMTP login/password Required*

WorkCentre Email address Required This email address will fill in

the "From" field on the

emails sent from the device.

Local email addresses Optional A Local Address Book can

be created to store email

addresses.

LDAP server address can

be enabled LDAP Host Name Displays only email

addresses on the corporate

(LDAP) internal address

book.

Scan to Email

10. Set up the SMTP server configuration via CentreWare Internet Services:

a. Click the Properties tab.

b. Click the Protocols Settings folder.

c. Click SMTP.

d. Enter the SMTP mail server host name or IP address and port number (the default

is port 25).

e. Select an authentication type, if required by the SMTP server.

f. Enter a User name and Password to be used for authentication, if required.

g. Click on Apply New Settings.

h. Enter the user name of 11111 and the password of x-admin if prompted for a User

name and Password.

i. Ignore the screen to reboot the machine.

11. Set up the Machine Email address via CentreWare Internet Services:

a. Click the Properties tab.

b. Click on Machine Details.

c. Enter the information for the Machine Email Address.

d. Click on Apply New Settings.

e. Click on Reboot Machine.

12. From the device, load a sample document that you want to email into the document

feeder.

13. Press the All Services button.

14. Press the Email button.

15. Press the Keyboard button to type an email address using the keypad.

16. Press the Start button.

17. Verify that the recipient(s) received the email with the document attached.

Scan to Email

Scan to Email Troubleshooting

For internal corporate mail servers, substitute the word "Corporate" for "ISP" in the

following troubleshooting table.

Symptom Possible Cause Resolution/Validation

SMTP error at

multifunction device

Incorrect Mail Server or

Host Name Validate that the correct ISP mail

server name has been entered in

the SMTP Host Name field.

Incorrect settings in

Microsoft Outlook Express Verify that you can access the ISP

mail server from within Microsoft

Outlook Express and that all

settings are correct.

Incorrect multifunction

device email address

entered

Verify that the device is using the

correct email address in the From:

field. The Email address must

match what the ISP's mail server is

expecting.

ISP requires SMTP

authentication to their mail

server

Check with your ISP to determine

if this is a requirement. If so,

enable SMTP authentication for

the multifunction device via

CentreWare Internet Services.

ISP does not allow mail on

the standard port number

Check with your ISP to determine

if this is the problem. Ask if they

can accept mail on another port

number. If so, change the SMTP

port number for the multifunction

device via CentreWare Internet

Services.

ISP requires login to the

email account via Microsoft

Outlook Express before

allowing mail to be sent

Check with your ISP to determine

if this is a requirement. If so, login

to the Microsoft Outlook Express

account, and then try sending the

email. If this is successful, you can

set Outlook Express to check

email every 5 or 10 minutes for the

multifunction device's email

account.

Scan to Mailbox Setup (Optional)

This feature allows documents to be stored in a mailbox for future processing. Scan to

Mailbox can be setup at the machine control panel or at a network computer through the

CentreWare Internet Services webpage. Instructions for each method are shown.

See also:

System Administrator Guide: Contains detail concerning Network Scanning setup.

User Guide: Contains information on mailbox setup through the control panel, as well

as CentreWare Internet Services.

Prerequisites for Scan to Mailbox Setup

Confirm that:

1. An existing operational network utilizing TCP/IP is available.

Procedure for Scan to Mailbox Setup through the Control Panel

1. Power on the device.

2. Press Login/Logout, then type the UserID 11111 and press Confirm.

3. From the System Administrator menu, select System Settings.

4. Select Setup Menu.

5. Select Mailbox.

6. Select a mailbox to configure and press Create/Delete.

7. Select password options and type a password, if desired. If a password is entered for a

mailbox, no one else can access that mailbox before entering the password.

8. Select Mailbox Name and press Change Settings.

9. Type a name for the mailbox and press Save.

10. Change other settings as desired. When finished, select Close several times then Exit.

Procedure for Scan to Mailbox Setup through CentreWare Internet Services

1. From a workstation, open up a web browser (such as Internet Explorer), and then enter

the device's IP address in the format http://xxx.xxx.xxx.xxx (the xxx's represent the

device's IP address). If connected properly, you should see a CentreWare Internet

Services web page for your device.

2. Create mailboxes:

a. Click the Properties tab.

b. Click the Mailboxes folder.

c. Click the Edit button.

d. Enter the appropriate information. If a password is entered for a mailbox, no one

else can access that mailbox before entering the password.

e. Click on Apply New Settings.

Note

If prompted to enter a User Name and Password, the default settings are 11111

and x-admin respectively.

Scan to Mailbox Setup (Optional)

Procedure for Scanning to Mailbox

1. At the device, select All Services and Scan to Mailbox.

a. Select the mailbox number to which you want to scan a document.

b. Load the sample document into the document feeder.

c. Press the Start button.

2. Verify that the scanned document is in the mailbox.

a. Select the mailbox number to which the document was scanned.

b. Select Document List.

Note

To retrieve the scanned document to a Windows PC, install the scan driver on the

PC or use CentreWare Internet Services. More information can be found on the

CentreWare Utilities CD-ROM and the "CentreWare Internet Services" chapter of

the User Guide.

Network Scanning Setup (Optional)

Network scanning uses FTP or SMB protocols to transfer scanned documents on to a server

or a client. Templates (scanned file properties) and repositories (destination folders) need to

be set up to enable network scanning.

See also:

User Guide: Contains information on how to set up templates and repositories.

System Administrator Guide: Contains details about Network Scanning setup.

Prerequisites for Network Scanning Setup

Confirm that:

1. An existing operational network utilizing TCP/IP is available.

2. A repository (folder) exists on the FTP or SMB server to hold the scanned documents.

A user account for the device must be created on the server that allows access to the

repository folder.

Procedures for Network Scanning Setup

1. Power on the device.

2. Press Login/Logout, then type the UserID 11111 and press Confirm.

3. From the System Administrator menu, select System Settings.

4. Select System Settings.

5. Select Network Settings.

6. Select Port Settings.

7. Enable the following ports by highlighting each port and select Change Settings.

a. Internet Services (HTTP).

b. FTP Client Port or SMB Port (depending on which protocol is used).

c. SNMP Port.

d. SOAP Port.

8. Select Close several times then Exit. The device will reboot.

9. From a workstation, open up a web browser (such as Internet Explorer), and then enter

the device's IP address in the format http://xxx.xxx.xxx.xxx (the xxx's represent the

device's IP address). If connected properly, you should see a CentreWare Internet

Services web page for your device.

10. Create a Repository setting.

a. Select the Print/Scan Services tab.

b. Select Job Templates.

c. Select the Display Job Template Screen button.

d. Select File Repository Setup.

e. Enter the appropriate information to name this repository setting and provide a

path to the repository folder previously created on the FTP or SMB server. The

Port setting can be left blank. (For Anonymous FTP, a value must be entered in

the password field).

Network Scanning Setup (Optional)

f. Select Apply.

Note

If prompted to enter a User Name and Password, the default settings are 11111

and x-admin respectively.

11. Create a Template.

a. Select the Template button.

b. Select Create New.

c. Enter a name for the template.

d. Select Public for the Repository Type. The repository created above should

appear in the window.

Note

A private template does not require separate repository settings, since the routing

information is entered directly into the template itself.

e. Select Next.

f. Make selections as needed to define the properties of the scanned files created by

this template.

g. Select OK.

Procedure for Network Scanning

1. At the device select All Services and Network Scanning.

2. Select a template from the list. You can also change any other value from the control

panel without impacting the template configuration; only the current job will be

affected.

3. Load a sample document into the document feeder.

4. Press the green Start button. The job is sent to the server using FTP or SMB protocol

as defined within the template.

5. From a workstation, log on to the FTP or SMB Server. Navigate to the repository

(destination) that was specified earlier. Your scanned document is located in that folder.

Note

If remote authentication has been enabled, a separate login screen appears when

the Network Scanning feature is selected. Documents are not scanned unless the

remote authentication server authenticates user access.

Scan to FTP/SMB (Optional)

Files can be scanned on the multifunction device and routed to a server or a client using FTP

or SMB protocols. Directory structures (repositories) need to be created on the server to hold

the scanned documents.

See also:

System Administrator Guide: Contains more detail concerning Scan to FTP/SMB setup.

User Guide: Contains information on how to set up templates and repositories.

Prerequisites for Scan to FTP/SMB

Confirm that:

1. An existing operational network utilizing TCP/IP is available.

2. FTP/SMB Server/Client exists and is running.

3. A repository (folder) exists on the FTP/SMB server to hold the scanned document. A

User account for the device must be created on the server that allows access to the

repository folder.

Procedure for Scan to FTP/SMB

1. Power on the device.

2. Press Login/Logout, then type the UserID 11111 and press Confirm.

3. From the System Administrator menu, select System Settings.

4. Select System Settings.

5. Select Network Settings.

6. Select Port Settings.

7. Enable the following ports by highlighting each port and select Change Settings.

a. Internet Services (HTTP).

b. FTP Client Port or SMB Port (depending on which protocol is used).

c. SNMP Port.

d. SOAP Port.

8. Select Close several times then Exit. The device will reboot.

9. Select All Services.

10. On the touch screen, select Scan To FTP/SMB.

11. Select the FTP button.

12. Select the desired protocol for this scan and select Save.

13. Enter all the information required. See the User Guide for more detailed information.

Select any field to access a keyboard for data entry. Select Save after each complete

entry.

14. Load a sample document into the document feeder.

15. Press the Start button.

Scan to FTP/SMB (Optional)

16. From a workstation, logon to the FTP/SMB server. Navigate to the directory path

(repository) that was set up earlier on the server. Your scanned document can be found

in the specified directory.

Note

If remote authentication has been enabled, a separate login screen appears when

the Scan to FTP/SMB feature is selected. Documents are not scanned in unless the

remote authentication server authenticates user access.

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