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Fully Using User Box Functions

Settings Anyone can Change

To register a Public, Personal, or Group User Box ([Public/Personal User Box])

To display:
  • [Utility]
    • [One-Touch/User Box Registration]
      • [Create User Box]
        • [Public/Personal User Box]

Register a Public User Box. If user authentication or account track is installed on this machine, you can register Personal and Group User Boxes. To register a new one, tap [New].

Settings

Description

[User Box No.]

Registration number of the box. [User Box No.] is automatically registered from a lower number that is not used. When specifying a number, tap [User Box No.], and enter the value between 1 and 999999999.

[User Box Name]

Enter the User Box name that appears on the Touch Panel (using up to 20 characters).

Assign a name that helps you easily identify the User Box.

[Password]

To use a password to restrict usage of the User Box, enter the password (using up to 64 characters).

[Index]

Select a corresponding character so that a User Box can be index searched with [User Box Name].

[Type]

Select [Public], [Personal], or [Group] depending on User Authentication or Account Track settings.

  • If [Personal] is selected, you can change the owner user if necessary. Tap [Change Owner], and select the user you wish to change.

  • If [Group] is selected, you can change the account name if necessary. Tap [Change Account Name], and select the account name you wish to change.

[Auto Document Delete Time]

Specify the period from the date/time when a file was saved in, last printed, or sent from a User Box to the date/time when it is to be deleted automatically.

  • When specifying the time in units of days, select [1 day], [2 days], [3 days], [7 days], or [30 days].

  • When specifying the time, tap [Time] and enter a value between five minutes and 12 hours (in increments of one minute).

  • To keep the files in the box, select [Save].

If the administrator has determined the delete time, you cannot set this option.

[1 day] is specified by default.

[Confidential RX]

Select whether to add the confidential RX function to the User Box.

To add the confidential RX function, tap [Confidential Rx] and enter the password for confidential fax reception (using up to eight characters). Enter the password twice for confirmation.

The entered password is required for sending a fax using Confidential TX to this machine. Inform the sender of the password you entered here.

This function cannot be specified simultaneously with [Auto Save Document to MFP Shared Folder].

To use this function, the optional Fax Kit is required.

[Auto Save Document to MFP Shared Folder]

Select whether to automatically register the files saved in the Public User Box to the SMB folder.

This option is available when the Share SMB File function is enabled in this machine.

This function cannot be used simultaneously with the [Confidential RX].

If you select [ON], select whether to encrypt SMB communications with the client machine in [SMB Communication Encryption]. To use the encryption function, the password must be specified for the User Box. Enabling encryption accesses only from client machines of SMB 3.0 or later.

[OFF] is specified by default.

  • To change the User Box settings you have registered, select the User Box name and tap [Edit].

  • To delete an existing User Box, select the User Box name and tap [Delete].

To customize the initial display of the main screen in the User Box mode ([User Box Settings])

To display:
  • [Utility]
    • [User Settings]
      • [Custom Display Settings]
        • [User Box Settings]

Change the default main screen in the user box mode.

Settings

Description

[Default Tab]

Select the Main Screen for the [Public], [Personal], [System], or [Group] User Box.

For details, refer to Here.

[Shortcut Key 1]/[Shortcut Key 2]

Displays a shortcut key to the System User Box on the Main Screen.

For details, refer to Here.

Settings only the Administrators can Change

To register the Annotation User Box ([Annotation User Box])

To display:
  • [Utility]
    • [Administrator Settings]
      • [One-Touch/User Box Registration]
        • [Create User Box]
          • [Annotation User Box]

Creates a User Box to automatically add the Date/Time and Annotation to files during printing or sending. To register a new one, tap [New].

Settings

Description

[User Box No.]

Registration number of the box. [User Box No.] is automatically registered from a lower number that is not used. When specifying a number, tap [User Box No.], and enter the value between 1 and 999999999.

[User Box Name]

Enter the User Box name that appears on the Touch Panel (using up to 20 characters).

Assign a name that helps you easily identify the User Box.

[Password]

To use a password to restrict usage of the User Box, enter the password (using up to 64 characters).

[Count Up]

Select the unit for adding a number to a file, By Job or By Page.

  • [By Job]: Adds a number per file. Even if a file has multiple pages, a same number is added to the file as one job.

  • [By Page]: Adds a number per page.

[By Job] is specified by default.

[Stamp Elements]

As necessary, specify the fixed text, date and time, and print position to be added to a file.

  • [Secondary Field]: Add any text at the beginning of the annotation (using up to 20 characters).

  • [Date/Time]: Select the format for the date and time.

  • [Density]: Select the density of characters of the date and time and annotation to be printed.

  • [Number Type]: Select the digit number of annotation.

  • [Print Position]: Select a position in which the annotation is printed.

  • [Primary Field]: Add any text (using up to 40 characters).

[Auto Document Delete Time]

Specify the period from the date/time when a file was saved in, last printed, or sent form a User Box to the date/time when it is to be deleted automatically.

  • When specifying the time in units of days, select [1 day], [2 days], [3 days], [7 days], or [30 days].

  • When specifying the time, tap [Time] and enter a value between five minutes and 12 hours (in increments of one minute).

  • To keep the files in the box, select [Save].

  • If you add an annotation for copy but do not need to store or reuse the file, select [Do Not Keep].

[1 day] is specified by default.

  • This function is available when the Web browser function is disabled. When the optional Extension Memory is installed, this function is available regardless of whether the Web browser function is enabled or disabled.

  • To change the Annotation User Box settings you have registered, select the User Box name and tap [Edit].

  • To delete an existing Annotation User Box, select the User Box name then tap [Delete].

To collectively delete empty User Boxes ([Delete Unused User Box])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [Delete Unused User Box]

A User Box in which no files are saved is recognized as an unnecessary User Box and deleted.

To delete a User Box, select [Yes] and tap [OK].

To delete all files in the Secure Document User Box ([Delete Secure Print Documents])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [Delete Secure Print Documents]

All files saved in the Secure Print User Box are deleted.

To delete the files, select [Yes] and tap [OK].

To automatically delete files in the Secure Document User Box after the specified time lapsed ([Auto Delete Secure Document])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [Auto Delete Secure Document]

Specify the time to automatically delete files from the Secure Print User Box, from the date/time the files were saved.

  • When specifying the time in units of days, select [1 day], [2 days], [3 days], [7 days], or [30 days].

  • When specifying the time, tap [Time] and enter a value between five minutes and 12 hours (in increments of one minute).

  • To keep the files in the box, select [Save].

[1 day] is specified by default.

To use the computer login name as the document ID for Secure Print ([Security Document Setting])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [Security Document Setting]

Select whether to allow the user to easily specify the document ID when performing Secure Print.

If you select [Release Secure Print], the computer login name is used as the document ID for Secure Print, so you can skip the entry of the document ID. When making prints on the machine, the user can display a list of document IDs on the Control Panel and easily specify the target document ID.

[Do Not Release Secure Print] is specified by default.

To automatically delete files in the Password Encrypted PDF User Box after the specified time lapsed ([Encrypted PDF Delete Time])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [Encrypted PDF Delete Time]

Specify the time to automatically delete files in the Password Encrypted PDF User Box, from the date/time the files were saved.

  • When specifying the time in units of days, select [1 day], [2 days], [3 days], [7 days], or [30 days].

  • When specifying the time, tap [Time] and enter a value between five minutes and 12 hours (in increments of one minute).

  • To keep the files in the box, select [Save].

[1 day] is specified by default.

To automatically delete files in the ID & Print User Box after the specified time lapsed ([ID & Print Delete Time])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [ID & Print Delete Time]

Specify the time to automatically delete documents in the ID & Print User BOX, from the date/time the document was saved or the date/time they were last printed.

  • When specifying the time in units of days, select [1 day], [2 days], [3 days], [7 days], or [30 days].

  • When specifying the time, tap [Time] and enter a value between five minutes and 12 hours (in increments of one minute).

  • To keep the files in the box, select [Save].

[1 day] is specified by default.

  • You can let the user select whether to delete the file from the ID & Print User Box after the file is printed. For details, refer to Here.

To specify whether to hold files in a User Box after they have been printed or sent ([Document Hold Setting])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [Document Hold Setting]

Specify whether to keep the file in the Public User Box, Personal User Box, Group User Box, or Annotation User Box after it is printed or sent.

Settings

Description

[Yes]/[No]

You can specify to hold or clear a file from the box after the file has been printed or sent.

[Yes] is specified by default.

[Delete confirmation screen.]

Select whether to display the deletion confirmation dialog box when keeping a file in a User Box.

If [ON] is set, the user can select whether or not to leave or not the file in the User Box after the file has been printed or sent.

[OFF] is specified by default.

To specify whether to allow you to print a file from USB memory or save a file to USB memory ([External Memory Function Settings])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [External Memory Function Settings]

Specify whether to allow users to print and read files from a USB memory device and to save files to a USB memory device.

Settings

Description

[Save Document]

Select whether to allow users to save files on a USB memory.

For details, refer to Here.

[Print Document]

Select whether to allow users to print files from USB memory.

For details, refer to Here.

[External Memory Document Scan]

Select whether to allow users to save files from a USB memory into a User Box.

For details, refer to Here.

To prohibit users from creating, editing, or deleting a User Box ([Allow/Restrict User Box])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [Allow/Restrict User Box]

You can enable or disable each user's ability to create, edit, and delete a user box.

If only the administrator creates, edits, and deletes User Boxes, select [Restrict].

[Allow] is specified by default.

To specify whether to hold a file in the ID & Print User Box after the file has been printed ([ID & Print Delete after Print Setting])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [ID & Print Delete after Print Setting]

Select whether to ask the user if they want to delete the file from the ID & Print User Box after it is printed, or to always delete the file after it is printed without requesting confirmation.

[Confirm with User] is specified by default.

To collectively specify the periods for storing files in User Boxes ([Document Delete Time Setting])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [Document Delete Time Setting]

For all the Public User Boxes, Personal User Boxes, and Group User Boxes, the administrator specifies the time to automatically delete files from the date/time the files were last printed or sent.

This delete time is used as the time to delete files from an existing User Box and from a User Box you will create.

Settings

Description

[Yes]/[No]

Allows the administrator to set the time to delete files from User Boxes automatically.

If set to [Yes], you cannot set a file delete time for each User Box when the box is created by [User Settings].

[No] is specified by default.

Delete Time

Sets a time to automatically delete files from a User Box.

  • When specifying the time in units of days, select [1 day], [2 days], [3 days], [7 days], or [30 days].

  • When specifying the time, tap [Time] and enter a value between five minutes and 12 hours (in increments of one minute).

  • To keep the files in the box, select [Save].

To automatically delete files in the SMB folder after the specified time lapsed when using the Share SMB File function ([Document in MFP Shared Folder Delete Time Setting])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [User Box Settings]
          • [Document in MFP Shared Folder Delete Time Setting]

If files in the Public User Box are shared on the network using the Share SMB File function, specify the period from the time when files are saved in the SMB folder via the Public User Box to the time when they are deleted automatically.

  • When specifying the time in units of days, select [1 day], [2 days], [3 days], [7 days], or [30 days].

  • To keep the files in the box, select [Save].

[1 day] is specified by default.

To specify whether to add an initial character of a scanned mode name to the file name of the scanned original data ([Function Mode Initial])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [Scan File Name Settings]
          • [Function Mode Initial]

Select whether to use an initial of the relevant function as a prefix for the file name. The following letters are used as prefixes for file name.

C: Copy

S: Scan/Fax or User Box

P: Print

[Attach] is selected by default.

To add any character string to the file name of the scanned original data ([Supplementary File Name])

To display:
  • [Utility]
    • [Administrator Settings]
      • [System Settings]
        • [Scan File Name Settings]
          • [Supplementary File Name]

Select whether to add a device name or desired text to the file name. To add desired text, enter it.

For the device name, use the name you specified by selecting [Administrator/Machine Settings] - [Input Machine Address] - [Device Name].

[Device Name] is set by default.

To specify the maximum number of User Boxes that can be created for each user ([Maximum Number of User Boxes])

To display:
  • [Utility]
    • [Administrator Settings]
      • [One-Touch/User Box Registration]
        • [Maximum Number of User Boxes]

Specify the maximum number of user boxes that can be created for each user.

Settings

Description

[Max. No. of Use Boxes]

Set the maximum number of User Boxes that can be created for each user or not. A User Box type ([Public]/[Personal]/[Group]) can be selected according to the user authentication and account settings.

To set an upper limit of User Boxes, select a User Box type, select the user name or account name, then tap [ON].

[Maximum Number of User Boxes]

If [Max. No. of Use Boxes] is set to [ON], enter the maximum number of User Boxes to create. Tap [Apply] to apply the upper limit.

The allowable range of the maximum number of User Boxes is 0 to 1000.

  • If the maximum number of User Boxes is set to "0", you cannot create new ones.

  • If the selected user has already created three User Boxes, for example, you can set the maximum number of User Boxes within the range of 3 to 1000.

To specify a User Box administrator who manages files in User Boxes ([User Box Administrator Setting])

To display:
  • [Utility]
    • [Administrator Settings]
      • [Security Settings]
        • [User Box Administrator Setting]

If necessary, assign a user box administrator if the user authentication has been adopted into this machine.

The User Box administrator can register or delete User Boxes of all users and also use files in User Boxes and System User Box. If [External Memory] is selected for the System User Box, only the file printing is available.

If the administrator of this machine wishes to delegate the User Box management or the management of files in the User Box to a particular person, assign a User Box administrator.

Settings

Description

[Allow]/[Restrict]

Allows the User Box administrator to control User Box files or not.

[Restrict] is specified by default.

[Password Setting]

Enter the password of User Box Administrator (using up to 64 characters).

[E-Mail Address]

Enter the E-mail address of the User Box Administrator (using up to 128 characters).

If the total file size in the SMB folder exceeds 90% of the available hard disk capacity, a notification is sent to the E-mail address of the User Box administrator. If the User Box administrator's E-mail address has not been set, a notification is sent to the E-mail address of the machine administrator.

To log in as a User Box administrator, enter the following information on the login screen.

  • [User Name]: boxadmin

  • [Password]: Password specified above