Muratec MFX-2570 Automatically Distributing Received Documents

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OfﬁceBridge Administrator Settings

Automatically Distributing Received Documents 3-83

Automatically Distributing Received Documents

In OfﬁceBridge, you can specify conditions for automatically distributing received fax and

internet fax documents to a speciﬁed location (user folders or the shared folder, etc.)

For example, you can set to automatically distribute documents in the following cases:

Forwarding a fax document received from a supplier to multiple staff members.•

Forwarding a fax document transmitted to the headquarters from a supplier to branch •

ofﬁces by e-mail, while simultaneously printing it at the headquarters.

Auto Distribution Function

The “auto distribution function” automatically distributes received faxes or internet faxes.

You can specify auto distribution settings to distribute received faxes to a speciﬁed

location.

Mr. A Ms. B

Ms. C

• Auto distribution settings specified

(sender: Company ABC)

• “Reception” distribution (Mr. A)

• “E-mail” distribution (Ms. C)

• “Shared Reception” distribution

Sender:

Company ABC

Shared reception

Reception

Internet

Internet

To perform distribution, it is necessary to set “conditions” and a “destination”.

Destination Conditions

User Box, Shared Rx Box, Deleted Documents

Box, destinations registered in the address book,

shared folders

Destination fax numbers, e-mail (addresses,

subjects)

Contents

Main Page How to Read This Manual Operational and Safety Information Caution Warning About the screens Contents Chapter 1 Overview of OfceBridge Chapter 2 Operating the Various Functions Chapter 3 OfceBridge Administrator Settings Chapter 4 Operating Utilities Page Chapter 1 Overview of OfceBridge Introduction to OfceBridge Managing Faxes as Digital Documents Page Page OfceBridge Usage Environment Screens Used in OfceBridge Login Screen User ID Entry Box User ID Selection Machine Status Screen Document List Screen Header Names and Functions Overview of OfceBridge Footer Names and Functions Function Buttons Displays the functions you can use on the displayed document list screen. Page Page Page Tx Box, Rx Box, and Shared Rx Box Document List Page Page Overview of OfceBridge User Box and Shared Box Document Lists Page Page Chapter 2 Operating the Various Functions Logging In / Logging Out Logging In Connecting to OfceBridge Start the Web browser. Enter the IP address of the machine in the Address bar of the Web browser, Logging In From the User List Click the user name in the user list. Enter the Password, and click [Login]. Logging In By Entering a User ID Enter the User ID and Password, and click [Login]. Page Page Performing an Administrator Screen Login Click [Admin Login]. Enter the administrator password, and click [Login]. Logging Out Click [Logout]. Transmitting Documents Transmitting Documents in a Document List Page Page Adding and Deleting Documents Open the transmission screen and specify the destinations. Click [Select Doc]. Select the box from the Document Box pull-down menu. Select the documents to add from the document list, and click [Add]. Specifying Advanced Communication Settings You can specify a transmission time and add body text for an e-mail. Open the transmission screen and specify the destinations. Click the [+] to the left of Advanced Settings. Specify the required settings. Retransmitting Documents Canceling Transmission Specifying Destinations Manual Entry Enter the destination fax number or e-mail address in the entry box on the transmission settings screen. (See page 2-10.) When you attach a cover page, enter the name and company name of the Using the Address Book You can use the address book with destinations registered in advance. On the transmission settings screen Select a destination from the address book, and click one of the following buttons to add it to the destination list. Selecting Users or Groups as Destinations Using LDAP ( Lightweight Directory Access Protocol) Server Page Forwarding Documents Forwarding Documents in a Document List Setting the Document Name, Category, Comments, and Hold Time Specify each setting as necessary. User and User Group Settings Select User Box in the Destination eld, and click [Select]. Select User or Group from the User pull-down menu. Forwarding Documents Created in Application Software Page Page Printing Documents Printing Documents in a Document List Searching for Documents Simple Searching Advanced Searching Page Checking and Changing Document Information Viewing the Documents in a Document List Checking and Changing Document Information Registering Sender Distribution Conditions Page Downloading Documents Downloading Documents in a Document List Select the le format for the le to download. Page Deleting Documents Deleting Documents in a Document List Deleting Documents in the Deleted Documents Box Page Checking the Jobs or History Checking / Canceling a Communication Job in Progress Checking Communication Jobs Canceling Communication Jobs You can cancel communication jobs to delete them from the Communication Job screen. Log in to OfceBridge as a user or a guest. Click [Machine Information], and then Communication Job. Select the job to cancel on the communication job screen. Checking / Canceling Print Jobs in Progress Checking a Print Job Click [Machine Information], and then Print Job. Canceling Print Jobs You can cancel print jobs to delete them from the print job screen. Select the job to cancel on the print job screen. Checking the Communication History Checking the Communication History To conrm the details for the communication, click the for the job. Press [Back] to return to the communication history screen. Page Checking the Print Job History You can check the document print job history. Up to 200 print job hisotries can be displayed. Log in to OfceBridge as a user. Click [Machine Information], and then Print Job History. Forwarding Documents Forwarding Received Documents Log in to OfceBridge as a user. Click [User Information], and then User Box Forwarding Settings. Register the various user box forwarding settings. Specifying Forwarding Destinations Specifying From the Address Book Click [Shared] or [Personal] from Address Book in Fax / E-mail Destinations. Select a destination from the address book, and click [Fax] or [To]. Manually Entering a Fax Destination or E-mail Destination Specifying Using a Folder Shortcut Page Specifying From the User List Click [Select] in the Users eld. Select a user from the list of users, and click [Add] or [To]. Setting the Attachment File Format and Forwarding Period You can specify the le format and forwarding period to use when forwarding documents. Page Page Chapter 3 OfceBridge Administrator Settings Page Administrator settings list Page Registering Users User Registration Screen Registering a User Up to 200 users can be registered. Log in to OfceBridge as a user. Click [User Information]. Register the user information. Page Changing User Information Copying Existing User Information to Register a New User Deleting User Information Importing User Information From an External File Click [Import]. Exporting User Information to an External File Creating Address Books Address Book List Screen Page Registering New Destinations Page Registering the Sender of a Received Document to the Address Book Copying Existing Destination to Register a New Destination Registering Destination Using an LDAP Server Set the search method. Set the search parameters. Enter the string to search for in the entry box. Click [Search]. Page Deleting Destinations Importing Destination From an External File Page Page Page Page Exporting Destination to an External File Grouping Multiple Destinations Click [Group]. You can select whether to register the group as a personal or shared group. Set the group name. Select the destinations to register. Click a transmission destination registration button. Page Page Page Deleting a Group Registering Shortcuts Setting Folder Shortcuts Registering a New Folder Shortcut Log in to OfceBridge as a user. Click [User Information], and then [Shortcut]. Page Page Browsing for a Folder Path to Enter Page Page Setting FTP Shortcuts Page Page Page Page Setting Templates Setting Document Names Registering a New Document Name Log in to OfceBridge as a user. Click [User Information], and then [Templates]. When the number already exists, a message is displayed with three unused numbers. Page Page Setting Document Categories Changing a Document Category Page Setting E-mail Templates Changing an E-mail Template Page Page Setting the Connection Environment Setting the Network Environment Page Page Page Page Page Page Setting the E-mail Operating Environment Page Page Setting the Directory Database Environment LDAP Server Settings List Screen Registering New LDAP Server Search Settings Up to 5 server settings can be registered. (See page 2-7.) Click [Machine Settings], and then [LDAP Server Settings]. Page Page Page Deleting LDAP Server Search Settings Setting Communication Device Monitoring / Control Page Page Page Specifying Device Settings Specifying Other Network Settings (See page 2-7.) Click [Machine Settings], and then [Machine Setup]. Click Other Network Settings. Page Specifying User Install Mode Settings Specifying Default Machine Settings Settings Regarding Settings Automatically Distributing Received Documents Auto Distribution Function Setting Auto Distribution (General Settings) You can specify the general settings for auto distribution. (See page 2-7.) Click [Machine Management Settings]. Click [General]. Set the distribution information. Page Setting Auto Distribution (Individual Settings) Page Page Specifying Distribution Destinations Specifying OfceBridge Users Page Specifying Address Book Destination Page Performing an Auto Distribution Test Click [Execute]. Copying Existing Auto Distribution Settings to Create New Settings Deleting Auto Distribution Settings Usage Management Checking the Usage Status Displaying the Access/Cost Accounting History Printing the Entire Usage Management History Click [Print] on the Cost Accounting screen. Page Setting the Management History (See page 2-7.) Click [Machine Management Settings], and then [Usage Management]. Click User Access/Cost Account. Resetting the Counters (See page 2-7.) Click [Machine Management Settings], and then [Usage Management]. Click User Access/Cost Account. Click [Reset]. Displaying and Copying Machine Settings Setting the Machine Status (See page 2-7.) You can register the following items. The other machine status items that are displayed are indicated below. Exporting Machine Settings Importing Machine Settings (See page 2-7.) Click [Browse] in Maintenance Setting. Select the le to import, and click [Open]. Click [Import]. Specifying Document Box Settings Page Page Page Saving Transmitted Data (Archive Settings) Specifying Archive Settings (See page 2-7.) Click [Machine Management Settings], and then [Archive Settings]. Page Specifying the Archive Destination Specifying From the Address Book Page Page Page Backing Up Documents Specifying Backup Settings Page Specifying the Backup Document Display (See page 2-7.) Click [Machine Management Settings], and then [Backup Settings]. Click Backup Document Display. Page Page Page Setting Security Setting User Policies Regarding the User Policies Registering a New User Policy Page Page Page Default Security Settings Page Deleting a User Policy Select the checkbox of the user policy you want to delete. Setting the Machine Policy Regarding the Machine Policy Authentication Methods Setting the Machine Policy Page Page Setting Access Restrictions (See page 2-7.) Click [Machine Management Settings], and then [Secure Settings]. Click Network Filtering. Page Page Specifying SSL Certicate Settings Page Page Click [Initialize] to restore the default settings. Setting ScanTag ScanTag Settings Screen ScanTag Settings You can register ScanTag settings. Up to 20 can be registered. (See page 2-7.) Click [Machine Management Settings], and then [ScanTag Settings]. Specify the detailed ScanTag settings. Page Click [Tag Setting]. Page Repeat steps 6 to 8 to register all you desired tag settings. Click [Back] and return to the ScanTag Registration screen. About the ScanTag le name Page Chapter 4 Operating Utilities Managing Events (InfoMonitor) About InfoMonitor Page User Monitor Settings Screen Page Page Page Manually Registering (Adding) Machines to Monitor You can also manually register machines to register. Open the User Monitor Settings screen. Select Enter machine manually. Set the detailed information for the device. Page Page You can set the following items. Page Manually Specifying Monitor Settings You can also manually specify monitoring settings. Open the User Monitor Settings screen. Select the entry to set, and click Detail Settings. Select Enter machine manually. Selecting Notication Events You can select the types of events to notify the user of using popup messages. Open the User Monitor Settings screen. Select the user to select the notication events. Click [Notication items]. Page Page Using InfoMonitor Viewing the Event History Right-click the icon in the task tray. Click [Event Log Viewer]. Regarding the Event Log Viewer Screen The events to display can be set on the Notication items screen. (See page 4-14.) Page Page Page Page Creating Cover Pages (CoverPage Editor) Page CoverPage Editor Editing Screen The part names and functions of the CoverPage Editor editing screen are described below. Part Names and Functions Menu bar Page Toolbar Standard tools Font tools Draw Object tools Quick Access tools Status Bar Object Types CoverPage Editor has the following types of objects. Cover Page Creation Procedure Creating a Phrase . Click Page Page Page Page Page Page Page Page Specifying Object Settings Opening Cong Object Click the tabs and specify each setting. List of Object Settings Font tab Colors and Lines tab Cong tab Editing an Object Selecting, Moving, and Deleting Objects Copying, Cutting, and Pasting Objects Moving an Object to Forward or Back Moving an Object to the Front or Back Plane Aligning Objects You can align multiple objects to the left, right, top, or bottom. Click (the Select tool), and select the object. Perform one of the following operations. Page Click [Close] to close the preview screen. Uploading Cover Pages to OfceBridge Setting the OfceBridge IP Address Select Upload Settings from the File menu. Uploading a Cover Page