Document Management Fields | Xerox 440, 432, 430, 426, 425, 420

Document Management Fields

The Document Management Fields feature allows users to include variable programmable data with a job when it is being scanned to a repository. The scanned job will be stored with this information in the Job Log. The Job Log can then be accessed by third party software and the Document Management information retrieved with the scanned file.

The following describes the options available when creating a template with Document Management Fields information:

Field Name: defines a name for the Document Management Fields data. This value is not shown on the Document Centre touch screen. The Field Name is used by the third party software to access the Document Management Fields data. Up to 128 characters can be entered. This option cannot be left blank.

Control Panel Prompt: defines the prompt message that is to be displayed to the user at the Document Centre. Up to 50 characters can be entered although only 25 characters will be displayed on the touch screen. This option is displayed, but cannot be edited at the touch screen.

Default Value: defines the actual data that is to be assigned to a particular Control Panel Prompt. This value can contain any value, including blanks and can be edited by the user at the machine. Up to 128 characters can be entered although only 60 will be displayed at the machine.

The Field Name, Control Panel Prompt and Default Value are referred to as a single Document Management Fields entry. Up to six entries can be programmed for each template.

NOTE: Contact the Xerox representative for more information about the Third Party Software that can be used to access image files referenced with Document Management Fields data.

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Xerox Document Centre 440/432/430/426/425/420 User Guide

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Xerox 440, 432, 430, 426, 425, 420 manual Document Management Fields

Contents

Xerox Document Centre 440/432/430/426/425/420 User Guide AL7 1HE England About This Guide Product Overview Changing the Default Time Settings Copy More Features Embedded Fax Fax Media Print Network Scanning Authentication Mode E-mail Mail 10Paper and other media 10-1 Internet ServicesPrint Completed Print Jobs Queue 11Setups 11-1 12Maintenance 12-1 13Problem Solving 13-1 14Specifications 14-115Glossary 15-1 Xerox Document Centre 440/432/430/426/425/420 User Guide About This Guide Xerox Welcome Center LEF Orientation ConventionsOrientation SEF Orientation Bracket text typeface Italic typefaceQuick Pathway Hints Related Information Sources Safety Notes Xerox Document Centre 440/432/430/426/425/420 User Guide Safety Standards AgencyStandard Regulatory Information FCC PartICES-003 Send Header Requirements Data Coupler Information Xerox Document Centre 440/432/430/426/425/420 User Guide Canadian CSO3 Laser Safety About This Guide Environmental Compliance Energy StarEnvironmental ChoiceM Illegal Copying Xerox Document Centre 440/432/430/426/425/420 User Guide About This Guide Ground Fault Interrupter GFI DC426/420DC440/432/430/425 Product Overview Identifying the machine components Product Overview Optional Components Product Overview Xerox Document Centre 440/432/430/426/425/420 User Guide Power ON/OFF Powering OnDC440/432/430/425 DC426/420 Powering Off Power Save Modes Stand-by Mode Low Power ModePower Save Mode Auto Off/Sleep Changing the Default Time Settings ¾ Enter the password using the keypad and select Enter Xerox Document Centre 440/432/430/426/425/420 User Guide Recycled Paper Features button Job Status button Machine Status button Modes Features button All Services ¾ Select All Services.The pop-up window will be displayed Job Status button¾ Select Other Queues to display the queues available Machine Status button Machine Information Paper Supply Status Faults Reports and CountersPrint Reports Account Information Counters Product Overview System controls Job Interrupt Auditron Access Screen Using the Help ? button Information Sources Labels User Documentation Copy Copying procedure Load the documentsDocument Feeder Copy Document Glass Pic of document feeder being raised Select the Features button Constant Velocity Transport Glass Select the features Enter the quantity DC440/432/430/425 DC426/420 Select Start Identify the copy job in the Print Queue Standard Features Copy Output Collated Uncollated Automatic Stapling using the Finisher Manual Stapling using the FinisherStapled optional Convenience Stapler optional Sides Imaged Orientation Reduce/Enlarge Portrait ImagesLandscape Images Head to HeadHead to Toe Reduce / Enlarge options Paper Supply Paper Supply options Image Quality Image Quality options Added Features Copy Image Adjustment tab Copy Original Size DC440/432/430/425/Original Input DC426/420 ¾ Select Original Size ¾ Select Added Features ¾ Select Original Size To produce size for size copies Bound Originals To produce reduced / enlarged copies Bound Originals options Image Shift Image Shift options¾ Select Save and Save again Expert Image Quality ¾ Select Added Features ¾ Select Image Adjustment EraseExpert Image Quality options Edit optional Erase options¾ Select Border Erase or Edge Erase ¾ Select Added Features and then Image Adjustment ¾ Select Area Edit Area Edit options ¾ Select Page Edit Edit DC426/420 Edit options Output Format Copy Transparencies ¾ Programme Change Tray Attributes Up 2 Up DC426/420 Transparency options ¾ Select Added Features and then Output Format On the DC426/420 ¾ Select Added Features ¾ Select Output Format Annotation Annotation options Programming a new comment ¾ Select Save ¾ The comment will be displayed in the list Inserts Copy Booklet Creation Covers DC440/432/430/425 ¾ Select Booklet Creation in Output Format Covers options ¾ Select Blank Covers or Printed Covers Copy Job Assembly Copy Build Job Copy Stored Jobs To store a job Copy To retrieve a stored job To delete a stored job Managing Copy Jobs Print QueueQuick Pathway ¾ Select Job Status on the control panel Xerox Document Centre 440/432/430/426/425/420 User Guide Copy Completed Print Jobs Queue Fax Embedded Fax Procedure Sending a Fax using Embedded Fax Load the documents Dial the number Select Start Fax Status Xerox Document Centre 440/432/430/426/425/420 User Guide Standard Features Embedded Fax Resolution Original Type ¾ Select Sides Scanned to access the options available Sides Scanned Dialing Next Destination Dialing Characters ¾ Select Next Destination. The number appears in the list Xerox Document Centre 440/432/430/426/425/420 User Guide Telephone Xerox Document Centre 440/432/430/426/425/420 User Guide Keypad Speed DialSelect this Enter this Results Button Data Dial Directory Next Destination Fax More Features Embedded Fax Advanced Features Reports and Setups ¾ Select More Features and then Cover Letter Cover Letter Cover Transmission Report ¾ Select More Features ¾ Select Transmission Report¾ Select More Features ¾ Select Lighter/Darker Lighter/Darker Communication Mode DC440/432/430/425 ¾ Select More Features ¾ Select Communications Mode Delayed Start ¾ Select More Features ¾ Select Delayed Start ¾ Select More Features ¾ Select Send Priority Send Priority DC440/432/430/425 Advanced Features Embedded Fax Build Job Poll Remote Fax ¾ Select Poll Remote Fax Store for Polling Free PollingFree polling Secure polling Secure Polling Delete documents Polling Password Button¾ Select Polling Password Print documents Fax Mailbox Store to Mailbox Print from Mailbox Delete Mailbox Contents ¾ Select More Features ¾ Select Advanced Features Original Size DC440/432/430/425/Mixed Size Originals DC426¾ Select Start Reports & Setups Embedded Fax Fax Reports Fax Report OptionsActivity Report Answer Mode ¾ Select Answer Mode Dial Directory Setup Individual Xerox Document Centre 440/432/430/426/425/420 User Guide ¾ The Cover Letter screen will appear ¾ Select the ‘From’ Comment’ Deleting a number from the Dial Directory Group Fax To send a Group Fax Comment Setup¾ Select Comment Setup in Reports & Setups ¾ Select Dial Directory ¾ Select Transmit Header Print feature in Reports & Setups Transmit Header Print Server Fax Procedure 440/432/430/425 Sending a Fax using Server Fax Load the documents ¾ Using the numeric keypad, enter the fax number Standard Features Server Fax Original Type Sides Scanned Send List/Phonebook Phonebook ¾ Select Phonebook or Send List Dialing Characters Dial pause Long Pause Group Dial \ Keypad More Fax Features Server Fax ¾ Select More Fax Features ¾ Select Lighter/Darker Original Input Size Original Size Options ¾ Select More Fax Features ¾ Select Delayed Start Authentication Mode Server Fax Login Guest Access Login Network Authenticated Access ¾ Select Network Authenticated Access and then select Enter Login Guest Access and Network Authenticated AccessChanging the Authentication Service ¾ Select Guest Access ¾ Select Access Logging Off LAN Fax Features LAN Fax Local Area Network Fax Managing Fax Jobs Fax Queue Xerox Document Centre 440/432/430/426/425/420 User Guide Completed Fax Jobs Queue Xerox Document Centre 440/432/430/426/425/420 User Guide Fax Xerox Document Centre 440/432/430/426/425/420 User Guide Media Print Using Media Print ¾ Select All Services ¾ Select Media Print Xerox Document Centre 440/432/430/426/425/420 User Guide Network Scanning Network Scanning Summary Box Features Templates and template list Hint Only one template can be selected at a time Public and Private Templates Private Repository Xerox Document Centre 440/432/430/426/425/420 User Guide Image Adjustment Scanning Original Size Basic Image Quality Basic Image Quality Options¾ Select Basic Image Quality Sides Imaged Options Reduce/Enlarge Options ¾ Select Reduce/Enlarge Stored Image Settings Stored Image Settings Options Erase Output Format or Filing Setups Server IP Address /Server Name Document Path / Volume Document Name or Document Folder Login Name/Password If File Already Exists or Filing Policy Document Management Fields DC440/432/430/425 Network Scanning ¾ Select All Services ¾ Select Network Scanning ¾ If required, select and change the options ¾ Select Save Authentication Mode Network Scanning Characters if required Login Guest Access and Network Authenticated Access ¾ Select Access ¾ Select OK Managing Scan Jobs Scan Queue Completed Scan Jobs Queue DC440/432/430/425 Destination Type Owner Status Scanned/Filed Display Xerox Document Centre 440/432/430/426/425/420 User Guide Mail Standard Features Entering a manual E-mail address Using the Address Books Public Address Book Internal Address Book Image Adjustment Original Size Adjusts the settings for the output Sides Imaged Stored Image Settings Erase Output Format Reply to¾ Select Reply to Authentication Mode E-mail Login Network Authenticated Access Login Guest Access and Network Authenticated Access Changing the Authentication Service Logging Off Managing Scan Jobs Completed Scan Jobs Queue Mail Xerox Document Centre 440/432/430/426/425/420 User Guide Print Print Driver Features Print Xerox Document Centre 440/432/430/426/425/420 User Guide Tower Mailbox Managing Print Jobs Print Xerox Document Centre 440/432/430/426/425/420 User Guide Completed Print Jobs Queue Xerox Document Centre 440/432/430/426/425/420 User Guide Internet Services Interface Options Standard Features Internet ServicesFeature pages Function Action Pages Apply new settings, settings Services Tab Radio ButtonsCancel Restore Settings Services Tab ¾ Select ServicesJob Submission ¾ Select Services ¾ Select Stored Templates Stored Templates Queue Tab Status Tab Properties Tab ¾ Select Properties Power Saver Properties FeaturesContention Management Interfaces Public Address Book this feature is Feature Name Action ServicesLdap Lightweight Directory Access Authentication Server DC440/432/430/425 Default Template Repository SetupTemplate Pool Setup Print Setup Feature Name Action Portfolio Maintenance Tab Assistance Tab ¾ Select Assistance Scanning with Internet Services Public and Private Repositories Template Pools Template ManagementTemplate Summary Template Services Path to Document Services Parameters Description Login NameFax Immediate or Delayed NetWare Local Services Parameters DescriptionPrint Number of Copies Copy Staple if Finisher option is Image Size Services Parameters Description SharpnessSame as Original default auto Original Size Reduce/Enlarge Edge/Border Erase Document Management Fields Creating a new template ¾ Select Stored Templates ¾ Select Apply New SettingsTemplate Operations Modifying a template ¾ Select Stored Templates Scan to File Copying a template ¾ Select Stored TemplatesDeleting a template ¾ Select Stored Templates Retrieving a Scanned Document using PaperPort Scanning to a public repositoryTo scan to a private repository Hint For best results select Text in Original Type Scan to Fax Scan with Local Copy Problem Solving Paper and other media Loading paper Preparing paper for loadingLoading the paper trays ¾ Pull out the paper tray towards you Xerox Document Centre 440/432/430/426/425/420 User Guide Paper and other media Bypass Tray Bypass Tray with the Left Tray Bypass Tray with the High Capacity Tray Finisher Envelope Tray optional Loading the Envelope Tray High Capacity Feeder optional Loading the High Capacity Feeder Auto Tray Switching Storing and Handling Paper Media Use Specifications Other mediaMedia Uses and Special Considerations High Capacity Feeder load Media Trays 1, 2, 3, 4 load LEF Other Trays 1, 2, 3, 4 load LEF or Cover stock Booklets Xerox Document Centre 440/432/430/426/425/420 User Guide Setups Setup Procedures Key Operator Tools System Administrator Tools Auditron Administrator Tools Changing the Settings Access the Setup ToolsOwner Tools ¾ Select Save or Cancel Machine Setups Quick Pathway ¾ Select Access Control Panel Access the Machine Setups Paper Tray Setups ¾ Select Paper Trays Date/Time Setup ¾ Select Date/Time ¾ Select Date SetupDate ¾ Select Time Setup Time¾ Select Save and Close Timers Walkup Screen¾ Select Walkup Screen Auto Clear Low Power¾ Select Low Power ¾ Select Auto Clear ¾ Select Power Save or Auto Off ContentionPower Save Auto Off ¾ Select Contention Localization Interrupt ButtonPriority or Print Queue Priority ¾ Select Localization Additional Setups Report Languages¾ Select Report Languages ¾ Select Touch Screen Contrast Touch Screen ContrastCustomer Support Number ¾ Select Customer Support Number ¾ Select Paper Sizes Paper SizesMachine Serial Number ¾ Select Machine Serial Number Xerox Supplies Number / Supplies Tel. Number ¾ Select Xerox Supplies Number or Supplies Tel. Number Fault Override Accessing Fault Override Unavailable Features Disabled Component Service Disabled Feature/Result Feature Collated Left Tray Destination Tray, Tower Disabled Component Service/ Feature Disabled Feature/Result Copy Setups Access the Copy Setups¾ Select Copy Setups Defaults ¾ Select Defaults Normal Custom Image Quality ¾ Select Sides Image Portrait Images Landscape Images Head to Head Margin Shift DC440/432/430/425 ¾ Select Expert Image Quality Erase DC440/432/430/425 ¾ Select Border Erase Edge Erase DC440/432/430/425 ¾ Select Edge Erase Fax Setups Access the Fax Setups¾ Select Fax Setups ¾ Select the option required ¾ Select Fax Setups Server Fax Setups DC440/432/430/425 ¾ Enter Key Operator PIN Fax Terminal Setups ¾ Select Fax Setups ¾ Select Fax Terminal SetupsEmbedded Fax Access Fax Terminal Setups Fax Terminal Options Local ID Local Name ¾ Select Local ID¾ Select Local Name Company Logo ¾ Select Company Logo Delayed Start Time ¾ Select Delayed Start Time Long Document DC440/432/430/425 Dialling Digits Reporting DC440/432/430/425 ¾ Select Dialling Digits Reporting Fax Printing Options Receive ReductionMargin Duplex Printing ¾ Select Duplex PrintingAll 1 Sided All 2 Sided ¾ Select Paper Attributes Paper AttributesOutput Selection ¾ Select Output Selection ¾ Select A3 Æ 11 x Fax Report OptionsActivity Report ¾ Select Fax Report Options Broadcast and Multi-Poll Reports ¾ Select Broadcast and Multi-Poll Reports Transmission Report ¾ Select Fax Panel Defaults ¾ Select Resolution Fax Panel DefaultsResolution Mailbox Report Lighter/Darker Original Type¾ Select Original Type ¾ Select Forced Communication Mode DC440/432/430/425Forced 4800 DC426/420 Super G3 Fax Mailboxes ¾ Select Fax Mailboxes ¾ Select Edit Mailbox ¾ Select Mailbox Password To Add or Edit a Mailbox¾ Select Mailbox Name ¾ Select Delete Mailbox Fax File ManagementTo Delete a Mailbox ¾ Select Fax File Management Mailbox Files DC440/432/430/425/Failed Fax Files for Polling DC440/432/430/425Delete in 24 hours DC426/420 Keep Fax Communication Setups ¾ Select Fax Setups ¾ Select Fax Communication Setups¾ Select Files for Polling ¾ Select Outgoing Fax Options Access Fax Communication SetupsOutgoing Fax Options Dialing Type Pause Time Redial Management¾ Select Pause Time ¾ Select Redial Management ¾ Select Redial Count ¾ Select Redial Interval Line Monitor ¾ Select Line Monitor ¾ Select Batch Send Batch SendResend Count ¾ Select Resend Count Incoming Fax Options Auto Answer Delay¾ Select Auto Answer Delay ¾ Select Incoming Fax Options Ring Volume Junk Fax Prevention ¾ Select Receive Header Print Receive Header Print DC440/432/430/425Secure Fax Receive DC440/432/430/425 ¾ Select Secure Fax Receive Line Use Restriction DC440/432/430/425 Auditron Setups Access Auditron Setups Auditron Enable Setups DC440/432/430/425 ¾ Select Auditron Setups ¾ Touch Internal Auditron ¾ Select Internal Auditron ¾ Select Auditron Enable Setups Copy Fax To add an account ¾ Select Add Account ¾ Select Internal Auditron ¾ Select Account SetupsAdd/Modify Accounts DC440/432/430/425 To modify an account Delete Account ¾ Select Delete Account ¾ Select Confirm Reset All Counters Reset All LimitsDelete All Accounts ¾ Select Job Limit Policy Terminate Immediately¾ Select Internal Auditron Search ¾ Select Account SummaryScroll List Counters and Limits Display Service Access Setup DC426/420 Internal Auditron DC426/420 Account Setup DC426/420 ¾ Select Service Access Setup ¾ Select Internal Auditron ¾ Select Account Setup Add Accounts Scroll buttons Unlimited Reset Count Job Completion Setup DC426/420 ¾ Select Job Completion Setup Terminate JobDelete Pending Jobs ¾ Select Auditron Setups ¾ Select External Accounting Job Based Accounting optional DC440/432/430/425 Enables/disables Job Based Accounting Foreign Interface Device Setups Access Rights ¾ Enter Owner PIN see Key System Auditron Owner Operator Administrator DC426/420 PIN ¾ Select Access Rights Assign Privileges Add Pin Set User Privileges¾ Select Add Pin Delete PIN ¾ Select Delete PIN ¾ Select Confirm Service Access Control Authentication Mode DC440/432/430/425 Setups Network Scanning Setups Default RepositoryJob Template Pool Confirmation Sheet Update All TemplatesIf File Already Exists Public Repository 1,2,3,4 Print Setups Port SetupsProtocol Setups Printer Setups Postscript SetupsPCL Setups Tower Mailbox Setups Mail Setups DC440/432/430/425 Xerox Document Centre 440/432/430/426/425/420 User Guide Maintenance Ordering Supplies Cleaning the DC440/432/430/426/425/420 Document Glass and Constant Velocity Transport Glass Control Panel and Touch Screen Document Feeder and Output Trays Replacing the Copy/Print Cartridge Removing the old Copy/Print Cartridge Xerox Document Centre 440/432/430/426/425/420 User Guide Maintenance Xerox Document Centre 440/432/430/426/425/420 User Guide Recycling the Copy/Print Cartridge Inserting the new Copy/Print Cartridge If Fitted Maintenance Loading Staples Finisher optional Maintenance Xerox Document Centre 440/432/430/426/425/420 User Guide Convenience Stapler optional Xerox Document Centre 440/432/430/426/425/420 User Guide Problem Solving Fault Clearance Procedure Clearing Jams Problem Solving Tables Symptom Recommendation Solving DC426/420, Booklet Creation, Build Problem Symptom Recommendation Border Erase or Edge Erase to remove Symptom Recommendation Washout ¾ Check the quality of the documents Symptom Recommendation ¾ Refer to Paper and other media on Table of Fault Codes at the end Enabled in the Fax Communications Fault Codes and Messages Table of Fault CodesCode Description and Corrective Action Problem Code Description and Corrective Action Output Quality Call for Service procedure Xerox Welcome Center Telephone Number Specifications Machine Weight Machine SpecificationsHardware Configuration Accessibility Copier Speed from paper tray First Copy Out Time for the DC426/420First Copy Out Time for the DC440/432/430/425 Warm-up Time Paper SupplyTrays 1, 2, 3 Paper Supply for Envelope Tray optional Bypass TrayHigh Capacity Feeder optional Center Tray Finisher optional Convenience Stapler optional Tower Mailbox optional Electrical SpecificationsPower Consumption Frequency Specifications for the Embedded Fax Feature Specifications Xerox Document Centre 440/432/430/426/425/420 User Guide Glossary Terms Defined Glossary EAS Glossary Xerox Document Centre 440/432/430/426/425/420 User Guide Glossary Xerox Document Centre 440/432/430/426/425/420 User Guide Stabilizer Feet Stand-by ModeSystem Administrator Store for Polling Xerox Document Centre 440/432/430/426/425/420 User Guide Index Fitted Deleting a Authenticated access Select features Xerox Document Centre 440/432/430/426/425/420 User Guide Xerox Document Centre 440/432/430/426/425/420 User Guide Vii 432 Xerox Document Centre 440/432/430/426/425/420 User Guide Xerox Document Centre 440/432/430/426/425/420 User Guide Scan to file, internet services Xii DC420 Xiv