Setting the Department Codes, To setup Department Codes | Xerox 685

Programming the Machine

Setting the Department Codes

Use of the machine can be limited to authorized personnel within each department by setting up a Master Department Code and individual Department Codes. You can assign one Master Code and up to 98 Department Codes. The WorkCentre can then monitor the usage for each department.

The Master Department Code is used to setup and modify the Department Code information. During the setup procedure, you are prompted to enter a 5-digit Master Department Code. This code is required to perform any modifications; it is used as a Supervisory master key. The Master Code department number is preset to 01 by the WorkCentre.

The individual Department Codes are used to access and operate the WorkCentre. During the setup procedure, you can assign Department Numbers from 2-99. You are also prompted to enter a 5-digit Department Code for each department. As each department enters their assigned department code to access and operate the WorkCentre, the usage for each department is recorded on the Department Code Report. Refer to Chapter 9, “Reports”.

To setup Department Codes

1. Press:

Menu ***

Set dept. code 1. Yes

2. No

CAUTION

If a master code has been assigned, selecting 2 disables the programmed Master Code.

***Menu item numbers may vary according to configurations.

2-34	WorkCentre Pro 665/685/765/785

Image 54

Xerox 685, 765, 665, 785 manual Setting the Department Codes, To setup Department Codes, Set dept. code 1. Yes

Contents

Xerox Welwyn Garden City AL7 1HL Table of Contents WorkCentre Pro 665/685/765/785 Receiving Documents Dialing Methods Transmitting Documents Cancelling Jobs PollingMailbox Communications Reports Copying Documents 10-1 Viii WorkCentre Pro 665/685/765/785 Troubleshooting 16-1 Appendix a Ordering Supplies Appendix B Maintaining the Product Energy Star Xii WorkCentre Pro 665/685/765/785 Finding Information in the System Administrator’s Guide SAG Introduction Mailbox Communications Chapter Troubleshooting ChapterPolling Chapter Reports Chapter Information provided by the User’s Guide Basic Troubleshooting Chapter Environment Specifications a Document Conventions Send header 1. Inside Outside Off Introduction Using the Menu Mode Programming the Machine Keys used in Menu Mode Operation Key Key Description To program a Menu feature using the scroll keys Fax features Print reports Phonebook setup Self testTo program a Menu feature using the Menu Numbers Menu Flow Map Programming the Machine Programming the Machine Character Entries Keys used to Enter Characters Character Code Table Replacing Characters Entering CharactersCorrecting Characters Enter name Deleting or Inserting Characters Enter name Insert Direct Access Function Keys Programming the Machine Setting Up the Phonebook Planning the Phonebook Pre-setting Speed Dial Numbers Enter speed dial nbr or Back to previous Stop to complete Speed dial number 001 Speed dial 001 Name 20 max Enter name Speed dial 001 Fax number 128 maxSpeed dial 001 Alternate fax nbr Fax options? 1. Yes Send Later Subaddress SUB 20 max Subaddress PWD 20 max Line Selection Modifying or Deleting Speed Dial Numbers Speed dial number 1. Delete Modify Retain Pre-setting One Touch Numbers Press one touch key or Back to previous Stop to complete One Touch key Name 20 max Enter name One touch key 001 Fax number 128 maxOne touch key Alternate fax nbr Fax options? 1. Yes Send later Time Hhmm Fax Speed Line Selection Modifying or Deleting One Touch Dial Numbers One touch key 1. Delete Modify Retain Pre-setting Group Numbers Enter group number or Back to previous Stop to complete Enter name Group name 20 max Group number 0025 Enter speed dial or OT Enter to complete Programming Group Send Phonebook By name Speed dial Group dial Deleting or Modifying a Group Number Enter group number or Back to previous Enter to completeEnter group number 1. Delete Modify Retain Filling out the One Touch Label Setting the Department Codes To setup Department CodesSet dept. code 1. Yes Set dept. code Recover old data New Enter master code Dept. number01 Dept. name 20 maxEnter name Dept. name 20 max Enter master code Dept. number Enter master code Dept. number Master codeSet dept. code Dept. number Set dept. code Dept. number04 Dept. name 20 max Enter name Set dept. code Dept. number Dept. code Changing the Department Code Settings Set dept. code Already assigned Dept. number02 Dept. number 1. Delete Modify Retain Error correct-ECM 1. On Off Long Original Setting Long original 1m 39 Inches Any length Bypass Tray Paper Size Setting Redial Count and Interval Setting Interval Number of redials Redials Interval 01-15 min Redials 00-14 Receive Interval Receive interval Interval 00-15min Resolution and Contrast Setting Resolution Selection Description Fine ResolutionStandard Superfine Power Saver Setting Super power save Automatic Manual Off Printer power save 1. On Off Entering time Time 01-60min Print Density Refuse Junk Mail Setting Refuse junk mail 1. On Off Ringer Volume Setting Ringer volume Volume 2 3 4 5 6 Alarm Volume Setting Alarm volume Volume 2 3 4 5 6 Key Touch Volume Setting Key touch volume Volume 2 3 4 5 6 Monitor Volume Setting Monitor volume Volume 2 3 4 5 6 Send After Scan Default Setting When memory full Delete scan pages Send scan pagesType of send Dial while scan Dial after scan Remote Service Setting Remote AccessRemote access 1. On Off Download Download firmware 1. No job in memory Anytime RDC Password RDC password Set RDC password Password 20 max Supplies Order Auto supply ordering 1. On Off Separator Page Default Setting Fax separator page 1. On OffCopy separator page 1. On Off PC separator page 1. On Off Line Monitor Default Setting Line monitor 1. Always Off Programming the Machine Receiving Documents Setting the Answer Mode Line Answer mode Auto answer Manual answerBasic Receive Rings to answer Rings 01-*10 Receive only Start/Stop time 0000 Auto Receive Manual Receive Advanced Receive Collate FaxCollate fax 1. On Off Reduce Incoming Fax Setting Reduce incoming fax 1. On Off Receive to Memory Receive to memory 1. On Off Automatic Secure Receive Setup Secure ReceiveSecurity code Security On/Off Secure receive Security code Security On/Off Secure receive Security code Secure receive 1. On Off Secure receive Start/Stop time 600Secure recv. all day For each day? 1.Yes Monday Secure all day 1. Yes Manual Secure Receive Secure receive Start Stop Printing the Stored Document in Secure Receive Mode Secure receive 1. Start Stop12-01-1999 1547 Ready Free memory 80% Printing Discard Extra Setting Discard extra 1. On Off Receiving Documents Dialing Methods Manual Dial On-hook and Off-hook Dialing 12-01-1999 1347 Ready Free memory100% Dial or press CopyDial fax number Fax number Communicating Job number 022 5554444 Alpha Dialing Enter search name Exit to previous Keith Doe Co. −↓ Speed dial 001 Keith Doe CoScanning into memory Job number 007 Free memory 91% Speed Dialing Phonebook 1. Speed dial Alpha dial Group dial Scanning into memory Job number 041 Free memory 85% One Touch DialingSpeed dial 001 One touch key Keypad Dialing Scanning into Memory Job number 052 Free memory 82%12-01-1999 1347 Ready Free memory92% Dial or press Copy Automatic Redialing Manual Redial Last Number Off-hook Manual Redial Last 5 Numbers On-hook Redial last number Enter to start Chain Dialing Procedure Charge Card TransmissionsScanning into memory Job number 017 Free memory 100% Manual Group Dialing Manual group Enter fax number, Phonebook Or one touch key Manual group − to previous Enter more Or press Start Transmitting Documents Memory Job NumbersScanning into memory Job number 047 Free Memory 100% Memory Send or Direct Send Default Mode Memory send 1. On Off Memory Send 12-01-1999 1347 Ready Free memory 100% Dial or press Copy Scanning into memory Job number Free memory 92%12-01-1999 1347 Ready Free memory 85% Load document Direct Send Dialing Job number 5551212 Direct Send with Memory Send Selected Direct send YesFree memory 80% Enter fax number Delayed Start Manual SendTime Hhmm DD Priority Transmission Line Selection Line selection Either line Line #1 Line #2Free memory 100% Enter fax number Charge Codes Fax number 128 max 5151212 +Fax number 128 max 5151212 + $$$ Cover Sheet Effective Range Load cover image 1. Yes Cover Sheet SetupCover sheet 1. On Off Cover sheet Press Start to store Sending a Document with a Cover Sheet Cover sheet Send PrintEnter to Name Enter from Name Batching Confirming a Transmission One Time Fax Options Option Description Number of Pages Number of pages Pages Listen to Dial Listen to dial 1. On Off Send then Poll Send then poll OffSend then poll Add security code? 1. Yes Transmitting Documents ECM Disable Error correct ECM 1. On Off Secure Send Transmission Secure send Off Send After Scan Enable Send after scan 1. Yes Transmitting Documents Advanced Transmissions Using an Account Code Enter account code or press Start Account Code Default Setting Account code 1. On Off Transmitting Using a Department Code 12-01-1999 Free memory 100% Enter dept. code Resend Stored Fax Default Setting Resending a Stored Fax Start Send to one number Change Fax number 128max Secure Send Setting ITU-T Relay Communications Initiating Station SetupRelay Station Setup ITU-T Relay Transmission Setup password 1. Yes Enter password Password 20 maxSend Relay Box number 20 max Transmitting Documents Relay Boxes Relay Station Presetting ITU-T Relay BoxOriginator End Stations Enter mailbox new# Box number 20 max Program password 1. YesEnter password Password20 max Relay end number Enter phonebook key or one touch key Relay end number One touch key01 Enter more Or press Start Transmitting Documents Mailbox setup 1. Done Mailbox delete Deleting a Relay BoxDelete mailbox# Box number 20max Transmitting Documents Job Status Key Cancelling JobsStop Key Dialing Job number 006 5551212 Cancel Job Key Cancel job Enter to cancel Previous − Next ↓ Cancel this job? Job number 043 Yes 12-01-1999Job number 043 Cancel this job? 1 Direct Send Jobs Cancelling Jobs Polling Polling Communications Storing a Document to be Polled Storing a Document to be Polled in a Poll-once Box Scan to be polled 1. Poll-once box Multi-poll box Scan to be polled security code Secure fax 20 max Storing a Document to be Polled in a Multi-poll Box Cancelling Documents Stored in a Polling Box Modifying Documents Stored in a Polling BoxSecurity/fax number? Already assigned Delete Add + Retain Polling a Remote Document Poll-once or Multi-poll Box Poll one number Enter fax numberPoll Add security code? 1. Yes Group Polling Load document To poll press Start Poll a group Add security code? 1. Yes Poll a group Security code Continuous Polling Continuous poll Interval 10-70minContinuous poll Start/Stop time 0800 Continuous poll − ↓ for setting Start/Stop days Mon-Fri Continuous poll One touch key46 Enter more Or press StartContinuous poll Security code Deleting Continuous Poll Jobs Already assigned 1. Delete Retain Polling Mailbox Communications Mailbox ITU-T CommunicationsMailbox Reception Reports Mailbox setup Done Mailbox delete Local Mailbox ITU-TCreating an ITU-T Mailbox Mailbox type Confidential Bulletin board Relay Enter mailbox new # Box number 20 max Deleting an ITU-T Mailbox Mailbox Confidential Bulletin board Relay Box setup Storing a Document in a Local ITU-T MailboxDelete Mailbox # Store Confidential Box number 20 max Store Bull. board Printing a Document Stored in a Local ITU-T Mailbox Print Confidential Box number 20 max Print Bull board Deleting a Document Stored in a Local ITU-T Mailbox Remote ITU-T Mailbox Sending to a Remote ITU-T MailboxDelete Confidential Box number 20 max Delete Bull board Mailbox Communications To send to a remote mailbox, press Polling a Remote ITU-T Mailbox Poll Confidential Box number 20 max Poll Bulletin Board Attaching an ITU-T Sub Address Transmitting a Document to an ITU-T Sub Address Polling a Document Using a Sub Address Subaddress SEP 20 max Load document To poll press Start Setting Up Reports and Lists Reports Activity Report Setup Code Description Activity report Set key default Auto print Confirmation Report Setup Confirmation report 1. Always On error Off Confirmation Report Confirm. memory send 1. Always On error Off Confirmation Report Memory Send Show first fax page 1. On Off Group send report Always On error Off Group Send Report Reports Group poll report Always On error Off Group Poll Report Relay originator 1. Always On error Off Relay Originator Report Show first fax page 1. On Off Relay station 1. Always On error Off Relay Station Report Reports Relay destination 1. Always On error Off Relay Destination Report Reports Confirmation Report Override Confirmation report Reception Report Setup Local to mailbox Remote to mailbox Relay station Description Printing Reports and Lists Activity ReportPrint number 50 1paper 100 2paper 150 3paper ITU-T Mailbox Report Pending Jobs Report Department Code Report Power Failure List Menu Map Press Menu Map Settings Report To print the Settings Report Press Copying Documents Making CopiesCopy Copies PaperAuto Collate On Press the Exit or Stop key to cancel the copy operation Copying Papertray 1 LT Pages Scan Functionality 11-2 WorkCentre Pro 665/685/765/785 PCL Printing Functionality 12-2 WorkCentre Pro 665/685/765/785 Network Functionality 13-2 WorkCentre Pro 665/685/765/785 Internet FAX Functionality 14-2 WorkCentre Pro 665/685/765/785 Using the ControlCentre Setting up the WorkCentre Setting the Machine Defaults Setting up the Telephone Lines Using the Power Save features Setting the PC’s Date and Time on the WorkCentre Changing Your ControlCentre Password Setting the Fax Send Options Setting the Cover Sheet and Send Header OptionsChoosing How to Send Faxes Sending Faxes Using Security Setting the Redial Options Faxing Long Originals Receiving Faxes when the Printer is Unavailable Setting the Fax Receive OptionsSetting the Receive Footer Option Receiving Secure Faxes Setting the Receive Interval Collating and Reducing Incoming Faxes Receiving Oversized Faxes Setting up a Phonebook Receiving Faxes to Your PCAssigning an Individual Fax Number to a One Touch Key Using the ControlCentre Editing a One Touch Key Entry Presetting a Speed Dial Number Deleting One Touch Key Entries Editing a Speed Dial Number Presetting a Group Dial Number Deleting Speed Dial Numbers Editing a Group Dial Number Deleting Group Dial Numbers Saving a Phonebook to Your PC Opening a Phonebook File Creating Mailboxes Creating a Mailbox Editing a Mailbox Using Department Codes Setting up Department CodesDeleting a Mailbox Changing a Department Code Deleting a Department Code Confirmation Reports Setup Printing Reports Reception Reports Setup Printing the Settings Report Opening a Saved WorkCentre Settings File Saving the WorkCentre SettingsSaving WorkCentre Settings to a File Creating a New WorkCentre Settings File Setting up automatic supply ordering Enabling Xerox personnel to perform remote tests Firmware Download Troubleshooting Self TestAuto test Individual test Print test Troubleshooting Calling for Service Error Messages and Codes 16-4 WorkCentre Pro 665/685/765/785 Troubleshooting Error Codes Code Probable Cause Corrective Action WorkCentre Pro 665/685/765/785 16-7 Device Error Codes Code Description Replace Parts Paper Jam Code Location Remove any documents from the Document Tray Documents Open the Right Side Cover and remove any jammed paper 067 WorkCentre Pro 665/685/765/785 16-13 Right Side Typical Causes Recommended Procedure Document Jams Document Jam Remove all documents from the Document Tray Documents 073 Status Code Table G3 5 0 Transmission Problems Problem Check Items Reception Problems Problems with envelopes Image QualityCommunications failure 16-22 WorkCentre Pro 665/685/765/785 Ordering Supplies Ordering SuppliesSupplies Setting-up Automatic Supplies Ordering Setting up the destinationOrdering Supplies Automatically WorkCentre Pro 665/685/765/785 Entering the part details Select supplies 1. Toner Drum Enter part number 20 max Enter quantity Quantity Entering ordering details Enter ship to name Name 40 max Enter contact name Name 40 maxEnter tel number Tel number 32 max Enter ship address Address 64 max Printing the order form Maintaining the Product Replacing the PaperTo replace the paper 039 Push the paper tray all the way into the machine Replacing the Toner Cartridge and Fuser Cleaner To replace the Toner Cartridge 065 098 093 Assembly 026 027 029 To replace the Fuser Cleaner 076-1 076-2 101 Replacing the Drum Unit To replace the Drum Unit Developer Assembly 026 028 To replace the Ozone Filter Cleaning the Machine Cleaning the Cabinet and Ozone Filter Cleaning the Document Scanner Close the Transmission Cover WorkCentre Pro 665/685/765/785 Cleaning the Developer Assembly and the Surrounding Parts 023 065 To clean the Transfer Wire and Discharge Wire To clean the Paper guide To clean the Developer Assembly 026 027 029 Cleaning the Charger Wire and the Laser Beam Window Charger WireLaser Beam Window To clean the Laser Beam Window To clean the Charger Wire Charger Wire WorkCentre Pro 665/685/765/785 Assembly 027 029 Cleaning the Components as Needed 023 065 Page To clean Contacts To clean the Metering Blade Developer 028 Installing the maintenance kit Product Data Sheet Specification JBIG/MMR/MR/MH Process Unit is 750 prints. Supply Toner Cartridge WorkCentre Pro 665/685/765/785 Safety Certification and Environmental Compliance This product must be earthed Laser Safety Information 120v 60Hz Nominal Markets Third Party CertificationRadio Frequency Emissions USA 230v, 50 Hz Nominal Markets Unique European Certification Approvals and Certification Question What is the Electricity at Work Regulation? UK Electricity at Work Regulation Question Is Xerox equipment safe? Question Is the Xerox equipment in my premises safe? Question I require records of all tests Environmental Compliance Environmental ChoiceMPage FCC Regulations Send Header RequirementsData Coupler Information Page Canadian Certification Page Symbols Index INDEX-2 INDEX-3 See also LCD document feeder INDEX-5 See also LCD listen to dial See also menu map levels INDEX-8 See also dial mode INDEX-10 See also contrast default setting See also security INDEX-13 INDEX-14