Kyocera TASKalfa 250ci User Manual

							OPERATION GUIDE6-1
6Document Box
This chapter explains the typical procedure fo r utilizing Document Box.
• Using a Custom Box ... ..................................................6-2
• Using a Job Box ....... .......................................... .........6-12
• Printing Documents Stored in Removable USB Memory ........................................................................... .........6-20
• Saving Documents to USB Me mory (Scan to USB) ...6-22
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							Document Box 
6-2OPERATION GUIDE
Using a Custom Box 
NOTE: In the following explanation, it is assumed that user login administration is enabled. For details on User 
Logon privileges, refer to User Privileges on page 3-47 .
Creating a New Custom Box
Use the procedure below to create a new box in the user box.
1Press the Document Box  key.
2Press [Custom Box] and then [Register/Edit Box].
3Press [Add].
4Press [Change] for each item, enter the information 
and then press [OK]. 
The table below lists the items to be set.
Custom Box.
No.Name
Owner
Used Area
Register/Edit
Box
 1/1
0001 SALES  Anonymous- - - -
Store File Detail Open
Custom Box Job Box Removable Memory
Status
2008/10/10    10:10
FAX Box
ItemDetail
Box No Enter the box number by pressing [-, +] or 
number keys.
The box number can be from 0001 to 1000. A 
Custom Box should have a unique number.
If you enter 0000, the smallest number available 
will be automatically assigned.
Box Name Enter a box name consisting of up to 32 
characters. 
Refer to the Character Entry Method on 
Appendix-7  for details on entering characters.
Box Password User access to t he box can be restricted by 
specifying a password to protect the box. 
Entering a password is not mandatory.
Enter the same password of up to 16 characters 
in both [Password] a nd [Confirm Password].
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							Document Box 
OPERATION GUIDE6-3
6
NOTE: If user login administration is enabled, Owner 
and Permission are also displayed. Refer to  Creating 
new Custom Boxes when user login administration is 
enabled on page 3-48 .
5Check the details you have entered and then press 
[Register]. The Custom Box is created.
Setting the document deletion time
Sets the time when documents stored in a custom box are deleted. 
The procedure for using Auto File Deletion Time is explained below.
1Press the  System Menu  key.
2Press [Document Box/Removable Memory], [Next] 
of Custom Box , [Next] of Default Setting and then 
[Change] of  Auto File Deletion Time .
Usage Restriction To preserve the hard disk capacity, the storage 
capacity for a box can be restricted.
To enable a capacity restriction enter a value for 
the storage capacity of the Custom Box in 
megabytes by pressing [-, +] or number keys.
You can enter a limit between 1 and 30,000. 
(Changes according to the number of created 
custom boxes.)
Auto File Deletion Automatically  deletes stored documents after a 
set period of time. 
Press [On] to enable automatic deletion and 
then use [+] and [-] or the numeric keys to enter 
the number of days for which documents are 
stored. 
You can enter any number between 1 and 
31 day(s). To disable automatic file deletion, 
press [Off].
Overwrite Setting Specifies whether or not old stored documents  are overwritten when new documents are stored. 
To overwrite old documents, press [Permit].
To retain old documents, press [Prohibit].
Delete after Printed Automatically  delete document from the box 
once printing is co mplete. To delete the 
document, press [On]. To retain the document, 
press [Off].
Item
Detail
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							Document Box 
6-4OPERATION GUIDE
3Set the time at which the document is deleted by 
pressing [+], [-]. Press [# Keys] to enter the time 
directly using the numeric keys.
4Press [OK]. The time for document deletion is set.
Storing Documents
The procedure for storing documents in a custom box is explained below.
1Press the  Document Box  key.
2Place the originals in the document processor or on 
the platen.
3Press [Custom Box], select the box where the 
document will be stored an d then press [Store File].
NOTE: The Custom Box to store a file needs to be 
created in advance.
If a custom box is protected by a password, enter the 
correct password.
4Select the type of originals, scanning density, etc., 
as necessary.
5Press the  Start key. The original is scanned and the 
data is stored in the specified Custom Box.
NOTE: Enter up to 64 characters as the file name.
Custom Box.
No. Name
Owner
Used Area
Register/Edit
Box
 1/1
0001 SALES  Anonymous- - - -
Store File Detail Open
Custom Box Job Box Removable Memory
Status
2008/10/10    10:10
FAX Box
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							Document Box 
OPERATION GUIDE6-5
6
Printing Documents
The procedure for printing documents in a custom box is explained below.
1Press the Document Box  key.
2Press [Custom Box], select the box containing the 
document you want to print and press [Open].
NOTE: If a custom box is protected by a password, 
enter the correct password.
3Select the document you wish to print by checking 
the checkbox.
The document is marked with a checkmark.
NOTE: To deselect, press the checkbox again and 
remove the checkmark.
4Press [Print].
5Set the paper selection, duplex printing, etc., as 
desired.
6Press the Start key. Printing  of the selected 
document begins.
1/1
0001  0404200710574501  10/10/2008 09:40 21
Box:
File Name Date and Time Size
MB
Status 10/10/2008    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00 MB
MB
21
21
Print SendJoin Move/Copy Delete Store File Detail
Preview
Close
0002
0003
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							Document Box 
6-6OPERATION GUIDE
Sending Documents
The procedure for sending documents in a custom box is explained below.
1Press the Document Box  key.
2Press [Custom Box], select the box containing the 
document you want to send and press [Open].
NOTE: If a custom box is protected by a password, 
enter the correct password.
3Select the document you wish to send by checking 
the checkbox.
The document is marked with a checkmark.
NOTE: You cannot select and send multiple 
documents. 
To deselect, press the checkbox again and remove the 
checkmark.
4Press [Send].
The screen for sending appears.
NOTE: Depending on the settings, the address book 
screen may appear.
5Set the destination.
NOTE: For more informat ion on selecting 
destinations, refer to  Specifying Destination on page 3-
37.
6Press the Start key. Sending of the selected 
document begins.
1/1
0001  0404200710574501  10/10/2008 09:40 21
Box:
File Name Date and Time Size
MB
Status 10/10/2008    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00 MB
MB
21
21
Print SendJoin Move/Copy Delete Store File Detail
Preview
Close
0002
0003
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							Document Box 
OPERATION GUIDE6-7
6
Form Overlay from Custom Boxes
This function allows you to retrieve images (image files), overlay them into documents stored in custom boxes 
and then print the results. 
Use the procedure below.
1Press the Document Box  key.
2Press [Custom Box], select the box containing the 
document you want to overlay the image into and 
print, and then press [Open].
NOTE: If a custom box is protected by a password, 
enter the correct password.
3Select the document you wish to print by checking 
the checkbox.
The document is marked with a checkmark.
NOTE: To deselect, press the checkbox again and 
remove the checkmark.
4Press [Print].
5Press [Functions], [Form Overlay], [Select Stored 
Form], and then [Select Form].
NOTE: You can change the form density setting 
through 10 levels from 10% to 100%. Press the [+] or 
[-] buttons in  Density.
6In Form Overlay - Select Form, select the image file 
to be overlaid onto the document from the 
displayed document boxes.
You can only select one image file.
7Press [OK].
8Press [OK] again to return to the Functions screen.
9Press the  Start key. Printing begins.
1/1
0001  0404200710574501  10/10/2008 09:40 21
Box:
File Name Date and Time Size
MB
Status 10/10/2008    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00 MB
MB
21
21
Print SendJoin Move/Copy Delete Store File Detail
Preview
Close
0002
0003
Ready to store in Box.Copies
Cancel OK
Form Overlay
Add Shortcut Density
Select
Stored Form %
Off
(10 - 100)
Off
Select
Form
File Name:  
Status
10/10/2008    10:10
Original
Zoom
Paper100%
--- ---
100
:
:
:
Preview
Place original.
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							Document Box 
6-8OPERATION GUIDE
Editing Documents
This function allows you to move or copy documents stored in custom boxes into other boxes or to join multiple 
documents together. You can also copy document s to USB memory connected to this machine.
Moving a Document / Copying a Document
The procedure for moving or copying documents is explained below.
1Press the  Document Box  key.
2Press [Custom Box], select the box containing the 
document you want to move or copy and press 
[Open].
NOTE: If a custom box is protected by a password, 
enter the correct password.
3Select the document in the list that you want to 
move or copy by pressing the checkbox. 
The document is marked with a checkmark.
NOTE: To deselect, press the checkbox again and 
remove the checkmark.
4Press [Move/Copy].
5To move the document, press [Move to Custom 
Box]. 
To copy the document, press [Copy to Custom Box] 
or [Copy to Removable Mem.].
1/1
0001  0404200710574501  10/10/2008 09:40 21
Box:
File Name Date and Time Size
MB
Status 10/10/2008    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00 MB
MB
21
21
Print SendJoin Move/Copy Delete Store File Detail
Preview
Close
0002
0003
Custom Box.
Move/Copy
Move to
Custom Box
Status 10/10/2008    10:10
Copy to
Custom BoxCopy to
Removable Mem.
Select the required operation and press [Next].
Next
Back
Cancel
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							Document Box 
OPERATION GUIDE6-9
6
6To copy or move the document to a custom box, 
select the destination box. 
To copy the document to USB memory, selected 
the destination folder and press [Next]. If 
necessary, set the saved file size and the file 
format, etc.
7Press [Move] or [Copy] and then press [Yes] in the 
confirmation screen. The selected document is 
moved or copied.
NOTE: If the box to which the document is to be 
moved or copied is protected by a password, enter the 
correct password.
Joining Documents
The procedure for joining documents in  a custom box is explained below.
NOTE: You can only join a document to other documents in the same custom box. If necessary, move the 
documents to be joined beforehand.
1Press the Document Box  key.
2Press [Custom Box], select the box containing the 
documents you want to join and press [Open].
NOTE: If a custom box is protected by a password, 
enter the correct password.
3Select the documents in the  list that you wish to join 
by pressing the checkbox.
The document is marked with a checkmark.
You can join up to 10 documents.
NOTE: To deselect, press the checkbox again and 
remove the checkmark.
4Press [Join].
Move
Move to Custom BoxStatus
10/10/2008    10:10
Job Box.
Select the destination box and press [Move].
Back
Cancel 2
0001 Document1 Administrator
5
0004 Document4 Administrator3
0003 Document3 Administrator3
0002 Document2 Administrator
Used Area
No. Name Owner
OpenUp
MB
MB
MB
MB
Document
1/1
0001  0404200710574501
 10/10/2008 09:40 21
Box:
File Name Date and Time Size
MB
Status 10/10/2008    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00 MB
MB
21
21
Print SendJoin Move/Copy Delete Store File Detail
Preview
Close
0002
0003
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							Document Box 
6-10OPERATION GUIDE
5Arrange the documents into the order in which they 
are to be joined. 
Highlight the document you want to rearrange and 
press [Up] or [Down] to move it to the correct place 
in the sequence.
6Press [Next].
7Press [File Name], enter the file name for the joined 
document and press [OK].
NOTE: Enter up to 32 characters as the file name.
8Press [Join] and then press [Yes] in the 
confirmation screen. The documents are joined.
NOTE: After joining, the original documents are left 
unchanged. Delete the documents if they are no longer 
needed.
Next
File Name
Up
Date and Time
Size
1/1
Join
Down
10/10/2008    10:10
StatusCancel
Confirm the order of documents to combine.
2008101010574501 10/10/2008  09:40 21 MB
2008101010574511 10/10/2008  09:50 21 MB
2008101010574521 10/10/2008  10:10 21 MB
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