Kyocera TASKalfa 552ci User Manual

							6-1
6Document Box
This chapter explains the typical procedure for 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 Memory (Scan to USB) .........................6-22
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							Document Box
6-2
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 3-40.
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
08/08/2009    10:10
FAX BoxSearch(Name)
Search(No.)
Item Detail
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 the 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] 
and [Confirm Password].
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							Document Box
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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 3-41.
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 
complete. To delete the document, press [On]. To retain the 
document, press [Off]. Item Detail
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							Document Box
6-4
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 and then press [Store File].
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.
Status
Document Box/Removable Memory - Auto File Deletion Time
Set the time to automatically delete stored documents.
Cancel OK
10/10/2008    10:10
Hour
21
# KeysMinute
30
# Keys
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
08/08/2009    10:10
FAX BoxSearch(Name)
Search(No.)
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							Document Box
6-5
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
Status08/08/2009    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00MB
MB 21
21
PrintSendJoin Move/Copy Delete Store FileDetail
Preview
Close 0002
0003
Search(Name)
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							Document Box
6-6
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 information on selecting destinations, 
refer to Specifying Destination on page 3-30.
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
Status08/08/2009    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00MB
MB 21
21
Print SendJoinMove/Copy Delete Store FileDetail
Preview
Close 0002
0003
Search(Name)
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							Document Box
6-7
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 select the form density setting through 
4 levels from 10%, 20%, 30% or 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
Status08/08/2009    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00MB
MB 21
21
PrintSendJoin Move/Copy Delete Store FileDetail
Preview
Close 0002
0003
Search(Name)
Ready to store in Box.Copies
Cancel OK Form Overlay
Add ShortcutDensity
Select
Stored Form% Off(10 =h 30, 100)
1
Off
Select
Form File Name:  
Status
10/10/2008    10:10
Original
Zoom
Paper100%
--- ---
100
:
:
:
Preview Place original.
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							Document Box
6-8
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 documents 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.].
6Press [Next].
1/1
0001  0404200710574501  10/10/2008 09:40 21 Box:  
File Name Date and Time Size
MB
Status08/08/2009    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00MB
MB 21
21
PrintSendJoin Move/Copy Delete Store FileDetail
Preview
Close 0002
0003
Search(Name)
Custom Box.
Move/Copy
Move to
Custom Box
Status08/08/2009    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
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6
7To copy or move the document to a custom box, 
select the destination box. 
To copy the document to USB memory, select the 
destination folder and press [Next]. If necessary, 
set the saved file size and the file format, etc.
8Press [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 BoxStatus08/08/2009    10:10
Job Box.
Select the destination box and press [Move].
Back Cancel2 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
Status08/08/2009    10:10
 0404200710574511
 0404200710574521 10/10/2008 09:50
10/10/2008 10:00MB
MB 21
21
PrintSendJoin Move/Copy Delete Store FileDetail
Preview
Close 0002
0003
Search(Name)
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							Document Box
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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
08/08/2009    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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