OKI B2540 MFP User Manual

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The send memory (items sent)
The sent memory is used to keep all faxes you have sent.
The information in the send memory is:
-
the recipient of the fax,
-
the date the fax was created,
-
the date the fax was sent,
-
the size of the fax.
The outbox log
The outbox log is used to keep a history of all fax 
communications (successful or rejected) that your 
Terminal processes. The log is printed automatically as 
soon as an A4 page is filled.
The information held in the log is:
- the recipient of the fax,
- the date the fax was sent,
- the status (sent, rejected ...).
The inbox log
The inbox log is used to keep a history of all faxes 
received by your Terminal. The log is printed 
automatically as soon as a Letter size page is filled. 
The information held in the inbox log is:
- the sender of the fax,
- the date and reception of the fax, 
- the status.
Fax parameters
Access to fax parameters
1Click on the icon   of the window MF 
D
IRECTOR.
2Select T
OOLS > OPTION > FAX.
3
Make the adjustments require, referring to the 
description of parameters below and click
 OK.
Description of the tab LOG AND REPORT
The button DELETE deletes the entire log, 
and not simply the selected message(s).
The button D
ELETE deletes the entire 
log, and not simply the selected 
message(s).
Field Description
Automatic printing of a 
received documentThe fax is automatically printed 
when received.
Print a reception reportA report is printed out for each fax 
received.
Automatic Printing of a 
reception logThe log is automatically printed 
when it fills a Letter size page.
Automatic printing of 
the sent documentThe fax is automatically printed 
when it is sent.
Print the send reportAn outbox report is printed after 
each fax is sent
Print the send log The log is automatically printed 
when it fills a Letter size page.
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Description of the tab FAX PARAMETERS
Cover sheet
The cover sheet is part of a fax document automatically 
generated by your terminal, on which there is information 
concerning the sender, the recipient, the date, the time 
sent, comments, etc... 
 
This page may be sent alone or in front of a fax document, 
but always at the same time as the document. A 
document may be sent with a cover sheet from the 
multifunction terminal or from the central processing unit. 
In the latter case, some of the information in the cover 
sheet may be provided by yourself when making the send request. It is necessary to create model cover sheets 
before sending a document using them. On the other 
hand, once the cover sheet is created, a model cover 
sheet may be used for all documents sent.
 
Your terminal offers the possibility of creating and 
customizing some model cover sheets which you can 
choose when sending a fax.
Creating a cover sheet
1From the tab COVER PAGE, click on the button 
N
EW.
2Select the model cover sheet you have 
created using the menu F
ILE. 
 
A window with the model cover sheet you 
have created is displayed: 
3Click on the icon   to display the available 
fields. Field Description
Sending speed Fax default transmission speed.
Line numberNumber of the line where your 
terminal is connected.
Dialing prefixThis dialing prefix shall be 
automatically inserted in front of the 
number before sending on this line.
Dialing typeMust be parametered according to 
the type of switchboard your 
terminal is connected to.
HeaderDisplays a Communication 
Identification Line (LIC) on the 
documents you send or on the 
documents you receive.
ECMCorrects communication errors due 
to line disturbance. This option 
ensures that received documents 
are integral. On the other hand, 
communication times may be longer 
if the line is bad.
Number of triesNumber of attempts the Terminal 
must make if send fails.
Interval between triesDuraton between two send 
attempts.
It is necessary to create a model cover 
sheet before sending a fax with it.
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To add a field, proceed as follows: 
- Select the field you want to insert by clicking the 
field palette. A stamp replaces the cursor of your 
mouse. 
- Click the location where you want to put the 
field on the model. 
- You can move or enlarge the field as you like.
 
4
As soon as fields are inserted, save the cover 
sheet
.
This cover sheet can be selected in the tab COVER PAGEof the fax send window.
Description of the tab COVER PAGE
Creating a cover page template
Creating a cover page creates a template which 
fields (fax number, comment, subject and so on) 
will be automatically filled by the Fax Application 
depending on the information provided for each 
recipient of a document.
To create this cover page template, there are two 
major steps:
•First step : Create a background image with the logos and the 
layout that you wish.
•Second step : Add the fields that you want to be displayed in 
the cover page: fax number, comment, subject and so on. As 
mentioned before, these fields will be filled by Fax application 
at emission time.
For the first step, there are two methods to create 
the background image
.
You can either 
Adjust the size of your field so that the 
text is readable.
Field Description
With the cover pageEither the name of the page 
selected by default or the page you 
have selected to use.
SenderYou can enter information 
concerning the sender.
Recipient name, 
Company name You can enter information 
concerning the recipient.
If the word Auto is entered in one of 
the fields, the field is updated during 
sending if the recipient is listed in the 
directory, favorites, a group or a 
distribution list.
CommentsThis is an editing window with all the 
basic functions of a text editor so 
that you can enter a text which will 
be sent in the cover sheet.
Preview of the modelThe preview enables you to see the 
cover sheet you are going to send.
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• Option (A): Draw this background image in your preferred 
application (such as Word, Excel,...),
OR
• Option (B): Scan a sheet of paper containing the layout of the 
cover page.
Details about Option A and B:
• Option (A): Open the application that you want to use to edit 
the background (Word, Wordpad...). Draw the background 
image then print this document in the printer named 
Companion Suite Fax. At that point the MFSendFax dialog is 
displayed:
Add any recipient to the recipient list, click on the tab 
ADVANCED OPTIONS, select resolution FINE as shown 
below
:
 
Finally click on the button SAVE AS DRAFT in the lower 
right corner (   ). The background image is created in 
the directory C:\Program Files\Companion Suite Pro 
LM\Documents\FAX\Temporary and has the file 
extension .fax.• Option (B): Launch MFM
ANAGER, select NEW FAX, select the 
scanner source as shown below :
Add any recipient to the recipient list, click on the tab 
A
DVANCED OPTIONS, select resolution FINE as shown 
below:
Finally click on the button S
AVE AS DRAFT in the lower 
right corner (   ). The background image is created in 
the directory C:\Program Files\Companion Suite Pro 
LM\Documents\FAX\Temporary and has the file 
extension .fax.
Whether you choose Option A or B, you end up with a 
background image with extension .fax, which is located 
in C:\Program Files\Companion Suite Pro 
LM\Documents\FAX\Temporary.
 You can now proceed to the second step right 
below.
For the second step:
Now that the background image is created in 
directory in C:\Program Files\Companion Suite Pro 
LM\Documents\FAX\Temporary, you can add the 
fields on top of the background image.
Please follow the procedure below:
(a)Launch MFMANAGER, select NEW FAX, click on the tab 
COVER PAGE, and check the check box named WITH THE COVER PAGE.
(b)Click on the button NEW, this displays a new window 
with the title CREATION OF THE COVER PAGE.
Î
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(c)Press the button OPEN in the toolbar, change the file 
filter to *.fax and browse to the directory C:\Program 
Files\Companion Suite Pro LM\Documents\FAX\Temporary 
that contains the background image that you have created 
in the 
First step.(d)Click on the button FIELDS in the toolbar, a window 
pops up allowing you to add the fields on top of the 
background image.
(e)Click on the button S
AVE  to save the Cover Page 
template and exit this window.
(f)The window NEW FAX is displayed, you can now choose the 
Cover Page template that you want to use. When you double 
click the preview image in the lower right corner, another window 
pops up giving you a preview of the cover page with the fields 
filled with the recipients information.
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Maintenance
Service
General information
To ensure that your machine is kept in the best 
condition, it is recommended that you periodically 
clean the inner parts.
Please respect the following rules while using this 
machine:
- Do not leave the scanner cover open.
- Do not try to lubricate the device.
- Do not close the scanner cover violently or do 
not apply vibrations to the machine.
- Do not open the cartridge access cover while 
printing.
- Do not try to disassemble the machine
- Do not use paper which has stayed in the tray 
for too long.
Toner cartridge replacement
Your machine comes with a current consumable 
management system. It tells you if your toner 
cartridge is close to its end of cycle. The following 
message will appear on your machine screen.
To quit this screen, press OK.
To replace the toner cartridge, proceed as shown 
below. 
When the following message is displayed on the 
screen:
1Press OK.
2Stand in front of the device.
3Push on the left and right sides of the cover 
and pull it towards you.4Raise and remove the toner cartridge from 
the machine.
5Unpack the new cartridge and insert it into 
the slot as indicated in the diagram below.
6Close the cover. 
The following message appears:
7Press OK.
8When this message appears, 
insert the smart card provided with the new 
toner cartridge as shown on the picture 
below.
9A wait message appears. 
The smart card is read. 
Remove the smart card from the reader, 
your machine is ready to print again.
Issues with smart cards
If you use a smart card that has already been 
used, the machine will display:
then, For your safety, it is imperative to refer 
to the security directives presented in 
the Safety booklet.
TONER NEAR
END
After this message has been displayed, 
you are able to change the cartridge.
TONER EMPTY
REPLACE 
OPEN FRONT 
COVER
REPLACE TONER
HAVE YOU 
CHANGED
THE TONER? 
INSERT THE
TONER CARD
PLEASE
WAIT
NEW TONER
REMOVE CARD
PLEASE
WAIT
REMOVE CARD
ALREADY USED
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display:
then,
If the C button is pressed while the smart card is 
being read, the machine displays:
Cleaning
Scanner reading system cleaning
When one or more vertical lines appear on the 
copies, clean the glass of the scanner.
1Open the scanner cover until it is standing in 
vertical position.
2Wipe the glass with a soft lint-free cloth 
soaked with mild alcohol.
3Close the scanner cover. 
4Make a copy to check that the symptoms 
have disappeared.
Printer cleaning
Dust, dirtiness and paper debris on the external 
and internal surfaces of the printer can affect its 
operation. We advise that it is cleaned regularly.
Printer external cleaning
Clean the external part of the printer with a soft 
cloth soaked in mild detergent.
Printer issues
Error messages
When the printer encounters any of the problems 
described below, the corresponding message is 
shown on the machine display.
PLEASE
WAIT
UNKNOWN CARD
REMOVE CARD
ACTION 
CANCELLED
REMOVE CARD
Message Action
CHECK TONERCheck the presence of a 
toner cartridge in the 
machine.
TONER NEAR 
ENDIndicates that your 
consumable will need 
changing soon. 
REPLACE PAPERAdd paper in tray.
HEATINGMessage displayed when 
starting the machine.
CLOSE COVER 
PRINTERThe printer front cover is 
open, close it.
TONER EMPTY
REPLACE Replace the toner 
cartridge.
PAPER JAM
REMOVE TONERA sheet of paper is 
jammed in the machine. 
Take out the toner 
cartridge and remove 
the jammed paper 
sheet. Take out the 
paper tray and remove 
the jammed paper 
sheet. Then open and 
close the consumable 
cover.
PAPER JAM 
EXTERNAL TRAYA sheet of paper is 
jammed in the machine. 
Open the paper jam 
cover. Remove the 
jammed paper sheet. 
Then open and close the 
consumable cover.
PAPER EMPTYAdd paper in the paper 
tray. Message Action
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Paper jam
When printing, a sheet of paper may get stuck in 
the printer or the paper tray and cause a paper 
jam.
If a paper jam occurs in the machine,  and the 
following message appears:
1Open the paper jam cover located at the 
back of the machine. 
2Remove the jammed sheet of paper and 
close the cover. 
3Open and close the consumable cover. 
The printer starts again automatically.If a paper jam occurs in the machine, and the 
following message appears: 
1Remove the toner cartridge and check if a 
sheet is jammed.
2Remove the sheet of paper which causes the 
paper jam.
3Put the toner cartridge in the machine, or 
remove the paper tray and remove the sheet 
of paper which causes the paper jam. 
4Check that the paper sheets in the paper 
tray are correctly placed.
5Replace the paper tray in the machine.
PAPER JAM
EXTERNAL TRAY
The fusion unit can reach a very high 
temperature during the operation. To 
prevent any harm, do not touch this 
area.
PAPER JAM
REMOVE TONER
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Scanner issues
When a paper jam occurs, the following message 
appears:
1Open the scanner cover.
2Remove the jammed paper without tearing 
it. 
The following message appears:
3Close the scanner cover.
Miscellaneous issues
When turning on the terminal, nothing is 
displayed on the screen.
Check the connection between the power cord and 
the outlet.
The terminal does not detect the presence of 
the document inserted in the scanner 
document feeder. 
The message R
EADY does not appear on the 
screen.
At the start and during scanning, R
EMOVE 
D
OCUMENT appears on the screen.
1Remove the document or press key  .
2Check the thickness of the document (50 
sheets of paper of 20 lb. [80 g/m2]).
3Iron out the sheets if needed.
4Help the sheets along.
The terminal does not receive any faxes.
1Check that the telephone line cable is 
correctly plugged in.
2Check that there is a tone signal on the 
telephone line by means of the key
  .
You receive a blank page.
1Make a photocopy of a document; if it is correct then your fax is functioning normally. 
2Call back the subscriber and have him 
resend the document. It was probably sent 
with the sheet inserted backwards.
You cannot send a fax.
1Check that the telephone line cable is 
correctly plugged in.
2Check the tone by pressing the key  .
3Check the prefix is correctly programmed 
and used.
Communication errors
If the communication fails, the terminal advises 
you of an automatic retry later.
Example of what is displayed:
Transmission from the feeder
You have the choice between:
• waiting until the transmission takes place at the 
given time,
• restarting the transmission immediately by 
pressing 
,
• abandoning transmission by pressing . To 
eject the document, press   again.
Transmission from memory
You have the choice between:
• waiting until the transmission takes place at the 
given time,
• restarting the transmission using the 
transmission queue. In this case, for a 
document composed of several pages, the 
transmission will take place from the page 
where the error occured,
• abandoning the transmission by deleting 
the 
corresponding command in the transmission line.
The terminal makes at most 5 automatic redials. 
The non-transmitted document is automatically 
deleted from the memory and a transmission 
report is then printed together with an error code 
and the cause for transmission failure (see the 
communication error codes).
REMOVE DOCUMENT
CONFIRM 
CLOSE COVER
SCANNER
Current timeFRI 12 DEC 20:13Time of next try0142685014 20:18
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Communication error codes
The communication error codes appear in the logs 
and transmission reports.
General codes
Code 01 - Busy or no fax answer
This code appears after 6 unsatisfactory attempts. 
Call later.
Code 03 - User break
A communication has been stopped by the user 
pressing the key  .
Code 04 - Non programmed number
A number saved as a one-touch key or 
abbreviated number is not valid, check it. 
(Example: a delayed transmission was 
programmed with a one-touch key and this key 
has been deleted in the meantime).
Code 05 - Scanning default
An incident occurred with the scanner, for 
example, the sheet is jammed.
Code 06 - Printer default
An incident occurred in the printer: no paper, 
paper jam, opened cover... In the reception mode, 
this incident appears only if the reception 
parameter is switched to W
ITHOUT PAPER.
Code 07 - Disconnected
The link has been cut (bad line). Check the 
number and try again.
Code 08 - Quality
The document you sent was not well received. 
Contact your subscriber to see if you need to send 
again.
Code 0A - No document to be polled
You tried to poll a document from a subscriber who 
had not prepared his document (no deposit) or the 
password entered was incorrect.
Code 0B - Wrong number of pages
There is a difference between the number of pages 
indicated during preparation for the transmission 
and the number of pages sent. Check the number 
of pages in the document.
Code 0C - Received document error
Ask the subscriber who called you to check the 
length of his document (it may be too long to be 
completely received).
Code 0D - Transmission failed
Ask the sender to resend the document.
Code 13 - Memory full
Your fax can no longer receive since its memory is 
full. There are too many received unprinted 
documents or too many documents in the 
transmission line.
Print the received documents and delete or 
transmit immediately the documents in the 
transmission line.
Code 14 - Memory full
Received document memory full. Print all received 
documents.
Code 15 - Unknown mailbox number
You wish to deposit a document in a subscriber’s 
mailbox. The mailbox number does not exist.Code 16 - No Relay Bcst  list  Nr x
You requested a document relay from a remote 
fax but the fax has not programmed the list of 
subscribers requested.
Code 17 - Unknown mailbox number
You wish to recover a document from a 
subscriber’s mailbox. The mailbox number does 
not exist.
Code 18 - Relay Bcst impossible
You requested a document relay from a remote 
fax which does not have the relay broadcast 
function.
Code 19 - Subscriber has stopped
The communication has been stopped by your 
subscriber. (Example: a fax wanted to poll your 
fax but there is no document deposited).
Code 1A - Disconnected
The transmission has not started. The telephone 
line is busy.
Code 1B - Transmission failed
During transmission: start again.
During reception: ask your subscriber to resend 
the document.
Code 50 - Server error
A communication error occured during data 
transmission.
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