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Sharp AR M316 User Manual

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    							29
    HOW TO USE THE NETWORK SCANNER FUNCTION
    2
    SELECTING THE FILE FORMAT
    You can select the format of the image file that will be created (file type, compression mode, and pages per file). The 
    factory default settings are TIFF for the file type, MMR (G4) for the compression mode, and ALL for the pages 
    per file.
    1Touch the [FILE FORMAT] key.
    2Select the file type and the 
    compression mode.
    Either [TIFF] or [PDF] can be selected for the file 
    type of the image data to be created, and 
    [NONE], [MH (G3)] or [MMR (G4)] can be 
    selected for the compression format.
    3Set the number of pages per file.
    Touch the ALL key or one of keys [1] to [6].
     [ALL]: The scanned images are combined into a 
    single file.
     [1] to [6]: Multiple image files are created, each with 
    the selected number of pages per file.
    4Touch the [OK] key.
    You will return to the 
    initial screen.
    AUTO   8½X11ORIGINAL
    300dpiRESOLUTION
    QUALITY
    TIFF-G4FILE FORMAT
    300dpiTIFF
    123456ALL
    MH (G3)
    QUALITY
    RESOLUTION
    PDFOK
    NONEMMR (G4)COMPRESSION MODE
    PAGES PER FILE
    FILE TYPE
    FILE FORMATAUTO   8½X11ORIGINAL
    OK
    MMR (G4)
     The factory default setting can be 
    changed in the key operator programs. 
    (See INITIAL FILE FORMAT SETTING 
    in the key operators guide.)
     To open the scanned image without using 
    the software program in the CD-ROM that 
    accompanies the network scanner 
    expansion kit, the recipient must have a 
    viewer program that can open the image 
    format (file type) that was selected as 
    explained above.
     The factory default setting for the image 
    format produces the smallest file (TIFF 
    G4). If the recipient cannot open the 
    image, try sending the image in a different 
    for mat.
     If the number of scanned originals is not 
    divisible by the number set in PAGES 
    PER FILE, the last file will have less 
    pages.Note
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    30
    HOW TO USE THE NETWORK SCANNER FUNCTION
    CHANGING THE SEND SETTINGS
    The file name of the scanned image can be changed.
    When performing Scan to E-mail, the subject and sender can also be changed.
    If the send settings are not changed, these items are entered automatically using the information stored in the Web page.
    1Touch the [SEND SETTINGS] key.
    2Touch the [SUBJECT ], [FILE NAME], 
    or [SENDER] key to change the 
    corresponding entry.
    If the [Enable User 
    Authentication] or 
    [Disable selection of 
    sender from Sender List] 
    checkbox is selected in 
    Advanced Setup in 
    Network Scanning in the 
    Web page, the [SENDER] 
    key will be grayed out and 
    cannot be selected (p.6).
    3If the [SUBJECT] key  or [FILE NAME] 
    key is touched,  a keyboard will 
    appear. Enter the desired text and 
    then touch the [OK] key.
    Up to 64 characters can be entered.
    4If [SENDER] is  touched, a sender 
    selection screen will appear. Touch 
    the desired one-tou ch key and then 
    touch the [OK] key.
    The [GLOBAL ADDRESS SEARCH] key is used 
    to select a user stored in a global address book 
    as a sender. (p.23)
    The [ADDRESS ENTRY] key is used to directly 
    enter an e-mail address. 
    5Touch the [OK] key in the send 
    settings screen.
    You will return to the 
    initial screen.
    • A maximum of only 54 characters can be  displayed in the send settings screen.
     When entering a file name, there is no  need to enter a file extension.
    The file extension is added automatically 
    based on the selected file format.
     The following symbols cannot be used  when entering a file name or folder name.
    Depending on the environment of use of 
    the OS, it may not be possible to use 
    spaces and the symbols indicated below.
    For example, hyperlinks will not operate 
    correctly or nonsense characters may appear.
    $  %    (  )  +  -  .  =  @  [  ]  ^  `  {  }  _
    ADDRESS
    BOOK
    ADDRESS ENTRY
    ADDRESS REVIEW
    SEND SETTINGS
    SUBJECT
    FILE NAME
    SENDER
    (USE DEF
    (USE DEF
    (USE DEF
    SEND SETTINGS
    SPACEÃÄÂ/ãäâ12#$%
    abcABC
    AB/ab
    CANCELOKSUBJECT
    XXXXX
    Note
    \?/  ; : ,
     ! * | &#
     The senders that have been stored in  Sender in the Web page appear in the 
    sender select screen. If the desired 
    sender does not appear, you must first 
    store it as a Scan to E-mail destination in 
    Sender in the Web page. (p.15)
     When a checkmark appears in the 
    [Disable selection of sender.] checkbox in 
    the Web page, the [SENDER] key in the 
    SEND SETTING screen is grayed out to 
    prevent selection of senders and entry of 
    e-mail addresses.
     If an LDAP server is not configured in the  Web page, the [GLOBAL ADDRESS 
    SEARCH] key will be grayed out and 
    searching will not be possible.
    ABCGROUPFREQUENT USEABCDEFGHIJKLMNOPQRSTUVWXYZ
    OK1/2
    TEST5TEST6
    TEST3
    TEST1TEST2
    TEST4
    ADDRESS ENTRY
    GLOBAL
    ADDRESS SEARCH
    Note
    OK
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    							31
    2
    CANCELING AN E-MAIL/FTP 
    TRANSMISSION
    You can cancel a transmission job that is in progress. Cancellation is done from the scanner job status screen.
    1Press the [JOB STATUS] key.
    2Touch the [SCAN TO] key.
    3Touch the job key of the transmission 
    job that you wish to cancel.
    The touched key is highlighted.
    4Touch the [STOP/DELETE] key.
    A message appears to 
    confirm the cancellation. 
    Touch the [YES] key to 
    delete the selected job 
    key and cancel the 
    transmission.
    You can cancel a transmission after scanning is finished by pressing the [CLEAR] key ( ) or the [CLEAR ALL] 
    key ( ) while SENDING. PRESS [C] TO CANCEL. appears in the touch key.Note
    If you do not wish to cancel the 
    transmission, touch the [NO] key.
    FA XD ATA LINE
    JOB STATUS
    CUSTOM SE
    SCAN TO
    STOP/DELETE
    Note
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    							32
    3
    Chapter 3
    TROUBLESHOOTING
    TROUBLESHOOTING
    If a problem or question arises, try to solve the situation using the following information before contacting your 
    authorized SHARP dealer.
    ProblemCause and solutionPage
    The image cannot be scanned.
    The original is loaded upside down.
    ‘If you are using the document glass, the original must be placed 
    face down. If you are using the RSPF, the original must be 
    inserted face up.20
    A moiré (stripe pattern) appears on 
    the scanned image.
    A slight amount of moiré sometimes appears when 
    printed matter is scanned.
    ‘Moiré can in some cases be reduced by changing the scanning 
    resolution.
    If you are using the document glass, also try shifting the position 
    and/or angle of the original on the document glass.28
    The scanned image is fuzzy or has 
    smudges.
    The document glass or the underside of the RSPF (or 
    document cover) is dirty.
    ‘To clean the document glass and the underside of the document 
    cover, see operation manual for copier.—
    The scanned image is clipped.
    The set original scanning size is smaller than the actual 
    original size.
    ‘Set the actual original size.
    If you intentionally selected a size setting smaller than the actual 
    original size, take into consideration the part of the original that 
    you wish to scan when placing the original. For example, if the 
    actual size is 8-1/2 x 11 and you selected 5-1/2 x 8-1/2 for the 
    size setting, place the original so that the part that you wish to 
    scan is within the 5-1/2 x 8-1/2 area indicated by the guides on 
    the far left side of the document glass.
    26
    The scanned image is upside down 
    or on its side.
    The original was not placed in the correct orientation.
    ‘Place the original in the correct orientation. (See operation 
    manual for copier)
    To rotate the image 90 degrees, touch the [ORIGINAL] key in the 
    initial screen and then touch the ROTATE THE IMAGE 90 
    DEGREES checkbox to make a checkmark appear.
    26
    The received image data cannot be 
    opened.
    The viewer program used by the recipient does not 
    support the format of the received image data.
    ‘Try selecting a different file type (TIFF or PDF) and/or a different 
    compression format (NONE, MH (G3), MMR (G4)) when sending 
    the image data.
    Otherwise, have the recipient use Sharpdesk or a viewer 
    program that supports the above combinations of file types and 
    compression formats.
    29
    When the same file name is used for 
    two successive Scan to FTP 
    transmissions, the second file is not 
    sent.The first file may still remain in the cache of the file server 
    client. Disable use of the cache in the client software.
    —
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    							33
    TROUBLESHOOTING
    3
    DISPLAY MESSAGES
    If one of the following messages appears in the display, promptly take action as instructed by the message.
    The recipient does not receive 
    transmitted data.
    An incorrect destination was selected.
    Otherwise, there is a mistake in the information stored 
    for the destination (e-mail address or FTP server 
    information).
    ‘Select the correct destination and make sure the correct 
    information is stored for the destination.
    * If delivery by e-mail (Scan to E-mail) is unsuccessful, an 
    error message such as Undelivered Message may be 
    sent to the designated administrators e-mail address. 
    This information may help you determine the cause of 
    the problem.10 - 13
    The recipient does not receive data 
    sent by e-mail (Scan to E-mail).
    Check the Web page to see if a limit has been set for the size 
    of image files sent using Scan to E-mail (the factory default 
    setting is Unlimited).
    A limit can be set from 1 MB to 10 MB. Consult the 
    administrator of the Web page to select a suitable limit.6
    The amount of data that can be sent in one e-mail 
    transmission is sometimes limited by the administrator of the 
    mail server. Even if the amount of data sent is within the limit 
    setting explained above, if it exceeds the limit set by the 
    administrator of the mail server, the data will not be delivered 
    to the recipient.
    Decrease the amount of data sent in the e-mail transmission 
    (reduce the number of pages scanned). (Ask your mail server 
    administrator what the data limit is for one e-mail transmission.)
    —
    Transmission takes a long time.When there is a large amount of image information, the data 
    file is also large and transmission takes a long time.—
    In order to select image quality and data compression settings that are suited to the purpose 
    of transmission and create image data that is well-balanced in terms of image quality and file 
    size, pay attention to the following points:
    Image quality modes (TEXT, TEXT/PHOTO, PHOTO)
    The factory default setting is TEXT/PHOTO. If the original does not contain photographs, illustrations, or 
    other halftone images, TEXT mode will give you the most workable scanned image. TEXT/PHOTO should 
    only be selected when the original includes a photograph and you wish to give priority to the quality of the 
    photograph. (There is no advantage to scanning a text-only original in TEXT/PHOTO or PHOTO mode.)
    PHOTO mode should only be used to scan a photograph or illustration. Note that this will produce a larger file 
    size than the other modes.
    Resolution
    The factory default setting is 300 dpi. This is suitable for originals with mixed text and 
    illustrations/photographs; however, it produces a slightly larger file size. For normal text originals, a resolution 
    setting of 200 dpi produces an image that is sufficiently readable. (200 dpi is equivalent to the Fine resolution 
    setting of fax machines.)
    The 600 dpi setting should only be used in cases where high-clarity image reproduction is required, such as an 
    original that includes photographs or illustrations. Note that a high-resolution setting will result in a larger file 
    size and transmission may not be successful if there is insufficient disk capacity in the server to which the 
    image is sent (or if the administrator of the server has restricted the file size). If transmission is not successful, 
    you can try such measures as reducing the number of scanned pages in the file or reducing the scan size 
    setting for the original.
    MessageSolutionPage
    THE DOCUMENT FEEDER IS 
    DISABLED.Use of the RSPF has been disabled in the key operator programs. 
    Use the document glass.—
    ProblemCause and solutionPage
    Caution
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    							34
    TROUBLESHOOTING
    Error codes
    If a transmission error occurs when you send a scanned image, a message informing you of the error and an error 
    code will appear in the touch panel on the machine.
    Error Code Table
    IF YOUR E-MAIL IS RETURNED
    If a Scan to E-mail is not successfully transmitted, an e-mail informing you of this fact is sent to the sender selected 
    at the time of transmission. If this happens, read the e-mail and determine the cause of the error, and then repeat 
    the transmission.YOUR FILENAME IS WRONG. The characters ¥/;:*? cannot be used in a file name. Select a 
    name that does not use those characters.—
    NO MATCHING ADDRESS 
    FOUND.
    PRESS [OK] THEN [SEARCH 
    AGAIN].There are no addresses in the LDAP server that match your search 
    text. Select a different server or change the search text.
    23
    UNABLE TO ACCESS THE 
    SERVER.
    CHECK SERVER ADDRESS ON 
    DEVICE WEB PAGE.The server settings are not configured correctly. Check the server 
    settings.
    7
    THE ADDRESS LIMIT HAS 
    BEEN REACHED.
    NO MORE ADDRESSES CAN BE 
    ENTERED.The maximum number of destinations that can be selected for a 
    single Scan to E-mail transmission is 100. Do not select more than 
    100 destinations.—
    THE MEMORY BECOMES FULL. 
    SCANNED DATA IS 
    TRANSMITTED.The memory became full while scanning the originals. If you wish to 
    send just the originals that were scanned, touch the [SEND] key. If 
    you wish to cancel the entire transmission, touch the [CANCEL] 
    key.—
    NO RESPONSE FROM SERVER.
    COMMUNICATION 
    TERMINATED DUE TO 
    TIMEOUT.The scanned image was not sent because the server was busy or 
    there was too much traffic. Wait briefly and then try again.
    —
    NETWORK ERROR
    THE DIRECTORY NAME OF FTP 
    SERVER IS INVALID.The scanned image was not sent because the directory of the 
    destination FTP server was not correct. Make sure that the correct 
    FTP server information is configured in the Web page.11
    SERVER ACCESS DENIED. 
    CHECK ACCOUNT 
    INFORMATION ON DEVICE WEB 
    PA G E .The scanned image was not sent because a connection to the 
    server could not be established. Make sure that the SMTP server 
    settings or FTP server settings in the Web page are correct.7
    Make sure that your login name and password are correct. —
    NETWORK ERROR. ( ) 
    CONSULT YOUR KEY 
    OPERATOR OR SYSTEM 
    ADMIN. FOR SPECIFIC 
    INFORMATION.Turn off the power and turn it back on. Consult with your network 
    administrator to make sure that no problems exist on the network or 
    in the server. If the error is not cleared after turning the power off 
    and on, write down the 2-digit main code and 2-digit sub-code, turn 
    off the power, and contact your dealer.—
    Error CodeDescription of the Error
    CE-01 An interface hardware error has occurred.
    CE-03 The server was down during the scanning of the original.
    CE-00 An error other than the above has occurred.
    MessageSolutionPage
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    							35
    TROUBLESHOOTING
    3
    IMPORTANT POINTS WHEN USING SCAN TO E-MAIL
    Be very careful not to send image data files that are too large.
    Your mail servers system administrator may have placed a limit on the amount of data that can be sent in one e-mail 
    transmission. If this limit is exceeded, the e-mail will not be delivered to the recipient. Even if there is no limit and 
    your e-mail is successfully delivered, a large data file may take a long time to be received and place a heavy burden 
    on the recipients network, depending on the recipients network (Internet) connection environment.
    If large image data files are repeatedly sent, the resulting burden on the network may slow down the speed of other, 
    unrelated data transmissions and in some cases, may even cause the mail server or network to go down.
    The images on the following page will produce the following file sizes when scanned as 8-1/2 x 11 or A4 size 
    originals:
    * If multiple images are scanned, the file size will be approximately (Size of each image as indicated above) x 
    (Number of images scanned).
    Although the actual limitation depends on your network environment, a general guideline for the maximum file size 
    for Scan to E-mail is 2000 KB. In cases where you need to send multiple documents, try such measures as lowering 
    the resolution mode.
    Original image samples
    The original images shown below are samples to help you understand the above explanations. Note that these 
    images are smaller than the actual originals (the actual originals are 8-1/2 x 11 size).
    ResolutionFile size of text original A when scanned 
    in TEXT mode.File size of photo original B when
    scanned in TEXT/PHOTO mode.
    300dpi Approx. 50 KB Approx. 1400 KB
    600dpi Approx. 90 KB Approx. 5000 KB
    Text original A Photo original B
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    							36
    CHECKING THE IP ADDRESS
    To check the IP address of the machine, print out the settings list from the operation panel of the machine.
    1Press the [CUSTOM SETTINGS] key.
    The custom settings  
    screen will appear.
    2Touch the [LIST PRINT] key.
    3Touch the [PRINTER TEST PAGE] key.
    4Touch the [PRINTER SETTINGS LIST] 
    key.
    PRINT JOB IN 
    MEMORY. PLEASE 
    WAIT UNTIL PRINT 
    OUT. appears in the 
    message screen and 
    printing begins.
    D ATA LINE
    B STATUS
    CUSTOM SETTINGS
    ESS
    ROL
    CL
    RECEIVE MODELAY
    AST
    FA
    F
    LIST PRINT
    PRINTER TEST PAGE
    SENDING ADDRESS LIST
    FAX REPORT
    PCL SYMBO
    SET LIST
    NIC PAGEPCL EXTENDED
    FONT LIST
    PRINTER
    SETTINGS LIST
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    							37
    4
    Chapter 4
    M E TA D ATA  D E L I V E RY
    METADATA DELIVERY (DATA ENTRY)
    When the application integration module is installed and an image file is generated for a scan send transmission, 
    metadata (data indicating the attributes of the image file and how it is to be processed) can be generated based on 
    pre-stored information and transmitted as a separate file. The metadata file is created in XML format. By linking the 
    metadata with applications such as document management software, a workflow application, or an encryption 
    server, a sophisticated document solution environment can be built.
    Using the application integration module, information on a generated image file can be entered at the touch panel 
    and transmitted along with the image as an XML file.
    Metadata
    (XML file)
    Image file
    Scan to
    Desktop
    Scan to E-mail
    Scan to FTPClient PC that uses Network
    Scanner Tool
    Server
    Fax server, document 
    management software, 
    workflow application, 
    encryption server, etc.
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    							38
    PREPARATIONS FOR METADATA 
    TRANSMISSION
    SETTINGS REQUIRED IN THE WEB PAGES
    All settings related to metadata are configured in the Web pages. (Administrator rights are required.)
    To configure metadata settings, click [Metadata Settings] in the Web page menu frame.
    Storing Metadata Sets
    Store the items (the metadata set) that are written to the XML file that is generated during scanning. Up to 10 
    metadata items can be configured in a metadata set. A stored metadata set can be selected at the time of 
    transmission.
    METADATA TRANSMISSION FOR SCAN TO DESKTOP
    When Network Scanner Tool is used in its factory default configuration, a file will be generated with a new file name 
    on the computer. When Network Scanner Tool is used as a means of sending a metadata file to a third party 
    software application, this setting must be disabled to allow cross referencing between the image file and XML file by 
    means of the file name generated by the computer. (When setting the file name in [SEND SETTINGS], to ensure 
    that a previously existing file on a computer is not overwritten by a transmitted file of the same name, be sure to 
    configure the file name so that name duplication cannot occur; for example, by including a unique extension (the 
    date, etc.) in the generated file name. If the file name setting is left blank, the machine will automatically generate a 
    file name that is unique.)
    Addresses specified in Require destination selection and include in metadata when a metadata set is stored 
    can be selected as transmission destinations at the time of transmission using one-touch keys, manual entry, 
    and/or a global address book search. (Addresses for which metadata entry is not allowed cannot be specified as 
    transmission destinations.)
     It is recommended that you use Network Scanner Tool to receive metadata. For more information, see the 
    Network Scanner Tool Users Guide (PDF format) on the Sharpdesk/Network Scanner Utilities CD-ROM.
     For information on the license agreement and how to use the CD-ROM that accompanies the application 
    integration module, see the separate Sharpdesk license kit manual.
    Using third party software applications
    Various types of third party software applications exist. Some applications can start automatically from 
    Network Scanner Tool and some cannot. When the auto-run function of an application is enabled, Network 
    Scanner Tool will start the application with the .exe command using the file name as a parameter. Normally 
    an application is started twice, once for the image file and once for the XML file. For example, when Network 
    Scanner Tool is set to start the application APP.EXE, the following commands are applied when the two files 
    IMG.TIF and IMG.XML are received.
    APP.EXE IMG.TIF
    APP.EXE IMG.XML
    Note
    Note
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