Sharp Mx 4100n Owners Manual

							6-1
This chapter provides detailed explanations of the procedures for using the document filing function. The document filing 
function allows you to save the document data of a copy or fax job, or the data of a print job, as a file on the machines 
hard drive. The file can be called up as needed.
This chapter assumes that you are already familiar with copy mode, scanner mode, and the other modes of the 
machine.
For information on procedures of copy, scanner and other modes that remain the same when those modes are used in 
conjunction with the document filing function, see the chapters for those modes. 
DOCUMENT FILING
OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6-2
 TYPES OF DOCUMENT FILING . . . . . . . . . . . .  6-2
 USES OF DOCUMENT FILING . . . . . . . . . . . . .  6-3
 BEFORE USING DOCUMENT FILING  . . . . . . .  6-4
 IMPORTANT POINTS WHEN USING 
DOCUMENT FILING  . . . . . . . . . . . . . . . . . . . . .  6-7
 USING DOCUMENT FILING IN EACH 
MODE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6-8
BASE SCREEN OF DOCUMENT FILING 
MODE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6-10
SAVING FILES WITH DOCUMENT FILING
SAVING A FILE WITH Quick File  . . . . . . . . . . .  6-11
SAVING A FILE WITH File . . . . . . . . . . . . . . . . .  6-13
 FILE INFORMATION  . . . . . . . . . . . . . . . . . . . .  6-15
SAVING A DOCUMENT FILE ONLY (Scan to 
HDD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6-18
 Scan to HDD SCREEN  . . . . . . . . . . . . . . . . .  6-18
 PERFORMING Scan to HDD . . . . . . . . . . . . .  6-23
USING STORED FILES
SEQUENCE FOR USING A STORED FILE . . . . . .  6-24
FOLDER AND FILE SELECTION SCREENS  . . . .  6-26
 FOLDER SELECTION SCREEN  . . . . . . . . . . .  6-26
 FILE SELECTION SCREEN . . . . . . . . . . . . . . .  6-27
SELECTING A FILE . . . . . . . . . . . . . . . . . . . . . . . .  6-29
 JOB SETTINGS SCREEN  . . . . . . . . . . . . . . . .  6-30
PRINTING A STORED FILE . . . . . . . . . . . . . . . . . .  6-31
 PRINT SETTINGS SCREEN  . . . . . . . . . . . . . .  6-32
 MULTI-FILE PRINTING  . . . . . . . . . . . . . . . . . .  6-33
SENDING A STORED FILE . . . . . . . . . . . . . . . . . .  6-37
 SEND SETTINGS SCREEN . . . . . . . . . . . . . . .  6-38
PROPERTIES OF STORED FILES  . . . . . . . . . . . .  6-39
 FILE PROPERTIES  . . . . . . . . . . . . . . . . . . . . .  6-39
 CHANGING THE PROPERTY . . . . . . . . . . . . .  6-39
MOVING A STORED FILE . . . . . . . . . . . . . . . . . . .  6-41
DELETING A STORED FILE  . . . . . . . . . . . . . . . . .  6-43
CHECKING AN IMAGE OF A STORED FILE  . . . .  6-44
 IMAGE CHECK SCREEN  . . . . . . . . . . . . . . . .  6-45
RETRIEVING AND USING A FILE FROM THE 
JOB STATUS SCREEN . . . . . . . . . . . . . . . . . . . . .  6-46
SEARCHING FOR A STORED FILE  . . . . . . . . . . .  6-47
CHAPTER 6
DOCUMENT FILING 
						

							6-2
DOCUMENT FILING
Contents
This section provides information that you should know before using the document filing function, including an overview 
of document filing, the features and functions of document filing, and points to keep in mind when using document filing.
OVERVIEW
The document filing function allows you to save the document image of a copy or image send job, or the data of a print 
job, as a file on the machines hard drive.
The stored file can be retrieved and printed or transmitted as needed.
TYPES OF DOCUMENT FILING
There are three ways to save a file using document filing: Quick File, File, and Scan to HDD.
DOCUMENT FILING
Quick File
As a copy, scan send, or other job is performed, this function saves the document data to the hard 
drive. Use this function when you want to quickly and easily store document data without specifying a 
file name or other information.
The stored file can also be used by other people. Do not use this method to save files that you do not 
want others to use, such as files containing sensitive or confidential information.
File
As a copy, scan send, or other job is performed, this function saves the document data to the hard 
drive. Unlike Quick File, various types of information can be appended to the file when the file is saved 
to enable efficient file management.
A password can also be established to prevent the file from being retrieved up by others.
Scan to HDDThis function scans a document and stores it as a file. Like File, various types of information can be 
appended to the file when it is stored.
Print
Hard drive
Internet Fax
Fax
Scan to HDDSend
Copy Print Scan
Hard drive
Saving a file Retrieving and using a stored file
A stored file can be printed. A stored file can also be 
sent as a fax or sent to another computer over a 
network. A stored file can also be kept for archive 
purposes. Document information used in any of the modes 
is saved to the hard drive as a file. 
						

							6-3
DOCUMENT FILING
Contents
USES OF DOCUMENT FILING
Quickly using a file
Example: You prepared handouts consisting of numerous pages for a meeting, however, another handout is 
needed for a newly added participant.
As shown in the example, storing a job with the document filing function frees you of the need to rescan the original and 
select settings, saving considerable time.
Convenient for managing frequently used documents
Example: Managing a large number of business forms
Application forms, report forms, and other business forms can be stored on the hard drive for easy retrieval, letting you 
print the number of copies you need when you need them.
The handout was not saved using document filingThe handout was saved using document filing
Not likely to be completed in time for the meeting...Printing is accomplished quickly and the handout is ready in 
time for the meeting!
Copy settings must be reselected and the original must be 
rescanned.
As indicated above, to obtain another set of output, the 
settings must be selected all over again. If you dont remember 
the settings, much effort may be expended to get the same 
output result as the previous time.By retrieving a job stored using document filing, there is no 
need to reselect copy settings or rescan the original.
The job can be retrieved and printed using the same settings 
quickly and easily.
Ratio, color mode, and special mode 
settings must be reselected.
The numerous original pages must all be 
rescanned.
The stored file is simply retrieved and 
printed.
Paid holiday forms?
Daily report forms?
Business trip forms?
Main FolderFile NamePaid holiday formsName 104/04/2010Daily report formsName 104/04/2010Business trip formsName 104/04/2010Daily report formsName 104/04/2010Daily report formsName 104/04/2010
User Name Date
Switch DisplayAll Files
12
BackSearch
Multi-File Print
File RetrieveScan to HDDHDD StatusEx Data Access
Not using document filing
It takes time to find the form you need.Using document filing
The required form can be easily retrieved from the 
document filing list,
and document management is much more efficient. 
						

							6-4
DOCUMENT FILING
Contents
BEFORE USING DOCUMENT FILING
This section provides information that you should know before using the document filing function.
Folders
Three types of folders are used to store files by document filing.
Quick File Folder
Documents scanned using the [Quick File] key are stored in this folder. A user name and file name are automatically 
assigned to each job.
Main Folder
Documents scanned using the [File] key are stored in this folder.
When you store a job in the Main folder, you can specify a previously stored user name and assign a file name.
A password can also be set when storing a file ([Confidential] save).
Custom Folder
Folders with custom names can be created inside this folder.
When a document is scanned using the [File] key and a folder is selected, the document is stored in the specified folder.
Like the Main folder, a custom folder allows you to specify a previously stored user name and assign a file name when storing a job.
Passwords can be established for custom folders and for files saved in custom folders.
Items convenient to store
When storing a job using File or Scan to HDD, it is convenient to store the items below. These settings are not 
needed when storing a job using Quick File.
A maximum of 1000 custom folders can be created on the hard drive.
User NameThis is necessary if you will be assigning a user name to stored files. User names are stored in User List in 
the system settings (administrator). A user name is also used as a search condition when searching for a file.
Custom Folder
The Main folder is initially available as a location for storing files by File and Scan to HDD. When 
custom folders have been created using Document Filing Control in the system settings, a custom 
folder can be specified as a location for storing files. A password can also be established for a custom 
folder to restrict access to the folder.
My Folder
My Folder is specified using User List in the system settings (administrator). A previously created 
custom folder can be selected as My Folder, or a new folder created as My Folder. When My 
Folder has been configured and user authentication is used, My Folder will always be selected as 
the destination of File and Scan to HDD.
System Settings: Document Filing Control (page 7-24)
This is used to create custom folders for document filing. A password can also be established for a custom folder.
System Settings (Administrator): User List
This is used to store a user name and specify a folder as My Folder.
Folders on the hard drive
Quick File 
FolderMain Folder
Custom Folder 
						

							6-5
DOCUMENT FILING
Contents Approximate number of pages and files that can be stored by document 
filing
Combined total number of pages and total number of files that can be stored in custom 
folders and in the Main folder
Number of pages and number of files that can be stored in the Quick File folder
* The indicated numbers are guidelines for the number of pages that can be stored when all pages are full color, and 
when all pages are black & white.
Copying in sort mode uses the same memory area as the Quick File folder. For this reason, when too much data has 
been stored in the Quick File folder, it may not be possible to perform a large copy job using sort mode. Delete 
unneeded files.
The original types above are examples to make the explanation easier to understand. The actual number of pages and 
number of files that can be stored will vary depending on the contents of the original images and the settings when the 
files are stored.
Examples of original typesNumber of pages*Number of files
Full color 
original
(Text and photo 
example)
Size:
8-1/2 x 11 (A4)
Max. 2500
Max. 3000
Black & white 
original
(Text)
Size:
8-1/2 x 11 (A4)
Max. 5500
Examples of original typesNumber of pages*Number of files
Full color 
original
(Text and photo 
example)
Size:
8-1/2 x 11 (A4)
Max. 800
Max. 1000
Black & white 
original
(Text)
Size:
8-1/2 x 11 (A4)
Max. 1700 
						

							6-6
DOCUMENT FILING
Contents Automatic deletion of files
You can have document filing data in specified folders automatically deleted at regular intervals by specifying the folders 
and the time. Periodic deletion of files stored in the machine helps to prevent the leaking of sensitive information and 
frees space on the hard drive.
Every day, every week, or every month can be selected for the deletion cycle, and a time can be set for each selection.
For example, you can set file deletion to take place every week on Friday at 6:00 PM.
Automatic file deletion settings are configured in Automatic Deletion of File Settings in the system settings 
(administrator).
To check the settings, print the following list in the system settings.
To check information on the deletion cycle: Print the Administrator Settings List in the system settings (administrator).
To check information on the folders selected for file deletion: Print the Document Filing Folder List in the system settings.
When Automatic Deletion of File Settings is enabled in the system settings (administrator), all files in the specified folders 
will be deleted when the set time arrives. Take care not to store files that you wish to keep in folders specified for file deletion.
System Settings: Document Filing Control (page 7-24)
This shows a list of the folder names for document filing.
System Settings (Administrator): Automatic Deletion of File Settings
Configure settings for automatic deletion at regular intervals of files stored using the document filing function.
System Settings (Administrator): Administrator Settings List
Use this to print a list of the administrator settings, including document filing settings. 
						

							6-7
DOCUMENT FILING
Contents Files
When a file is saved using File, the following information can be appended.
Saving a file with this information allows you to distinguish it from other files.
User name:Use this to specify the owner of the file. The user name must first be stored in User List in the system 
settings.
File Name:A file name can be entered.
Folder:Select which folder the file will be saved in.
Confidential:A password (5 to 8 digits) can be established to prevent others from using the file.
IMPORTANT POINTS WHEN USING DOCUMENT FILING
Note the following when using document filing:
 Files saved using Quick File are assigned the Sharing property. Sharing files can be retrieved and printed or 
transmitted by anyone, and thus Quick File should not be used to save sensitive or confidential documents that you do 
not wish others to use.
 When saving a file with File, use the Confidential property. A password can be set for a Confidential file to 
prevent the file from being used by other people. Take care to keep the password of a stored Confidential file secret.
 The property of a stored Confidential file can be changed to Sharing by Property Change when the file is used. 
Do not store sensitive documents or documents that you do not want to be used by others.
 Except in cases provided for by law, SHARP Corporation bears no responsibility for any damages that result from the 
leaking of sensitive information due to manipulation by a third party of any data saved using the Quick File function or 
File function, or incorrect operation of the Quick File function or File function by the operator that saves the data.
The above information cannot be specified when a file is saved with Quick File.
System Settings (Administrator): User List
This is used to store user names.
Meeting minutes folder
User Name: Name 1
File Name: Meeting handout
Password: 12345678 
						

							
6-8
DOCUMENT FILING
Contents
USING DOCUMENT FILING IN EACH MODE
In copy or image send mode, the original can be saved as a file on the hard drive at the same time it is copied or 
transmitted. In addition, Scan to HDD can be used to save the scanned data  of an original to the hard drive without 
copying or transmitting the data.
Copy mode
The original is saved as an image f ile at the same time it is copied.
Image Send mode
Example: Base screen of scan mode
The original is saved as an image file at the same time it is scanned and transmitted.
(1) Touch the [COPY] key.
(2) Touch the [File] key or the [Quick File] 
key.
(1) Touch the [IMAGE SEND] key.
(2) Touch the [Scan] tab.
(3) Touch the [File] key or the [Quick File]  key.
Ready to scan for copy.0
Auto
8½x11
PlainAuto
8½x11
2.3.4.
1.8 x11R8 x1411x17
8 x111  /
 2
1  /
 2
1 
/
 28 x11Plain
Color ModeSpecial Modes
2-Sided Copy
Output
File
Quick File
OriginalPaper Select
Full Color
ExposureAuto
Copy Ratio
1  /
 2
IMAGE SEND DOCUMENT
FILING
COPY
100%Preview
(1)(2)
AutoAuto
Auto
File
Quick File
Address Review
Send Settings
Address Entry
Address Book
USB Mem. ScanFaxInternet FaxPC Scan
Resend
Special Modes
Color Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
200X200dpi
PDF
Auto/GrayscaleMono2
PDF
Ready to send.
IMAGE SEND DOCUMENT
FILING
COPY
Preview
(3)
(1)(2) 
						

							6-9
DOCUMENT FILING
Contents Scan to HDD mode
The scanned original is saved as an image file. Neither printing nor transmission are performed when Scan to HDD is 
used.
(1) Touch the [DOCUMENT FILING] key.
(2) Touch the [Scan to HDD] tab.
[File] key and [Quick File] key
The File key and/or Quick File key will not appear in the base screen of copy mode or image send mode if one or both of 
the keys has been changed to a different function using Customize Key Setting in the Web page menu. In this case, touch 
the [Special Modes] key in the base screen of either mode. Document filing can be performed by touching the [Quick File] 
key or [File] key in the special modes menu.
Using document filing in print mode
To use document filing in print mode, select document filing in the printer driver. For more information on using document 
filing in print mode, see CONVENIENT PRINTER FUNCTIONS (page 3-57) in 3. PRINTER.
Using document filing in PC-Fax/PC-I-Fax mode
To use document filing in PC-Fax or PC-I-Fax mode, select document filing settings in the PC-Fax driver. For more 
information, see Help in the PC-Fax driver.
System Settings (Administrator): Customize Key Setting
Registration is performed in [System Settings] - [Operation Settings] - Customize Key Setting in the Web page menu.
File RetrieveScan to HDDHDD StatusEx Data AccessFile
InformationOriginal
Exposure
Resolution
Comp. Ratio
Color Mode
Special Modes
200X200dpi
Medium
AutoAuto
Auto
AutoMono2
Ready to scan to HDD.
Press [Start] to scan original.
Scan:Store:
IMAGE SENDDOCUMENT
FILING COPY
Preview
(1)(2) 
						

							6-10
DOCUMENT FILING
Contents
BASE SCREEN OF DOCUMENT FILING 
MODE
Touch the [DOCUMENT FILING] key in the touch panel to open the base screen of document filing mode.
Files stored on the hard drive in the machine can be retrieved from this screen.
When user authentication is used and My Folder is configured, the file selection screen of My Folder will appear.
If the user that logged in does not have My Folder configured, the folder selection screen will appear.
☞FOLDER SELECTION SCREEN (page 6-26) 
☞FILE SELECTION SCREEN (page 6-27)
(1) Mode switch keys
Use these keys to switch between copy, image send, and 
document filing modes.
To switch to document filing mode, touch the 
[DOCUMENT FILING] key.
(2) [File Retrieve] tab
Touch this tab to retrieve a file stored by document filing. 
The folder selection screen will appear.
☞FOLDER SELECTION SCREEN (page 6-26)
(3) [Scan to HDD] tab
Touch this key to select Scan to HDD. Neither printing 
nor transmission are performed.
The file will be stored in the Main folder or a custom 
folder.
☞SAVING A DOCUMENT FILE ONLY (Scan to HDD) 
(page 6-18)
(4) [HDD Status] tab
Touch this key to check how much of the machines hard 
drive is being used.
The amount used is shown as a percentage.(5) [External Data Access] tab
This can be selected when an FTP server is stored or a 
USB memory device is connected to the machine.
☞DIRECTLY PRINTING FROM THE MACHINE 
(page 3-60) in 3. PRINTER
(6) [Search] key
Touch this key to search for a file stored in a folder.
You can search using the user name, file name, or folder 
name.
☞SEARCHING FOR A STORED FILE (page 6-47)
(7) When retrieving a stored file, use this to select the 
folder where the file is stored.
☞FOLDER SELECTION SCREEN (page 6-26)
File RetrieveScan to HDDHDD StatusEx Data Access
Main Folder
User 1
User 3
User 5
User 7
User 9
User 2
User 4
User 6
User 8
User 10
Quick File Folder
SearchFolder Select
12
All FoldersABCDEFGHIJKLMNOPQRSTUVWXYZ
IMAGE SENDDOCUMENT
FILING COPY(1)
(3)(4)
(5)(6)
(7)
(2)
HDD Status
Main Folder:10%Custom Folder:40%
Quick File Folder:20%
Free Space:50%
Free Space:80%0255075100%
0255075100%