Sharp MX M283N User Manual

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This section explains metadata delivery, which can be used when the application integration module kit is installed.
METADATA DELIVERY (Data Entry)
When the application integration module kit 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 kit, information on a generated image file can be entered at the touch panel and 
transmitted along with the image as an XML file.
METADATA DELIVERY
Scan to
Desktop
Scan to E-mail
Scan to FTP
Scan to Network FolderClient PC that uses Network
Scanner Tool
Server
Fax server, document 
management software, 
workflow application, 
encryption server, etc. Metadata
(XML file)
Image file
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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 [Application Settings] and then [Metadata Settings] in the Web page menu.
When configuring settings, be sure to enable metadata transmission.
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 Address Type Allowing Metadata Entry 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 licence agreement and how to use the CD-ROM that accompanies the application integration 
module, see the separate Sharpdesk licence 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
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TRANSMITTING METADATA
Follow the steps below to select a metadata set, enter each item, and perform metadata transmission.
1
Switch to data entry mode and display 
the metadata set screen.
(1) Touch the [Data Entry] tab.
(2) Touch the [Metadata Entry] key.
 If no metadata sets have been stored, the [Data Entry] tab cannot be selected. Store a metadata set in the Web 
pages and then perform the transmission procedure.
 If a specific metadata set has been specified as the default set, go to step 3.
2
Select a metadata set.
(1) Touch the key of the metadata set that you 
wish to use.
(2) Touch the [OK] key.
3
The keys of the items stored in the 
metadata set will appear. Touch the key 
of the item that you want to enter.
If you accidentally selected the wrong metadata set or wish to use a different metadata set when a default metadata 
set has been set, touch the [Metadata Set] key. Touch the [OK] key in the message screen that appears. You will 
return to the screen of step 1. Metadata items entered to that point will be cancelled.
AutoAuto
Auto
File
Quick File
Send Settings
Address Entry
Address Book
Data EntryFaxInternet Fax
Special Modes
Colour Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
200X200dpi
A4
Metadata Entry
Address ReviewPDF
Mono2
(1)
(2)
Preview
Metadata SetOKCancel
Metadata 1
Set Name:Metadata 1
Metadata 2
Metadata 3Metadata 4
Metadata 5Metadata 6
Metadata 7Metadata 8
Metadata 9Metadata 10
(2)(1)
Data Entry
Set Name:Metadata 1
OKCancelMetadata Set
12
User ID
From Name
Reply To
AccessPassword
BillCode1
DocumentPassword
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4
Enter the selected metadata item.
(1) Touch the key of the value that you wish to 
enter.
 When the entry values of the metadata item are in the 
form of selections, the selections are shown as keys. 
When a value is editable, you can touch the [Direct 
Entry] key to manually enter the value.
 If the metadata item requires the entry of text, a text 
entry screen will appear. Enter the required information.
(2) Touch the [OK] key.
 To change the number of keys displayed in the screen, touch the number of displayed items selector key. Select 6, 
12, or 18 keys.
 For the procedure for entering text, see ENTERING TEXT (page 1-70) in 1. BEFORE USING THE MACHINE.
5
When you have finished entering all 
items, touch the [OK] key.
6
Select image settings and any other 
settings, and perform the scan send 
procedure.
 The procedures for selecting settings and performing 
transmission are the same as in the other modes.
 To make changes to entered values, touch the [Metadata 
Entry] key once again. The entry screen of the selected 
metadata set will appear.
 Transmission cannot be performed if the [Data Entry] tab is displayed and no metadata settings have been configured. To 
perform transmission without sending metadata, switch to a different mode by touching the tab of that mode and then 
perform transmission.
 Before configuring metadata settings, you can specify addresses in all modes to be used. After metadata settings have 
been configured, only addresses in modes that are allowed in the selected metadata set can be specified.
 When metadata settings have been configured or an address is specified in the [Data Entry] tab, it will not be possible to 
switch to another mode.
 Metadata delivery is possible using the document filing function. The [Data Entry] tab appears in the transmission settings 
screen of document filing mode to allow metadata delivery. In addition, metadata delivery using document filing can be 
performed in [Document Operations] in the Web pages.
Data Entry
User IDOKCancel
Direct Entry
12Value 1Value 2
Value 3Value 4
Value 5Value 6
Value 7Value 8
Value 9Value 10
Value 11Value 12
61812
(1)(2)
Value 1
xxxx xxxx
[email protected]
xxxxxx
xxxxxx
xxxx xxxx
Data Entry
Set Name:Metadata 1
OKCancelMetadata Set
12
User ID
From Name
Reply To
AccessPassword
BillCode1
DocumentPassword
Metadata Entry
AutoAuto
Auto
File
Quick File
Send Settings
Address Entry
Address Book
Data EntryFaxInternet Fax
Special Modes
Colour Mode
File Format
Resolution
Exposure
OriginalScan:
Scan
Send:
200X200dpi
Address Review
A4
Preview
PDF
Mono2
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METADATA FIELDS
The following three types of metadata are included in the XML file that is transmitted.
 Data automatically generated by the machine: These data are always included in the XML file and are automatically 
stored on your computer.
 Previously defined fields: These fields are automatically recognized by the machine and 
assigned to appropriate XML tags. These fields are selectable, and 
can only be included in the XML file if enabled in the Web pages.
 User defined  fields: Custom fields can be added to the XML file. These fields are selectable 
and can be defined in the Web pages.
If a defined metadata field is one of the following fields, a message will appear informing you that the field cannot be 
entered. Enter appropriate information in the related items of the send settings.
Name entered in 
metadata fieldDescriptionWhere entered
fromNameName of the user who sent the job. If the 
name is not entered as metadata, the sender 
name determined by the usual rules for 
determining the sender name will be applied 
as metadata.[Reply-To]
(Sender name of selected sender)
replyToE-mail address to which the transmission 
result will be sent.[Reply-To]
(E-mail address of selected sender)
documentSubjectJob name appearing in the e-mail Subject 
line, or job name on the fax cover sheet. 
When the user enters a [Subject] in the send 
settings screen in the touch panel, the 
entered value is applied as metadata.[Subject]
(Blank until a value is set in the send settings 
screen.)
fileNameEnter the file name of the image to be sent.[File Name]
(Only when the [Allow Custom Filenames] 
checkbox is selected   in the metadata 
settings screen in the Web pages.)
(Blank until a value is set in the send settings 
screen.)
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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
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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.
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DOCUMENT FILING
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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 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.
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DOCUMENT FILING
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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). The main folder or a 
previously created custom folder can be selected as My Folder, or a new folder can be created as 
My Folder. When user authentication is used, My Folder is always created and is 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
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DOCUMENT FILING
Contents Maximum 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
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 actual number of pages and number of files that can be stored may be lower depending on the contents of the 
original images and the settings selected when the files were stored.
Maximum number of pagesMaximum number of files
200003000
Maximum number of pagesMaximum number of files
100001000
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