Xerox Documate 3920 User Guide

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Configuring the Shortcut Buttons
By assigning your frequently used functions and settings as shortcut buttons, the scanner allows you to 
complete your task in three simple touches on the LCD-screen and the control panel. You can configure 
up to 6 shortcut buttons.
You can only configure the shortcut buttons using the embedded web page. Use the instructions in the 
previous section, Accessing the Scanner on page 90, to access the web page through your web browser 
or using the Network Management Tool.
1. Click the Management link.
2. Input the administrator name and password, then click on the Login button. 
There is no default password for accessing this page. If you have not previously set up a password, 
simply click on Login to proceed.
3. Click on the down arrow next to the Default Mode field and select Shortcut from the list. 
4. Click on the Update button to send this setting to the scanner.
5. Click on the Shortcut link. 
						

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6. Click on the down arrow, next to the shortcut number you want to configure, and select an option 
from the list.
7. Click on the number button next to the Mode field you selected.
The following window shows the screen for configuring E-Mail as one of the Shortcut buttons.
8. Fill in the Name and Memo fields. 
This is the information that will display in the Shortcut window, and on the LCD display.
9. Select the scanning options you want to set for this Shortcut button.
Please note that all scan configuration options are described in detail in the appropriate 
configuration chapter in this User’s Guide.
•Copying on page 35
•E-mail on page 45
•Filing on page 57
•Fa x i n g  on page 69
10. After you are finished selecting settings for the Shortcut button, click on Update to send the 
information to the scanner and return to the Shortcut menu.  
						

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11. Power cycle the scanner. When the scanner is back on, the LCD will show the Shortcut buttons on 
the LCD panel.
Scanning Using the Shortcut Buttons
1. Press the Shortcut button you want to use.
2. Press the B&W or Color button, on the scanner, to start scanning.
NOTE: If you configured the Shortcut button with Multi-Level(gray) to ON, pressing the B&W button on 
the control panel will produce a grayscale scan. 
						

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Managing the Scanner Address Book
The access to the Address Book section is blocked by the administrator password. It is recommended 
that an administrator create a password before changing the default settings to the secure network 
environment of the workplace. This chapter is specifically targeted to the persons who are responsible 
for the administration of the scanner. 
1. Click on the Address Book Manager link.
2. Click on Login when you are prompted to input a user name and password. If you have previously 
set an administrator password, using the LCD panel, input the correct information here then click 
on Login.
3. The Address Book manager screen will now be displayed in the window. Use this window to add, 
update, or delete email addresses and/or groups in the scanner’s address book. 
						

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Managing E-mail Addresses
1. Click the E-mail link at the top of the window, and choose New to display the following Add a 
New E-Mail Address dialog box. 
Select an email address in the list then click the Delete or Modify links to delete or update an 
email address entry.
2. Enter a name, e-mail address, and description, and then click Add to temporarily save the latest 
data or Cancel to return to the Address Book Manager screen without adding the e-mail address 
to the Address Book. 
3. Click Update to send the changes to the scanner, or Exit to leave without saving the address.
NOTE: Up to 2,000 e-mail addresses can be entered in the Address Book. 
						

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Managing E-mail Groups
1. Click the Group link at the top of the window, and choose New to display the following Add a 
New Group Set dialog box. 
Select a group in the list then click the Delete or Modify links to delete or update an email group.
2. Type a group name in the Name field.
3. Select an e-mail address on the right side and then click 
						

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5. Click Update to send the changes to the scanner, or Exit to leave without saving any changes. 
						

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Filing Manager
The Filing Manager is where you create multiple default folder options for the filing function. Each 
folder you set up will show on the LCD touch screen for users to scan to. The options in the Filing 
Manager are the same as described in the section Scan Options for Filing on page 60.
Click the Filing Manager link on the left side of the window. Input the user login name and password 
then click on Login. Use this screen to create, delete, or modify folders for the scanner to access. Click 
Update when you are done to send the changes to the scanner.
Server Setup
There are server configuration requirements that must be met before attempting to scan to a folder. 
The following will briefly review the server systems that can be used with the scanner. Setup of the 
servers and user account privileges is outside the scope of this document.
FTP—Setting the Server to Store Your Image
FTP Stands for “File Transfer Protocol.” It is a common method of transferring files via the Internet 
from one computer to another. FTP uses RFC 959[FTP] as the protocol, and the default Port is usually 
21. Therefore, please make sure you have a valid FTP account, with write privileges, under the directory 
to save the files. To add a sub-directory from the scanner, you need to have the write privilege of 
adding a new directory.
HTTP—Setting the Server to Store Your Image
HTTP uses RFC 2616 [HTTP 1.1] as the protocol, and the default port is usually 80. If you are not using 
the default HTTP port to send and save files, you must change the HTTP Port of the scanner to the port 
for the web server you are using. 
						

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Generally speaking a web server, such as IIS or other HTTP server, can use an anonymous account for 
authentication, so that the user can link directly to the web page without entering a user name and 
password first. Hence, if the HTTP Server allows anonymous account authentication, when you use the 
scanner to send and save the files, there is no need for specifying any text in the Login name and 
Password fields of the scanner.
On the other hand, if the IIS or HTTP server does not allow anonymous account authentication 
connecting to the web page, the user will be prompted to enter the user name and password first when 
connecting to the web site. In this mode, the file saving feature is available only when entering the user 
name and password, permitted by the server, in the Login name and Password fields for the scanner, 
respectively.
Therefore, please make sure which mode your Web Server allows before using HTTP for file saving. If 
anonymous access mode is not allowed, you must have an HTTP account and password.
Since the scanner will check whether the directory for saving the file really exists, before proceeding 
with file saving, and then writing the file after scanning to the specified directory, you have to set the 
directory for saving files as “browse” and allow write access in the Web Server; otherwise, the scanner 
will not be able to write the file into the directory.
If you wish to use the scanner to save files, in addition to changing some settings in the Web Server, 
you will have to confirm the account with the privilege of writing to the Web Server; otherwise, the 
scanner will not be able to “write” the scanned file to the file system.
• Please note that the scanner cannot add a server sub-directory when using HTTP.
• When using Apache as the HTTP server, you need to have HTTP/1.1 put an add-in module since 
the scanner uses chunked Transfer-encoding. In addition, the Apache server will have to be set to 
accept the HTTP PUT command in order to accept the scanner for file saving. For more 
information, refer to the related Apache server documentation. 
• For IIS 6.0 on Windows 2003, you need to enable WebDAV in the Server Extension folder.
HTTPS—Setting the Server to Store Your Image
HTTPS is a secure way of using HTTP. HTTP provides almost no security features. It contains only basic 
authentication mechanisms, and supports little privacy. HTTPS solves this problem by adding SSL, a 
secure transport layer over insecure TCP.
To send a scanned document to a server using HTTPS, you must install SSL on the destination servers. 
For instructions on how to setup SSL properly on the server, please refer to the server’s instruction 
manual. After SSL has been installed, please check if the SSL port is editable and the directory security 
has been selected.  
						

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CIFS—Setting the Server to Store Your Image
CIFS (Windows Network Share) is a file saving protocol generally used for “resource sharing” of 
networks in Microsoft Windows systems. Please set up the “shared directory” per the network settings 
for sharing in MS Windows. Generally, in the shared directory Properties dialog box under the Windows 
XP, select the “Sharing” tab, and then select “Share this folder”. Click the “Permissions” button to open 
“Permissions for the shared directory” dialog box. Click the “Full Control” option to allow full privileges 
to the shared directory.