Xerox Documate 3920 User Guide

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User’s Guide61
Server Options
Scan Options
OptionDescription
Login NameIf you are a registered user, and there is a different login name displayed on the 
Server Options screen, please enter your own login name here.
PasswordEnter your password for the name you input in the Login Name field.
OptionDescription
ColorColor documents to be sent from the scanner.
Options:
1. File Format: PDF, JPEG, TIFF, MTIFF (Multi-page TIFF)
Note: Choose MTIFF or PDF when you need to scan multi-page documents and 
convert it to a single image file.
2. Compression Level: Low, Medium, High
(If TIFF or MTIFF is selected as a file format, the compression Level is defined as 
Raw only.) 
						

							Xerox DocuMate 3920
User’s Guide 62Black&White Multi-Level (Gray): Choose “ON” if you wish to make gray copies or OFF to make a 
B&W (single-bit) scan. 
• If you choose ON from Multi-Level (Gray), the file formats include PDF, JPEG, 
TIFF, and MTIFF. If TIFF or MTIFF is selected as your file format, the 
compression Level is limited to Raw only. 
• If you choose OFF from Multi-Level (Gray), the file formats include PDF, TIFF, 
and MTIFF. The compression Level of MTIFF or TIFF includes G3, G4, and Raw.
Options:
1. Multi-Level (Gray): ON, OFF
2. File format: PDF, TIFF, MTIFF(Multi-page TIFF)
3. Compression Level: Low, Medium, High
File Formats
PDFPDF (Portable Document Format) is a very popular file format used by Adobe. You can 
view PDF files using Adobe Acrobat or Adobe Reader.
TIFF/MTIFFTIFF (The Tagged-Image File Format) is a flexible bitmap image format supported by 
virtually all paint, image-editing, and page-layout applications. Also, virtually all desk-
top scanners can produce TIFF images.
JPEGJPEG (Joint Photographic Experts Group) compression provides the best results with 
continuous-tone color and the smallest file size.
The following is an example of file size based on selected scanning options and file format.
Color: A4 @ 200 dpiTIFF (10 MB) / PDF (53 KB) / JPEG (212 KB) 
B&W: A4 @ 200 dpiTIFF (100 KB) / PDF (20 KB) / JPEG (5 MB) 
OptionDescription 
						

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User’s Guide63
Setting the Folder Template
You can set the default folder options for the scanner. This way, whenever you want to scan and send a 
server, the most commonly used settings are already configured. Please refer to the previous section 
for the list of options you can set as a default. Note that the list indicates when a feature cannot be 
assigned a default value.
To access the Folder Template from the scanner:
1. Press the Menu button on the scanner.
2. Press the Fo l d e r  Te m p l a te  button on the LCD touch screen.
3. Change the settings as needed on the Server Settings and Scan Options tabs. 
4. Press OK on the LCD screen to save these settings.
To access the Filing Template from the scanner:
1. Input the scanner’s IP address in the URL field of your web browser, or open it from the Network 
Management Tool.
2. When the embedded web page opens, click on the Filing Template link on the left side of the 
page.
3. Change the settings as needed, then click the Update button to send the changes to the scanner.
4. Power cycle the scanner. 
Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing 
and navigating the scanner options remotely. 
						

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User’s Guide 64
OptionDescription
Ta r g e t  U R LChoose the type of protocol of your filing server in the first field. 
Choices include FTP, HTTP, CIFS, HTTPS.
Enter the target URL in the second field. You can enter either the domain name or the 
IP address with the directory path. Note that the directory will be varied due to differ-
ent protocols. The route starts from the root directory in FTP, HTTP, HTTPS, and CIFS. 
For example, ftp://, http://, and file:\\, https://.
Important note:
You must use this CIFS filing format, file:\\IP\computer name\folder name, to set CIFS 
URL.
Port #Enter the port number for the server where you want to store your scanned document.
Default values: ftp:21, http:80, CIFS:139, https:443
If the default value is different from the real case, input the correct port number in 
this field. Touch anywhere on the “Port” field to bring up the soft keyboard to enter 
the text. 
File NameThe file name of your scanned document without a file extension. If you have not 
entered a value in the box, the system will set a default file name. 
Report to e-mailEnter an e-mail address if you wish to send the filing report to an e-mail. 
Create a SubfolderChoose ON to enable the server to create a subfolder when sending the scanned 
image to the destination server. (Check if you are authorized to write under the desti-
nation server.)  
						

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User’s Guide65
Creating a New Folder
Before sending your document to a destination server, you should set up a few folders first to speed up 
the process. However, you can create new folders using the LCD touch screen when you are scanning. 
When you input the folder you want to create into the LCD screen, the folder is created on the server 
when scanning is complete. 
To create a new folder:
If the folder you want to save the scanned documents to is not in the current Folder list, add a new one 
by touching the Add New Folder button. 
1. Press the Filing button on the scanner to display the Filing options on the LCD touch screen.
2. Press the new folder icon on the LCD touch screen. 
The New Folder screen displays the server and scanning parameters that are the same as the 
options in the folder Folder Template except the Folder Name. 
Please refer to Filing Manager on page 108 for instructions on setting up the scanner to send to a filing 
server.  
						

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User’s Guide 66
Information Messages When Filing
MessageAction
Can not create a subfolderMake sure you have privileges to create folders on the server.
Device internal failureReboot the machine, and try later. If the error is still there, contact your 
nearest dealer.
Failed to connect FTP serverMake sure the FTP server is not shut downing and the port number is 
correct. If the error is still there, contact your FTP server administrator.
Unpredicted errorContact your network administrator for further help.
FTP login name errorCheck your login name and try again
FTP password incorrectCheck your password and try again
FTP can’t enter this directoryMake sure you have privileges to enter this directory.
FTP can’t check file existed or notMake sure you have privileges to browse this directory.
FTP can’t change data transfer typeContact your server administrator for further help.
FTP store file errorMake sure you have privileges to store files on the server. 
Insufficient storage space in systemVerify the FTP server has enough free storage space to save the file and 
contact your server administrator.
File name not allowedChange the file name to meet the naming convention of the FTP 
server’s OS.
FTP permission deniedMake sure your account has sufficient privileges to write files to the 
server. 
CIFS (User level) can not make subdi-
rectoryThe account does not have access to create subdirectories.
CIFS Network share name incorrectCheck the folder directory and make sure it follows the UNC, such as 
\\Computer\Share\directory.
Failed to connect CIFS Check if the server supports CIFS(SMB) connection.
CIFS Computer name errorMake sure the computer name in the directory is correct.
CIFS dialect negotiation failedThe CIFS may not support PC NETWORK PROGRAM 1.0 dialect.
CIFS (User level) login failCheck the login name and password and try again.
CIFS fail to create fileMake sure you have full control privileges on the network.
CIFS send data errorContact your network administrator for help.
CIFS failed to send file attributeMake sure you have full control privileges on the network.
HTTP unauthorizedThis HTTP server needs authorization. Make sure your account has the 
correct authorization credentials.
Failed to connect HTTP Check Server IP and HTTP port. Make sure they are correct. Or, check 
whether the server supports HTTP connection.
HTTP Resource not foundThe server can’t save the files, contact your server administrator for 
help.
HTTP ForbiddenThis action is forbidden on the current server. This is not unauthorized 
but forbidden.
Unpredicted errorPower cycle the scanner and try again. Contact your server administra-
tor or nearest dealer for further help.
HTTP MKCOL method not allowedContact your server administrator to change permissions on this privi-
lege.
HTTP MKCOL method not imple-
mentedThe target HTTP server does not support MKCOL to create the directory. 
Create the directory on the server in advance. 
						

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User’s Guide67 HTTP PUT method not allowedContact the server administrator to change permissions for this privi-
lege.
HTTP internal server errorContact your server administrator for further help.
HTTP PUT method not implementedThe server does not use the HTTP PUT method. The scanner can’t save 
the file to this server, contact your system administrator for help.
HTTP server unavailableContact your server administrator for help.
HTTP server does not support HTTP 
version 1.1The server does not support HTTP version 1.1 (the type the scanner 
uses), contact your server administrator for help.
MessageAction 
						

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User’s Guide 68
Filing Specifications
ProtocolFTP, HTTP, HTTPS, CIFS
File format
B/W (single bit)
Gray (8 bit)
Color (24 bit)PDF, TIFF, M-TIFF
PDF, JPEG, TIFF, M-TIFF
PDF, JPEG, TIFF, M-TIFF
Compression Method
B/W
Gray
ColorRaw, G3, G4
JPEG
JPEG
Compression LevelLow / Medium / High
Supported Resolution75, 100, 150, 200, 300, 400, 600 dpi
Default ResolutionB/W: 200 dpi
Gray: 200 dpi
Color: 200 dpi
Most Used Folders5
No. of Filing Folders50 
						

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User’s Guide69
6Faxing
This chapter includes:
•Fax Settings on page 70
•Scanning to Fax on page 74
•Scan Options for Faxing on page 77
•Setting the Default Fax Options on page 79
•Using the Phone Book on page 80
•Information Messages When Faxing on page 85
•Fax Specifications on page 87
With the built-in fax modem and a telephone line, the scanner is able to transmit your scanned 
document to a remote fax machine just like a regular fax machine. With a printer attached, the scanner 
can also receive faxes. You need to connect the scanner to a USB InkJet or Laser printer that supports 
PCL to receive faxes. Make sure the printer is turned on before turning on the scanner. The scanner will 
detect the printer during the power on cycle only. 
						

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User’s Guide 70
Fax Settings
Before you can send or receive faxes with this scanner, you have to configure the scanner’s fax settings. 
You can access these settings from the scanner’s LCD touch screen, or from the scanner’s embedded 
web page using the Network Management Tool or through a web browser.
Configuring the Fax Settings from the Scanner
Fa x  S e t t i n g s
OptionDescription
IDEnter the ID of the scanner. Up to 32 characters can be entered. Normally, you can 
enter your company name in this field. Touch anywhere on the “ID” field to bring up 
the soft keyboard to type your text. The text in this field as well as the station number 
(telephone number of the scanner), the scanner’s clock including date and time, the 
receiving fax number, and page index will be printed at the top of all outgoing faxes 
as header information.
Station NumberEnter the telephone number of the scanner. The Station Number is the phone number 
of the line connected to the built-in modem and the Station Number should be a 
value not more than 20 characters. The “+” (plus) and “ ” (blank space) are supported. 
The value of the station number will be printed as part of the fax header information 
of all outgoing faxes.
Touch anywhere on the “Station Number” field to bring up the soft keyboard to type 
your number. 
Select LineSelect to use the device’s fax telephone line as a direct outside line (PSTN line) or as 
an extension (PABX line).
Choices are: Outside, Extension
Monitor ControlTurn on Monitor Control to have the scanner monitor the telephone line during faxing.
Ty p e 1 monitors the telephone line until the DIS (Digital Identification Signal) is 
detected. Ty p e 2 monitors the telephone line during communication.
PSTN Access No.Enter the number to access the PSTN (Pubic Switched Telephone Network) line if your 
device’s fax telephone line is used as an extension.
For example, enter 0 or 9 in the field via the soft keyboard.