Xerox WorkCentre 5740 User Manual

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System Administrator Guide241
are saved. If the external server directory is used by many users, appending the user name makes 
it easier for users to locate their files. 
a. Check the [Automatically Create “User Name” directory if one does not exist] checkbox to 
create a new directory if it does not exist. If this option is not selected and the ‘User Name’ 
directory does not exist, an error message appears, and the scan is not saved.
10. Click on the [Apply] button to accept changes.
Use Scan to Home
1. At the device, touch the [Workflow Scanning] tab.
2. Enter your network authentication username and password.
3. At the Workflow Scanning Template List, touch the Scan to Home template. The default name is 
[@S2HOME].
4. Put your documents in the device to scan and press the green start button.
5. Retrieve your documents from the home directory.
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12E-mail
The E-mail feature allows a user to scan paper documents into an electronic format and have those 
documents delivered to a set of e-mail recipients.
E-mail Addressing
Recipient addresses can be added by entering the SMTP (Simple Mail Transport Protocol) address, for 
example [email protected], at the E-mail screen.
In addition, both an internal and a public address book can be configured for the device and accessed 
from the E-mail screen. Lightweight Directory Access Protocol (LDAP) provides access to the internal, or 
corporate, address book.
A public address book can be created from a list of names and addresses saved in a .CSV (Comma 
Separated Values) file.
E-mail Authentication
Authentication (Service Access Control) can be enabled on the device to prevent unauthorized access 
to the network options. If Authentication is enabled a user will be prompted to enter a user name and 
password, before they can access the E-mail feature. For a full description of the Authentication feature 
refer to Authentication on page 155 of this guide. Authentication can be configured after E-mail has 
been installed.
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Ensure the device is fully functioning on the network prior to enabling E-mail.
• Ensure that the TCP/IP and HTTP protocols are configured on the device and fully functional, so 
that the device web browser can be accessed. Ensure that DNS settings are configured on the 
device.
This is required to access the device's Internet Services web pages, which can be used to configure 
E-mail settings from a network connected workstation's web browser.
• Ensure you have the Scanning Kit.
• Obtain the IP Address or Host Name of a functional SMTP mail server that accepts inbound mail 
traffic.
• If you require color or grayscale scanning, or scan to JPEG you will need the Color Scanning 
Enablement Kit.
The Kit can be purchased from your Xerox Sales Representative. Follow the instructions with the 
Color Scanning Enablement Kit to ensure the Kit is installed before you continue with the E-mail 
instructions.
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• Create an e-mail account on the mail server which the device will use as the default “From” 
address (optional).
• Test the e-mail account by sending an e-mail from an SMTP mail client on a networked 
workstation. Use the new account name and password, if any to access the account and verify 
that e-mail was received.
To Enable E-mail
At the Device:
Note:To configure this feature or these settings access the Tools pathway as a System 
Administrator. For details, refer to Access Tools Pathway as a System Administrator on page 18.
1. From the To o l s pathway, touch [Service Settings].
2. Scroll down, by touching the down arrow. Touch [Optional Services].
3. Touch [E-mail]. The Email Service displays.
4. Touch [Enable].
5. Touch [Save].
6. Press the  button.
7. Touch [Logout] to exit the Tools Pathway.
Configure SMTP Server
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Connectivity] link.
2. Click on the [Protocols] link.
3. Select [SMTP Server] in the directory tree.
4. In the Required Information area, select one of the following:
•Use DNS (to identify SMTP Server) - use this to allow the DNS to look up the IP Address 
of the mail server.
•Specify SMTP Server Manually.
a. If you select Specify SMTP Server Manually, select either [IPv4 Address], [IPv6 Address] or 
[Host Name]. Enter details of the SMTP Server in the [IP Address: Port], or the [Host Name: 
Port] field.
b. Enter a valid E-mail address in the [WorkCentre E-mail Address] field (matching the account 
set up on the SMTP Server) which the device will use as a default E-mail From and Reply To 
address.
5. In the Optional Information area:
a. Enter the maximum allowable size for an e-mail with an attachment in the [Maximum 
Message Size (Message and Attachment] field. The range is from 512Kb to 20480 Kb.
b. Enter the allowable number of fragments in the [Number of Fragments] field. The range is 
from 1 to 500; the default is 1.
c. Enter allowable size to control the size of E-mail jobs sent to the SMTP server in the [Total Job 
Size] field. The range is from 512Kb to 2,000,000Kb (2Gb); the default is 512Kb.
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d. Select the required setting for the [E-mail Job Splitting Boundary]. This option sets the job 
splitting options, the option is only available when Scan to E-mail is enabled and when the 
number is greater than 1 for Number of Fragments.
e. For [Login Credentials for the multifunction device to Access the SMTP Server to send 
automated emails], select one of the following authentication method that the printer will 
use to access the SMTP server for any automated e-mail messages that it sends for 
notification or confirmation:
•None - if no authentication is required.
•System - select this option to have the printer authenticate itself using the credentials 
you provide for the Login Name and Password.
Enter details for the SMTP server account in the [Login Name], [Password] and [Retype 
Password] fields.
Check the [Select to save new password] checkbox, if you want to change the password 
for an existing Login Name.
f. For Login Credentials for the Walkup User to send Scanned E-mails, select how walkup 
users can be authenticated by the SMTP server. Users can be prompted to log in or users can 
be authenticated using the system credentials specified on the SMTP Server configuration 
screen. Select one of the following:
•Authenticated User - when selected the device will prompt to log in using their own 
network credentials.
•Same as Automated E-mails: System or None - when selected, each user will need to 
enter the system credentials specified on the SMTP Server configuration screen.
6. Click on the [Apply] button to implement any changes.
7. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Configure E-mail Settings
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Services] link.
2. Click on the [E-mail] link, select [Defaults] in the directory tree. The E-mail: Defaults screen 
displays.
General
1. From the E-mail: Defaults screen, in the General area, click on the [Edit] button.
a. To change the E-mail From address, enter a valid e-mail address in the [From Address] field.
b. Optional Step: Enter a name of the sender in the [From Name] field.
c. If LDAP is configured, check to select the required option next to the [Allow Authenticated 
Users to Edit “From:” Field when]:
•Address Book (LDAP) Search Successful - users can edit the 'From' field when the LDAP 
server finds the user's address.
•Address Book (LDAP) Search Failure - users can edit the 'From' field when the LDAP 
server did not find the user's address.
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•Address Book (LDAP) Search Not Performed - users can edit the 'From' field when 
Personalization has not been enabled.
d. Select [Yes] next to [Edit “From:” Field when Authentication is not Required] if users can 
edit the 'From' field when authentication is not enabled on the device.
e. In the [Message Body] section, enter text that you want to appear as default in the body of 
e-mails sent from the device. You can also check the following details checkboxes to add in 
the message:
•User Name
•E-mail Address
•Number of Images attached to the e-mail
•Attachment File Type (TIFF, JPEG)
•Device Name (WorkCentre)
•Device Location
•Serial Number
•IP Address
•MAC Address
f. In the [Signature] entry fields, enter text that you want to appear as the default signature in 
every e-mail.
g. Select one of the following options from the [Confirmation Sheet] drop-down menu:
•Off - This setting will not produce a Confirmation Sheet.
•On - This setting will produce a Confirmation Sheet that will provide the job status and 
any error information.
•Errors Only - This setting will produce a Confirmation Sheet only when error detected.
h. For Auto Add Me, check the [Enable] checkbox if you want to have the sender’s e-mail 
address included in the destination (To:) field.
Note:Only works if the ‘From’ field is auto populated from LDAP server or manually configured. For 
example, the default ‘From’ will not be put in the ‘To:’ list.
i. For Only Send to Self, click the checkbox to ensure that the only the user’s email address is 
added to the email.
Note:When Only Send to Self is enabled, the [New Recipient] and [Address Book] buttons will 
be disabled.
j. For Enable E-mail Security, check the [Enabled] checkbox to provide enhanced security 
when sending e-mail messages and attachments. This feature utilizes the authentication 
options of the device, along with an optional secure e-mail server, to protect data that is 
transmitted as an e-mail.
k. Click on the [Save] button to implement changes and return to the Default page.
l. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
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Scan to E-mail
Scan to E-Mail settings will set the defaults for the following: E-mail Subject, Output Color, 2-Sided 
Scanning and Original type.
1. From the E-mail: Default screen, in the Scan to E-mail area, click on the [Edit] button.
2. In the Scan to E-mail area:
a. For Subject, enter details in the field to identify or describe the e-mail document to be sent.
b. For 2-Sided Scanning, select the required document scanning option.
c. For Content Type, select the required method used to optimize the quality of your scanned 
output images based on the content in your original documents.
d. For Scan Presets, select the required option used to optimize scan settings to match the 
intended purpose of the scanned document. 
3. Click on the [Apply] button to accept the changes.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Advanced Settings
Advanced settings allows you to select options as follows:
•Image Options - allows you to lighten - darken and soften - sharpen the image to be 
scanned.
•Image Enhancement - prevents reproduction of unwanted shading from the originals 
(Background Suppression), and select the level of contrast (Manual Contrast).
•Resolution - allows you to choose the resolution setting to be applied to the scan.
• Changing the resolution affects the amount of detail reproduced on graphic images.
•Quality/File Size - allows you to select the level of compression to use for scanned images or 
document.
Note:By increasing the compression, the files size will decrease depending on the image quality 
being scanned and mailed.
1. From the E-mail: Default screen, in the Advanced Settings area, click on the [Edit] button.
2. Select the required options in the [Advanced Settings] area.
3. Click on the [Apply] button to implement changes and return to the E-mail: Default page.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Layout Adjustment
Layout Adjustment settings includes:
•Original Orientation - allows you to choose the format and direction your images are loaded 
in the Document feeder or on the Document glass.
•Original Size - allows you to choose either [Auto Detect] which allows the device to 
automatically detect the original size of the document, or [Manual Size Input] which 
requires user to select the size of the document, or [Mixed Size Originals]
 if the original 
documents are of mixed sizes.
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•Edge Erase - when selected allows you to erase the spots, punch holes, noise, fold, crest, and 
staple marks that appear along any or all edges of an input document.
1. From the E-mail: Default screen, click on the [Edit] button in the Layout Adjustment area.
2. Select the required options.
3. Click on the [Apply] button to implement changes and return to the E-mail: Default page.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Filing Options
Filing options allow you to specify the default e-mail file format. There are two options:
•File Format - allows user to select the format of the document from either TIFF, mTIFF, PDF, 
PDF/A or XPS.
•Searchable Options - allows user to select searchable option of searching either Image Only 
or Searchable Languages.
1. From the E-mail: Default screen, click on the [Edit] button in the Filing Options area.
2. Select the required options.
3. Click on the [Apply] button to implement changes and return to the E-mail: Default page.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
E-mail Image Settings
Image Settings allow you to select linearized PDF and interleaved XPS images for faster web viewing.
Note:Searchable options are only available when the Searchable File Formats service is enabled.
Email Image Settings enables you to specify the e-mail Image Settings. There are two options:
•PDF & PDF/A Settings - allows you to select Optimized for Fast Web Viewing, select this 
option if you want to create linearized PDF or PDF/A images.
•Searchable XPS PDF & PDF/A Defaults - allows you to select the Searchable Options and 
Text Compression Setting (XPS PDF & PDF/A only).
1. From the E-mail: Default screen, click on the [Edit] button in the E-mail Image Settings area.
2. Select the required options.
3. Click on the [Apply] button to implement changes and return to the E-mail: Default page.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
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Configuring Public and Internal Address Books (LDAP)
A Public Address Book is created from a list of names and addresses saved in a CSV file (Comma 
Separated Values) format. If a site does not have an LDAP server to provide access to a corporate 
address list, the device will accept a Public Address Book file that contains a list of user names and 
associated e-mail addresses. This file must be in a CSV (Comma Separated Values) format for the 
device to be able to read the file contents. The device can have access to both an LDAP server and a 
public address book. If both are configured the user will be presented with the choice to use either 
address book to select e-mail recipients.
The majority of word processing or spreadsheet packages will allow you to create a CSV file. A selection 
of e-mail applications will also allow you to export a list of users in the CSV file format. There are also 
several conversion packages available on the web.
LDAP Addressing - Internal Address Book
Note:Configuration of the LDAP directory settings requires the network to support LDAP services.
For Public Address book, see To Create a Public Address Book on page 256.
LDAP (Lightweight Directory Access Protocol) is a popular protocol used by large accounts to access 
large quantities of data including corporate address books. The local system will need to know where 
the LDAP server is located on the network and may need a login name and password if the LDAP server 
is not configured to allow NULL names and passwords.
The Internet Services LDAP page allows you to configure Lightweight Directory Access Protocol 
information.
LDAP is used for the following activities:
• To access the corporate address book to locate e-mail addresses for use with the E-mail and 
Internet Fax services.
• To authenticate users when configured as the method of Authentication.
• To authorize users to gain access to device features, when configured as the method of 
Authorization.
For instructions on how to configure Authentication and Authorization, refer to Authentication on 
page 155.
Information Checklist
Before starting the procedure, ensure the following items are available or tasks have been performed:
• Ensure the E-mail feature is functional on the device and your network supports LDAP services.
• Obtain the IP Address (or Host Name) of your LDAP Server. The device may also need a login 
name and password if the LDAP server is not configured to allow NULL names and passwords.
• Use an LDAP client to validate your settings before inputting them into the Internet Services 
menus. LDAP clients include Microsoft Outlook Express, Microsoft Outlook and Netscape 
Communicator.
• To use host names, DNS must be configured on the device.
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To Configure LDAP Server
At your Workstation:
Note:To configure this feature or these settings access the Properties tab as a System 
Administrator. For details, refer to Access Internet Services as System Administrator on page 24.
1. From the Properties tab, click on the [Connectivity] link.
2. Click on the [Protocols] link.
3. Select [LDAP] in the directory tree.
4. To add a new LDAP directory, click on the [Add New] button.
5. In Server Information area:
a. Select either the [IPv4 Address], [IPv6 Address] or [Host Name].
b. Enter details in the [Friendly Name] field.
c. Enter details of the LDAP server in the IP Address: Port or the Host Name: Port field.
d. Select the server type from the [LDAP Server] drop-down menu.
6. In the Optional Information area:
a. Enter the search directory location of the server where the LDAP information is stored in the 
[Search Directory Root] field.
b. For Login Credentials to Access LDAP Server, select one of the following:
•None - if no login is required.
•Authenticated User - the device will use the login details entered by the user to access 
the LDAP server. This option requires Authentication to be configured on the device.
•System - if selected the device will specify the LDAP server login details and enter the 
required information in the [Login Name] and [Password] fields. Format for the login 
name may be login name or domain/login name.
c. Enter a Login Name and Password, if required, for the device to access the LDAP server. 
Format for the login name may be login name or domain/login name.
d. For SSL, check the following checkbox:
•Enable SSL - To enable SSL (Secure Socket Layer).
Note:SSL requires a server certificate to be available to the device.
•Validate Repository SSL Certificate - If you want the device to verify that the server 
certificate is trusted, valid and has a fully qualified domain name (FQDN).
e. Click on the [View Trusted SSL Certificates] link to view secure certificates that have been 
uploaded to the device. (Click the browser [Back] button to return to the LDAP Settings 
screen.)
f. For Maximum Number of Search Results select either [Use LDAP Server Maximum] or 
[Maximum Number of Search Results]. If you select the latter, enter the maximum number 
of addresses that will appear which match the search criteria selected by the user. Set the 
search results to one less than the server will allow. For example, if the LDAP server limit is 75, 
set the search results to 74 or less. The range is between 5 and 100.
g. For LDAP Referrals, check the [Enabled] checkbox if the primary LDAP server is connected to 
additional servers, the search will continue on those servers as well.
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