Xerox WorkCentre 5740 User Manual

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System Administrator Guide251
h. The Perform Query on option will help control the returns by allowing the LDAP query to be 
either on [Mapped Name Field] or [Surname and Given Name Fields]. Netscape and Lotus 
Domino will typically require a setting of Surname to allow returns of “lastname, firstname”.
i.Search Timeout: There are two options. You can let the server use its timeout limit by 
selecting the [Use LDAP Server Timeout], or select [Wait] and specify how many seconds 
the search should last (between 5 and 100). If the search takes longer than the time specified 
in the [Wait... seconds] box the user will be notified that the search failed.
7. Click on the [Save] button to implement the changes.
To Figure Contexts for LDAP
1. From the LDAP screen, click on the [Contexts] tab under the LDAP title at the top of the screen.
Contexts are used with the Authentication feature. Contexts speeds up searching through the 
LDAP tree by specifying where to look in the tree. The administrator can configure the device to 
automatically add an authentication context to the Login Name provided by a user.
2. Enter the default login information in the [Default Login Context] field. This is the first context 
that will be searched.
Note:The word LDAP should appear in the login context, for example, cn=LDAP, o=xerox, c=us.
3. Click on the [Save] button.
To  D e f i n e  U s e r  M a p p i n g s
Fields contained within LDAP structures are not standardized. This section allows you to find out what 
results you will get when searching for a name using one of the LDAP servers. Editing the mapping will 
give some control over your LDAP server results, therefore improving name searches for the user.
To  m a p  t h e  L D A P  f i e l d s :
1. From the LDAP screen, click on the [User Mappings] tab under the LDAP title at the top of the 
screen.
a. The Server Information area will display a summary of the LDAP server settings assigned in 
the LDAP Server screen.
b. In the Search area, enter details in the [Enter Name] field and click on the [Search] button 
this lets you test the LDAP name search and field matching capability.
c. The information about this user is then displayed against the fields shown on the device. By 
using the drop-down menu under Imported Heading boxes re-map any fields you require 
against the device’s properties.
Note:Internet Fax users should ensure that the Internet Fax field is NOT set to “No Mappings 
Available” in the drop-down menu. This setting will prevent the LDAP Address Book appearing on 
the Internet Fax screen at the device. Select the field that contains the Internet Fax addresses. In 
many cases, there is no unique Internet Fax address, therefore, regular e-mail address is used.
2. When you have finished making your selections click on the [Save] button.
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Authorization Access
For 'From' address configuration refer to the E-mail Settings screen within Internet Services. For 
instructions refer to the Configure E-mail Settings on page 245.
LDAP server user groups can be used to control access to certain areas of the Xerox device. For example, 
the LDAP server may contain a group of users called ‘Admin’. You can configure the ‘Admin’ group on 
the device so that the members of that group will have administrator access to the device. When a user 
logs in at the device with their network authentication account, the device performs an LDAP look-up 
to determine if the user is a member of any groups. (LDAP server will find members nested up to five 
levels down a group. For example, if LDAP searches for a user within the Admin Group, it may not find 
that user, but may find another group. It will also look for the user in that group as well and so on). If 
the LDAP server confirms that the user is a member of the ’Admin’ group, the user will have 
administrator access to the device. 
There are three ways to control access to various group accounts:
•User Roles
•Device Access
•Service Access
Define User Role Access At Your Workstation:
1. From the LDAP screen, click on the [Authorization Access] tab under the LDAP title at the top of 
the screen.
2. Select the [User Roles] tab. Use this tab to define the access groups that are authorized for the 
following roles:
•For the System Administrator Access [Access Group] field, enter the name of a group, 
defined at the LDAP server, that you want to provide with System Administrator access to the 
device. 
•In the Accounting Administrator Access [Access Group] field, enter the name of a group, 
defined at the LDAP server, that you want to provide with accounting administrator access to 
the device. 
a. Click on the [Apply] button.
3. To verify either group, in the User Name Test field, enter a name of one of the members of the 
LDAP server group in the [Enter User Name] field, then click on the [Test] button.
Under the Te s t  R e s u l t s column, it will display Access. If the test result displays No Access, this will 
mean that the user name is not a member of the Access Group, or the Access Group name was 
misspelled, or that the Access Group does not exist.
Note:When an access group is entered in one of the Access Group fields, only the members from 
that group will have access to those features. When no access group is listed, all members will have 
access.
4. When done, click on the [Close] button.
Setup Device Access at Your Workstation:
1. From the LDAP screen, click on the [Authorization Access] tab under the LDAP title at the top of 
the screen.
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2. Select the [Device Access] tab. 
a. For Services Pathway [Access Group] field, enter the name of a group, defined at the LDAP 
server, that you want to provide with Service access to the device. 
b. Repeat the process for Job Status Pathway and Machine Status Pathway.
c. Click on the [Apply] button.
3. To verify any of these groups, in the User Name Test area, enter a name of one of the members of 
the LDAP server groups in the [Enter User Name] field, then click on the [Test] button.
Under the Te s t  R e s u l t s column, it will display Access. If the test result displays No Access, this will 
mean that the user name is not a member of the Access Group, or the Access Group name was 
misspelled, or that the Access Group does not exist
Note:When an access group is entered in one of the Access Group fields, only the members from 
that group will have access to those features. When two or more groups are entered, they must be 
separated by commas. When no access group is listed, all members will have access 
4. When done, click on the [Close] button. 
Setup Service Access at Your Workstation:
1. From the LDAP screen, click on the [Authorization Access] tab under the LDAP title at the top of 
the screen.
2. Select the [Service Access] tab. Use this tab to define the groups that are authorized to access 
various device functions and services.
a. Enter the names of LDAP groups, as required in the Access Group field, to allow access to 
individual device services.
Note:By default everybody has access to all of the services on the device. By entering a group 
name in any of the services, access is then restricted to those users belonging to that group.
b. Verify each group by entering a group user in the Enter User Name field, and click on the 
[Test] button.
Under the Test Results column, it will display Access. If the test result displays No Access, 
this will mean that the user name is not a member of the Access Group, or the Access Group 
name was misspelled, or that the Access Group does not exist
Note:When an access group is entered in one of the Access Group fields, only the members from 
that group will have access to those features. When no access group is listed, all members will have 
access
c. Click on the [Close] button.
Custom Filters
This feature allows System Administrator to specify custom filter information for LDAP servers. These 
filters, for example, allow you to filter out non-users such as machines.
1. From the LDAP screen, click on the [Custom Filters] tab under the LDAP title at the top of the 
screen.
2. In the LDAP Authentication area, check the [Append base DN] checkbox to enable. This will 
specify the distinguished name(s) that will lead to the entry in the LDAP directory under which all 
users and groups will be retrieved. Distinguished name is a unique name for an entry in your LDAP 
directory. For example: cn=USERID, o=xerox, c=us.
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Note:Many UNIX/Linux LDAP servers require this attribute to be set and is used frequently when 
Login Credentials to Access LDAP Server is set to [Authenticated User].
3. In the Email Address Book Filter area:
a. Check the [Enable Custom Filter] checkbox.
b. In the field provided, type in the LDAP search string (filter) that you wish to apply. The filter 
defines a series of conditions that the LDAP search must fulfill in order to return the 
information you seek. The form of the typed search string (filter) is LDAP objects placed inside 
parentheses. For example, to find all users that have an e-mail attribute (mail enabled), type 
(objectClass=user) (mail=*). If you are not familiar with LDAP search strings, use an Internet 
browser search to find examples.
4. In the User ID Query Filter area:
a. Check the [Enable Custom Filter] checkbox.
b. In the field provided, type in the LDAP search string (filter) that you wish to apply. The filter 
defines a series of conditions that the LDAP search must fulfill in order to return the 
information you seek. The form of the typed search string (filter) is LDAP attributes placed 
inside parentheses. For example, to find the user with a sAMAccountName of Bob, type 
(objectClass=user) (sAMAccountName=Bob). If you are not familiar with LDAP search strings, 
use an Internet browser search to find examples.
5. Click on the [Apply] button to implement any changes.
6. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
You have completed the steps to configure a company address book via LDAP.
Verify LDAP Settings at the Device
At the Device:
1. Select the [E-mail] icon. It may be necessary to press the  button.
2. Touch the [New Recipient] button.
3. Enter a name which corresponds with an entry in your company’s e-mail address list, using the on-
screen keyboard, for example: lastname, firstname.
4. Touch [Search]. The search result screen displays. Select the required name from the list.
5. Touch the [Add] button to select the name as a recipient for your e-mail.
6. Touch [Close]. The e-mail address will appear in the Address List.
7. Place a document to e-mail in the document handler and press the green start button.
8. Verify that the recipient received the scanned document in his/her e-mail inbox.
Public Address Book
If you do not have an LDAP server to provide access to a set of external addresses commonly used with 
corporate addresses or 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.
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The Internet Services Public Address Book screen allows you to upload a list of names and e-mail 
addresses which can be accessed via the Public Address Book at the device.
The Public Address Book consists of a text file a CSV (Comma Separated Values) format. 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.
The E-mail or Internet Fax services must be enabled at the device to access the Public Address Book.
To Add New Names
At your Workstation:
Note:To configure this feature or these settings you will have to access the Address Book tab, this 
will require you to log in as a System Administrator. For details, refer to Access Internet Services as 
System Administrator on page 24.
1. Click on the Address Book tab.
2. In the [Common Tasks] area, click on the [Add New Name] link.
3. In the Enter Name Address Area, enter details in the following fields:
•Friendly Name
•E-mail Address
•Internet Fax Address
4. Click on one of the following:
•Close button to save details and to return to the Public Address Book list page.
•Save & New button to save the details and clear the fields to enter additional names.
•Save & Close button to save the details and return to the Public Address Book list page.
To  E d i t  a  N a m e
1. From the Address Book tab, in the Public Address Book area, ensure [View All Names] link is 
highlighted.
2. Click on the [Edit] link for the name you want to edit.
3. Edit the required fields, click on the [Save & Close] button when finished.
To  D e l e t e  a  N a m e
1. From the Address Book tab, in the Public Address Book area, ensure [View All Names] link is 
highlighted.
2. Click on the [Delete] link for the name you want to delete.
3. Click on the [OK] button when the ‘Are you sure you want to delete this record?’ message 
displays.
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To Download a Sample Address Book
You can download a sample address book which allows you to create a list of addresses and then 
import to the device.
1. From the Address Book tab, in the Management area, click on the [Download Sample] link.
2. Click on the [Save] button.
3. Select a location on your workstation and click on the [Save] button.
To Create a Public Address Book
1. Open either an application that supports CSV files (for example, Microsoft Excel) or open the 
downloaded sample file.
2. Create a list of names and addresses in the following format. For example:
The order in which entries are displayed in the Public Address Book at the device will depend on 
how the entries are sorted in the CSV file.
3. Save the file as a CSV (Comma Separated Values) file with the extension .csv.
We recommended that you keep a copy of the CSV file when created.
To Import an Address Book
1. From the Address Book tab, in the Management area, click on the [Import] link.
2. In the Import Your Address Book File area, click on the [Browse] button.
3. Browse to the location of the Address Book File (*.CSV) and highlight the CSV file and click on 
[Open] in the Choose File window.
Note:The first row of the CSV file will be ignored.
The device assumes the first row contains column headings.
If your file contains a name in the first row, insert a new first row with labeled column headings.
4. Click on the [Next] button.
5. In the Import Options area, for When importing your Address Book File (*.CSV), select one of 
the following:
•Add your new content to the existing Public Address Book - this allows you to add the 
content in your CSV file to the existing Public Address Book.
•Replace the existing Public Address Book with your new content - this allows you to replace 
the Public Address Book content with the CSV file content.
6. In the Map Your File to the Public Address Book Fields area, the following information is 
displayed:
•Label - will display the set heading label. Friendly Name E-Mail Address Internet Fax Address
lastName, firstName [email protected] [email protected]
lastName, firstName [email protected] [email protected]
lastName, firstName [email protected] [email protected]
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•Imported Heading - you can use the drop-down menu to select the option No Mappings 
Available for E-mail Address and Internet Fax Address. When this is selected, nothing will 
show in the Imported Sample fields.
•Imported Sample - displays sample information of the selection made from the Imported 
Heading drop-down menu.
Note:No Mappings Available is not available for Friendly Name. Friendly Name is a required 
field.
7. Click on the [Import] button to import the CSV file.
8. When the confirmation screen is displayed, click on the [Close] button. The Public Address Book 
will display the list of addresses.
To Export the Public Address Book
1. From the Address Book tab, in the Management area, click on the [Export] link.
2. Click on the [Save] button.
3. Select a location on your workstation and click on either the [Save] button to save the file as CSV 
format or click on the [Open] button to open the CSV file.
To Delete All Names in the Public Address Book
You can delete all the names in the address book.
1. From the Address Book tab, in the Management area, click on the [Delete All Names] link.
2. When the pop-up window displays “Are you sure you want to remove all names from the Public 
Address Book?”, click on either the [Delete All Names] button to confirm deleting all the names 
in the address book or click on the [Cancel] button to return to the Public Address Book screen.
To Select Access Rights to the Public Address Book
You can select access rights to view and manage the public address book.
1. From the Address Book tab, in the Security area, click on the [Access Rights] link.
2. In the Access Rights area, for Access rights to view and manage the Public Address Book, select 
one of the following options:
•System Administrators Only - only users assigned a SA role will be granted access to view 
and mange the Public Address Book.
•Open to All Users - if selected, does not require any security access.
3. Click on the [Save] button.
Domain Filter
The Domain Filter feature for e-mail will allow administrators to define a list of domains that are either 
set as restricted, or allowed for e-mail destinations. If a set of restricted domains is defined, then all e-
mails to other domains are allowed. If a set of allowed domains is defined, then all e-mails to other 
domains are not allowed.
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The domain is defined to be the string in the e-mail address which follows the @ symbol. Exact 
matches are checked. Sub-strings are not checked.
• Up to 50 domains can be defined in the list of domains (allowed or restricted).
• The settings will be able to be entered on the Internet Services by an administrator.
• The settings will be able to be cloned.
The e-mail filtering will apply to e-mail destinations for the device’s e-mail and iFax services. It will not 
apply to device generated e-mails whose destination address is programmed by the administrator 
(such as e-mail alerts). It will not apply to Fax Forwarding addresses which are programmed by the 
administrator.
E-mail addresses will be checked before being added to the local (public) address book (Internet 
Services entry only). Only valid addresses will be added.
E-mail addresses added as an e-mail or iFax destination will be checked regardless of the source of the 
address (address book, user entered, secure access, LDAP, auto send to self, only send to self and so 
on).
The user will be able to edit the e-mail address if they get an error for trying to enter a restricted e-mail 
address at the local UI (and the Internet Services for the address book) when submitting a job.
When domains are added to the list, they will be checked against the current list to prevent duplicate 
values from being entered from SNMP or the Internet Services.
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 [Services] link.
2. Click on the [E-mail] link, select [Domain Filters] in the directory tree, The E-mail: Domain Filter 
screen displays.
3. In the Domain Filter Settings area:
a. Select one of the following:
•Off - (default)
•Allow Domain - this setting will cause the device to check the domain of a destination e-
mail address against the domain list and only allows the destinations when there is an 
exact match to a specified domain in the list of domains.
•Block Domain - this setting will cause the device to check the domain of a destination e-
mail address against the domain list and only blocks the destinations when there is an 
exact match to a specified domain in the list of domains.
b. If you select either Allow Domains or Block Domains, enter the domain details in the [Add 
Domain] field.
Note:The Allow Domains setting is preferred for the highest security.
Note:Duplicate domain details entered in the Add Domain field are not allowed and will not be 
added.
If a duplicate entry is entered, a pop-up screen displays with the message; ‘Unable to add the 
new E-mail Domain - An e-mail Domain with the same name already exists’.
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c. Click on the [Add] button to add the entered domain in the Domains list. The new added 
domain will be highlighted in the Domains list.
A maximum of 50 domains can be added to the Domain list.
d. You can remove a domain from the Domains list by selecting the required domain from the 
Domain list and clicking on the Remove button.
You can remove all the domains from the Domains list by clicking on the [Remove All] 
button.
e. Click on the [Sort] button to sort the domains alphabetically.
4. Click on the [Apply] button to implement any changes.
5. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Note:Settings configured within this page are applied to E-mail and Internet Fax services.
Note:Changes within this page will not be saved until the Apply button is clicked.
Note:If Allow Domain is enabled with no entries in the Domains list, the behavior will be to block 
all domains.
Note:If Block Domain is enabled with no entries in the Domains list, the behavior will be to allow 
all domains.
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