Xerox WorkCentre 5740 User Manual

							Administrator Tools Password
WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide31
•Copies - allows you to set the default number of copies output by the device, the range is 1-
9999.
•Job Type - allows you to select the default job type.
•Paper Size - allows you to specify the default paper size from the drop-down menu.
•Paper Color - allows you to specify the default paper color from the drop-down menu.
•2 Sided Printing - allows you to select either 1-Sided Print, 2-Sided Print or 2-Sided Print Flip 
on short edge.
•Collate - allows you to enable or disable the collation.
11. Click on the [Save] button to return to the Print Protocols screen.
12. Click on the [Configure] button next to the IP (Internet Protocol), to allow the device to support 
your network environment.
13. Enter the information for your chosen protocol. If you need more information on how to configure 
protocol information refer to Network Installation on page 69.
14. Click on the [Save] button. 
15. You have finished configuring the protocol information, click on the [Close] button.
16. To print to the device, install the Print Drivers on your workstation. If you need more information 
refer to Print Drivers on page 141.
Secure Print
Secure Print requires a user to be authenticated as the owner of a print job using a passcode or by 
logging in to the machine. Printing will only begin when the secure passcode is entered or when the 
user logs in at the device. To configure secure print:
1. At your Workstation, open the web browser and enter the IP Address of the device in the Address 
bar, and press .
2. At the welcome page, click on the Properties tab.
3. If prompted, enter the Administrator User ID and Password. The default is [admin] and [1111].
4. Click on the [Login] button.
5. Click on the Services link. 
6. Click on the Printing link and click Secure Print.
7. For Method, select one of the following:
•User ID-The print job will require the user to log in at the device in order to be released 
for printing.
•Passcode - A passcode, specified when sending the job to the printer, must be entered at 
the device in order to release the job for printing.
8. For Secure Print Passcode Length, enter the minimum required length of the Secure Print 
Passcode. The range is from 4 - 10 digit.
9. The device can be set to conceal the names of print jobs using asterisks on the local user interface. 
In the Conceal Job Names area, select one of the following:
•Conceal Secure Print Job Names Only - Only secure print jobs will have their names 
concealed. Non-secure jobs names will be visible.
•Conceal All Job Names - All secure and non-secure jobs will have their names concealed
•Show All Job names - All secure and non-secure print jobs’ names will be visible.
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Hold All Jobs
The Hold All Jobs functionality allows jobs submitted to the printer to be held in a public or private 
queue until the user releases the job at the machine. This saves paper by preventing unwanted jobs 
being printed automatically. Jobs held in a private queue require the user to use their smart card or 
user login to release jobs for printing.
The Hold All Jobs functionality does not affect system print jobs such as:
• Fax Confirmation Report
• Configuration Sheet
• Email confirmation report
• IFAX confirmation report
• Reprint Saved Jobs
• Information Pages
The Administrator can also decide how to handle jobs that are submitted with no associated user 
name.
To enable and configure Hold All Jobs:
1. At your Workstation, open the web browser and enter the IP Address of the device in the Address 
bar, and press .
2. At the welcome page, click on the Properties tab.
3. If prompted, enter the Administrator User ID and Password. The default is [admin] and [1111].
4. Click on the [Login] button.
5. Click on the Services link. 
6. Click on the Printing link and click Hold All Jobs.
7. In the Enablement area, select one of the following:
•Off - Submitted jobs are printed immediately (unless submitted as a secure job).
•Hold Jobs in a Private Queue - All identified jobs are held in a queue that is only accessible 
by the user who originated the job. All unidentified print jobs are held in the Unidentified 
Held Jobs queue.
•Hold Jobs in a Public Queue - All submitted non-secure jobs are held in a public queue and 
can be released for print by any user. Secure print jobs require the user to be logged in or to 
enter the passcode to access the folder. All unidentified print jobs are held in the Unidentified 
Held Jobs queue.
8. The Unidentified Job Policies area allows you to configure how the printer manages jobs 
submitted without a user ID. Select one of the following:
•Hold Jobs; All users can manage jobs - Jobs without a user ID will be held and any user can 
release them for printing unless they are submitted as a secure print job.
•Hold Jobs; Only Administrators can Manage Jobs - Jobs without a user ID will be held but 
only Administrators can view them or release them for printing.
•Delete Jobs immediately - All jobs submitted without a user ID will be deleted.
•Print Jobs immediately - Jobs submitted without a user ID will be released immediately for 
printing unless they are submitted as a secure print job.
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System Administrator Guide33
Cloning
Cloning allows you to copy the settings and web generated scan templates of one device and transfer 
them to other devices operating with the same version of system software. Depending on the optional 
features installed on the device, groups of settings can be cloned. For example, scan settings will be 
available for cloning only if the Workflow Scanning optional feature is already installed on the source 
device.
After selecting the settings to be cloned, a configuration cloning file is created and saved with the 
extension .dlm (downloadable module).
The configuration cloning file can then be submitted to other devices using Internet Services via a web 
browser. The settings are transferred and applied to the recipient device.
Note:Optional features must be installed on the recipient device in order to accept cloned 
settings. It is not possible to install an optional feature (for example, Workflow Scanning or E-mail) 
through the process of cloning.
The cloning feature creates a .dlm file script that can be used to configure other devices. All 
devices must have the same version of software for the .dlm file to be accepted.
To Verify the Software Version
Note:To verify the software version on the device 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 [General Setup] link.
2. Select [Configuration] in the directory tree.
3. Scroll down to the Printer Setup area and view the system software version.
To  C l o n e  a  D e v i c e
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 [General Setup] link.
2. Select [Cloning] in the directory tree.
3. In the Create Clone File area:
a. By default all features are selected, click on the [Clear All] button, and check the following 
feature checkboxes to select the features that you wish to clone:
•Accounting •System Disk
• Audit Log • Workflow Scanning
•E-mail •Web Services
• Internationalization • Public Address Book
• SMart eSolutions • Connectivity Settings
• Print Settings • Internet Fax
•Device Upgrade •Security
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b. To select all the features, click on the [Select All] button.
c. Click on the [View feature Details] link to view the specific parameters that can be cloned for 
any of the feature.
d. Click on the [Clone] button.
4. In the Cloning Instructions area:
a. Right-click on the [“Cloning.dlm”] link that appears and select [Save Target As].
b. A dialog box will prompt you to specify a name and location for the cloned file. Ensure the 
extension reads ‘.dlm’.
c. Click on the [Save] button. The .dlm file can now be used to clone other devices.
To Install the Clone File on Another Device 
Note:This procedure will cause the device to reboot and will be unavailable over the network for 
several minutes.
1. Click on the [Status] tab.
2. Select [Welcome] in the directory tree. 
3. Click on the [I Have A Cloning File] button. 
4. If prompted, enter the Administrator User ID and Password. The default is [admin] and [1111].
5. Click on the [Login] button. 
6. In the Install Clone File area, click on the [Browse] button. 
7. Locate your file and click on the [Open] button.
8. Click on the [Install] button.
The device will be unavailable over the network for several minutes. When rebooted a Configuration 
Report will print, if enabled.
Date and Time
This feature allows the System Administrator to set the Date and Time (including Time Zone for 
Daylight Saving Time) for the system. It can be set up using NTP, or it can be manually set on the 
device interface.
Manual Setup 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 [Device Settings].
2. Touch [General].
3. Touch [Date and Time].
• Administration • Power Saver
• Authentication & Authorization 
Configuration• Templates
•Fax •Job Management
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4. When the warning dialog appears, touch [Close].
Note:Any changes to these settings will require the device to reboot.
5. Select [Date] tab.
a. For Date Format, select one of the following:
•mm/dd/yy
•dd/mm/yy
•yy/mm/dd
b. Touch the Left and Right arrow, select the required value for the following:
•Day (dd) - the range will be dependant on the selected month.
•Month (mm) - the range is from 1 to 12.
•Ye a r  ( y y )  - the range is from 00 to 40.
6. Select the [Time] tab.
a. Select one of the following time format:
•AM
•PM
•24 Hour
b. Touch the Left and Right arrow, select the required value for the following:
•Hours - for a 12 hour format the range is 1 to 12 and for a 24 hour format the range is 0 
to 23.
•Minutes - the range is 00 to 59.
• If the 12 hour format is selected, select either [AM] or [PM] from the drop-down menu.
7. Select the [Time Zone] tab.
8. Touch the Time Zone drop down menu and select the correct time zone for your device’s locale. 
The machine time is automatically adjusted if daylight savings is in effect in your time zone.
9. Touch [Reboot], the system will reboot.
Using NTP
NTP (Network Time Protocol) is designed to synchronize the clocks of computers over a network. This 
feature will ensure that the device’s internal clock stays synchronized with the NTP server you specify.
Note:If you set up using NTP, the date and time of the system can be set using a network time 
server (NTP). The system will check the server at boot time, every subsequent 24 hours, and any 
time the NTP parameters are modified.
If the device is configured to use DHCP, and an NTP server, or the GMT offset is provided by the 
DHCP server, then the data entered here will be overwritten by the corresponding DHCP retrieved 
items. Enabling NTP or modifying NTP settings will cause a system reset.
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.
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3. Select [NTP] in the directory tree.
4. In the Offset of Local Time Zone area select the time offset (in hours) from the [Offset of 
Greenwich Mean Time] drop-down menu. The default is 0.0.
5. In the Network Time Protocol area:
a. For NTP Enabled, check the [Enabled] checkbox to enable NTP on the device.
b. Select one of the following:
•IPv4 Address and enter the IP Address and Port and the Backup IP Address and Port 
details in the required fields. The default port number is 123.
•Host Name and enter the Host Name and Port and the Alternate Host Name and Port 
details in the required fields. The default port number is 123.
Note:Any changes to these settings will require the device to reboot.
6. Click on the [Apply] button, the system will reboot.
Image Settings
The Image Settings screen allows you to set preferences for the various file formats that the device is 
capable of creating when features such as E-mail and Internet Fax are used at the device.
To Configure Image 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 [General Setup] link.
2. Select [Image Settings] in the directory tree, the Image Setting screen will display.
3. In the PDF & PDF/A Settings area:
a. For Optimization for Fast Web Viewing, check the [Enabled] checkbox.
If enabled, this option will create linearized PDF files. Linearized PDF files allow the first page 
of the PDF file to be displayed in a user's web browser, before the entire file is downloaded 
from the web server. This fast first page display helps to alleviate Internet user frustration in 
waiting for an entire file to download before displaying the file's contents.
This option will produce relatively small files with a very short encoding delay per page, 
however the image detail may appear more grainy when printed.
Note:Regarding Searchable PDF and PDF/A: If this option is available, by enabling the selection 
you will provide Workflow Scanning, E-mail, and Internet Fax users with the ability to choose 
[Searchable] as an option for their PDF and PDF/A file formats. The Searchable Format provides a 
second layer of data with the text of the scanned document. The second layer is converted to an 
optical character readable format, enabling the text of the document to be searched on, copied, 
and pasted, as desired.
b.JBIG2 is a standard algorithm for lossless compression of bi-level images (two color images), 
specializing in the preservation of thin lines. JBIG2 compression is usually used for text and 
halftone documents, and is claimed to be able to compress scanned documents up to 10 
times smaller than with TIFF G4. A further claim is that it allows scanned manuals, books, 
check images, and other document types to be viewed and manipulated efficiently over the 
Internet. This method yields a very small black and white file size with fast viewing 
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performance. This compression format requires Acrobat 5, with PDF version 1.4 or greater.
There are two encoding methods for JBIG2, check both of the following checkboxes for 
optimal compression:
•Enable Arithmetic Encoding
•Enable Huffman Encoding
Note:Select one option for good compression and improved speed, if neither is selected, there will 
be no compression or optimal speed.
c. For Flate Compression, check the [Enabled] checkbox.
Flate Compression is a lossless compression format that combines LZ77 (the first LZW) and 
adaptive Huffman encoding (RFC 1951). Huffman compression is a lossless algorithm ideal 
for compressing text. LZ77 works well with files containing lots of repetitive data, such as text 
and monochrome image (TIFF and GIF) files. When used for PDF documents, Flate 
compression is applied after JPEG compression. It is also used in place of G3 compression for 
monochrome PDF images in Photo and Magazine mode.
d. For MRC Compression, check the [Enabled] checkbox to divide the scanned image based on 
content, and then compress each area in the optimal manner for that image area. This 
option allows for smaller output files with better image quality.
e. When MRC Compression is enabled, select one of the following MRC Compression Format 
options:
4. XPS is Microsoft's electronic paper format, an alternative to PDF. XPS is currently supported as a 
saved file format in Microsoft Office 2007, with an XPS viewer built into Windows Vista. Windows 
vista uses the XPS format as a document format, a windows spool file format, and a page 
description language for printers.
In the XPS Setting (Email Only) area, for MRC Compression, check the [Enabled] checkbox.
5. Click on the [Apply] button.
6. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Accessing Image Settings for Workflow Scanning
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 [Workflow Scanning] link.
3. Select [Default Template] in the directory tree.
4. Scroll to the Workflow Scanning area, click on the [Edit] button.
5. In the Workflow Scanning area:
a. For Content Type, select either the [Photo & Text], [Photo] or [Text].
b. Select [for OCR] option for Scan Presets.
c. Click on the [Apply] button.
6. Scroll to the Filing Options area, click on the [Edit] button.
7. Within the Filing Options area:
a. For File Format, select either [TIFF], [mTIFF], [PDF], [PDF/A] or [XPS].
b. For Searchable Options, select [Searchable].
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c. Click on the [Apply] button.
8. Scroll to the Workflow Scanning Image Settings area, click on the [Edit] button.
9. In the Searchable XPS PDF & PDF/A Defaults area:
a. For Searchable Options, select [Searchable] and then select one of the following correct 
languages for your device options:
•Use Language Displayed on the Device User Interface.
•Use this Language - select the language used at the device from the drop-down menu.
b. Click on the [Apply] button. 
Accessing Workflow Scanning, E-mail, or Internet Fax 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 either the [Workflow Scanning], [E-mail], or [Internet Fax] link.
3. For Workflow Scanning, select [Default Template] in the directory tree, then click on the [Edit] 
button within the Filing Options area. Select the [Searchable] radio button under Searchable 
Options.
4. For E-mail or Internet Fax, select [Defaults], then select the [Edit] button within Filing Options. 
Select the [Searchable] radio button under [Searchable Options] within Document Format as 
the user presented scanning default.
5. When done, click on the [Apply] button to save changes or [Undo] to remove changes and refresh 
the page.
Job Management
The System Administrator can use this page to restrict Job Deletion features to one of the following:
•All Users - this option allows all users to delete any job in the jobs list. No authentication is 
required when deleting a job.
•Administrators Only - this option only allows the System Administrator to delete any job in the 
jobs list. The System Administrator must provide a username and password when deleting a job.
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 [General Setup] link.
2. Select [Job Management] in the directory tree.
3. For Job Deletion, select either [All Users] or [Administrators Only].
4. Click on the [Apply] button.
Job Operation Rights
The Job Deletion page allows you to set permissions that allow System Administrators or non-
administrator users to delete jobs from the device’s active print queue.
Note:System Administrators can always delete any job, regardless of the setting selected on the 
Job Operation Rights screen.
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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, select [Device Settings].
2. Touch the Scroll Down arrow button, touch [Job Operation Rights].
3. For Delete Job Rights, touch one of the following:
•All Users - allows any user to delete any job in the active print queue. No authentication is 
required when the user clicks on a job in the job list and selects Delete.
•System Administrators Only - allows only logged-in users with System Administration 
privileges to delete jobs from the active queue.
4. Touch [Save].
5. Press the  button.
6. Touch [Logout] to exit the Tools pathway.
Internationalization
Internationalization allows administrators to specify the locale where the device is situated. This is 
used to determine the type of encoding used by the device to interpret data, such as print jobs.
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 [General Setup] link.
2. Select [Internationalization] in the directory tree.
3. In the Data Submission Encoding area, if you want to specify the locale, select the required 
setting from the [Selected Locale] drop-down menu. The device will use the most appropriate 
type of encoding.
4. If you want to enter specific encoding, select [Custom] from the [Select Locale] drop-down menu. 
Select the required encoding priority order using the Increase Priority or Decrease Priority 
buttons.
5. Click on the [Apply] button to save changes.
6. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Sleep Mode Settings
Sleep Mode Settings allows the System Administrator to manage network energy saving options.
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 [General Setup] link.
2. Select [Sleep Mode Settings] in the directory tree.
3. The Sleep Mode Settings screen displays, in the Sleep Mode Network Settings area, check the 
following checkboxes:
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System Administrator Guide 40
•Resume Network Controller Briefly to Poll Novell Print Queues During Sleep Mode - when 
selected you must specify the interval of time (in seconds) between the polling of the print 
queues in the Poll Interval during Sleep Mode field. The range is 60 - 1200 seconds.
•Resume Network Controller Briefly to Broadcast Service Advertising Protocol (SAP) 
During Sleep Mode - when selected you must specify the interval of time (in seconds) 
between advertisements of service in the SAP Interval during Sleep Mode field. The range is 
60 - 65535 seconds.
4. Click on the [Apply] button.
Advanced Settings
The Advanced setting page allows you to designate up to four types of broadcast packets that allows 
the network controller to briefly resume activity and respond when the machine is in sleep mode.
1. From the Sleep Mode Settings page, click on the [Advanced Settings] button.
2. In the Packet Priority area, select a broadcast packet from the Packet Priority list. Use the 
[Increase Priority] and [Decrease Priority] buttons to increase or decrease the selected 
broadcast packet’s priority.
The Packets that Briefly Resume Network Controller area displays packet priorities for up to four 
packet types.
3. Click on the [Apply] button.
4. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Note:When you click on the [Apply] button the system processes the Packet Priority list, and 
applies the four packet types with the highest priorities for which the corresponding protocols are 
enabled. Packet types associated with disabled protocols are skipped. The lower list then displays 
the packet types that, when received by the machine in Sleep Mode, will cause the Network 
Controller to briefly resume activity. 
Enabling the IPv6 ND broadcast filter will only wake the machine from Sleep Mode when the 
machines IPv6 Link Local address is used.
Custom Services Setup
This feature allows the System Administrator to set up Custom Services on the device. Custom Services 
allows independent software vendors and partners to develop customized programs accessible directly 
from the device control panel. Users can enter their authentication login at the device, and access a set 
of features and options designed specifically for their business need.
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. 
• TCP/IP and HTTP protocols must be enabled on the device so that the device’s web browser can be 
accessed. 
• Custom Service Registration (HTTP: Web Services) must be configured.
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