Xerox WorkCentre 5745 User Manual

							Administrator Tools Password
WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide41
To Enable Custom Services
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 [Custom Service Setup] in the directory tree.
3. In the Setup (Required) area, ensure HTTP (SSL) and Custom Service Registration have been 
configured to enable Custom Services. If they have not been enabled, click on the [Configure] 
button, configure the settings and click on the [Save] button.
4. In the Enable Custom Services area check the following checkboxes:
•Export password to Custom Services - send passwords to Custom Services.
•Display Custom Services Selection Button at the local user interface - displays the Custom 
Service selection icon in the Services Home screen on the device.
5. In the Browser Settings area, check the following required checkboxes to enable options for 
Custom Services:
•Enable the Custom Services Browser - allows the service to be selected at Services Home 
screen at the device.
•Verify server certificates - if this option is enabled, Custom Services will check and require 
valid server certificates.
Browser Version displays the current browser version.
6. In the Proxy Server area, from the drop-down menu select either [No Proxy] or [Manual 
Configuration].
7. If Manual Configuration is selected:
a. In the HTTP, HTTPS area, check the [Enabled] checkbox to enable the protocol.
b. Select either [IPv4 Address], [IPv6 Address] or [Host Name].
c. Enter details of the server in the [IP Address: Port] or [Host Name] field.
d. Check the [Use settings for all protocols] checkbox.
e. Repeat the above steps a to c for HTTPS if you require secure HTTP.
f. In the Bypass Proxy Rules area, enter the proxy server that can not be bypassed.
8. Click on the [Apply] button to save your changes.
9. Click on the [OK] button when you see the message 
“Properties have been successfully 
modified”.
SMart eSolutions Setup
SMart eSolutions allows the device to automatically send data to Xerox to be used for billing (Meter 
Assistant), toner replenishment (Supplies Assistant) and remote diagnostics (Maintenance Assistant).
SMart eSolutions provides the following features:
•Meter Assistant™ - submits meter readings to Xerox from network connected devices. This 
eliminates the need to collect and report meter read information manually.
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WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide 42
Meter Assistant provides detailed information including total counts of impressions, collection 
times and dates. The meter data is recorded in the Xerox meter readings system and is used for 
the invoicing of equipment on metered service agreements. The automatic collection of the meter 
readings will ensure quality and reliability of the data used to manage your service agreements.
•Supplies Assistant™ - manages ink supplies for network connected equipment, and also monitors 
actual usage.
Eligible devices will automatically be enabled for Supplies Assistant when the device is registered 
with Xerox. Supplies Assistant manages supply orders to ensure the right supplies are provided at 
the right time.
•Maintenance Assistant™ - submits device performance information for network connected 
equipment to assist in remotely determining corrective actions required to resolve equipment 
performance issues.
There are three ways to register the device for SMart eSolutions: 
•Device Direct registration - this is available as a standard feature on the device and is accessible 
via the Web UI using CentreWare internet Services (CWIS).
•SMart eSolutions Windows Client - this is an optional feature and the Windows Client can be 
downloaded by visiting: www.xerox.com/smartesolutions. 
•CentreWare Web (CWW) - this is a device management software application that manages, 
configures, installs and provides reports for network connected devices. For further information, 
see www.xerox.com/centrewareweb. 
Note:SMart eSolutions is not available in all countries. Contact your Xerox Representative for 
further information.
Information Checklist 
Before registering the device for Smart eSolutions, ensure the following items are available or tasks 
have been performed:
• Ensure the device is fully functioning on the customer’s network. 
• If the device direct method is to be enabled, TCP/IP and HTTP protocols must be enabled on the 
device and setup so that internet access is provided to the device.
• If the Smart eSolutions client or CWW is to be used to enable Smart eSolutions, enable SNMP on 
the device. Visit www.xerox.com/smartesolutions for further instructions and to download the 
software.
SMart eSolutions Information
Note:The following instructions will provide the steps required to enable Smart eSolutions via the 
Device Direct method. To configure this feature access the Properties tab as a System 
Administrator. 
For further 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 [SMart eSolutions] in the directory tree.
3. In the Enrollment area, for SMart eSolution Enrollment ensure [Enrolled] is selected.
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WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide43
4. In the Communication Setup area:
a. For Daily Transmission Time, click in the time box and enter the time (hour and minute) of 
day you want the device to perform its daily communication with Xerox.
b. For HTTP Proxy Server, click on the [Configure] or [Edit] buttons to configure or update the 
internet proxy settings.
5. In the HTTP Proxy Server area:
a. Check the [Enabled] checkbox to enable the protocol.
b. Select either [IPv4 Address], [IPv6 Address] or [Host Name].
c. Enter the details of the Server address [IP Address: Port] or [Host Name: Port] field.
d. Click on the [Save] button to return to the SMart eSolution Setup page.
e. Click on the [Apply] button, the SMart eSolutions Enrollment screen displays.
f. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Note:HTTP Proxy Server settings are used for the following features:
•SMart eSolution Setup
•HTTP(S) File Destinations
•HTTP(S) Template Pool
Opting out of SMart eSolutions
If you wish to discontinue participation in the Smart eSolutions services, it is possible to opt out via the 
devices web UI using CentreWare Internet Services.
1. From the Properties tab, click on the [General Setup] link.
2. Select [SMart eSolutions] in the directory tree.
3. In the Enrollment area, for SMart eSolution Enrollment ensure [Not Enrolled] is selected.
Meter Assistant 
Meter Assistant is a feature of SMart eSolutions. It provides detailed information, including dates, 
times, and counts of impressions sent in the last billing meter transmission.
The meter data is recorded in the Xerox service management system. It is used for the invoicing of 
metered service agreements, and also for evaluating consumable usage against printer performance. 
The automatic collection of the meter reads will ensure quality and reliability of the data we use to 
manage your service agreements.
To Enable Meter E-mail Alert:
Up to three groups can be sent e-mail alerts regarding the device status.
Sending device data to Xerox immediately:
1. At your Workstation, open the Web browser and enter the IP Address of the device in the Address 
bar, and press .
2. Click on the [Status] tab.
3. Select [SMart eSolutions] in the directory tree.
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System Administrator Guide 44
4. Click on the [Meter Assistant] tab.
5. For Meter E-mail Alerts, click on the [Configure] button (initial use) or [Edit] button (subsequent 
use).
6. If prompted, enter the Administrator User ID and Password. The default is [admin] and [1111].
7. Click on the [Login] button to display the E-mail Alerts screen. 
a. In the [Recipient Group Addresses] area, check the required Group checkbox.
b. Click the field under E-mail Addresses, and enter the e-mail address or addresses.
c. Continue to add e-mail addresses to create your Alert Notification group, as required.
d. In the [“Reply to:” E-mail Address] field, enter the address of the administrator or user who 
is designated to receive any reply e-mails that are sent by users listed in the Alert Notification 
group.
Note:This is normally set to the System Administrator’s e-mail address.
e. In the Recipient Group Preferences area, by default, a group will be notified of all device 
alerts. If you want to select specific alerts, select the alerts checkbox you want the Group to 
be notified of.
f. Enter how many minutes (0 - 60) in the field for Set jam timer for release of status to 
selected groups to wait after a jam has been detected before an e-mail status is sent. If the 
jam is cleared before the timer completes, no jam message will be sent.
g. Click on [Apply] to save the changes. 
8. The Settings Confirmed. Send Test e-mail? window will appear. Click [OK] if you wish to send a 
test e-mail to the Alert Notification recipient(s), or [Cancel] to return to the Alert Notification 
page.
Supplies Assistant 
Eligible devices will automatically be enabled for Supplies Assistant when the device is registered with 
Xerox. Supplies Assistant manages supply order to ensure the right supplies are supplied on the right 
time.
Supplies Assistant provides data from the device to be used to order supplies.
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WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide45
Alert Notification
In the Alert Notification section you can set up groups to notify (by e-mail) when problems occur on 
the device. Alert notification is configured via Internet Services.
Customers can set the Xerox device to notify users or operators of problems as they occur on the 
device. Alert Notification is configured via Internet Services.
E-mail Alerts
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. Click on the [Alert Notification] link.
3. Select [E-mail Alerts] in the directory tree.
4. In the [Recipient Group Addresses] area:
a. Check the required Group checkbox.
b. Click the field under E-mail Addresses, and enter the e-mail address or addresses.
c. Continue to add e-mail addresses to create your Alert Notification group, as required.
d. In the [“Reply to:” E-mail Address] field, enter the address of the administrator or user who 
is designated to receive any reply e-mails that are sent by users who are listed in the Alert 
Notification group.
Note:This is normally set to the System Administrator’s e-mail address.
e. Click on [Apply] to save the changes. 
f. If prompted, enter the User ID and Password of the Administrator’s account. The default is 
[admin] and [1111].
g. Click on [Login].
h. The Settings Confirmed. Send Test e-mail? window will appear. Click [OK] if you wish to 
send a test e-mail to the Alert Notification recipient(s), or [Cancel] to return to the Alert 
Notification page.
i. If you want to create more than one Alert Notification group, select the group number and 
add e-mail addresses to the group.
5. To Assign Notification Alerts to a Group:
a. Scroll down to the Recipient Group Preferences area. By default, a group will be notified of 
all device alerts. If you want to select specific alerts, check the alerts checkbox that you want 
Group 1 to be notified of.
Alerts that can be selected are:
•Billing meter reads reported: An alert is generated when billing meter readings have 
taken place. You can set up your device so that it will automatically offer meter readings 
when requested by the Xerox Communication Server.
•Machine is stopped: An alert is generated when the device has stopped all functions or 
has been turned off.
•Potential persistent problems exist: An alert is generated when a problem area in the 
device does not receive proper attention.
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WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide 46
•Machine requires administrator assistance: An alert is generated when an authorized 
System Administrator is needed to address a problem.
•Machine is operational, but degraded: An alert is generated when device is running at 
reduced efficiency and needs immediate attention.
•Paper supply is low: An alert is generated when paper is running low or wrong size is 
allocated.
•Paper jam is detected: An alert is generated when a paper jam is in need of attention in 
specified area if you have been notified.
•Supplies or CRUs are low: An alert is generated when any Customer Replaceable Units 
(CRUs) have reached their low marker.
•SMart eSolution enrollment is cancelled: An alert is generated when the state is 
changed from “Enrolled” to “Not Enrolled.” Clicking this link will take you to the SMart 
eSolution page to get more information about the enrollment state.
b.Set jam timer for release of status to selected groups: In this field enter how many minutes 
(0 - 60) to wait after a jam has been detected before an e-mail status is sent. If the jam is 
cleared before the timer completes, no jam message will be sent.
c. Click the Glossary link next to Status Codes in the Recipient Group Preferences area for 
further information about the Status Codes, as below:
•Machine is stopped: The device has stopped all functions or has been turned off. 
•Potential persistent problems exist: If the area specified does not receive attention 
problems may re-occur. 
•Machine requires administrator assistance: An Authorized System Administrator must 
address problem. 
•Machine is operational, but degraded: The device is running at reduced efficiency, 
needs immediate attention. 
•Paper supply is low: Paper is running low or wrong size is allocated. 
•Supplies or CRUs are low: CRU/Toner/Fuser or other usable items needs attention (see 
LUI). 
•Paper jam is detected: A paper jam is in need of attention in specified area.
d. If you have created more than one group, repeat this exercise for each group.
e. Select [Apply] to save your settings.
f. The Settings Confirmed. Send Test e-mail? window will appear. Click [OK] if you wish to 
send a test e-mail to the Alert Notification recipient(s), or [Cancel] to return to the Alert 
Notification page.
Local UI Alerts
You can configure the device to display a notice on the user interface screen when the scan disk 
memory is low. The scan disk memory decreases according to the number of pages scanned with the 
Workflow Scanning, Internet Fax, E-mail or Server Fax features (when these features are installed on 
the device).
When the scan disk memory is low, scan jobs may slow down or the device may cancel the job.
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WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide47
When a user attempts to scan more pages than the Scan Job Memory Notification setting, the device 
will display a message to show how many pages can be scanned before the device will slow down or be 
forced to cancel the job. The default is 30 scanned pages.
To Set up the Local UI Alert
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. Click on the [Alert Notification] link.
3. Select [Local UI Alerts] in the directory tree.
4. In the Scan Disk Memory Warning area, select one of the following options to display a warning 
when it is estimated that the scan disk cannot hold more than:
•10 scanned pages.
•30 scanned pages.
•Custom - when selected, enter an amount between 0 - 75 in the [Custom] field.
Note:The higher the page number, the more frequent the warnings will appear.
5. Click on the [Apply] button to accept the changes or [Undo] to return the settings to their 
previous values.
6. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Billing Information and Usage Counters
The Billing and Counters page provides the Billing information for the device, including number of 
impressions printed or copied.
1. At your Workstation, open the web browser and enter the IP Address of the device in the Address 
bar, and press .
2. Click on the [Status] tab.
3. Select [Billing Information] in the directory tree to view Current Billing information. Click on the 
[Refresh] button to refresh the Billing information.
4. Select [Usage Counters] in the directory tree to view the counts from the Usage Counters. Click on 
the [Refresh] button to refresh the Usage Counters.
Energy Saver
This feature allows you to set the device to save energy when not in use. This feature is set 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.
At the Device:
1. From the To o l s pathway, touch [Device Settings].
2. Touch [General].
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WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide 48
3. Touch [Energy Saver].
4. The Energy Saver screen displays, select one of the following options:
•Intelligent Ready - this option allows the device to wake up and sleep automatically based 
on previous usage.
•Job Activated - this option allows the device to wake up when any activity is detected.
Note:If you select Job Activated option, the following options are available:
•From Standby Mode to Low Power Mode - this option allows you to change the time in 
minutes. The range is 1 - 120.
•From Low Power Mode to Sleep Mode - this option allows you to change the time in 
minutes. The range is 5 - 120.
•Auto Presets - there are three automatically preset settings to choose from.
5. If you select the Job Activated option, either customize the minutes, using the Left and Right 
scroll button under each option or select one of the three preset settings.
6. Click on [Save].
7. Press the  button.
8. Touch [Logout] to exit the Tools pathway.
Banner Sheet
When documents are sent to print at the device, a banner sheet is printed identifying the PC that sent 
the print job. It is possible to disable this setting both within the Print Driver and from the device 
administrator tools.
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. Touch [Job Sheets].
3. Touch [Banner Sheets].
4. The Banner Sheets screen displays, the following options are available:
•Print Banner Sheets
• Print Driver Override
5. To print a Banner Sheet with each Print Job, for Print Banner Sheets, touch [Enable].
6. To allow the Print Driver to produce Banner Sheets when required, for Allow Print Driver Override, 
touch [On].
7. Touch [Save].
8. Press the  button, 
9. Touch [Logout] to exit the Tools pathway.
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WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide49
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 [Printing] link.
3. Select [General] in the directory tree.
4. In the Banner Sheet area:
a. For Banner Sheet, check the [Enabled] checkbox to print a Banner Sheet with each job.
b. For Allow the Print Driver to Override, check the [Enabled] checkbox to allow your Print 
Driver to override this option.
5. Click on the [Apply] button to accept the changes or [Undo] to return the settings to their 
previous values.
6. Click on the [OK] button when you see the message “Properties have been successfully 
modified”.
Service Default
The Service Default function allows the System Administrator to select the service that will display as 
the default on the machine's user interface screen. This function is useful where machines have more 
than one service installed.
Features that are used most by users will be displayed first on the screen. The rest of the features can 
be accessed when the user presses the  button.
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 [Entry Screen Defaults].
4. Touch [Service Default], the Service Default and Priority screen displays.
5. Select an item from the list and touch the Promote button until the item is at the top of the list. 
The highest priority item will display by default service on the device Services screen.
6. Touch [Save].
7. Press the  button.
8. Touch [Logout] to exit the Tools pathway.
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System Administrator Guide 50
Job Status Default
The Job Status Default function allows the System Administrator to select the job status view that will 
display as the default on the machine's user interface screen when the user presses the  
button.
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 [Entry Screen Defaults].
4. Touch [Job status default], the Job Status Default screen displays.
5. Set the tab that will be shown by default when the user presses the [Job Status] button:
•Active Jobs - displays the Active Jobs tab by default.
•Held Print Jobs / Secure Print Jobs - displays the Held Print Jobs or Secure Print Jobs tab by 
default.
6. Select the default view for the Active Jobs tab.
7. Select the default view for the Completed Jobs tab.
8. Touch [Save].
9. Press the  button.
10. Touch [Logout] to exit the Tools pathway.
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