Xerox WorkCentre 5755 Manual

							WorkCentre™ 5735/5740/5745/5755/5765/5775/5790
System Administrator Guide281
Automatic Redial Setup
Automatic Radial Setup allows you to specify the time interval before the devices redials after a failed 
transmission. It also allows you to specify the number of attempts the device shall make to transmit a 
fax, before rejecting the job.
1. From the Fax Transmission Defaults screen, touch the [Automatic Redial Setup] icon.
2. The Automatic Redial Setup screen displays. There are two options:
•Redial Time Interval (in minutes, the range is from 1 to 25).
•Automatic Redial Attempts (the range is from 0 to 14).
3. Use the left and right arrow buttons to select the required amount.
4. Touch [Save] to return to the Fax Transmission Defaults screen.
Automatic Resend
The Automatic Resend automatically resends part or all of a failed fax transmission. You can set the 
number of automatic resend attempts.
1. From the Fax Transmission Defaults screen, touch the [Automatic Resend] icon.
2. The Automatic Resend screen displays. For [Number of Resends], use the left and right arrow 
buttons to select the required amount. The range is 0 to 5.
3. Select one of the following options for what part of the Fax job to re-send if transmission fails:
•Failed page(s) without a cover page
•Failed page(s) with a cover page
•Whole job without a cover page
•Whole job with a cover page
4. Touch [Save] to return to the Transmission Defaults screen.
Audio Line Monitor
Audio Line Monitor allows you to hear the Fax transmission taking place across the telephone line.
1. From the Fax Transmission Defaults screen, touch the [Audio Line Manager] icon.
2. The Audio Line Manager screen displays. Select [Enable].
3. For Line Monitor Volume, select one of the following:
•High
•Medium
•Low
4. For Line Monitor Duration, use the left and right arrow buttons to select the required time, from 1 
to 25 seconds.
5. Touch [Save] to return to the Transmission Defaults screen.
Transmission Header Text
Transmission Header Text feature allows you to specify a text string to be transmitted as part of the 
transmission header.
1. From the Fax Transmission Defaults
 screen, touch the [Transmission Header Text] icon. 
						

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2. The Transmission Header Text screen displays. Touch the type-in region for Transmission Header 
Text. Use the on-screen keyboard to type the text strings. Up to 30 characters can be entered.
3. Touch [Save], then [Save] to return to the Fax Transmission Defaults screen.
Batch Send
The Batch Send feature allows multiple fax jobs to be sent to the same destination during the same 
transmission session. This reduces the connection time for the customer and provides an economy rate 
for call connection charges.
Batch Send jobs are supported when the Batch Send feature is enabled and two or more separate jobs 
to the same telephone number destination are submitted; each job is concatenated as a single 
transmission to the destination telephone number.
1. From the Fax Transmission Defaults screen, touch the [Batch Send] icon.
2. The Batch Send screen displays. Select [Enable].
3. Touch [Save] to return to the Fax Transmission Defaults screen.
File Management - Retained Document Policy
This feature allows you to configure how you will like to keep the document received or stored.
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 the [Fax Settings] to display the Fa x  S e t t i n g s screen.
3. Select [File Management].
4. The File Management screen displays. Select [Mailbox & Polling Policies] icon.
5. The Mailbox & Polling Policies screen displays. To set option for received documents within a 
mailbox, select [Documents Received in Mailbox] icon.
a. Select one of the following:
•Delete On Print - select this option to delete received document as soon as it prints.
•Keep 1-72 Hours - select this option to save the received document for a set period of 
time. If selected, use the left or right arrow buttons to set time scale from 1 - 72 hours.
•Keep Forever - select this option to save the document forever.
b. Touch [Save] to return to the Documents Received in Mailbox screen.
c. To set option for Stored Documents, select [Document Stored for Polling] icon.
d. Select one of the following for General and Mailbox:
•Delete On Poll - select this option to delete document as soon as it is polled.
•Keep 1-72 Hours - select this option to save the document for a set period of time. If 
selected, use the left or right arrow to set time scale from 1 - 72 hours.
•Keep Forever - select this option to save the document forever.
e. Touch Save] to return to the Mailbox & Polling Policies screen.
f. Touch [Close] to return to the File Management screen. 
						

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File Management - Mailbox Setup
A fax received can be stored on the device or on a remote fax machine. A stored fax can be accessed by 
remote polling and then printed. There are 200 fax mailboxes available.
To Edit a Mailbox
1. From the File Management screen, touch the [Mailbox Setup] icon.
2. Select a mailbox from the Mailbox List and touch the [Edit] icon.
3. The Edit Mailbox screen displays. To assign a name for the mailbox, touch the [Mailbox Name] 
icon.
a. Touch [Delete Text] to clear the text. Type a name for the mailbox using the on-screen 
keyboard.
b. Touch [Save] to return to the Edit Mailbox screen.
4. To assign a passcode for the mailbox:
a. Touch [Mailbox Passcode] icon.
b. Touch the [C] button to delete the default passcode. Enter a 4-digit passcode for the mailbox 
using the numeric keypad.
Note:If no passcode is entered, the mailbox will use the default passcode of ‘0000’.
c. Touch [Save] to return to the Edit Mailbox screen.
5. To receive fax notification, ensure the Mailbox Notification option is set to [Enable].
6. Touch [Save] to return to the Mailbox Setup screen.
To Delete a Mailbox
1. From the Mailbox Setup screen, touch an assigned mailbox from the Mailbox List.
2. Touch [Delete Mailbox].
Note:Deleting a mailbox deletes the mailbox and all documents it contains.
3. On the Delete Mailbox confirmation screen, touch [Confirm] to delete this mailbox and all 
documents it contains, or [Close] to exit.
To Print Mailbox List
1. To print the list of mailboxes, from the Mailbox Setup screen, touch [Print Mailbox List].
2. Touch [Close] to exit and return to the Embedded Fax Settings screen.
Fa x  Re p o r t s
This features allows you to configure the following reports:
• Activity Report
• Broadcast and Multipoll Report
• Transmission/Broadcast Report Appearance
• Transmission Report 
						

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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, touch [Service Settings].
2. Touch [Fax Settings] to display the Fa x  S e t t i n g s screen.
3. Touch [Fax Reports] to display the Fa x  Re p o r t s  O p t i o n  screen. Select one of the following:
•Activity Report - this option displays the result of the incoming and outgoing fax jobs.
If selected, select one of the following options:
•Auto Print - to automatically print a confirmation report informing you whether the fax 
transmission was transmitted successfully or not.
•Disable - to disable the option.
•Broadcast and Multipoll Report - this option when configured, shows the result of 
transmissions and polling requests to multiple machines.
If selected, select one of the following:
•Always Print - to automatically print a confirmation report informing you whether the 
fax transmission was transmitted successfully or not.
•Print On Error - to print a report if the fax transmission failed.
•Disable - to disable the option.
•Transmission/Broadcast Report Appearance - this option allows you to choose if the report 
should include a reduced image of the fax or not.
If selected, select one of the following:
•Reduce Image - to print a thumbnail image of the fax on the confirmation report.
•No Image - to remove the thumbnail image of the fax from the confirmation report.
•Transmission Report - this option allows you to choose whether or not a transmission report 
is printed following a fax transmission.
If selected, select one of the following:
•Always Print - to automatically print a confirmation report informing you whether the 
fax transmission was transmitted successfully or not.
•Print On Error - to print a report if the fax transmission failed.
•Disable - to disable the option.
4. Touch [Save] to return to the Fa x  S e t t i n g s  screen.
Fax Forward
This feature allows you to specify that the incoming faxes are automatically forwarded to one or more 
e-mail addresses, or a file share repository or a combination of both.
Note:In order to enable the Fax Forwarding feature the system must have either Scan-to-File or 
Scan-to-E-mail enabled and Embedded Fax installed and enabled.
There are two uses of the feature:
•Fax Forwarding setup - allows you to set up the Fax Forwarding functionality and the fax 
forwarding rules.
•Customer Receives Forwarded Fax - the system performs the Fax Forwarding function and the 
user receives the document either as an e-mail attachment or file in an SMB file share repository. 
						

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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 [Embedded Fax] link, select [Fax Forward] in the directory tree. The Fa x  Fo r wa rd  o n  
Receive page displays.
Note:Fax Forwarding is disabled for the fax line specified.
Upto five rules can be defined.
3. In the Fa x  Fo r w a rd  R u l e s area, if you do not require fax forward, select No Fax Forward. 
4. If you require fax forwarding, and you want to create a rule or change the setting of a rule, click on 
the corresponding [Edit] button.
Note:If you apply a Rule to a fax line, you must ensure that the line is set to either Send and 
Receive or Receive Only. For further information, refer to Configuring Embedded Fax Settings on 
page 278.
5. For Based On Rules, the drop-down menu lets you select the settings from another rule, if set 
previously, in order to modify them for the current rule. The drop-down menu will always have a 
“Default Settings” selection, with additional selections for rules which have been defined.
6. In the General area:
a. Enter a name in the Rule Name field.
b. From the File Format Type drop-down menu, select one of the following:
•PDF - Image Only - this is the default setting. Select this for Full Color, Grayscale or 
Black/White documents.
•PDF - Searchable - select this for Full Color, Grayscale or Black/White documents and 
with searchable text.
•XPS - Image Only - select this for Full Color, Grayscale or Black/White documents.
•XPS - Searchable - select this for Full Color, Grayscale or Black/White documents and 
with searchable text.
•Multi-Page TIFF - select this for Full Color, Grayscale or Black/White documents. This 
option saves each page of a multiple page document as an individual TIFF file.
c. From the Print Local Copy drop-down menu, select one of the following:
•On Error Only - this option allows the incoming fax to print only when there is an error in 
forwarding the fax.
•Always - this option allows the incoming fax to print always.
Note:The rule must specify either a Fo r wa rd  t o  E - m a i l section and/or a Fo r wa rd  t o  Fi l e  
Destination section.
7. In the Forward to E-mail area:
a. Check the [Email] checkbox to enable Forward to E-mail.
b. Enter details of the destination e-mail address in the [Address 1] field. A further four e-mail 
addresses can be added.
Note:Address 1 is a required field. One e-mail address is allowed per address field. 
						

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c. Enter the e-mail address the e-mail server will use to identify the sender of the forwarded e-
mail in the [From Address] field. This is a required field.
d. Enter a descriptive details referred to as the friendly name for the sender of the forwarded fax 
document in the [From Name] field.
e. Enter a descriptive detail to describe the content in the [Subject] field.
f. The [Attachment Name] field will display the filename that will be applied to the forwarded 
fa x  d o c u m e n t .  C l i c k  o n  t h e  [Customize] button to define how the Attachment Name is 
generated. For further information, refer to Custom Attachment Name on page 286.
g. In the [Message] field enter a descriptive statement of the purpose of the e-mail message.
h. Enter details in the [Signature] field.
8. In the Forward to File Destination area:
a. Check the [SMB Protocol] checkbox, to allow the fax to be forwarded to a specified file 
location using the Server Message Block (SMB) protocol.
b. Select either [IPv4 Address], [IPv6 Address] or [Host Name] for the SMB server. Enter details 
in either the [IP Address: Port] or [Host Name: Port] fields.
c. Enter the SMB share name in the [Share] field.
d. Enter the path to the filing destination in the [Document Path] field.
e. Enter a login name the device will use to login into the server in the [Login Name] field.
f. Enter a password the device will use to login into the server in the [Password] and [Retype 
Password] fields.
g. Check the [Select to save the new password] checkbox to save the new password on this 
device.
h. The [File Name] field will display the filename that will be applied to the forwarded fax 
document. 
Click on the [Customize] button to define how the File Name is generated. For further 
information, refer to Custom Attachment Name on page 286.
i. Check the [Email Notification (without Attachment)] checkbox to enable for a notification 
e-mail to be sent to the specified address when a fax is received and forwarded.
j. Enter an e-mail address in the [Notification Address] field.
9. Click on the [Save] button to return to the Fa x  Fo r wa rd  O n  Re c e i ve screen.
10. Repeat above steps if necessary for a further four rules.
Custom Attachment Name
When a fax is forwarded to an e-mail address, the fax is attached as a file. This page is used to build up 
a unique file name for the fax attachment based on individual text elements which can be enabled and 
rearranged.
The Custom Attachment Name is accessed by clicking the [Customize] button in the Fa x  Fo r wa rd  O n  
Receive screen for Forward to Email and Forward to File Destination.
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. 
						

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2. Click on the [Embedded Fax] link and select [Fax Forward] in the directory tree. The Fa x  Fo r wa rd  
on Receive page displays.
3. Click on the [Customize] button: the Custom Attachment Name screen displays.
a. In the Display area, the following are programmed as Standard options, which can be 
selected by checking the relevant checkbox:
•Date - selecting this allows the date “” to display. When the fax is 
forwarded, this is replaced by the current date.
•Time - selecting this allows the date “” to display. When the fax is 
forwarded, this is replaced by the current time.
b. For Custom Text, further four text fields are available. Check the required checkbox to allow 
text entry into the corresponding field. Up to 20 characters or numbers are allowed per field.
c. The Position area will display the order of the fields which comprise the attachment file 
name. You can re-arrange the order of the fields appear by selecting a field and using the up 
and down arrows.
d. Click on the [Save] button. 
						

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15Server Fax
Server Fax is a standard feature that can be enabled on your device. If enabled, it can be accessed by 
pressing the  button then selecting the Server Fax icon. Server Fax scans your 
documents and sends them to any type of fax machine that is connected to a telephone network.
Your images are sent from your device to a Third Party fax server, which relays them over the telephone 
network to the fax number of your choice. This means that your fax transmissions are controlled by the 
server, which may limit your faxing options. For example, the server may be set-up to collect and send 
all faxes at off peak times.
This section contains instructions to configure a fax filing location (repository) on your server. The fax 
server retrieves the documents from the filing location and transmits them via the telephone network. 
The fax server manages the fax transfer and has the ability to send confirmation reports which are 
printed at the device.
Note:Server Fax and Embedded Fax services are mutually exclusive. Only one of them can be 
enabled at any time.
If Server Fax is currently enabled and Embedded Fax is then enabled, Server Fax will be disabled 
automatically. If Embedded Fax is currently enabled and Server Fax is then enabled, Embedded 
Fax will be disabled automatically.
Server Fax Authentication and Authorization
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 Fax feature. For a full description of the Authentication feature 
refer to Authentication on page 155. Authentication can be configured after Server Fax 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 Server Fax.
• Ensure that the TCP/IP and HTTP are configured on the device as per Enable TCP/IP and HTTP at 
the Device on page 19.
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.
For instructions on how to configure TCP/IP and HTTP, refer to Configure Network Connectivity 
Protocols with Internet Services on page 25.
• Install and configure the Xerox certified fax server solution on your network. Refer to the 
manufacturer's documentation contained with the server fax solution for instructions to complete 
this task. 
						

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• If the server fax solution uses the TCP/IP protocol to communicate, it is recommended that the 
server be assigned a static IP Address. However, dynamic IP Addressing may be used provided 
DNS settings are fully configured and the DHCP server has been configured with sufficient lease 
time so that the normal maintenance and service down times of the fax server does not result in a 
change in IP Address.
Print a Configuration Report to verify that Server Fax is an Installed Option:
1. Press the  button.
2. Touch the [Machine Information] tab.
3. Touch [Print Reports].
4. Touch [Print Report].
5. Touch [Close].
The Configuration Report will print. On the report check under Installed Options heading if Network 
Server Fax is installed and enabled.
Enable Server Fax
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 [Optional Services].
3. Scroll down, by touching the scroll arrow, touch [Server Fax].
4. Touch [Enable].
5. Touch [Save].
6. Press the  button.
7. Touch [Logout] to exit the Tools Pathway.
Configure a Server Fax Repository
The device can be configured to transfer the fax images to a directory on the fax server. The directory is 
known as the fax repository. The fax server monitors the fax repository for documents to be faxed.
Select your required transfer method from the list below.
•FTP (File Transfer Protocol) - requires an FTP server running on a server or a workstation.
•NetWare - this available only if the Network Protocol is enabled. This requires a NetWare server.
•SMB (Server Message Block) - available for filing to an environment that supports the SMB 
protocol.
•HTTP/HTTPS - supports scans to a web server using a CGI script.
•SMTP (Simple Mail Transfer Protocol) - available to file to a mail server.