Xerox WorkCentre 7345 User Manual

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Using XSA at the machine
When you enable XSA, users must enter a valid user name at the machine to access any services to 
which access restriction has been applied.  Refer to Enable Xerox Standard Accounting in this section 
for the specific service restricting procedure.
At the Machine
1. Press the All Services button, if necessary, to display all the available service buttons.
2. Press any button representing a service to which restricted access has been applied.
3. When the “Press the Log In / Out button” message displays on screen, press the Log In / Out button.
4. Enter a User ID and touch Confirm.
Note: If the User is a member of more than one Group Account, he or she will be asked to select the 
account that they wish to log into.
5. When the User is logged in, the selected service screen will be displayed.  The User can now use that 
service, with usage tracked by XSA.
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Resetting Usage Data
At your Workstation
1. Open your Web browser and enter the TCP/IP address of the machine in the Address or Location field. 
Press Enter.
2. Click the Properties tab.
3. Click the  Accounting folder, then the Xerox Standard Accounting folder in the directory tree.
4. Click the Report and Reset link.
5. To reset all usage data to zero, click the Reset Usage Data button.
6. Click OK to confirm.
WARNING!  Do not click the Reset to Default button unless you intend to delete all users, accounts and 
usage data from your machine.
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Print a Usage Report
At your Workstation
1. Open your Web browser and enter the TCP/IP address of the machine in the Address or Location field. 
Press Enter.
2. Click the Properties tab.
3. Click the  Accounting folder, then the Xerox Standard Accounting folder in the directory tree.
4. Click the Report and Reset link.
5. Click the Generate Report button.
6. Follow any additional displayed prompts to save the XSA Report.csv (comma separated value) file to 
your workstation.
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Enable XSA in your Print Drivers
Refer to the driver documentation for the steps to follow to enable XSA in your print drivers.
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Backing Up XSA data and settings and Cloning to another device
The Cloning feature enables you to copy settings, including Xerox Standard Accounting (XSA) settings 
and account information, to a file on your workstation or Server. You can then use this file to restore the 
data and settings on the same machine or to clone other machines. You can only clone XSA settings to 
another Xerox device that supports the XSA feature.
The Clone feature will create a .dat file script that can be used to configure other machines. All machines 
must have the same version of software for the .dat file to be accepted. 
The software version is located on the Properties tab, under General Setup.
Check that the device you want to clone settings to supports XSA
1. At a networked workstation, open your web browser and enter the TCP/IP address of the machine that 
you want to clone to.  Press Enter.
2. Click the Properties tab.
3. See if the Xerox Standard Accounting is shown in the directory tree (under the Accounting folder). If it 
is not, then you cannot clone XSA settings to this machine.
4. Click the General Setup folder.
5. From the display of available hot links, verify that Cloning is among them.
To clone a machine
1. At your workstation, open your web browser and enter the TCP/IP address of the machine with the 
settings that you want to copy, in the Address bar. Press Enter.
2. Click the Properties tab.
3. Click the  General Setup folder, then  Cloning.
4. In the Cloning area, in the Create Clone File box, select the settings that you wish to clone. 
a. To clone all features, verify that all features are checked and then click Clone.
b. To customize the configuration file, disable any of the features by clearing the check boxes next to 
the feature(s), then click Clone.
c. To see a detailed listing of the feature details, click View Feature Details. 
5. Enter the current administrator User name and password, if prompted. The default is 11111 and x-
admin.
6. Right-click on the .dat link that appears and select Save Target As.
7. A dialog box will prompt you to specify and name and location for the cloned file. Ensure the extension 
reads .dat.
8. Click Save. The .dat file can now be used to restore the information to the same machine or to clone 
other machines.
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							224 To Restore Settings or Clone Settings to another Machine
Note: This procedure will cause the machine to reboot and will be unavailable over the network for 
several minutes.
Note: All machines must have the same version of software for the .dat file to be accepted
1. Open your web browser and enter the TCP/IP address of the machine that you wish to restore or clone 
the settings to. Press Enter.
2. Click the Properties tab.
3. Click the General Setup folder, then Cloning.
4. In the Cloning area, in the Install Clone File box:
a. Click Browse and move through your file system to the .dat file.
b. Click Open.
c. Click Install.
5. If prompted, enter the current administrator User name and password. The default is 11111 and x-
admin.
Note: The machine will be unavailable over the network for several minutes. 
6. Once rebooted a Configuration Report should automatically print, if enabled.  If the Configuration 
Report does not automatically print, manually print the list by referring to the instructions in the 
Configuration Report topic in the Network Connectivity section of this guide.  Looking at the 
Configuration Report, verify that some or all of your settings have been cloned to the new machine.  
Also, note that it may be necessary for you to use your web browser to view the Xerox Standard 
Accounting set up of Users and Groups on the new machine.
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Audit Log
Overview
With TCP/IP and HTTP-based processes running on the device, exposure to access attacks, 
eavesdropping, file tampering, service disruption, and identity (password) theft is significantly increased. 
The Audit Log, regularly reviewed by the Security Administrator, often with the aid of third party analyzing 
tools, helps to assess attempted security breaches, identify actual breaches, and prevent future breaches.
The Audit Log is enabled or disabled from the Audit Log hot link on the Properties tab of Internet 
Services, accessed from a networked workstation running a web browser.  To enable Internet Services, if 
necessary, refer to the Enable Internet Services topic in the Network Connectivity section of this guide.
Access to logged data is also accomplished from the Audit Log hot link on the Properties tab of Internet 
Services, but additionally requires the enabling of SSL/TLS encryption.  To enable this encryption, refer to 
the Security – SSL/TLS Encryption topic in the Options section of this guide.
Events tracked in the Audit Log, include: Starting and Stopping of the device, Login/Logout events, 
Changes to system settings, and job completions.
Accessing the Audit Log feature
The Audit Log feature is accessed through Internet Services as follows:
1. On a networked workstation, open your Web browser and enter the TCP/IP address of the machine in 
the Address or Location field. Press Enter.
2. Click the Properties tab.
3. Click the Audit Log hot link.
4. Supply the Administrator User Name and Password (defaults of 11111 and x-admin), when prompted.
5. Select the On-Line Help for additional help, as required.
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Annotation (Bates Stamping)
Overview
Adding notes to scanned and copied pages (annotation) is primarily a user-controlled feature.  An 
Annotation button is accessed by pressing the Copy button on the devices Main (All Services) screen, 
then by pressing the Output Format tab.  Bates Stamping is one of the selections available by pressing the 
Annotation button.
Bates Stamping is used in the legal profession to sequentially number or date/time-mark documents as 
they are scanned and copied by the system.  A number of parameters are available for selection, as 
specified below.
Note: Other forms of annotation are available, with default parameters set by the System Administrator 
using the same button-pressing sequence stated in this section under Configuring a precise bates 
stamp location.  For these other forms of annotation, note that you will need to press the Copy 
Defaults button, after pressing Copy Service Settings on the Tools tab, to modify stamp settings.
Configuring Bates Stamp Settings
1. Insert a document in the devices document handler.
2. Press Copy on the Main (All Services) screen.
3. Press the Output Format tab.
4. Press the Annotations button.
5. Select Bates Stamp.
6. Set Bates Stamping to on.
7. Press the Prefix text box, and press Edit if necessary, to use the displayed keyboard to specify the 
Prefix to use.
8. Press Save.
9. Press the Number of Digits button to assign the number of digits for printed page numbers.  Press 
Save to save setting changes.
10. Press Apply To in order to specify the pages on which to print the Bates Stamp.  Press Save to save 
changes.
11. Press Position to specify the relative position on the page for the printed Bates Stamp.  Note that, if 
available, a precise location can be set by the System Administrator as stated in this section.  Press 
Save to save changes.
12. Press Format & Style to specify the size and color of type for the Bates Stamp.  Press Save to save 
changes.
13. Press Save when done, then press Save again.
14. Press the Start button.
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Configuring a precise Bates Stamp location (if available)
1. Press the Log In / Out button on the Control Panel.
2. Press the 1 key on the numeric keypad five consecutive times.  (This is the factory default 
password.)
3. Press the rectangular Enter button on the touch screen.
4. Press the Machine Status button.
5. Touch the Tools tab.
6. Press Copy Service Settings.
7. Press Copy Control.
8. Press the down arrow to scroll to the Bates Stamping selection lines.
9. Press the applicable Bates Stamp position lines to set the precise location for your Bates stamp, using 
x and y axes.
10. Press Change Settings to change settings.
11. Press Save to save your changes.
12. Press Close until the System Settings screen is displayed.
13. Press Exit on the System Settings screen to return to the Main (All Services) screen.
Note: If you press the Copy Defaults button, after pressing Copy Service Settings on the Tools tab, 
many annotation settings are available for selection and modification.
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Media Card Reader
Overview
The Media Card Reader is available as an optional kit for the WorkCentre 328/7335/7345.
If the Media Card Reader is installed on the WorkCentre 7328/7335/7345, image data (Exif) taken by 
digital cameras and document files (PDF, TIFF) can be printed by the WorkCentre 7328/7335/7345.
For further information, refer to the Media Card Reader User Guide.
Note: “Exif” is a file format that embeds information required to print data in an image taken by digital 
cameras.
The WorkCentre 7328/7335/7345 uses two media printing modes:
• Media Print – Text – prints data stored in document format. It is helpful to think of the word “text” as 
synonymous with “document.”
• Media Print – Photos – prints data stored in the standard format of most digital cameras.
Media Card Reader Hardware
• Access Indicator – this light illuminates when the media card is inserted.
• Eject Button – press this button to eject the media card.
• Media Slot – insert the media card into this slot.
Supported Media and File Formats
The Media Card Reader supports CompactFlash media only. To use media other than CompactFlash, 
insert the media into a CompactFlash adaptor.
Note: The media and the CompactFlash adaptor are optional.
The media and file formats that can be used are as follows.
Supported Media
• SmartMedia
• CompactFlash
•
CompactFlash (MicroDrive)
• SD Card
• Memory Stick
• xD-Picture Card
Supported File Formats
• Media Print - Photos
• JPEG
• TIFF - DCF1.0-compliant JPEG/TIFF (Exif2.0, Exif2.1, Exif2.2) are supported.
• Media Print - Text
• PDF Extension: .pdf, PDF1.3 or later
• TIFF Extension: .tif, gray scale 4 bit/8 bit uncompressed, 4 bit/24 bit compressed by JPEG, 
compressed by MH/MMR
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