Xerox WorkCentre Pro 123 User Manual

							E-mail/Internet Fax Settings 
Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide 241
Attribute Type of Recipient Name
Specify the attribute type of destination names up to 32 characters. Directory searches 
are often done by searching for a partial name in the common name (cn) attribute.
Attribute Type of Last Name
Specify the attribute type of family names (last name) up to 32 characters.
Attribute Type of First Name
Specify the attribute type of given names.
Attribute Type of E-mail Address
Specify the attribute type of e-mail addresses.
Attribute Type of Custom Item 1
Specify the attribute type of auxiliary search parameter 1.
Attribute Name of Custom Item 1
Specify the attribute name of auxiliary search parameter 1. The name specified here 
will be displayed on the Address Book when [E-mail] is selected. For more information, 
refer to Address Book on page 250.
Attribute Type of Custom Item 2
Specify the attribute type of auxiliary search parameter 2.
Attribute Name of Custom Item 2
Specify the attribute name of auxiliary search parameter 2. The name specified here 
will be displayed on the Address Book when [E-mail] is selected. For more information, 
refer to Address Book on page 250.
Attribute Type of Custom Item 3
Specify the attribute type of auxiliary search parameter 3.
Attribute Name of Custom Item 3
Specify the attribute name of auxiliary search parameter 3. The name specified here 
will be displayed on the Address Book when [E-mail] is selected. For more information, 
refer to Address Book on page 250.
Maximum Search Results
Specify the maximum number of addresses to be displayed as the result of searching. 
This feature restricts the number of addresses to be searched and displayed. Select 
the number in the range from 5 to 100 using the scroll buttons or the numeric keypad.
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242 Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide
Search Time-Out
Specify whether or not to set the maximum searching time (time-out time). If you select 
[On], then select the time in the range from 5 to 120 seconds using the scroll buttons 
or the numeric keypad.
Other Settings
Use this feature to configure or change other machine settings for sending scanned 
documents as e-mail attachments.
1.Select [Other Settings] on the 
[E-mail/Internet Fax Settings] 
screen.
2.Use the scroll buttons to switch 
between screens.
3.Perform the necessary 
operations.
4.Select [Close].
Maximum E-mail Size
Specify whether or not to restrict the size of scanned data to be sent as e-mail 
attachments. If you select [On], then select the maximum size of data in the range from 
50 to 65535 KB using the scroll buttons or the numeric keypad.
Maximum Address Entries
Specify the maximum total number of To, Cc, and Bcc recipients of a single e-mail. 
Select the number in the range from 1 to 100 using the scroll buttons or the numeric 
keypad.
Auto Print Error Mail
Specify whether to print error notification mails automatically when e-mails are not 
delivered due to an error.
Response to Read Receipts (MDN)
Specify whether to send the processing result to the host machine when an Internet 
Fax document is received.
Read Receipts (MDN)
Specify whether to request destinations to send back acknowledgement when opening 
e-mail.
Auto Print Delivery Confirmation Mail
Specify whether to automatically print out transmission confirmation e-mail.
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							Mailbox/Stored Document Settings 
Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide 243
Max. No. of Pages for Split Send
Specify whether or not to divide scanned data into multiple files by the selected number 
of pages. If you select [On], then select the number of pages in the range of 1 to 999 
using the scroll buttons or the numeric keypad. 
NOTE: Scanned data can be divided into multiple files only when PDF is selected as 
the file format.
Mailbox/Stored Document Settings
This screen allows you to configure various settings for mailboxes created for saving 
confidential incoming fax documents or scanned documents. For more information, 
refer to the following.
Mailbox Settings – page 243
Stored Document Settings – page 244
1.Select [Mailbox/Stored 
Document Settings] on the 
[System Settings] screen.
2.Perform the necessary 
operations.
3.Select [Close].
Mailbox Settings
This screen allows you to specify whether to discard documents once received from a 
client and whether received Internet Fax documents can be forwarded. 
1.Select [Mailbox Settings].
2.Select the item to be set or 
changed, and select [Change 
Settings].
3.Set the setting value.
4.Select [Save].
Documents Retrieved By Client
Use this feature to specify an option for discarding documents in mailboxes after they 
are retrieved. Specify whether those documents should always be discarded or should 
be discarded according to the settings made on the individual mailboxes.
Internet Fax to Internet Fax
Use this feature to specify whether to allow documents received through the Internet 
Fax service to be retransmitted through the Internet Fax service.
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Internet Fax to E-mail
Use this feature to specify whether to allow documents received through the Internet 
Fax service to be retransferred as e-mail.
Stored Document Settings
Select whether documents stored in a mailbox are automatically deleted. You can set 
the how long documents are kept and time of the deletion.
You can also select whether indivaidual documents are deleted or not.
1.Select [Stored Document 
Settings].
2.Select the item to be set or 
changed, and select [Change 
Settings].
3.Set the setting value.
4.Select [Save].
Document Expiry Date
Use this feature to discard documents from mailboxes when the specified period of time 
elapses. Specify how long documents should be held (up to 14 days), and at what time 
they should be discarded using the scroll buttons or the numeric keypad.
Delete Charge Print Documents
Select whether or not to delete charge print documents after the storage period has 
expired.
Delete Secure Print Documents
Select whether or not to delete secure print documents after the storage period has 
expired.
Delete Sample Print Documents
Select whether or not to delete sample print documents after the storage period has 
expired.
Application Communication Settings
This screen allows you to view and change the status of the SOAP port used to 
communicate with external applications provided by our company. For more 
information, refer to the following.
SOAP - Port Status – page 245
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							Setup Menu 
Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide 245
1.Select [Application 
Communication Settings] on the 
[System Settings] screen.
2.Select the required option.
3.Select [Close].
SOAP - Port Status
Use this feature to specify whether to enable the SOAP (Simple Object Access 
Protocol) port.
Setup Menu
This screen allows you to register various items such as mailboxes, destination 
addresses, and job flow sheets. For more information, refer to the following.
Mailbox – page 245
Job Flow Sheets – page 247
Address Book – page 250
Group Send – page 255
Comments – page 256
Paper Type – page 256
1.Select [Setup Menu] on the 
[System Settings] screen.
2.Select the required option.
3.Select [Close].
Mailbox
Use this feature to create mailboxes for saving confidential incoming fax documents or 
scanned documents. Fax documents in mailboxes can be printed out at a convenient 
time and scanned documents in mailboxes can be imported to computers.
1.Select [Mailbox] on the [Setup 
Menu] screen.
2.Select a mailbox number under 
which a new mailbox is to be 
registered.
3.Select [Create/Delete].
4.Select the required option.
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246 Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide
NOTE:  If you select [On], go to step 5 to register a password. Then the machine will 
not allow the mailbox to be accessed unless the registered password is entered. If you 
select [Off], skip to step 7. 
5.Enter a password (up to 20 
digits max.) using the numeric 
keypad on the control panel.
6.Select [Save].
7.Perform the necessary 
operations.
8.Select [Close].
NOTE:  By selecting [Delete 
Mailbox], you can delete all 
documents in the mailbox and all job 
flow sheets created through the 
mailbox.
Mailbox Name
Enter a name (up to 20 characters) to be assigned to the mailbox.
Password
Allows you to change the setting of the password.
Check Password
Select an option for restricting access to the mailbox through the password. If you 
select [Save (Write)], the password entry screen appears when an attempt is made to 
edit any document in the mailbox. If you select [Print/Delete (Read)], the password 
entry screen appears when an attempt is made to print out or delete any document in 
the mailbox.
Delete Document After Retrieval
Specify whether or not to discard documents in the mailbox after they are printed out 
or retrieved, or after they are transferred and printed out through a job flow sheet.
Delete Documents with Expiry Date
Specify whether or not to enable the function that discards documents in the mailbox 
when the preset time or period elapses.
Link Job Flow Sheet to Mailbox
Displays the [Link Job Flow Sheet to Mailbox] screen.
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							Setup Menu 
Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide 247
[Link Job Flow Sheet to Mailbox] Screen
Use this feature to link the mailbox to a job flow sheet that instructs how documents in 
the mailbox are to be processed. For more information on a job flow sheet, refer to Job 
Flow Sheets on page 247.
1.Select [Link Job Flow Sheet to 
Mailbox] on the [Mailbox XXX – 
Create/Delete] screen, and then 
select [Change Settings].
2.Perform the necessary 
operations.
3.Select [Close].
Cut Link
Removes linkage with a job flow sheet if any linkage has been already made.
Create/Change Link
Allows you to select a job flow sheet to be linked with the mailbox. For the displayed 
[Sheet Filtering], [Create], and [Edit/Delete] buttons, refer to Job Flow Sheets on 
page 247.
NOTE: The [Auto Start] check box and the [Start] also appear on the [Link Job Flow 
Sheet to Mailbox] screen when the mailbox has been linked with any job flow sheet. 
Checking the [Auto Start] check box causes the linked job flow sheet to be 
automatically executed when a new document is saved in the mailbox. Selecting 
[Start] causes the execution of the linked job flow sheet to be started.
Job Flow Sheets
A job flow sheet defines how scanned documents or documents in the mailboxes are 
to be processed. Job flow sheets are categorized by the following: created outside and 
stored on the machine, created and stored on the machine, and created on the 
machine and stored on an external server. Use this feature to create or modify a job 
flow sheet. You can program job flow sheets with the following processing.
• To fax documents
• To send documents using the Internet Fax service
• To send documents as e-mail
• To send documents through the FTP protocols
• To send documents through the SMB protocols
• To print out documents
NOTE: In case of forwarding a document, faxed or stored in the mailbox, by E-mail, 
FTP, or SMB, it cannot be opened by the recipient if the [File Format] of the job flow 
sheet is set to [JPEG].
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248 Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide
1.Select [Job Flow Sheets] on the 
[Setup Menu] screen.
2.Perform the necessary 
operations.
3.Select [Close].
Sheet Filtering
Displays the [Sheet Filtering] screen.
Create
Displays the [Create New Job Flow Sheet] screen.
Edit/Delete
Displays the [Show Details] screen.
• Delete – Deletes the selected job flow sheet.
• Copy – Allows you to create a new job flow sheet by copying and modifying the 
selected job flow sheet.
• Edit – Allows you to modify the selected job flow sheet.
NOTE: The contents of this option are the same as [Show Details] on the [Select Job 
Flow Sheet] screen of a mailbox.
[Sheet Filtering] Screen
Use this feature to restrict job flow sheets to be displayed on the screen.
1.Select [Sheet Filtering] on the 
[Job Flow Sheets] screen.
2.Select the required option.
3.Select [Save].
No Filtering
No filtering is applied to the job flow sheets.
When logged in with a particular user ID (Job flow sheets owned by users other than 
the logged-in user are not displayed):
• Shared Sheets (Administrator) – Displays all the job flow sheets, except for those 
owned by the logged-in user or other users.
• Personal Sheets – Displays job flow sheets owned by the logged-in user.
Without log-in (Job flow sheets owned by particular users are not displayed):
• System Administrator – Displays job flow sheets managed under the Key Operator’s 
name.
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							Setup Menu 
Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide 249
• Non-System Administrator – Displays job flow sheets owned by other than the Key 
Operator.
NOTE: Options on this screen differ depending on the operating user.
No Filtering
No filtering is applied to the target documents.
Mailbox Documents
Filtering is applied to mailbox documents.
Scanned Documents
Filtering is applied to scanned documents.
[Create New Job Flow Sheet] Screen
Use this feature to create a new job flow sheet.
1.Select [Create] on the [Job Flow 
Sheets] screen.
2.Perform the necessary 
operations.
3.Select [Save].
NOTE: Select [Delete Settings] if you just want to clear the current setting for the 
selected item.
Name
Enter a name (up to 64 characters) to be assigned to the job flow sheet.
Description
Enter a comment (up to 128 characters) to be saved with the job flow sheet.
Send as Fax
Displays the screen for registering fax destinations or changing the settings of 
registered destinations. You can register up to 100 destinations.
Send as Internet Fax
Displays the screen for registering Internet Fax destinations or changing the settings of 
registered destinations. You can register up to 100 destinations.
Send as E-mail
Displays the screen for registering e-mail destinations or changing the settings of 
registered destinations. You can register up to 100 destinations.
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250 Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide
Transfer via FTP (1)
Displays the screen for specifying a server to which documents are to be sent using the 
FTP protocols.
Transfer via FTP (2)
Displays the screen for specifying another server to which documents are to be sent 
using the FTP protocols.
Transfer via SMB (1)
Displays the screen for specifying a server to which documents are to be sent using the 
SMB protocols.
Transfer via SMB (2)
Displays the screen for specifying another server to which documents are to be sent 
using the SMB protocols.
Print
Specify the number of copies to be printed out and the paper type to be used for 
printing.
Address Book
Use this feature to program the Address Book with recipients of documents. Register 
destinations to which documents are to be occasionally sent through fax, Internet Fax, 
e-mail, FTP protocols, or SMB protocols. Destinations are registered under 3-digit 
Address Numbers by which you can quickly specify destinations when sending 
documents.
NOTE: You can program the Address Book with up to 500 destinations in total.
NOTE: When storing the new Address Book as CSV format, all the previous 
addresses are replaced by the new ones.
NOTE: Do not open the CSV file using software such as Microsoft Excel. Once 
opening the CSV file on the software, it is automatically edited and the edited file 
cannot be used for the machine.
NOTE: Address Numbers registered for the Address Book can be used as speed dial 
codes.
NOTE: Addresses may be specified in two different modes: the User mode may be 
utilized to allow the general user to add or delete specific addresses. To add/delete 
addresses, press the  button on the control panel, scroll down to and 
select [Setup Menu] then begin at step 1 below. The System Admin. mode may be 
utilized to creade addresses that can only be deleted by the System Administrator. To 
add/delete addresses, Refer to 1. Entering the System Settings Mode on page 189. 
(steps 1, 2 & 3) to log into [Systems Settings]. Once [Systems Settings] is selected, 
select [Setup Menu] and begin at step 1 below.
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