Xerox WorkCentre Pro 128 User Manual

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Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128133 User Guide 131
Password
Use this feature to set the password for a job template server.
NOTE: The selection for this feature is displayed only when you have selected 
[Network Scanning].
1.Select [Password] on the 
[Output Format] screen.
2.Perform the necessary 
operations.
3.Select [Save].
For information on keyboard entry, 
refer to Keyboard in the Fax/Internet Fax chapter on page 83.
Meta Data
Use this feature to change the value of the Document Management Field (DMF) if it is 
set up for the selected job template.
NOTE: The selection for this feature is displayed only when you have selected 
[Network Scanning].
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							5 Scan/E-mail 
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							Xerox CopyCentre/WorkCentre/WorkCentre Pro 123/128/133 User Guide 133
6 Check Mailbox
This chapter describes the methods for checking, printing, or deleting documents in a 
mailbox. You can store the following types of documents (marked with matching icons 
in the Document List) in a mailbox.
• Incoming confidential fax documents ( ) – Refer to Polling in the Fax/Internet Fax 
chapter on page 103.
• Incoming confidential Internet Fax documents ( ) – Refer to Polling in the Fax/
Internet Fax chapter on page 103.
• Fax documents for confidential polling ( ) – Refer to Store for Polling in the Fax/
Internet Fax chapter on page 104.
• Scanned documents ( ) – Refer to Save in: - Scan to Mailbox in the Scan/E-mail 
chapter on page 115.
You can also link a mailbox to a job flow sheet to process the stored documents 
manually and automatically. For more information, refer to Document List on page 134.
Check Mailbox
You can check, print, or delete documents in the private mailboxes displayed on the 
[Check Mailbox] screen. Some mailboxes, however, may require you to enter a 
password, depending on the operation you attempt. Private mailboxes created by other 
users are inactive and inaccessible to you. For information on how to create a mailbox, 
refer to Mailbox in the Setups chapter on page 245.
1.Press the  button 
on the control panel.
NOTE: If the Authentication feature 
is enabled, you may be required to 
enter a user ID and a password (if 
one is set up). If you need 
assistance, contact the Key 
Operator.
2.Select [Check Mailbox] on the touch screen.
Go to
Specify the first mailbox number to be displayed on the screen, using the numeric 
keypad on the control panel.
Document List
Refer to Document List on page 134.
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Document List
This screen allows you to print or delete documents in the selected mailbox. You can 
also link a mailbox or the documents inside to a job flow sheet to automate document 
processing. For more information on job flow sheets, refer to Job Flow Sheets in the 
Setups chapter on page 247.
1.Select the required mailbox.
2.Select [Document List] on the 
[Check Mailbox] screen.
3.Perform the necessary 
operations.
4.Select [Close].
Refresh
Updates the list of documents in the mailbox.
Select All
Selects all the documents in the mailbox, so that you can print or delete them all at 
once.
Print/Delete
Displays the [Print/Delete] screen.
• Delete – Deletes the selected document(s).
• Print – Prints out the selected document(s).
NOTE: The documents stored in a private mailbox by scanning cannot be printed.
Job Flow Settings
Displays the [Job Flow Settings] screen.
[Job Flow Settings] Screen
This screen allows you to set, modify, or release linkage with a job flow sheet. You can 
also execute the linked job flow sheet from this screen.
A job flow sheet allows you to process the documents stored in private mailboxes. You 
can link a mailbox to a job flow sheet in advance to automatically execute the job flow 
sheet when a new document is saved in the mailbox, or you can manually start a job 
flow sheet as necessary.
NOTE: The job flow sheet you created from this screen can be executed, modified, 
duplicated, or deleted only from the private mailbox in which it was created. This job 
flow sheet is not displayed on the [Job Flow Sheets] screen in [Setup Menu] on the [All 
Services] screen.
NOTE: The job flow sheet feature is available only when the hard disk is installed on 
the machine. 
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NOTE: The job flow sheet feature is available only when the optional hard disk is 
installed on the machine.
You can register the following types of document processing in a job flow sheet.
• Specifying destinations (FTP, SMB, e-mail, fax, and Internet Fax)
• Specifying multiple destinations and processing
•Printing
• Deleting automatically after specified days
• Deleting
The document processing types you can register in a job flow sheet depend on how 
documents are stored in a private mailbox. See the following chart.
O: Available
X: Not available
*1: Depends on the Key Operator settings.
NOTE: Only the job flow sheets you are permitted to execute are displayed on the 
screen.
NOTE: When forwarding a document, faxed or stored in the mailbox, by E-mail, FTP, 
or SMB, do not use [JPEG] as the [File Format] of the job flow sheet.
1.Select [Job Flow Settings] on 
the [Document List] screen.
NOTE: To link a document to a job 
flow sheet, select the required 
document on the screen.
2.Perform the necessary 
operations.
3.Select [Close].
Auto Start
Select this check box to set the linked job flow sheet to be automatically executed when 
a new document is saved in the mailbox. This check box appears only when the 
mailbox has been linked with a job flow sheet.Input/Output FaxInternet 
FaxE-mail FTP SMB Printer
Fax for pollingOOOOOO
Scan X X OOO X
Received faxOOOOOO
Received 
Internet Fax
O*1*1OOO
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NOTE: Mailboxes with this option enabled are marked with an arrow above their 
icons.
Start
Executes the linked job flow sheet and returns to the [Document List] screen. This 
button appears only when the mailbox has been linked with a job flow sheet.
Cut Link
Releases linkage with a job flow sheet.
Create/Change Link
Displays the [Create/Change Link] screen.
Select Job Flow Sheet
Displays the [Select Job Flow Sheet] screen.
[Create/Change Link] Screen
This screen allows you to create or modify a job flow sheet.
1.Select [Create/Change Link] on 
the [Job Flow Settings] screen.
2.Perform the necessary 
operations.
3.Select [Save].
Sheet Filtering
Displays the [Sheet Filtering] screen.
Create
Allows you to create a new job flow sheet.
Edit/Delete
Allows you to modify or delete an existing job flow sheet.
For more information on [Create] and [Edit/Delete], refer to Job Flow Sheets in the 
Setups chapter on page 247.
[Sheet Filtering] Screen
This feature allows you to limit the job flow sheets displayed on the screen by the log-
in status of the user operating the machine.
When logged in to the machine as a unique user:
• Personal Sheets – Displays only the job flow sheets owned by the currently logged 
in user.
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• Shared Sheets (Administrator) – Displays the job flow sheets owned by the Key 
Operator.
NOTE: Job flow sheets owned by unique users other than the currently logged in user 
are not displayed.
When not logged in to the machine as a unique user:
• System Administrator – Displays only the job flow sheets owned by the Key 
Operator.
• Non-System Administrator – Displays only the job flow sheets owned by users other 
than the Key Operator.
NOTE: Job flow sheets owned by unique users are not displayed.
[Select Job Flow Sheet] Screen
This screen allows you to select and execute a job flow sheet on the documents stored 
in the selected mailbox.
1.Select [Select Job Flow Sheet] 
on the [Job Flow Settings] 
screen.
2.Perform the necessary 
operations.
3.Select [Close].
Name/Last Updated:
Select either of these options to sort the job flow sheets by their names or the dates 
they were last updated. Selecting the same option again toggles the order in which they 
are listed, as indicated with an upward (ascending order) or downward (descending 
order) triangle shown to the right of the name of the option selected.
Sheet Filtering
Refer to Sheet Filtering on page 136.
Create
Allows you to create a new job flow sheet to be linked with the mailbox.
NOTE: The job flow sheets you create on this screen can only be executed, modified 
or deleted from this mailbox.
Show Details
This option becomes active and selectable when you select a job flow sheet. If you 
select this option, you can view and/or modify the processes registered in the selected 
job flow sheet. For more information, refer to Job Flow Sheets in the Setups chapter on 
page 247.
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Edit Destination
Refer to Job Flow Sheets in the Setups chapter on page 247.
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7 Stored Programming
This chapter describes how to use the Stored Programming feature to simplify multiple 
operations into a simple procedure. First, you register a series of operations in a job 
number. Later, you can select the job number to execute the stored operations when 
required. You can store operations (both on the touch screen and the control panel) up 
to immediately before pressing the  button on the control panel.
NOTE: You cannot store operations performed on the [Setup Menu] screen.
Using Stored Programming
Follow the steps below to select and execute a job number.
1.Press the  button 
on the control panel.
2.Select [Stored Programming] on 
the touch screen.
3.Select a job number to be 
executed.
4.Change the settings as necessary.
5.Press the  button on the control panel. 
NOTE: On the [Stored Programming] screen, only job numbers that have been 
programmed are active and selectable.
Stored Programming
You can store up to 58 consecutive operations in each job number, up to the total of 40 
job numbers. To register the required operations in a job number, follow the steps 
below.
NOTE: A job number remembers not only operations performed on the touch screen 
but also the buttons pressed on the control panel.
NOTE: If, after a job has been stored in Stored Programming, you then change  the 
default settings in System Settings, or make changes to Job Flow Sheet, Job 
Template, Address Book, Comment, etc., the operation registered for each job will 
also change.
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NOTE: Stored Programming is saved by button position on the touch screen. 
Therefore any changes to the button position will result in changes to the stored 
operation. The button position changes when adding/deleting Job Flow Sheet, Job 
Template, or Address Book to and from a stored job.
1.Press the  button 
on the control panel.
2.Select [Setup Menu] on the 
touch screen.
3.Select [Stored Programming] on 
the [Setup Menu] screen.
4.Perform the necessary operations.
5.Select [Save].
Store
Allows you to register a series of operations in a job number. After selecting the 
required job number (1 to 40), perform a series of operations to be stored. Once all 
operations have been programmed, press the  button on the control panel to 
register the operations in the job number.
Delete
Clears the contents of a selected job number. Select this button, followed by the job 
number you want to clear.
Enter/Change Name
Allows you to assign or change a name for a job number. Select this button, followed 
by a job number. Then enter a name (up to 18 characters) using the screen keyboard. 
For information on keyboard entry, refer to Keyboard in the Fax/Internet Fax chapter 
on page 83.
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