Xerox Documate 3920 User Guide

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5. On the Main Menu, select Install Products.
6. Make sure the box for the Network Management Tool is selected.
7. Click Install Now.
8. Follow the on-screen instructions to complete the software installation.
NOTE: The software provided with your scanner may differ slightly from the list shown in the window. 
						

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Using the Network Management Tool
1. Launch the DM3920 Network Management Tool from the Windows Programs menu.
2. The main window opens. When the utility is first installed, the window will be empty of devices. 
3. Click on File to open the file menu. Select one of the following methods to add a scanner to the 
utility list.
•New Device—Click on this option to open the following prompt to input the scanner’s IP 
address. Enter the IP address then click on OK to add the scanner to the Network 
Management Tool utility. 
						

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•Search All Devices—Select this option to search your network for any connected Xerox 
DocuMate 3920 scanners.
Select the computer’s network card from the Network Adapter list then click on the Search 
button.
When searching is complete, all Xerox DocuMate 3920 scanner’s on your network will be 
displayed in the list. Select the scanners you want to configure then click the Add button.
The Xerox DocuMate 3920 scanners will now be in the Network Management Tool main 
window. 
						

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4. Double-click on the device icon to launch the scanner’s embedded web page.
NOTE: the Sun Java Runtime Environment is needed to view the scanner’s web page. When you 
connect to the web page, you will see a status message at the top of the page Connecting... Please 
wait. Wait for the window to refresh and display the scanner’s web page. If this message does not 
disappear, you may need to install the Sun Java Runtime Environment. Please click on the link in the 
web page to download and install the Java Runtime Environment.
Accessing the Scanner from a Web Browser
You can use Microsoft’s Internet Explorer (version 5 or later), Netscape Communicator (version 6 or 
later), or Mozilla’s Firefox to access the scanner’s embedded web page.
1. Launch your internet browser.
2. In the URL field, type in the scanner’s IP address, and then press the enter key on your keyboard.
3. The scanner’s embedded web page will now display in your web browser. 
						

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Using the Embedded Web Page
The options in the scanner’s embedded web page mirror the options you configure using the scanner’s 
LCD touch screen. This section refers to navigating through the web page options. Please refer to the 
chapter specific instructions for detailed information about configuring these options and how to use 
them.
Important!
• Changes you make in the scanner’s web page are not saved to the scanner until you click 
the Update button in the web interface. 
Menu Options
•Information—Click this link to display information about the scanner. 
This is the scanner hardware information, serial number, and MAC address, as well as the scanner 
firmware and software version. The MAC address is also on a sticker on the back of the scanner, 
this MAC address identifies the scanner on the network. 
Page Count—Displays the total number of scans completed and a breakdown of each type. Click 
the Clear button to reset the count.
•General—Click this link to change the general information about the scanner.
Machine Name—You can change the scanner’s display name so that when you view all scanners 
on your network, each one appears in the list with the name you specify here.
Date/Time—Set the date and time for the scanner.
Time Zone—Select the time zone for the area you live.
Country Code—Select the code for the country you live in so that you can send and receive faxes.
•Network Settings—
Please refer to Adding the Scanner to the Network on page 23 for instructions 
for adding your scanner to the network. 
						

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•Mail Server—Please refer to Adding the Email Server Information on page 26 for instructions on 
configuring scan to E-mail.
•Copier Default—Please refer to the section Copying on page 35 for detailed configuration instructions 
for these options.
•E-Mail Default—Please refer to the section E-mail on page 45 for detailed configuration instructions for 
these options.
•Filing Template—Please refer to the section Filing on page 57 for detailed configuration instructions for 
these options.
•Fa x  D e fa u l t / Fa x  S e t t i n g s / Phone Book Manager—Please refer to the section Fa x i n g  on page 69 
for detailed configuration instructions for these options.
Administrative Settings Options
•Management—This option is the only one of the Administrator options that can be configured at 
either the scanner or through the scanner’s embedded web page. Please refer to the menu 
description on page 20.
•Account Management—Please refer to Account Management on page 97.
•Address Book Manager—Please refer to Managing the Scanner Address Book on page 104.
•Filing Manager—Please refer to Filing Manager on page 108.
•Shortcut—Please refer to Configuring the Shortcut Buttons on page 101. 
						

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Account Management
The access to the Account Management section is blocked by the administrator password. It is 
recommended that an administrator create a password before changing the default settings to the 
secure network environment of the workplace. This chapter is specifically targeted to the persons who 
are responsible for the administration of the scanner. 
1. Click on the Account Management link.
2. Click on Login when you are prompted to input a user name and password. If you have previously 
set an administrator password, using the LCD panel, input the correct information here then click 
on Login.
Basic Settings
After changing the authentication method, and creating user accounts, power cycle the scanner for the 
data to refresh to the scanner. A user is then required to input a login name and password to use the 
scanner.  
						

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After you have selected an authentication method, you will need to add the user account information 
to the Account List. 
Account List
Once you have chosen either Local, SMTP server, LDAP server, or HTTP server as your security type. You 
need to set each local user’s login name and password. 
1. To create a new account, click the Account List link to open the Account List dialog box. Item Description
Ty p eChoose your preferred authentication type for account management. 
•None—no account management will be applied. 
•Local—uses the scanner as the authentication type, and the name and 
password entered in the Account Management are saved in the scanner 
memory.
•HTTP / LDAP / SMTP—uses an HTTP, LDAP, or SMTP server as the 
authentication type. 
Server Information IP 
or URLAssign the URL of the authenticating SMTP, HTTP or LDAP server. Touch anywhere on 
the URL field to bring up the soft keyboard to enter the text.
Port #Enter the port number if you choose HTTP, LDAP, or SMTP as your authenticating 
server. 
Default values are: HTTP:80, CIFS:139, HTTPS:443 
						

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2. Click the New Account button to open the New Account dialog box.
3. Set up your user name and password respectively in the Name and Password fields. The name and 
password are case-sensitive and up to 64 characters can be entered in the Name field and up to 
16 characters can be entered in the Password field. Fill the Description field if necessary.
4. Define the user’s privileges for using the scanner. 
Function—Click to select the name of the function the user is allowed to access.
For example, the administrator allows a user to perform the Copy, E-mail, and Filing functions, but 
does not allow Fax scanning. 
5. Click Update to save the settings to the scanner and return to the Account List screen.
Copy Account
If you want to permit other users to use the same privileges as a currently defined user, simply select 
the account from the account list and then click the Copy Account button to open the Copy Account 
screen. You only need to give a new name and password for the new user without changing any other 
settings. Click Update to save the settings or Cancel to return to the Account Management screen 
without saving any changes. 
						

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Edit
If you want to edit a current local user, choose the account from the account list and then click the Edit 
button to open the Edit Account screen. Modify the account options as needed and then click Update 
to save the settings, or Cancel to return to the Account Management screen without saving any 
changes.
Delete
If you want to delete a current local user, select the account from the account list and click the Delete 
button. A confirmation message appears to confirm your deletion. Click OK to confirm or Cancel to 
exit. Click Update to save the settings or Cancel to return to the Account Management screen without 
saving any changes.