Xerox Documate 3920 User Guide

							Welcome
Xerox DocuMate 3920
User’s Guide11
The Xerox DocuMate 3920 Scanner
Input Tray—Holds documents in the Automatic Document Feeder (ADF) for scanning.
Paper Guides—Adjust to support various document widths.
ADF Cover Release—Lift to open the ADF.
Automatic Document Feeder (ADF)—Feeds paper through the scanner.
LCD Touch Screen—Shows the scanner settings. Touch the screen to input scan batch requirements, 
configure destinations, and configure the server settings.
Scanner Lid—Lift lid to place an item on the flatbed glass for scanning.
Scanner Lock—Located underneath the scanner lid. Unlock the scanner before using the scanner. 
Lock it again when moving the scanner from one location to another.
Control Panel—Scanning controls.
3
Paper Guides
Scanner Lid 
Input TrayLCD Touch Screen
4152
ADF Cover ReleaseAutomatic 
Document Feeder 
(ADF)
867
123
4
5
6
7
8
Output TrayControl PanelPaper StopPower Switch
Power JackPrinter Connection 
Port
9
9
10
11
10
11
12
12
13
1415
131415
Network 
Connection PortPC Connection 
PortTelephone Line 
Connection Port 
						

							We l c o m e
Xerox DocuMate 3920
User’s Guide 12
Output Tray—Holds documents after being scanned through the Automatic Document Feeder.
Paper Stop—Holds documents in the output tray. Adjusts to support various document lengths.
Power Switch—Turns the power on and off. 
Power Jack—Connects the power cord to the scanner. 
Printer Connection Port—Connect a USB cable to a printer and to the COPY port to use the Copy 
function and to receive faxes.
Network Connection Port—Connect a network cable to the LAN port to use the Filing and Email 
functions.
PC Connection Port—Connect a USB cable to a computer and to the USB port to scan from a 
computer.
Telephone Line Connection Port—To use the scanner as a regular fax machine, connect a telephone 
cord to the LINE port and to an “RJ-11” telephone jack in a wall or switch. The TEL port should be 
ignored since a handset is not provided with this scanner.  
						

							Xerox DocuMate 3920
User’s Guide13
1Scanner Setup
This chapter includes:
•Unpack and Assemble the Scanner on page 14
•Connecting the Cables on page 15
•Using the Scanner Control Panel on page 17
•Summary of the Menu Options on page 19
•Using the LCD Soft Keyboard on page 22
•Adding the Scanner to the Network on page 23
•Adding the Email Server Information on page 26
•Setting the Default Scan Function on page 29
Note that you do not need to setup network access if you are using the scanner for Faxing, Copying, 
and local computer scanning. You only need to specify the network settings if you are going to use the 
scanner to send emails or save files to a server. 
NOTE: If you wish to return to factory default settings, simply press and hold the Clear button for 
over 5 seconds. All the values in the Management and Administrative Settings will be changed 
back to factory defaults.  
						

							Xerox DocuMate 3920
User’s Guide 14
Unpack and Assemble the Scanner
1. Remove all shipping tape from the top and bottom of the scanner.
2. Open the ADF cover and carefully remove any foam particles that may have gotten inside the 
Automatic Document Feeder, then close the cover.
3. Lift the scanner lid and slide the locking tab to its unlocked position. The scanner will not scan 
when locked.
Unlocked position 
						

							Xerox DocuMate 3920
User’s Guide15
Connecting the Cables
Connecting the Power Cable
1. Press the power switch to the “O” position to turn off the scanner.
2. Plug the power supply into the power jack on the scanner.
NOTE: Only use the power supply (HEG75-S240320-7L made by HiTron) included with your scanner. 
Connecting any other type of power supply may damage your scanner, and will void its warranty.
3. Plug the power cord into the power supply and into a wall outlet.
Connecting the Ethernet Cable
1. Connect one end to the LAN port at the back of the scanner.
2. Connect the other end of your Ethernet LAN cable to an available port on your Ethernet Hub or 
wall.
Connecting the Telephone Line
1. Plug one end of the telephone line to the LINE jack at the right end of the rear panel. 
						

							Xerox DocuMate 3920
User’s Guide 16
2. Plug the other end of telephone line to the “RJ-11” telephone jack provided by the telephone 
company.
Connecting the Printer Cable
1. Connect one end of the printer cable (USB cable) to the printer.
2. Connect the other end to the COPY port at the rear of the scanner. 
Tu r n  o n  t h e  Po w e r
Press the power switch to the “|” position to turn on the scanner. After showing the boot up message, 
the LCD screen displays the preset ready status.  
						

							Xerox DocuMate 3920
User’s Guide17
Using the Scanner Control Panel
Configure keys—Use these keys to set the scanner options and configure the function keys using the 
LCD touch screen. 
LCD touch screen—Use to view the scanner information, manage the scanner options, set the 
function defaults, add phone numbers, set server information for filing, and so on.
Function keys—Press one of the function keys to select that mode for scanning. Pressing a function 
key displays that function on the LCD touch screen. Use the touch screen to configure the scan settings 
for that function prior to scanning, or leave the default options and press B&W or Color to initiate 
scanning. 
Menu—Press to access the options to 
configure the scanner. Please refer to 
Summary of the Menu Options on 
page 19.Clear—Press to clear the current function 
settings and return the function to the 
default settings. Press the button for over 
5 seconds to return the scanner to the 
factory default settings.
Energy Saving—Press to enter the power saving mode. 
Copy—Enables the scanning to a printer 
function. 
You can only scan in Black & White when 
copying.E-mail—Enables the scanning to email 
function. Use the LCD touch screen to 
specify the email address(es) to receive 
the scanned image. 
Filing—Enables scanning to a file server, 
through the intranet, using FTP, HTTP, 
HTTPS, or CIFS.Fa x—Enables the scan and send to a fax 
machine function. 
You can only scan in Black & White when 
fa x i n g .
LCD touch screen
Function keysNumeric keys
Control keysStatus LEDs
Configure keys 
						

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User’s Guide 18
Numeric keypad—Use this keypad to enter destination phone numbers for faxing or set the number 
of copies to be printed.
Control keys—Press to start or stop scanning.
Status LEDs—Indicates the hardware status.
B&W—Press to start copying, e-mailing, 
filing, or faxing in Black&White mode.Color—Press to start emailing or filing in 
Color mode.
Stop—Press to stop scanning.
Power—Indicates that the power is on and ready for scanning.
Alarm—Indicates hardware and transmission errors.
Energy Saving—Indicates that the scanner is in low-power mode. 
						

							Xerox DocuMate 3920
User’s Guide19
Summary of the Menu Options
This section briefly describes each of the options in the menu. In the following table, it is indicated if 
detailed configuration information is available, and which section contains the instructions for 
configuring that feature.
Press the Menu button on the scanner to show the Menu options on the LCD screen.
Press this button to display information about the scanner.
•Device Information—This is the scanner hardware information, serial number, 
and MAC address. The MAC address is also on a sticker on the back of the 
scanner, this MAC address identifies the scanner on the network.
•Firmware Version—This is the current hardware and software version of the 
scanner. 
•Page Count—Displays the total number of scans completed and a breakdown of 
each type.
Menu Map—Touch “Print” to print out all the menu items and their values.
Usage Report—Touch “Print” to print out the counter information.
Press this button 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.
•Country Code—Select the code for the country you live in so that you can send 
and receive faxes.
•Time Zone—Select the time zone for the area you live.
•Date/Time—Set the date and time for the scanner. 
						

							Xerox DocuMate 3920
User’s Guide 20Press this button to create an administrator account for the scanner, and specify addi-
tional scanner defaults. 
You will be prompted to login when you press the Management button, simply press 
“Login” to continue. There is no default administrator password for the scanner.
Administrator Profile tab—press the keyboard icon, next to each field, to open the 
LCD panel soft keyboard and fill in each field.
•Login Name—Input a login name for accessing the scanner’s management 
options. After inputting a login name, when you press an LCD Menu option and 
you are prompted to input a login name, this is the login name you will need to 
use. Up to 32 characters are allowed in this field, and the field is case-sensitive.
•Password—Input a password for the login name you specified. Up to 8 
characters are allowed in this field, and the field is case-sensitive.
•Email Address—Input an email address for the administrator of the scanner. 
When there are errors or warnings, the scanner will send the information to the 
email address you specify here. Up to 64 characters are allowed in this field, and 
the field is case-sensitive.
Device Management tab—use this tab to manage the following options:
•Add “To” Address After Sending—When this option is enabled, the email 
address specified in the “To” field is automatically added to the address book 
when scanning is complete.
•Add Folder After Filing—When this option is enabled, the folder name you 
specify is added to the server when the scanned document is sent when 
scanning is complete.
•Language—Press the down arrow and select a display language, for the LCD-
panel, from the options in the list. 
•Default Mode—Press the down arrow and select a default scan mode. Please 
refer to 
Setting the Default Scan Function on page 29 for detailed 
information about this function.
•Energy Saver—When this option is enabled, you can choose how long the 
machine will be idle before it automatically enters the energy saving mode. The 
default is 15 minutes.
•Energy Saver (Timer)—Press the down arrow to select an option from the list.
•System Auto Reset (Timer)—This is the amount of time before the LCD panel 
changes back to the Default Mode. Press the down arrow and select an option 
from the list.