Xerox Documate 3920 User Guide

							Xerox DocuMate 3920
User’s Guide21 Press this button to select what type of authentication to use for the users accessing 
the scanner. 
Authentication type—Select the authentication type for account management.
•None—No user authentication is used when scanning. The credentials you input 
when configuring the Mail Server and Filing Template are used when scanning.
•Local—The scanner is the authentication type, and the user and password 
entered in the Account management are saved in the scanner memory.
Note that you can only create user accounts, and specify user privileges, using 
the imbedded web page. Access the web page through the Network 
Management tool or from Internet Explorer or Firefox by typing the scanner’s IP 
address in the web address field.
•HTTP / LDAP / SMTP—Select one of these options to have the user input their 
server credentials to use the scanner settings.
Server Information, IP, or URL—Input the server IP address or URL address of the 
authentication server you selected. Touch anywhere in the URL or IP field to bring up 
the soft keyboard on the LCD screen to enter the needed text.
Port #—Input the port number for the HTTP, LDAP, or SMTP server you selected.
Please refer to 
Adding the Scanner to the Network on page 23 for instructions for 
adding your scanner to the network.
Please refer to 
Adding the Email Server Information on page 26 for instructions on 
configuring scan to E-mail.
Please refer to the section 
Fa x i n g  on page 69 for detailed configuration instructions 
for these options.
•Fax Settings—Select this option to setup your scanner to send and receive 
fa x e s .  
•Phone Book—Select this option to create and add phone numbers to a phone 
book for sending the faxes.
•Fa x  D e fa u l t—Select this option to specify the default scan settings when 
sending faxes.
Please refer to the section 
Copying on page 35 for detailed configuration instructions 
for these options.
•Copier Default—Select this option to specify the default scan settings when 
scanning to a printer.
Please refer to the section 
E-mail on page 45 for detailed configuration instructions 
for these options.
•E-Mail Default—Select this option to specify the default scan settings when 
scanning and sending to an Email message.
Please refer to the section 
Filing on page 57 for detailed configuration instructions for 
these options.
•Filing Template—Select this option to specify the default server to send the 
scanned file to, and specify the default scan settings when sending the file. 
						

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User’s Guide 22
Using the LCD Soft Keyboard
Use the soft keyboard when you need to enter text into a field on the LCD screen. A soft keyboard icon 
next to a blank field indicates that you can access the keyboard to input text specific to the field. When 
entering numbers you can use the numeric keypad on the scanner or the soft keyboard. 
1. Whenever there is a soft keyboard icon shown in a blank field, touch anywhere in the blank field to 
open the soft keyboard.
The soft keyboard is displayed on the LCD touch screen.
2. Press the KB Switch button to cycle through the keyboards 3 views (lower-case letters with 
common symbols, upper-case letters with common symbols, and number keypad with additional 
symbols).
Backspace—press this key to remove any characters you have entered.
Enter—press this key to change the cursor position to the next line.
Return—saves the information you entered and closes the soft keyboard.
The blank field Soft keyboard icon 
						

							Xerox DocuMate 3920
User’s Guide23
Adding the Scanner to the Network
You will need the following information to configure the scanner on the network, please contact your 
network administrator for this information. You may want to print this page, fill in the table, and keep it 
for a reference as you will need this to proceed with the rest of the instructions in this section. 
Please note that the section Adding the Email Server Information on page 26 also contains a table of 
data required for setting the scanner to send email messages. You will need to get the information 
listed in that table from your network administrator as well.
1DHCP Enable: Choose ON to 
obtain the IP / Sub-
net / Gateway 
addresses automati-
cally from the DHCP 
server. With DHCP (Dynamic Host Configuration Protocol), a host is 
automatically given a unique IP address each time it connects 
to a network. Only turn on this option if a DHCP server is avail-
able on your network.
The IP/Subnet/Gateway address fields will automatically fill 
after power cycling the scanner. Note that each time you power-
cycle the scanner, a new IP address may be assigned to the 
scanner.
This option is turned off by default.
2IP Address:
888 . 888 . 888 . 
888An IP (Internet Protocol) address uniquely identifies a host con-
nection to an IP network. If you manually input an IP address in 
this field, it does not change when the scanner is power-cycled.
3Subnet Mask:888 . 888 . 888 . 
888The subnet mask address assigned by your network administra-
tor or by the DHCP server.
4Gateway IP:888 . 888 . 888 . 
888The gateway IP address assigned by your network administrator 
or by the DHCP server.
5DNS Server:
888 . 888 . 888 . 
888The DNS (Domain Name System) server identifies hosts via 
names instead of IP addresses. If the DNS server is available on 
your network, you can enter the domain name instead of num-
bers for the IP address. 
						

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User’s Guide 24
1. Press the Menu button on the scanner.
The LCD touch screen displays the following menu.
2. Press the Network Settings button on the LCD touch screen.
3. In the Network Settings menu, either input your network parameters in each field, or press ON 
under “DHCP Enable”. 
To fill in the fields manually, press the keyboard icon next to each input field. This displays the 
soft-keyboard for you to enter the information.
If you turned on DHCP, an IP address will automatically be assigned when you power cycle the 
scanner.
4. Press OK when you are finished. Power cycle the scanner when the LCD screen displays the 
message “Reboot the machine.”
When the scanner is on again, you will be able to access the network from the scanner, and you will be 
able to configure the scanner remotely from a computer on the network. 
						

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User’s Guide25
Networking Error Messages
Message Action
The connection has failed.
Please check network settings.Ping the IP address of the scanner from another PC in a 
DOS prompt. For example, type “Ping 10.1.20.144” in a DOS 
prompt. If the scanner has no response, then perform the 
following steps.
1. Check if the RJ-45 connector is firmly plugged-in.
2. Check the Ethernet cable.
3. Check the scanner’s IP address.
4. Check the destination IP address.
5. Check Subnet Mask.
6. Check Gateway IP. The address is invalid.
Please check network settings.
Network is down.
Please check network settings.
Network is unreachable.
Please check network settings.
Connection aborted by the server.
Please check network settings.
Connection reset by the server.
Please check network setting.
Connection timed out.
Please check network setting.
Unable to reach the destination host. 
Please check network settings.
Failed to connect mail server.
Please check network environment.Check network environment.
Connection error.
Please check network environment.
Failed to create socket for DHCP Check IP address of DHCP server or contact your network 
administrator for further help.
Failed to search DHCP server.
Failed to get IP from DHCP server.
Failed to renew IP from DHCP server. 
						

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User’s Guide 26
Adding the Email Server Information
You will need the following information to configure the scanner to send emails, please contact your 
network administrator for this information. You may want to print this page, fill in the table, and keep it 
for a reference as you will need this to proceed with the rest of the instructions in this section.
1E-mail Address: Note that this will be the default “From” address when sending 
emails from the device. A dedicated email address for the scan-
ner that has permission to send emails through the server, and 
the password for that email address.  2E-mail Password:
3SMTP Server:
888 . 888 . 888 . 
888SMTP (Simple Mail Transfer Protocol) is the mail server informa-
tion you need to send emails from the scanner. This is the main 
communication protocol used to send and receive emails on the 
internet. Input the IP address of the server or the URL name.
4SMTP Port: The port number of your SMTP mail server.
5Authentication 
Method:SMTP or POP3You will have to select SMTP or POP3 as the authentication 
method for sending emails, and input the login credentials. 
6Login Name: After selecting either the SMTP or POP3 authentication method, 
you will need to input the login-name and password for the 
selected authentication method.  7Password:
8POP3 Server:
888 . 888 . 888 . 
888POP3 (Post Office Protocol 3) is a service that stores and sends 
emails for various machines that are not always connected to 
the internet. Emails are held in POP3 until you log on. You only 
need this information if you select POP3 as the authentication 
method. Input the IP address of the server or the URL name. 
9POP3 Port: The port number of your POP3 server. 
10LDAP Server:
888 . 888 . 888 . 
888LDAP (Lightweight Directory Access Protocol) enables users to 
access directories and address books directly from external net-
worked devices to simplify document distribution.
11LDAP Port: The port number of your LDAP server.
12Login Name: Input the login name and password to access the LDAP server.
13Password:
14Base DN: Input the Base DN (Distinguished Name) for the LDAP server.  
						

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User’s Guide27
1. Press the Menu button on the scanner.
The LCD touch screen displays the following menu.
2. Press the Mail Server button on the LCD touch screen.
3. Fill in each field with the appropriate information on the Device E-mail Account tab.
Select SMTP or POP3 as the authentication method for the SMTP server, and fill in the 
appropriate information for that authentication.
SMTP Authentication POP3  Authentication 
						

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User’s Guide 28
4. If you want to access an LDAP server address book, press the External Address Book tab to fill in 
the information about your network LDAP server.
• The login name and password are case-sensitive and can be up to 28 characters.
• LDAP search specifications:
The scanner supports two types of authentication, simple and anonymous login to the LDAP 
server. If your LDAP server supports anonymous login, and you want to use anonymous login, 
do not input “anonymous” as the user name and password, leave the fields blank instead. 
The scanner will display a maximum of 100 match results in a single search.
5. Press OK when you are done configuring the E-mail options. 
						

							Xerox DocuMate 3920
User’s Guide29
Setting the Default Scan Function
The initial default scanning function is e-mail. This means that each time the scanner is power cycled, 
when the scanner comes out of power saving mode, or when the scanner has been sitting idle without 
scanning, the LCD screen will switch back to the e-mail scanning function automatically. You might 
want to change the default scan mode if you are not using the email function, or if you use a different 
scanning function more often than email. 
1. Press the Menu button on the scanner. 
The LCD touch screen displays the following menu. 
2. Press the Management button on the LCD touch screen. 
3. Press Login on the password prompt screen. There is no default username and password set for 
the scanner management options. 
						

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User’s Guide 30
4. Press the Device Management tab.
5. Press the down arrow in the Default Mode field to show the options list.
6. Press one of the function names in the list to select that option as the default scan mode. 
If you select the Shortcut option, the scanner LCD will display 6 shortcut buttons. These buttons 
are configured using the scanner’s embedded webpage. Note that the other scanning mode 
defaults can be configured using the scanner LCD options or through the embedded web page.
7. Press OK to save the changes and return to the LCD menu options. 
8. Press Exit to close the Menu screen.
9. Power cycle the scanner to save the changes. When the scanner is back on, the default mode will 
now be the option you selected in the Device Management screen.