Xerox Documate 3920 User Guide

							Xerox DocuMate 3920
User’s Guide51 The following is an example of file size based on selected scanning options and file format.
Color: A4 @ 200 dpiTIFF (10 MB) / PDF (53 KB) / JPEG (212 KB) 
B&W: A4 @ 200 dpiTIFF (100 KB) / PDF (20 KB) / JPEG (5 MB) 
OptionDescription 
						

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User’s Guide 52
Setting the Default E-mail Options
You can set the default email options for the scanner. This way, whenever you want to scan and send 
an email, the most commonly used settings are already configured. Please refer to the previous section 
for the list of options you can set as a default. Note that the list indicates when a feature cannot be 
assigned a default value.
To access the E-mail Default template from the scanner:
1. Press the Menu button on the scanner.
2. Press the E-Mail Default button on the LCD touch screen.
3. Change the settings as needed on the Default E-Mail Options and Default Scan Options tabs. 
4. Press OK on the LCD screen to save these settings.
To access the E-Mail Default template from the scanner:
1. Input the scanner’s IP address in the URL field of your web browser, or open it from the Network 
Management Tool.
2. When the embedded web page opens, click on the E-Mail Default link on the left side of the page.
3. Change the settings as needed, and then click the Update button to send the changes to the 
scanner.
4. Power cycle the scanner. 
Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing 
and navigating the scanner options remotely. 
						

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User’s Guide53
Using the Address Book
The scanner has an internal address book that can store up to 2000 email addresses and 100 email 
groups. Touch the Address Book icon on the E-mail main screen to display the Address Book screen.
To select a group address:
1. On the Address Book screen, touch the Group tab to display the following Group screen.
2. Touch a group to select it and then touch OK to return to the E-mail main screen. (You can touch 
another group to select multiple groups)
To search an e-mail address or a group:
1. On the Address Book main screen, touch Search to display the following 
E-mail Search screen. 
2. Choose your search type. (All means to search the addresses in the 
current Address Book of the scanner. LDAP means to search the 
addresses from an external address book on an LDAP server.)
3. Enter your search string via the soft keyboard.
4. Touch the Search button to start searching.
Please refer to Managing the Scanner Address Book on page 104 for instructions on setting up the 
scanner’s address book. The section Adding the Email Server Information on page 26 contains 
instructions on setting the scanner access to an LDAP server. 
						

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User’s Guide 54
Information Messages When E-mailing
MessageAction
Sequence errorReboot the machine, and try again later. If the error is still there, con-
tact your nearest dealer. 
Device internal failureReboot the machine, and try again. If the error is still there, contact 
your nearest dealer.
Failed to connect mail serverContact your network administrator for further help.
Failed to get response from mail 
server.Contact your network administrator or nearest dealer for further help.
SMTP server is empty.
Please specify SMTP server in the 
Menu options.Please specify the IP address of the SMTP server by pressing the Menu 
button on the panel.
SMTP server address is wrong.
Please check SMTP server.Check the IP address of the SMTP server.
Unpredicted errorPower cycle the scanner.
Contact your network administrator or nearest dealer for further help.
Insufficient System StorageContact your network administrator for further help.
Mail server doesn’t support SMTP ser-
vice extensionContact your network administrator for further help.
Mail server doesn’t support SMTP 
login authentication.Contact your network administrator to turn on the SMTP login option.
SMTP login errorCheck your login user name and password.
Mailbox UnavailableMake sure the “To” address is correct.
Processing ErrorContact your network administrator for further help.
Temporary authentication failureContact your network administrator for further help on the mail server’s 
authentication mechanism.
Choose SMTP authentication for E-mail security or turn off the mail 
server’s authentication and try again. 
Command errorReboot the machine, and try again. If the error is still there, contact 
your nearest dealer.
Parameters or argument errorCheck if the Device Name is valid. The Device Name can be found in 
Menu>General.
Check “From” address.
Check “To” address.
Contact your network administrator for further help.
Command parameters not imple-
mentedCheck if the Device Name is valid. The Device Name can be found in 
Menu>General. 
Or you may contact your network administrator for further help.
Authentication requiresContact your network administrator on mail server’s authentication 
mechanism.
Choose SMTP authentication for E-mail security or turn off the mail 
server’s authentication and try again.
Mailbox unavailableCheck “To” address.
User not local Check “To” address.
Service unavailableContact your network administrator for further help. 
						

							Xerox DocuMate 3920
User’s Guide55 Mail server does not support SMTP 
service extensionContact your network administrator for further help.
Exceeded storage allocationCheck “To” address.
Check mailbox storage allocation.
Contact your network administrator for further help.
Mailbox name is not allowedCheck “To” address.
Mail action has not been takenCheck “To” address.
Connection errorCheck network environment.
Check if email attachment size is larger than the mailbox quota.
The transaction has failedContact your network administrator for further help.
POP3 server address is wrongCheck the IP address of the POP3 server.
Failed to connect POP3 serverContact your network administrator for help.
Fa i l e d  t o  l o g i n  P O P 3  s e r ve rCheck the login name and password.
LDAP server login errorCheck the login name and password.
LDAP server IP errorCheck the IP address of the LDAP server. Or contact your network 
administrator for help.
LDAP port errorCheck if the port number is correct.
LDAP user password errorCheck if the password is correct.
MessageAction 
						

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User’s Guide 56
E-mail Specifications
ProtocolSMTP, MIME,
Mail Sever AuthenticationSMTP-AUTH, POP3
File format
B/W (single bit)
Gray (8 bit)
Color (24 bit)PDF, TIFF, M-TIFF
PDF, JPEG, TIFF, M-TIFF
PDF, JPEG, TIFF, M-TIFF
Compression Method
B/W
Gray
ColorRAW, G3, G4
JPEG
JPEG
Compression LevelLow / Medium / High
Supported Resolution75, 100, 150, 200, 300, 400, 600 dpi
Default Resolution200 dpi
Address Book Capacity
Max. Address
Group
No. of Address in Each Group2000
100
99
Multiple Recipients allowedYe s
Supported Mail ServerLotus Mail Server 5.0
MS Exchange Server 2000/2003
RedHat 7.0 SendMail
MAC Mail Server in OS 9.04
Supported LDAP ServerWindows 2003 Active Directory with SFU(Service for Unix)
Windows Server 2000 + MS Exchange 5.5
Lotus Notes R5 
Supported Mail ApplicationMicrosoft Outlook 2000
Microsoft Outlook Express 5.0
Microsoft Outlook Express 6
Eudora 4.3.2J
Lotus Notes R5
MAC built-in MAIL Application 
						

							Xerox DocuMate 3920
User’s Guide57
5Filing
This chapter includes:
•Scanning to a Folder on page 58
•Scan Options for Filing on page 60
•Setting the Folder Template on page 63
•Creating a New Folder on page 65
•Information Messages When Filing on page 66
•Filing Specifications on page 68
The scanner allows you to send the scanned documents to a server or a personal computer’s file folder 
over the intranet with FTP (File Transfer Protocol), HTTP (Hypertext Transfer Protocol), HTTPS (a secure 
way of using HTTP), or CIFS (Common Internet File System). The scan-to-folder feature off-loads the 
mail server from handling large attachments.
The scanner must already be set up to work on the network. Please refer to the Scanner Setup chapter 
for further details on “Adding the Scanner to the Network”. 
						

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User’s Guide 58
Scanning to a Folder
1. Place your document face up in the ADF or fa c e  d ow n on the flatbed glass.
2. Press the Filing button on the scanner. 
3. The LCD screen displays the Filing options.
4. Choose a folder to save your scanned image. 
• Or you can use the Up-arrow or Down-arrow button to scroll through the list.
• Or you can display the most frequently used folder list by touching the Show All button. 
The next section describes each feature in detail.
5. Press the B&W or Color button on the scanner to start scanning. 
Note that if Multi-Level(gray) is enabled, on the Scan Options tab, pressing the B&W button on 
the scanner will send a grayscale image.
The scanner starts scanning and sends the image to the folder you specified.  
						

							Xerox DocuMate 3920
User’s Guide59 NOTE: 
• If you make a mistake during the process, press the Stop button on the scanner to cancel the 
scan.
• If you want to scan multiple pages from the flatbed, or more than one set of 50 pages from the 
ADF, press the Bind button first. After the first flatbed or ADF scan finishes, you will be prompted 
to bind to the next scan. Place the next page on the flatbed, or document batch in the ADF, and 
press Bind to continue. After you are done scanning all pages in the document, choose End to 
close the dialog box. 
						

							Xerox DocuMate 3920
User’s Guide 60
Scan Options for Filing
Basic Settings
OptionDescription
Original Doc.Press the button, on the LCD panel, repeatedly to cycle through the three options.
•Simplex: If your original is a single-sided document, choose Simplex to scan your 
documents only on one side.
•Duplex(long): If your original is a double-sided document which is bound along 
the long edge of paper, choose Duplex(Long) to scan your document on the 
front and the back side. 
•Duplex(short): If your original is a double-sided document which is bound along 
the short edge of paper, choose Duplex(Short) to scan your document on the 
front and the back side.
ResolutionChoose your default resolution for the scanned document. The higher the resolution, 
the greater the detail for the scanned image. High resolution settings take longer to 
scan and produce larger file sizes.
Choices are: 
•75 / 100 / 150 / 200 / 300 / 400 / 600 dpi
Note: If you are scanning duplex (two-sided) paper, the resolution for color or gray 
scanning have a maximum option of 300 dpi.
Paper SizeSelect the size of the paper you are scanning from the list. 
Choices are: 
•A4 / Letter / A5 / B5 / Legal
Note that Legal size is available only when scanning from the ADF.
Image DensityThe image density can be adjusted within a range of 7 levels using the control panel 
or from the scanner's Web Page. Increasing the value makes your scanned image 
darker and decreasing the value makes your scanned image lighter.
Bind
(A default value cannot 
be assigned)Multi-batch document scanning from the ADF or Multi-page scanning from the flat-
bed can be enabled. Press the Bind button when you want to scan more than 50 
pages from the ADF or more than one page from the flatbed. After scanning the 1st 
batch or 1st page, a dialog box will pop up asking if you wish to Bind or End. Choose 
Bind to scan the next batch or page or choose End to stop scanning.