Xerox Documate 3920 User Guide

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User’s Guide81
Manage the Phone Book from the Scanner
Phone Numbers
1. Press the Menu button on the scanner to display the menu options on the LCD touch screen.
2. Press the Phone Book button on the LCD touch screen to view the phone book options on the LCD 
screen.
3. Press the Program button to open the screen to program the names and phone numbers.
4. Press anywhere in the Name field to show the soft keyboard to input the name you want to 
associate with the phone number you want to program. Press Return when you are finished.
5. Press anywhere in the Phone Number field to show the soft keyboard. You can input the phone 
number using the soft keyboard or the numeric keypad on the scanner. Press Return when you are 
finished.
6. When you are done programming phone numbers. Press OK to close the Phone Book. 
						

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Phone Groups
1. Press the Menu button on the scanner to display the menu options on the LCD touch screen.
2. Press the Phone Book button on the LCD touch screen to view the phone book options on the LCD 
screen.
3. Press the Group Dial tab.
4. Press the Program button to open the screen to program the group.
5. Press anywhere in the Group Name field to show the soft keyboard to input the name you want to 
associate with the phone number you want to program. Press Return when you are finished.
6. When you are done programming the phone groups. Press OK to close the Phone Book. 
						

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Manage the Phone Book Remotely
Open your web browser and type in the scanner’s IP address in the URL field, then press enter on your 
keyboard. The web page will connect and display the scanner’s embedded web page in the browser 
window. 
Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing 
and navigating the scanner options remotely.
Managing Phone Numbers
1. Click on the Phone Book Manager link on the left side of the window.
2. Fill in the names and phone number fields as needed.
3. Click the Update button to send the information to the scanner.
4. Power cycle the scanner so you can access the updated phone book from the scanner.
To edit or delete names from the phone book, simply make your changes in the phone book manager 
fields then click Update to send the information to the scanner. 
						

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Managing Phone Groups
1. From the Phone Book Manager screen, click on the Phone Group link to manage the phone 
groups. 
2. Click a group number button to open the following Add a New Group Set screen.
3. Enter the name of the group, and select group members on the right sie of the screen, then add 
them to the group by clicking the 
						

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Information Messages When Faxing
MessageAction
Please note that when a problem occurs during faxing, only the “Communication Error” will be shown in the 
LCD-display. The information codes which indicate possible causes will only be shown in the Fax Activity Report.   
To print the Fax Activity Report, simply select “Ye s” or “Error only”, in the “Transmission Report” option, when 
you press the “Menu” button and choose Fax Settings and then Options in succession
0Fax is done & OK.
0200Error occurs, but cause is unknown since your fax machine has not received a fax message from the 
remote fax machine.
Check the remote fax machine and then try again.
0201No Dial Tone
Occurs when “Detect Dial Tone” is enabled and there is no dial tone detected.
02021. Your fax machine receives an invalid fax message from the remote fax machine. Please try 
again or use another line.
2. The line quality is poor. Please try again or use another line.
3. If the error still occurs, please call your service support.
0203No fax response.
The remote modem or fax modem has not sent a fax message within the specified time.
Check the remote fax machine and then try again. 
0204Destination line is busy.
Wait a few seconds, then try again.
0205User has cancelled the job during scanning or transmission.
02071. Your fax machine received an invalid fax message from the remote fax machine. Please try 
again or use another line.
2. The line quality is poor. Please try again or use another line.
3. If the error still occurs, please call your service support.
0209The remote fax machine may be disconnected.
Check the remote fax machine and then try again.
02121. Your fax machine received an invalid fax message from the remote fax machine. Please try 
again or use another line.
2. The line quality is poor. Please try again or use another line.
3. If the error still occurs, please call your service support.
0213Your fax machine received an invalid fax message from the remote fax machine. 
Please try again or use another line.
0215Your fax machine received an invalid fax message from the remote fax machine. 
Please try again or use another line.
0225The line quality is poor. Please try again or use another line.
02261. Your fax machine received an invalid fax message from the remote fax machine. Please try 
again or use another line.
2. The line quality is poor. Please try again or use another line.
3. If the error still occurs, please call your service support.
02291. Your fax machine received an invalid fax message from the remote fax machine. Please try 
again or use another line.
2. The line quality is poor. Please try again or use another line.
3. If the error still occurs, please call your service support. 
						

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User’s Guide 8602301. Your fax machine received an invalid fax message from the remote fax machine. Please try 
again or use another line.
2. The line quality is poor. Please try again or use another line.
3. If the error still occurs, please call service.
0234Memory Full
1. Check if the printer is connected. If the printer is not connected, the scanned image will be 
stored in the scanner’s memory.
2. Your printer may have an error. Check and resolve the problems.
3. Check if there are “Send Later” jobs. These jobs are waiting in the scanner’s memory to be 
transmitted later. Send these transmissions immediately to free memory in the scanner.
4. The amount of system memory is not enough to process the scanning job.
Press “Start” to send the pages successfully scanned or “Stop” to abort the job.
Try rescanning using a lower resolution or try sending fewer pages at once.
02371. Your fax machine received an invalid fax message from the remote fax machine. Please try 
again or use another line.
2. The line quality is poor. Please try again or use another line.
3. If the error still occurs, please call your service support.
02381. Your fax machine received an invalid fax message from the remote fax machine. Please try 
again or use another line.
2. The line quality is poor. Please try again or use another line.
3. If the error still occurs, please call your service support.
MessageAction 
						

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Fax Specifications
CompatibilityITU-T G3 (ECM)
Modem Speed33.6K
ResolutionReceive(dpi)—200x100, 200x200, 200x400 dpi
Send(dpi)—200x100, 200x200
CompressionMH, MR, MMR
Transmission SpeedApproximately 3 seconds (*1)
Page Memory2.0 MB in Flash
Speed Dial200 sets
Error Correction Mode Ye s
Contrast Control 7 Levels
Monitor SpeakerYe s
Busy Tone DetectionYe s
Redial Automatic / Manual
Immediate Transmission N/A
Memory TransmissionYe s 
						

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7Managing the Scanner 
Remotely
This chapter includes:
•Accessing the Scanner on page 90
•Using the Embedded Web Page on page 95
•Account Management on page 97
•Configuring the Shortcut Buttons on page 101
•Managing the Scanner Address Book on page 104
•Filing Manager on page 108
Most of the scanner’s features can be configured locally at the scanner using the LCD touch screen. 
After setting up the scanner on the network, you can manage the same scanner settings remotely, 
through a web browser or using the Network Management Tool. 
The Administrator Settings are secured with a password. There is no default password for these 
options, you can create a password later. Note that these settings cannot be configured locally at the 
scanner, they can only be configured remotely using the scanner’s embedded web page, as described 
later in this chapter: 
• User Account Management
• Define The Shortcut Buttons
• E-Mail Address Book Manager
• Filing Manager 
						

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Accessing the Scanner
To access the scanner through a web browser, simply type the scanner’s IP address into the browser’s 
URL field. You can also use the Network Management Tool utility to access the scanner on the network. 
When you use this utility, you do not need to know the scanner’s IP address. The utility will search and 
display all Xerox DocuMate 3920 scanners on the network.
The Network Management Tool is located on the installation disc you received with the scanner. 
When you access the scanner remotely, the scanner’s embedded web page is displayed on your 
computer. This web page contains the same feature options as the LCD panel, as well as the ability to 
create user accounts and configure shortcut buttons.
Installing the Network Management Tool
1. Start Microsoft Windows and make sure that no other applications are running.
2. Insert the installation disc into your computer’s CD-ROM drive.
3. The Select Language window opens. Click the drop-down menu arrow and select the language to 
use. Click OK.
4. The disc’s Main Menu window opens. 
NOTE: If the disc does not start, check the following:
• Make sure the disc drive’s door is completely shut.
• Make sure the disc was inserted in the drive in the proper direction (label side up).
To launch the disc manually:
• Open the Windows options for your computer’s disc drives.
• Double-click the icon for your CD-ROM drive. 
• The Installation menu for the disc should now open.
If the menu does not open:
• From the list of files on the disc, double-click the file named frontend.exe.