Xerox Workcentre 7132 User Manual

®
Xerox WorkCentre 7132  
701P45042  
Quick Scan Features  
Setup Guide  
This guide includes instructions for:  
Scan to Email  
Hard copies can be scanned at the device and sent to remote clients as email attachments in  
Single TIFF, Multi TIFF, PDF, and JPEG format. SMTP and POP3 mail servers are used to  
send and receive email respectively.  
See also:  
System Administrator Guide: Contains detail about email setup.  
User Guide: Contains information on how to send an email and how different addresses  
are used (Local Address vs. Global Address - LDAP).  
Install the Scan to Email Option on the WorkCentre  
1. Power on the device.  
2. Press Login/Logout, then type the UserID 11111 and press Confirm.  
3. From the System Administrator menu, select System Settings.  
4. Select System Settings.  
5. Select Common Settings.  
6. Select Maintenance/Diagnostics.  
7. Select Software Options.  
8. Press Keyboard. Type the Email license key code.  
9. Select Reboot.  
Copyright © 2006, Xerox Corporation. All rights reserved.  
1
   
Scan to Email  
10. Set up the SMTP server configuration via CentreWare Internet Services:  
a. Click the Properties tab.  
b. Click the Protocols Settings folder.  
c. Click SMTP.  
d. Enter the SMTP mail server host name or IP address and port number (the default  
is port 25).  
e. Select an authentication type, if required by the SMTP server.  
f.  
Enter a User name and Password to be used for authentication, if required.  
g. Click on Apply New Settings.  
h. Enter the user name of 11111 and the password of x-admin if prompted for a User  
name and Password.  
i.  
Ignore the screen to reboot the machine.  
11. Set up the Machine Email address via CentreWare Internet Services:  
a. Click the Properties tab.  
b. Click on Machine Details.  
c. Enter the information for the Machine Email Address.  
d. Click on Apply New Settings.  
e. Click on Reboot Machine.  
12. From the device, load a sample document that you want to email into the document  
feeder.  
13. Press the All Services button.  
14. Press the Email button.  
15. Press the Keyboard button to type an email address using the keypad.  
16. Press the Start button.  
17. Verify that the recipient(s) received the email with the document attached.  
Copyright © 2006, Xerox Corporation. All rights reserved.  
3
Scan to Email  
Scan to Email Troubleshooting  
For internal corporate mail servers, substitute the word "Corporate" for "ISP" in the  
following troubleshooting table.  
Symptom  
Possible Cause  
Resolution/Validation  
Incorrect Mail Server or  
Host Name  
Validate that the correct ISP mail  
server name has been entered in  
the SMTP Host Name field.  
Incorrect settings in  
Microsoft Outlook Express  
Verify that you can access the ISP  
mail server from within Microsoft  
Outlook Express and that all  
settings are correct.  
Incorrect multifunction  
device email address  
entered  
Verify that the device is using the  
correct email address in the From:  
field. The Email address must  
match what the ISP's mail server is  
expecting.  
ISP requires SMTP  
authentication to their mail  
server  
Check with your ISP to determine  
if this is a requirement. If so,  
enable SMTP authentication for  
the multifunction device via  
SMTP error at  
multifunction device  
CentreWare Internet Services.  
ISP does not allow mail on  
the standard port number  
25  
Check with your ISP to determine  
if this is the problem. Ask if they  
can accept mail on another port  
number. If so, change the SMTP  
port number for the multifunction  
device via CentreWare Internet  
Services.  
ISP requires login to the  
email account via Microsoft  
Outlook Express before  
allowing mail to be sent  
Check with your ISP to determine  
if this is a requirement. If so, login  
to the Microsoft Outlook Express  
account, and then try sending the  
email. If this is successful, you can  
set Outlook Express to check  
email every 5 or 10 minutes for the  
multifunction device's email  
account.  
Copyright © 2006, Xerox Corporation. All rights reserved.  
4
Scan to Mailbox Setup (Optional)  
Scan to Mailbox Setup (Optional)  
This feature allows documents to be stored in a mailbox for future processing. Scan to  
Mailbox can be setup at the machine control panel or at a network computer through the  
CentreWare Internet Services webpage. Instructions for each method are shown.  
See also:  
System Administrator Guide: Contains detail concerning Network Scanning setup.  
User Guide: Contains information on mailbox setup through the control panel, as well  
as CentreWare Internet Services.  
Prerequisites for Scan to Mailbox Setup  
Confirm that:  
1. An existing operational network utilizing TCP/IP is available.  
Procedure for Scan to Mailbox Setup through the Control Panel  
1. Power on the device.  
2. Press Login/Logout, then type the UserID 11111 and press Confirm.  
3. From the System Administrator menu, select System Settings.  
4. Select Setup Menu.  
5. Select Mailbox.  
6. Select a mailbox to configure and press Create/Delete.  
7. Select password options and type a password, if desired. If a password is entered for a  
mailbox, no one else can access that mailbox before entering the password.  
8. Select Mailbox Name and press Change Settings.  
9. Type a name for the mailbox and press Save.  
10. Change other settings as desired. When finished, select Close several times then Exit.  
Procedure for Scan to Mailbox Setup through CentreWare Internet Services  
1. From a workstation, open up a web browser (such as Internet Explorer), and then enter  
device's IP address). If connected properly, you should see a CentreWare Internet  
Services web page for your device.  
2. Create mailboxes:  
a. Click the Properties tab.  
b. Click the Mailboxes folder.  
c. Click the Edit button.  
d. Enter the appropriate information. If a password is entered for a mailbox, no one  
else can access that mailbox before entering the password.  
e. Click on Apply New Settings.  
Note  
If prompted to enter a User Name and Password, the default settings are 11111  
and x-admin respectively.  
Copyright © 2006, Xerox Corporation. All rights reserved.  
5
 
Scan to Mailbox Setup (Optional)  
Procedure for Scanning to Mailbox  
1. At the device, select All Services and Scan to Mailbox.  
a. Select the mailbox number to which you want to scan a document.  
b. Load the sample document into the document feeder.  
c. Press the Start button.  
2. Verify that the scanned document is in the mailbox.  
a. Select the mailbox number to which the document was scanned.  
b. Select Document List.  
Note  
To retrieve the scanned document to a Windows PC, install the scan driver on the  
PC or use CentreWare Internet Services. More information can be found on the  
CentreWare Utilities CD-ROM and the "CentreWare Internet Services" chapter of  
the User Guide.  
Copyright © 2006, Xerox Corporation. All rights reserved.  
6
Network Scanning Setup (Optional)  
Network Scanning Setup (Optional)  
Network scanning uses FTP or SMB protocols to transfer scanned documents on to a server  
or a client. Templates (scanned file properties) and repositories (destination folders) need to  
be set up to enable network scanning.  
See also:  
User Guide: Contains information on how to set up templates and repositories.  
System Administrator Guide: Contains details about Network Scanning setup.  
Prerequisites for Network Scanning Setup  
Confirm that:  
1. An existing operational network utilizing TCP/IP is available.  
2. A repository (folder) exists on the FTP or SMB server to hold the scanned documents.  
A user account for the device must be created on the server that allows access to the  
repository folder.  
Procedures for Network Scanning Setup  
1. Power on the device.  
2. Press Login/Logout, then type the UserID 11111 and press Confirm.  
3. From the System Administrator menu, select System Settings.  
4. Select System Settings.  
5. Select Network Settings.  
6. Select Port Settings.  
7. Enable the following ports by highlighting each port and select Change Settings.  
a. Internet Services (HTTP).  
b. FTP Client Port or SMB Port (depending on which protocol is used).  
c. SNMP Port.  
d. SOAP Port.  
8. Select Close several times then Exit. The device will reboot.  
9. From a workstation, open up a web browser (such as Internet Explorer), and then enter  
device's IP address). If connected properly, you should see a CentreWare Internet  
Services web page for your device.  
10. Create a Repository setting.  
a. Select the Print/Scan Services tab.  
b. Select Job Templates.  
c. Select the Display Job Template Screen button.  
d. Select File Repository Setup.  
e. Enter the appropriate information to name this repository setting and provide a  
path to the repository folder previously created on the FTP or SMB server. The  
Port setting can be left blank. (For Anonymous FTP, a value must be entered in  
the password field).  
Copyright © 2006, Xerox Corporation. All rights reserved.  
7
 
Network Scanning Setup (Optional)  
f.  
Select Apply.  
Note  
If prompted to enter a User Name and Password, the default settings are 11111  
and x-admin respectively.  
11. Create a Template.  
a. Select the Template button.  
b. Select Create New.  
c. Enter a name for the template.  
d. Select Public for the Repository Type. The repository created above should  
appear in the window.  
Note  
A private template does not require separate repository settings, since the routing  
information is entered directly into the template itself.  
e. Select Next.  
f.  
Make selections as needed to define the properties of the scanned files created by  
this template.  
g. Select OK.  
Procedure for Network Scanning  
1. At the device select All Services and Network Scanning.  
2. Select a template from the list. You can also change any other value from the control  
panel without impacting the template configuration; only the current job will be  
affected.  
3. Load a sample document into the document feeder.  
4. Press the green Start button. The job is sent to the server using FTP or SMB protocol  
as defined within the template.  
5. From a workstation, log on to the FTP or SMB Server. Navigate to the repository  
(destination) that was specified earlier. Your scanned document is located in that folder.  
Note  
If remote authentication has been enabled, a separate login screen appears when  
the Network Scanning feature is selected. Documents are not scanned unless the  
remote authentication server authenticates user access.  
Copyright © 2006, Xerox Corporation. All rights reserved.  
8
Scan to FTP/SMB (Optional)  
Scan to FTP/SMB (Optional)  
Files can be scanned on the multifunction device and routed to a server or a client using FTP  
or SMB protocols. Directory structures (repositories) need to be created on the server to hold  
the scanned documents.  
See also:  
System Administrator Guide: Contains more detail concerning Scan to FTP/SMB setup.  
User Guide: Contains information on how to set up templates and repositories.  
Prerequisites for Scan to FTP/SMB  
Confirm that:  
1. An existing operational network utilizing TCP/IP is available.  
2. FTP/SMB Server/Client exists and is running.  
3. A repository (folder) exists on the FTP/SMB server to hold the scanned document. A  
User account for the device must be created on the server that allows access to the  
repository folder.  
Procedure for Scan to FTP/SMB  
1. Power on the device.  
2. Press Login/Logout, then type the UserID 11111 and press Confirm.  
3. From the System Administrator menu, select System Settings.  
4. Select System Settings.  
5. Select Network Settings.  
6. Select Port Settings.  
7. Enable the following ports by highlighting each port and select Change Settings.  
a. Internet Services (HTTP).  
b. FTP Client Port or SMB Port (depending on which protocol is used).  
c. SNMP Port.  
d. SOAP Port.  
8. Select Close several times then Exit. The device will reboot.  
9. Select All Services.  
10. On the touch screen, select Scan To FTP/SMB.  
11. Select the FTP button.  
12. Select the desired protocol for this scan and select Save.  
13. Enter all the information required. See the User Guide for more detailed information.  
Select any field to access a keyboard for data entry. Select Save after each complete  
entry.  
14. Load a sample document into the document feeder.  
15. Press the Start button.  
Copyright © 2006, Xerox Corporation. All rights reserved.  
9
 
Scan to FTP/SMB (Optional)  
16. From a workstation, logon to the FTP/SMB server. Navigate to the directory path  
(repository) that was set up earlier on the server. Your scanned document can be found  
in the specified directory.  
Note  
If remote authentication has been enabled, a separate login screen appears when  
the Scan to FTP/SMB feature is selected. Documents are not scanned in unless the  
remote authentication server authenticates user access.  
Copyright © 2006, Xerox Corporation. All rights reserved.  
10  

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