XEROX WorkCentre Pro 423/428 Scanner User Guide 708P86638 The Documeint COmpamt XEROX X
Prepared and translated by: The Document Company Xerox GKLS European Operations Bessemer Road Welwyn Garden City Hertfordshire AL7 1HE ENGLAND ©2001 by Xerox Corporation. All rights reserved. Copyright protection claimed includes all forms and matters of copyrighted material and information now allowed by statutory or judicial law or hereinafter granted, including without limitations, material generated from the software programs which are displayed on the screen, such as icons, screen displays, looks etc.
Table of Contents 42 c -Hi c o O s~. O Preface................................................................1-1 Using This Guide........................................................................1-2 Background Knowledge........................................................1-2 Organization..........................................................................1-2 Conventions................................................................................1-3 Bracket text typeface...............
Selecting the Original Type...................................................3-8 Procedure............................................................................. 3-8 Selecting the Density Level.................................................. 3-8 Procedure............................................................................. 3-8 Selecting the Scan Size........................................................3-9 Procedure..........................................................................
Appendix A-1 Printing Job Template List. .A-2 Compatible Software........... .A-3 42 c -Hi c o O s~.
Page iv XEROX WorkCentre Pro 423/428 Scanner User Guide
1 Preface 0) 0 1 Thank you for purohasing the Xerox WorkCentre Pro 423/428. This guide provides all the neoessary operating instruotions and preoautions for using spanning features. To get the most out of the maohine, please read this guide oarefully beforehand.
Using This Guide Background Knowledge This guide is written with the assumption that you are familiar with the basio workings of yoursystems.With referenoe to information suoh as personal oomputers, operating systems and networks, refer to the relevant information forassistanoe. Organization The following is a summary of eaoh ohapter: Chapter 1 This ohapter Chapter 2 Before Using the Scanner This ohapter provides the summary of soanning features and preparation instruotions for using the network soanner.
0) Conventions Ü I In this manual, a host device refers to a personal computer or workstation. Bracket text typeface The [Bracket Text] typeface is used to emphasize the selection of a feature mode or button. For example: > Select[Image Quality]. > Select[Save]. Italic typeface The Italic typeface is used to emphasize a word or phrase. In addition, references to otherchapters and publications are displayed in Italic typeface. Forexample: Always follow safety procedures when operating the equipment.
Page 1-4 XEROX WorkCentre Pro 423/428 Scanner User Guide
! Before Using the Scanner 0) c c CD O 00 0) £ CD ,c The following information oan be found in this ohapter: > Overview > Required Environment 0) > Preparing to use the Mailbox Feature QQ > Preparing to use CentreWare Spanning Servioe > Installing the Network Spanning Utility XEROX WorkCentre Pro 423/428 Scanner User Guide Page 2-1
Overview The WorkCentre Pro Network Soanner provides the following features: > The soan feature by using the mailbox in the maohine > The soan feature by using the CentreWare Spanning Servioes (optional) The following is the summary of eaoh soan feature: Scanning with the Mailbox You oan store a dooument in the mailbox by soanning the dooument on the maohine. The stored data oan be imported to the personal oomputer (olient) oonneoted to a network.
CentreWare Scanning Services You can scan a document by specifying a template file, which is called h Job Template. The scanned data will be stored on the hard disk of the machine and the data will be automatically transmitted to the personal computer (server) connected to a network. The optional CentreWare Scanning Services is required in orderto create the Job Template or to setup a repository location for the transmitted data.
Required Environment This section describes the required environment in order to use the scan feature (mailbox feature).
Preparing to use the Mailbox Feature 0) c c The following preparation is neoessary to soan a dooument using the mailbox: > Define IP address. > Enable Salutation. CD Ü 00 0) £ CD ,c > Registerthe mailbox. The prooedure forsetting up is as follows: 0) QQ Defining the IP Address This seotion explains how to set up anIP address. Depending on the network environment, you may need to set up the subnet mask and gateway address.
Setting the IP Address This section explains the procedure for setting up the IP address manually by using the printer control panel. Depending on the network environment you are using, you may need to set up the subnet mask and gateway address. Set the necessary items after checking with the network administrator. NOTE: You do not need to define the IP address if it already exists. (The screen to define the IP address will not be displayed in the following case.) 1.
Setting Subnet Mask and Gateway Address 0) c c CD O 1. With “Ready to print or fax” displayed, press the Menu button. 00 0) £ CD ,c I ▼ I I I I ► I |EJed/Sel I to move down a column. to move between columns. to select an Item (* shows beside item). Quiok Setup Report List System Setting Network/Port 0) QQ Parallel LPD Netware SMB IPP USB Port 9100 EtherTalk Salutation FTP Client SNMP Internet Servioe TCP/IP Settings Get IP Address IP Address 2. Subnet Mask 000.000.000.000 Gateway Address 000.
Enabling the Salutation Enable Salutation on the printeroontrol panel. NOTE: RAM for the printer is not installed, Salutation oannot be enabled due to insuffioient memory. If this happens, disable ports thatyou are not using. If the Salutation still oannot be enabled, you are then reoommended to install the 64MB SDRAM for the printer. Please referto your User Guide (Printer).
Creating a Mailbox Use the copier control panel to create a mailbox to store the scanned document.__________________________________________________ NOTE: You can create up to 200 mailboxes. Procedure 0) c c CD O 00 0) £ CD ,c 1. Select Setup Menu on the Menu screen. 0) QQ NOTE: If the following screen is notdisplayed, press Feature Selection to display the screen. 2. Select Mailbox. Setup Menu Speed Dial Group Dial 5 5 5 Job/Name Comment Stored Jobs 1 I Local Fax Infomiation 5 3.
5. Enter a 4-digit password by using the keypad, and select Confirm Password. NOTE: The password must be unique. When notsetting the password, do notenterany password and then select Confirm Password. Select Delete Mailbox to delete a mailbox created. Select Change Password to change the password. Use the numeric keypad to enter password. Mailbox No.
8. Select Check Password to check the password. 0) c c CD Use the numeric keypad to enter password. Ü 00 Mailbox No. 001 Enter/Change 0) £ CD ,c Close Password Mailbox Name Scanner Confimi Password Change Password Enter/Change Name 5 Delete mailbox Mailbox Options 3 Check Password Deletefôave Documents 0) QQ I 9. Select the settings for Check Password and then select Save. Mailbox No. 001 Check Password Retrieve/Delete I On 10.
Preparing to use CentreWare Scanning Services The following preparation is neoessary to soan a dooument by using CentreWare Spanning Servioes: > Define IP address (See “Defining the iP Address” on page 2-5) > Enable transport protoool (UDP) > Enable FTP Client The prooedure forsetting up is as follows: NOTE: When the setting for the maohine is oompleted, install the CentreWare Soanning Servioes by referring to the CentreWare Soanning Servioes User Guide.
© Switch the power off/on. f Network/Port SNMP 0) c c CD O 00 0) £ Cb ,c Ready to print or fax Press ► , @ Press Clear All on the copier control panel SNMP 0) QQ Port Status Press ^ Port Status Disable' 2 ( ) Press y Port Status Make sure that the Scan button is displayed on the menu screen of touch panel display of the machine.
Enabling the FTP Client To import the job template from a server, or to transmit the spanned data to a server, it is neoessary to enable the FTP Client on the printer oontrol panel of the maohine. Follow the prooedure below to enable the FTP olient and define the IP address.
Installing the Network Scanner Utility Network Scanner Utility is the software which allows you to access stored data in the mailbox from a personal computer. This section describes the installation and uninstallation of the network scanner utility using the PCL Driver/Network Utility (Window^) CD-ROM. 0) c c CD O 00 0) £ CD ,c NOTE: Referto the CentreWare Scanning Services User Guide for installing the CentreWare Scanning Services.
Installation The Network Scanner Utility includes the following software: > Network Scanner Driver Scan driver to import the data stored in the mailbox of the machine to the software compatible with TWAIN. > MailboxViewer Software to check, import or delete the data stored in the mailbox of the machine. You can install both softwares at a time following the installation procedure below: Procedure 1. Click start and Run. The Run dialog box will be displayed. Page 2-16 2.
4. Click Next and continue with the installation. 0) c c CD O 00 0) £ CD ,c 0) QQ 5. Follow the instructions on the screen. 6. When the installation is completed, the following dialog box appears. Click "Yes, I want to restart my computer now.", then Finish. The installation is completed and the Windows restarts automatically.
Uninstallation This section describes the procedure to remove the Network Scanner Utility installed in Microsoft Windows. NOTE: When upgrading the network scanner utility, make sure you uninstall the existing network scanner utility. Procedure 1. Double-click My Computer, Control Panel, then Add/Remove Programs. 2. Click Xerox Network Scanner Utility, then Add/Remove. 3. Click Yes. The uninstallation is completed.
3 Operating the Scanner 0) c c CD O 00 > Spanning Doouments 0) £ CD ,c 'A 5 0) > Speoifying Various Features O' The following information oan be found in this ohapter: > Printing/Deleting Stored Doouments > Custom Presets for Soanning Features XEROX WorkCentre Pro 423/428 Scanner User Guide Page 3-1
Scanning Documents This section describes how to scan documents and store the scanned document into the mailbox. There are two methods forscanning documents. > Store the scanned data into the mailbox. > Specify the job template and scan the data, then transmit to server. (when using the CentreWare Scanning Services) Refer to the corresponding steps according to your selection. Scan-to-Mailbox The basic procedure to scan documents and store them in a mailbox is as follows: Procedure 1. Loaddocuments. 2.
3. Select Mailbox. Select Mailbox to store images. 0) c c CD O Fax Memory 100% 00 File Destination; Not Selected Mai box 5 Scan Resolution Original Type Lighter/Dari^er Text 300 dpi 1 Text & Photo aher Y Halftone Basic Features 0) £ CD ,c 'A 5 0) A Customised Features — ► ▲ — O' T Features Menu See “Creating a Mailbox” on page 2-9 to create a new mailbox. See “Enabling the Salutation” on page 2-8 to check the settings if the Mailbox button is not displayed. 4.
6. Select other features as required. Ready to Scan. Fax Memory 100% Load documents and press start. Images stored n Mailbox can be retrieved from Client PC. File Destination; Mailbox No. 1 (Scanner) Empty Mailbox Print/Delete Scan Resolution Lighter/ Dari^er Original Type Text 300 dpi \ Text & Photo aher Y Halftone Basic Features Customised Features A — ► A — T J Features Menu See “Specifying Various Features (Mailbox)” on page 3-7 for details of scanning features. 7. Press Start.
Scan-to-Server (Using Job Template) This section describes how to scan documents using CentreWare Scanning Services (optional). You can scan a document by the file (job template) forwhich the scanning features and required server are pre-set. The scanned data is converted to TIFF format, and is transmitted to the required server. You should create thejob template on your personal computer using the Job Template Utility of CentreWare Scanning Services, then store it in a server.
3. Select Job Template. Select Job Template to scan images. Fax Memory 100% See “Enabling the FTP Client” on page 2-14 to confirm the setting if the Job Template button is notdisplayed. NOTE: If the Salutation is running, the display differs from the figure as shown on the right. 4. Selectthe required job template directly. If the job template that you created is not displayed, select Update Template.
Specifying Various Features (Mailbox) 0) c c CD This section describes the setting of various scanning features at the machine. Ü 00 > Original Type 0) £ CD ,c 'A 5 0) > Lighter/Darker (density level) O' The available scan features are as follows: > Scan Resolution > Scan Size > Reduce/Enlarge (scan ratio) > Mixed Size Originals > 2-Sided Originals Selectthe required scanning features following the procedure below.
Selecting the Original Type When scanning a documentwhich includes photo images or text, you can select the original type in order to obtain optimum results. Procedure 1. Display the Basic Features screen and select the required original type. Ready to Scan. Fax Memory 100% Load documents and press s^rt. Images stored in Mailbox can be retrieved from Client PC. File Destination; Mailbox No.
Selecting the Scan Size 0) c c You can select the scan size for the document. This feature is used for scanning the size you specified instead of the actual size of the document. The scan sizes are: Auto (factory-default), B^, A^, orA^. A^, A^?, NOTE: When the Duplex Automatic Document Feeder (DADF) is used, if the original size is smaller than the scanning size, the machine scans the document using the original size. Procedure 1. Select Scan Size on the Features Menu screen. Ready to Scan.
Selecting Scanning Ratio You can reduce or enlarge the image of documentwhen scanning. You can select a ratio from 50% to 400%. NOTE: Reduce/Enlarge is set to 100% at factory-default. Procedure 1. Select Reduce/Enlarge on the Features Menu screen. Ready to Scan. Fax Memory 100% Load documents and press start. Images stored in Mailbox can be retrieved from Client PC. File Destination; Mailbox No.
Scanning Mixed Size Originals 0) c c You can scan documents of different sizes atone time using the DADF. If you do not select this feature, the machine scans all the documents in the same size as the first document to be scanned. > Load the documents on the duplex automatic document feeder (DADF) to make use of the Mixed Size Originals feature. > When loading documents of various sizes, load the large size documents at the bottom of the DADF.
Scanning Two-Sided Originals The machine automatically scans two-sided documents by using the DADF. Select the binding location to determine the top-to-bottom orientation of the image on both sides of the documents to be scanned. You can select left, right, top or bottom. Procedure 1. Select 2-Sided Originals on the Features Menu screen. eady to Scan. Fax Memory 100% Load documents and press start. Images stored in Mailbox can be retrieved from Client PC. File Destination; Mailbox No.
Printing/Deleting Stored Documents You can print or delete the stored documents from your mailbox by following the procedure below. Procedure 1. Select Scan on the Menu screen. 0) c c CD O 00 0) £ CD ,c 'A 5 0) O' NOTE: If the screen on the right is not displayed, press Feature Selection to display the screen. See “Enabling the Salutation” on page 2-8 to confirm the setting if the Scan button is not displayed. 2. Select Mailbox. Select Mailbox to store images.
4. Select Next. 5. Enter the password using the keypad, then select Save. Fax Memory 100% Enter Mailbox No. and Password, then select Save. NOTE: The password will be displayed as “****”. Entering a password may not be needed depending on the setting of Password. 6. Select Mailbox - Print/Delete.
7. If you want to speoify the dooumentto be printed or deleted, seleot Select Document No. If you want to print or delete all the doouments, seleot All Documents. Fax Memory 100% Select an option to delete or print documents. File Destination; Mailbox No. 1 (Scanner) Docs Stored MailboxPrint/Delete Document Close No. O' (0001-1000) Select Document No. Delete Print Ail Documents See User Guide (Facsimile) for the printing of the Stored Dooument List whioh allows you to oonfirm the dooument number.
Custom Presets for Scanning Features Using the Custom Presets feature, you oan ohange the faotory-defaults of a feature to one frequently used so that you oan reduoe the number of setting steps for soan jobs. The faotory-default items that oan be ohanged are as follows: Screen Default (4. Scan Default) You oan set a desired tab (Basio Features, Customized Features or Features Menu) of the soan soreen to appear first onoe the Soan button is seleoted.
2. Select the required item. 0) c c CD O 00 0) £ CD ,c 'A 5 0) Custom Presets Screen Defaults Reports I I I Audio Tones 1 Diagnostics I Copy Screen Copy Features Scan Screen I Fax Screen ? I I 1 Scan Features O' I Forexample, select Scan Features. 3. Select the required item by touching the screen, or by selecting with the ▲ or ▼ button. Custom Presets - Scan Features Item 1. Scan Resolution 2. Original Type 3.
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4 Operating the Client (Personal Computer) -Hi & o O "co c o 2 s The following information oan be found in this ohapter: > Using the Network Soanner Driver c ■Hi o 0) £ Co ,c 'A 5 0) > Using the Mailbox Viewer o' XEROX WorkCentre Pro 423/428 Scanner User Guide Page 4-1
Using the Network Scanner Driver Using the network scannerdriver, you oan import the stored image from the mailbox to a personal computer (client) via a network. This section explains how to use the network scanner driver. See “Installing the Network Scanner Utility” on page 2-15 for details of the installation. Importing the Stored Documents Follow the procedure to import the stored documents from the mailbox to the application software. Windows 98 is used as an example here. Procedure 1.
4. Click the command to import the scanned data. -Hi & o O "co c o 2 s c ■Hi o 0) £ Co ,c 'A 5 0) The screen example as shown on the right is PaperPort. The command name for selecting the scanner (source) differs depending on the software. o' 5. Click the scanner name of the WorkCentre Pro on the dialog box as shown below, then Select Scanner. NOTE: You can change the way of displaying scanner names by clicking the Change Display button.
NOTE: The password will be displayed as “****”. Entering a password may not be needed depending on the setting of Password. Check Save a Password to skip the procedure from Steps 6 t o 7 the next time. 7. Select the file to be imported, then click Import. NOTE: You can import more than one document at a time. You can also select the Import, Delete, and Update buttons on the pop-up menu by clicking the right button of the mouse.
Changing Display of the Scanner Name -Hi You can change the way to display the scanner name on the dialog box. Click Change Display on the scanner selection dialog box to specify the scanner name. Selectthe required scanner forwhich the name is to be changed by following the procedure.
Procedure 1. Select the Display other network scanner checkbox. 2. Click Add. 3. Enterthe IP address of the machine to be connected and the corresponding scanner name, then click OK. Changing Import Settings You can change the display of a document or importing method when importing the document from the mailbox. Click Settings to change the setting on the dialog box. Specify the required setting by following the procedure below.
Negative Image -Hi ON Reverse the colours between black and white areas of black and white images. To be used for reversing the colours of images imported by the & o O software. "co Reverse colours. c OFF Does not reverse colours. o 2 s Temporary Save as Specify a directory which is temporarily used to save the document during importing. Choose a drive with sufficient free space.
Using the Mailbox Viewer The mailbox viewer provides the following features: > Confirming the dopuments stored in the mailbox. > Deleting the stored dopuments from the mailbox. > Apquiring the dopuments stored in the mailbox at periodip intervals. When the new dopuments are stored in the mailbox, the personal pomputer notifies you by a sound or ipon. > Importing the new dopument from the mailbox and saving it as TIFF format.
3. Enter the mailbox number (1-200) in which the document is stored. 4. Enter a 4-digit password for the mailbox and click Open Mailbox. -Hi & o O "co c o 2 s c ■Hi NOTE: The password will be displayed as “****”. Entering a password may not be needed depending on the setting of the Password. Click Save a Password to skip the procedure from Steps 3 to# the next time. o 0) £ Co ,c 'A 5 0) o' SEE: The Help button to display 5. Confirm the file from the list.
Importing the Document Stored in the Mailbox If you have clicked the Importali existing documents checkboxon the Setting dialog box, the Update button as shown in the figure below is changed to the Import button. See “Setting Up the Properties” on page 4-10 for the setting up of importing document property. When clicking the Import button, all the stored documents will be imported, and saved into the specified directory (the default directory is c: \temp) as the TIFF format.
Specify the properties as required. & o O "co c o 2 s Get information, when restarting your windows. Select whether or not to automatically redisplay the latest file imported from the network scanner when opening the Mailbox Viewer from the taskbar or icon. Set Timer Specify the time interval, in minutes, to update the file listwhen the Mailbox Viewer is activated. The setting range is from 1 to 60 minutes. import aii existing documents.
Import Properties Click to display the dialog box, then specify the required compression type and drive and/or folder. Import Order Select the order of importing image files. When New =>Old is selected, latest files will be imported first. When Old => New is selected, the sequence will be reversed. Compression Type Saves all pages of the imported files as TIFF files. Select either MMR or MH as the compression format. Save as Specify a destination folderforthe automatically-imported files.
5 Precautions and Limitations CO C ,o CD -j ■o c The following information oan be found in this ohapter: CD CO C > Preoautions and Limitations ,o > Troubleshooting 3 CD O XEROX WorkCentre Pro 423/428 Scanner User Guide Page 5-1
Precautions and Limitations This section describes the precautions and limitations whilst using this scanner. See Readme.txt on the \English\Utility\your OS\SCN\Readme of the PCL Driver/Network Utility (Windows) CD-ROM forthe precautions and limitations of Network Scanner Driver or Mailbox Viewer. Enabling Salutation or FTP Client After enabling Salutation or FTP Client using the printer control panel, switch off the powerof the machine, then switch iton again.
Number of Pages of Stored Document CO c ,o The maximum number of pages of a stored dooument is 66 when you use a standard A4 size dooument, set Standard for Lighter/Darkerand 200 dpi for resolution. NOTE: The maximum number of pages that oan be stored varies with the on/offsettings of options, Lighter/Darkerand Resolution settings. CD -J ■o c CD CO C ,o See User Guide (Facsimile) for more details.
Troubleshooting This section explains how to resolve problems when an error has occured while using the scannerfeature. See User G uide has occured. (Copier) when Things to Check Symptoms The Scan button is not displayed on the touch panel screen. an error such as machine notoperating Press the ClearAll button on the copier control panel. If the scanner is still not displayed on the touch panel screen, check on the printer control panel that Salutation or FTP client is enabled.
A Appendix The following information oan be found in this ohapter: > Printing Job Template List > Compatible Software XEROX WorkCentre Pro 423/428 Scanner User Guide Page A-1
Printing Job Template List This section describes how to print the Job Template List from the machine. The Job Template List shows the settings for the Template Storing Server set by the Scan Admin Wizard in CentreWare Scanning Services (optional). You can print the Job Template List by operating the printer control panel of the machine.
Compatible Software Regarding the compatibility of application softwares with the network scannerdriver, refer to the Network Scanner Driver Readme.txt in the PCL Driver/Network Utility CD-ROM. The Network Scanner Driver Readme file can be displayed by selecting: \English\Utility\Win9x_Me\SCN\Readme\Readme.txt,\English\Utility\N T40\SCN\Readme\Readme.txt or English\Utility\Win2000\SCN\Readme\Readme.txt.
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Index I c Scanning with 2-2 CentreWare Scanning Services 2-12 Compress Type 4-12 File List Mode 4-6 FTP Client Enabling 2-14 N Negative Image 4-7 Network 4-5 Network Scanner Utility Installation 2-16 Uninstallation 2-18 Notification 4-11 I Import all existing documents 4-11 Import Order 4-6 Import Settings Changing 4-6 IP address Define 2-5 Salutation Enable 2-8 Save as 4-12 Scanner names existing in other networks 4-5 Set Timer 4-11 Temporary Save as 4-7 Local File 4-5 M Mailbox Creating 2-9 XEROX
Index-ii XEROX WorkCentre Pro 423/428 Scanner User Guide
