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Xerox DocuMate 3920 A4 Flatbed with ADF Network Scanner, Duplex A4, 20ppm/14ipm, 10/100 Ethernet Interface, 50 sheet ADF, 600dpi, 24bit colour. Scan to E-mail, Folder, Fax, FTP, Print. Does not require PC.

1. Image Density ED coe OD Description To Cc Bcc Select To Cc or Bcc then press anywhere in the field to open the soft keyboard so you A default value cannot can enter the destination email address be assigned Address Book Icon Press the address book icon to show the address book on the LCD screen Select the A default value cannot email address from the list that you want and then press OK be assigned Subject Press anywhere in the field to display the soft keyboard Input the subject you want to have in the email message then press Return to return to the email options screen You can input a maximum of 64 characters for the subject field Original Doc Press the button on the LCD panel repeatedly to cycle through the three options e 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 Resolution Choose 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 siz
2. Broadcast Report Select to print the group transmission report Transmission Report Select to print the latest transmission report to check if the transmission result is successful disregarding which selection you have chosen in the Transmission Report option Cancel Fax Jobs Menu gt gt Fax Settings TE AIT Il M Description If you want to cancel a previously set delayed fax touch the Cancel Fax Job tab to dis play the Cancel Fax Job screen Touch the fax job you want to cancel and then touch the Delete button to cancel the fax job 72 Xerox DocuMate 3920 User s Guide AX SELUNGS REMOTEeLV ae EE E A Pm CONTIQUFNG tne 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 Model DocuMate 3920 System FW Version O86 Home Page Version 0 85 Dagi wewed with 024 768 10 6 0 of higher of Monde Trelar Click on the Fax Settings link on the left side of the page to open the window for configuring the Fax options e Click on the down arrow next to Add Phone and select On or Off from the menu When this option is turned on any phone number that is input at the scanner is automatically added to the scanner s phone book when sending is complete Note that this is the only Fax Setting option that is not available from the LCD touc
3. s Guide Option Description Target URL Choose the type of protocol of your filing server in the first field Choices include FTP HTTP CIFS HTTPS Enter the target URL in the second field You can enter either the domain name or the IP address with the directory path Note that the directory will be varied due to differ ent protocols The route starts from the root directory in FTP HTTP HTTPS and CIFS For example ftp http and file https Important note You must use this CIFS filing format file IP computer name folder name to set CIFS URL Port Enter the port number for the server where you want to store your scanned document Default values ftp 21 http 80 CIFS 139 https 443 If the default value is different from the real case input the correct port number in this field Touch anywhere on the Port field to bring up the soft keyboard to enter the text The file name of your scanned document without a file extension If you have not entered a value in the box the system will set a default file name Enter an e mail address if you wish to send the filing report to an e mail Create a Subfolder Choose ON to enable the server to create a subfolder when sending the scanned image to the destination server Check if you are authorized to write under the desti nation server 64 Xerox DocuMate 3920 User s Guide Before sending your document to a destination server you should set up a few folders fi
4. umber 2 Click a group number button to open the following Add a New Group Set screen Ahi a Mew forcing Seok heme AbCudtomert Phone No List 1 Cuito 5 P Membe O06 Warkuna Humbers 001 02 1 1 3 i an EEJ T i _ i 1 1 1 1 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 lt button 4 Click Add to save your settings and return to the Phone Group List screen 5 Click the Update button to send the information to the scanner 6 Power cycle the scanner so you can access the updated phone book from the scanner 84 Xerox DocuMate 3920 User s Guide Message Action 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 Yes or Error only in the Transmission Report option when you press the Menu button and choose Fax Settings and then Options in succession OF Fax is done amp OK 0200 Error 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 0201 No Dial Tone Occurs when
5. Option Orientation Description Choose one of these types to use when printing duplex First verify that your printer includes a duplex option PSP p te 1 to 1 Sided 2 to 1 Sided Choices are e 1to 1 Sided Copy single sided originals onto one side of one sheet of paper e 2to 1 Sided Copy double sided originals onto one side of one sheet of paper Example 1 to 1 Sided 2 to 1 Sided Specify how you want to bind your duplex printing First verify that your printer includes a duplex option Long Edge to Long Edge Short Edge to Long Edge Turn your documents from long Turn your documents from short edge edge binding to long edge binding binding to long edge binding Choices are e Long Edge to Long Edge Long Edge means documents are to be bound or flipped on the long edge of paper Short Edge to Long Edge Short Edge means documents are to be bound or flipped on the short edge of paper Note The selection of orientation varies depending on the type of duplex printing Duplex Availability of Orientation 1 to 1 sided All options are unavailable 2 to 1 sided All options are available Xerox DocuMate 3920 39 User s Guide Orientation Cont d N Up Paper Saving 40 Description Examples Back of sheet Front of next sheet Front of next sheet Long Edge Back of Front of heet ate Front of sheet Short Edge Use this setting to print mu
6. radiate radio frequency energy and if not installed and used in accordance with the instruction manual may cause harmful interference to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one or more of the following measures e Reorient or relocate the receiving antenna e Increase the separation between the equipment and receiver e Connect the equipment into an outlet on a circuit different from that to which the receiver is connected e Consult the dealer or an experienced radio TV technician for help This device complies with Part 15 of the FCC Rules Operation is subject to the following two conditions 1 This device may not cause harmful interference and 2 this device must accept any interference received including interference that may cause undesired operation Changes and modifications to this equipment not specifically approved by Xerox may void the user s authority to operate this equipment Shielded cables must be used with this equipment to maintain compliance with FCC regulations Xerox DocuMate 3920 12 7 User s Guide Your Xerox equipment and supplies have been designed and tested to meet strict safety requirements These include safety agenc
7. 168 155 63 00 02 32 A0 09 22 192 168 155 1 255 255 255 0 192 168 155 62 00 02 32 A0 09 20 192 168 155 1 255 255 255 0 192 168 155 64 00 02 32 A0 010A 192 168 155 1 255 255 255 0 The Xerox DocuMate 3920 scanners will now be in the Network Management Tool main window amp Network Management Tool toeea File View Tools Help New Device Tech Writer DocuMate Desk 19216815 192 168 155 oscsecsesecesecssoscsosesossssese Xerox DocuMate 3920 93 User s Guide 4 Double click on the device icon to launch the scanner s embedded web page Model DocuMate 5920 System FW Wersion O86 Home Page Version 0 85 Dagi wewed with 0345765 10 6 0 of higher of Monde Piretox NOTE the Sun Java Runtime Environment is needed to view the scanner s web page When you connect to the web page you will see a status message at the top of the page Connecting Please wait Wait for the window to refresh and display the scanner s web page If this message does not disappear you may need to install the Sun Java Runtime Environment Please click on the link in the web page to download and install the Java Runtime Environment a T L IA sN CLITA Kr on y a iNJ ANA Bl Nd tne scanner Trom a VED D You can use Microsoft s Internet Explorer version 5 or later Netscape Communicator version 6 or later or Mozilla s Firefox to access the scanner s embedded web page 1 Launch your internet
8. 87 With the built in fax modem and a telephone line the scanner is able to transmit your scanned document to a remote fax machine just like a regular fax machine With a printer attached the scanner can also receive faxes You need to connect the scanner to a USB InkJet or Laser printer that supports PCL to receive faxes Make sure the printer is turned on before turning on the scanner The scanner will detect the printer during the power on cycle only Xerox DocuMate 3920 69 User s Guide Before you can send or receive faxes with this scanner you have to configure the scanner s fax settings You can access these settings from the scanner s LCD touch screen or from the scanner s embedded web page using the Network Management Tool or through a web browser Fax Settings Menu gt gt Fax Setti Settings gt Cancel Fax Jobs Cancel OK ID Number Rediak 0 10 ED E m Station Number Redial Interval Ja min Select Line Monitor Control Ring Response loutside ypeil 1 ning PSTN Access No Sound Volume Description Enter the ID of the scanner Up to 32 characters can be entered Normally you can enter your company name in this field Touch anywhere on the ID field to bring up the soft keyboard to type your text The text in this field as well as the station number telephone number of the scanner the scanner s clock including date and time the receiving fax number and page index will be printed
9. ACD ROM drive e Anavailable Universal Serial Bus USB port e Microsoft Windows operating system Windows XP Service Pack 1 and 2 Windows Vista or Windows 7 The scanner is compatible with Service Pack 3 for Windows XP and Service Pack 1 for Windows Vista e Windows XP Minimum of 512 megabytes MB of internal memory RAM Windows Vista and 7 Minimum of 1 gigabyte GB of internal memory RAM e 350 MB minimum of free hard disk space A VGA or SVGA Monitor The recommended settings for your monitor are e Color quality of 16 bit or 32 bit e Resolution set to at least 800 x 600 pixels Refer to your Windows documentation for instructions on setting the color quality and resolution for the monitor The following documentation is provided with your scanner e Quick Install Guide Abbreviated installation instructions e Scanner User s Guide On the Installation Disc contains detailed installation scanning configuration and maintenance information Xerox DocuMate 3920 9 User s Guide Welcome Scan to Folder Through 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 scanner allows you to save scanned document directly to a designated server or a personal computer on the network in a standard PDF JPEG TIFF or MTIFF file format FTP HTTP HTTPS servers CIFS servers Windows Scan to E
10. Change the settings as needed on the Basic Image Edit and Advanced Copy tabs Mani gt Come Dertaull Aanu gt gt Comer Detaul d sin Adaria neh men a ear D D 4 Press OK on the LCD screen to save these settings To access the Copier 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 When the embedded web page opens click on the Copier 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 Xerox DocuMate 3920 41 User s Guide Message Action ADF paper empty Press the OK button Reload your documents into the auto document feeder and try again ADF cover open Close the ADF door and press the OK button Flatbed cover open Close the scanner lid Remove any paper from the ADF and press the OK button Flatbed Light Check Power cycle the scanner eS litte code stl appears contact your nearest dealer Calibration Error Power cycle the scanner aoe iPrne eode stl appenrs contact your nearest deler Error_Flatbed Home Power cycle the scanner Error_Pick Up Roller If this occurs while previewing split your multi page document into smaller batc
11. Settings Options 00 ccc ccc cece eee nett n ene eees 96 Account Management ccccentcoazecacasecaseseseeesenacaeh Genet ee aeit nne innie 97 POSIG SCEUMGS fideo ane EAEE RE Aa 97 ACCOUN eaea EE E seus AEN TA AREE E E EE E EA 98 Configuring the Shortcut Buttons 0 ccc ccc cence ee teen orrore 101 Scanning Using the Shortcut Buttons 0 ccc cnn e een eee enee 103 Managing the Scanner Address Book 0 ccc ccc cence nent tenn eee ees 104 Managing E mail Addresses 0 ccc ccc ccc eee e een e nen e nerro 105 Managing E mail Groups 0 ccc ccc ec ene e een e eee n eee nenee 106 IMG MONGGO cid aaah are keaton tease sau es E oo ooh vee Aes eae ree eenGe S r E 108 Sever SGUUD ces cccucacuenceasdeeecesacaeeteeseaquun enue seweseeeeeeapesuues nase 108 SOLELY PIECOUUONS acces anucauiaurueiedene ans dead ase dee wens dees eeNere oa eeenees ce 112 Clearing Paper Jams 2 5 45s4a0 08 oa ons neko en eae eee at acaroeederewaneaoe es 113 Cleaning the Scanner ccc ccc ce ene een e eee een e eee eee n eee ene eeeeee 114 Xerox DocuMate 3920 User s Guide Table of Contents Cleaning the Automatic Document Feeder 0 c ccc cece cence eens 114 Cleaning the Scanner Glass 00 ccc enn eee ene n nent ene reren 115 Cleaning the LCD display 0 0 ccc ccc ccc cece nee ene n een enn e ee neeee 116 Replacing the ADF Pad Assembly 0 ccc cece cc cece eee
12. Supported Mail Application Microsoft Outlook 2000 Microsoft Outlook Express 5 0 Microsoft Outlook Express 6 Eudora 4 3 2 Lotus Notes R5 MAC built in MAIL Application Xerox DocuMate 3920 User s Guide This chapter includes on page 58 on page 60 on page 63 on page 65 on page 66 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 Xerox DocuMate 3920 57 User s Guide Place your document face up in the ADF or face down on the flatbed glass C3 Filing Press the Filing button on the scanner SEE The LCD screen displays the Filing options Filing Name URL marketing FTP ftp abc com marketing betsy cifs CIFS 10 1 30 42 pcname ishare test HTTP 10 1 44 67itest software FTP iftp abe com software Resolution 200dpi Choose a folder to save your scanned image e Or you can use the Up arrow or Down arrow button to scroll through the list e Or you can display the most frequently used folder list by to
13. address Please note that the section 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 Xerox DocuMate 3920 23 User s Guide 1 2 Press the Menu button on the scanner The LCD touch screen displays the following menu Copier Dataut General 5 A E Mail Default Fax Def E Press the Network Settings button on the LCD touch screen Menu gt gt Network Settings Cancel OK d IP Address DHCP Enable 10 1 30 222 Subnet Mask 255 255 255 0 Gateway IP 10 1 30 254 DONS Server 10 1 90 1 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 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 24 Xerox DocuMate 3920 User s Guide Message The connection has failed Please check network setting
14. browser 2 Inthe URL field type in the scanner s IP address and then press the enter key on your keyboard 3 The scanner s embedded web page will now display in your web browser Model DocuMate 5920 System F W Wersion O86 Home Page Version 0 85 Dagt wewed with P0345765 10 6 0 of higher or Monde Trelar 94 Xerox DocuMate 3920 User s Guide The options in the scanner s embedded web page mirror the options you configure using the scanner s LCD touch screen This section refers to navigating through the web page options Please refer to the chapter specific instructions for detailed information about configuring these options and how to use them Model DocuMate 3920 System F W Version 0 86 Home Page Version 0 85 Best vawed with 10247764 IE 5 0 of higher or Mozia Frelon Important e Changes you make in the scanner s web page are not saved to the scanner until you click Update the Update button in the web interface Bak i e Information Click this link to display information about the scanner This is the scanner hardware information serial number and MAC address as well as the scanner firmware and software version The MAC address is also on a sticker on the back of the scanner this MAC address identifies the scanner on the network Page Count Displays the total number of scans completed and a breakdown of each type Click the Clear button to reset the count e General Clic
15. for the scanner This way whenever you want to scan and send a fax 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 Fax Default template from the scanner 1 Press the Menu button on the scanner 2 Press the Fax Default button on the LCD touch screen 3 Change the settings as needed on the Fax Default screen 4 Press OK on the LCD screen to save these settings To access the Fax 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 Fax 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 Fax Default Update 4 Power cycle the scanner Please refer to on page 89 for detailed information about accessing and navigating the scanner options remotely Xerox DocuMate 3920 79 User s Guide The scanner has an internal phone book that can store up to 200 phone numbers Touch the Phone Book icon on the Fax main screen to display the Phone Book screen Desinit or CER Gee gt ii a Gaz 1 2 13 O l T S e Touch a name or a group shown in the screen Touch another pho
16. from the Windows Programs menu DI 3920 Network I lanagement Tool DM3920 Network Management Too E4 Help TS Uninstall m Extras and Upgrades m Games 2 di Maintenance amp Network Management Tool File View Tools 5 Gog Ex Help Se New Device The main window opens When the utility is first installed the window will be empty of devices utility list Click on File to open the file menu Select one of the following methods to add a scanner to the New Device Click on this option to open the following prompt to input the scanner s IP address Enter the IP address then click on OK to add the scanner to the Network Management Tool utility Please Enter an IP Address IP Address 92 Xerox DocuMate 3920 User s Guide Search All Devices Select this option to search your network for any connected Xerox DocuMate 3920 scanners Select the computer s network card from the Network Adapter list then click on the Search button ey ee rx Network Adapter Realtek RTL8139 8 10x Family Fast Ethernet NIC X IP Address D Link DFE 530TX PCI Adapter peers Tunneling Pseudo Interface When searching is complete all Xerox DocuMate 3920 scanner s on your network will be displayed in the list Select the scanners you want to configure then click the Add button ene pees Network Adapter Realtek RTL8139 8 10x Family Fast Ethernet NIC z 192
17. language to use Click OK 4 The disc s Main Menu window opens NOTE If the disc does not start check the following e Make sure the disc drive s door is completely shut e Make sure the disc was inserted in the drive in the proper direction label side up To launch the disc manually e Open the Windows options for your computer s disc drives e Double click the icon for your CD ROM drive e The Installation menu for the disc should now open If the menu does not open e From the list of files on the disc double click the file named frontend exe 90 Xerox DocuMate 3920 User s Guide 5 On the Main Menu select Install Products xerox Sf Xerox DocuMate 3920 View readme Install products User guides Browse DVD Contents View our website 2010 Xerox Corporation All rights reserved XEROX XEROX and Design and DocuMate are trademarks of Xerox Corporation in the United States and or other countries 6 Make sure the box for the Network Management Tool is selected xerox J Xerox DocuMate 3920 Please choose applications to install EZ Network Management Tool NOTE The software provided with your scanner may differ slightly from the list shown in the window 7 Click Install Now 8 Follow the on screen instructions to complete the software installation Xerox DocuMate 3920 91 User s Guide 1 g Windows Update m Accessories TRA le Launch the DM3920 Network Management Tool
18. may wear out and is designed to be a user replaceable part Problems with documents feeding into the ADF is an indication that the pad is wearing out You should first clean the ADF following the instructions in the previous section on page 114 You can order replacement ADF pad assemblies from the Parts amp Accessories page for your scanner at Please refer to the section on page 124 for ordering information ADF Pad Parts List Traction Pad Pad Housing To replace the ADF Pad assembly Discard the parts as you remove them from the scanner the parts cannot be reused and are a choking hazard 1 Open the ADF cover The pad assembly is located inside the ADF ADF Pad Module A and Traction Pad Xerox DocuMate 3920 117 User s Guide 2 Press in the top of the ADF pad housing and lift up to release the housing from the scanner Rotate the housing up and out of the scanner 3 Squeeze the plastic clamps that hold the ADF pad in place and lift the pad up and out of the scanner 4 Remove the tension spring 118 Xerox DocuMate 3920 User s Guide 5 Place your fingertip under the top edge of the traction pad and pull up The traction pad is held in place by two tabs on the underside of the pad you will hear a click when it releases from the scanner 6 Place the new traction pad in the scanner Align the tabs on the bottom of the traction pad with the slots in the scanner Press down on the pad t
19. 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 Xerox DocuMate 3920 81 User s Guide Phone Groups 1 Press the Menu button on the scanner to display the menu options on the LCD touch screen linf 3 i wS G ro Ti General Mad Server E Mail Default o Geremi j _EMailDefeut Account Management Phone Book Fax Default 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 Menu gt gt Phone Group Editar Program Change d 4 Press the Program button to open the screen to program the group Menu gt gt Phone Group gt gt Program 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 82 Xerox DocuMate 3920 User s Guide 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
20. oo Frm YT g i J i T T fn fm ff E 4 j E i a DA W g fj IA NIII Nd LNC A ANONLCUL DUTTONS Vy NA I NA es l N wS i YJ I YW La U l WA Ww XY e P J J By assigning your frequently used functions and settings as shortcut buttons the scanner allows you to complete your task in three simple touches on the LCD screen and the control panel You can configure up to 6 shortcut buttons You can only configure the shortcut buttons using the embedded web page Use the instructions in the previous section Accessing the Scanner on page 90 to access the web page through your web browser or using the Network Management Tool Mo A DocuMate 3970 System F W Version O86 Home Page Yeron 0 85 1 Click the Management link 2 Input the administrator name and password then click on the Login button There is no default password for accessing this page If you have not previously set up a password simply click on Login to proceed 3 Click on the down arrow next to the Default Mode field and select Shortcut from the list iid To Addraad Alber Sending OH Add Folder Alber Semira OM Crargy Saver Seatch tse ja Enangy Sawer Timar 20 min Syehen Auto Besat Trnar 16 sxc ee Language Erish 4 Click on the Update button to send this setting to the scanner 5 Click on the Shortcut link Xerox DocuMate 3920 101 User s Guide 6 Click on the down arrow next to th
21. page will connect and display the scanner s embedded web page in the browser window Model DocuMate 3920 System P W Version 0 86 Home Page Version O85 Dagt wewed with 024 768 10 6 0 of ghar or Monde Trelar 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 Phone flock Manager Phone No List Phons Groug l lt Jlage tiene gt ja Name Name Prox No f Pose No t ts a2 Name Name Pox Nof 0 Prox Nos 00t lt Cts as eh Nam Nam Pao o Pox Naf a7 g Nam Nam Pamo Poe No 2 tt S a elo Nam Nam Pawo 0600COC W Pawsa 8 Urata Est Fill in the names and phone number fields as needed Click the Update button to send the information to the scanner 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 Xerox DocuMate 3920 83 User s Guide Managing Phone Groups 1 From the Phone Book Manager screen click on the Phone Group link to manage the phone groups Phone Book Manager Phont Group Lot Pree bhi Wpdabe api Name x Delete Humbers ett hama Delete
22. rnnr eee nen e eens 117 Replacing the Roller Assembly 22 0 0 0 0c ccc ccc cece nec cnet eee e eens 121 Xerox DocuMate 3920 Scanner Specifications 0 ccc cece eee eee eens 123 Xerox DocuMate 3920 Parts List 0 ccc eee e cee eee t ennnen 124 EVIT OCON lt 4 a sd aesaneaauaaeteseeeunceaateageedeoweseneonnseooneueaeseseuedaes 126 ENIC 262420 s ood seen ae ow eee EEE EEE E E eee eter E ed 127 Operational Safety Information 0 ccc cence eee eee e nee n eee eees 128 EleGtricdl I irOnmMOllOn serre oirre EEn Erre EITA ISAE TORR ROAA 129 Warning Electrical Safety Information 0 0 e ee ees 129 Si eneel p iE sli wew a lt owesan EE ens sea saed on dees ohne 129 Disconnect DEVICE gcc crccndidudadudidaadumedencadadaded esp res ispa err nei paeiti 129 EMO ICY POWO OIE meer rrn rRNR ERER E N EE I N E I r O 130 Maintenance Information 00 ernn erroreren nrs orren or errre rrn 131 Product Safety Certification icceseacsasdade sees sees sede hadiooaed Ip pore opa TEn pep RRI 132 Regulatory INFOMATION seei A REN 133 CemifCations In EUrODE ssarsirorieiabsi stof EEn PERENE ENE SNIP on Medeteeseesess 133 Compliance Informatio s 2442 Se caws sess cbo0s e405 rpo op ERO ES Er EENE EESAC oi pR SA 134 Product Recycling amp Disposal USA amp Canada ec ccc een neren 134 EULODEOMWHION ccacantcncaraincatase see eeseeeeee eb ebetecas mead ne boas oa bee eee 134 INE G OC ODIES sesar eecn cee en ear e see te
23. the To field is automatically added to the address book when scanning is complete Add Folder After Filing When this option is enabled the folder name you specify is added to the server when the scanned document is sent when scanning is complete Language Press the down arrow and select a display language for the LCD panel from the options in the list Default Mode Press the down arrow and select a default scan mode Please refer to on page 29 for detailed information about this function Energy Saver When this option is enabled you can choose how long the machine will be idle before it automatically enters the energy saving mode The default is 15 minutes Energy Saver Timer Press the down arrow to select an option from the list System Auto Reset Timer This is the amount of time before the LCD panel changes back to the Default Mode Press the down arrow and select an option from the list 20 Xerox DocuMate 3920 User s Guide Press this button to select what type of authentication to use for the users accessing Account Management escaner Authentication type Select the authentication type for account management e 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 scanne
24. using the scanner Lock it again when moving the scanner from one location to another Control Panel Scanning controls Xerox DocuMate 3920 11 User s Guide Welcome Output Tray Holds documents after being scanned through the Automatic Document Feeder Paper Stop Holds documents in the output tray Adjusts to support various document lengths Power Switch Turns the power on and off Power Jack Connects the power cord to the scanner Printer Connection Port Connect a USB cable to a printer and to the COPY port to use the Copy function and to receive faxes Network Connection Port Connect a network cable to the LAN port to use the Filing and Email functions PC Connection Port Connect a USB cable to a computer and to the USB port to scan from a computer Telephone Line Connection Port To use the scanner as a regular fax machine connect a telephone cord to the LINE port and to an RJ 11 telephone jack in a wall or switch The TEL port should be ignored since a handset is not provided with this scanner 12 Xerox DocuMate 3920 User s Guide This chapter includes on page 14 on page 15 on page 17 on page 19 on page 22 on page 23 on page 26 on page 29 Note that you do not need to setup network access if you are using the scanner for Faxing Copying and local computer scanning You only need to specify the network settings if you are going to use the scanner to send emai
25. virtually all desk top scanners can produce TIFF images JPEG JPEG Joint Photographic Experts Group compression provides the best results with continuous tone color and the smallest file size 50 Xerox DocuMate 3920 User s Guide Option Description The following is an example of file size based on selected scanning options and file format Color A4 200 dpi TIFF 10 MB PDF 53 KB JPEG 212 KB B amp W A4 200 dpi TIFF 100 KB PDF 20 KB JPEG 5 MB Xerox DocuMate 3920 51 User s Guide 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 Manu gt E Mail Dersu Manu E Mail Defaut 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 When the embedded web page opens click on the E Mai
26. wiping it clean Do NOT force the roller to rotate in the opposite direction Forcing the roller to rotate will damage it and may cause the scanner to feed pages incorrectly 114 Xerox DocuMate 3920 User s Guide 4 Wipe clean the ADF pad ADF pad housing and traction pad Traction Pad ADF Pad Housing ADF Pad 5 Close the cover when you re finished Scanning items that have excessive amounts of dirt or dust may dirty the glass To ensure the best quality scanned item wipe the scanner glass with a soft dry clean cloth to rid the glass of dust or other debris If any residue remains after wiping the glass with a dry cloth try adding a few drops of Isopropyl alcohol rubbing alcohol to the cloth and wipe off the residue NOTE If lines appear on the images scanned with the ADF but not on the Flatbed glass the thin plate of glass used by the ADF may be dirty This glass plate is at one end of the flatbed When pages are pulled through the ADF during scanning this thin glass plate is where the images are captured by the scanner Clean the raised thin plate of glass here if lines appear on scans from the ADF but not from the Flatbed glass Xerox DocuMate 3920 115 User s Guide To clean the display surface use a soft lint free cloth either dry or moistened with neutral detergent or ethanol Do not use any organic solvents acid nor alkali solution 116 Xerox DocuMate 3920 User s Guide The ADF pad
27. 0 USB Cable 35 0118 000 Telephone Cord 35 0224 000 Roller Assembly 57 0128 000 ADF Pad Assembly 57 0129 000 124 Xerox DocuMate 3920 User s Guide This chapter includes on page 126 on page 127 on page 128 on page 129 on page 130 on page 131 on page 132 on page 133 on page 134 on page 135 on page 138 Xerox DocuMate 3920 User s Guide 125 Notices and Safety Please read the following instructions carefully before operating the machine and refer to them as needed to ensure the continued safe operation of your machine Your Xerox product and supplies have been designed and tested to meet strict safety requirements These include safety agency evaluation and certification and compliance with electromagnetic regulations and established environmental standards The safety and environment testing and performance of this product have been verified using Xerox materials only WARNING Unauthorized alterations which may include the addition of new functions or connection of external devices may impact the product certification Please contact your Xerox representative for more information 126 Xerox DocuMate 3920 User s Guide This equipment has been tested and found to comply with the limits for a Class B digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference in a residential installation This equipment generates uses and can
28. 0 x 205 x 475 mm 22 5 lbs 10 2 kgs 24Vdc 3 2A lt 62 Watts during operation lt 30 Watts on standby lt 20 Watts power save after 15 minutes without scanning can be adjusted by software DESK TOP IEC 320 C6 3P 100 240Vac 24Vdc 3 2A 76 8W HEG75 S240320 7L HiTRON CLASS I Efficiency Level V L 1980mm DC JACK 0 40 C RoHS US 3P 7A 125V L 1800mm 3C 18AWG Black PH8B2EDJFOA 05B RoHS EUR CEE 2P G BASE 16A 250V L 1800mm 3C 0 75mm7 Black PG8B9CIJGOA 05B RoHS UK BS PSB 3P 3A 250V L 1800mm 3C 0 75mm Black PG8B9X3JGOA 05B RoHS USB A M B M 4P L 1850mm UL2725 28AWG CA1004020233510 transparent with core 75 C ROHS Ethernet 10 BaseT 100 Base TX auto registration USB 2 0 2 conn 6P2C L 1800mm 26AWG RoHS 800x480 pixels Effective Area 6 x 3 6 inches 152 4 x 91 44 mm 7 color TFT LCD Xerox DocuMate 3920 User s Guide 123 Please use the following part names and numbers when ordering replacements for your Xerox DocuMate 3920 scanner You can order the replacement parts from the Parts amp Accessories page for your scanner at www xeroxscanners com or contact the Customer Service department Please refer to the technical support card provided with the scanner for the contact information Part Name Part Number Power Supply 37 0086 000 Power Cord North American Style 35 0223 000 Power Cord European Style 35 0104 000 Power Cord United Kingdom Style 35 0105 00
29. 0 x 400 dpi Good for small print or artwork and transmits slower than Fine resolution Photo 200 x 200 dpi Use when the original has varying shades of gray Note Faxes are sent in the specified resolution if that resolution is supported by the receiving fax machine Select the size of the paper you are scanning from the list Choices are e A4 Letter Legal Note that Legal size is available only when scanning from the ADF Xerox DocuMate 3920 7 User s Guide Option Description Image Density The 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 More Settings Polling Reception Time hr min sec Overseas Mode 5 32 10 gt m 3 TT Description Send Later Date Enter the specific date and time you wish to send the fax via the soft keyboard This Time frees you from the need to manually start the transmission A default value cannot be assigned Polling Reception Sets the default status of polling reception Choose ON to use the scanner to poll other machines Polling is the process of retrieving faxes from another fax machine Overseas Mode Sets the default overseas mode Choose ON to avoid transmission problems when fax ing overseas 78 Xerox DocuMate 3920 User s Guide You can set some default fax options
30. 103 Group Address 53 140 Xerox DocuMate 3920 User s Guide Home sensor error 42 HTTP 10 21 108 HTTP S 64 HTTPS 109 ID 70 Image Density 37 49 60 78 Image Edit 36 41 Image Edit Copy 38 Immediate Transmission 87 InkJet printer 35 69 Input Tray 11 IP Address 23 JPEG 10 50 62 KB Switch 22 Lamp error 42 Language 20 Laser printer 35 69 LCD touch screen 17 24 27 29 36 70 89 LDAP 21 28 LDAP Server 26 56 Local 21 Lock error 42 locking tab 14 Login Name 20 61 Long Edge to Long Edge 39 43 Machine Name 19 Mail Application 56 Mail Server 27 56 Management 29 101 Manual Receive 72 Margin Adjustment 38 Margin Shift 43 Memory Transmission 87 Menu 29 41 Menu Map 19 Modem Speed 87 monitor 9 Monitor Control 70 More Fax Settings 78 More Settings 75 MTIFF 10 47 50 62 Multi Level Gray 50 62 Multi Level gray 103 Network Adapter 93 Network Management Tool 70 90 Network Settings 24 New Device 92 N Up 40 43 Orientation 39 40 Orientation for Duplex 43 Original Doc 48 60 77 Output Tray 12 Overseas Mode 78 Page Count 19 Page Memory 87 Paper Guides 11 paper jam 113 Paper Saving 40 Paper Size 37 49 60 77 Paper size not supported 42 Paper Stop 12 Paper Tray 37 Password 61 PDF 10 47 50 62 Phone Book 21 75 77 80 Photo 37 77 Polling Reception 78 POP3 27 POP3 Server 26 Power Jack
31. 12 Power Switch 12 Print Orientation Long Edge Short Edge 39 40 Paper Saving 40 Printer 35 69 Printing Index 1 to 1 Sided 2 to 1 Sided 39 Printing Size 72 PSTN Access 70 Quality 77 Redial 87 Redial amp Redial Interval 71 Reduce Enlarge 37 Reply To 49 Report Print 72 Report to E Mail 64 Resolution 48 60 87 Ring Response 71 scan multiple pages 32 Scan Options 47 50 61 scanner components 11 Scanner Address Book 104 Scanner Lock 11 Scanner Setup 45 57 Search All Devices 93 Select Line 70 Send Later Date Time 78 Sequence error 54 Server Information 21 Server Settings New Folder 65 Short Edge to Long Edge 39 43 Shortcut 101 103 Shortcut Buttons 89 Simplex 48 60 77 SMTP 10 21 27 45 SMTP Server 26 SMTP server is empty 54 Soft Keyboard 22 40 soft keyboard 81 82 Software 91 Sound Volume 71 Speed 37 SSL 109 Stamp 40 Xerox DocuMate 3920 141 User s Guide Index Station Number 70 Subject 48 Subnet Mask 23 System Auto Reset 20 system requirements 9 Target URL 64 Port 64 Text 37 49 TIFF 10 50 62 Time Zone 19 Transmission Report 71 Transmission Speed 87 Unit 38 Usage Report 19 User Account Management 89 Variable 37 142 Xerox DocuMate 3920 User s Guide xerox
32. 2 Default Mode 20 30 101 Default Scan Options 52 Default Server Settings 63 Default Subject 48 Density Control 43 Detect printer error 42 Device E mail Account 27 Device Information 19 Device internal failure 54 Device Management 20 30 DHCP Enable 23 Dial Tone Detect 71 DNS Server 23 documentation 9 Duplex 43 Printing 39 Duplex long 48 60 77 Duplex short 48 60 77 ECM Mode 72 Edge Erase 43 E Mail 46 53 E mail 17 Email Address 20 E Mail Default 21 52 E mail error messages 54 Xerox DocuMate 3920 139 User s Guide Index E mail Options 47 embedded web page 41 52 63 70 79 94 101 Energy Saver 20 Energy Saving 17 Erase Border 38 Error_Flatbed Home Position 42 Error_Pick Up Roller 42 External Address Book 28 Extra Fine 77 Failed to connect 54 Failed to get response 54 Fax 75 80 Fax Default 21 79 Fax Number 76 Fax Options 71 Fax Phone Book 80 Fax Quality 77 Fax Settings 21 70 Faxing Defaults 77 File Format 50 61 File Formats 50 62 File Name 64 File Name of Attachment 49 File Separation 49 Filing 17 Servers Basic Operation 65 Filing Default Scan Options 63 Filing Manager 89 Filing Template 21 Fine 77 Firmware Version 19 Fit to Page 37 71 Flatbed cover opens 42 Flatbed Light Check 42 Folder Template 63 From Address 49 FTP 10 64 108 FTP Errors 66 Function 99 Function keys 17 Gateway IP 23 Grayscale
33. 25 The line quality is poor Please try again or use another line 0226 1 Your fax machine received an invalid fax message from the remote fax machine Please try again or use another line The line quality is poor Please try again or use another line If the error still occurs please call your service support 0229 Your fax machine received an invalid fax message from the remote fax machine Please try again or use another line The line quality is poor Please try again or use another line If the error still occurs please call your service support Xerox DocuMate 3920 85 User s Guide Message Action 0230 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 If the error still occurs please call service 0234 Memory Full Check if the printer is connected If the printer is not connected the scanned image will be stored in the scanner s memory Your printer may have an error Check and resolve the problems 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 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 resca
34. August 2010 Xe LOX 05 0805 000 Xerox DocuMate 3920 User s Guide Design 2010 Xerox Corporation All rights reserved XEROX XEROX and Design and DocuMate are trademarks of Xerox Corporation in the United States and or other countries Content 2010 Visioneer Inc All rights reserved The Visioneer brand name and OneTouch logo are registered trademarks of Visioneer Inc Copyright protection claimed includes all forms of matters of copyrightable materials and information now allowed by statutory or judicial law or hereinafter granted including without limitation material generated from the software programs which are displayed on the screen such as styles templates icons screen displays looks etc Reproduction adaptation or translation without prior written permission is prohibited except as allowed under the copyright laws Adobe Adobe Acrobat Adobe Reader and the Adobe PDF logo are registered trademarks of Adobe Systems Incorporated in the United States and or other countries The Adobe PDF logo will appear in this product s software and full access to Adobe software features is only available if an Adobe product is installed on your computer ZyINDEX is a registered trademark of ZyLAB International Inc ZyINDEX toolkit portions Copyright 1990 1998 ZyLAB International Inc Document Version 05 0805 000 August 2010 All Rights Reserved All other products mentioned herein may be trade
35. Detect Dial Tone is enabled and there is no dial tone detected 0202 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 0203 No 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 0204 Destination line is busy TN Wat afew seconastrentyagan User has cancelled the job during scanning or transmission 0207 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 0209 The remote fax machine may be disconnected Check the remote fax machine and then try again 0212 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 0213 Your fax machine received an invalid fax message from the remote fax machine ON pseu aganorwsecnatietne ooo rO S 0215 Your fax machine received an invalid fax message from the remote fax machine Rall Please try again or use another line 02
36. F 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 Basic Settings Phone number field A default value cannot be assigned Phone Book Icon A default value cannot be assigned Original Doc A default value cannot be assigned Description Use the numeric keypad on the control panel to input the phone number you want to receive the fax Press the up or down arrow button next to the field to input or view additional numbers Press the phone book icon to show the scanner s phone book on the LCD screen Select the phone numbers from the list that you want and then press OK Press the button on the LCD panel repeatedly to cycle through the three options e 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 Set default quality type Choices are Standard Fine Extra Fine Photo Standard 200 x 100 dpi Suitable for most typed originals Fine 200 x 200 dpi Good for small print Extra Fine 20
37. Format Mutti Leveligray ror ll Compression Level File Format lLow 7 POF 7 ll Compression Level Low 7 mi Option Description Color Color documents to be sent via E mail from the scanner Options 1 File Format PDF JPEG TIFF MTIFF Multi page TIFF Note Choose MTIFF or PDF when you need to scan multi page documents and convert it to a single image file Compression Level Low Medium High If TIFF or MTIFF is selected as a file format the compression Level is defined as Raw only Black amp White Multi Level Gray Choose ON if you wish to make gray copies or OFF to make a B amp W single bit copy e If you choose ON from Multi Level Gray the file formats include PDF JPEG TIFF and MTIFF If TIFF or MTIFF is selected as your file format the compression Level is limited to Raw only If you choose OFF from Multi Level Gray the file formats include PDF TIFF and MTIFF The compression Level of MTIFF or TIFF includes G3 G4 and Raw Options 1 Multi Level Gray ON OFF 2 File format PDF TIFF MTIFF Multi page TIFF 3 Compression Level Low Medium High File Formats PDF PDF Portable Document Format is a very popular file format used by Adobe You can view PDF files using Adobe Acrobat or Adobe Reader TIFF MTIFF TIFF The Tagged Image File Format is a flexible bitmap image format supported by virtually all paint image editing and page layout applications Also
38. Mail When you send an e mail to someone via the scanner the scanner uses SMTP Simple Mail Transfer Protocol to transfer your outgoing e mails to your SMTP mail server and then send these e mails to your recipients through the internet The document is first scanned and converted to a standard PDF JPEG TIFF or MTIFF Multi page TIFF file format and then transmitted to remote recipients simultaneously as an e mail attachment E mail Server Xerox DocuMate 3920 PC 10 Xerox DocuMate 3920 User s Guide Welcome Input Tray Q Scanner Lid Power Jack Paper Guides Control Panel Printer Connection Port ADF Cover Release Output Tray Network Connection Port Automatic Document Feeder ADF Paper Stop PC Connection Port LCD Touch Screen Power Switch Telephone Line Connection Port Input Tray Holds documents in the Automatic Document Feeder ADF for scanning Paper Guides Adjust to support various document widths ADF Cover Release Lift to open the ADF Automatic Document Feeder ADF Feeds paper through the scanner LCD Touch Screen Shows the scanner settings Touch the screen to input scan batch requirements configure destinations and configure the server settings Scanner Lid Lift lid to place an item on the flatbed glass for scanning Scanner Lock Located underneath the scanner lid Unlock the scanner before
39. able only when entering the user name and password permitted by the server in the Login name and Password fields for the scanner respectively Therefore please make sure which mode your Web Server allows before using HTTP for file saving If anonymous access mode is not allowed you must have an HTTP account and password Since the scanner will check whether the directory for saving the file really exists before proceeding with file saving and then writing the file after scanning to the specified directory you have to set the directory for saving files as browse and allow write access in the Web Server otherwise the scanner will not be able to write the file into the directory If you wish to use the scanner to save files in addition to changing some settings in the Web Server you will have to confirm the account with the privilege of writing to the Web Server otherwise the scanner will not be able to write the scanned file to the file system e Please note that the scanner cannot add a server sub directory when using HTTP e When using Apache as the HTTP server you need to have HTTP 1 1 put an add in module since the scanner uses chunked Transfer encoding In addition the Apache server will have to be set to accept the HTTP PUT command in order to accept the scanner for file saving For more information refer to the related Apache server documentation e For IIS 6 0 on Windows 2003 you need to enable WebDAV in the Ser
40. at the top of all outgoing faxes as header information Station Number Enter the telephone number of the scanner The Station Number is the phone number of the line connected to the built in modem and the Station Number should be a value not more than 20 characters The plus and blank space are supported The value of the station number will be printed as part of the fax header information of all outgoing faxes Touch anywhere on the Station Number field to bring up the soft keyboard to type your number Cf Se 2 Select Line Select to use the device s fax telephone line as a direct outside line PSTN line or as an extension PABX line Choices are Outside Extension Monitor Control Turn on Monitor Control to have the scanner monitor the telephone line during faxing Type monitors the telephone line until the DIS Digital Identification Signal is detected Type2 monitors the telephone line during communication PSTN Access No Enter the number to access the PSTN Pubic Switched Telephone Network line if your device s fax telephone line is used as an extension For example enter O or 9 in the field via the soft keyboard 70 Xerox DocuMate 3920 User s Guide Description Sets the number of redial attempts if the number dialed is busy Choices are 0 1 2 3 4 5 6 7 8 9 10 The Redial value 0 indicates no redial Redial Interval The redial interval setting selects the number of minutes betwee
41. ations and spare parts Xerox DocuMate 3920 User s Guide 111 When servicing the scanner you should take the following precautions to ensure your safety and prevent damage to the scanner Do These Wear protective gloves when cleaning the scanner with rubbing alcohol Rubbing alcohol may irritate sensitive skin Only perform scanner maintenance as described in this chapter Keep the scanner and cleaning supplies away from any open flame or heat source as any form of alcohol is flammable Always read the instructions in each section carefully the instructions are specific to the part you are installing or servicing Move the scanner to an area that has adequate room for opening the scanner If your scanner has a power cord and or power switch always turn off the scanner and unplug the power cord before performing maintenance unless the maintenance instructions below specifically state to leave the scanner plugged in and powered on Always unplug the USB cable from the scanner before performing maintenance unless the maintenance instructions below specifically state to leave the scanner plugged in Wear an anti static strap to prevent electrostatic discharge when touching metal components Keep all cleaning supplies scanner parts and accessories out of the reach of children Do Not Do These 112 Never attempt installation of any part not described in this manual Never service the scanner near a radiator or any oth
42. be adjusted within a range of 7 levels using the control panel Increasing the value makes the printouts darker decreasing the value makes the printouts lighter Press the left or right arrows to adjust the level Choose the focus of your copy result Speed this is the default option and is a blend of the other two options in regards to speed and image clarity Text choose this option if you are making copies of text documents This option prints the fastest of these options Photo choose this option if your document contains pictures for clearer graphic quality This option prints slower than the others Xerox DocuMate 3920 User s Guide 37 Image Edit Settings Copy Image Edit Advanced Copy Option Description Erase Border Sets the width of the border you want removed from the image Choices are e 0 0 25 0 5 0 75 1 0 inches or 0 6 13 19 25mm Margin Adjustment The Margin Adjustment option will move the copy image to the right and or to the bottom depending on the Right and Bottom parameters Choices are 0 0 25 0 5 0 75 1 0 inches or 0 6 13 19 25 mm Choose the unit of measurement you want to use Choices are Inches or MM millimeter Advanced Copy Settings Copy AO Description Choose the order you want your copies to be placed in e Sort e g pages 1 2 3 1 2 3 1 2 3 e Stack e g pages 1 1 1 2 2 2 3 3 3 38 Xerox DocuMate 3920 User s Guide
43. bs Note that any settings you change here are not permanently saved The next time the fax function is used the default fax options will be displayed in the LCD screen The next section describes each feature in detail 8 Press the B amp W button on the scanner to start scanning The scanner starts scanning and sends the image as a fax to the number you specified Xerox DocuMate 3920 User s Guide 75 NOTE 76 If you make a mistake during the process press the Stop button on the scanner to cancel the scan 66 99 Up to 20 characters can be entered in the Fax Number field and some characters such as and P a 2 second pause are supported When entering a phone number from the numeric keypad include any PSTN access number number to access the public telephone line usually a 9 or 0 area codes and the telephone number The machine allows broadcast faxing This means it allows you to send the scanned documents to multiple fax numbers After entering your first fax number press the Down Arrow button on the LCD screen to enter your next fax number in the next line Up to 200 fax numbers can be entered and broadcasted at one time 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 AD
44. canner on the same line as your phone turn on the detect dial tone setting This will prevent the scanner from sending a fax while someone is on the phone Choices are Enable Disable Detect Busy Tone Choose Enable to allow this scanner to detect a busy tone when sending a fax Choices are Enable Disable The default setting varies based on country code Xerox DocuMate 3920 71 User s Guide Description Manual Receive Choose Enable to use the Manual Receive fax function or Disable to use the auto receive fax function When Manual Receive is enabled and there is an incoming fax and the machine starts ringing you need to press the Start button in the Fax working mode to receive and print the fax Choices are Enable Disable Choose Enable to use ECM Mode The Error Correction Mode function helps this scanner to improve communication in areas where telephone line conditions are poor Choices are Enable Disable Printing Size Select the size of the paper in the printer you have attached for the faxes you receive Report Print You can print the following types of reports e Activity Report Select to print a report showing the latest record of up to 50 communications between the sending and receiving fax machines The default setting is to print a record of every 50 communications between sending and receiving fax machines The report may contain information and results which are useful for troubleshooting problems
45. ccount privileges is outside the scope of this document FTP Stands for File Transfer Protocol It is a common method of transferring files via the Internet from one computer to another FTP uses RFC 959 FTP as the protocol and the default Port is usually 21 Therefore please make sure you have a valid FTP account with write privileges under the directory to save the files To add a sub directory from the scanner you need to have the write privilege of adding a new directory HTTP uses RFC 2616 HTTP 1 1 as the protocol and the default port is usually 80 If you are not using the default HTTP port to send and save files you must change the HTTP Port of the scanner to the port for the web server you are using 108 Xerox DocuMate 3920 User s Guide Generally speaking a web server such as ITS or other HTTP server can use an anonymous account for authentication so that the user can link directly to the web page without entering a user name and password first Hence if the HTTP Server allows anonymous account authentication when you use the scanner to send and save the files there is no need for specifying any text in the Login name and Password fields of the scanner On the other hand if the IIS or HTTP server does not allow anonymous account authentication connecting to the web page the user will be prompted to enter the user name and password first when connecting to the web site In this mode the file saving feature is avail
46. e Managing the Scanner Adaress Book The access to the Address Book section is blocked by the administrator password It is recommended that an administrator create a password before changing the default settings to the secure network environment of the workplace This chapter is specifically targeted to the persons who are responsible for the administration of the scanner 1 Click on the Address Book Manager link 2 Click on Login when you are prompted to input a user name and password If you have previously set an administrator password using the LCD panel input the correct information here then click on Login aa eel 3 The Address Book manager screen will now be displayed in the window Use this window to add update or delete email addresses and or groups in the scanner s address book 104 Xerox DocuMate 3920 User s Guide Click the E mail link at the top of the window and choose New to display the following Add a New E Mail Address dialog box Select an email address in the list then click the Delete or Modify links to delete or update an email address entry Add a New E Mail Address Name E mail Address Description Enter a name e mail address and description and then click Add to temporarily save the latest data or Cancel to return to the Address Book Manager screen without adding the e mail address to the Address Book Add a New E Mail Address Nam
47. e John Doe E mail Address John Doe techsupport com Description Technical Support Click Update to send the changes to the scanner or Exit to leave without saving the address Address Book Manager E mail Group New Delete Modify E mail Name E mail Address Description John Doe John Doe techsupport com Technical Support E mail counter 1 2000 NOTE Up to 2 000 e mail addresses can be entered in the Address Book Xerox DocuMate 3920 105 User s Guide 1 Click the Group link at the top of the window and choose New to display the following Add a New Group Set dialog box Select a group in the list then click the Delete or Modify links to delete or update an email group Add a New Group Set Name Member Description Cancel 2 Typea group name in the Name field Search E Mail List x Ari Leason AriLe eting com Ma Jason Switch Jason_Switch engineering c John Doe John Doe operations com Oper 3 Select an e mail address on the right side and then click lt to add a member to the group Add a New Group Set Name All Departments Ari Leason Jason Switch Member Description Deparment Heads Cancel Search x E Mail List Ari Leason AriLeason marketing com Ma Jason Switch Jason_Switch engineering c John Doe John Doe operations com Oper 4 Click Add to temporarily save the changes or Cancel
48. e 3920 15 User s Guide 2 Plug the other end of telephone line to the RJ 11 telephone jack provided by the telephone company Connecting the Printer Cable 1 Connect one end of the printer cable USB cable to the printer 2 Connect the other end to the COPY port at the rear of the scanner Turn on the Power Press the power switch to the position to turn on the scanner After showing the boot up message the LCD screen displays the preset ready status 16 Xerox DocuMate 3920 User s Guide LCD touch screen Soe Function keys Configure keys Energy Menu Clear Saving O Power O amp Alarm oO Energy Saving paw lt gt Color Stop 6 0 Z Numeric keys Status LEDs Control keys Configure keys Use these keys to set the scanner options and configure the function keys using the LCD touch screen Menu Press to access the options to configure the scanner Please refer to on page 19 Energy Saving Press to enter the power saving mode Clear Press to clear the current function settings and return the function to the default settings Press the button for over 5 seconds to return the scanner to the factory default settings LCD touch screen Use to view the scanner information manage the scanner options set the function defaults add phone numbers set server information for filing and so on Function keys Pre
49. e covers Never locate the machine near a radiator or any other heat source Never override or cheat any of the electrical or mechanical interlock devices Never place this equipment where people might step on or trip on the power cord Xerox DocuMate 3920 User s Guide ee a The power receptacle for the machine must meet the requirements stated on the data plate on the rear of the machine If you are not sure that your electrical supply meets the requirements please consult your local power company or an electrician for advice The socket outlet shall be installed near the equipment and shall be easily accessible Use the power cable that is supplied with your machine Do not use an extension cord or remove or modify the power cord plug Plug the power cable directly into a correctly grounded electrical outlet If you are not sure whether or not an outlet is correctly grounded consult an electrician Do not use an adapter to connect any Xerox equipment to an electrical outlet that lacks a ground connection terminal Do not place this equipment where people might step or trip on the power cable Do not place objects on the power cable Do not override or disable electrical or mechanical interlock devices Do not push objects into slots or openings on the machine Electrical shock or fire may result This product shall be operated from the type of electrical supply indicted on the product s data plate label If you are n
50. e of your scanned document without a file extension If you have not entered a value in the box the system will set a default file name Enter the From address of your outgoing e mail from the scanner If an e mail can not be sent notification is returned to this address If the administrator has not set the device s e mail account in the Mail Server settings you can enter the e mail address here This is the From address in your e mail when you receive an email from the scanner Enter a Reply to address if you want to specify a reply address that is different from the From address Up to 60 characters can be entered in the field To enter the address you can touch anywhere on the Reply To field to bring up the soft keyboard to type the address Type your e mail message here To enter the text you can press anywhere on the Text field to bring up the soft keyboard to type the text Limit the file size of the attachment of each outgoing message to avoid the size limi tation of SMTP servers Choices are e 1MB 3MB 5MB 10MB 30MB Unlimited Xerox DocuMate 3920 49 User s Guide Description Add Text File Select this option to have a log file log attached to the email message This log file A default value cannot describes the scanned image attachment resolution color mode file format page be assigned numbers and so on Scan Options E mail Color Black hite File
51. e scanner Please refer to the Scanner Setup chapter for further details on and Xerox DocuMate 3920 45 User s Guide 1 Place your document face up in the ADF or face down on the flatbed glass a E mail 2 Press the E mail button on the scanner 3 The LCD screen displays the E mail options 4 Press anywhere in the To field to show the soft keyboard on screen so you can input destination E mail address es Press the Cc or Bcc buttons to input E mail addresses for those fields 5 Press Return on the soft keyboard to return to the main E mail screen Instead of inputting the E mail address manually you can select email address es from the scanner s address book 1 Touch the Address Book icon on the E mail main screen a 5 46 Xerox DocuMate 3920 User s Guide 2 The following Address Book screen displays bech_suppatiattiascanners com markeinggimeracscanners Com ks supporre com 3 Touch an e mail address to select it The selected one will be highlighted You can touch another address for multiple selections 4 Touch OK to return to the E mail main screen Select the options you want to use for the documents you are scanning on the Basic E mail Options and Scan Options tabs Note that any settings you change here are not permanently saved The next time the email function is used the default email options will be displayed in the LCD screen The next section describes each feature in detai
52. e shortcut number you want to configure and select an option from the list 7 Click on the number button next to the Mode field you selected The following window shows the screen for configuring E Mail as one of the Shortcut buttons 8 Fill in the Name and Memo fields This is the information that will display in the Shortcut window and on the LCD display 9 Select the scanning options you want to set for this Shortcut button Please note that all scan configuration options are described in detail in the appropriate configuration chapter in this User s Guide e Copying on page 35 e E mail on page 45 e Filing on page 57 e Faxing on page 69 10 After you are finished selecting settings for the Shortcut button click on Update to send the information to the scanner and return to the Shortcut menu 102 Xerox DocuMate 3920 User s Guide 11 Power cycle the scanner When the scanner is back on the LCD will show the Shortcut buttons on the LCD panel Filing 4 E mail 1 i Scanning Using the Shortcut Buttons 1 Press the Shortcut button you want to use _ ng group 2 Press the B amp W or Color button on the scanner to start scanning paw lt gt Color NOTE If you configured the Shortcut button with Multi Level gray to ON pressing the B amp W button on the control panel will produce a grayscale scan Xerox DocuMate 3920 103 User s Guid
53. eee eee eee enn ones ee eneees 135 WS icdwou ewer eeeeerecaaenaane seen career sneow nen eeeeeessiaeeueseeeeeeeesseneue ce 135 Canda acne sesaun er ea nent N ea oe ae oa on enone re seeceseeuan 136 Aer COUE tu tetesuee eee eertne Meee deed coaeee eases easaeeees adenesa 137 EH amp S Contact IMTOMMALON adc094c054 snagged ewewamesrendheesategisesee nee eetdeneoseeese lt 138 Xerox DocuMate 3920 5 User s Guide Table of Contents 6 Xerox DocuMate 3920 User s Guide This chapter includes on page 8 on page 9 on page 10 on page 11 Your new Xerox scanner can quickly scan single sided or double sided stacks of documents with the Automatic Document Feeder ADF or single items on the Flatbed glass With this scanner you can scan documents and send them electronically to a file server email message printer fax machine FTP site or website directly from the scanner The scanner can also be connected to a computer for scanning from software applications Important There is no default administrator password When you access the management options from the LCD panel or from the scanner s embedded web page you will get prompted for a user name and password Press or click Login to continue setting up the scanner features as described in the sections You may want to add a username and password to prevent users from changing the scanner settings To use the Fax and Copy functions you need to connect the scanner to a USB InkJet
54. epartment board Commission or agency established by the Government of Canada or of a province or of a government of a state other than Canada Impressed or adhesive stamps used for the purpose of revenue by the Government of Canada or of a province or by the government of a state other than Canada Documents registers or records kept by public officials charged with the duty of making or issuing certified copies thereof where the reproduction falsely purports to be a certified copy thereof Copyrighted material or trademarks of any manner or kind without the consent of the copyright or trademark owner The above list is provided for your convenience and assistance but it is not all inclusive and no liability is assumed for its completeness or accuracy In case of doubt consult your solicitor 136 Xerox DocuMate 3920 User s Guide Copying certain documents may be illegal in your country Penalties of fine or imprisonment may be imposed on those found guilty of making such reproductions Currency notes Bank notes and cheques Bank and government bonds and securities Passports and identification cards Copyright material or trademarks without the consent of the owner Postage stamps and other negotiable instruments Note This list is not inclusive and no liability is assumed for either its completeness or accuracy In case of doubt contact your legal counsel Xerox DocuMate 3920 137 User s Guide Contact Information F
55. equirements 4ccctcasasebosaanerootebobeseceaeeeacens be saneeeetetee eur eneeeceeenee 9 Network Requirements cose dieueteaanw cid ooo 906s FaG daruu peper pe p Tn 09 0050 20 9 Computer Requirements ccc cece cee eee ene e eee e eee ete eee eeenes 9 DOCUMENIOUON era a E S E nese chit E tote seen sae aAAs tees eesgaaes 9 Internet Communication Features 0 cc ccc ccc cece cece eee eens essen eeeeeees 10 The Xerox DocuMate 3920 Scanner 0 ccc ccc eee teen t een eeeneneeaes 11 Unpack and Assemble the Scanner 0 ccc cc ene eee ene e eee eee eenane 14 Connecting the Cables sscdtudadagsdadsdarniaewstusle Paabsbeeebies yee eden cadeneeoreseress 15 Using the Scanner Control Panel 0 ccc ccc cee eet eee teen eee erno 17 Summary of the Menu Options 0 ccc ccc eee cece eee e ene e eee e eens 19 Using the LCD Soft Keyboard 00 ccc ccc cece eee een e nee e teen orren 22 Adding the Scanner to the Network 0 0 ccc cece cc eee eee eee ene e cece eee e eens 23 Networking Error Messages 0 cece ee eee e eee tenn eee enere ronn 25 Adding the Email Server Information 0 00 cc ccc cc cence eee e nee eee en nee 26 Setting the Default Scan Function 0 ccc cent enn e eee eenes 29 Scanning from the Automatic Document Feeder ADF 00 c cece cc ccc eee ees 32 Scanning from the Flatbed Glass ccc ccc cece ence een n nent err
56. er heat source Never use aerosol sprays or compressed air or attempt to lubricate parts with an oil or silicon spray Never service the scanner in an area where there are open liquid containers Never pour or spill liquid on the scanner or any of its components Xerox DocuMate 3920 User s Guide If your scanner stops scanning due to a paper jam in the Automatic Document Feeder a warning dialog box opens after a few moments 1 Open the Automatic Document Feeder cover 2 To reduce the number of paper jams smooth and straighten paper before scanning adjust the guides to the paper size and insert the paper evenly into the ADF NOTE If the jammed page is too far in the scanner to be removed from the ADF gently pull the page out from under the paper tray Xerox DocuMate 3920 113 User s Guide Regular maintenance of your scanner can help to ensure continual optimal performance You may need to clean the ADF feed mechanism if documents do not feed easily into the ADF or several feed in at the same time To clean the ADF 1 Weta soft cloth with some Isopropyl alcohol rubbing alcohol 2 Open the ADF cover 3 Wipe the feed roller from side to side Rotate the roller to clean its entire surface NOTE Please be careful when cleaning the roller The roller is designed to rotate in one direction only As you re cleaning the roller make sure it rotates easily and continue rotating it in that direction while
57. es Choices are e 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 48 Xerox DocuMate 3920 User s Guide Image Density Bind A default value cannot be assigned E mail Options Option File Name of Attach ment From A default value cannot be assigned Reply To A default value cannot be assigned Text A default value cannot be assigned File Separation Description Select the size of the paper you are scanning from the list Choices are e A4 Letter A5 B5 Legal Note that Legal size is available only when scanning from the ADF The 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 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 E mail File Name of Attachment File Separation Undimited 7 From Add Text File tached Reply to Text Description The file nam
58. ess application In compliance with Article 7 d We hereby certify It is in compliance with the EEE Regulation EEE y netmeli ine uygundur Professional Business Environment equipment in compliance with agreed national procedures In accordance with European legislation end of life electrical and electronic equipment subject to disposal must be Application of this symbol on your equipment is confirmation that you must dispose of this 4 managed within agreed procedures a 134 Xerox DocuMate 3920 User s Guide Congress by statute has forbidden the reproduction of the following subjects under certain circumstances Penalties of fine or imprisonment may be imposed on those guilty of making such reproductions 1 Obligations or Securities of the United States Government such as Certificates of Indebtedness National Bank Currency Coupons from Bonds Federal Reserve Bank Notes Silver Certificates Gold Certificates United States Bonds Treasury Notes Federal Reserve Notes Fractional Notes Certificates of Deposit Paper Money Bonds and Obligations of certain agencies of the government such as FHA etc Bonds U S Savings Bonds may be photographed only for publicity purposes in connection with the campaign for the sale of such bonds Internal Revenue Stamps If it is necessary to reproduce a legal document on which there is a canceled revenue stamp this may be done provided the reproduction of the document is
59. ex 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 Resolution Choose 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 e 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 Size Select the size of the paper you are scanning from the list Choices are e A4 Letter A5 B5 Legal Note that Legal size is available only when scanning from the ADF Image Density The 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 Multi batch document scanning from the ADF or Multi page scanning from the flat A default value cannot bed can be enabled Press the Bind button when you want to scan more than 50 be assigned pages from the ADF or more than one page fro
60. fault 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 Template J Account F Management Phone Book J Fax Default d In Kila Xerox DocuMate 3920 29 User s Guide 4 J 30 Press the Device Management tab Menu gt gt Management Profile Management Add To Address After Sending Language frn l Add Folder After Filing Default Mode Energy Saver a aD Energy Savern Timer System Auto Reset Timer 15min 7 lso s t 7 Press the down arrow in the Default Mode field to show the options list Menu gt gt Management Profile Management Add To Address After Sending Add Folder After Filing Energy Saver Energy Savern Timer System Auto ResetiTime 15min T lso set T 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 Press OK to save the changes and return to the LCD menu options Press Exit to close the Menu screen Power cycle the scanner to save the changes When the scanner is back on the default mode will now be the op
61. h screen All other options in this window are accessible from the scanner and are described in detail in the previous section Please refer to Managing the Scanner Remotely on page 89 for detailed information about accessing and navigating the scanner options remotely Xerox DocuMate 3920 73 User s Guide 1 Place your document face up in the ADF or face down on the flatbed glass 2 Press the Fax button on the scanner SEB 3 The LCD touch screen displays the Fax options Original Dogc Image Density Pj 4 Enter the fax number with the numeric keypad on the control panel ABC DEF GHI JEL MNO PORS TUM WEYE Symbols 0O00 5 You can also select multiple fax numbers at one time To enter the next fax number press the Down arrow key at the right of the Phone Number field after finishing entering the first fax number 6 Instead of inputting the phone number manually you can select phone numbers from the scanner s phone book 74 Xerox DocuMate 3920 User s Guide e Touch the Phone Book icon on the Fax main screen e The following Phone Book screen displays Menu gt Phone Book E a ogg amp o D e Touch an option to select it The selected one will be highlighted You can touch another number for multiple selections e Touch OK to return to the Fax main screen 7 Select the options you want to use for the documents you are scanning on the Basic and More Settings ta
62. he 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 Folder Template from the scanner 1 Press the Menu button on the scanner 2 Press the Folder Template button on the LCD touch screen 3 Change the settings as needed on the Server Settings and Scan Options tabs Menu gt gt Folder Template Manu gt Faller Template 4 Press OK on the LCD screen to save these settings To access the Filing 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 Filing Template link on the left side of the page 3 Change the settings as needed then click the Update button to send the changes to the scanner cai Filing Template Vedas Taget wifi Poteet 00t i isOSOSCS S S File Nama Fide Formac POF Comerennics Lewel Low Multi Level BAW Gray OFF File Format PEF Comerennics Lewel Low Resokstion 300 da imaga Charney ld Report to E mad Paper Siral tai Original Dec Simplex Adel Taxt Pile Plot Attached Create a Sublobter OFF eck Witata Fila Format 4 Power cycle the scanner Please refer to on page 89 for detailed information about accessing and navigating the scanner options remotely Xerox DocuMate 3920 63 User
63. hes and try again If this occurs while scanning the pick up roller may not work properly Contact your nearest dealer for a replacement Home sensor error Power cycle the scanner pees IPtne code stl appear contact your nearest deler Lamp error Power cycle the scanner Omt IF ie code sull appears contact your nemrestdeler ADF paper jam ADF paper jam Open the ADF cover and remove the paper from the ADF If the code still appears power cycle the scanner If the code still appears contact your nearest dealer Lock error Scanning unit is locked 1 Turn off your scanner 2 Find the lock switch underneath the scanner lid to one side of the flatbed glass and unlock the machine Turn the scanner back on If the code still appears contact your nearest dealer Check if the printer cable has been correctly connected Check if the printer is turned on Restart the scanner and your printer If the message still appears contact your nearest dealer Turn off the scanner Turn off the printer Turn on the printer Check printer cable or status Detect printer error I Se oe Se ee A T Turn on the scanner Paper size not supported Please set the supported paper size to the tray of the printer HLT and are not sup ported 42 Xerox DocuMate 3920 User s Guide Copy Port Printer Language Multi Copy Speed Speed mode Multiple Copies Copy count Copy Print Resolution Original Size Copy Size Dens
64. inistrator for further help FTP store file error Make sure you have privileges to store files on the server Insufficient storage space in system Verify the FTP server has enough free storage space to save the file and renee pacs In Siom tace your server adminon o aS SN SOTA File name not allowed Change the file name to meet the naming convention of the FTP ene e ee FTP permission denied Make sure your account has sufficient privileges to write files to the leila a CIFS User level can not make subdi The account does not have access to create subdirectories fey eaan de no hasas oaee aeS CIFS Network share name incorrect Check the folder directory and make sure it follows the UNC such as ee nane Moret omputensareiareaon o oo SSNS HTTP unauthorized This HTTP server needs authorization Make sure your account has the Taori eonecauthonaton cedentas o o TSS Failed to connect HTTP Check Server IP and HTTP port Make sure they are correct Or check Pasaron eter tne server supporto HTTP connections ooo HTTP Resource not found The server can t save the files contact your server administrator for _ paps SENES OA arnan HTTP Forbidden This action is forbidden on the current server This is not unauthorized ees pufoase nonan Unpredicted error Power cycle the scanner and try again Contact your server administra pronase iaro nearest denter for faher help o S HTTP MKCOL method not allowed Contact your server administrator to change permissio
65. ission errors saving Energy Saving Indicates that the scanner is in low power mode 18 Xerox DocuMate 3920 User s Guide This section briefly describes each of the options in the menu In the following table it is indicated if detailed configuration information is available and which section contains the instructions for configuring that feature Press the Menu button on the scanner to show the Menu options on the LCD screen Copier Default E Mail Default Press this button to display information about the scanner Information j z e Device Information This is the scanner hardware information serial number and MAC address The MAC address is also on a sticker on the back of the scanner this MAC address identifies the scanner on the network Firmware Version This is the current hardware and software version of the scanner Page Count Displays the total number of scans completed and a breakdown of each type Menu Map Touch Print to print out all the menu items and their values Usage Report Touch Print to print out the counter information Press this button to change the general information about the scanner a Machine Name You can change the scanner s display name so that when you view all scanners on your network each one appears in the list with the name you specify here Country Code Select the code for the country you live in so that you can send and receive faxe
66. ity Control Variable Paper Supply Scaling Option Edge Erase Margin Shift right bottom Paper saving N Up Collate Duplex Orientation for Duplex USB 2 0 Host Rev 2 0 PCL5c PCL5e 32 CPM type B copies per minute Up to 99 600 x 600 dpi ADF Scans U S Legal size 8 5 x14 Flatbed Scans Maximum 8 5 x11 7 Up to Legal 1 7 levels lightest to darkest 25 400 in 1 increments A4 U S Letter A5 B5 U S Legal 100 Default 70 A4 gt A5 78 Legal gt Letter 86 A4 gt B5 115 B5 gt A4 127 Letter gt Legal 141 A5 gt A4 98 Fit to Page 0 6 13 19 25 mm 0 6 13 19 25 mm 1in1 2in 1 4in 1 landscape 4 in 1 portrait Sort Stack 1 1 2 1 Long Edge to Long Edge Short Edge to Long Edge Xerox DocuMate 3920 User s Guide 43 44 Xerox DocuMate 3920 User s Guide This chapter includes on page 46 on page 48 on page 52 on page 53 on page 54 on page 56 When connected to an ethernet network and an SMTP server the scanner allows you to transmit documents to your e mail as an attachment With a touch of the e mail key and the selection of your recipients e mail addresses the documents are first scanned and converted into an image file and then transmitted to remote recipients within minutes To use the E mail option the scanner must already be set up to work on the network and have the Mail Server options configured in th
67. k this link to change the general information about the scanner Machine Name You can change the scanner s display name so that when you view all scanners on your network each one appears in the list with the name you specify here Date Time Set the date and time for the scanner Time Zone Select the time zone for the area you live Country Code Select the code for the country you live in so that you can send and receive faxes e Network Settings Please refer to on page 23 for instructions for adding your scanner to the network Xerox DocuMate 3920 95 User s Guide 96 Mail Server Please refer to on page 26 for instructions on configuring scan to E mail Copier Default Please refer to the section on page 35 for detailed configuration instructions for these options E Mail Default Please refer to the section on page 45 for detailed configuration instructions for these options Filing Template Please refer to the section on page 5 7 for detailed configuration instructions for these options Fax Default Fax Settings Phone Book Manager Please refer to the section on page 69 for detailed configuration instructions for these options Management This option is the only one of the Administrator options that can be configured at either the scanner or through the scanner s embedded web page Please refer to the menu description on page 20 Account Management Please refer to on page 97 Address Book Manage
68. l Press the B amp 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 amp W button on the scanner will send a grayscale image The scanner starts scanning and sends the image to the email address you specified NOTE If you make a mistake during the process press the Stop button on the scanner to cancel the scan The scanner allows you to send the scanned documents to multiple e mail addresses After inputting the first e mail address simply press the enter key on the soft keyboard to type another address in the next line 9 66 Up to 64 characters can be entered in the File Name of Attachment To From Reply to Subject and the Text fields If you wish to scan a multi page document and convert it to a single image file choose your output file format to be MTIFF or PDF 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 47 User s Guide Basic Settings E mail a LE Original Dor _a
69. l 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 Update DafedtSubjact 000 SOS C S Cois Fila Fifa Format Pow Eoma Compression Lawal Lm z Multi Level nai grar OFF o File Format Pia Format POF La Le 4 Power cycle the scanner Please refer to and navigating the scanner options remotely 52 Xerox DocuMate 3920 User s Guide on page 89 for detailed information about accessing 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 ie 2 On the Address Book screen touch the Group tab to display the following Group screen 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 marketing group group 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 ean ig current Address Book of the scanner LDAP means to search the E addresses from an external address book on an LDAP server oe GD 3 Enter your search string via the soft keyboard 4 Touch the Search bu
70. lity A full declaration of conformity defining the relevant directives and referenced standards can be obtained from your Xerox Limited representative or by contacting Environment Heath and Safety The Document Company Xerox Bessemer Road Welwyn Garden City Herts AL7 1HE England Telephone 44 0 1707 353434 Xerox DocuMate 3920 133 User s Guide If you are managing the disposal of your Xerox product please note that the product contains lamp s with mercury and may contain lead Perchlorate and other materials whose disposal may be regulated due to environmental considerations The presence of these materials is fully consistent with global regulations applicable at the time that the product was placed on the market For recycling and disposal information contact your local authorities In the United States you may also refer to the Electronic Industries Alliance web site Perchlorate Material This product may contain one or more Perchlorate containing devices such as batteries Special handling may apply please see RoHS and WEEE Compliance This product is compliant with RoHS Regulations of the European Parliament and Council Directive on the Restrictions of the Use of Certain Hazardous Substances in Electrical and Electronic Equipment 2002 95 EC and with the Waste Electrical and Electronic Equipment WEEE Directive 2002 96 EC Some equipment may be used in both a domestic household and a professional busin
71. ller It cannot be re used nor repaired 5 Insert the left end of the new roller assembly into the hole in the ADF cover Slot for the roller assembly 6 Angle the roller into the scanner 7 Align the tab on the green lock flange with the slot in the ADF cover then rotate the tab on the lock into the scanner Slot for the lock flange Lock flange 8 Press down on the lock flange to lock the roller into the scanner 9 Close the ADF cover when you are finished 122 Xerox DocuMate 3920 User s Guide Optical resolution Light source Image sensor Bit depth Scan method ADF specifications Maximum Item Size Minimum Item Size Scanning Speed Capacity Paper Thickness Flatbed specifications Maximum Item Size Interface Dimensions W x H x D Weight Scanner rating Power consumption Power supply Power cord USB cable Network connection COPY port interface Phone cable LCD size LCD display 600 dpi Cold Cathode Fluorescent Lamp CCD 24 bit color 8 bit grayscale 1 bit bitonal black amp white Single pass Flatbed with 3 pass Duplex ADF 8 5 x 14 216 mm x 356 mm 5 8 x 8 3 147 mm x 211 mm 19 pages per minute 14 images per minute 200 dpi in Black amp White 50 pages of 20lb printer paper 75 g m 16 lb 28 lb 60g m 2 105 g m 0 002 0 006 8 5 x 11 69 216 mm x 297 mm Hi Speed USB 2 0 compatible with USB 1 1 18 9 x 8 07 x 18 7 inches 48
72. llowing 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 1 DHCP Enable Choose ON to With DHCP Dynamic Host Configuration Protocol a host is obtain the IP Sub automatically given a unique IP address each time it connects net Gateway to a network Only turn on this option if a DHCP server is avail addresses automati able on your network cally from the DHCP The IP Subnet Gateway address fields will automatically fill server 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 2 IP Address An 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 3 Subnet Mask The subnet mask address assigned by your network administra tor or by the DHCP server 4 Gateway IP The gateway IP address assigned by your network administrator or by the DHCP server DNS Server The 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
73. lognauthenteaton o oonan amna to a onh oan oton SMTP login error Check your login user name and password Mailbox Unavailable Make sure the To address is correct Contact your network administrator for further help Temporary authentication failure Contact 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 error Reboot the machine and try again If the error is still there contact your nearest dealer Parameters or argument error Check if the Device Name is valid The Device Name can be found in Menu gt General Check From address Check To address Contact your network administrator for further help Command parameters not imple Check if the Device Name is valid The Device Name can be found in mented Menu gt General Or you may contact your network administrator for further help Authentication requires Contact 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 unavailable Check To address User not local Check To address Service unavailable Contact your network administrator for further help 54 Xerox DocuMate 3920 User s Guide Message Action Mail server does not support SMTP Contact your net
74. lowed to access For example the administrator allows a user to perform the Copy E mail and Filing functions but does not allow Fax scanning 5 Click Update to save the settings to the scanner and return to the Account List screen If you want to permit other users to use the same privileges as a currently defined user simply select the account from the account list and then click the Copy Account button to open the Copy Account screen You only need to give a new name and password for the new user without changing any other settings Click Update to save the settings or Cancel to return to the Account Management screen without saving any changes Xerox DocuMate 3920 99 User s Guide If you want to edit a current local user choose the account from the account list and then click the Edit button to open the Edit Account screen Modify the account options as needed and then click Update to save the settings or Cancel to return to the Account Management screen without saving any changes If you want to delete a current local user select the account from the account list and click the Delete button A confirmation message appears to confirm your deletion Click OK to confirm or Cancel to exit Click Update to save the settings or Cancel to return to the Account Management screen without saving any changes 100 Xerox DocuMate 3920 User s Guide na Le a eee ce ri 2 C LL L n f LE m a m 7 a I eeii a rn4 rn gt
75. ls or save files to a server NOTE If you wish to return to factory default settings simply press and hold the Clear button for over 5 seconds All the values in the Management and Administrative Settings will be changed back to factory defaults hagi Xerox DocuMate 3920 13 User s Guide 1 Remove all shipping tape from the top and bottom of the scanner 2 Open the ADF cover and carefully remove any foam particles that may have gotten inside the Automatic Document Feeder then close the cover 3 Lift the scanner lid and slide the locking tab to its unlocked position The scanner will not scan when locked Unlocked position 14 Xerox DocuMate 3920 User s Guide Connecting the Power Cable 1 Press the power switch to the O position to turn off the scanner 2 Plug the power supply into the power jack on the scanner NOTE Only use the power supply HEG75 S240320 7L made by HiTron included with your scanner Connecting any other type of power supply may damage your scanner and will void its warranty 3 Plug the power cord into the power supply and into a wall outlet Connecting the Ethernet Cable 1 Connect one end to the LAN port at the back of the scanner 2 Connect the other end of your Ethernet LAN cable to an available port on your Ethernet Hub or wall Connecting the Telephone Line 1 Plug one end of the telephone line to the LINE jack at the right end of the rear panel Xerox DocuMat
76. ltiple pages of a document onto a single sheet of paper and to set the sequence of the page images on each sheet of paper 1 in 1 means one page will be printed on a single sheet of paper 2 in 1 means two pages will be printed on a single sheet of paper as illustrated 4 in 1 landscape means four pages will be printed on a single sheet of paper in rows from left to right top to bottom as illustrated 4 in 1 portrait means four pages will be printed on a single sheet of paper in columns from top to bottom left to right as illustrated Y i LER KEE 2 in 1 4 in 1 landscape 4 in 1 portrait You can specify a word to appear as a stamp on the scanned documents Note In the Stamp field there is a small Soft Keyboard icon shown at the upper right corner Touch anywhere on the Stamp field to bring up the soft keyboard to enter your stamp characters Example Xerox DocuMate 3920 User s Guide Setting the Default Copy Options You can set the default copy options for the scanner This way whenever you want to scan to the printer 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 Copier Default template from the scanner 1 Press the Menu button on the scanner 2 Press the Copier Default button on the LCD touch screen 3
77. m 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 60 Xerox DocuMate 3920 User s Guide Server Options Filing Legin Name Add Text File ftp Not Attached Password File Name test scan_ftp Report to E Mail Create a subfolder Stans Option Description Login Name If you are a registered user and there is a different login name displayed on the Server Options screen please enter your own login name here Enter your password for the name you input in the Login Name field Scan Options Filing EJE Seon onions es Color Black White File Format Multi Lewel gray fr a 0G Compression Level File Format POF 7 Compression Level Description Color documents to be sent from the scanner Options 1 File Format PDF JPEG TIFF MTIFF Multi page TIFF Note Choose MTIFF or PDF when you need to scan multi page documents and convert it to a single image file Compression Level Low Medium High If TIFF or MTIFF is selected as a file format the compression Level is defined as Raw only Xerox DocuMate 3920 61 User s Guide Option Description Black amp White Multi Level Gray Choose ON if you wish to make gray copies or OFF to make a B amp W single bit scan e If you ch
78. marks of their respective companies Information is subject to change without notice and does not represent a commitment on the part of Visioneer The software described is furnished under a licensing agreement The software may be used or copied only in accordance with the terms of such an agreement It is against the law to copy the software on any medium except as specifically allowed in the licensing agreement No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying recording or information storage and retrieval systems or translated to another language for any purpose other than the licensee s personal use and as specifically allowed in the licensing agreement without the express written permission of Visioneer Restricted Rights Legend Use duplication or disclosure is subject to restrictions as set forth in contract subdivision c 1 ii of the Rights in Technical Data and Computer Software Clause 52 227 FAR14 Material scanned by this product may be protected by governmental laws and other regulations such as copyright laws The customer is solely responsible for complying with all such laws and regulations Changes are periodically made to this document Changes technical inaccuracies and typographic errors will be corrected in subsequent editions What s in the BOX 0 ccc cc cece cece ence eben eee n cence eneeueeeueeueeuceenues 8 Setup R
79. n each redial if the number dialed is busy Choices are 1 2 3 4 5 6 minutes Ring Response Lets you set the number of times the phone rings before the fax answers Choices are 1 ring 5 10 15 20 seconds Sound Volume Use the arrow keys to adjust the sound volume during fax communication Choices are 0 1 2 3 Fax Options Cancel Fax Jobs K Add Phone Detect Busy Tone Transmssion Report Manual Receive res Tisane ECM Mode Printing S2 Letter W Report Print Fit to Page ee HAO A Option Description Add Phone Choose ON then the new fax number will be automatically included in the Phone Book after sending the fax finishes Choices are ON OFF Transmission Report Select this option if you want to print the fax transmission report This report lists the time and date of transmission and whether the transmission was successful OK If you select Yes a report will be printed after each transmission If you select Error the report will only be printed when a fax fails to transmit Choices are Yes No Error only Fit to Page Choose Enable to have incoming faxes scaled down to fit on the printer paper If this setting is disabled an incoming fax image that is larger than the printer paper is split across multiple pages Choices are Enable Disable Detect Dial Tone Choose Enable to allow this scanner to wait for and detect a dial tone before proceed ing with dialing If you are using the s
80. ne e een e eee eees 66 FINA Specifications ncc 0cimitemdteiasrteretebeteteneae teadeeae esas sedetose Gakueeseesaadess 68 FOX OCR e eree ee ee ee re 70 Configuring the Fax Settings from the Scanner 0 cece cece eee ee eees 70 Configuring the Fax Settings Remotely 0 c cece cee eee eee nonren 73 SCOMMIMG CO ON ae scca cen sceeaeeeea sees eeenbeneseremeees Gaseeaes Sesnaesseeeeeneesanones es 74 SCO Options TON TONING sasear raria TPR PETERR Pa op Arrr PEE pa eee os 77 Setting the Default Fax Options 0 ccc ccc cence een n eee eenes 79 Using the Phone BOOK was5240 5c95 gue titr orner raK IKEE de 6ueese Sise asa ehawn Condesa eens 80 Managing the Fax Phone Book ccc ccc cee cece eee e eee e ee ressone 80 Information Messages When Faxing 0 ccc cece eee cen e eee cee e eee resoneren 85 FOG SPCCINCOUONS 2c ccuctacaracestcasadacaeanhoawbe anand id Gaateoued ae ae aaa EEE ont 8 Accessing the SCANNET c cancueouseoegesseeeey Head EAH Se An Deas ee rE E EEr e Ern 90 Installing the Network Management Tool 0 ccc ccc ec cnn n eens 90 Using the Network Management Tool 0 ccc ccc eee cence eee e eens 92 Accessing the Scanner from a Web Browser 0 cece cc cece eee erreren 94 Using the Embedded Web Page 0 0 ccc ccc ccc cence eee t een e eee e eee ennees 95 Menu OptIONS 22s seuccerecncadseces eines ene esereenensnnasataceaaeacacedasaceses 95 Administrative
81. ne number or group to send the fax to multiple people or groups e Ifthe receiving name of the phone number group does not appear on the screen you can find the name by touching the Characters button for a quick search e Or you can touch the Frequent or the Recent button to show the 10 most frequently used or 10 recently used names of phone numbers or groups With the Fax Phone Book you can send your scanned documents simultaneously to multiple fax machines at one time The Fax Phone Book allows you to create up to 200 phone numbers and 20 phone groups You can manage the phone book locally at the scanner using the control panel and LCD touch screen or remotely using the embedded web page phone book You will need the scanner s IP address to access it through the Network Management Tool or web browser 80 Xerox DocuMate 3920 User s Guide 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 Infermaben d Copier Dafmui n D 0s SE Fitna T mD D xcs Fax f Neat eh EE 2 Press the Phone Book button on the LCD touch screen to view the phone book options on the LCD screen Wenu gt gt Phone Book SaaoHagseaeo 3 Press the Program button to open the screen to program the names and phone numbers Menu gt gt Phone Book gt gt Program 4 Press anywhere in the Name field to show the soft keyboard to input the
82. nning using a lower resolution or try sending fewer pages at once 0237 Your fax machine received an invalid fax message from the remote fax machine Please try again or use another line The line quality is poor Please try again or use another line If the error still occurs please call your service support 0238 Your fax machine received an invalid fax message from the remote fax machine Please try again or use another line The line quality is poor Please try again or use another line If the error still occurs please call your service support 86 Xerox DocuMate 3920 User s Guide Compatibility Modem Speed Resolution Compression Transmission Speed Page Memory Speed Dial Error Correction Mode Contrast Control Monitor Speaker Busy Tone Detection Redial Immediate Transmission Memory Transmission ITU T G3 ECM 33 6K Receive dpi 200x100 200x200 200x400 dpi Send dpi 200x100 200x200 MH MR MMR Approximately 3 seconds 1 2 0 MB in Flash 200 sets Yes 7 Levels Yes Yes Automatic Manual N A Yes Xerox DocuMate 3920 User s Guide 87 88 Xerox DocuMate 3920 User s Guide This chapter includes on page 90 on page 95 on page 97 on page 101 on page 104 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 th
83. ns on this privi lege HTTP MKCOL method not imple The target HTTP server does not support MKCOL to create the directory mented Create the directory on the server in advance 66 Xerox DocuMate 3920 User s Guide Message Action HTTP PUT method not allowed Contact the server administrator to change permissions for this privi lege HTTP internal server error Contact your server administrator for further help HTTP PUT method not implemented The server does not use the HTTP PUT method The scanner can t save the file to this server contact your system administrator for help HTTP server unavailable Contact your server administrator for help HTTP server does not support HTTP The server does not support HTTP version 1 1 the type the scanner version 1 1 uses contact your server administrator for help Xerox DocuMate 3920 67 User s Guide 68 Protocol FTP HTTP HTTPS CIFS File format B W single bit PDF TIFF M TIFF Gray 8 bit PDF JPEG TIFF M TIFF Color 24 bit PDF JPEG TIFF M TIFF Compression Method B W Raw G3 G4 Gray JPEG Color JPEG Compression Level Low Medium High Supported Resolution 75 100 150 200 300 400 600 dpi Default Resolution B W 200 dpi Gray 200 dpi Color 200 dpi Most Used Folders 5 No of Filing Folders 50 Xerox DocuMate 3920 User s Guide This chapter includes on page 70 on page 74 on page 77 on page 79 on page 80 s on page 85 on page
84. nt Feeder and will scan pages in it You must remove these pages prior to scanning if you want to scan from the Flatbed Lift the scanner cover and place an item face down on the glass Align the item with the arrow on the reference frame then close the cover Xerox DocuMate 3920 User s Guide This chapter includes on page 36 on page 37 on page 41 on page 42 on page 43 To use the Copy function you need to connect the scanner to a USB InkJet or Laser printer that supports PCL Make sure the printer is connected and turned on before turning on the scanner The scanner will detect a printer during the power up cycle only Xerox DocuMate 3920 User s Guide 35 1 Place your document face up in the ADF or face down on the flatbed glass CeO Copy 2 Press the Copy button on the scanner SEB 3 The LCD touch screen displays the copying options Paper Tra Image Density Ta 100 fi Paper Size 100 Fito Page eter J Copy Mode 25 C Variable 50 Switch 7 8 Lg gt Ltr 200 Text 4 Select the options you want to use for the documents you are scanning on the Basic Image Edit and Advanced Copy tabs Note that any settings you change here are not permanently saved The next time the copy function is used the default copy options will be displayed in the LCD screen The next section describes each feature in detail 5 Use the numeric keypad on the scanner to set the number
85. o snap the part into the scanner Slots for the traction pad 7 Place the new tension spring in the slot in the scanner Tension spring slot Xerox DocuMate 3920 119 User s Guide 8 Place the new ADF pad in the scanner and press down on the pad to snap it in place 9 Place the arms of the ADF pad housing in the housing slots in the scanner then rotate the housing down into place Press down on the end of the housing to snap the housing in place Note that the end of the housing piece will be held up slightly by the tension spring 10 Close the cover when you are finished 120 Xerox DocuMate 3920 User s Guide The ADF Roller may wear out and is designed to be a user replaceable part Problems with documents feeding through the ADF is an indication that the roller may be wearing out You should first clean the ADF following the instructions in the previous section on page 114 Excessive dust on the roller can make it appear worn and smooth to touch You cannot determine if it is time to replace a roller if the roller hasn t been cleaned first The roller should last for approximately 200 000 pages scanned To replace the roller assembly 1 Open the ADF cover The roller assembly is located in the underside of the ADF cover P Roller Assembly 2 Green lock flange Xerox DocuMate 3920 121 User s Guide 3 Carefully angle the roller out and away from the ADF cover D ati 4 Discard the ro
86. ocumentation supplied with the product Do not carry out any maintenance on this product which is not described in the customer documentation Do not use aerosol cleaners The use of cleaners that are not approved may cause poor performance of the equipment and could cause a dangerous condition Use supplies and cleaning materials only as directed in this manual Do not remove covers or guards that are fastened with screws There are no parts behind these covers that you can maintain or service Do not perform any maintenance procedures unless you have been trained to do them by an authorized local dealer or unless a procedure is specifically described in the user manuals Xerox DocuMate 3920 131 User s Guide This product is certified by the following Agency using the Safety standards listed Agency Standard Underwriters Laboratories Inc UL60950 1 1st 2003 First Edition USA Canada TUV IEC60950 1 2001 Second Edition 132 Xerox DocuMate 3920 User s Guide CE The CE mark applied to this product symbolizes Xerox s declaration of conformity with the following applicable European Union Directives as of the dates indicated December 12 2006 Council Directive 2006 95 EC as amended Approxi mation of the laws of the member states related to low voltage equipment December 31 2004 Council Directive 2004 108 EC as amended Approxi mation of the laws of the member states related to electromagnetic compatibi
87. of copies you want printed 6 Press the B amp W or Color button on the scanner to start scanning The scanner starts scanning and sends the image to the attached printer 36 Xerox DocuMate 3920 User s Guide Basic Settings Reduce Enlarge A default value cannot be assigned Paper Tray A default value cannot be assigned Image Density Copy Mode Paper Tray aj auto v E7 Paper Size EP Letter y Copy Mode Image Density 100 Fit to Page 25 Variable 50 8 T7awLg gt Ltr T127 4Ltr gt Lgl T200 UT Description Select the scaling percentage by touching the Switch button Change this setting only if the items you are scanning will not fit on the pages that are in the printer Choices are 100 there is no scaling 25 50 78 Legal gt Letter 127 Letter gt Legal 200 Fit to Page selecting this option decreases the size to about 93 of the original Variable Variable means selecting your scaling percentage in a one percent increment from 25 400 using the Up arrow and Down arrow keys Sets which paper tray in the printer will be used for the current scan job Choices are e Auto Selects the paper tray automatically e MP Multi purpose tray Select the size of the paper you are scanning from the list Choices are e A4 Letter A5 B5 Legal Note that Legal size is available only when scanning from the ADF The image density can
88. oose ON from Multi Level Gray the file formats include PDF JPEG TIFF and MTIFF If TIFF or MTIFF is selected as your file format the compression Level is limited to Raw only If you choose OFF from Multi Level Gray the file formats include PDF TIFF and MTIFF The compression Level of MTIFF or TIFF includes G3 G4 and Raw Options 1 Multi Level Gray ON OFF 2 File format PDF TIFF MTIFF Multi page TIFF 3 Compression Level Low Medium High File Formats PDF Portable Document Format is a very popular file format used by Adobe You can view PDF files using Adobe Acrobat or Adobe Reader TIFF MTIFF TIFF The Tagged Image File Format is a flexible bitmap image format supported by virtually all paint image editing and page layout applications Also virtually all desk top scanners can produce TIFF images JPEG JPEG Joint Photographic Experts Group compression provides the best results with continuous tone color and the smallest file size The following is an example of file size based on selected scanning options and file format Color A4 200 dpi TIFF 10 MB PDF 53 KB JPEG 212 KB B amp W A4 200 dpi TIFF 100 KB PDF 20 KB JPEG 5 MB 62 Xerox DocuMate 3920 User s Guide You can set the default folder options for the scanner This way whenever you want to scan and send a server the most commonly used settings are already configured Please refer to the previous section for t
89. opier Default Select this option to specify the default scan settings when scanning to a printer E Mail Default Please refer to the section on page 45 for detailed configuration instructions pen URES for these options e 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 on page 57 for detailed configuration instructions for Filing Template these options e 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 Xerox DocuMate 3920 21 User s Guide 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 blank field Soft keyboard icon Subject 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 22 Xerox DocuMate 3920 User s Guide You will need the fo
90. or Laser printer that supports PCL Please visit the information page for your scanner at for more information To use the Filing function your user account must have privileges to write to the server Setup of the server and user account privileges are outside the scope of this document Please contact your IT department or network administrator for this information To use the Email function you must have the email server information Setup of the email server and user account privileges are outside the scope of this document Please contact your IT department or network administrator for this information Xerox DocuMate 3920 7 User s Guide Welcome Before proceeding check the contents of the box If items are missing or damaged contact the dealer where you purchased the scanner Xerox DocuMate 3920 Scanner USB Cable Power Supply Power Cord Power Cord Power Cord Telephone North American Style European Style United Kingdom Style Cord Windows Quick Install Guide Technical Installation Disc Support Card 8 Xerox DocuMate 3920 User s Guide Welcome To send emails from the scanner e TCP IP Network e An SMTP and an optional POP3 server To save documents to a folder on a server via the intranet e FTP HTTP HTTPS or CIFS protocol environment These requirements are for installing the Network Management Tool on a local computer IBM compatible Pentium 4 PC or AMD equivalent with e
91. or mental condition Exception U S Army and Navy discharge certificates may be photographed Badges Identification Cards Passes or Insignia carried by military personnel or by members of the various Federal Departments such as FBI Treasury etc unless photograph is ordered by the head of such department or bureau Reproducing the following is also prohibited in certain states Automobile Licenses Drivers Licenses Automobile Certificates of Title The above list is not all inclusive and no liability is assumed for its completeness or accuracy In case of doubt consult your attorney Parliament by statute has forbidden the reproduction of the following subjects under certain circumstances Penalties of fines or imprisonment may be imposed on those guilty of making such copies 1 2 3 4 Current bank notes or current paper money Obligations or securities of a government or bank Exchequer bill paper or revenue paper The public seal of Canada or of a province or the seal of a public body or authority in Canada or of a court of law Proclamations orders regulations or appointments or notices thereof with intent to falsely cause same to purport to have been printed by the Queen s Printer for Canada or the equivalent printer for a province Marks brands seals wrappers or designs used by or on behalf of the Government of Canada or of a province the government of a state other than Canada or a d
92. or more information on Environment Health and Safety in relation to this Xerox product and supplies please contact the following customer help lines USA amp Canada 1 800 828 6571 Europe 44 1707 353 434 138 Xerox DocuMate 3920 User s Guide Account List 98 Account Management 97 100 Add To Address After Sending 20 Add Folder After Filing 20 Add Phone 71 Add Text File 50 Address Book 46 48 53 80 Address Book Capacity 56 Address Book Manager 89 104 106 ADF Cover 11 ADF cover opens 42 ADF pad assembly replace 117 ADF paper empty 42 ADF paper jam 42 Administrator Profile 20 Advanced Copy 36 38 41 Alarm 18 align item 34 Authentication 56 Authentication Method 26 Authentication type 21 Automatic Document Feeder cleaning 114 Base DN 26 Basic 36 41 47 Basic Copy 37 48 Basic Fax Settings 75 77 Basic Filing 60 Bind 49 60 Black amp White 50 62 Busy Tone Detect 71 Busy Tone Detection 87 Calibration Error 42 Cancel Fax Jobs 72 CD ROM drive 9 Check printer cable or status 42 CIFS 10 64 110 Collate 38 43 Color 50 61 Compatibility 87 components 11 Compression 87 Compression Level 50 56 61 Compression Method 56 computer specifications 9 Contrast Control 87 Control Panel 11 Copier Default 21 41 Copy 17 35 Copy count 43 Copy mode 37 Copy Print Resolution 43 Country Code 19 Create a Subfolder 64 Default E Mail Options 5
93. oreren 34 Scanning 10 0 Printel 524ec05ee0oseanoreneseeoagsecensass5055505565G50 4604 2058408005804 36 Scan Options for Copying 4 isinno ony etosadwerecscecaseas vemeas sy ese e sess oaeyeere ees anes 37 Setting the Default Copy Options 00 cc cee cece een EEE EENES EEES 41 Information Messages When Copying 0 ccc cece eee eee nent teen eee ren 42 Copy Specifications sssresrerrsi setri kirdi AEEA waren wate ate os wot vs eres aa et eee eee 43 SCAM MING CO ENGI lt sac cnscna prac EE nee we mee avess saga cadena sas sewse dae Seon eee 46 Scan Options for EMAIN o 20553525cstrcdaseanshoandwesetetcs hr aidsatesctesteateieanes 48 Setting the Default E mail Options 0 ccc cece eee een oneer 52 Using the Address Book ccc ccc ccc cece e teen eee e orren errore 53 Information Messages When E mailing 0 ccc cc cece cece eee eee e eee n ne eees 54 E MOGIl Specifications douvcurcindvin dis etasd ceed oeetatenceceaeeasecevedanesagececesen daw 56 Xerox DocuMate 3920 3 User s Guide SCOMMIMNG LOW FOIGE ta 5a ceacncteu ay E e 454 5e6 ses oes eenew neds sede EE 58 SCO ODUGMs TO FINO sierran R E he neem edcedene aes n ne bea bo eee 60 Setting the Folder Template 0 ccc ccc cee cee eee roeren eens ennees 63 Creating d New Folder ss sass eeese lt 00sesue0soeu cree eed seen anew anensesaeaetepe sons teuss 65 Information Messages When Filing 0 ccc cece cece e
94. ot sure that your electrical supply meets the requirements please consult your local power company for advice WARNING This equipment must be connected to a protective earth circuit This equipment is supplied with a plug that has a protective earth pin This plug will only fit into an earthed electrical outlet This is a safety feature If you are unable to insert the plug into the outlet contact your electrician to replace the outlet Always connect equipment to a correctly grounded power outlet If in doubt have the outlet checked by a qualified electrician The power cable is the disconnect device for this equipment It is attached to the back of the machine as a plug in device To remove all electrical power from the equipment disconnect the power cable from the electrical outlet Xerox DocuMate 3920 129 User s Guide If any of the following conditions occur turn off the machine immediately and disconnect the power cable from the electrical outlet Contact an authorized Xerox Service Representative to correct the problem e The equipment emits unusual odors or makes unusual noises e The power cable is damaged or frayed e A wall panel circuit breaker fuse or other safety device has been tripped e Liquid is spilled into the machine e The machine is exposed to water e Any part of the machine is damaged 130 Xerox DocuMate 3920 User s Guide Any operator product maintenance procedures will be described in the user d
95. performed for lawful purposes Postage Stamps canceled or uncanceled For philatelic purposes Postage Stamps may be photographed provided the reproduction is in black and white and is less than 75 or more than 150 of the linear dimensions of the original Postal Money Orders Bills Checks or Drafts of money drawn by or upon authorized officers of the United States Stamps and other representatives of value of whatever denomination which have been or may be issued under any Act of Congress 2 Adjusted Compensation Certificates for Veterans of the World Wars 3 Obligations or Securities of any Foreign Government Bank or Corporation 4 Copyrighted material unless permission of the copyright owner has been obtained or the reproduction falls within the fair use or library reproduction rights provisions of the copyright law Further information of these provisions may be obtained from the Copyright Office Library of Congress Washington D C 20559 Ask for Circular R21 5 Certificates of Citizenship or Naturalization Foreign Naturalization Certificates may be photographed 6 Passports Foreign Passports may be photographed 7 Immigration Papers 8 Draft Registration Cards Xerox DocuMate 3920 135 User s Guide 10 11 Selective Service Induction Papers that bear any of the following Registrant s information Earnings or Income Dependency Status Court Record Previous military service Physical
96. r Please refer to on page 104 Filing Manager Please refer to on page 108 Shortcut Please refer to on page 101 Xerox DocuMate 3920 User s Guide Account Management The access to the Account Management section is blocked by the administrator password It is recommended that an administrator create a password before changing the default settings to the secure network environment of the workplace This chapter is specifically targeted to the persons who are responsible for the administration of the scanner 1 Click on the Account Management link 2 Click on Login when you are prompted to input a user name and password If you have previously set an administrator password using the LCD panel input the correct information here then click on Login begn Mame oo Paeword Logs Cancel Basic Settings After changing the authentication method and creating user accounts power cycle the scanner for the data to refresh to the scanner A user is then required to input a login name and password to use the scanner Task Settings Accom List itasie Settings Updain Authenboahon Typa ha Server Information IP cc 4 URL Perra Xerox DocuMate 3920 97 User s Guide Type Choose your preferred authentication type for account management None no account management will be applied Local uses the scanner as the authentication type and the name and password entered in the Account Management a
97. r 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 Network Settings Please refer to on page 23 for instructions for POSSE adding your scanner to the network Please refer to on page 26 for instructions on Mail Server _ configuring scan to E mail Please refer to the section on page 69 for detailed configuration instructions Fax Settings J for these options Phone Book Fax Settings Select this option to setup your scanner to send and receive faxes Fax Default j Phone Book Select this option to create and add phone numbers to a phone book for sending the faxes Fax Default Select this option to specify the default scan settings when sending faxes Please refer to the section on page 35 for detailed configuration instructions Copier Default for these options e C
98. re saved in the scanner memory HTTP LDAP SMTP uses an HTTP LDAP or SMTP server as the authentication type Server Information IP Assign the URL of the authenticating SMTP HTTP or LDAP server Touch anywhere on or URL the URL field to bring up the soft keyboard to enter the text Port Enter the port number if you choose HTTP LDAP or SMTP as your authenticating server Default values are HTTP 80 CIFS 139 HTTPS 443 After you have selected an authentication method you will need to add the user account information to the Account List iak eteycs Account List Apeninn List Ha Atci _Capy Account Delite Once you have chosen either Local SMTP server LDAP server or HTTP server as your security type You need to set each local user s login name and password 1 To create a new account click the Account List link to open the Account List dialog box 98 Xerox DocuMate 3920 User s Guide 2 Click the New Account button to open the New Account dialog box opr O Emel Fig Fan 3 Setup your user name and password respectively in the Name and Password fields The name and password are case sensitive and up to 64 characters can be entered in the Name field and up to 16 characters can be entered in the Password field Fill the Description field if necessary 4 Define the user s privileges for using the scanner Function Click to select the name of the function the user is al
99. rough 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 Xerox DocuMate 3920 89 User s Guide 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 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
100. rst to speed up the process However you can create new folders using the LCD touch screen when you are scanning When you input the folder you want to create into the LCD screen the folder is created on the server when scanning is complete To create a new folder If the folder you want to save the scanned documents to is not in the current Folder list add a new one by touching the Add New Folder button 1 Press the Filing button on the scanner to display the Filing options on the LCD touch screen 2 Press the new folder icon on the LCD touch screen The New Folder screen displays the server and scanning parameters that are the same as the options in the folder Folder Template except the Folder Name New Folder If setup is finished press Start to go Folder Name Target URL pall Port 24 Please refer to on page 108 for instructions on setting up the scanner to send to a filing server Xerox DocuMate 3920 65 User s Guide Message Action Can not create a subfolder Make sure you have privileges to create folders on the server Device internal failure Reboot the machine and try later If the error is still there contact your poemen aS inecestdedet o O CS DESOT ers onaco Failed to connect FTP server Make sure the FTP server is not shut downing and the port number is sto omea TSN orect Ifthe enor s Sil there contact your FTP server cams FTP can t change data transfer type Contact your server adm
101. s 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 Connection error Please check network environment Failed to create socket for DHCP Failed to search DHCP server Failed to get IP from DHCP server Failed to renew IP from DHCP server Ping the IP address of the scanner from another PC in a DOS prompt For example type Ping 10 1 20 144 ina DOS prompt If the scanner has no response then perform the following steps 1 Check if the RJ 45 connector is firmly plugged in Check the Ethernet cable Check the scanner s IP address Check the destination IP address Check Subnet Mask Check Gateway IP Check network environment Check IP address of DHCP server or contact your network administrator for further help Xerox DocuMate 3920 User s Guide 25 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 yo
102. s Time Zone Select the time zone for the area you live Date Time Set the date and time for the scanner Xerox DocuMate 3920 19 User s Guide Press this button to create an administrator account for the scanner and specify addi tional scanner defaults You will be prompted to login when you press the Management button simply press Login to continue There is no default administrator password for the scanner Administrator Profile tab press the keyboard icon next to each field to open the LCD panel soft keyboard and fill in each field e Login Name lInput a login name for accessing the scanner s management options After inputting a login name when you press an LCD Menu option and you are prompted to input a login name this is the login name you will need to use Up to 32 characters are allowed in this field and the field is case sensitive Password Input a password for the login name you specified Up to 8 characters are allowed in this field and the field is case sensitive Email Address Input an email address for the administrator of the scanner When there are errors or warnings the scanner will send the information to the email address you specify here Up to 64 characters are allowed in this field and the field is case sensitive Device Management tab use this tab to manage the following options e Add To Address After Sending When this option is enabled the email address specified in
103. ss directories and address books directly from external net worked devices to simplify document distribution ma howo _ Theport number ofyourLDAPsenet 12 Login Name Input the login name and password to access the LDAP server 3 Poswor oo fw aseos impur the Base DN Distinguished Name forthe LDAP server 26 Xerox DocuMate 3920 User s Guide 1 Press the Menu button on the scanner The LCD touch screen displays the following menu Informabon Hobwork Settings Copier Dataut all n a ah a General Mad Server E Mail Default Generi j Management d Filing Template J Account Management Phone Book ll Fax Cho fault 2 Press the Mail Server button on the LCD touch screen Menu gt Mail Server Device E mail Acc 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 Menu gt Mail Server Menu gt Mail Server Device OK Device LP E mail Account E mail Account Device E mail Address Device E mail Address OutBox Server SMTP IP or URL n OutBox Server SMTP IP or URL 0 0 0 0 0 0 0 0 Authentication Method Login Name Xerox DocuMate 3920 27 User s Guide 4 If you want to access an LDAP server address book press the External Address Book tab
104. ss one of the function keys to select that mode for scanning Pressing a function key displays that function on the LCD touch screen Use the touch screen to configure the scan settings for that function prior to scanning or leave the default options and press B amp W or Color to initiate scanning C3 Filing Copy Enables the scanning to a printer function You can only scan in Black amp White when copying Filing Enables scanning to a file server through the intranet using FTP HTTP HTTPS or CIFS fa Fax E mail Enables the scanning to email function Use the LCD touch screen to specify the email address es to receive the scanned image Fax Enables the scan and send to a fax machine function You can only scan in Black amp White when faxing Xerox DocuMate 3920 17 User s Guide Numeric keypad Use this keypad to enter destination phone numbers for faxing or set the number of copies to be printed 0 0 GHI JEL MHO PJAS TUY O O O Symbols O 0O Control keys Press to start or stop scanning saw g B amp W Press to start copying e mailing lt color Color Press to start emailing or filing in filing or faxing in Black amp White mode a Color mode Stop Press to stop scanning Status LEDs Indicates the hardware status rowe Power Indicates that the power is on and ready for scanning 4 Alarm Alarm lIndicates hardware and transm
105. tion you selected in the Device Management screen Xerox DocuMate 3920 User s Guide This chapter includes on page 32 on page 34 NOTE Always remove any staples or paper clips from documents before inserting them into the scanner Staples and paper clips can jam the feed mechanism and scratch the internal 8S components Also remove any labels stickers or Post It notes that may come off during the scanning process and get stuck in the scanner Misuse as described here will void your scanner s 9 warranty Xerox DocuMate 3920 31 User s Guide 1 Prepare the pages before loading them into the scanner this helps to prevent multiple page feeding and paper jams e Ifthe edges of the paper are curled or folded flatten them as much as possible e Fan the edges of the paper to make sure none of the pages are stuck together 2 Adjust the paper guides for the width of the paper being scanned 3 Adjust the Paper Stop at the back of the scanner for the length of the paper m 32 Xerox DocuMate 3920 User s Guide 4 Load the stack of documents face up with their tops into the Automatic Document Feeder Xerox DocuMate 3920 33 User s Guide You can scan small paper plastic cards books and other items that can not be scanned through the Automatic Document Feeder 1 34 Remove any paper in the Automatic Document Feeder The scanner automatically detects if paper is in the Automatic Docume
106. to fill in the information about your network LDAP server Menu gt Mail Server E mail Account Address Book LDAP Server IP or URL F Login Name Base DN e The login name and password are case sensitive and can be up to 28 characters e 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 28 Xerox DocuMate 3920 User s Guide 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 Informabon hobwork Satbngs Copier Defaut j ee Fina T Management d jia Fax Settings J Filing Template P J Fax fi Account Management Phone Book ax De
107. to return to the Address Book Manager screen without adding a new group Add a New Group Set Name All Departments Ari Leason Member Description Deparment Heads Cancel Xerox DocuMate 3920 User s Guide 106 Search E Mail List Ari Leason AriLeason marketing com Ma Jason Switch Jason_Switch engineering ci John Doe John Doe operations com Oper 5 Click Update to send the changes to the scanner or Exit to leave without saving any changes Address Book Manager E mail Group Ne Delete Modify Group Group Name Description All Departments Deparment Heads Group counter 1 20 Xerox DocuMate 3920 107 User s Guide The Filing Manager is where you create multiple default folder options for the filing function Each folder you set up will show on the LCD touch screen for users to scan to The options in the Filing Manager are the same as described in the section on page 60 Click the Filing Manager link on the left side of the window Input the user login name and password then click on Login Use this screen to create delete or modify folders for the scanner to access Click Update when you are done to send the changes to the scanner There are server configuration requirements that must be met before attempting to scan to a folder The following will briefly review the server systems that can be used with the scanner Setup of the servers and user a
108. tton to start searching Please refer to Vana Scanner Address Book on page 104 for instructions on setting up the scanner s address book The section dding the ormation on page 26 contains instructions on setting the scanner access to an LDAP server Xerox DocuMate 3920 53 User s Guide Message Action Sequence error Reboot the machine and try again later If the error is still there con peses iet yournearestdeaker o oo o USOS S Device internal failure Reboot the machine and try again If the error is still there contact D jeurneuestdedet Failed to connect mail server Contact your network administrator for further help Failed to get response from mail Contact your network administrator or nearest dealer for further help server SMTP server is empty Please specify the IP address of the SMTP server by pressing the Menu Please specify SMTP server in the button on the panel Menu options SMTP server address is wrong Check the IP address of the SMTP server PlemechedSMIPsenet o S S Unpredicted error Power cycle the scanner eS feemact your network administrator or nearest dealer for futher help Insufficient System Storage Contact your network administrator for further help Mail server doesn t support SMTP ser Contact your network administrator for further help Meeestenot o AT SER onaco neoan et O Mail server doesn t support SMTP Contact your network administrator to turn on the SMTP login option
109. u will need this to proceed with the rest of the instructions in this section E mail Address FF Note that this will be the default From address when sending 2 lE mail Password emails from the device A dedicated email address for the scan l ner that has permission to send emails through the server and the password for that email address 3 SMTP Server SMTP 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 4 SMTP Port The port number of your SMTP mail server Authentication SMTP or POP3 You will have to select SMTP or POP3 as the authentication it eaten for sending emails and input the login credentials 6 Login Name Name After selecting either the SMTP or POP3 authentication method Password you will need to input the login name and password for the POP3 Server POP3 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 ca POP3 Port I The port number of your POP3 server 10 LDAP Server LDAP Lightweight Directory Access Protocol enables users to acce
110. uching the Show All button The next section describes each feature in detail Press the B amp 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 amp W button on the scanner will send a grayscale image The scanner starts scanning and sends the image to the folder you specified 58 Xerox DocuMate 3920 User s Guide NOTE e If you make a mistake during the process press the Stop button on the scanner to cancel the scan e 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 59 User s Guide Basic Settings g i Name URL marketing FTP Jip abce comimarketing betsy cifs CIFS 10 1 30 42 pcname share a test HTTP 10 1 44 67 test software FTP tp abc com software Onginal Doc Simplex j Resolution Paper Size Image Density i A4 na E 200dp EP mnm Option Description Original Doc Press the button on the LCD panel repeatedly to cycle through the three options e Simplex If your original is a single sided document choose Simpl
111. ver Extension folder HTTPS is a secure way of using HTTP HTTP provides almost no security features It contains only basic authentication mechanisms and supports little privacy HTTPS solves this problem by adding SSL a secure transport layer over insecure TCP To send a scanned document to a server using HTTPS you must install SSL on the destination servers For instructions on how to setup SSL properly on the server please refer to the server s instruction manual After SSL has been installed please check if the SSL port is editable and the directory security has been selected Xerox DocuMate 3920 109 User s Guide CIFS Windows Network Share is a file saving protocol generally used for resource sharing of networks in Microsoft Windows systems Please set up the shared directory per the network settings for sharing in MS Windows Generally in the shared directory Properties dialog box under the Windows XP select the Sharing tab and then select Share this folder Click the Permissions button to open Permissions for the shared directory dialog box Click the Full Control option to allow full privileges to the shared directory 110 Xerox DocuMate 3920 User s Guide This chapter includes on page 112 on page 113 on page 114 on page 117 on page 121 e on page 123 on page 124 This section contains information about maintenance troubleshooting scanner specific
112. work administrator for further help service extension Exceeded storage allocation Check To address Check mailbox storage allocation Contact your network administrator for further help Mailbox name is not allowed Check To address Mail action has not been taken Check To address Connection error Check network environment ernest tema tachment sze s larger than the maiboxauoia Check the login name and password LDAP server IP error Check the IP address of the LDAP server Or contact your network administrator for help LDAP port error Check if the port number is correct LDAP user password error Check if the password is correct Xerox DocuMate 3920 55 User s Guide 56 Protocol SMTP MIME Mail Sever Authentication SMTP AUTH POP3 File format B W single bit PDF TIFF M TIFF Gray 8 bit PDF JPEG TIFF M TIFF Color 24 bit PDF JPEG TIFF M TIFF Compression Method B W RAW G3 G4 Gray JPEG Color JPEG Compression Level Low Medium High Supported Resolution 75 100 150 200 300 400 600 dpi Default Resolution 200 dpi Address Book Capacity Max Address 2000 Group 100 No of Address in Each Group 99 Multiple Recipients allowed Yes Supported Mail Server Lotus Mail Server 5 0 MS Exchange Server 2000 2003 RedHat 7 0 SendMail MAC Mail Server in OS 9 04 Supported LDAP Server Windows 2003 Active Directory with SFU Service for Unix Windows Server 2000 MS Exchange 5 5 Lotus Notes R5
113. y examination approval and compliance with established environmental standards To ensure the continued safe operation of your Xerox equipment follow these safety guidelines at all times Do These Always follow all warnings and instructions that are marked on or supplied with the equipment Before cleaning this product unplug the product from the USB port Always use materials specifically designated for this product the use of other materials may result in poor performance and create a hazardous situation Do not use aerosol cleaners they may be explosive and flammable under certain conditions Always exercise care when moving or relocating equipment Always locate the machine on a solid support surface that has adequate strength to support the weight of the machine Always locate the machine in an area that has adequate ventilation and room for servicing Always unplug this equipment from the electrical outlet before cleaning NOTE Your Xerox machine is equipped with an energy saving device to conserve power when the machine is not in use The machine may be left on continuously Do Not Do These 128 Never use a ground adapter plug to connect the equipment to a power outlet that lacks a ground connection terminal Never attempt any maintenance function that is not specifically described in this documentation Never remove covers or guards that are fastened with screws There are no operator serviceable areas within thes

Xerox DocuMate 3920 A4 Flatbed with ADF Network Scanner, Duplex A4, 20ppm/14ipm, 10/100 Ethernet Interface, 50 sheet ADF, 600dpi, 24bit colour. Scan to E-mail, Folder, Fax, FTP, Print. Does not require PC.

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