RICOH IM 370 (01) PDF Document

When you need to resolve a problem such as a paper jam, an icon is displayed at the beginning of a message. See the table below for the meaning of each icon and the required action.

The [Check Status] indicator notifies the user when the RICOH IM 370 requires immediate attention.

Flashing in red

The machine is unavailable for use. Press [Check Status] and resolve the problem as soon as possible.

Flashing in yellow

Maintenance on the machine needs to be performed soon. Perform the required procedure accordingly. You can display the status confirmation screen with [Check Status]. On the screen, check the detailed status of the machine or application.

You can check the machine’s status and perform required procedures from the status confirmation screen.

Step 1. Press [Check Status].

Step 2. Press [Check] to check the details, and perform the required procedure.

On the status screen, you may see the following alerts:

• An exclamation mark in a red circle: The machine cannot be used.

• An exclamation mark in a yellow triangle: Some of the functions cannot be used, or the toner is almost depleted.

Depending on the machine condition, such as a paper jam or open cover, the status confirmation screen may be displayed automatically without pressing [Check Status].

The RICOH IM 370 stores three types of logs as follows:

Job log

• User file-related operations such as copying, storing in the Document Server, printing, sending faxes, and sending scan files

• Printing reports such as the configuration list output from the control panel

Access log

• Authentications such as login and logout activities

• Stored file operations such as creating, editing, and deleting

• Customer engineer operations such as internal storage formatting

• System operations such as viewing log transfer results

• Security operations such as specifying settings for encryption, unprivileged access detection, user lockout, and firmware authentication

Eco-friendly Log

• Main power ON and OFF

• Transitions in power status

• Job run times or time interval between jobs

• Paper consumption per hour

• Power consumption of the machine

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [Data Management] ► [Collect Logs Settings].

Step 5. For each log type, select [Active] from the list.

Step 6. Press [OK].

Step 7. Press [Home].

Step 8. When the confirmation dialog is displayed, press [Exit]. The machine restarts automatically.

Step 1. Log in to the machine as the machine administrator from Web Image Monitor.

Step 2. Click [Configuration] on the [Device Management] menu.

Step 3. On the “Configuration” screen, click [Logs] in the “Device Settings” category.

Step 4. Select [Active] of “Collect Job Logs”, “Collect Access Logs”, or “Collect Eco-friendly Logs” according to the log type to collect.

Step 5. Specify the items to record in each log for “Job Log Collect Level”, “Access Log Collect Level”, or “Eco-friendly Log Collect Level”.

Job Log Collect Level

• Level 1: All job logs are collected.

Access Log Collect Level

• Level 1: The following items are recorded in the access log: Internal Storage Format, All Logs Deletion, Log Setting Change, and Log Collection Item Change

• Level 2: All access logs are collected.

Eco-friendly Log Collect Level

• Level 1: Eco-friendly Logs are not collected.

• Level 2: All eco-friendly logs are collected.

Step 6. Click [OK].

Step 7. “Updating…” appears. Wait for about one or two minutes, and then click [OK]. If nothing appears on the screen after you click [OK], wait for a while, and then refresh the web browser screen.

Step 8. Log out of the machine, and then exit the Web browser.

Note: When you changed Active/Inactive of Log Collect, delete all logs.

You can download the logs recorded on the machine as a CSV file.

Step 1. Log in to the machine as the machine administrator from Web Image Monitor.

Step 2. Click [Configuration] on the [Device Management] menu.

Step 3. On the “Configuration” screen, click [Download Logs] in the “Device Settings” category.

Step 4. Select the log type on “Logs to Download”, and then click [Download]. The downloaded log files are stored in the “Download” folder.

• Security Logs: Downloads both job logs and access logs into a single file.

• Security Logs (Job Log): Downloads job logs only.

• Security Logs (Access Log): Downloads access logs only.

• Eco-friendly Logs: Downloads eco-friendly logs only.

Step 5. Log out of the machine, and then exit the Web browser.

Important Notes:

• When a log is downloaded successfully, “Download completed.” will appear in the last line of the log file.

• The job log and access log are downloaded as one file aligned in the order of the log IDs.

• After downloading logs, delete all logs.

• Downloaded logs contain data of completed jobs recorded up to the time you click [Download]. The “Result” field of the log entry for uncompleted jobs will be blank.

• Downloaded log files use UTF-8 character encoding. To view a log file, open it using an application that supports UTF-8.

• The machine administrator must manage downloaded log files appropriately.

The maximum numbers of logs that can be stored in the machine are as follows:

If the number of logs that can be stored on the machine exceeds the limit and new logs are generated, old logs are overwritten by new ones. If logs are not downloaded periodically, it may not be possible to record the old logs onto files.

[Delete All Logs] appears when one of the job log, access log, or eco-friendly log is set to [Active].

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [Data Management] ► [Delete All Logs].

Step 5. When the confirmation dialog is displayed, press [Yes].

Step 6. When the confirmation dialog is displayed, press [Exit].

Step 7. Press [Home], and then log out of the machine.

Step 1. Log in to the machine as the machine administrator from Web Image Monitor.

Step 2. Click [Configuration] on the [Device Management] menu.

Step 3. On the “Configuration” screen, click [Logs] in the “Device Settings” category.

Step 4. Click [Delete] of “Delete All Logs”, and then click [OK].

Step 5. Log out of the machine, and then exit the Web browser.

Using the Control Panel:

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [Data Management] ► [Transfer Log Setting].

Step 5. From the list next to Transfer Log Setting, select [Do not Forward].

Step 6. Press [OK].

Step 7. When the confirmation dialog is displayed, press [OK].

Step 8. Press [Home], and then log out of the machine.

Using Web Image Monitor:

Step 1. Log in to the machine as the machine administrator from Web Image Monitor.

Step 2. Click [Configuration] on the [Device Management] menu.

Step 3. On the “Configuration” screen, click [Logs] in the “Device Settings” category.

Step 4. Under “Common Settings for All Logs”, select [Inactive] of “Transfer Logs”, and then click [OK].

Step 5. Log out of the machine, and then exit the Web browser.

Step 1. Launch the Web browser.

Step 2. Enter “http://(IP address of the machine or host name)/” on the address bar of the Web browser, and then press the Enter key.

Step 3. Click [Login].

Step 4. Enter the login user name and password, and then click [Login]. When [User Code Authentication] is specified on the machine for user authentication, enter the user code in [Login User Name], and then click [Login].

Ask the administrator for the Login user name and Login password.

Only the administrator can change the user code. To change the user code, log in to Web Image Monitor as an administrator.

Step 1. Launch the Web browser.

Step 2. Enter “http://(IP address of the machine or host name)/” on the address bar of the Web browser, and then press the Enter key.

Step 3. Click [Login].

Step 4. Enter the login user name and password, and then click [Login].

Step 5. Click [Address Book] on the [Device Management] menu.

Step 6. Select the user for whom to change the login password.

Step 7. Click [Change].

Step 8. Click [Change] in “Login Password” of “Authentication Information”.

Step 9. Enter the new password in [New Password], and then re-enter the password in [Confirm Password].

Step 10. Click [OK] three times.

The RICOH IM 370 is capable of sending a fax using the following methods:

• G3 fax

The specifications for standard fax machines that use an analog telephone line. To send a fax, enter the fax number (telephone number) of the destination device such as an MFP or telephone with the fax function.

• IP-Fax

Specify the IP address or host name of the supporting device to send a fax over an IP network (intranet).

• Internet Fax

A fax is sent via the Internet relayed by an e-mail server. Specify an e-mail address to send the fax to a supporting device or computer.

The RICOH IM 370 stores the scanned original in the memory temporarily and then sends it. This is convenient when sending a large number of originals, because you can start dialing and sending without waiting for all the originals to be scanned (Parallel Memory Transmission).

You can use the following useful features when sending a fax:

• The machine automatically tries redialing at five-minute intervals when the line at the destination is busy or a transmission error occurs.

• You can scan another original while the machine is sending or receiving a fax or printing a report, so that you can send the next fax immediately.

• You can send the same fax to more than one destination after scanning the original one time (Broadcast transmission).

• You can scan the original and then send it later at a specified time.

• The machine displays a warning message when sending a fax to more than one destination.

The touch panel (Smart Operation Panel) that displays the operation screen of the machine is referred to as the “Control Panel”.

1. Media slots

Insert a USB flash memory device. You can store the scanned data or print the file stored on the media.

• Use the media formatted in FAT16 or FAT32.

• Certain types of USB flash memory devices cannot be used in the machine.

• A USB extension cable, hub, or card reader cannot be used.

• Before removing the media from the slot, press the icon displayed on the screen to cancel the connection.

• Do not change the write protection switch of the USB flash memory device while the device is inserted.

2. Touch Panel

Displays the Home screen, operation screen of applications, and messages. Operate with the fingertips.

3. Touch mark

Used to connect the machine and a smart device with the RICOH Smart Device Connector.

Note: You can adjust the angle of the control panel to improve visibility. When adjusting the angle of the control panel, be careful not to pinch your fingers.

1. Fax indicator

Indicates the status of the fax function.

• Flashing: transmitting and receiving data

• Lit: receiving data (Substitute RX File/Memory Lock Reception/Personal Box)

2. Data In indicator

Flashes when the machine is receiving data sent from the printer driver or LAN-Fax driver.

3. Status indicator

Indicates the status of the system. Stays lit when an error occurs or toner runs out.

4. Main power indicator

The main power indicator lights up when you turn on the main power switch. In Sleep mode, it flickers slowly.

When “Basic Authentication” is specified on the machine as the User Authentication, specify the login user name and password for each user who uses the machine.

Step 1. Press [Address Book] on the Home screen.

Step 2. On the Address Book screen, press [Register] and enter the user name.

Step 3. Press the [User Management / Other] tab ► [User Management].

Step 4. Enter the login information.

For Basic Authentication

• Enter the Login User Name.

• Enter the password in [Login Password], and then re-enter the password in [Confirm Login Password] for confirmation.

• Press [OK].

For LDAP Authentication

• Press [LDAP Authentication Info].

• Select [Specify Other Authentication Information] in “LDAP Authentication Info”, and then enter the Login User Name and Login Password to access the LDAP Server. Re-enter the password in [Confirm Login Password].

• Press [OK].

Step 5. Press [OK].

Step 6. After completing the procedure, press [Home].

Step 7. When a message prompting you to back up the address book appears on the screen, press [Go to Backup] to back up the address book.

Step 1. Press [Address Book] on the Home screen.

Step 2. Press [Register] on the Address Book screen.

Step 3. Enter the information of the destination on the [Name] tab, and then select a title to classify it.

Step 4. Press [Destinations] tab ► [Fax].

Step 5. Specify the Fax Destinations and send conditions.

• Select Line: Select the line to use.

• Fax Destination: Register the fax destination.

• International Transmission Mode: Specify whether to reduce errors occurring when sending abroad.

• Fax Header: Select the name of the sender printed on the reception sheet of the destination.

• Label Insertion: Specify the name (title + name) and fixed phrase printed on the reception sheet of the destination.

• Advanced Feature: Register SUB code or SEP code.

Step 6. Press the [User Management / Other] tab as necessary, and specify the settings.

• User Management: Enter the authentication information to login and use the machine.

• Add to Group: Select a group to which this destination belongs as necessary.

• Display Priority: When the destinations are sorted in the order of priority, a destination with higher priority is displayed prior to that with lower priority.

• Destination Protection: Select this check box to require entering of the protection code to select the destination.

Step 7. Press [OK].

Step 8. After completing the procedure, press [Home].

Step 9. When a message prompting you to back up the address book appears on the screen, press [Go to Backup] to back up the address book.

If you delete the destination used for the personal box, file transmission will fail. Exclude the destination from the personal box before deleting it.

Step 1. Press [Address Book] on the Home screen.

Step 2. Select the destination to change or delete on the Address Book screen.

Step 3. Press [Edit] or [Delete] to change or delete the destination information.

Step 4. When changing or deleting is complete, press [Home].

Step 5. When a message prompting you to back up the address book appears on the screen, press [Go to Backup] to back up the address book.

You can specify access privileges to read or edit a document for documents saved in the document server so as to prevent unauthorized use.

Step 1. On the Home screen, press [Document Server].

Step 2. On the document server screen, press [Edit Folder/File].

Step 3. Press [Open].

Step 4. Select the document to specify the access privileges, and then press [Access Privileges].

Step 5. Press [Add].

Step 6. Select the user to grant access privileges, and then press [OK].

Step 7. Select the user to grant access privileges, and then press [Change Privilege].

• To grant access privileges to all users, check [All Users].

• To grant access privileges to individual users, make sure that [All Users] is unchecked, and then check the individual users.

Step 8. Select a level of access privileges for the user. The contents of the access privileges are as follows:

• No Privilege: Not able to read or edit the document.

• Read-only: Authorized to read and print the document.

• Edit: The privileges of [Read-only], and authorized to change the printer settings.

• Edit/Delete: The privileges of [Edit], and authorized to delete the document.

• Full Control: The privileges of [Edit/Delete], and authorized to specify the access privileges.

Step 9. Press [OK] ► [Close].

Step 1. Enter the IP address of the machine in the address bar of the Web browser.

Example: when the IP address of the machine is “192.168.1.10”

• If SSL is specified: https://192.168.1.10/

• If SSL is not specified: http://192.168.1.10/

When you do not know whether SSL is specified on the machine, enter the address starting with https. When entering the IPv4 address, do not enter “0” for each segment. If “192.168.001.010” is entered, you cannot access the machine.

Step 2. Confirming the machine status or settings on the top page of Web Image Monitor.

The machine status and remaining amount of consumables are displayed. You can access Web Image Monitor more quickly by registering the machine’s URL as a bookmark. Note that the URL that you must register must be the URL of the top page, which is the page that appears before login. If you register the URL of a page that appears after login, Web Image Monitor will not open properly from the bookmark.

Specify the range of the IP address that can access the machine.

Step 1. Log in to the machine as the network administrator from Web Image Monitor.

Step 2. Click [Configuration] on the [Device Management] menu.

Step 3. Click [Access Control] in the “Security” category.

Step 4. In “Access Control Range”, click [Active] and specify the range of IP addresses that have access to the machine.

• To specify an IPv4 address, enter a range that has access to the machine in [Access Control Range].

• To specify an IPv6 address, select [Range] or [Mask] in “Access Control Range”, and then enter a range that has access to the machine.

• To allow guest users to print directly via Wi-Fi using smart devices, select [Active] for “Access Control for Direct Connection (Group Owner Mode Only)”.

Step 5. Click [OK].

Step 6. Log out of the machine, and then exit the Web browser.

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Network/Interface] ► [Effective Protocol].

Step 5. From the list next to each unused protocol, select [Inactive].

Step 6. Press [OK].

Step 7. Press [Home], and then log out of the machine.

You can prevent possible data leaks when you replace or dispose of the machine, or even if the machine were to be stolen.

Encrypting data on the internal storage

Encryption is an effective measure against data leaks. Be sure to keep the encryption key secure for decryption. Print it on a sheet or save it to a USB flash memory device.

Overwriting data to prevent restoration

You can delete data that you do not want to be restored. The Auto Erase Memory Setting function deletes the data temporarily stored on the machine for copying or printing, and the Erase All Memory function deletes all data and initializes the internal storage of the machine. The Auto Erase Memory Setting function is available only when the machine is equipped with the HDD option.

The encryption algorithm used in the machine is AES-256.

Important:

• The machine cannot be operated while encrypting data or canceling encryption.

• Do not turn off the power of the machine while encrypting data or canceling encryption. If you turn off the power, the internal storage may be damaged and all data may be unusable.

• The process for encrypting the standard internal storage takes several minutes.

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [File Management] ► [Machine Data Encryption Settings].

Step 5. Press [Encrypt].

Step 6. Select the location to store the encryption key.

• Save to Media: Saves the encryption key to a USB flash memory device. Insert a USB flash memory device into the media slot, and then press [Save to Media] ► [OK].

• Print on Paper: Prints the encryption key on a sheet of paper. Press [Print on Paper] ► [Print].

Step 7. Press [OK].

Step 8. When the confirmation dialog is displayed, press [Exit].

Step 9. Press [Home], and then log out of the machine.

Step 10. Turn off the main power of the machine, and then turn it back on. When the main power is turned on, the machine starts to convert the data on the memory. Wait until the message “Memory conversion complete. Turn the main power switch off.” appears. After that, turn off the main power again.

When the machine is equipped with the HDD option, you can overwrite and erase job data that was temporarily stored on the machine with certain functions.

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [Data Management] ► [Auto Erase Memory Setting].

Step 5. From the list next to Auto Erase Memory Setting, select [On], and then select an erase method. The default erase method is [Random Numbers], and the default number of overwrites is [3].

• NSA: Overwrites data twice with random numbers and once with zeros.

• DoD: Overwrites data with a random number, then with its complement, then with another random number, and the data is verified.

• Random Numbers: Overwrites data multiple times with random numbers. Select the number of overwrites from one to nine.

Step 6. Press [OK].

Step 7. Press [Home], and then log out of the machine.

Overwrite and erase all data stored on the internal storage when you relocate or dispose of the machine. The device settings stored on the machine’s memory are initialized.

Important:

• If the main power switch is turned off before the Erase All Memory process is completed, overwriting will be stopped and data will be left on the internal storage. Do not stop the overwrite mid-process. Doing so will damage the internal storage.

• Before you start the Erase All Memory process, we recommend that you back up the user codes, the counters for each user code, and the Address Book.

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [Data Management] ► [Erase All Memory].

Step 5. From the list next to Erase Method, select an erase method. The default erase method is [Random Numbers], and the default number of overwrites is [3].

• NSA: Overwrites data twice with random numbers and once with zeros.

• DoD (5220.22-M): Overwrites data with a random number, then with its complement, then with another random number, and the data is verified.

• Random Numbers: Overwrites data multiple times with random numbers.

• Format: Formats the internal storage. Data is not overwritten.

• BSI/VSITR: Overwrites data seven times with the fixed value (for example: 0x00).

• Secure Erase (ATA): Overwrites data using an algorithm that is built in to the internal storage.

Step 6. Press [Erase].

Step 7. Press [Yes].

Step 8. When the Erase All Memory process is completed, press [Exit], and then turn off the main power of the machine.

Step 1. Log in to the machine as the user administrator on the control panel.

Step 2. On the Home screen, press [Address Book].

Step 3. On the Address Book screen, select a user, and then press [Edit].

Step 4. Press the [User Management / Other] tab ► [User Management].

Step 5. Press [Available Functions / Applications] under Restrict Use, and then select available functions.

Step 6. Press [OK] several times until the Address Book screen is displayed.

Step 7. Press [Exit].

Step 8. When the confirmation dialog box is displayed, press [Close], and then log out of the machine.

Windows authentication

LDAP authentication

Install the required service in the Windows server to obtain user information registered in Active Directory automatically.

Step 1. On the [Start] menu, click [Server Manager].

Step 2. On the [Manage] menu, click [Add Roles and Features].

Step 3. Click [Next].

Step 4. Select [Role-based or feature-based installation], and then click [Next].

Step 5. Select a server, and then click [Next].

Step 6. Select the [Active Directory Certificate Service] and [Web Server (IIS)] check boxes, and then click [Next]. If a confirmation message appears, click [Add Features].

Step 7. Check the features to install, and then click [Next].

Step 8. Read the content information, then click [Next].

Step 9. Make sure that [Certification Authority] is selected in the Role Services area in Active Directory Certificate Services, and then click [Next].

Step 10. Read the content information, then click [Next]. When using Windows Server 2016, proceed to Step 12 after reading the content information.

Step 11. Check the role services to install under Web server (IIS), and then click [Next].

Step 12. Click [Install].

Step 13. When using Windows Server 2019 or Windows Server 2022, click [Close].

Step 14. After completing the installation, click the notification icon of the server manager, and then click [Configure Active Directory Certificate Service on the destination server].

Step 15. Click [Next].

Step 16. Check [Certification Authority] in the role service, and then click [Next].

Step 17. Select [Enterprise CA], and then click [Next].

Step 18. Select [Root CA], and then click [Next].

Step 19. Select [Create a new private key], and then click [Next].

Step 20. Select a cryptographic provider, key length, and hash algorithm to create a new private key, and then click [Next].

Step 21. In [Common name for this CA:], enter the Certificate Authority name, and then click [Next].

Step 22. Select the validity period, and then click [Next].

Step 23. Leave [Certificate database location:] and [Certificate database log location:] without change, and then click [Next].

Step 24. Click [Configure].

Step 25. When the message “Configuration succeeded” appears, click [Close].

There are four types of standard administrator privileges in accordance with the functional categories and they are assigned to Administrator 1 through Administrator 4 (built-in administrators).

• User Management: Manages information registered in the Address Book. You can add users to the Address Book and change the registered information.

• Machine Management: Mainly manages the settings of the devices. You can configure the settings so that the settings for each function can be changed only by the administrator.

• Network Management: Manages the settings for connecting to the network.

• File Management: Manages the permission to access the stored files. You can specify the settings so that only the registered users or permitted users can view or edit the files stored in the machine.

An administrator can manage the machine by activating the management function. Select whether to activate the management function according to the range of information to manage, and then specify the allowable range of settings by users.

Step 1. On the Home screen, press [Settings].

Step 2. Press [System Settings].

Step 3. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [Administrator Authentication Management].

Step 4. For each standard administrator privilege to activate Administrator Authentication, select [On] from the list.

• User Management: To manage the information registered in the Address Book, select [On].

• Machine Management: To configure the settings so that the initial settings for each function can be changed only by the administrator, select [On].

• Network Management: To manage the network settings, select [On].

• File Management: To manage the files stored in the machine, select [On].

Step 5. From Available Settings, select the items subject to management.

Step 6. Press [OK].

Step 7. Press [Home].

Step 8. When the confirmation dialog is displayed, press [OK] to log out of the machine.

To log in to the machine for the first time, log in as Administrator 1 of the built-in administrators. The login password is the one that was set as the login password at the first startup.

Step 1. On the Home screen, press [Login].

Step 2. Enter the login user name and login password of an administrator, and then press [Login]. When you log in, the user icon is displayed at the upper left on the screen.

Step 3. After completing machine operations, press [Logout].

You can register up to four administrators. All four registered personnel can have all the standard administrator privileges.

Step 1. Log in to the machine as an administrator with all the standard administrator privileges on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [Register/Change Administrator] ► [Set Administrator Login User Name/Login Password].

Step 5. Press the desired built-in administrator ([Administrator 1] to [Administrator 4]).

Step 6. Specify the login user name and login password, and then press [OK].

Step 7. After completing the settings for each administrator, press [Close], and then press [Set Administrator Privileges].

Step 8. Select a built-in administrator to assign each standard administrator privilege, and then press [OK].

Step 9. Press [OK]. When settings are complete, the machine logs you out automatically. Take note of the login user names and login passwords specified for other administrators and inform them of the specified ones.

The following characters can be used for login user names and passwords. Names and passwords are case-sensitive.

• Upper case letters: A to Z (26 characters)

• Lower case letters: a to z (26 characters)

• Numbers: 0 to 9 (10 characters)

• Symbols: (space) ! ” # $ % & ‘ ( ) * + , – . / : ; < = > ? @ [ \ ] ^ _ ` { | } ~ (33 characters)

You can search user information stored in the LDAP Server. Use it for the following purposes:

• When you send files by e-mail under the Scanner or Fax function, you can search the Address Book stored in the server and specify the e-mail address.

• Log in the machine using the authentication information registered in the server.

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [Register/Change/Delete LDAP Server].

Step 5. Select a Not Registered item, and then press [Register/Change].

Step 6. Enter the information for the LDAP Server.

• Name: Enter a registration name.

• Server Name: Enter the host name or IPv4 address of the LDAP server.

• Search Base: Select a root folder to start a search.

• Port Number: Enter the port number used for the communication with the LDAP server.

• Use Secure Connection (SSL): When set to [On], the port number is changed to 636.

• Authentication: Select the authentication method (Kerberos, Digest, Cleartext, Off).

• Japanese Character Code: Select the Japanese character code used on the LDAP server (if applicable).

Step 7. Press [Connection Test].

Step 8. After checking the connection with the LDAP server, set the search conditions or key display name.

• Search Conditions: Specify the Name, Email Address, Fax Number, etc., as keywords for search conditions.

• Search Options: Specify [Attribute] and [Display Name] according to the server you are using.

Step 9. Press [OK].

Step 10. Press [Close].

Step 11. Press [Home], and then log out of the machine.

If an incorrect login password is entered several times, the user lockout function prevents further login attempts under the same login user name (Lockout). The locked-out state can be automatically released in a specified period of time. It can be manually released by the administrator as well.

• The number of times that the locked-out state is automatically released can be limited to a maximum of four times.

• You can also specify whether to release the locked-out state by restarting the machine.

• By default, an incorrect login password entry is permitted up to five times and the locked-out state is not released automatically.

• The User lockout function is enabled on all users only when Basic authentication is specified.

Step 1. Log in to the machine as the machine administrator from Web Image Monitor.

Step 2. Click [Configuration] on the [Device Management] menu.

Step 3. Click [User Lockout Policy] in the “Security” category.

Step 4. Specify the number of login password attempts to permit before locking out the user and the period of time until the lockout is automatically released.

• Lockout (nth Time): Select [Active], and then specify “Number of Attempts before Lockout” from 1 to 10.

• Lockout Release Timer: Select [Active] to release the locked-out state after a specified time elapses, and then enter the desired value in “Lock Out User for” up to 9999 minutes (about seven days).

• Release Lockout When Restarting and Rebooting System: Specify whether to activate the lockout release function by restarting the machine.

Step 5. Click [OK].

Step 6. Log out of the machine, and then exit the Web browser.

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Date/Time/Timer] ► [Timer] ► [Auto Logout Timer].

Step 5. From the list next to Auto Logout Timer, select [On], enter the period of time until the machine logs you out automatically. You can enter from 10 to 999 seconds.

Step 6. Press [OK].

Step 7. Press [Home].

Step 8. When the confirmation dialog is displayed, press [OK] to log out of the machine.

The security measures and their settings are described below. Take appropriate measures according to the operation environment of the machine.

1. Basic security measures

Select an administrator who performs the maintenance and management of the machine. The administrator performs the important security settings.

2. Strong security measures taken by the functions of the machine

• The administrator restricts the users who can use the machine to prevent the unauthorized access by unauthorized persons.

• Prevent a brute-force attack on the password or unauthorized operation of the machine caused by user inattentiveness.

• Restrict the range of the IP addresses that are allowed to access the machine to block access to the machine from unauthorized computers.

• Prevent the leak or falsification of information by encrypting communication.

• Restrict browsing of files stored in the machine or the Address Book to protect the leak of information by unauthorized persons.

• Restrict the manual input of the destination to avoid wrong transmission by careless mistake.

• Restrict the connection of external media to avoid the data being removed.

• Prevent unauthorized copying or printed paper stolen by embedding a pattern on the printed surface or restricting normal printing.

• Prevent the leak of information when the machine is stolen or disposed by encrypting data.

• Restrict the operation in Service Mode used for maintenance and repair by a customer engineer to prevent the leak of information.

3. Stronger security measures using the options of this machine or external security functions

There are four types of user authentication methods including Basic authentication that limits use of the machine and methods that use an authentication server in the network. Select a method depending on the usage condition or the number of users. You cannot use more than one authentication method at the same time.

Specify the functions to restrict with User Code authentication.

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [User Authentication Management].

Step 5. Select [User Code Authentication] from the list next to User Authentication Management.

Step 6. From Functions to Restrict, select the functions to restrict against use.

Step 7. Press [OK].

Step 8. Press [Home].

Step 9. When the confirmation dialog is displayed, press [OK] to log out of the machine. If registration of the user information is not completed, register the user in the Address Book and specify the user code.

Register the default values of the functions available to each user with Basic authentication.

Step 1. Log in to the machine as the machine administrator on the control panel.

Step 2. On the Home screen, press [Settings].

Step 3. Press [System Settings].

Step 4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [User Authentication Management].

Step 5. Select [Basic Authentication] from the list next to User Authentication Management.

Step 6. From Available Functions, select the functions available to the user.

Step 7. Press [OK].

Step 8. Press [Home].

Step 9. When the confirmation dialog is displayed, press [OK] to log out of the machine. If registration of the user information is not completed, register the user in the Address Book and specify the login information.