FILING WHILE USING ANOTHER MODE

QUICK FILE

This function allows you to store an original in copy mode or image send mode as an image file in the Quick File folder of the machine.
The image file stored in quick file mode can be retrieved at a later time, allowing you to copy the document or transmit it in image send mode without having to locate the original.
As an example, the procedure for using "Quick File" in copy mode is explained below.

Quick File can be used in normal mode.
When a file is stored using Quick File, the following user name and file name are automatically assigned to the file.

You can change the name of the sending file at scanner or resend transmission by system settings.

To delete all files in the Quick File folder with the exception of protected files:
In "Settings (administrator)", select [System Settings] → [Document Filing Settings] → [Condition Settings] → [Delete All Quick Files]. Configure settings to have all files deleted when the power is turned on as required.

Place the original.

Place the original in the document feeder tray of the automatic document feeder, or on the document glass.
SELECTING A PROCEDURE FOR PLACING THE ORIGINAL DEPENDING ON THE TYPE AND STATUS OF THE ORIGINAL

Change to normal mode and tap [Quick File] on the action panel so that it is selected .

When a message relating to saving confidential information appears, tap the [OK] key.

Start a copy or image sending.

When the function is executed, the image data of the original is stored in the Quick File folder.

To prevent accidental saving of the file, the message "The scanned data is stored in the quick file folder." appears for 6 seconds (default setting) after the [Start] key ([Colour Start] key or [B/W Start] key in copy mode) is tapped.
To change the message display time, in "Settings (administrator)" → [System Settings] → [Common Settings] → [Operation Settings] → [Condition Settings] → [Message Time Setting].

To cancel Quick File:
Tap [Quick File] to enable

FILE

Tapping the [File] key of the document filing function when printing or transmitting an original in each mode allows you to store the original in the Main folder or stored Custom folder as a file simultaneously with printing or transmission. The stored file can be retrieved at a later time, allowing you to recopy or resend the original without having to locate it.
As an example, the procedure for using "File" in copy mode is explained below.

File can be used in normal mode.
When a file is stored using File without appending file information, the following user name and file name are automatically assigned to the file.

You can change the name of the sending file at scanner or resend transmission by system settings.

Place the original.

There are also cases where settings are required to be made before a preview is carried out.

Change to normal mode and tap [File] on the action panel to specify the file information.

To select the user name, file name, folder, and property setting, see “File Information".
To save on the local drive:
Changing the property
Specifying a user name
Assigning a file name
Specifying the folder
Creating PDF for PC browsing
To save in an external memory device:
Assigning a file name
Specifying the folder
Creating PDF for PC browsing
After configuring the above settings, you will return to this screen. Go to the next step.
If you do not wish to assign a user name or other information to the file, go to the next step.

Tap .

You will return to the base screen of copy mode.

Select copy settings and then tap the [Colour Start] key or the [B/W Start] key.

Simultaneously with starting copy, the original is stored as a file.

For the procedure for placing the original, see " SELECTING A PROCEDURE FOR PLACING THE ORIGINAL DEPENDING ON THE TYPE AND STATUS OF THE ORIGINAL".

File Information

The procedure for detail settings is described below.
Specifying a property, user name, file name, and folder makes it easier to manage and search for a file. In addition, when [Confidential] is selected for Property and a password is established, other people will not be able to view the file without permission.

Changing the property

A protect setting can be selected for files saved with the document filing function. This prevents a file from being moved, or automatically or manually deleted.
Three properties are available for saved files: "Sharing", "Protect", and "Confidential". When saved with the "Sharing" property, a file is not protected. When saved with the "Protect" or "Confidential" property, a file is protected.
Files saved to the Quick File folder are all saved as "Sharing" files. When a file is saved to the Main folder or a custom folder, "Sharing", "Protect" or "Confidential" can be selected.

Sharing	A "Sharing" file can be changed to "Protect" or "Confidential" using "Property Change" in the Job Settings.
Protect	"Protect" does not require setting of a password, but prevents a file from being moved, deleted or edited. A password cannot be established.
Confidential	To protect a "Confidential" file, a password is set. (The password must be entered to retrieve the file.) When a file is saved in encrypted PDF format, the file property is automatically set to "Confidential".

Restrictions on changing the property

A file that is set to "Sharing" can be changed to "Protect" or "Confidential" as required. However, a "Sharing" file that is saved in the Quick File folder can only be changed to "Protect".
A file that is set to "Protect" can be changed to "Sharing" or "Confidential" as required. However, a "Protect" file that is saved in the Quick File folder can only be changed to "Sharing".
A file that is saved in the Quick File folder cannot be changed to "Confidential". If the file is moved to the Main folder or a custom folder, the property can be changed to "Confidential".
Two properties cannot be selected for a single file.

Select [Property] in the File Information screen.

When you have selected [Confidential], enter a password (4 to 32 characters).

Every time you enter one digit, “

" is displayed.

Specifying a user name

Tap the [User Name] text box.

When user authentication is used, the user name that was used for login is automatically selected. In this case, this step is not necessary.

The user name must first be stored by selecting [User Control] in "Settings (administrator)" → [User Settings] → [User List].

Tap the key of the user name.

Alternatively, you can select a user name by tapping the [Call with Registration Number] key and entering the user number.
The user number must be first set by selecting [User Control] in "Settings (administrator)" → [User Settings] → [User List].

Tap .

The system goes back to the screen of step 1 to display the selected user name.

Assigning a file name

A file name can be assigned to the file.

Tap the [File Name] text box and enter the file name.

Enter a file name using up to 30 characters.

File Name

If a file name that already exists is specified, a tilde and a serial number are added after the file name and this file is saved as a different file. The file name is not case-sensitive.

If the length of the file name exceeds the limit, excess characters will be omitted and a serial number will be added to the end of the file name.

Specifying the folder

Specify the folder for storing the file.

Tap the [Stored to] text box.

If a user name with a "My Folder" setting is selected, "My Folder" of that user will automatically be selected.

Tap the key of the folder where you want to store the file, and tap .

If a password has been set for the folder, a password entry screen appears. Enter the password (5 to 8 digit number) using the numeric keys and tap the

Creating PDF for PC browsing

Tap the [Create PDF for PC Browsing] checkbox to , and a public PDF for PC browsing will be created when the file is saved.

Data saved before using [Disabling of OCR] in the system settings can be downloaded with the OCR function even after [Disabling of OCR] is enabled.
Even if using the scanner function " AUTOMATICALLY ADJUST SKEWED SCAN DATA (Original Skew Adjustment)", correction results will not be reflected.

Default Setting of PDF Format for PC Browsing
You can set the initial file format of public PDF or the file for download which is created during execution of each job.
In "Settings (administrator)", select [System Settings] → [Document Filing Settings] → [Common Settings] → [Default Setting of PDF Format for PC Browsing].
B/W: Compression Mode
None, MH (G3), MMR (G4)
Colour/Greyscale: Compression Ratio
Low, Middle, High
Setting the level of encrypted PDF when sending confidential files
The settings in "Settings (administrator)", [System Settings] → [Image Send Settings] → [Scan Settings] → [Condition Settings] → [Encryption Level of PDF] will be applied.