Document Server
Document Server > Document Server

Displays a list of files stored in the Document Server of the machine.
There are three types of display format: Details view, Icons view, and Thumbnails view.

Note

For details about the [Program/Change Permissions for User/Group Files] page

View

Select from the following items you want to display in the list:

  • All
  • Printable Files
  • Copier
  • Fax
  • Scanner
  • Printer
  • Locked Files

Note

  • You must be logged on as File Administrator to view locked files.

Search for

A user name or file name can be specified to search for files.
Specify the search criteria, and then click [Search] to start.

Note

When selecting [User name]

Up to 20 characters can be entered.

When selecting [File name]

Up to 64 characters can be entered.

Page control buttons

Click the buttons above the list to change the display page.
The total number of pages and current page number are displayed between and .

Displays the first page.

Displays the previous page.

Displays the next page.

Displays the last page.

[Page] box and [Go] button

Displays the specified page. Enter the number of the page in the [Page] box, and then click [Go] to display it.

Display Items

Select the number of display items per page.

Display method

Select the display format in this list.

(Thumbnails view)

Displays an enlarged thumbnail of the document's first page. The displayed information is less than that of the Details view and the Icons view.

(Icons view)

Displays a thumbnail of the document's first page as an icon in addition to the information from the Details view.

(Details view)

Displays detailed file information of each document in one line.

List of display items

Select the check box to the left of the file information to select the file. Up to 30 files can be selected. The number of selected files appears for [Selected Files] above the list.
Click [Uncheck All] to deselect all files in the list. Files not displayed on the current page are also deselected.
Items displayed in the list are as follows:

Thumbnails

Displays a thumbnail of the document's first page. If appears instead of a thumbnail, the file is protected by a password.

File Name

Displays the name of the document. Click or under the item name to order the list by file name.

Properties button

Click to display the [File Properties] page.

Download

Downloadable files are indicated by their file formats appearing as links.
If you click [PDF], the document is converted and downloaded as a PDF file. If you click [TIFF], the document is converted and downloaded as a multi-page TIFF file.
However, you cannot download documents when logged in as the file administrator, so links are not displayed.

Note

  • Depending on the settings in Adobe Reader or Acrobat Reader, the Web browser may start and open a blank page during the downloading. In this case, click the [Close] button in the window to close the Web browser.

Function

Displays icons indicating the function used to store the file.
One of the following is displayed (icons of non-supported functions are not displayed):

The file was stored using the copy function.

The file was stored using the fax function.

The file was stored using the printer function.

The file was stored using the scanner function.

The file was stored for computer download.

On color-capable machines, one of the following icons appears next to the icons above, indicating the color mode. Pointing to the icon brings up the color mode name.

The file was stored in full color mode.

The file was stored in single color mode.

The file was stored in two-color mode.

The file was stored in black & white mode.

Access Priv.

Displays icons indicating the access privilege specified for the file. Pointing to the icon brings up a text description of the access privilege.

The Read-only privilege is set.

The Edit privilege is set.

The Edit/Delete privilege is set.

The Full Control privilege is set.

The owner privilege is set.

User Name

Displays the name of the user who stored the file. Click or under the item name to order the list by user name.

Created

Displays the date and time the file was stored. Click or under the item name to sort the list by creation date.

Expires

Displays the date the file is to be automatically deleted. Click or under the item name to order the list by expiration date.

Page(s)

Displays the number of pages in the file.

Password

If a document is password protected, a password entry box appears. To perform operations (display properties, print, delete, etc.) on a password-protected document, enter the password, and then click the [Authenticate] button to the right.
Passwords are not required if you are logged on as the file administrator. Also, locked files are displayed if you log in as the file administrator.

Note

  • Thumbnails are displayed only in the Icons view or the Thumbnails view.
  • In the Thumbnails view, the following information does not appear: [User Name], [Created], [Expires], and [Page(s)]. Pointing to a thumbnail brings up this information.
  • When displaying thumbnails, the sort buttons ( or ) appear at the upper right of the list.
  • Access privilege icons are displayed only when user authentication is enabled.

Buttons

[To Top]

[Refresh]

Click to update the currently displayed information.

[Print]

Click to display the [List of Files to Print] page.

[Send]

Depending on the file you selected, either the [Send File by Scanner] or [Send File by Fax] page appears.

Note

[Delete]

Click to display the [List of Files to Delete] page.

[Unlock File]

Click to display the [List of Files to Unlock] page, where you can confirm unlocking of the selected file.

Note

 

[To Top]
For details about the procedure (Displaying Properties)
For details about the procedure (Renaming Documents and Changing Passwords)
For details about the procedure (Downloading)
For details about the procedure (Printing)
For details about the procedure (Sending)
For details about the procedure (Deleting)