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
- When logged in as File Administrator, you can view all files. You can also delete files, change owners, change passwords, and unlock files. However, File Administrators cannot print, download, or send files. To unlock files, the file lock function must be enabled.
- When you are logged in as an Administrator other than File Administrator, the [Document Server] option does not appear in the menu area.
- A User can view any information about his/her files. Access to files owned by other Users may be restricted according to access privileges set for those files.
- If a "Go to [Job]" link appears in the upper right of the page, you can click it to go to the [Job] 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 in 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
- To clear the current search criteria and search results, click [Clear Results].
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 the 
button and the 
button.
[Go to the first page.] button
Displays the first page.
[Go to the previous page.] button
Displays the previous page.
[Go to the next page.] button
Displays the next page.
[Go to the last page.] button
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.
[Display Thumbnails] button
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.
[Display Icons] button
Displays a thumbnail of the document's first page as an icon in addition to the information from the Details view.
[Display Details] button
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 the 
icon appears instead of a thumbnail, the file is protected by a password.
File Name
Displays the name of the document.
Click the 
button or the 
button under the item name to order the list by file name.
[Details] button
Click to display the [File Details] 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.
- If you are using Internet Explorer 8, downloading will be slower than with other browsers. To download faster with Internet Explorer 8, open the browser's [Internet Options] menu and register the machine's URL as a trusted site. Then disable SmartScreen filter for trusted sites. For details about these settings, see the Internet Explorer 8 Help files.
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 the button or the button under the item name to order the list by user name.
Created
Displays the date and time the file was stored.
Click the button or the button under the item name to sort the list by creation date.
Expires
Displays the date the file is to be automatically deleted.
Click the button or the button 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 in 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.
Selectable file formats
File formats that can be used for downloading depend on file type.
| File Type | TIFF | |
|---|---|---|
| Fax File | yes | yes |
| Scanner File (B&W binary, gray scale/color uncompressed) | yes | yes |
| Scanner File (gray scale/color compressed) | yes | no |
| Copier File | yes | yes |
| Printer File | yes | yes |
Note
- Copier and printer files can be downloaded only when the optional File Format Converter is installed.
Buttons
[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
- You cannot send scanner and fax files together.
- You cannot send copier or printer files.
[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
- This button is available only when you are logged in as File Administrator and the job lock function is enabled.
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)