Document Server
Print Job/Stored File > 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

View

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

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

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 Go to the previous page. button and the Go to the next page. 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.

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.

button

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

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 Job with Password icon appears instead of a thumbnail, the file is protected by a password.

File Name

Displays the name of the document. Click the Ascending Order button or the Descending Order 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 PDF/A, the document is converted and downloaded as a PDF/A 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.

For details about file formats that can be downloaded.

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.
  • A PDF/A file cannot be opened in a version earlier than Acrobat Reader 4.0.
  • 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):

Copier

The file was stored using the copy function.

Fax

The file was stored using the fax function.

Printer

The file was stored using the printer function.

Scanner

The file was stored using the scanner function.

Document Server (Utility)

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.

Full Color

The file was stored in full color mode.

Single Color

The file was stored in single color mode.

Two-color

The file was stored in two-color mode.

Black & White

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.

Read-only

The Read-only privilege is set.

Edit

The Edit privilege is set.

Edit/Delete

The Edit/Delete privilege is set.

Full Control

The Full Control privilege is set.

Owner

The owner privilege is set.

User Name

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

Created Date/Time

Displays the date and time the file was stored. Click the Ascending Order button or the Descending Order 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 Ascending Order button or the Descending Order 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, the File with Password icon and password entry box appear. 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 with the File with Password (Locked) icon 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 (Ascending Order or Descending Order) 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 PDF PDF/A TIFF
Fax File yes yes yes
Scanner File (B&W binary, gray scale/color uncompressed) yes yes yes
Scanner File (gray scale/color compressed) yes yes no
Copier File yes yes yes
Printer File yes yes yes

Note

Buttons

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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

 

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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)