Specifying Access Privileges for Documents Saved in Document Server

You can specify access privileges (authority to read or edit a document) for documents saved in the document server so as to prevent unauthorized use. Only the user who has access privileges can perform operations on the document within his/her privileges.

• Register the users to whom you want to grant access privileges in the address book in advance.
  Registering a User in the Address Book and Specifying the Login Information
  

• The user who saved the document, the file administrator, or a custom-privileges administrator who has privileges equal to the file administrator can specify the access privileges. For details about the file administrator and custom-privileges administrator, see the following section:
  Registering Standard-Privileges Administrators
  Registering Custom-Privileges Administrators

• In advance, specify user authentication in the machine. To protect a document when user authentication is not specified, specify a password on the document when saving.
  Editing the Information of Documents in Document Server
  Verifying Users to Operate the Machine (User Authentication)

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

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

3. Press [Open].
   
   

   • Press [Search Folder] to search for a folder by folder name or number.

   • If you select a password-protected folder, enter the password, and then press [OK].

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

5. Press [Add].

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

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. You can also check multiple users at the same time.

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. You can select this when you check [All Users].

   • 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.

9. Press [OK] [Close].