User GuideIM C300/C300F/C300FLT/C400F/C400SRF/C400FLT

Storing the Received Fax Documents in the Machine

By storing the received documents in the machine, you can:

  • Confirm the contents of the document on the control panel and print only the documents that require a hard copy.

  • Print the same document many times.

  • Download the documents as image files to a computer using Web Image Monitor.

  • Allow only the specified users to access stored reception files.

It is also possible to store the received documents automatically for a specified period or number of hours in the day only.

Changing the Fax Reception Behavior Based on the Time or Day of the Week

Note

  • You cannot use received and stored documents with the Document Server function.

  • For the maximum values of the following items, see List of Maximum Values for Each Setting Item:

    • Number of received documents you can store on the machine's hard disk

    • Number of pages you can store in memory

  • Received confidential documents are stored in Personal Boxes.

Configuring the Machine to Store Received Documents

Specify [Store] in the [Reception Settings] under [Fax Settings].

1Press [Settings] on the Home screen.

Operation panel screen illustration

2Press [Fax Settings] on the Settings screen.

Operation panel screen illustration

3Press [Reception Settings][Reception File Settings][Action on Receiving File] to display the Action on Receiving File screen.

4Select [On] in [Store].

Operation panel screen illustration

5Press [Store Notification Settings].

6Select [Notify] in [Store Notification].

7To send an e-mail notifying that a received fax has been stored in the machine, press [Notify Destination] and specify the destination.

8Press [Security], and then specify [Encryption] to apply or [Signature] to attach to the reception notification e-mail.

9To send a notification when the amount of memory used or number of received documents is approaching the upper limit, press [Email] in [Email Notification: Memory Almost Full].

The e-mail will be sent to the e-mail address of the administrator.

10Press [OK][OK].

11Press [Home] () after specifying the settings.

Note

Configuring the Machine Behavior When a Document Cannot Be Stored

When the number of stored documents reaches the upper limit or the available space in the memory is insufficient, the machine prints and deletes the oldest document from the storage to store the new received document. You can specify which of the following to perform in such a case:

  • Print Reception File Erased Report and delete the oldest document without printing

  • Do not receive a new document until the number of stored documents decreases or the amount of free space in the storage increases

When the machine is configured not to receive new documents until it can store documents, the setting to delete the oldest stored document is disabled.

1Press [Settings] on the Home screen.

Operation panel screen illustration

2Press [Fax Settings] on the Settings screen.

Operation panel screen illustration

3Press [Reception Settings][Reception File Settings][Reception File Storing Error Setting] to display the Reception File Storing Error Setting screen.

Operation panel screen illustration

To receive new document after deleting the oldest received document

  1. Select [Delete Old File and Receive New File] for [When a File Storing Error Occurs]

  2. Select [Print Old File] or [Do not Print Old File but Print Report] for [When Deleting Old File].

    Operation panel screen illustration

    When [Do not Print Old File but Print Report] is selected and received documents are deleted, the machine prints a report containing the destinations and reception dates of the deleted documents.

To not receive a new document

  1. Select [Do not Receive] for [Reception File Storing Error Setting].

    Operation panel screen illustration

4Press [OK].

5Press [Home] () after specifying the settings.

Restricting the Users Who Can Access the Stored Reception Files

Specify a user to manage all stored reception files. You can view, print, or delete stored reception files from Web Image Monitor only when you are logged in as the administrative user.

Important

1Press [Settings] on the Home screen.

Operation panel screen illustration

2Press [Fax Settings] on the Settings screen.

Operation panel screen illustration

3Press [Reception Settings][Stored Reception File User Setting] to display the Reception File User Settings screen.

4Select [On] in [Stored Reception File User Setting], and then press [Specify User].

Operation panel screen illustration

5Specify the user to manage the stored reception files.

Operation panel screen illustration

Checking the stored reception file is impossible when the selected user is deleted from the address book.

6Press [OK].

7Specify [Operation Management], and then press [OK].

8Press [Home] () after specifying the settings.

Confirming/Printing/Deleting Stored Reception Files on the Control Panel

You can check the contents of received documents that are stored in the machine from [Fax Reception][Check Stored Reception File] on the fax screen.

1Press [Fax] on the Home screen.

Operation panel screen illustration

2Press [Fax Reception] on the fax screen.

Operation panel screen illustration

3Press [Check Stored Reception File].

Operation panel screen illustration

4On the confirmation screen of stored reception files, confirm, print, or delete the document.

Operation panel screen illustration
  • To confirm a document

    Select the document and press [Preview].

    Press to switch between the list of document names and thumbnail display.

    • If the size (length) of a received and stored document is larger than A4 or 81/2 × 14, the document is displayed in the preview as a single image, but it will be split and printed over several sheets.

    • If image files are corrupt, they are not displayed on the preview window.

  • To print a document

    Select the document and press [Print].

    You can specify whether to perform duplex printing and delete the document after printing.

  • To delete a document

    Select the document and press [Delete].

Note

  • You cannot change to a different setting if received documents have been stored on the hard disk. To change to different setting, print documents stored on the hard disk if necessary, and then delete them.

Viewing/Printing/Deleting the Stored Documents from Web Image Monitor

You can view the contents of the stored documents from the [Print Job/Stored File] menu in Web Image Monitor. You can also download the stored documents to the computer.

Note

  • It is recommended that you use Web Image Monitor running under the same network environment as this machine. Otherwise, the web browser may not open and an error may occur.

  • When entering an IPv4 address, do not begin segments with zeros. For example: If the address is "192.168.001.010", you must enter it as "192.168.1.10" to connect to the machine.

1Start the Web browser on the computer.

2Enter "http://(IP address or host name of the machine)/" in the address bar.

3Log in to Web Image Monitor as the user viewing the stored reception file.

4From the "Print Job/Stored File" menu, click "Fax Received File".

5When the user to manage the received documents that are stored in the machine has been specified, enter the user code of the administrative user and click [OK].

6View, print, or delete the stored document.

To print or delete a document

Select the document and click [Print] or [Delete].

To view or download a document

  1. Click the properties icon of the document.

  2. Check the contents of the document displayed on the screen.

  3. To download the file, select the file format to save the document to the computer and click [Download].

7Click [OK], and then close the Web browser.

Note

  • When the e-mail notification for storing reception files is specified in [Fax Settings][Reception Settings][Reception File Settings][Action on Receiving File][Store], click the URL described in the "Reception Report e-mail" that was sent to the notification destination to access the received document.

  • When printing on a large size paper, check the print settings in the application that you are using.