Ricoh Aficio Color 5560 - Manual (Page 49)

Using the Document Server
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3
Using the Document Server
Storing Data
❖ ❖ ❖ ❖ File Name
Stored documents will automati-
cally be named as “COPY0001”,
“COPY0002”. You can change as-
signed file names.
❖ ❖ ❖ ❖ User Name
You can register a user name to
distinguish the user or user group
that stored the documents. To reg-
ister, you can either enter a name
or use the one assigned to the user
code.
Reference
For more information about the
user name, see p.74 “Register-
ing Names”.
❖ ❖ ❖ ❖ Password
You can set a password for stored
documents, and use it to prevent
others printing them. When a pass-
word is set for the documents,
mark appears next to the docu-
ments.
Reference
To store documents in a mode oth-
er than Document Server, see the
manuals for the respective modes.
Important
❒ Data stored in the machine might
be lost if some kind of failure oc-
curs. The supplier shall not be re-
sponsible for any damage that
might result from the loss of data.
❒ Be careful not to let anyone know
your password, especially when
entering a password or recording
it. Keep any record of your pass-
word in a secure place.
❒ Avoid using a single number or
consecutive numbers for a pass-
word such as “0000” or “1234”,
since the numbers like this are easy
to guess, so using them will not
provide a worthwhile level of se-
curity.
❒ A document accessed with a cor-
rect password remains selected
even after operations are complete,
and it can be accessed by other us-
ers. To stop this, be sure to press
the
{{{{Clear Modes}}}} key to cancel the
document selection.
❒ The user name used when adding
a document to the Document Serv-
er is to identify the document crea-
tor and type. It is not to protect
confidential documents from oth-
ers.
Note
❒ Enter a four- to eight-digit pass-
word.
❒ By default, data stored in the Doc-
ument Server is deleted after three
days (72 hours). You can specify
the time taken for the stored data
to be deleted automatically. See
p.69 “Auto Delete File”.
❒ If you do not want stored data to
be automatically deleted, select
[No]
in Auto Delete File before stor-
ing a document. If you select [Yes]
later, data stored afterward will be
automatically deleted.
❒ When the machine is printing a
document stored using the copier
function, wait until printing has
finished before you store a docu-
ment in the Document Server.
❒ Before scanning documents using
the scanner function, make sure all
other operations have finished.
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