Epson WF-C21000 Operating instructions

How to Use
NPD6390-00 EN

Contents
Introduction
e Contents of is Document................3
UsingthisGuide...........................3
MarksandSymbols.......................3
ScreenshotsUsedinisGuide..............3
OperatingSystemReferences................3
Overview
AboutAuthenticatedPrinting..................5
AboutScanning............................6
Authentication Methods
PreparingforUse...........................7
RegisteringanAuthenticationCard........... 7
CheckingtheIDNumber...................8
Login and Logout on Printers
Loggingin................................9
If the authentication device is not connected. . . . . 9
If the authentication device is connected. . . . . . . . 9
Loggingout..............................10
When Control Panel Functions Are Available
WithoutAuthentication.....................10
Changing the User Information
ChangingthePassword..................... 11
ChangingtheIDNumber....................12
Authenticated Printing
PrintingfromtheComputer..................13
Setting Up the Printer Driver -Windows. . . . . . . 13
Printing from the Printer Driver -Windows. . . . . 15
PrintingfromthePrinterDriver-MacOS......17
OperationsonthePrinter....................19
Printing...............................19
CancelingPrinting.......................20
InterruptingJobs..........................20
Interruptingotherjobs....................21
PrintJobScreen...........................22
Select Job Screen........................22
Details Screen..........................23
Scanning
Available Scanning Functions for Epson Print
AdminServerless..........................24
UsingScantoMyEmail...................24
UsingScantoMyFolder...................25
Scanning or Faxing from the
Computer
ScanningfromtheComputer.................27
SendingandReceivingFaxesUsingPC-FAX......28
Solving Problems
ForgotYourPasswordorIDNumber........... 31
PrintingProblems.........................31
Print Jobs Are not Displayed on the Control
Panel.................................31
OtherProblems...........................32
No Authentication Sound Is Emitted Even
When the Card Is Held Over the
AuthenticationDevice....................32
Appendix
System Requirements......................33
Trademarks..............................33
Caution.................................33
How to Use
Contents
2

Introduction
The Contents of This Document
is guide describes how to perform the following for Epson Print Admin Serverless.
❏Authenticated methods
❏Registering an authentication card
❏Authenticated printing
❏Scanning
Using this Guide
Marks and Symbols
!
Caution:
Instructions that must be followed carefully to avoid bodily injury.
c
Important:
Instructions that must be observed to avoid damage to your equipment.
Note:
Provides complementary and reference information.
Related Information
&Links to related sections.
Screenshots Used in This Guide
Setting items may vary depending on products and setting conditions.
Operating System References
Windows
In this manual, terms such as "Windows 10", "Windows 8.1", "Windows 8", "Windows 7", "Windows Vista",
"Windows XP", "Windows Server 2019","Windows Server 2016", "Windows Server 2012 R2", "Windows Server
2012", "Windows Server 2008 R2", "Windows Server 2008", "Windows Server 2003 R2", and "Windows Server 2003"
refer to the following operating systems. Additionally, "Windows" is used to refer to all versions.
How to Use
Introduction
3

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10 operating system
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8.1 operating system
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8 operating system
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7 operating system
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XP operating system
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XP Professional x64 Edition operating system
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2019 operating system
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2016 operating system
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2012 R2 operating system
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2012 operating system
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2008 R2 operating system
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2008 operating system
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2003 R2 operating system
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2003 operating system
Mac OS
In this manual, "Mac OS" is used to refer to macOS Catalina, macOS Mojave, macOS High Sierra, macOS Sierra,
OS X El Capitan, OS X Yosemite, OS X Mavericks, OS X Mountain Lion, and Mac OS X v10.7.x.
How to Use
Introduction
4

Overview
Epson Print Admin Serverless provides a safe and ecient environment for using printers on networks such as
oce or school networks.
e following three solutions are provided.
❏Enhanced Security
Only authenticated users can use the printer.
You can avoid condential documents being taken away by unauthorized personnel, mixing documents with
other user’s, and so on since they are printed from an authenticated printer.
❏Cost Savings
You can avoid unnecessary printing since print jobs are selected directly from the job list.
❏Business Eciency
Without making any complex operations, you can send the scanned data to your email address or save it to the
registered destination folder.
About Authenticated Printing
You can store print jobs that are printed from the computer. Log on to the printer as an authenticated user, select
the print job, and then print it.
If your system administrator allows this function, you can print jobs directly without storing them.
You can print from any printer as long as the printer is linked using the Pull Printing function.
How to Use
Overview
5

About Scanning
You can use the control panel functions (scanning, copying, faxing, etc.) by logging in to the printer as an
authenticated user.
❏You can send the scan results to your registered email address.
❏You can save the scan results to the personal folder named aer your user ID under the target folder (network
folder or FTP server) registered in Epson Print Admin Serverless, or in a dedicated folder that you can set
yourself.
How to Use
Overview
6

Authentication Methods
e authentication method is set up by the system administrator, and the screen on the control panel is displayed
accordingly. e available authentication methods are as follows.
❏user ID and password
❏user ID
❏ID number
❏authentication card (if an authentication device is connected)
Preparing for Use
You need to prepare to use Epson Print Admin Serverless. Preparation is dierent depending on the authentication
method and whether an authentication device is used.
Registering an Authentication Card
If you are using an authentication card for Epson Print Admin Serverless, you need to register the user
authentication card.
Note:
❏e card may have been registered by your system administrator already. For more information, follow the instructions
given by your system administrator.
❏For printers connected by wireless LAN that have entered sleep mode (energy saving mode), it may take some time to
recognize the authentication card. You may need to hold your card over the authentication device again.
1. Hold the authentication card over the authentication card reader.
e screen for entering the user ID and password is displayed.
How to Use
Authentication Methods
7

2. Enter the user ID and password on the control panel.
If you do not know your user ID and password, contact your system administrator.
3. Tap Log in.
e registration completion message is displayed.
4. Tap OK.
When you log in, the full name is displayed automatically at the top right of the menu.
5. Tap to log out.
Return to the authentication screen. In the future, you will be authenticated only by holding the authentication
card.
Checking the ID Number
For ID number authentication, a unique ID number is issued. You can log in to the printer by entering the ID
number on its control panel. Contact your system administrator for your ID number.
How to Use
Authentication Methods
8

Login and Logout on Printers
To use the authenticated printing or the control panel functions, you need to log in to the printer.
Logging in
You can log in from the printer's control panel.
If the authentication device is not connected
You can log in by entering a user ID and password, a user ID, or an ID number.
1. Enter the User ID and Password, the User ID, or the ID Number on the printer's control panel.
2. Tap Log in.
If the authentication device is connected
You can log in by holding the authentication card over the authentication device.
How to Use
Login and Logout on Printers
9

Note:
When User ID and Password or ID Number is displayed, you can also log in by entering your user information.
Related Information
&“Registering an Authentication Card” on page 7
Logging out
Tap on the control panel. If the authentication device is connected, you can log out by holding the
authentication card over the authentication device.
Note:
Log out automatically when no operations have been performed for a predetermined amount of time set by your system
administrator.
When Control Panel Functions Are Available Without
Authentication
When your system administrator allows use of the control panel functions without authentication, the following
authentication screen is displayed.
For the users registered for Epson Print Admin Serverless:
Log in from the control panel, and then use the authenticated printing or the control panel functions.
For the users who have not registered for Epson Print Admin Serverless:
Tap the menu icon from the control panel to use each function.
How to Use
Login and Logout on Printers
10

Changing the User Information
Changing the Password
If the Change Password button is displayed on the control panel, you can change the password.
1. Log in.
e menu that you have permission to use is displayed.
2. Tap Change Password.
3. Enter the current password, the new password, and the conrmation of the new password.
4. Tap OK .
e completion message is displayed.
5. Tap OK.
How to Use
Changing the User Information
11

Changing the ID Number
If the Change ID Number button is displayed on the control panel, you can change the ID number.
1. Log in.
e menu that you have permission to use is displayed.
2. Tap Change ID Number.
3. Enter the current ID number, the new ID number, and the conrmation of the new ID number from 4 to 8
digits.
Note:
Your system administrator sets the minimum number of digits for the ID number.
4. Tap OK.
e completion message is displayed.
5. Tap OK.
How to Use
Changing the User Information
12

Authenticated Printing
e ow of authenticated printing is as follows:
1. Send print jobs to the printer by printing from the computer.
2. Log in to the printer, select the print jobs and then print them.
Printing from the Computer
You will set up to use authenticated printing on the printer driver, and then print.
Setting Up the Printer Driver -Windows
Set up to use authenticated printing on a Windows printer driver. Log on to your computer as an administrator.
1. Open the printer list on the computer.
❏Wi n d ow s 1 0
Right-click on the start button, or press and hold it and then select Control Panel > Vi e w d e v i c e s a n d
printers in Hardware and Sound.
❏Windows 8.1/Windows 8/Windows Server 2012 R2/Windows Server 2012
Select Desktop > Settings > Control Panel > Vi e w d e v i c e s a n d p r i n t e r s in Hardware and Sound.
❏Windows 7/Windows Server 2008 R2
Click the start button, and select Control Panel > Hardware and Sound > Scanner and Cameras, and then
check if the printer is displayed.
❏Windows Vista/Windows Server 2008
Click the start button, and then select Control Panel > Printers in Hardware and Sound.
❏Wi n d ow s X P
Click the start button, and select Control Panel > Printers and Other Hardware > Scanner and Cameras,
and then check if the printer is displayed.
2. Right-click on your printer, or press and hold it, select Printer properties or Property, and then click the
Optional Settings tab.
3. Select Acquire from Printer, and then click Get.
Make sure that Epson Print Admin Serverless is set to Enable in Current Printer Information.
How to Use
Authenticated Printing
13

Note:
If it is not set to Enable, the Epson Print Admin Serverless setting may not have been completed.
4. Click Epson Print Admin Serverless Settings.
e Epson Print Admin Serverless Settings window is displayed.
5. Check that Use Epson Print Admin Serverless printing is selected, and then select how to set your user ID in
User ID for authentication.
Items Description
Use Epson Print Admin Serverless printing Select when you use authenticated printing.
How to Use
Authenticated Printing
14

Items Description
Print Methods You can use this if it has already been allowed by your system
administrator.
Secure Print: Sent print jobs are stored on the printer. Log in to
the printer using an authentication card and so on, select the job,
and then print it.
Store the printed jobs on your computer: Select if printing is
slow when using the Pull Printing function. Clear this if you are not
using the Pull Printing function.
Direct Print: Sent print jobs are printed directly. Print jobs are not
stored on the printer.
User ID for
authentication
Select how to set the user ID to use authenticated printing.
Set permanently When you use authenticated printing from this computer, always
use the user ID set in User ID. You do not need to set the user ID
again when printing.
Select this setting when using the same user ID as the login name
or when using a xed user ID.
Set manually by each
user
On the More Options tab (or the Finishing tab) in the printer
driver, select Settings under Job Type, and then set the user ID in
the User ID Setting window. Once you have set the user ID, you do
not need to set it again unless you change the user ID that you
want to use. To change the user ID, change the user ID in the User
ID Setting window.
Prompt user at each
print job
The User ID Setting window is displayed before printing, and then
users can enter the user ID.
This setting is useful when multiple users use a computer with a
single user account.
6. Click OK.
7. Click OK to close the Optional Settings window.
Related Information
&“When Set permanently is selected” on page 15
&“When Set manually by each user is selected” on page 16
&“When Prompt user at each print job is selected” on page 17
Printing from the Printer Driver -Windows
e printing procedure varies depending on the setting of User ID for authentication in the Epson Print Admin
Serverless Settings window.
When Set permanently is selected
e printing procedure is the same as the normal printing procedure when you select Set permanently in the
Epson Print Admin Serverless Settings window. For instructions on how to print from the Windows printer
driver, see the printer's User's Guide.
How to Use
Authenticated Printing
15

When Set manually by each user is selected
Operations may dier depending on the application. See the application's help for details.
1. Open the le you want to print.
2. Select Print or Page Setup from the File menu.
3. Select your printer.
4. Select Preferences or Properties to access the printer driver window.
5. Change the settings as necessary.
See the menu options for the printer driver for details.
6. Click Settings under Job Type on the More Options tab (or the Finishing tab) to display the User ID Setting
window.
7. Change the user ID as necessary, and then click OK.
8. Click OK to close the printer driver window.
How to Use
Authenticated Printing
16

9. Click Print.
e print job is sent to the printer.
When Prompt user at each print job is selected
e printing procedure is the same as the normal printing procedure when you select Prompt user at each print
job in the Epson Print Admin Serverless Settings window. For instructions on how to print from the Windows
printer driver, see the printer's User's Guide.
e User ID Setting window is displayed aer clicking Print. Enter the user ID, and then click OK.
Printing from the Printer Driver -Mac OS
Note:
Operations may dier depending on the application. See the application's help for details.
1. Open the le you want to print.
2. Select Print from the File menu or another command to access the print dialog.
If necessary, click Show Details or
d to expand the print window.
3. Select your printer.
How to Use
Authenticated Printing
17

4. Select Print Settings from the pop-up menu.
Note:
On OS X Mountain Lion or later, if the Print Settings menu is not displayed, the Epson printer driver has not been
installed correctly.
Select System Preferences from the menu > Printers & Scanners (or Print & Scan , Print & Fax ), remove the
printer, and then add the printer again. See the following to add a printer.
http://epson.sn
5. Change the settings as necessary.
See the menu options for the printer driver for details.
6. Click Print.
e authentication information input dialog is displayed.
How to Use
Authenticated Printing
18

7. Enter the user ID, enter 0 (zero) for the password, and then click OK.
e print job is sent to the printer.
Note:
If you select Remember this password in my keychain, you can skip entering the user ID and password in the future.
Operations on the Printer
You print or delete the print jobs sent to the printer.
Printing
Note:
You can print directly by selecting Direct Print in Print Methods from Epson Print Admin Serverless Settings in the
printer driver.
1. Log in.
When Pull Printing is set, log in to the printer you want to print from.
When you log in, the print job list is displayed on the control panel.
Depending on your system administrator setting, all jobs are selected by default in the print job list at log in.
Note:
When the number of print jobs stored in the printer reaches the maximum, no more print jobs can be accepted and a
message is displayed.
Print jobs remain in the spooler on the computer. When the stored print jobs are printed and space becomes available,
these spooled jobs are stored and printed one aer another.
2. Select the job that you want to print from the print job list.
Tap to check the status of the selected print job and to change the number of copies, if necessary.
How to Use
Authenticated Printing
19

Note:
❏New jobs are displayed at the bottom of the print job list. If you modify the le aer sending the print job, select the
print job that has the most recent date to print the le that you modied.
❏Unprinted jobs will be automatically deleted when the time expires. Time until a print job is eliminated is dierent
depending on the setting. Contact your system administrator for more information.
3. Tap .
Printing starts and the print status menu is displayed.
4. Log out.
e selected print jobs are printed.
Related Information
&“Logging in” on page 9
&“Logging out” on page 10
&“Print Job Screen” on page 22
Canceling Printing
To cancel job being printed, tap on the printer's control panel.
Note:
You can delete jobs that have not been printed or saved from the print job list.
Related Information
&“Select Job Screen” on page 22
Interrupting Jobs
You can insert other jobs while copying, printing received faxes, accumulating jobs for print authentication, and so
on.
How to Use
Authenticated Printing
20