Konica Minolta bizhub 25e User manual

Message Board Guide
Plain-paper digital Fax/Copier/Printer/Scanner

Chapter 1 Overview of Message Board
Chapter 2 User information settings
Chapter 3 Machine settings
Chapter 4 Machine management settings
Chapter 5 Machine information
Chapter 6 Troubleshooting
1
2
3
4
5
6

ii Contents
Contents
How to read this manual .............................................................................................v
Operational and safety information.......................................................................... v
Key descriptions ......................................................................................................... v
About the screens....................................................................................................... v
Chapter 1 Overview of Message Board
Introduction to Message Board ..............................................................................1-2
Logging in / Logging out ...........................................................................................1-4
Connecting to Message Board ................................................................................1-4
Logging in ................................................................................................................1-4
Logging out..............................................................................................................1-9
About the display .....................................................................................................1-10
Footer Names and Functions................................................................................1-10
Checking the display on the control panel...........................................................1-11
Message Board menu list........................................................................................1-12
Chapter 2 User information settings
Registering users........................................................................................................2-2
“User Registration” screen......................................................................................2-2
Registering users.....................................................................................................2-3
Changing user information.....................................................................................2-7
Deleting user information.......................................................................................2-7
Exporting user information ....................................................................................2-8
Registering
addresses.......................................................................................................... 2-9
“Address Book” screen.............................................................................................2-9
Registering destinations .......................................................................................2-11
Changing destinations ..........................................................................................2-17
Deleting destinations ............................................................................................2-18
Exporting destination ...........................................................................................2-19
Grouping multiple destinations ...........................................................................2-20
Registering shortcuts ..............................................................................................2-25
Registering folder shortcuts .................................................................................2-25
Registering FTP shortcuts....................................................................................2-29
Setting templates......................................................................................................2-33
Setting document names ......................................................................................2-33
Setting e-mail templates.......................................................................................2-35
Chapter 3 Machine settings
Setting the network environment..........................................................................3-2
Setting the e-mail environment ..............................................................................3-5
SMTP/POP settings ................................................................................................3-5

1
Contents iii
Setting the e-mail operating environment.............................................................3-9
Setting the LDAP server.........................................................................................3-12
“LDAP Server Settings” list screen .....................................................................3-12
Registering new LDAP server search settings ....................................................3-13
Changing LDAP server search settings...............................................................3-16
Deleting LDAP server search settings.................................................................3-17
SNMP settings ...........................................................................................................3-18
Setting an internet time .........................................................................................3-21
Specifying device settings......................................................................................3-22
Specifying other network settings........................................................................3-22
Registering the user install ..................................................................................3-23
Specifying default machine settings....................................................................3-24
Chapter 4 Machine management settings
Distributing received documents...........................................................................4-2
“Auto Distribution” screen ......................................................................................4-2
Setting auto distribution (general settings) ..........................................................4-3
Setting auto distribution (individual settings)......................................................4-4
Specifying distribution destinations ......................................................................4-8
Testing auto distribution ......................................................................................4-10
Changing individual auto distribution settings ..................................................4-11
Deleting individual auto distribution settings ....................................................4-11
User access management........................................................................................4-12
“User Access Management” screen.......................................................................4-12
Checking the usage status....................................................................................4-13
Printing the usage status .....................................................................................4-13
Downloading the usage status..............................................................................4-14
Resetting the counters ..........................................................................................4-14
Setting user policies ................................................................................................4-15
Registering new user policies ...............................................................................4-15
Selecting users.......................................................................................................4-18
Changing a user policy..........................................................................................4-19
Deleting a user policy............................................................................................4-19
Setting security.........................................................................................................4-20
Setting the machine policy ...................................................................................4-20
Setting access restrictions ....................................................................................4-24
Specifying SSL certificate settings.......................................................................4-27
Archive settings ........................................................................................................4-30
Specifying archive settings...................................................................................4-30
Specifying archive destinations............................................................................4-32
Setting DocIndex ......................................................................................................4-36
“DocIndex Settings” screen...................................................................................4-36
DocIndex settings..................................................................................................4-37
About the DocIndex file name ..............................................................................4-42

iv Contents
Chapter 5 Machine information
Communication jobs..................................................................................................5-2
Checking communication jobs ................................................................................5-2
Canceling communication jobs in progress............................................................5-3
Print jobs......................................................................................................................5-4
Checking print jobs .................................................................................................5-4
Canceling print jobs ................................................................................................5-4
Communication history ............................................................................................5-5
Checking the communication history.....................................................................5-5
Printing the communication history ......................................................................5-6
Downloading the communication history ..............................................................5-6
Print job history .........................................................................................................5-7
Machine status ............................................................................................................5-8
Setting the machine status.....................................................................................5-8
Exporting machine settings..................................................................................5-10
Importing machine settings..................................................................................5-11
Chapter 6 Troubleshooting
Troubleshooting..........................................................................................................6-2
To solve website’s security certificate error ...........................................................6-3

1
How to read this manual v
How to read this manual
Operational and safety information
In this manual, the following symbols are used with the items where important
operational and safety information must be observed.
Symbol Meaning
Describes warnings to protect yourself and others from serious or
potentially fatal injury if you handle the machine incorrectly. For safe
operation, please follow instructions carefully.
Notes a caution to protect yourself and others from personal injury or
damage to properties if you handle the machine incorrectly. For safe
operation, please follow instructions carefully.
IMPORTANT
Describes important conditions or restrictions you should carefully
observe to avoid problems caused by incorrect operations.
NOTE
Describes reference information and additional notes for operation.
Key descriptions
In this manual, the operating keys are described as follows:
< > : Keys on the control panel
For example, the start key <Start>
[ ] : Buttons on the display and computer
For example, the “Setting” button
[Setting]
About the screens
This manual uses the screens of the bizhub 25e standard model, unless otherwise stated.
The screens you see may differ, depending on the options installed.

vi How to read this manual
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Chapter 1
Overview of Message Board
Introduction to Message Board ..............................................................................1-2
Logging in / Logging out ...........................................................................................1-4
Connecting to Message Board ................................................................................1-4
Logging in ................................................................................................................1-4
Logging out..............................................................................................................1-9
About the display .....................................................................................................1-10
Footer Names and Functions................................................................................1-10
Checking the display on the control panel...........................................................1-11
Message Board menu list........................................................................................1-12

1-2 Introduction to Message Board
Introduction to Message Board
With Message Board, you can control your machine through network. Here are some
examples what Message Board enables you.
IMPORTANT
A web browser is required to operate Message Board. For details on the supported
web browsers, see chapter 5, “General” in “Specifications” in the Administrator’s
Guide. In this chapter, we use Internet Explorer as an example for the procedures.
Check the status of your machine
Through your web browser, you can access to your machine and check its status. Some
examples:
•Status of the printer
•Printed pages and scanned pages on your machine
•Message on the display
•Communication history
•Print Job history

1
Overview of Message Board
Introduction to Message Board 1-3
Check and change the machine set-up
Access your machine without walking to it, and check or change settings. All the set-up
menus are available not only from the control panel but from Message Board (page 1-12).
Register destinations easily
When you register new addresses, it may be troublesome to enter letters on the machine’s
control panel. Access your machine through Message Board, and register them using
your computer.

1-4 Logging in / Logging out
Logging in / Logging out
Connecting to Message Board
1
Start the web browser.
If there is a shortcut to Message Board on your desktop, double click the shortcut to start the
web browser and access Message Board.
2
Enter the IP address of the machine in the “Address” bar of the web browser,
and press [Enter].
Logging in
You can log in to Message Board as either of the following three user types;
“Administrator”, “User”, or “Guest”.
User Description
Administrator Administrator can enter from “Administrator screen” to Message Board.
User Authenticated users can enter from “User screen” to Message Board.
Guest Users who are not authenticated can enter from “User screen” as “Guest” to
Message Board.
User login
User login screen differs according to the machine policy setting. For details on the
machine policy settings, see “Setting the machine policy” (page 4-20).
NOTE
When the machine policy is set to “stand alone”, you should be registered as Message
Board user to log in as user. For details, see “Registering users” (page 2-2).
Log in from the user list
1
Connect to Message Board (page 1-4).
2
Click [User Login].

1
Overview of Message Board
Logging in / Logging out 1-5
3
Click the user name in the user list.
•The user ID of the user name you clicked is automatically entered in “User ID”.
•When you click “Group”, you can filter the user name by their registered groups.
4
Enter the password in “Password” column, and click [Login].
If you select “Remember the User ID”, the account ID you enter will be stored on your
computer. Next time you access Message Board, the stored user ID is automatically entered.
Log in by entering a user ID
According to the machine setting, the user list may not be displayed. In such case, follow
the following steps.
1
Connect to Message Board (page 1-4).
2
Click [User Login].
3
Enter the “User ID” and “Password”, and click [Login].
If you select “Remember the User ID”, the account ID you enter is stored on your computer.
The next time you access Message Board, the stored user ID is automatically entered.

1-6 Logging in / Logging out
Login using SSL
Message Board supports SSL (Secure Socket Layer) security for data communication.
SSL communication encrypts the data communicated between the computers and
Message Board to prevent the theft and modification of data by outside parties.
When you perform an SSL login, the [SSL] icon is displayed on the header of Message
Board screen.
1
Connect to Message Board (page 1-4).
2
Click [User Login].
3
Click [SSL (https)].
4
Perform the login procedure.
NOTE
If you use SSL, the response time will be slower than a regular login because
encryption and authentication are performed for the data.
When you are not a registered user
When you are not a registered user, there are three options to log in to Message Board:
•Log in as a guest.
•Enter a new user name and password and log in. This login is available when the
machine policy is set to “Single Sign On.” For details on the machine policy settings,
see “Setting the machine policy” (page 4-20).
•When “If you do not have a User ID, click here.” is displayed on the login screen, you
can click this link and register yourself as a user. This login is available when user
registration is available for guest policy. For details, see page 4-17.

1
Overview of Message Board
Logging in / Logging out 1-7
Guest login
1
Connect to Message Board (page 1-4).
2
Click [User Login].
3
Click [Guest User Login].
Administrator screen login
1
Connect to Message Board (page 1-4).
2
Click [Admin Login].
If an administrator password is not set, this concludes the procedure.
3
Enter the administrator password, and click [Login].
NOTE
The administrator password entry screen is displayed only when “Administrator
Password” is set at machine policy or “Admin Password” is set on the control panel.
For details, see “Setting the machine policy” (page 4-20) or chapter 2, ”Setting the
administrators password” in “Setting security codes” in the Administrator’s Guide.

1-8 Logging in / Logging out
Login as administrator using SSL
Message Board supports SSL (Secure Socket Layer) security for data communication.
SSL communication encrypts the data communicated between the computers and
Message Board to prevent the theft and modification of data by outside parties.
When you perform an SSL login, the [SSL] icon is displayed on the header of Message
Board screen.
1
Connect to Message Board (page 1-4).
2
Click [Admin Login].
If an administrator password is not set, this concludes the procedure.
3
Click [SSL (https)].
4
Enter the administrator password, and click [Login].
NOTE
•If you use SSL, the response time will be slower than a regular login because
encryption and authentication are performed for the data.
•When the administrator password is not set, enter Message Board by entering the
IP address of the machine beginning with “https://”and click [Enter].
Log in to Message Board when no user is registered
When no user is registered, you can log in as a guest by the following procedures:
1
Connect to Message Board (page 1-4).
2
Click [User Login].

1
Overview of Message Board
Logging in / Logging out 1-9
Logging out
Log out when you close Message Board screen or switch users.
1
Click [Logout].
NOTE
Make sure to log out for security purposes. If you do not access Message Board for 30
minutes, you are automatically logged out.

1-10 About the display
About the display
Footer Names and Functions
1 2 3 4
Item Description
1 Screen refresh time
and (manual
refresh) button
When you click the (manual refresh) button, the screen is
refreshed.
The last time when the screen was updated (hour : minute) is
displayed.
2 Auto distribution
settings switch
Displays the current auto distribution settings status.
If the auto distribution settings are enabled, “ON” is displayed; if they
are disabled, “OFF” is displayed.
You can click the (auto distribution switch) button to enable/
disable the auto distribution settings.
NOTE
If the “Auto Distribution” is disabled in the user policy settings, the
auto distribution settings status is not displayed (page 4-2).
3 Change font size There are three font sizes; large, medium, and small. (The default font
size is medium.)
The font size setting is retained until it is changed, even after a logout
is performed.
4 Remaining disk space Displays a graph of the remaining space on the data disk of the
machine.

1
Overview of Message Board
About the display 1-11
Checking the display on the control panel
You can check the display on the control panel using the Message Board screen even
when you are not at the machine.
1
When you are connected to Message Board (page 1-4), click [Panel View].
2
Check the display on the control panel.
NOTE
In following situations, the display will not be updated.
•When someone is operating the machine on the control panel
•When someone is entering a password on the control panel
•When the machine is scanning a document
•When a user is logged in on the control panel
•While the machine is in energy save mode

1-12 Message Board menu list
Message Board menu list
On Message Board, the following settings are available. Some settings may not be
available according to user policy setting. For details on the user policy settings, see
“Setting user policies” (page 4-15).
Items Description Reference
Page
User Information
User Registration Register, edit or delete users and user groups. 2-2
Address Book Register, edit or delete destinations, destination groups. 2-9
Shortcut Register, edit or delete folder shortcuts and FTP server
shortcuts. 2-25
Templates Register, edit or delete document names and e-mail
templates. 2-33
Machine Settings
TCP/IP Settings Setup network environment. 3-2
E-mail Settings Setup scan to e-mail environment. 3-5
LDAP Server
Settings
Setup Lightweight Directory Access Protocol (LDAP)
servers. 3-12
SNMP Setting
Setup SNMP settings. 3-18
Internet Time
Settings
Setup internet time server synchronization. 3-21
Machine Setup Setup machine setting such as e-mail gateway and network
connection setting, or default settings (user install). 3-22
Machine Default
Settings
Setup the machine default settings. 3-24
Machine Management Settings
Auto Distribution
Register, edit or delete distribution settings. 4-2
User Access
Management
Setup user access management, and check the usage
status. 4-12
User Policy Setup user policies. 4-15
Secure Settings Setup network filter, SSL certificate, or machine policies. 4-20
Archive Settings Setup to sent communicated documents to a specified
destination via fax or e-mail, or store them in a specified
folder.
4-30
DocIndex Setting The DocIndex feature allows you to create image data and
metadata (data indicating the attributes and processing
method of the image file) in a single scan.
4-36
Machine Information
Communication
Job
Check the fax and e-mail transmission reservation status,
and the progress of the communication job being executed. 5-2
Print Job Check the progress of print jobs being printed or reserved
for printing. 5-4
Machine Status Check the machine status. Export or import machine
settings. 5-8
Communication
History
Check the history of transmitted and received jobs. 5-5
Print Job History
Check the document print job history. 5-7

Chapter 2
User information settings
Registering users........................................................................................................2-2
“User Registration” screen......................................................................................2-2
Registering users.....................................................................................................2-3
Changing user information.....................................................................................2-7
Deleting user information.......................................................................................2-7
Exporting user information ....................................................................................2-8
Registering
addresses.......................................................................................................... 2-9
“Address Book” screen.............................................................................................2-9
Registering destinations .......................................................................................2-11
Changing destinations ..........................................................................................2-17
Deleting destinations ............................................................................................2-18
Exporting destination ...........................................................................................2-19
Grouping multiple destinations ...........................................................................2-20
Registering shortcuts ..............................................................................................2-25
Registering folder shortcuts .................................................................................2-25
Registering FTP shortcuts....................................................................................2-29
Setting templates......................................................................................................2-33
Setting document names ......................................................................................2-33
Setting e-mail templates.......................................................................................2-35