Kyocera TASKalfa 3051ci User manual

Legal Notes
Unauthorized reproduction of all or part of this guide is prohibited.
The information in this guide is subject to change without notice.
We cannot be held liable for any problems arising from the use of this product, regardless of the information herein.
Regarding Trademarks
Microsoft®, Windows®, Windows 8®, Windows 7®, Windows Vista®, Windows XP®, Windows Server®, are registered
trademarks of Microsoft Corporation in the U.S. and/or other countries.
All other brand and product names herein are registered trademarks or trademarks of their respective companies.
Examples of the operations given in this guide support the Windows 7 printing environment. Essentially the same
operations are used for Windows 8, Windows Vista, Windows XP, Windows Server 2003, Windows Server 2008, and
Windows Server 2012 environments.
© 2013 KYOCERA Document Solutions Inc.

Table of Contents
Chapter 1 File Management Utility
Starting the Application ................................................................................................................. 1-1
Chapter 2 Manage Devices
Adding Devices ............................................................................................................................. 2-1
Deleting Devices ........................................................................................................................... 2-1
Chapter 3 Device Login
Specifying Device Login Settings .................................................................................................. 3-1
Chapter 4 Preferences
Setting Preferences ....................................................................................................................... 4-1
Chapter 5 Receiving Folder
Adding a Receiving Folder ............................................................................................................ 5-1
Editing a Receiving Folder ............................................................................................................ 5-2
Deleting a Receiving Folder .......................................................................................................... 5-2
Chapter 6 Distribution Rule
Adding Distribution Rule ................................................................................................................ 6-1
Distribution Filter ..................................................................................................................... 6-2
Editing Distribution Rule ................................................................................................................ 6-3
Deleting Distribution Rule .............................................................................................................. 6-3
Chapter 7 Distribution Log
View the Distribution Log ............................................................................................................... 7-1
Chapter 8 Workflow
Adding Workflow ........................................................................................................................... 8-1
Workflow Settings .................................................................................................................... 8-1
Workflow Controls ................................................................................................................... 8-2
Specifying Scanning Preferences ............................................................................................ 8-3
Editing Workflow ........................................................................................................................... 8-3
Deleting Workflow ......................................................................................................................... 8-3
Chapter 9 Import/Export Workflow
Import from Device ........................................................................................................................ 9-1
Import from file .............................................................................................................................. 9-1
Export to File ................................................................................................................................. 9-2
File Management Utility i

1 File Management Utility
The File Management Utility (FMU) distributes documents scanned on a multi-
function print system (MFP) to specified network folders or computers. The user
can set the criteria for distributing the scanned files. Advanced distribution
criteria are available for certain MFPs.
Starting the Application
If the application is not set to start automatically, you can start it manually.
Note: In Preferences in the main screen, you can set the application to start
automatically.
1Open the application.
2In the Windows system task bar, right-click the File Management Utility icon.
3In the context menu, click Open FMU. If Open FMU is grayed out, restart File
Management Utility with administrator privileges.
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2 Manage Devices
Specific MFPs on a network can be selected for use with the application. Use
the Add Device Wizard to select devices by IP address or host name.
Adding Devices
You can add devices for the application with the Add Device Wizard.
1In the Main screen, click Add Device.
2In the Add Device Wizard, enter the IP address or the Host name of the MFP
you wish to add, and then click Add.
3Enter another IP address or Host name if necessary. The devices you enter
appear in the list on the right.
4Click Next.
5In the Communication Settings page, specify the SNMP type (SNMPv1/v2 or
SNMPv3).
If you specify SNMPv1/v2, enter the Read community and Write
community for the MFP. The read community name for the device will be
used in requesting information, while the write community name is sent with
all SNMP receive and send requests, and must match the community values
on the device.
If you specify SNMPv3, enter the login User name and Password for the
MFP.
6If the device is enabled with authentication, for Change authentication mode,
select Use local authentication or Use settings on the device as required.
7Continue entering the remaining communication setting information as
appropriate.
8Click Search. The application adds the printing systems you have specified to
the Main screen.
Deleting Devices
Removes the selected device or devices from the Devices list in Main screen.
To delete the devices from the list, highlight the device or select the checkbox in
column header to select all devices. Click Delete. A message appears
confirming that selected devices will be deleted. Click Yes.
File Management Utility 2-1

3 Device Login
Specify the User name and Password used with the device. Select either Use
local authentication or Use settings on the device.
Specifying Device Login Settings
1In the Main screen, select a printing system in the device list.
2Click Device Login.
3Enter the User name and Password, if authentication is set on the device.
4For Authentication mode switch, select Use local authentication or Use
settings on the device.
5Select SSL to provide security for network communication.
6Click OK.
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4 Preferences
You can set several parameters that control how File Management Utility
operates, including starting the application automatically and specifying folders
for error and deleted files.
Setting Preferences
To select preferences, follow these steps:
Start automatically
Select this option so that FMU is configured to start automatically and run as
a resident application when the computer is started. If the receiving folder or
error folder has not been specified or cannot be found, then the application
will not monitor or distribute files.
Folder for error files
FMU requires a local error folder for any files that it fails to distribute. A
network folder cannot be used as the error folder. Set the path by clicking
Browse, or entering the folder name.
Folder for deleted files
Select Keep deleted files to save deleted files in this folder. Select
Maximum folder size (MB) and specify the size in megabytes if needed. Set
the path by clicking Browse, or entering the folder name. Click Empty folder
to erase all deleted files.
Note: If the error folder has been removed while FMU is running, or not found
for any reason, the application will not distribute files. In that case, set up the
path to folder, create the error folder and restart FMU.
File Management Utility 4-1

5 Receiving Folder
The receiving folder is a shared folder on a computer that holds scanned data
files. When a document is scanned on an MFP, the data file is transferred to a
receiving folder. The application checks this folder, and applies distribution
criteria to the files in the folder. If the receiving folder is not specified, the
application will not distribute files.
Adding a Receiving Folder
1In the Main screen, click Receiving Folder.
2In the Receiving Folder dialog box, click New. The Folder Settings tab
becomes active. An ID is automatically assigned to the folder.
3Enter a name for the receiving folder. Alternatively, click Browse to select the
path to a folder, and then click OK. The name of the folder is automatically
entered as the Share name.
4Change the Share name, if desired.
5In List of users, click Add. The Add User dialog box will appear. Enter the
User name and Domain name for accessing the receiving folder. Click OK. The
user domain displays the receiving folder as: user name (user name@domain).
If no domain name is specified, the receiving folder is shown as: user name (PC
name\user name).
6Click the Receiving Settings tab.
7Leave Filter by file type selected to allow only files with specified file types to
be saved in the receiving folder. When unchecked, with no file type entered, all
file types will be saved. Click the Add button, the Add File Type dialog box will
display. You can type an extension for a file type and click OK to add it to the
list. You can edit a file type by highlighting the extension in the list and clicking
Edit. The Edit File Type dialog box will display. Edit the extension and click
OK. You can delete a file type by highlighting the extension in the list and
clicking Delete.
8In the Advanced options section, select Polling interval (sec), and then
select the interval for the application to monitor the receiving folder. To make
the receiving folder a hidden folder, select Hide folder. You can also make a
receiving folder hidden by adding a dollar sign ($) at the end of the Share name
in step 4. To display a pop-up window when a file is distributed, select
Notifications.
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Receiving Folder
9Click Apply to add the folder to the list of receiving folders. The receiving folder
appears in the file receiving folders list box, along with the settings you have
specified.
10 Click Close to return to the Main screen.
Note: If you added a receiving folder in the Windows XP Workgroup
environment, right-click the shared folder to open its properties. In Network
sharing and security under Sharing, check the Allow network users to
change my files check box.
Editing a Receiving Folder
1In the Main screen, click Receiving Folder.
2In the Receiving Folder list, select a folder to edit.
3To edit the User domains for the folder, select the User domain you want to
change from the list and click Edit. The Edit User dialog box will display.
4Edit this information as needed, and click OK.
5To edit the file types on the Receiving Settings tab, select a file type and click
Edit. The Edit File Type dialog box will display.
6Edit this information as needed, and click OK.
7Edit Advanced options as needed.
8Click Apply to update the folder information.
9Click Close to return to the Main screen.
Deleting a Receiving Folder
1In the Main screen, click Receiving Folder.
2In the Receiving Folder dialog box, select one or more receiving folders to
delete.
3Click Delete. A message is displayed confirming that the Receiving Folder will
be deleted. Click Yes.
4Click Close to return to the Main screen.
File Management Utility 5-2

6 Distribution Rule
The distribution rules are applied to each file in the receiving folder, and each
file that meets the given rule is distributed accordingly.
Adding Distribution Rule
1In the Main screen, click Distribution Rule.
2In the Distribution Rule dialog box, click New. The Folder Settings tab
becomes active. An ID is automatically assigned to the Distribution Rule.
3Enter a Name for the Distribution Rule.
4In List of folders, click Add. The Add Folder dialog box displays. Enter the
destination for the distribution folder, or click Browse and select the folder path.
You cannot specify a folder already used as the receiving folder, deleted folder,
or error folder.
5If the Distribution Rule requires authentication, enter the User name and
Password.
6Click OK to save the distribution folder settings. The distribution folder appears
under List of folders. You can enter up to 10 distribution folders.
7In Basic Filter tab, click Select. The Receiving folder ID dialog will open.
Select a receiving folder and click OK. Make settings in Filter by as needed.
These settings apply to files scanned from all types of MFP systems.
8Select the Distribution Actions that are performed when the distribution
conditions match.
Default
If selected, no action is taken.
Delete
If selected, files are moved to the delete folder.
Overwrite
If selected, existing files at the destination are overwritten, if they have the
same name as the transferred file.
Note: If the distribution folder is missing, the files are moved to the error
folder.
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