Kyocera TASKalfa 8000i User manual

File Management Utility
User Guide

Legal Notes
Unauthorized reproduction of all or part of this guide is prohibited.
The information in this guide is subject to change for improvement 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 is a registered trademark of Microsoft Corporation in the U.S. and/or other countries. KPDL is a
trademark of Kyocera Corporation. PCL is a trademark of Hewlett-Packard Company. TrueType is a registered trademark
of Apple Computer, Inc. Adobe, Acrobat, Adobe Reader, Photoshop and PostScript® are trademarks of Adobe Systems,
Incorporated.
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 Microsoft Windows Vista, Windows XP, Windows Server 2003, Windows Server 2008 and
Windows 2000 environments.
User Interface screen captures shown in this guide may differ depending on your printing device.
© 2010 KYOCERA MITA Corporation

Table of Contents
Chapter 1 File Management Utility
Starting the Application ................................................................................................................. 1-1
Add Devices .................................................................................................................................. 1-1
Adding Devices ....................................................................................................................... 1-1
Communication Settings ............................................................................................................... 1-2
Editing Communication Settings .............................................................................................. 1-2
Delete Device ................................................................................................................................ 1-2
Options .......................................................................................................................................... 1-2
Chapter 2 Receiving Folder
Add a Receiving Folder ................................................................................................................. 2-1
Deleting a Receiving Folder .......................................................................................................... 2-2
Chapter 3 Distribution Settings
Adding Distribution Settings .......................................................................................................... 3-1
Edit Distribution Settings ............................................................................................................... 3-1
Input Criteria ................................................................................................................................. 3-2
Output Criteria ............................................................................................................................... 3-2
Chapter 4 Front Panel Template
Workflow ....................................................................................................................................... 4-1
Adding a Workflow ........................................................................................................................ 4-1
Chapter 5 Job Log/History
View the Job Log/History .............................................................................................................. 5-1
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.
1Open the application.
2In the task bar, right-click on 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.
Note: In Preferences, you can set the application to start automatically.
Add Devices
Specific MFPs on a network can be selected for use with the FMU. 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
to add, and then click Add to add the device to the list.
3Enter another IP address or Host name if necessary.
4Click Next.
5If the device is enabled with authentication, for Change authenticate mode,
select Use local authentication or Use settings on the device as required.
6In the Communication Settings page, specify the SNMP type, and enter the
Login user name and Password for the MFP.
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File Management Utility
7Click Search. The application adds any specified printing systems to the main
list.
Communication Settings
Communication settings specify the Login user name and Password used
with the device. Either local authentication or settings specified on the device
can be used.
Editing Communication Settings
1In the main screen, select a printing system in the device list.
2Click Communication settings.
3Enter the Login user name and Password.
4For Change authenticate mode, select Use local authentication or Use
settings on the device.
5Click OK.
Delete Device
Removes the selected device from the main list.
To delete a device from the device list, select the device and click Delete
device.
Options
Use this dialog to set several parameters that control how the FMU operates.
Launch automatically
The File Management Utility can be configured to start automatically and run
as a resident application when the computer is started. Select Launch
automatically to enable this feature. If the receiving folder or error folder
have not been specified or cannot be found, then the application will not
monitor or distribute files.
Folder for deleted files
Select Keep deleted files to save deleted files in this folder. Select
Maximum folder size and specify the size if needed. Click Remove deleted
files to erase all deleted files.
Clear history
Click Clear history to clear the job log.
Error folder path
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 to this by
clicking Browse. Alternatively, type the path into the box.
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File Management Utility
Note: If the error folder has been removed while FMU is running, or not found
by any reason, the application will not distribute files. Then, the error folder
must be created and the path to the folder must be established. Restart FMU.
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2 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
specified 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.
Add a Receiving Folder
1In the main screen, click Receiving folder.
2In the Receiving Folder Settings dialog box, click Add Receiving Folder. The
Folder Information area becomes active. An ID is automatically assigned to
the folder.
3Click Browse to select a folder on the computer or enter the path to a folder,
and click OK.
4Enter the Share name of the receiving folder.
5If necessary, change the polling interval.
6To make the receiving folder a hidden folder, select Hidden folder.You can also
make a receiving folder hidden by adding a dollar sign ($) at the end of the
share name in step 4.
7To display a pop-up window when a file is distributed, select Display pop-up
window.
8Leave Filter by file type selected to allow only files with specified file types to
be saved in the receiving folder. When cleared, all file types are saved. You can
type a file extension and click Add to add it to the list. To change an extension
click Apply, or to remove it click Delete.
9If necessary, enter the Domain and User name of the receiving folder.
10 Click Update to add the folder to the list of receiving folders. The receiving
folders are listed in the form of 'user name (user name@domain)', if the network
has a domain; or 'user name (PC name\user name)', if the network has no
domain.
11 Click Close to return to the main screen.
File Management Utility 2-1

Receiving Folder
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.
Deleting a Receiving Folder
1In the main screen, click Receiving folder.
2In the Receiving Folder Settings dialog box, select one or more Folder IDs to
delete.
3Click Delete receiving folders.
4Click Close to return to the main screen.
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3 Distribution Settings
The distribution criteria are applied to each file in the receiving folder, and each
file that meets the criteria is distributed accordingly.
Adding Distribution Settings
1In the main screen, click Distribution settings.
2Click Add distribution settings. The Distribution information area becomes
active.
3Enter a Display name for the set of distribution settings. The Destination ID is
automatically assigned.
4Specify the input criteria. Select a Criteria, enter the Value, and click Add. The
criterion appears in the Criteria list on the right.
5Click the Output criteria tab.
6Specify the output criteria by clicking Browse or enter the path to a local or
network destination folder. Enter the user name and password as required.
7Click Update.
8Click Close to return to the main screen.
Edit Distribution Settings
1In the main screen, click Distribution settings.
2In the Distribution settings list, select the Distribution ID to edit. The Input
criteria tab appears, with the list of currently set criteria on the right side of the
panel.
3To edit a criterion, select the criterion in the list on the right.
4Change the value, and click Apply.
5To delete a criterion, select it and click Delete.
6To add a new criterion, select from the Criteria on the left, enter a Value, and
click Add.
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Distribution Settings
7Click the Output criteria tab, and select and change the desired criteria.
8Click Update to save the changed settings.
9Click Close to return to the main screen.
Input Criteria
These criteria define which files in the receiving folder are handled by the
application. Files can be selected based on criteria such as the name, file type,
or file creation date. Basic criteria can be applied to files from all makes of
MFP systems, and Advanced criteria apply to certain systems. The Input
Criteria tab has the following information:
Receiving Folder ID
The ID assigned for the receiving folder.
File name
The name of the received graphic file.
Extension
The extension assigned for the input criteria.
User defined
The description of user-defined information (entered via Comment > Enter
value > Select item using the device's front panel).
User name
Enabled when the device is activated with user authentication. Enter the
user name (not the name of the login user).
Host name
The name of the MFP that scans and sends documents.
Date
Date specifies the range of time and date the application handles the file.
Output Criteria
These criteria define how the files meeting the input criteria are handled. The
files can be transferred to a specified folder. If the folder is located on another
PC, the User name and Password to access the folder can be specified.
Delete file
If selected, files are moved to the delete folder.
Replace existing file
If selected, existing files at the destination are overwritten, if they have the
same name as the transferred file.
Note: If the destination folder is missing, the files are moved to the error
folder.
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4 Front Panel Template
A customized button can be displayed on the operation panel of an MFP to
trigger a custom workflow. The front panel template specifies what text is shown
on the button.
Workflow
FMU enables the user to create custom workflows for handling scanned
documents. These workflows can be triggered by pressing a customized button
on the MFP touch screen.
Adding a Workflow
To add a workflow while the device is enabled with authentication, the Login
user name and Password for the MFP must be correctly set in
Communication settings as required.
Note: Login user name and login password may not be entered in the
Windows XP Workgroup environment (step 4).
1Select the MFP in the main list, and click Front Panel Template.
2Click Add workflow.
3On the Workflow and scan default tab, set Workflow information and Scanner
default settings.
4Enter the Workflow name,Owner name,Publish settings,Password,IP
address (if the link local address does not work, use the global address), Share
name,Login user name,Login password, and File name.
5On the Workflow data list tab, click Add workflow item.
6In the Index item category, select Select item,Comment,Enter value, and
Date and time settings, and enter the Index item name and Instruction
message.IfSelect item is selected, then you must enter the Item list fields
and the Allowed selections.
7Click Update workflow data list. The workflow appears in the Index item list.
8Use the Move up and Move down buttons to set the position of the workflow in
the list. Workflows are displayed on the MFP operation panel in the same order
as this list.
File Management Utility 4-1

Front Panel Template
9Click Update front panel template when all front panel template settings are
complete. To edit the added workflow, click the workflow number in the workflow
list.
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5 Job Log/History
The Job Log maintains a list of actions performed by FMU. You can backup the
history to a file, or clear the history. The history contains information files
distributed by the application.
View the Job Log/History
1In the main screen, click Job Log/History.
2To export the entire history to a file, click the Backup icon.
3To clear the entire history, click the Clear History icon.
4Click Close to return to the main screen.
File Management Utility 5-1

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