Muratec MFX-2570 User manual

OfficeBridge Guide
Plain-paper digital Fax/Copier/Printer/Scanner
Please read this guide before operating this machine.
After you finish reading this guide, keep it handy for easy reference.

1
2
3
4
Chapter 1 Overview of OfficeBridge
Chapter 2 Operating the Various Functions
Chapter 3 OfficeBridge Administrator Settings
Chapter 4 Operating Utilities

ii How to Read This Manual
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
Warning
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.
Caution
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.
About the screens
This manual uses the screens of the MFX-2550 standard model, unless otherwise stated.
The screens you see may differ, depending on the options installed.

1
Contents iii
Contents
How to Read This Manual .......................................................................................... ii
Operational and Safety Information.........................................................................ii
About the screens.......................................................................................................ii
Chapter 1 Overview of OfficeBridge
Introduction to OfficeBridge ...................................................................................1-2
Managing Faxes as “Digital Documents”...............................................................1-2
Using Faxes on Computers .....................................................................................1-3
Sharing Information ...............................................................................................1-3
Checking/Changing Machine Functions ................................................................1-4
OfficeBridge Usage Environment...........................................................................1-5
Screens Used in OfficeBridge ..................................................................................1-6
Login Screen............................................................................................................1-6
Machine Status Screen ...........................................................................................1-7
Document List Screen.............................................................................................1-8
Chapter 2 Operating the Various Functions
Logging In / Logging Out..........................................................................................2-2
Logging In................................................................................................................2-2
Logging Out.............................................................................................................2-8
Transmitting Documents..........................................................................................2-9
Transmitting Documents in a Document List.......................................................2-9
Retransmitting Documents ..................................................................................2-14
Canceling Transmission........................................................................................2-15
Specifying Destinations ........................................................................................2-16
Forwarding Documents ..........................................................................................2-21
Forwarding Documents in a Document List........................................................2-21
Forwarding Documents Created in Application Software ..................................2-23
Printing Documents.................................................................................................2-26
Printing Documents in a Document List .............................................................2-26
Searching for Documents .......................................................................................2-27
Simple Searching ..................................................................................................2-27
Advanced Searching..............................................................................................2-28
Checking and Changing Document Information..............................................2-30
Viewing the Documents in a Document List .......................................................2-30
Checking and Changing Document Information.................................................2-31
Registering Sender Distribution Conditions .......................................................2-32
Downloading Documents........................................................................................2-34
Downloading Documents in a Document List .....................................................2-34
Deleting Documents.................................................................................................2-37
Deleting Documents in a Document List.............................................................2-37
Deleting Documents in the Deleted Documents Box ..........................................2-38
Checking the Jobs or History................................................................................2-40
Checking / Canceling a Communication Job in Progress....................................2-40

iv Contents
Checking / Canceling Print Jobs in Progress.......................................................2-42
Checking the Communication History.................................................................2-44
Checking the Print Job History............................................................................2-47
Forwarding Documents ..........................................................................................2-48
Forwarding Received Documents.........................................................................2-48
Specifying Forwarding Destinations....................................................................2-49
Setting the Attachment File Format and Forwarding Period.............................2-54
Chapter 3 OfficeBridge Administrator Settings
Administrator settings list .......................................................................................3-3
Registering Users .......................................................................................................3-5
“User Registration” Screen .....................................................................................3-5
Registering a User...................................................................................................3-6
Copying Existing User Information to Register a New User .............................3-10
Deleting User Information....................................................................................3-11
Importing User Information From an External File...........................................3-12
Exporting User Information to an External File.................................................3-14
Creating Address Books..........................................................................................3-15
“Address Book” List Screen...................................................................................3-15
Registering New Destinations..............................................................................3-17
Registering the Sender of a Received Document to the Address Book ..............3-19
Copying Existing Destination to Register a New Destination ...........................3-20
Registering Destination Using an LDAP Server.................................................3-21
Deleting Destinations ...........................................................................................3-24
Importing Destination From an External File ....................................................3-25
Exporting Destination to an External File..........................................................3-30
Grouping Multiple Destinations...........................................................................3-31
Registering Shortcuts .............................................................................................3-38
Setting Folder Shortcuts.......................................................................................3-38
Setting FTP Shortcuts ..........................................................................................3-44
Setting Templates.....................................................................................................3-49
Setting Document Names.....................................................................................3-49
Setting Document Categories...............................................................................3-53
Setting E-mail Templates .....................................................................................3-56
Setting the Connection Environment .................................................................3-60
Setting the Network Environment.......................................................................3-60
Setting the E-mail Transmission / Reception Environment ...............................3-63
Setting the E-mail Operating Environment........................................................3-67
Setting the Directory Database Environment.....................................................3-70
Setting Communication Device Monitoring / Control.........................................3-75
Setting an Internet Time ......................................................................................3-77
Specifying Device Settings.....................................................................................3-79
Specifying Other Network Settings .....................................................................3-79
Specifying User Install Mode Settings.................................................................3-81
Specifying Default Machine Settings ..................................................................3-82
Settings..................................................................................................................3-82
Regarding Settings................................................................................................3-82
Automatically Distributing Received Documents............................................3-83

1
Contents v
Auto Distribution Function ..................................................................................3-83
Setting Auto Distribution (General Settings)......................................................3-84
Setting Auto Distribution (Individual Settings)..................................................3-87
Specifying Distribution Destinations...................................................................3-90
Performing an Auto Distribution Test..................................................................3-94
Copying Existing Auto Distribution Settings to Create New Settings ..............3-96
Deleting Auto Distribution Settings ....................................................................3-97
Usage Management ..................................................................................................3-98
Checking the Usage Status ..................................................................................3-98
Setting the Management History.......................................................................3-101
Resetting the Counters .......................................................................................3-102
Displaying and Copying Machine Settings ......................................................3-103
Setting the Machine Status................................................................................3-103
Exporting Machine Settings...............................................................................3-105
Importing Machine Settings...............................................................................3-106
Specifying Document Box Settings....................................................................3-107
Saving Transmitted Data (Archive Settings)...................................................3-111
Specifying Archive Settings ................................................................................3-111
Specifying the Archive Destination....................................................................3-113
Backing Up Documents.........................................................................................3-117
Specifying Backup Settings ................................................................................3-117
Specifying the Backup Document Display.........................................................3-119
Checking the Backup Log...................................................................................3-121
Setting Security ......................................................................................................3-123
Setting User Policies ...........................................................................................3-123
Setting the Machine Policy .................................................................................3-130
Setting Access Restrictions.................................................................................3-134
Specifying SSL Certificate Settings ...................................................................3-137
Setting ScanTag ......................................................................................................3-141
“ScanTag Settings” Screen..................................................................................3-141
ScanTag Settings.................................................................................................3-142
Chapter 4 Operating Utilities
Managing Events (InfoMonitor) .............................................................................4-2
About InfoMonitor...................................................................................................4-2
Setting InfoMonitor.................................................................................................4-3
Using InfoMonitor.................................................................................................4-17
Creating Cover Pages (CoverPage Editor).........................................................4-23
Starting CoverPage Editor ...................................................................................4-24
CoverPage Editor Editing Screen.........................................................................4-25
Cover Page Creation Procedure............................................................................4-30
Specifying Object Settings....................................................................................4-39
Editing an Object ..................................................................................................4-42
Printing a Cover Page ...........................................................................................4-45
Uploading Cover Pages to OfficeBridge ...............................................................4-47

vi Contents

Chapter 1
Overview of OfficeBridge
Introduction to OfficeBridge ...................................................................................1-2
Managing Faxes as “Digital Documents”...............................................................1-2
Using Faxes on Computers .....................................................................................1-3
Sharing Information ...............................................................................................1-3
Checking/Changing Machine Functions ................................................................1-4
OfficeBridge Usage Environment...........................................................................1-5
Screens Used in OfficeBridge ..................................................................................1-6
Login Screen............................................................................................................1-6
Machine Status Screen ...........................................................................................1-7
Document List Screen.............................................................................................1-8

1-2 Introduction to OfficeBridge
Introduction to OfficeBridge
OfficeBridge is a management system that enables highly functional document
management by connecting with computers on the network.
Managing Faxes as “Digital Documents”
OfficeBridge can manage received faxes as “digital documents”, in a similar manner to
e-mail.
Normally, the content of faxes is checked by printing them out to paper, but OfficeBridge
enables the content of faxes to be checked as images on a computer.
Order form
Order form Order form
Network
Fax
Destination
The content of faxes can also be saved as a PDF file.
This enables you to save storage space because the images can be saved to a hard disk or
CD-R, etc. without using a binder as with traditional paper documents.
Order form
Media
Hard disk
Save as digital document

1
Overview of OfficeBridge
Introduction to OfficeBridge 1-3
Using Faxes on Computers
Received faxes can be re-used on a computer.
For example, received order forms and invoices can be forwarded to other employees in
the same company without printing them to paper (paperless reception).
Forward received document
Network
Sharing Information
Information can be shared by distributing scanned documents to specific members.
Distribute as shared document
Network

1-4 Introduction to OfficeBridge
Checking/Changing Machine Functions
The functions of the machine can be registered and edited directly from a computer.

1
Overview of OfficeBridge
OfficeBridge Usage Environment 1-5
OfficeBridge Usage Environment
An environment such as the one indicated below is required to use OfficeBridge.
1) Connect the machine to a general public network
2) Connect to the internet to use e-mail, etc.
3) Connect the machine and the computer for each user to the network
4) Install browser software to the computer for each user
Network
General public network
Internet
Browser
software
Browser
software
Browser
software
Browser
software

1-6 Screens Used in OfficeBridge
Screens Used in OfficeBridge
This section describes the basic operation screens used for OfficeBridge.
Login Screen
This screen is used for logging in to OfficeBridge. For details, refer to “Logging In /
Logging Out”. (See page 2-2.)
1
6
4 5
2
3
User ID Entry Box

Manually enter the user ID and password.
Item Description
1 User ID Enter the ID for the user to log in as. If the user ID selection is displayed,
you can automatically enter the user ID by selecting a name.
2 Password Enter the password corresponding to the user ID.
3 Remember the
User ID
Select this to remember the latest user ID that was entered.

1
Overview of OfficeBridge
Screens Used in OfficeBridge 1-7
User ID Selection

Select the user to log in as from the displayed list of users. If you select a user, the user
ID is automatically entered in the User ID entry box.
Item Description
4 Number Displays the numbers provided when users were registered.
5 Name Displays the registered user names.
If a user name has not been set, the user ID is displayed.
6 Group Displays the name of the group that the user belongs to.
You can filter users by group name.
Note
You can specify to not display the user ID selection in the machine policy settings.•
For details on machine policy settings, refer to “Setting the Machine Policy”. (See
page 3-130.)
If the authentication mode is set to the network mode, the user ID selection is not•
displayed. (See page 3-130.)
Machine Status Screen
When you enter OfficeBridge, you see the machine status. On this screen, you can set up
various functions. See “Administrator settings list” to see the list. (See page 3-3.)
When you logged in as a user or guest, click [Document Boxes] to switch to the document
list screen.

1-8 Screens Used in OfficeBridge
Document List Screen
Login to OfficeBridge, and press [Document Boxes] to display this screen. This screen
displays a list of documents by their type such as “Received (Rx)” and “Transmitted (Tx)”.
Operations such as transmitting, forwarding, and printing documents are also performed
on this screen.
Header
Function buttons
Footer
Header Names and Functions

1 2 3
Item Description
1 Login name
display
The information displayed here differs according to the screen.
Before login: Nothing is displayed.
After performing a user login: The number and name of the user who is
logged in are displayed.
After performing an administrator login : The name of the device being used is displayed.
After performing a guest login : “Guest” is displayed.
2 SSL display This icon is displayed when performing SSL communication
*1
. Otherwise,
nothing is displayed.

1
Overview of OfficeBridge
Screens Used in OfficeBridge 1-9
Item Description
3 [Admin Login] or
[Logout] button
The button displayed here differs according to the screen.
If you click [Admin Login], the administrator screen is displayed. (The login
screen for the administrator screen may be displayed, depending on the
security settings.)
If you click [Logout], the logout process is performed, and the display
returns to the login screen.
Before login: [Admin Login] is displayed.
After login: [Logout] is displayed.
Note
If you perform a logout on the administrator screen when there are no
users, a guest login is performed automatically and the screen after a guest
user login is performed is displayed.
SSL (Secure Socket Layer) is a communication method that encrypts the information that is*1
transmitted and received.
Footer Names and Functions
4
7 8 9 10 11
5 6
Item Description
4 Displayed page
and page switch
Displays the currently displayed page in bold.
Click a page number to display the corresponding page.
• Click [<] to move ve pages backward, and click [>] to move ve pages
forward.
• The number before [<] indicates the rst page. Click it to display the rst
page.
• The number before [>] indicates the last page. Click it to display the last
page.
5 Display Sets the number of items that can be displayed on a single page.
6 Search Enter the text you want to search for from the document name, document
category, or comments of the document box that is currently displayed.
7 Screen refresh
time and
(manual refresh)
button
Displays the last time when the screen was updated (hour : minute).
If you click the (manual refresh) button, the screen is refreshed.
8 Forwarding
settings status
Displays the current forwarding settings status.
If the forwarding settings are enabled, “ON” is displayed; if they are
disabled, “OFF” is displayed.
You can click the (forwarding switch) button to enable/disable the
forwarding settings.
Note
If the “User Box Forwarding Settings” is disabled in the user policy settings
when the Stand-Alone or Single Sign On mode is set or when the network
mode is set, the forwarding settings status is not displayed. (See page
3-123.)

1-10 Screens Used in OfficeBridge
Item Description
9 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. (See page 3-123.)
10 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.
11 Remaining disk
space
Displays a graph of the remaining space on the data disk of the machine.
The graph is displayed in four levels.
If you move the mouse cursor over the graph, you can display the current
disk space as a number.
If is displayed, increase the remaining space by downloading documents
to a computer or deleting documents.
Function Buttons

Displays the functions you can use on the displayed document list screen.
Note
The displayed function buttons depend on the type of document list screen.
The types and functions of the buttons are indicated below.
Type Description
Transmit Transmits the document selected in the document list.
If you click this, the “Transmission” screen is displayed. (See page 2-9.)
Retransmit Retransmits the document selected in the “Tx Box” document list screen.
(Only displayed on the “Tx Box” document list screen.)
If you click this, the “Transmission” screen is displayed. (See page 2-14.)
Cancel Cancels the currently transmitting document selected in the “Tx Box”
document list screen.
(Only displayed on the “Tx Box” document list screen.)
If you click this, transmission of the document is canceled. (See page 2-15.)
Forward Forwards the document selected in the document list to another user or
group.
If you click this, the “Forwarding” screen is displayed. (See page 2-21.)
Print Prints the document selected in the document list. (See page 2-26.)
Download Downloads the document selected in the document list to a computer.
If you click this, the “Document Download” screen is displayed. (See page
2-34.)
The “Document Download” screen is displayed if “File Format” in
“Download Setting” in “Document Box Settings” is set to “Select when
downloading.” (See page 3-107.)

1
Overview of OfficeBridge
Screens Used in OfficeBridge 1-11
Type Description
Delete Deletes the document selected in the document list.
If you click this, a confirmation message is displayed. Deleted documents
are moved to the “Deleted Documents Box” document list. (See page 2-38.)
Note
If you click this button after selecting a document in the “Deleted
Documents Box” document list, the document is permanently deleted from
OfficeBridge.
Restore Returns a document selected in the “Deleted Documents Box” document
list to its original document list. (See page 2-39.)
Search again Displayed after executing a document search.
Click this to display the search screen again. The search conditions you
entered for the previous search are entered on the displayed search screen.
Text Display and Thumbnail Display
Click to display a document list in text format.

1-12 Screens Used in OfficeBridge
Click to display a document list in thumbnail format.
“Unread” and “Deleted Documents box” Document Lists

Unread Documents
Displays a list of all unread documents, regardless of whether they were sent to a
personal or shared destination.
Documents are removed from this document list as soon as they are read.

1
Overview of OfficeBridge
Screens Used in OfficeBridge 1-13
Deleted Documents Box
Displays a list of all deleted documents, regardless of whether they are personal or
shared.
This document list is shared with other registered users. The displayed documents are
the same for all users.
Note
Documents in the “Deleted Documents Box” document list have not been•
permanently deleted. To delete a document permanently, select it and click .
You can enable/disable the “Deleted Documents Box” document list in “Enable the•
deleted document box” in “Document Box Settings”. If you disable the document list,
it is not displayed.
The items displayed are indicated below.
Item Description
Checkbox To select a document, select the corresponding checkbox.
Note
• To select all the documents on the displayed page, select the top checkbox.
• Click the same checkbox to deselect the item.
icon Displays the properties of the document.
If you click this, the “Document Properties” screen is displayed.
Document Name Displays the file name of the document.
Note
• Click the document name to check a preview image of the document.
• By selecting a le name from the pull-down menu, you can lter the
displayed documents by file name.
• For scanned documents, the date and time that scanning was performed
is set as the file name if you do not set a document name when scanning.
(Example: A document scanned at 13:30:30 on January 15th, 2010 is
named “20100115133030”.)
Category Displays the set document category.
Note
If you select a document category from the pull-down menu, you can filter
the displayed documents by category.
Size Displays the paper size of the document.