Oce 31x5E User manual

Océ 31x5E
Configuration and
special maintenance

Copyright
Océ-Technologies B.V. Venlo, The Netherlands © 2001
All rights reserved. No part of this work may be reproduced, copied, adapted,
or transmitted in any form or by any means without written permission from
Océ.
Océ-Technologies B.V. makes no representation or warranties with respect to
the contents hereof and specifically disclaims any implied warranties of
merchantability or fitness for any particular purpose.
Further, Océ-Technologies B.V. reserves the right to revise this publication and
to make changes from time to time in the content hereof without obligation to
notify any person of such revision or changes.
Edition 5.0
Océ-Technologies B.V.
US
This manual contains a description of the tasks which can be performed by the
person in charge of the Océ 31x5E. The introduction chapter 1) contains a
general description of the tasks for configuring and maintaining the copier and
how to access the key operator mode. It is, however, recommended that you
first read the Océ 31x5E Copy Jobs and Daily Maintenance manual and the
Print Jobs and Job Management manual.
Key to the copier and operating panel
To assist you in finding the parts of the copier and the functions on the
operating panel quickly, an illustration of the Océ 31x5E appears on the inside
front cover, and an illustration of the operating panel appears on the inside back
cover; both of these can be folded out.
Safety information
This manual contains the following safety information:
■Appendix A lists ‘Instructions for safe use’. You are advised to read this
information before you start to actually use the copier. Technical safety
information such as safety data sheets can also be found in appendix A.
■Where applicable, cautions and warnings are used throughout this manual to
draw your attention to safety precautions to be taken.

Table of Contents 3
Table of Contents
Trademarks 7
Licences 7
Chapter 1
Introduction
About this manual 10
Turning the Océ 31x5E on/off 12
Accessing the key operator system 14
Using the key operator system 17
Using ‘Account logging’ (optional) 19
Recovering an error situation in ‘Account logging’ 20
Accessing ‘Account logging’ files 21
Turning the DAC on and off 22
Chapter 2
Configuration management
Customizing settings 26
Changing standard copy settings 26
Changing the standard margin shift 27
Changing the display language 28
Changing the initial operating mode on a Network Copier 29
Defining the reset time for settings 31
Defining the low power time (Eco only) 32
Defining the automatic switch off time and sleep time 33
Defining paper trays for reports 37
Defining paper trays for folio sizes 38
Linking paper trays 39
Defining user permissions 40
Access to paper trays and stapler 40
Access to special feeder 41
Defining access control and accounting 42
Activating and deactivating access control 43
Activating and deactivating an external copy charge device 44
Defining copy charges 46
Enabling export for scanning (optional) 47
Defining a field separator 48

4 Océ 31x5E Configuration and special maintenance
Changing the printer description 49
Assigning operator licenses 50
Preventing users from managing jobs 51
Forcing users to print to their mailbox 52
Limiting the storage time of mailbox jobs 54
Temporarily stopping automatic printing 56
Defining the time delay for print jobs 58
Using the mailbox without the 31x5E driver 60
Defining the use of banner pages 62
Disabling ‘End-of-job confirmation’ (optional) 64
Changing the key operator phone number 65
Obtaining system information 66
Printing or saving the configuration report 66
Reading the copy and print volume on a Network Copier 68
Reading the size of the copier memory 69
Setting PS error pages and Log error pages 70
Chapter 3
Account Management (optional)
Introduction 74
Opening accounts 75
Opening copy accounts 75
Opening print accounts 76
Displaying account information 77
Changing accounts 79
Changing the copy limit and print limit 79
Changing or assigning a PIN code 80
Changing an account number 81
Changing the sort order of print accounts 82
Resetting account counters 83
Freezing and reopening accounts 84
Deleting an account 85
Deleting all accounts 86
Printing account information 87
Saving/restoring account information 88
Chapter 4
Maintenance
Refilling staples 92
Refilling toner 97
Emptying the staple tray 101

Table of Contents 5
Chapter 5
Error handling
Clearing staple jams 104
Restarting the DAC 108
Removing print jobs 110
Restoring network settings 113
Miscellaneous problems 114
Calling Service for help 115
Appendix A
Safety information
General safety information 120
Radio interference 120
Symbols 120
Instructions for safe use 121
Safety data sheets for the Océ 31x5E 123
Safety data sheet Océ 3145 Digital Copier 124
Safety data sheet Océ 3145 Network Copier 125
Safety data sheet Océ 3145 Digital Copier 126
Safety data sheet Océ 3145 Network Copier 127
Safety data sheet Océ 3145E Digital Copier 128
Safety data sheet Océ 3145E Network Copier 129
Safety data sheet Océ 3155 Digital Copier 130
Safety data sheet Océ 3155 Network Copier 131
Safety data sheet Océ 3155 Digital Copier 132
Safety data sheet Océ 3155 Network Copier 133
Safety data sheet Océ 3165 Digital Copier 134
Safety data sheet Océ 3165 Network Copier 135
Safety data sheet Océ 3165 Digital Copier 136
Safety data sheet Océ 3165 Network Copier 137
Safety data sheet Océ 3165E Digital Copier 138
Safety data sheet Océ 3165E Network Copier 139
EPA ENERGY STAR®140
Appendix B
Hardware components and operating panel
Océ 31x5E 144
Operating panel 145

6 Océ 31x5E Configuration and special maintenance
Appendix C
Miscellaneous
How to read this manual 148
User survey 149
Addresses of local Océ organizations 151
Index 153

7
Trademarks
All trademarks mentioned in this manual are the exclusive property of the
respective parties and are hereby acknowledged by Océ-Technologies B.V.
Licences
Certain products and technologies that are used in the Océ 31x5E are owned
by third parties and used by Océ-Technologies B.V. under licence from their
respective owners, more specifically the following products and technologies:
■FIVE-E Printer Language Emulation
© Copyright 1988-1995 Xionics Document Technologies, Inc.
All rights reserved.
■Novell, NEST Networking Software
© Copyright 1996 Novell, Inc.
All rights reserved
■AppleTalk-compatible networking software
© Copyright 1993-1996 Quiotix Corporation (Menlo Park, CA USA).
All rights reserved
■Windows Print Drivers:
© Copyright 1997 Software 2000
■LZW Algorithm licensed under U.S. Patent No. 4,558,302 and foreign
counterparts
■The PostScript option is based in part on work of the Independent JPEG
Group.
■Adobe and Adobe logo are trademarks of Adobe Systems Inc.
© 1996 Adobe Inc.
All rights reserved

8 Océ 31x5E Configuration and special maintenance

9
Océ 31x5E
Configuration and special
maintenance
Chapter 1
Introduction
This chapter describes the tasks of the person in charge of
managing and maintaining the Océ 31x5E. It also contains
information about how to turn on and off the Océ 31x5E.
This chapter also demonstrates how to access the key
operator system.

10 Océ 31x5E Configuration and special maintenance
About this manual
The Océ 31x5E, which is referred to as the Digital Copier can be used as a
stand-alone copier. The Océ 31x5E can also be connected to a computer
network via the optional Digital Access Controller (DAC). When referring to
this configuration, we will call it the Network Copier. This configuration
manages both copy jobs and print jobs, and can also manage scan jobs if you
have installed that option.
Users and tasks The key operator is responsible for the daily maintenance of
the Océ 31x5E. The key operator controls the use of the copier, maintains it
and ensures that the most frequently-used standard settings are installed. He or
she also assists users with their copy jobs and scan jobs. Should something
occur which requires the attention of the key operator, a message will appear
on the operating panel. If Print Logic is used, this message will appear on the
PC monitor.
Assisting users with their print jobs would be the task of a person with an in-
depth knowledge of workstation environments.
When an Océ 31x5E Network Copier is placed in a central reproduction
environment, such as a copy shop or in-house reproduction department, the
central operator prints files of other users using the Job SubmitIT application.
In this type of central reproduction environment, the central operator may also
function as a key operator and be in charge of managing and maintaining the
Océ 31x5E. This person is also most likely able to assist users with their print
jobs.
Documentation set As you well know, different environments require
different users to perform different tasks. Therefore, the documentation set
supplied with the Océ 31x5E has been divided into manuals containing
separate tasks: Copy jobs and daily maintenance manual, Print jobs and job
management manual, Configuration and special maintenance manual and a
Scan jobs manual.

Introduction 11
Contents of this manual This manual contains all of the information needed to
assist users and to keep the Océ 31x5E in excellent condition. It is intended for
the person(s) in charge of:
■configuration management (using Océ 31x5E), such as user default settings,
access permissions and other general settings. See chapter 2.
■account management, such as opening and closing copy accounts, defining
copy limits for individual accounts, printing account information etc. See
chapter 3.
■daily maintenance, such as reloading paper and staples, refilling toner and
emptying the staple tray. See chapter 4.
■use of Account logging, and calling the service organization when the copier
so indicates. See chapter 1.

12 Océ 31x5E Configuration and special maintenance
Turning the Océ 31x5E on/off
The Océ 31x5E is turned on and off with the green on/off button next to the
paper compartment (see figure 1). If the machine has not been used for some
time (defined by the key operator) the Océ 31x5E will turn off (Classic) or go
into sleep mode (Eco). If it has turned off (Classic), users can turn it on again
themselves by pushing the green on/off button, provided the on/off button is
not locked with the optional key switch. The Océ 31x5E Eco wakes up when
you send an automatic print job or press a button on the operator panel.
Note: The Automatic Shutdown and Sleep Mode functions can be customized
using the key operator system (see, ‘Defining the Automatic Shtodown time and
sleep time’ on page 35).
[1] On/off button and key switch
If you do not want other users to operate the copier, you must turn it off using
the key switch. When the key switch is used, the paper compartment door is
locked. If a paper jam occurs, the person in charge of the Océ 31x5E must be
notified. This person is the only one who can turn the copier on again.
▼
▼▼
▼Turning on
1If available, insert the key into the key switch, turn it to the right (into
horizontal position), and remove it (see figure 1).
2Press the green on/off button, which will then light up.
The copier takes about 8 minutes to warm up from a cold start. During this
time, you can check the paper stock and, if necessary, reload the paper trays.
on/off button
key switch

Introduction 13
As soon as the copier has warmed up, the ‘Ready to copy’ message appears in
the display. The copier is now in initial mode, and all settings have been
assigned their standard values.
▼
▼▼
▼Turning off
1Make sure that there is no job in progress.
2If available, insert the key into the key switch and turn it to the left.
3Press the green on/off button on the Océ 31x5E.
4If available, remove the key.

14 Océ 31x5E Configuration and special maintenance
Accessing the key operator system
The key operator system is used to perform management and maintenance
tasks. The key operator system can be accessed at the operating panel and from
a PC, if the Océ 31x5E is equipped with the optional Print Logic software.
Settings related to the copier can only be defined at the operating panel.
The key operator functions are restricted to a specific user, and therefore a PIN
code is required at the operating panel or when you access Print Logic. At
installation, the service technician configures the key operator PIN code. This
means that only the service technician can change it.
After performing key operator activities, make sure you quit the key operator
system to prevent improper use of the Océ 31x5E. Any changes you make in
the settings will only be applied after you have quit the key operator system.
Note: If the machine has an error for which you need to call the service
technician, you can still use the key operator mode to access information by
pressing 1 and 0 at the same time.
Some settings can be made on both the operating panel and Print Logic. In this
manual you will find two procedures for each task (where applicable). This
facilitates your work, as some settings can be made directly from the desktop
of your PC instead of having to access the operating panel at the Océ 31x5E.
▼
▼▼
▼Accessing the key operator system using the operating panel
1Open the ‘Extra’ section and select ‘Special settings’ with the card selection
button.
2Press the ‘System management’ function button to select ‘Key Operator’.
3Press start ( ) to confirm.

Introduction 15
4Enter the PIN code using the copy quantity buttons.
After a few seconds (if the PIN code you entered is correct), the key operator
system will be available to you.
[2] Key operator system
▼
▼▼
▼Quitting the key operator system using the operating panel
1Open the ‘Basic’ section and press the ‘Quit key operator system’function
button.
2Press start ( ) to confirm.
Any changes you have made in the key operator system will now be active.
▼
▼▼
▼Accessing the key operator system using Print Logic
1Click the Windows start button and choose Océ Print Logic from the Programs
menu.
2Select ‘Available printers’.
3Select a printer and open ‘Tools’ in the menu bar.
4Select ‘Key operator system’.
Note: The key operator system can also be accessed directly from the
Programs menu. Select the printer in the list of printers and click ‘OK’.

16 Océ 31x5E Configuration and special maintenance
5Enter the PIN code given by the Océ service technician and click ‘OK’.
[3] ‘Main’ tab of the key operator system
6The window of the ‘Main’ tab opens.
Note: If the key operator system is not used via keyboard or mouse activities
for more than 5 minutes, a window will appear to informing you that the key
operator system will close automatically.
▼
▼▼
▼Quitting the key operator system using Print Logic
1After changes have been made, click ‘Apply’ if you want to make further
changes.
2To quit the system immediately after making changes, click ‘OK’.
3To quit the system without making changes, click ‘Cancel’ or use the close
button from windows.

Introduction 17
Using the key operator system
The key operator system can be accessed in two ways: via the Océ 31x5E
operating panel or from a PC with Print Logic. This gives the person-in-charge
flexibility in managing and maintaining the Océ 31x5E.
In the key operator system, as in the usual copy environment, all functions are
divided into 4 sections, and are accessible with the section buttons. Each
section consists of a number of subsections. Each subsection in turn consists
of a card with related functions.
[4] Navigation buttons in the key operator system
Both functions and subsections can be selected by means of the card selection
button. When you use the arrow buttons to select a setting for a function, you
will see that the list of subsections will be dimmed and non-selectable.
In order to scroll to another subsection, you must first press the card selection
button to activate the list again. You can then press this button repeatedly to go
to the required subsection.
section buttons
function buttonsfunction button or
card selection button
arrow
buttons

18 Océ 31x5E Configuration and special maintenance
When Print Logic is used, the ‘Main’ tab appears after the key operator system
has been accessed. From there, other tabs can be accessed with a click on the
respective tab (see figure 5).
[5] The ‘Main’ tab of the key operator system

Introduction 19
Using ‘Account logging’ (optional)
‘Account logging’ collects a whole range of information about the execution
of jobs on the copier. ‘Account logging’ is job-based and does not have access
control. When a job is finished, the collected information is sent to the DAC.
This information is stored and may be used by the System Administrator for
different purposes.
The jobs are divided into 5 categories. (Key operator job, copy job, mailbox
job, automatic print job, scan job)
Information examples:
■a unique job identification number
■the type of job
■thetimestamp
■the completion status
■the job name
■the number of scanned images
■the number of used staples etc.
You can use this information for price calculations, statistics and so on.
When using ‘Account logging,’ the Network copier can run in two modes.(see
‘Accessing ‘Account logging’ files’ on page 21)
Hold jobs mode (default setting) If the connection to the DAC is lost,
‘Account logging’ will continue to collect information about executing jobs
until the maximum of 25 jobs is reached. After this, jobs will not be executed
as ‘Account logging’ and the information cannot be stored.
Ignore error mode When the connection to the DAC is lost, ‘Account logging’
will continue to collect information about executing jobs. After the maximum
number of 25 jobs is reached, the job at the bottom of the list will be
overwritten. ‘Account logging’ information will be lost, but execution of jobs
is still possible.

20 Océ 31x5E Configuration and special maintenance
Recovering an error situation in ‘Account logging’
Error recovery in ‘Account logging’ always starts in the ‘Hold jobs’ mode. The
connection to the DAC may be lost. You may want to set the mode to continue
to enable the execution of jobs in the key operator mode.
Hold jobs mode (default) ‘Account logging’ only removes information from
its memory if it is written to the log file. The memory buffer in ‘Account
logging’ can hold a maximum number of 25 jobs. If an error occurs, ‘Account
logging’ will continue executing jobs and collecting information until this
maximum of 25 jobs has been reached. After this, the Océ 31x5E stops
executing jobs. The information in memory will be transferred to the log file
on the DAC as soon as the error situation is recovered.
Note: If the maximum number of jobs in memory is reached in ‘Hold jobs’
mode, you can switch to ‘Ignore error’ mode to continue executing jobs.
Ignore error mode After the maximum number of 25 jobs in memory has been
reached, the information of the job at the bottom of the list will be overwritten
and lost. However the execution of jobs on the Océ 31x5E will continue. After
recovering the error, the ‘Account logging’ information is transferred to the log
file on the DAC.
Note: The ‘Account logging’ mode will always switch back to the ‘Hold jobs’
mode.
Information about some jobs may be missing, depending on the number of jobs
that were executed during the error situation.
Note: Information will only be lost if the number of executed jobs was greater
than 25.