Oki CX 1145 MFP Manual

TRADEMARKS AND COPYRIGHT 1
TRADEMARKS AND COPYRIGHT
Trademarks
yThe official name of Windows 98 is Microsoft Windows 98 Operating System.
yThe official name of Windows Me is Microsoft Windows Me Operating System.
yThe official name of Windows NT is Microsoft Windows NT Operating System.
yThe official name of Windows 2000 is Microsoft Windows 2000 Operating System.
yThe official name of Windows XP is Microsoft Windows XP Operating System.
yThe official name of Windows Vista is Microsoft Windows Vista Operating System.
yThe official name of Windows Server 2003 is Microsoft Windows Server 2003 Operating
System.
yMicrosoft, Windows, Windows NT, and the brand names and product names of other
Microsoft products are trademarks of Microsoft Corporation in the US and other countries.
yApple, AppleTalk, Macintosh, Mac, TrueType, and LaserWriter are trademarks of Apple Inc.
in the US and other countries.
yPostScript is a trademark of Adobe Systems Incorporated.
yNetscape is a trademark of Netscape Communications Corporation.
yIBM, AT and AIX are trademarks of International Business Machines Corporation.
yNOVELL, NetWare, and NDS are trademarks of Novell, Inc.
yOther company names and product names in this manual are the trademarks of their respec-
tive companies.

2 Preface
Preface
Thank you for purchasing the Multifunctional Digital Systems. This TopAccess Guide explains
the instructions for users and administrators to set up and manage the Multifunctional Digital
Systems using TopAccess. Read this guide before using your Multifunctional Digital Systems.
Keep this guide within easy reach, and use it to configure an environment
that makes best use of the OKI 1100 MFP functions.
About This Guide
This manual explains how to set up and manage network functions using the TopAccess user
functions — such as network job management and template registration — from client comput-
ers via a network.
For information about Control Panel operation, see the Operator’s Manual for Basic Func-
tions or User Functions Guide.
Conventions
yThe term “this equipment” in this manual refers to the Multifunctional Digital Systems.
yThe term “e-Filing” in this manual is an abbreviation of “electronic filing”.
Precautions in this manual
To ensure correct and safe use of this equipment, this operator’s manual describes safety pre-
cautions according to the three levels shown below.
You should fully understand the meaning and importance of these items before reading this
manual.
Other than the above, this manual also describes information that may be useful for the opera-
tion of this equipment with the following signage:
Indicates a potentially hazardous situation which, if not avoided, could result
in death, serious injury, or serious damage, or fire in the equipment or sur-
rounding assets.
Indicates a potentially hazardous situation which, if not avoided, may result in
minor or moderate injury, partial damage of the equipment or surrounding
assets, or loss of data.
Indicates a procedure you should follow to ensure the optimal performance of
the equipment and problem-free copying.
Describes handy information that is useful to know when operating the equip-
ment.
Pages describing items related to what you are currently doing. See these
pages as required.

TABLE OF CONTENTS 3
TABLE OF CONTENTS
TRADEMARKS AND COPYRIGHT...............................................................1
Preface...........................................................................................................2
Chapter 1 Overview
TopAccess Overview ...................................................................................8
Accessing TopAccess End-User Mode ......................................................9
TopAccess Web Site ...............................................................................15
Chapter 2 Checking Device Status
TopAccess Device Tab Page.....................................................................18
Device Status Indicators.......................................................................... 20
Chapter 3 Managing Jobs
Managing Print Jobs ..................................................................................24
Displaying Print Jobs ............................................................................... 24
Deleting a Print Job .................................................................................25
Releasing a Print Job ..............................................................................26
Managing Fax/Internet Fax Jobs............................................................... 27
Displaying Fax/Internet Fax Jobs ............................................................27
Deleting a Fax Transmission Job ............................................................28
Managing Scan Jobs..................................................................................29
Displaying Scan Jobs ..............................................................................29
Deleting a Scan Job ................................................................................30
Chapter 4 Displaying Job Logs
Displaying Print Job Logs .........................................................................32
Displaying Transmission Journals ...........................................................33
Displaying Reception Journals .................................................................35
Displaying Scan Job Logs.........................................................................37
Chapter 5 Registering from TopAccess
Managing Templates ..................................................................................40
Registering Private Template Groups .....................................................41
Registering Private Templates ................................................................ 49
Displaying Public Templates ................................................................... 80
Managing Address Book ...........................................................................82

4 TABLE OF CONTENTS
Managing Contacts in the Address Book ................................................82
Managing Groups in the Address Book...................................................88
Managing Mailboxes ..................................................................................91
Setting Up an Open Mailbox....................................................................92
Deleting an Open Mailbox .......................................................................98
Chapter 6 Managing Counters
Viewing Counters .....................................................................................102
Displaying the Total Counter .................................................................102
Displaying the Department Counter ......................................................103
Chapter 7 TopAccess Administrator Mode
Features and Functions ...........................................................................107
About Setup from TopAccess................................................................107
About Maintenance from TopAccess.....................................................108
About Registration from TopAccess ......................................................109
About Other Administrative Functions in TopAccess ............................109
Accessing TopAccess Administrator Mode ..........................................110
Setting up from TopAccess.....................................................................112
Setting up Device Settings ....................................................................112
Setting up Network Settings ..................................................................118
Setting up Copier Settings.....................................................................158
Setting up Fax Settings .........................................................................161
Setting up Save as file Settings.............................................................166
Setting up Email Settings ......................................................................172
Setting up Internet Fax Settings ............................................................174
Setting up Printer Settings.....................................................................177
Setting up Print Service Settings ...........................................................182
Displaying Version Information..............................................................188
Maintaining from TopAccess ..................................................................189
About the Maintenance Functions .........................................................189
Updating the Software...........................................................................190
Removing the Client Software ...............................................................192
Backing up Data ....................................................................................193
Restoring Data from Backup File...........................................................195
Deleting the Data from Local Folder......................................................198
Managing Directory Service ..................................................................199
Setting up Notification............................................................................202
Importing and Exporting the Address Book........................................... 206
Importing and Exporting the Department Code .....................................210
Exporting the Logs, Journals, and Counters .........................................214
Clearing the Logs and Journals.............................................................217

TABLE OF CONTENTS 5
Rebooting the Equipment ......................................................................218
Registering from TopAccess...................................................................219
About the Registrations .........................................................................219
Registering Public Templates................................................................219
Registering Fax and Internet Fax Received Forward ............................ 227
Displaying Message Log..........................................................................243
Managing Department Code....................................................................244
Displaying the Department List and Counters .......................................244
Clearing the Department Counters........................................................246
Registering or modifying the Department Code ....................................249
Deleting the Department Code ..............................................................251
Setting up User Management ..................................................................254
Enabling Department Management.......................................................254
Setting up User Management Setting....................................................256
Setting up User Authentication for Scan to E-mail ................................291
Chapter 8 Troubleshooting
TopAccess Error Messages ....................................................................298
Print Job Status Messages....................................................................298
Transmission/Reception Journal Status Messages...............................299
Scan Job Status Messages...................................................................304
Message Log .........................................................................................310
Chapter 9 Appendix
Installing Certificates for a Client PC .....................................................316

6 TABLE OF CONTENTS

1.Overview
This section describes overview of the TopAccess functions.
TopAccess Overview ................................................................................................8
Accessing TopAccess End-User Mode...................................................................9
TopAccess Web Site .........................................................................................................................15

1 Overview
8 TopAccess Overview
TopAccess Overview
TopAccess is a web-based job and device management tool that allows you to access informa-
tion about this equipment over the Internet.
TopAccess has two web sites available. One site is designed for end users and the other is for
the administrators.
yThe end-user site displays the equipment and job status and enables you to create and
maintain private template groups and private templates.
yThe administrator site enables network administrators to configure device settings, conduct
maintenance, and update the address book, public template group and public templates.
For instructions on how to use TopAccess in the administrator mode, refer to the following sec-
tion.
P.105 “TopAccess Administrator Mode”
End users can:
yDisplay general device information including the status, drawer/accessory configuration, and
paper supply information.
yDisplay and manage the status of print jobs, fax/internet fax transmit jobs, and scan jobs
submitted by the user. (Optional Fax unit is required for displaying and managing the fax
transmit jobs)
yDisplay the job logs for print, fax/internet fax transmit, fax/internet fax reception, and scan.
(Optional Fax unit is required for displaying the fax transmit and fax reception job log.)
yRegister and modify the templates.
yAdd or modify the contacts and groups in the address book.
yRegister and modify the mailboxes. (Optional Fax unit is required.)
yDisplay the counters logs
yDownload client software.
yBecause TopAccess uses cookies to store information on the user’s system, users must
have cookies enabled in the browser.
yWhen TopAccess does not display the correct information in any pages, delete cookies and
try again.

Accessing TopAccess End-User Mode 9
Accessing TopAccess End-User Mode
To operate TopAccess, this equipment should be connected to the network and be configured
with the TCP/IP settings. After you complete the TCP/IP setup, you can access to TopAccess
web site to operate various functions from your computer using a web browser such as
Netscape Navigator and Internet Explorer.
You can use the TopAccess web-based utility from a Windows, Macintosh or UNIX operating
system environment. The following browsers are supported:
Windows
yInternet Explorer 5.5 Service Pack 2 or later
(Internet Explorer 7.0 or later when IPv6 is used)
yFirefox 1.5.0.4 or later
Macintosh
ySafari 2.0 or later
yFirefox1.5.0.4 or later
UNIX
yFirefox1.5.0.4 or later
Accessing TopAccess in end-user mode
1
To navigate to TopAccess, enter the following URL on the address
box of your Internet browser.
http://<IP Address> or http://<Device Name>
For example
When the IP address of the equipment is “10.10.70.105”:
http://10.10.70.105
When the device name of this equipment is “mfp-00c67861”:
http://mfp-00c67861
When SSL for the HTTP network service is enabled, the alert message may appear
when you enter the URL in the address box. In that case, please click [Yes] to proceed
the operation.

1 Overview
10 Accessing TopAccess End-User Mode
2
The TopAccess web page for end users opens.
Accessing TopAccess from Network Map (Windows Vista)
Confirm the network connection status on the Network Map with the LLTD feature of Windows
Vista, and then click the displayed icon of this equipment.
You can install the driver required for web services by your right-clicking the icon and selecting
“Install”. For the driver required for web services, see the Printing Guide.
yBefore using the LLTD feature, enable the LLTD setting. P.157 “Setting up the LLTD Ses-
sion”
yBefore starting the installation of the driver required for web services, enable the Web Ser-
vices setting. P.156 “Setting up the Web Service Setting”
1
Click the “Start” icon and select “Control Panel”.
yThe Control Panel window appears.

Accessing TopAccess End-User Mode 11
2
Click “Network and Internet”.
yThe Network and Internet window appears.
3
Click “Network and Sharing Center”.
yThe Network and Sharing Center window appears.

1 Overview
12 Accessing TopAccess End-User Mode
4
Click “Customize” of “Unidentified network (Public network)”.
yThe Set Network Location window appears.
5
Check “Private” of “Location type”, and then click [Next].
yThe User Account Control dialog box appears.
yIf the user account control is disabled, the Set Network Location – Successfully set
network settings window appears. Go to step 7.
6
Click [Continue] in the User Account Control dialog box.
yThe Set Network Location – Successfully set network settings window appears.

Accessing TopAccess End-User Mode 13
7
Click [Close].
8
Click “View full map” in the Network and Sharing Center window.
yMapping of devices connected on the network appears in the Network Map window.

1 Overview
14 Accessing TopAccess End-User Mode
9
Click the icon of this equipment.
yThe name, IP address and MAC address of the devices appear as a result of your
placing a pointer over each icon.
yIf the equipment is with the Finisher, its icon is displayed together with the Finisher
icon. If not, it is displayed by itself.
10
The TopAccess web page appears.

Accessing TopAccess End-User Mode 15
TopAccess Web Site
When you access TopAccess, the general information page of the TopAccess web site is dis-
played.
From here, you can initiate most device monitoring and management functions.
The basic TopAccess page contains following items:
1) Function Tab
This provides access to main pages of TopAccess for each function.
2) Menu Bar
This provides access to each menu page under the selected function tab.
3) Submenu Bar
This provides access to each submenu page under the selected menu and function tab.
4) Install Software link
Click this to open the Install Client Software page to download the client software from
TopAccess.
1
2
3
45 6

1 Overview
16 Accessing TopAccess End-User Mode
5) Top link
Click this to display the top of the page that is currently displayed.
6) Help link
Click this to display the Online Help.
The TopAccess Online Help cannot be displayed in the following browsers.
- Safari 2.0
- Netscape 7.2

2.Checking Device Status
This section describe the Device tab page of TopAccess end-user mode
TopAccess Device Tab Page..................................................................................18
Device Status Indicators....................................................................................................................20

2 Checking Device Status
18 TopAccess Device Tab Page
TopAccess Device Tab Page
TopAccess opens with the end-user Device tab, which includes a picture of the device. At any
time, the end-user may click Refresh to update the TopAccess status information.
This tab shows the following information about the device:
1) Device Information
The Device Information list shows the following information.
-Status — Displays the device status.
-Name — Displays the name of this equipment.
-Location — Displays the equipment’s location.
-Copier Model — Displays the model name of this equipment.
-Save as File Space Available — Displays the available size to store the Save as file
documents.
-Store to e-Filing Space Available — Displays the available size to store the e-Filing
documents.
-Fax Transmission Space Available — Displays the available size to send the fax data.
This is displayed only when the fax unit is installed.
-Fax Reception Space Available — Displays the available size to receive the fax data.
This is displayed only when the fax unit is installed.
-Work Space Available — Displays the percentages of available hard disk space to store
the temporary data.
-Contact Information — Displays the contact name of the person responsible for manag-
ing this device.
-Phone Number — Displays the phone number of the person responsible for managing
this device.
-Message — Displays the administrative message.
-Alerts — Displays the alert message. Errors are in red and warnings are in yellow.
1
3
2

TopAccess Device Tab Page 19
2) Options
The Options list shows the status of optional unit.
-Finisher — Displays the type of finisher installed.
-Hole Punch Unit — Displays whether the hole punch unit is installed.
-Fax — Displays whether the fax unit is installed.
-Optional Function kit — Displays whether the optional function kit is installed.
3) Paper
The Paper list shows the drawer status.
-Drawer — Lists the installed drawers.
-Size — Displays the paper size set in each drawer.
-Type — Displays the paper type set in each drawer.
-Capacity — Displays the maximum paper capacity that can be set in each drawer.
-Status — Displays the consumption status in each drawer.
The paper size for each drawer cannot be set from TopAccess. Please set from the touch
panel of the equipment. For instructions on how to set the paper size for each drawer, please
refer to the Operator’s Manual for Basic Functions.