Xerox DocuColor 250 Reference guide

Xerox Document Services Platform
Online Help

Product Name Book Name -1
This is the DocuSP Help Library.
The DocuSP Help Library contains information on how to use the
DocuSP graphical user interface (GUI) features and functions for
setting up and printing jobs, setting up the printer, controlling
system-level preferences, and managing fonts, security,
accounting, and many other activities. Use the Help menus or
buttons located on the screens and dialogs to access additional
information as needed.
Throughout the Help Library, you will find cross-references and
links to other areas of the helpset. These links can be divided up
into 3 general categories:
•Links from lists at the beginnings of chapters: These links
are placed so that a user who is browsing through the Help
can quickly locate topics of interest.
•Links from procedures to sub-routines: These links are
placed within ordered lists in order to break up long
procedures into several shorter ones. This also enables the
user to avoid working though subroutines that are not of
interest to him or to her. When you click these links, you will
need to click the back button on your browser to return to the
main procedure.
•More Information... links: These links are placed to take
nonessential information out of the main flow of the
procedures, and may be ignored at the user’s discretion.
Clicking these links will open a pop-up window which will
disappear when you click outside the pop-up window.

Product Name Book Name
-2

Product Name Book Name -1
About DocuSP Print Services
The DocuSP Print Services software provides a graphical user
interface (GUI) to the printer management, job management, and
system administration functions of your Xerox printing system. In
addition, depending upon which DocuSP printer you have
purchased, the DocuSP GUI enables you to manage queues,
adjust color image quality, and control scan and copy functions.
The DocuSP Print Services Graphical User Interface
The DocuSP Print Services software enables you to use a
graphical user interface (GUI) to control all of the features and
functions for your Xerox printing system.
The GUI consists of windows, tabs, and dialogs that can be
accessed through buttons and menus. In addition, the user
interface displays status and error messages which provide
feedback on job processing.
Online Help is available through Help Contents or by selecting the
Help buttons on the various dialogs. Additional information is
available through the customer documentation that is provided on
CD-ROM with your system.
Windows and Dialogs
The DocuSP Print Services GUI is designed to enable quick and
direct access to most types of data. Each management category
(Job Manager, Printer Manager, etc.) consists of a primary
manager window which displays a table of information
summarizing the category. For example, when you open the Job
Manager window, you will see a list of jobs and relevant
information about those jobs.
Use the following guidelines when working in windows and
dialogs:
• To open primary manager windows, select the desired icon on
the left side of the DocuSP GUI.
• To view a different type of data within a service or manager
window, select the tab of the topic you wish to view.
• To view the properties of a listed item such as a job or a queue
perform one of the following:

Product Name Book Name
-2
– Double-click the item.
– Right-click the item and choose [Properties...].
– Select the item and click the [Properties...] icon from the
toolbar menu.
• To view more than one manager window at a time, open the
first window by selecting the icon, then right-click the icon of
the additional window you wish to view. The second manager
window appears in an additional window.
Menus
The DocuSP Print Services software contains a number of menus
which enable you to quickly access information.
• The Logon, System, Printer, Setup, Administration, and
Help menus are located on the top of the interface and provide
direct access to global system-level and printer control
functions, and the help system.
•Pop-up menus enable you to control functionality at the job or
queue level and can be accessed by right-clicking or double-
clicking on a particular job or list item.
•Feature Access Buttons (FABS): DocuSP utilizes buttons,
called Feature Access Buttons, to enable you to set job
properties. FABs are available from within specific tabs. Once
property selections are made, your choices display on the
FAB. Individual FAB descriptions can be accessed through the
following link: DocuSP Feature Access Buttons (FABs)
Job Manager
The Job Manager enables you to perform a number of different
tasks at the job level. You can view all the jobs in the system,
including active and completed jobs, or you can display one of
several possible subsets of the jobs. The Job Manager also
enables you to perform operations on and select options for
individual or groups of jobs within the system.
Job Manager is accessed by selecting the Job Manager icon
located on the left side of the DocuSP GUI. You can access the
Job Manager helpset through the following link:Job Management
Queue Manager
The Queue Manager enables you to create and enable new
queues in which to manage jobs prior to printing and to control the
flow of jobs to the printer. It also enables you to change the

Product Name Book Name -3
properties of a queue and to change the job accept and release
status of a queue.
Queue Manager is accessed by selecting the Queue Manager
icon located on the left side of the DocuSP GUI. You can access
the Queue Manager helpset through the following link: Queue
Management.
Printer Manager
The Printer Manager enables you to manage functions of the
printer. You can manage paper trays and paper stock, set global
finishing options, enable stacking, identify stock size checking, set
unfinished offset stacking, and clear printer faults.
Printer Manager is accessed by selecting the Printer Manager
icon located on the left side of the DocuSP GUI. You can access
Printer Manager helpset through the following link: Printer
Manager
Color Manager
The Color Manager enables you to monitor and control all of the
color printing features of the system. Color Management is a
process that attempts to match color across input, display, and
output devices by referencing their color reproduction to a known
standard using International Color Consortium (ICC) profiles.
Color management tools are used to convert between device-
dependant RGB (Red, Green, Blue) and CMYK (Cyan, Magenta,
Yellow, Black) color spaces to a device independent color space in
order to match colors by adjusting for differences between device
color gamuts. The Color Manager contains multiple levels of color
management, tailored for both novice and skilled users.
Color Manager is accessed by selecting the Color Manager icon
located on the left side of the DocuSP GUI. You can access the
Color Manager helpset through the following link: Color
Management.
System Management and Configuration
System Management and Configuration includes information on
system controls, such as powering the system on and off. System
configuration operations include managing network gateways,
performing diagnostics, and setting system preferences.
System management and configuration settings are accessed by
using the System and Setup menus located at the top of the

Product Name Book Name
-4
DocuSP GUI. You can access information for the System and
Setup menus through the following links: The System Menu, The
Setup Menu
Printer Configuration
Printer Configuration functions are accessed using the DocuSP
Printer menu. Printer configuration includes information on
powering the printer on and off, setting the Power Saver mode,
and the selections made through Printer Switches. You can
access the Printer menu helpset through the following link: The
Printer Menu
Administration
The Administration functions of the DocuSP software enable a
System Administrator to control resources, fonts, accounting, and
billing. You can access the Administration menu helpset through
the following link: Administration.
NOTE: Billing is only applicable for monochrome products.
Printer Message Field
The Printer Message field at the top of the DocuSP Print Services
window displays status messages for the printer.
Button Guide
•OK saves all changes to a tab or dialog and closes the active
window.
•Apply saves all changes to a tab or dialog without closing the
window. You do not need to select Apply before selecting OK
to save changes.
•Cancel enables you to close a dialog or window without
saving changes.
•Close enables you to exit a dialog or window; changes you
have made are saved.
•Reset is available on some GUI screens. Reset enables you
to restore previous settings without leaving the GUI screen, in
the event that the changes you have made are incorrect.

Product Name Book Name -5
Disk Usage Indicator
The Disk Usage Indicator icon allows operators and system
administrators to monitor any of the DocuSP System Disk
Partitions: Root, System Data and User Data. The icon, which is
located at the top right corner of the GUI, shows three states of
disk usage: Normal, Warning and Error.
Hovering the cursor over the Disk Usage Indicator icon will display
a tool tip which presents the disk usage percentage for each
partition. Percentage indicators change dynamically to show the
amount of used and free space.
Double-clicking on the Disk Usage Indicator opens a window that
contains information about disk size, used and free space, disk
usage percentage, partition name or path and the current state of
each partition.
Disk Usage Indicator threshold values are defined as follows:
•Root:
– Normal Range: 0-84%
– Warning Range: 85-89%
– Error Range: 90-100%
•System Data and User Data:
– Normal Range: 0-70%
– Warning Range: 71-89%
– Error Range: 90-100%
NOTE: Percent values may fluctuate +/-5% based on system/
drive/printer or other adjustments that are made during the
software development cycle.
Warning and Error messages are displayed as follows:
•Warning: Root disk free space is low. A green icon
indicates a Warning range.
•Error: Root disk free space is dangerously low. A red icon
indicates an Error range.
If a disk partition reaches a warning or error disk usage range, a
fault message window opens and a fault message also displays in
the Status area. Follow the instructions to address disk partition
issues. Select [Close] to exit the fault message dialog.
The Clean Files option allows you to remove waste files that are
created by system crashes. A warning icon will inform you of
which partition to address.
The Scan Files option allows the System Administrator to delete
scan files to free up disk space.
To use the Scan Files option:
1. Select [Scan Files...]. The Disk Usage - Scan Files window
opens.

Product Name Book Name
-6
2. From the Scan Files list, select all the files that you want to
delete. To select all listed files, right-click within the list and
select [Select All]. If you decide to delete all the files in a
Document Folder (.xsm extension), the document folder is
also deleted.
NOTE: Template Folders and User Folders cannot be deleted.
3. Select [Delete].
4. Select [Yes] to delete the selected files. The Status field
displays the delete process.
5. Select [Close] to exit the Disk Usage - Scan Files window.
To use the Clean Files option:
1. Double-click on the Disk Usage Indicator.
2. Select [Clean Files...]. The information dialog opens.
3. You are informed that the Clean Disk operation will clean disk
partitions that are within the warning and error usage ranges.
4. To continue, select [Yes].
Keyboard Accessibility and Shortcuts
The DocuSP controller enables you access and control the
features and functions for your Xerox printing system using the
keyboard. You can navigate the system, activate fields within
various GUI screens, and select printing properties.
Using the keyboard to access the printing system
The following tables describe keyboard accessibility options and
shortcuts.
•Common Keyboard Shortcuts: Presents frequently used
keyboard shortcuts that are available throughout the user
interface.
•DocuSP Activation and Navigation Keys: Contains DocuSP
specific keystrokes that enable you to interact with the
components and features of the printing system.
•Mnemonics: Mnemonics are keyboard shortcuts using an
<Alt> and letter key combination that access commonly used
DocuSP features.

Product Name Book Name -7
Common Keyboard Shortcuts
DocuSP Navigation and Activation Keys
Contains DocuSP specific keystrokes that enable you to interact
with the components and features of the printing system.
Keyboard Selection Action
Tab Navigates to the next available component.
Shift-Tab Navigates to the previous available component.
Control-Tab Navigates to the next available component even if the component accepts
the tab command. An example would be escaping from a table once a table
element becomes available.
Shift-Control-Tab Navigates to the previous available component even if the component
accepts the tab command. An example would be escaping from a table
once a table element becomes available.
Left Arrow Moves left one character or component.
Right Arrow Moves right one character or component.
Up Arrow Moves up one line or component.
Down Arrow Moves down one line or component.
Page Up Moves up one pane of information.
Page Down Moves down one pane of information.
Home Moves to the beginning of the data field. In a table, moves to the beginning
of the row.
End Moves to the end of the data field. In a table, moves to the last cell in a row.
Control-Enter or
Control-Return Activates the default command button.
Enter or Return Activates the command that is currently selected
Escape Exits a menu or dialog box without changes.
Spacebar Activates the component that has keyboard focus.
Compon
ent Type Keyboard Selection Action
Split
Pane F6 Moves the focus between the panes to the first available element in the pane.
F8 Gives focus to the splitter bar. Arrow, Home and End keys can be used to
move the bar. Arrow keys give fine control of movement. The Home and
End keys effectively hide an entire pane from view.

Product Name Book Name
-8
Mode
Indicator Control-D Puts focus on the first mode indicator, from which you can display the tool- tip. This can include one or more of the following modes: MICR, Secure,
Job Fault, Diagnostic, Remote Workflow, and Logging.
Status
Area Control-P Pauses the printer on production printer systems. Pauses the printer and scanner on non-production printer systems.
Control-N Pauses the scanner on production printer systems.
Control-U Unload button
Control-A Clear All button. Available only on non-production printer systems.
Content
Area Control-S Start button (Copy, Scan to Digital, and Print Services)
Tab Pane Arrows Moves between tabs.
Control-Page
Up Moves to the previous tab, preparing to enter the first available component in the tab.
Control-Page
Down Moves to the next tab, preparing to enter the first available component in the tab.
FABs Control-Shift-
Left Arrow /
Control-Shift-
Right Arrow
Moves the focus between a FAB and the first available element within that
FAB.
Tables Tab Moves focus one cell to the right. If the table cells are selected, the focus
should wrap, left to right, top to bottom and then back to the top of the
selected region.
Shift-Tab Moves focus one cell to the left. With cell selection, Shift-Tab behaves
similarly to Tab, but in the reverse order.
Return/Enter Move focus one cell down, row selection follows focus. At the bottom of a
table, focus wraps to the top of a column. If more than one cell is selected,
the focus moves to each selected column in turn and then repeat from the
beginning.
Compon
ent Type Keyboard Selection Action

Product Name Book Name -9
Tables Shift-Return/
Shift-Enter Move focus one cell up, row selection follows focus. At the top of a table, focus wraps to the bottom of a column. If more than one cell is selected,
the focus moves to each selected column in turn and then repeat.
Up/Down
Arrow Deselects the current selection and moves the focus up/down one cell, re- establishing row selection in the focused cell row.
Left/Right
Arrow Deselects the current selection and moves the focus left/right one cell.
Page Up/
Page Down Deselects the current selection. When no vertical scrollbar is visible, it moves the focus and the row selection to the last/first row in a table. The
focused cell remains in the same column that it originated. When a vertical
scrollbar is visible, it scrolls the table up/down one row and re-establishes
the selected row as the last/first visible row in the table. The focus is
moved, within its current column to the newly selected row.
Control-Page
Up/ Control-
Page Down
Deselects the current selection. When the horizontal scrollbar is not visible,
it moves the focus to the first/last cell in the row and re-establishes the row
selection where the focused cell resides. When a horizontal scrollbar is
visible, it scrolls the table left/right to make the first incomplete displayed
column visible and places the focus in that column. Row selection is re-
established in the focused cell row.
Home/End Deselects the current selection. Moves the focus to first/last cell in a row
and re-establishes the row selection in the focused cell row.
Control-
Home/
Control-End
Deselects the current selection. Moves the focus to first/last row in the
table within the same column where the focus originated and re-
establishes the row selection.
Control-A Select all rows in a table.
Compon
ent Type Keyboard Selection Action

Product Name Book Name
-10
Tables Shift-Up
Arrow/
Shift-Down
Arrow
Extend selection up/down one row in the table.
Shift-Page
Up/ Shift-
Page Down
Extend selection up/down one "table page" at a time. When the vertical
scrollbar is not visible, it moves the focus and row selection to the last/first
row in the table. The focused cell remains in the same column in which it
originated. Row selection is established from the original row in which the
focus resided to the row in which the focus has been moved.
When a vertical scrollbar is visible, it scrolls the table up/down one row and
moves the focus within its current column to the newly visible row. Row
selection is established from the original row in which focus resided to the
row in which the focus has been moved.
Control-Shift
Home/
Control-Shift
End
Extend selection from the current row where focus resides to the
beginning/end of table. Focus does not move.
Spacebar Presents a popup menu, if one exists.
Control-Right
Arrow/
Control-Left
Arrow
Move a table column where the focus resides right/left one column in the
table.
Shift-Up
Arrow/
Shift-Down
Arrow
Extend selection up/down one row in table.
Control-Shift-
Up Arrow/
Control-Shift-
Down Arrow
Sort column where the focus resides in ascending/descending order. This
assumes that the table has sorting activated.
Compon
ent Type Keyboard Selection Action

Product Name Book Name -11
Lists Up/Down
Arrow Deselects the current selection and moves the focus up/down one element re-establishing selection on the focused list element.
Page Up/
Page Down Deselects the current selection. When the vertical scrollbar is not visible, it moves the focus and element selection to the last/first element in the list.
When a vertical scrollbar is visible, it scrolls the list up/down one row, and
moves the focus and element selection to the last/first visible element in
the list.
Home/End Moves the focus and selection to the first/last element in the list.
Control-A Select all elements in list.
Shift-Up
Arrow/
Shift-Down
Arrow
Extend selection and focus up/down one list element at a time.
Shift-Page
Up/
Shift-Page
Down
Extend selection up/down one "page view" at a time. Focus moves to the
bottom/top of selection.
Shift-Home/
Shift-End Extend selection to the top/bottom of the list. Focus moves to the top/ bottom of the list.
Pop Up
Menu Space/Enter Select the menu item with focus.
Up/Down
Arrow Move focus to a previous/next menu item.
Right Arrow If focus is a cascading menu element, it opens a cascading menu.
Left Arrow If focus is a cascading menu element, it closes a cascading menu.
Esc Exit pop-up menus.
Pull-
down
menu
Space/Down
Arrow Activates the menu.
Up/Down
Arrow Moves focus and selects previous/next menu item.
Esc Exits the pull-down menu.
Menu
Bar F10 Activates the menu.
Up/Down
Arrow Moves focus to previous/next menu item.
Space/Enter Selects focused menu item.
Esc Exits the menu bar.
Compon
ent Type Keyboard Selection Action

Product Name Book Name
-12
Mnemonics
Mnemonics are keyboard shortcuts used to access commonly
used features using an <Alt> and letter key combination. Entries
marked with an asterisk (*) are second-level commands and are
only available after entering the first level. Using <Alt> closes an
open menu, which prevents the use of an <Alt>-letter combination
within menus.
Directory
Tree Up/Down Arrow Moves focus and selection up/down one row in the directory tree.
Left/Right
Arrow Moves focus left/right one column in the directory tree. If a closed folder is selected the right arrow opens the folder when it is not empty. If the folder
is open and selected, the left arrow closes the folder.
Page Up/
Down Moves up/down one page view. The first available component in view gets the focus and selection.
Home/End Moves to the first/last element in the tree.
Control-Left
Arrow/
Control-Right
Arrow
Moves focus up/down one row in the directory tree.
Control-Page
Up/ Control-
Page Down
Moves up/down one page view. The first available component in the view
gets focus and selection.
Control-
Home/
Control-End
Moves to the first/last element in the tree.
Spacebar Selects the element in the directory tree where the focus is activated.
Tool Tip Control-F1 Displays a tool tip if one is attached to the focused component.
Control-F!/
Esc Hides a tool tip.
Compon
ent Type Keyboard Selection Action
Alt + Letter Destination
Menus
LTop level of Logon menu
*L *Logon
*F *Logoff
MTop level of System menu

Product Name Book Name -13
*P *Pause Processing
Ctrl-Shift-P is an accelerator combination, which does not require the user to
open the System menu.
*R *Resume Processing
Ctrl-Shift-R is an accelerator combination, which does not require the user to
open the System menu.
*D *Service Diagnostics
*S *Shutdown
Ctrl-Shift-S is an accelerator combination, which does not require the user to
open the System menu.
ITop level of the Printer menu
ETop level of the Setup menu
ATop level of the Administration menu
HTop level of the Help menu
Pathways
CCopy Service
SScan to Digital Service
PPrint Service
JJob Manager
QQueue Manager
TPrinter Manager
Content Area
RReset button on Copy, Scan to Digital, and Print Services
BBuild Job button on Copy, and Scan to Digital Services
OContinue Build Job buttons
NEnd Build Job button
Esc Cancel Build Job
Child
Window
Controls
OOK button
RReset button
AApply, Add insert, Add Exception, or Add Cover
HHelp access
Alt + Letter Destination

Product Name Book Name
-14

Product Name Book Name -1
Job Management
Job management allows you to perform job management tasks
including printing, proofing, holding, and forwarding jobs, and
changing job properties.
Job Manager
The Job Manager enables you to perform a number of different
tasks at the job level. You can view all the jobs in the system,
including current and completed jobs, or you can display one of
several possible subsets of the jobs. The Job Manager also
enables you to perform operations on, and select options for,
individual jobs or groups of jobs within the system.
Access Job Manager by selecting the Job Manager icon located
on the left side of the DocuSP GUI.
The Job Manager Window
The Job Manager main window is composed of menus and tabs.
The tabs display jobs in the system in various states. Each tab —
Current or Completed — enables you to view a different type of
job. By changing the selection in the Queue drop-down menu, you
can filter the selection to view the jobs in all queues or just jobs
within a single queue.
NOTE: To rearrange the job data elements in the job lists (such as
Job ID, Type, etc.), select a column heading and drag it to another
location in the column row.
•Current: The Current tab presents a list of active and inactive
jobs.
–Active Jobs: The Active Jobs field displays a list of all the
jobs that are currently being received, are in the queue
waiting to print, are printing, or are in the process of being
saved. The total number of Active Jobs is displayed to the
bottom left of the list. Use the scroll bar to view any
additional listed active jobs.
– The total number of Active Jobs is displayed to the bottom
left of the list. Use the scroll bar to view any additional
listed active jobs.
– Inactive Jobs: If a job is unable to print because it is being

Product Name Book Name
-2
held, or due to a fault or other error, it is automatically
moved to the Inactive Jobs field of the Current tab field.
The total number of Inactive Jobs is displayed to the
bottom left of the list. Use the scroll bar to view any
additional listed inactive jobs.
NOTE: Once a job is saved it is no longer an active job.
•Completed: The Completed tab lists a maximum of 500 jobs
that have been printed. Listed jobs beyond the 500 maximum
allowed are automatically deleted from the system. The
maximum number of listed completed jobs may be less than
500 if the option to Retain PDL Files is enabled. This option
allows you to change properties and then print jobs that have
completed printing and reside in the Completed tab. For
information about Retain PDL Files see Setting the Job Policy.
NOTE: A utility called “setretainPDL” exists that enables you
to set the number of retained PDL’s from 1 to 100. Instructions
for using this utility are provided in the DocuSP Getting Started
Guide. Within the DocuSP GUI, the setting is hard-coded to 50
PDL’s. Depending on the size of the retained jobs and the size
of the internal hard drive on your system, a lower value may be
more appropriate. Users employing the setretainPDL utility
should be aware that disk capacity monitoring is the
responsibility of the end user.
•Content menu: The Content menu contains job options that
are accessed frequently. The content menu is available
regardless of which tab is active.
–Job: The Job pull-down menu enables you to perform job
management tasks such as proofing, deleting, or holding
jobs, and releasing jobs to print. This menu also enables
you to set or change the job properties. All selections
within the Job pull-down menu are also available by right-
clicking a job in Job Manager or by selecting an icon from
the toolbar. For additional information on job menu
selections see Job Manager menus.
NOTE: The Job menu within the Completed tab displays only
Properties and Delete selections if the Retain PDL files feature
is not enabled.
–View: This tab is available when you are within the Current
and Completed tabs. The View pull-down menu presents
the following selections:
–Columns...: You can determine the job list display by
selecting or deselecting job list titles. If deselected, the
item is removed from the job list row. For additional
information, see: Managing the Job list
–Show Toolbar: Selecting this option displays an
assortment of tools that correspond to common tasks.
–Hide Toolbar: This option, which is only available
when the toolbar is displayed, toggles the display of