Specifying Department ID Management

Using Department ID Management

Press

(Settings/Registration).

Press [Management Settings] → [User Management] → [Department ID Management].

Press [On] → [OK].

If you do not want to use Department ID Management, press [Off].

Registering the Department ID, PIN, and Page Limit

Press

(Settings/Registration).

Press [Management Settings] → [User Management] → [Department ID Management].

Press [On] → [Register PIN].

Press [Register].

Enter the Department ID and PIN using

(numeric keys).

Press [Dept. ID] → enter the Department ID.

Press [PIN].

Press [PIN] → enter the PIN.

Press [Confirm] → enter the same number to confirm the PIN → press [OK].

Even if you enter fewer than seven digits, zeros are added to the start of the number, and a seven digit number is set. However, the zeros at the start of the number can be omitted when logging in. For example, even if you enter <2>, <02>, or <002>, the PIN is set as <0000002>. However, you can log in by entering <2>, <02>, or <002>.
You cannot register a System Manager ID or System PIN comprised of only zeros, such as <0> or <00>.

NOTE
You can clear incorrect values by pressing (Clear). If you do not set a PIN, you can use the machine by entering only the Department ID.

Press [Turn Limits On/Off and Set Page Limits].

Set the page limits.

NOTE
The number of sides refers to the number of printed sides. Therefore, the number of sides of a two-sided print is counted as two. The page limit refers to the maximum number of printed sides.

Press [On] under the desired function(s).

NOTE
Total Print Limit is the sum of Total Color Print Limit and Total Black Print Limit. Total Color Print Limit is the sum of Color Copy Limit and Color Print Limit. Total Black Print Limit is the sum of Black Copy Limit and Black Print Limit. Color Scan Limit and Black Scan Limit are not included in the Total Print Limit.

Press

(Page Limit) next to [On]/[Off] of the desired function(s).

Enter the page limit using

(numeric keys).

IMPORTANT
If the color or black (grayscale) page limit is reached when [Auto (Color/Black)] or [Auto (Color/Gray)] is set for [Select Color], you cannot perform any operations. The machine stops printing if any one of the color or black-and-white page limits is reached while printing a document that contains both color and black-and-white areas. The machine stops copying if any one of the total color or black-and-white print or copy limits is reached while copying a document that contains both color and black-and-white areas. The machine stops sending a fax if the Scan Limit is reached while faxing a document either from memory or directly to the recipient. The machine stops scanning if the Scan Limit is reached while the machine is scanning originals that are being fed from the feeder. (Those originals that were scanned before the limit is reached are not added to the scan count.)

IMPORTANT

If the color or black (grayscale) page limit is reached when [Auto (Color/Black)] or [Auto (Color/Gray)] is set for [Select Color], you cannot perform any operations.

The machine stops printing if any one of the color or black-and-white page limits is reached while printing a document that contains both color and black-and-white areas.

The machine stops copying if any one of the total color or black-and-white print or copy limits is reached while copying a document that contains both color and black-and-white areas.

The machine stops sending a fax if the Scan Limit is reached while faxing a document either from memory or directly to the recipient.

The machine stops scanning if the Scan Limit is reached while the machine is scanning originals that are being fed from the feeder. (Those originals that were scanned before the limit is reached are not added to the scan count.)

NOTE
You can clear incorrect values by pressing (Clear). You can set the page limit from 0 to 999,999 pages. Once a page limit is reached, copying, scanning, or printing is not possible.

Press [OK] → [OK].

If the Copy Card Reader-F1 is attached and a page limit is set, the Count Left (the page limit minus the Page Count) appears on the Basic Features screen for each function.

Limiting Functions

You can use Department ID Management for limiting functions except Copy and Print function. The login screen appears according to the specified settings as described below.

If all limit function settings are set to 'On':

The login screen appears as the default screen displayed after startup/restoration. Enter the Department ID and PIN in order to use each function.

If some of the limit function settings are set to 'Off':

The screen specified in "Default Screen after Startup/Restoration" appears as the default screen displayed after startup/restoration. The login screen appears when you select functions which are limited to use. Enter the Department ID and PIN in order to use the functions.

Press

(Settings/Registration).

Press [Management Settings] → [User Management] → [Department ID Management].

Display the PIN registration screen.

When the Copy Card Reader-F1 is not attached:

When the Copy Card Reader-F1 is attached:

When the Copy Card Reader-F1 is not attached:

Press [On] → [Register PIN].

Press [Limit Functions].

When the Copy Card Reader-F1 is attached:

Press [Register PIN].

Press [Limit Functions].

Press [On] for the functions (other than the Copy/Print function) you want to limit using Department ID Management.

You can limit the following functions:

[Store/Access Files, Fax/I-Fax Inbox]:
[Send/Fax]:
[Other]:

If you want to limit the Copy and Print functions, press [Off] for all the functions.

<Send/Fax> is displayed only if the fax board is installed. If the fax board is not installed, <Send> is displayed.

NOTE
If [Department ID Management] is set to [On], functions other than described above and MEAP applications operate as explained below regardless of limit function settings. The following function and MEAP application are limited to use. The following function is not limited to use.

Press [OK] → [OK] → [OK].

IMPORTANT
If you are managing the machine using control cards and there is a function with its limit set to 'Off' in [Limit Functions], the Main Menu screen appears when the machine starts. In this case, perform the procedure from step 1 without inserting a control card.

NOTE
The Count Left only appears for functions with their limit set to 'On'. On the Copy Basic Features screen and the Print Settings screen, the two items with the lowest Count Left appear. However, if the Total Print Limit is the lowest, only the Total Print Limit appears.

Changing the PIN and Page Limit

You can change the PIN and page limit settings that you have registered.

Press

(Settings/Registration).

Press [Management Settings] → [User Management] → [Department ID Management].

Display the PIN registration screen.

When the Copy Card Reader-F1 is not attached:

When the Copy Card Reader-F1 is attached:

When the Copy Card Reader-F1 is not attached:

Press [On] → [Register PIN].

When the Copy Card Reader-F1 is attached:

Press [Register PIN].

Press

to display the department whose PIN you want to change → select the department → press [Edit].

By holding down

, you can scroll quickly and continuously backward or forward through the available Department ID pages. When the desired page is displayed, release the keys. Continuous scrolling is useful when a large number of Department IDs are registered.

Enter the desired PIN using

(numeric keys).

Press [PIN].

Press [PIN] → enter the new PIN.

Press [Confirm] → enter the same number to confirm the PIN → press [OK].

NOTE
You can clear incorrect values by pressing (Clear). You cannot change the Department ID.

Press [Turn Limits On/Off and Set Page Limits] → change the page limit.

NOTE
You can clear incorrect values by pressing (Clear). You can set the page limit from 0 to 999,999 pages. Once a page limit is reached, copying, scanning, or printing is not possible. The number of sides refers to the number of printed sides. Therefore, the number of sides of a two-sided print is counted as two. The page limit refers to the maximum number of printed sides.

Press [OK] → [OK].

Deleting a Department ID

You can delete a Department ID that you have registered.

Press

(Settings/Registration).

Press [Management Settings] → [User Management] → [Department ID Management].

Press [On] → [Register PIN].

Press

to display the department you want to delete → select the department → press [Delete].

NOTE
By holding down or , you can scroll quickly and continuously backward or forward through the available Department ID pages. When the desired page is displayed, release the keys. Continuous scrolling is useful when a large number of Department IDs are registered.

Press [Yes].

Press [OK] → [OK].

IMPORTANT
If Department ID Management is activated through the Copy Card Reader-F1, you cannot register/delete Department IDs.