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Increasing Security

Restricting Access by Authentication

Administrator Settings

Specifying the System Manager Settings

Department ID Management

Specifying Department ID Management

Checking/Printing/Clearing Page Totals

Accepting Jobs with Unknown Department IDs

User Setting Information Management (User Setting Information Management Service)

Logging In to the User Setting Information Management Service Page

Deleting the User Setting Information

User Access Control for Advanced Box

Logging In to the User Management Page

Registering/Editing the User Information of User Access Control for Advanced Box

Editing User Information by General Users

Authentication Log Management for the Advanced Box

Authentication Method Settings for Sending Operations

Specifying Personal Folders

Registering Personal Folders for Each User

Setting Up the Home Folder and Personal Folders

Registering Folders Designated by Login Service as Personal Folders

Specifying Authentication Method for LDAP Server

Specifying Authentication Method for Rights Management Server

Specifying Authentication Method for SMTP Server

Specifying Authentication Method for File Server

Specifying Authentication Method for Advanced Box

Simple Authentication Settings for Secure Print

Setting to Disable Integrated Authentication

Network Security

Key Pair and Server Certificate Settings for Encrypted SSL Communication

Generating a Key Pair and Server Certificate

Registering a Key Pair File and Server Certificate File Installed from a Computer

Editing Key Pairs and Server Certificates

Registering/Editing a CA Certificate File

Verifying Certificate Validity Using Certificate Revocation List

Using an Encryption Method That Complies with FIPS 140-2

Advanced Box Settings

Specifying the Advanced Box Settings

Setting the Network

MEAP Settings

Using the SSL

Printing Installed Application Information

Preventing Information Leakage

Digital Signatures

Setting/Confirming a Key Pair and Device Certificate

Confirming a Key Pair and User Certificate

Checking a Device Signature/User Signature Certificate

Setting a Rights Management Server

Forced Secure Watermark/Document Scan Lock

Secure Watermark

Document Scan Lock

Adjusting the Secure Watermark Contrast

Adjusting Embedded Dots

Specifying the Document Scan Lock Operational Settings

Copy Set Numbering Options

Accepting Only Encrypted Secure Printing

Restricting the Send Function

Setting the Address Book

Mail Box Settings

Specifying Settings for All Mail Boxes

Specifying the Mail Box Security Settings

Setting the Control Panel Display

Specifying Management Settings for the Hard Disk

Completely Erasing Unnecessary Data from the Hard Disk

Initializing All Data/Settings

TPM Settings

Device Management

Using the USB Port

Device Information Settings

Specifying Device Information Delivery Settings

Registering/Deleting/Printing Delivery Destinations

Setting Automatic Delivery

Setting Manual Delivery

Setting the Receiving Machine

Checking/Printing the Communication Log

Setting SSO-H Authentication for Device Information Delivery Settings

Limiting Functions

Remote UI

Clearing the Message Board

Retrieving Audit Logs

Saving a Log of Key Operations

Available Administrator Settings Table (Touch Panel Display)

IEEE 2600 Security Standard

Top » Security » Restricting Access by Authentication » Department ID Management » Specifying Department ID Management
Specifying Department ID Management
08KE-21J
Using Department ID Management
Registering the Department ID, PIN, and Page Limit
Limiting Functions
Changing the PIN and Page Limit
Deleting a Department ID
Using Department ID Management
1.
Press (Settings/Registration).
2.
Press [Management Settings] → [User Management] → [Department ID Management].
3.
Press [On] → [OK].
If you do not want to use Department ID Management, press [Off].
Registering the Department ID, PIN, and Page Limit
1.
Press (Settings/Registration).
2.
Press [Management Settings] → [User Management] → [Department ID Management].
3.
Press [On] → [Register PIN].
4.
Press [Register].
5.
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.
6.
Press [Turn Limits On/Off and Set Page Limits].
7.
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 Copy Limit and 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
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.
When copying:
When scanning an original to be sent:
When printing:
Press [OK] → [OK].
8.
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.For information on the Copy Card Reader-F1, see "Copy Card Reader-F1."
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.
1.
Press (Settings/Registration).
2.
Press [Management Settings] → [User Management] → [Department ID Management].
3.
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].
4.
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.
5.
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.
1.
Press (Settings/Registration).
2.
Press [Management Settings] → [User Management] → [Department ID Management].
3.
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].
4.
Press  or to display the department whose PIN you want to change → select the department → press [Edit].
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.
5.
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].
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).
You cannot change the Department ID.
6.
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.
7.
Press [OK] → [OK].
8.
Press [OK] → [OK].
Deleting a Department ID
You can delete a Department ID that you have registered.
1.
Press (Settings/Registration).
2.
Press [Management Settings] → [User Management] → [Department ID Management].
3.
Press [On] → [Register PIN].
4.
Press  or 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.
5.
Press [Yes].
6.
Press [OK] → [OK].
IMPORTANT
If Department ID Management is activated through the Copy Card Reader-F1, you cannot register/delete Department IDs.
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