Practical Workflows > Customizing the Screen Display > Registering a Series of Frequently Used Functions in One Button
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Registering a Series of Frequently Used Functions in One Button

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The Quick Menu is a function that increases the efficiency of operations that use functions of the machine for an office. You can create and register a series of frequently used functions such as Copy, Scan and Send, and Scan and Store in one button.

There are two types of buttons: the Shared Button that can be used by all users and the Personal Button that can only be set and used by each user.

This section describes the procedure for creating a "PDF-Scan" shared folder on a computer drive that is connected to the machine via the SMB protocol and send a scanned two-sided document to that folder as a PDF file with the OCR (Text Searchable) setting.

The screen may differ, depending on the version of your operating system.

Required Condition
  • You can connect to the computer with the shared folder from this machine via the network.
  • The Universal Send Advanced Feature Set is activated.

Follow the procedures below.

Creating a Shared Folder

Registering an Address

Registering a Procedure for Sending from the Machine in the Quick Menu

Sending a Document Using the Quick Menu

Creating a Shared Folder

For Windows

  1. Check for the computer name.

For Windows XP, right-click [My Computer] → click [Manage] → right-click [Computer Management (Local)] → click [Properties] → check for the computer name on the [Computer Name] sheet.

For Windows Vista, click [] (Start) → right-click [Computer] → click [Properties] → check for the computer name.

  1. Right-click a blank area on the desktop → click [New] → [Folder] to create a new folder → enter 'PDF-Scan' as the folder name.

  1. Select [Share this folder].

For Windows XP, right-click the "PDF-Scan" folder → select [Properties] to display the [PDF-Scan Properties] dialog box → click the [Sharing] tab → select [Share this folder] → click [Permissions].

For Windows Vista, right-click the "PDF-Scan" folder → select [Properties] to display the [PDF-Scan Properties] dialog box → click the [Sharing] tab → click [Advanced Sharing] → select [Share this folder] → click [Permissions].

  1. Select [Everyone] → check that [Allow] for [Change] is selected → click [OK]. If [Allow] is not selected, select [Allow] → click [OK].

  1. In the [PDF-Scan Properties] dialog box, click the [Security] tab → click [Add].

  1. Enter 'Everyone' → click [OK].

  1. Select [Everyone] → select [Allow] for [Modify] → click [OK].

A shared folder to send data is created.

  • For Windows XP, the shared folder is displayed as . For Windows Vista, the shared folder is displayed as .

For Mac

You can specify the settings to use the shared folder ([Public] folder).

  1. Click [Sharing] on the [System Preferences] screen.

  1. Select [File Sharing].

Sharing the [Public] folder is started on the network.

You can use the shared folder in [Drop Box] under [Public]. You can access the [Drop Box] as follows: On the [Go] menu, click [Home] → [User] → enter the login user name → select [Drop Box] under [Public].

  • The screen may differ, depending on the version of your operating system.

Registering an Address

You can register an E-mail address effectively from the Remote UI.

You can use the shared folder in [Drop Box] under [Public]. You can access the [Drop Box] as follows: On the [Go] menu, click [Home] → [User] → enter the login user name → select [Drop Box] under [Public].

  • The screen may differ, depending on the version of your operating system.

Using the Remote UI

  1. Start a Web browser → enter the IP address of the machine in [Address].

http://<IP address of the machine>

The Remote UI screen appears.

  • If you want to confirm the IP address of the machine, press (Settings/Registration) on the control panel and follow the procedure below.
    (Settings/Registration) → [Preferences] → [Network] → [TCP/IP Settings] → [IPv4 Settings] → [IP Address Settings].
  • If you cannot access the Remote UI, follow the procedure below to set proxy exceptions.
(1) Click [Tools] on the Internet Explorer toolbar → [Internet Options] → [Connections] tab → [LAN Settings].
(2) Select [Use a proxy server for your LAN (These settings will not apply to dial-up or VPN connections).] → click [Advanced].
(3) Enter the IP address of the machine in [Do not use proxy server for addresses beginning with:] in the [Exceptions] area → Click [OK].
  • If an error message is displayed and you cannot access the Remote UI, follow the procedures described below.
  • Page Not Found:
(1) Click [Tools] on the toolbar → [Internet Options] → select the [General] tab → click [Delete Files] in [Temporary Internet Files].
(2) Select [Delete all offline content] on the Delete Files screen → click [OK] → restart the Web browser and access the Remote UI again.
  • HTTP 404 File Not Found:
    Confirm that the IP address is correct.
    Confirm the IP address setting range in "Network."

  1. Click [Address List] → [Address Lists 01] on the Address List screen.

  1. Click [Register New Destination] → Register New Destination screen appears.

  1. Select [File] from the Type → click [Set].

  1. Specify the desired settings in the register file screen → click [OK].

Name: Enter a name for the destination.
Protocol: Select [Windows SMB].
Host Name: \\Computer name\PDF-Scan
Enter the computer name that you checked in step 1 in "Creating a Shared Folder (for Windows)", or step 2 in "Creating a Shared Folder (for Mac)".
Folder Path: If you want to create a folder named "Temporary" in the PDF-Scan folder, enter '\Temporary'. You can send without entering.
User: Enter the sender's user name (the name used to log in to the computer).
Enter Password Each Time: Select to enter the password each time.
Password: Enter the password that corresponds with the user name.
Confirm: Enter the password again.

The address is registered.

Using the Touch Panel Display

  1. Press [Scan and Send] on the Main Menu screen.

  • If the Main Menu screen is not displayed, press (Main Menu).

  1. Select [Address Book].

  1. Press [Register].

  1. Press [Register New Dest.] → [File].

  1. Specify each setting.

[Name]: Enter a name for the destination.
Protocol: Select [Windows SMB].
[Host Name]: Enter the computer name that you checked in step 1 in "Creating a Shared Folder" for Windows, or step 2 in "Creating a Shared Folder" for Mac.
[Folder Path]: Specify the folder on the computer you want to store the data.
[POP Address]: If you want to create a folder named "Temporary" in the PDF-Scan folder, enter '\Temporary'. You can send without entering.
[User]: Enter the sender's user name (the name used to log in to the computer).
[Password]: Enter the password that corresponds with the user name.

  1. Press [OK].

Registering a Procedure for Sending from the Machine in the Quick Menu

  1. Place your originals on the platen glass or in the feeder → press [Scan and Send] on the Main Menu screen.

  • If the Main Menu screen is not displayed, press (Main Menu).

  1. Press [Address Book].

  1. Select the registered destination → press [OK].

  1. Press [PDF].

  1. Select [PDF] → press [Set Details].


If [Set Details] is not displayed, press [OCR(Text Searchable)] on the File Format screen → proceed to step 7.

  1. Press [OCR(Text Searchable)] → [OK].

  1. Press [Options].

  1. Press [2-Sided Original] → specify the type of two-sided original → press [OK].

To scan different sized originals, press [Different Size Originals]. This mode enables you to scan different size originals with the same widths (11" × 17" and LTR, or LTRR and STMT, etc.) or different widths (11" × 17" and LGL, or LTR and LGL, etc.), together as one group by setting them in the feeder. You can reduce the time it takes to send because you do not need to send according to the original size.

  1. Enter a name for the sending PDF file.
  • Press [Options] → [File Name].
  • Press [File Name] → enter a file name → press [OK].
  • Press [OK].

You can select [Auto(OCR)] only when sending to e-mail or server.

When PDF (OCR) or XPS (OCR) is set as the file format, set [Auto(OCR)] to 'On' to automatically extract the first text block in the document for use as its filename.

  1. Press [Close].

The sending settings are complete.

If you press (Start), sending operation begins, however, this section proceeds to the procedure for registering these operations in the Quick Menu.

  1. Press on the top right of the screen → [Register to Quick Menu].

  1. Verify the settings → press [Next].

  1. Specify the recall settings for the button to register → press [Next].

[Display Confirmation Screen
When Recalling]:
 If [On] is selected, when the registered button is recalled, the confirmation dialog box for the settings is displayed.
For more information on the confirmation dialog box for the settings, see "Sending a Document Using the Quick Menu."
If [Off] is selected, when the registered button is recalled, the confirmation dialog box for the settings is not displayed.
[Start Operation for Recall
(Operation Starts When Buttons
Pressed)]:
 If [On] is selected, the settings registered in the button are processed when the registered button is pressed. You do not have to press (Start) to start the job.
If [Off] is selected, to start processing the registered settings, you must press the registered button and then press (Start).

  1. Select [Personal] or [Shared].

  1. Select the button you want to register → press [Next].

  1. Enter a button name and comment → press [OK].

Press [Name] → enter a name using the keyboard.

Press [Comment] → enter comment using the keyboard.

  • The maximum number of characters you can enter for the button name is 16 in one line, and you can use up to two lines.
  • The maximum number of characters you can enter for the comment is 26 in one line, and you can use up to three lines.

  1. Press [Close] to complete the registration for a button on the Quick Menu.

Sending a Document Using the Quick Menu

  1. Press (Quick Menu).

The Quick Menu screen is displayed.

  1. Select the [Personal] or [Shared] button → press the registered button.

  1. Confirm the button settings → press [Yes].

  • If [Display Confirmation Screen When Recalling] is set to 'Off' for the recall settings when registering in Quick Menu, the confirmation dialog box is not displayed before processing the settings registered in the button.

  1. Press (Start).

The settings registered in the button are processed.

  • If [Start Operation for Recall (Operation Starts When Buttons Pressed)] is set to 'On' for the recall settings when registering in Quick Menu, the registered settings are processed without pressing (Start).

Reference Information
  • Compact PDF Files

You can convert original color/grayscale images scanned at a resolution of 300 dpi to compact (approx. 1/10 original size) PDF files. This mode eliminates the issue of the large file size of digitized documents, reducing color documents to the size of black-and-white documents. This also enables you to reduce the load on the network and servers.

  • Searchable PDF (Universal Send Advanced Feature Set is required)

This mode enables you to perform OCR (optical character recognition) to extract data that can be recognized as text from the scanned image, and add it as a transparent layer of text to create a PDF file that is searchable. A searchable PDF file enables you to quickly search for the necessary information on the PDF.

  • Trace & Smooth PDF (Universal Send Advanced Feature Set is required)

This mode enables you to divide and extract the text, line drawings, and background of a scanned image, and convert the text and line drawings to scalable outline data to be placed on the background when creating a PDF file.

  • Enhanced text quality

Outlining the text edges eliminates "jagginess" even when the text is enlarged, enhancing the overall quality of the text in the PDF.

  • Practical application of data

The outlined data on the PDF can be extracted and used in Adobe Illustrator.

  • The Trace & Smooth PDF mode can be used with the Searchable PDF and Encrypted PDF modes.
  • Trace & Smooth PDF is linked with Compact PDF. Thus, if you select the Trace & Smooth PDF mode, Compact PDF is automatically set and the PDF file size is reduced.
  • If you select Trace & Smooth for the PDF file format, the resolution must be set to 300 dpi, and color or grayscale must be specified.
  • PDF Security

You can set a password to the PDF file. If the PDF is encrypted with a password, you cannot open, print, or change the PDF file without entering the correct password. If you want to restrict access, it is recommended that you set a password before sending.

  • Changing the Default Settings

By storing the specified send settings as the default settings, you can recall the settings without specifying the settings again.


Troubleshooting
  • If You Cannot Use SMB to Communicate with Windows XP

If you cannot use SMB to communicate with Windows XP, follow the procedures below.

  • Firewall:

Right-click [My Network Places] → select [Properties] → right-click [Local Area Connection] → select [Properties] → click the [Advanced] tab → click [Settings] → click the [General] tab → click [Off] → [OK].

  • Shared Simple File Settings:

Right-click the shared folder → select [Properties] → click the [Sharing] tab → select [Allow network users to change my files] → click [Apply].

  • Properties of the Shared Folder:

Right-click the shared folder → select [Properties] → click the [General] tab → deselect [Read-only] → [Apply].

  • Access Privilege of the Shared Folder ([Sharing] Sheet):

Right-click the shared folder → select [Properties] → click the [Sharing] tab → select [Permissions] → [Apply].

  • Access Privilege of the Shared Folder ([Security] Sheet):

Right-click the shared folder → select [Properties] → click [Security] tab → select [Allow] for <Modify> → [Apply].

  • Security Policy:

Click [Start] → [Control Panel] → [Administrative Tools] → [Local Security Policy] → [Local Policies] → [Security Options] → [Microsoft network server: Digitally sign communications (always)] → [Disabled] → [Apply] → restart Windows.

  • Login Password:

If you are using Windows XP, you can login to the computer using a local account without a password set. However, the following issues may arise:

  • If <Check the login destination, user name, and password> is displayed, you cannot set the login/destination from the machine.
  • You can set the login/destination from the machine, but you cannot use the Push Scan function.

The above issues related to accounts with no specified password arise because authentication was not performed at the time the folder on the network was accessed.

From a security perspective, and to avoid the above issues, login using an account with a password.

  • Logging In an Active Directory Environment:

When a computer that one or more users log on to is restricted by the system administrator in an Active Directory environment, follow the procedure below to register the name of the computer.

Open the user account properties dialog box. Click [Logon To] to open the [Logon Workstations] dialog box → set the computer name in the user account properties dialog box to "CANON + the last 8 digits of the MAC address of the computer + 00". For example, if the MAC address of the computer you are using is "00:00:11:22:33:44", set "CANON1122334400".

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