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Preface

Digitizing Paper Documents

Scanning the Original and Sending to a Computer

Adding the Scanned Image via Network Scanner onto a Document

Enabling PDF Documents to Be Edited with Adobe Reader (Reader Extensions)

Converting Scanned Documents into the Encrypted Searchable PDF

Printer Driver

Merging and Printing Multiple Documents

Printing a Booklet (Windows)

Printing a Booklet (Mac)

Using Profiles to Print (Windows)

Selecting Presets for Printing (Mac)

Specifying the Printer Driver Default Settings (Windows)

Fax

Temporarily Storing and Viewing Received Image

Handling Junk Faxes

Automatically Forwarding Received Faxes

Automatically Forwarding Received Faxes to a Computer

Forwarding to a Mobile Computing Device

Forwarding Received Faxes

Handling Files with Forwarding Errors

Sharing Received Fax Documents in the Advanced Box

Sharing Sent Fax Documents in the Advanced Box

Checking That the Sent Fax Was Delivered Successfully

Accessing the Fax Function of a Server Machine

E-Mail

Sending an E-mail to Multiple Destinations

Using a Shared Address Book

Internet Fax/Intranet Fax

Sending a Document via Internet Fax

Receiving a Document via Internet Fax

Department ID Management

Setting a Department ID for Copying

Setting the Department ID Management on the Printer Driver

Mail Box and Advanced Box

Storing and Sending a Document

Creating a Personal Space in the Advanced Box (Open to Public by WebDAV)

Creating a Personal Space in the Advanced Box (Open to Public by SMB)

Practically Applying Print Data

Backing Up the Data Stored in the Mail Box

Security

System Management

Copy Security with Forced Document Scan Lock and Secure Watermark

Preventing Other Users to See the Printed Documents

Hard Disk Data Security

Specifying Send/Fax Security Settings

Mail Box Security

Restricting Access to the Machine (IPv4)

Restricting Access to the Machine (IPv6)

Advanced Copying and Printing

Scanning Originals While the Machine Is Processing a Job (Reserve Copy)

Printing and Copying with the Original Background Images

Printing Files Stored in the USB Memory Directly from the Machine

Printing Files Created with Different Applications as a Single File

Creating Address Labels by Scanning Business Cards

Pausing Print Jobs to Change Settings (Hold)

Customizing the Screen Display

Making Favorite Keys Highly Visible

Registering a Series of Frequently Used Functions in One Button (Quick Menu)

Recalling the Quick Menu of Another Machine

Linkage between imageRUNNER ADVANCE Desktop and imageRUNNER ADVANCE

Using Advanced Box (imageRUNNER ADVANCE Desktop)

Importing Received FAX Documents into Library (imageRUNNER ADVANCE Desktop)

Sending Fax from a Computer (imageRUNNER ADVANCE Desktop)

Performing Saddle Stitch Printing (imageRUNNER ADVANCE Desktop)

Performing Complex Tasks at the Touch of a Button: Workflow Composer

Creating a Flow on a Computer (Workflow Composer)

Duplicating/Editing a Flow to Create a Personal Flow (Workflow Composer)

Executing a Flow on the Machine (Workflow Composer)

Top » Practical Workflows » Department ID Management » Setting a Department ID for Copying
Setting a Department ID for Copying
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Using a Department ID you can manage the following three items:
User Authentication
Page Counter
Page Limits
This section describes how to authenticate users by setting the Department ID Management.
How to restrict the numbers of prints/scans, and specify page count settings will also be explained.
The screens may differ, depending on the model of the machine and on attached optional products.
Required Condition
You are logged in as the administrator.
Department ID Management Settings on the Machine
You can operate this procedure using the touch panel display or the Remote UI.
Using the Touch Panel Display
1.
Press (Settings/Registration) → [Management Settings] → [User Management] → [Department ID Management].
2.
Press [On] → [Register PIN].
3.
Press [Register].
4.
Enter the seven digit Department ID and PIN using  - (numeric keys) → press [OK].
(1)
Press [Dept. ID] → enter the Department ID.
(2)
Press [PIN].
(3)
Press [PIN] → enter the PIN.
(4)
Press [Confirm] → enter the same number to confirm the PIN → press [OK].
You cannot register a Department ID or PIN with only zeros as the number, such as <0> or <00>. If you enter a number that begins with zeros, the leading zeros are ignored. Example: If <02> or <002> is entered, <0000002> is stored.
NOTE
If you make a mistake when entering a number, press (Clear) to clear the entire number → enter the correct number.
If you do not want to set a PIN, you can use the machine by entering only the Department ID.
5.
Press [OK].
Using the Remote UI
You can register the Department ID using the Remote UI.
1.
Access the Remote UI → click [Settings/Registration] → [User Management] → [Department ID Management].
2.
Click [Register New Department].
3.
Enter the Department ID and PIN → enter the same Department ID and PIN for confirmation → click [OK].
Reference Information
Unlimited Black-and-White
You can set to monitor only color outputs, and allow an unlimited number of the cheaper black-and-white outputs, using Department ID Management. By setting Department ID Management, the default screen of your imageRUNNER ADVANCE becomes the login screen.
If <Allow Black Copy/Print Jobs> is set to 'On', [Black Copy/Print] is displayed under the Department ID entry field. Pressing [Black Copy/Print] enables you to print black-and-white document without entering the Department ID. If you press [Black Copy/Print] and attempt to use the color copy mode, the display returns to the screen for entering the Department ID and PIN.
Limiting Functions
This mode enables you to restrict users from using certain functions, excluding the Copy and Print functions, that are subjects to the Department ID Management.
For more information, see "Limiting Functions."
Reserving a Copy Job and ID Entry
Essentially, you can use only one ID to log in to the machine at a time. However, as an exception, you can use another ID to reserve a copy job.
Example:
While the machine is processing a copy job for Department A, if you press (Log In/Out) on the control panel, the screen for entering the Department ID and PIN is displayed even if the machine is in the operation.
If the original has been scanned, you can enter the ID for Department B and reserve a copy job.
Total Page Count Settings
You can display or print a list of how much paper was used by each department.
You can check how much paper is used for color copy, scan, and print jobs and black-and-white copy, scan, and print jobs.
You can operate this procedure using the touch panel display or the Remote UI.
Using the Touch Panel Display
1.
Press (Settings/Registration) → [Management Settings] → [User Management] → [Department ID Management].
2.
[On] → [Page Totals].
3.
Press [Print List] to print the counter information for the departments currently displayed on the touch panel display.
4.
To reset the counter information for each department, select the department → press [Clear].
5.
To reset the counter information for all the departments, press [Clear All Totals].
NOTE
The unit for the counter is "pages." Copying/printing a 2-sided sheet is counted as '2' pages.
Unless you press [Clear] for clearing counter information, the machine keeps counting the pages scanned, copied, and printed, and displays those numbers on the counter screen.
If you want to record counter information for every month, press [Clear All Totals] on a specified day of every month. Do not forget to record the counter information of the previous month before pressing the button for clearing the totals. You cannot stop the counter.
Using the Remote UI
You can perform the same operation using the Remote UI.
1.
Access the Remote UI → click [Settings/Registration] → [User Management] → [Department ID Management].
2.
To reset the counter information for each department, select the department → click [Clear Count].
3.
To reset the counter information for all the departments, click [Settings...] on the Department ID Management screen → click [Clear All Counts].
Page Limits
The Page Limits mode enables you to specify the maximum number of pages each department is allowed to copy/scan/print. The machine stops operation when the counter reaches the specified number. You can set page limits for:
Total (Color/B&W/All)
Copy (Color/B&W)
Scan (Color/B&W)
Print (Color/B&W)
You can operate this procedure using the touch panel display or the Remote UI.
Using the Touch Panel Display
1.
Press (Settings/Registration) → [Management Settings] → [User Management] → [Department ID Management].
2.
Press [On] → [Register PIN] → [Register].
3.
Specify Department ID and PIN → press [Turn Limits On/Off and Set Page Limits].
The [Turn Limits On/Off and Set Page Limits] screen is displayed.
You can perform the same operation from the Remote UI.
Using the Remote UI
You can specify the settings using the Remote UI.
1.
Access the Remote UI → click [Settings/Registration] → [User Management] → [Department ID Management] → [Register New Department].
2.
Select the items for which you want to set a page limit restriction → enter the page limit.
NOTE
If the number reaches the limit, the function that reached the limit cannot be used unless the Page Limits mode is disabled or the page limit is changed.
Even if the machine is in the middle of large volume operation, the machine stops processing when the counter reaches the page limit.
When you scan documents to be sent via fax, if [Black Scan Limit] reaches the page limit, the fax job is canceled.
Reference Information
Card Reader
If you install a Card Reader, you can link a card with the machine's Department ID Management function. By inserting a card, the card number is automatically registered as a Department ID. ID and password information stored on the card can be used instead of a Department ID/password.
You can manage totals and set page limits for color copy, scan, and print jobs and black-and-white copy, scan, and print jobs for each card.
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