Fuji Xerox is not responsible for any breakdown of machines due to infection of computer virus or computer hacking.

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2 Microsoft, Windows, and Internet Explorer are trademarks or registered trademarks of Microsoft Corporation in the U.S. and other countries. All product/brand names are trademarks or registered trademarks of the respective holders. Permission has been obtained from Microsoft Corporation for use of software screen shots. Fuji Xerox is not responsible for any breakdown of machines due to infection of computer virus or computer hacking. Important (1) This manual is copyrighted with all rights reserved. Under the copyright laws, this manual may not be copied or modified in whole or part, without the written consent of the publisher. (2) Parts of this manual are subject to change without prior notice. (3) We welcome any comments on ambiguities, errors, omissions, or missing pages. Xerox, Xerox and Design, as well as Fuji Xerox and Design are registered trademarks or trademarks of Xerox Corporation in Japan and/or other countries. DocuWorks is a trademark of Fuji Xerox Co., Ltd. 2

3 Preface Preface Thank you for using Working Folder. Working Folder is a service to stores user's documents in a storage area provided by our company. This manual describes Administrator operations. Please read this manual first before using Working Folder. After reading, keep this manual handy so that you can refer to it when you have problems with the operations or troubleshooting. This manual is written on the assumption that you know how to operate your PC and the multifunction device, and have a basic knowledge of the network environment. Please refer to the respective operation guides for the basic knowledge and operation procedures. Fuji Xerox Co., Ltd. 3

4 Contents Contents Preface... 3 Types of Manuals... 6 Using This Guide Working Folder Overview...9 Operations Explained in This Guide...1 Upper Limits of Items...12 Operating Environment Initial Settings...13 Flow of Configuration...13 Set Password...14 Log In/Display Administrator Page of Working Folder...14 Create Group of Users...15 Register User...15 Add Users to a Group...2 Create Public or Secure Drawer...21 Modify Public or Secure Drawer...22 Set Access Permission of Public or Secure Drawer Standard Operations...28 Rename Cabinet...28 Set Linked Cabinet...28 Display User Details...3 Activate / Deactivate User...31 Unregister User...31 Delete Group...32 Set Administrator...32 Display Public or Secure Drawer Details...34 Delete Public or Secure Drawer...34 Grant Permission to Download Documents from Secure Drawer...35 Delete Download Permission from Secure Drawer, Modify Explanation Text...36 Display Personal Drawer Details...36 Move Personal Drawer Contents...37 Trash Bin Operations...37 Check Usage Status...39 Send Alert s When the Size Used Exceeds the Quota...39 Display/Download Events of Cabinet...41 Display/Unshare Shared Document...42 Upload of Documents is Notified by an Display/Set Scan Default Values at Device...47 Share Document Feature/Open File Setting...48 Set IP Address For Access...48 Set Access Restrictions from Mobile Applications...5 Unlock the Document...52

5 4 Troubleshooting...53 Contents Working Folder Home Page...53 Error Messages and Solutions...53 Inquiries...54 Index

6 Types of Manuals Types of Manuals We provide the following manuals on setting and operating Working Folder. Working Folder Administrator Guide (this manual) This manual explains the operations available when you are logged in to Working Folder with administrator rights. Working Folder Administrator Guide (Link to Job Flow Service) This manual explains the settings for linkage between Working Folder and Job Flow Service. Job Flow Service contains information that describes the flow of processes to be executed on Fuji Xerox multifunction devices. By linking Working Folder with Job Flow Service, documents such as received by fax on the multifunction device are automatically registered in Working Folder. Working Folder Linkage Setup Guide This manual explains the installation procedure for the tool to enable the linking of multifunction devices with Working Folder. Working Folder User Guide This manual explains the operations available when you are logged in to Working Folder with user or administrator rights. You can view the above-mentioned manuals by clicking [Help] in Working Folder. Working Folder Mobile Version User Guide This manual explains how to use the mobile version website of Working Folder. You can view this manual by clicking [Help] on the [Others] screen of the mobile version website. 6

7 Using This Guide Using This Guide Structure of This Guide 1 Working Folder Overview This chapter gives an overview of Working Folder. 2 Initial Settings This chapter explains the configuration operations before starting the main operations of Working Folder. 3 Standard Operations This chapter explains the standard operations as needed after starting the main operations of Working Folder. 4 Troubleshooting This chapter describes how to troubleshoot and make inquiries. Conventions of This Guide The following icons are used in this guide, depending on the contents described. Steps for PC. This indicates the title when a procedure is branched. This indicates important information that you should read. The following conventions are used in this guide. { } [ ] " " < > Indicates variable of the operation. Example: Permission - {Public Drawer name} Indicates names of items displayed on screens, e.g. tab, button, menu. Example: Click [Search]. Indicates names of manuals for reference. Example: Please refer to "Working Folder User Guide". Indicates keyboard keys. Example: Press the <Shift> key. The user who prepares the Working Folder for use and performs its daily maintenance is referred to as "Administrator" in this guide. Microsoft Windows Operating System is referred to as "Windows". Personal computer is referred to as "PC". File is referred to as "document". DocuWorks Folder for ios and DocuWorks Folder for Android are referred to as "DocuWorks Folder". The DocuWorks Folder and the mobile integrated application are referred to as the "Mobile Application". 7

8 Using This Guide In this manual, operations are captured using Windows Internet Explorer 8 with some exceptions. The operations or windows may be different on other browsers. 8

9 1 Working Folder Overview 1 Working Folder Overview This chapter describes an overview of Working Folder related to the Administrator. For terms of Working Folder, refer to "Working Folder User Guide". Working Folder is a service to store user's documents in a storage area provided by our company. Users can access Working Folder from their PC, multifunction devices and mobile devices via the Internet. Administrator Users PC ios/android device Upload/Download document and data Working Folder *1 Web browser *2 Web browser *2*3 DocuWorks 7.3 and above, DocuWorks Extended Folder for Working Folder DocuWorks 7.3 and above, DocuWorks Document Tray Option Scan Print *2 Web browser Mobile Application Multifunction Device Web browser *3 Target readers of this guide *1 This screen is displayed from the web browser of a PC. *2 Please refer to "Working Folder User Guide". *3 Both the PC version and mobile version websites of Working Folder can be accessed. This manual describes how to work with the PC version website. Refer to "Working Folder Mobile Version User Guide" for details on how to work with the mobile version website. *4 The PC version website of Working Folder does not allow users to upload documents. 9

10 1 Working Folder Overview Operations Explained in This Guide Working Folder is managed on the Administrator page of Working Folder. This guide explains the operations on this Administrator page of Working Folder. You can display this Administrator page by logging in to Working Folder, and then clicking [Administrator] on the displayed Home page of Working Folder. [Administrator] is displayed only when it is logged in by the Administrator. Home page of Working Folder: Explained in "Working Folder User Guide". Click Administrator Administrator page of Working Folder: Explained in this guide. Click Home Left menu The settings of the left menu on the Administrator page of Working Folder are displayed in the right pane. The below table lists the various operations in this guide. 1

11 1 Working Folder Overview Menu General Settings Operations Cabinet Rename Cabinet (p. 28) User Register User (p. 15) Display User Details (p. 3) Activate / Deactivate User (p. 31) Unregister User (p. 31) Group Create Group of Users (p. 15) Add Users to a Group (p. 2) Administrator Set Administrator (p. 32) Public Drawer Create Public or Secure Drawer (p. 21) Modify Public or Secure Drawer (p. 22) Set Access Permission of Public or Secure Drawer (p. 22) Secure Drawer Display Public or Secure Drawer Details (p. 34) Delete Public or Secure Drawer (p. 34) Grant Permission to Download Documents from Secure Drawer (p. 35) Delete Download Permission from Secure Drawer, Modify Explanation Text (p. 36) Personal Drawer Display Personal Drawer Details (p. 36) Move Personal Drawer Contents (p. 37) Trash Bin Trash Bin Operations (p. 37) Usage Status Check Usage Status (p. 39) Send Alert s When the Size Used Exceeds the Quota (p. 39) Events Display/Download Events of Cabinet (p. 41) Shared Document Display/Unshare Shared Document (p. 42) Notification Upload of Documents is Notified by an (p. 43) Link to Device Display/Set Scan Default Values at Device (p. 47) Link to Job Flow Working Folder Administrator Guide (Link to Job Flow Service) Service Advanced Settings Cabinet Share Document Feature/Open File Setting (p. 48) IP Address Set IP Address For Access (p. 48) Filtering Mobile Access Set Access Restrictions from Mobile Applications (p. 5) Restrictions Linked Cabinet Set Linked Cabinet (p. 28) 11

12 1 Working Folder Overview Upper Limits of Items Target Item Upper Limits Cabinet Number of groups Depends on the contract with our Number of users Number of Public and Secure Drawers Number of folders Number of documents Maximum document size Number of Linked Cabinet company. 2 Number of notification *1 5 Drawer Number of folders 1, Number of documents 1, Directly below Drawer Total number of folders & documents 1, Directly below folder Total number of folders & documents 1, Document Size 5MB Number of recorded versions *2 5 Search *3 Number of Search Results 1 Job Flow Number of Job Flow *4 5 *1 Refer to "Upload of Documents is Notified by an " (p. 43) for details. *2 Refer to "Working Folder User Guide" (Chapter 2 Operations on Web Browser: Upload Document) for details. *3 Refer to "Working Folder User Guide" (Chapter 2 Operations on Web Browser: Common Operations of Folder & Document) for details. *4 Refer to "Working Folder Administrator Guide (Link to Job Flow Service)" for details on the feature explanation and procedures. Operating Environment Refer to the Home page of Fuji Xerox for the operating environment needed for Working Folder. For Working Folder contracts made in Japan: For Working Folder contracts made outside Japan: 12

13 2 Initial Settings 2 Initial Settings This chapter explains the configuration operations before starting the main operations of Working Folder. Flow of Configuration Please configure in the following sequence. Execute these settings as needed. Set Password (p. 14) Log In/Display Administrator Page of Working Folder (p. 14) Register User (p. 15) Create Group of Users (p. 15) *1 Create Public or Secure Drawer (p. 21) *2 Modify Public or Secure Drawer (p. 22) *3 Set Access Permission of Public or Secure Drawer (p. 22) Set Link to Job Flow *4 Set up multifunction device to use Working Folder *5 *1 Configure this when separating registered users into groups. *2 Execute this when the five Drawers created by default is insufficient. *3 Execute this when you need to modify the attributes (e.g. name) of Drawer created by default. *4 By setting the Job Flow created in Working Folder to the multifunction device, operations such as received faxes are automatically registered in Working Folder. For details, refer to "Working Folder Administrator Guide (Link to Job Flow Service)". 13

14 2 Initial Settings *5 Execute this in order to carry out the following procedures at the device: Print documents stored in Working Folder. Store scanned documents in Working Folder. For details, refer to "Working Folder Link to Device Setup Guide". Set Password This procedure is to be executed when you first access Working Folder. You may skip this if the password is already set. 1 Refer to the sent by Working Folder, and access the given URL of the web page for setting password via a web browser. 2 Set the password. (*1) Log In/Display Administrator Page of Working Folder 1 Refer to the sent by Working Folder, and access the given URL of Working Folder via a web browser. 2 Perform the following steps. (1) Select the language as needed. (2) Input the User ID ( address). (3) Input the password (*2) set in "Set Password". (4) Click [OK]. (5) For users who have registered with multiple Cabinets, a page to select Cabinet will be displayed. 3 Click [Administrator] on the Home page of Working Folder. The Administrator page (p. 1) of Working Folder is displayed. 14 (*1) For details on changing password, refer to "Working Folder User Guide" (Chapter 2 Operations on Web Browser: Change Your Own User Information). (*2) If you input a wrong password more than the stipulated number of times, you will not be able to log in for 3 minutes.

15 2 Initial Settings Create Group of Users To separate users by group, create the group and then add users to the created group. (1) Click [Group] on the left menu. (2) Click [New Group]. 2 In the displayed [New Group] dialog box, perform the following steps. (1) Input the group name in [Name]. (2) Click [OK]. Register User Standard User & Restricted User There are two types of users: "Standard User" and "Restricted User". Please decide on the user type to allocate before registering user. Standard User This user type enables the user to execute all functions of Working Folder and is usually assigned to staff of companies that have a Cabinet contract. Restricted User This user type restricts the user to certain functions. It is usually assigned to staff of subcontractor or business partners of companies that have a Cabinet contract. This role is assigned to users whom you want to restrict from setting access permission. This can help to prevent revealing to outsiders, the individual staff names of companies that have a Cabinet contract. 15

16 2 Initial Settings Standard User vs Restricted User Standard User Restricted User Set as Administrator Can Cannot Set as Limited Administrator *1 Can Cannot Access the cabinet which links Can Cannot with the Linked Cabinet *2 Public Drawer Access Write Not set Permission Default Settings *3 Personal Drawer One Drawer for each account is automatically created. Not created. Public Drawer Access Can be displayed. Cannot be displayed. Permission *4 [Created By] and [Modified By] of document Search folder/document by [Created By] and [Modified By]. Always displayed. Can search for folder/document by inputting any user name to [Created By] and [Modified By]. Displayed only when document is created/modified by the user himself/herself. Can search for folder/document by inputting own name to [Created By] and [Modified By]. *1 Refer to "Set Administrator" (p. 32). *2 Refer to "Set Linked Cabinet" (p. 28) *3 Refer to "Set Access Permission of Public or Secure Drawer" (p. 22). *4 Refer to "Working Folder User Guide" (Chapter 2 Operations on Web Browser: Display Drawer Information). Register User (1) Click [User] on the left menu. (2) Click [Register User]. (1) (2) 16

17 2 Initial Settings 2 Perform the following steps. (*3), (1) [Surname]: Input surname of user within 9 characters. (2) [Given Name]: Input given name of user within 9 characters. If the name input in is different from the name registered in Fuji Xerox Online Service (*4), the name registered in the Online Service will be used for registration. (3) [ Address]: Input address of user within 256 characters. (4) [Company Name]: Input company name within 9 characters. The default value is the Cabinet's company name. If the company name input is different from the company name registered in Fuji Xerox Online Service, the company name registered in the Online Service will be used for registration. (5) [Language]: Select the language to be used in Working Folder. After the user's registration, the sent by Working Folder will also be in the language set in [Language]. If the [Language] set is different from the language selected for login, the [Language] set will change to the language selected for login. (6) Select the user type. (7) Click [OK]. (1) (2) (3) (4) (5) (6) (7) An on information such as how to set the password will be sent by Working Folder to the user. 3 To register other Standard Users, repeat the procedure from Step 2. Click [Cancel] to end. (*3) Moving the mouse cursor over will display the Help message of the item. (*4) This is a membership web service provided by Fuji Xerox. It provides services such as Working Folder and Fuji Xerox Direct. 17

18 2 Initial Settings Batch Registering User This feature is only applicable to PC. It cannot be executed for ios/android device. (1) Click [User] on the left menu. (2) Click [Batch Registering User]. 2 Perform the following steps. (1) Click [Download Template File]. (2) Specify the save location of the file, and then click [OK]. (3) Open the saved CSV file. (4) Delete the contents of the second and third lines as they are just samples. (5) From the second line onwards, input the surname, given name, address, company name, language, user type, and group. (*5) [Language] Input "ja" for Japanese, "en" for English, "ko" for Korean, "zh-tw" for Traditional Chinese, or "th" for Thai. [User Type] Input "S" for Standard User and "R" for Restricted User. [Group] Specify the group that the new user will belong to. Make sure you specify the name of a group that actually exists (*6). To not specify a group that the user will belong to, leave this column empty. To specify multiple groups, use the pipe ( ) symbol to separate each group name. For example, to specify both "Production Team" and "Graphic Team" as group, describe as "Production Team Graphic Team". When specifying a group name that contains pipe ( ), precede the pipe character with a backslash (\). For example, to specify "Office Team" as the group name, describe as "Office \ Team". When specifying a group name that contains backslash (\), type two consecutive backslash (\\) characters. 18 (*5) For details on the restriction of the number of characters, refer to "Register User" (p. 16). (*6) If the desired group does not exist, first create the group before proceeding with this step. For information on how to create groups, refer to "Create Group of Users" (p. 15).

19 2 Initial Settings (6) Save and close the CSV file. (7) Click [Select]. (8) Select the saved CSV file, and then click [Open]. (9) Select the CSV File and Character Code. (1) Click [OK]. (1) (9) (7) (1) (11) Check the settings, and click [Batch Registration]. (11) An on information such as how to set the password will be sent by Working Folder to the user. 19

20 2 Initial Settings Add Users to a Group This section describes how to add users to a created group. (1) Click [Group] on the left menu. (2) Click the name of the group. (1) (2) 2 Click [Add Member]. 3 Perform the following steps. (1) When selecting from all users, just click [Search] without inputting anything in the text box. To search for the user, input the full or partial name of the user in the text box and click [Search]. All the users or applicable users are displayed in the list. However, users already added to the target group are not displayed. 2

21 2 Initial Settings (2) Select the users to be added to the group. To add multiple users, select from one of the following ways. Pressing the <Shift> key while selecting other users will enable a range of users to be selected. Pressing the <Ctrl> key while selecting other users will enable multiple users to be selected. (3) Click [Add]. (1) (2) (3) The users are added to the group. (*7) Create Public or Secure Drawer By default, there are [Public Drawer 1] to [Public Drawer 5] created. If these Public Drawers are insufficient, create more. There is no Secure Drawer created by default, and thus you must create Secure Drawers as necessary. (1) Click [Public Drawer] or [Secure Drawer] on the left menu. (2) Click [New Drawer]. 2 Perform the following steps. (1) Input the name of the new drawer. (2) Input the description of the Public or Secure Drawer in [Description] within 2 characters as needed. (3) Click [OK]. (*7) To delete users from the group, select the check boxes of the users to be deleted, and click [Remove Member]. 21

22 2 Initial Settings Modify Public or Secure Drawer This section describes how to modify the name and description of the Public or Secure Drawer. (1) Click [Public Drawer] or [Secure Drawer] on the left menu. (2) Click the menu of the target Drawer, and select [Settings]. 2 Perform the following steps. (1) Change the name of the Drawer as needed. (2) Change the Description as needed. (3) Click [OK]. Set Access Permission of Public or Secure Drawer "Read-Only" and "Write" There are two types of access permissions for Public and Secure Drawers: "Read- Only" and "Write". The access permissions can be set separately for each group and user. Access Permission & Icon Possible Actions in Public and Secure Drawers Remarks Write Create Folder Upload Document Share Document Delete, Move, Rename Folder and Document Display Events of Document Download Document *1 Display Document in Web Browser Display Document Version Search Folder and Document Show Details of Folder and Document Read-Only Download Document *1 Display Document in Web Browser Display Document Version Search Folder and Document Show Details of Folder and Document The Administrator has "Write" permission to all Public and Secure Drawers. Even if set to "Read-Only", the Administrator can "write" to those drawers. Default setting of Standard User. Nil (no set) None Default setting of Restricted User. Public and Secure Drawers for which you do not have access permission are not displayed. 22

23 2 Initial Settings *1 For a Secure Drawer, in addition to access permission, users must request Download permission from the Administrator, and the Administrator must grant Download permission to each user. Besides the groups created by the Administrator (P.19), the following groups can be set with access permission. [Standard Users] This includes all Administrators, Limited Administrators and Standard Users. By default, they are given "Write" permission to all Public and Secure Drawers. [Restricted Users] This includes all Restricted Users. By default, they do not have access permission to any Public or Secure Drawers. [Linked Cabinet] This includes Administrators, Limited Administrators and Standard Users who have been registered to the linked cabinet. Refer to "Set Linked Cabinet" (p. 28) about Linked Cabinet. When Users Are Set With Both "Read-Only" and "Write" When there are users that are set with both "Read-Only" and "Write", "Write" has priority. * Person A, B, C: Standard Users * Person D, E: Restricted Users Setting of Access Permission of "Public Drawer1" Group of Standard Users Access Permission: Write Person A Person B Person C Group set by Administrator Access Permission: Read-Only Person D Person E The access permission of the Public Drawer1 of Person C will become "Write". Setting of Access Permission of "Public Drawer2" Group of Standard Users Access Permission: Read-Only Person A Person B Person C Administrator set "Write" permission to Person C The access permission of the Public Drawer2 of Person C will become "Write". Important By default, Restricted Users do not have access permission to any Public or Secure Drawers. Thus, Restricted Users will not be able to access any Public or Secure Drawers if they remain in their default settings. Whenever you register a Restricted User, set access permission. 23

24 2 Initial Settings Set Access Permission to User (1) Click [Public Drawer] or [Secure Drawer] on the left menu. (2) Click the menu of the target drawer, and select [Permission]. 2 Click [Change Permission]. 3 Click [Add User]. 4 Perform the following steps. (1) When selecting from all users, just click [Search] without inputting anything in the text box. To search for the user, input the full or partial name of the user in the text box and click [Search]. All the users or applicable users are displayed in the list. However, users already set with the access permission are not displayed. (2) Select the users to be added. To add multiple users, select from one of the following ways. Pressing the <Shift> key while selecting other users will enable a range of users to be selected. Pressing the <Ctrl> key while selecting other users will enable multiple users to be selected. 24

25 2 Initial Settings (3) Click [Add]. (1) (2) (3) 5 Perform the following steps. If it is OK that Access Permission remains as [Write] (default value) Click [Apply]. If Access Permission is to be changed to [Read-Only] (1) Click [Write] under [Permission], and select [Read-Only]. (2) Click [Apply]. (1) (2) 6 Click [Yes] when the confirmation message for changing permission is displayed. 7 In the [Permission - {drawer name}] dialog box (*8) displayed, click [Close]. (*8) This is the same dialog box as Step 2. 25

26 2 Initial Settings Set Access Permission to Group or Linked Cabinet (1) Click [Public Drawer] or [Secure Drawer] on the left menu. (2) Click the menu of the target drawer, and select [Permission]. 2 Click [Change Permission]. 3 Click [Add Group]. 4 Perform the following steps. (1) When selecting from all groups, just click [Search] without inputting anything in the text box. To search for the group, input the full or partial name of the group in the text box and click [Search]. All the groups or applicable groups are displayed in the list. However, groups already set with the access permission are not displayed. (2) Select a group/groups or a linked cabinet/cabinets to be added. To add multiple groups, select from one of the following ways. Pressing the <Shift> key while selecting other groups will enable a range of groups to be selected. Pressing the <Ctrl> key while selecting other groups will enable multiple groups to be selected. 26

27 2 Initial Settings (3) Click [Add]. (1) (2) (3) 5 Perform the following steps. If it is OK that Access Permission remains as [Write] (default value) Click [Apply]. If Access Permission is to be changed to [Read-Only] (1) Click [Write] under [Permission], and select [Read-Only]. (2) Click [Apply]. (1) (2) 6 Click [Yes] when the confirmation message for changing permission is displayed. 7 In the [Permission - {drawer name}] dialog box (*9) displayed, click [Close]. (*9) This is the same dialog box as Step 2. 27

28 3 Standard Operations 3 Standard Operations This chapter explains the standard operations as needed after starting the main operations of Working Folder. The sections are in the order on the left menu. Rename Cabinet The initial Cabinet name is the company name used in the Working Folder contract. You can change it to any name. (1) Click [Cabinet] under [General Settings] on the left menu. (2) Click [Settings]. 2 Perform the following steps. (1) Input the new name to [Cabinet Name]. (2) Click [OK]. Set Linked Cabinet Once set Linked Cabinet, you can access another cabinet that is administered by the same administrator without user registration. For example, when the administrator administers the cabinets both A and B, setting Cabinet B to Cabinet A as Linked Cabinet allows the user registered to Cabinet B to access Cabinet A as a Linked User. Linked User is required to satisfy all of the following conditions. Administrators, Limited Administrators and Standard Users who have been registered to Linked Cabinet (A Restricted user cannot be a Linked User) Valid users Users who have not been registered to the cabinet which links with the Linked Cabinet. In the above example, the cabinet which links with the Linked Cabinet means Cabinet A. (If the user has been registered, s/he can access the cabinet as a normal user) Important Linked users cannot possess Personal Drawer. The user information of the cabinet which links with the Linked Cabinet is open to the Linked User. 28 note The user name is recorded in the operation history of the cabinet if you access it as Linked User.

29 3 Standard Operations Add Linked Cabinet (1) Click [Linked Cabinet] on the left menu. (2) Click [Add Linked Cabinet]. (2) (1) 2 Perform the following steps. (1) Select a cabinet to add the Linked Cabinet. (2) Click [Next]. (1) (2) 3 Perform the following steps. (1) Enter the cabinet name. (2) Click [OK]. (1) (2) 29

30 3 Standard Operations Rename Linked Cabinet (1) Click [Linked Cabinet] on the left menu. The list of Linked Cabinet is displayed. (2) Click the menu of the linked cabinet, and select [Rename]. 2 Perform the following steps. (1) Enter the name after renaming in [Name]. (2) Click [OK]. Unregister Linked Cabinet (1) Click [Linked Cabinet] on the left menu. The list of Linked Cabinet is displayed. (2) Click the menu of the linked cabinet, and select [Delete]. 2 As the dialogue box to confirm is displayed, click [Yes]. Display User Details (1) Click [User] on the left menu. (2) To filter a user search, enter a part or the entire name or address of the user in the [Keyword] box, and then click [Refresh]. A list of the relevant users will be displayed. (3) Click the menu of the target user, and select [Details]. 2 Check the contents of the displayed [Details - {User name}] dialog box, and click [Close]. 3

31 3 Standard Operations Activate / Deactivate User You can activate or deactivate users that have been registered in Working Folder. Deactivated users cannot log in to Working Folder, nor receive notifications. Deactivating a user will not unregister the user and the user can be activated again anytime. (1) Click [User] on the left menu. (2) Select the check box of the user that you want to activate or deactivate. You cannot deactivate yourself. To change the status of yourself, request another Administrator to log in to Working Folder to execute the procedure. (3) Click [Bulk Operation] and select [Activate] or [Deactivate] on the displayed menu. 2 If OK, click [Yes] when the confirmation message is displayed. Unregister User Here, we explain how to unregister users that have been registered in Working Folder. If there are still folders/documents remaining in the Personal Drawer of the target user, the user cannot be unregistered. Carry out the procedure of "Move Personal Drawer Contents" (p. 37) first. Also, if the folders/documents deleted from the target Personal Drawer are still remaining in the Trash Bin of Working Folder, the user cannot be unregistered either. Execute one of the following procedures for the remaining folders/documents. "Delete From Trash Bin" (p. 38) "Empty Trash Bin" (p. 38) Even if the user has been unregistered, he/she cannot be deleted from Fuji Xerox Online Service. (1) Click [User] on the left menu. (2) Select the check box of the user that you want to unregister. You cannot unregister yourself. To unregister yourself, request another Administrator to log in to Working Folder to execute the procedure. (3) Click [Bulk Operation] and select [Unregister User] on the displayed menu. 31

32 3 Standard Operations 2 If OK, click [Yes] when the confirmation message for unregistering is displayed. If there are still folders/documents in the Personal Drawer of the user, a message that the user cannot be unregistered will be displayed. Carry out the procedure of "Move Personal Drawer Contents" (p. 37) before unregistering the user again. If the user that has been unregistered is also registered in another Cabinet, log out first and then log in again to select the other Cabinet to unregister the user. Delete Group (1) Click [Group] on the left menu. (2) Click the menu of the target group, and select [Delete]. 2 Click [Yes] when the confirmation message for deleting is displayed. 3 Click [OK] when the confirmation message is displayed. Set Administrator Add Administrator There are two types of Administrators: "Administrator" can operate all the features on the Administrator, and "Limited Administrator" can operate a subset of the features. "Limited Administrator" can operate the following features on the left menu. General Settings: - Cabinet - Users - Group - Usage Status - Link to Device Advanced Settings: - Cabinet - IP Address Restrictions - Mobile Access Restrictions Only Standard Users can be registered as "Administrators" or "Limited Administrators". 32

33 3 Standard Operations (1) Click [Administrator] on the left menu. (2) Click [Add Administrator]. 2 Perform the following steps. (1) When selecting from all Standard Users, just click [Search] without inputting anything in the text box. All the Standard Users are displayed in the list. However, Standard Users already set as the Administrator are not displayed. To search for Standard User, input the full or partial name of the user in the text box and click [Search]. All the Standard Users are displayed in the list. However, Standard Users already set as the Administrator are not displayed. (2) Select the Standard Users to be set as the Administrator. To add multiple Standard Users, select from one of the following ways. Pressing the <Shift> key while selecting Standard Users will enable a range of Standard Users to be selected. Pressing the <Ctrl> key while selecting Standard Users will enable multiple Standard Users to be selected. (3) Select either [Administrator] or [Limited Administrator] as an Administrator type. (4) Click [Add]. (1) (2) (3) (4) 33

34 3 Standard Operations Remove Administrator You cannot remove all Administrators. There must be at least one Administrator. Also, Administrators cannot remove themselves. In this case, another Administrator has to log in to remove. (1) Click [Administrator] on the left menu. (2) Select the check box of the Administrator that you want to remove. (3) Click [Remove Administrator]. 2 If OK, click [Yes] when the confirmation message for remove is displayed. 3 Click [OK] when the message on the result is displayed. Display Public or Secure Drawer Details (1) Click [Public Drawer] or [Secure Drawer] on the left menu. (2) Click the menu of the target drawer, and select [Details]. [Created By] refers to the Administrator who created the Public Drawer. [Date Created] refers to the time/date that the Public Drawer was created. [Modified By] refers to the Administrator who renamed the Public Drawer or changed its description. [Date Modified] refers to the date/time that the Public Drawer was renamed or its description changed. 2 Check the contents of [Details - {Public Drawer name}], and click [Close]. Delete Public or Secure Drawer Public Drawers cannot be deleted if there are folders/documents remaining in them. In order to delete a Public Drawer, either delete or move the remaining folders/ documents in it to another Drawer. Also, if the folders/documents deleted from the target Public Drawer are still remaining in the Trash Bin of Working Folder, the Public Drawer cannot be deleted too. Execute one of the following procedures for the remaining folders/documents. "Delete From Trash Bin" (p. 38) "Empty Trash Bin" (p. 38) 34

35 3 Standard Operations (1) Click [Public Drawer] or [Secure Drawer] on the left menu. (2) Click the menu of the target drawer, and select [Delete]. 2 Click [Yes] when the confirmation message for deleting is displayed. 3 Click [OK] when the confirmation message is displayed. Grant Permission to Download Documents from Secure Drawer Here, we explain how to grant Download permission to each request from users. (1) Click [Secure Drawer] on the left menu. (2) Click [Download Permission]. (1) (2) 2 In the displayed [Download Permission] dialog box, perform the following steps. (1) Copy the text included in the request sent from the user and paste it into [Download Permission Token]. (2) Click [Next]. 3 In the [Download Permission] dialog box, click [Add]. (1) In [Description], input information such as user name as needed. (2) Click [Add]. Download permission is granted. 35

36 3 Standard Operations Delete Download Permission from Secure Drawer, Modify Explanation Text (1) Click [Secure Drawer] on the left menu. (2) Click the menu of the target Secure Drawer, and select [Download Permission]. 2 In the displayed [Download Permission-{Secure Drawer name}] dialog box, perform the following steps. To delete download permission (1) Select the check box of the download permission that you want to delete. (2) Click [Delete]. (3) The confirmation message for deleting Download permission appears. Then check the message and click [Yes]. Download permission is deleted. (4) Click [OK]. (5) Click [Close]. To modify the explanation text for download permission (1) Click the menu of the target download permission, and select [Settings]. (2) Modify the explanation text in the [Description] text box. (3) Click [OK]. The explanation text is modified. (4) Click [Close]. Display Personal Drawer Details (1) Click [Personal Drawer] on the left menu. (2) Click the menu of the target Personal Drawer, and select [Details]. 2 Check the contents of [Details - {Personal Drawer name}], and click [Close]. 36

37 3 Standard Operations Move Personal Drawer Contents You can move all folders/documents of a Personal Drawer to another location. To unregister a user (p. 31), you must empty his/her Personal Drawer beforehand. (1) Click [Personal Drawer] on the left menu. (2) Click the menu of the target Personal Drawer, and select [Move]. 2 Perform the following steps. (1) Select the move destination. (2) Click [OK]. 3 If OK, click [Yes] when the confirmation message for moving is displayed. 4 Click [OK] when the message on the move result is displayed. The moved folders/documents will be stored in a folder named '{Personal Drawer name} ({YYMMDD}T{hhmmss})' in the move destination (where {YYMMDD}, {hhmmss} are the year, month, date, hour, minute, second of the time of moving). Trash Bin Operations Administrators can restore the contents that have been moved to the Trash Bin by all users. Conversely, they can also delete the contents. Important The capacity of documents inside the Trash Bin is included as part of the Cabinet capacity. Hence, the Cabinet may reach its maximum usage capacity if it is continuously used without the Trash Bin being emptied. It is recommended to empty the Trash Bin regularly. Restore From Trash Bin (1) Click [Trash Bin] on the left menu. (2) Select the check boxes of the folder/document to be restored. (3) Click [Restore]. 37

38 3 Standard Operations 2 If OK, click [Yes] when the confirmation message for restoring is displayed. If the folder/document cannot be restored to its original location as it has been deleted, select another location. If there is a folder/document with the same name in the restore location, rename the item to enable it to be restored. 3 Click [OK] when the confirmation message is displayed. Delete From Trash Bin Here, we explain how to delete an item from the Trash Bin. Important Folders/Documents deleted from the Trash Bin of Working Folder cannot be restored as they are not stored in the Recycle Bin of Windows. (1) Click [Trash Bin] on the left menu. (2) Select the check boxes of the folder/document to be deleted. Multiple check boxes can be selected. To delete all the contents inside the Drawer/folder, select the check box in the heading. (3) Click [Delete]. 2 If OK, click [Yes] when the confirmation message for deleting is displayed. 3 Click [OK] when the confirmation message is displayed. Empty Trash Bin Here, we explain how to empty the Trash Bin. Important Folders/Documents deleted from the Trash Bin of Working Folder cannot be restored as they are not stored in the Recycle Bin of Windows. (1) On the [Folder] tab, click [Trash Bin]. (2) Click [Empty Trash Bin]. 2 If OK, click [Yes] when the confirmation message for emptying the Trash Bin is displayed. 38

39 3 Standard Operations 3 Click [OK] when the confirmation message is displayed. Up to 1, items will be deleted. If there are more than 1, folders/documents in the Trash Bin, repeat the procedure from (2) of Step 1. Check Usage Status 1 Click [Usage Status] on the left menu. The usage status for the current month is displayed. 2 Select from [Month] to check the usage status of the target month, up to the last six months. Send Alert s When the Size Used Exceeds the Quota Capacity usage is checked once a day and if the usage exceeds the specified threshold, alert s will be sent to the specified addresses. 1 Click [Usage Status] on the left menu. The usage status of the month will be displayed. 39

40 3 Standard Operations 2 Click [Capacity Usage Alert Settings]. 3 Perform the following steps. (1) Select whether to send alert s. If selecting [Send], specify the items for (2) to (5). (2) Specify the threshold to send alert s between [55%] and [95%] (in 5% increments). (3) To send alert s to registered users, follow the procedure 3 and further described in "Set Access Permission to User" (p. 24). To send alert s to registered groups, follow the procedure 3 and further described in "Set Access Permission to Group or Linked Cabinet" (p. 26). (4) To send alert s to anyone other than Working Folder users, click [Add Address] and enter the address to send the alert. (5) Select a language to change the language of the s. (6) Click [Settings]. (1) (2) (3) (4) (5) (6) 4

41 3 Standard Operations Display/Download Events of Cabinet Events can be downloaded only from the PC. They cannot be downloaded from ios/android device. 1 Click [Events] on the left menu. The Events of the Cabinet are displayed in sequential order, starting from the latest Event. Up to 1, Events are displayed. On each page, up to 2 Events are displayed. To narrow the period of Events to be displayed, input dates in the format of DD/MM/ YYYY in [Show History From] and [To], or click to specify dates, and then click [Refresh] (*1). [User] displays the name of the user of the operation. However, "GUEST" will be displayed when shared documents are downloaded. "SYSTEM" will be displayed when documents are uploaded by Link to Job Flow Service. [Client Address] displays the IP address of the client of the operation. However, the proxy IP address will be displayed if the connection is through a proxy. [Client] will display one of the following items.? Item To Be Displayed Web Browser - DocuWorks Extended Folder DocuWorks Document Tray DocuWorks Folder Multifunction Device (Scanner) - Multifunction Device (Job Flow Service) Multifunction Device (Browser) - DocuShare Mobile Web Browser - Mobile Integrated Application Description This is displayed when operating DocuWorks Extended Folder for Working Folder. This is displayed when operating DocuWorks Document Tray. This is displayed when operating DocuWorks Folder for ios and DocuWorks Folder for Android. - This is displayed when operating DocuShare Extended Option for Working Folder. This is displayed when using "Mobile Application for ios" and "Mobile Application for Android". (*1) When both [Show History From] and [To] have been specified, the search will be done for items within those dates. When only [Show History From] has been specified, the search will be done for items from the specified date. When only [To] has been specified, the search will be done for items up to the specified date. 41

42 3 Standard Operations Item To Be Displayed Scan Translation Service - Smart Promotion If the same document has been downloaded multiple times within 6 seconds via a web browser, only one instance of the download will be displayed. 2 To download Events of the Cabinet, click [Download]. 3 Perform the following steps. (1) Select the month of the Events to be downloaded from [Month]. Select from Current Month and the last 12 months. (2) Select [Character Code]. (3) Click [OK]. The file with the name "{YYYY}-{MM}.csv" will be downloaded. The stored location will follow the settings of the web browser. [Date] records the date/time of the operation in ISO 861 format. [Target ID] is the information to specify the operation target. If the operation target is a user, the address of the user is displayed. Display/Unshare Shared Document Display Shared Document Description This is displayed when Working Folder has been operated from "Smart Promotion". 1 Click [Shared Document] on the left menu. Unshare Document Unsharing the document will also delete the sharing settings. (1) Click [Shared Document] on the left menu. The list of Shared Documents is displayed. To narrow the shared period, input dates in the format of DD/MM/YYYY in [Shared Date] and [To], or click to specify dates, and then click [Refresh]. The subsequent steps explain how to unshare documents. (2) Select the check box of the document to be unshared. (3) Click [Unshare Document] If OK, click [Yes] when the confirmation message for unsharing is displayed. 3 Click [OK] when the message on the result is displayed.

43 Upload of Documents is Notified by an 3 Standard Operations Do the setting so that document upload is notified by an . When the same user uploads the document again within 5 minutes on an operation client other than the multi-function device, the operation is regarded as consecutive and not notified. An example of notification Subject: [Working Folder] New document registered This is generated by the Mail Notification feature of Working Folder. We seek your kind understanding that we are unable to reply via this channel Can be changed The following document has been stored by Mr/Ms {Name of the user who registered the document}: {Name of the registered document}. Any character string can be added You can access it from the following URL. {The document URL} This can be shown/hidden For access from browsers of mobile devices, use the following URL. {The document URL for mobile devices} If you are using DocuWorks Folder 1..2 or later, you can access the document from the following URL. {URL to start DocuWorks Folder} Fuji Xerox Co., Ltd. Working Folder Set Notification (1) Click [ Notification] on the left menu. (2) Click [New Notification]. 2 Perform the following steps. (*11) (1) Input the name of the notification setting within 2 characters. (*11) Moving the mouse cursor over will display the Help message of the item. 43

44 3 Standard Operations (2) Select the target (Public Drawer or a folder). When you select a Public Drawer, all folders and subfolders in the Public Drawer will be monitored. When you select a folder, only objects directly below the folder are monitored. Subfolders are omitted from monitoring. (3) Select the subject of monitoring on [Add Client] dialog box displayed when clicking [Add Client]. Multiple choices are possible. (4) Click [OK] on [Add Client] dialog box. It returns to [New Notification] dialog box. (*12) (5) To notify registered users by , perform the same procedure of "Set Access Permission to User" from Step 3 (p. 24). To notify registered groups by , perform the same procedure of "Set Access Permission to Group or Linked Cabinet" from Step 3 (p. 26). (6) To notify non-users of Working Folder, click [Add Address], and input [ Address] in the displayed dialog box. (7) To change the language, subject, and message of the notification , click [Change Contents]. (1) (2) (3) (5) (6) (7) 44 (*12) If you want to delete an added operation client, check the unnecessary client and click [Delete].

45 3 Standard Operations 3 If you have clicked [Change Contents] in Step 2, perform the following steps. (1) Select the language to send. (2) To change the default subject and message, select [Change] under [Change Contents]. When you select [Change], steps (3) and (4) must be set. (3) Select whether to display the name of the user who registered the document as well as the document name in the message. (4) Input text in [Subject] within 255 characters, and [Contents to Add to Text] within 1 characters. (5) Click [OK]. (1) (2) (3) (4) (5) 4 Click [OK] in the [New Notification] dialog box. Display Notification Setting 1 Perform the following steps. (1) Click [ Notification] on the left menu. (2) Click the menu of the target notification, and select [Details]. 2 Check the contents of the displayed [Details - {Notification name}] dialog box, and click [Close]. 45

46 3 Standard Operations Modify Notification Setting (1) Click [ Notification] on the left menu. (2) Click the menu of the target notification, and select [Settings]. 2 Perform the following steps. (1) Change the settings. (2) Click [OK]. Pause Notification (1) Click [ Notification] on the left menu. (2) Click the menu of the target notification, and select [Pause]. 2 If OK, click [Yes] when the confirmation message for pausing is displayed. 3 Click [OK] when the message on the result is displayed. Activate Paused Notification (1) Click [ Notification] on the left menu. (2) Click the menu of the target notification, and select [Activate]. 2 If OK, click [Yes] when the confirmation message for activating is displayed. 3 Click [OK] when the message on the result is displayed. Delete Notification Setting (1) Click [ Notification] on the left menu. (2) Click the menu of the target notification, and select [Delete]. 2 If OK, click [Yes] when the confirmation message for deleting is displayed. 46

47 3 Standard Operations 3 Click [OK] when the message on the result is displayed. Display/Set Scan Default Values at Device Here, we explain how to set the default values when the procedure explained in "Working Folder User Guide" (Chapter 3 Operations on Multifunction Device: Scanning) is done. 1 Click [Link to Device] on the left menu. The settings are displayed. 2 Click [Settings] to change the settings. 3 Perform the following steps. (*13) (1) [File Name]: Input the default value of the file name. (*14) (2) [Resolution]: Select the scan resolution. (3) [Color Scanning]: Select the color mode. (4) [File Format]: Select the output file format. (5) [Background Suppression]: Select whether to on/off background suppression (*15). (6) [Shadow Suppression]: Select whether to on/off shadow suppression. (7) [Original Orientation]: Select the original orientation. (8) [Original Size]: Select the original size. (9) [2 Sided Scanning]: Select the 2 sided scanning methods. (1) [High Compression]: Select whether to on/off high compression. (11) Click [OK]. (*13) Clicking [Reset] resets the settings to their default values. (*14) The date/time of scanning will be added to the file name during scanning. (*15) This is a feature to suppress the reading of the background color when the color density is automatically detected for originals with background colors, such as colored paper. 47

48 3 Standard Operations Share Document Feature/Open File Setting Share Document When a document is shared in Working Folder, the document can be downloaded by users who are not registered to Working Folder. When a document is shared, the URL of the shared document will be notified to the specified users by . Open File Setting Select whether to download HTML/text documents or open them in web browser. (1) When is displayed on the right of [Advanced Settings], click. (2) Click [Cabinet]. (3) Click [Settings]. 2 Perform the following steps. (1) For [Share Document], select from [Enabled], [Enabled for Administrator Only] or [Disabled]. If the setting is disabled, all the users using the Cabinet will not be able to share document. However, documents that have been shared when the setting is still enabled will continue to be shared until the sharing expiry date. To unshare document, execute the procedure of "Unshare Document" (p. 42). (2) Select whether to download HTML/text documents or open them in web browser. This setting is not applicable when using Safari on ios device. (3) Click [OK]. Set IP Address For Access Here, we explain how to set an IP address with permitted access. The Administrator must set the IP address as Permitted IP Address beforehand. (1) When is displayed on the right of [Advanced Settings], click. (2) Click [IP Address Filtering]. (3) Click [Settings]. 2 Perform the following steps. (1) Select [Enabled] for [IP Address Filtering]. 48

49 3 Standard Operations (2) Click [Add IP Address]. (3) Input the IP address displayed as [IP Address Currently In Use] in the text box of [Add IP Address] dialog box. (4) Click [OK] in the [Add IP Address] dialog box. (5) Click [OK] in the [IP Address Filtering] dialog box. (1) (2) (5) 3 Perform the following steps. (1) Click [Add IP Address]. (2) In the displayed [Add IP Address] dialog box, input the IP address with permitted access. For a user who has logged in with an IP address without permitted access, he/ she can still access while logged in even if access is prohibited by this operation. (3) Click [OK] in the [Add IP Address] dialog box. To add multiple IP addresses, perform Step (1) to Step (3) repeatedly. Up to 5 IP addresses can be set. (4) Click [OK]. To delete any permitted IP addresses, select the check box and click [Delete]. To disable [IP Address Filtering], select [Disabled]. 49

50 3 Standard Operations Set Access Restrictions from Mobile Applications Set the Mobile Application ID of the Mobile Application that is permitted access.the Mobile Application ID is an individual application ID generated by the Mobile Application. For Mobile Applications to which access restriction can be set with the help of Mobile Application ID, please check our homepage. Important Even when access is restricted by Set IP Address For Access (p. 48), accessing to Working folder is possible under the condition that mobile application ID is set to allow such access. Setting access restrictions (1) When is displayed on the right of [Advanced Settings], click. (2) Click [Mobile Access Restrictions]. (3) Click [Settings]. 2 Perform the following steps. (1) Select [Enabled] for [Mobile Access Restrictions]. (2) Click [OK]. (1) (2) (3) A message is displayed. Click [OK]. 5 3 Perform the following steps. (1) Click [Add Mobile App ID]. (2) Input mobile application ID to [Mobile App ID] that enables accesses. Check Mobile Applications for the Mobile Application ID. When logging in with Mobile Application that does not enable accesses, access is still possible while the log-in status continues even if accesses are forbidden by this operation. (3) Input given character strings of 2 words or less in [Description] as necessary. (4) Click [OK] of [Add Mobile App ID] dialog box. Repeat (1)-(4) to add multiple mobile application IDs.

51 3 Standard Operations The maximum number of users which can be set in a cabinet is also the number of IDs that you can add. (2) (3) (4) Changing settings for mobile application ID (1) When is displayed on the right of [Advanced Settings], click. (2) Click [Mobile Access Restrictions]. 2 Perform the following steps. (1) Click of the mobile application ID to be changed. Click [Settings]. (2) Change the settings. (3) Click [OK]. Deleting mobile application ID (1) When is displayed on the right of [Advanced Settings], click. (2) Click [Mobile Access Restrictions]. 2 Perform the following steps. (1) Check a check mark on the mobile application ID to be deleted. (2) Click [Delete]. (3) A message confirming that you want to delete is displayed. If you want to, click [Yes]. (4) A message indicating the result is displayed. Click [OK]. 51