How to register/change/delete a User Code

Published 05/21/2006 11:10 PM  |  Updated 03/16/2023 07:51 PM  |  Answer ID 13039

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How do I register, change or delete a user code?

To use a multi-function device with user code authentication activated, first activate User Authentication Management, then specify the functions you want to use user code authentication for (copy, fax, printer, scanner), and then finally add the necessary user codes to the address book.

To set up and use User Code Authentication, follow these steps.

1. Activating User Authentication Management

  1. On the operation panel of the device, press the [User Tools/Counter] key.

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  2. Press [System Settings].

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  3. On the [Administrator Tools] tab, press [Next].

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  4. Press [Administrator Authentication Management].

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  5. Press [On] next to [Admin. Authentication], and then press [OK].

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  6. To edit the address book after making these settings, press [Login] or [Logout] and then enter your user name and password.

    7. Note: The default Administrator login is the username "admin" with a blank password field.

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2. Specify the functions to be limited by User Code Authentication

  1. On the operation panel of the device, press the [User Tools/Counter] key.

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  2. Press [System Settings].

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  3. On the [Administrator Tools] tab, press [Next].

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  4. Press [User Authentication Management].

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  5. Select [User Code Auth.].

    Note

    • If you do not want to use user authentication management, select [Off].

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  6. Select which of the functions of the device you want to limit.

    The selected settings will be unavailable to users.

  7. Select the "Printer Job Authentication" level.

    Note

    • If you select [Entire], you cannot print using a printer driver or a device that does not support authentication. To print under an environment that does not support authentication, select [Simple (All)].
    • If you select [Simple (Limitation)], you can specify clients for which printer job authentication is not required. Specify [Parallel Interface: Simple], [USB:Simple] and the clients' IPv4 address range in which printer job authentication is not required. Specify this setting if you want to print using unauthenticated printer drivers or without any printer driver. Authentication is required for printing with non-specified devices.
    • If you select [Simple (All)] or [Simple (Limitation)], you can print even with unauthenticated printer drivers or devices. Specify this setting if you want to print with a printer driver or device that cannot be identified by the device or if you do not require authentication for printing. However, note that, because the device does not require authentication in this case, it may be used by unauthorized users.

    If you select [Entire], proceed to step 12.

    If you select [Simple (All)] or [Simple (Limitation)], proceed to step 8.

  8. Press [Simple (Limitation)].

  9. Press [Change].

  10. Specify the range in which [Simple (Limitation)] is applied to Printer Job Authentication.

    You can specify the IPv4 address range to which this setting is applied, and whether or not to apply the setting to the parallel and USB interfaces.

  11. Press [Exit].

  12. Press [OK].

  13. Press [Exit].

  14. Press the [User Tools/Counter] key.

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3. Register the necessary user codes to the address book

  1. On the operation panel of the device, press the [User Tools/Counter] key.

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  2. Press [System Settings].

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  3. On the [Administrator Tools] tab, press [Address Book Management].

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  4. Press [New Program].

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  5. Enter the name you want to add the new user code under. Press [Change].

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  6. Enter the name, and then press [OK].

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  7. [Key Display] is automatically set to the same as [Name]. (It can be changed manually.)

    Note: Select a group of letters in [Title 1] for greater convenience when accessing the user code.

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  8. Press [Auth. Info], and then use the numeric keypad to enter the user code. Next, press [#] to confirm the input, and then press [Next].

    Note: The user code can be up to 8 characters long.

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  9. Press [Next].

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  10. Select the functions that this user will be able to use. After you have entered this information, press [OK].

    Note: Press [Next] to select printer, scanner, and other different functions.

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4. Printer driver settings

  1. On the taskbar, click [Start], and then click [Control Panel].

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  2. Click [Printers and Other Hardware].

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  3. Click [Printers and Faxes].

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  4. Right-click the printer you want to use, and then click [Printing Preferences].

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  1. Click the [Valid Access] tab.

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  2. Enter a user code using up to 8 digits. Here, we have entered "12345678" as an example.

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  3. Click [OK] to close the printer properties dialog box.

  1. On the [Printer Configuration] tab, click [User Code].

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  2. Enter the user code, and then click [OK].

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  3. A message appears asking you to confirm the user code. When you have confirmed the information, click [Yes].

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  4. Close [Printing Preferences].

(Note: Screenshots are provided for reference purposes only. Your display may vary depending on your operating system and device.)

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To change/delete registered User Codes, follow these steps;

Changing a user code

Important

  • Even if you change a user code, the counter value will not be cleared.

  1. Press the [User Tools/Counter] key to display the User Tools menu.

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  2. Press the [Login/Logout] key and login as an administrator.

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  3. Press [System Settings].

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  4. Press [Administrator Tools].

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  5. Press [Address Book Management].

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  6. Check that [Program / Change] is selected.

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  7. Select the user whose user code you want to change.

    Press the name key, or enter the registered number using the number keys.

    You can search by the registered name, user code, fax number, folder name, e-mail address, or IP-Fax destination.

  8. Press [Auth. Info].

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  9. Press [Change], and then enter the new user code using the number keys.

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  10. Press the [Image] key.

  11. To change the available functions, press [Auth. Info] and then press [ImageNext] twice.

  12. Press the key to select the functions to enable them.

    Press the key to highlight it, and then the function is enabled. To cancel a selection, press the highlighted key.

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  13. Press [OK].

  14. Press [Exit].

  15. Press the [User Tools/Counter] key.

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Deleting a user code

Important

  • After clearing the user code, the counter is automatically cleared.

  1. Press the [User Tools/Counter] key to display the User Tools menu.

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  2. Press the [Login/Logout] key and login as an administrator.

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  3. Press [System Settings].

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  4. Press [Administrator Tools].

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  5. Press [Address Book Management].

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  6. Press [Delete].

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  7. Select the name whose code is to be deleted.

    Press the name key, or enter the registered number using the number keys.

    You can search by the registered name, user code, fax number, folder name, e-mail address, or IP-Fax destination.

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  8. Press [Auth. Info].

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  9. Press [Change] to delete the user code, and then press the [Image] key.

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  10. Press [OK].

  11. Press [Exit].

  12. Press the [User Tools/Counter] key.

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