Understand Access Controls

Access controls allow you to limit user access to functions, applications, and printer management.

Note: Some access controls are available only in some printer models.

Function Access

The following access controls modify user access to available printer functions:

• Access Address Book in Apps: Use Address Book from eSF applications that support Address Book.

• Manage Shortcuts: Access the Manage Shortcuts menu, and enable the Save as Shortcut option available in the Copy, Email, Fax, and FTP functions.

• Modify Address Book: Enable the Search Address Book option available in the Email, Fax, and FTP functions when accessed from the printer home screen.

• Create Profiles: Create profiles for printing, copying, scanning, emailing, or faxing.

• Manage Bookmarks.

• Flash Drive Print: Print from a flash drive.

• Flash Drive Color Printing: Print from a flash drive in color.

• Flash Drive Scan: Scan to a flash drive.

• Copy Function: Use the copy function.

• Copy Color Printing: Copy documents in color.

• Color Dropout: Specify the color to drop during scanning and copying, and adjust the dropout setting for each color threshold. If a user authentication fails for a protected scan or copy job, then the Color Dropout function is not used even when it is enabled.

• Email Function: Use the email function.

• Fax Function: Use the fax function. If the function is disabled, then:

• • All analog fax functions and the fax server are disabled.

  • The fax icon does not appear.

  • No fax-related intervention-required messages appear on the printer display.

  • The printer does not answer incoming calls or print driver faxes. 
    
    Note: The Embedded Web Server and control panel show fax-related settings even if this function is disabled.
    
    

• FTP Function: Scan to an FTP network folder from the printer home screen. The FTP icon is hidden by default. To show the FTP icon on the home screen:

• 1. From the Embedded Web Server, click Settings > Device > Visible Home Screen Icons.

  2. Select FTP.

• Release Held Faxes: Enable the Held Faxes and Release Held Faxes options on the printer home screen.

• Held Jobs Access: Enable the Held Jobs and Search Held Jobs options on the printer home screen.

• Use Profiles: Restrict access to protected profiles. If a user accesses a protected profile, then the printer prompts for credentials to execute the profile. Enable this access control for the application that does not specify permission to access the profiles.

• Cancel Jobs at the Device: Cancel jobs from the printer home screen.

• Change Language: Enable the Change Language option on the printer home screen.

• Internal Printing Protocol (IPP): Allow authenticated users to configure and use the IPP port.

• Initiate Scans Remotely: Allow authenticated users to initiate remote scanning.

• B/W Print: Allow authenticated users to print in black and white.

• Color Print: Allow authenticated users to print in color.

• Network Folder - Scan: Scan to a network folder.

Administrative Menus

The following access controls modify user access to the menus in the Embedded Web Server that are used to manage functions, applications, and security:

• Security Menu: Manage login methods and configure other security options.

• Network/Ports Menu: Configure network connections.

• Paper Menu: Configure the paper settings.

• Reports Menu: View reports.

• Function Configuration Menus: Configure the settings for the functions that are available in the printer.

• Supplies Menu: Manage printer supplies.

• Option Card Menu: Configure the option cards installed in the printer. This control is available only when an option card is installed.

• SE Menu: View diagnostic logs.

• Manage Shortcuts: Manage shortcuts that are available in the printer.

• Address Book: Manage the address book.

• Device Menu: Configure the printer firmware settings.

Device Management

The following access controls modify user access to use printer management options:

• Remote Management: Access the printer remotely.

• Firmware Updates: Update the printer firmware through any port.

• Apps Configuration: Configure the installed applications. If this control is enabled, then users can configure, start/stop, uninstall, and view logs of applications that are installed in the printer.

• Operator Panel Lock: Configure the locking function of the printer home screen. If this control is enabled, then users can lock and unlock the printer home screen.

• Import / Export All Settings: Import or export a printer settings file (.zip and .ucf) from the Embedded Web Server.

• Out of Service Erase: Clear all settings, applications, and pending jobs stored in the printer memory, or erase all data in the printer hard disk.

• Embedded Web Server Access: Control access to the Embedded Web Server. If this control is restricted, then access to the EWS requires login.

Apps

• New Apps: Use applications from the printer home screen.

• Card Copy: Use Card Copy from the printer home screen.

• Forms and Favorites: Use Forms and Favorites from the printer home screen.

• Scan Center: Use Scan Center from the printer home screen.