# Document Server (Shared Folder/Individual Folder)
Print Job/Stored File > Document Server > Document Server (Shared Folder/Individual Folder)

Displays a list of files stored in the Document Server of the machine.
There are three types of display format: Details view, Icons view, and Thumbnails view.

Note

- When logged in as File Administrator, you can view all files. You can also delete files, change owners, change passwords, and unlock files. However, File Administrators cannot print, download, or send files. To unlock files, the file lock function must be enabled.
- A User can view any information about his/her files. Access to files owned by other Users may be restricted according to access privileges set for those files.
- If a "Go to [Job]" link appears in the upper right of the page, you can click it to go to the Job page.

For details about the Program/Change Permissions for User/Group Files page

### View

Select from the following items you want to display in the list:

- All
- Printable Files
- Copier
- Printer
- Fax
- Scanner
- Locked Files

Note

- You must be logged in as File Administrator to view locked files.

### Search for

A user name or file name can be specified to search for files.
Specify the search criteria, and then click Search to start.

Note

- To clear the current search criteria and search results, click Clear Results.

#### When selecting User Name

Up to 20 characters can be entered.

#### When selecting File Name

Up to 64 characters can be entered.

### Page control buttons

Click the buttons above the list to change the display page.
The total number of pages and current page number are displayed between the button and the button.

#### Go to the first page. button

Displays the first page.

#### Go to the previous page. button

Displays the previous page.

#### Go to the next page. button

Displays the next page.

#### Go to the last page. button

Displays the last page.

#### Page box and Go button

Displays the specified page. Enter the number of the page in the Page box, and then click Go to display it.

### Display Items

Select the number of display items per page.

### Display method

Select the display format in this list.

#### button

Displays an enlarged thumbnail of the document's first page. The displayed information is less than that of the Details view and the Icons view.

#### button

Displays a thumbnail of the document's first page as an icon in addition to the information from the Details view.

#### button

Displays detailed file information of each document in one line.

### List of display items

Select the check box to the left of the file information to select the file. Up to 30 files can be selected. The number of selected files appears for Selected Files above the list.
Click Uncheck All to deselect all files in the list. Files not displayed on the current page are also deselected.
Items displayed in the list are as follows:

#### Thumbnails

Displays a thumbnail of the document's first page.
If the icon appears instead of a thumbnail, the file is protected by a password. If the icon appears, you cannot access the file because the read-only privilege is set for the file, and the icon appears if the file is High Compression PDF format.

#### File Name

Displays the name of the document. Click the button or the button under the item name to order the list by file name.

#### Details button

Click to display the File Details page.

#### Download

Downloadable files are indicated by their file formats appearing as links.
If you click PDF, the document is converted and downloaded as a PDF file. If you click PDF/A, the document is converted and downloaded as a PDF/A file. If you click TIFF, the document is converted and downloaded as a multi-page TIFF file.
However, you cannot download documents when logged in as the file administrator, so links are not displayed.

For details about file formats that can be downloaded.

Note

- Depending on the settings in Adobe Reader or Acrobat Reader, the Web browser may start and open a blank page during the downloading. In this case, click the Close button in the window to close the Web browser.
- A PDF/A file cannot be opened in a version earlier than Acrobat Reader 4.0.
- If you are using Internet Explorer 8, downloading will be slower than with other browsers. To download faster with Internet Explorer 8, open the browser's Internet Options menu and register the machine's URL as a trusted site. Then disable SmartScreen filter for trusted sites. For details about these settings, see the Internet Explorer 8 Help files.

#### Function

Displays icons indicating the function used to store the file.
One of the following is displayed (icons of non-supported functions are not displayed):

####

The file was stored using the copy function.

####

The file was stored using the fax function.

####

The file was stored using the printer function.

####

The file was stored using the scanner function.

The icon appears if the file was stored in OCR Scanned PDF format.

####

The file was stored for computer download.

On color-capable machines, one of the following icons appears next to the icons above, indicating the color mode. Pointing to the icon brings up the color mode name.

####

The file was stored in full color mode.

####

The file was stored in single color mode.

####

The file was stored in two-color mode.

####

The file was stored in black & white mode.

#### Access Priv.

Displays icons indicating the access privilege specified for the file. Pointing to the icon brings up a text description of the access privilege.

####

The Read-only privilege is set.

####

The Edit privilege is set.

####

The Edit/Delete privilege is set.

####

The Full Control privilege is set.

####

The owner privilege is set.

#### User Name

Displays the name of the user who stored the file. Click the button or the button under the item name to order the list by user name.

#### Created Date/Time

Displays the date and time the file was stored. Click the button or the button under the item name to sort the list by creation date.

#### Expires

Displays the date when the file is to be automatically deleted. Click the button or the button under the item name to order the list by expiration date.

#### Page(s)

Displays the number of pages in the file.

#### Password

If a document is password protected, the icon and password entry box appear. To perform operations (display properties, print, delete, etc.) on a password-protected document, enter the password, and then click the Authenticate button to the right.
Passwords are not required if you are logged in as the file administrator. Also, locked files are displayed with the icon if you log in as the file administrator.

Note

- Thumbnails are displayed only in the Icons view or the Thumbnails view.
- In the Thumbnails view, the following information does not appear: User Name, Created, Expires, and Page(s). Pointing to a thumbnail brings up this information.
- When displaying thumbnails, the sort buttons ( or ) appear at the upper right of the list.
- Access privilege icons are displayed only when user authentication is enabled.

### Selectable file formats

File formats that can be used for downloading depend on file type.

Note

- A PDF/A file cannot be opened in a version earlier than Acrobat Reader 4.0.

#### Fax File/Copier File/Printer File

| PDF | PDF/A | TIFF
--- | --- | --- | ---
Fax File | yes* | yes | yes
Copier File | yes | yes | yes
Printer File | yes | yes | yes

*1: You cannot download the file as a PDF file if PDF File Type: PDF/A Fixed is set on the System page.

Note

- Copier and printer files can be downloaded only when the optional File Format Converter is installed.

#### Scanner File

PDF File Type: PDF/A Fixed on the System page | File Type | File Format
--- | --- | ---
On | High Compression PDF | PDF
Files other than High Compression PDF | PDF/A TIFF
Off | High Compression PDF | PDF
Files other than High Compression PDF | PDF PDF/A TIFF

## Buttons

### Refresh

Click to update the currently displayed information.

### Print

Click to display the List of Files to Print page.

Note

- This button may not appear if Prohibit is set for Prohibit printing stored files from Web Image Monitor in System.

### Send

Depending on the file you selected, either the Send File by Scanner or Send File by Fax page appears.

Note

- You cannot send scanner and fax files together.
- You cannot send copier or printer files.

### Delete

Click to display the List of Files to Delete page.

### Unlock File

Click to display the List of Files to Unlock page, where you can confirm unlocking of the selected file.

Note

- This button is available only when you are logged in as File Administrator and the job lock function is enabled.

##

For details about the procedure (Displaying Properties)
For details about the procedure (Renaming Documents and Changing Passwords)
For details about the procedure (Downloading)
For details about the procedure (Printing)
For details about the procedure (Sending)
For details about the procedure (Deleting)