m KYOCERA kyoceradocumentsolutions.com File Management Utility User Guide 2023.08 FMUKDENLegal notes Unauthorized reproduction of all or part of this guide is prohibited ‘The information inthis guide is subject to change without notice. We cannot be held liable for any problems arising from the use of this product, regardless of the information herein, Regarding trademarks Microsof®, Windows®, and Active Directory® are registered trademarks of Microsoft Corporation in the U.S. andor other countries. Ail other brand and product names herein are registered trademarks or trademarks of their respective companiesTable of Contents Chapter 1 Management Uti ‘Starting the Appleton 4 Chapter 2__ Manage Devices ‘Adding Devices .. Deleting Devos Chapter 3 Device Login ‘Specityng Device Login Settings at Chapter 4 Preferences Seting Preferences 4 Chapter 5 _ Receiving Folder ‘Adding a Receiving Folder sess Editing a Receiving Folder. 7 . 52 Deleting @ Receiving Folder... Chapter 6 _ Distribution Rule ‘Adding Distribution Rule 6a Distibution Fier 62 Editing Distribution Rule vo 63 Deleting Distribution Rule : 63 Chapter 7 _ Distribution Log View the Distribution Log. Chapter 8 Workflow ‘Adding Workflow... 8A Workflow Settings aa Workiow Controls 82 Specifying Scanning Preferences. 83 Editing Workflow 83 Deleting Worktow 83 Chapter 9 _ Import/Export Workflow Import from Device 94 Import from ie sa Exporto 92 File Management Utility i1 File Management Utility ‘The File Management Utility (MU) distributes documents scanned on a mult- function print system (MFP) to specified network folders or computers. The user ‘can sot the criteria for distributing the scanned files. Advanced distribution criteria are available for certain MFPs. Starting the Application If the application is not set to start automatically, you can start it manually, Note: in Preferences in the main screen, you can set the application to start ‘automatically 4. Open the application. 2. Inthe Windows system task bar, right-click the File Management Utility icon. 3 Inthe context menu, click Open FMU. If Open FMU is grayed out, restart File Management Utility with administrator privileges. 4 User GuideAdding Devices 8 2 Manage Devices Specific MFPs on a network can be selected for use with the application. Use the Add Device Wizard to select devices by IP address or host name. ‘You can add devices for the application with the Add Device Wizard Inthe Main screen, click Add Device. Inthe Add Device Wizard, enter the IP address or the Host name of the MFP you wish to add, and then click Add. Enter another IP address or Host name if necessary. The devices you enter appear in the list on the right, Click Next In the Communication Settings page, specify the SNMP type (SNMPv1iv2 or SNMP¥3). Ifyou specify SNMPViiv2, enter the Read community and Write ‘community for the MFP. The read community name for the device will be Used in requesting information, while the write community name is sent with all SNMP receive and send requests, and must match the community values fon the device Ifyou specify SNMPV3, enter the login User name and Password for the MFP. Ifthe device is enabled with authentication, for Change authentication mode, select Use local authentication or Use settings on the device as required, Continue entering the remaining communication setting information as ‘appropriate. Click Search. The application adds the printing systems you have specified to the Main screen, Deleting Devices Removes the selected device or devices from the Devices list in Main screen. To delete the devices from the lst, highlight the device or select the checkbox in column header to select all devices. Click Delete. A message appears ‘confirming that selected devices will be deleted. Click Yes. File Management Utility 243 Device Login Specify the User name and Password used with the device. Select either Use local authentication or Use settings on the device. Specifying Device Login Settings 41 Inthe Main screen, select a printing system in the device list. 2. Click Device Login. 3. Enter the User name and Password, if authentication is set on the device. 4, For Authentication mode switch, select Use local authentication or Use ‘settings on the device. 5 Select TLS to provide security for network communication 6 Click OK. a User Guide4 Preferences You can set several parameters that control how File Management Utility ‘operates, including starting the application automatically and specifying folders for error and deleted files. Setting Preferences To select preferences, follow these steps: Start automatically Select this option so that FMU is configured to start automatically and run as 2 resident application when the computer is started. Ifthe receiving folder or error folder has not been specified or cannot be found, then the application will not monitor or distribute fies. Folder for error files FMU requires a local error folder for any files that it fails to distribute. A network folder cannot be used as the error folder. Set the path by clicking Browse, or entering the folder name, Folder for deleted files Select Keep deleted files to save deleted files in this folder. Select Maximum folder size (MB) and specify the size in megabytes if needed. Set the path by clicking Browse, or entering the folder name. Click Empty folder to erase all deleted fle. Note: Ifthe error folder has been removed while FMU is running, or not found for any reason, the application will not distribute files. In that case, set up the path to folder, create the error folder and restart FMU, File Management Utility 45 Receiving Folder ‘The receiving folder is a shared folder on a computer that holds scanned data files. When a document is scanned on an MEP, the data fle is transferred toa receiving folder. The application checks this folder, and applies distribution criteria to the files in the folder. Ifthe receiving folder is not specified, the application will not distribute files. Adding a Receiving Folder 1 2 Inthe Main screen, click Receiving Folder. Inthe Receiving Folder dialog box, click New. The Folder Settings tab becomes active. An ID is automatically assigned to the folder. Enter a name for the receiving folder. Altematively, click Browse to select the path to a folder, and then click OK. The name of the folder is automatically ‘entered as the Share name. Change the Share name, if desired. In List of users, click Add, The Add User dialog box will appear. Enter the User name and Domain name for accessing the recaiving folder. Click OK. The user domain displays the receiving folder as: user name (user name@domain). Ifno domain name is specified, the receiving folder is shown as: user name (PC ‘nameluser name). Click the Receiving Settings tab. Leave Filter by file type selected to allow only files with specified file types to be saved in the receiving folder. When unchecked, with no file type entered, al file types will be saved. Click the Add button, the Add File Type dialog box will display. You can type an extension for a file type and click OK to add it to the list. You can edit a fle type by highlighting the extension in the list and clicking Edit. The Edit File Type dialog box will display. Edit the extension and click ‘OK. You can delete a filetype by highlighting the extension in the list and clicking Dele! Inthe Advanced options section, select Polling interval (sec), and then ‘select the interval for the application to monitor the receiving folder. To make the receiving folder a hidden folder, select Hide folder. You can also make a receiving folder hidden by adding a dollar sign ($) at the end of the Share name in step 4. To display a pop-up window when a file is distributed, select, Notifications. s User GuideReceiving Folder 10 Click Apply to add the folder tothe lst of receiving folders. The receiving folder appears in the file receiving folders list box, along with the settings you have specified. Click Close to return to the Main screen. Editing a Receiving Folder 1 2 a 6 7 8 9 Deleting a Rece 1 2 Inthe Main screen, click Receiving Folder. Inthe Receiving Folder lis, select a folder to edit. To edit the User domains forthe folder, select the User domain you want to change from the list and click Edit. The Edit User dialog box wil display. Edit this information as needed, and click OK. ‘To edit the file types on the Receiving Settings tab, select a file type and click Edit. The Edit File Type dialog box will display Edi ths information as needed, and lick OK. Edit Advanced options as needed. Click Apply to update the folder information Click Close to return tothe Main screen ing Folder In the Main soreen, click Receiving Folder. Inthe Receiving Folder dialog box, select one or more receiving folders to delete, Click Delete. A message is displayed confirming that the Receiving Folder will be deleted. Glick Yes. Click Close to return to the Main screen. File Management Utility 52