DOCUMENT FILING

Using the document filing function allows you to additionally print out conference material with the same settings, or print out ledger sheets used for routine tasks as required.

Additionally printing out conference material with the same settings	Printing out ledger sheets as required

There are the following ways to save a file using document filing: [Quick File] and [File] in copy mode or image send mode, and [Scan to Local Drive] and [Scan to External Memory Device] in document filing mode.

Quick File	As a copy, image send, or other job is performed, this function saves the document data to the local drive. Use this function when you want to quickly and easily store document data without specifying a file name or other information. The stored file can also be used by other people. Do not use this method to save files that you do not want others to use.
File	As a copy, image send, or other job is performed, this function saves the document data to the local drive. Unlike Quick File, various types of information can be appended to the file when the file is saved to enable efficient file management. A password can also be established.
Scan to Local Drive	This function scans an original and stores it to the local drive. Like File, various types of information can be appended.
Scan to External Memory Device	This function scans an original and stores it in an external memory device such as a USB memory device. Like File, various types of information can be appended.

Folder types

Three types of folders are used to store files on the local drive using the document filing function.
Folders on the local drive

Quick File Folder
Documents scanned using [Quick File] on the action panel are stored in this folder. A user name and file name are automatically assigned to each job.
Main Folder
Scanned documents are stored in this folder.
When you store a job in the Main folder, you can specify a previously stored user name and assign a file name.
A password (4 to 32 characters) can also be set when storing a file ("Confidential" save) as required.
Custom Folder
Folders with custom names are stored inside this folder.
Scanned documents are stored in the stored folder.
Like the Main folder, a custom folder allows you to specify a previously stored user name and assign a file name when storing a job.
Passwords (PIN code: 4 to 8 digit number) can be established for custom folders and for files saved in custom folders.

Convenient items to store

When storing a job using [File] in copy mode or image send mode, or [Scan to Local Drive] in document filing mode, it is convenient to store the items below. These settings are not required when storing a job using [Quick File].

User Name	This is necessary if you will be assigning a user name to stored files. A user name is also used as a search condition when searching for a file.
Custom Folder	The Main folder is initially available as a location for storing files by [File] and [File Store]. Store a custom folder and specify it as a location for storing files. Specify a password for the user folder as required. Enter the PIN Code to use the folder. When the folder is set a password, " " appears in the folder that the password is set.
My Folder	A previously created custom folder can be selected as "My Folder", or a new folder created as "My Folder". When "My Folder" has been configured and user authentication is used, "My Folder" will always be selected as the destination of [File] and [File Store].

Approximate number of pages and files that can be stored

Combined total number of pages and total number of files that can be stored in custom folders and in the Main folder

Examples of original types		Number of pages*	Number of files
Full colour original (Text and photo example) Size: A4		Max. 5700	Max. 3000
Black & white original (Text) Size: A4		Max. 13000

Number of pages and number of files that can be stored in the Quick File folder

Examples of original types		Number of pages*	Number of files
Full colour original (Text and photo example) Size: A4		Max. 700	Max. 1000
Black & white original (Text) Size: A4		Max. 2000

* The indicated numbers are guidelines for the number of pages that can be stored when all pages are full colour, and when all pages are black & white.

Copying in sort mode uses the same memory area as the main folder and custom folder. For this reason, when too much data has been stored in the main folder and custom folder, it may not be possible to perform a large copy job using sort mode. Delete unnecessary files from the main folder and custom folder.
The original types above are examples to make the explanation easier to understand. The actual number of pages and number of files that can be stored will vary depending on the contents of the original images and the settings when the files are stored.

Information added to files

When saving a file using "File", add the following information to distinguish it from other files.

User Name	The user name is required to enter a file ownership and other information. The user name must be registered in advance.
File Name	Names a file.
Stored to	Specifies a folder to store files.
Property	Sharing	Any user can display and operate files having the "Sharing" property.
	Protect	Once "Protect" is set, its file cannot be edited, moved, and deleted. No password setting is required.
	Confidential	You can set a password (4 to 32 characters) for file protection.

• Files stored using [Quick File] are provided with the "Sharing" property that can be accessed by any person for output and sending. Therefore, do not store sensitive documents or documents that you do not want to be used by others using the [Quick File] function.
• When saving a file with [File], you can save it with the "Confidential" property. Set a password for a "Confidential" file to prevent the file from being used by other people. Exercise care to prevent other people from obtaining the password.
• The property of a stored "Confidential" file can be changed to "Sharing" by "Property Change" as required. Do not store sensitive documents or documents that you do not want to be used by others.
• Except in cases provided for by law, SHARP Corporation bears no responsibility for any damages that result from the disclosure of sensitive information due to manipulation by a third party of any data saved using the Quick File function or File function, or incorrect operation of the Quick File function or File function by the operator who saves the data.
• If "Restrict Print Jobs" is enabled in the system settings and "Print Release" is the function used, the print job will be saved in the print release, even if document filing is specified in the printer driver. Also, if the password for document filing is specified in the printer driver, the print job will be cancelled.

To use Document Filing, select the action panel for each mode.
To save data simultaneously with a copy or fax, tap [File] or [Quick File] on the action panel in each mode.

To use Document Filing from the beginning, select the action panel in the Document Filing mode. Tap any one of the keys to scan and save the original.