Operation Manual of Address Data Control Utility

Rev. 1.16
Date of update: September 9, 2015

Sharp Corporation
Digital Document Systems Group
1. Introduction .......................................................................................................... 2

2. Utility Overview ..................................................................................................... 2

3. Restrictions .......................................................................................................... 3

4. Operation Environment .......................................................................................... 4

4.1. Supported OS .................................................................................................................................... 4
4.2. System Requirements ......................................................................................................................... 4
4.3. Language Support ............................................................................................................................... 5
4.4. Address Book Editing Tool .................................................................................................................. 5
4.5. File Configuration ............................................................................................................................... 5
4.6. Installation Procedure of Address Data Control Utility ........................................................................... 5

5. Operation Method .................................................................................................. 6

5.1. Address Book Conversion ................................................................................................................... 6
5.1.1. Screen Description ............................................................................................................................... 6
5.1.2. Conversion Method ............................................................................................................................... 7
5.1.3. "Now Converting" Dialogue .................................................................................................................. 10
5.2. Boot of the Address Book Transfer Tool ............................................................................................ 11
5.2.1. Screen Description .............................................................................................................................. 11
5.2.2. Operation Method ............................................................................................................................... 12
5.3. Error Message List ........................................................................................................................... 12
5.4. Editing of Address Book Data ............................................................................................................ 16
5.4.1. Creation of Editing Files ...................................................................................................................... 16
5.4.2. Editing with Microsoft Excel ................................................................................................................ 17

6. Address Book Data (for editing) Format ..................................................................21

6.1. Overview of Address Book Data ........................................................................................................ 21
6.2. Destination....................................................................................................................................... 21
6.2.1. Data Entry Format .............................................................................................................................. 22
6.2.2. Data Entry Format Specification .......................................................................................................... 23
6.2.3. Group Member Registration Method ..................................................................................................... 26
6.2.4. Virtual Data (VRTFA, VRTMA, VRTIA, VRTDA)..................................................................................... 27
6.3. Custom-Index .................................................................................................................................. 28
6.3.1. Data Entry Format .............................................................................................................................. 28
6.3.2. Data Entry Format Specification .......................................................................................................... 28
6.4. Header Line ..................................................................................................................................... 28

Appendix 1 Error Log List (Error Content List) .............................................................29

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1. Introduction
This specification describes a utility for converting Address Book data in digital MFPs sold by the Digital Document
Systems Group.

Use this tool as a serviceman tool.

2. Utility Overview
This utility operates as shown in Figure 1.
It defines a common Address Book format (xml) not depending on digital MFP models, and creates a conversion
module (bidirectional) between Address Book of each model and the common one. This configuration enables
conversion of Address Book via the common Address Book format (xml) between models supporting this utility. Also
when a new model is created in the future, just one bidirectional conversion module is required to be created
between the Address Book of the new model and the common one so that mutual conversion of Address Book can
be performed with models supporting this utility.

A AdressBook B AdressBook

Common AdressBook

C AdressBook D AdressBook(New)

Figure 1 New Address Book Conversion Method (*The arrows mean conversion.)

This utility provides the following functions.

> An overall controlling convertor controls all convertors for each model.
> Convert Address Book data into Text(Tab delimited) to edit the data of all supported models in Microsoft
Excel.
> Boot Address Book Transfer Tool. (Paths of Address Book Transfer Tool once booted are stored to
simplify the second or later booting.)

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3. Restrictions
> This utility does not send/receive Address Book data to/from MFPs.
Use the Address Book Transfer Tool or the Storage Backup function in each MFP to send/receive Address Book
data to/from MFPs.

> When the language code used in the Address Book (code page) is not installed in the OS, characters may not be
converted correctly.
Use the OS of the same language as the one used in the Address Book.

> Address Book items to be converted differ depending on models and functions of MFPs.

> Only Address Book items that can be used with the Address Book Transfer Tool used in each MFP can be
converted. Items that can be used only with the MFP cannot be converted.

> Rapid(Individual) and Speed Dial are not distinguished.

> The number of registrations, digits of destination numbers, and characters that can be used in the Address Book
differ depending on each model.

> Restrictions that depends on the model are as follows.

> When dealing with export data MX-C300 and MX-C250/C300
There is that the ID is duplicated by fax and scanner models of these.
Therefore, when converting the data ID is duplicated, instead of direst conversion into the model, and
then converted to a Text(Tab delimited), please convert into each model.
At that time, about the error ID is generated, correct the error, please convert the data for each model.
(Refer to "5.2.1.3 Error")

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4. Operation Environment
4.1. Supported OS
This utility operates in the following environment.
OS Required Component
Windows 98 MSXML V2 (*1)
Windows ME MSXML V2 (Installed as standard)
Windows NT Workstation 4.0 MSXML V2 (*1)
(ServicePack4 or later)
Windows 2000 Professional MSXML V2 (Installed as standard)
Windows XP Home Edition MSXML V2 (Installed as standard)
Windows XP Professional
or later

*1 "MSXML V2" is not installed as standard in Windows98 and WindowsNT Workstation 4.0. It needs to be
installed according to the following procedure.

[Check of MSXML]
First, check if MSXML V2 is installed in the system.
The following describe the method of checking.
1) Boot Explore and open the following folder.
(Note) Windows NT/2000…C:\WINNT\system32
Windows 98/ME…C:\Windows\system
Windows XP…C:\Windows\system32
2) If "msxml.dll" exists in the file list and the file version is 5.0 or later, MSXML V2 is installed. In this case, skip the
following [Installation Method of MSXML V2].

[Installation Method of MSXML V2]

There are 2 installation methods of MSXML V2. Select one of them according to your PC environment.
Method 1) Install Internet Explorer5.0 or later. (At the same time, MSXML V2 will be installed.)
Method 2) Install MSXML from the Microsoft Web site.
Though the latest version (as is July 2003) is MSXML4.0 SP1, MSXML3.0 SP2 is recommended. (When
MSXML V3/V4 is installed, MSXML V2 is also installed at the same time.)

4.2. System Requirements

This utility operates in the following condition.
Part Condition
Model IBM PC/AT compatible model
CPU Intel Pentium 300MHz or more
RAM 256Mbytes or more
Disk free space 300MB or more

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4.3. Language Support
Address Book Type Language Code
Common Address Book Data UTF-8*1
Address Book Data per Model (For Japan) Shift-JIS, UTF-8*1
Address Book Data per Model (For US and Western ISO-8859-1(ASCII)
Europe) UTF-8*1
*1 UTF-8 can be used in models where data output by the Storage Backup function is used for conversion.

4.4. Address Book Editing Tool

Microsoft Excel can be used for editing. (Cannot edit depending on Microsoft Excel versions.)

4.5. File Configuration

Item Name Description
Application ADCUtility.exe Address Data Control Utility
ADCIF.dll Convertor control module per model
EncryLib.dll EncryLib Library
msxml.dll msxml Library
ADCIF\ Folder for convertor per model
CVEdit.dll(xml) *1 Convertor for editing files
CVEditUTF-8.dll（xml）*1 Convertor for editing files in UTF-8
CV*.dll(xml) *1 Convertor per MFP model
Resource Resources\ Folder for resource DLL
resACUenu.dll English resource DLL

Sample file for Samples\ Sample file folder for editing

editing Sample.txt Sample file
Sample(UTF-8).txt Sample file in UTF-8
*1 Convertors per model function with "dll" with convert functions and XML files per model with information on model
names and supported languages.

4.6. Installation Procedure of Address Data Control Utility

1) Obtain the compressed Address Data Control Utility. After it is obtained, uncompress the file.
For the configuration of the uncompressed file, refer to 4.5.
2) Copy the utility to any folder.

Now the utility can be used.

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5. Operation Method
5.1. Address Book Conversion
This is used to convert Address Book data between different models.
Boot the utility and click the "Convert" tab to open the following window.

5.1.1. Screen Description

Items and their contents displayed when the "Convert" tab is pressed
Item Content
1. Source Address Book
-Model -Select model information of the Address Book.
-Language -Select language information of the Address Book.
-Address Book File Name -Display the full-path file name of the Address Book.
-Reference -Open a dialogue for selecting files. If the Address Book is selected in the
dialogue, the file path will be automatically entered in Address Book File
Name.
2. Target Address Book
-Model -Select model information of the Address Book.
-Language -Display the same language information as that of the Source Address
-Address Book File Name Book. (Read only)
-Reference -Display the full-path file name of the Address Book to be stored.
-Open a dialogue for selecting files. If the Address Book is selected in the
dialogue, the file path will be automatically entered in Address Book File
Name.
3. A default value is used when Simplify data validation performed before conversion. Default: On
a value is inaccurate
4. Convert Begin converting.

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Model of Address Book Data to be Converted (Common in Source and Target Address Book)
Model Description
(Ex.) AR- XXX Address Book registered in MFPs
Display MFP series names.
PC-FAX VX Address Book of PC-FAX Driver (X of VX: version number)

Text (Tab delimited) Address Book for editing

Text (Tab delimited) (UTF-8) Address Book for editing(UTF-8)

Language of Address Book Data to be Converted

Language
Japanese

English

UTF-8

5.1.2. Conversion Method

The following describes the conversion procedure of Address Book data.

1) Select or enter the model, language information, and file name of the Source Address Book data.
Press the "Reference" button to display a file selection dialogue to select files.
*If the source Address Book or target Address Book has been selected “Text (Tab delimited) (UTF-8)” ,
You must select “UTF-8” for language.
2) Select or enter the model and file name of the Target Address Book.
Press the "Reference" button to display a file selection dialogue to select files.
*Language data cannot be changed.
3) Check/uncheck the "A default value is used when a value is inaccurate" checkbox.
Source Address Book data may not be able to be converted without additional operations or may lack required
data. Therefore the utility automatically validates Address Book data before converting it.
Checked: Simplify data validation. Even if some information is lacked because of limit of the number of
characters, errors do not occur. Also default settings are applied. Therefore the number of errors decreases.
However check Target Address Book data because it may differ from the Source Address Book data.
Unchecked: Validate data in detail. Report all differences of data storing formats depending on model as errors.
4) Press the Convert button.
1. If the Address Book data was encrypted when it is obtained, a dialogue for entering the password for the
Source Address Book file.
> Enter the configured password and then click the "OK (O) " button.
> If the "Cancel (C) " button is clicked, the window will be closed and conversion will not begin.
> When the password does not match, an error message appears indicating that the format is incorrect.
> If the number of characters of the entered password exceeds the limit, an error message appears and
directs the user to enter the password again.
> When the obtained Address Book data is not encrypted, this dialogue does not appear.

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2. When the model of the Target Address Book supports encryption of Address Book data, a dialogue for
entering the password for the Target Address Book file.
> Enter the configured password and then click the "OK (O) " button.
> If the "OK (O) " button is clicked without entering the password, conversion will be performed without
encryption.
> If the "Cancel (C) " button is clicked, the window will be closed and conversion will not begin.
> If the number of characters of the entered password exceeds the limit, an error message appears and
directs the user to enter the password again.
> When the model of the Target Address Book does not support encryption, this dialogue does not appear.

3. The Address Book data is verified and conversion begins.

> Normal completion
Create the Target Address Book.
> Error
Display an error dialogue and output the error log file and editing file.

5.1.2.1. Password Entry Dialogue

Pressing the Convert button displays the following dialogue depending on conditions.
<If the data was encrypted when it is obtained>

<If the data is encrypted before conversion>

5.1.2.2. Normal Completion

The following message appears.

This message shows that validation is completed without problems and the Address Book has been converted
normally.

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5.1.2.3. Error
When data errors are detected in validation, the following error dialogue appears.

The error log list and text file for editing in the following formats are output to the folder for storing files after
conversion specified on the utility screen.

Validation result file [errorLog Date-Time.txt]

Text file for editing [Edit Date-Time.txt]
Ex.: errorLog20021120-120520.txt
Edit20021120-120520.txt

5.1.2.4. Display of Validation Result

Press the "Detail (D) " button in the error dialogue to display the validation result file.

Validation result files are output in the following format based on error content.
When multiple errors occur, they are listed in the same format. (Refer to the above figure.)

============================
[Category : ID]
Error Content
============================

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Category List
Category Description
DEST Destination (FAX, IFAX, DSMTP, EMAIL, FTP, DESKTOP, SMB, GRP)

CINX Custom Index information

ID Display Method
Category Description
.. Troubles not depending on ID

1 Troubles relating to the data with ID 1.

*ID refers to ID per category used in editing files. Independent ID is used for each category.

5.1.2.5. Editing
Press the "Edit (E) " button in the error dialogue to output the text file (tab delimited) for editing. At the same time,
the file is displayed in Microsoft Excel.

In editing files, "***" is added to the items whose formats differ from those of the Target Address Book data and
items that need to be modified. Modify the items reported in the error log list.
There is that the source Address Book in UTF-8 can not be displayed correctly by Microsoft Excel. If this is the
case, please correct the source Address Book to check the contents of the error log list and “***” above.

5.1.3. "Now Converting" Dialogue

The following dialogue appears while the Address Book data is being converted.
Press the Cancel button to stop conversion.

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5.2. Boot of the Address Book Transfer Tool
Boot this utility and click the "Tool" tab to open the following window.

5.2.1. Screen Description

Items and their content displayed in the Tool tab
Item Content
1. Model Select model names.

2. Address Book Transfer Tool Display the Address Book Transfer Tool name in full path relating to the
model selected in "1" above.
3. Reference Open a file selection dialogue. When the Address Book Transfer Tool
name is entered in the dialogue, the file path is automatically entered into
the text box of "2" above.
4. Start Boot the Address Book Transfer Tool relating to the model selected in 1
above.

Model Information
Model Description
(Ex.) AR- XXX Display the series name of the MFP where Address Book data is
sent/received.

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5.2.2. Operation Method
First Use
When a model is selected in the "Model" pull-down list for the first time, nothing appears in the "Address Book
Transfer Tool" text box. Enter the path of the Address Book Transfer Tool, and then press the “Start” button to boot
the Address Book Transfer Tool for each selected model.

Second or Later Use

The boot path for the Address Book Transfer Tool entered before automatically appears in the text box.
Just press the Start button to boot the tool.

5.3. Error Message List

1) When MSXML is not installed or inappropriate versions are installed.

[Resolution]
Reinstall MSXML. For the installation method, refer to "2.1 Supported OS".

2) When ADCIF.dll does not exit or it is corrupted.

[Resolution]
Check if ADCIF.dll exists in the specified path.
If it exists in the specified location, it may have been corrupted while it was downloaded. Download it again.

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3) When the convertor modules for editing (dll, xml) do not exist or they are corrupted.

[Resolution]
Check if the modules (CVEdit.dll, CVEdit.xml) for creating editing files exist in the specified path.
If they exist in the specified path, they may have been corrupted while they were downloaded. Download them
again.

4) When no Address Book exists in the path specified in Source Address Book

5) When conversion is not required because the data is converted between the same model, or because the same
Address Book format is used.

6) When the Source Address Book is the same as the Target Address Book

Press the OK button : Continue processing.

Press the Cancel button : Cancel processing.

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7) When an Address Book file already exist in the path designated in File Name of Target Address Book.

Press the OK button : Continue processing.

Press the Cancel button : Cancel processing.

8) When the read-only attribute of the file after conversion is enabled

[Resolution]
Disable the read-only attribute of the file after conversion.

9) When the format of the Source Address Book is incorrect

(Note: This utility does not check the Source Address Book format. The following message appears when
conversion from the Source Address Book to the common Address Book failed. (incorrect format.))

[Resolution]
The model name and the selected Address Book file may not match. Check the selected file again.

10) When the Address Book could not be converted

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11) When the editing file could not be created

12) When the Address Book Transfer Tool could not be booted

[Resolution]
The Address Book Transfer Tool does not exit in the specified path. Check the path again.

13) When a conversion module supporting the password entry function could not display a password dialogue.

[Resolution]
Check if the displayed dll file version is the latest one. If it is not, update it to the latest one.

14) When the entered number of characters of passwords exceeds the entry range.

[Resolution]
Enter the password again within the displayed range.

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5.4. Editing of Address Book Data

To edit Address Book data, use Text(Tab delimited) (hereinafter referred to as "editing file"). Microsoft Excel is
recommended to be used for editing Address Book.

5.4.1. Creation of Editing Files

This section describes the method of creating editing files.

5.4.1.1. Creation with the Address Data Control Utility

Existing Address Book is converted into an editing file with the Address Data Control Utility according to the
following procedure.
1) Select the model of the Address Book to be edited in Model of Source Address Book.
2) Select editing file (Text(Tab delimited) or Text(Tab delimited)(UTF-8)) in Model of Target Address Book, enter the
file name to be stored, and then press the Convert button.
3) The editing file is created in the folder specified in "2" above.
For the editing method of the created editing file with Microsoft Excel, refer to "5.4.2 Editing Method with
Microsoft Excel".

5.4.1.2. Creation with Microsoft Excel

The following describes the method of creating editing files with Microsoft Excel.
Since data may be automatically converted as shown in the following examples in Microsoft Excel, all data is
required to be treated as text.
Ex. 1) 0123456789 -> 123456789 (Treated as a "numeric value." "0" at the beginning does not appear.)
Ex. 2) 1/2 -> January 2 (Treated as "date".)

The following describes the method of creating editing files treating all data as text.
1) Boot Microsoft Excel.
2) Click the red circle part in the following figure so that all cells will be selected.
3) With all cells selected, right-click on any cell, and then select "Format Cells".
4) When the "Format Cells" dialogue appears, click the "Number" tab.
5) Select "Text" in "Category” and then press the OK button. Now all data is treated as text.
6) Register Address Book data according to Chapter 6 "Address Book Data (for editing) Format".
7) Save the editing file.
Click "Save As" in the "File" menu.
When the "Save As" dialogue appears, set "Save as type" at the bottom of the dialogue to "Text (Tab delimited), "
enter the file name, and save the file. (The extension of editing files is "txt. ")
In the case of store the data in UTF-8, please save it in a text that supports UTF-8.

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To create Address Book data using a sample file (with a header line) for new entry, refer to "5.4.2 Editing Method
with Microsoft Excel". For storing location of sample files for editing, refer to "4.5 File Configuration".

5.4.1.3. Automatic Creation by Validation

Source Address Book data may not be able to be converted without additional operations or may lack required data.
Therefore the utility automatically validates Address Book data before converting it. If the result of the validation
shows that the Address Book is required to be edited or modified, the utility automatically create the editing file. The
editing file is output to the folder for storing files after conversion as a " Text(Tab delimited)". For details, refer to "5.1
Address Book Conversion".
For the editing method of created editing files with Microsoft Excel, refer to "5.4.2 Editing Method with Microsoft
Excel".

5.4.2. Editing with Microsoft Excel

To edit with Microsoft Excel, editing files are required to be opened in the text format.
If they are not opened in the text format, data will be treated as standard entry format and may be automatically
converted into incorrect data by Microsoft Excel. (Ex.: "0" at the beginning of a telephone number may disappear.
Refer to the examples described in 5.4.1.2.)

The following describes the method of opening data in editing files in the text format.
(Some display of the sample screen below may differ depending on Microsoft Excel version.)

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1) Boot Microsoft Excel.
2) Select "File"- "Open" from the menu. When the "Open" dialogue appears, change "Files of type" at the bottom to
"All Files" or "Text Files" and then select the target file.
(The extension of editing files is "txt. ")
3) "Text Import Wizard -Step 1 of 3" appears.
Check that "Delimited-Characters such as commas or tabs separate each field" is selected in "Original data type"
and then press the Next button.

4) "Text Import Wizard -Step 2 of 3" appears.

Check "Tab" in "Delimiters" and then press the Next button.

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5) "Text Import Wizard -Step 3 of 3" appears.
Select all items in "Data preview" by pressing the "Shift" key on the keyboard.
When all items are selected, they are highlighted.

And then change "Column data format" to "Text".

Press the Finish button to open the file selected in "2" above in the text format.

6) Edit the file according to Chapter 6 "Address Book Data (for editing) Format".

[Supplementary]
When data includes "double quotation marks (")" or "commas(,)" Microsoft Excel performs the following processing
before storing the data.

> When data includes double quotation marks ("), they will be replaced with ("").
> Double quotation marks are added to the beginning and end of data.

This processing is the same as that performed when CSV format data is treated.

The Address Data Control Utility correctly reads data for which such processing was performed.
The above processing is not required in the tab-delimited text format used for editing Address Book data.
When you edit data using Microsoft Excel, you needn’t be aware of the above processing. Microsoft Excel
automatically performs it. When the Address Data Control Utility reads data, it automatically converts data to its
original format.

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The following show examples of processing performed by the Address Data Control Utility when data is read.

Example 1:
Original Data "Johnny Depp"
After Reading "Johnny Depp"

The Address Data Control Utility determines that the double quotation marks (") were not automatically added by
Microsoft Excel because (") or (,) is not included in double-quoted "Johnny Depp".

Example 2:
Original Data "Johnny , Depp"
After Reading Johnny , Depp

It determines that the double quotation marks were automatically added by Microsoft Excel because a comma is
included in double-quoted "Johnny , Depp" and it removes them.

Example 3:
Original Data "Johnny""Depp"
After Reading Johnny"Depp

It determines that the 2 double quotation marks at the begging and end of the data were automatically added by
Microsoft Excel because double quotation marks are included in double-quoted “Johnny""Depp” and it removes
them. Also it replaces the 2 double quotation marks ("") with 1 quotation mark (").

20
6. Address Book Data (for editing) Format
6.1. Overview of Address Book Data
One line is registered as one Address Book data. (Some exceptions. For details, refer to 6.2.4.)
Each item is delimited with tabs.

Address Book Data mainly consists of the following.

Category
Destination (DEST)
Custom Index (CINX)

Each category is independent and only required data can be treated.

All categories also can be treated at the same time.

The following show each entry format.

6.2. Destination

Destination information consists of the following.

Category Type
Fax (FAX)
Internet Fax (IFAX)
Direct SMTP (DSMTP)
E-mail (EMAIL)
Destination (DEST)
File Server (FTP)
Desktop (DESK)
Network Folder (SMB)
Group (GRP)

The following describe each entry format.

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6.2.1. Data Entry Format
Example: MX-M283/M363~423/M453~503
Search Custo Frequentl Displa Fax Transmissio F-Code Chain Search
Mode Sub Address Pass Code FaxLine
String m y Used y Number n Speed Setting Setting Number
Search Custo Frequentl Displa E-mail Reception File Format Compression Compressio Search
File Format Compression
String m y Used y Address Report (color) (color) n Number
Search Custo Frequentl Displa E-mail Specified Hostname / File Format Compressio Compression Search
File Format Compression
String m y Used y Address Host IP Address (color) n(color) Level(color) Number
Search Custo Frequentl Displa E-mail File Format Compression Compression Search
File Format Compression
String m y Used y Address (color) (color) Level(color) Number
Search Custo Frequentl Displa CharCod Hostname Process File Format Compressio Compressio Search Enable
File Format Compression Hyperlink User Name Password
String m y Used y e / IP Directory (color) n(color) n Level Number SSL
Search Custo Frequentl Displa Hostname Process File Format Compressio Compressio Search Enable
(Blank) File Format Compression Port Number User Name Password
String m y Used y / IP Directory (color) n(color) n Level Number SSL
Search Custo Frequentl Displa Hostname Process File Format Compressio Compressio Search
(Blank) File Format Compression Hyperlink User Name Password
String m y Used y / IP Directory (color) n(color) n Level Number
Search Custo Frequentl Displa Search
String m y Used y Number
Fax Transmissio F-Code Chain
(Blank) (Blank) (Blank) (Blank) Mode Sub Address Pass Code (Blank) FaxLine
Number n Speed Setting Setting
E-mail Reception File Format Compression Compressio
(Blank) (Blank) (Blank) (Blank) File Format Compression
Address Report (color) (color) n
E-mail File Format Compression Compression
(Blank) (Blank) (Blank) (Blank) File Format Compression
Address (color) (color) Level(color)
E-mail File Format Compression Compression
(Blank) (Blank) (Blank) (Blank) File Format Compression
Address (color) (color) Level(color)

*The above example is not applied in all models. Items that can be entered differ depending on models.
*Nothing is entered in " (Blank)". Even if data is entered accidentally, the data will not be accepted.

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6.2.2. Data Entry Format Specification

Element Data Type Detail

DEST Text (fixed) DEST: Destination
ID Number (1-) Unique value in DEST.
Type symbol Text (fixed) Specify any of the following type symbols.
FAX: FAX Rapid(Individual)/Speed Dial
IFAX: Internet FAX
DSMTP: Direct SMTP
EMAIL: E-mail
FTP: File server
DESK: Desktop
SMB: Network Folder
GRP: Group
VRTFA: Virtual FAX number *1
VRTMA: Virtual E-mail address *1
VRTIA: Virtual Internet FAX address *1
VRTDA: Virtual Direct SMTP address *1
Belong ID*2 Number (1-) ID of the data (group) that the target data
+ belongs to.
"/(Slash) " Write "5" if the data is registered as a member
of ID5 group.
Delimit with slash (/) if the data is registered as
members of multiple groups.
Destination Name Text (arbitrary)
Search String Text (arbitrary)
Custom Index Number (1-) 1: User 1
2: User 2
…(continue)
Frequently Used Number (0 or 1) 0: Not register as Frequently Used
1:Register as Frequently Used
Display Name Text (arbitrary)
FAX Number Number +
"*(asterisk) "
"#(sharp) "
"-(hyphen) "
Transmission Speed Number (0-4) 0: Not specified
1: 33600 BPS
2: 14400 BPS
3: 9600 BPS
4: 4800 BPS
Mode Number (0-3) 0: Not specified
1: Mode 1
2: Mode 2
3: Mode 3
F-Code Setting Number (0 or 1) 0: Perform F code registration.
1: Not perform F code registration.
Sub Address Number +
"*(asterisk) "
"#(sharp) "
" (space) "
Pass Code Number +
"*(asterisk) "
"#(sharp) "
" (space) "
Chain Setting Number (0 or 1) 0: Not perform chain registration.
1: Perform chain registration.

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FaxLine Number (0-2) 0: auto
1: line1
2: line2
3: line3
E-mail Address Text (arbitrary)
File Format Number (0-6) 0:TIFF-F
1:TIFF
2:PDF
3:JPEG
4:Encrypted-PDF
5:TIFF-S
6: XPS
pdf-a
docx
pdfa-1a
pptx
rtf
searchable-pdf
txt
xlsx
Compression Number (0-5) 0: No compression
1:MH
2:MR
3:MMR
4:JBIG
5:JPEG
File Format (color) Number (0-10) 0:TIFF-F
1:TIFF
2:PDF
3:JPEG
4:Encrypted-PDF
5:TIFF-S
6:XPS
7:Compact-PDF
8:Compact-Hq-PDF
9:Compact-Encrypted-PDF
10:Compact-Encrypted-Hq-PDF
pdf-a
compact-hq-pdf-a
docx
pdfa-1a
pptx
rtf
searchable-pdf
txt
xlsx
Compression (color) Number (0-5) 0: No compression
1:MH
2:MR
3:MMR
4:JBIG
5:JPEG
black-char
Compression Level (color) Number (1-100)
Reception Report setting Number (0 or 1) 0: Not request Reception Report.
1: Request Reception Report.
Hyperlink Number (0 or 1) 0: Not perform hyperlink.
1: Perform hyperlink.
Host Name Setting Number (0 or 1) 0: Not set
1:Set
Hostname/IP Address Text (arbitrary)

24
Process Directory Text (arbitrary)
User Name Text (arbitrary)
Password Text (arbitrary)
Port Number Number
Search Number Number (1-) Unique value in DEST (excluding virtual
addresses)
SSL Setting Number (0 or 1) 0:SSL setting invalid
1:SSL setting valid
CharCode Number (1 or 3) 1: JIS
2: Shift JIS
3: EUC
*1 Multiple Fax numbers, e-mail addresses, Internet Fax addresses, and Direct SMTP addresses can be
directly entered in one record in some models.
However since only one data can be entered in "destination number" or "e-mail address" elements in the
other models, the second or later data is registered as virtual data (VRT**).
* Values that can be set are restricted depending on models.

For functions and settings not listed, it may no longer be eligible for conversion in the table above.
If the data in the excluded are included in the source data and the conversion will succeed, but the value is
changed to the initial value of the MFP.
(For example, if it is set to "PDF / A" file format, because it is data excluded, it is changed to "PDF" converted in this
utility.)

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6.2.3. Group Member Registration Method
In "6.2.1 Data Entry Format, " the element for registering group members is not set.
To register group members, write the group ID that the target data belongs to in the "Belong ID" item of each data

Ex.) Register group data in ID5, ID1-4 Fax data as the members, group data in ID6, and ID 4 Fax data as the member.
Belong Search Custom Frequently Transmissio F-Code Sub Pass Chain Search
(REF)DEST ID FAX Destination Name Display Name Fax Number Mode
ID String Index Used n Speed Setting Address Code Setting Number
Search Custom Frequently
(REF)DEST ID GRP Destination Name Display Name Search Number
String Index Used
DEST 1 FAX 5 DocumentSystem d 1 0 DocumentSystem 0123-45-6789 1 0 1 1111 1111 0 1
DEST 2 FAX 5 InformationSystem i 1 1 InformationSystem 01-1111-1111 1 1 0 1 2
DEST 3 FAX 5 DencaSystem d 1 0 DencaSystem 02-2345-6789 1 2 0 0 3
DEST 4 FAX 5/6 TransmissionSystem t 1 1 TransmissionSystem 03-9876-5432 1 3 0 0 4
DEST 5 GRP SHARP s 1 0 SHARP 5
DEST 6 GRP NARA n 1 1 NARA 6

* Lines that include " (REF) " at the beginning are header lines. They are ignored when files are read.
Header lines are not necessarily required to be inserted. However they are always inserted when editing files are created by the utility.
For details, refer to “6.4 Header Line.”

Explanation)
"5" is written in Belong ID of ID 1-4 Fax data. (red circle in the figure)
This means that the target data is registered as a member of data (group) with ID 5.
The ID of the group that the target data belongs to is written in each registration data.
This specification avoids the problem in Microsoft Excel that only up to 255 bytes of characters can be entered in one cell.

When the target data is registered as members of multiple groups, delimit numbers with slash (/), as shown in Belong ID of ID 4.

26
6.2.4. Virtual Data (VRTFA, VRTMA, VRTIA, VRTDA)
Registered destination data as well as directly-entered destination data can be registered as group members in some models.
When directly-entered destination data is registered, set the following virtual data.

Directly-entered Item Identification Symbol

FAX Address Data VRTFA
Internet Fax Address Data VRTIA
E-mail Address Data VRTMA
Direct SMTP Address Data VRTDA

Ex.) Register group data in ID 4, and ID 1-3 e-mail data as the members, and also register the [email protected] e-mail address and the [email protected] I-Fax address
with direct entry as the members.

Belong Searc Custom Frequently File File Compression Compressio Search

(REF)DEST ID EMAIL Destination Name Display Name E-mail Address Compression
ID h Index Used Format Format(color (color) n Number
Searc Custom Frequently
(REF)DEST ID GRP Destination Name Display Name Search Number
h Index Used
Belong File File Compression Compressio
(REF)DEST ID VRTMA (Blank) (Blank) (Blank) (Blank) (Blank) E-mail Address Compression
ID Format Format(color (color) n
Belong File Reception File Format Compressio Compression
(REF)DEST ID VRTIA (Blank) (Blank) (Blank) (Blank) (Blank) E-mail Address Compression
ID Format Report (color) n(color) Level(color)
DEST 1 EMAIL DocumentSystem d 1 0 DocumentSystem [email protected] 6 3 6 5 50 1
DEST 2 EMAIL 4 InformationSystem d 1 0 InformationSystem [email protected] 4 3 4 5 50 2
DEST 3 EMAIL 4 DencaSystem d 1 0 DencaSystem [email protected] 1 3 3 5 50 3
DEST 4 GRP SHARP s 1 0 SHARP 4
DEST 4 VRTMA 4 user1@test 2 2
DEST 4 VRTIA 4 [email protected] 0

ID＝Belonging ID

Explanation)
Virtual Data ID must be the same as Belong ID.
This is because a directly-entered item must be virtually treated as one data.

27
6.3. Custom-Index

6.3.1. Data Entry Format

CINX ID CINX (Blank) Custom Index Name

6.3.2. Data Entry Format Specification

Element Data Type Detail
CINX Text (fixed) CINX: Custom Index
ID Number (1-) Unique value in the category CINX
Type symbol Text (fixed) CINX: Custom Index
Custom Index Name Text (arbitrary)

6.4. Header Line

Header lines are added to editing files created by the utility to simplify entry and editing operations.
" (REF) " is added to the beginning of header lines. Lines that begins with " (REF) " are ignored when editing files
are converted to the common Address Book.
* Lines that begins with " (REF) " are always ignored regardless of their positions in editing files.
Therefore header lines can be inserted anywhere as long as " (REF) " is added to the beginning.
*There is no problem if header lines are not included because types of registered data can be identified by its
category and type symbol.

28
Appendix 1 Error Log List (Error Content List)

Error Content (Detail Explanation)

It is over the maximum entries for Destinations which can be registered.
It is over the maximum entries for FAX which can be registered.
It is over the maximum entries for I-FAX which can be registered.
It is over the maximum entries for E-mail which can be registered.
It is over the maximum entries for FTP which can be registered.※2
It is over the maximum entries for Desktop which can be registered.※2
It is over the maximum entries for Network Folder which can be registered.※2
It is over the maximum entries for Group which can be registered.※2
It is over the maximum member for Group which can be registered.※2
It is over the maximum entries for Custom Index which can be registered.

There are some data which have same ID.

There is no ID. Please input it.

The input form of ID is not correct, or it is beyond the number which can be registered.
Duplication registration of ID is carried out.※1

There is no Search Number. Please input it.

The input form of Search Number is not correct.
Duplication registration of Search Number is carried out.※1

There are some data which have same Search Number.

There is no Destination Name. Please input it.

The input form of Destination Name is not correct.
It is over the number of the maximum characters of Destination Name.
Duplication registration of Destination Name is carried out.※1

There is no Search String. Please input it.

The input form of Search String is not correct.
It is over the number of the maximum characters of Search String.
Duplication registration of Search String is carried out.※1

There is no Custom Index. Please input it.

The input form of Custom Index is not correct.
Duplication registration of custom index is not correct.※1

There is no Frequently Used. Please input it.

The input form of a Frequently Used is not correct.
Duplication registration of Frequently Used is carried out.※1

There is no Display Name. Please input it.

The input form of Display Name is not correct.
It is over the number of the maximum characters of Display Name.
Duplication registration of Display Name is carried out.※1

29
There is no Transmission Speed. Please input it.
The input form of Transmission Speed is not correct.
Duplication registration of Transmission Speed is carried out. ※1

There is no International Corespondence Mode. Please input it.

The input form of International Corespondence Mode is not correct.
Duplication registration of International Corespondence Mode is carried out. ※1

There is no F-Code Setting. Please input it.

The input form of F-Code Setting is not correct.
Duplication registration of F-Code Setting is carried out. ※1

There is no Sub Address. Please input it.

The input form of Sub Address is not correct.
It is over the number of the maximum characters of Sub Address.
Duplication registration of Sub Address is carried out.※1

There is no Pass Code. Please input it.

The input form of Pass Code is not correct.
It is over the number of the maximum characters of Pass Code.
Duplication registration of Pass Code is carried out.※1

There is no Chain Setting. Please input it.

The input form of Chain Setting is not correct.
Duplication registration of Chain Setting is carried out.※1

The F-Code Setting and Chain Setting cannot be performed effectively simultaneously.
Please repeal either.
The F-Code is inconsistent with Sub Address.

There is no Fax Number. Please input it.

The input form of Fax Number is not correct.
It is over the number of the maximum digits of Fax Number.
Duplication registration of Fax Number is carried out.※1

There is no Enable LINE. Please input it.

The input form of Enable LINE is not correct.

There is no E-mail Address. Please input it.

The input form of E-mail Address is not correct.
It is over the number of the maximum characters of E-mail Address.
Duplication registration of E-mail Address is carried out.※1

There is no File Format. Please input it.

The input form of File Format is not correct.
Duplication registration of File Format is carried out.※1

There is no Compression. Please input it.

The input form of Compression is not correct.
Duplication registration of Compression is carried out.※1

There is no File Format(color). Please input it.

The input form of File Format(color) is not correct.
30
Duplication registration of File Format(color) is carried out.※1

There is no Compression(color). Please input it.

The input form of Compression(color) is not correct.
Duplication registration of Compression(color) is carried out.※1

There is no Compression Level(color). Please input it.

The input form of Compression Level(color) is not correct.
Duplication registration of Compression Level(color) is carried out.※1

The File Format is inconsistent with File Format(color).

There is no Hostname or IP Address. Please input it.

The input form of Hostname or IP Address is not correct.
It is over the number of the maximum characters of Hostname or IP Address.
Duplication registration of Hostname or IP Address is carried out.※1

There is no Process Directory. Please input it.

The input form of Process Directory is not correct.
It is over the number of the maximum characters of Process Directory.
Duplication registration of Process Directory is carried out.※1

There is no User Name. Please input it.

The input form of User Name is not correct.
It is over the number of the maximum characters of User Name.
Duplication registration of User Name is carried out.※1

There is no Password. Please input it.

The input form of Password is not correct.
It is over the number of the maximum characters of Password.
Duplication registration of Password is carried out.※1

There is no Port Number. Please input it.

The input form of Port Number is not correct.
Duplication registration of Port Number is carried out.※1

There is no Hyperlink Setting. Please input it.

The input form of Hyperlink Setting is not correct.
Duplication registration of Hyperlink Setting is carried out.※1

There is no Reception Report. Please input it.

The input form of Reception Report is not correct.
Duplication registration of Reception Report is carried out.※1

There is no Enable SSL. Please input it.

The input form of Enable SSL is not correct.
Duplication registration of Enable SSL is carried out.※1

There is no Custom Index Name. Please input it.

The input form of Custom Index Name is not correct.
It is over the number of the maximum characters of Custom Index Name.※1

31
 There is no Login Name. Please input it.
The input form of Login Name is not correct.
It is over the number of the maximum characters of Login Name.
Duplication registration of Login Name is carried out.※1

There is no Specified Host. Please input it.

The input form of Specified Host is not correct.
Duplication registration of Specified Host is carried out. ※1

There is no CharCode. Please input it.

The input form of CharCode is not correct.
Duplication registration of CharCode is carried out.※1

There is no High Resolution. Please input it. ※2

The input form of High Resolution is not correct. ※2
Duplication registration of High Resolution is carried out. ※2

There is no Pasv. Please input it. ※2

The input form of Pasv is not correct. ※2
Duplication registration of Pasv is carried out. ※2

The input form of Public Key is not correct. ※2

*1 "***" is not added depending on models.

*2 "***" cannot be added.

32