Managing Users

You can ensure a higher level of security and efficiency by utilizing a user authentication application (login service) to manage the users of the machine (Login Service). It is recommended that the administrator manage all users in accordance with your operating environment and required security measures. User Management Functions

Configuring the Personal Authentication Management Settings

Using Other Convenient Personal Authentication Management Functions

Deleting User Setting Information

Login Service

A user authentication application (login service) called "User Authentication" is used as the primary method of managing the users of the machine. With the User Authentication login service, personal authentication can be performed for users based on the user name and password registered for each user. The user information is checked either on the database inside the machine or on an external authentication server. With the ability to precisely define which functions are available to each user, you can personalize machine operations and improve security by limiting access to certain functions. It may also be possible to use Department ID Management to manage groups, depending on the device used for authentication.


If you are not using the Personalization function, set <Enable Use of Personal Settings> (<Enable Use of Personal Settings>) to <Off>.

User Management Functions

User management can provide the advantages described below. To protect important data and reduce costs, you can limit access to the machine and define the range of operations that are available to users.

Preventing Unauthorized Use by Third Parties

Because machine usage is limited to approved users, information leakage due to unauthorized use by third parties is prevented, even if the machine is located in a busy area that is open to outside parties.

Setting the Privilege Levels

With personal authentication management, you can define the range of available operations by specifying the role (privilege level) for each user. For example, you can select the Administrator role to allow full access privileges, the NetworkAdmin role to allow configuration of network-related settings, or the DeviceAdmin role to allow the configuration of device information settings and the settings for keys and certificates that are required when using particular functions. By selecting and assigning various privilege levels to administrators, you can operate more effectively as a team in handling a wide range of machine management tasks.

Setting Usage Restrictions

Personal authentication management enables a user with Administrator privileges to manage the range of operations that are available to users. The ability to set function restrictions for each user provides you with more precise control in user management.

Managing Groups of Users

Users can be assigned to groups based on Department ID (Department ID Management), enabling you to check the total number of printed or scanned pages for each Department ID. You can also set specific limits for each Department ID, such as a maximum of 500 printed pages or a maximum of 200 copied pages. This function can help boost cost awareness and provide hints on how to improve your operations.

Optimizing the Settings for Each User

Various settings can be saved for each user and applied at login. Users can create Personal buttons, and they can specify a Personal folder on the network. It is also possible for the machine to remember passwords once they have been entered, enabling users to log in again without entering the password.


Associating User Accounts with Keychains for Smooth Operations When authentication information different from the authentication information used when logging in is required, the authentication information has to be entered once, but does not need to be entered again once authentication is successful. This authentication information is called a keychain. Since keychains are associated with user accounts, authentication information does not need to be entered again, even if the power of the machine is turned OFF. Associating User Accounts with Department IDs to Restrict the Number of Copies and Prints User Authentication user accounts can be associated with Department IDs. By specifying copy and print restrictions for Department IDs in advance, you can apply restrictions on the number of copies or prints for each department that a user belongs to. For information on associating user accounts with Department IDs, see Registering User Information in the Local Device. For information on specifying restrictions according to department, see Configuring the Department ID Management Settings.

Associating User Accounts with Keychains for Smooth Operations

When authentication information different from the authentication information used when logging in is required, the authentication information has to be entered once, but does not need to be entered again once authentication is successful. This authentication information is called a keychain. Since keychains are associated with user accounts, authentication information does not need to be entered again, even if the power of the machine is turned OFF.

Associating User Accounts with Department IDs to Restrict the Number of Copies and Prints

User Authentication user accounts can be associated with Department IDs. By specifying copy and print restrictions for Department IDs in advance, you can apply restrictions on the number of copies or prints for each department that a user belongs to. For information on associating user accounts with Department IDs, see Registering User Information in the Local Device. For information on specifying restrictions according to department, see Configuring the Department ID Management Settings.