# Notes on Operating DocuWorks Tray

This section explains precautions on operating DocuWorks Tray.

## Precautions on linking with the multifunction device

- If an error message including "Disabled link function with multifunction device." appears, the link with the multifunction device is stopped. After resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].

- If the DocuWorks user folder is changed in the User's Personal Settings while DocuWorks Tray is running, the link with the multifunction device does not operate properly.
  Do not change the user folder in the User's Personal Settings of DocuWorks while DocuWorks Tray is running.

- Stored File Manager 3 must be started separately from DocuWorks Tray. After a PC has been logged off or restarted, Stored File Manager 3 is stopped, and also the link with the multifunction device is closed. Log in to a PC before starting Stored File Manager 3.
  If the shortcut of Stored File Manager 3 is copied to the startup folder, Stored File Manager 3 starts up automatically at login. For details, refer to "I want to establish a link with the multifunction device by only logging into a PC" in "Frequently Asked Questions".

- Inquiries to the mailbox may be stopped due to errors in Stored File Manager 3. To take an action, refer to Help of Stored File Manager 3.

- While Stored File Manager 3 is running, you cannot select [Select source] from the [File] menu of Desk and create a DocuWorks document from scanned data.
  To create a DocuWorks document from scanned data with this method, use the following procedure.
  Procedure
  1.
  Exit Stored File Manager 3.
  2.
  Select [Select source] from the [File] menu of Desk, and create a DocuWorks document from scanned data.
  3.
  Start Stored File Manager 3.

- If your mailbox of the multifunction device is linked with DocuWorks Tray, documents are removed from the mailbox after retrieval even if the [Delete Files After Retrieval] option of the mailbox is set to [No].

## Performance, load, and continuous operations

- DocuWorks Tray is client software. If it is operated continuously like server software, its operation is not guaranteed.

- The shared use of a tray in Auto Refresh mode by many user places a load on the file server. If a large load is applied to the server, take the following action.

- Provide a file server or NAS depending on the number of users
- Specify the appropriate refresh interval for each tray
- Disable Auto Refresh for users who only sends documents

- Up to 10 tray gadgets can be displayed. However, if 10 trays in Auto Refresh mode are displayed as tray gadgets, the performance is affected according to network conditions or the efficiency of the client PC or storage file server. If the performance is affected, hide unrequired trays in the [Tray View Settings] dialog box, or disable Auto Refresh for a target tray.
  Auto Refresh is continued even when [Hide Trays] is selected in the pop-up menu of the tray management icon. Therefore, set the target tray to the non-displayed state in the [Tray View Settings] dialog box.

- Do not continue to store a number of files in a tray. If a tray contains a number of files, it affects the auto refresh function or the display performance of the tray window. A tray is used only to transfer documents. It is not suitable for saving files.

## Document save folder

- A document save folder must be set to a path that can also be accessed from other users to whom a tray file is to be distributed. To use a tray via a different subnetwork, specify a file server or NAS with the fixed IP address or FQDN.

- To use the shared folder on a client PC as a document save location, appropriately specify users to assign access rights to or the details of access rights.

- The number of tray users is restricted according to the maximum number of simultaneous connections or licenses of the operating system or NAS used as a document save location.

- Assign access rights appropriate for tray users to a document save folder. For example, it may be appropriate that "read", "write", and "change" are assigned to the shared folder as access rights instead of "full control".

## Logs

- Logs are recorded when documents are stored in a tray, documents are exported from a tray, and a document is converted from an image file by a link with the multifunction device. To check the name of a stored or exported document, refer to logs.
  The log file is not deleted automatically. Manually delete it if unrequired.

## Error messages displayed when the link with the multifunction device is closed

If an error occurs while a link is established between the multifunction device and DocuWorks Tray, an error message is displayed, and the link may be closed.
To resume the linkage after resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
The following table lists the error messages displayed when the link with the multifunction device is closed as well as causes and actions.

Error message | Cause and action
--- | ---
Failed to move the document. Check the access permissions of the following folder. Folder: (Folder path) Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | The file could not be moved because it could not be exported to the destination folder. Check the access rights of the folder displayed in the message. After resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
Local disk drive (drive name) has insufficient disk space. Increase the disk space. Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | Increase the space of the drive displayed in the message. After resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
(UNC-based path) has insufficient disk space. Increase the disk space. Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | If a Desk folder of DocuWorks is used as a remote folder, the remote drive has an insufficient space. Increase the space of the drive that contains the folder displayed in the message. After resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
Conversion to DocuWorks document failed due to insufficient memory. Close applications to free memory. Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | Close other applications or release the resident state of applications to increase a free space. After resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
Failed to convert to DocuWorks document. (Error code:) The possible reasons are as follows. - The document is damaged. - The file format is not supported. - The document size is too big. - The document paper size or resolution is too big. - The document name contains unsupported characters. Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. The file was moved to the error folder before it was converted. Folder: (Folder path) Do you want to open the error folder? | Click [Yes] for the message. This opens the error folder that contains unconverted image files. Check the contents, format, and size of each image file. After resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
Failed to convert to DocuWorks document. The module used to convert a file to a DocuWorks document is damaged. Repair-install or reinstall DocuWorks. Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. The file was moved to the error folder before it was converted. Folder: (Folder path) Do you want to open the error folder? | Referring to “Setup Guide” of DocuWorks, repair-install or reinstall DocuWorks. Then, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
The module used to convert a file to a DocuWorks document cannot be found. Repair-install or reinstall DocuWorks. Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | Referring to “Setup Guide” of DocuWorks, repair-install or reinstall DocuWorks. Then, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].

### Error messages displayed when a DocuWorks document converted from an image file is moved to a tray

The following error messages are displayed in the [Document Move Error] message box.

Error message | Cause and action
--- | ---
The following save location does not exist. Check the save location. (Full path) Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | Check if the tray save folder is deleted or the name is changed. After resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
The following document is being used by another user. (Full path) Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | Check if the DocuWorks document converted from an image file is opened by other user. After resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
The following document may have already been moved or deleted. (Full path) Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | The DocuWorks document converted from an image file may be moved or deleted by other user. Open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
The following document cannot be moved because access permissions are insufficient. Check the access permissions of the document or the save location. (Full path of document) Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | No access rights are assigned to the DocuWorks document converted from an image file or the tray save folder. Check the access rights of the document or tray save folder. After resolving the error, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
The following save location has insufficient disk space. Increase the disk space. (Full path) Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | Increase the space of the disk that contains the tray save folder. After that, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
Cannot connect to network. Check the network settings. Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | Check if the device can be connected to the network through a PC. When the connection with the network succeeds, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
The name of the following document is too long. Change the name and import again. (Full path) Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | An attempt was made to move the DocuWorks document converted from an image file to the tray save folder, but the full path length of the file exceeded the allowable range. Check if the tray save folder is located in too deep a hierarchy. After that, open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK].
Check the save location settings of the tray. (Full path of save location) Error code: Disabled link function with multifunction device. After resolving the error, open the multifunction device link setting screen and enable the link function. | A DocuWorks document could not be moved to a tray because this error was an indeterminable error other than the above. Open the [Tray Properties] dialog box, and check the setting of [Save Location]. Check if the document save folder is suitable to save files. Open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, select the [Move Multifunction Device Documents to Tray Automatically] check box, and click [OK]. Check if this error recurs.

* To open [Link Settings with Multifunction Device] under [DocuWorks Tray Options] in the [Preferences] dialog box, right-click on the tray management icon, and select [Link Settings with Multifunction Device] from [Options] in the pop-up menu.

## Precaution on Opening the Document in a Tray

- When you open a document in a tray stored in a shared folder, the document is opened with an application on your PC that associates with the file extension of the document. Depending on the application, some documents such as NotePad may not be locked. In this case, they can be unexpectedly overwritten or moved by another user while the file is edited. For this reason, it is recommended that you check the application in advance to know whether it locks the document when it is opened.

## About Document Name

- If the tray has a document with the same name as the one newly added, the added document is applied a branch number at the end of the file name.