"Copy to this computer" depends on whether the remote user is logged in

I want to gather a file from a client computer with the Spotlight search. The file's name is "polaranimalreport.doc". If the user of the account where the file is saved is logged in, this is what I see:
and I am able to copy it to my computer.
If the user is not logged in, this is what I see:
and I can't copy it to my computer.
I have ARD 3.1, the admin account on the client workstation was set up for ARD access and all Remote Desktop privileges for that user are all active on the workstation.
Thank you for your help.

Yes, it's a system-wide (as opposed to user-controlled) setting.
Matt

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