Konica Minolta s Optimised Print Services (OPS)

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1 Konica Minolta s Optimised Print Services (OPS) Document Collection Agent (DCA) Detailed Installation Guide V1.6 Page 1 of 43

2 Table of Contents Notes... 4 Requirements... 5 Network requirements... 5 System requirements... 5 Virtualization software support... 6 Things to consider before proceeding... 7 Prior to Installation... 8 Login... 9 Install the application Activate the software The STATUS Tab The COMMUNICATION Tab Setup the communication method Proxy Configuration Communication Settings Web Service Timeout Web Service Discovery: Enable Intelligent Update The SCAN tab The SCAN Tab GENERAL tab Ranges Select the appropriate network card Enter the IP addresses Scanning options Enable Broadcast Enable Rapid Scan Page 2 of 43

3 Network Devices or Local Devices Transmission Options Scan Interval Network Timeout Local Agent Timeout SNMP Retries The SCAN Tab ADVANCED tab Focus Scan Options SNMP Community String Privacy Options Miscellaneous The SCAN Tab LOCAL tab The FILE VIEWER Tab Access to queue, archive and Log files File Cleanup Installation Complete The Local Print Agent Post Installation DCA: Scheduled Task instead of Service Managing Archive and Queue Files Redirecting and Updating Licenses Updates Troubleshooting Page 3 of 43

4 Notes The installation of the DCA should reside on a non-dedicated server at the client location. Reliability will be severely reduced if the DCA is installed on a desktop computer. Never install a DCA on a laptop. Servers are preferred as they are reliable, are never turned off and are generally more stable. If a server is not available, install the DCA on a computer that is powered on 24 hours a day, 7 days a week The DCA should be installed on a server without applications that use SNMP, because this is causing conflicts. If there are any, they must be disabled to ensure that the DCA runs properly If you plan to use the DCA to collect data via VPN, please be aware that due to the extended transmission, there is a risk of data loss. When installing the DCA client allow plenty of time and don t rush through it it is very important that it is setup properly Page 4 of 43

5 Requirements Network requirements TCP/IP configured In case of a non-proxy environment Port 443 (HTTPS) must be open for automatic transmission of collected data DCA must reach each monitored device via TCP/IP System requirements Hardware: Non-dedicated server powered on 24 hours a day, 7 days a week. If a server is not available, the Data Collector Agent can be installed on a desktop computer system powered on 24 hours a day, 7 days a week, but this method carries a risk of transmission difficulties. Operating system: Windows XP, Windows Server 2003, Windows Server 2008 R2, Windows Server 2012 R2, Hyper-V Server 2012, Windows Vista, Windows 7, Windows 8 32/64 bit Network card: 100mbit or higher (system must have only one active network card) RAM: 512MB or higher CPU: 1GHz or higher Microsoft.NET Framework 2.0 installed Internet connected browser Page 5 of 43

6 Virtualization software support If you want to install the DCA on a virtual machine, the following virtualization software will support the installation: Microsoft Virtual Server 2005 VMWare GSX + ESX * Instructions for installing a DCA on Windows Vista, Windows 7, Windows 8, Windows Server 2008, Windows Server 2008 R2, Windows Server 2012 R2 Windows Vista implements a new feature called Universal Account Control (UAC), which can cause installation problems with the DCA and/or the DCA Health Check service. These issues can be avoided by following the below procedures. 1. Right-click on the DCA_Install.msi file and select Properties. 2. Under the Compatibility tab, click to enable the Run as Administrator check box. 3. Proceed to installing the Printer DCA. After the Printer DCA is installed, repeat steps 1 and 2 above for the following two files: o C:\Program Files\Data Collector Agent\DCAService.exe o C:\Program Files\Data Collector Agent\Support\DCAServiceHC.exe Page 6 of 43

7 Things to consider before proceeding Ensure the following has been considered before you start installing the DCA: Find out how many document output devices reside on the network if the network uses multiple subnets Solution An additional DCA should be installed on a separate server for each 1000 devices on the network If so, take note of the subnets and IP ranges to use in a custom configuration if the network uses a Virtual Private Network (VPN) if there are multiple offices to be monitored if the network uses a proxy server If so, the network timeout for the DCA should be increased to milliseconds If so, a single DCA may be used if the networks are connected via a VPN, however, it is recommended that a DCA is installed at each location and connected using the same Customer ID Obtain the server, port, and authentication information for the proxy how many devices use an external print server (e.g. HP Jetdirect) if there are any devices that use non-public community strings anything else they can tell you about the network These devices may not collect device description information, so you will want to know what models they are and where they are so you can input this information for identification purposes Obtain the community strings to input them in the DCA so you can obtain complete information from those devices Anything they can tell you will give you an idea of problems you might encounter Page 7 of 43

8 Prior to Installation You cannot start the DCA installation until you have received your OPS Welcome . This confirms you have been setup with an OPS account, and provide all your login details. In your Welcome Pack , you will have received the following, which you will need for the installation: Your username Your password Your DCA PIN-code In the same you would have received the link to download the DCA application. Download it onto the machine where it will be installed, or put it on a USB memory stick or a CD. When you are ready, follow these instructions to install the DCA. Page 8 of 43

9 Login Log in to Login with your assigned username and password Note username and password are case sensitive If this is your first time logging in, you will be asked to change your password Page 9 of 43

10 Install the application Right click on the DCA_Install.msi file and select Properties. Proceed to install the DCA. Follow the installation steps as suggested from the Installation Wizard. Read through the End User License Agreement (EULA) If you agree to the EULA, tick the box next to I accept the terms in the License Agreement Then click on Next Page 10 of 43

11 Select the server destination note select a server and drive that is on 24/7 The software will run and install to the selected destination drive. Click Next Page 11 of 43

12 Click Install Click Finish Page 12 of 43

13 Activate the software Ensure that the server address is ap.pfprdjp.bt.konicaminolta.com Insert the Pin Code that you were given in your OPS Welcome . Click Activate Page 13 of 43

14 The STATUS Tab Page 14 of 43

15 You should see a tick next to Installed and Running If not, click on the Options button If there is not a tick next to Installed, then click on Install in the popup menu If there is not a tick next to Running, then click on Start in the popup menu Page 15 of 43

16 The COMMUNICATION Tab Page 16 of 43

17 Setup the communication method In the Server field, enter the address of the Konica Minolta OPS website: Then click on Test This will validate that the communication between the DCA and the Konica Minolta server is successful. Page 17 of 43

18 If the test is successful, you will see a green tick If the test was unsuccessful, you will see a red exclamation mark Page 18 of 43

19 To diagnose the problem, click on the File Viewer tab shows the not sent data. The file viewer will allow you to trouble shoot where the error is, so you can resolve it. Page 19 of 43

20 Click on Force Scan Now re-check the Status tab You should now have two tick boxes in the Server section Page 20 of 43

21 Proxy Configuration If a network being scanned by the DCA uses a proxy server, you can configure the DCA to pass through by configuring proxy settings Page 21 of 43

22 Communication Settings Web Service Timeout The web service timeout determines the maximum time that will be allowed for communication between the DCA and the central server. By default, the web service timeout is 30 seconds ; if necessary, the timeout can be increased or decreased at any time. Web Service Discovery: The Web Service Discovery Timeout controls the initial connection to the server and the autoselection of http / https. Enable Intelligent Update This is another critical step that allows you to remotely update the DCA software and change the DCA settings, eliminating the need to ever go to the customer site to adjust the DCA. Page 22 of 43

23 The SCAN tab Page 23 of 43

24 The SCAN Tab GENERAL tab Ranges Page 24 of 43

25 Select the appropriate network card The DCA should be installed on a server that has a single network card, but if it has more than one you can select the appropriate one in the DCA configuration screen. Enter the IP addresses Enter the IP ranges you want to scan, or enter a range of IP addresses Important: Do not include the broadcast IP (in small business networks this usually ends in.255) in your IP range(s) if using the custom IP range option in the DCA. This can cause reporting of incorrect information. Multiple IP ranges can be entered manually by selecting the IP range button and entering the ranges. Then select add for each range. Page 25 of 43

26 Alternatively if there are a number of IP address ranges to be entered they can be imported. via a text file. When importing the text file ensure it is in the following format to enable a correct import. The easiest way to do this is to export the default list to the desk top and then type or copy and paste the IP ranges from the IT administrator. Save the file then import the file via the import button. Then click on Save at the bottom right hand side of the screen. Then click on Force Scan to test. Page 26 of 43

27 Scanning options Enable Broadcast Broadcast scanning targets each IP address specified at the same time. Most networks may not allow this type of scanning for security and network load reasons. It is recommended not to enable this function. Enable Rapid Scan To use multithreading for more efficient scans enable Rapid Scan. Network Devices or Local Devices You must enable at least one of network or local device scanning for the DCA to collect data. For local device scanning to work, you must also have Local Print Agent installed on computers connected to the local devices you want to scan. Page 27 of 43

28 Transmission Options Page 28 of 43

29 Scan Interval The default transmission interval is 60 minutes, and this is appropriate for most customer networks. Most importantly, the transmission interval must be longer than the time it takes for a single DCA scan to complete. The recommended minimum transmission interval is 30 minutes. Network Timeout Typically you should never have to decrease the default timeout unless the network is so large, that there is a benefit to decreasing the total DCA scan time. The default setting is 250ms on all DCAs v or lower. This number is too low for some devices to respond in time, resulting in negative or wrong page counts. Therefore increase the Network Timeout to 1000ms on all your DCAs to avoid problems. Note: Use a Network Timeout of 1000ms as a default value for all present and future DCA installations. There is the possibility that wrong meter reads occur when a device is in sleep mode, because the device cannot send the information fast enough. Some older devices seem to have the problem too. Local Agent Timeout The Local Print Agent timeout is the amount of time that the DCA will wait for the Local Print Agent application to respond back with information from a locally connected device. The default Local Print Agent timeout is 1000 milliseconds per system. Local device collection takes substantially longer than networked device collection because of the extra step needed to go through the connected computer via the Local Print Agent application. The Local Print Agent timeout only needs to be adjusted if the DCA is not collecting complete information from locally connected devices. SNMP Retries The number of SNMP retries entered in the DCA settings is the number of times the DCA will attempt to get information from a device that is responding with incomplete or no information. Page 29 of 43

30 Note: The default value for SNMP Retries is 2. Set the number of SNMP Retries to 4 to avoid incomplete data collection for all present and future DCA installations. The SCAN Tab ADVANCED tab Page 30 of 43

31 Focus Scan Options Using Focus Scan, you can specify a periodic interval for the DCA to perform a full network scan, and the scans performed between the intervals will scan only devices found during the previous full network scan. Using Focus Scan can decrease the amount of total time and bandwidth that the DCA occupies, particularly on large networks, while ensuring that new or relocated document output devices are discovered on a periodic basis. Page 31 of 43

32 SNMP Community String The DCA cannot collect information from devices with custom community strings unless they are input into the DCA. Community strings act as passwords on networked devices that limit access via SNMP. Since the DCA uses SNMP to collect data from devices, any custom community strings on printing devices put in place by network administrators can be manually entered in the DCA to allow it SNMP access to the device. Most devices have a community string of public, and the DCA stores a community string of public by default. Input these into the DCA to obtain complete information from your scan. Page 32 of 43

33 Privacy Options For privacy reasons, the following types of information that the DCA collects can be masked in the transmission file to the central server: IP addresses of devices included in the network scan Telephone numbers collected from devices (masked by default) DCA host system information (IP address, MAC address, subnet, etc.) Miscellaneous Page 33 of 43

34 The SCAN Tab LOCAL tab Page 34 of 43

35 The FILE VIEWER Tab Page 35 of 43

36 Access to queue, archive and Log files By using the Folder button you get access queue, archive and Log files. File Cleanup Change the days to keep log and archive files. Only change the default setting if requested by BEU. Note: Log files contain important data for troubleshooting. Page 36 of 43

37 Installation Complete Your DCA installation should now be activated in the status tab of the DCA window you will see 4 green ticks. Close application and your installation is complete. Page 37 of 43

38 Keeping the Service Active The Printer DCA software runs as a service, and occasionally services will fail. If this were to happen to the Printer DCA software, this would result in information (meter readings, toner levels, etc) to stop being sent to the Konica Minolta server. To ensure a speedy re-start to the service in such a scenario, Konica Minolta recommends the use of a Service monitoring tool, configured to restart the Service in the case of a failure, or to alert your IT department that the Service has failed. Konica Minolta recommends using your existing alert software for this purpose, however if one doesn t exist, free tools are available on the internet. One such tool is Overseer ( Page 38 of 43

39 The Local Print Agent Local Print Agent allows the DCA to obtain information directly from locally connected printing devices. The Local Print Agent application must be installed on each computer connected to a local printer that you want to collect information from. Ideally, Local Print Agent will be installed on all computers at any location where you want to collect local printer information. This will allow you to collect information from new local printers as soon as they are connected. Page 39 of 43

40 Post Installation DCA: Scheduled Task instead of Service It is recommended that you always run the DCA as a service instead of a scheduled task, however, you can set up the DCA as a scheduled task if you have to. Uninstall the DCA Service from the Options button on the Status tab Create a new scheduled task with the following in the Run box (including the quotations): o C:\Program Files\Printer DCA\PrinterDCA.exe Configure other scheduled task settings as desired Managing Archive and Queue Files Archive files: already sent to server Queue files: waiting to be sent to server (a build up of which could signal a communication problem) Use the Browse icon buttons on the DCA File Viewr tab to view these files You can change the length of time that log and archive files are kept on the DCA host machine. By default, they are kept for 30 days. o The File Viewer area you to set the length of time the files are kept. o If you never want the files to be deleted, enter 0 Page 40 of 43

41 Redirecting and Updating Licenses If you purchase a new server, or for any other reason need to transition accounts from one server to another, you will need to create a new license code for the DCA from the new server. If the DCA is using a license code with an expiry date and you want to transition it to a full license, you will also need to create a new license code. In the Tools menu, the Reactivate Printer DCA feature allows you to input your new activation code. Page 41 of 43

42 Updates You can manually update your DCA software Click on Help Then click on Check for Updates Page 42 of 43

43 Troubleshooting If there are communication problems, try the following Check if port 443 (HTTPS), port 80 (HTTP), or port 20/21 (FTP) is open If not have the network administrator open the selected port the selected send method in the DCA corresponds with the port you have chosen to transmit data through change the send method in the DCA or have the network administrator open the port for the send method you have selected you have a valid SSL security certificate, if you are attempting to send via HTTPS a proper activation code was entered the DCA is successfully collecting data from the internal network by looking in the data_queue folder of the DCA refer to the user manual section on Requesting and installing an SSL 128-bit certificate obtain a new activation code for the DCA the problem is not with the send method, but with the collection of data on the internal network the network is free of firewalls the destination URL is correct by looking at the Current Server field in the Authentication area of Advanced Options on the DCA there are not usually problems with firewalls, but check for an unusual setup obtain a new activation code that points to the correct server Page 43 of 43

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