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1 Administration Course Chapter 4: Creating Users By: Dan Shea Welcome to the Equitrac Administration course, brought to you by your Equitrac Training Department. This is Chapter 4, Creating Users. My name is Dan Shea and I will be your host for this training. Should you have any questions or comments about this or any other Equitrac training program, please training@equitrac.com. 1

2 Copyrights and Trademarks 2008 by Equitrac Corporation All rights to this document, domestic and international, are reserved by Equitrac Corporation. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise) without prior written permission of Equitrac. Trademarks Equitrac is a registered trademark of Equitrac Corporation. Equitrac Express, Equitrac Office, Pay Station Deposit Center, and Follow-You are trademarks of Equitrac Corporation. All other brands and their products are trademarks or registered trademarks of their respective holders, and should be noted as such. 2 Copyrights and Trademarks Please review this sheet for all copy rights and trademarks. 2

3 Outline Chapter 1 Overview Chapter 2 Billing Codes Chapter 3 Departments Chapter 4 Creating Users Chapter 5 Assigning Billing Codes & Dept. Chapter 6 Transaction Pricing Chapter 7 Rules and Routing Chapter 8 Schedule Tasks Chapter 9 Reports Certification Exam 3 This is Chapter 4, Creating Users. At the end of this chapter there will be a review. If you want to get certified, complete all chapters in this course and then you will be required to take the certification exam for this course. 3

4 5 Ways to Create Users Use Active Directory Synchronization to import user data, then synchronize updates as they occur. Minimizes administration because updates occur automatically via communication with the AD. This offers PIN code, Department, home server, etc. synchronization from single or multiple AD servers. NetWare Directory Services Synchronization Use NetWare Loadable Modules to populate user account data, and synchronize the directory to capture required updates as they occur. 4 Here are 2 of 5 Ways to create users: You can use Active directory synchronization to import existing domain Users When you use Active Directory Synchronization to import user data, the synchronization updates the user data as they occur. This minimizes administration because updates occur automatically via communication with the AD. This offers PIN code, Department, home server, etc. synchronization from single or multiple AD servers. NetWare Directory Services Synchronization Use NetWare Loadable Modules to populate user account data, and synchronize the directory to capture required updates as they occur. 4

5 5 Ways to Create Users (cont d) Flat-File Import Use the EQCmd.exe utility to import a file containing user account data. Add users individually Use Accounts Manager within Equitrac to add users one at a time. Allow Equitrac to create users automatically Configure Equitrac to create a new account automatically when a print request is received from a user not known to the Core Accounting Server. 5 3 more ways to Create Users Flat-File Import Use the EQCmd.exe utility to import a file containing user account data. Add users individually Use Accounts Manager within Equitrac you can add users one at a time. Allow Equitrac to create users automatically Configure Equitrac to create a new account automatically when a print request is received from a user not known to the Accounting Server. 5

6 Using Active Directory Synchronization Using this method causes a task to run in the background. You will see the results of the task in the Accounts Manager the list of users (and optionally departments) will populate automatically when the task is complete. 6 Using Active directory synchronization to Import Existing Users Using this method causes a task to run in the background. You will see the results of the task in the Accounts Manager - the list of users (and optionally departments) will populate automatically when the task is complete. This is a one way pulled from the active directory. Equitrac does not update Active Directory. 6

7 Identifying the Domain Controller Type the Domain Controller name or IP address in the Domain Controller field. A Domain controller refers to a server that holds a common accounts database for a domain. More then one can be listed Set priority on left 7 It s important to set options correctly in the Active Directory Synchronization dialog. Using ADS and setting Domain Controllers Type the Controller name in the Domain Controllers field by clicking the add button. A Domain controller refers to a server that holds a common accounts database for a domain. More than one can be added or listed. Set priority on left with the move up and move down buttons. 7

8 Identifying Organizational Units Select the Organizational Unit Containers to be used More than one can be added. Use the test button to make sure you have the right containers Click the import button to do all one time import 8 Identifying Organizational Units Select one or more OU containers that belong to the selected Domain. A container is a subset of a Domain users population. You normally would not import all the users from your active directory More than one OU can be added. Sub OU s will automatically be imported Use the test button to ensure that you have communication with the specified containers. Click the import button to do a one time import. 8

9 Setting the Synchronization Interval Set the Synchronization interval The synchronization interval value must be at least 15 minutes. Too frequent will increases network traffic. 9 Setting the Synchronization interval Adjust the Synchronization interval to change how often Equitrac synchronizes its accounts database with the specified Active Directory. The synchronization interval value must be at least 15 minutes. Depending on how often your active directory changes the status and attributes of a user the frequency of every hour or two should be fine. 9

10 Updating Users Set AD update options - Adds, Deletes, Changes Adds will add a user account that have been added to the database since the last synchronization Changes only updates changes to user attributes Deletes the deleted account in AD will lock an Equitrac user account 10 Select or clear the Active Directory update options Adds, Deletes, or Changes to specify which Active Directory accounts Equitrac receives and applies to the accounts database during subsequent synchronizations. Adds will add a user account that have been added to Active directory since the last synchronization Changes only updates changes applied to users in Active Directory. Deletes the deleted account in AD will lock an Equitrac user account and hide it from the users list. This is so Equitrac does not lose the history of the user. 10

11 Importing Departments The Department attribute maps the ADS department name to the Department field in the Equitrac Express database. If the department name does not already exist within Equitrac Express, it is automatically created and the selected users are added to the new department. 11 Importing Departments The Assign Values from Active Directory attributes save you time and effort by assigning particular attributes to all users within the selected Container. The Department attribute maps the Active directory user field you specify and its contents to the Department field in the Equitrac database. If the department name does not already exist within Equitrac, the department is automatically created and the selected users are added to the new department. View the whats new in 4.1 CBT to see other new features about importing Departments. 11

12 Importing the Home Server The Home Server attribute maps the name of a particular print server to the Home Server field in the Equitrac Express database. If you are enabling Follow-You Printing, ensure that you select the Home Server attribute for these users. 12 Importing the Home Server The Home Server attribute maps the name of a particular print server or DRE to the Home Server field in the Equitrac database. If you are enabling Follow-You Printing, ensure that you select the Home Server attribute for these users. 12

13 Importing Primary/Secondary PINS The Primary PIN and Secondary PIN attributes map the numeric PIN values found on the ADS to the Primary PIN and Secondary PIN fields in Equitrac. 13 Importing Primary/Secondary PINS The PrimaryPIN and SecondaryPIN attributes map the numeric PIN values found on the Active directory to the PrimaryPIN and SecondaryPIN fields in Equitrac. If you are using access control cards, you can import the card number into the primary PIN field. Warning You can import the secondary PIN value if you have stored it in Active Directory first; however, if you choose to do this, the value will be visible as clear text in Active Directory to everyone in the organization. 13

14 Importing Alternate Primary PIN Swipe cards use Primary PIN User forgets their swipe card they use their Alternate PIN 14 Importing Alternate Primary PIN If you are using card swipe for you authentication the number on the card would go in Primary PIN. The alternate PIN is if the user forgot their card they can still access a device by typing the Alternate pin. This is used as a backup. 14

15 Synchronizing with NetWare Directory Services If you have existing user account data that is managed by NetWare Directory Service (NDS), you can use Equitrac NetWare Loadable Modules (NLM) to monitor changes to the directory service. If a new user is added to the directory, or if a change is made to an existing account NDS, Equitrac Express receives a notification specifying the change details. Refer to Chapter 5 of the Administration Guide, in the section Working with User Accounts for more details. 15 Synchronizing Accounts with NetWare Directory Services If you have existing user account data that is managed by NetWare Directory Service (NDS), you can use Equitrac NetWare Loadable Modules (NLM) to monitor changes to the directory service. If a new user is added to the directory, or if a change is made to an existing account in NDS, Equitrac receives a notification specifying the change details. Equitrac provides two NLMs: EQNDSMon.NLM: Automatically loaded by EQDSSync.NLM to monitor NDS events. EQDSSync.NLM: Caches events retrieved from EQNDSMon.NLM to post adds/deletes/changes of user objects to CAS. Refer to Chapter 5 of the Administration Guide, in the section Working with User Accounts for more details. 15

16 Adding Users From A Flat File Import Use the EQCmd.exe utility to add, delete, modify and query user, department and Billing Code accounts from a flat file. You can also assign users and departments to Billing Codes. This method is a one-time import and does not synchronize data beyond the import. Equitrac installs this utility by default on the accounting server in the directory: Program Files > Equitrac > Express/Office > Tools. 16 Adding Users From A Flat File Import Use the EQCmd.exe utility to add, delete, modify and query user, department and Billing Code accounts from a flat file. You can also assign users and departments to Billing Codes. This method is a one-time import and does not synchronize data beyond the import. Equitrac installs this utility by default on the accounting server in the directory: Program Files > Equitrac > Express/Office > Tools. 16

17 Importing LDAP User Accounts Lightweight Directory Access Protocol Example Outlook used it to confirm addresses. You can use the EQCmd.exe utility to import a class containing specific LDAP users into the Core Accounting Server database. After you create the LDAP class, you call the class from the command line. 17 Importing LDAP User Accounts LDAP stands for Lightweight Directory Access Protocol. Which is a software protocol used to access directory listings. Example Outlook used it to confirm addresses. You can use the EQCmd.exe utility to import a class containing specific LDAP users into the Core Accounting Server database. After you create the LDAP class, you can call or run the class from the command line. 17

18 Adding Users Individually If you are managing a smaller number of users, you may prefer to create users one at a time. To create users manually, open Accounts Manager, and select Users then right click to Add a user. 18 Adding Users Individually If you are managing a smaller number of users, you may prefer to create users one at a time. To create users manually, open Accounts Manager, and select Users then right click to Add a user. 18

19 User Information - User ID User ID is logged to the database to track the account. 19 User Information - User ID User ID is logged to the database to track the account. 19

20 User Information - Full Name The full name of the user. Enter a full name to easily identify the user within Accounts Manager or Department Manager. This name also appears in account statements and reports. 20 User Information - Full Name The full name of the user is optional. Enter a full name to easily identify the user within Accounts Manager or Department Manager. This name also appears in account statements and reports. 20

21 User Information - Address The address is used: To send notification messages to the users in event of job error. For automatic PIN generation. To define the FROM: value when scanning on supported embedded devices. 21 User Information - Address The address is used to send notification messages to the users in event of job error. It is also required for automatic PIN generation. This field is also used in the from field when scanning on an embedded device. If you want to use this feature you must also specify the mail server in your System Manager configuration settings. 21

22 User Information - Department Department - If enabling department charging or tracking, select the department you want to assign the user to. 22 User Information - Department If enabling department charging or tracking, select the department you want to assign to the user. A user can only belong to one department at a time and can be used to control access to billing codes. 22

23 Account Information Location Location - Another way to organizes users. Additional information - Allows you to record any additional information on a user. 23 User Location Field is another good way to organize users. The Additional information field allows the administration to make notes about the user. 23

24 Account Information - Current Balance Enter the initial balance for this account. All jobs for this user are logged against this balance, which declines after every job. 24 Account Information - Current Balance Enter the initial balance for this account. All Jobs for this user are logged against this balance, which declines after every job that is charged to the user. This value is not relevant if account limits are not being enforced. 24

25 Account Information - Minimum Balance If the balance drops below the minimum balance, the users are not able to release their print jobs and receive an error notifications instead. To enforce the minimum balance, configure the Account limits in System Manager> Configuration>Accounts limits. 25 Account Information - Minimum Balance If the balance drops below the minimum balance, the users are not able to release their print jobs and receive error notifications instead. To enforce the minimum balance, configure the Account limits in System Manager > Configuration > Accounts limits. 25

26 Account Information - Account Locked Account Locked - When enabled, users will not have access to an Equitrac enabled device. 26 Account Information - Account Locked When enabled, users will not have access to an Equitrac enabled device. 26

27 Color Quotas Total Usage If Color Quotas are enabled system-wide, enter the number of color pages (both copied and printed) that the user is allowed to produce. You can reset the value manually as needed, or create a scheduled task to reset user quotas periodically. 27 Color Quotas Total Usage If Color Quotas are enabled system-wide, enter the number of color pages (both copied and printed) that the user is allowed to produce. You can reset the value manually as needed, or create a scheduled task to reset user quotas periodically. 27

28 Color Quotas Reset Usage The reset usage button will set the number of color page is used back to zero. This is useful once in awhile when a user needs to do a special project, if color pages were subtracted by accident, or to manually reset. 28 The Color Quotas reset usage button will set the number of color page used by the user back to zero. This is useful once in awhile when a user needs to do a special project, if color pages were subtracted by accident, or to manually reset. 28

29 PIN Information - Primary PIN Primary PIN - If this user will enter PIN codes on a control terminal, enter a Primary PIN here. PIN can be alphanumeric. The primary PIN identifies the user. If you are using swipe cards the card number will be entered here. 29 PIN Information - Primary PIN - If this user will enter PIN codes on a control terminal, enter a Primary PIN. The PIN can be alphanumeric as long as the release device (page counter or embedded device) supports alphanumeric characters. The primary PIN identifies the user. If you are using swipe cards the card number will be entered here. 29

30 PIN Information - Secondary PIN The Secondary PIN (PIN2) is an optional PIN and is used as a password. On a control terminal you can enable the secondary PIN to require a two factor identification. 30 PIN Information - Secondary PIN The Secondary PIN is an optional PIN and is used as a password. On a control terminal you can enable the secondary PIN to require a two factor identification. If you are using a swipe card, this is a form of security if you lose your card. 30

31 PIN Information Alternate PIN Alternate PIN serves as another primary PIN for this user The user can enter either PIN at a control mechanism. 31 PIN Information Alternate PIN You can also enter an alternate primary PIN that serves as another primary PIN for this user. If you use swipe cards this is a backup in case the user forgets their card. The user can enter either PIN at a control mechanism. 31

32 Home Server Home server is the Print server or DRE that the user normally prints through. This is important in a multi server environment and Follow-You printing. 32 Home server is the Print server or DRE that the user normally prints through. This is important in a multi server environment and Follow-You printing. 32

33 User Account Billing Codes Billing Codes are available in the user property screen if appropriate options are set in System Manager. This forces the user to a limited set of Billing codes available to them. 33 User Account Billing Codes Billing Codes are available in the user property screen if appropriate options are set in System Manager. This forces the user to a limited set of Billing Codes available to them. 33

34 Create Users Automatically By default, Equitrac is set to automatically create a new account for any user that does not exist in the CAS database the first time they submit a print job. When a user submits a job request, the CAS checks the database for a corresponding user account. If the CAS does not find an account, it checks the Account creation configuration options to determine what to do with the job request. 34 Create Users Automatically By default, Equitrac is set to allow automatic creation of new user account for any user that does not exist in the CAS database. When a user submits a job request, the CAS checks the database for a corresponding user account. If the CAS does not find an account, it checks the Account creation configuration options to determine what to do with the job request. 34

35 Automatic User Account Creation User account fields that will automatically be filled in by default for a newly created user account The system affixes the system-created user ID to the specified domain name for address. 35 Automatic User Account Creation These are the fields that will automatically be filled in by default for a newly created account such as initial account balance and minimum balance Use address Automatically generates an address for system-created user accounts. The system affixes the system-created user ID to the specified domain name. For example, if the user s ID is JaneD and the specified domain name is domain.com, the address is recorded as JaneD@domain.com. Windows group to department mapping If these users belong to windows groups then we can map the windows group to and Equitrac department 35

36 Set User Color Quotas If you are concerned about the costs associated with color output, use Color Quotas to set a limit on the number of pages a user can print or copy in color output. You can set a different quota per user, assign a quota to an entire department, or multi-select users to apply a specific quota to a group at a time. Quotas apply to user accounts only. You cannot set a color quota per Billing Code or department. 36 Set Color Quotas If you are concerned about the costs associated with color output, use Color Quotas to set a limit on the number of pages a user can print or copy in color output. You can set a different quota per user, assign a quota to an entire department, or multi-select users to apply a specific quota to a group at a time. Quotas apply to user accounts only. You cannot set a color quota per Billing Code or departments. 36

37 Configuring Quotas for Print Requests When a job attribute is identified as color output, the CAS checks the following: Are Color Quotas are enabled? Quotas are enforced only when the system option is enabled in System Manager > Configuration > Color Quota. Has the User already exceeded their quota? CAS checks the number of color pages remaining for the user. If the number of remaining color pages is less than the number of color pages in the job, the job is denied and the user receives a notification. 37 When a job attribute is identified as color output, the CAS checks the following: Are Color Quotas enabled? Quotas are enforced only when the system option is enabled in System Manager > Configuration > Color Quota. Has the User already exceeded their quota? CAS checks the number of color pages remaining for the user. If the number of remaining color pages is less than the number of color pages in the job, the job is denied and the user receives a notification. 37

38 Configuring Quotas for Print Requests Will producing the job exceed the user s quota? CAS compares the number of pages remaining that the user is allowed to print, with the number of color pages in the print request. If the user belongs to a department for which color quotas are not enforced, the user is allowed to exceed their quota regardless of pages remaining. 38 Will producing the job exceed the user s quota? CAS compares the number of pages remaining that the user is allowed to print, with the number of color pages in the print request. If the user belongs to a department for which color quotas are not enforced, the user is allowed to exceed their quota regardless of pages remaining. 38

39 Configuring Quotas for Copy Requests The workflow for a copy request is similar, but because the CAS does not receive the job attributes until the copy job is complete, Equitrac cannot determine if producing the job will exceed the user s quota. If you can select "Disable copying on color devices once quota exceeded" in System Manager > Configuration > Color Quota, you prevent the user from copying on all color-capable devices after their quota is exceeded. 39 The workflow for a copy request is similar, but because the CAS does not receive the job attributes until the copy job is complete, Equitrac cannot determine if producing the job will exceed the user s quota. If you can select "Disable copying on color devices once quota exceeded" in System Manager > Configuration > Color Quota, you prevent the user from copying on all color-capable devices after their quota is exceeded even for black and white copies. 39

40 Enable Color Quotas In System Manger, select Configure, and then Color Quota under Accounting and quotas 40 How to enable Color Quotas In System Manger, select Configure, and then Color Quota under Accounting and quotas 40

41 Entering Page Quotas per User Color quotas apply to user accounts and departments. Within Accounts Manager, you can assign a quota to a single user, entire department, or assign the same quota to multiple users at the same time. 41 Entering Page Quotas per User Color quotas apply to user accounts and departments. Within Accounts Manager, you can assign a quota to a single user, entire department, or assign the same quota to multiple users at the same time. 41

42 Assign a Color Quota to Multiple Users Press SHIFT-click or CTRL-click within the Users view to select multiple users, right-click, select Set color quota, and enter a value. 42 How to assign a Color Quota to Multiple Users Press SHIFT-click or CTRL-click within the Users view to select multiple users, right-click, select Set color quota, and enter a value 42

43 Reset Color Quotas There are three different ways to reset quotas: One user at a time Multiple users at once Using a Schedule task 43 There are three different ways to reset quotas: One user at a time Manually Multiple users at once using stiff to click Using a Schedule task 43

44 Reset the Quota for a Single User Open the user account Click the Reset Usage button The Page Usage and Remaining pages fields are set back to the original quota granted to this user. 44 Reset the Quota for a Single User Open the user account Properties screen Click the Reset Usage button The Page Usage and Remaining pages fields are set back to the original quota granted to this user. 44

45 Reset the Quota for Multiple Users Press SHIFT-click or CTRL-click within the Users view to select multiple users. Right-click and select Reset Quota Usage. Click OK to confirm the reset for the selected users; the Page Usage and Remaining pages entries are set back to the original quota granted. 45 Reset the Quota for Multiple Users Press SHIFT-click or CTRL-click within the Users view to select multiple users. Right-click and select Reset Quota Usage. Click OK to confirm the reset for the selected users; the Page Usage and Remaining pages database entries are set back to the original quota granted to this user. 45

46 Create a Scheduled Task to Automatically Reset Color Quotas Create a task to reset quotas on a scheduled basis You can schedule the reset to occur either once, every day, every week, or monthly. Adjust the options to suit your needs. 46 Create a task to reset quotas on a scheduled basis You can schedule the reset to occur either once, every day, every week, or monthly. Adjust the options to suit your needs. 46

47 Review 1. 5 ways to Create users 2. Active Directory Import 3. Setting color quota 4. Reset color quotas 47 To review, you should stop and practice what you have learned here. As mentioned before if you have no intention of getting certified this Review is optional. So here is your Review: 5 ways to Create users Active Directory Import Setting color quota Reset color quotas 47

48 Conclusion of Chapter 4 What's Next: Chapter 5 Assigning Departments and Billing Codes Contact training@equitrac.com 48 This concludes Chapter 4 of Administration Course Creating Users. Next, is Chapter 5 which covers Assigning Departments and Billing Codes. Should you have any questions or comments regarding this training program, please training@equitrac.com. Thank you for your attention, and have a great day! 48