Training. for. Print Audit 6 Full Training Module

Transcription

1 Training for Print Audit 6 Full Training Module 1

2 Introduction to Print Audit and other Print Audit Products... 3 Unit 1 Preinstallation... 4 Print Audit Component Overview... 4 Print Audit 6 Technical Overview... 6 TECHNOLOGY... 6 SYSTEM REQUIREMENTS... 6 Pre Installation Check List... 8 Unit 2 Installation and Deployment... 9 Installation Types... 9 Installation Type: Trial Install Installation Type: Step by Step Walkthrough Installation Type: Client Only Installation Type: Create a Network Install Client Deployment Methods Print Audit 6 Mac OS X Network Installation Guide Unit 3 Users and User Profiles Unit 4 Printers and Printer Profiles Unit 5 Allowances and Balances Unit 6 Custom Rules Unit 7 Custom Fields Unit 8 Tracking Applications Unit 9 Analysis Reporting Unit 10 Job Manager Unit 11 Job Merge Wizard Unit 12 Database Maintenance Tool

3 Introduction to Print Audit and other Print Audit Products Print Audit 6 is the most accurate and powerful suite of print tracking and print management products available. It is used to analyze, reduce and recover costs along with the resources associated with printing and plotting to all networked, local, and direct to IP printers. The Print Audit 6 suite is comprised of the following components: Print Audit Analysis is an inexpensive tool that is used to collect print volume information on all printing devices. It allows companies to get an accurate picture of their print volumes utilizing Print Audit 6 Analysis comprehensive reporting capabilities. This information can then be used to optimize their printing fleet. Print Audit Rules allows enterprises to restrict color usage, enforce printing limits and redirect expensive print jobs to the most efficient printing device. Print Audit Recovery allows organizations to accurately bill their clients or users for their printing and copying costs. Recovery automates every step of the chargeback process. Its bullet-proof security and unique capture method ensures that 100% of printing and plotting costs are recaptured. These three components can be purchased a variety of configurations depending on the needs of your organisation. 3

4 Unit 1 Preinstallation Before you install Print Audit, you may want to gather some information to determine the best method for the installation. The following section includes some information that should be considered prior to deployment. Print Audit Component Overview The following information explains the Print Audit components. Once you have gathered the information discussed later in this unit, you can determine the best options to install Print Audit. You can also determine which components will be installed on each computer in the environment. Print Audit print tracking is split into three main components; the Client, the Client Communicator and the Database. Print Audit tracks print jobs directly from the computer where the print job is generated. It does so by having the Print Audit Client installed on each computer. The Print Audit Client sends print job information to the Client Communicator. The Client Communicator receives print job information from the Print Audit Client on workstations and then transfers this data to the database. The Client Communicator is a vital Print Audit component which handles communication between the Clients and the database. As such, it is important to carefully plan on which computer(s) the Client Communicator will reside. Take the following into consideration when choosing the computer which will contain the Client Communicator. The Client Communicator will perform better when installed on the same computer as the database. If using a Microsoft Access database back-end, installing the Client Communicator and the database on different computers may result in file access permission issues. A computer running the Client Communicator and the database must be turned on when printing occurs. In most situations, this will be either a server computer or a workstation that is never turned off. In large sites, it may be necessary to install more than one Client Communicator. We recommend installing one Client Communicator for approximately 1000 client computers. 4

5 TIP: The number of threads specified within the Client Communicator configuration utility is the maximum number of concurrent connections the Client Communicator will use to connect to the database. By default, the threads are set to 10 and will be sufficient in most environments. In environments with extremely high print volumes that have adequate hardware and a full version of SQL, you can increase the number of threads to 20 to increase the performance. There are other components that can be installed as well. The Print Audit Administrator is used to specify various options associated with the Print Audit Client. The Job Reporting tools include the Job Manager and Analysis Reporting. Both tools can be used to create reports and data exports from the data collected by Print Audit 6. The Administrator and the Job Reporting tools do not require a license and can be installed on as many workstations as desired. The Administrator and Job Reporting tools require full control access to the database so the user will require the appropriate permissions to a Microsoft Access database. Print Audit Optional Components Copy Audit This component is used to track photocopy expenses. This component requires hardware device(s) called a Copy Audit. The Copy Audit device is connected to a photocopier and records copy information to the same database as Print Audit. This data can be used to generate reports for both printing and copying expenses. Note: The Copy Audit Communicator can only be installed once in an environment, ensure that you do not install multiple communicators. Embedded for Sharp - integrates directly with the touch screen on compatible Sharp MFPs and tracks walk-up copying, scanning, faxing, and document server prints to the Print Audit database. PSD Director (Ricoh) integrates directly with the touch screen on compatible Ricoh MFPs and tracks walk-up copying, scanning, faxing, and document server prints to the Print Audit database Facilities Manager Only- is a free cut-down version of PA6 for those dealers/ customers tracking devices on Facilities Manager. This will enable tracking of local devices on the Facilities Manager secure website. This requires a full installation of the database and client communicator, but only requires the client to be installed on those pc s with local devices attached. It is also a requirement that the client communicator is installed on the same computer as the ICE (Facilities Manager software). 5

6 Print Audit 6 Technical Overview TECHNOLOGY Print Audit 6 uses a client-based architecture. This has an important advantage over server-based tracking systems in that it allows tracking of all local as well as network printing by printer port and IP address identification, without utilizing valuable network bandwidth. Another equally important advantage is that the Print Audit system is safe and easy to install, without any alteration of the existing network whatsoever. SYSTEM REQUIREMENTS Operating System requirements Print Audit Database Communicator, database and Administrative tools:. Windows 2000, Windows Server 2003, Windows XP, Windows Vista and Windows Server Print Audit Client:. Windows 98, Windows ME, Windows 2000, Windows Server 2003, Windows XP, Windows Vista, Windows Server Print Audit 6 s CPU and RAM requirements are the same as those of the operating system Print Audit 6 is running on. Networking requirements. TCP/IP networking (by default, port is used for communication between the Database Communicator and the Client) 6

7 Database Microsoft Access databases are password protected and cannot be opened in Microsoft Access without the password. SQL databases are password protected by default and can utilize all of the security features of the Microsoft SQL Server platform if desired (including Windows/Integrated security). Print Audit Applications The Administrator includes the ability to create different user security profiles. Some users can be granted full access to the system, others read-only access (for reporting), and others can be denied access except the ability to track their printing. Users can be prompted to enter either a secure PIN code or their network password to gain access to the administrator and reporting tools. Users can be prompted to enter either a secure PIN code or their network password for validation in order to print. PIN codes are stored in the database in encrypted form, never in clear text. Users can be authenticated against an Active Directory or Novell NDS server if desired. Network Communication between the clients and the Database Communicator occurs on a single TCP port (17520 by default). This port number can be changed if desired. Strong encryption is used for all data transmissions between the client and Database Communicator. Internet-Based License Activation Normally, Print Audit 6 licenses are activated via our secure licensing server using the HTTPS protocol. If it is not possible or desirable to activate over the Internet, the license can be activated manually. Privacy No data is transmitted to third parties. Print Audit can be configured to not track the document names and / or user names for each print job. Data All data is stored in the SQL or Microsoft Access database. The data is as secure as the network / server on which it resides. 7

8 Pre Installation Check List 1. General Customer Information Reseller Information Accounts: Address: City: State: Postcode: Decision Maker: Primary Contact: Network Contact: Company: Sales Rep: Technician: Telephone: City/State: Job Title: Job Title: Job Title: 2. Print Audit Product Requirements 3. Server Environment Assessment days Print Audit Analysis Print Audit Reduction Print Audit Recovery Print Audit Copy Audit Print Audit Facilities Manager 4. Existing Database Types Microsoft Access (JET) MSDE SQL Oracle 5. Workstation Environment Workstation OS Windows OS 3.11 or older Windows OS 95 or newer MAC OS or older MAC OS or newer Citrix Novell Windows Terminal Server Windows Domain / Active Directory Windows Workgroups SQL Server / MSDE Linix / Unix Number of workstations 6. Current Deployment Methods 7. Print Environment Active Directory Login Script SMS Novell ZenWorks 9. Network Connectivity TCP/IP Internet Access Proxies (list in domain diagram) Firewalls (locate on domain diagram) Subnets (list in domain diagram) VPN Connections DHCP Enabled/Disabled SNMP Enabled -Community String: Terminal Server Manual Installation Other: Public/Other Mainframe Printing KIPP Fiery Phone: Phone: Phone: Workstation OS Linix / UNIX Mobile Users Other Number of workstations 8

9 Unit 2 Installing and Deployment Print Audit 6 is a desktop application that you must install on every computer where you want to track printing. Users installing Print Audit must have Administrator rights, or you must use third-party tools that can install software in a locked down environment. Installing Print Audit 6 across a network requires knowledge of the network design, user rights and technologies available in your organization. Print Audit supplies various tools to aid in the network rollout of Print Audit 6 software but these tools are meant to complement your organization's current desktop software rollout procedures. If you do not have an established way to rollout software in your organization then we strongly advise that you develop a software rollout plan for all desktop software before attempting to roll out Print Audit 6 software. Installation Types The Print Audit 6 installer makes the following installation types available: Trial Install This install will create a Microsoft Access database, and install all tracking and reporting tools on a single computer. Step by Step Walkthrough recommended for advanced users or installations where multiple computers will be storing information in a shared database. Client Only Install recommended for manually installing extra computers to an existing Print Audit 6 installation. This setting only installs the Client component on a single computer. You must have an existing Print Audit 6 database and Database Communicator running on the network before selecting this type of installation. Create a Network Install recommended for advanced users who wish to prepare Print Audit 6 for network deployment. This setting does not install any active code on the machine; it creates a network installation folder which contains files necessary for network deployment. You will be taken through a wizard interface to select options that will take effect on machines deployed using this installation configuration. Now that you have determined the necessary criteria to install Print Audit, you are ready to install the software. NOTE: The initial installation screen includes options to view various installation guides that are available on the Print Audit website. Please refer to these guides at any time for more information. NOTE: If you are using a SQL database, it must be installed prior to completing the next steps. 9

10 Installation Type: Trial Install Print Audit 6 setup can be downloaded from our website at Our website always includes the latest version of the setup program. The Trial Install method is meant for installation to a single computer, computers not connected to a network or for users wanting to evaluate the software on their local PC. Step 1: Greeting Our new installer welcomes you to Print Audit 6. Press Next to continue. You can abort the installation process at any point by selecting Cancel. Step 2: License Agreement This screen will present you with the Print Audit 6 End User License Agreement. You will need to select I accept the terms in the license agreement before the setup process can continue. Press Next once you have read the agreement and selected the appropriate checkbox. 10

11 Step 3: Installation Type Select the Trial Install installation type. Press Next to continue. If you wish to install select components or prepare network installation files, please see the appropriate sections for the type of install you are interested in. 11

12 Step 4: Installation Type Confirmation Print Audit 6 will display a summary of options that have been defaulted to during the Trial Install process. Press Next to continue the installation. Step 5: Ready to Install Print Audit 6 now has enough information to install selected components. If you wish to make changes to installation settings, click the Back button. Otherwise, press Install to proceed with the installation of Print Audit 6. 12

13 Step 6: Installation Completed A screen indicating the InstallShield Wizard Completed will be displayed once the installation has completed. Press Finish to exit the installation wizard. Congratulations! You are now ready to start tracking your print jobs with Print Audit 6. 13

14 Installation Type: Step by Step Walkthrough Print Audit 6 setup can be downloaded from our website at The Step by Step Walkthrough method is intended for network installations where multiple computers will communicate with a central database. It is also useful if you wish to decide which components will be installed. Step 1: Greeting The installation welcomes you to Print Audit 6. Press Next to continue. You can abort the installation process at any point by selecting Cancel. 14

15 Step 2: License Agreement This screen will present you with the Print Audit 6 End User License Agreement. You will need to select I accept the terms in the license agreement before the setup process can continue. Press Next once you have read the agreement and selected the appropriate checkbox. Step 3: Installation Type Select the Step by Step Walkthrough installation type. Press Next to continue. If you wish to perform a Trial Installation or prepare network installation files, please see the appropriate sections for the type of install you are interested in. 15

16 Step 4: Select Destination Folder This step lets you choose the folder you want to install Print Audit 6 to. If you would like to use the default folder, press Next to continue. Step 5: Select Database Type Print Audit 6 can use two types of databases; Microsoft SQL Server (6.5, 7.0 and 2000, 2005 or SQL Server 2005 Express Edition or MSDE) or Microsoft Access. Microsoft Access is easier to configure while SQL Server is more robust and handles large user bases better. Microsoft Access does not need to be installed in order to use Microsoft Access for database storage. Select the type of database you wish to use and press Next to continue. 16

17 Step 6: Create New Database? Print Audit 6 requires a Print Audit 6 compatible database to exist before it can store information in it. If you have not yet created a database for Print Audit 6, choose Yes Create a new database. If you previously created a database, choose No Do not create a new database, I already created one. Press Next to continue. If you previously selected to create a SQL Server database, you will see the following window. It is used to inform you that the database will be created after Print Audit 6 setup finishes. Press OK to dismiss this information window. If you see this window, proceed directly to step 7 in the instructions. 17

18 Step 7: Select Database Location (Microsoft Access Only) This screen allows you to select where the Microsoft Access database will be created. You can accept the default location (the My Documents folder for the current user) or press Change to select a new location. You can also choose to automatically share the newly created database on the network. If you plan on running reports from multiple computers, it is recommended you share the database by selecting Share this folder across the local network. Optionally you can select what name you wish this folder to be visible as on the network by typing in the desired name in the Share Name field. Press Next to continue. 18

19 Step 8: Install Database Communicator Print Audit 6 uses a component called the Database Communicator to facilitate communication between the database and Client component installed on workstation computers. Usually only one Database Communicator should be installed on a network. It is also highly recommended to install the database and Database Communicator on the same computer. If you have not yet installed a Database Communicator, select Yes Install the Database Communicator. If you already have a Database Communicator installed on your network, choose No Do not install, I already installed one. Press Next to continue. 19

20 Step 9: Database Communicator Settings If you decided to install the Database Communicator in the previous step, you will see the screen pictured below. If you do not see this screen, proceed to step 9. The Database Communicator allows for two settings to be modified; location and port. The location is the name of the machine on which the Database Communicator has been installed to. Since we are installing the Database Communicator to this machine, the field is grayed out as Print Audit 6 automatically defaults the entry to the name of your computer. The port field is defaulted to In most situations this default port will work perfectly. If you are aware of another application on your network using port 17520, you may change the communication port to one that is not used on your network. Press Next to continue. 20

21 Step 10: Install Copy Audit Users may track photocopy expenses by purchasing a hardware device called a Copy Audit. The Copy Audit device is connected to a photocopier and records copy information to the same database as Print Audit 6. This data can be used to generate reports for both printing and copying expenses. If you have one or more Copy Audit devices on your network, select Yes Install the Copy Audit Communicator on this machine. If you do not have a Copy Audit device on your network or have already installed the Copy Audit Communicator onto another machine, select No Do not install the Copy Audit Communicator on this machine. Press Next to continue. 21

22 Step 11: Select Components Print Audit 6 now gives you the opportunity to select which optional components will be installed to this machine. If this is the first machine you are installing to, it is recommended that you install all components. Select components you wish to install and press Next to continue. 22

23 Step 12: Ready to Install Print Audit 6 now has enough information to proceed with installation. If you wish to make changes to any previously entered settings, you can use the Back button to return to the appropriate screen. If you are happy with your selections, press the Install button to install Print Audit 6. 23

24 Step 13: Installation Complete Print Audit 6 will inform you when the installation has completed. In some circumstances, if system files need to be updated during installation, Print Audit 6 may need to reboot the computer. If that is the case, you will be prompted to reboot your computer. If you selected to use a Microsoft Access database, the installation is now complete, however, if you selected to use a SQL Server database, the next steps will review how to create a database, create users and set up all necessary permissions for the database. Step 14: Enter Database Login Information (SQL Server Only) After the installation of Print Audit 6 has completed, you will be prompted with the screen below. Print Audit 6 will attempt to create a database on your SQL Server, however, it needs sa credentials before it can do so. Enter your server name along with sa login and password into the appropriate fields. The sa user account will only be used to create the database and will not be stored on your system. Print Audit 6 automatically creates a user during installation with only enough permissions to function correctly. More information on the PrintAudit user account can be found in step

25 Optionally, you can use Windows authentication to create the database. Your user account will need necessary permission to create a database, otherwise creation will fail. On some networks a Network Provider has to be specified before Print Audit 6 can connect to your SQL Server. If you know of a specific network provider that is required for your network, enter it in the Network provider field. Click Next to continue. Step 15: Enter Database Name (SQL Server Only) Enter the name of the database you wish to create on your SQL Server. Print Audit 6 will automatically create all necessary tables and structures in this database. Make sure the database name you are specifying does not already exist on your SQL Server. Press Next to continue. 25

26 Step 16: Select Password for PrintAudit User (SQL Server Only) Print Audit 6 automatically creates a user named PrintAudit and gives that user permissions to the Print Audit 6 database. The user permissions are limited to what is necessary for Clients to be able to connect to the database. You should use this user account to connect to the Print Audit 6 database. The window below allows you to set the password for the PrintAudit user. If a password is not entered, it will default to password. Press Next once you have set a password for the PrintAudit user account. Step 17: Ready to Create Database (SQL Server Only) The Maintenance Wizard will now show you the summary of options you selected. If there is anything you wish to change, press the Back button and make any required changes. If you are satisfied with the settings, press Create to create a Print Audit 6 database. 26

27 Step 18: Database Creation Complete (SQL Server Only) You will see the screen below if the desired database has been successfully created. If the database could not be created, Print Audit 6 will inform you of the errors and give you a chance to modify your settings. Press Done to complete the Print Audit 6 installation. If you selected to install the Database Communicator during this installation, proceed to step 19, otherwise you are ready to capture print information with Print Audit 6. Step 19: Client Run for the First Time (SQL Server Only) After installation is completed, the Print Audit 6 Database Communicator is automatically started. At this point you will see the error message below. It indicates that Print Audit 6 could not detect your database settings. This is normal behavior as we have not told the Database Communicator which account to use to connect to the Print Audit 6 database. Press OK to dismiss this dialog and proceed to the SQL Server Login screen in step

28 Step 20: Enter SQL Server Login Information (SQL Server Only) You will be presented with a SQL Server Login screen. The following information needs to be entered before we can connect to the database; server, database, user and password. The server field is usually the name of your SQL Server. If you have multiple instances of SQL Server, then the server name needs to be entered in the following format SERVERNAME\INSTANCENAME. In the database field, enter the name of the database you created for Print Audit 6 in step 15. In the user and password fields, enter the PrintAudit username and the password you set in step 16. If you are using NT authentication, press the Advanced button to see advanced setting, otherwise press Login to have the Print Audit 6 Database Communicator connect to your SQL Server and the Print Audit 6 database. To use NT authentication, check the Use NT authentication checkbox. Check the remember password option if you do not wish to have to reenter the password when the Database Communicator is restarted. 28

29 In the Network provider field enter the same information you used in step 14. The default for Connection timeout is 5 seconds. If you have a slow or congested network, you may want to raise this value. This timeout determines how long Print Audit 6 waits before giving up attempting to establish a connection to your SQL Server. The Query timeout field defaults to 60 seconds. This is the time Print Audit 6 will wait for a response from the SQL Server after it has been sent a query. Press Login to have the Print Audit 6 Database Communicator connect to your SQL Server and the Print Audit 6 database. Congratulations! You are now ready to start tracking your print jobs with Print Audit 6. 29

30 Installation Type: Client Only Print Audit 6 setup can be downloaded from our website at Our website always includes the latest version of the setup program. The Client Only Install method is meant for tracking additional computers. This means the database has already been created and there is a computer running the Database Communicator. If you have not created a database or do not have a computer that is running the Database Communicator component, please see the Trial Install or Step by Step Install documentation before proceeding with the Client Only Install. Step 1: Greeting Our new installer welcomes you to Print Audit 6. Press Next to continue. You can abort the installation process at any point by selecting Cancel. Step 2: License Agreement This screen will present you with the Print Audit 6 End User License Agreement. You will need to select I accept the terms in the license agreement before the setup process can continue. Press Next once you have read the agreement and selected the appropriate checkbox. 30

31 Step 3: Installation Type Select the Client Only installation type. Press Next to continue. 31

32 Step 4: Database Communicator Settings Print Audit 6 uses a Database Communicator component to read/write to the database. The Client component you are now installing communicates with the Database Communicator. In order for the communication to be successful the Client component needs to know where the Database Communicator is located. We provide this information by entering two fields of information; location and port. The location is the name of the machine on which the Database Communicator has been installed. Enter the name of the machine where you installed the Database Communicator (likely to be the computer that has the database). The port field tells the Client what port number to use to connect to the Database Communicator. Enter the port number that you selected during the Database Communicator installation. Press Next to continue. Step 5: Ready to Install Print Audit 6 now has enough information to proceed with installation. If you wish to make changes to any previously entered settings, use the Back button to return to the appropriate screen, otherwise press the Install button to install the Print Audit 6 Client now. 32

33 Step 6: Reboot An installation of the client requires an update during installation. Save all your work and then press Finish to allow the computer to reboot. Congratulations! You are now ready to start tracking your print jobs with Print Audit 6. 33

34 Installation Type: Create a Network Install Print Audit 6 setup can be downloaded from our website at Our website always includes the latest version of the setup program. The Create a Network Install method creates the files for Print Audit 6 for mass deployment. We suggest running this type of install only after the database has been created and the Database Communicator is running on one of the computers. If you have not created a database or do not have a computer that is running the Database Communicator component, please see the Trial Install or Step by Step Install documentation before creating a network installation folder. The result of going through Create a Network Install will be a folder with batch files useful for deploying using login scripts, MSI files that can be used with Active Directory deployment using group policy, a CFG file that can be used to modify which components are installed and a copy of the installer. Step 1: Greeting Our new installer welcomes you to Print Audit 6. Press Next to continue. You can abort the installation process at any point by selecting Cancel. Step 2: License Agreement This screen will present you with the Print Audit 6 End User License Agreement. You will need to select I accept the terms in the license agreement before the setup process can continue. Press Next once you have read the agreement and selected the appropriate checkbox. 34

35 Step 3: Installation Type Select the Create a Network Install installation type. Press Next to continue. If you wish to install select components or perform a Trial Install, please see the appropriate sections for the type of install you are interested in. Step 4: Network Installation Setup The following screen explains what to expect from this type of installation. Press Next to proceed with creating a network installation folder. 35

36 Step 5: Select Network Install Folder Location Files created during the Create a Network Install process must be placed into a folder. The window below will allow you specify where this folder is created. Additionally, when using login scripts to deploy, this folder will need to be shared across the network. The Print Audit 6 installer gives you the chance to automatically create a network share. Select Do not share this folder across the local network if you do not wish to automatically share this folder, of Share the folder across the local network if you are planning on using login scripts to deploy Print Audit 6. If you will be sharing out this folder, enter the desired name for the network share in the Share Name field. Press Next to continue. 36

37 Step 5: Select Database Type Print Audit 6 can use two types of databases; Microsoft SQL Server (6.5, 7.0 and 2000 or MSDE) or Microsoft Access. Microsoft Access is easier to configure while SQL Server and MSDE are more robust and handle large user bases better. Microsoft Access does not need to be installed in order to use Microsoft Access for database storage. Select the type of database you wish to use and press Next to continue. Step 6: Select Components In this step, select which components you wish to have installed on all machines that this network installation will be used to deploy to. By default, the Client component will be selected. The Client component must be installed on every machine you wish to track. The Administration and Job Editing and Reporting components can be pushed out to the entire network; however we highly recommend they only be installed on a few machines. 37

38 Select components you wish to install and press Next to continue. Step 7: Database Communicator Connection Settings The Print Audit 6 Client component needs to connect to the Database Communicator in order to communicate with the database. This is done by entering the location and port of the Database Communicator. Enter the name or IP address of the machine running the Database Communicator in the Location field. Enter the port number on which the Database Communicator is listening on in the port field. Press Next to continue 38

39 Step 8: Advanced Settings There are two advanced settings that can be set during network installation. Suppress Reboots In certain environments, it is desired not to show any signs of new software being installed. In those kinds of environments, the Print Audit 6 installer can be configured not to reboot upon completion (even if a reboot is requested by the operating system). Notice that Print Audit 6 may not function correctly until computers deployed to are rebooted. Do Not Create Uninstall If you do not wish to see an uninstall entry for Print Audit 6 in the Windows Control Panel under Add/Remove Programs, check this setting. Notice that this will make it more difficult to uninstall the software by both users and network administrators. Do Not Create Start Menu Icons In an environment where you wish to have very little indication that Print Audit 6 is installed, turning this option on will prevent Print Audit 6 from creating start menu items. Note that this will make it more difficult to launch Print Audit 6 components such as Help. Select desired options and press the Next button to continue. 39

40 Step 9: Ready to Install Print Audit 6 now has enough information to proceed with creation of the network install folder. If you wish to make changes to any previously entered settings, you can use the Back button to return to the appropriate screen. If you are happy with your selections, press the Install button to create the network install folder for Print Audit 6. Step 10: Installation Complete When Print Audit 6 finishes creating the network install folder, you will be presented with the InstallShield Wizard Completed window. Press Finish to complete the installation. Congratulations! You have successfully created a network installation folder for Print Audit 6. 40

41 Client Deployment Methods Ensure that you have buy in from the IT Department and give them the responsibility of deploying the Print Audit 6 Client to the workstations requiring print jobs to be tracked. There are various deployment methods that can be used. Some of the most common deployment methods are listed below. - Active Directory - Logon Scripts - Third Party Applications such as Microsoft SMS, Novell Zenworks, etc. - Print Audit Client Status / Deployment tool Detailed instructions for some of the deployment methods listed above can be found on the Print Audit website. 41

42 Print Audit 6 Mac OS X Network Installation Guide This document describes how to deploy Print Audit 6 to a network of Mac OS X computers. Important: Print Audit 6 works only on computers running Mac OS X 10.4 or later. You need to update any computers running Mac OS X 10.3 (Panther) to 10.4 or newer before installing Print Audit 6. Computers running Mac OS X 10.4 (Tiger) do not require any updates. To determine which version of Mac OS X is running on your Macintosh, click on About this Mac in the Apple menu. We recommend that you use Apple Remote Desktop to deploy Print Audit 6 to a network of computers running Mac OS X. You can remotely install, upgrade and uninstall Print Audit 6 using Apple Remote Desktop. However since the installer package is a standard Mac OS installer package, you can also roll out Print Audit 6 using any other Macintosh network deployment tool that supports this standard. Apple Remote Desktop is network management software created and sold by Apple. To obtain Apple Remote Desktop, contact your Apple reseller or order it directly from Apple. The rest of this document assumes you are familiar with the basic operation of Apple Remote Desktop. For more information on Apple Remote Desktop, consult Apple s web site at or read the Administrator s Guide at Installing or Upgrading Print Audit 6 using Apple Remote Desktop There are two steps to install or upgrade Print Audit 6. First, you have to configure the Print Audit 6 installer so it can do a silent install; then you use Apple Remote Desktop to install Print Audit 6 to the networked computers. Additional information on the second step can be found in Chapter 3 of the Apple Remote Desktop Administrator s Guide. 1. Configure the Print Audit 6 installer a. Download the latest release of Print Audit 6 for Mac OS X from the Print Audit web site at b. Double-click the Disk Image (.dmg file) to mount it. A Finder window is displayed showing the contents. c. Copy the Print Audit 6 Installer.mpkg file from the disk image to the hard drive. d. Control-click on Print Audit 6 Installer.pkg, and select Show Package Contents. e. Navigate to Contents/Packages inside the installer package. f. Control-click on printaudit6.pkg, and select Show Package Contents. g. Navigate to Contents/Resources inside the installer package. h. Edit pa6install.conf using a text editor such as TextEdit. i. Change the configuration settings in pa6install.conf as appropriate for your network. In particular, you must configure the Database Communicator location. Pa6install.conf has explanations of the other optional settings. j. Save pa6install.conf. 2. Use Apple Remote Desktop to install Print Audit 6 a. Choose a computer list in Apple Remote Desktop. b. Choose one or more computers in the list. c. Choose Manage > Install Package from the menu. d. Select Print Audit 6 Installer.mpkg. e. Click Install. 42

43 Uninstalling Print Audit 6 using Apple Remote Desktop There are two steps to uninstall Print Audit 6. First, you have to tell Print Audit 6 to stop tracking print jobs; then, you can delete the Print Audit 6 application files from the computer. 1. Tell Print Audit 6 to stop tracking print jobs a. Choose a computer list in Apple Remote Desktop. b. Choose one or more computers in the list. c. Choose Manage > Send Unix Command from the menu d. The UNIX Command you want to send is sudo /Applications/Print Audit 6/Print Audit 6 Uninstaller.app/Contents/MacOS/uninstall This assumes Print Audit 6 was installed to /Applications. Note that the quotes are important. 2. Delete the Print Audit 6 application files a. Choose a computer list in Apple Remote Desktop. b. Choose one or more computers in the list. c. Choose Report > File Search from the menu. d. Search for the Print Audit 6 folder. By default, it is installed in /Applications. e. Select the Print Audit 6 folder, and click Delete in the report window 43

44 Unit 3 Users and User Profiles User Profiles Print Audit allows you to assign tracking and security options to users with user profiles. There are two types of user profiles: Tracking Profiles and Security Profiles. You can assign the same profile to multiple users, allowing you to quickly set up how you want users to behave in Print Audit. Tracking Profiles control how Print Audit tracks printing from the user. This includes things such as how jobs are tracked, what options they have on the Client Popup Window, if they have declining balances and any cost modifiers applied to the job for the user. Security Profiles control what the user can do in the Print Audit tools. For example you can assign the "Print Audit Administrator" profile to a user to give them full access to configure Print Audit 6. You can set individual Print Audit policies to control things such as user management, printer management and job exporting. Print Audit assigns the first and subsequent user to use the Print Audit Administration tool as the Print Audit Administrator. It is recommended that after installation, you change the default tracking to Print Audit Regular User. If you want new users to have other profiles than these defaults, you can use this section to assign different defaults. You MUST have one user at all times as the Print Audit Administrator. Print Audit does try to protect you from removing the last administrator. If you somehow do remove the last Administrator you will not be able to use the Administration tool at all. Print Audit ships with some standard profiles already defined. You can modify these profiles to suit your business needs, or create new profiles to assign. We recommend you do not modify the Print Audit Administrator security profile. 44

45 Users Print Audit automatically adds every user it detects to the user list. Over time this list contains every user in your organisation that has printed. You use this list to assign tracking and security profiles, assign users to report groups, set PIN codes and check and set user balances. How to set up a new user profile 1. Navigate to the User Profiles tab in administrator. 2. Select New > User Profile and enter the name and details required. 3. Suppose you wanted to create a profile which did not display a pop-up when the user printed, Select Track with no pop-up from the Track drop-down box. 45

46 4. Select Add to complete the process. 5. If multiple users were selected, change the profile in the provided drop-down boxes and press Update. 46

47 How to change a user s tracking/security profile 1. Navigate to the Users tab of Administrator. 2. Select the User(s) required, and select Edit. 3. If one user was selected, change the profile in the edit user window and press Save. 47

48 Unit 4 Printers and Printer Profiles Overview Printer Profiles Print Audit 6 allows you to assign tracking and print cost information to printers through Printer Profiles. For example you use Printer Profiles to set whether Print Audit tracks printing from a printer, if it should track printing in pages, square footage, etc., as well as any printing limits you want to place on your printing device. You only need to create different Printer Profiles if you need to have different tracking or pricing options for different devices. You can set multiple printers to use the same Printer Profile. However, each printer can only have one profile attached to it. Print Audit ships with two profiles already created, one for standard tracking one for ignoring printing. It sets the default profile to the tracking profile. Printers Print Audit 6 automatically adds printers to your printers list. Print Audit adds the printer the first time it detects a print job going to the printer. Over time this list contains every printing device in your organisation. You use this list to assign profiles to printers as well as maintain device specific information. Setting up a printer profile and applying it 1. Go to the Printer Profiles section in the Print Audit Administrator. 2. Click New > Printer Profile and set a name and appropriate costs for the printer in the New Profile Window. 48

49 3. Go to the Printers section in the Print Audit Administrator. 49

50 4. If your printer is not listed, send a print job to it and then press the Refresh button on the Print Audit 6 Administrator s toolbar. 5. Once your printer is listed, open its properties and set the profile to the one you have created in the Profile drop down box. 6. Click the Save button to commit changes. NOTE: You can assign the same profile to many printers in your organization, each printer does NOT require a unique profile. Changing the default printer profile 1. Navigate to the Printer Profiles tab. 2. Change the default profile in the drop-down box above the list of profiles. 50

51 Unit 5 Allowances and Balances (Recovery Only) Print Audit 6 allows you to set define cost or page balances for users. Whenever a user prints a job, its value is automatically deducted from the user's balance until none is remaining. If the user runs out, they can no longer print. To view an individual user's current balances, you can view the individual user in the Users section of the Administrator. There are three major pieces that tie into user balances: Allowances An allowance is the default balance assigned to a user. You set up allowances on the User Tracking Profile, and whenever a user is assigned to the profile their balances get set to the allowance you define. The types of allowances are as follows: Total Pages - The total number of pages a user can print before they run out. Counts both b/w and color pages. B/W Pages - The total number of b/w pages a user can print before they run out. Allows unlimited color printing. Color Pages - The total number of color pages a user can print before they run out. Allows unlimited b/w printing. B/W and Color Pages - The total number of b/w and color pages they can print. If either allowance runs out, the user won't be able to print any more pages of that type. Cost - The total cost of print jobs the user is allowed to print before the allowance runs out. You can set allowance balances to auto-reset periodically. For example, you could define an allowance of 50 total pages, that resets the first of every month. At any point you can manually reset a user's balance. Additional Balances In some cases, you may want to have a separate balance for a user that does not reset when their allowance does. For example, in an educational institution a student may purchase extra printing outside of their normal allowance. This balance never automatically resets, although you can choose to manually reset it. The additional balance is of the same type as the allowance, so it is not possible to have an allowance of total pages and an additional balance of cost for example. 51

52 If additional balances are enabled, printing is taken first from any remaining allowance, and then taken from the additional if the allowance runs out. Overdraft In some cases, you may want to allow users to be able to still print even if their balance is negative. In this case, you can assign an overdraft amount to the User Profile. For example, if you have a 50 page allowance you could set a 5 page overdraft to give a bit of leeway to your users. Resetting User Balances You can easily reset the balances for every user in a Tracking Profile. You may want to reset the balances at the start of every month, or using some other criteria that makes sense for your business. Please note that Print Audit automatically asks you if you want to reset user balances when you change the starting balance on the profile window. You can also setup automatic balance resetting. To reset user balances: 1. Click on the User Profiles button on the left hand side of the Administration window. The User Profiles section appears in the right hand side. 2. Click the Tracking Profiles Tab in the User Profiles section. A list of all defined Tracking Profiles appears. 3. Double-click on the Profile you want to reset balances for in the profile list. The Tracking Profile window appears. 4. Make sure the allowance values on the Allowances tab on the Tracking Profile window contains the value you want. 5. Click the Reset User Balances button. The Reset Balances window appears. 6. Click the option corresponding to the balance option you want. 7. Check the Set additional balances to zero box if you want to reset additional balances along with the allowance balances. 8. Click the Update button. A message appears asking you to confirm you want to update the balances. 9. Click Yes to set the balances of all users that use the profile. 52

53 Unit 6 Custom Rules New in Print Audit 6 is the ability for you to create custom rules. These rules can allow you to handle almost any printing control needs within your organization. Using Custom Rules you can select one or more conditions that trigger one or more actions to take place within the software. For example, you could allow free printing after a certain time of day, send an to people if jobs of a certain size are printed, display messages to users, etc. You can also define rules that depend on other rules being triggered, so the possibilities are endless. For most printing needs, such as basic limits and pricing, you can use our User Profiles, Applications or Printer Profiles for your needs, but for complex printing situations and environments Custom Rules may be required. When you define a Custom Rule, the behaviour you define in the rule overrides any other settings that you may have made in other areas of the application. Rules work by evaluating one or more conditions you define, and if those conditions are met the rule triggers one or more actions you define. It is very simple to define rules, but given the combinations of actions and conditions you can create rules to handle very complex situations. For ease of administering rules, you can create and manage user and printer rule groups. You can define groups for departments for example, and set rules to run only for those departments. These groups are separate from reporting groups you can define in the Job Manager and Analysis Reporting. Conditions (trigger the rule) o User o User Profile o Printer o Printer Profile o Computer name o Time of day o Total page count o Total colour page count o Total mono page o Total units in the job o Total colour units in the job o Total mono units in the job o Total job cost o Job duplex setting o Job n-up setting o Job origin o Job type o Job was printed to file o Document title o Printer group o User group o Driver colour mode o Application name o Job satisfies rule o Base job cost o Day of the week o Number of Copies Actions (after a rule is triggered) o Set track option to o Set authentication type to o Display message and cancel the job o Display message and present option to cancel the job o Display message and continue the job o Send an message o Do not deduct job cost from user balance o Set the cost profile o Ask for custom fields o Ignore all printing limits 53

54 How to set up a custom rule e.g. If the time is after 7pm, or on Sunday, printing is free as it is off peak. 1. Open the Print Audit 6 Administrator tool and navigate to Custom Rules (under the Advanced section). 2. You will see a list of all the rules already created. 3. Select New > Custom Rule to open a new rule and name it Idle time and select to run this rule first. 54

55 4. Select Add with the Conditions tab open and select When the time of day / Is After / 7pm. Then, add a second condition and select When the Day of the week / is / Sunday. 5. Ensure that the box is set to When any of the following conditions are met. 6. Select the Actions tab and select Set the Cost Profile and set B/W & Colour to

56 Unit 7 Custom Fields Print Audit 6 allows you to define up to five custom fields which the user must enter information for before they can print. Each one of these custom fields can have completely different values and types, allowing you to gather from your users valuable business information for each print job. Your users MUST enter information on the Print Audit Client Popup for each custom field you define. If you have simpler needs and just want them to enter optional free form information, you should turn on the Comments field in Client Settings. The Client Custom Fields section consists of two main grids. The top grid contains a list of all the custom fields you define. The bottom grid contains a list of all the values you enter for the currently selected field in the top grid. To see values for a field, click on the field in the top grid to select it. All of the values automatically display in the bottom grid. 56

57 You can also configure Print Audit to require different custom field information depending on who is printing, which is done using User Profiles. Types of custom fields - Searchable Drop-Down - Searchable - Simple Drop-Down - Option (2 options only) - Non Validated - Linked Searchable - Linked Drop-Down Creating a new custom field 1. Navigate to Custom Fields and select New > Custom Field. 2. Specify the field name and type (for this example we will be using Option). 3. Highlight the custom field which has just been created and navigate to the bottom grid. Create new values by double-clicking in the grid, or selecting New > Custom Field Value. 4. The New Value window will open. Enter the details for the first field, press Add and repeat for the second field. 5. When you are finished, press Close. 57

58 Unit 8 Tracking Applications Print Audit 6 can determine whether or not to track printing from an application. By default, all applications are watched for print jobs. However you may have instances where you want to track printing from only one application, or you want to track printing from all applications except one. You may also have instances where you do not want users to be able to print information from an application. New to Print Audit 6, you can now define printing limits, job rules, custom pricing and specify which custom fields are used for the user at an application level. You DO NOT need to add every application you want to track to this list. Only add applications to the list if you have special tracking needs. Please note that unlike the Users and Printers list, Print Audit does not automatically add every application it detects printing from to the list. How to disable tracking for a particular application: Step 1: 58

59 Step 2: Step 3: 59

60 Step 4: 60

61 Unit 9 Analysis Reporting You can use the Analysis Reporting tool in two different modes. The normal mode and a "simple" mode. Simple mode in Analysis Reporting supports all of the same reports as the normal mode, but in simple mode you do not have access to complex printer and user grouping. The Analysis Reporting tool consists of two main areas, the toolbar and the tabbed display area. You use the toolbar to manipulate tabbed information or even create new tabs. The tabs themselves display your printer and user groups along with any created reports. Printer and user groups are not displayed in simple mode. There are only two tabs visible when you first run the Analysis Reporting tool in normal mode. They are the Printer Grouping and Filtering tab and the User Grouping and Filtering tab. The Printer Grouping and Filtering tab displays all printers in your database. You use this tab to arrange printers into reporting groups as well as selecting which printers/groups you want to include in your reports. You can also use this tab to enter an estimated cost per page for the printer. Generally, Analysis Reporting uses the actual recorded cost of the print job to calculate total costs when you are doing reports. If you choose, you can use the estimated cost per page you enter to calculate costs. IMPORTANT: Actual costs in Print Audit include several things such as unit type, cost modifiers, etc. Estimated cost per page only takes into account the reported page count. The User Grouping and Filtering tab displays all users in your database. You can use this tab to group your users any way that makes sense for your organisation. You could group them by last name, or by department, etc. Once you have your groups defined you can create reports based on your data. After you create a report you can then print it or export it in different formats. How to create a Printer or User group for reporting 1. Open Analysis Reporting and navigate to the Printer or User tab. 61

62 2. Select the relevant users/printers by clicking them whilst holding ctrl (to select individuals) or shift (to select a range). 3. Select Groups > Create / Add to Group, name the new group and press OK. How to run an Analysis Report 1. Visit both Printer and User tabs and select the printers, users and groups which you wish to include in the report. 62

63 2. Select Reports > Create Report and choose the type of report. (In this case we will do a normal Report). 3. Select the Report you wish to build and select Save and Build or just select Build. 63

64 4. Your report will be available to view. To switch pages use the page controls above the report. 64

65 5. Select Reports > Print Report or Reports > Export Report, depending on your needs. 65

66 Unit 10 Job Manager Introduction You use this tool to manage your detailed print job information. You can search for jobs using several different pieces of search criteria. Once you find the jobs you want you can edit the jobs, build reports based on the job details and export the job information. You can also use the Job Manager to schedule exports of your job information to a file format that your accounting program can read. Searching for Print Jobs One of the first steps in using the Job Manager is to find the job or jobs you want to act on. Print Audit allows you to search for jobs based on a combination of criteria. We highly recommend that you narrow your search as much as possible. Print Audit can track thousands of print jobs per day depending on the printing volumes in your organization. You can search for jobs based on the following: D Date Printed D User who printed D Printer used D Custom Fields To search for print jobs: 1. Enter your criteria as described above. 2. Click the Find Jobs button on the toolbar. A list of all matching jobs displays in a list below the search criteria. 66

67 Creating a Report Reports are one of the integral parts of Print Audit 6. Reports generated in Analysis Reporting tool allow you to visualise the data, whereas reports in Job Manager contain the hard data and statistics about your printing. 1. Search for the jobs you want to include on the report. 2. Click the Create a new Report button on the toolbar. The Build a Report wizard appears. 3. Click on Full (Details and Totals) in the reports list on the left. A description of the report appears on the right. 4. Verify that the number of decimal places you want for the report is correct. 5. Click the Next button. The wizard changes to the Fields tab. 67

68 6. Select up to five fields to display in the report. These fields appear as columns on the finished report. 7. Click the Next button. The wizard changes to the Total By tab. 8. Select the columns to total on. You can select up to three column to total on. For example, you could select User, Printer and Colour to get totals for each user broken down by printer and colour. 9. Click the Next button. The wizard changes to the Totals and Breaks tab. 68

69 10. Select the unit type you want to display for the unit totals. 11. Check the Show job cost totals to display cost totals on the report, broken down by your Total By selection. 12. Check the Show job count totals to display the total number of jobs on the report, broken down by your Total By selection. 13. Check the Subtotal and Page break check boxes to set or clear subtotalling and page breaks by level. 14. Click the Next button. The wizard changes to the Titles tab. 15. Enter in an optional title and sub-title you want displayed at the top of each page in the report. If you want to display the From and To date used in the title when the report prints, you can enter the %from and %to placeholders in the title. For example: "My report with data from %from to %to". 16. Click the Build button to build and display the report. If you want to keep this report definition to re-run later, you can click Save and Build to enter a name and description for your new report definition. If you save a report definition it displays in the list of available reports the next time you run the Build a Report wizard. 69

70 Editing and Exporting Print Jobs Editing Jobs You can use Print Audit 6 to edit existing print jobs. Once you print a job you may want to adjust the job costs, view the detailed job information or delete the jobs. You can control who has permission to edit and delete jobs. 1. Search for the job you want to edit. 2. Double-click on the job you want to edit. The Print Job Window appears. 3. Make changes to the job if appropriate. Please note that not all fields are editable. 4. Click the Save button to exit and save any changes or click the Cancel button to close the window. Exporting Jobs 70

71 The Job Manager allows you to export your print jobs to several different formats. You can then use this file in thirdparty accounting or reporting tools to give you even more job processing options. For example, you could export your jobs to a standard flat file format to allow you to import the jobs in Microsoft Excel for detailed analysis. When you export jobs you generally need to select an export type and an export configuration. The export type determines how Print Audit will export the jobs. For example, the Flat File export type exports your information to a standard text file. The export configuration determines the format and options of the export type. For example you could create a Flat File export that only exports five columns of data in a tab-delimited format. You can export jobs in one of three ways: o Export Current Results - This allows you to choose the export type and configuration you want to use to export all jobs in your current results list. o Export Current View - This allows you to quickly export all jobs in your current results list to a comma-delimited file that mirrors how you have constructed your current data view. o Run Accounting - This allows you to choose the export type and configuration you want to use to export all jobs in your database if they have not already been exported for accounting. This export type does not take into account any of your job search criteria. Print Audit currently supports only Flat File exports. 71

72 Unit 11 How to Use the Job Merge Wizard The Job Merge Wizard is provided in Print Audit 6 to enable companies to consolidate data from multiple remote locations, for the purpose of reporting. It is also very valuable in assessment situations where data needs to be transported before being used to create reports. By using the Job Merge Wizard, the print information from multiple Print Audit 6 databases can be brought into a single database that can then be used to generate individual or consolidated reports. There are two steps when using the Job Merge Wizard; (1) exporting the information from a remote database and (2) importing it into a local database. The export process involves some important decisions, so it is imperative to read and follow the on-screen prompts. The following outlines a step by step procedure for using the Job Merge Wizard successfully. Exporting Data The first step in the Job Merge Wizard is to select to import or export data. Before data can be merged into a common database, it must first be exported using the Job Merge Wizard. As an additional feature, automatic exports can be created with a defined schedule. To export all jobs from the source database now, select Export Jobs Now and press the Next button. If you wish to schedule exports, select the Set Up Scheduled Exports button. The scheduled export configuration process is identical to an immediate export, with the exception of one additional screen to configure the export schedule. 72

73 Select the source database to be used for the export from the Database tab. Click Next to continue once the source database has been selected. TIP: Data can be imported / exported from any supported Print Audit 6 database source such as Microsoft Access or Microsoft SQL Server (MSDE). The Job Merge Wizard supports exporting from Microsoft Access and importing into a Microsoft SQL Server database (or vice versa). 73

74 The export settings screen is imperative in configuring the export. Choices made on this screen will determine what data is exported and what information will be available to import from the generated.jbs file. The first choice is to select what type of records to export. Print Audit 6 can export either print job information only or print job information along with the associated custom field values. TIP: When exporting data for analysis purposes, you will normally choose export jobs only. When combining data from multiple locations where fields are setup to recover information during printing, choose export jobs and custom fields. The second choice is which print jobs to export. You can choose to export new jobs (since last export), export all jobs in database, or export all jobs printed on or after a date you specify. An internal database flag is used to mark which records have already been exported when you choose export new jobs (since last export) and only new print jobs will be exported when you choose this option. Press Next to move to the Merge Code screen. Depending on the choice made at the previous screen, you will see one of the two screens below. If you selected export jobs only you will see the screen on the left. If you selected export jobs and custom fields you will see the screen on the right. In both scenarios, you will be asked for a common piece of information, Job Merge Codes. The Job Merge Codes are data identifiers that will allow you to merge multiple databases while keeping the information separate to allow you to create individual and consolidated reports. TIP: In assessment situations, you will usually export all jobs in database. Exporting new jobs only usually occurs in recovery situations where multiple databases are merged on a schedule. Separate Job Merge Codes are required for both the exported jobs and for each Custom Field exported. 74

75 TIP: The name and code used must be unique to import the data into the main database. For customers using the Analysis module, the company name is usually a good choice for the merge code. For customers using the Recovery module, the site name or location is usually used. Press Next to move to the next screen. If you selected to schedule an export, you will be presented with the Schedule tab pictured below. On this screen, you can schedule how often the export will run by adjusting the Run Export setting. The On and At fields allow you to fine tune which days and at what time the export will take place. The PIN code field is mandatory and a valid PIN code MUST be supplied for the scheduled export function to work. The PIN code used must be for a Print Audit user that has permission to export data. Select the folder you wish to save the export file to by using the Export to Directory browse button. Press Next to proceed to the last step in the Job Merge Wizard. You will now be asked for the filename and location for the export file. Select a location that has enough free space to store the exported data. Press Finish to complete the data export. When finished, a dialog window similar to the one pictured below, will appear. 75

76 Importing TIP: The exported information is stored in a heavily compressed format to reduce the file size. Two files will be created when the export is complete. The print job data itself is saved with a.jbs extension. A text file will also be created that contains the Merge Code information. Data Once you have created an exported.jbs file, you will want to import the information into another Print Audit 6 database. The steps below will guide you through this process. If you have both the.jbs and.txt files available, you will be able to view the exported merge code in the.txt file, otherwise make sure you know the exact merge code before attempting to import new job data into the database. WARNING: If you enter the incorrect merge code when importing the job information only, you will be notified that the code is incorrect and the import will fail. However, if you are importing job data and Client Custom Fields, you need to enter each applicable Job Merge Code. Each Job Merge Code is imported independently of the others and will succeed if correct or fail silently if incorrect. For example, if the Job Merge Code for the job data is correct and the code for a Client Custom Field is incorrect, the job data will be imported and the Client Custom Field information will fail without notification. The first step in the Job Merge Wizard is to select whether you are importing or exporting data. As an additional feature, you can set up automatic imports with a defined schedule. TIP: If you receive data from a client site on a regular basis, it may be beneficial to use an FTP site. This way, you can schedule the exports to the FTP site and then schedule the import from the FTP site to automate the process. Once you have made your selection, press the Next button to move on to the Import Into Database screen. 76

77 The Import Into Database screen allows you to choose which database to import the data into. Depending on your database backend, you will either be asked for a filename for Microsoft Access or connection information for Microsoft SQL Server and MSDE. Please enter the information accordingly. Once you have selected the target database, press Next to continue. The Import Settings screen lets you select what data will be imported, how duplicate data is handled and sets a Company Name for non-imported data. If you know that the imported data contains Custom Fields, you can choose to import custom field information along with the job data. Selecting, Import Jobs Only will only import print job information, even if Custom Fields are available in the exported file. Depending on how data is exported, it is be possible for multiple export files to contain some of the same print job information. In those cases it is advisable to select the option for Duplicate jobs overwrite existing jobs. Note that using this option will considerably increase the amount of time it takes to import print job information. The last entry on the Import Settings screen is a Company Name for the original data in your local database. This setting allows you to continue using the Print Audit 6 database for local tracking and have separate companies for the imported information in the same database. Press Next once you have made your selections. TIP: Using your company name for the non-imported data company name will allow you to easily distinguish the various companies when creating reports. 77

78 You will now see the Setup Merge Codes for Job Import screen. Enter the company name and merge code and Client Custom Field name and merge codes on this screen. TIP: The most recent versions of the Job Merge Wizard create a text file along with the.jbs export file that contains the Job Merge Codes. If you cannot remember or don t know the merge codes when importing the data, refer to the text file. The left value in both of the tables is the label / name for the information that will be imported. It is usually the company name of where the data originated. The Merge Code field in the right hand column must be entered exactly the same as in the export file. TIP: To delete a company s data permanently from your database, right-click on the company you wish to remove and select delete from the fly-out menu. The company and all its data will be removed from the database immediately. The last screen prompts you to browse and find the jbs file that contains the exported job records. Press Finish to complete the print job import into the specified database. 78

79 TIP: To increase the import speed, select "Duplicate jobs are allowed" unless absolutely necessary and use a Microsoft SQL Server or MSDE database backend. The data import may take a while depending on the options selected, the database type and the size of the file being imported. Once the import has completed, you will see the dialog window below. The window will show the number of imported jobs, printers, users and custom field values. TIP: The Job Manager defaults to view data for all companies (signified by <All Companies>). However, if you have imported data for a customer s company and wish to run reports on their data only, make sure to select the appropriate company name from the drop down list before retrieving data from the database. 79