Equitrac Office. Administration Guide Equitrac Corporation

Transcription

1 Equitrac Office Administration Guide 2010 Equitrac Corporation

2 Equitrac Office Administration Guide Initial Document Release Date: May 31, 2006 Revision Date Revision List August 11, 2010 Updated for Equitrac Office version June 30, 2009 Updated for Equitrac Office version June, 2008 Updated for Equitrac Office version August 31, 2007 Updated for Equitrac Office version February 16, 2007 Updated for Equitrac Office version September 25, 2006 Updated for Equitrac Office version May 31, 2006 Initial release for Equitrac Office version 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, Equitrac Office, Follow-You Printing, and PageCounter are registered 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. Symbols Used In This Guide The following symbols are used in the margins of this guide: Note Caution The accompanying text provides cross-reference links, tips, or general information that can add to your understanding of the topic. The accompanying text provides key information about a step or action that might produce unexpected results if not followed precisely. Warning Read the accompanying text carefully. This text can help you avoid making errors that might negatively affect program behavior. 2 Equitrac Office Administration Guide

3 Contents 1 Introduction What is Equitrac Office? Core Server Components Core Accounting Server Document Routing Engine Device Control Engine Device Monitoring Engine Optional Components Client Workstation Direct IP Printing (DRC) Data Source Interface Module Release Station Rules and Routing Uplink Administering Equitrac Office System Manager Accounts Manager Reports Manager Department Manager Device Monitoring Console Configuring Administrative Access Windows-level Permissions Application-level Permissions Administration Task Overlap Licensing Component License Verification Changing the License View License Caching Language Support Additional Documentation Managing Devices Devices Overview Device Types Viewing Devices Within System Manager Editing and Removing Devices Equitrac Office Administration Guide 3

4 Contents Physical Devices Physical Device Configuration Workflow Manually Adding and Configuring a Physical Device Creating Equitrac Printer Ports Configuring a Printer Port Configuring Print Queues Control Terminals Supported Devices Control Terminal Workflow System-Wide Control Terminal Configuration Adding & Configuring a Control Terminal Associating a Control Terminal With a Physical Device Configuring Control Terminal Prompts Embedded Devices VPSX Device Configuring a VPSX Device Import LRS Transactions General Workflow E-queues Adding a New e-queue Changing an Existing Equitrac Port to an e-queue Configuring an e-queue Passthrough Printers Adding a New Passthrough Printer Changing an Existing Equitrac Port to a Passthrough Printer Configuring a Passthrough Printer Workstation Devices Configuring a Workstation Device Configuring ecopy ShareScan ecopy Pre-requisites Configuration Pre-requisites Configuring Default Media Properties Enabling Scan-to-Me Configuring DCE Caching Setting up a Print Separator Page Separator Page Escape Codes Hardware & Interface Support Updating the Device Database Printer Support Equitrac Office Administration Guide

5 Contents 3 Device Monitoring with DME DME Workflow SNMP Communication Requirements Installing the SNMP Trap Service Configuring SNMP Communication Selecting Devices for DME to Monitor Viewing Device Status in DME Console Viewing Session Status in DME Console Creating Alert Rules Creating Custom Alert Messages Assigning Alerts to Devices Generating Device Status Reports Routing Based on Device Status Limiting PageCounter Auto-Release Behavior Based on Device Status Using PageCounters Running in Local Mode Local Caching Local Mode Setting the Prompt Language User Identification at the Terminal One-Step Copy and Print Release Multi-Server Follow-You on the PageCounter Releasing Print Documents Document Release Cost Summary Copy Control Copy Control Cost Summary PageCounter Troubleshooting HID Encoding Supported HID Card Types Determining HID Card Encoding Disabling and Enabling HID Decoding on the PageCounter Terminal Configuring HID in Equitrac Office Working with Billing Codes Billing Code Installation and Configuration Workflow Enabling System-Wide Billing Code Access Configuring Billing Code Popup Behavior Equitrac Office Administration Guide 5

6 Contents Setting Client-Side Popup Look & Feel Creating Billing Codes Managing Billing Codes Within Accounts Manager Enabling Billing Codes Enabling User or Department Billing Codes Enabling Billing Codes for Multiple Users or Departments Copying and Pasting Billing Codes Removing Billing Codes from a User or Department Synchronizing Billing Codes Creating the Billing Code Text File Scheduling the Billing Code Task Using Client Billing on a Workstation Selecting a Billing Code Specifying a Job as Billable or Non-Billable Accepting or Cancelling a Print Job Disabling Billing Code Popups Creating & Managing Accounts Accounts Overview Why Use Accounts? Account Types Accounts Manager Views Creating New Accounts Working with Billing Codes Working with Departments Enabling Department Charging Creating Departments Working with User Accounts Creating User Accounts Importing Users with Active Directory Services Configuring Active Directory Synchronization Active Directory LDS Support Configuring LDAP Synchronization Qualifying Accounts by Domain Adding Users from a Flat File Import Importing LDAP User Accounts Adding Users Individually Creating Users Automatically Assigning Users to Departments Assigning Billing Codes to Users Equitrac Office Administration Guide

7 Contents Managing User Accounts Controlling Function Access Setting Color Quotas Resetting Color Quotas Locking Accounts Removing Accounts Forcing an Account Transaction Accounts System Configuration User Authentication Selecting Notification Methods Charging to Departments Handling Unidentified Documents Deleting Objects in Synchronized Directories Configuring Unlimited Printing Associating Swipe Cards with Equitrac Accounts Configuring the Mail Server for Notifications Implementing PINs User-Controlled PIN Management PIN Management & PageCounter prompts Viewing User Account Status Configuring the Account Monitor Popup Configuring Price Lists Price List Workflow Identifying Pricing Requirements Overview of Price List Types Basic Print/Copy Price Lists Advanced Print/Copy Price Lists Creating Advanced Print/Copy Price Lists Sample Job Cost Calculation Default Price Lists Device Capabilities Primary vs. Dual Pricing Cost Calculation & Currency Currency symbol Creating Large-Format Price Lists Creating Fax Price Lists Creating Scan Price Lists Assigning Price Lists To Apply Price Lists Repricing Jobs on Release Equitrac Office Administration Guide 7

8 Contents 8 Advanced Printing Configuration Enabling Secure Printing Secure Printing Configuration Workflow Administering the Secure Print Queue Managing Device Pull Groups Choosing Devices to Group Printer Pull Group Workflow Setting Up Follow-You Printing Follow-You Printing Configuration Workflow Identifying the Home Server for each User Release Station Behavior PageCounter Behavior Configuring Follow-You Printing Configuring Send To Printing Send To Printing Configuration Workflow Client Popup Behavior Viewing Send To Printing Jobs in the Secure Queue Enabling Desktop Printing Desktop Printing Configuration Workflow Excluding Applications User Workflow for Desktop Printing Routing Rules Rules Overview Creating Rule Sets Adjusting the Rule Ranking Applying a Rule Set Creating Print Rules Interactive Print Rules Working with Routing Groups Choosing Devices to Group Managing Routing Groups Creating Desktop Print Rules Default Desktop Print Rules Creating Copy Rules Escape Codes in Custom Messages Working with Client Features Prompt for Login Cost Preview Equitrac Office Administration Guide

9 Contents Using the Macintosh Client Logging In to Equitrac Office Assigning a Billing Code Changing a Document Name Logging Out of Equitrac Office Using Release Station Configuring Release Station Behavior Operation Tab View Tab Printers Tab Testing the Release Station Configuration Limiting Administrative Access to Release Station Working with Release Station Starting the Release Station Session Working with Documents in the Print Queue Using Follow-You on Release Station Ending a Session Using Web Release Station Configuring Printers Create a Web Release Embedded Device Working with Web Release Station Creating & Running Reports About Reports Determine Which Report to Run Running Standard Reports Report Criteria Running Dashboard Reports Printing, ing and Exporting Reports Printing a Report Saving a Report to a File ing a Report Customizing Standard Reports Adding a Custom Logo Creating a Custom Format Saving Your Customized Format Running Custom Reports Scheduling Reports to Run Automatically Running Consolidated Reports Equitrac Office Administration Guide 9

10 Contents Configuring CAS Servers Running Subsidiary Reports Only Using Equitrac Office Utilities Enabling SSL Communication Import Utilities Directory Synchronization Access Permissions Purge Database Transactions Modifying User Accounts from a Flat File EQCmd Actions EQCmd Batch File Process Refining the User Group View Map LPR User IDs Installing EQXLPD Modifying the Configuration File Example Configuration File Troubleshooting Creating Trusted Certificates Select the Authorized User Account Generate the Certificate Request Obtain a Trusted Certificate Accept the Trusted Certificate File Cluster configuration Print Queue Viewer Scheduling Tasks Defining a Schedule Recurrence Scheduling a Report Task Scheduling a Billing Code Task Scheduling a Color Quota Task Scheduling an Account Balance Task Scheduling a Purge Transactions Task Suspending, Resuming, or Removing a Scheduled Task Appendix: Embedded Devices Adding and Configuring Embedded Devices Xerox JBA Device Configuration Xerox Device Prerequisites Xerox Device and Print Driver Configuration Configuring Embedded Devices for Xerox Devices Equitrac Office Administration Guide

11 Contents Canon CPCA Device Configuration Canon Device Prerequisites Canon CPCA Device and Print Driver Configuration Embedded Device Configuration for Canon CPCA Devices Forcing a Poll or Upload SecureJet Device Configuration SecureJet Prerequisites SecureJet Device and Printer Driver Configuration Adding a SecureJet Embedded Device Glossary Index Equitrac Office Administration Guide 11

12 Contents 12 Equitrac Office Administration Guide

13 1 Introduction Topics What is Equitrac Office? Core Server Components Optional Components Administering Equitrac Office Configuring Administrative Access Licensing Language Support Additional Documentation After you successfully install Equitrac Office and perform initial configuration tasks outlined in the Equitrac Office Installation Guide, you can further customize your deployment. Use this guide to perform advanced configuration tasks for all components and features of Equitrac Office. This guide also provides information about using client applications, running reports, and monitoring the overall system health with the Device Monitoring Engine and Console. This chapter provides information about: key features of Equitrac Office used in business environments core and optional components that form the client-server suite Administrative Applications that enable system configuration and ongoing management limiting access to the Administrative Applications to prevent unauthorized users from making changes to system components or printing accounts purchasing licenses to enable core and optional functionality Equitrac Office Administration Guide 13

14 Chapter 1: Introduction What is Equitrac Office? Equitrac Office is a software-based print tracking and document accounting solution that reduces print expenses, eliminates wasteful printing, deploys equipment for maximum efficiency, and even contributes to a better environment. Equitrac Office allows you to track, analyze and, if necessary, allocate expenses for every document that any employee sends to any networked printer, copier or multi-function device. Equitrac Office is an ideal solution for businesses because it provides the following features: Dual pricing creates a default or primary price list, and a secondary price list that Equitrac Office applies under certain conditions. The primary price list is used to calculate the actual transaction cost, but the secondary price calculates another cost that is stored with the transaction for reporting purposes only. For example, you can configure Equitrac Office to use primary pricing to charge the user for a print transaction, but use the secondary price list to track the cost your company pays to a printer leasing company for the job (many lease contracts stipulate a base cost per page). Color Quotas set per-user color printing page limits for printed and copied documents, ensuring that users stay within budget where color output is concerned. Client Billing enables the use of billing codes. Billing codes are a unique identifer against which specific users can charge their output jobs. Businesses that perform services on a per-client basis can use billing codes to track costs and accurately bill back to the client. Secure Printing holds documents sent to print in a proprietary queue until a user releases the job via a PageCounter terminal, Release Station or MFP embedded device. This prevents situations where proprietary documents sit at the printer for all users to see until the user picks up the job. Follow-You Printing holds print jobs in a secure print queue and allows the user to release the print jobs to a compatible device, even across print servers. A user can select a particular printer when they submit a print request, then use any Release Station or PageCounter terminal and redirect the job to a different compatible printer. 14 Equitrac Office Administration Guide

15 Chapter 1: Introduction Equitrac Office is a modular product comprised of the following: a core set of server components optional licensed features that enable additional functionality to extend the capabilities of the software a set of Administrative Applications used to centrally manage all aspects of the system Client Workstation Release Station Core Accounting Server Rules & Routing Document Routing Engine Core Device Server Management Components Engine Interface Module Device Control Engine Uplink Data Source For a comprehensive list of the features and functionality included in the various license bundles, refer to the Equitrac site at Equitrac Office Administration Guide 15

16 Chapter 1: Introduction Core Server Components Equitrac Office is comprised of the following main core components: Core Accounting Server (CAS) Document Routing Engine (DRE) Device Control Engine (DCE) Document Management Engine (DME) Although there are four main core components, every Equitrac Office installation requires the Core Accounting Server (CAS) and either a Document Routing Engine (DRE) or a Device Control Engine (DCE) at a minimum. The components can be installed on a single server, or you can distribute the components across multiple servers to distribute the print load tracking or device management activities. Core Accounting Server Document Routing Engine Core Server Components Device Management Engine Device Control Engine The core server components communicate on designated ports. Each component "listens" on a specific port for information or requests from the other components. Refer to the Equitrac Office Installation Guide for a complete list of port assignments per component. 16 Equitrac Office Administration Guide

17 Chapter 1: Introduction Core Accounting Server The Core Accounting Server (CAS) verifies users, calculates transaction charges, and assigns those charges to an appropriate user or group account. CAS calculates charges using page count and job attribute information received from the Port Monitor, along with printer costs defined by the administrator. user verification print charge calculations output tracking account balance management Every Equitrac Office installation requires a pre-installed database. CAS uses the database instance to create an accounts database that contains all printer, user, department, billing code, transaction, and balance information. The database can reside on the same machine as CAS, or on a separate server if needed. See System Requirements in the Equitrac Office Installation Guide for information about supported databases. For installations that support a large user base, or where you support remote office locations, you may need to deploy multiple accounting servers. Although these accounting servers can function separately, the Uplink feature enables central reporting of print transaction and accounting data. Refer to Running Consolidated Reports on page 284 for full instructions on how to configure the Uplink feature. You can configure the CAS functionality in both System Manager and Accounts Manager. Configuration options are located in System Manager, and printing accounts (user, department, billing codes) are managed in Accounts Manager. Equitrac Office Administration Guide 17

18 Chapter 1: Introduction Document Routing Engine The Document Routing Engine (DRE) is the print server. Its primary function is to enable document flow from user workstations to output devices such as printers, plotters, or copiers and capture the document characteristics of all output. Each time a user releases a print job, DRE communicates the job characteristics to CAS. The Equitrac Port Monitor is installed with each DRE. The Port Monitor integrates with the Windows printing subsystem and functions as part of the spooler service, allowing the Port Monitor to receive and route print jobs to parallel network-connected printers. If there are many printers within your deployment that generate frequent throughput, you may need to deploy multiple DREs. You can designate specific printers to each DRE, balancing the overall load to streamline the data flow. The diagram below shows a typical DRE workflow. First, a user generates a print request. The DRE Port Monitor intercepts the request before it gets to the printer and "holds" the print job while it waits for a user validation response from CAS. CAS then checks its database and either validates the user, or denies the request. The response is sent back to DRE, and the print job is forwarded to the printer if the user was validated. If denied, the user receives a notification message on their desktop (if configured). After the job is printed, the page count and job attributes are forwarded to the CAS database for tracking. 1 Print Request 2 Validate Print Request 3 Job is Printed Port Monitor DRE 4 Update Job Attributes CAS Database Basic DRE workflow used to measure print usage For installations that require secure document printing, you can configure DRE to hold documents in a print queue until the user releases them from a release device (such as PageCounter, Release Station, or embedded device). See Enabling Secure Printing on page 206 for details. Although DRE is a core component, it is not required in all deployments. DRE manages communications with physical printing devices. If you are only tracking photocopy transaction on devices with embedded devices (rather than tracking printing), you do not need to install the DRE component. You can configure the DRE functionality in the System Manager. 18 Equitrac Office Administration Guide

19 Chapter 1: Introduction Device Control Engine The Device Control Engine (DCE) provides communication with copy and fax devices and with multifunction devices that provide fax and scan features. You must install specific embedded devices or terminals to enable communication with these devices. See Embedded Devices on page 60 and Control Terminals on page 53 for details. DCE communicates with CAS to verify user credentials, and forwards the photocopy and fax information generated by these devices for tracking in the accounting database. The diagram below shows a basic DCE workflow. First, a user requests access to a multi-function device via a PageCounter terminal or a terminal keypad. The request is handled by DCE, which then forwards a user validation request to CAS. CAS then checks its database and either validates the request, or denies it. After the user completes their photocopy, fax, or scan, the job attributes are forwarded to CAS for tracking. 2 Validate Login Request 1 Login Requested Database DCE 3 Update Job Attributes CAS Basic DCE workflow used to measure multifunction device usage Although DCE is a core component, it is not required in all deployments. If you intend to track printing from workstations only, and do not need to track photocopy, scan, or fax jobs, you do not need to install the DCE component. Instead, you need the DRE component only. Equitrac Office Administration Guide 19

20 Chapter 1: Introduction Device Monitoring Engine The Device Monitoring Engine (DME) is an optional component that monitors physical device status and faults. Installed on a server station, DME monitors selected devices for SNMP status changes and logs the status changes. You can view the current status of any monitored device in the Device Monitoring Console. If you want to monitor a device for a particular type of fault (e.g. offline status or paper jams), you can create Alert Rules that send notifications when the fault occurs. IT Managers can run standard or custom device status reports to proactively identify devices requiring service or replacement. These reports track the historical status of a device over time, allowing you to understand the performance history of the device. For more information on DME and the DME Console, see Device Monitoring with DME on page 81. Database CAS 1 2 Request Monitored Device List Load Monitored Device List DME Console DME SNMP Status Changes SNMP-enabled Devices DME listens for SNMP status changes on monitored devices Making Changes to Server Components If you make configuration changes within System Manager to any of the core Equitrac Office server components (CAS, DRE, DCE, DME), such as changing printer languages or PageCounters, you must wait a minimum of thirty seconds before these changes take effect. The delay in updating server components is a function of the CAS polling feature. This means that the delay may be longer in the event that CAS is unavailable for some reason during that polling period after the server changes. CAS sends the change data to the relevant components once the connection is restored. 20 Equitrac Office Administration Guide

21 Chapter 1: Introduction Optional Components Optional components extend the base functionality of the Equitrac Office Suite. Some components are enabled with the Suite licenses, and you have the option of implementing the features if needed. Other components must be licensed separately within System Manager. The following sections provide a description of each component, and indicate when you must purchase a separate license to enable the optional functionality. Release Station Interface Module Client Workstation Optional Components Data Source Rules & Routing Uplink Client Workstation The Client Workstation offers a number of powerful features that provide job information or prompts to the user when they request a print job from a networked workstation. You must install the Client Workstation software on each workstation that use these features, however, you can select which features to install on each machine. Once installed, the client software tracks and audits print activity even if the connection to the Equitrac server is lost. Users can continue to print un-interrupted, and the transaction details are uploaded to the server once the connection is restored. A Client Workstation license is required for each workstation to enable one or all of these features. Desktop Printing tracks the use of local LPT and USB printers connected to a workstation. Desktop Printing supports simple pricing on a per-page basis, and advanced price lists tracking. Charging for color attributes is also possible but depends on the properties of the printing application and the printer driver. Desktop Printing does not support charging for attributes such as duplexing or page size. See Enabling Desktop Printing on page 222. Client Billing prompts users to assign billing codes when they print their documents. See Working with Billing Codes on page 123. Prompt for Login prompts for Windows login credentials any time a user tries to print to a device monitored by Equitrac Office. Users must enter a valid Windows username and password to complete the print request. See Prompt for Login on page 250. Cost Preview provides a summary of the print request cost prior to sending the job to the printer and prior to recording the transaction in CAS. Users can accept or cancel transactions before printing. See Cost Preview on page 250. Equitrac Office Administration Guide 21

22 Chapter 1: Introduction Equitrac Messaging Services is a proprietary messaging service that is included with the Client install to display error messages on the user s workstation. This option is required if you are running the Equitrac Client on Windows Vista. See Selecting Notification Methods on page 172. Workstation direct IP printing (DRC) enables Follow-You Printing and print tracking on par with DRE server-based print tracking but without the need of a print server. As the name indicates, this is only available for direct IP printing from a workstation to a networked printer. Interactive print rules enable a server-based print rule to interact with the end user when running on a Windows or NetWare print server. This change does not apply to workstation rules or copy rules. See Interactive Print Rules on page 234. Direct IP Printing (DRC) The DRC component of the Equitrac workstation client is intended to provide DRE printing behavior for sites that prefer to print via direct IP printing instead of to a print server. A physical device appears in System Manager the first time a workstation prints using DRC. As other DRC clients print to the same printer, additional ports and queues associated with each workstation name appear under the same physical device. This is repeated for each printer accessed by a DRC client. Reporting is the same as if they had printed to DRE printers. Features DRC has all the same capabilities as DRE Tracks the same print attributes as DRE Supports the same rules as DRE Rules can re-direct print jobs to DRE printers Holds jobs for secure release on the user s workstation Can pull jobs to any printer in the pull group Supports the same workstation popup features as DRE (billing code, cost preview, interactive rules) Works on Windows workstations and as of Equitrac Office 4.2.0, on Macintosh workstations (no interactive rules on Macintosh) Installing DRC DRC is a component of the Workstation Client installation. Sites intending to install DRC on a large number of clients require an automated roll-out procedure that silently installs the Workstation client. Page counting hot fixes are supplied in the form of a new client which must be rolled out to the workstations. Managing DRC DRC is managed the same as any other device in System Manager. A single physical device is created for each printer regardless of how many DRC clients are printing to it. Under each physical device, a port and a print queue are created for each DRC client workstation. Use the Type view under the System Manager > Devices to quickly select and configure multiple DRC clients. 22 Equitrac Office Administration Guide

23 Chapter 1: Introduction To minimize network traffic, configuration changes in System Manager are not immediately reflected on the workstations. On startup, each DRC synchronizes it s cache with CAS if the DRC cache does not exist or is older than 24 hours. To prevent all of the workstations from synchronizing at the same time, automatic synchronization occurs according to a random time schedule between midnight and 6 AM. The cache contains configuration settings from System Manager for each Direct IP printer used by the workstation. Cache synchronization has the potential to send the largest amount of data. The size is dependent upon such things as the printer name and number of rules, and so on. To manually force an immediate synchronization, do the following: 1 Select the Software node in System Manager. 2 Use the Description column to sort the view. 3 Select one or more workstations, then right-click and select Force cache update from the list. Communicating with DRC On startup, DRC sends version information to CAS, and reports when a new printer is added on the workstation. When printing, DRC calls CAS to validate the transaction and to post the transaction results. Reporting Print Transactions DRC print tracking appears the same as DRE printing but you will see many more printers listed when reporting by print queue instead of physical device NOTE: This only applies to Windows direct IP printing. DRC cannot function as a print server since rules to redirect to another DRC is not supported. If the printer is shared, and a job is printed through the share from another machine, the job will print but it will not be tracked, and rules will not be applied. Data Source The Data Source component enables a third party print tracking system to upload transaction data to the Equitrac Office accounting server. See Import Utilities on page 289. Interface Module If your deployment requires communication with copy, fax, scan, or multifunction devices, you must purchase an Embedded Device license to enable this communication. Release Station Release Station is a secure printing feature that uses a network workstation as a point of controlled document release. When a user requests a print job, the job is held in the Release Station queue until the user releases it from the Release Station application. Typically installed on a workstation located near the printers, you can configure the software to allow network users to view, select, print, or delete documents held in the proprietary secure print queue. Use the included Release Station Configuration tool to configure Release Station to operate as a self-serve or operator-controlled workstation. See Configuring Release Station Behavior on page 254. Equitrac Office Administration Guide 23

24 Chapter 1: Introduction Rules and Routing The Rules and Routing feature enables you to configure Equitrac Office to accept, hold, deny, or re-route to specific devices, any print requests that meet specific criteria. You can also configure rules that route jobs based on least cost or device status. You can create custom messages that are displayed when a user selects a particular type of print job at their workstation. See Routing Rules on page 225. Uplink For businesses that require central coordination of print transaction and accounting data from multiple sites (remote office locations, for example), the Accounting Server Uplink feature enables remote instances of CAS to upload transaction and account data to a single master accounting server at regular intervals. See Running Consolidated Reports on page 284 for details on configuring Uplink settings. 24 Equitrac Office Administration Guide

25 Chapter 1: Introduction Administering Equitrac Office The majority of Equitrac Office Server administration takes places in the Administrative Applications. These applications are typically installed on the Core Accounting Server (CAS), but can also be installed on any server within the deployment for ease of administration. By default, the installer places the Administrative Applications on the Start menu. Look under Start > Programs > Equitrac Office. Before you can access the Administrative Applications, you must select the accounting server that you want to work with. The accounting server collects information from, and writes to, a single accounts database, so you can connect to only one accounting server at a time. If you deployed multiple CAS servers, each CAS is listed in this window. If you only have one CAS, you can disable this dialog, but if you deployed multiple CASs, you need to choose the appropriate CAS each time you open an Administrative Application. The main Administrative Applications are System Manager, Accounts Manager, Reports Manager, Department Manager, and the Device Monitoring Console. Equitrac Office Administration Guide 25

26 Chapter 1: Introduction System Manager System Manager allows Administrators to perform advanced configuration and maintenance tasks. System Manager controls system-wide configuration and integration settings, as well as the behavior of the accounting server, the Equitrac Port Monitor on local and remote print servers, and workstation client software. You can install System Manager on CAS or on any Windows workstation on the network. The System Manager interface is divided into sections. The Manager tools are listed beneath the current CAS System heading. When you make a selection from these tools, the contents of the right pane update to show the available options. Alternatively, you can select a task from the Current tasks list, although for some options, such as Configuration, tasks are listed only in the right pane. Equitrac Office version combines System Manager, Accounts Manager, and Diagnostic tools into a single window for users with Administrative access permissions. Accounts Manager can be accessed by users without Administrative privileges via Start > Programs > Equitrac Office > Accounts Manager. See Configuring Administrative Access on page 31 for full details on configuring user access permissions. CAUTION: Diagnostic tools are used to generated trace logs for server components for troubleshooting purposes. Enabling log tracing should only be done with direction from Equitrac Support Services. 26 Equitrac Office Administration Guide

27 Chapter 1: Introduction Accounts Manager Accounts Manager provides tools to configure and manage the Equitrac Office database. This database contains printing accounts and transaction records associated with CAS. All account information including billing codes, user accounts, and departments are managed from Accounts Manager. The Accounts Manager interface is divided into sections similar to the System Manager. The Manager tools are listed beneath the current CAS Accounts heading. When you make a selection from these tools, the contents of the right pane update to show you the available options. Alternatively, you can select a task from the Current tasks list. For information on using Accounts Manager, see Creating & Managing Accounts on page 137. Equitrac Office Administration Guide 27

28 Chapter 1: Introduction Reports Manager Reports Manager contains a selection of standard reports, or you can modify standard reports to create your own custom report definitions. If your deployment uses multiple CAS servers, you can also generate reports on transaction data uplinked from subsidiary accounting servers. For example, you can use Reports Manager to generate a printer usage audit trail in order to recover costs. You can audit usage patterns, user or department activity, activity load on specific devices, analyze inefficiencies, and access device fault tolerances. Equitrac Office also provides reports that allow you to analyze devices trend usage, color or black & white usage over time, usage patterns, and so on. Graphical device configuration reports provide usage analysis of print queues, ports, control terminals, and so on. If you installed the DME component, you can also generate device status reports. See Generating Device Status Reports on page 93 for details. For more information on generating and analyzing reports, see Creating & Running Reports on page Equitrac Office Administration Guide

29 Chapter 1: Introduction Department Manager Department Manager provides many of the same functions as Accounts Manager, but removes the ability to manage billing codes and departments. Department Manager is useful if you want to designate a Department Administrator that is responsible for managing user accounts within a single department only. Department Administrators can add, change, or delete user accounts. This Administrator cannot make changes to billing codes or departments from within Department Manager. Tasks within Department Manager are limited to User account modifications. The Administrator must be a member of the Department to use Department Manager. You must configure access permissions in System Manager, adding Department Administrators as a group. When the Administrative user logs on, then starts Department Manager, they see accounts for the Department that they belong to only. See User Authentication on page 169 for details. Equitrac Office Administration Guide 29

30 Chapter 1: Introduction Device Monitoring Console The Device Monitoring Console allows you to configure the fault conditions that DME monitors per device. Custom alert rules let you choose the specific fault conditions (such as Down, Offline, Paper jam, Unreachable, and so on.) that DME listens for per device. The Alert rules also let you define the notification method to use when a fault condition occurs. When the console launches, DME contacts CAS to obtain a list of monitored devices, and displays the list in the Devices view. You can quickly view device status summary information at a glance (shown below). Use the DME Console to configure Alert Rules and to view overall device status information. For more information on DME and the DME Console, see Device Monitoring with DME on page Equitrac Office Administration Guide

31 Chapter 1: Introduction Configuring Administrative Access To prevent unauthorized access to the Equitrac Office Administrative Applications or modifications to registry entries, Equitrac Office relies on Windows-level permissions and Application-level Administrative accounts permissions. Windows-level Permissions At the Windows level, define at least one user with administrative privileges on CAS and DRE. The user must have administrative permissions on the server to start and stop services and the print spooler. If you are configuring remote DREs, the user with administrative privileges on the remote server must also have administrative privileges on the server hosting CAS. Refer to your Windows documentation for information on assigning Windows-level administrative privileges. Application-level Permissions Application-level permissions determine which users have access to Equitrac Office components. You can assign access to user groups to one or more of the following permissions: Admin Grants access to Accounts, Department, Reports and System Managers, plus the Device Monitoring Console, Release Station, and Print Queue Viewer. Reports Grants access to Reports Manager, Dashboard Reports. Accounts Grants access to Accounts Manager. Departments Grants access to Department Manager. Device Admin Grants access to Device Monitoring Console. Print Distribution Grants access to Send To printing application You cannot assign access on an individual user basis. Instead, access is granted to a Windows-level group that is registered to a domain. If you want to assign Admin access to just one person, establish a Windows-level group that contains just the one user. To configure Application-level permissions, do the following: 1 Select Start > Programs > Equitrac Office > System Manager. 2 In System Manager, navigate to Configuration > Security and authentication > Access permissions. 3 In the Permissions dialog, click the group link you want to configure. Equitrac Office Administration Guide 31

32 Chapter 1: Introduction 4 In the Select Group dialog, choose the group to have access to the Equitrac Office functions, and click OK to save the changes. You can assign access per Manager to Windows-level groups. You may have a separate Administrator group for each Equitrac Office Manager, or a single group that accesses all Equitrac Office Managers. For example, you might want to assign Admin access to the Branch Admins group, and Accounts access to the Accounting Group. There might be a third group responsible for administering Reports. CAUTION: Access to Dashboard Reports and Print Queue Viewer requires that the user be a member of the Windows level groups rather than be a member of another group. CAUTION: On Windows 2008 Server and Vista, logging in with an administrator account other than the one running Equitrac services, may result in 403 HTTP errors or empty report lists. This is because Windows treats the Administrators group as a special case. To avoid these issues, add the logon account to a new group (e.g., EqAdmin) and select this group instead of the Administrators group under Admin, Reports, Accounts, and so on in System Manager. Otherwise, it may be necessary that management applications (System Manager, Reports Manager, and so on) be Run As Administrator. For information on establishing Windows-level Administrator groups, refer to your Windows documentation. Administration Task Overlap To correctly configure some options, you need to adjust settings in both the System Manager and the Accounts Manager. The action that CAS performs when processing print requests depends on three factors: Server configuration your accounting policies. Account properties that you define using Accounts Manager. The value of the account properties at the time of the print request. For example, if you want to define a policy to prevent users from accumulating negative charges, you need to configure user accounts limits within System Manager, then specify a minimum balance of $0.00 for users within Accounts Manager. When setting Access permissions in System Manager, keep in mind that Administrators who perform configuration tasks may require access to both System Manager and Accounts Manager. 32 Equitrac Office Administration Guide

33 Chapter 1: Introduction Licensing Your Equitrac Office software ships with a unique serial number printed on the box. When you supply Equitrac with this serial number and the machine name on which you are installing the software, Equitrac provides you with an activation code that is your proof of registration. For more information on obtaining activation codes and registering licenses in System Manager after the initial installation, refer to the Equitrac Office Installation Guide. Component License Verification All software license verification takes place on CAS. CAS validates all existing licenses, and assigns them as needed. Components such as the Equitrac Port Monitor must contact CAS to obtain the use of a particular license. Print servers and the client billing component also receive licenses from CAS, based on the server name. For instructions on adding and activating licenses, refer to the Equitrac Office Installation Guide. CAS itself is licensed on a per-machine basis, one license is included in each Suite package. For additional component licenses, such as a remote print server, you must obtain a license from Equitrac based on the system ID of the machine hosting the core accounting server. When CAS starts up, it looks for a valid license for itself. If it finds a valid license, the startup continues. Otherwise, the server logs an error message and continues to operate in unlicensed mode. This means it ignores any transaction reports from the Port Monitor, and informs any components requesting licenses that the server is currently unlicensed. The system licenses other components through serial numbers recorded on the accounting server. Components contact CAS on startup to obtain license validation and supply their component identifier and machine name. Upon receiving the license validation request, CAS looks up the component to verify whether it has allocated a license for that component or not. If there is an appropriate license available, the server assigns the license, and returns a license certificate to the component. If not, the server informs the component there are no available licenses at this time, and the unlicensed component becomes inactive. Enterprise Licensing The core licence includes unlimited server licensing (but not workstation or embedded) for the specified number of network users. An enhanced licence also includes the workstation licensing. If you exceed the specified number of network users, Equitrac Office handles the situation as follows: If a user account is added that brings the total number of accounts to within 5% of the total number of licensed users (at least 95% of the licensed total and no more than 105% of the licensed total), CAS sends a warning to the administrator and logs a warning message in the event log. If a user account is added that brings the total number of accounts to greater than 105% of the number of licensed users, CAS begins to operate in an unlicensed state, and will not record transactions, control copiers, or hold secure print jobs until the number of users is reduced to below 105% of the licensed total. Equitrac Office Administration Guide 33

34 Chapter 1: Introduction The CAS uplink function automatically manages both user and embedded device licenses on the uplink server (master CAS). Each downlink server (subsidiary CAS) provides a list of local users and embedded devices to the uplink server with users prefixed with the domain qualifier if configured. The uplink server uses the full set of users and devices received from each downlink server to determine licensing compliance for the entire collection of CAS servers. A downlink server switches into unlicensed state if: The uplink server has failed the enterprise licensing user limit criteria The uplink server has failed the enterprise licensing embedded device limit criteria A connection to the uplink server has not been made for a period exceeding 14 days A downlink server switches into warning state (similar to the warning displayed when 95% of enterprise licences have been used) if: The uplink server has reached the enterprise licence warning level A connection to the uplink server has not been made for a period between 7 and 14 days NOTE: To avoid the warnings or to restore the site to a licensed state, you must install a new license that supports more users (recommended) or you can delete user accounts. If you delete user accounts, you must also re-synchronize the enterprise license in System Manager under Configuration > Network environment > Uplink. Changing the License View You can change the view in System Manager s right pane if you need to see specific information: License View lists all currently licensed components. Assignment View lists all assigned component licenses, the date on which Equitrac Office last assigned the license to a component connecting to CAS, and the number of licenses assigned. For example, if you have a license pack for 50 terminals, this pane displays the number of terminals connected with CAS-assigned licenses as well as the total number of terminals supported 34 Equitrac Office Administration Guide

35 Chapter 1: Introduction License Caching Given that you can distribute the individually-licensed Equitrac Office components across several machines, it is possible for the licensing scheme to fail. For example, the accounting server could be unavailable when a remote component starts up and requests a license. The component could conclude that it is not licensed, and function accordingly; if the accounting server restarts later, the component would remain in the unlicensed state until it contacts CAS and obtains a valid license. To reduce this risk, the individual components cache their assigned license codes locally and use the cached information if the accounting server is unavailable. These cached licenses eventually expire. Language Support Equitrac Office components are available in English, French, German, Italian, Portuguese, and Spanish. Make your language selection during the initial Equitrac Office installation. This selection is independent of the regional language setting on the machine, meaning that you can run Equitrac Office in Italian even if the box s regional setting is for French. The language selection specified during the installation configures the language of the PageCounter terminal prompts. See Setting the Prompt Language on page 101 for details on manually configuring the language of PageCounter prompts. Equitrac Office Administration Guide 35

36 Chapter 1: Introduction Additional Documentation To learn more about the advanced features and functionality of the Equitrac Office Suite(s), refer to the table below to determine the Guide you need. For a complete list of product specification and system requirements, visit the Equitrac web site at Look under the Industry Solutions link for Equitrac Office Product Specifications. Guide Planning Guide Installation Guide Cluster Deployment Guide PAS Migration Guide Administration Guide Print Server Module Guides: NetWare UNIX PageCounter Quick Reference When to refer to this guide Prior to installing Equitrac Office, read this guide to understand how to deploy Equitrac Office on your network. Use this guide to perform an initial installation or upgrade. If you are deploying Equitrac Office in a cluster environment, use this guide to plan the installation. If you are an existing customer upgrading from PAS 2.5, use this guide to upgrade to Equitrac Office version 3.x before upgrading to version After installing Equitrac Office, use this guide to configure Equitrac Office for use in your organization. If your deployment utilizes a NetWare or UNIX print server, use these guides to configure the print server after the installation is completed. If you plan to deploy Equitrac Office components across a cluster, use the Cluster Deployment Guide for planning and implementation. If you need help understanding the options available from the main PageCounter interface. Online Help Release Station Help Client Billing Help Contents Instructions and reference information about using Release Station to release jobs for pint. Instructions and reference information about using Client Billing. 36 Equitrac Office Administration Guide

37 2 Managing Devices Topics Devices Overview Physical Devices Control Terminals Embedded Devices VPSX Device E-queues Passthrough Printers Workstation Devices Configuring ecopy ShareScan Configuring Default Media Properties Enabling Scan-to-Me Configuring DCE Caching Setting up a Print Separator Page Hardware & Interface Support Equitrac Office can track transaction data from many different device types. From physical printers to virtual queues, to control terminals, you can configure Equitrac Office to meet the needs of any size organization. All devices you want to track must be registered in the Equitrac Office database. Instructions to install all device types are provided in the Equitrac Office Installation Guide. This chapter provides information to help you make changes to existing device configuration, and to manage devices over time. This chapter provides information about: the various device types and capabilities that Equitrac Office supports setting up each device in System Manager configuring device capabilities and options creating a custom print separator page per device For information on device status and evaluating device health over time, see Device Monitoring with DME on page 81. Equitrac Office Administration Guide 37

38 Chapter 2: Managing Devices Devices Overview Equitrac can track and control printing to many different types of devices. Each device must be registered in the Equitrac Office database. When a user accesses a registered device, Equitrac Office tracks and sends the transaction data to CAS. There are two different ways that device registration can occur: Configure each device to use the Equitrac Port Monitor Each device that you want Equitrac Office to track must communicate with the Equitrac Port Monitor. For a new device, set the port to an Equitrac Port. If you print a test page when configuring the port, the queue is created automatically and appears within System Manager. For existing devices, convert the port to an Equitrac Port. See Creating Equitrac Printer Ports on page 47. A user prints to a device for the first time DRE registers a print queue and port for a physical device the first time a user prints to the unknown device. The device is displayed within System Manager. You can make changes to the device definition, apply pricing, and so on. See Manually Adding and Configuring a Physical Device on page 45. Device Types Equitrac can track and control printing to multiple device types. When a user accesses a registered device, Equitrac Office tracks and stores the transaction data to CAS. Device Physical Devices Device Interfaces VPSX Device e-queues Passthrough Printers Workstation Devices Description The actual piece of hardware that prints or copies. Physical devices include select devices that also copy, scan or fax. Equitrac Office adds physical devices to the database automatically when you use Windows to add a print queue, or when you add and configure printers for a UNIX print server. Connections to physical devices that track transactions. There are two types of device interfaces in Equitrac Office: Control terminals and Embedded devices. LRS VPSX enterprise print output management device using VPSX PersonalQs through Equitrac s Embedded devices and Control terminals. A proprietary print queue definition that implements secure printing and is not associated with a specific physical device. When users print, the e-queue holds the documents for release. When users release held documents, Equitrac Office pulls the documents to a physical device for printing. A printer port connection using the Equitrac Port Monitor that enables Equitrac Office to communicate with an unsupported print device. Associate a Passthrough printer with a target printer. When a user prints a document, the Passthrough printer tracks and releases the document to the target printer. Peripheral printers attached locally to a client workstation. The Desktop Printing feature on each workstation tracks print transactions through the local LPT or USB printer. Equitrac Office adds workstation devices to the database automatically when users print from a workstation to a local printer. 38 Equitrac Office Administration Guide

39 Chapter 2: Managing Devices Viewing Devices Within System Manager When working with devices, you can change the view in System Manager to make it easier to find and manage devices. The different views available are: Standard view, Server view, Type view, Custom group view, Routing group view, and Workstation view. To sort devices in any view, click a column title to sort that column alphabetically. Click the column title again to sort in reverse-alphabetical order. You can also filter the devices listed within each view to further narrow your current view. Standard View The Standard view displays all devices as individual entries, according to the name of the device. Each device link opens a device configuration dialog. The Standard view also includes a group of all control terminals not yet assigned to a physical device. Each control terminal link opens a device interface configuration dialog. Server View The Server view displays the local print server group containing all devices for that server, as well as groups for any other print server with devices. Each device link opens a device configuration dialog. The Server view also includes a group of all control terminals not yet assigned to a physical device. Each control terminal link opens a control terminal configuration dialog. Equitrac Office Administration Guide 39

40 Chapter 2: Managing Devices Type View The Type view displays all device types by group except workstation devices. Each link opens a configuration dialog. Custom Group View By default, the Custom group view displays two groups: ungrouped devices and unassigned control terminals. Each ungrouped device and unassigned control terminal link opens a configuration dialog. In the Custom group view, you can create, edit, populate, and delete custom groups. Creating custom groups of devices such as groups by physical location, by manufacturer, and so on makes viewing all devices on your network easier. The Custom group view also includes a group of all control terminals not yet assigned to a physical device. Each control terminal link opens a control terminal configuration dialog. 40 Equitrac Office Administration Guide

41 Chapter 2: Managing Devices Assigning Custom Groups To assign custom groups, do the following: 1 Select System Manager > Devices. 2 Click on Custom group view in the top menu to see a list of devices. 3 You first need to create a custom group. To do this, right-click on any device and select Manage custom groups. A Manage custom groups dialog opens. 4 Enter a name for the group and click Add. Click OK. 5 Now you must assign devices to a custom group. To do this, right-click on any device and select Assign to custom group. An Assign to group dialog opens. 6 Select a group name to assign the device to and click OK. Alternatively, you can use your mouse to dragand-drop ungrouped devices to a custom group. Equitrac Office Administration Guide 41

42 Chapter 2: Managing Devices Routing Group View Use the routing group view to create, edit, and delete routing groups. Unlike custom groups (used for viewing devices more conveniently in System Manager) and pull groups (used with Follow-You Printing as discussed in Managing Device Pull Groups on page 209), routing groups are used for route to group rules (refer to Working with Routing Groups on page 236. Workstation View The Workstation view displays all workstation devices associated with a particular client workstation in one of three groups: non-tracked, tracked with popup, and silently tracked. See Workstation Devices on page 68 for details on configuring workstation devices. In the Workstation view, you can move workstation devices between groups to adjust how Equitrac Office tracks the device, if at all. You can also modify workstation device configuration and remove workstation device registrations from the database. Device Status Tracking You can use DME to proactively track the status of any SNMP-enabled device. DME monitors SNMP messages generated by specified devices for status information. Each time a status change message is intercepted, DME logs the information in the database. If the new status matches a pre-set alert condition on that device, a notification message is forwarded to designated individuals or desktops. You can view the current device status at any time within the Device Monitoring Console, or you can run reports to ascertain the overall device health, and plan maintenance based on historical performance. For details, see Device Monitoring with DME on page Equitrac Office Administration Guide

43 Chapter 2: Managing Devices Editing and Removing Devices You can edit the properties of a queue, port, physical device, controller interface, control terminal, passthrough printer or e-queue at any time. To speed up your work, you can make changes to more than one device at a time. For example, if you want to set secure printing on all queues, you multi-select the queues, then set secure printing on all devices at once. When you choose more than one instance of a device type, the summary dialog opens and disables any properties that cannot be shared among devices. Examples are the Name fields, Server fields, and Hostname fields. These properties are blanked out in the dialog. In the example below, four different print queues were selected. The current settings on each device do not match, so Equitrac Office displays the lists and options as blanks. You can either make changes to editable fields, which in turn changes the field on every selected queue, or you can leave the option blank to leave the setting as it was. You can delete a device at any time, but you must also delete the device from any Release Stations (if applicable). Choose the device to remove, then select Delete from the list of current tasks. If the device was tracked using DME, it no longer appears in the DME console. Equitrac Office Administration Guide 43

44 Chapter 2: Managing Devices Physical Devices A physical device is the piece of hardware that performs the print, copy, scan, or fax. Equitrac Office can track usage on any physical device that is registered in System Manager. Within Equitrac, a physical device has three components: Device the device name is registered in the Equitrac database and is used to manage the main device characteristics. device, port, and queue. Port a port connection on the device that works with the Equitrac Port Monitor to track printed documents sent to the device. The Port Monitor communicates with DRE or DCE to control the job requests made to the device. Queue A virtual list of jobs waiting to print on the device. You do not have to manually create the three components. Instead, you create the printer using the Operating System s (Windows/UNIX/NetWare) Add Printer utility and assign the Equitrac Port Monitor to the device. Equitrac Office automatically adds print queues and port connections to the database when a user prints to the device for the first time. Physical Device Configuration Workflow The workflow for configuring physical devices within Equitrac Office is quite simple: 1 If it is a new device, use the Operating System s Add Printer functionality to create the printer definition, and make sure you set the port to use the Equitrac Port Monitor. See Manually Adding and Configuring a Physical Device on page 45. Or If it is an existing device, convert the existing port to an Equitrac Port. See Creating Equitrac Printer Ports on page The port and the queue are created automatically, the first time a user prints to the device. The first time a user prints to the device, the Equitrac Port Monitor on the device contacts DRE, then the queue and port are created automatically. However, to register the device immediately, send a test job the printer yourself to force the registration to occur within the Equitrac Office database. 44 Equitrac Office Administration Guide

45 Chapter 2: Managing Devices 3 Verify the device in System Manager. Open System Manager, and switch to Devices. Within thirty seconds to a minute after registering the device, the device appears in System Manager. If you do not see a device, first try refreshing System Manager. CAS requires a few moments to complete the communication requirements with the device and DCE or DRE before it can populate the information in System Manager. 4 Edit the physical device summary. You can adjust the device definition, apply pricing, set release behavior, and assign routing rules to this device. Manually Adding and Configuring a Physical Device When you add and configure printers using the Equitrac Port Monitor on a printer server, Equitrac Office automatically adds the device to the CAS database when the printer port contacts DRE. DRE registers a print queue and port for the physical device with the Equitrac Office database the first time a user prints to that device. CAUTION: Ensure that you apply licenses before managing devices in Windows and configuring devices in System Manager. If you add licenses after adding physical devices, the print queues do not show up in System Manager until 15 minutes of time expires. After Equitrac Office is licensed, a job is printed to the printer or the Equitrac DRE service is restarted, which registers the devices and populates System Manager. 1 In System Manager, select Devices in the left pane. 2 Select Add physical device under Current tasks, or right-click anywhere in the right pane and select Add physical device from the menu. 3 Enter a Name, Hostname or IP address, and Description for the physical device. 4 Select the appropriate Manufacturer and Model for the physical device from the drop lists. 5 Enter Monthly volume, Speed (in pages per minute), and descriptive location data in the appropriate fields. Equitrac Office Administration Guide 45

46 Chapter 2: Managing Devices 6 Verify the detected color capability setting in the Monochrome settings field. This setting is automatically detected based on the SNMP data, but you can change the option to Monochrome if you want all printed documents to be counted as monochrome, even when colour is printed. The device Type displays Physical device. The Hardware address automatically displays when the device contacts DRE. 7 Assign price lists to jobs output from this device s print queue. See Configuring Price Lists on page 183 for details. 8 Set the Release behavior options. Leave the default setting unless you are setting up Print pull groups. See Managing Device Pull Groups on page 209 for details. 9 Change the settings, as required: Physical Device Settings Rule Set Print language Track mailbox & proof printing Tracking behavior DME server Description Apply a routing rule to jobs that are sent to this device. If the job attributes match the routing rule, the rule is applied. See Routing Rules on page 225. Change the default printer language settings that are used by this device. If there is no PageCounter control terminal associated with a Xerox or Canon device, you can determine at what point in time the job details are tracked and recorded to the Equitrac database. Select At output time to have Equitrac track these jobs when the job is released at the device. Select At send time to track the job when it is sent to the printer. If you select At send time, Equitrac does not know if the job was released, nor how many copies were printed. Equitrac records the transaction as one released copy. By default, all devices that appear within System Manager are tracked in the Equitrac Office database. Select Do not track or record print transactions on this device when you do not want to track print or copy activity at a particular device, but you still want to control access to the device. Select Track and do not record print transactions on this device when you want to run a report to track the queuing history of a job (printed, deleted, or expired), but do not want to record the page count in the database. Select Track and record print transactions on this device when you want to run a report to track the queuing history of a job (printed, deleted, or expired), and want to record the page count in the database. If you installed the DME component, select the DME server that you want to manage this device. The device appears in the DME console, and you can track the SNMP status from there. See Device Monitoring with DME on page Click OK to save the physical device configuration settings. 46 Equitrac Office Administration Guide

47 Chapter 2: Managing Devices Creating Equitrac Printer Ports Equitrac Office uses specialized ports to track print, scan, and fax devices. Each device to be monitored must use an Equitrac port. Depending on your printing hardware, you may need more than one port using the Equitrac Port Monitor on a print server. You can configure a new printer definition that uses the Equitrac Port Monitor. You can convert existing devices using standard TCP/IP ports into Equitrac ports, or you can create Equitrac printer ports for new devices directly. For existing devices, see Convert an Existing TCP/IP Port to Equitrac Port on page 48. For new devices, you can either create a standard TCP/IP port and then convert it to an Equitrac port (see Add a Printer on a TCP/IP Printer Port on page 47), or you can create an Equitrac port directly (see Add a Printer on an Equitrac Printer Port on page 48). Add a Printer on a TCP/IP Printer Port NOTE: The following procedures outline how to add a printer in a Windows environment. Equitrac Office also supports Unix print servers. For printer setup details, refer to the Unix Print Server Guide. 1 Using the standard Windows interface, open the Add Printer wizard. 2 Follow the prompts to add a local printer and create a new port. 3 When prompted, select Standard TCP/IP Port as the type of port you want to create and click Next. The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on, connected to the network, and properly configured. 4 Specify a Printer name or IP Address, and click Next. The wizard supplies a Port name based on the printer name or IP address. If another naming convention is preferred, rename the port accordingly. 5 Click Finish to complete the Standard TCP/IP Port Wizard. 6 Specify the Manufacture and printer model, and click Next. NOTE: If the device is part of a pull group, it must use the same drivers as all other devices in the pull group. You must select the model of the pull group driver, not the model of the device. NOTE: If DRE is a 64-bit server you must remember to also load the 32-bit driver to the server. 7 Specify the physical Printer name. This is the name of the device that is displayed in System Manager. 8 Complete the remaining steps in the Wizard, and select Yes when prompted to print a test page. 9 Review the details for this new port and device registration, and click Finish to close the Add Printer wizard, or Back to change any of the settings. 10 Confirm that the test page printed successfully. Equitrac Office Administration Guide 47

48 Chapter 2: Managing Devices Convert an Existing TCP/IP Port to Equitrac Port Use the Equitrac Printer Conversion Wizard to convert from a TCP/IP port. Converting from TCP/IP to Equitrac ports allows them to be quickly converted back to TCP/IP ports to determine if errors within the print environment are due to the Equitrac server or the normal print environment. Before starting the conversion process, ensure the devices you want to convert are turned on, connected to the network, and configured to print. NOTE: If you are working in a cluster environment, these instructions do not apply. See the Cluster Deployment Guide to set up Equitrac Ports for clusters. 1 Open Microsoft Windows Explorer and navigate to Program Files\Equitrac\Office\Tools. 2 Double-click EQPrinterConversionWizard.exe. 3 Set the Print server location to Local machine if the printers are on the same server where you are running EQPrinterConversionWizard, or use Remote server if the printers on are a different server such as a cluster environment. 4 Select Convert printers to use Equitrac Port. 5 Optional Uncheck Auto-discover model if the printers are off-line or have SNMP disabled. If selected, the wizard sends an SNMP request to each device, and then times-out on each failed connection attempt greatly increasing the time to run the conversion. 6 Click Next. 7 Select all of the printers to be converted, and click Next. 8 When the conversion process is complete, click Finish. 9 In the Printers and Faxes window, print a test page for EACH converted printer. 10 Confirm that the test page printed successfully. 11 Verify that the physical device and its corresponding printer port and print queue appear in System Manager > Devices. 12 Produce a Detailed activity by device report and verify that the test page appears in the report. See Creating & Running Reports on page 269. NOTE: The conversion wizard also supports LPR Port Monitors, although the LPR Port Monitor option is not available by default in Windows. You can access this option in the Add Printer wizard. Add a Printer on an Equitrac Printer Port Alternately, you can create Equitrac printer ports for new devices directly instead of creating and converting standard TCP/IP ports. 1 Using the standard Windows interface, open the Add Printer wizard. 2 Follow the prompts to add a local printer and create a new port. 3 When prompted, select Equitrac Port as the type of port you want to create and click Next. The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on, connected to the network, and properly configured. 48 Equitrac Office Administration Guide

49 Chapter 2: Managing Devices 4 Click Next and select Physical printer as your Device Type from the drop-down list. 5 Specify a Printer name or IP Address. The wizard supplies a Port name based on the printer name or IP address. If another naming convention is preferred, rename the port accordingly. 6 Click Next to continue with the port configuration options. The Port Configuration screen displays. The Detected device information displays automatically if the wizard is able to collect this data from the printer. 7 Select the Use custom settings option: If you select Raw port communication, identify the TCP Port number, and specify if the port monitor should hold the connection open. If you select LPR, specify the name of the print Queue on the physical device (e.g. PORT1). If you select Specific device, select the appropriate Manufacturer and Model from the drop-down lists. The device uses the relevant default communications parameters based on these selections. 8 Click Next and specify the Physical device name. This is the name of the device that is displayed within System Manager. 9 Review the details for this new port and device registration, and click Finish to close the Add Equitrac Printer Port wizard, or Back to change any of the settings. 10 Specify the Manufacture and printer model, and click Next. NOTE: If the device is part of a pull group, it must use the same drivers as all other devices in the pull group. You must select the model of the pull group driver, not the model of the device. NOTE: If DRE is a 64-bit server you must remember to also load the 32-bit driver to the server. 11 Complete the remaining steps in the Wizard, and select Yes when prompted to print a test page. 12 Confirm the Windows printer details and click Finish to exit the wizard, or Back to change settings as necessary. 13 Confirm that the test page printed successfully. 14 Verify that the physical device and its corresponding printer port and print queue appear in System Manager > Devices. 15 Produce a Detailed activity by device report and verify that the test page appears in the report. See Creating & Running Reports on page 269. Ports can be configured with their own price lists and rule sets. See Configuring Price Lists on page 183 and Routing Rules on page 225. Equitrac Office Administration Guide 49

50 Chapter 2: Managing Devices Configuring a Printer Port You can apply a price list and a rule set to each port configured on a physical device. The port summary dialog also provides controls to set notifications, pricing, and release behavior rules. To view the port in System Manager, switch to Devices, then select Standard View. Expand the device that you want to modify, then click to view the port summary. Option Name Description Server Type Port number Queue print server Proxy IP address Pricing Rule set Description The name for the port. By default, the port is assigned the device IP Address. A text description of the port that appears in System Manager. Enter a good description if you commonly use the Type view. The description should reflect the device name that the port belongs to, or the location where the device is located. Displays the local print server. This field is provided for information only. Indicates that you are viewing information about a port. Displays the currently configured port number for this port. Displays the name of the DRE print server that manages this port. Use this field to identify the print queue name of the printers using an Equitrac Passthrough port. In order to retrieve SNMP data from the DME console, the Hostname/IP address field in the Physical device summary dialog should contain the IP address of the physical printer. Apply price lists to the jobs output from this port. Price lists assigned to a port override any price lists assigned to a queue or assigned to the physical device. Configuring Price Lists on page 183 for full details. Select the set of Routing Rules that you want to apply to this port. Rules can hold, release, restrict access to, redirect jobs, reprice jobs, and so on. You need to configure secure printing on the queue, and create routing rules before they appear in this list. See Configuring Print Queues on page 52 and Creating Print Rules on page 230 for full details. 50 Equitrac Office Administration Guide

51 Chapter 2: Managing Devices Option Connectivity Notification page Uses printer job language (PJL) Description You can edit this field only when the port communication type is set to RAW. This option does not apply to LPR and Passthrough ports. Choose Hold port Open to ensure that users can only print to the device through the print server, preventing users from bypassing the accounting server and establishing an exclusive connection to the network printer. Choose Close port on completion to share the printer connection with other non-equitrac printer definitions. Determines if users are notified when print errors occur on this port. You must configure System Manager > Configuration > User interaction > Error notifications to set the notification details. See Selecting Notification Methods on page 172. Enable this option for Print Job Language (PJL) compatible devices. If the user cancels printing mid-job, Equitrac Office combines the information from the Datastream Interpreter (DSI) and the PJL page count to determine an accurate page count and document details. When disabled, Equitrac Office uses only the DSI page counting method configured at the physical device level. Note: Enabling PJL support may reduce the throughput of the device. Uses SNMP counting Idle timeout If the user cancels printing mid-job, or there is a printer error, Equitrac Office combines the information from the DSI and the SNMP page count to determine how many pages were printed. In order for SNMP page counting to work, only one port can talk to the MFP. When SNMP counting is selected, you can set the idle timeout value in seconds for the amount of time that the device has been in idle state since the job was cancelled. Once this time is reached, Equitrac Office assumes the printing is complete and polls the device again to determine how many pages were printed. Equitrac Office Administration Guide 51

52 Chapter 2: Managing Devices Configuring Print Queues When a user prints to a physical device for the first time, a print queue is created for the device automatically. The new queue uses default settings only, so make modifications to the queue as soon as possible. To view the queue in System Manager, select Devices. Expand the device that you want to modify to view the port, then expand the port to view the queue. In the Print Queue Summary dialog, you can set these options: Option Description Pricing Secure Printing Rule set Billing popup Separator page Description A text description of the queue that appears in System Manager. Enter a good description if you commonly use the Type view. The description should reflect the device name that the queue belongs to. Apply price lists to the jobs output from this queue. If you leave the Price list at the default setting, the price list configured at the port level is applied to all jobs released from this queue. See Configuring Price Lists on page 183. Enable this option to hold all jobs in a virtual print queue, rather than forwarding the jobs directly to the device for immediate output. Secure printing is disabled by default. If your deployment involves Release Station or control terminal release, you need to enable secure printing on each queue that should be held for release. See Enabling Secure Printing on page 206. Select the set of Routing Rules that you want to apply to this port. Rules can hold, release, restrict access to, redirect jobs, reprice jobs, and so on. You must create rules before they appear in this list. See Creating Print Rules on page 230. Used with the Client Billing feature, enable the billing popup if you want users to enter a billing code prior to submitting a print job to this queue. The Billing popup is enabled by default. User Workstations must run the Client Billing feature to use this option. See Working with Billing Codes on page 123. Prints a specific print separator before each job released from this queue. A separator page is not applied by default. See Setting up a Print Separator Page on page Equitrac Office Administration Guide

53 Chapter 2: Managing Devices Control Terminals Control terminals are small network devices that you install on or near your printers, copiers, or multifunction devices. Control terminals enable users to release print jobs securely at the printer. Control terminals can also track copy transactions through a copy control cable connected to the copier. Control Terminal support requires an additional license beyond the base Equitrac Suite packages. See Licensing on page 33 for more information. Supported Devices Equitrac Office supports the following terminals and embedded device types: Equitrac PageCounter Equitrac PageCounter with keyboard XCP NTS support is limited to legacy devices only. If Equitrac detects an invalid version, DCE allows the boot process to complete, but it does not function correctly. NOTE: The PageCounter Mini device behavior can be configured for Release all or Release all and enable copier behavior only. PageCounter Mini does not support full use of Follow-You Printing across print servers. For more information about PageCounter terminals, see Using PageCounters on page 99. Control Terminal Workflow When adding and configuring control terminals within Equitrac Office, follow this general workflow: 1 Set system-wide terminal options. System-wide options determine behavior and communication between Equitrac Office and external control terminals attached to your printers or copiers. Equitrac Office synchronizes control terminal behavior regular intervals. See System-Wide Control Terminal Configuration on page Add and configure each control terminal. Add new control terminals and set options for each one. See Adding & Configuring a Control Terminal on page Associate each control terminal with a physical device. Each control terminal must be associated with a physical device before it functions correctly. See Associating a Control Terminal With a Physical Device on page 58. Equitrac Office Administration Guide 53

54 Chapter 2: Managing Devices System-Wide Control Terminal Configuration Before you add control terminals, consider the communication requirements and the system-wide terminal configuration required for your deployment. Communication Requirements PageCounter terminals are configured for Static communication by default. You need to assign an IP address to each PageCounter device, and set the server IP address of the DCE component. Refer to the terminal documentation for details on device configuration. When you initially power on a PageCounter terminal connected to the network, DCE registers the device. The terminal displays in System Manager as an unassigned control terminal. See Adding & Configuring a Control Terminal on page 55 for details. NOTE: You can assign static IP addresses directly on the PageCounter terminal device. For NTS devices, you must use System Manager > Devices to assign IP addresses manually. System Configuration Options Click the Control terminals link to configure behavior and communication between Equitrac Office and external control terminals attached to your printers or copiers. Equitrac Office synchronizes control terminal behavior and appearance at regular intervals. To configure control terminals, do the following: 1 Open System Manager and navigate to Configuration > Devices > Control terminals. A Control terminal dialog opens. 2 Enter a timeout value in the Copier timeout field. The value is denoted in seconds and determines how many seconds before the copier times out. 3 Enter a time value in the Message display time field. This value is denoted in milliseconds and determines how long the message is displayed on the MFP. 4 Enter a PIN in the Administrator PIN field. 5 Enter a time value in the End session after field. This value is denoted in seconds and determines how many seconds of inactivity before the terminal times-out. 54 Equitrac Office Administration Guide

55 Chapter 2: Managing Devices 6 Select Display release menu to display three lines of print jobs and a fourth line of actions on the PageCounter terminal to allow the user to perform print release. Users can press the Up or Down arrows to select a job, then press Print to release the job, Delete to remove the job from the queue without printing it, or Back to return to the previous PageCounter menu. NOTE: Apply this option in environments that use only PageCounter terminals. Do not select this option if your environment uses a combination of PCS, XCP, and PageCounter devices. 7 Select Only release when device is ready to hold a print job until the MFP is ready. If this option is selected, a message appears on the PageCounter terminal indicating what is stopping the job from printing. 8 Select Purge print buffer upon user logoff (where supported) to stop a print job and purge it from the printer s memory once the user logs off. CAUTION: The purge print buffer functionality is not supported by all devices. For this to work with a PageCounter, the physical device in System Manager must be configured with the appropriate manufacturer and model name. CAUTION: The SNMP "Set" Community name in System Manager must be the same as on the physical device. See Configuring SNMP Communication on page 84 for more details. 9 To create the messages to display on the PageCounter terminal, click the ellipse button to the right of the Only release when device is ready option to open a Pagecounter Message dialog. 10 Enter up to four PageCounter messages, and click OK. 11 Click OK to save the settings. NOTE: Changes you make to control terminal configuration options do not update control terminals immediately you may have to wait up to one minute. Restart the Equitrac CAS and DCE services to apply your changes immediately. Some changes, such as local caching, require you to restart the Job Cost Prompt Adding & Configuring a Control Terminal When connected to the network and configured with CAS IP address, control terminals automatically contact DCE after booting up. Unassigned terminals appear in System Manager > Devices. To configure a control terminal, complete the follow steps: 1 You can associate the terminal with a single physical device or independent of a physical device. To associate a control terminal with a single physical device, right-click on a physical device in the Right pane, then select Add control terminal from the context menu. Equitrac Office Administration Guide 55

56 Chapter 2: Managing Devices To add a control terminal without associating it with a specific device, choose Add Control terminal from the list of current tasks. If you choose this method, see Associating a Control Terminal With a Physical Device on page 58 to complete the workflow at a later point. 2 In the Device interface summary dialog, enter a unique Name and a Description for the control terminal. The Server value defaults to the current DCE host. Change the server, if necessary, by selecting another server from the drop list. The Type automatically displays Control terminal. The Hardware address automatically displays when the control terminal contacts DCE. 3 If needed, override the copier type associated with your MFP device model to define a more appropriate copier type for your hardware. The Equitrac Office device database that maps MFP devices to copier types may not contain every available model. Select <Unconfigured> to use the physical device copier type, select <Default> to override the physical device copier type with the default copier type, or, select a copier type from the drop list. 4 Enter the IP address, Gateway IP, and Subnet mask for the control terminal. Equitrac Office returns this information to the device if you configure the device to use the modified BOOTP protocol for initialization instead of a static IP address. See your control terminal documentation for details on device configuration. The Terminal type automatically detects and displays the type of terminal when the control terminal contacts DCE. 5 Click Pricing to apply a default price list or primary and optional secondary price list to the control terminal for copy transactions. See Configuring Price Lists on page 183 for details. NOTE: Select the default price list to configure the control terminal to use the price list for the associated device. If you select an alternate price list for the control terminal, the control terminal price list overrides the device setting. 6 If you have enabled secure printing, configure the following control terminal functionality. See Enabling Secure Printing on page 206 for details. a Select a Rule set from the drop list for print transactions only. See Creating Print Rules on page Equitrac Office Administration Guide

57 Chapter 2: Managing Devices b Select a Control to specify the device s default functionality, as described in the following table. Control Option Description Control Terminal Prompt Copy and release Copy then release Provide copy and print release control for documents sent to the associated physical device. Enable the copier immediately upon authentication. If the user presses End, print functionality is available and control terminal prompts are displayed according to the Release Behavior that is configured. Select use: Print Copy End Select use: Copying End Copy only Provide copy control only. N/A Release only Provide print release control only. N/A Release then copy Release all documents immediately after the user authenticates, and enables copying. N/A NOTE: The default Control setting for new PageCounter terminals is <unconfigured>. The terminal does not work and displays the message "Device not fully configured. Contact Administrator" until you configure the Control option. c When configuring control terminals for copy transactions only, select a Rule set from the drop list. See Creating Copy Rules on page 244 for details. NOTE: Select the default rule set to configure the control terminal to use the associated device s own rule set. If you select an alternate rule set for the control terminal, the control terminal rule set overrides the device setting. d When configuring control terminals for print transactions only, select the Release Behavior to determine the device s default release behavior: Release Behavior Description Control Terminal Prompt All are released First is released Select to release Prompt The device releases all queued documents for the current user automatically after successful login. The device releases only the first queued document automatically after user login. User can select one or more documents to release or delete. The device prompts the user to release all or select documents for that user. N/A N/A Document1.txt Print Del End 1 documents found on local servers All Select End 7 Click OK to save these settings, or Cancel to close the dialog without saving any changes. Equitrac Office Administration Guide 57

58 Chapter 2: Managing Devices Associating a Control Terminal With a Physical Device Complete the following procedure to associate any unassigned control terminal with a single physical device. 1 In System Manager > Devices, switch to Standard view. The list of unassigned control terminals is shown after the devices. You may need to scroll down through the list of devices to see the unassigned control terminal group. Double-click this list to view all unassigned terminals 2 Right-click on a control terminal in the right pane and select Assign control terminal from the context menu. 3 Choose a physical device from the list in the Assign Control Terminal to device dialog. The right pane updates to display the new control terminal association. The terminal is listed as a subcomponent of the device you assigned it to 58 Equitrac Office Administration Guide

59 Chapter 2: Managing Devices Configuring Control Terminal Prompts To configure control terminal prompts, do the following: 1 In System Manager, navigate to Configuration > User interaction > Session flow. 2 To charge copies to a billing code, select Prompt for billing code after user authentication (at copiers). 3 Select the Required field in the Billing code prompt details section to force users to enter a billing code. 4 Select Prompt for billable to enable users to select if they wish to be billed for the particular job. 5 Enter a name in the Billable label field. 6 Validate billing codes against CAS when it is available and/or unavailable in their respective fields. 7 Select any Optional display fields that you wish to have during a user session. These fields can be displayed either at the start, end, or start and end of the user s session depending on the field. Account name The name of the user s account Account balance The user s account balance Session cost The cost of the user s session 8 Select the user type you wish to Acknowledge and accept or deny copy job cost from. All users Do not display 9 Click OK to save the settings. Equitrac Office Administration Guide 59

60 Chapter 2: Managing Devices Embedded Devices Embedded devices are manufacturer-specific software bridges that eliminate the need for a central print server since the MFP devices themselves track and report activity. Embedded devices handle the transfer of user authentication and transaction details between these devices and your accounting server database. Supported devices prompt users for valid user and account ID information for all walk-up copy, scan, and fax jobs. NOTE: Prior to version 4.1, Embedded Devices were formerly referred to as Controller Interfaces. Using System Manager > Devices, you can manually add and associate an embedded device with a single physical device. See Adding and Configuring Embedded Devices on page 322 for more information. In addition to the Equitrac Office product licenses (including DCE), one embedded device license is required for each manufacturer device. Supported Manufacturer Device Types Device type Canon CPCA Canon MEAP Fuji Xerox HP Edgeline HP LaserJet HP SecureJet Konica Minolta Kyocera Mita Oce Ricoh Basic Ricoh PPC3 Rioch PCC4 Sharp OSA Xerox EIP, JBA Description Formerly known as Canon Controller Interface. Supports most Canon ir devices. Supports Canon MEAP ir and ir-adv devices Supports Fuji Xerox APEOS devices Supports HP CM MFP models Supports HP LaserJet MFP models Supports HP MFP devices using SecureJet Supports Konica Minolta MFP models Supports a range of KM and CS models Supports a range of Oce MFP models Supports a range of Ricoh models Supports a range of Aficio models Supports a range of Aficio models Supports a range of AR and MX models Supports Xerox EIP & JBA features 60 Equitrac Office Administration Guide

61 Chapter 2: Managing Devices Configuration Options The configuration options under System Manager > Configuration > Devices > Embedded devices are similar for each device. To configure system-wide tracking properties for each device type use System Manager > Configuration > Devices > Embedded devices > Tracked activities. These options can be overridden at the physical device level. All devices have the same Tracking activities options. In fact, Tracking activities is the only configurable option for Canon MEAP, HP LaserJet, Konica Minolta, Oce, Kyocera Mita, and Sharp OSA. See Manually Adding and Configuring a Physical Device on page 45 for more information. Do not select the Print option if you plan to track printing via a server-based Equitrac printer port or workstation-based Equitrac direct IP printing. Other configuration information for each embedded device type is listed below: Canon CPCA refer to Canon CPCA Device Configuration in Appendix A Canon MEAP refer to Equitrac Embedded for Canon MEAP 1.4 Setup Guide or Equitrac Embedded for Canon MEAP 2.0 Setup Guide Fuji Xerox refer to Equitrac Embedded for FujiXerox Setup Guide HP LaserJet refer to Equitrac Embedded for HP LaserJet Setup Guide HP Edgeline refer to Equitrac Embedded for HP CM Setup Guide HP SecureJet refer to SecureJet Device Configuration in Appendix A Konica Minolta refer to Equitrac Embedded for KonicaMinolta Setup Guide Kyocera Mita refer to Equitrac Embedded for KyoceraMita Setup Guide Oce refer to Equitrac Embedded for Oce Setup Guide Ricoh Basic refer to Equitrac Embedded for Ricoh Basic Setup Guide Ricoh PCC refer to PCC3 Setup Guide or PCC4 Setup Guide Sharp OSA refer to Equitrac Embedded for SharpOSA Setup Guide Xerox EIP, JBA refer to Equitrac Embedded for Xerox EIP Setup Guide, or Equitrac Embedded for Xerox EPA-EIP Setup Guide. For JBA-based authentication, refer to Xerox JBA Device Configuration in Appendix A Equitrac Office Administration Guide 61

62 Chapter 2: Managing Devices VPSX Device Equitrac Office supports integration with LRS VPSX enterprise print output management using VPSX PersonalQs through Equitrac s embedded devices and PageCounter terminals. Multiple VPSX PersonalQs can be assigned to a device, enabling maximum flexibility in the case where a user has access to more than one PersonalQ. The user can simultaneously release jobs that are held in the Equitrac secure print queue as well as jobs which are held on PersonalQ(s). In addition to the Equitrac Office product licenses, one External Data Connector license is required for each DCE talking to an LRS server. Configuring a VPSX Device Use the System Manager > Devices link to configure a VPSX device in Equitrac Office. 1 To add a VPSX device to a physical device, right-click on a physical device in the right pane, then select Add VPSX device from the menu. 2 Enter a Name for the VPSX device. 3 The Server defaults to the current DCE host. You can change the server by selecting another from the drop-down list. 4 Enter the Destination printer URI. This information is provided by LRS, indicating the server name, port, and location on the server. 5 Click Add to open the VPSX PersonalQ URI dialog. 62 Equitrac Office Administration Guide

63 Chapter 2: Managing Devices 6 Enter the URI to identify the location of the PersonalQ where jobs are held in VPSX. This information is provided by LRS. Optionally, you can click Add again if you want to access more than one PersonalQ. 7 Click OK to save the configuration. Import LRS Transactions The EQLRSVPSXImport.exe utility imports transactions from LRS. Equitrac Office installs this utility by default on the accounting server in the Program Files\Equitrac\Office\ Tools folder. The command-line utility accepts commands in the following format: EQLRSVPSXImport.exe -f <filename> -a <acct_srv> VPSX transactions must be imported into Equitrac Office from a.csv file with the following fields: Prt_tcphost, Owner, Job Name, Ctime, Field not used, JobPages, Col, Duplex, Field not used, Pagesize, Field not used, Field not used, Guid Example: , jdoe, doc123, 2010/06/24T10:12:10, XXX, 5, y, n, XXX, A4,XXX, XXX, 1a1b1c1d1e General Workflow To release jobs held in the user s VPSX PersonalQ(s), do the following: 1 The user sends a print job to a VPSX configured MFP. The job is held in the PersonalQ until it is released. 2 The user logs into an Embedded device or PageCounter terminal, and accesses the Follow-You Printing function. 3 The user selects and releases the job(s) from the VPSX PersonalQ. Users can release multiple jobs on one or more PersonalQs on one or more print servers. Direct IP printing is supported. NOTE: Users can only print through a VPSX device, they cannot save or delete documents in the PersonalQ. Equitrac Office Administration Guide 63

64 Chapter 2: Managing Devices E-queues An e-queue is a virtual print queue that holds print jobs until the user releases the jobs to a specific printer. Unlike secure printing, an e-queue consolidates requests from more than one printer, holding all jobs in the virtual queue. You can define an e-queue as part of a pull group to enable users to pull documents from an e- queue to any of the printers associated with that particular pull group. For information on configuring pull groups, see Managing Device Pull Groups on page 209. Adding a New e-queue Use the Windows Add Printer wizard in the Control Panel > Printers dialog to manually add a port using the Equitrac Port Monitor. Configure the Equitrac port as an e-queue. Changing an Existing Equitrac Port to an e-queue Edit the properties of an existing printer definition using the Control Panel > Printers dialog. 1 In Windows, right-click on an existing printer definition and select Properties. 2 Switch to the Port tab. 3 Click Add Port. 4 Select Equitrac port and click New Port to access the Equitrac Office printer port wizard. At the welcome screen, click Next. 5 Select e-queue and configure port and queue options. 6 Configure the device as prompted by Windows. Configuring an e-queue Use the System Manager > Devices link to configure an e-queue in Equitrac Office. 1 Select the e-queue you want to configure to open the e-queue summary dialog. 2 Enter a Name and Description for the e-queue. The device Type displays e-queue. 64 Equitrac Office Administration Guide

65 Chapter 2: Managing Devices 3 Click Pricing to configure pricing at the e-queue level. You can apply a default price list, a primary and optional secondary price list, or a price list for specific departments for each applicable function for the e-queue. See Configuring Price Lists on page 183 for details on configuring price lists. See Customizing Standard Reports on page 279 for details on generating reports containing secondary price list data. NOTE: Generally, you define price lists for an e-queue s port or print queue. An e-queue s port or print queue price list overrides the e-queue s selected price list. 4 Enter a device Pull group for the e-queue, if desired. You can also Browse the list of all existing pull groups. Users can pull jobs from the e-queue to any physical device within the selected pull group. See Managing Device Pull Groups on page 209 for details. 5 If needed, select a printing Rule set for the e-queue. You must enable secure printing in order to apply rules and routing to e-queues. See Enabling Secure Printing on page 206 for details. 6 Click the link beside Printer Language to change the default printer language settings that manage the supported datastream interpreters for the e-queue s driver. Passthrough Printers Equitrac Office does not communicate directly with certain physical printers, such as those using proprietary communication protocols outside of Raw or LPR. A passthrough printer acts as a translator, converting print protocols between Equitrac Office and the target printer. Add and configure a passthrough printer to pass print transactions to a target printer that does not use the Equitrac Port Monitor and that Equitrac Office does not track. Users print to the passthrough printer, which sends the document to the target printer. Adding a New Passthrough Printer Use the Windows Add Printer wizard in the Control Panel > Printers dialog to manually add a port using the Equitrac Port Monitor. Configure the Equitrac port as a passthrough printer. Changing an Existing Equitrac Port to a Passthrough Printer Edit the properties of an existing printer definition using the Control Panel > Printers dialog. 1 In Windows, right-click on an existing printer definition and select Properties. 2 Select the Port tab and click Add Port. 3 Select Equitrac port and click New Port to access the Equitrac Office Printer Port wizard. At the Welcome screen, click Next. 4 Select Passthrough printer and select a target printer already defined. 5 Configure port and queue options. 6 Configure the device as prompted by the Add Printer wizard. Equitrac Office Administration Guide 65

66 Chapter 2: Managing Devices Configuring a Passthrough Printer Use the System Manager > Devices link to configure passthrough printers in Equitrac Office. 1 In Standard view, select the passthrough printer to open the Physical device summary dialog. 2 Enter a Name and Description for the target printer to which passthrough print jobs are sent. The Hostname/IP address contains the connection to the target printer. CAUTION: In the right pane of System Manager > Devices, the Hostname or IP address of the physical device stores the target printer name. Only update the Hostname or IP address if you change the name of your target printer. 3 Select the appropriate Manufacturer and Model for this device from the drop lists. 4 Enter the monthly volume in the Monthly volume field. 5 Enter the speed data in the Speed field. 6 Select Monochrome or Color settings in the Monochrome settings field. 7 Enter a descriptive location in the Location field. 8 Click Pricing to apply a price list to the passthrough printer. You can apply a default price list, or a primary and optional secondary price list for each applicable function on the passthrough printer. See Configuring Price Lists on page 183 for details on configuring price lists. See Customizing Standard Reports on page 279 for details on generating reports containing secondary price list data. NOTE: Generally, you define price lists for a Passthrough printer s port or print queue. A passthrough printer s port or print queue price list overrides the passthrough printer s selected price list. 9 If you plan to use the device for secure printing, configure release document device behavior. Select the At assigned control terminal option to release documents to the control terminal associated with the passthrough printer. 66 Equitrac Office Administration Guide

67 Chapter 2: Managing Devices Select the Release documents from pull group option to configure the passthrough printer to pull documents from a pull group for printing. Enter the desired pull group in the field or click Browse to select from existing pull groups. See Managing Device Pull Groups on page Select from the follow device settings, as necessary. Passthrough Settings Rule set Printer language Track mailbox & proof printing Tracking behavior DME server Description Apply a routing rule to jobs that are sent to this passthrough printer. If the job attributes match the routing rule, the rule is applied. See Routing Rules on page 225. Change the default printer language settings that manage the supported datastream interpreters for the passthrough printer s print driver. If there is no PageCounter control terminal associated with a printer, and you want to track print jobs that are sent as mailbox or proof jobs, you can set this option to At output time to have Equitrac track these jobs. By default this option is set to At send time because Equitrac does not know if the job is released, nor how many copies are actually printed in the case of proof printing. This option is not required when using an embedded solution such as Xerox or Canon Interface Controllers to track printing. By default, all devices that appear within System Manager are tracked in the Equitrac Office database. Select Do not track or record print transactions on this device when you do not want to track print or copy activity at a particular device, but you still want to control access to the device. Select Track and do not record print transactions on this device when you want to run a report to track the queuing history of a job (printed, deleted, or expired), but do not want to record the page count in the database. Select Track and record print transactions on this device when you want to run a report to track the queuing history of a job (printed, deleted, or expired), and want to record the page count in the database. If you installed the DME component, select the DME server that you want to manage this passthrough printer. The device appears in the DME console, and you can track the SNMP status from there. See Device Monitoring with DME on page 81. CAUTION: To ensure accurate document tracking, select the appropriate datastream interpreter/printer driver combinations for your devices. For example, to use the Postscript Page Interpreter, use a postscript printer driver. See Hardware & Interface Support on page 77 for details. 11 Click OK to save the passthrough configuration settings. Equitrac Office Administration Guide 67

68 Chapter 2: Managing Devices Workstation Devices Workstation devices are printers that Equitrac Office tracks using the Desktop Printing feature, which is available as part of the Equitrac Office Client installation. Any printer you can connect to a client workstation using LPT or USB qualifies as a workstation device. Workstations that print via direct IP to a networked printer should use the workstation direct IP printing (DRC) feature of the Workstation Client. Unlike workstation devices, DRC printers are not listed in the workstation view. Instead, they appear in the Standard view as if they were DRE printers. For complete details on Desktop Printing, see Enabling Desktop Printing on page 222. Workstation device registrations are created automatically in System Manager > Devices when users print from a workstation to a workstation device. The device is registered in Equitrac Office using the default settings. You can also add a workstation device manually, if needed. Configuring a Workstation Device Use the System Manager > Devices link to change workstation device properties in Equitrac Office. 1 Switch to Workstation View. 2 Click a workstation link to open the Workstation summary dialog. 3 Enter a Name and Description for the workstation device. The Server field displays the local print server. 4 Click Pricing to configure pricing at the workstation device level. You can apply a default price list, a primary and optional secondary price list, or a price list for specific departments for each applicable function on the workstation device. You can apply a basic price list to charge on a simple, per-page basis, or create and apply an advanced price list to track and charge for color attributes. See Configuring Price Lists on page 183 for details on configuring price lists. See Customizing Standard Reports on page 279 for details on generating reports containing secondary price list data. NOTE: Generally, you define price lists for a workstation device s port or print queue. A workstation device s port or print queue price list overrides the workstation device s selected price list. 5 Select a Tracking group option for the workstation device by selecting one of the following options: Non-tracked does not track the device. Tracked with popup tracks the device and displays a popup at print time. Silently tracked tracks the device without displaying a popup at print time. NOTE: You can change the tracking group of the workstation device by editing the device s configuration or by moving workstation devices between the three groups in Workstation view. See Workstation View on page 42 for details. 6 Click OK to save these settings, or Cancel to close the dialog without saving any changes. 68 Equitrac Office Administration Guide

69 Chapter 2: Managing Devices Configuring ecopy ShareScan Equitrac Office supports scan tracking on ecopy ShareScan using the Cost Recovery Connector protocol versions 2 and 3. When integrated with Equitrac Office, the user logs into the MFP with their Equitrac authentication information. The ecopy server is notified of a successful login and unlocks the ecopy Client to allow the user to perform their scan transactions. When the user presses Lock on the ecopy client to end their session, the ecopy client is locked and the scan transaction details are forwarded to the Equitrac server. The Cost Recovery Connector is proprietary ecopy software that always resides on the ShareScan OP server, regardless of whether the server and client components are on the same or separate machines. The Cost Recovery Connector handles communication between ecopy and the Equitrac DCE. The ecopy client may be a part of an MFP (ShareScan OP Client Embedded), or may be part of a discrete piece of hardware that resides next to the MFP (ScanStation). In the case of embedded ecopy clients, one ShareScan OP Server can manage up to 100 clients. However, if implementing the ScanStation OP solution, one ScanStation OP server is required per client. Both scenarios are depicted in the diagram below. Equitrac Embedded MFP ShareScan OP Client embedded on MFP CAS Database Ethernet ShareScan OP Server 1 server per 100 embedded ShareScan OP Clients DCE Equitrac Embedded MFP ScanStation OP Client & Server Integrated Scan Tracking Physical Device Setup Equitrac Office Administration Guide 69

70 Chapter 2: Managing Devices ecopy Pre-requisites Login to the ShareScan OP Server administration and configure the following properties specifically for Equitrac Office: Enable the connectors you plan to use (e.g. Scan to Desktop) Enable Activity logging Field separator you must define the ecopy default field separator as a comma (the default is typically a vertical line [ ]) Enable Cost Recovery, and enable the Show Lock Button option for the ScanStation interface Define port 9325 in ecopy configuration specifically for communication between the ShareScan OP server and the Equitrac DCE Configuration Pre-requisites The following pre-requisites must be met prior to configuring ecopy within System Manager: The MFP is connected to the network and is registered in Equitrac Office. Refer to Physical Device Configuration Workflow on page 44 for instructions. An ecopy compatible embedded device has been added. Equitrac Embedded for Canon MEAP, HP LaserJet, HP Edgeline, Konica Minolta, Kyocera Mita, Ricoh PCC, and Sharp OSA are compatible. An External Data Connector (EDC) license is required for each DCE server that communicates with an ecopy device. An Equitrac embedded license is required for each MFP. The ecopy ShareScan solution is installed and configured, and connected to the MFP. Ensure that all ecopy platform components are up and running. Also, register the MFP in ecopy; refer to your ecopy documentation for this step. Ensure you install and enable the Cost Recovery Connector component on the ShareScan OP server. Configure scan price lists in System Manager and assign the price list to the MFP in System Manager. For instructions, see Creating Scan Price Lists on page Equitrac Office Administration Guide

71 Chapter 2: Managing Devices To configure ecopy in System Manager 1 Open System Manager and click Devices in the left pane. 2 Right-click on the MFP you want to configure for scan tracking, and select Add embedded device from the menu. 3 Select ecopy from the Type drop-down list. 4 In the ecopy ShareScan options dialog, complete the following fields: Option Name Description ecopy server ecopy version Embedded (ShareScan) IP Server Server port Settings TripleDES Encryption Key Description Enter a name for this instance of ecopy Type a description if necessary Enter the IP Address of the ShareScan OP Server This is the protocol version of the Cost Recovery Connector Enter the IP Address of the ecopy Client if configuring scan tracking on the ShareScan OP Embedded client Enter the IP Address of Equitrac s DCE server Defaults to port 9325 and must mirror the port defined on the ecopy ShareScan OP server for communication with the DCE server. If the port is different on the ShareScan OP server, change this port number to match. Delimiter - Character used to separate transaction records Connection timeout - Value, in milliseconds, that closes the connection if no communication with the ScanStation OP server is established Inactivity timeout - Value, in milliseconds, when the connection with the ScanStation OP server times out if inactive. This key is supplied by ecopy for the version 3 protocol 5 Click OK to save the changes. Equitrac Office Administration Guide 71

72 Chapter 2: Managing Devices Configuring Default Media Properties You can configure default media properties contingent with output. Industry standard media sizes are available including legal, letter, statement, and so on. NOTE: This is only applicable to copies recorded by Equitrac control terminals. For information on control terminals, see Adding & Configuring a Control Terminal on page 55. This is not applicable when an enhanced copy control cable is used to connect the control terminal to the copier. To configure default media properties, do the following: 1 In System Manager, navigate to Configuration > Devices > Media to open the Media dialog. 2 Select a media size from the Default media size drop-down list and click OK. Enabling Scan-to-Me The Scan-to-Me feature allows you to scan a single or double-sided document and it to yourself. This feature works with Equitrac s Print & Copy Control application. Refer to Using Scan-to-Me in the Print & Copy Control Setup and Configuration Guide for more details. To enable this feature, do the following: 1 In System Manager and navigate to Configuration > Devices > Scan-to-Me and select Enable. 2 From the Settings section, select Enable advanced settings. Duplexing Single or Duplex Scan type Color or Monochrome 3 Select Enable CC field if you want to enter additional addresses. 4 Click OK to save the settings. 72 Equitrac Office Administration Guide

73 Chapter 2: Managing Devices Configuring DCE Caching DCE caching determines whether a user login is accepted or denied when CAS is offline. If DCE caching is "Disabled" when CAS is offline, then users cannot login. If DCE caching is 'Enabled' when CAS is offline, then DCE allows users to login only if they had previously logged in when CAS was online. For example, if DCE caching is enabled, and User1 authenticated while CAS was online, but User2 did not, then if CAS goes offline, User1 can still login, but User2 cannot login until CAS comes online again. Once CAS is back online, then User2 can login, and continue to login even if CAS goes offline again. To configure DCE caching, do the following: 1 In System Manager, navigate to Configuration > Security and authentication > User authentication to open the User authentication dialog. 2 In the CAS offline behavior section, select the Login caching from the DCE servers drop-down list. Disabled prevents user login when CAS is offline. Enabled allows only previously CAS-validated users to login when CAS is offline. 3 Click OK to save the changes and close the User authentication dialog. NOTE: Account limits are not enforced when DCE is operating without a connection to CAS. Billing codes are not validated when DCE is operating without a connection to CAS. Equitrac Office Administration Guide 73

74 Chapter 2: Managing Devices Setting up a Print Separator Page You can create a separator page on each device queue that is managed by a Windows DRE Print Server. The separator page is printed before each released print job on the device. Equitrac Office separator pages are compatible with standard Microsoft separator page logic, and also provide Equitrac Office-specific escape codes. If you have an existing Microsoft separator page, copy it in to the \Program Files\Equitrac\Office\Separator Pages folder on the DRE server, and make modifications to include Equitrac Office specific information. If you experience problems with a separator page, remove the Equitrac Office escape codes from the file, then ensure that the page prints correctly under a non-dre controller printer. Consult your Microsoft documentation for details. Although DRE is installed with a default separator page, it is not enabled on any device. The instructions below use the default separator page provided with Equitrac Office. 1 On the DRE server, open \Program Files\Equitrac\Office\Separator Pages\pcl.sep in any text editor. 2 Choose the escape character that you want to use. The default file uses the \ symbol, but you can choose any character you want. This character identifies the syntax used for all escape codes within the file. Choose a symbol that you do not want to print on the separator page. For example do not use symbol as the escape character if you want symbol to appear anywhere on the separator page (within an address, for example). 3 Enter the escape codes for the functions you want to print on the separator page. See Separator Page Escape Codes on page 75 for a complete list of codes, and an example. 4 Save the file using a new name with a.sep file extension in Program Files\Equitrac\Office\Separator Pages. 5 To apply the separator page, open System Manager > Devices, and open the device s print queue. 6 In the Separator pages field, type the name of the separator page, including the.sep file extension. 74 Equitrac Office Administration Guide

75 Chapter 2: Managing Devices Separator Page Escape Codes Escape Code Result on the Separator Page \N Prints the user name \I Prints the job number \D Prints the date was printed \T Prints the time the job was printed \L Prints all following characters until the next escape code. Use this code to add messages on the print separate page. For example, you could use: \L Job Name \Fpathname \Hnn \Wnn Prints the contents of the file specified by its path name. Prints the character defined by the nn variable. This variable is a hexadecimal ASCII code. See you printer manual for specific variable numbers accepted by your device. Sets the width of the separator page. The default width is 80 characters and the maximum width is 256. Printable characters that exceed this width are not printed on the separator page. \U Turns off block character printing \B\S Prints the text in single-width block characters \E Ejects a page from the printer. Enter this variable to end the separator page. Note that some printers detect this automatically. If you include the /E escape code and the printer generates an extra blank page between the separator page and the print job, remove this escape code. \n Skips a variable number of lines (represented by n) from 0-9 lines \B\M \@ \Q\b \Q\c \Q\n \Q\q Prints the text in double-width block characters Prints characters. You can use this escape code if you want to append the user name with the domain name for example. \N\@\L domain.com Applies the cost of the document that follows the test page, then prints the user or department balance Prints the cost of the document that follows the test page Prints the document name Prints the number of pages remaining in the User Accounts color quota, after this job is printed Equitrac Office Administration Guide 75

76 Chapter 2: Managing Devices The following example shows the contents of the default pcl.sep page and the result when the separator page is printed. Sets the escape code character Printer hexadecimal value to print the following text using a specific character Prints the user name in single-width block characters Prints the job number in regular characters Prints the date in regular characters Prints the Time in regular characters Ends the separator page \ \H1B\L%-12345X@PJL ENTER LANGUAGE=PCL \H1B\L&l1T\0 \M\B\S\N\U \U\LJob: \I \U\LDate: \D \U\LTime: \T The resulting print separator page, where USER is replaced by the actual user name 76 Equitrac Office Administration Guide

77 Chapter 2: Managing Devices Hardware & Interface Support Equitrac Office supports specialized hardware units, printer interfaces, and print job languages. You can configure your Equitrac Office environment to accommodate additional hardware devices or identify potential issues that may impact system performance. If you require more information, see your hardware manufacturer s documentation, or visit their website. Updating the Device Database When you install CAS, a device database is also installed to provide the software with known device configuration information and common supported devices. When this device database is updated on a product upgrade (to include the newest printer definitions for example), existing entries are not refreshed. For example, if a particular printer does not exist in the database when the printer is added to the system, the manufacturer and model fields are blank. If, after upgrade, the device information exists in the new version, the fields do not automatically update. To update the printer information, open the Physical Device properties dialog in System Manager and select the appropriate manufacturer and model from the drop-down lists. Printer Support Printer support varies based on the selected page counter. The following subsections describe the types of hardware drivers that each page counter supports. Printer Job Language (PJL) Page Counting The PJL page counter supports most Hewlett-Packard, Xerox Docuprint, Compaq PageMarq, and IBM network printers. PJL page-counting is independent of the actual printer driver used. This PageCounter counts page numbers only, not document attributes. Data Stream Interpreters These page interpreters handle print driver output for number of pages and some document attributes, such as color, paper size, duplexing, and finishing options. To ensure accurate document tracking, select the appropriate data stream interpreter/printer driver combinations for your devices. For example, to use the Postscript Page Interpreter, use a postscript printer driver. PostScript Page Interpreter Supports all PostScript Level 1-, PostScript Level 2-, and PostScript Level 3-based printers. Regardless of the make and model of the printer, ensure that you also use a PostScript-based printer driver when using the PostScript page interpreter. This interpreter collects document attributes from most PostScript print drivers. PCL3, PCL4, PCL5 Page Interpreter Supports PCL-based printers, including PCL3, PCL4, PCL5, PCL5e and PCL5c. Regardless of the make and model of the printer, ensure that you also use a PCL3, PCL4, or PCL5-based printer driver when using the PCL page interpreter. This interpreter collects document attributes from most PCL print drivers. Equitrac Office Administration Guide 77

78 Chapter 2: Managing Devices PCL6 Page Interpreter Supports PCL6- (PCL-XL-) based printers. Regardless of the make and model of the printer, ensure that you also use a PCL6-based printer driver when using the PCL6 page interpreter. This interpreter collects document attributes from most PCL6 print drivers. HP-GL/2. HP RTL Page Interpreter Supports HP-GL/2- and HP RTL-based plotters and large-format printers. Regardless of the make and model of the plotters, ensure that you also use a HP-GL/2-based printer driver when using the HP-GL/2 page interpreter. This interpreter collects document attributes from most HP-GL/2 print drivers. HP PPA Page Interpreter Supports PPA-compatible printers. Regardless of the make and model of the printer, ensure that you also use a PPA-based printer driver when using the PPA page interpreter. This interpreter gives page counts only, not document attributes. Ricoh IPDL-C Page Interpreter Supports all Ricoh IPDL-C-compatible printers. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver when using the Ricoh IPDL-C page interpreter. This interpreter collects document attributes from most IPDL-C print drivers. Ricoh RPCS Page Interpreter Supports all Ricoh RPCS-compatible printers. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver when using the Ricoh RPCS page interpreter. This interpreter collects document attributes from most RPCS print drivers. Canon LIPS Page Interpreter Supports all Canon LIPS-compatible printers. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver when using the Canon LIPS page interpreter. This interpreter collects document attributes from most LIPS print drivers. Canon BJ, IBM ProPrinter Page Interpreter Supports all Canon BJ-compatible and IBM Proprinter-compatible printers. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver when using the CanonBJ page interpreter. This interpreter gives page counts only, not document attributes. Canon GARO Page Interpreter Supports GARO-compatible wide-format plotters. This interpreter collects document attributes from most GARO print drivers. Canon UFR and UFR II Page Interpreters Supports UFR and UFR II-compatible wide-format printers. This interpreter collects document attributes from most UFR and UFR II print drivers. 78 Equitrac Office Administration Guide

79 Chapter 2: Managing Devices Kyocera Prescribe Page Interpreter The Kyocera Prescribe page interpreter supports all Kyocera-Mita Prescribe-compatible printers. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver when using the Kyocera Prescribe page interpreter. This interpreter collects document attributes from most Prescribe print drivers. CAUTION: For KPDL drivers you must select both Kyocera Prescribe and PostScript interpreters in System Manager. Epson ESC/Page Page Interpreter The Epson ESC/Page interpreter supports all ESC/Page-based printers. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver when using the ESC/Page page interpreter. This interpreter gives page counts only, not document attributes. Epson ESC/P Page Interpreter The Epson ESC/P page interpreter supports all ESC/P- and ESC/P2-based printers, such as the Epson MX, FX and LQ models. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver when using the ESC/P page interpreter. This interpreter gives page counts only, not document attributes. Genicom Page Interpreter The Genicom page interpreter supports Genicom line printers. This interpreter gives page counts only, not document attributes. Text Interpreter The text page interpreter supports text printing. You may use the text PageCounter, for example, if you are printing text output from DOS or UNIX-based applications. This interpreter gives page counts only, not document attributes. When you select this page counting option, you must specify the number of lines per page for text output. Comparing Page Counting Methods The following table analyzes Data Stream Interpreters and Job counters only. Interpreter Support for Color/Page size Notes PostScript The Datastream Interpreter requires CPU time on the print server because it examines print data on the way to the printer. PCL3, PCL4, PCL5 PCL6 HP-GL/2, HP RTL Ricoh IPDL-C Equitrac Office Administration Guide 79

80 Chapter 2: Managing Devices Interpreter Epson ESC/Page Kyocera Prescribe Support for Color/Page size Notes HP PPA Canon BJ, IBM ProPrinter Canon GARO Canon UFR and UFR II Epson ESC/P Genicom Text The Job interpreter does not support color or oversized options. However, this interpreter can be used with any Equitrac print monitor, and has a very low processing overhead. This interpreter is ideal for use with a plotter because it counts one page per print job. 80 Equitrac Office Administration Guide

81 3 Device Monitoring with DME Topics DME Workflow SNMP Communication Requirements Installing the SNMP Trap Service Configuring SNMP Communication Selecting Devices for DME to Monitor Viewing Device Status in DME Console Viewing Session Status in DME Console Creating Alert Rules Assigning Alerts to Devices Generating Device Status Reports Routing Based on Device Status Limiting PageCounter Auto-Release Behavior Based on Device Status The Device Monitoring Engine (DME) is an optional server component that gives an Administrator the power to identify potential device problems based on historical performance data. DME monitors Simple Network Management Protocol (SNMP) messages generated by specified devices for status information. Each time a status change message is intercepted, DME logs the information in the database. If the new status matches a pre-set alert condition on that device, a notification message is forwarded to designated individuals or desktops. You can view the current device status at any time within the DME Console, or you can run reports to ascertain the overall device health, and plan maintenance based on historical performance. This chapter provides information about: the workflow required to configure and use DME communication required between Equitrac Office components and SNMP devices to capture status change information creating Alert Rules that specify the faults you want to be notified about per device assigning rules to specific devices viewing status information within the DME Console generating reports to analyze system status information over time allowing DME to prevent automatic print job release from Control Terminals based on device status Equitrac Office Administration Guide 81

82 Chapter 3: Device Monitoring with DME DME Workflow Setting up DME to monitor devices is a straightforward task. The DME console automatically contacts CAS to determine the list of devices to monitor. Without any further configuration, you can view the current device status within the Device Monitoring Console, or you can generate reports within the Reports Manager to view historical status detail. However, if you implement more than one DME, you need to establish which devices are monitored by each DME respectively. In addition, if you want to be notified of faults as they occur, you can set up Alert Rules that send a notification message when a particular fault condition is met. After you establish the rules, you can apply them to one or more devices within the DME Console. Follow the workflow below to configure full DME functionality. The remainder of this chapter provides detailed information about each step in this workflow. 1 Ensure that the SNMPTRAP.EXE service is enabled on the DME server. This service must be installed and running to allow DME to listen for SNMP traps. See Installing the SNMP Trap Service on page 84 for instructions. 2 Select devices to monitor in System Manager. DME automatically contacts CAS to retrieve the list of devices to be monitored. Within System Manager, you can manually remove devices from DME monitoring, or assign devices to a particular DME. 3 Create alert rules in the DME Console. Create custom rules that are applied only when certain fault conditions are met. Alert rules include configuration notification options that alert specific Administrators when the fault occurs. NOTE: To use the DME Console, you must be a part of either the Administrator or Device Administrator group within System Manager s Access Permissions. 4 Assign alert rules to specific devices. Apply the rules to one or more devices. 5 Run reports to monitor device health and historical performance. Use Reports Manager to generate standard reports or custom reports that provide a historical performance analysis based on device status. 82 Equitrac Office Administration Guide

83 Chapter 3: Device Monitoring with DME SNMP Communication Requirements DME reports on device status by polling for SNMP status changes. Therefore, only SNMP-enabled printers and devices can be monitored by DME. DME continually polls for these status change messages, and for any status faults that match the Alert Rules you applied to one or more devices. When DME intercepts a status change message, it performs the following tasks in order: 1 Logs the start time of the fault and updates the device status in its database. 2 References the list of Alert Rules. 3 Applies all rules whose criteria matches the device and fault condition. 4 When the status changes again, DME logs the end time of the fault and once again updates the device status. 5 Sends device status information to CAS to use for reporting purposes. DME maintains the list of status changes in its database, including the start and end time of each fault. The end time remains NULL until the status of the device changes. When the end time is set, the fault is considered "closed". Only closed faults are forwarded to CAS, so reports reflect device faults that have been resolved only. DME also holds faults that were closed within the last 7 days in its local database. The diagram below depicts the communication workflow between the DME component, SNMP-enabled devices, and CAS when the DME Console service first launches or is refreshed. CAS Database 1 2 Load Monitored Device List 3 Request Monitored Device List Update Device Status DME Console DME SNMP status changes SNMP-enabled Devices DME listens for SNMP status changes on monitored devices Equitrac Office Administration Guide 83

84 Chapter 3: Device Monitoring with DME Installing the SNMP Trap Service Windows Server 2003 and 2008 do not install the SNMPTRAP.EXE service by default. Complete the following steps to ensure that SNMP communication is enabled on the DME server. If this communication is not enabled, DME is unable to monitor SNMP traps. 1 On the DME server, open the Add/Remove Programs dialog. 2 Click Add/Remove Windows Components. 3 From the list of components, check Management and Monitoring Tools, then click Details. 4 Check the Simple Network Management Protocol option, then click OK to close the dialog. 5 Click Next to install the selected Windows options. Configuring SNMP Communication Configuring SNMP communication is essential in better managing your network activity. You can configure community name and behavior to affect all DME monitored devices at the global setting. To configure SNMP communication, do the following: 1 In System Manager, navigate to Configuration > Network environment > SNMP configuration. An SNMP configuration dialog opens. 2 Enter your community names in the Get and Set fields respectively. CAUTION: If you change the default names in System Manager, you must also change them on all of your physical devices to match, in order for SNMP communication to work. Consult your MFP manufacturer s documentation for information on changing these settings. 3 Enter a polling interval value in the Polling interval field. NOTE: It is recommended that you choose a polling interval value that is not too low so that network traffic is properly accounted for. 4 Click OK to save the settings. 84 Equitrac Office Administration Guide

85 Chapter 3: Device Monitoring with DME Selecting Devices for DME to Monitor When you install DME, Equitrac Office automatically assigns all physical devices to DME for monitoring. If you installed only a single DME component, you do not need to perform any additional configuration to ensure that devices appear in the DME Console. If, on the other hand, you deployed multiple DME components, you must decide which devices each DME monitors. 1 In System Manager, click Devices. 2 Select any physical device to view its properties. 3 Select a DME server from the list located in the bottom right corner of the Physical device summary dialog. If you prefer not to monitor a particular physical device with DME, you can set the DME server field to None. The DME Console does not monitor the status of the device nor does the device appear in the Console. Equitrac Office Administration Guide 85

86 Chapter 3: Device Monitoring with DME Viewing Device Status in DME Console The Device view within the Console provides a complete set of device properties and device status information at a glance. DME listens for SNMP status changes on each device, then updates CAS if the status changes. The Message view displays all DME generated messages, event log message, and DME service start and stop events. Status information is shown in the Device view and in the Devices properties dialog. To view the device properties, you can select the device from the Hostname column, or right-click the device and select View properties. NOTE: Within the DME Console, the status column is updated only when you press the Refresh button. If you are checking the current status of a device within the Console, make sure you refresh the window to force the Console to retrieve the current status information from the DME component. If DME cannot populate the device type information (i.e. it was not provided when the device was added to Equitrac Office), the DME Console retrieves the information from SNMP data. DME then populates the Manufacturer and/or Model fields with the retrieved data, followed by an asterisk *. 86 Equitrac Office Administration Guide

87 Chapter 3: Device Monitoring with DME Use the following table to map the status code to the SNMP fault condition that has occurred on the device. Status Down Empty input tray Full output tray Missing input tray Missing marker supply Missing output tray Near full output tray Not available Offline Overdue Maintenance Paper jam Paper low Paper out Toner low Toner out Unreachable Warning Description The printer is reporting its status as DOWN, but DME cannot determine the cause. DME has received an unrecognized error status. A job cannot continue because there is no medium in the specified input tray. The output tray is full and jobs cannot be printed. An input tray has been removed from the device. The marker supply has been removed from the device. Marker supply refers to the toner, ink, dye, etc. that is specifically used on this device. The output tray has been removed from the device. The output tray has almost reached capacity. Jobs are not printed when the tray reaches capacity. The device is not online, or is shut down. The device has been set to offline mode. The maintenance date has passed, as per the date set on the device by a service person or Administrator. Paper Jam Paper is low Paper is out Toner is low Toner is out DME did not receive a reply when asking the device for its status. The device is reporting a general status warning, but DME is unable to specify the cause. For example, some printers report a warning when a paper tray is empty, even though that tray is not requested as the paper source for a print job. Equitrac Office Administration Guide 87

88 Chapter 3: Device Monitoring with DME Viewing Session Status in DME Console The Device view within the console provides session status information at a glance. The session column indicates the current session status on an associated PageCounter or embedded device, when available. A session can be in one of three states: Active a session is active on the device Inactive no session is active on the device Offline the device is not connected (this only applies to PageCounter devices) If the session state cannot be determined (such is the case with Xerox JBA), or if there is no embedded device or PageCounter attached to the physical device, nothing is displayed in the session column. 88 Equitrac Office Administration Guide

89 Chapter 3: Device Monitoring with DME Creating Alert Rules If you want to be notified when a specific fault occurs on a device, you can create an alert rule that DME applies when the fault criteria is met. You can apply one alert rule to multiple devices, or multiple rules to a single device. For example, you may want to monitor one high-traffic device for both toner low and paper low messages, but another less-used device for toner out and paper out only. To create alert rules within the DME Console, select Alert rules, then click <Add...>. There are three facets to each alert rule: Name, Action, and Criteria. Name Each rule must have a unique name. The rule is stored within the CAS database. Use the name to identify the rule within the DME Console. You can optionally include a description of the rule which allows other Administrators to understand the rule criteria at a glance from within the DME Console. Action Select one or more notification methods that DME uses when the Rule s criteria is met. By default, and Event Viewer are selected. The table below describes what happens if you choose each options. Notification Method Event viewer Description Logs an event in the Windows Event viewer. Sends a standard or custom message to designated addresses. If you select this method, you must also select recipients. Enter one or more recipients in the space provided, separated by semi-colons. You can optionally create a custom notification message that is used in the body of the . Note: You must configure the Mail Server if you the system to send messages. See Configuring the Mail Server for Notifications on page 176. Equitrac Office Administration Guide 89

90 Chapter 3: Device Monitoring with DME Notification Method Network pop-up Console Description Sends a network pop-up message to specified users. If you select this method, you must enter the network computer names or IP Addresses in the Computers field. To send the notification to more than one user, separate the computer names with a semi-colon. Sends a pop-up message to the machine where the DME Console is installed. Criteria Criteria refers to the type of fault that initiates the notification. Criteria optionally refers to the duration and frequency of occurrence. DME can monitor SNMP-enabled devices for the following fault types: Down Empty Input Tray Full Output Tray Missing Input Tray Missing Marker Supply Missing Output Tray Near Full Output Tray Not Available Offline Overdue Maintenance Paper Jam Paper Low Paper Out Toner Low Toner Out Unreachable Warning You can select one or more fault types in the Alert Rule criteria. If a selected fault occurs on a device to which you assigned the Alert Rule, the Action options are applied. If you want to receive separate alerts for more than one type of fault per device, you must create a separate rule for each fault type, then apply the rules to each device as needed. NOTE: Although you can select multiple fault types, as a best practice limit each rule to a single fault only. An alert is triggered only when a status change is detected while the device is in its ready state. If one fault triggers an alert, and another fault is triggered before the device resets to ready, a second alert message is not generated. Instead, ensure that you select a single fault type per alert rule. If you want to receive notification of a fault only if the fault continues to occur for a period of time, you can set the Fault active for field. For example, if you want to receive notification when devices are Unreachable for five minutes or more, set the Fault active to 5 minutes. If the device was unreachable only for a reboot, it is likely that the device comes back online before 5 minutes is exceeded. The notification message is sent only when the Unreachable status persists for the period of time you indicate. Use this setting to minimize the possibility of a false alarm, and eliminate the need for an Administrator to follow up on false alarms. 90 Equitrac Office Administration Guide

91 Chapter 3: Device Monitoring with DME Alternatively, you can hold the notification message until the same fault has occurred a set number of times. For example, if you want to monitor a device for recurring paper jams, you can set the number of occurrences to 5 jams over the course of 2 days. The notification is sent only when these conditions are met, rather than each time there is a paper jam on the device. Note that an alert is a one-time event. Once DME performs the Action dictated by the alert rule, the notification is sent just once. If you want to be notified more than once of a particular status change, you can use the Fault active for or At least options. For example, if users within your organization are expected to fix paper jams themselves, you might want to be notified when the paper jam first occurs, then every 5 minutes. After 20 minutes, you fix the jam yourself, or call someone to do it. To accomplish this, create the following alert rules, and apply them all to the device: Rule Name Fault Fault Active for Paper Jam Paper Jam 0 minutes Paper Jam - 5 minutes Paper Jam 5 minutes Paper Jam - 10 minutes Paper Jam 10 minutes Paper Jam - 15 minutes Paper Jam 15 minutes Paper Jam - 20 minutes Paper Jam 20 minutes Creating Custom Alert Messages Alert Messages use standard default message text unless you specify a custom message. Within the custom message window, enter the text and substitution values you want the notifications to contain. Equitrac Office Administration Guide 91

92 Chapter 3: Device Monitoring with DME DME replaces the substitutions used with the actual fault type, occurrence, duration, or device type values that are logged for the fault condition that cause the notification. For example, the notification message sent to the user might state: "Warning: A paper jam has occurred 5 times on the HPLaserJet." Custom messages can contain any text that you want, plus the variable substitutions described in the table below. Substitution Description %1 or %f Inserts the fault type that triggered the alert. Fault types may be: Down, Offline, Paper Jam, Paper Low, Paper Out, Toner Low, Toner Out, Unreachable or Warning. %2 or %o The number of times the fault has occurred. If your Alert Criteria uses the At least field, include the number of occurrences within the message. %3 or %t The length of time the fault has been active. Duration is calculated using the start time field logged in the DME database when the fault first occurred. If your Alert Criteria uses the Fault active for criteria, include this information in the message. %4 or %n The name of the device on which the fault occurred. %i The IP Address of the device on which the fault occurred. %l The physical location of the device on which the fault occurred. %d The description of the device, as created in System Manager, on which the fault occurred. Assigning Alerts to Devices Alert Rules are effective only after you apply them to one or more devices within the DME Console. 1 To assign a rule, right-click on a device in the Devices view and select Assign alert rules from the menu. 2 From the list of available alert rules, select as many rules as you want to apply to the device, and click OK. To view the Alert rules applied to a device, click on a device Hostname to open the Device Properties dialog. In the properties dialog, click the Alert rules link, open the Alert rules dialog. 92 Equitrac Office Administration Guide

93 Chapter 3: Device Monitoring with DME Generating Device Status Reports Reports Manager provides device status reports that you can use to analyze device health over time. 1 To view these reports, open Reports Manager and expand the Analysis list. Use the following table to determine what report to run. Report name Report contents When to run the report Device Availability Device Faults Device Faults vs. Usage % offline % online % unreachable Total Down Unreachable Warning Total Faults Total Pages Faults per 1000 pages Determine the percentage of time a device is offline or unreachable. Determine if a service call may be required for particular devices based on how often the device is down, unreachable, or in a warning state. Determine how often a device is down in direct relation to the amount of usage on the device. Equitrac Office Administration Guide 93

94 Chapter 3: Device Monitoring with DME 2 Click on the report you want to view. The Select report criteria dialog opens. a Select a time frame to run the report from the Date drop-down list. b Select the number of events to view from the Limit drop-down list. 3 Click OK to open the report. You can change the default contents displayed in a report to suit your tracking needs 1 To change the report contents, select View > Configure Report Layout. 94 Equitrac Office Administration Guide

95 Chapter 3: Device Monitoring with DME 2 From the Columns to display list, select the categories you want in the report. The defaults are pre-selected from the list. 3 The Label field displays the default name that corresponds to the selection. You can use the default or enter a custom label for the column. 4 The Width field represents the percentage of how wide the column appears in the overall width of the report. You can set the column width as you desire, but if the selection exceeds 100% of the report s total columns width, a Configure report layout warning pops up. If the warning appears, you have three options: Option Yes No Cancel Result Automatically adjusts the new and existing columns to add up to 100% of the overall report width. Exits without adjusting the column widths to equal 100%. The column is added to the report, but since it exceeds the total columns width, it does not display Return to layout dialog and enter a different value. Equitrac Office Administration Guide 95

96 Chapter 3: Device Monitoring with DME Routing Based on Device Status In a typical environment, the print queue backs up when a device is down. Unaware of the device status, users continue to send jobs to the printer and become frustrated when they cannot get their print jobs. In combination with the Rules & Routing feature, DME solves this problem. You can create rules that logically re-route print jobs sent to a device that is in a specified fault status for a designated period of time. Within System Manager > Rules & routing, select Add rule set from the list of Current tasks. Check Device status, then choose a particular fault condition that causes jobs to be re-routed. When DME intercepts a device status condition that matches the routing rule, it notifies DRE. DRE then directs any jobs waiting in the device s print queue as per the redirect criteria are met. If a print job is already started on the device, it is not rerouted. You can also specify a fault duration for the rule. In the case of a Paper Jam, a user often comes along and fixes the jam immediately. If you set the duration, the device must be in the fault state for at least that period of time before the routing rule is applied. Most likely, a user fixes a paper jam within 5 to 10 minutes, so you might want to set the routing rule to re-route jobs only after the status has not changed in 10 minutes. CAUTION: Do not enable status-based routing if you are using Follow-You Printing. The settings for these options conflict and produce unexpected behavior. Choose one option only. 96 Equitrac Office Administration Guide

97 Chapter 3: Device Monitoring with DME Limiting PageCounter Auto-Release Behavior Based on Device Status You can prevent a PageCounter from releasing print jobs automatically when the device status is not online. In System Manager > Configuration > Devices > Control terminals, enable the Only release when device is ready option located in the Release Options section. NOTE: The device controlled by the control terminal must be monitored by DME. If the control terminal release behavior of the control terminal is set to All are Released or First is Released, DCE contacts DME to determine the status of the device controlled by the terminal. If the device status is anything other than Online, the jobs do not release automatically. For more information on setting the control terminal release behavior, see Release Behavior on page 57. Equitrac Office Administration Guide 97

98 Chapter 3: Device Monitoring with DME 98 Equitrac Office Administration Guide

99 4 Using PageCounters Topics Running in Local Mode Setting the Prompt Language User Identification at the Terminal One-Step Copy and Print Release Multi-Server Follow-You on the PageCounter Releasing Print Documents Copy Control PageCounter Troubleshooting HID Encoding If your deployment requires PageCounter control terminals to release print documents to a printer or enable access to a copier, you need to understand how various configuration options change the prompts users see on the terminal devices. This chapter provides information to: plan for offline usage if required understand the presentation sequence and information required for the control terminal prompts troubleshoot error messages that may appear on the control terminals For information on PageCounter behavior when Send To printing and/or Follow-You Printing is configured, see Advanced Printing Configuration on page 205. Equitrac Office Administration Guide 99

100 Chapter 4: Using PageCounters Running in Local Mode Equitrac Office validates user identification and billing code information for PageCounter control terminals against the CAS database. If the connection to the DCE component is lost, users may not be able to identify themselves and complete transactions at their workstations or at print or copy control terminals. Create a plan that accommodates system downtime and allows users to continue to copy or complete their transactions against cached data. The topics below provide several possible options to offset print and copy downtime. Local Caching You can configure your control terminals to locally cache PINs and billing codes as users enter them. The terminal can validate against locally cached data if the connection to DCE is lost. CAUTION: When DCE is unavailable, print release is not supported. Users cannot complete print transactions until the connection to the DCE database is restored. When you enable validation against cache data, if DCE is unavailable, the terminal display screen includes a <local> label. The PageCounter control terminal validates PIN and billing code data against cached data and enables users to complete their copy transactions. The PageCounter terminal stores transactions locally while DCE remains unavailable; the terminal uploads transactions to Equitrac Office when the connection to the DCE database is restored. To enable this feature open System Manager, then click Configuration > Security and authentication > User authentication. Enable the DCE servers option. The control terminals must be restarted to allow the change to take effect. The Client Billing prompt supports local system caching of billing code information. When you enable local system validation, the PageCounter terminal validates billing codes against cached data and enables users to complete their transactions. The PageCounter terminal stores transactions locally while DCE remains unavailable; the workstation uploads transactions to Equitrac Office when the connection to the DCE database is restored. Local Mode When a user approaches the terminal to log in, the user may see the message <local> on the screen indicating that the terminal supports local mode. The user can continue to identify yourself and log in; however, a terminal running in local mode only supports copy control functionality, so the user can access the copy device to make photocopies only. When the terminal is in local mode, users cannot release documents to a printer and instead receive the following message: Release is not available in offline mode. However, if the terminal is in local mode AND the terminal is set to Deny Access, any login is accepted at the terminal. See Adding & Configuring a Control Terminal on page 55 for additional details. 100 Equitrac Office Administration Guide

101 Chapter 4: Using PageCounters Setting the Prompt Language When Equitrac Office was installed, the installation wizard prompted for the language setting to use for all components within the deployment. This setting included the PageCounter prompts. For example, if you selected a French installation of Equitrac Office, PageCounter prompts display in French. However, you might want to manage the system in English, but users need to see the prompts in Spanish. Follow this procedure to change the language displayed on the prompts: 1 On the CAS server, rename the Default.tsm file located in Program Files\Equitrac\Office\Accounting Service\Redist\Termserv. 2 Copy the desired language.tsm file from the Equitrac Office installation CD to the folder above. 3 On the DCE server, restart the Equitrac Office DCE Service. 4 If local mode is enabled, you need to restart the terminals. Otherwise, the terminals restart as soon as the DCE service is stopped. User Identification at the Terminal When a user approaches the PageCounter terminal, they are prompted to identify themselves. Depending on the control terminal s configuration, the user can enter their primary PIN using the numeric keypad or by swiping a card. The terminal may display one of the following prompts: Enter ID Swipe card Swipe card or enter ID If the terminal prompts to Enter password, the user must key in their secondary PIN to further authenticate themselves. The PageCounter ensures that the user credentials are valid while displaying the message Accessing account information. NOTE: If the credentials do not match the system, or if the user enters credentials for a locked account, the PageCounter displays the message Invalid Account, and returns to the initial user identification screen. The user must enter identification codes carefully and seek further assistance from your system administrator if their login is not successful. Optional PageCounter messages can include account name, account balance, or PIN management information. The user account name can appear at the start of the session, and the account balance information can appear at the start, end, or start and end of the session. Joan Smith Balance: $5.50 NOTE: DCE performs a dynamic public/private key exchange with the control terminal at the beginning of each session. This eliminates the need for fixed encryption keys and can reduce the risk of network sniffing. If the PageCounter firmware does not support dynamic encryption keys, the connection automatically uses the conventional fixed encryption key. Equitrac Office Administration Guide 101

102 Chapter 4: Using PageCounters One-Step Copy and Print Release You can configure each PageCounter to release all held documents for the user immediately after the user authenticates. Copying is also enabled. This saves the user from having to select individual documents to release, and enables copier usage on multi-function devices much more quickly. The user can authenticate with any method: swipe card, PIN, or a combination of both. In System Manager, click on Devices, then select the control terminal device you want to configure. In the Control drop-down list, select Release then copy. For more information on control options, see Adding & Configuring a Control Terminal on page 55. Multi-Server Follow-You on the PageCounter When multi-server Follow-You Printing is enabled, the prompts on the PageCounter terminals change. See Follow-You Printing Configuration Workflow on page 212 for instructions to enable this option on the server. After the user authenticates at the terminal, they are prompted to select use (Print or Copy). When the user presses F1 for print, the prompt appears as follows: [X] Documents found on local servers All Select Find The user can press F3 to locate a print server. When multi-server Follow-You is enabled, the prompt appears as follows: Choose server name or search all Choose Search Find Users are also able to see all print jobs available to them, regardless of the server or workstation they were printed from. When multi-server Follow-You is not enabled, the Find option is replaced with the Back option. The user can then press F3 to search for a document across print servers. The next prompt appears as follows: [Print Server Name] [Print Server Name] The user can use the arrow keys on the terminal to select a print server. The terminal then contacts DCE to locate print jobs on the selected print server. The user can then select their queued documents for release. 102 Equitrac Office Administration Guide

103 Chapter 4: Using PageCounters Releasing Print Documents You can configure the PageCounter to release all documents for a user, release the first document sent to the printer, or manage selected documents. If the PageCounter is configured to release all documents or the first document, no further data is needed. Documents are released to the printer once the user logs in. If the PageCounter is configured to manage selected documents, users must select a document from the list to release it. If the PageCounter is configured to prompt for release, users can select individual print transactions, or select the Print All option on the PageCounter terminal to release documents to the printer. The PageCounter screen truncates document filenames in the following ways: Documents with a.doc extension are truncated at the beginning to remove application name details. For example, by default, a Microsoft Word document filename includes Microsoft Word-document.doc. The terminal truncates much of the Microsoft Word characters, leaving much or all of the document.doc filename intact. Web documents are truncated at the end to display the beginning of the URL. For example, the terminal truncates the address to display leaving much of the main web address intact. Documents without extensions are truncated at the end to display the beginning of the document name. For example, a Microsoft Word document filename that does not contain an extension displays as Microsoft Word only. The PageCounter prompts to print or delete the document: Document1.txt PrintDelEnd Users can press the corresponding function key (F1, F2, F3) below the terminal screen to select an option. Print releases the document to the printer; Del deletes the document. The PageCounter returns to the list of documents to continue. NOTE: If there are no documents in the queue to release for the logged in user (or for that release key), the PageCounter displays the message: No documents to release... At the end of a session (if configured) the PageCounter displays the number of jobs and the session cost: 6 jobs ($4.20) Equitrac Office Administration Guide 103

104 Chapter 4: Using PageCounters Document Release Cost Summary You can also configure the PageCounter to prompt the user to accept the document release cost before the terminal releases documents to the printer. Depending on its configuration through the accounting server, the terminal can calculate and display the cost of the first, all, or selected documents in the release queue. When cost summary is enabled, the terminal prompts the user to accept the job cost before releasing the specified documents. 3 jobs ($2.40) Yes No If the users selects NO, documents are not released to the printer and the prompts return to the document list, or end the terminal session. 104 Equitrac Office Administration Guide

105 Chapter 4: Using PageCounters Copy Control Copy jobs provide a number of different prompts to the user. If configured, the user may be prompted to enter a billing code number and to specify whether the copy transaction is billable or not. Billing Code The user can enter the billing code number via the keypad. If an invalid code is entered, the PageCounter displays the message Invalid Billing Code. The PageCounter may prompt users to specify whether or not the job is billable for reporting purposes, if configured. Equitrac Office charges every transaction to the specified billing code account, regardless of whether a transaction is billable or non-billable. Billable YesNo When the PageCounter terminal receives all required data, it unlocks the copier for use and displays the following message: Copying... End The user can make photocopies and then press the corresponding function key (F3) to end the session at the device. As the session ends, if configured, the PageCounter displays the number of pages and the session cost: 6 pages ($4.20) NOTE: If the session times out before the user has finished making the photocopies, the PageCounter terminal displays the message Ending session and returns to the initial identification screen. Copy Control Cost Summary The PageCounter can be configured to prompt the user to accept the copy job cost before the terminal enables copier access. When enabled, the terminal prompts the user to enter the number of copies they want to make at the copier: Enter max pages The terminal calculates and displays the cost summary on the terminal screen and prompts the user to accept the job: 3 pages ($2.40) Yes No If the user selects YES, the terminal provides access to the copier; however, the terminal limits the user to the maximum number of copies specified. When the user reaches the total number of copies, the session ends. Equitrac Office Administration Guide 105

106 Chapter 4: Using PageCounters PageCounter Troubleshooting The following table describes the error messages the PageCounter terminal can display and provides troubleshooting tips on how to fix the errors. PageCounter Error Message Equitrac Corporation PageCounter Sending Boot Message Waiting for Initialization Device not fully configured Contact Administrator Accounting Server connection error!!! Contact Administrator Description The PageCounter terminal is completing its initial boot-up sequences in order to attempt to connect to Equitrac Office. If the terminal does not complete its initial boot-up sequences and continues to display the error message: Ensure that the Equitrac Office DCE and CAS services are running. Ping the terminal to ensure that the terminal can be reached on the network. Assign a static IP address to the terminal. See the PageCounter Administration Guide for details. The PageCounter terminal is attempting to establish a connection with Equitrac Office. The terminal removes this message when it moves to one of two states: Sitting idle and ready for user identification. Users can log in and use the terminal. Requiring additional Equitrac Office configuration. See the error message below for details. The terminal requires additional Equitrac Office configuration information. In Equitrac Office, open System Manager > Devices. Open the terminal configuration dialog and select a Control option from the list to define terminal functionality as copy only, release only, or copy and release. See Adding & Configuring a Control Terminal on page 55. Assign the terminal to a physical device. See Associating a Control Terminal With a Physical Device on page 58. Restart the Equitrac Office CAS and DCE services and reboot the terminal to apply your terminal configuration changes immediately. The device has lost its connection to the Core Accounting Server (CAS) and may switch to offline mode, if configured. The PageCounter terminal may recover its connection automatically. If the terminal does not recover its connection: Ensure that the Equitrac Office DCE and CAS services are running. Ping the terminal to ensure that the terminal is reachable on the network. If you restart Equitrac services, reboot the terminal. 106 Equitrac Office Administration Guide

107 Chapter 4: Using PageCounters PageCounter Error Message Connection Lost/Resetting Number of licensed devices exceeded. Contact Administrator Description The device has lost its connection to the Device Control Engine (DCE). The PageCounter terminal may recover its connection automatically. If the terminal does not recover its connection: Ensure that the Equitrac Office DCE and CAS services are running. Ping the terminal to ensure that the terminal is reachable on the network. If you restart Equitrac services, reboot the terminal. Equitrac Office is not fully licensed for the number of control terminal devices. Open System Manager > Licensing and ensure that Equitrac Office has enough valid Device Server Licences to support the number of connected terminals on the network. Update Equitrac Office component licensing as required and reboot the terminal. Equitrac Office Administration Guide 107

108 Chapter 4: Using PageCounters HID Encoding You can use HID cards to let your users to identify themselves at the PageCounter terminal just as though they were using a magnetic stripe or other supported proximity card. To configure HID cards to function with the PageCounter terminal, you must identify how your HID cards are encoded with your facility and ID codes and how that information relates to the user PIN data in Equitrac Office. You can then configure the Equitrac server to interpret the data it receives and use it to identify your users. To configure the PageCounter terminal to accurately read HID cards, you require the following: 1 Ensure Equitrac Office is running. 2 Ensure you are still running the correct PageCounter control terminal firmware version. Firmware versions prior to do not support the HID decoding described in this document. 3 Ensure that the type of HID proximity card you are using is supported. See Supported HID Card Types on page 109 for details. 4 Write down the following HID card encoding information: Facility Start the position in the raw bitstream (0 based, left to right, inclusive) where the Facility code begins. Facility End the position in the raw bitstream (0 based, left to right, inclusive) where the facility code ends. Facility Width the number of expected decimal digits representing the facility code from among the string of numbers returned by the PageCounter. ID Start the position in the raw bitstream (0 based, left to right, inclusive) where the ID code begins. ID End the position in the raw bitstream (0 based, left to right, inclusive) where the ID code ends. ID Width the number of expected decimal digits representing the ID from among the string of numbers returned by the PageCounter. NOTE: The terminal returns a single value comprising of both the facility code (if used) and ID (facility + ID). If you do not know the encoding used on your HID proximity cards, this document provides a reasonable method to ascertain your card encoding. See Determining HID Card Encoding on page 112. However, if you do not succeed in discovering your card encoding using the method provided, contact your HID vendor for assistance. 108 Equitrac Office Administration Guide

109 Chapter 4: Using PageCounters Supported HID Card Types The following is a list of supported HID card formats. The illustrations shown for each card is from HID s product data sheets. However, refer to the HID Web site in case of discrepancy. RFID Carrier frequency The RF signal used to exchange information between the powered card reader and the passive card can operate at many different frequencies and ranges (125 KHz carrier frequency, or Mifare and Legic standard using a MHz carrier frequency). HID offers a variety of products using different carrier frequencies and standards (HID IClass cards, HID Corporate 1000, HID Mifare, and others). However, since the PageCounter control terminals have HID readers using a 125KHz carrier frequency, only certain card formats can be read by the PageCounter terminal. Card Numbering and Labelling All cards have the following numbering system printed on them for distribution purposes: Card ID Number: Sales Order Number: YYYYYYYY-YY Format: YYYYYYYY-YY These numbers do not directly relate to the data stored on them. Some organizations may choose to deploy cards with labels that clearly display the Facility and ID codes stored on the card. Other may choose to obfuscate the data for security reasons and omit labels completely, or label the cards with a randomly generated serial number. For this reason, it is not always possible to infer the facility or ID codes from card labels, nor can you infer the type of encoding used on the cards based on the numbers printed on the exterior. See Determining HID Card Encoding on page 112 for more details. MicroProx Tag RF-programmable, 125 khz, customer-specified numbers. Equitrac Office Administration Guide 109

110 Chapter 4: Using PageCounters ISOProx II RF-programmable, 125 khz, customer-specified ID numbers, locations marked for horizontal and vertical slot punch. DuoProx II RF-programmable, 125 khz, customer-specified ID numbers, locations marked for horizontal and vertical slot punch. Smart ISOProx II RF-programmable 125kHz, customer-specified ID numbers, location marked for vertical slot punch. 110 Equitrac Office Administration Guide

111 Chapter 4: Using PageCounters Smart DuoProx II RF-programmable 125kHz, customer-specified ID numbers, location marked for vertical slot punch. ProxKey II RF-programmable, 125 khz, charcoal gray, customer-specified ID Numbers. ProxCard II RF-programmable, 125 khz, HID artwork, customer-specified ID numbers, vertical slot punch. Equitrac Office Administration Guide 111

112 Chapter 4: Using PageCounters Determining HID Card Encoding HID uses a proprietary encoding format to encode data (ID or facility code and ID) on proximity cards. Generally, the encoding types used are either 26 or 37-bits, or in the case of some corporate cards, 35-bits. Encoding Types The encoding is comprised of a beginning and end parity bit. Between these parity bits is a string of binary digits. The first part on the left can be the facility code if your site uses one. The second part (possibly the entire string if there is no facility code) of the binary string on the right is the encoded ID code. 26-bit encoding 37-bit encoding with Facility code and ID code 37-bit encoding with ID code only Although it is possible to decipher the type of encoding used the Card Swipe Wizard and some detective work, it is best to contact your HID vendor to determine the encoding type used on your proximity cards. The embedded HID card reader in the PageCounter terminal always returns 16 octal digits, which when converted to binary equals 48 digits. The HID card reader zero-pads the string returned from the card to equal 48 binary digits, regardless of the proprietary encoding used on the card. Therefore, knowing the type of encoding used on your card helps, since the actual digits returned from the card always appear at the end of the data string. The trick then is to decipher where the facility code (if used) and ID code begin and end within the binary data string. 112 Equitrac Office Administration Guide

113 Chapter 4: Using PageCounters To determine card encoding, you require the following: The ability to convert between different numeric notations (octal, binary, and decimal). You can use the calculator application available in most versions of Windows for this. However, you need to change the view to Scientific. See the help file within the calculator application for detailed instructions. A PageCounter control terminal with an internal HID proximity card reader. One or more sample HID Proximity cards (see Supported HID Card Types on page 109 for supported card formats). The codes expected to be returned by the sample proximity cards. Contact your security system administrator or HID vendor for assistance. Determining Code Start and Stop Positions Known Codes If you have a sample card and you know the codes you expect to see returned from it, you can follow the procedure below to determine where the codes begin and end in the binary data string returned from the HID card reader. 1 To see the full value of the data string returned by the HID card reader, you must change the card swipe PIN settings: a Open System Manager and click on the Configuration > Security and authentication > User authentication link to open the User authentication dialog. b Change the from and to positions in the Card setup area to read: Use data from position 1 to 32 as the primary PIN. 2 Configure your HID embedded PageCounter control terminal to use a static IP. Change the server IP address setting to point to the IP address of the system on which you run the Card Swipe Wizard. 3 Temporarily disable HID decoding on the PageCounter terminal to examine the raw data only (see). 4 If you plan to run the Card Swipe Wizard on the server running DCE, stop the EQ DCE Service on the server: WARNING: The Card Swipe Wizard can only talk to one PageCounter terminal at a time. If there are multiple terminals pointing to the system running the Card Swipe Wizard, you need to unplug all but the one you have configured in step 2 above. Equitrac Office Administration Guide 113

114 Chapter 4: Using PageCounters 5 On an administrative workstation, browse to the Tools folder within the directory where Equitrac Office is installed (for example, C:\Programs Files\Equitrac\Office\Tools) and run the CardSwipeWizard.exe file to launch the Card Swipe Wizard. 6 Select PageCounter device as the Card swipe unit. 7 Enter the Windows network name of the computer that hosts the accounting server and click Next. 8 Power on the PageCounter terminal configured in step 2 and wait for it to connect to the system running the Card Swipe Wizard. 9 Take your sample card (for example, with the number printed on the card) and swipe it at the terminal. The Card Swipe Wizard displays the extracted data string from the sample card in the Primary PIN field. The following table shows the number printed on the card as well as the expected values that you know should be returned by the HID card reader. Number Printed on the Card Expected Facility Code to be returned (in decimal) Expected ID Code to be returned (in decimal) CAUTION: The number printed on the card may not be the facility code or ID code. Since HID decoding is disabled on the terminal, the HID card reader in the PageCounter terminal return the entire data string from the card in octal format. Number Printed on the Card Value returned (octal) Equitrac Office Administration Guide

115 Chapter 4: Using PageCounters 10 Convert the extracted octal string to its binary value using the Microsoft Windows Calculator: Value returned (octal) Value returned (binary) NOTE: It is important to keep the leading digits in the stream. The Windows Calculator usually strips off leading zeros. To adjust your output, you have to ensure there is a group of three binary digits for each octal digit in the raw data stream. You should have a total of 48 binary digits. You can now analyze the resulting sets of the binary sequence found from one of your samples. Convert the expected codes to be returned from the wizard from decimal to binary: Expected Facility Code (in decimal) Expected Facility Code (in binary) Expected ID code (in decimal) Expected ID code (in binary) Open the HIDEncoding-Ruler.txt file. 12 Paste the binary string you converted from the Card Swipe Wizard into Notepad above the makeshift ruler. Be sure to add enough leading zeros to make the string equal 48 digits: a If you use a facility code, click Edit > Find and input the expected binary string representing the facility code to have Notepad find the digits for you: Using the ruler, you can see that in the example above that the facility code is located from digit 20 to digit 26 inclusive. Equitrac Office Administration Guide 115

116 Chapter 4: Using PageCounters b Click Edit > Find again and input the expected binary string representing the ID code to have Notepad find the string for you: Using the ruler, you can see from the example above that the ID code is located from digit 30 to digit 46 inclusive. NOTE: It is possible that the starting bit might actually begin one or more digits earlier if there are leading zeros. Therefore it is a good idea to test the card after this procedure to ensure that you have recorded the correct start and end positions. See Configuring HID in Equitrac Office on page Record the start and end locations for the facility code (if used) and ID code to use when setting up Equitrac Office. 14 Close the Card Swipe Wizard. 15 If required, restart EQ DCE Service on the DCE server. 16 Enable HID decoding on the PageCounter terminal. NOTE: If you need to use the Card Swipe Wizard to read HID cards and setup Equitrac Office PINs, you need to temporarily enable local caching on the PageCounters, then ensure the PageCounter that you are using the Card Swipe Wizard on connects to DCE. Finally, disable the local caching setting on the PageCounters. The PageCounter can be used with HID cards. See Local Caching on page 100 for instructions to enable and disable local caching on all PageCounters. Determining Code Start and Stop Positions Unknown Codes If you have sample cards but do not know the codes you expect to see returned from them, you can follow the procedure below to determine the codes and where they begin and end in the binary data string returned from the HID card reader. 1 To see the full value of the data string returned by the HID card reader, you must change the card swipe PIN settings: a In Equitrac Office, open System Manager and click on the Configuration > Security and authentication > User authentication link to open the User authentication dialog. b Change the from and to positions in the Card setup area to read: Use data from position 1 to 32 as the primary PIN. 116 Equitrac Office Administration Guide

117 Chapter 4: Using PageCounters 2 Configure your HID embedded PageCounter control terminal to use a static IP. Change the server IP address setting to point to the IP address of the system on which you run the Card Swipe Wizard. 3 Disable HID decoding on the PageCounter terminal (see Disabling and Enabling HID Decoding on the PageCounter Terminal on page 119). If you plan to run the Card Swipe Wizard on the server running DCE, stop the EQ DCE Service on the server: WARNING: The Card Swipe Wizard can only talk to one PageCounter terminal at a time. If there are multiple terminals pointing to the system running the Card Swipe Wizard, you need to unplug all but the one you configured in step 2. 4 On an administrative workstation, browse to the Tools folder within the directory where Equitrac Office was installed (the default installation folder location is C:\Programs Files\Equitrac\Office\Tools) and run the CardSwipeWizard.exe file to launch the Card Swipe Wizard. 5 In the wizard s first dialog, select PageCounter device as the Card swipe unit. 6 Enter the Windows network name of the computer that hosts the accounting server and click Next. 7 Power on the PageCounter terminal configured in step 2 and wait for it to connect to the system running the Card Swipe Wizard. 8 Take a sample of five or more cards (for example, with the format printed on the cards) and swipe them at the terminal. The Card Swipe Wizard displays the extracted data strings in the Primary PIN fields. Number printed on Card Value returned from Card Swipe Wizard (octal) NOTE: For a more precise determination, it is best to use a large number of cards. However, five to seven cards should suffice for this procedure. Since HID decoding is disabled on the terminal, the HID card reader in the PageCounter terminal returns the entire data string from the card in octal format. Equitrac Office Administration Guide 117

118 Chapter 4: Using PageCounters 9 Convert each octal number to its binary value: Value returned (octal) Value returned (binary) NOTE: It is important to keep the leading digits in the stream. The MS Calculator usually strips off leading zeros. To adjust your output, you have to ensure there is a group of three binary digits for each octal digit in the raw data stream. You should have a 48 digit binary string for each card. You can now analyze the resulting sets of the binary sequence found from your samples. 10 Open the HIDEncoding-Ruler.txt file. 11 Now paste each of the binary strings you converted from the Card Swipe Wizard into Notepad above the makeshift ruler. Be sure to add enough leading zeros to make each string equal 48 digits and then look for patterns: Try to match the returned binary strings against the card encoding type formats to see if your cards seem to match any of them. If they do, use the format to determine the start and end positions of the facility (if used) and ID codes. If they do not, as in the case above, you need to make some assumptions as follows: We know that if there is a facility code, it appears first (on the left) and that the ID code appears on the right. The facility code should be the same for all cards. Therefore if there is a set of digits on the left that are identical in all strings, then you can assume that it is the facility code. In the example given above, the pattern appears from digit 20 to 26. You can assume that the last binary digit in the string is a parity digit and disregard it. This assumption is based on what we know to be true about HID encoding types. If you contacted your HID vendor, hopefully they gave you the card encoding type and the card ID range. If you know the card ID range, you can use the information to help determine where the ID code starts and ends. For example, if you know that the cards deployed at your site are between 75,000 and 118 Equitrac Office Administration Guide

119 Chapter 4: Using PageCounters 200,000 you can determine that the largest card ID (200,000) in binary would require 18 digits ( ), therefore you would be able to assume the ID portion of the string is from digits 29 to 46 inclusive. NOTE: The ID portion could actually be from digit 27 to 46 inclusive, or the facility code could be from digit 20 to 29. Therefore, you may need to analyze these patterns several times to determine exactly where the codes start and end. 12 Record the start and end locations for the facility code (if used) and ID code for use in setting up Equitrac Office. 13 Close the Card Swipe Wizard. 14 If required, restart EQ DCE Service on the DCE server. NOTE: It is best to test the assumptions you made during this procedure by reading an HID card with the PageCounter terminal and verifying that the card can log in. The card points to the correct account if the HID decoding parameters are set correctly. 15 Enable HID decoding on the PageCounter terminal. Disabling and Enabling HID Decoding on the PageCounter Terminal The HID card reader within the PageCounter terminal returns the data from the cards in octal format. However, when HID decoding is enabled, the PageCounter converts the data returned by the HID card reader into a decimal string as configured by your HID parameters. Therefore you need to Disable HID decoding prior to using the Card Swipe Wizard to extract the encoded octal data value. NOTE: By default, PageCounter terminals with internal HID proximity readers have HID decoding turned on. You only need to disable HID decoding on one PageCounter terminal to determine your HID decoding format. To disable HID decoding on a PageCounter terminal, complete the following: 1 Enter Manager Mode on the PageCounter terminal, see your Equitrac PageCounter Administration Guide for details regarding Manager Mode. 2 Press 4 for Devices. 3 Press 1 for HID Card Settings 4 Enable or disable HID decoding by completing one of the following: Press 1 to enable HID decoding Press 2 to disable HID decoding Disabling decoding for the duration of a test ensures that the terminal returns the raw data (represented in octal format) read from the card. Equitrac Office Administration Guide 119

120 Chapter 4: Using PageCounters 5 Press F3 (Back) until you exit Manager Mode. The PageCounter terminal automatically reboots. WARNING: If you manually reboot the terminal before exiting Manager Mode, your changes are not saved. You must re-enable HID decoding once you have finished determining your HID parameter values using the Card Swipe Wizard. Turning HID decoding on again enables the PageCounter to return the proper PINs from your HID proximity cards. Configuring HID in Equitrac Office Due to the variation in encoding formats allowed by HID, the PageCounter terminals must be configured to return card information in a standard format. You configure the card decoding parameters on your accounting server and these settings are relayed to your PageCounter terminals. For details on how HID card values are encoded. See Determining HID Card Encoding on page 112 for details. A master configuration setting exists on the PageCounter terminal to control whether the terminal decodes the proximity card data, or return raw data from the card reader. This master setting should be set properly in manufacturing, but can be toggled in manager mode on the terminal. Once decoding is turned on, the terminal extracts the facility and ID codes according to the settings you configure on the server, appends them together and returns them as a single value. To configure how the PageCounter terminal extracts the ID and Facility codes, complete the following: 1 Ensure that your card type and encoding format are supported, and that you know the details of how your HID cards are encoded with your facility and ID information. See Determining HID Card Encoding on page 112 for details. 2 Open System Manager, and click Configuration > Security and authentication > User authentication. 3 Click on <None> located within the Card Setup box. 4 In the HID decoding dialog, enter the following: 120 Equitrac Office Administration Guide

121 Chapter 4: Using PageCounters In the case where you do not need to extract facility code information, check ID codes only. If you need to extract both Facility code and ID code, check both options. a In the Facility Start field, enter the position in the raw bitstream (0 based, left to right, inclusive) where the Facility code begins. b In the Facility End field, enter the position in the raw bitstream (0 based, left to right, inclusive) where the facility code ends. c In the Facility Width field, enter the number of decimal digits for the facility portion of the value that the PageCounter outputs. Numbers are zero-padded on the left as needed. If your site or HID card format does not use a facility code, or if you do not require it to be returned as part of the card value, enter a width of 0 to disable extraction of the facility number. d In the ID Start field, enter the position in the raw bitstream (0 based, left to right, inclusive) where the ID code begins. e In the ID End field, enter the position in the raw bitstream (0 based, left to right, inclusive) where the ID code ends. f In the ID Width field, enter the number of decimal digits for the ID code portion of the value that the PageCounter outputs. Numbers are zero-padded on the left as needed. The PageCounter returns a single value for each card swipe that is the decoded facility code followed by the decoded ID. 5 If HID decoding is disabled on the PageCounter terminal, enable it. See Disabling and Enabling HID Decoding on the PageCounter Terminal on page Try reading an HID card with a PageCounter terminal and use the Card Swipe Wizard to verify that HID decoding parameters are set correctly. Equitrac Office Administration Guide 121

122 Chapter 4: Using PageCounters 122 Equitrac Office Administration Guide

123 5 Working with Billing Codes Topics Billing Code Installation and Configuration Workflow Enabling System-Wide Billing Code Access Configuring Billing Code Popup Behavior Setting Client-Side Popup Look & Feel Creating Billing Codes Enabling Billing Codes Synchronizing Billing Codes Using Client Billing on a Workstation A billing code is a unique combination of letters and numbers that represent a charge-back group. Users can assign their jobs to a particular code, and the Equitrac Office database tracks the characteristics of jobs to the code. You can then run reports to gather information about how much was charged to each code, or you can create a scheduled tasks to automatically generate these reports for analysis. Users can assign print jobs to a billing code account on their workstation. The Client Billing popup service must be installed on each client workstation where print jobs are released. Users can assign copy jobs to a billing code account via a PageCounter terminal. Where supported, embedded devices permit users to assign print, copy, scan and fax transactions to a billing code account. This chapter provides information to: enable system-wide billing codes within the System Manager configure billing code access change the behavior of the Client Billing popup create billing codes enabling billing codes for specific users or departments use the Client Billing popup to assign a print job to a billing code Equitrac Office Administration Guide 123

124 Chapter 5: Working with Billing Codes Billing Code Installation and Configuration Workflow Billing Codes are enabled on the Core Accounting Server (CAS), but you must also install the Client Billing popup service on each Windows network station. When the user prints a job from their workstation, the Client Billing popup window provides a list of available billing codes. You must configure the behavior of the popup window and determine which billing codes ares made available to user or departments. 1 Install the components (printing only) Although the server component is packaged with the Core Accounting Server, the Client Billing feature is bundled within the Workstation Client installation. You must install the client software on each workstation on the network where users generate print jobs and need to select a billing code. You must purchase a Workstation Client license and validate the license within System Manager to enable Billing Codes within Equitrac Office. 2 Enable system-wide billing code access Within System Manager Configuration options, choose a global Billing Code Access level for the billing codes to determine which billing codes users or departments can access. 3 Configure billing code popup behavior Configure billing code prompts after user authentication. 4 Set client-side look & feel Replace the Equitrac logo that appears in the Client Billing popup with your own bitmap (Windows) or pct (Macintosh) image file. 5 Create billing codes Create billing codes within Accounts Manager. 6 Assign codes to users or departments Assign one or more billing codes to individual users or to entire departments. When a user prints a document, they can choose from assigned billing codes only. 124 Equitrac Office Administration Guide

125 Chapter 5: Working with Billing Codes Enabling System-Wide Billing Code Access Billing codes are enabled system-wide, but you can specifically assign a particular code (or set of codes) to individual users, or to departments. However, you must choose a global access level for the billing codes that determine which billing codes users or departments can access. Billing code access is set in System Manager > Configuration > User interaction > Billing code access. 1 Configure user access to billing codes by selecting one of the following options: All codes Users can charge print transactions to any billing code. Only codes assigned to user s department Users can charge only those billing codes defined for the departments to which they belong. Only codes assigned to user Users can charge to only those billing codes assigned to their user accounts. Codes assigned to user or user s department Users can only charge to those billing codes assigned to their user accounts, or the departments to which they belong. 2 Click OK to save the changes, or Cancel to close the window without saving the changes. Equitrac Office Administration Guide 125

126 Chapter 5: Working with Billing Codes Configuring Billing Code Popup Behavior Client Billing prompts users at the workstation for a billing code each time they attempt to print a document. These prompts are referred to as "popups". You can configure the behavior of the billing code popup on workstations, PageCounter terminals and, where supported, on embedded devices. You can prompt users for billing codes after they authenticate themselves at copiers. This is useful so that you may track jobs and billback clients at the device level. The billing code prompts are highly customizable and you may choose optional display fields for a user s account. NOTE: Xerox, Fuji Xerox, Sharp, and Kyocera Mita embedded clients are not prompted for a billing code if only one code is available. Instead, the client assumes the use of the code and behave as if the user had selected it. To configure your billing codes session flow, do the following: 1 In System Manager, navigate to Configuration > User interaction > Session flow. A Session flow dialog opens. 2 Select Prompt for billing code after user authentication (at copiers). This option applies to both PageCounters and embedded devices. The user must enter a billing code before they can access the copy, scan and fax functions. 3 Select Prompt for billing code at job release (at copiers). This option is for embedded devices only. The user must enter a billing code before they can release a print job. If you are printing from a workstation hosting the Client Billing service, this option will override the workstation client billing code. 4 Select the Billing code prompt details you wish to be displayed at the copiers. Required field User must enter a billing code Search Adds a search function where users can search for billing codes Security mode Billing code is displayed in asterisk characters Show most recently used Shows most recently used billing codes Default to the previous billing code Shows a default of the previous billing code used 126 Equitrac Office Administration Guide

127 Chapter 5: Working with Billing Codes 5 Select Prompt for billable to enable users to select if they wish to be billed for the particular job. 6 Enter a name in the Billable label field. 7 Validate billing codes against CAS when it is available and/or unavailable in their respective fields. NOTE: Validating billing codes when CAS is unavailable is only applicable to workstations. 8 Select any Optional display fields that you wish to have during a user session. These fields can be displayed either at the start, end, or start and end of the user s session depending on the field. Account name The name of the user s account Account balance The user s account balance Session cost The cost of the user s session 9 Select what user type you wish to Acknowledge and accept or deny copy job cost from. All users Do not display 10 Click OK to save the settings. Setting Client-Side Popup Look & Feel You have the option of substituting your own logo for the default Equitrac logo on the Client Billing popup. Logo images must be in.bmp format, and no larger than 40 pixels high by 180 pixels wide to avoid rescaling in the application. To replace the default logo with your own: 1 Copy your graphic file to the following folder on the CAS server: Program Files\Equitrac\Office\Accounting Service\Redist\Logo 2 Rename the default image file, for example: EquitracClientLogo-old.bmp so you can always recover the default later if necessary. 3 Rename your image file to EquitracClientLogo.bmp. Your custom image file becomes the default file, and Equitrac Office uses this new logo in the client applications. NOTE: If you are customizing a client-side logo for display on Macintosh workstations, use the Macintosh.pct image format and rename your custom image file in the Logo folder on the CAS server to EquitracClientLogoMAC.pct. Equitrac Office Administration Guide 127

128 Chapter 5: Working with Billing Codes Creating Billing Codes Equitrac Office treats billing codes as another type of printing account, in addition to User and Departments. After you create billing codes, you can assign billing codes to users or departments. See Enabling Billing Codes on page 130 for details. To create new Billing Codes, do the following: 1 In Accounts Manager, select Billing Codes in the left pane. 2 Select Add billing code under Current tasks to open the Add Billing Code window. 3 Enter the following information in the fields provided. Option Billing Code Name Description Current Balance Minimum Balance Description The name can be any combination of numbers and letters, but if you are enabling billing code for Xerox devices, ensure that the billing codes names are no longer than 32 characters in length. In the Client Billing popup, users identify a billing code by this name. Add a description for the billing code, specifically when you are using fully numeric billing codes, or when billing code names are somewhat obscure. The description also appears in the Client Billing popup, giving users better information about each billing code choice. Enter a dollar value amount for the entire Billing Code. As users track against a billing code, the balance declines until the minimum balance is reached. If the balance drops below the minimum balance, the user is not able to release the print job and receives an error notification instead. 128 Equitrac Office Administration Guide

129 Chapter 5: Working with Billing Codes Option Account Locked Primary PIN Secondary PIN Confirm Secondary PIN Description You can lock the billing code account, preventing all users from charging jobs to the billing code temporarily. If users enter PIN codes on a control terminal keypad, they must enter a Primary PIN to identify themselves. If your embedded devices are supporting Xerox devices, the PIN values must be 32 characters or less. To add another layer of security, users enter a secondary PIN number in addition to the Primary PIN. This PIN acts a password at the control terminal. Type the secondary PIN again to confirm the number. The Secondary PIN and Confirm fields must match precisely; otherwise, Equitrac Office will not save the billing code information. Managing Billing Codes Within Accounts Manager When Accounts Manager contains over 1000 billing codes, those billing codes are grouped alphabetically or numerically. Click Billing code group view above the right pane to open the Billing code group view dialog and select a code group to view and access in the right pane. The Accounts Manager title bar specifies the group currently displayed in the right pane. You can also use the EQAccountRegroup tool to refine the view of available billing codes in the group view dialog. See Refining the User Group View on page 299. Equitrac Office Administration Guide 129

130 Chapter 5: Working with Billing Codes Enabling Billing Codes You can enable billing codes for a single user or an entire department. Users belonging to a department inherit billing codes assigned to that department. The diagrams below depict the two different scenarios. Billing Code Billing Code Department Department user user user user user user user user user Enabling User or Department Billing Codes 1 In Accounts Manager, select Users or Department in the left pane. 2 Select one or multiple users or departments from the list. Use SHIFT-click or CTRL-click to select multiple users or departments. 3 Select Enable billing code(s) under Current tasks in the left pane, or right-click the selection in the right pane and choose Enable billing codes from the menu. 130 Equitrac Office Administration Guide

131 Chapter 5: Working with Billing Codes 4 Click Add to open the Select account dialog. 5 Type a billing code account in the Account Name field, and click Verify. 6 Click OK to close the Select account dialog. The billing code displays in the Enabled billing codes list. 7 Click OK to enable the selected billing code. Users and departments can have more than one billing code. Repeat steps 4 to 6 to add more billing codes. Enabling Billing Codes for Multiple Users or Departments When you assign billing codes to more than one user or department, some of the selected users or departments can have billing codes already assigned to them. In the Enable Billing Code(s) dialog, the check boxes indicate the status of each billing code for the selected users or departments. This billing code is assigned to some of the selected accounts. This billing code is assigned to all the selected accounts. This billing code is assigned to none of the selected accounts. If you have created associations between users and department or billing codes, you must also configure the accounting server to evaluate users for these associations and assign charges to the appropriate account. See Enabling Department Charging on page 143 and Enabling System-Wide Billing Code Access on page 125 for configuration information. Copying and Pasting Billing Codes You can copy the assigned set of billing codes from a single user account or department to another user account or department. Note that this is a copy and REPLACE function. If the target user/department has any billing codes assigned, the existing codes are removed before the paste function occurs. 1 In Accounts Manager, select Users or Department in the left pane. 2 Click the user or department that contains the set of billing codes you want to copy. 3 Select Copy billing codes under Current tasks in the left pane, or right-click the selection in the right pane and choose Copy billing codes from the menu. 4 Click the user or department to which you want to assign the copied set of billing codes. 5 Select Paste billing codes under Current tasks in the left pane, or right-click the selection in the right pane and choose Paste billing codes from the menu. 6 Open the account and confirm that the codes were applied to the account. Equitrac Office Administration Guide 131

132 Chapter 5: Working with Billing Codes Removing Billing Codes from a User or Department You can remove a billing code at any time, at either the user or department level. This procedure removes user or department access to the billing code only the code is not removed at the system level. 1 Click the Accounts > Users or Departments link. 2 Select a user or department from the list to open its Properties dialog. 3 Uncheck the billing code(s), click Remove and then click OK. Synchronizing Billing Codes A billing code synchronization task ensures that Equitrac Office is validating against the most current billing codes. First, you need to create an ASCII text file containing the current list of billing codes, then you need to create a scheduled task that automatically performs the synchronization at set intervals. During the synchronization, Equitrac Office compares the billing codes in the text file with the billing codes currently stored in the database. When Equitrac Office encounters a billing code in the database that does not exist in the file, it either ignores the account, locks the account, or deletes the account information depending on the behavior you select when scheduling the synchronization task. Creating the Billing Code Text File Using a text editor, enter each billing code and its corresponding description in the following format: billing code, description. Enter only one billing code/description combination per line. NOTE: If you do not want to include billing code descriptions, you must still follow each billing code with a comma. 132 Equitrac Office Administration Guide

133 Chapter 5: Working with Billing Codes Scheduling the Billing Code Task To add a scheduled Billing Code Synchronization task, do the following: 1 In System Manager, select Scheduled tasks in the left pane. 2 Select Add scheduled billing code synchronization under Current tasks, or click Add in the right pane and select Billing code synchronization from the Add new scheduled task dialog. 3 Enter a Name and Description for the task. 4 Enter the File name for the report, or click the ellipse button to browse for the text file containing the list of current billing codes. 5 From the Behavior drop-down list, select the action that the synchronization task takes when it encounters a billing code in the Equitrac Office database that does not exist in the text file. Ignore the accounts Perform no action on accounts found in the database but not in the text file. Lock the accounts The system cannot charge printing to the accounts. Delete account information only Remove accounts from the accounts database. The system retains stored account transactions for reporting purposes. 6 Schedule the task to occur either once, every day, every week, or monthly. 7 Enter a Start date and Start time for the task to run. 8 Click OK to save the scheduled task. Equitrac Office Administration Guide 133

134 Chapter 5: Working with Billing Codes Using Client Billing on a Workstation If you are printing from a workstation hosting the Client Billing service, you receive a popup when you send a print request to a network or local printer. You must respond to this popup before your print request can proceed. When printing to a network printer configured for the Equitrac Port Monitor, collating multiple Microsoft Excel print jobs creates separate spool files per collated job on the printer. Equitrac Office produces a popup for each spool file. When printing to a local desktop printer, collating multiple Microsoft Excel print jobs results in a single popup. By default, the Client Billing popup prompts users to: Select a billing code. Specify whether or not this print job is billable. Accept the print job. Depending on the Client Billing configuration, you may have to complete other required fields before the print request can proceed. Selecting a Billing Code You can select a billing code to charge your print job to a client or project in any of the following ways: Enter a billing code in the Billing code text box. Select a billing code from the list. If configured to do so in System Manager > Configuration > User interaction > Session flow, the last 20 codes display in the drop list. Search for a code using the Search tool. NOTE: If the Required field checkbox is selected and Validate billing codes when CAS available is set to NO in the billing codes Session Flow dialog, then users can either select a code from the list or enter a new code. Specifying a Job as Billable or Non-Billable Equitrac Office charges non-billable jobs against the billing code account you enter, but reports those jobs separately from billable jobs in the Equitrac Office reporting feature. Select or clear the Billable checkbox as required to specify whether the job is billable or non-billable. Accepting or Cancelling a Print Job To accept your print job click OK. If you click Cancel, the system cancels your print job. 134 Equitrac Office Administration Guide

135 Chapter 5: Working with Billing Codes Disabling Billing Code Popups Users can disable the billing code popup for a specified period of time on client workstations by using the EQToolTray.exe utility. During this time frame, the surpressed billing code prompt is applied to all print jobs. This capability allows the user to batch print a series of jobs and only be prompted once for a billing code. To temporarily disable the billing code popup, do the following: 1 Copy the EQToolTray.exe utility to the Program Files\Equitrac\Office\Client folder on each user workstation. This utility is located in the Program Files\Equitrac\Office\Tools folder on the CAS server. 2 Double-click the utility to start the service. The Popup Behavior icon appears in the Windows task tray. 3 Double click the icon in the tool tray to open the User Client Settings dialog. Alternately, you can rightclick the icon and select Customize Popup Behavior to open the dialog. 4 Under Popup Behavior, select Suppress popup for N minutes to prevent the popup from appearing on a user s desktop when printing. 5 Enter a value in the minutes field and click OK. When the selected time period ends, the billing code popup behavior returns to the "enabled" state. You can right-click the tool tray icon in the Windows task tray, and click Suppress Popup to quickly turn On or Off the billing code prompt without opening the User Client Settings dialog. Equitrac Office Administration Guide 135

136 Chapter 5: Working with Billing Codes 136 Equitrac Office Administration Guide

137 6 Creating & Managing Accounts Topics Accounts Overview Creating New Accounts Working with Billing Codes Working with Departments Working with User Accounts Managing User Accounts Accounts System Configuration Implementing PINs Viewing User Account Status Printing Accounts are required to track copy, fax, scan, and print usage. Each time a user submits a job, the Core Accounting Server validates the job request, then logs the transaction details to the database. Printing Accounts are created and managed within Accounts Manager. Access to this manager is restricted to selected domain groups, assigned in System Manager > Configuration > Security and authentication > Access permissions. You must be a member of the Domain controller assigned to the Accounts permission to open and use Accounts Manager. This chapter provides information to: determine the account types required for your deployment create the three different account types manage accounts on an on-going basis set system configuration options that affect all accounts Equitrac Office Administration Guide 137

138 Chapter 6: Creating & Managing Accounts Accounts Overview Why Use Accounts? If you want Equitrac Office to track printing per user, per department, or per billing code (or any combination of the three), you need to create printing accounts. You can use accounts to set limits on the amount of printing each account can perform, and on the number of color pages each account can produce. Each account is logged in the database. Print, scan, fax, and copy job transaction details are logged to the account. User Account properties can also include name, address, initial balance, minimum balance, department assigned to, remaining color quotas, and available billing codes. Each time a user submits a print request, the Port Monitor on the target device contacts the Core Accounting Server (CAS) to verify the users credentials. CAS checks the database entry for the account, and either verifies or denies the print request. If verified, the print job is released to the print queue. After the job has printed, the Port Monitor forwards the transaction details to CAS, which updates the account information and transaction details for that account. 1 User submits print request 3 Job Printed 2 Verify user account - update account balance - log transaction details 4 Transaction details Overview of print transaction handling 138 Equitrac Office Administration Guide

139 Chapter 6: Creating & Managing Accounts The process for a scan, fax, or copy job is similar, but DCE performs the functions provided by the Port Monitor, shown in the diagram below. 2 Verify user account - update account balance - log transaction details 3 Transaction details 1 User logs into control terminal Overview of copy, scan or fax transaction handling Account Types Equitrac Office supports three different account types: user, department, and billing code. Your organizational needs dictate if you need to create one type of printing account, or all three types. User Accounts The basic account is a user account. This type of account allows valid users to print to monitored devices, and enables print tracking. Each user who prints to one or more monitored devices, or who login to a control terminal to use copy, scan, or fax functions, MUST have an Equitrac Office printing account. Departments A department groups individual users under one name to track printing at the group level. A department is any logically-related group, team, or division. Users are assigned to departments. The department itself is not considered a user. Users are still validated by CAS for their credentials when they try to print, fax, copy, or scan. But for pricing, billing, and reporting purposes, you may prefer to group user activities under one umbrella. For example, if your organization is already divided into separate departments or divisions, complete with their own budgets and printers, you should create both user accounts and departments within Equitrac Office. If you already have existing Windows domain groups defined for various departments at your organization, you should use a flat file import or ADS to create user accounts. You can set the department name during the import for each set of user accounts. Billing Codes Billing codes assign print, scan, fax, or copy jobs to a specific code, and are typically used to track output on a project-basis. You can assign a billing code to an entire department, or to individual users. You may need billing codes if one or more departments within your organization work on projects for outside clients. You can create billing codes that correspond to the most frequent clients G1-Ernst and Elliot, G2-Electrics, and so on. You can then assign these billing codes to the department, giving all users access to the printing codes if they belong to the department. Equitrac Office Administration Guide 139

140 Chapter 6: Creating & Managing Accounts When the user releases a print job, they can assign the job characteristics to a particular billing code. The print tracking information is logged to the selected billing code, rather than to the user or department who released or printed the job. If you assign a billing code to a department, all users belonging to the department inherit the department billing codes, as depicted in the diagram below. Billing Code Billing Code Department Department user user user user user user user user user For complete information on implementing Billing Codes, see Working with Billing Codes on page Equitrac Office Administration Guide

141 Chapter 6: Creating & Managing Accounts Accounts Manager Views The main Accounts Manager window provides different views and options depending on the Account Type you are working with. Select an account type, then choose a task from the Current tasks, or right-click in the list of accounts to view other options. If you are managing a large organization, you may have more than 1000 users. Rather than presenting an enormous list of users, Accounts Manager groups the users either alphabetically or numerically. Click User group view above the right pane to select a user group to view and access in the right pane. The Accounts Manager title bar specifies the group currently displayed in the right pane. However, if you want to further refine the views in Accounts Manager, use the EQAccountRegroup tool to divide the groups into smaller subgroups for easier viewing. See Refining the User Group View on page 299 for instructions. Equitrac Office Administration Guide 141

142 Chapter 6: Creating & Managing Accounts Creating New Accounts Follow this workflow when first establishing user accounts within Equitrac Office: 1 Set up all Billing Codes Create billing codes first, and then when you create user accounts and departments, you can select the billing codes you want to assign to the accounts. If the codes are not in place you have to go back and assign the codes later. Creating the codes first save you time and effort. If you are not implementing Billing Codes, skip ahead to create departments. 2 Create Departments Regardless of the method you use to create User Accounts, you can assign the users to a particular department. 3 Create User Accounts Select a method to create the User Accounts: ADS, flat file import, individually, or automatically. 4 Assign Departments and Billing Codes If you did not use the automatic assignment options when you created the User Accounts, you can now assign users to a specific department, and assign billing codes to both Department and User Accounts. Working with Billing Codes If you plan to use a charge-back system, you can create and setup billing codes within Equitrac Office. Each time a user submits a job request, they can assign the job attributes to a billing code if that code was enabled for either their own user accounts, or for a department that the user belongs to. See Working with Billing Codes on page 123. Working with Departments Before you start to create accounts, consider your existing infrastructure to establish a naming convention. You may discover that you need to identify departments by a code. For example, in a large organization, you may have two departments with the same name. If there is an IT department that supports the Marketing division, and another IT organization that supports the Graphics division, identify the departments by division name and function name: IT-MKTG and IT-GRPH Although you can change the name of a department at any time, it is best to choose a naming convention during initial configuration. Depending on your deployment, you may have one or several Department Administrators that need to identify department names easily. 142 Equitrac Office Administration Guide

143 Chapter 6: Creating & Managing Accounts Enabling Department Charging Once you establish the need for Departments, you can create the accounts, and enable system-wide department charging. If you create the accounts, but forget to enable the charging per department, the individual users accounts are charged for the transactions, rather than the Department. If you plan to simply track by department, but not charge by department, do not enable this option. You can run reports that show Department usage, but individual User Accounts are charged for their transactions. Open System Manager, then select Configuration > Accounting and quotas > Account charging. Ensure that Charge to department if available is checked. When a user submits a job request, CAS checks the database to see if department charging is enabled. If so, CAS confirms the department that the user belongs to, then charges all transaction costs to the Department rather than the User Account. Not all users within Equitrac Office must belong to a department. If CAS cannot locate a department for a user, User Account charging is applied instead.you can therefore create charging scenarios that use both User charging and Department charging. Creating Departments If you use Active Directory Services (ADS) to create User Accounts from synchronized directories, you do not need to create departments within Equitrac Office first. The options within the ADS Import dialog allow you to create department names automatically based on the Domain Container that the users belong to. See Importing Users with Active Directory Services on page 145. Equitrac Office Administration Guide 143

144 Chapter 6: Creating & Managing Accounts To create a Department, do the following: 1 In Accounts Manager, select Departments in the left pane. 2 Select Add Department under Current tasks. Complete the fields described in the following table. Field Department Name Description Current Balance Minimum Balance Initial Balance Account Locked Do not enforce color quotas for users in this department PIN Information Billing Codes Description Name logged to the database to track the account. Text description that appears in Accounts Manager to help identify the department. Enter the entire department balance. Print jobs for the department s users are logged against this balance, which declines after every job. Newly created accounts use the initial balance from the user s department specified here. If the balance drops below the minimum, the departments users are not able to release their print jobs and receive error notifications instead. Newly created accounts use the initial balance from the user s department specified here. Enter the department s initial balance. This is the default balance in case a balance is not specified. When enabled, transactions are not charged to this department and users belonging to the department cannot print. See Locking Accounts on page 166. Enable this setting to allow all users within this department to continue to output color jobs even if they exceed their color quota remaining amount. See Setting Color Quotas on page 162. If users within this department enter PIN codes on a control terminal, enter a Primary PIN and an optional secondary PIN. The primary PIN identifies the user, and the secondary PIN is used as a password. See Implementing PINs on page 177. If you are using billing codes, select the billing codes to assign this department. Refer to Creating Billing Codes on page 128. Equitrac Office adds the department to the accounts database and lists the department name in the right pane. 144 Equitrac Office Administration Guide

145 Chapter 6: Creating & Managing Accounts Working with User Accounts When you first implement Equitrac Office, you can choose from three methods to create user accounts: import users from Synchronized Directories, create accounts with Equitrac Office one at a time, or allow the system to create users automatically. Instructions for each method are provided within this chapter. After all accounts are created, you can manage department membership and billing code assignments. Creating User Accounts Equitrac Office provides several different methods to create user accounts. Use the table below to determine the best method for your needs. Instructions are provided within this section for each method. Method Import Users with Active Directory Synchronization LDAP Synchronization Flat-File Import Add users individually Allow Equitrac Office to create users automatically Purpose Use Active Directory Services to batch import user data, then synchronize updates as they occur. Minimizes administration because updates occur automatically via communication with the Active Directory Services. Offers PIN code and home server synchronization to single or multiple Active Directory servers. Has all the same features as Active Directory Synchronization. The LDAP server must support persistent search (e.g. Novell edirectory). Use the EQCmd.exe utility to import a file containing user account data. Use Accounts Manager within Equitrac Office to add users one at a time. Configure Equitrac Office to create a new account automatically when a print request is received from a user not known to the Accounting Server. Importing Users with Active Directory Services System Manager provides a utility to import uses via Active Directory Services (ADS). If you want to minimize administration overhead, and you are managing a large number of User Accounts, you should use ADS to synchronize user accounts. WARNING: The Equitrac services must be started by a Domain account with access to the contact Active Directory. If services are started under the local administrative account, the Active Directory synchronization fails. CAUTION: If you plan to use Active Directory Services to generate user accounts, you must decide before performing the first synchronization whether or not to use Domain Qualification. See Qualifying Accounts by Domain on page 151 for instructions. Equitrac Office Administration Guide 145

146 Chapter 6: Creating & Managing Accounts Configuring Active Directory Synchronization It is important to select options in the correct order in the Active Directory (AD) synchronization dialog. Performing these steps causes a task to run in the background. You can see the result of the task in the Accounts Manager the list of users populates automatically when the task is complete. To configure active directory synchronization, do the following: 1 In System Manager, navigate to Configuration > Network environment > Active directory synchronization. 2 Under Domain controller, click Add. A domain controller refers to a server shared by a group of computers that use a common accounts database. 3 Enter the Domain Controller server name. 4 Enter the Application partition for the directory of users, or click Browse to select from a list of partitions. 5 Click OK to add it to the domain controller list. 6 Click Modify if you wish to make changes to any of the domain servers in the list. 7 Click Remove to clear any of the domain servers from the list. 8 Click Filter if you wish to filter Users, Contacts, and Groups in the listed domains by specific attributes. A standard LDAP filter dialog opens. Use this to specify basic or advanced conditions. Only user accounts that meet these conditions are included in the synchronization. 146 Equitrac Office Administration Guide

147 Chapter 6: Creating & Managing Accounts NOTE: If filters are applied after the initial user import, updates to users who do not match the filter specifications are ignored. 9 Under Container, click Add. A container is a subset of a Domain controller. Select one or more containers that belong to the selected Domain Controller. CAUTION: Ensure that the Organization Units (OU) containers you choose are comprised of user account data only. If the OUs contain other data (such as system or contact information), you will see unexpected results. You may need to create specific OU containers to be used only for importing and synchronization purposes. 10 Click Test to open an Active Directory lookup dialog. Enter a user account name. When the domain controller is contacted, the dialog shows the ADS properties for that account. 11 Click Import to batch import user data for the first time. The Import task runs in the background, and may take a few minutes depending on the size of the directory you are importing. 12 Adjust the Synchronization interval to change how often Equitrac Office synchronizes its accounts database with the specified AD. The synchronization interval value must be at least 15 minutes. 13 Select or clear the AD update options Adds, Deletes, or Changes to specify which AD accounts Equitrac Office receives and applies to the accounts database during subsequent synchronizations. You can choose to import added or changed users, or remove inactive accounts from the Equitrac Office accounts database. Leave these settings at the default to ensure the accounts are updated and kept in sync with the ADS server. 14 In the Assign Values from Active Directory section, you can link Equitrac Office user fields to ADS attributes. You should enter the AD attribute name, not the field label. Check the options you want to associate with the user accounts in the selected containers: Account name contains the user login ID. This is mapped to the User ID property in Equitrac Office. Display name contains a description of the user, such as the full user name. This is mapped into the Full name property for the user within Equitrac Office. address contains the user s address. Department maps the ADS department name to the Department field in the Equitrac Office database. If the department name does not already exist within Equitrac Office, it is automatically created and the selected users are added to the new department. Multi-level departmental structures can be synchronized into a single department field by using the "value1+value2+value3" syntax. For example, if you want the structure to be the company name, country, state/province and city, you would type company+co+st+l. Use the Active Directory lookup dialog for the list of available values. Equitrac Office Administration Guide 147

148 Chapter 6: Creating & Managing Accounts Home Server maps the name of a particular print server to the Home Server field in the Equitrac Office database. If you are enabling Follow-You Printing, ensure that you select the Home Server attribute for these users. PrimaryPIN and SecondaryPIN map the numeric PIN values found on the ADS to the PrimaryPIN and SecondaryPIN fields in Equitrac Office. Alternate PIN maps the alternative primary PIN. Color quota maps the color quota page limit. Use this if you are applying color quotas. Location maps the physical location of the device or user. 15 You can click OK to exit the dialog. The task continues to run even though the dialog is closed. 16 After a few minutes, refresh Accounts Manager, then check the list of Users to ensure successful import of the accounts. Open the user account properties and ensure that the settings are correct. Active Directory LDS Support Equitrac Office supports Active Directory Lightweight Directory Services (AD LDS) to synchronize a subset of the Active Directory tree to a local LDS server. Like Active Directory, AD LDS provides a hierarchical data store for storage of directory data, a Directory Service with an LDAP directory service interface. Unlike Active Directory, however, multiple AD LDS instances can be run on the same server. AD LDS shares the code base with Active Directory and provides the same functionality as Active Directory, including an identical API, but does not require the creation of domains or domain controllers. AD LDS operates independently of Active Directory and independently of Active Directory domains or forests. It operates either as a standalone data store, or it operates with replication. Its independence enables local control and autonomy of directory services for specific applications. It also facilitates independent, flexible schemas, and naming contexts. AD LDS is ideal for applications that require directory services, but do not require the complete infrastructure features of Active Directory. 148 Equitrac Office Administration Guide

149 Chapter 6: Creating & Managing Accounts Configuring LDAP Synchronization LDAP synchronization requires that the LDAP server supports persistent search. To configure LDAP synchronization, do the following: 1 In System Manager, navigate to Configuration > Network environment > LDAP synchronization. 2 Under LDAP servers, click Add to open the New LDAP server dialog. a b c d e Enter the LDAP server name. In the Search filter field enter the import search criteria. Use standard LDAP filter syntax to define the search criteria. In the Base DN field, enter the location within the directory to start the search. For example, if the entire directory is to be searched under an organization of Equitrac, this would be O=equitrac. Enter a Login ID. The login ID is the fully qualified user ID (e.g. CN=admin, O=equitrac). Enter a Login password. Equitrac Office Administration Guide 149

150 Chapter 6: Creating & Managing Accounts f Select an LDAP version from the drop-down list. g Select Use SSL if you want use Secure Socket Layer encryption. h Click OK to add the new server. 3 Click Modify if you wish to make changes to any of the LDAP servers in the list. 4 Adjust the Synchronization interval to change how often Equitrac Office synchronizes its accounts database with the specified directory. The synchronization interval value must be at least 15 minutes. 5 Select or clear the LDAP update options Adds, Changes, or Deletes to specify which directory accounts Equitrac Office receives and applies to the accounts database during subsequent synchronizations. 6 In the Assign values from LDAP server section, you can link Equitrac Office user fields to LDAP attributes. Check the options you want to associate with the user accounts in the selected containers: Account name contains the user login ID. This is mapped to the User ID property in Equitrac Office. Display name contains a description of the user, such as the full user name. This is mapped into the Full name property for the user within Equitrac Office. address contains the user s address. Department maps the department name to the Department field in the Equitrac Office database. If the department name does not already exist within Equitrac Office, it is automatically created and the selected users are added to the new department. Multi-level departmental structures can be synchronized into a single department field by using the "value1+value2+value3" syntax. For example, if you want the structure to be the company name, country, state/province and city, you would type company+co+st+l. Use the Active Directory lookup dialog for the list of available values. Home Server maps the name of a particular print server to the Home Server field in the Equitrac Office database. If you are enabling Follow-You Printing, ensure that you select the Home Server attribute for these users. PrimaryPIN and SecondaryPIN map the numeric PIN values found on the ADS to the PrimaryPIN and SecondaryPIN fields in Equitrac Office. Alternate PIN maps the alternative primary PIN. Color quota maps the color quota page limit. Use this if you are applying color quotas. Location maps the physical location of the device or user. 7 Click Test to confirm that Persistent Search is enabled. An LDAP lookup dialog opens. Enter a user account name. If Persistent Search is enabled, the dialog shows the LDAP properties for that account. 150 Equitrac Office Administration Guide

151 Chapter 6: Creating & Managing Accounts 8 Click Import to batch import user data for the first time. The Import task runs in the background, and may take a few minutes depending on the size of the database you are importing. 9 You can click OK to exit the dialog. The task continues to run even though the dialog is closed. After a few minutes, refresh Accounts Manager, then check the list of Users to ensure successful import of the accounts. Open the user account properties and ensure that the settings are correct. Qualifying Accounts by Domain If you plan to use Active Directory Synchronization to generate user accounts, you must decide before performing the first synchronization whether or not to use Domain Qualification. Performing an initial synchronization creates user accounts based on Windows credentials without specifying a domain for the imported users. If you enable Domain Qualification after the initial synchronization, however, the process creates a second account for every Windows user. Also check the configuration of your control system; to maintain consistency in user data, both the control system and Equitrac Office should be similarly configured to use or not use domain data. Therefore, to prevent slowing down system resources by doubling the number of user accounts unnecessarily, decide whether or not to enable Domain Qualification before you perform a synchronization. If you enable domain qualification and want to subsequently create users manually, ensure that you include the domain qualification in the user ID you create, using the following format: user s_domain\userid. To set the domain qualification option, do the following: 1 In System Manager, navigate to Configuration > Network environment > Domain qualification. 2 Select or clear the Qualify all user IDs with NT domain information option as necessary, depending on whether or not you want to use domain-qualified user IDs. 3 If necessary, provide a default domain name for unqualified users attempting to print. 4 Click OK to save the changes. Equitrac Office Administration Guide 151

152 Chapter 6: Creating & Managing Accounts 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 Office installs this utility on the accounting server in the Program Files\Equitrac\Office\Tools folder. The command-line utility accepts commands in the following format: EQCmd -s<server> <Action> <Obj_type> <Obj_ID> All [<Options>] Execute the command with a batch file: EQCmd -s<server> -f<batchfile> [-o<outputfile>] The OutputFile parameter is an optional parameter which specifies where to output a trace file. If not specified, then EQCmd will attempt to write the output file to the same folder where the batch file exists, using the same name as the batch file, but adding the.log extension. If the trace file cannot be opened, the utility will log a warning to the console screen and proceed with the batch file, writing all messages to the console. Equitrac Office accepts CSV files as batch files. Batch operation allows all the command actions except for query command. Use the following table to fill in the parameters. Parameters enclosed in parentheses ( ) are mandatory; parameters within square brackets [ ] are optional. Parameter Server Action Obj_type Obj_ID Variables Specify the name or IP address of CAS. Specify the action to take on the account. Use one of: add - Add user, department and billing code. assign - Assign a billing code to a user or a department. delete - Delete user, department or billing code. It does not use <details> parameter. remove - Remove the association between billing code and user or department. query - Query database. Output differs based on <Obj_type>. modify - Modify an object attribute. adjust - Adjust the balance for user, department and billing code; set a new balance to an object type or set a balance no less than a certain amount. lock/unlock - Lock or unlock a user, department or billing code. Use one of: ur - user dp - department bc - billing code Applies <action> only to the specified object ID. Use double quotes around object IDs that have a space, for example human resources. Use All To apply <Action> to all accounts of <Obj_type>. Note: You can use All for Assign, Remove, Query, Adjust actions. You cannot use it for Add, Delete, Modify, Lock and Unlock actions. 152 Equitrac Office Administration Guide

153 Chapter 6: Creating & Managing Accounts Parameter Options for Action Command Variables Specify additional values. Use double quotes around detail values that have spaces or for empty values. Specify amounts with a period for the decimal separator. For the modify action, place! for required fields that you don't wish to change. <init_bal>: Initial Balance <min_bal>: Minimum account balance <desc>: Description <user_id>: User ID <user_name>: User name <dept_name>: Department name <bc_name>: Billing code name < >: User <amount>: Amount of balance value. For a complete list of Action parameters, see Modifying User Accounts from a Flat File on page 292. Importing LDAP User Accounts You can use the EQCmd.exe utility to import a class containing specific LDAP users into the CAS database. Equitrac Office installs the EQCmd.exe utility and the EQLDAPImport.ini on the accounting server in the Program Files\Equitrac\Office\Tools folder. After you create the LDAP class, call the class from the command line using the following format: EQCmd.exe -s<casserver> import ur <LDAPServer> <SearchRoot> [InitialBalance] [MinBalance] You can run the command line with the EQLDAPImport.ini file using the following format: EQCmd.exe -s<casserver> import ur <LDAPServer> <SearchRoot> <ini file> CAUTION: Do not edit the original EQLDAPImport.ini file directly. Create a copy and modify it as needed, and then provide the EQLDAPImport copy file to EQCmd. Command line parameters enclosed in parentheses ( ) are mandatory; parameters within square brackets [ ] are optional. Parameter CASServer LDAPServer SearchRoot Definition The name or IP address of CAS that you want to add a user accounts to. The name or IP address of the LDAP server to import an account from. The LDAP search root used to begin the import. For example "ou=accounting, dc=metrics,dc=com". Equitrac Office Administration Guide 153

154 Chapter 6: Creating & Managing Accounts The following table list the fields in EQLDAPImport.ini required to configure LDAP import. Parameter Definition [AccountSettings] This section specifies some initial settings for created accounts. InitialBalance The initial balance of each account. If not specified, the balance is set to "0". MinBalance The minimum balance of each account. If not specific, the minimum balance is set to "0". [ConnectionSettings] This section specifies how to connect and login to the LDAP server. LoginID Password BindMethod UseSSL Version DataEncoding The LoginID for binding to the LDAP server. The Password for the LoginID for binding to the LDAP server. The authentication binding method. Supported values are "simple", "ntlm" and "negotiate". Select whether or not to use SSL. "0=no, 1=yes". What version of LDAP to use. Encoding of LDAP data to expect. Supported values are "unicode16" or "utf8" or "ascii". [Attributes] This section specifies the attributes to import and map. AccountName FullName Department HomeServer PrimaryPIN SecondaryPIN AlternatePIN ColorQuota Locked=logindisabled Location The attribute for lookup of the account name. If left blank, the default behavior is to look for the following attributes (in order): "samaccountname", "uid". The attribute for lookup of the address. If left blank, the default behavior is to look for the attribute "mail". The attribute for lookup of the full name. If left blank, the default behavior is to look for the following attributes (in order): "displayname", "cn". The attribute to look up the department. The standard department attribute is "OU". If left blank, departments are not imported. The attribute to look up the home server. If left blank, home servers are not imported. The attribute to look up the primary PIN. If left blank, primary PINs are not imported. The attribute to look up the secondary PIN. If left blank, secondary PINs are not imported. The attribute to look up the alternate primary PIN. If left blank, alternate PINs are not imported. The attribute to look up the color quota. If left blank, color quotas are not imported. The attribute to look up to find if the account is locked. The attribute to look up the location. If left blank, location is not imported. [General Settings] This section specifies the general settings to import. SearchFilter= (objectclass=person) The attribute to look up the class type to import. 154 Equitrac Office Administration Guide

155 Chapter 6: Creating & Managing Accounts Adding Users Individually If you are managing a smaller number of users, you may prefer to create users one at a time. Open Accounts Manager, then select Users > Add user to open the Add User dialog. Complete the fields described in the table below. Field User ID Full Name Description ID logged to the database to track the account. To qualify user IDs with the domain name, use the <domain.com>\userid format. If you configured Equitrac Office to identify users by qualifying and recording the user s originating domain in the accounts database (System Manager > Configuration > Network environment > Domain qualification), you must also include the domain information in the User ID. 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. Equitrac Office Administration Guide 155

156 Chapter 6: Creating & Managing Accounts Field address Department Location Additional Information Current Balance Minimum Balance Account Locked Color Quota PIN Information Enabled Billing Codes Description The address is used to send notification messages to the users in event of job error. See Selecting Notification Methods on page 172 for details. If enabling department charging or tracking, select the department you want to assign the user to. See Creating Departments on page 143 for information on populating this field with Departments. Enter the location you wish to assign the user to. Enter any additional information that you may find useful when pulling up a user s information. Enter the initial balance for this account. Print jobs for this user are logged against this balance, which declines after every job. If the balance drops below the minimum balance, the users are not able to release their print jobs and receive error notifications instead. When enabled, transactions are not charged to this account and users cannot print. See Locking Accounts on page 166. 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. See Setting Color Quotas on page 162. If the user enters PIN codes on a control terminal, enter a Primary PIN and an optional Secondary PIN. The primary PIN identifies the user, and the secondary PIN is used as a password. See Implementing PINs on page 177 for details. You can also enter an Alternate primary PIN that serves as another primary PIN for this user. The user can enter either primary PIN at a control mechanism. If you are using billing codes, select the billing codes to assign this user. If you assigned billing codes at the department level, all users assigned to the department automatically inherit the billing codes. Refer to Working with Billing Codes on page 123 for information about creating the Billing Codes that appear in this dialog. Note: If system-wide billing code access is set to All Codes, the Billing Codes area does not appear in the User properties dialog. See Enabling System-Wide Billing Code Access on page 125. Home Server The DRE print server that manages this users print jobs. 156 Equitrac Office Administration Guide

157 Chapter 6: Creating & Managing Accounts Creating Users Automatically By default, Equitrac Office is set to automatically create a new account for any user that does not exist in the CAS database. When a user submits a job request, CAS checks the database for a corresponding user account. If CAS does not find an account, it checks the Account creation configuration options to determine what to do with the job request. NOTE: When CAS automatically creates a new user, it retrieves the user s full name, address and other attributes from Active Directory, using the Active Directory synchronization parameters. All attributes configured for synchronization are set using those parameters. To configure automatic account creation, perform the following procedure: 1 In System Manager, navigate to Configuration > Accounting and quotas > Account creation. 2 Select Automatically create a new user account to allow Equitrac Office to create the account for you, and optionally assign the account to particular departments. Field Balance Use department intial balance Description Enter the initial balance for this account. Print jobs for this user are logged against this balance, which declines after every job. Newly created accounts use the initial balance specified here. When enabled, the initial balance of the user's department are assigned as the user's initial balance. Users not assigned to a department use the value specified in the Balance field. Equitrac Office Administration Guide 157

158 Chapter 6: Creating & Managing Accounts Field Initial minimum balance Initial color quota limit Use address Windows groups to Department Mapping Description If the balance drops below the minimum balance, the users are not able to release their print jobs and receive error notifications instead. Newly created accounts use the initial balance specified here for a user s department. Sets a limit on the number of color pages the user can print when their account is first created. This number can be reset manually or via a scheduled task. See Setting Color Quotas on page 162 for more information. 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 [email protected]. Optional configuration that assigns a user account to a specific department based on group membership. Click Add... to create a list of one-to-one relationships between Windows domain groups and departments. Equitrac Office adds the new user to a department when it first creates the new user account. Equitrac Office evaluates the list of groups by the order in which the groups appear, so the order you assign to the set of relationships is important. If a user belongs to more than one group in the list, the system assigns that user to the department associated with the first matching group in the list. Assigning Users to Departments If you did not use the automated department assignment options provided in the ADS Import dialog and the Account creation configuration options, you can assign users to departments within Accounts Manager. NOTE: Single users can only belong to one department, however, a single department can have multiple users. To assign a single user to a department: 1 In Accounts Manager, click User in the left pane and select the user from the list. 2 In the User properties dialog, select the Department from the drop-down list, and click OK. See Creating Departments on page 143 for information on populating this field with Departments. To assign multiple users to a department at the same time: 1 Use SHIFT-click or CTRL-click within the Users view to select multiple users. 2 Right-click on any selected user, and choose Assign to department from the menu. 3 In the Assign Department dialog, select the department from the drop-down list, and click OK. 158 Equitrac Office Administration Guide

159 Chapter 6: Creating & Managing Accounts Assigning Billing Codes to Users You can assign as many billing codes as you wish to a User Account. The user can select from available billing codes each time they submit a print job or when they login to a control terminal. Transaction charges are billed to the billing code, rather than to the User Account. 1 In Accounts Manager, click Users in the left pane to see a list of users. 2 Select one or multiple users from the list. Use SHIFT-click or CTRL-click to select multiple users. 3 Select Enable billing code(s) under Current tasks in the left pane, or right-click the selection in the right pane and choose Enable billing code(s) from the menu. 4 Click Add to open the Select account dialog. 5 Type a billing code account in the Account Name field, and click Verify. 6 Click OK to close the Select account dialog. The billing code displays in the Enabled billing codes list. 7 Click OK to enable the selected billing code(s). Equitrac Office Administration Guide 159

160 Chapter 6: Creating & Managing Accounts Managing User Accounts After you create the required combination of User, Department, and Billing Codes suitable for your deployment, you may want to set color quotas, or perform account management tasks such as locking or removing accounts, and forcing account transactions. Controlling Function Access You may control user access to select MFP functions such as copy, fax, and scan. You may also create exceptions according to groups. NOTE: On PageCounter terminals, only access to copy can be controlled. This functionality is not supported on all embedded device platforms. Consult your Equitrac embedded device documentation or the vendor for confirmation. To configure users access to MFP functions, perform the following procedure: 1 In System Manager, navigate to Configuration > Devices > Function access control. 2 In the Function access control dialog, select either Allow all users or Deny all users in the Monochrome copy, Color copy, Fax, and Scan fields respectively. 3 To add an exception to any of the functions, do the following: a Click <none>. An Add OS group dialog opens. 160 Equitrac Office Administration Guide

161 Chapter 6: Creating & Managing Accounts b Click <Add...> and OK. A Select Groups dialog opens. c Click Object Types. An Object Types dialog opens where you must select an object type. Click OK to return to the Select Groups dialog. d Click Locations. A Locations dialog opens where you must select a location for the object type. Click OK to return to the Select Groups dialog. Equitrac Office Administration Guide 161

162 Chapter 6: Creating & Managing Accounts e Enter the Object name in the field provided. If you do not know the exact spelling, you can type the first letter of the name and click Check Names to view a list matching that letter. f Select the name from the list and Click OK. NOTE: You may also do an advanced search if you wish. This is not recommended and is only for advanced administrators. Setting 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. For example, you can allow User A to print or copy up to 75 pages in color, whereas User B is limited to 25 pages of color output. NOTE: Quotas apply to user and department accounts only. You cannot set a color quota per billing code. Configuring Color Quotas for Print Requests When a user submits a print request, the Port Monitor on that device forwards the job attributes to CAS. When a job attribute is identified as color output, CAS checks the following: 1 Are Color Quotas are enabled system-wide? Quotas are enforced only when the system option is enabled in System Manager > Configuration > Accounting and quotas > Color quota. 162 Equitrac Office Administration Guide

163 Chapter 6: Creating & Managing Accounts 2 Has the User already exceeded their quota? CAS checks the number of color pages remaining for the user. If the remaining pages is 0, the job is denied and the user receives a notification. CAUTION: 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. 3 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. For example, if a print request is 5 pages, but the remaining quota of pages is 3, the job is denied in its entirety. Configuring Color Quotas for Copy Requests The workflow for a copy request is similar, but because CAS does not receive the job attributes until the copy job is complete, Equitrac Office cannot determine if producing the job will exceed the user s quota. In this case, the user may exceed the quota during a single session. However, you can select Disable copying on color devices once quota exceeded in System Manager > Configuration > Accounting and quotas > Color quota to prevent the user from copying on all color-capable devices after their quota is exceeded. If the user tries to access a color device via control terminal, they receive a notification that they exceeded their color quota. Entering Color 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. If you need to reset a quota, you can either make the change for one user at a time in the User Properties dialog, or you can created a scheduled task to reset multiple user quotas according to a schedule. To reset for a single user only, click on the user account in the User view, then click the Reset Usage button in the Color Quotas section of the dialog. To assign color quotas to a single user: 1 In Accounts Manager, click Users to view the list of all user accounts. 2 Click on any user in the right pane to open the user Properties dialog. 3 In the Color Quota section of the Properties dialog, set the total number of color pages the user is allowed to produce on both copy and print devices, and click OK. Equitrac Office Administration Guide 163

164 Chapter 6: Creating & Managing Accounts To assign the same color quota to multiple users: 1 In Accounts Manager, click Users to view the list of all user accounts. 2 CTRL-click or SHIFT-click on the desired users in the right pane, then right-click the selection and choose Set color quota from the menu. 3 In the Set color quota dialog, set the total number of color pages the selected users are allowed to produce on both copy and print devices, and click OK. To assign a color quota to all users in a department: 1 Launch Department Manager and click Users. NOTE: You must have Department Access Permissions and be a member of the Department to make these changes. See Configuring Administrative Access on page 31 for more information. 2 Press and hold the SHIFT key, then click the first and last users in the department. 3 Right-click on the highlighted list, and select Set color quota from the menu. 4 In the Set color quota dialog, enter the number of color pages the users should be allowed to print, then click OK to save the change. Resetting Color Quotas There are three different ways to reset color quotas for users: one user at a time multi-select two or more users create a task to reset quotas on a scheduled basis To reset the quota for a single user: 1 In Accounts Manager, click Users to view the list of all user accounts. 2 Click on any user in the right pane to open the user Properties dialog. 3 In the Color Quota section of the Properties dialog, click Reset Usage, and click OK. The Page Usage and Remaining pages fields are set back to the original quota granted to this user. 164 Equitrac Office Administration Guide

165 Chapter 6: Creating & Managing Accounts To reset the quota for multiple users: 1 In Accounts Manager, select Users in the left pane to view the list of all user accounts. 2 Press SHIFT-click or CTRL-click to select multiple users. 3 Select Reset quota usage under Current tasks in the left pane, or right-click the selection in the right pane and choose Enable billing codes from the menu. 4 Click OK on the popup to confirm the reset for multiple users. The Page Usage and Remaining pages database entries are set back to the original quota granted for these users. To schedule a Reset Color Usage task: 1 In System Manager, select Scheduled tasks in the left pane. 2 Select Add scheduled set color quotas under Current tasks, or click Add in the right pane and select Set color quotas from the Add new scheduled task dialog. 3 Enter a Name and Description for the task. 4 Select Reset Color Usage from the Task type from the drop-down list. This option resets the number of color pages used back to "0". The user can then print or copy in color until they reach their set quota. 5 Apply the task to one of the following: All Users selects all users regardless of what department or group they are assigned to Department select a department from drop-down list that the users are assigned to. Windows Group click the Browse button to select a group that the users are assigned to. 6 Schedule the task to occur either once, every day, every week, or monthly. 7 Enter a Start date and Start time for the task to run. 8 Click OK to save the scheduled task. Equitrac Office Administration Guide 165

166 Chapter 6: Creating & Managing Accounts Locking Accounts When you lock an account, Equitrac Office cannot charge print jobs to it. The account is maintained in the database but it is inactive. Locking an account can have different consequences for network users, depending on the account type that is locked and the types of accounts that you are using at your organization. If your organization uses all three account types (users, departments, and billing codes) and you have configured the accounting server to evaluate all three account types when assigning charges to users, the following consequences apply when you lock specific accounts: If you lock a user account, that user is unable to print. If you lock a department, all users assigned to that department are unable to print. If you lock a billing code account, users are not able to print using that code; they must select another billing code. If users do not have access to another billing code, they are unable to print. To lock an account: 1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts. 2 Click a user, department, or billing code account from the list. The Account Properties dialog opens. 3 In the Account Information section, select the Account Locked check box and click OK. The account is locked. Users must charge print jobs to another account. If users do not have access to another account, they are unable to print. To unlock or enable the account, clear the Account locked checkbox. Removing Accounts Each Equitrac Office account has a unique identifier in the database. While you can remove and delete an account and add a new account with the same name, the transactions for the deleted account are not associated with the new account. The audit trail for any account ends the moment you delete it. The accounts database retains all transaction records, however, so that you can continue creating usage reports. Deleting an account means that while printing transaction history remains on file, the accounts appear as deleted in printing usage reports. If you want to disable an account temporarily, but do not want to delete it permanently, you can lock the account so the system cannot charge print jobs to it. If you delete a department, the system bills all users actively assigned to that department as individuals. Similarly, if you delete a billing code account, the system bills all users assigned that code as if they have no billing code selected. When you delete an account, that account is permanently closed. Because each account has a unique identifier, once you delete an account, you cannot recreate it, even if you assign a new account with the same name. 166 Equitrac Office Administration Guide

167 Chapter 6: Creating & Managing Accounts Deleting Single or Multiple Accounts 1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts. 2 Click a user, department, or billing code account from the list. Use SHIFT-click or CTRL-click to select multiple accounts. 3 Right-click on the account(s) you wish to delete and select Delete from the menu. 4 Click one of the options on the Delete dialog. Yes deletes the selected account. When deleting multiple accounts, you can click Yes to step through and delete the selected accounts one at a time. Yes to All deletes all of the selected accounts at once. No prevents an account from being deleted. If you click No when multiple accounts are being deleted, the next account in the selection appears in the Delete dialog. Cancel closes the Delete dialog and stops the delete process. CAUTION: If you click Yes when deleting multiple accounts, and then you click Cancel before deleting the remaining selected accounts, any deleted accounts are permanently removed from the database, regardless when you click Cancel. Cancel only affects the selected accounts that you did not yet delete. Deleting a Set of Accounts Based on Shared Properties You can delete multiple accounts that share the same properties. For example, a set of users can be deleted from a department, or a set departments that use the same billing code can be deleted. 1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts. 2 Click a column header for the corresponding shared property to sort the list alphabetically. Click the column again to sort the list in reverse-alphabetical order. For example, click the Department column in the User list to group all users in that department together. 3 Right-click on the desired accounts and select Delete from the menu. To delete all of the selected accounts at once, click Yes to All. To step through and delete the selected accounts one at a time, click Yes. To prevent a user or department from being deleted, click No. The system removes the accounts from the database. Once a user account is deleted, the printer transaction records are retained. Equitrac Office Administration Guide 167

168 Chapter 6: Creating & Managing Accounts Forcing an Account Transaction A transaction adds or removes funds from an account. You can use Accounts Manager to perform transactions for multiple users simultaneously, or individual departments or billing codes. 1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts. 2 Click the desired user, department, or billing codes in the right pane. Use SHIFT-click or CTRL-click to select multiple accounts 3 Right-click the Add Transaction option to open the Add Transaction dialog. 4 Enter a transaction amount in the Amount field. For negative transactions, include a negative symbol (-) before the transaction value. 5 Type a comment in the Comments field. 6 Click OK. The account updates to reflect the transaction. 168 Equitrac Office Administration Guide

169 Chapter 6: Creating & Managing Accounts Accounts System Configuration System configuration options determine how the Accounting Server validates accounts, provides error notifications, assigns charges, and handles unknown print requests or unidentified documents. User Authentication If your Equitrac Office deployment uses Client Billing, control terminals, or embedded devices, you can configure CAS to validate user accounts against primary and secondary accounts PINs. PIN information connects an Equitrac Office printing account with user logon information when a user logs onto a control terminal or releases a print job. The primary PIN is the numeric sequence that uniquely identifies the user, and can be data encoded on a magnetic swipe card or entered via a terminal keypad. The secondary PIN acts as a device password, and is entered via a terminal keypad. To configure user authentication settings, perform the following procedure: 1 In System Manager, navigate to Configuration > Security and authentication > User authentication. Equitrac Office Administration Guide 169

170 Chapter 6: Creating & Managing Accounts 2 Select your Authentication options: a Select the Input type to determines how users are authenticated. Card swipe only Users authenticate with a swipe card. Card swipe or keypad entry Users authenticate with a swipe card or at the MFP front panel. Keypad only Users authenticate at the MFP front panel. b Select when to Prompt for secondary PIN. Always User must enter a secondary PIN via the keyboard after they swipe their card. Never Secondary PIN is not required. Only with keyboard login User must enter a secondary PIN if they entered their primary PIN via the keyboard (rather than with a swipe card). This option prevents users from typing in someone else s primary PIN while still allowing valid users to login without a card. Use the Only with keyboard login option when two-level authentication is required to register new cards. In order to register the card, the user is required to manually enter the primary and secondary login credentials. There is no secondary prompt once a card is registered. c If using a PageCounter terminal, determine the Card setup. For details on entering the decoding parameters, see Configuring HID in Equitrac Office on page 120. d Select Auto-register primary PINs to enable users to register an unrecognized swipe card for future use. To complete the card registration, the user is required to login with a valid user ID and password (the user ID must already exist in CAS). NOTE: If this checkbox is not selected, then a user cannot register a card, and must login manually. e Select Register as alternate PIN to record the primary PIN as the alternate PIN. When selected, the user can also login with a valid primary PIN and secondary PIN to complete registration. 3 Select one or more Authentication mechanisms: a b Equitrac Office PINs Leave selected only if you want to connect an Equitrac Office printing account with logon information. See Implementing PINs on page 177 for PIN information. External user ID and password Select only if you are using swipe cards to verify all user information outside of Equitrac Office. c Equitrac Office PIN with external password Enable if users swipe their cards for identification, but must also enter their domain user account password. Equitrac Office cross-checks the database for the corresponding Equitrac account name, then verify the credentials against the selected external authority for network logon. 4 Select the Store secondary PIN encrypted check box if you want the secondary PIN to be encrypted. 5 Select the CAS offline behavior: a Set the Login caching from the DCE servers drop-down list. Disabled Prevents user login when CAS is offline. Enabled Allows only previously CAS-validated users to login when CAS is offline. 170 Equitrac Office Administration Guide

171 Chapter 6: Creating & Managing Accounts DCE login caching determines whether a user login is accepted or denied when CAS is offline. If DCE caching is disabled when CAS is offline, then users cannot login. If DCE caching is enabled when CAS is offline, then DCE allows users to login only if they had previously logged in when CAS was online. For example, if DCE caching is enabled, and User1 authenticated while CAS was online, but User2 did not, then if CAS goes offline, User1 can still login, but User2 cannot login until CAS comes online again. Once CAS is back online, then User2 can login, and continue to login even if CAS goes offline again. This option also controls login caching on PageCounter terminals. If the PageCounter cannot contact DCE, it goes into local mode and validates against its login cache. Only copying is supported in this mode. NOTE: Account limits are not enforced, and Billing Codes are not validated when DCE is operating without a connection to CAS. b Determine how DRE servers handle print jobs when CAS is offline. Auto select If account limits are enforced, then the Do not print option is used. If account limits are not enforced, then the Print, charge accounts later option is used. Do not print Users cannot print, and must wait until CAS is back online in order to print. Print, charge accounts later Users can print, and then the print job is charged to their account when CAS is back online. 6 Select one or more external authorities: a Windows validates accounts against a default Windows domain. Type the domain name in the Default domain field. b NetWare validates accounts against a default NetWare context. Enter the name in the Default context field. c LDAP validates accounts against a default LDAP server. Type the server name, then choose an LDAP type from the list. Select Force SSL if you want use Secure Socket Layer encryption. Select Use LDAP version 3 if you want to use LDAP version 3. The DN prefix and suffix are placed before and after, respectively, the supplied userid before attempting simple authentication against LDAP. Select your user ID modification method. If the userid has the format of an address, this setting allows the domain to be removed. NOTE: Use the left and right arrow keys to quickly scroll through lists of Windows domains, NetWare context, and LDAP servers, if available. 7 Click OK to save the settings. Equitrac Office Administration Guide 171

172 Chapter 6: Creating & Managing Accounts Selecting Notification Methods If a transaction fails to complete, the user can be notified by popup message, , or a notification page. If you are configuring Routing Rules, these settings also determine the Send message method used within a rule. Routing Rules do not support printed notification pages, however, all other options outlined below can be applied with Routing Rules. See Routing Rules on page 225 for more information. 1 In System Manager, navigate to Configuration > User interaction > Error notifications. 2 Choose one or more notification methods: Using Equitrac messaging service A proprietary messaging service that is included with the Client install to display print error messages on the user s workstation. This option is required if you are running the Equitrac Client on Windows Vista. NOTE: The Equitrac messaging service is installed with the Equitrac client. No additional configuration is required. This service is not supported for UNIX print servers and Macintosh clients. However, the Macintosh Client has its own message popup capability. Sending a popup message Users receive an error message on the workstation from which the print request originates. If you choose this option, the Windows Messenger service must be running on the client s workstation. This option does not work on Windows Vista. Sending the user Users receive an notification of the transaction error. Equitrac Office uses the address configured in Accounts Manager. NOTE: You must configure System Manager > Configuration > Network environment > SMTP mail server settings to enable notifications. Printing a notification page Equitrac Office prints a separate error notification on a printed page. By default, the printed notification page includes job status, the error message, and the user ID. You can customize the printed notification page to provide users with more detailed information. You can format up to five lines separately with text as well as escape codes. If you leave the field blank, Equitrac Office assumes the following escape code entries, in order: job status, error message, user ID, account. 172 Equitrac Office Administration Guide

173 Chapter 6: Creating & Managing Accounts The following table describes available escape codes, print notification details, and possible error conditions. Escape Code Print Notification Details Possible Error Condition \U User ID of the user who requested the print job \T Current time stamp \J Job status Job has been cancelled Job has been truncated \P Printer name \S Windows network name of the print server \M Error message from the accounting server Insufficient funds Printer not configured Unknown user Account locked Cannot contact accounting server Invalid datastream Server down Charging to Departments If you implement departments within Equitrac Office, you can choose whether transactions are charged to the user account, or to the department. When printing documents, Equitrac Office charges the configured account once, at print time only, and does not charge a user account to release the document. In System Manager, navigate to Configuration > Accounting and quotas > Account charging. By default, Equitrac Office charges transactions to a user account, even if the user belongs to a department. However, if you want to assign charges to the department that the user belongs to, check Charge to department if available. When a user submits a job request, CAS checks to see if the user is a member of a department. If so, the transaction is verified against the current department balance, and the job request is charged to the department. NOTE: If you are using Billing Codes and departments, the charges are assigned to the selected Billing Code, even when Charge to department is enabled. Equitrac Office Administration Guide 173

174 Chapter 6: Creating & Managing Accounts Handling Unidentified Documents Unidentified documents are transactions for which Equitrac Office cannot identify the associated account, such as a received fax on a multi-function device. 1 In System Manager, navigate to Configuration > Accounting and quotas > Unidentified documents. 2 Enter an Account name in the field. 3 Select an Account type from the drop-down list. 4 Click Verify to have Equitrac Office validate the account information against the accounting server database. 5 When Equitrac Office successfully validates the account, click OK. Otherwise, re-enter and re-validate the account information, or click Cancel to close the window without saving changes. Deleting Objects in Synchronized Directories When you delete an object, such as a user, from a Windows Active Directory, the deleted object goes into a deleted object container for a period of time. When you use the Equitrac Office Scheduling feature to synchronize Active Directory accounts, the Scheduler looks at this container for deleted user accounts. If you have selected the Deletes ADS update option, Scheduler also flags any corresponding user accounts in Equitrac Office as deleted. In order to access the contents of the deleted object container, you must use the EQModifyDeletedContainerSecurity command line tool to give Equitrac Office permission to view and manage the container s contents. This utility assigns container access permissions to the user ID that starts the Scheduler service. See Directory Synchronization Access Permissions on page 290 for more information on using this utility. NOTE: To run this utility, you must have Active Directory administrator privileges in addition to having Equitrac Office System Manager rights. 174 Equitrac Office Administration Guide

175 Chapter 6: Creating & Managing Accounts Configuring Unlimited Printing You can use the System Manager > Price lists options to configure unlimited account printing. With unlimited printing, accounts have no limits imposed on their balances, regardless of the limit enforcement option specified on CAS. If you want to track printing usage only, and do not need to specify billing and pricing, you can configure unlimited printing system-wide. Perform the following procedure to configure unlimited printing. See Advanced Print/Copy Price Lists on page 187 for details on creating price lists and configuring surcharges. 1 Create an Advanced, Large-format, Fax, or Scan price list. 2 Configure the price list as desired. 3 Configure a surcharge for the user, department, or billing code account you want to assign unlimited printing to and apply a 0% surcharge value. Associating Swipe Cards with Equitrac Accounts If your users swipe magnetic cards to identify themselves at the printer or copier through an external XCP or PageCounter device, use the Card Swipe wizard to add the swipe card account associations to the Equitrac Office database. This wizard enables you to swipe a magnetic swipe card on an XCP device, or on a simple wedge card reader with keyboard interface. The wedge card reader option is mandatory if you are using card readers that do not interface with a PC. Contact Equitrac Technical Support for a list of compatible wedge card readers. CAUTION: For XCP devices only, disconnect the network cable from the card reader when using the Card Swipe wizard. The only cable you can attach to the card reader during this procedure is the nine-pin serial cable. If both the serial and network cables are connected for the wizard, you risk registering unusable characters from the XCP device in the PIN information. To add account identifications for magnetic cards: 1 Before you start the Card Swipe Wizard, you must shut down the Device Control Engine. 2 Select Start > Control Panel > Administrative Tools > Services. Right-click the EQ DCE Service in the right pane and select Stop. 3 For XCP devices only, ensure that you have configured the COM port for the card reader correctly in the operating system BIOS and Control Panel. For all other devices, proceed to the next step. 4 Use a nine-pin cable to connect the card reader to the serial port. 5 On an administrative workstation, browse to Programs Files\Equitrac\Office\Tools. Select the Card Swipe Wizard. 6 In the wizard s first dialog, select a Card swipe unit. If you select XCP, specify the serial port to which the card reader is connected. 7 Enter the Windows network name of the computer that hosts the accounting server. Click Next. 8 Swipe the magnetic card. Equitrac Office Administration Guide 175

176 Chapter 6: Creating & Managing Accounts 9 In the following dialog, verify that the card reader has successfully retrieved the primary PIN data from the card. Optionally, you can specify a secondary PIN for the card. Click Next. NOTE: The card reader reads the primary PIN from the card based on the card swipe position you configure in System Manager > Configuration > Devices > Control Terminals; see Control Terminals on page 53 for details. The secondary PIN is like a password for the user. If you use the secondary PIN, you must also configure Equitrac Office to prompt for it; see User Authentication on page 169 for details. 10 In the following dialog, select the type of account that Equitrac Office associates with this card. In the accompanying text box, specify the name of the account and click Verify. The wizard verifies that the specified account exists in the Equitrac Office database and displays the account description. 11 To continue using the wizard to configure more cards with associated Equitrac Office accounts, click Another card. 12 To exit the wizard, click Finish. 13 Open Start > Settings > Control Panel > Administrative Tools > Services. Right-click the EQ DCE Service in the right pane and select Start. The account identifications appear in Accounts Manager. Configuring the Mail Server for Notifications If you plan to use for error notifications, sending reports, or print transaction messages, you must configure your mail server settings. Your mail server must support SMTP mail in order to use features in Equitrac Office. Older systems, such as Microsoft Mail, may not support SMTP. Refer to your mail server documentation for details. 1 In System Manager, navigate to Configuration > Network environment > SMTP mail server. 2 Enter your network server which is either the server s DNS name or IP Address. NOTE: You can append a port number to the IP address of the mail server to override the default value. 3 Enter a Mail from address for system generated messages. This address appears in the From field when a user receives a notification message. 4 Check Basic Authentication if your SMTP mail server requires a user name and password each time a message is generated. 5 Click OK to save the changes. 176 Equitrac Office Administration Guide

177 Chapter 6: Creating & Managing Accounts Implementing PINs PIN information connects an Equitrac Office printing account with user logon information. Client billing, control terminals, and embedded devices can use PINs to control access to devices. The system tracks and charges printer and copier use to the appropriate account in the Equitrac Office database when users use PINs to log on to a device. The primary PIN is the numeric sequence that uniquely identifies the user. The primary PIN can be data encoded on a swipe card, or the user can enter it using the keypad. The secondary PIN acts as a device password. The user enters it using the keypad. Equitrac Office offers an optional alternate primary PIN that the user can enter instead of the primary PIN. Both PINs server same function, but offer the user a choice of two primary PINs. You must enable Equitrac Office to use PIN information at the system level in System Manager > Configuration > Security and authentication > User authentication. If you do not set the system option, the PIN values are not used, even if you enter them for each account. See User Authentication on page 169 for instructions. You can use Accounts Manager to create and manage primary and secondary PIN information for any type of account including user, department, and billing codes. User-Controlled PIN Management You can configure Equitrac Office to allow users to self-manage their user PIN information at a PageCounter terminal or via their personal web page. This feature is not available for embedded devices. A user can reset their PIN code at any time, reducing Administrative overhead normally spent performing this task. In System Manager, navigate to Configuration > Network environment > Automated PIN code management. If you enable temporary PIN codes, Equitrac Office sends an message (when a user account is first created) that contains a randomly generated numeric PIN code. Any account creation method generates this message, as long as an address is associated with the account when the account is first created. When the user enters the generated PIN at a PageCounter, the More prompt enables the user to either enter a new PIN code, or to swipe a card (if card readers are implemented and enabled). Equitrac Office Administration Guide 177

178 Chapter 6: Creating & Managing Accounts Temporary PIN codes are optional. If you are using primary PINs only, as opposed to Primary and Secondary PINs, there is an increased security risk. Other users may be able to guess the Primary PIN and access other users account, then change their PIN codes. Refer to the following table for a description of each automated PIN option. Option temporary PIN code to users Subject Message Enable users to manage their PIN codes at PageCounter Description Sends an message to a newly created user account containing a randomly generated PIN code. The user account must contain an address to enable this functionality. The message subject heading. The message contents. Edit this message if you are not using secondary PINs, or if you want to personalize the message for your users. Enable to let users change their PIN code at a PageCounter terminal. The user must be logged onto the terminal with a valid account to see this option. Note: This option applies to PageCounter terminals only, and is not supported for PCS or NTS terminals). Enable users to reset PIN on the user s personal web page Enable to let users reset their PIN codes via the personal web page. See Viewing User Account Status on page 180 for details. 178 Equitrac Office Administration Guide

179 Chapter 6: Creating & Managing Accounts PIN Management & PageCounter prompts When temporary PIN management is enabled, the prompts on the PageCounter device change slightly. On the Select Use screen, a More option replaces the End option. Select use: Print Copy More When the user presses More, three options are available: PINs, End, and Back. Select use: PINs End Back End closes the current session, and Back takes the user back to the Select use menu. PINs If the user presses More, the Select PIN menu appears with three options: PIN1, PIN2, and Back. Select PIN: PIN1 PIN2 Back NOTE: PIN2 appears on this menu only if Secondary PINs are enabled system-wide. In System Manager, select Configuration > Control Terminals, and ensure that Enable secondary prompt is selected. The user can select PIN1 to change their primary PIN. The PageCounter prompts the user to enter a new PIN, or to swipe a card and then confirm the new PIN. The PageCounter displays a success or error message (the confirmation must match the first entry), and returns to the Select PIN menu. If the user selects a PIN that is already taken by another user, an error message is presented and the user must enter a different PIN. Equitrac Office Administration Guide 179

180 Chapter 6: Creating & Managing Accounts Viewing User Account Status Users can determine their own account balance via two different mechanisms: Personal Account Statement via a browser Account balance popup on their client workstation Personal Account Statements Using the Internet, users can access their personal account statement which includes their current balance and account status. 1 Open a web browser and enter Server>:2941/webtools in the Address field. Where <Accounting Server> represents the system name of your accounting server. For example: 2 At the Equitrac Office Logon screen enter a User ID and a Password. NOTE: Users can enter Windows logon credentials, including local accounts on the accounting server as well as domain accounts in the form of <domain.com>\userid. Users can also log on using the primary PIN information configured in Accounts Manager. Users logging on using their primary PIN must also enter their secondary PIN as the password. 3 Click Log on to view the account status. The Statement link shows the personal account statement information for the past 30 days. The PIN Management link lets the user change the primary and secondary PINs. The New PIN2 field appears only if Secondary PINs are enabled system-wide. This is configurable in System Manager > Configuration > Network environment > Automated PIN code management. 180 Equitrac Office Administration Guide

181 Chapter 6: Creating & Managing Accounts Configuring the Account Monitor Popup If you want users to have instant access to their account balance information, install the EQAcctMonitor utility on each client workstation. This utility sits on the system tray, and the user can click on it at any time to view current account information. The user sees their Account name (corresponding to their current Windows login information), Account Balance, and Color Quota remaining (if color quotas are configured). You can find the utility in \Program Files\Equitrac\Office\Tools folder on the machine where CAS is installed. NOTE: This feature is supported on user workstations that are authenticated on Windows Servers only. This feature does not work when workstations are authenticated under UNIX Print Servers. 1 On the CAS server, locate the Program Files\Equitrac\Office\Tools folder. 2 Open the EQAcctMonitor.ini file in any text editor. 3 Edit the contents of the file, replacing the put_your_server_name_here text with the name of the Core Accounting Server that will provide the balance updates to each client. In the following example, CAS is called "ACCTSRV1". [AcctServer] Name=ACCTSRV1 4 Save the changes. 5 Copy both the EQAcctMonitor.exe and the EQAcctMonitor.ini files to the Program Files \Equitrac\Office\folder on each client workstation. 6 Run the executable on each workstation. The icon appears in the System Tray, shown in the screen shot to the right. The user can hover their cursor over the icon to see the balance, or click on the icon to open the full dialog. Equitrac Office Administration Guide 181

182 Chapter 6: Creating & Managing Accounts 182 Equitrac Office Administration Guide

183 7 Configuring Price Lists Topics Price List Workflow Identifying Pricing Requirements Creating Advanced Print/Copy Price Lists Creating Large-Format Price Lists Creating Fax Price Lists Creating Scan Price Lists Assigning Price Lists A price list is a collection of charging rules you can apply as a set to one or more network printers. These charging rules define how Equitrac Office assigns charges to printing accounts for transactions based on attributes such as page count, page attributes, finishing options, and surcharges. A price list can also accommodate time-of-day charging. When you first install Equitrac Office, a flat-rate price list is assigned by default. Any print job generated to any monitor device uses the flat-rate price until you change the pricing options. The flat rate is set to 0.01 per page initially. This chapter provides information about: the best way to plan a pricing strategy, considering factors such as device-specific capabilities, primary or dual pricing requirements, and department pricing needs creating the five different types of price lists, then assigning them to devices assigning price lists to departments Equitrac Office Administration Guide 183

184 Chapter 7: Configuring Price Lists Price List Workflow When first creating price lists within Equitrac Office, follow this workflow: 1. Identify pricing requirements Consider these factors when planning price lists: types of price lists whether basic price lists suffice, or if you also need advanced price lists the need for default price lists the need for primary alone, or dual price lists reflecting real device capabilities how you apply the price list (queue, port, control/terminal interface, or default) 2. Create price lists Within the System Manager > Price Lists link, create all required price lists. 3. Assign price lists to devices Within the System Manager > Devices link, assign one or more price lists at the port, queue, control terminal/interface or device level. 184 Equitrac Office Administration Guide

185 Chapter 7: Configuring Price Lists Identifying Pricing Requirements The information in this section helps you determine the price lists required for your organization. To achieve the best possible pricing results, read through this section before you start creating price lists. Overview of Price List Types There are five different types of price lists that you can create within Equitrac Office. Depending on the needs of your organization, you may need to define and apply a combination of price list types to each device. For example, multi-function devices require a different price list for each of its capabilities: a basic and/or advanced price list for printing, copying, a fax price list, and a scan price list. Price List Type Description Apply to these devices Transaction Type Basic Print/Copy Price per page for black & white or color output Basic printers that do not offer extended capabilities. Print, Copy Advanced Print/ Copy Assign costs for extended job and page attributes. Printers with finishing options and page detail capabilities. Print, Copy Large-Format Assign costs for extended job and page attributes for large-format jobs. Plotter printers. Print Fax Assign costs for fax jobs by page or by minute, and optionally, by prefix. Printers with fax capabilities. Fax Scan Assign costs for scan jobs per type and page attributes. Printers with scan capabilities. Scan Transaction type is important because you should only apply a price list to a device that is capable of producing the particular transaction type that the price list incorporates. Otherwise, you might encounter pricing errors. Equitrac Office Administration Guide 185

186 Chapter 7: Configuring Price Lists Basic Print/Copy Price Lists If you want to differentiate the price between black and white or color printing only, you can use a basic price list. If you require price lists that factor in finishing operations and page detail, you need to create Advanced price lists. When you assign basic costs, Equitrac Office evaluates color characteristics per page. If the system detects any color in a given print job, it applies the color page cost to the color pages and the black and white cost to the rest. Creating Basic Print/Copy Price Lists To create a new basic price list, do the following: 1 In System Manager, select Price lists in the left pane. 2 Select Add basic price list under Current task. Alternately, you can click <Add> in the right pane and select Basic as the Price list type, or right-click the right pane and select Add basic price list from the menu. Some print drivers may send color commands to non-color printers. To avoid incorrect color charges applied to black and white printing, set identical costs in both the Black and white costs and the Color costs. To charge a reduced rate for multi-page print jobs, use the Next page fields to set page range pricing. Subsequent page prices are optional. 186 Equitrac Office Administration Guide

187 Chapter 7: Configuring Price Lists Advanced Print/Copy Price Lists Advanced price lists apply extended costs to printers, based on finishing operations and page details. The diagram below represents the complex calculation performed by Equitrac Office to determine the total job cost. Page Detail Costs Job Base Price Default Page Price Finishing Costs Surcharges Total Job Cost Job Base Price A job base price is an optional one-time fee charged for the job as a whole, regardless of job attributes or page attributes. For example, you can enter a job base price if you want to charge an administrative fee for processing the job. Page Detail Costs Page details are variable costs calculated per page. When Equitrac Office receives a print request from the Port Monitor, it compares each job in the request to the page detail rules you set. If a page matches attributes within a rule, the price for that rule is added to the cost calculation. If no rules match, the default page price is used instead. After the Port Monitor has determined the attributes for each page, Equitrac Office evaluates the given attributes and applies page details rules in the following manner and order: 1 The CAS compares the print request attributes with all page detail rules. If an exact match is found, CAS applies the specified charge. CAUTION: If multiple charging rules have the same number of matched page attributes, the accounting server selects the rule with the higher assigned charge. 2 If the page attributes do not match any of the specified page detail rules, the CAS applies the default page price for each unmatched page. Page details include transaction type, paper size, color, color-type (Xerox feature), duplexing, tray source, media, and page price. You can set one or more page detail rules to cover all potential printing variables at the page level. For example, you need a separate page detail rule for color letter size printing verses color legal size printing. You may also need a rule for color letter duplex printing. NOTE: Equitrac Office applies page charging for each impression. For single-sided (simplex) printing there is one impression per sheet. For double-sided (duplex) printing there is one or two impressions per sheet. Unfortunately, some drivers only generate even number of impressions when duplex printing, resulting in a blank impression on the back side of the last page. Equitrac Office Administration Guide 187

188 Chapter 7: Configuring Price Lists When you define price lists to use with Equitrac Office printers, be aware of the effect of the following page details rules settings: Equitrac Office examines all rules, regardless of order. If two rules match, Equitrac Office uses the one producing a higher cost to determine printing cost. Yes and No settings count as matches. Specified type, size, tray, or media values count as matches. Any does not count as a match. Use Any when you do not want an attribute (such as color) to affect pricing. Once you use a non-any value in a rule, you should create rules using the other values associated with the attribute (for example, one rule for a Yes value, another rule for a No value). If you experience printing problems related to charging schedules and print costs, ensure you have applied the correct price list, and that you have defined it properly according to the criteria listed above. NOTE: Inconsistencies between printer drivers may require you to establish multiple price lists to handle these differences. Default Page Price The default page price is applied if CAS fails to locate a match with any print detail rule. CAS applies the default page price for each unmatched page. Finishing Costs Finishing costs are those performed both online and offline. Online costs are punching, binding, stapling, and folding. Offline costs are trimming, stitching, and wrapping. Equitrac Office considers each finishing attribute as either True or False. A job is either folded or not folded, wrapped or not wrapped. If the job is either folded, bound, or wrapped (or all three), each finishing attribute cost is added to the total cost calculation. Surcharges Surcharges are additional charges added above and beyond other job costs, and are based on: RIP/Print Charges Charges applied if Raster Image Files are processed, or for total job size. As an example, Raster Image Processing ties up the device. You can charge per minute or per page to accomodate the amount of time that is dedicated to processing the Raster Image job. Account Surcharges Add a fixed amount or a percentage of the base price for all print jobs generated by a specific user, an entire department, or for a billing code. Time-of-day Charges Add a surcharge to the total charge job cost if the print/copy job is generated within a particular timeframe and within a designated date range. For example, you can add a surcharge for jobs process during peak printing times, such as Mon-Fri between 9:00 am and noon. Time-of-day charges can be a fixed cost, or a percentage of the base price. 188 Equitrac Office Administration Guide

189 Chapter 7: Configuring Price Lists Creating Advanced Print/Copy Price Lists To create a new advanced price list, do the following: 1 In System Manager, select Price Lists in the left pane. 2 Select Add advanced price list under Current tasks. Alternately, you can click <Add> in the right pane and select Advanced as the Price list type, or right-click the right pane and select Add advanced price list from the menu. 3 Enter a Name for the price list. When you need to assign price lists to devices, you can identify the price list by this name. Ensure that the name is somewhat descriptive, so you recognize the attributes when you assign them to devices. Each price list must have a unique name. 4 Enter a Description for the price list. You can use the description field to differentiate two similar advanced price lists. For example, you might have two price lists that are identical except for page size. Use the description field to make note of the page size. 5 In the Job attributes section, do the following: a Set the Base price to be used as a processing fee. Equitrac Office charges the base price to all print/copy jobs. This price is optional. b Set the Finishing operations such as, Punching, Binding, Stapling, Folding, Trimming, Stitching, and Wrapping. c Set the Price for each operation. d The Basis column is not editable, therefore per job or per copy is a fixed attribute for each operation. e Surcharges are optional additional charges based on Raster Image Processing (RIP), specific accounts or departments, or time of day. See To set surcharges to price list, do the following: on page 190 for more information on how surcharges affect the total job cost. Equitrac Office Administration Guide 189

190 Chapter 7: Configuring Price Lists 6 Set the Page Detail Pricing for a specific combination of page attributes. Equitrac Office compares each page in a print job request to these attributes. If all the page attributes match, the price for that page is determined by the rule. If no rule matches, the default page price is used instead. a Set the Default page price to apply the default price to every page that does not match the page detail pricing rule. b Click Add from the Type column to create a new pricing rule. c Click any attribute field, and select an option from its drop-down list. d Enter a Price for the page detail pricing rule. NOTE: The Col-type column only applies to Equitrac Embedded devices that support color coverage pricing. For example, Xerox T1 applies to transactions collected through Equitrac Embedded for Xerox. NOTE: Some options available in Page detail pricing cannot be applied to every device supported by Equitrac. For example, the Color > single option is supported by select Aficio models and the Ricoh ACM model. Fully test your configuration options before you operate Equitrac Office in a live production environment. Setting Surcharges To set surcharges to price list, do the following: 1 In System Manager > Price Lists, select the price list from the Advanced section in the right pane. 2 Click the Surcharges button to open the Surcharges dialog. 3 In the RIP/Print Charges section, you can set the following charges to the base job cost: a Enter a Job size price per megabyte. b Enter a RIP time price per minute to accommodate the amount of time that is dedicated to processing the Raster Image job. c Enter a RIP surcharge price per page for the Raster Image Printing service. d Enter a Print time to cover revenue lost from other jobs that must wait while a large job is processed. Large jobs can tie up devices and keep other jobs waiting. 190 Equitrac Office Administration Guide

191 Chapter 7: Configuring Price Lists 4 In the Account surcharge section, you can add surcharges for individual users, for entire departments, or for a particular billing code. a Click Add, then enter an Account name and select an Account type from the drop-down list. b Click Verify to confirm the account name and type are valid, and then click OK to close the dialog. c In the Action column, set the surcharge as a Percentage, or a Fixed value. d In the Value column, set the percentage amount, or the fixed dollar amount. Depending on the Action you chose. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20 (before calculating page attributes). NOTE: You must apply a Client Workstation license within System Manager to enable Client Billing. 5 In the Time surcharge section, add charges to the base price that reflect the time of day the job was printed or copied. You can add more than one time surcharge to a single price list. a Click Add, to create a time surcharge rule. b Select Day to add a single day of the week or a range of days when the surcharge applies. c Set a time range in the From and To columns, using a 24 hour clock value. d Set the Action as a Percentage, or a Fixed value. e Set the Value of the percentage amount, or the fixed dollar amount. Depending on the Action you chose. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20 (before calculating page attributes). Equitrac Office Administration Guide 191

192 Chapter 7: Configuring Price Lists Sample Job Cost Calculation To illustrate how page detail rules are applied, the following example calculates charges for a print job sent to a printer defined to use an advanced price list. Working through this example should give you an overview of the general strategy for defining advanced price lists. The advanced price list is defined as follows: Attribute Category Individual attributes Assigned Charge Page Detail Rule # Job attributes Job base Stapling 0.05 Binding 1.00 Page detail pricing Default page 0.05 Color Size A3 + color Size A3 + color + heavy media Size A3 + heavy media Color + heavy media The print job consists of a bound, six-page job that has a separator or banner page for the first page. The Port Monitor examines the job and page attributes and passes the necessary information to the CAS, which then examines the information and determines that the six pages in the print job match the page detail rules as outlined below. Attribute Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 A3 size Yes Yes Uses color Yes Yes Yes Heavy media Yes Rule match? No No No Yes Rule # 1 Yes Rule # 2 Yes Rule # Equitrac Office Administration Guide

193 Chapter 7: Configuring Price Lists The CAS then groups pages together into page sets according to page attributes defined by page detail rules. Equitrac Office calculates costs for this print job s page attributes as shown below. Page set # Pages in set Meets Page Charging Rule Assigned Cost Calculation Total Cost A (default) 3 X B X C X D X Total for page attributes 2.40 Specified job attributes Assigned cost Total cost Job base cost Binding Stapling Total for job attributes 1.00 Equitrac Office calculates the total cost for this print job: Total cost for page attributes 2.40 Total cost for job attributes 1.00 Total cost for print job 3.40 Default Price Lists You can create a price list, then assign it as the default for all similar devices. For example, if you create a price list for scanning, you can set that price list as the default for all devices that support scan activity. If there are particular scanning devices for which you want to create pricing exceptions, you can create another scan price list, then just assign the new price to particular devices. The default price list is used when no other price list is assigned to the scan device. If no default price list exists, System Manager applies a cost of $0.00 to each transaction. Equitrac Office Administration Guide 193

194 Chapter 7: Configuring Price Lists Device Capabilities When planning your price lists, make sure you evaluate the capabilities of each printer within the deployment. The Equitrac Port Monitor examines incoming print job data only, as opposed to print output. If you create a price list for a black & white printer, but mistakenly assign color pricing to that printer, a user who sends color output to the printer is charged for color output, even though the device cannot print in color. Primary vs. Dual Pricing Equitrac Office uses the primary price list to calculate the actual transaction cost. Secondary price lists (Dual Pricing) enable the software to calculate another cost that is stored with the transaction for reporting purposes, but does not factor into any balance calculations. You create all price lists from the Price lists link. However, if you intend to use secondary price lists, you should factor that into your planning. As an example, you can configure primary pricing to charge the user for a print transaction, but use the secondary price list to track the cost your company pays to the printer leasing company for the job (many lease contracts stipulate a base cost per page). You could create secondary price lists for each device that reflect the actual costs to operate, then assign both primary and secondary price list to each device as needed. Primary, or flat-rate price list capability is included with the Equitrac Office Suite bundles. If you want to deploy secondary, or dual pricing, you must purchase an additional Dual Pricing license. When the license is applied, the Dual pricing functionality is available for configuration. 1 In System Manager, select Devices in the left pane. 2 Select a physical device to open the Physical device summary dialog. 3 Click the Pricing button. A Price list selection dialog opens. You can assign a secondary price list at the physical device, port, and queue level. 194 Equitrac Office Administration Guide

195 Chapter 7: Configuring Price Lists Cost Calculation & Currency You can adjust the number of decimal places that the CAS uses to calculate printing costs. The default setting is two decimal places, but you can extend this to maximum four decimal places if you require more detailed accounting values. When creating price lists, you can assign prices up to and including the number of decimal places set system-wide. In System Manager navigate to Configuration > Accounting and quotas > Accounting precision link. If you change the number of decimal places from the default, you must change the Windows option No. of digits after decimal (Start > Control Panel > Regional Settings > Currency) to match the number of decimal places used in System Manager. Make this change on all user workstations, and on any remote administrative workstations. NOTE: Equitrac Office management tools System Manager, Accounts Manager, and Reports Manager display currency in the format specific to the configured system regional setting. Currency symbol If you are using user prompts within Equitrac Office (Cost Preview, PageCounter cost display, or the Tool tray applet that is installed with Client Workstation features) you can override the currency symbol used for all balance, and replace it with another description. For example, you could use page, which would display as 5 page(s) or unit which would display as 5 unit(s). Check Override currency symbol, then type the correct text in the field. NOTE: This override does not apply to standard reports. Equitrac Office Administration Guide 195

196 Chapter 7: Configuring Price Lists Creating Large-Format Price Lists Create a large-format price list for devices that offer large output such as a plotter. The cost calculation for a large-format price list is identical to advanced print-copy price lists. Adding together the Job Base Price, Page Detail Costs, Default Page Price, Finishing Costs, and Surcharges creates the total cost for the job. See Advanced Print/Copy Price Lists on page 187 for full details on how this cost is calculated. The Default page price calculation is slightly different for large-format pricing. The default page price is still factored into the total cost calculation, but you must also set the unit of measure you want to use for the default page size. If you select a linear measurement, you must also enter the precise Roll width of the paper. If CAS evaluates a page, but cannot find a match to any Page detail pricing rule, then the default page price is used for that page instead. To create a new large format price list, do the following: 1 In System Manager, select Price Lists in the left pane. 2 Select Add large-format price list under Current tasks. 3 Alternately, you can click <Add> in the right pane and select Large-format as the Price list type, or rightclick the right pane and select Add large-format price list from the menu. 4 Enter a Name and Description for the price list. 5 Set the Job attributes, such as a Base price, Finishing operations, or Surcharges. See Creating Advanced Print/Copy Price Lists on page 189 for details. 6 Set the Page detail pricing for a specific combination of page attributes. a Set the Default page price to apply to every page that does not match the page detail pricing rule. b Select a unit of measure from the per drop-down list. c Click Add to create a new rule, and then select an option from the attribute field s drop-down list. d Enter a Price for the page detail pricing rule. 196 Equitrac Office Administration Guide

197 Chapter 7: Configuring Price Lists Creating Fax Price Lists Fax price lists calculate the total price using three variables: base price per job, surcharges, and per page or per minute price. Job Base Price Page Detail Charges Surcharges Total Fax Job Cost A fax price list requires a combination of the following: Name, Description, Base price, Page detail charges, and Surcharges. Name You assign a fax price list to a device by this name within the System Manager > Devices link. Ensure that the name is somewhat descriptive, so you recognize the attributes when you assign them to devices. Each price list must have a unique name. Description You can use the description field to differentiate two similar advanced price lists. For example, you might have two fax price lists that are identical except one charges per page and the other charges per minute. Use the description field to make note of the difference. Fax Base Price The base fax cost. Every fax, no matter the size or duration, is charged this base price, in addition to the variable page details charges and the surcharges. Page Detail Charges You can create charging rules that are applied per fax page or per minute of the fax duration. Either edit the Default rule, or add a new rule. You cannot adjust the Prefix value for the Default rule, because it is designed to be a general rule that is used whenever the attributes of the fax job do not match any other rule. Equitrac Office Administration Guide 197

198 Chapter 7: Configuring Price Lists For new rules, enter the area or country code in the Prefix column. When the fax number dialed matches this prefix value, the rule is applied to the fax. You can create a combination of both per page and per minutes charges. For example, you can charge a flat rate of $1.00 per page, and an additional time charge of $1.50 per minute. The per minute charges should cover the cost of the fax call. Fax Surcharges Surcharges are optional charges added for print jobs generated during a specific timeframe or by a specific printing account. Equitrac Office evaluates each print job and assigns these surcharges if a match is found. Surcharge Account surcharge Description Adds surcharges for individual users, for entire departments, or for a particular billing code. Click Add, then select an Account type. You must manually type the account name, then click Verify. Click OK to close the dialog, and double-click the Action and Value fields to adjust the surcharge: Action - Sets the surcharge as a Fixed value, or as a Percentage. Value - The percentage amount, or the fixed dollar amount, depending on the Action you chose. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20 (before calculating page attributes). Note: You must apply a Client Workstation license within System Manager to enable Client Billing. Time surcharge Adds charges to the base price that reflect the time of day the fax was sent. You can add more than one time surcharge to a single price list. Click Add, then double-click to edit the fields: Day - A single day of the week or a range of days when the surcharge applies. From and To - Uses a 24 hour clock to select a time range. Action - Sets the surcharge as a Fixed value, or as a Percentage. Value - The percentage amount, or the fixed dollar amount, depending on the Action you chose. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $ Equitrac Office Administration Guide

199 Chapter 7: Configuring Price Lists Creating Scan Price Lists Scan price lists calculate total price using three variables: base price per job, surcharges, and Per page price. Job Base Price Page Detail Charges Surcharges Total Scan Job Cost To create a scan price list enter the following: Name, Description, Base price, Per page charges, and Surcharges. Name You assign a scan price list to a device by this name within the System Manager > Devices link. Ensure that the name is somewhat descriptive, so you recognize the attributes when you assign them to devices. Each price list must have a unique name. Description You can use the description field to differentiate two similar advanced price lists. For example, you might have two scan price lists that are identical except one charges for an destination, and the other charges for a File destination. Base Price The base scan job cost. Every scan, no matter the destination, page count or destination, is charged this base price, in addition to the variable page detail charges and the surcharges. Page Detail Charges You can create charging rules that apply per scan page. Equitrac Office checks each scan page for a match to these Price per page rules. When a user chooses the scan destination at the device, they can opt to the scanned file, save it to a File, or store it in a Document Management System (DMS). Equitrac Office Administration Guide 199

200 Chapter 7: Configuring Price Lists For each destination, enter a black and white charge and a color charge. However, note that not all destinations are available on all scan devices. For example, EFI SendMe devices provide local file, , and FTP options, whereas Xerox devices provide FTP and only. Check the capabilities on each Scan device within your deployment before creating Scan page detail charges and assigning them to devices. Scan Surcharges Surcharges are optional charges added for print jobs generated during a specific timeframe or by a specific printing account. Equitrac Office evaluates each print job and assigns these surcharges if a match is found. Surcharge Account surcharge Description Adds surcharges for individual users, for entire departments, or for a particular billing code. Click Add, then select an Account type. You must manually type the account name, then click Verify. Click OK to close the dialog, and double-click the Action and Value fields to adjust the surcharge: Action - Setsthe surcharge as a Fixed value, or as a Percentage. Value - The percentage amount, or the fixed dollar amount, depending on the Action you chose. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20 (before calculating page attributes). Note: You must apply a Client Workstation license within System Manager to enable Client Billing. Time surcharge OCR Surcharge Adds charges to the base price that reflect the time of day the job was scanned. You can add more than one time surcharge to a single price list. Click Add, then double-click to edit the fields: Day - A single day of the week or a range of days when the surcharge applies. From and To - Uses a 24 hour clock to select a time range. Action - Sets the surcharge as a Fixed value, or as a Percentage. Value - The percentage amount, or the fixed dollar amount, depending on the Action you chose. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job cost is $1.20. Adds a surcharge for each page scanned with the OCR attribute. The Scan Tracking API detects this attribute, then applies the surcharge per page. 200 Equitrac Office Administration Guide

201 Chapter 7: Configuring Price Lists Assigning Price Lists Before you assign a price list, it is important to understand the rules CAS follows to determine which pricing to apply. When Equitrac Office receives a print request, it evaluates the transaction type requested. Transaction types are print, copy, scan, or fax. Equitrac Office then references the CAS for a Print Queue price list that matches the requested transaction type. If none is found, Equitrac Office looks for a port price list matching the transaction type. Again if none is found, Equitrac Office looks for a price list assigned at the device level that matches the transaction type. If no specific price list is found at any level, Equitrac Office uses the Default price list for the requested transaction type. If, for some reason, there is no default price list, Equitrac Office assumes that the price for the job is $0.00. This logic is depicted in the diagram below. Incoming Job Request Transaction Type Print Queue Price List? Yes CAS Database No Port Price List? Yes No Device Price List? Yes Use this price list to calculate job cost No Default Price List? Yes No Apply $0.00 pricing It is therefore important to apply a price at the correct level within Equitrac Office: Assign to a physical device assign a price list for each transaction type that the device is capable of producing. Some multi-function devices can provide print, copy, scan, and fax support. Others may only provide print, copy, and scan support. Assign to a port assigns a single price list to the device s port. If you want to establish different charging rates depending on which print server the job request came through, you can assign a price to a port. This functionality is useful if a particular print server is dedicated to a particular group of individuals for whom you want to either increase or decrease print costs. Equitrac Office Administration Guide 201

202 Chapter 7: Configuring Price Lists Assign to a queue assigns the price list to all devices within a print queue. If you setup Windows to hold print jobs within a given queue until after hours, you can assign a "cheaper" price list to the entire queue. Or, you might have several queues all printing to the same set of devices, but one queue holds jobs that are a lesser priority than other queues. If you setup the queue to print these jobs only when there are no jobs waiting in a higher priority queue, you could assign a less expensive price list to jobs generated from that queue. Assign to a control terminal or interface assigns the price list to a specific control terminal/interface, which applies the price list to all jobs received at that terminal/interface. You can assign only one primary price list and one secondary price list to a single port or queue, or control terminal/interface. However, you can apply one primary and one secondary price list for each transaction type to a physical device. NOTE: You must apply a Dual Pricing license within System Manager to enable the Secondary price functionality. To Apply Price Lists Since price lists are applied at the device level, you must switch to the System Manager > Devices link to apply the price list: To apply the price list to a physical device, embedded device, control terminal, port, or print queue, select the individual entry from the list. In all cases, a summary dialog opens for the selected entry. From the summary dialog, click the Pricing button. 202 Equitrac Office Administration Guide

203 Chapter 7: Configuring Price Lists For physical devices, this dialog contains five different transaction types, for which you can set a primary and secondary price list. If you set a different price list for each transaction type, ensure the device in question supports the transaction type first. For Ports, Queues, and Control Terminals, this dialog allows you to select a single primary and secondary price list only. Each drop-down is populated with Basic, Advanced, or Large-Format price lists only (scan and fax price lists are not available). You cannot make changes to price lists from this dialog. Instead you can only choose the primary and optional secondary price list to apply to the current device. The Secondary pricing options become available only after you select a primary price list for that price list type. Equitrac Office Administration Guide 203

204 Chapter 7: Configuring Price Lists Repricing Jobs on Release There are cases where you may prefer to recost a job upon release from a secure queue. If the Cost Preview feature is enabled or the Print Queue Viewer is installed on the user s workstation, the user is quoted a price for a print job based upon the job characteristics and the capabilities of the device they chose to print to. However, if the printer has a secure queue, and Follow-You Printing is enabled, the user might choose to release the print job on a printer that might change the calculated job cost. For example, if the user is working with a color document, but selects a monochrome device when first sending the job to print, the user is quoted a price based on monochrome properties. If the user then releases the same job from the secure print queue to a color device, the previously quoted price based on monochrome properties will not accurately reflect the real cost of the job. The Reprice after release feature forces the CAS to recost the job when it is released from the secure queue, using the output price list defined for the device. To enable this feature, open System Manager, and navigate to Configuration > Printing > DRE and Follow- You printing, and then select Reprice after release checkbox in the Settings section. 204 Equitrac Office Administration Guide

205 8 Advanced Printing Configuration Topics Enabling Secure Printing Managing Device Pull Groups Setting Up Follow-You Printing Configuring Send To Printing Enabling Desktop Printing Beyond the basic configuration, Equitrac Office offers several different advanced printing options. This chapter provides reference information and complete instructions to configure each of these advanced features: Secure printing sets up virtual print queues that hold jobs until they are released at a Release Station, PageCounter control terminal, or an MFP embedded device by a valid user. Device Pull Groups provide a method of organizing compatible printers to allow users to release print jobs from the secure queue to any device within the pull group on the same print server. Pull Groups extend secure printing functionality, and are required for Follow-You Printing. Follow-You Printing extends the Secure Printing functionality to allow users to pull their print jobs from one secure print queue to another, even across Print Servers. Send To printing allows a user to submit print jobs to the secure queue on behalf of other users. Desktop Printing enables print tracking and specialized pricing scenarios to output devices that are not managed by a DRE print server. Equitrac Office Administration Guide 205

206 Chapter 8: Advanced Printing Configuration Enabling Secure Printing Secure printing holds documents in a secure print queue until the user releases the document from either a client application (such as Release Station), or from a control terminal (such as PageCounter). In environments where users print proprietary or confidential documents, secure printing gives users the power to control the timing of their output. Equitrac Office holds documents sent to registered devices in DRE s secure print queue. Through a client application or control terminal, users can view documents in the queue, then select, delete, or release documents for printing. Depending on the needs of your organization, you can setup basic secure printing only or extend the functionality to use Follow-You Printing and/or Send To printing. In a basic setup (illustrated in the diagram below), the print job is held in a secure queue until released to the destination printer. In an advanced Follow-You Printing setup, the user can choose a different destination printer at the Release Station or control terminal they do not have to release the job to the printer originally selected at the user workstation. For more on Follow-You Printing, see Managing Device Pull Groups on page 209. In a Send To printing setup, the user can release a job to the secure queue on behalf of other users, and the print job appears in the secure queue for each user selected. For more information on Send To printing, see Configuring Send To Printing on page 216. CAUTION: If you also configure network printing Routing Rules that hold a job, the rules override the secure printing settings for all devices that are part of a print rule. When a user submits a print request, Equitrac Office first checks the print rules to determine if the job should be held. If no rule exists for the destination printer, Equitrac Office checks the secure printing settings for the device. If secure printing is not enabled, the job is released directly to the printer. See Routing Rules on page 225 for full details. 206 Equitrac Office Administration Guide

207 Chapter 8: Advanced Printing Configuration Secure Printing Configuration Workflow You can enable secure printing on any device that is configured to use the Equitrac Port Monitor. Follow this workflow to enable basic secure printing system-wide. 1 Convert all existing ports to Equitrac Ports. See Creating Equitrac Printer Ports on page 47 for instructions on converting or adding ports. 2 Enable secure printing on each device queue. For every device that you want to hold print jobs in a queue, rather than printing directly, enable the secure printing option on the device s queue: a In System Manager, click Devices. b Switch to Standard view, then expand the device s port to view the print queue for that printer/port. c Click the print queue link to open the Device summary dialog. d In the Behavior options, enable the Secure printing option and click OK. 3 Add printers to one or more Release Stations. The secure print queue is created on DRE, but the Release Station is populated with print jobs only after you configure the Station to hold jobs from specific device queues. See Printers Tab on page 259 for instructions to add specific printers that populate the Release Station with print jobs. To configure advanced secure printing, see Managing Device Pull Groups on page 209. Equitrac Office Administration Guide 207

208 Chapter 8: Advanced Printing Configuration Administering the Secure Print Queue The Print Queue Viewer provides a tool for Administrators to view and delete documents within the secure print queue. Each DRE has its own print queue, and therefore its own Viewer. If you deployed multiple DREs you can run multiple Viewers at the same time. You must specify the print server (DRE) you want to connect to when you launch the Viewer. 1 On your Windows desktop, navigate to Start > Programs > Equitrac Office > Print Queue Viewer. This creates the Viewer icon in the Windows task tray. 2 Double-click the icon to open the Print Queue Viewer. 3 Click any document in the list to select it. Hold down SHIFT or CTRL to select multiple documents in the queue. You can sort documents in the list by clicking any of the column headings visible in the Viewer. 4 To delete selected documents from the queue, press the Delete key or choose Delete from the Document menu. Select View > Simple view or View > Full view to change the default view depending on how many document details you want to display. NOTE: Start the Print Queue Viewer with the -s option to customize Viewer s visible columns. Select View > Custom view, and then select View > Select columns to select or clear columns as desired. Select View > Hide to close the Viewer without shutting down the service. The Viewer icon remains visible in the Windows Task tray. Use the Refresh option to update the Viewer document list while the Viewer is open; the list does not refresh automatically. To shut down the service, right-click the icon in the task tray and select Exit. You can also select Show/Hide to open or close the Print Queue Viewer window. 208 Equitrac Office Administration Guide

209 Chapter 8: Advanced Printing Configuration Managing Device Pull Groups As you configure devices in System Manager, you can create and manage printer pull groups that group similar devices together. With secure printing enabled, users can release jobs from the pull group queue to any compatible device within the pull group. The groups you create should reflect the needs of your organization. For example, you can group compatible devices by physical location, by department, by manufacturer, and so on. These groups serve two purposes: managing devices on your network is far easier pull groups are required to support Follow-You Printing You can create pull groups that include a selection of devices from a single print server only OR across multiple print servers. Two pull groups are created from a single printer server Two pull groups are created from across printer servers Choosing Devices to Group The key to creating pull groups is to ensure that all device drivers within the group are technologically compatible. If you want a print job generated for one printer to output successfully on another printer, you must ensure that the other printer can understand all of the print commands included in the datastream from the driver. If the user specifies staples for the print job, but the target device does not support staples, Equitrac Office charges for the staples if the associated price list specifies a finishing cost. Similarly, if the user specifies the print job as full color, but releases the job on a machine that supports black and white only, the output is black and white, but Equitrac Office charges for color, depending on the price list on the release machine, and color attributes that are recorded in the database. You can also add the same device to multiple pull groups. For example, if you want to enable users to retrieve all print jobs (both color and monochrome) at a color device, but only monochrome print jobs at a monochrome device, you can add the same device to two different pull groups: one groups color devices, the other groups monochrome devices. Equitrac Office Administration Guide 209

210 Chapter 8: Advanced Printing Configuration Printer Pull Group Workflow To create a pull group, follow this workflow: 1 Enable secure printing on all physical devices that you want to add to the pull group. See Secure Printing Configuration Workflow on page 207 for instructions. 2 Associate a control terminal with each physical device that is part of a control group. See Control Terminals on page 53 for instructions. 3 Assign two or more devices to one or more pull groups. a In System Manager, select Devices, then click on one or more physical devices. Use CTRL-click or SHIFT-click to select more than one device. b In the Physical Device Summary dialog, select Release documents from pull group. Type in the name of the Pull group (e.g. PullGroupA), then click OK to apply the change. You only have to type in the name of the Pull group the first time you use it. Afterward, it appears in the list automatically. c d Repeat steps a and b for each physical device that should be part of a Pull group. To add the device to multiple pull groups, enter the name of the pull groups into the Release documents from pull group field, separated by a semi-colon. For example, PullGroupA; PullGroupB; PullGroupC. 210 Equitrac Office Administration Guide

211 Chapter 8: Advanced Printing Configuration Setting Up Follow-You Printing Follow-You Printing extends the basic functionality of secure printing by allowing a user to release a print job to other compatible devices in the organization. Even if you deployed multiple DRE print servers, each of which manages a separate set of devices, you can configure Equitrac Office to allow printing across print servers. For example, a user who works in two different buildings can submit their print job from their computer in Building A, and while enroute to a meeting in Building B, the user can walk up to any release device (PageCounter, Release Station, or embedded device) and pull the job to a compatible printer nearest them. In a wireless scenario, the user could submit a print job from their laptop within the meeting, then simply go to the nearest terminal to release the job and take the printout back to the meeting immediately. When a user submits a print request, they select a destination printer, but the job is actually held in DREs secure print queue. The user can walk up to any release device (PageCounter, Release Station, or embedded device), and release the job to any compatible printer in the Pull group. Users may also retrieve Follow-You print jobs on a device connected to a different CAS and DCE/DRE server. For more information, see Follow- You Printing Across Multiple Accounts Servers on page 215. Pull groups are simply groups of compatible printers, manually grouped by the Administrator. Devices assigned to a Pull group can be managed by any DRE print server, allowing the user to print across Print Servers and pull their print job where it is needed. For full details on Pull groups, see Printer Pull Group Workflow on page 210. Equitrac Office Administration Guide 211

212 Chapter 8: Advanced Printing Configuration Follow-You Printing Configuration Workflow To set up Follow-You Printing, complete the following workflow. 1 Enable secure printing on each device. Configure the devices to use secure printing. See Enabling Secure Printing on page 206 for instructions. 2 Create Pull groups, and add physical devices to each Pull group. If users release documents from Release Stations, you must create Pull groups, then add each device to a Pull group. See Printer Pull Group Workflow on page Enable Follow-You Printing on each Release Station. On each Release Station client, open the Release Station Configuration utility, and enable Follow-You Printing on the Operation tab. See Using Follow-You on Release Station on page 264 for further details. No further configuration is needed for Control Terminals. 4 Enable multi-server Follow-You to allow users to direct jobs across multiple servers. (optional) Click System Manager > Configuration > Printing > DRE and Follow-You printing and enable the option in the dialog. This setting is applied system-wide. NOTE: If this option is enabled, users are able to retrieve Follow-You print jobs on a device connected to a different CAS and DCE/DRE server. For more information, see Follow-You Printing Across Multiple Accounts Servers on page 215. Identifying the Home Server for each User When Follow-You Printing is enabled, and you have deployed many DRE Print Servers, you can set the Home Server attribute to help users locate their print jobs a little more quickly. This is an optional setting, and is used only to assist users locate their print jobs when releasing. The Home Server is the DRE that hosts the devices that the user typically prints to. At a Release Station or Control terminal prompt, the user can select Home to view all devices on their Home Server. If the user wants to release jobs to devices on a different Print Server, they can use the Search functionality provided. If you plan to allow users to direct jobs across multiple servers, you must click System Manager > Configuration > Printing > DRE and Follow-You printing and select the Enable multi-server Follow-You option in the dialog. To establish the Home Server per user, switch to Accounts Manager, and select Users. Click on any user account to open the Properties dialog. At the bottom of the dialog, enter the DRE print server that serves as the users main Home server. CAUTION: If you are using ADS to synchronize User Accounts, ensure that you assign a Home Server value in the Active directory synchronization dialog. See Importing Users with Active Directory Services on page 145 for instructions. 212 Equitrac Office Administration Guide

213 Chapter 8: Advanced Printing Configuration Release Station Behavior From the user perspective, the Follow-You release functionality follows this workflow: 1 The user sends a document to a printer configured with a secure print queue. 2 DRE associates the print request with the user s credentials, and holds the document in the secure print queue. 3 The user logs on to a Release Station using valid credentials. 4 The user selects a destination printer (which can be an entirely different printer than the original device the job was sent to). 5 The user selects the print job from the list of jobs available in the Release Station list. 6 Depending on how the Release Station is configured, the user may be prompted for payment at this point, or immediately after they select a destination printer (step 5). 7 The user clicks OK to release the job. PageCounter Behavior From the user perspective, the Follow-You release functionality follows this workflow on PageCounter terminals: 1 The user creates and sends a document to a printer configured with a secure print queue. 2 DRE associates the print request with the user s credentials, and holds the document in the secure print queue. 3 At the control terminal, the user has one of the following options available for document release, depending on the release behavior configured for the terminal: Release Behavior Description Control Terminal Prompt All are released The device releases all queued documents for the current user automatically. N/A First is released The device releases only the first queued document. N/A Select to release Prompt User can select one or more documents to release or delete. The device prompts the user to release all documents for that user. Document1.txt Print Del End Select Use: All Select End OR Select Use: All Select Find* * Find replaces End if Multi-server Follow-You is enabled. Equitrac Office Administration Guide 213

214 Chapter 8: Advanced Printing Configuration Configuring Follow-You Printing To configure Follow-You print settings, do the following: 1 In System Manager, navigate to Configuration > Printing > DRE and Follow-You printing. 2 Select the Site where you want Follow-You Printing to be accessible from. 3 In the Settings section, select any of the following options: Cost the job before printing sets the price to a print job based on its properties. Reprice after release changes the price of a print job if its properties change after it is released. Released document name enter a name for the document as it will appear in the print queue viewer after the job has been released from the Equitrac secure print queue. Hide document name in Windows print window select this option if you do not want certain documents (e.g. confidential) from being viewed in the general print queue. Send notifications select User or Workstation as the notification recipient. Only print released job while user is logged in to device if the user logs off prior to printing the job, the job is put back into the print queue without being released, and the re-queued print job is not charged to the user. 4 In the Space management section, do the following: a Enter the Job expiry time. This is denoted in hours. b Enter the Print distribution job expiry time. This is denoted in hours. c Enter the Minimum disk space required to hold a print job. 214 Equitrac Office Administration Guide

215 Chapter 8: Advanced Printing Configuration 5 Select Enable multi-server Follow-You to enable Follow-You Printing across multiple servers. 6 If Retrieve username from PJL setting HOSTLOGINNAME is enabled, and the print stream has the SET HOSTLOGINNAME=xxxxx, then the print job is tracked against User xxxxx. NOTE: This feature is required for applications that submit the print job under a system name rather than the user name (e.g. SAP). The application printing the job must be capable of inserting the desired PJL string into the print job. 7 Click OK to save the settings. Follow-You Printing Across Multiple Accounts Servers Users are able to retrieve Follow-You print jobs on MFPs connected to several CASs. Follow this workflow to configure multi-server Follow-You Printing: NOTE: Users must always print to the e-queue on their home server. 1 User must be registered in the database on all relevant CASs with the home server value correctly set. See Working with User Accounts on page The pull group name must be the same on every CAS. See Managing Device Pull Groups on page Both DCE/DRE servers need to be running under the same security credentials. See your operating system s documentation for more information on this. Multi-server Follow-You Prompts on the PageCounter Terminal When the user logs in at a PageCounter terminal, DRE gathers the user credentials and determines their Home or local server setting. The user is able to select jobs on the local (or Home) print server regardless of the Release Behavior configured for the terminal. However, to allow the user to view jobs on other print servers, the PageCounter Release Behavior must be set to "Prompt". After the user logs in and selects Print, the following prompt is displayed: [X] Documents found on local servers All Select Find If the user presses F2 for Select, they can browse the list of jobs on the local server. If they press F3 for Find, they can locate another print server. The following prompt is displayed: Choose server name or search all Choose Search Find The user can press F1 to view a list of servers, F2 to search for a print server, or F3 to search for a document across print servers. If F3 was pressed, the user sees the following: [Print Server Name] [Print Server Name] The user can use the arrow keys to select the server that contains the documents they want to release. The terminal then searches the select print queue for documents printed by this user. The user can then select a document, print or delete it, or cancel out of the terminal session. Equitrac Office Administration Guide 215

216 Chapter 8: Advanced Printing Configuration Configuring Send To Printing Send To printing allows users to submit print jobs on behalf of other users. For example, an administrative assistant may submit print jobs for management to print from their closest release device (such as, Release Station, PageCounter, or MFP embedded device). WARNING: When enabled, Send To printing overrides all other client popup functionality on the workstation. The user can enable or disable the Send To printing popup prior to each print job. When Send To printing is enabled, the Client Billing, Cost Preview, or Job Rename popups do not appear on the workstations. The user who submits the print job (called the originating user), can select any combination of User Accounts, Departments, or Windows Active Directory Groups as the recipients. The originating user can also assign charges or accept costs for the print job themselves. The diagram below depicts the Equitrac Office workflow when either Equitrac Office User Accounts or Departments are selected as recipients. DRE validates the recipient names against the CAS database. The job is added to the secure queue for all valid recipients. If an invalid recipient is found, DRE sends an error notification message to the originating user, indicating that a specific recipient was invalid. Valid recipients can release the job from any control terminal that queues jobs for the destination printers selected by the originating user. NOTE: Send To printing is not supported in Macintosh environments. 216 Equitrac Office Administration Guide

217 Chapter 8: Advanced Printing Configuration Send To Printing Configuration Workflow Follow the steps below to configure Send To printing on both the server and on the user workstations. 1 Enable secure printing on the DRE print queues. Send To printing holds jobs in the secure print queue until specified recipients release the jobs. Secure printing must be enabled on the destination printer s device queue to support this functionality. See Enabling Secure Printing on page 206 for instructions. 2 Grant Print Distribution permissions within System Manager to all users who use Send To printing. Create a separate domain group that includes only users who use Send To printing. In System Manager, navigate to Configuration > Security and authentication > Access permissions, and grant Print distribution access to the new domain group. 3 Adjust the default job expiry time. Jobs sent on behalf of others remain in the secure print queue for a specified time only. By default, the job remains in the queue for one hour. If this time period is too short, change the default in System Manager > Configuration > Printing > DRE and Follow-You printing. The user can override this default when selecting Send To printing recipients in the client popup. NOTE: These print jobs consume disk space until they are either released from the secure queue or deleted upon expiry. Ensure that the control terminals can support the increased amount of disk space required, depending on the number of users and nature of documents that are held in the queue for others. 4 Install at least one client workstation feature on each user workstation that supports Send To printing. At least one other client workstation feature must already be installed on the user workstation. If not, run the client installation, and install one of the following: Cost Preview, Job Rename or Client Billing. These features install the Equitrac Print Provider service that is required to support Send To printing. Equitrac Office Administration Guide 217

218 Chapter 8: Advanced Printing Configuration 5 Copy the EQPDToolTray.exe utility to each user workstation that supports Send To printing. This utility is installed with the DRE component, and is located in the Equitrac\Office\Tools folder on the DRE server. Copy the utility to the Equitrac\Office\Client folder on each user workstation. Double-click the utility to start the service. The Print Distribution icon appears in the Windows task tray. Client Popup Behavior From the user perspective, the Send To printing functionality follows this workflow: 1 Before printing a document, the user decides whether to enable the Send To printing utility. They can click on the Print Distribution icon in the Windows task tray, then check Send next job to distribution list. 2 The user submits the print job and chooses a destination printer. If the destination printer has a secure print queue, the Send To printing popup appears on the users desktop. 3 The user selects one of the following options: Recipients, Printing Costs, or Job Settings. These options are described in the following section. 4 The user clicks OK to submit the print request. NOTE: The user cannot recall the print job once it has been sent. 218 Equitrac Office Administration Guide

219 Chapter 8: Advanced Printing Configuration Recipients Recipients of a print job can be any combination of Equitrac Office User Accounts, Equitrac Office Departments, or Windows Active Directory Groups. Recipients must meet one of the following criteria: a user ID in the current domain a domain-qualified user ID, such as rtm\bleatham (where rtm is the domain name) a valid Active Directory Groups distribution list Users can either type these recipients directly in the Users or lists field, or they can click an Add... button to search for recipients. NOTE: As a best practice, encourage users to select recipients from the Search dialog. For users and departments, these names are validated by Equitrac Office before populating the list. If a user types in a recipient incorrectly, the CAS notifies DRE, and the user receives an notification message that a recipient is invalid. The print job is not added to the secure queue for any invalid recipients. For users or departments, clicking Add brings up the Search dialog. Users can leave the Criteria field blank to view all users/departments within the database, or they can enter criteria to narrow the search. After making selections and clicking OK, the recipients are added to the Users or lists field. Recipients selected from the Search dialogs are prefaced with a "D" for departments, or an "AD" for active directory groups. If the user manually enters a department or Active Directory group, and does not preface the name with an A or AD, Equitrac Office tries to resolve the name against the User Accounts database first, then against departments, then against the Active Directory Groups list. Equitrac Office Administration Guide 219

220 Chapter 8: Advanced Printing Configuration In cases where departments and Active Directory Groups have the same name, the user must enter the correct prefix. Otherwise, the department name is used to determine the recipients. If the user clicks Add Groups, the Select Groups dialog opens. The user can choose the Object Types or locations to search, or just type a group name in the Enter field, then click Check Names to verify the name against the list of available Windows Active Directory Groups. NOTE: LDAP groups are not supported. Printing Costs The originating user can set the Printing Costs before they submit the Send To printing job: Charge normal costs to recipient Applies the system price lists, if configured. See Configuring Price Lists on page 183 for details. Charge fixed cost to recipient Overrides the system price lists and charges a specified fixed price instead. This charge is applied to each recipient. If the Reprice after release feature is enabled, the job may be repriced if the job properties change upon release. See Repricing Jobs on Release on page 204. Accept all costs for this job The originating user accepts the costs for the print job. The system price lists are applied and their account balance are validated when they click OK to submit the Send To printing job. 220 Equitrac Office Administration Guide

221 Chapter 8: Advanced Printing Configuration Job Settings The originating user can replace the current document name with any name of their choosing. This name appears in the control terminal queue. The originating user can also override the default job expiry time. By default, Send To printing jobs remain in the secure queue for one hour. However, Administrators can change this default within the System Configuration, and originating users can enter any job expiry time they deem fit. The print job remains in the secure queue for this length of time, requiring enough disk space to store the jobs until they are either released or expired. Viewing Send To Printing Jobs in the Secure Queue Jobs submitted using Send To printing appear slightly different in the control terminal queue. If the originating user selected one or more recipients, Equitrac Office prefixes the document name with the originating users UserID. The released job is charged to the User ID releasing, unless the originating user accepted the print charges. Equitrac Office Administration Guide 221

222 Chapter 8: Advanced Printing Configuration Enabling Desktop Printing Desktop printing tracks the use of local printers connected to a user workstation. These printers are not controlled by a DRE print server. A user may attach a device directly to their user workstation via an LPT or USB connection, rather than print through an Equitrac Office print server or the workstation direct IP printing feature in the Equitrac Client Workstation. Equitrac Office groups these devices as Workstation devices. CAUTION: Charging for color attributes is also possible but depends upon the properties of the printing application and the printer driver. If the application and print driver do not differentiate between color and monochrome pages, color attribute charges for desktop print jobs will not be accurate. Desktop printing is often deployed when you need to track print volume for users who require private printing devices. As an example, legal documents, accounting documents, or HR documents are often proprietary and should not be left unattended on a printer. You can install the Desktop printing feature per device, limiting access and applying specialized pricing scenarios. You can also create special rules that determine the types of jobs that can print to these devices. user verification print charge calculations output tracking account balance management The Desktop Port Monitor intercepts print requests to the local printer NOTE: Desktop Printing is not supported in Macintosh environments. Desktop Printing Configuration Workflow Follow these steps to set up Desktop printing on each user workstation that prints to a device not managed by a DRE Print Server. 1 Install the Desktop Printing Utility on the user workstation. Run the Equitrac Office Client.msi file and select the Desktop Printing feature. 2 Send a test page from the workstation to populate System Manager automatically. The first time you print from a workstation to a local device, the device is registered automatically in System Manager > Devices. Switch to Workstation view to see the local printer. 3 Set the device properties. In System Manager > Devices, click on a local device to view the Workstation summary dialog. Change the Name, Description, and if required, apply pricing parameters. 222 Equitrac Office Administration Guide

223 Chapter 8: Advanced Printing Configuration You can apply a default price list or a primary and optional secondary price list as needed. See Basic Print/ Copy Price Lists on page 186 or Advanced Print/Copy Price Lists on page 187 to create price lists. 4 Create rules that limit access to the local printer. You can limit the users who are permitted to print to this printer. See Creating Desktop Print Rules on page 238. These rules also allow you to limit access to the printer based on job attributes. 5 Select any applications that are excluded from Desktop Print tracking. Set system-wide exclusions to desktop print tracking. Exclusions are specific applications that you do not want to track output for. Excluding Applications The Exclusion list specifies applications that Equitrac Office does not track, and is applicable to all workstation devices (devices not managed by a DRE Print Server). Some applications conflict with the resources necessary to invoke the print tracking within Equitrac Office. If you find that Equitrac Office is unable to process print jobs from a particular application, exclude it from the list. By default, the list is populated with known application conflicts. When Equitrac Office evaluates a print transaction, it first checks whether the document originates with a tracked application or an excluded application. If the application is on the Excluded list, Equitrac Office proceeds with the print and does not track any transaction or document data. If the application is included for tracking, Equitrac Office assesses the document data to assign the appropriate tracking and popup behaviors. 1 In System Manager, navigate to Configuration > Printing > Desktop printing exclusion list. 2 Click Add, then enter an Application name and description. 3 Click Add and OK to close the Desktop printing exclusion list dialog. NOTE: If applications on workstations appear to function incorrectly, add the application to the Exclusion list. Equitrac Office Administration Guide 223

224 Chapter 8: Advanced Printing Configuration User Workflow for Desktop Printing From the user perspective, the Desktop Printing functionality follows this workflow: 1 The user needs to print a private document, therefore they select the local workstation printer. 2 Depending on the document attributes and the rules set for the device, one of three things occur: Equitrac Office allows the document to print on the local device if the user is validated. Equitrac Office denies printing to the local device, because the document attributes meet or exceed criteria defined in the print rules for that device, and delete the print request. The user receives a warning that the document attributes meet or exceed criteria defined in the print rules for that device. The user can choose another printer, or elect to over-ride the warning and print to the local device anyway. For complete information on print rules, see Routing Rules on page Equitrac Office Administration Guide

225 9 Routing Rules Topics Rules Overview Creating Print Rules Creating Desktop Print Rules Creating Copy Rules A routing rule defines the conditions under which a network print or desktop print job is intercepted and handled on its way to the device, or under which a copy request is allowed or denied. Routing rules are useful when you want to create exceptions to the standard handling you set up per device, port, or queue. For example, if you enable secure printing on a queue, but you want to automatically allow jobs through to print for a particular user group, create a print rule to allow jobs associated with users in the group to bypass the secure queue and print immediately. Jobs sent to the queue by a user outside the group are held in the secure queue and must be released via Release Station or PageCounter control terminal, but jobs sent by a group member are sent through to print immediately. Alternatively, you might want particular color copiers to be accessed by certain users only. You can create a copy rule that allows only a particular group of users to access the copy functions. All rules must be part of a Rule Set. Within System Manager, you can create a Rule Set, then create multiple rules within the set. You can then apply the Rule Set to one or more devices, queues, ports, or control terminals. This chapter provides information to determine: the rule types you need to define the attributes to assign to each rule to get the result you want the actions that you can assign to a rule and the result of each action how to apply a Rule Set to a device Equitrac Office Administration Guide 225

226 Chapter 9: Routing Rules Rules Overview Each routing rule is comprised of three attributes. A rule is applied only when the type and action match the attributes of the incoming print/copy job. Type Determines if the rule applies to a print, desktop print, or copy jobs. You can also create a rule that applies to all jobs sent to a device, regardless of type. Attributes Sets the characteristics against which the incoming job is compared to determine if there is a match. Action If the attributes of the incoming job match the attributes of the rule, take specific action. Creating Rule Sets A Rule Set is a grouping of routing rules that are logically related in some way. You must apply a set of rules to a device, rather than a single rule (although you can create a Rule Set that contains only a single rule if needed). Although there are a number of factors to consider when planning your Rule Sets, these questions help you get started: which devices require exceptions to the standard Equitrac request handling? do you need to limit access to devices based on user group? do you need a set of rules that apply to color printing or copying vs. monochrome printing or copying? For example, you might want to create a set of rules that apply to Desktop printing only, but you might also need a set of rules designed to limit printing or copying access during certain hours. 226 Equitrac Office Administration Guide

227 Chapter 9: Routing Rules Rule Sets contain one or more rules. You can combine rule types (print, copy, desktop print) within a Rule Set to accommodate multi-function devices. All rules within the set are applied to a device. To create a Rule Set, do the following: 1 In System Manager, select Rules & routing in the left pane. 2 Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog. 3 In the Rule Set dialog, type a Name and Description for the Rule Set. When you apply the rule set to a device, you can identify the set by this name. To add rules to the set, click Add. For information on creating rules, see Creating Print Rules on page 230, Creating Desktop Print Rules on page 238, and Creating Copy Rules on page 244. Equitrac Office Administration Guide 227

228 Chapter 9: Routing Rules Adjusting the Rule Ranking Ranking refers to the order in which the rules are applied to incoming requests. The ranking is important because Equitrac Office processes the rules in a set starting with the first rule in the list. When a match is found, remaining rules are not processed. For example, create a Rule Set that includes two rules in the following order: 1 - Deny color print jobs larger than 20 pages 2 - Allow color print jobs for Art Dept. If Equitrac Office finds a match to the Deny rule first, all color print jobs sent to the device that exceed 20 pages are denied, even if the user is a member of the "Art Dept" group. Once Equitrac finds a match to the Deny rule, it stops looking for matches to the "Allow" rule. To ensure that members of the Art Dept group can always print color jobs, regardless of size, the Allow rule must be ranked before the "Deny" rule in the list. You can change the list order by selecting a rule and use the Up or Down buttons to place it in the desired order. 228 Equitrac Office Administration Guide

229 Chapter 9: Routing Rules Applying a Rule Set You can apply a Rule Set at the device, port, or print queue level. If using control terminals or interfaces, you can also apply a Rule Set at the terminal level. In some cases, you may need to apply a Rule Set to both the port and queue of a device. In cases where rules are set at different levels (e.g. you set an "allow" color rule at the physical device level, and set a "deny" color rule at the print queue level), Equitrac processes rules in the following order: 1 Print Queue 2 Port 3 Control terminal/ Controller Interface (copy rules only) 4 Physical Device Using the color rule example, color printing to the device is denied because the deny Rule Set on the queue is processed first. Before you can apply a Rule Set, you must first create the Rule Set in Rules & Routing. When the Rule Sets are in place, you can assign rules at the required levels. Click the Devices link, then click on the physical device, queue, port, or terminal to open its summary dialog. In the Behavior section, select the Rule set you want to assign from the drop-down list. When you make changes to existing print rule criteria, or apply different Rule Sets to queuing actions, the changes affect all subsequent print jobs. Changes do not affect documents currently in the print queue. It is also important to note that Rule Sets override the secure printing setting on a device queue. If the following conditions are met, an Allow rule overrides the secure printing setting, and the job is not held in the secure queue: you set secure printing on a queue you assign a Rule Set that includes a Print Allow rule to the physical device, port, or queue Equitrac matches the Allow rule to the attributes of an incoming print job For more information on secure printing, see Enabling Secure Printing on page 206. NOTE: Print rules are only applied at print time and not at release time. In other words, rules are applied at the time the user prints at their workstation. They are not applied when the user releases a job at a printer. Equitrac Office Administration Guide 229

230 Chapter 9: Routing Rules Creating Print Rules The following section applies to both server based DRE and workstation direct IP printing. For information on workstation direct IP printing, refer to the Client Workstation on page 21. When DRE receives a print job, it gathers the job attribute information from the request. DRE then contacts the CAS to determine if there is a Rule Set applied to the device (at the device, queue, or port level). If not, DRE checks the secure printing setting for the device queue. If secure printing is not enabled, the job is forwarded to the printer immediately. If secure printing is enabled, the job is held in the secure queue until the user releases it from a PageCounter terminal or Release Station. If a Rule Set is applied to the device, Equitrac evaluates the rules in the set according to the rank order applied within the Rule Set. Equitrac compares the attributes of the print job to the rule type and rule criteria. When a match is found, the rule action is applied to the print job. If more than one Print rule is defined within the Rule Set, Equitrac compares the attributes to each rule of type until a match is found. If a match is found, the action associated with the rule is applied, and all other rules are ignored. Print job 1. Gather print job attributes 2. Apply rules logic User Workstation Is a rule set assigned to this device? Yes Do job attributes match any rule definition? Yes Apply rule action No No Is secure printing enabled on the queue? Yes Hold job in queue for release No Allow job to print General workflow applied when DRE receives a print job for a monitored printer 230 Equitrac Office Administration Guide

231 Chapter 9: Routing Rules To create a Print Rule, do the following: 1 In System Manager, select Rules & routing in the left pane. 2 Click Add rule set under Current tasks or click <Add...> in the right pane to open the Rule set dialog. 3 Enter a Name and Description for the rule set. 4 Under the Rule column, click on <Add...>. A Rule dialog opens. 5 Select Apply this rule to server and workstation direct IP printing and click Next. NOTE: You can also select Apply this rule to printing or copying to have this rule for both printing and copying. Equitrac Office Administration Guide 231

232 Chapter 9: Routing Rules 6 Select a rule action, and click Next. A description of the action is displayed in the field below. CAUTION: Some actions require you to send a message to the user or select a device where jobs can be routed to. This must be configured; failure to do so results in an error popup. Force monochrome and force duplex printing rules have the following characteristics: They are only supported on some models using PCL5, PCL6 and PostScript data streams. Please confirm compatibility in conjunction with your printer drivers before implementing into production. Not all actions support interactive print rules. For a list of supported actions, see Interactive Print Rules on page 234. There is no message option for force monochrome and force duplex. However, it is possible to add a notification message rule to the rule set. These are the only print actions where a second rule in a rule set is executed. The criteria of the two rules must match. 232 Equitrac Office Administration Guide

233 Chapter 9: Routing Rules 7 Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below. CAUTION: Some rule criteria require you to specify numbers or names related to pages, departments, groups, and so on. This must be configured; failure to do so results in an error popup. 8 Enter a name for the rule. Equitrac Office Administration Guide 233

234 Chapter 9: Routing Rules 9 Select User interaction if you want your users to be able to interact with the rule. If you do not select User interaction, click Finish. If you selected User interaction, proceed to the next step. 10 Select a timeout value in the Prompt timeout field. This is denoted in seconds. 11 Enter a custom message for the user to see. 12 Click Insert macro if you wish to use predefined attributes to use in your custom message. An Insert macro dialog opens. a Select a macro from the drop-down list. b Click OK. 13 Click Finish. NOTE: If the global error notifications are set to use , the user receives the messages via in addition to the popup on their desktop. See Selecting Notification Methods on page 172. Interactive Print Rules Interactive print rules are server-based print rules designed to interact with the user when running on a Windows print server. Interactive print rules appear different according to the rule you have chosen. NOTE: Interactive rules require workstation licensing. If the user does not have a workstation client installed, the workstation client is not running on Windows, or it is not licensed, the rule is processed as if it were noninteractive. Follow this workflow to configure interactive print rules: 1 Add a server and workstation direct IP printing rule, choosing any action from the following: deny this job hold this job for release redirect this job redirect this job and price it route to a device in group For information on creating print rules, see Creating Print Rules on page Map the rule to a physical device. For information on mapping rules to physical devices, see Managing Devices on page Configure your devices to routing group. For information on configuring routing groups, see Working with Routing Groups on page Equitrac Office Administration Guide

235 Chapter 9: Routing Rules Once the interactive print rules are configured, users can see an interactive print routing dialog where they can choose which MFP to print from. NOTE: Clicking No directs the job to the original printer. Clicking Cancel cancels the print job. NOTE: Users may get a deny, redirect or hold message asking them to select Yes or No. Upon successful routing, a message pops up confirming the print job s status and its location where to be picked up. Delete and Hold Rules The user is presented with a custom message, where users have the option to accept (Yes) or decline (No). Accepting means the rule proceeds with the suggested action, while declining causes printing to continue on the device. Routing Rules to a Device The user is presented with a custom message, similar to notification but with the option to accept (Yes), decline (No) or cancel (Cancel) the routing decision. Accepting means the rule proceeds with the suggested action. Declining causes printing to continue on the original device, and cancelling causes the job to be deleted. Routing Rules to a Group For an interactive rule, the user is presented with the (custom) message, similar to notification, and a multicolumn listbox showing the device name, description and document cost. The user is able to select a destination device, and have the option to accept (Yes), decline (No) or cancel (Cancel) the routing decision. Equitrac Office Administration Guide 235

236 Chapter 9: Routing Rules Accepting proceeds as normal. Declining causes printing to continue on the original device. Cancelling causes the job to be deleted. For a non-interactive rule, the user is presented with a custom message that the job has been automatically re-routed. NOTE: For all rule types, a rule-specific timeout is applied; if the user does not make a selection within the timeout period, the processing continues as if the user had selected Yes and accepted the routing decision. Working with Routing Groups As you configure devices in System Manager, you can create and manage routing groups that group similar devices together. The groups should reflect the needs of your organization. For example, you can group compatible devices by physical location, by department, by manufacturer, and so on. The primary purpose for routing groups is to print to the most cost effective printer in a group. An interactive rule gives the option of selecting any device in the group. A non-interactive rule automatically routes the print job to the least cost printer. In the event that there are multiple printers that share the same lowest cost, one of them is selected at random. Unlike pull groups, devices in routing groups must be on the same print server. Choosing Devices to Group The key to creating routing groups is to ensure that all MFP drivers within the group are technologically compatible. If you want a print job generated for one printer to output successfully on another printer, you must ensure that the other printer can understand all of the print commands included in the datastream from the driver. If the user specifies stapling for the print job, but the target device does not support staples, Equitrac Office charges for the staples if the associated price list specifies a finishing cost. Similarly, if the user specifies the print job as full color, but releases the job on a machine that supports black and white only, the output is black and white, but Equitrac Office charges for color, depending on the price list on the release machine, and color attributes that are recorded in the database. Unlike pull groups, a device can only reside on one routing group. Managing Routing Groups Initially, all MFPs are listed under Ungrouped devices. To create routing groups, do the following: 1 Select System Manager > Devices. 2 Click on Routing group view in the top menu to see a list of devices. 236 Equitrac Office Administration Guide

237 Chapter 9: Routing Rules 3 Create a routing group by right-clicking on any device and selecting Manage routing groups. A Manage groups dialog opens. 4 Enter a name for the group and click Add and then OK. 5 Assign devices to a routing group by right-clicking on any device and selecting Assign to routing group. An Assign to group dialog opens. 6 Select a group name to assign the device to and click OK. NOTE: The devices in a routing group must belong to the same print server. NOTE: Unlike pull groups, you do not need to enable secure printing on the devices in a routing group. Equitrac Office Administration Guide 237

238 Chapter 9: Routing Rules Creating Desktop Print Rules In some environments that mix network and desktop printing, you may require a method of encouraging users to print to higher volume/lower cost network printers instead of their desktop devices. You could apply pricing that charges more for desktop printing, but a Desktop Print Rule can automatically prevent users from printing large jobs on desktop printers. NOTE: Create desktop print rules only if you deployed the desktop printing feature within Equitrac Office. Desktop print rules only apply to printers connected locally to a workstation via LPT or USB. If Equitrac Office locates a Rule Set for the selected desktop device, Equitrac evaluates the rules in the set, starting with the first rule. If a match is found for both rule type and rule criteria, the rule action is applied to the request. For example, you might want to deny users the ability to print to desktop printers when their print job exceeds 50 pages. Or, you could set up a warning message as part of the rule that allows the job to print, but asks the user to consider printing to a network printer when their jobs exceed 50 pages. Desktop Pint job 1. Gather print job attributes 2. Apply rules logic User Workstation Is a rule set assigned to this device? Yes Do job attributes match any rule definition? Apply rule action No No Allow job to print General workflow applied when a user sends their print job to a local desktop printer 238 Equitrac Office Administration Guide

239 Chapter 9: Routing Rules To create a Desktop Print Rule, do the following: 1 In System Manager, select Rules & routing in the left pane. 2 Click Add rule set under Current tasks or click <Add...> in the right pane to open the Rule set dialog. 3 Enter a Name and Description for the rule set. 4 Under the Rule column, click on <Add...>. A Rule set dialog opens. 5 Select Apply this rule to desktop printing and click Next. NOTE: You can also select Apply this rule to printing or copying to have this rule for both printing and copying. Equitrac Office Administration Guide 239

240 Chapter 9: Routing Rules 6 Select a rule action, and click Next. A description of the action is displayed in the field below. CAUTION: Some actions require you to send a message to the user or select a device where jobs can be routed to. This must be configured; failure to do so results in an error popup. 7 Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below. CAUTION: Some rule criteria require you to specify numbers or names related to pages, departments, groups, and so on. This must be configured; failure to do so results in an error popup. 240 Equitrac Office Administration Guide

241 Chapter 9: Routing Rules 8 Enter a name for your rule and click Finish. NOTE: Interactive rules are not available with Desktop Printing. NOTE: If the global error notifications are set to use , the user receives the messages via in addition to the popup on their desktop. See Selecting Notification Methods on page 172. Equitrac Office Administration Guide 241

242 Chapter 9: Routing Rules Default Desktop Print Rules You can specify a particular desktop print rule as a default Rule Set for desktop printing. As with any other type of print rule, you can create multiple rules for desktop printing. Unlike network print rules, you can select one desktop print rule to be the default. Equitrac Office checks to see if there is a default desktop print rule before it checks all other desktop print rules. If there is a default rule, and it matches the incoming print job, Equitrac will not process any other desktop print rules for that request. For example, if you define a default rule that denies color printing on local devices, and a second rule that warns users if they attempt to print a large B&W document to a local printer, Equitrac Office checks the default first, and, finding no match for the color document attribute, checks the attributes against the second rule. If the document exceeds the defined page count limit, the user receives a desktop message. Workflow applied when a user sends their print job to a local desktop printer and the Administrator has set a default desktop print Rule Set 242 Equitrac Office Administration Guide

243 Chapter 9: Routing Rules In the Rules & Routing dialog, right-click on the Desktop Rule Set that you want to set as the default, and select Set as default for workstations from the menu. The Rules list displays the notification for workstation devices under the Default rule set column. Equitrac Office Administration Guide 243

244 Chapter 9: Routing Rules Creating Copy Rules The diagram below depicts the general workflow applied when a user enters their login credentials at a terminal device. After the user logs into the terminal, DCE contacts the CAS to determine if there is a Rule Set applied to this device. If not, the user is able to perform their copying (after Equitrac validates their account status). If Equitrac locates a Rule Set for this device, Equitrac evaluates the rules in the set, starting with the first rule. If a match is found for both rule type and rule criteria, the rule action is applied to the request and the user is either able to proceed with copying, or is denied access to the copy functions on the device. For example, you might want to prevent users from performing in excess of 25 pages of copying at one time. You can create a copy rule that denies requests for copying more than 25 pages. This rule is useful for multifunction devices that perform both printing and copying services. Copying services lock out queued print jobs, allowing the print queue to back up. If you create a rule that limits users to copying a smaller number of pages, the print queue can continue to clear between the short copy jobs. 244 Equitrac Office Administration Guide

245 Chapter 9: Routing Rules To create a Copy Rule, do the following: 1 In System Manager, select Rules & routing in the left pane. 2 Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog. 3 Enter a Name and Description for the rule set. 4 Under the Rule column, click on <Add...>. A Rule set dialog opens. 5 Select Apply this rule to copying, and click Next. NOTE: You can also select Apply this rule to printing or copying to have this rule for both printing and copying. Equitrac Office Administration Guide 245

246 Chapter 9: Routing Rules 6 Select a rule action, and click Next. A description of the action is displayed in the field below. 7 Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below. 246 Equitrac Office Administration Guide

247 Chapter 9: Routing Rules 8 Enter a name for your rule and click Finish. NOTE: Interactive rules are not available for copy rules. NOTE: You cannot create a custom message for copy rules. PageCounter terminals and embedded devices display their own message. Equitrac Office Administration Guide 247

248 Chapter 9: Routing Rules Escape Codes in Custom Messages When you create a custom message for a custom Rule Set, you can use escape codes to enable Equitrac Office to provide user information automatically. In the Custom message field, enter one or more of the following codes to add the relevant data automatically to the message. Escape code Description %n Document name %o Job owner %j Job ID %d Destination device %s Source device (same as destination device, assuming there is no document routing) %p Readable document properties string %% Displays a single readable % in the custom message %a Date %t Time %b Account balance after printing %c Cost of the job %f Full user name %q Remaining color quota after printing 248 Equitrac Office Administration Guide

249 10 Working with Client Features Topics Prompt for Login Cost Preview Using the Macintosh Client This chapter provides installation and configuration information for several different Equitrac features that support end-user activity: Prompt for Login requires users to enter their login credentials any time they submit a print job to an Equitrac-monitored network printer. Cost Preview gives users a chance to preview the the total cost of a print request before sending the document to the printer. This chapter also provides information for users who have Equitrac features installed on a Macintosh client. For information on Desktop printing, see Enabling Desktop Printing on page 222. For information on Client Billing, see Configuring Billing Code Popup Behavior on page 126. Equitrac Office Administration Guide 249

250 Chapter 10: Working with Client Features Prompt for Login Install the Prompt for Login feature on a user workstation to prevent unauthorized users from printing to Equitrac Office-monitored network devices. When the user makes a print request to any printer managed by a DRE print server, a small popup window appears which requires the user to enter their username and password before they can continue. The user credentials are authenticated against the CAS database. If the credentials pass authentication, other popups appear (if configured), and the user can submit the print job. To install Prompt for Login on user workstations, run the Client installer (Equitrac Office Client.msi) on each workstation and select Prompt for Login from the list of features. You can also run a silent client install to install this utility on many workstations at one time. See Silent Client Installation in the Equitrac Office Installation Guide for details. Cost Preview Install the Cost Preview feature on a user workstation to provide the user with a print cost summary prior to sending the document to the printer. A small pop-up window allows the users to review the costs, then decide if they want to continue with the print job, or cancel it. The popup window provides information about the amount of funds available to the user, giving the user the opportunity to make changes to the print job characteristics if their funds are low. If the user has insufficient funds, Equitrac Office will not accept the transaction, and the job will not be queued. 250 Equitrac Office Administration Guide

251 Chapter 10: Working with Client Features Using the Macintosh Client When you install the Macintosh client, Equitrac Office can track printing from Macintosh workstations. You can configure the Macintosh Client to prompt for a billing code at print time, which can be useful to you if you want to charge your printing to projects or outside clients, or rename a document at print time to a unique, recognizable job name. Because Equitrac Office does not support AppleTalk, some printer properties, such as stapling, may not be available when printing to an Equitrac Office printer. The printer properties affected depend upon the Macintosh operating system version in use. You must verify which properties, if any, are affected. NOTE: To install and configure the Macintosh Client, see Installing the Client Workstation on Macintosh Systems in the Equitrac Office Installation Guide. Depending on the combination of pop-up features you are installing, you either need a Workstation client license or a Print Assistant license. A Workstation Client license provides all features. Cost Preview and Rename Document require only a Print Assistant license. Logging In to Equitrac Office When you make a print request from a Macintosh workstation, you must log on to the Equitrac Office system. Equitrac Office must validate your User ID and password before it sends the print request to the printer. The login information stays with Equitrac Office until the session expiry time is exceeded. If you make another print request before the login timeout expires, you do not have to enter information in the login dialog again. NOTE: If your Windows credentials originate from a different domain than the core accounting server, you must enter the domain with your user ID in the format: domain\userid. NOTE: Depending on the logon timeout configuration, the logon dialog may not appear every time you print. Assigning a Billing Code If you define billing codes for your organization, you must assign a code to each document before Equitrac Office processes the print request. In this way, Equitrac Office can bill print jobs to clients or projects. Depending on how the Macintosh client is configured, you can choose one of the following options. Enter a code in the Billing Code text box. If you enable arbitrary codes, you can either select a code from the list, or enter a new code. Select an available billing code from the list. The list displays the last 20 codes used. You can also browse the list of all available codes by clicking Browse All. The list of available codes is defined by your administrator. If arbitrary codes are not allowed, you must select a code from the list. Assign the print job to your own printing account by selecting None. Identify the print job as non-billable by clearing the Billable box. The application still charges non-billable jobs against the billing code account, but reports them separately from billable jobs in the Equitrac Office reporting feature. Equitrac Office Administration Guide 251

252 Chapter 10: Working with Client Features After you make a selection in this dialog, click OK. Equitrac Office charges the print job to the code or to the user s printing account, as specified. If you click Cancel in this dialog, Equitrac Office cancels the print job. Changing a Document Name With the document name change option enabled, you can make your print request easily recognizable in the document list on a release workstation or terminal listing. When you make a print request, a dialog appears in which you can assign a new name to the document. 1 Enter a new document name. 2 Confirm the new name. 3 Press OK to continue, or Cancel to cancel the print request. Logging Out of Equitrac Office You can log out from Equitrac Office to ensure that no one who uses the Macintosh workstation subsequently can charge their printing to your account. 1 Select Equitrac Office Logout from the Apple menu. 2 In the Confirm logout dialog, click OK. 3 If you make another print request after you have logged out, provide your User ID and password again. 252 Equitrac Office Administration Guide

253 11 Using Release Station Topics Configuring Release Station Behavior Testing the Release Station Configuration Limiting Administrative Access to Release Station Working with Release Station Release Station is a software application that resides on a client workstation. It provides a simple user interface to view and access documents held on a secure print queue. Release Station can be located near the printers and accessible to the public, or located in a secure area accessible only to authorized users, such as print desk staff. You can configure Release Station to operate in a secure mode or a public mode. In secure mode, users provide their Windows logon credentials to view and release their own documents. In public mode, all users can view all publicly-listed documents. This chapter provides information about: configuring the behavior of the Release Station to operate in either public or secure mode using the Release Station interface to view and release documents from the print queue Equitrac Office Administration Guide 253

254 Chapter 11: Using Release Station Configuring Release Station Behavior Release Station can function as either a self-serve station or as an operator-controller workstation. To create a fully secure printing environment, you can also require Windows login credentials. Users who login can only see print jobs assigned to their user ID in the Release Station queue. To create a public environment, you can eliminate the need for all security, allowing any user to view and release all documents within the queue. Use the Release Station Configuration utility to modify the Release Station behavior. For example, you can prevent users from closing Release Station by disabling the End Session button. To launch the utility, select Programs > Equitrac > Configure Release Station. Configuration options are divided into three tabs: Operation provides general application parameters, such as options for security, session time-outs, nonadministrator restrictions. View enables you to define window sizing and location parameters for running Release Station on client PCs. Printers enables you to add and remove Equitrac Office printers to this Release Station s view. 254 Equitrac Office Administration Guide

255 Chapter 11: Using Release Station Operation Tab Use the options on this tab to configure the operational behavior of your release workstation. Session Security Consider your release workstation and document security requirements when you determine the startup process for user sessions by selecting one of the following options. Option None Network logon Description No sessions, best for administrator access. Users view all documents. This is the default configuration option on startup. This option disables all other configuration options except Automatic refresh, and assumes a non-vending environment. Enter Windows logon credentials to start a session and view all documents assigned to that logon ID. Security Release Station uses sessions to denote a specific period of usage, which varies depending on your configuration. You can configure sessions to close automatically after certain actions, to time out, or to remain open. Option End session after N seconds of inactivity Automatically end session after document release Disable exit for non-administrators Description The session times out automatically after a specified amount of time; 60 seconds is the default option. The session closes automatically when a user releases documents to the printer. General users cannot close the application, users can only end the current session. A session typically begins and ends with a user logging on to the release workstation using Windows logon credentials or CAS account PINs to print or delete queued documents. Closing a session means closing that users session only. The Release Station application stays open, ready for the next user. Equitrac Office Administration Guide 255

256 Chapter 11: Using Release Station Automatic Refresh Select one or more options for determining the refresh rate of the Release Station document list. Option Refresh document list every N seconds When new document arrives, play a sound Description Release Station refreshes the document list display after the specified time interval. Uses a sound file to notify users of new documents on the document list; useful for a staffed workstation at a copy desk or print shop. This feature uses the default beep or sound defined in your Control Panel > Sounds setting, which you can change by associating a different WAV file in place of the default. If you do not have a sound card and speakers, Release Station uses the system speaker. Non-Administrator Restrictions Specify one or more options for users releasing or deleting documents in the print queue. Option Release one document per session Description Enables users to select a single document for release. Users can print multiple documents during the same session, but only one at a time during the session. If you want to prevent users from printing multiple documents at once as a means of limiting printer monopolization, enable this option. Nonadministrative users receive a message when attempting to release more than one print job at the same time. Note: To force users to start a new session after releasing one document, you must also enable the Automatically end session after document release option. Disable document deletion Disable zero-page, zero-cost document release Users may not delete any documents in the print queue; this works best in environments where users share accounts. Users may not release any document that has no associated cost, or has content that the PageCounters cannot track; this prevents unauthorized free printing. 256 Equitrac Office Administration Guide

257 Chapter 11: Using Release Station Features Select Enable Follow-You Printing to allow users to select print jobs in the Release Station and pull them to a specific destination printer. After a successful login, the Release Station displays a list of defined printers on the users local and/or Home print servers. If the printer is part of a pull group, all printers within the pull group are queried for print jobs belonging to this user. NOTE: The printer must be assigned to a pull group to enable this functionality. If the printer is not part of a pull group, the Release Station displays jobs on the current printer only. See Setting Up Follow-You Printing on page 211 for system configuration information. See Using Follow-You on Release Station on page 264 for instructions to release documents when Follow-You is enabled. Select Enable acccount selection for payment if you want the user to choose their payment method at the Release Station. The user is prompted to provide the payment, but has the option to chose an alternate method of payment. If the Station is configured to use payment cards, enabling this option provides a link to choose another method such as payment from user account or by billing code. View Tab View tab options determine the appearance of the Release Station window, as the user sees it. You can configure Release Station to display all available information associated with a print job in the workstation window, or just enough information for users to identify their own documents in the secure print queue. You can also change the order in which the selected columns appear in the Release Station display. Equitrac Office Administration Guide 257

258 Chapter 11: Using Release Station Select one or more options to determine the appearance of Release Station. Option Columns to display Up/Down Arrows Window startup size Window operations Description Check the types of data you want to appear in the Release Station window. Clear the checkboxes for any information you do not want to appear to the user. You can select multiple items in this list, and if you have more than one item highlighted, the selecting or deselecting action applies to all of the highlighted options. Use the arrows to change the display order of the columns on the Release Station window, from left to right. If you have multiple items selected, those items move simultaneously. Determines the size of the Release Station window when it first launches. Best fit - Opens Release Station to the largest size possible for your screen resolution in the middle of the desktop. You can enable or disable the minimize and window-sizing features. Small/Medium/Large - Reads the resolution settings for the Release Station monitor, then scales the window size accordingly. Full Screen - The Release Station window covers the entire desktop, and cannot be minimized. This is the best option if the workstation is a dedicated Release Station. Also called kiosk mode. If you select this option, you cannot enable minimizing and sizing operations. You can shut down the Release station in an open-access environment by clicking the Exit button, or in a public/mixed security environment by logging on as an Administrator to access the Exit button. Allow Minimize - Allows users to minimize the Release Station window. Allow Sizing - Allows users to size the Release Station window. Note: These options are not available for full screen mode. Status area Buttons Show Total Cost - Displays a total cost for all selected documents. For vending, show balance - Displays the users remaining balance. Remove End Session - If you do not want users to end a Release Station session, enable this option. The End Session does not appear in the Release Station window. Remove Select All - If you do not want users to select all jobs in the print queue, enable this option to remove the Select All button from the Release Station window. 258 Equitrac Office Administration Guide

259 Chapter 11: Using Release Station Printers Tab Use the Printers tab to establish a connection between a DRE printer and the Release Station Application. DRE and the Release Station pass information about queued documents through this connection. You must enable secure printing on the devices that send documents to the Release Stations. Before you perform the instructions below, ensure that the devices have secure printing enabled. See Enabling Secure Printing on page 206 for details. You must configure each printer separately, and you must configure the printers individually for each Release Station within the deployment. 1 Click the Printers tab. 2 Click Add to open the Select server dialog. 3 Enter the name or IP address for the machine hosting DRE and click Next. CAUTION: Ensure that you use the server name (or IP address, if preferred) for both the print server in Release Station and for the user account Home server. If one is set to server name and the other to IP address, then print jobs are displayed twice in Release Station. After you establish a connection to the print server, you see the list of available printers on this machine. This list includes all the devices defined to use an Equitrac Port Monitor. Only printers with a status of Available - secure printing enabled can be added to your printer list. If secure printing is not enabled on a device, it appears in the list, but shows a status of Unavailable. Equitrac Office Administration Guide 259

260 Chapter 11: Using Release Station 4 Select the printers for which Release Station holds documents and display them in the Release Station queue. 5 Click Finish to add these printers to your Printers list. 6 Click OK to save the settings and close the Release Station configuration dialog. NOTE: If you rename a device definition on the print server, you must remove and re-add the printer to the Release Station printer list. Testing the Release Station Configuration To test your Release Station configuration, release a test document from DRE. 1 Start the Release workstation. Remember that you must use an administrative user account to start Windows and the Release Station application on the workstation. NOTE: DRE uses the information from the Windows logon to authenticate communication between the Release workstation and DRE. 2 Print a test page. On the release workstation, use the Control Panel s Print feature to send a test page to a secure Equitrac Office printer. A secure Equitrac Office printer is one that: uses an Equitrac print monitor. resides on a printer port that has secure printing enabled. you configure for Release Station using Release Station Configuration. 3 Start the Release Station application. If you have configured the application to request Windows user credentials at startup, answer the prompt when it appears. 4 Confirm that your document appears in the list. 5 Select the test document from the list. Selecting the document displays a check mark next to it in the listing. 6 Click Print to release the job to the printer. NOTE: If you install Release Station on a workstation without a valid license, you can still view and delete documents from the print queue. Using this Release Station Viewer, however, you will not be able to print. 260 Equitrac Office Administration Guide

261 Chapter 11: Using Release Station Limiting Administrative Access to Release Station You may want to consider your users as two distinct user types system administrators who can configure the application and printers, and staff users who have limited privileges for the Release Station application, but no access privileges for the configuration tool. For example, only system administrative users can: configure Release Station appearance and behavior view, print, or delete all users documents in the print queue set page costs for printers To configure administrative access, do the following: 1 Select Settings > Control Panel > Administrative Tools > Local Security Policy. 2 Expand the Local Policies link. 3 Select User Rights Assignment. 4 In the right pane, double-click Act as part of the operating system. Release Station requires certain privileges to run as expected. This setting configures those privileges. 5 Click Add (or Add User or Group) to add the required Equitrac Office user groups. Equitrac Office Administration Guide 261

262 Chapter 11: Using Release Station Working with Release Station Release Station holds print jobs in a secure print queue until a network user releases the job to a printer. CAUTION: Full Release Station functionality is available only if you add a valid Release Station license within System Manager. If you run the application unlicensed, you are able to view or delete only, and you are not able to print documents in the list. Starting the Release Station Session For security reasons, the user logged into Windows on the Release Station workstation must have administrative privileges in order to start the application. Secure vs. Unsecure Sessions The Administrator must configure the Release Station behavior to determine the security requirements. See Configuring Release Station Behavior on page 254 for complete instructions to set the appropriate types of security for your environment. A secure session requires the user to start a new Release Station session and login with a valid Windows user name and password. Users only see the print jobs associated with their user ID. To enable secure sessions, the Administrator must select network login from the Session Security list in the Release Station Configuration Utility. See Session Security on page 255 for details. NOTE: If the network requires domain qualification, the user must enter the Windows domain information in the login window. Normally, this field defaults to the last-used domain name. An unsecure session runs in a public mode that is accessible to all users. A login screen is not required, and all documents appear in the print queue for all users to see and select. This type of session is designed for staffed or secure release workstations, where only a small group of trusted users or administrators have access to the document list. To enable unsecure sessions, the Administrator must set the Release Station behavior Security Setting to None. See Session Security on page 255 for details. 262 Equitrac Office Administration Guide

263 Chapter 11: Using Release Station Working with Documents in the Print Queue To release or delete documents from the print queue, do the following: 1 Select one or more documents. Selected documents display a check mark. 2 Click Print to release the document(s) to print, or Delete to remove the document(s) from the queue without printing. Click Print All to release all the documents in the list. Viewing Document Details Users can review document details for any selected document in the print queue. 1 Select one or more documents in the queue list and click Details. 2 Review such information as document size, cost, request time, and job ID, in the Document details window. 3 Click OK to close the Document details window and return to the Release Station window. Equitrac Office Administration Guide 263

264 Chapter 11: Using Release Station Administrative Cost Overrides Administrative users can override print costs shown in Release Station. Use this feature to release documents for free when necessary, such as in the case of reprints based on previous print job errors, for example. 1 Right-click the required document in the list, and click Override cost. 2 Check the Override cost box, and enter the new job cost. 3 Click OK to apply the new job cost, or Cancel to exit the dialog without changing the current job cost. Using Follow-You on Release Station If the Release Station is configured to control release for multiple printers, and Follow-You is enabled on the Station, the workflow is slightly different for the user: 1 Login to start a secure Release Station session. 2 Select a destination printer. All printers that are configured to send to this Release Station are listed. NOTE: If the selected printer is part of a pull group, the Release Station displays all compatible jobs from other printers in the pull group, from the users Home server (if defined) and on the local print server. For more information on creating pull groups, see Managing Device Pull Groups on page 209. Only jobs that the printer is capable of processing are listed in this particular queue. If you selected a destination printer that does not support the job attributes of the original print request, the job will not appear in the queue. For example, if you selected duplexing when you originally sent the document to print, but the destination printer you selected does not support duplexing, the job will not appear in the designated printers queue. However, the job is still queued at the Release Station, and you can choose a different destination printer that matches the job attributes that the document requires. NOTE: The print job may be re-costed upon release if the Reprice after release feature is enabled. See Repricing Jobs on Release on page 204 for details. 3 Select the job to release, then click Print. The list of jobs shown is for the destination printer. Ending a Session You can configure a Release Station session to end: when the user manually ends the Release Station session automatically when the user releases a document automatically on a time-out after a period of inactivity At the close of a session, Release Station resets to the configured size and positioning, and columns resize to the best fit for current document data. If you disable the exit for non-administrative users, the Exit (X) button in the top right corner of the window is not visible. If the user attempts to close the Release Station window using Alt+F4 on the keyboard, the session ends and the start dialog appears automatically for the next user. 264 Equitrac Office Administration Guide

265 12 Using Web Release Station Topics Configuring Printers Working with Web Release Station Web Release Station is a application that allows the user to log on to a web-based Release Station. Each printer using this feature requires a web release device license. Users can access the web page from their workstation, their laptop, or a conveniently located public workstation near a release printer. Web Release Station provides a simple user interface to select and access documents held on a secure print queue. This chapter provides information about: configuring printers for Web Release Station using the Web Release Station interface to select and release documents from the print queue Equitrac Office Administration Guide 265

266 Chapter 12: Using Web Release Station Configuring Printers Before you can select and release documents from the print queue using Web Release Station, you must first configure the printers in System Manager. Follow this workflow to set up the printers for Web Release Station. 1 Add and configure the printer (physical device). See Manually Adding and Configuring a Physical Device on page Create an Equitrac port. See Creating Equitrac Printer Ports on page Enable secure printing on the print queue. Enabling Secure Printing on page Create a Web release type embedded device. The physical device cannot have an existing embedded device or control terminal associated with it, otherwise you cannot select the Web release type. Create a Web Release Embedded Device Use System Manager to create an embedded interface for each printer used by Web Release Station. Each printer using Web Release Station must have a web release device license. 1 Start System Manager and click Devices. 2 Right-click on the physical device in the right pane, then select Add embedded device from the list. 3 Enter a Name and Description to identify the embedded device. 4 Select the Server hosting the DCE associated with the embedded device from the drop-down list. CAUTION: By default, the local DRE server name appears in the Server field. If you are creating printers on multiple DREs, you must select the DCE Server in order for the printers on all DREs to appear in Web Release Station. 5 Select Web Release from the Type drop-down list. 6 In the Behavior section, select a Prompt for billing code option from the drop-down list. If Default is selected, then the Prompt for billing code at job release (at copiers) selection in System Manager > Configuration > User interaction > Session flow is used in Web Release Station. 7 Click OK to save the settings. 266 Equitrac Office Administration Guide

267 Chapter 12: Using Web Release Station Working with Web Release Station Web Release Station provides a simple user interface to select and access documents held on a secure print queue. 1 Open a web browser and enter server>:2939/webrelease/login.html in the address field. 2 Enter your login credentials (PIN, User ID, and so on) and click OK to open the Follow-You Printing page. The Password field displays only if Prompt for secondary PIN is configured in System Manager > Configuration > Security and authentication > User authentication. 3 Select a Release Printer from the drop-down list and click OK. The list is populated by the web release embedded printers created in System Manager. You can press the Change Printer button to return to the list and select a different printer. If you have printers on multiple DREs, and have the Enable multi-server Follow-You option selected in System Manager > Configuration > DRE and Follow-You printing, then the DRE server name displays in the printer name. Equitrac Office Administration Guide 267

268 Chapter 12: Using Web Release Station 4 Select a document for release from the Follow-You Printing section. Use CTRL-click to select multiple documents, or click the Select All button. The document attributes display in the Current Printer section along with the name of the selected printer. If multiple documents are selected, attributes such as page count, cost, color, simplex, and so on are additive and increase in value accordingly. 5 Select the Force monochrome option if you want to override the color attributes of a print job. 6 Select the number of copies. 7 You have two options for printing documents: Print or Print & Save. Print releases the document and then removes it from the document list and the print queue. Print & Save releases the document and keeps it in the document list and the print queue. Choose this option if you plan to reprint the document later without having to re-send it to the queue. 8 If Prompt for billing code is enabled, then a Billing Code popup opens when you print a job. 9 Enter the Billing Code and click OK to release the job. 268 Equitrac Office Administration Guide

269 13 Creating & Running Reports Topics About Reports Running Standard Reports Running Dashboard Reports Printing, ing and Exporting Reports Customizing Standard Reports Scheduling Reports to Run Automatically Running Consolidated Reports Reports allow you to analyze system performance in order to troubleshoot usage, load balancing, and overall workflow. You can run either standard or dashboard reports. Reports Manager provides a set of standard reports and allows you to customize report look and feel, schedule reports to run at a specific time automatically, and print or export generated reports to a number of file formats or as attachments. Dashboard provides a set of special dashboard reports that displays data in table, pie, or bar graphs. If you have deployed more than one CAS, you can generate reports using data from all CAS servers, or you can run reports on individual servers. This chapter provides information about: standard and dashboard reports and when to use them working with standard and dashboard reports setting parameters customizing reports scheduling reports to run as automated tasks generating uplinked reports on transaction data uploaded from subsidiary accounting servers Equitrac Office Administration Guide 269

270 Chapter 13: Creating & Running Reports About Reports Reports Manager provides a number of standard reports to help you analyze your system performance. These reports are organized into a logical categories displayed in a hierarchical tree structure. Expand a category node to see the reports available in that category. Report Categories Reports are organized into the following categories. Report Category Accounts Analysis Detailed activity Summary activity Description Reports in this category provide data about accounts including: how, when, and where accounts are being used account balances and transaction histories how accounts are organized Reports in this category are designed to help you maximize your device usage. They provide information about your devices including: their current status when and how often they are being used how often they are online or offline when and how often they experience faults such as paper jams or toner outages total and percentage usage of color, black and white, or monochrome in simplex or duplex pages by activity type, application, account or network user. Reports in this category provide detailed information about the documents users are creating. You can view information by: billing code account department account device network user user account This category also includes reports on the documents in currently in a print queue. These reports only contain data if you have enabled secure printing on one or more device queues. These reports list the number of color, black and white, and monochrome pages created by accounts, devices, application, network user, organizational structure (membership and account), disposition of routed documents (by user account and device), and so on. Summary of activity reports allow you to summarize that information by date, device, network user, or transaction type. This category also includes reports on the documents currently in a print queue. These reports only contain data if you have enabled secure printing on one or more device queues. 270 Equitrac Office Administration Guide

271 Chapter 13: Creating & Running Reports Report Category Total activity Description These reports list the number of color, black and white, or monochrome in simplex or duplex pages created by: account type billing code account department account device desktop device account or network user user account activity type application device or user location Determine Which Report to Run The following table lists some scenarios and the report to run in each case. Use the table to help determine which report provides the information you need. If you want to... View the account balance for a user View all accounts assigned to a department or billing code View a detailed list of a user s activities Manage users color quotas Determine which devices are the most reliable Create a maintenance schedule for your devices Identify over- or under-used devices Identify high- and low-usage times of day for a device Determine the last time a device was functioning correctly View a list of all documents created for a billing code Determine if a department prints enough color copies to justify buying a second color printer View a detailed list of activity by a device within a certain location Then run this report... Accounts > Account adjustment Accounts > Account listing Accounts > Account statement Account > Color quota summary Analysis > Device availability, or Analysis > Device faults Analysis > Device faults vs. usage Analysis > Device usage Analysis > Hourly activity Analysis > Last transaction time Detailed activity > Detailed activity by billing code account Total activity > Total activity by department account Total activity > Total activity by device location Equitrac Office Administration Guide 271

272 Chapter 13: Creating & Running Reports Change the Currency Symbol Used When Viewing Reports If your regional settings use a currency symbol other than the dollar sign ($), or if you use any character outside the standard ascii set (such as the umlaut ö ), you need to adjust the browser encoding before you can see the correct symbol within a browser window. 1 Open a web browser. 2 From the View menu, select Encoding (or Character Encoding), then select Unicode (UTF8) from the menu. 3 Run a report to check the result. Run one of these reports (which contain the currency symbol): Account adjustment, Account listing or Hourly activity. Running Standard Reports The process for running standard reports is the same for all reports; only the parameters available to limit the scope of the report change based on the report you are running. Follow these steps to run a standard report: 1 Run Reports Manager. 2 Expand a category node and select the report you want to run. The Select report criteria dialog opens. NOTE: The authentication report under the Analysis node provides an authentication audit trail for both successful and failed authentication attempts at all MFPs. 3 Select parameters to limit the scope of the report. For help selecting report parameters, see Report Criteria on page Click OK to close the Select report criteria dialog. The generated report displays in the Reports Manager window. When the report is generated, you can, print, , or export it in one of several file formats. You can also customize any standard report once it has been generated and save your customization as a new report definition. For more information about customizing a standard report, see Customizing Standard Reports on page Equitrac Office Administration Guide

273 Chapter 13: Creating & Running Reports Report Criteria The following table lists, in alphabetical order, the parameters available to limit the scope of a standard report. Parameter Account status Account type Billing code By billable Custom group Date Description Filters the report to include all accounts, or only overdrawn, locked, active, or deleted accounts. Filters the report to include user, department, or billing code account types. Filters the report by a specific billing code. Filters the report by billable accounts. Filters the report to devices assigned to a specific group. Limits the report to a specific date range. Select one of the pre-defined date ranges, or select Custom range and enter the start and end dates for the report. Note: Date range format is dependent on system regional settings. Department Device name Device type Disposition type Limit Location Order by Summarize by Transaction type User User ID Filters the report by a specific department. Filters the report by a specific device. Filters the report by a specific device type. Filters the report by the status of a document in a print queue. The number of rows that are returned in the report. Filters the report to the physical location of users and devices. Orders transactions by account, balance or creation date. Orders transactions; options vary by summary report. Filters the report to include all, print, copy, fax send, fax receive, or scan transaction types. Select or clear multiple transaction types as desired. Filters the report by a specific user. Filters the report by User ID (by network user reports only). Equitrac Office Administration Guide 273

274 Chapter 13: Creating & Running Reports Running Dashboard Reports Dashboard reports are viewed with a web browser. Users may also access their own personal account statements that includes their current balance and account status. The following is a list of prerequisites to view dashboard reports: Data for dashboard reports are generated nightly. If you have just installed or upgraded Equitrac Office 4.2.0, you have to wait a day before the first set of reports are available. Dashboard reports are compatible with the following web browsers: Internet Explorer 6-7, Mozilla Firefox 3, and Opera 9.5. Scripting must be enabled for graphs to display. For information on enabling scripts, see your web browsers online help files. The user must belong to a group specified in reports permissions. The user must be a member of the Windows-level group directly and not an associate member of that group. For information on configuring user access to report permissions, see Configuring Administrative Access on page 31. The user account must exist in Accounts Manager. For information on creating user accounts, see Working with User Accounts on page 145. To run a dashboard report, do the following: 1 Open an web browser and enter the following URL address: Server>:2941/dashboard/start.html NOTE: Do not append index.html to the URL. This was done in previous releases, and is no longer supported as of software version The Equitrac Logon screen appears. 2 Enter a User ID and password. and click the Log on button. The Select dashboard window opens. Credentials include local accounts on the accounting server, as well as domain accounts in the form of <domain.com>\userid. Users can also log on using primary PINs configured in user, department or billing code accounts using Accounts Manager. Users logging on using a primary PIN must enter the secondary PIN as the password. 274 Equitrac Office Administration Guide

275 Chapter 13: Creating & Running Reports 3 Select a dashboard to see the report. Sample Dashboard Reports The following are samples of what the different dashboard reports look like. Chart This sample dashboard is a Chart report of the Top devices from the Pages category. Equitrac Office Administration Guide 275

276 Chapter 13: Creating & Running Reports Bar This sample dashboard is a Bar report of the Top accounts from the Cost category. Pie This sample dashboard is a Pie report of the Top device from the Simplex category. 276 Equitrac Office Administration Guide

277 Chapter 13: Creating & Running Reports Printing, ing and Exporting Reports When you generate a report, it is displayed in the Reports Manager window. You can either print the report, or export the report to a file or as an attachment. When exporting a report, you can select a number of file formats, including XML, HTML, CSV-Unicode, or CSV-ANSI. Printing a Report You can print reports to a configured local or network printer. In the Reports Manager window: Select File > Print Setup to configure printer output settings. Select File > Print Preview to see a preview of the printed report. Select File > Print to send the generated report to the printer. NOTE: The Print Preview option requires Internet Explorer version 5.5 or higher. Saving a Report to a File Follow these steps to save a report to a file: 1 In the Reports Manager window, select File > Save as. 2 Select a file location, file name, and file format. You can save the file in XML, HTML, CSV-Unicode, or CSV-ANSI format. 3 Click Save. To generate reports on a regular basis and save the reports to a selected destination, see Scheduling Reports to Run Automatically on page 283. Equitrac Office Administration Guide 277

278 Chapter 13: Creating & Running Reports ing a Report You must ensure that System Manager is properly configured for a valid server before ing generated reports in Reports Manager. See Configuring the Mail Server for Notifications on page 176. Follow these steps to a report: 1 Select File > Mail to open the Send Mail dialog. 2 Enter information: In the To field, enter the address of the recipient. To multiple recipients, separate addresses by commas or semi-colons. In the Subject field, enter subject text. In the Message field, enter message text. 3 Select or clear attachment file formats. To use the selected columns options, ensure that you first open the Report Layout dialog (View > Report Layout) and choose the columns you want to show in the report. When you mail the report, all columns listed in the Report Layout dialog are exported, regardless of the columns you choose to show. When you select either Selected columns option in the Send Mail dialog, only the columns currently displayed in the report are exported. 4 Click Send. 278 Equitrac Office Administration Guide

279 Chapter 13: Creating & Running Reports Customizing Standard Reports You can add your own logo to your reports, and change the specific columns that are included in the standard reports to create your own custom reports. NOTE: The folder C:\Program Files\Equitrac\Office\Database contains CAS_SQLServer_Views.sql which can be run to create views of the transaction data stored in the database. These views can be used for reporting purposes or to help better understand the underlying data captured. Adding a Custom Logo The Equitrac logo appears in all generated reports, by default. You can customize that logo by loading a different image to the accounting server. Reports Manager supports any graphics file format that Windows Internet Explorer supports, such as.bmp or.jpg. Every report you generate from that accounting server uses the same logo image. The logo appears in the upper right corner of the report, and uses 25% of the total table width. As a best practice, prepare your logo to a maximum width of 180 pixels. Add the logo, then perform an onscreen test and a print test to ensure the logo is sized appropriately. As a guideline, the Equitrac logo used by default measures 154 x 40 pixels. Follow these steps to customize the generated reports logo: 1 Copy your custom image file to Program Files\Equitrac\Office\Accounting Service. NOTE: This folder exists on the machine where CAS is installed and running. 2 Open a command prompt and navigate to Program Files\Equitrac\Office\Accounting Service. 3 On the command line, type: eqrptload.exe -a <accounting server> -b imagefilename where imagefilename is the custom image file you want to appear on all generated reports. For example: eqrptload.exe -a CASSRV1 -b Acmelogo.bmp loads the acmelogo.bmp file from the Accounting Service folder. CAUTION: The image file must be in the working directory; do not enter the full path to the image on the command line. Equitrac Office Administration Guide 279

280 Chapter 13: Creating & Running Reports Creating a Custom Format In the Reports Manager window, you can customize a report s format by modifying the column display. NOTE: In the Configure Report Layout dialog, applicable generated reports contain an Alt cost column that displays secondary (dual) pricing data. Secondary (dual) pricing is a licensable option. Follow these steps to customize the content of a report: 1 In Reports Manager, select View > Configure report layout. 2 In the Columns to display list, select or clear the column checkbox for each column you want to display or hide in the generated report. The defaults are pre-selected from the list. 3 Customize the selected columns to display by doing the following: Click the Up or Down arrows to re-order the columns to appear in the generated report from left to right. Enter a new column title in the Label field. You cannot enter special characters, such as '@' or '#'. Enter the column width as a percentage of the overall width of the report. The column widths should add up to a total of 100%. If the selection exceeds 100% of the report s total columns width, a Configure report layout warning pops up. If the warning appears, you have three options: Yes Automatically adjusts the new and existing columns to add up to 100% of the overall report width. No Exits without adjusting the column widths to equal 100%. The column is added to the report, but since it exceeds the total columns width, it does not display Cancel Return to layout dialog and enter a different value. 4 Click OK to save the customized formatting and close the dialog. 280 Equitrac Office Administration Guide

281 Chapter 13: Creating & Running Reports Saving Your Customized Format The standard reports available in Reports Manager are templates from which you can create and save customized reports, known as report definitions. When creating report definitions, you can configure Reports Manager to prompt for specific criteria at generation time and save the report definition as a personal or site report. Follow these steps to save a customized format as a report definition: 1 Generate a report. See Running Standard Reports on page 272 for details. 2 In Reports Manager, select File > Save Definition As to open the Save report definition as dialog. 3 Indicate whether you want to select criteria each time you run the report, or if you want to save the current criteria selections as part of the report definition. If you save the current criteria selections, they are used each time the report is run. Select the Prompt for <criteria> option to prompt for filter criteria when the report is generated. Or Select the Define in the report definition option and select an option from the drop-down list to save existing criteria selections in the report definition. For example, if you always want the report to include only copy transactions, select copy in the list. 4 Click Next to continue. 5 Enter a name for this report definition in the Name field. 6 Select a Report type from the list. Select Personal report to save the report to the local machine. Only those with access to the local machine can access and generate personal reports. Select Site report to save the report to the server. Anyone can access and generate site reports. NOTE: You can schedule events to generate automatic site reports from existing site report definitions. For more information, see Scheduling Reports to Run Automatically on page 283. Personal reports cannot be scheduled. Equitrac Office Administration Guide 281

282 Chapter 13: Creating & Running Reports 7 Optionally, enter a Description in the field. 8 Click Finish to save the custom report. Running Custom Reports Custom reports are displayed in Reports Manager as sub-items under the standard report they are based on. To run a custom report: 1 Select File > Open. 2 Expand the node of the standard report that your custom report is based on, and select the report you want to run. If the criteria for the custom report have already been defined, the report displays in the Reports Manager window, otherwise the Select report criteria dialog opens. If necessary, select the criteria to limit the scope of the report. See Report Criteria on page When the report is generated, you can print it, it, or export it in one of several file formats. 282 Equitrac Office Administration Guide

283 Chapter 13: Creating & Running Reports Scheduling Reports to Run Automatically When adding a task to generate a report, you must specify: the report type the desired output destination ( recipient or file location) the report format (HTML, XML, CSV-Unicode, or CSV-ANSI) NOTE: To a report, you must configure Equitrac Office with a mail server. See Configuring the Mail Server for Notifications on page 176. You can only a report to a single address. To add a report scheduling task, perform the following procedure: 1 In System Manager, select Scheduled tasks in the left pane. 2 Select Add scheduled report under Current tasks, or click Add in the right pane and select Report from the Add new scheduled task dialog. 3 Enter a Name and Description for the task. 4 In the Report name field, select the desired report from the drop-down list. NOTE: Only standard and customized site reports appear in the report name drop-down list; customized personal reports are not included. See Saving Your Customized Format on page 281 for details. 5 In the Report destination dialog, select either or File as the report destination. If you select , do the following: a Select the attachment file type. More than one Attachment type can be sent. b In the To field, enter the address of the recipient. c Enter a Subject and Message (optional) for the . d Click OK. Equitrac Office Administration Guide 283

284 Chapter 13: Creating & Running Reports If you select File, do the following: a Select the File type. b Enter the Path\filename for the report, or click the ellipse button to select a destination. c Click OK. 6 Schedule the task to occur either once, every day, every week, or monthly. 7 Enter a Start date and Start time for the task to run. 8 Click OK to save the scheduled task. Running Consolidated Reports If you deployed more than one accounting server, you can uplink the subsidiary CASs to the master CAS. This allows the subsidiary servers to upload data to the master CAS, while also keeping a copy on its local server. You can then run consolidated reports on the master CAS to view transaction and account data from all CAS servers, or you can run reports on individuals servers. Optionally, you can set the subsidiary servers not to post transactions to the master CAS. This allows the master CAS to act as a license distribution server for users and embedded devices. The transactions remain local to each subsidiary server. Configuring CAS Servers Configuration is required on the master and subsidiary CAS servers. 1 In System Manager, navigate to Configuration > Network environment > Uplink. 2 Enter the Name of the designated master CAS. 3 Select the Uplink time of day for the subsidiary CAS to connect to the master CAS. By default, Equitrac Office sets the uplink time at 1:00 am a time that CAS is not heavily accessed by DRE, DCE, DME, or the client workstations. If your site experiences a heavy load on the CAS system at 1:00 am, change this to a different time. Sites with multiple subsidiary servers should stagger the uplink time. 284 Equitrac Office Administration Guide

285 Chapter 13: Creating & Running Reports 4 Press the Synchronize enterprise license button to initially license the subsidiary CAS from the master CAS. Thereafter, at each uplink, the master CAS re-licenses the subsidiary CAS as long as the total number of licenses is not exceeded. 5 Click OK to save the change. 6 The Transaction set options allow you to configure how the subsidiary and master CAS handle data transactions. Don t post transactions the subsidiary servers do not send transactions to the master CAS. This option allows the master CAS to distribute user and embedded device licenses. Post individual transactions the subsidiary servers send individual transactions to the master CAS. This option allows the master CAS to view transaction and account data from all CAS servers. Collate transactions the subsidiary servers bundle transactions in one of two ways: Daily or Hourly. Equitrac Office collates daily transactions at the time you selected in Uplink time of day. You can also select the By Network user option to send or to separate the transactions per network user. 7 Click OK to save the changes. Running Subsidiary Reports Only If you want to run reports from the master CAS that contain only the transaction data from the subsidiary CAS, follow these steps: 1 Open a command prompt, navigate to Program Files\Equitrac\Office\Accounting Service and execute the following command: eqrptload.exe -a <accounting server> -f reports\uplinkreportlist.csv -u where <accounting server> represents the system name of your accounting server. For example: eqrptload.exe -a PRINTSV1 -f reports\uplinkreportlist.csv -u 2 When the command prompt displays the message EQRptLoad success, all of the uplinked reports loaded successfully. You can select any uplinked report in the Select report to open dialog. Equitrac Office Administration Guide 285

286 Chapter 13: Creating & Running Reports 286 Equitrac Office Administration Guide

287 14 Using Equitrac Office Utilities Topics Enabling SSL Communication Import Utilities Directory Synchronization Access Permissions Purge Database Transactions Modifying User Accounts from a Flat File Refining the User Group View Map LPR User IDs Creating Trusted Certificates Print Queue Viewer Equitrac Office provides several different utilities that can help you speed up the time spent on configuration tasks. This chapter contains instructions to run some of these utilities. Instructions to use other utilities are located throughout this guide in the appropriate location. Use the table below to locate instructions for running all Equitrac utilities. Utility Description See Page CardSwipeWizard.exe EQAcctMonitor.exe EQAccountRegroup.exe EQCmd.exe EQEnableSSL.exe Determines the encoding and data positions on magnetic or prax cards. Runs within the System Tray on user workstations to provide account balance information. Filters the User Group view when managing a large account base. Adds, deletes, modifies or query user, department and billing code accounts from a flat file. Enables/disable SSL communication between Equitrac services and clients. Determining Code Start and Stop Positions Known Codes on page 113 Configuring the Account Monitor Popup on page 181 Refining the User Group View on page 299 Modifying User Accounts from a Flat File on page 292 Enabling SSL Communication on page 289 Equitrac Office Administration Guide 287

288 Chapter 14: Using Equitrac Office Utilities Utility Description See Page EQKIPImport.exe EQLRSVPSXImport.exe EQModifyDeletedContainer Security.exe EQPDToolTray.exe EQPrinterConversion Wizard.exe A command line utility to import KIP plot transaction data into CAS. A command line utility to import transactions from LRS. Changes the administrative access permissions on the deleted objects container in a Windows Active Directory. Enables Print Distribution when installed and running on a user workstation. Converts existing printer ports to an Equitrac port, allowing Equitrac to monitor the device. Import Utilities on page 289 Import LRS Transactions on page 63 Directory Synchronization Access Permissions on page 290 Send To Printing Configuration Workflow on page 217 Creating Equitrac Printer Ports on page 47 EQRightFaxImport.exe Import RightFax records into CAS. Import Utilities on page 289 EQRptload.exe Add a custom logo to generated reports, or upload uplink reports to the master CAS. Customizing Standard Reports on page 279 EQSAPImport.exe Import SAP records into CAS. Import Utilities on page 289 EQSSLCertificateManager.exe Installs trusted certificates to use with Equitrac services. Creating Trusted Certificates on page 305 EQTransactionPurge.exe Purges transactions from the database. Purge Database Transactions on page 291 EQToolTray.exe EQXLPD.exe Enables/disables the billing code prompt on a workstation. Modifies incoming LRP print job IDs to match User IDs within the Equitrac database. Disabling Billing Code Popups on page 135 Map LPR User IDs on page 301 EQXWinConfig.exe Modifies device configuration settings. Adding and Configuring Embedded Devices on page Equitrac Office Administration Guide

289 Chapter 14: Using Equitrac Office Utilities Enabling SSL Communication Communication between Equitrac components running in a Windows environment are able to utilize SSL if required. To enable this feature, you need to run the command EQEnableSSL.exe found in the Tools subdirectory. CAUTION: Shutdown all Equitrac services and utilities (e.g. System Manager) before running this command. Usage: EQEnableSSL.exe [-e -d h] Listed in the table are the values for each letter: Value Description -e enables SSL communication from this system. -d disables SSL communication from this system. -h displays this help screen. No parameters display the current settings. NOTE: For compatibility reasons, management communications are not currently encrypted even if this feature is enabled. NOTE: The current version of the server components utilizes self signed certificate so there is no need for certificate management. Import Utilities Equitrac Office also comes with several import utilities for integration with external applications. All import utilities require an External Data Connector license. The installer places the utility files and instructions on CAS in the Tools and Docs folders respectively. The following table lists the available import utilities along with a description for each. Utility EQKIPImport.exe EQLRSVPSXImport.exe EQRightFaxImport.exe EQSAPImport.exe Description A command line utility to import KIP plot transaction data into CAS. A command line utility to import transactions from LRS. A command line utility to import RightFax transaction data into CAS. A command line utility to import SAP print transaction data into CAS. Equitrac Office Administration Guide 289

290 Chapter 14: Using Equitrac Office Utilities Directory Synchronization Access Permissions EQModifyDeletedContainerSecurity.exe changes the administrative access permissions on the deleted objects container in a Windows Active Directory, so that Equitrac Office can access the objects during directory synchronizations. By default, only Active Directory administrators have access permission. The Windows account running the Equitrac Office services need this access if you wish to synchronize deleted accounts between Active Directory and Equitrac Office. The account running this command must be an administrator in the Active Directory domain. See Importing Users with Active Directory Services on page 145 for more information on configuring Active Directory Synchronization options. Equitrac Office installs this utility by default on the accounting server in the directory: Program Files\Equitrac\Office\Tools. The command-line utility accepts commands in the following format: EQModifyDeletedContainerSecurity.exe (-s server) [-p {-r} -a accountname] Parameters enclosed in parentheses ( ) are mandatory; parameters within square brackets [ ] are optional. Parameter Description -s server Server name of the Active Directory domain controller. -p Display current permissions on the container. -r Remove access permissions for the specified accountname. - a accountname Account to be granted access to the container. Access permission is removed if specified with the -r option. 290 Equitrac Office Administration Guide

291 Chapter 14: Using Equitrac Office Utilities Purge Database Transactions The EQTransactionPurge.exe utility purges transactions from the database. Equitrac Office installs this utility by default on the accounting server in the directory: Program Files\Equitrac\Office\Tools. The command-line utility accepts commands in the following format: EQTransactionPurge.exe [-f] [-u] (-o n -d yyyy-mm-dd i NNNNN) [-t] Parameters enclosed in parentheses ( ) are mandatory; parameters within square brackets [ ] are optional. Parameter Description -f Force transaction purge. -u Purge from uplink tables. -o Purge transactions more than n days old. -d Purge transactions on given date or older. -i Purge a single transaction where NNNNN is a 32 digit transaction ID. The transaction ID can be viewed by running any detailed activity report and using the Configure report layout option to display the Document ID column. -t Enable trace logging. Equitrac Office Administration Guide 291

292 Chapter 14: Using Equitrac Office Utilities Modifying User Accounts from a Flat File 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 Office installs this utility by default on the accounting server in the Program Files\Equitrac\Office\Tools folder. The command-line utility accepts commands in the following format: EQCmd -s(server) (Action) (Obj_type) (Obj_ID) All [(Options)] Execute the command with a batch file: EQCmd -s(server) -f(batchfile) Command-line parameters enclosed in parentheses ( ) are mandatory; parameters within square brackets [ ] are optional. Equitrac Office accepts CSV files as batch files. Batch operation allows all the command actions except for query command. Use the table below to fill in the parameters. Parameter Server Action Obj_type Obj_ID Variables Specify the name or IP address of CAS. Specify the action to take on the account. Use one of: add - Add user, department and billing code. assign - Assign a billing code to a user or a department. delete - Delete user, department or billing code. It does not use (details) parameter. remove - Remove the association between billing code and user or department. query - Query database. Output differs based on (Obj_type). modify - Modify an object attribute. adjust - Adjust the balance for user, department and billing code; set a new balance to a object type or set a balance no less than a certain amount. lock/unlock - Lock or unlock a user, department or billing code. quota - sets the color pages quota to a set amount for a single user or all users within a department. Use one of: ur - user dp - department bc - billing code Applies (action) only to the specified object ID. Use double quotes around object IDs that have a space, for example human resources. To apply (Action) to all accounts of (Obj_type), use All. Note: You can use All for Assign, Remove, Query, Adjust actions. You cannot use it for Add, Delete, Modify, Lock and Unlock actions. 292 Equitrac Office Administration Guide

293 Chapter 14: Using Equitrac Office Utilities Parameter Options for Action Command Variables Specify additional values. (init_bal)- Initial balance (min_bal)- Minimum account balance (desc)- Description (user_id)- User ID (user_name)- Full user name (dept_name)- Department name (bc_name)- Billing code name ( ): User (amount)- Amount of balance value (quota)- User color quota (PrimaryPIN)- User Primary PIN (SecondaryPIN)- User Secondary PIN and Confirm Secondary PIN (AlternatePIN)- Alternate to user Primary PIN (Home_Server)- DRE print server EQCmd Actions Add Adds a user, department and billing code. NOTE: Parameters within the square brackets [ ] must contain values up to and including the final field needed. For example, if the final field is (Primary PIN), all fields to the left must have a specified value those to the right can be excluded from the command. If you want to leave a field blank (i.e. skip a field), use a pair of double quotes to indicate an empty value. NOTE: Use double quotes around values that have spaces or to indicate empty values. Specify amounts with a period for the decimal separator. Add User: add ur (user_id) [(init_bal) (user_name)(min_bal) ( ) (dept_name) (PrimaryPIN) (SecondaryPIN) (quota) (AlternatePIN) (Home_Server)] Add a department: add dp (dept_name) [(init_bal) (desc) (min_bal) (PrimaryPIN) (SecondaryPIN)] Add a billing code: add bc (bc_name) [(init_bal) (desc) (min_bal) (PrimaryPIN) (SecondaryPIN)] Example: EQCmd -smyserver add ur johnd John Doe, Jr. [email protected] EQCmd -smyserver add bc SmJo - 23a 0 Smith and Jones,Case 23, Part a Equitrac Office Administration Guide 293

294 Chapter 14: Using Equitrac Office Utilities Assign Assigns an association between billing code to a user or to a department. Assign a user to a billing code or all available billing codes: assign ur (user_id) (bc_name) All Assign a department to a billing code or all available billing codes: assign dp (dept_name) (bc_name) All Example: EQCmd -smyserver assign ur johnd billing1 EQCmd -smyserver assign dp hr billing1 Delete Deletes a user, department and billing code. Delete a user: delete ur (user_id) Delete a department: delete dp (dept_name) Delete a billing code: delete bc (bc_name) Example: delete HR department accounts: EQCmd delete dp hr Remove Removes the association between a billing code with a user or a department. Remove an association between user and a billing code or all available billing codes: remove ur userid (bc_name) All Remove an association between a department and billing code or all available billing codes: remove dp dept_name (bc_name) All 294 Equitrac Office Administration Guide

295 Chapter 14: Using Equitrac Office Utilities Query Displays results from query database. Query is only allowed from the command prompt, not in CVS file batch operation. Query a user: query ur (user_id) All It displays: user_id Full_name Balance Limit Dept Billcode Status Query a department: query dp (dept_name) All It displays: dept_name Desc Balance Limit Status Query a billing code: query bc (bc_name) All... It displays: bc_name Desc Balance Limit Status Example: EQCmd -s query ur All Modify Allows users to modify database settings of user, department and billing code. NOTE: Insert an! for required fields that you do not want to change. Modify a user: modify ur (user_id) [(user_name) (min_bal) ( )(dept_name) (PrimaryPIN) (SecondaryPIN) (quota) (AlternatePIN) (Home_server)] Modify a department: modify dp (dept_name) [(desc) (min_bal) (PrimaryPIN) (SecondaryPIN)] Modify a billing code: modify bc (bc_name) [(desc) (min_bal) (PrimaryPIN) (SecondaryPIN)] Example: Update address of user johnd and keep the rest of the information: EQCmd -smyserver modify ur johnd!! [email protected] Equitrac Office Administration Guide 295

296 Chapter 14: Using Equitrac Office Utilities Adjust Allows the administrator to adjust the balance for a certain object type. Adjust has three formats:...adjust (Obj_type) (Obj_ID) All (amount)...adjust (Obj_type) (Obj_ID) All set (amount)...adjust (Obj_type) (Obj_ID) All atleast (amount) adjust (amount) Adjust a user balance: adjust ur (user_id) All (amount) Adjust a department balance: adjust dp (dept_name) All (amount) Adjust a billing code balance: adjust bc (bc_name) All (amount) NOTE: The (amount) value can be both positive (+) and negative (-) value. adjust set (amount) Allows administrator to set a new balance to an object type. Set a new balance to a user: adjust ur (user_id) All set (amount) Set a new balance to a department: adjust dp (dept_name) All set (amount) Set a new balance to a billing code: adjust bc (bc_name) All set (amount) Example: Set all billing code balances to 500: EQCmd -smyserver set bc All 500 adjust atleast (amount) Allows administrator to set the object balance value no less than a certain amount. For example: if a user current balance is $10, if the administrator set atleast amount $5.00, the user's new balance is still $10; if the administrator set the atleast amount $15, then the user's new balance is changed to $ Atleast a user account: adjust ur (user_id) All atleast (amount) Atleast a department: adjust dp (dept_name) All atleast (amount) 296 Equitrac Office Administration Guide

297 Chapter 14: Using Equitrac Office Utilities Atleast a billing code: adjust bc (bc_name) All atleast (amount) Adjust Department The adjdept parameter adjusts the account balance of all users in a particular department. This command does not set the overall department balance. It adjusts the balances of users belonging to the department by adding or adjusting the account balance. adjdept dp (dept_name) (amount) As depicted in the examples below, two additional parameters may be used (set and atleast). If neither set nor atleast are used, the amount is added to each user's account in the department. If you use the set parameter, each user account belonging to the department is adjusted to the set amount whether the account balance is above or below that amount. If the atleast parameter is present, account balances below the atleast amount are adjusted up, but accounts balances above the atleast amount are not adjusted. Example1: Add $500 to all user account balances in the Marketing department: EQCMD -smyserver adjdept dp Marketing Example 2: Set all user account balances in the Marketing department to $500: EQCMD -smyserver adjdept dp Marketing set Example3: Ensure all user account balances in the Marketing department are at least $500: EQCMD -smyserver adjdept dp Marketing atleast Lock and Unlock Allow the administrator to lock/unlock a user, department or a billing code. Lock a user: lock ur (user_id) Lock a department: lock dp (dept_name) Lock a billing code: lock bc (bc_name) Unlock a user: unlock ur (user_id) Unlock a department: unlock dp (dept_name) Unlock a billing code: unlock bc (bc_name) Equitrac Office Administration Guide 297

298 Chapter 14: Using Equitrac Office Utilities Color Quota Use the following syntax to reset color quotas. The first string resets the quota for a specific user ID, and the second string resets the quota for all users within a specified department. EQCmd.exe -s(casserver) quota ur (UserID) All (newquota reset) EQCmd.exe -s(casserver) quota dp (DeptName) (newquota reset) Use a newquota value of -1 (minus 1) to set an unlimited quota. EQCmd Batch File Process EQCmd has a batch mode. It accepts a CSV file as an batch file, one file per server. [Equitrac Office\Tools file path]\eqcmd s(server) fbatchfilename.csv NOTE: Copy the.csv file to the Equitrac Office > Tools folder. CSV File Format (Action), (Obj_type), (Obj_ID) All, [(Details)] CSV File Sample Test.csv file: Create an R&D department and add two users. add, dp, R&D add, ur, user1, 10.00, Sample, 1.00, [email protected], R&D add, ur, user2, 10.00, Sample, 1.00, [email protected], R&D 298 Equitrac Office Administration Guide

299 Chapter 14: Using Equitrac Office Utilities Refining the User Group View For large installations, you may have a large-enough account base that the User Group view does not provide a sufficiently refined view of the user or billing code accounts. Equitrac Office includes a command line utility to divide the group listing into smaller sections or sub-sections for easier viewing. On CAS, open a command prompt, and navigate to the Program Files\Equitrac\Office\Tools, then type the following command and replace the variables with appropriate values: EQAccountRegroup [-scasname] [-f filename] [-q] -t accounttype [-g groupmaxsize] [-l refinedgroupminimum] -s identifies the core accounting server hosting the accounts you wish to view. Argument Result -t required argument that identifies the type of account listing you want to view: use -t bc for billing codes use -t ur for user accounts -s Optional argument that identifies the core accounting server hosting the accounts If you run the command on CAS, you do not need to enter this argument. -f Identifies the output path for the command log file Example: diagnostics.txt -q Hides error details from the console -g Specifies the limit when the subgroups appears in Accounts Manager. Example: -g 1500 shows the users in the normal view until the number of users reaches l Specifies the number of users within the subgroups. Example: -l 100 list at most 100 users in each subgroup The following example illustrates the overall usage of the command. Subgroup after 20,000 accounts EQAccountRegroup -sbora -f diagnostics.txt -t ur -g l 100 CAS Output Path User Accounts 100 users in each subgroup Equitrac Office Administration Guide 299

300 Chapter 14: Using Equitrac Office Utilities The command is invoked on CAS called Bora, with the command log saved to a file called diagnostics.txt. The user accounts are grouped, and if there are more than 20,000 user accounts, the tool splits them into viewable groups of 100. When you open the User group view dialog, Equitrac Office sorts the list alphabetically. Using this example, if there are less than 20,000 users, only views based on first character (0-9, A-Z) are available. When there are 20,000 or more users then the refined groupings are available. The refined groups in this example list at most 100 accounts, though not necessarily 100 accounts in each group. The refinements are based on first character groups that have over 100 accounts. If a first character group has 100 accounts or less, it is not further refined. For example if there are 99 users with names starting with B, then the tool does not refine the view of the B accounts. If there are 200 accounts starting with B, then there are two sub-groups of Bs available in the refined view. 300 Equitrac Office Administration Guide

301 Chapter 14: Using Equitrac Office Utilities Map LPR User IDs The EQXLPD utility extends the existing Equitrac Office functionality to modify the User IDs associated with incoming LRP print jobs. If the format of the LRP print job User ID does not match the IDs used in the Equitrac database, you can use this utility to modify incoming IDs to match existing Equitrac IDs. For example, if the LPR jobs arrive in the format Equitrac Office will not associate the user with a corresponding ID in the Equitrac database. you can use this utility to remove the domain information, thereby mapping the LPR job ID with a User ID that Equitrac Office expects. CAUTION: This utility requires a dedicated External Data Connector license. This license must be applied within System Manager prior to running the executable. Installing EQXLPD The EQXLPD tool is available from the Equitrac Installer, under the Auxiliary Applications sub-folder. It is not selected in the Installer by default. Click on EQXLPD, and select This feature is installed on local hard drive. When installed, the tool is located under Program Files\Equitrac\Office\Tools\EQXLPD. There are two files in this folder: eqxlpd.cfg specifies the actions that are applied when eqxlpd.exe is run eqxlpd.exe maps or modifies User IDs for incoming LPR print jobs CAUTION: It is important to note that only one service can listen on the printer at a time. If the Microsoft LPD service is service is running, the EQXLPD service is blocked. To determine if a service is running on the printer port, run "telnet localhost 515". If the result is "connection refused", no other service is running, and you can proceed with EQXLPD. If a connection is made, another service is already running, and you must stop it before proceeding. The EQXLPD service is not started automatically. You must start the service manually, but ensure that you modify the configuration file first. To start the service, select Control Panel > Administrative Tools > Services, and run the eqxlpd.exe from the command line with the service option: eqxlpd.exe /Service Equitrac Office Administration Guide 301

302 Chapter 14: Using Equitrac Office Utilities Modifying the Configuration File Prior to running the executable, modify the configuration file to change the User ID mappings. Supported configuration parameters are listed in the table below. See an Example Configuration File on page 304. Parameter Specifies Example Spooling: SpoolDir Directory for the spooled LPR files [Spooling] SpoolDir=c:/temp LPQ-status: Banner Banner text for the LPQ status queries [LPQ-status] Banner="LPD server" Username: IncludeIPAddress UserName: RegExPatterns UserName: IgnoreCase UserName: RefuseUnMapped Username-Map If the IP Address is appended to the user ID 1 = do not append; 0= append The default value is 1, or do not append The number of POSIX regular expression patterns to apply to each user ID The actual POSIX expression patterns are placed in the Username-Regex parameter listed below If the configuration file contains more expressions than this value is set to, the remaining expressions are ignored. For example, if this value is set to 3, but there are 5 expressions in the configuration file, only the first 3 expressions are applied. If case-sensitivity is enabled or disabled 1 = ignore case; 0 = case-sensitive If print jobs from unmapped user IDs are refused or allowed 1 = allowed; 0 = refused Mapping of disparate User IDs from LPR to match User IDs in Equitrac database [UserName] IncludeIPAddress=1 [UserName] RegExPatterns=3 [UserName] IgnoreCase=1 [UserName] RefuseUnMapped=1 [UserName-Map] AlfredN=aneumann BobL=blyndham 302 Equitrac Office Administration Guide

303 Chapter 14: Using Equitrac Office Utilities Parameter Specifies Example Username-Regex Printers Defines the POSIX expressions that are applied to each User ID Each expression must include a From value and a To value. These values determine the User ID to start with, and the User ID to stop at when applying the expression. Supported characters include "\" to rearrange values, " " to??, and "^" to indicate the start of a string??. Placing the syntax within brackets captures a pattern. The first example to the right matches any number of digits at the end of each User ID and removes the digits. The From value is set to 1 and the To value is also set to 1 to apply the expression to all User IDs. The second example to the right examines all User IDs for the sequence "ababa" and replaces the sequence with "babab". The third example to the right starts examining UserIDs with ID 2, then looks for all instances of symbol. The expression then swaps all information before symbol to the end. For example, "[email protected]" is mapped to "company\person" The last example to the right examines all User IDs, then strips out all characters located after a period, up to and including the colon. This expression can be used to strip out a username suffix for example. All characters to the left of the period are left untouched. Use this setting to support a cluster. The LPR command to print job.txt is LPR-S VirtualServer1-PrinterA job.txt In the cluster, EQXLPD is set up like EQDRE service. An identical CFG is required on each node. In the example, PrinterR is the real printer, and PrinterA is an alias and does not exist as a real queue. EQXLPD picks up the LPR print job and looks up the mapping to send the job to the real printer. [UserName-Regex] From1=[ ]*$ To1= [UserName-Regex] From1=ababa To1=babab [UserName-Regex] From2=^(.+)@([^.]+)(\..*)?$ To2=\2\\\1 [UserName=Regex] From1=^.*: To1= [Printers] PrinterA=\\VirtualServ er1\printerr Equitrac Office Administration Guide 303

304 Chapter 14: Using Equitrac Office Utilities Example Configuration File The following screenshot shows the default configuration file that is installed with EQXLPD. Follow this example to ensure you are using the correct formatting. Troubleshooting If the EQXLPD service fails to start, the case name may be incorrect, or CAS is unable to find an unallocated External Data Connector license. You can check the debug log to determine the source of the problem. First, you must stop the EQXLPD service (Control Panel > Administrative Tools > Services). To produce debug logging, run the eqxlpd.exe from the command line with the debug option: eqxlpd.exe /Debug The resulting file is named eqxlpd.dbg and is located in the temporary directory of the account running the service. To end the log, press ^C. You can examine the file to determine if the mapping is performed correctly without waiting for the entire process to finish. 304 Equitrac Office Administration Guide

305 Chapter 14: Using Equitrac Office Utilities Creating Trusted Certificates The following is only applicable if you are using System Dashboard reports, Web Release Station or the User Web Tools. A certificate is requested whenever a user logs into any Equitrac web-based tool that uses SSL such as the System Dashboard reports. When you install an Equitrac service, a self-signed certificate is created. The disadvantage of a self-signed certificate is that end-users are prompted to accept the certificate the first time they access a web-based Equitrac tool. There is no such prompt for a trusted certificate. EQSSLCertificateManager.exe is located in the Program Files\Equitrac\Office\Tools folder on any machine where Equitrac administration tools have been installed. This tool is designed to assist an administrator in replacing automatically generated self-signed certificates with certificates signed by a trusted certificate authority. To replace the self-signed certificate, do the following: 1 Generate a certificate request using EQSSLCertificateManager. 2 Obtain a trusted certificate. 3 Accept the certificate file using EQSSLCertificateManager. EQSSLCertificateManager must be run on each server that is running Equitrac s CAS service. If you are using the Web Release Station, then EQSSLCertificateManager must also be run on the DCE service. When running the tool, two self-signed certificates may show up for the machine: one with a fully qualified DNS name (e.g. eqserverxx.ee41) and one with an unqualified machine name (e.g. eqserverxx). The certificate with the unqualified name is left over from previous versions of the Equitrac software; newer versions of the software use fully qualified names in the certificates. The older certificate may be deleted as it is not used by the newer software. After upgrading to Equitrac Office software version 4.2.0, you may be asked to accept the new fully qualified self-signed certificates. Select the Authorized User Account Before running EQSSLCertificateManager, you need to select the user account under which the Equitrac services are running. To select the user account to run EQSSLCertificateManager, do the following: 1 Open the Program Files\Equitrac\Office\Tools folder. 2 Right-click the EQSSLCertificateManager.exe file and select Run as from the menu. 3 Select The following user option, and enter the User name and Password of the user account you want to run the program. 4 Click OK to save the setting. Equitrac Office Administration Guide 305

306 Chapter 14: Using Equitrac Office Utilities Generate the Certificate Request To create a certificate request to replace a self-signed certificate, do the following: 1 Open the Program Files\Equitrac\Office\Tools folder and run EQSSLCertificateManager.exe. 2 Select the self-signed certificate with the fully qualified DNS name, and press Create Certificate Request. A Create Certificate Request dialog opens. The Subject field pre-filled with an appropriate value (normally CN=dnsname where dnsname is the fully qualified dns name of the computer). 3 Select the Key size from the drop-down list according to the site s policy. 4 Press OK and save the.req file (request). The.req file can be saved in any location on your system, as it is only used to obtain a trusted certificate. NOTE: Some certificate authorities require more than just the DNS name component to appear in the Subject field. To create certificate requests for such certificate authorities, manually specify the subject name in a format similar to the following: CN=ServerName.domain, OU=OrganizationUnit, O=Organization, L=Location, S=State, C=Country. Obtain a Trusted Certificate Submit the request file (.req) to a trusted CA (Certification Authority). The CA can be a locally implemented Microsoft Enterprise CA or a third party CA. The CA provides a trusted certificate file (.cer or.crt). It is recommended that you save the certificate file in the same location as the request file. Accept the Trusted Certificate File Run EQSSLCertificateManager, and press Accept Certificate. Select and open the trusted certificate file. 306 Equitrac Office Administration Guide

307 Chapter 14: Using Equitrac Office Utilities Cluster configuration In order to use the same certificate in a cluster environment, the certificate file must be installed on every cluster node where the services run on. Use the following procedure to generate certificate-authoritysigned certificates for all relevant virtual servers and replicate those certificates to all nodes in the cluster. 1 Move all Equitrac resource groups onto the same cluster node, and bring them online. This causes a self-signed certificate to be created on that node for all virtual servers (failover cluster instances) that the Equitrac services use. 2 Run EQSSLCertificateManager on that node. 3 For each certificate displayed, do the following: a Select the self-signed certificate. b Press Create Certificate Request. c Submit the certificate request to a CA (certificate authority) to obtain a trusted certificate file. d Press Accept Certificate, and open the certificate file. 4 Press Export All Certificates. a Enter a self-assigned password to protect the private keys that are exported with the certificates. b Click OK, and save the equitrac-certificates.pfx file. It is recommended that you save the.pfx file in the same location as the trusted certificate file for easy retrieval. 5 On each of the other cluster nodes, run EQSSLCertificateManager and press Import Certificates. a Select and open the equitrac-certificates.pfx file. b Enter the password, and click OK. 6 Close EQSSLCertificateManager. 7 Take all Equitrac resource groups offline, then bring them back online through Cluster Administrator to begin using the new trusted certificates. Equitrac Office Administration Guide 307

308 Chapter 14: Using Equitrac Office Utilities Print Queue Viewer The Print Queue Viewer provides a tool for Administrators to view and delete documents within the secure print queue. Each DRE has its own print queue, and therefore its own Viewer. If you deployed multiple DREs you can run multiple Viewers at the same time. You must specify the print server (DRE) you want to connect to when you launch the Viewer. The Print Queue Viewer utility is installed as part of the management tools when Equitrac Office is installed on your system. The EQPrintQueueViewer.exe file is placed in the C:\ Program Files\Equitrac\Office\Tools folder, and a shortcut is created in the Equitrac Office group under the Windows Start menu. To open the Print Queue Viewer, do the following: 1 On your Windows desktop, navigate to Start > Programs > Equitrac Office > Print Queue Viewer. This creates the Viewer icon in the Windows task tray. 2 Double-click the icon to open the Print Queue Viewer. 3 Click any document in the list to select it. Hold down SHIFT or CTRL to select multiple documents in the queue. You can sort documents in the list by clicking any of the column headings visible in the Viewer. 4 To delete selected documents from the queue, press the Delete key or choose Delete from the Document menu. Select View > Simple view or View > Full view to change the default view depending on how many document details you want to display. NOTE: Start the Print Queue Viewer with the -s option to customize Viewer s visible columns. Select View > Custom view, and then select View > Select columns to select or clear columns as desired. Select View > Hide to close the Viewer without shutting down the service. The Viewer icon remains visible in the Windows Task tray. Use the Refresh option to update the Viewer document list while the Viewer is open; the list does not refresh automatically. To shut down the service, right-click the icon in the task tray and select Exit. You can also select Show/Hide to open or close the Print Queue Viewer window. 308 Equitrac Office Administration Guide

309 Chapter 14: Using Equitrac Office Utilities Running Print Queue Viewer on a Workstation To run the Print Queue Viewer application on a workstation, choose one of the following options: Use Equitrac Installer with one of the management tools, such as System Manager. The EQPrintQueueViewer.exe file is placed in the C:\ Program Files\Equitrac\Office\Tools folder, and a shortcut is automatically created in the Equitrac Office group under the Windows Start menu. Or Copy the EQPrintQueueViewer.exe file to the workstation. When manually copying EQPrintQueueViewer.exe you need to run it with the -s<dre_server> option if you want to customize the Print Queue Viewer columns, and to view other user s print jobs. If the -s<dre_server> option is not used, then the Print Queue Viewer only shows print jobs for the current user. After running EQPrintQueueViewer.exe, a shortcut is created in the Equitrac Office group under the Windows Start menu. Equitrac Office Administration Guide 309

310 Chapter 14: Using Equitrac Office Utilities 310 Equitrac Office Administration Guide

311 15 Scheduling Tasks Topics Defining a Schedule Recurrence Scheduling a Report Task Scheduling a Billing Code Task Scheduling a Color Quota Task Scheduling an Account Balance Task Scheduling a Purge Transactions Task Suspending, Resuming, or Removing a Scheduled Task In System Manager you can create scheduled tasks to run automatically at a preset date, time, and interval. This chapter provides information about creating scheduled tasks for the following: Running reports Synchronizing billing codes Setting and re-setting color quotas Setting and re-setting account balances Purging transactions Equitrac Office Administration Guide 311

312 Chapter 15: Scheduling Tasks Defining a Schedule Recurrence The flexibility of the Equitrac Office scheduling feature enables you to define diverse schedules for your various tasks. By scheduling tasks, you can specify whether you want a particular task to run only once, or on a daily, weekly, or monthly basis. The following sections provide information on the various scheduling options available to all task types. Use the New task dialog box to schedule tasks. To access the New task dialog box, do the following: 1 In System Manager, select Scheduled tasks in the left pane. 2 In the right pane, click Add to open the Add new scheduled task dialog box. 3 Select a task type and click OK to open the New task dialog box. Scheduling a Task to Run Once When scheduling a task to run once, you can run the task immediately, or you can specify a future date and time for the task to run. To run the task immediately, ensure that Once is selected in the Schedule drop-down list, and that the current date and time are selected, then click OK. NOTE: The task scheduler uses a twenty-four hour clock. Scheduling a Daily Task When scheduling a task to run on a daily basis, you can select the first day, the time of day, the final day, and how frequently you want the task to run. Enter the date in the field using the format MM/DD/YYYY Scheduling a Weekly Task When scheduling a task to run on a weekly basis, you can select the first day, the time of day, the final day, how frequently, and on which weekdays you want the task to run. Enter the first and final date in the fields using the format MM/DD/YYYY. 312 Equitrac Office Administration Guide

313 Chapter 15: Scheduling Tasks Scheduling a Monthly Task When scheduling a task to run on a monthly basis, you can select the first day, the time of day, the final day, how frequently, and during which months you want the task to run. Enter the first and final date in the fields using the format MM/DD/YYYY. Running Tasks Immediately When you have defined tasks listed in System Manager, you can select any of the existing tasks to run immediately. In the Task listing, right-click any task and select Run task now from the context menu. Running an existing task immediately does not interfere with any existing schedule that you have configured for the task. For example, if you manually run an import task, normally scheduled for the weekend, on a Wednesday, the task will also run as scheduled at its appointed time. Equitrac Office Administration Guide 313

314 Chapter 15: Scheduling Tasks Scheduling a Report Task To add a scheduled Report task, do the following: 1 In System Manager, select Scheduled tasks in the left pane. 2 Select Add scheduled report under Current tasks, or click Add in the right pane and select Report from the Add new scheduled task dialog. 3 Enter a Name and Description for the task. 4 Select the desired report from the Report name drop-down list, and click Destination. NOTE: Only standard and customized site reports appear in the report name drop-down list; customized personal reports are not included. See Saving Your Customized Format on page 281 for details. 5 In the Report destination dialog, select either or File as the report destination. If you select , do the following: a Select the attachment file type. More than one Attachment type can be sent. b In the To field, enter the address of the recipient. c Enter a Subject and Message (optional) for the . d Click OK. If you select File, do the following: a Select the File type. b Enter the Path\filename for the report, or click the ellipse button to select a destination. c Click OK. 6 Schedule the task to occur either once, every day, every week, or monthly. 7 Enter a Start date and Start time for the task to run. 8 Click OK to save the scheduled task. 314 Equitrac Office Administration Guide

315 Chapter 15: Scheduling Tasks Scheduling a Billing Code Task To add a scheduled Billing Code Synchronization task, do the following: 1 In System Manager, select Scheduled tasks in the left pane. 2 Select Add scheduled billing code synchronization under Current tasks, or click Add in the right pane and select Billing code synchronization from the Add new scheduled task dialog. 3 Enter a Name and Description for the task. 4 Enter the File name for the report, or click the ellipse button to browse for the text file containing the list of current billing codes. 5 From the Behavior drop-down list, select the action that the synchronization task takes when it encounters a billing code in the Equitrac Office database that does not exist in the text file. Ignore the accounts Perform no action on accounts found in the database but not in the text file. Lock the accounts The system cannot charge printing to the accounts. Delete account information only Remove accounts from the accounts database. The system retains stored account transactions for reporting purposes. 6 Schedule the task to occur either once, every day, every week, or monthly. 7 Enter a Start date and Start time for the task to run. 8 Click OK to save the scheduled task. Equitrac Office Administration Guide 315

316 Chapter 15: Scheduling Tasks Scheduling a Color Quota Task To add a scheduled Set Color Quotas or Reset Color Usage task, do the following: 1 In System Manager, select Scheduled tasks in the left pane. 2 Select Add scheduled set color quotas under Current tasks, or click Add in the right pane and select Set color quotas from the Add new scheduled task dialog. 3 Enter a Name and Description for the task. 4 Select the Task type from the drop-down list. Set Color Quotas You can schedule a different quota task for the same user, department or group. For example, you can limit User A to print or copy 10 color pages during peak business hours, and then allow that same user to print or copy up to 30 color pages during off-peak hours. Reset Color Usage Resets the number of color pages used back to "0". The user can then print or copy in color until they reach their set quota. 5 Apply the task to one of the following: All Users applies to all users, regardless of the department or group they may be assigned to. Department select a department from drop-down list that the users are assigned to. Windows Group click the Browse button to select a group that the users are assigned to. 6 Schedule the task to occur either once, every day, every week, or monthly. 7 Enter a Start date and Start time for the task to run. 8 Click OK to save the scheduled task. 316 Equitrac Office Administration Guide

317 Chapter 15: Scheduling Tasks Scheduling an Account Balance Task To add a scheduled Account Balance task, do the following: 1 In System Manager, select Scheduled tasks in the left pane. 2 Select Add scheduled set account balances under Current tasks, or click Add in the right pane and select Set account balances from the Add new scheduled task dialog. 3 Enter a Name and Description for the task. 4 Select the Task type from the drop-down list. Deposit Adds funds to the account regardless of the current balance. Set balance Adds fund to the account to a set amount. Deposit to minimum level Adds funds to the account when the balance falls below the set minimum amount. 5 Apply the task to one of the following: All Users applies to all users, regardless of the department or group they may be assigned to. Department select a department from drop-down list that the users are assigned to. Windows Group click the Browse button to select a group that the users are assigned to. 6 Schedule the task to occur either once, every day, every week, or monthly. 7 Enter a Start date and Start time for the task to run. 8 Click OK to save the scheduled task. Equitrac Office Administration Guide 317

318 Chapter 15: Scheduling Tasks Scheduling a Purge Transactions Task To add a scheduled Account Balance task, do the following: 1 In System Manager, select Scheduled tasks in the left pane. 2 Select Add scheduled purge transactions under Current tasks, or click Add in the right pane and select Purge Transactions from the Add new scheduled task dialog. 3 Select what to purge from the database: Purge Transactions Purges all transactions. Purge DME status change data Purges SNMP status change messages generated by devices. Purge Uplink Tables Purges uplink tables. Purge SDR events Purges secure documents from the print queue. 4 Purge transactions older than n days, or older than a specified date. 5 Schedule the task to occur either once, every day, every week, or monthly. 6 Enter a Start date and Start time for the task to run. 7 Click OK to save the scheduled task. 318 Equitrac Office Administration Guide

319 Chapter 15: Scheduling Tasks Suspending, Resuming, or Removing a Scheduled Task You can stop a scheduled task from running by either suspending or removing it. Suspend a task to temporarily prevent it from running. A suspended task remains scheduled, but does not run. You can resume the task by removing its suspended status. Remove a task to delete it from the schedule permanently. You cannot resume a task you have removed. Use the Modify task dialog to edit, suspend, resume, or remove an existing scheduled task. If you suspend a task, you must also manually reinstate it it will not automatically run again on the next cycle of the schedule. Suspending a Task When you suspend a task, the task remains in the task scheduler, but does not run. 1 Select System Manager > Scheduled tasks. 2 In the right pane, select the task to open the Modify task dialog box. 3 Select Yes from the Suspended drop-down list. 4 Click OK. The task is suspended and does not run at its scheduled time. Resuming a Task When you resume a task by removing its suspended status, the task runs at its regularly scheduled intervals. 1 Select System Manager > Scheduled tasks. 2 In the right pane, select the task to display the Modify task dialog box. 3 Select No from the Suspended drop-down list. 4 If necessary, modify the task s End date. Enter the date in the field using the format MM/DD/YYYY, or click the arrow to display a calendar and select the desired end date. NOTE: If the task s end date has passed, you must modify the end date for the task to resume. 5 Click OK. The task runs at its scheduled time. Removing a Task When you remove a task, it is delete from the schedule permanently. 1 Select System Manager > Scheduled tasks. 2 In the right pane, right-click the task you want to remove and select Remove scheduled task from the menu. 3 Click Yes to confirm the deletion. The task is removed. Equitrac Office Administration Guide 319

320 Chapter 15: Scheduling Tasks 320 Equitrac Office Administration Guide

321 A Appendix: Embedded Devices Topics Adding and Configuring Embedded Devices Xerox JBA Device Configuration Canon CPCA Device Configuration SecureJet Device Configuration This Appendix only applies to embedded devices that do not have a setup guide. Equitrac Office Administration Guide 321

322 Appendix: Embedded Devices Adding and Configuring Embedded Devices Use the System Manager > Devices link to manually add an embedded device that is associated with a single physical device in Equitrac Office. NOTE: For some manufacturers, the embedded device is automatically added during configuration of the MFP to communicate with DCE. 1 Select a physical device in the right pane, then select Current tasks > Add embedded device. You can also right-click on a physical device in the right pane and select Add embedded device from the context menu. NOTE: The layout and options available on the Embedded device popup vary from device to device. 2 Enter a Name and Description for the embedded device. 3 The Server defaults to the current DCE host. Change the server, if necessary, by selecting another server from the drop list. 4 The device Type displays additional behavior options for each type of embedded device. 5 Do not enter a serial number. This field automatically fills in once communication is enabled. 6 Click Pricing to configure pricing at the embedded device level. You can apply a default price list, a primary and optional secondary price list, or a price list for specific departments for each applicable function on the device. See Configuring Price Lists on page 183 for details on configuring price lists. See Customizing Standard Reports on page 279 for details on generating reports containing secondary price list data. NOTE: Select the default price list to configure the controller interface to use the price list for the associated device. If you select an alternate price list for the controller interface, the controller interface price list overrides the device setting. 322 Equitrac Office Administration Guide

323 Appendix: Embedded Devices 7 For a Canon CPCA Device, choose the Settings: Setting Upload by department/group Admin ID and Password Description When enabled, uploads authentication data for only the departments associated with the device and its controller interface. You must associate a department with a printer to use this upload feature. When not enabled, uploads all authentication data to the physical printer. Device-defined authentication values. System Manager requires both values to update authentication codes at the Canon ir device. Refer to the Canon ir device documentation for details on locating this security data 8 For Xerox devices, click the Initialize button under Device Initialization for account tracking to set the device parameters. CAUTION: These settings change the configuration on the device itself. If you change these settings, the Xerox device reboots whether the change is successful or not. 9 Click OK to save these settings, or Cancel to close the dialog without saving any changes. Equitrac Office Administration Guide 323

324 Appendix: Embedded Devices Xerox JBA Device Configuration Use these instructions to configure job-based accounting (JBA) only. CAUTION: If you are setting up Xerox Secure Access, refer to the Equitrac Embedded for Xerox EIP Setup Guide. Ensure your device has a static IP address on the server that hosts the Equitrac Office DCE service. For information on configuring the devices on your network, refer to your device documentation. Xerox Device Prerequisites To track print jobs by embedded devices, your Xerox devices must meet the following prerequisites. JBA-supported Xerox device with Network Accounting module installed and enabled and Authentication (Network Accounting option) enabled. TCP/IP enabled and configured on the devices. A static IP address or reserved DHCP IP address (recommended). TCP/IP port 80 communication enabled on the network between the Equitrac Office server and the devices. Depending on the Xerox device and server operating system, you may require Xerox Advanced Services Management before you can enable the Accounting option on the printer driver. See the Xerox device documentation for details. Xerox Device and Print Driver Configuration When tracking print jobs through a controller interface for Xerox, you configure the Xerox device and its print drivers to accept only authenticated print jobs. Users are prompted to enter a user and an account ID prior to printing. The controller interface tracks printing and captures appropriate accounting information. NOTE: On some Xerox models, you cannot enter authentication data with lowercase characters on the panel. Xerox is case-sensitive when it compares data collected from the print transaction with the accounting codes stored in the device s local database. Equitrac Office must convert all account codes to uppercase before uploading to Xerox devices, and you must enter authentication data in the Xerox print dialog in uppercase. In order for Xerox devices to accept authenticated print jobs and the controller interface to track print jobs correctly, the Xerox device and Xerox print drivers must be configured as described in the following table. Device and Print Driver Configuration The Network Accounting module must be installed and enabled on each Xerox device. Notes Equitrac Office does not support the Internal Auditron authentication method. When you set the authentication mode on the device, ensure you select the Network Accounting option. 324 Equitrac Office Administration Guide

325 Appendix: Embedded Devices Device and Print Driver Configuration The Network Accounting Configuration > Authentication option must be enabled. Installed Xerox print drivers must have the Accounting option enabled for each printer to prompt users for user and account ID prior to printing. When tracking print jobs through the controller interface, installed Xerox printer connections must use Windows or other non-equitrac Port Monitors. Notes Depending on the Xerox device Authentication configuration, job information can be accurately tracked by the Xerox device regardless of whether or not the user and account information exists on that device. See the Xerox device documentation for details on configuring options for the physical device. The location of the Accounting option in the Xerox print driver dialogs may not be the same for all printer connections you create. The option may be located on the Properties > Document Details or the Printer Preferences dialogs. You may find that the location of the Accounting option varies by Windows platform, driver language type (Postscript or PCL), driver version, or device model. The Xerox device deletes print jobs to prevent anonymous (unbillable) printing when any of the following situations apply: The Xerox print driver does not have authentication features. The Accounting option for the print driver is disabled. Print jobs are tracked twice if the controller interface for Xerox exists in System Manager > Devices to track print jobs through the controller interface while the Xerox printer connection uses an Equitrac Port Monitor. Both the Equitrac Port Monitor and the controller interface track the print job. Equitrac Office Administration Guide 325

326 Appendix: Embedded Devices Configuring Embedded Devices for Xerox Devices Complete the following procedure to configure a embedded device for a Xerox device. Changes you make to the embedded device do not affect the Xerox device configuration. See your Xerox documentation for device configuration details. 1 In System Manager, click Configuration > Devices > Embedded devices. 2 Select or clear the Enable authentication upload option to specify whether or not Equitrac Office automatically sends specific account data to the Xerox device at specified intervals. The controller interface uses the account data to verify users, charge the associated account, and print jobs at the printer. When this option is not enabled, then Off-box authentication is used (i.e. user login is authenticated directly against CAS). Select the option to configure Equitrac Office to automatically send account data to the Xerox device. Manage account information using Accounts Manager. Clear the option to prevent Equitrac Office from automatically sending account data to the Xerox device. You can manually force Equitrac Office to send account data using the Force an upload option available in System Manager > Devices. See Forcing a Poll or Upload on page 331. The PIN information entered at the Xerox device must match the information Equitrac Office has sent to the device, regardless of whether you choose to enable or disable automatic authentication upload to devices. Users cannot use the device until they enter correct authentication values. 3 Select an authentication Method to configure what account information the Xerox device prompts users for, and how the Xerox device validates that user. The authentication method you select specifies what account data Equitrac Office sends to the Xerox device to correspond with the Xerox device user and account ID fields. NOTE: Equitrac Office uploads all authentication data to the Xerox device in upper case characters. 326 Equitrac Office Administration Guide

327 Appendix: Embedded Devices The following table lists the authentication methods and how they correspond to the Xerox user and account ID prompts. Authentication Method Enter At the User ID Prompt: Enter At the Account ID Prompt: Equitrac Office Account Charged User and Billing Code Network Logon Billing Code Billing Code Primary and Secondary PIN Codes Primary PIN Secondary PIN User, Billing Code, or Department Primary PIN and Billing Code Primary PIN Billing Code Billing Code Users Only Network Logon Network Logon User 4 Adjust the Update interval to change how frequently Equitrac Office sends account data to the Xerox device, when you enable authentication. By default, Equitrac Office sends user account data once every 24 hours (or once every 1440 minutes). CAUTION: You must create accounts (such as users and billing codes) in Accounts Manager and enable authentication before Equitrac Office sends any account data to the Xerox device. If no accounts exist in Accounts Manager, Equitrac Office sends empty account tables to the device, and the device denies users access to the machine. 5 Change the Case Conversion setting if the Xerox device requires only upper or lower case text. Consult your Xerox documentation for case requirements. 6 Enable Automatic release of all print jobs upon validation if you want all print jobs for the user to release immediately after a successful login. This option is used for off-box authentication only. 7 Adjust the Polling interval to change how frequently Equitrac Office requests job activity details from the Xerox device. By default, Equitrac Office requests job activity details once every 30 minutes (or once every 1800 seconds). See Forcing a Poll or Upload on page 331. NOTE: When Equitrac Office is configured to create new accounts automatically, at defined polling intervals, Equitrac Office requests job activity details from the Canon ir device and creates new accounts in the database. See Creating User Accounts on page 145 for details. When adjusting polling values, include enough time for one poll to complete before the next poll begins. 8 Select or clear the types of transactions that Equitrac Office tracks or does not track on the Xerox device. Equitrac Office can track copy, print, network scan, received fax, and sent fax transactions. NOTE: Enabling or disabling transaction type tracking on the controller interface does not configure transaction type support on the Xerox device. For example, if the Xerox device is not configured for fax support (sending or receiving faxes), tracking received faxes or sent faxes through the controller interface does not change fax support on the Xerox device. 9 Click OK to save the changes, or Cancel to close the window without saving changes. Equitrac Office Administration Guide 327

328 Appendix: Embedded Devices Canon CPCA Device Configuration Ensure your device has a static IP address on the server that hosts the Equitrac Office DCE service. For information on configuring the devices on your network, refer to your device documentation. Canon Device Prerequisites To track print jobs by embedded devices, your Canon devices must meet the following prerequisites. Canon ir device with Department ID Management. When you enable optional Single Sign-On, you must disable authentication upload. TCP/IP enabled and configured on the devices. A static IP address or reserved DHCP IP address (recommended). TCP/IP port 80 communication enabled on the network between the Equitrac Office server and the devices. Canon CPCA Device and Print Driver Configuration To track print jobs through a embedded device for Canon, configure the Canon ir device and its print drivers to accept only authenticated print jobs. Users are prompted to enter a user and an account ID prior to printing. The embedded device tracks printing and captures appropriate accounting information. In order for Canon devices to accept authenticated print jobs and the embedded device to track print jobs correctly, the Canon device and Canon print drivers must be configured as described in the following table. Device and Print Driver Configuration The Department ID Management option must be enabled. Installed Canon ir print drivers must have the Job Accounting option enabled for each printer to prompt users for User ID and Password prior to printing. When tracking print jobs through the embedded device, installed Canon ir printer connections must use Windows or other non- Equitrac Port Monitors. Enable the Canon device setting Accept print jobs with unknown IDs. Notes n/a The Canon ir device deletes print jobs to prevent anonymous (unbillable) printing when any of the following situations apply: The Canon ir print driver does not have authentication features. The Job Accounting option for the print driver is disabled. The Accept print jobs with unknown IDs option on the Canon ir device is disabled. Print jobs are tracked twice if the embedded device for Canon ir exists in System Manager > Devices to track print jobs through the embedded device while the Canon ir printer connection uses an Equitrac Port Monitor. Both the Equitrac Port Monitor and the controller interface tracks the print job. Jobs are validated and invalid PINs are rejected. Jobs are not charged to the entered PIN. 328 Equitrac Office Administration Guide

329 Appendix: Embedded Devices Embedded Device Configuration for Canon CPCA Devices Complete the following procedure to configure a embedded device for a Canon ir device. Changes you make to the embedded device do not affect the Canon ir device configuration. See your Canon ir documentation for device configuration details. 1 Select or clear the Enable authentication upload option to specify whether or not Equitrac Office automatically sends specific account data to the Canon ir device at specified intervals. The embedded device uses the account data to verify users, charge the associated account, and print jobs at the printer. Select the option to configure Equitrac Office to automatically send account data to the Canon ir device including primary and secondary PIN information for associated account balances. Manage account PIN information using Accounts Manager. See Implementing PINs on page 177 for details. Clear the option to prevent Equitrac Office from automatically sending account data to the Canon ir device. You can manually force Equitrac Office to send account data using the Force an upload option available in System Manager > Devices. See Forcing a Poll or Upload on page 331. The PIN information entered at the Canon ir device must match the information Equitrac Office has sent to the device, regardless of whether you choose to enable or disable automatic authentication upload to devices. Users cannot use the device until they enter correct authentication values. As shown in the table below, primary and secondary PIN authentication corresponds to the Canon ir user and account ID prompts. Configure primary and secondary PINs using Accounts Manager. See Implementing PINs on page 177 for more information. Enter At the Department ID Prompt: Primary PIN Enter At the Password Prompt: Secondary PIN. If you do not define secondary PINs for accounts, users must enter 0 as a secondary PIN when prompted. Equitrac Office Administration Guide 329

330 Appendix: Embedded Devices If a user enters incorrect credentials when prompted, the Canon ir device deletes the associated transaction without actively notifying users. You can view the job history on the device to determine if a job was automatically deleted. 2 Adjust the Update interval to change how frequently Equitrac Office sends account data to the Canon ir device. The update interval value specifies the length of time between each Equitrac Office update of account information to the device. By default, Equitrac Office sends user account data once every 24 hours (or once every 1440 minutes). CAUTION: You must create accounts and PINs (such as users and billing codes) in Accounts Manager and enable authentication before Equitrac Office sends any account data to the Canon ir device. If no accounts and PINs exist in Accounts Manager, Equitrac Office sends empty account tables to the device, and the device denies users access to the machine. 3 Adjust the Polling interval to change how frequently Equitrac Office requests job activity details from the Canon ir device. The polling interval specifies the length of time between device polls. By default, Equitrac Office polls the device once every 30 minutes (or once every 1800 seconds). See Forcing a Poll or Upload on page 331. NOTE: When Equitrac Office is configured to create new accounts automatically, at defined polling intervals, Equitrac Office requests job activity details from the Canon ir device and creates new accounts in the database. See Creating User Accounts on page 145 for details. When adjusting polling values, include enough time for one poll to complete before the next poll begins. 4 Select or clear the types of transactions that Equitrac Office tracks or does not track on the Canon ir device. Equitrac Office can track copy, print, network scan, received fax, and sent fax transactions. NOTE: Enabling or disabling transaction type tracking on the embedded device does not configure transaction type support on the Canon ir device. For example, if the Canon ir device is not configured for fax support (sending or receiving faxes), tracking received faxes or sent faxes through the embedded device does not change fax support on the Canon ir device. 5 Click OK to save the changes, or Cancel to close the window without saving changes. 330 Equitrac Office Administration Guide

331 Appendix: Embedded Devices Forcing a Poll or Upload You can force Equitrac Office to poll the embedded device, or force Equitrac Office to upload authentication data to the physical device and its embedded device. Right-click on an embedded device in the right pane and select: Controller synchronization > Force a poll to poll the device for new documentation output details. Controller synchronization > Force an upload to immediately upload Equitrac Office account information to the device. Equitrac Office Administration Guide 331

332 Appendix: Embedded Devices SecureJet Device Configuration If your print environment includes Hewlett-Packard MFP devices that use a SecureJet interface, you must complete additional configuration steps if to track print, copy, fax, or scan usage on these devices. These steps authenticate user login data against the Equitrac server, and upload account transactions to the Equitrac database. Users can walk up to an HP MFP device with an embedded SecureJet interface to list, delete and release documents from the external server. The diagram below depicts the communication requirements between the DCE component and the HP MFP device. Equitrac uses a dedicated FTP server (on DCE) to receive transaction data from SecureJet. CAUTION: To enable secure printing on the HP device, the DCE and the DRE components must be installed on the same server. SecureJet Prerequisites To track print jobs by embedded devices, your HP MFC devices must meet the following prerequisites. Install the SecureJet add-on (PX/FP/SV 4.5D or later) from JetMobile on the required HP devices. Enable TCP/IP port 2000 and FTP Port 21 communication on the network between the Equitrac Office server and the devices. You can change the port numbers in System Manager if needed. Navigate to Configuration > Devices > Embedded devices and change the port assignments as needed. 332 Equitrac Office Administration Guide

333 Appendix: Embedded Devices SecureJet Device and Printer Driver Configuration Login to the JetDirect web interface to configure the following options: 1 Open the Authentication Manager and set these options to allow authentication of operations performed via the front panel of the device: Option Authentication Defaults Authentication Methods All other settings (settings that are controlled by SecureJet) Setting On SecureJet Use Authentication Default Mode 2 Click Settings > SecureJet, then click the Configuration option from the left menu. Select the options you want to track. Also select the MegaTrack option for XML log file format. WARNING: Do NOT select SJ Non-Encrypted Jobs. When this option is checked, any Secure Printing jobs released by the front panel are counted and charged twice. 3 Click the Auto Upload option from the left menu. Enable Use auto-upload, then configure the following settings: Setting Run Every IP: Port Login Password Initial directory Description The interval in minutes between uploading any transactions to the FTP server for accounting. Specify the IPAddress:Port where the DCE SecureJet FTP server is running. If you changed the port from Default Port 21 within System Manager, verify the change appears here. Enter any value. Enter any value. Enter the directory path name. 4 Click the Control option from the left menu. In the Reader Settings area, choose the method you want SecureJet to use when authenticating users. You can configure SecureJet to authenticate users through the front panel, an external HID/MiFare card reader or a custom method. In the Authentication Mode area, select the Active Directory through SecureJet PS option. 5 Click the SecureJet PS option from the left menu. To enable the secure printing functionality, specify the address and port of the server from which the device gathers documents to be released. This is the server running a controller interface to serve the secure release requests. If you changed the default ports in Equitrac Office s System Manager, ensure you change the port assignments here also. Equitrac Office Administration Guide 333

334 Appendix: Embedded Devices Adding a SecureJet Embedded Device Follow this procedure to add and configure a SecureJet-enabled HP MFC device within Equitrac Office. 1 Run the Add Printer wizard on the Equitrac server to add the device with an Equitrac port. Make sure you select the correct drivers for each HP MFC device. 2 Open System Manager, then click on Devices. 3 Right-click on the physical device and select Add Embedded device from the menu. 4 In the Add Embedded Device dialog, choose SecureJet as the controller type and provide a name and description. No other information is required. 5 To enable secure printing on the device, open the print queue for the device, then set the Secure Printing option to Enabled. See Enabling Secure Printing on page 206 for more information. NOTE: The SecureJet integration with Equitrac Office does not support billing codes directly. However, Equitrac can extract the billing code information from the PIN1 values in Accounts Manager. The user s primary PIN is extracted from the card ID, and Equitrac uses this information to authenticate login requests and present the appropriate list of print jobs. This integration does not support PIN2 values. 334 Equitrac Office Administration Guide

335 Glossary Symbols Caution When you see this symbol in the margin, the accompanying text provides key information about a step or action that might produce unexpected results if not followed precisely. Note When you see this symbol in the margin, the accompanying text provides cross-reference links, tips, or general information that can add to your understanding of the topic. Warning When you see this symbol in the margin, read the accompanying text carefully. This text can help you avoid making errors that might adversely affect program behavior. A-B Access Permissions Settings within the System Manager that limit or grant access to the Equitrac Office Administrative Applications. Accounting Precision An option within System Manager that determines the number of decimal places used to calculate printing costs. The default setting is two decimal places. Accounts Manager An Administrative Application used to configure and manage the Core Accounting Server printing accounts database and transaction records. The accounts database contains information about the users, departments, and billing codes defined on the Core Accounting Server. Active Directory Synchronization ADS provides a method of sharing user data across multiple domains or network. Equitrac Office can link to existing ADS data to batch import user accounts, then poll for updates at set intervals. This feature can minimize User Account maintenance significantly. Administrative Applications A set of software tools used to manage all Equitrac Office functionality either locally or remotely. Administrative Applications can be installed on any Equitrac Office server component machine. Equitrac Office Administration Guide 335

336 Glossary Alternate PIN A sequence of numbers that uniquely identifies a user who wants to release a print job. The Alternate PIN is an alternate Primary PIN value, and can be data encoded on a magnetic swipe card, or entered into a terminal keypad. Alternate PIN can be used for an additional level of security. Billing Code A unique combination of letters and numbers that represent a charge-back group. Users can assign their print jobs to a particular code, and the Equitrac Office database tracks the characteristics of jobs printed to the code. C CAS The Core Accounting Server controls the accounting database that stores all printer, user, department, billing code, transaction and balance information. The CAS also verifies users, calculates printing charges and assigns charges to an appropriate user, department, or billing code. Client Billing A licensed feature that forces uses to enter a billing code to release a print job, and can be configured to provide desktop printer support and popup billing for selected Windows and NetWare printers. The Client Billing service must be installed on the Core Accounting Server, and the client software must be installed on each workstation that can send documents to output devices. Client Billing Popup A prompt that requires users to assign a billing code to a document when submit a print request. Client Workstation A machine on the network that provides Client Billing, Cost Preview, and User Authentication services. Cluster A group of servers and other resources that act like a single system to ensure that resources remain available to client workstations. Control Terminal A physical device that releases documents and controls copier access. Equitrac Office supports PageCounter, PageCounter 100, and PageCounter Mini. Cost Preview A software feature that enables users to see the entire cost of a print request before sending the document to the selected output device. 336 Equitrac Office Administration Guide

337 Glossary D DCE A core component of Equitrac Office, the Device Control Engine provides management of control terminals and the ability to access the scan and fax features on multifunction devices. Desktop Printing A service installed on a workstation that tracks the print volume when users print to local LPT and USB desktop printers. Device Interfaces Connections to physical devices that track transactions. There are two types of device interfaces in Equitrac Office: Control terminals and Embedded devices. Device Monitoring Console A licensed Administrative Application that works with the DME component to provide historical data on device performance. Direct IP Printing Printing from a workstation directly to the IP address of a networked printer. See Workstation Direct IP Printing (DRC) on page 342. DME The Device Monitoring Engine proactively tracks the status of selected SNMP-enabled devices. DME monitors SNMP messages generated by specified devices for status information. Each time a status change message is intercepted, DME logs the information in the database. View DME-related activity in the Device Monitoring Console. DRE A core component of Equitrac Office, the Document Routing Engine enables document flow from workstations to output devices including printers, plotters, scanner, multifunction devices, copiers, and so on. DRE communicates document characteristics to the Core Accounting Server for processing. In a large deployment, multiple DREs are often required to manage the device load. Dual Pricing A feature that allows you to create a primary price list and a secondary price list that is applied under certain conditions. Equitrac Office uses the primary price list to calculate the actual transaction cost. Secondary price lists enable the software to calculate another cost that is stored with the transaction for reporting purposes, but does not factor into any balance calculations. Equitrac Office Administration Guide 337

338 Glossary E-F Embedded Device (formally known as Controller Interface) A software component residing on a particular multifunction device to that allows the device to communicate with Equitrac Office components. Some Xerox and Canon devices require a controller interface to configure the behavior and communication requirements of the device so that Equitrac Office can track printing activity on the device. EQCmd.exe A utility to add, delete, modify and query user, department and billing codes from the command line. You can also use this utility to assign users and departments to billing codes. equeue A proprietary print queue definition that implements secure printing and is not associated with a specific physical device. When users print, the e-queue holds the documents for release. When users release held documents, Equitrac Office pulls the documents to a physical device for printing. Escape Code Syntax used to identify variables that should be printed on a print separator page. By default, Equitrac uses the / character. Follow-You Printing A secure printing feature that holds print jobs in a virtual print queue until the user pulls the print job to a selected device. A user can select a particular printer when they submit a print request, then walk to an entirely different print server and redirect the job to a different compatible printer. H-L Home Server An attribute assigned to a user account indicating the DRE print server that hosts the devices the user typically prints to. You can assign a Home Server to each user account if you are enabling multi-server Follow-You Printing. At a Release Station or Control terminal prompt, the user can select Home to view all devices on their Home Server. If looking to release jobs to devices on a different Print Server, the user can use the Search functionality provided Job Expiry Time A Send To printing setting that determines how long print jobs sent on behalf of other users remain in the secure print queue. By default, the job remains in the queue for one hour, but the originating user can override the setting when submitting the print request. 338 Equitrac Office Administration Guide

339 Glossary Local Install All Equitrac Office server components and Administrative Applications are installed on a single server. This installation type is often used for small business deployments where the overall print and tracking load can be managed on a single server. M Mailbox Printing A print job sent to a device with mailbox printing or device server selected in the device driver. The print job resides on the device s hard disk until the user releases the job. Master CAS In a deployment involving more than one Core Accounting Server, one CAS must be designated as the master (main) Core Accounting Server. All other CAS servers within the deployment can uplink their data to the master CAS. This allows you to run consolidated reports across CAS servers, or run reports on a single CAS server only. MSDE Microsoft Data Engine, a database platform that supports basic database functionality. 0 Offline A situation where the Core Accounting Server is not available to the other core components. Hardware failures, or communication failures on the network may can an offline situation. Equitrac Office offers Offline support to cache data locally until the CAS is back online. Originating User A term used within Send To printing, referring to the user who submits a print job on behalf of another user. P-Q PageCounter A physical device that is integrated with an output device (copies, scanner, printer) to allow the user to release print document or enable copier access at the physical device. Equitrac Office Administration Guide 339

340 Glossary Passthrough Printer A printer port that acts as a translator between Equitrac Office and a target printer that cannot communicate directly with Equitrac Office. You must convert the printer port to a Passthrough printer port on any devices that use proprietary communication protocols other than RAW or LPR. Physical Device A printer, scanner, copier, plotter or multi-function unit that translates digital data into hardcopy output. Physical Disk A local disk subsystem on a cluster node; a physical disk can be shared, but cannot be used as a quorum disk. Pin2 Encryption Equitrac stores the secondary PIN information (called PIN2 in the CAS database) using a two-way AES encryption. Port A connection on a device that works with the Equitrac Port Monitor to track printed documents sent to the device. Port Monitor Examines print job and page attributes, and passes the necessary information to the Accounting Server. The Port Monitor communicates with the DRE or DCE to control the job requests made to a device. Price List A collection of charging rules applied as a set to one or more network printers. These rules define how Equitrac Office assigns transaction charges to printing accounts based on attributes such as page count, page attributes, finishing options, and surcharges. Primary PIN A sequence of numbers that uniquely identifies a user who wants to release a print job. The primary PIN can be data encoded on a magnetic swipe card, or entered into a terminal keypad. Primary PIN can be used for an additional level of security. Print Assistant A license bundle that includes Cost Preview, User Authentication, and Job Rename features. Prompt for Login A client popup feature that is installed on the users desktop. The popup requires the user to enter their login credentials each time they submit a print request to a monitored printer. Pull Group A logical grouping of printers with similar device capabilities. When secure printing is enabled, users can release jobs from the pull group queue to any compatible device within the pull group. 340 Equitrac Office Administration Guide

341 Glossary Queue A virtual list of jobs waiting to print on the device. R Release Station A licensed feature that sets up a network station as a point of controlled document release. Users can view, select, print, or delete documents held in the secure print queue. Remote Install A deployment in which the core Equitrac Office components are dispersed among two or more server machines. Reports Manager An Administrative Application used to produce comprehensive summary or detailed reports on accounts, account activity and printer use. Routing The process of intercepting and changing the destination of network print jobs based on a comparison of job characteristics against routing rule attributes. S-T Scheduled Task A pre-defined task that is set to run automatically at a particular time and interval. Tasks can include report generation, auto-run of command line utilities, synchronizing billing codes, and so on. Subsidiary CAS In some deployments, more than one Core Accounting Server is required to support a large user base. One CAS can be designated at the Primary (or master) CAS, while all other CAS machines are referred to as subsidiary CAS. If you license the Uplink feature, the subsidiary CAS machines transfer data to the master CAS for data consolidation. Secondary PIN A sequence of numbers that act as a password when used in conjunction with a Primary PIN. After entering (or swiping a magnetic card) the Primary PIN, the user must enter the Secondary PIN code on a terminal keypad before the print job is released to a device. Secure Printing A means of controlling document release. When a user prints, the document is held in a virtual queue until the user releases the document at the output device. The goals of secure printing is to ensure that proprietary Equitrac Office Administration Guide 341

342 Glossary information does not sit in on an output device for public consumption. Secure printing uses the DREs queuing feature in conjunction with a client application such as Release Station or Print Queue Viewer for user-controlled release. You can also release documents directly from a PageCounter control terminal. Send To Printing A feature installed on the users desktop that allows them to submit print jobs on behalf of other users. Separator Page A page printed before each released print job on a device. You can configure the job details that appear on the printed page to assist users when they pick up print jobs output on public printers. Silent Installation A method used to install the client features that allows you perform the install on all clients at the same time. Place the client installation in a central shared folder on a network server, then push the installation to all required clients. System Manager An Administrative Application used to apply system-wide configuration settings, customization of the Accounting Server and Port Monitor settings. Transaction The page count, job information, and printer cost information calculated for a single print/scan/copy/fax job. U, V, W Unidentified Documents Transactions for which Equitrac Office cannot identify the associated account, such as a received fax on a multi-function device. User Authentication A prompt for a user to enter their Windows login credentials when submitting a print request. Equitrac Office checks the credentials to ensure that the user is authorized to access the print network. Workstation Device Peripheral printers attached locally via LPT or USB to a client workstation. The Desktop Printing feature on each workstation tracks print transactions through the local printer. Equitrac Office adds workstation devices to the database automatically when users print from a workstation to a local printer. Workstation Direct IP Printing (DRC) This is a feature of the Workstation Client install. It enables Follow-You Printing for direct IP printing from a workstation without a print server. DRC refers to the Direct Routing Client component that supports this feature. 342 Equitrac Office Administration Guide

343 Index A Access permissions 261 Account selection for payment 257 Account surcharges 188 Accounting server connection error 106 Accounts Add funds 168 Auto-create 157 Balance of 297 Create 142 Creating single user 155 Database 138 Enforcing limits 174 Information 27 Manager 27 Remove charging limits 175 Remove funds 168 Types 139 Unidentified users 174 User Accounts Manager 141 Action, alerts 89 Activation code, obtaining 33 Active Directory groups 220 Active Directory Services (ADS) Domain Qualification 145 User accounts 145 Active Directory Synchronization 145, 290 Add transaction 168 Administrative applications Advanced price list 187 Alert rules About 30 Assign to device 92 Creating 89 Custom messages 91 Allow rules 228 Assign alert rule 92 Assign control terminal 58 Assignment View 34 Authentication Methods 102, 170, 327 Options 170 Automated PIN code management 177 Automatic account creation 157 Auto-run reports 283 B Basic authentication 176 Basic price list 186 Batch file 292 Batch import user data 148, 151 Billing Codes About 14, 139 Assign to user accounts 159 Copy and paste 131 Creating 128 Disabling 132 Enabling 130 On Macintosh client 251 Synchronizing 132 Workstation popup 52 C Canon ir interface Configuring for Equitrac 328 Device settings 323 Card swipe wizard 114, 175 CAS About 17 Configuring 17 Connecting to 25 Licensing 33 Offline licenses 35 Case conversion setting 327 Charge to department 143, 173 Equitrac Office Administration Guide 343

344 Index Charging for unidentified documents 174 Charging limits 174 Client Billing About 14 Creating codes 128 Customize popup 127 Using the popup 134 Workstation popup 52 Client popup behavior 135, 218 Client Workstation About 21, 249 License packs 21 Macintosh client 251 Close port on completion 51 Code access 125 Color capability 46 Color quota 14, 160, 162 Assign to department 164 Copy limitations 163 Enabling system-wide 162 Initial limit 158 Resetting 164 Setting manually 156 Setting per user 163 Confidential printing, see Secure printing Configure DCE cache 73 ecopy ShareScan server 176 Embedded devices 322 Report layout 280 SecureJet embedded device 332 Confirm printing costs, see Cost Preview Connection lost/resetting 107 Connectivity port options 51 Consolidated reports 284 Container 146, 149, 290 Control terminals Adding 53 Associating with a device 58 Change properties 43 Local mode 100 PageCounters 99 Pricing 202 System configuration 54 Viewing 40 Controller interface 322 Controller interfaces Authentication method 327 Change properties 43 Pricing 202 Controlling document release, see Secure printing Convert existing ports 48 Coordinating accounting data 24 Copy and release 57 Copy settings Communication workflow 19 PageCounter prompts 105 Routing rules 244 Core Accounting Server, see CAS Cost Preview 21, 250 Cost summary 104 Costs, assigning 220 Counting methods 79 Criteria, Alert rule 90 Currency symbol 195 Current account balance 156 Current task list, using 26 Custom alert messages 91 Custom group view 40 Custom pull groups 210 Custom report logo 279 Custom routing messages 248 D Data Source 23 Data stream interpreter 77 Database Configuring 27 location 17 Of devices 77 Purge transactions 63, 291 Synchronization with ADS 146, Equitrac Office Administration Guide

345 Index DCE Configuring cache 73 Workflow 19 Default desktop print rules 242 Default page price 188 Default price lists 193 Delete Accounts 292 Devices 43 Deny access to device 157 Deny rules 228 Department Accounts 139 Adjusting user balances 297 Assign billing codes 130 Assign color quota 164 Assign users to 158 Associating printers 210 Charge transaction to 173 Charging 143 Creating manually 143 Manager 29 Description Control terminal 56 E-queue 62, 64 Physical Device 45 Port 50 Queue 52 Desktop printing About 21, 222 Default routing rules 242 Device configuration 68 Exclusion list 223 Routing rules 238 Destination printer 211 Detailed activity reports 270 Detected device information 49 Device Add/Remove 43 Alert rules assigned 92 Assign price list 201 Assign to DME Server 46, 67, 85 Database 77 Defined 44 Edit properties 43 Fault tracking 83 Group by type 40 No tracking 46, 67 Physical Device configuration 44, 266 Pull groups 209, 236 Registration 38 Release behavior 46 Setup for tracking 47 Status reports 93 Status tracking 20, 96 Viewing in System Manager 39 Device Control Engine, see DCE Device interface summary 56 Device Management Engine, see DME Device Monitoring Console 86 Device not fully configured 106 Directory synchronization 290 Disable copying on color devices 163 Distribute print load 16 Distribution, Send To printing 135, 218 DME About 20, 81 Assign device to 46, 67 Console 30 Managing 30 Reports 93 Document Routing Engine, see DRE Domain Controller 146, 149 Groups 141 Name for 158 Domain qualification 145 DRE 18, 45, 216, 230 Dual pricing 14, 194 Equitrac Office Administration Guide 345

346 Index E ecopy ShareScan Address, setting 158 Notifications, configure 172 Reports 274 Server, configure 176 temporary PIN codes 177 Embedded 60 Embedded device Change properties 43 configuring 322 Pricing 202 Enable authentication upload 326 Enforce account limits 174 EQAccountRegroup 141 EQCmd utility 152, 292 EQModifyDeletedContainerSecurity 174 EQPDToolTray utility 218 E-queue Configuring 64 Equitrac licensing 33 Equitrac Port 18, 38 Creating 47 Error notifications 172, 176 Escape codes 248 Exclusion list 223 Export reports 274 F Facsimile pricing 197 Fault reports 93 Faults, device 90 Fax pricing 197 Finishing costs 188, 209, 236 Flat file import 152, 292 Flat-rate pricing 194 Follow-You printing About 14, 211 Multi-server option 212 On Release Stations 212, 264 Funds, add/remove from account 168 G Group printing devices 209, 236 Groups, divide 141 H Hardware address 46 Hardware support 77 HID/MiFare card readers 333 Hold documents 14 Hold port open 51 Home Server Identifying 212 I Initial account balance 157 Initial color quota limit 158 Initial minimum balance 158 Initialize Xerox embedded devices 323 Interface module 23 J JBA-supported device 324 JetMobile SecureJet add-on 332 Job cost calculation 192 Job expiry time 217 L Language support 35 PageCounters 101 Large-format price list 196 Licenses Dual pricing 194, 202 Exceeded message 107 Local caching of 35 Verification Equitrac Office Administration Guide

347 Index View in System Manager 34 When to apply 45 Local mode terminals 100 Local printer server group 39 Lock accounts 156, 166 Login Macintosh client 251 Prompt on client 250 Validate to print 22 Logo, custom in reports 279 LPR 49 LPT1 printer 68 LRS VPSX 62 M Macintosh client 251 Magnetic cards, account identifiers 175 Mail server, configure 176 Mailbox printing 46, 67 Managers, single view of 26, 32 Message, custom alerts 91 MiFare card reader 333 Minimum account balance 156, 158 Monochrome 46 Multi-server Follow-You 212 N NetWare Non-NDPS printers 134 Print Server 289 Non-NDPS printers 134 Non-tracked workstation device 42 Notification page, configure 172 Notifications Of errors 172, 176 On device errors 89 On device status changes 89 On port errors 51 Number of licenses exceeded 107 O Obj_ID 152 Obj_type 152 OCR surcharge 200 One-step copy and print 102 Operation tab 255 Originating user 216 Overdue maintenance 87 Override copier type 56 Override currency symbol 195 P Page counting methods 79 Page detail costs 187 Page interpreters 77 PageCounter Communication requirements 54 Follow-You behavior 213 Language display 101 Local mode 100 PIN prompts 179 Prompt language 35 Release behavior 97, 103 Troubleshooting 106 PageCounter Mini 53 Passthrough printer Change properties 43 Payment, choosing alternate methods 257 Permissions Print distribution 217 Personal web page 177 Physical Device Associating a control terminal 58 Configuring 44, 266 Release behavior 46 PIN Auto-management at terminal 177 Canon ir device settings 329 Enable system-wide 169 For departments 144 Reset 178 Equitrac Office Administration Guide 347

348 Index Plotter pricing 196 Poll interval 327 Polling delay 20 Popup Cost preview 250 Custom logo 127 Notifications 172 Prompt for Login 250 Send To behavior 135, 218 Port Adding 47 Assigning price list 201 Assignments 16 Change properties 43 Configuring 50 Convert to an e-queue 64 Converting to Equitrac port 47 Defined 44 Number 50 Pricing 50 Summary dialog 50 Port Monitor 18, 38 About 138 Postscript page interpreter 77 Price list Assign to a port 50 Assign to control terminal 56 Assign to embedded device 266, 322 Assign to e-queue 65 Assign to Passthrough printer 66 Assign to Workstation device 68 Assigning to devices 201 Default 193 Fax prices 197 Large-format 196 Primary and secondary 194 Scan 199 Surcharges 188 Types 185 Price summary 104 Pricing Assigning to devices 201 Control terminal 56 Controller interface 266, 322 Dual 14 E-queue 65 Fax jobs 197 Passthrough printers 66 Queues 52 Scan 199 Workstation device 68 Primary PIN 169 Primary price list 14, 194 Print accounts?? 180 Auto-create 157 Charging limits 174 Create 142 Creating individually 155 Print Assistant 250 Print distribution permissions 217 Print load, distributing 16 Print notification page 172 Print Queue Viewer 208, 308 Print queue, see Queue Print rules, see Routing rules Print separator page 52, 74 Print Server NetWare 289 Print server Location 48 Printing across servers 212 Printer Assigning to Release Station 259 Configuring 44, 266 Definitions 77 Language 46, 67 Port, adding 47 Supported devices 77 Printer Job Language (PJL) 77 Printing across servers 212 Prompt for Login 250 Prompts Language displayed 101 Proof printing 46, Equitrac Office Administration Guide

349 Index Pull groups 65, Purge transactions 63, 291 Q Queue Assigning price list 202 Auto-create 52 Change properties 43 Defined 44 Secure printing 206 Viewing in System Manager 52 R Random PIN code 177 Rank, of Routing rules 228 Raw port 49 RAW port communication 51 Recipients, Send To printing 219 Regional language settings 35 Release behavior Control terminals 57 Physical Devices 46 Release documents from pull group 210 Release Station About 23 Assigning printers 259 Choosing payment account 257 Configuring 254 Enabling Follow-You printing 212 Permissions 261 Release then copy 57, 102 Remote office locations 24 Reports Consolidating from multiple CAS 284 Creating custom 280 Custom layout 280 Customizing 279 Device status 93 Mailing selected columns 278 Overview 270 Parameters 273 Saving to file 274 Scheduling auto-run 283 Reset color quota 164 Reset PIN 178 RIP/Print charges 188 Roll width 196 Routing rules About 24, 225 Copy devices 244 Creating 230 Custom messages 248 Device status 96 For Desktop printing 238 Overview 226 Rule set Applying 229 Creating 226 E-queue 65 Physical Devices 46, 67 Ports 50 Queues 52 Ranking 228 S Scan price list 199 Scan tracking with ecopy 69 Scheduled task Reset color quota 165 Run report 283 Sync billing codes 132 Secondary PIN 169 Secondary price list 14, 194 Secure Document Release, see Secure printing Secure printing About 14 Control terminal settings 56 Enabling 207 Release Station settings 254 Routing rules override 206 Equitrac Office Administration Guide 349

350 Index SecureJet embedded device Configuring 332 Port settings 332 Security Release Station 255 Selected columns, for reports 278 Send To printing Assigning costs 220 Configuring 217 Popup behavior limitation 216 Sending boot message 106 Separator page 52, 74 Serial number, locating 33 Server components Changing 20 Overview 16 Server view 39 Servers Install locations 16 Printing across servers 14 Setting access permissions 261 ShareScan Silent desktop tracking 42, 68 SMTP server 176 append port number 176 notifications 176 SNMP status, tracking with DME 20, 81 Specific device 49 Spooler service 18 Standard reports, running 272 Standard view 39 Subsidiary reports, running 285 Summary activity reports 270 Supported Hardware 77 Printers 77 Surcharges Advanced price list 188 Fax 198 Scan 200 Swipe card 101 Associate with Equitrac accounts 175 One-step copy and print release 102 User identification at a terminal 101 Synchronization interval 146, 149 Synchronize user accounts 145 System Manager About 26 Combine with Accounts Manager 26, 32 Viewing devices 39 System performance analysis 269, 314 T Temporary PIN codes 177 Terminals Time surcharge 200 Time-of-day charges 188 Total activity reports 271 Track copying 19 Track mailbox & proof printing 46, 67 Track with popup workstation device 42 Tracking behavior 46, 67 Tracking group 68 Transaction Adding manually 168 Purge 63, 291 Transaction type 201 Type view 40 U Unassigned terminals 40 Unidentified documents 174 Unlimited printing 175 Unreachable status 87 Update interval 330 Uplink transaction data 24 Upload by department/group 323 Upload transaction data 23 USB printers 68 User accounts About 139 Adding individual users Equitrac Office Administration Guide

351 Index Assign billing codes 130 Assign billing codes to 159 Assign to departments 158 Charging limits 174 Create 142 Domain qualification 145 Use ADS to create 145 User Authentication 22, 169 User groups, divide 141, 299 User Workstations Client Billing feature 52 Utilities CardSwipeWizard.exe 114 EQCmd.exe 292 EQPDToolTray.exe 218 EQRptLoad.exe 279 EQTransactionPurge.exe 63, 291 V VPSX device 38, 62 W Waiting for initialization 106 Web page for account info 177 Web Release Station Wedge card reader 175 Windows Active Directory 174, 290 Windows groups to department mapping 158 Windows task tray 135, 218 Windows username 22 Working 236 Workstation Client 249, 251 Workstation Device 68 Workstation view 40 X XCP card swipe device 175 Xerox embedded device Configure 324 Initialize 323 Xerox JBA-supported device 324 XML device database 77 Equitrac Office Administration Guide 351

352 Index 352 Equitrac Office Administration Guide