SMart esolutions a Xerox remote service platform Install Guide for Xerox SMart esolutions for Windows for Office devices based in Europe 1 2 INSTALL CONFIGURE
March 2005 Copyright, XEROX CORPORATION 2001-2005. All rights reserved. Copyright protection claimed includes all forms and matters of copyrightable materials and information now allowed by statutory or judicial law or hereinafter granted, including without limitations, material generated from the software programs which are displayed on the screen such as styles, templates, icons, screen display looks, and so on. XEROX and all identifying numbers used in connections with the Xerox products mentioned in this publication are trademarks of XEROX CORPORATION. All non-xerox brands and product names are trademarks or registered trademarks of their respective companies and are hereby acknowledged. While every care has been taken in the preparation of this material, no liability will be accepted by Xerox Corporation arising out of any inaccuracies or omissions. Changes are periodically made to this document. Changes, technical inaccuracies, and typographical errors will be corrected in subsequent editions.
Table of Contents Introducing SMart esolutions Features... 1 Documentation/Support... 1 Preparation Network Access... 2 Operating Systems... 2 Security... 2 Xerox SMart esolutions Installation System Requirements... 3 Part 1: Installing the Xerox SMart esolutions Client Download the Installation Program... 4 Choose Setup Language... 4 Preparing to Install... 4 Welcome to the Install Shield Wizard for Xerox SMart esolutions... 5 License Agreement... 5 Destination Folder... 6 Ready to Install the Program... 6 Installing Xerox SMart esolutions Client... 7 Install Wizard Completed... 7 Part 2: Configuring the Xerox SMart esolutions Client Xerox SMart esolutions Configuration Wizard... 8 Select printers for which SMart esolutions should be enabled... 8 Congratulations... 9 Xerox Icon... 9 Status... 10 Printers... 10 Configure... 11 Appendix Frequently Asked Questions... 12-17
Introducing SMart esolutions SMart esolutions is an offering from Xerox designed to eliminate the time and effort required to administer meter reads and supplies-usage data for your Xerox printers and multi-function devices. Taking the hassle out of your business, SMart esolutions consists of a hands free, secure data transmission that enables accurate invoicing, timely replenishment of supplies, and an accessible audit trail. Features Automatic collection and submission of meter reads and supplies-usage data from networked equipment View a log of data transactions within the Xerox SMart esolutions Client View the status of each printer for SMart esolutions Receive notifications as pop-ups on your desktop when data is transmitted View meter read submission history reports at Xerox.com Receive alerts about network and communication issues as pop-ups on your desktop Automatic retry process when printers are temporarily offline Documentation/Support From www.xerox.com/centrewareweb you can: Download the Xerox SMart esolutions Client software Find support information and software updates Readme file This file provides the most current support information available and can be accessed immediately following the installation process. For more information For more information on Xerox SMart esolutions, please visit www.xerox.com/smartesolutions. 1
Preparation To ensure a successful installation of the Xerox SMart esolutions Client please review the following requirements. Consult your Network Administrator as needed. Network Access Xerox SMart esolutions must be installed on a Windows PC that has access to both the internal network and external Internet. Operating Systems Xerox SMart esolutions is designed to run exclusively on Windows 2000, Windows XP, or Windows 2003 Server. To check the operating system of the computer you are using to install Xerox SMart esolutions: Right-click on the My Computer icon on the desktop Select Properties. Security Xerox SMart esolutions uses standard industry protocols to communicate between the Xerox SMart esolutions Client and your printers approximately every two hours. SNMP v2 is used to read the MIBs, which contain meter read and supplies usage values. The Xerox SMart esolutions Client communicates with the Xerox Communication Server once a day using Web services protocols including HTTPS, SOAP 1.1, Wsdl 1.1, and WS Security Oasis Working Draft 11 3 March 2003. For more information For more information, visit either of the following websites: www.microsoft.com/technet/security/prodtech/ad/default.mspx www.microsoft.com/windows2000/technologies/directory/default.asp 2
Xerox SMart esolutions Installation SMart esolutions requires two steps: 1) Install Xerox SMart esolutions Client 2) Configure Xerox SMart esolutions Client We recommend that you consult your Network Administrator if you have any questions while completing steps 1 and 2. System Requirements The Xerox SMart esolutions Client is designed to be installed only on specific computers running the Windows operating systems defined below. Please check with your Network Administrator if you are unsure whether your computer meets these requirements. Microsoft Windows 2000, Windows XP, and Windows Server 2003 PC with a 400 MHz or higher Pentium III processor recommended 40 MB of available disk space TCP/IP 3
Part 1 Installing Xerox SMart esolutions Client To install the software foundation of SMart esolutions, follow the steps provided. If at any point you need assistance, please refer to the Frequently Asked Questions section in the Appendix, or contact the Xerox Welcome Center at 1-888-364-1114. 1 INSTALL Download the installation program 1. Open your browser to www.xerox.com/centrewareweb 2. Click Free SMart esolutions software download under the Product Information heading 3. Follow the instructions to download the software to your desktop 4. After the download has completed, double click on setup.exe to begin the installation process Choose Setup Language 1. Select your language. To extend the list of languages, click on the arrow to the right of the box 2. Click OK 2 INSTALL Preparing to Install 1. The Xerox SMart esolutions Client setup will prepare the InstallShield Wizard which will guide you through the program setup process 4
3 INSTALL Welcome to the Install Shield Wizard for Xerox SMart esolutions 1. Click Next 4 INSTALL License Agreement 1. Read the page carefully 2. Click the button next to I accept the terms in the license agreement 3. Click Next 5
5 INSTALL Destination Folder 1. If you want to select where Xerox SMart esolutions Client is installed on your computer: Click Change Select where you want to install the Xerox SMart esolutions Client Click OK 2. Click Next 6 INSTALL Ready to Install the Program 1. Click Install 6
7 INSTALL Installing the Xerox SMart esolutions Client 1. This screen will appear during install. No action is required. 8 INSTALL Install Wizard Completed 1. Click Finish 2. The Configuration Wizard will then run automatically, so you can configure the Xerox SMart esolutions Client. 7
Part 21 Configuring the Xerox SMart esolutions Client Congratulations, you ve successfully installed the Xerox SMart esolutions Client. Now that it s up and running, take a few minutes to enable the features of the software. 1 CONFIGURE Xerox SMart esolutions Configuration Wizard 1. Click Next Communication with the Xerox Communication Server may take a few minutes. 2 CONFIGURE Select printers for which SMart esolutions should be enabled The Xerox SMart esolutions Client will automatically find printers on your network. 1. Click on the box next to the printers you want to participate in Xerox SMart esolutions. 2. You may search for more printers by clicking Specify More Printers, or Automatically Find More Printers for a more complete list of printers on your network 3. When you have finished selecting printers, click Next 8
3 CONFIGURE Congratulations You have completed the Xerox SMart esolutions Client configuration wizard. 1. Click finish 4 CONFIGURE Xerox Icon You will now see a Xerox icon on the right side of the menu bar at the bottom of your desktop. The icon lets you know that Xerox SMart esolutions is currently running on your computer. 1. Right-click on the icon and make sure that Show Popups has a check mark next to it. This allows alerts and important communications from Xerox to appear on your desktop when necessary. 2. If you wish to view details specific to your configuration, select Status, Printer, or Configure to display the SMart esolutions Client. Xerox Icon 9
5 CONFIGURE Status The status screen keeps you up-to-date on your connection with the Xerox Communication server. 1. Click the Printers tab at the top of the screen. 6 CONFIGURE Printers The Printers tab lets you select which printers are participating in Xerox SMart esolutions. You can search by clicking the Registered, Not Registered, or Find More Printers tabs. You may also remove printers at any time by selecting the box next to the printer and clicking Remove. 1. Click the Configure tab at the top of the screen. 10
7 CONFIGURE Configure The Configure tab allows you to enable or disable communication with the Xerox Communication Server and view a log of your SMart esolutions transactions. 1. If required, enter the address of your proxy server and port number in the boxes provided The proxy server address and port are the location of the device that connects your network to the Internet. Your IT Administrator will know these details. 2. Click OK 11
Appendix XEOS SMart esolutions Frequently Asked Questions Windows Client What is Xerox SMart esolutions? How does it work? What equipment do I need? What impact does Xerox SMart esolutions client have on my network? Can Xerox gain access to my network? Is my data secure? Who at my company needs to be involved in this? What happens to my meter read data when it gets to Xerox? What happens if I install a new device at a later date? What happens when the PC with Smart esolutions installed is powered off? What happens if one of my devices breaks down? What happens if one of my devices has to be replaced? Where can I go for support? What is Xerox SMart esolutions? Xerox SMart esolutions is a new system designed to take the hassle out of collecting and submitting meter readings and supplies data from Xerox equipment via a hands-free, secure data transmission process. How does it work? Xerox SMart esolutions works by loading Xerox software onto your PC. This software talks to Xerox devices to get the necessary data and send it back to Xerox using standard Internet protocols similar to those used for business-to-business transactions. Setting up Xerox SMart esolutions requires two steps: 1. Install the Xerox SMart esolutions Client 2. Configure Xerox SMart esolutions Client 12
What equipment do I need? The Xerox SMart esolutions Client is designed to be installed only on specific computers running the Windows operating systems defined below. Microsoft Windows 2000, Windows XP, and Windows Server 2003 PC with a 400 MHz or higher Pentium III processor recommended 40 MB of available disk space TCP/IP What impact does Xerox SMart esolutions have on my network? Xerox SMart esolutions uses standard industry protocols to communicate between the Xerox SMart esolutions Client and your printers approximately every two hours. SNMPv2 is used to read the MIBs, which contain the meter read values for billing and supplies usage data for replenishment. The Xerox SMart esolutions Client communicates with the Xerox Communication Server once a day using Web service protocols, including: HTTPs Certicom SSL 128 Bit with server side certificates from Verisign SOAP 1.1 Wsdl 1.1 WS Security Oasis Working Draft 11 3 March 2003 There are several different types of transactions that can occur between the Xerox SMart esolutions Client and the Xerox Communication Server. The network loading varies based on the type of transaction and the number of devices that are in the Xerox SMart esolutions group. These transactions are: Registering the Xerox SMart esolutions Client and devices with Xerox Allows Xerox to identify and authenticate the client and devices. This communication happens only once in the life cycle of the Xerox SMart esolutions Client and devices. reg proxy = 1526 bytes reg proxy device = 393x + 1503 bytes Total: reg proxy + proxy devices = 393x + 3029 bytes x = the number of devices Sync Request Sent once a day by the client to ask Xerox if an automatic meter read is due. sync proxy request = 1425 bytes 13
Sync Request Response Tells the Xerox SMart esolutions Client to turn on Xerox SMart esolutions for each device. This communication happens only once in the life cycle of the device. sync proxy request response = 1510x + 1425 bytes Sync Status Lets Xerox know that the Xerox SMart esolutions service has been turned on, enabling Xerox to know that a request can be made and responded to. This communication happens only once in the life cycle of the device. sync proxy status = 260x + 1247 bytes Billing Transaction Request The response from Xerox asking for meter reads to be sent once each billing cycle, whether monthly, quarterly, or semi-annually. sync proxy request response = 1510x + 1425 bytes Billing Transaction Response The Xerox SMart esolutions Client sends the billing meter reads once per billing transaction request for each device. billing transaction response = 1314x + 1993 bytes Can Xerox gain access to my network? 1. In order to participate, you must personally initiate device registration and sign up for the Xerox SMart esolutions service. The Xerox SMart esolutions Client will not automatically find and register your equipment unless you enable it to do so. 2. All transactions between the Xerox SMart esolutions Client and the Xerox Communication Server are initiated within your environment by the Xerox SMart esolutions Client. There is no way for Xerox to initiate the communications to the Xerox SMart esolutions Client or for Xerox to probe your network. 3. You can turn off communication to Xerox at any time. Is my data secure? 1. All communications occur over a secure channel using 128 bit SSL with server side certificates. This means that the data is encrypted and communications to the Xerox SMart esolutions Client must hold a valid certificate from Xerox. 2. No customer data is communicated to Xerox. The only data that is sent for Xerox SMart esolutions is the printer serial number, the meter name, the meter values, supplier usage values, and the date of the reading. 14
Who at my company needs to be involved in this? For Xerox SMart esolutions to run properly, the Xerox SMart esolutions Client must be installed first and the Xerox eligible equipment registered with Xerox. Xerox must also set up your service agreement so that automatic meter reads can be recorded. Because Xerox SMart esolutions involves loading software on the PC, it is likely that approvals need to be provided by your Network Administrator or someone with similar responsibilities at your company. The Xerox SMart esolutions Client installation may involve an IT Administrator and the Billing Administrator. The IT Administrator may be needed to: Provide the Xerox SMart esolutions Client with the location of the proxy server that connects your network to the Internet (defaults to your current Web browser settings) Run the Xerox SMart esolutions Client device discover tools to find all of the Xerox devices that will be participating in automatic meter reading The person within your organisation who is responsible for providing Xerox with the Billing Meter Readings will need to: Identify which devices should participate in Xerox SMart esolutions and provide this information to the person who will load the software on their PC. What happens to my meter read data when it gets to Xerox? Your meter read data is recorded against your device in Xerox service management system. It is used for the invoicing of metered service agreements, and also for evaluating consumable usage against machine performance. The automatic collection of the meter reads will ensure quality and reliability of the data we use to manage your service agreements. 15
What happens if I install a new device at a later date? If you would like this new device to provide automatic meter reads to Xerox you will need to perform Step 2 of the Install Guide. The SMart esolutions Client will automatically detect the new device and you can then select to register with Xerox. Alternatively you can enter the IP address of the device and when it has been identified on your network by the SMart esolutions Client you register your new device. You will also need to set up your service agreement to receive automatic meter reads from SMart esolutions MeterAssistant What happens when the PC with Smart esolutions Client installed is powered off? There will be no meter read data collected or sent to Xerox while the PC is powered off. Smart esolutions Client will resume this activity when it is powered on again. If Xerox does not receive meter reads for more than 14 consecutive days a notification is sent by email to the key user at your company. You may also be asked for a manual meter read when you next order consumables. What happens if one of my devices breaks down? If your device breaks down it is typically repaired by the following day and it is most unlikely that it will ever be out of action for more than a week. SMart esolutions MeterAssistant will allow for this and will pick up on the automatic meter reads again when the device is up and running. What happens if one of my devices has to be replaced? If your device needs to be replaced with a new one, there is a standard product replacement process to follow which includes recording the end meter read of the old device and the begin meter read of the new device. To turn on automatic meter reading for the replacement device follow the process for installing a new device, described above. 16
Where can I go for support? Xerox provide a comprehensive on-line service KnowledgeBase at www. xerox.com/linktobeentered here Phone support is available by dialing the following local country numbers: Country Phone No. AUSTRIA 01 207 9000 BELGIUM (Flemish) BELGIUM (French) 02 713 14 53 02 713 14 52 DENMARK 7010 7288 FINLAND 09 693 79666 FRANCE 0825 012 013 GERMANY 0180 500 4392 HOLLAND 020 656 3620 IRELAND 1890 925 050 ITALY 199 112 088 LUXEMBOURG 480 123 NORWAY 8150 0308 SPAIN 902 160 236 SWEDEN 0771 1788 08 SWITZERLAND (German) SWITZERLAND (French) SWITZERLAND (Italian) 043 299 9000 043 299 9001 043 299 9002 UK 0870 900 5501 17