Nuance 5.7 Equitrac Office, 5.7 Equitrac Express Administration Guide

Licensing

Language Support

Additional Documentation

After successfully installing Nuance® Equitrac® Office or Equitrac® Express and performing initial configuration tasks outlined in the Equitrac Office and Express Installation Guide, you can further customize the deployment. Use this guide to perform advanced configuration tasks for all components and features of Equitrac Office and Express.

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 and Equitrac Express used in business and education environments, respectively

• 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

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Chapter 1: Introduction

What is Equitrac Office and Equitrac Express?

Equitrac Office and Express are server-based print management and cost recovery solutions which measure, monitor, and manage document output on your network. By regulating devices on the network, and local desktop printers,

Equitrac Office and Express tracks and controls photocopies, print jobs, scans and faxes with minimal administration.

This software-based print tracking and document accounting solution reduces print expenses, eliminates wasteful printing, deploys equipment for maximum efficiency, and even contributes to a better environment. Equitrac Office and Express allows you to track, analyze and, if necessary, allocate expenses for every document that any user sends to any networked printer, copier or multi-function device.

Equitrac Office is an ideal solution for small businesses with a few devices, and for large enterprises with multiple offices and thousands of devices. Equitrac Express is well suited for educational institutions by letting students, faculty and staff print what they need and when they need it, wherever they are located.

Equitrac Office and Express Features

• Dual pricing creates a default or primary price list, and a secondary price list that 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, Equitrac Office and Express can be can configured to use primary pricing to charge the user for a print transaction, but use the secondary price list to track the cost the company pays to a printer leasing company for the job (many lease contracts stipulate a base cost per page).

• Client Billing enables the use of billing codes. Billing codes are unique identifiers against which specific users can charge their jobs. Businesses that perform services on a per-client basis can use billing codes to track costs and accurately bill back to the client.

• 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.

• 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, Web Release Station, PageCounter terminal, PageControl Touch terminal, or

MFP embedded device and redirect the job to a different compatible printer.

• Secure Printing

holds documents sent to print in a proprietary queue until a user releases the job via a

PageCounter terminal, PageControl Touch terminal, Release Station, Web 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.

Equitrac Express Only Features

• Account limits

enforce charging limits for any combination of user, department, or billing codes. Accounts must maintain a minimum balance to access devices for prints and copies.

• Departmental pricing offers a variance of job pricing based on the department the user belongs to. Schools can offer all devices to all users, but can also subsidize pricing for users in specific a department.

• Campus Card (also called Foreign Accounting System or FAS) enables integration with card payment systems.

Equitrac Express currently integrates with Blackboard, Valuecard, CBord CS Gold and CBord Odyssey interfaces.

Additionally, any system can be integrated with some development work using the Campus Card API as described in the Campus Card API Reference Guide.

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Chapter 1: Introduction

• Cashier allows staff to adjust balances on user, department, or billing codes. Similar to a library cashier, staff can collect money from Equitrac Express users and deposit the equivalent amount into the user’s paid account.

Equitrac Office and Express 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

Core components are essential and must be installed on a Windows Server system. Optional components can be purchased and licensed to customize the functionality to suit the organization’s needs.

For a comprehensive list of the features and functionality included in the various license bundles, refer to the Equitrac product site at

www.nuance.com/for-business/by-product/equitrac/index.htm

Core Server Components

Equitrac Office and Express is comprised of the following main core server components:

• Core Accounting Server (CAS)

• Document Routing Engine (DRE)

• Device Control Engine (DCE)

• Device Monitoring Engine (DME)

• Scan Processing Engine (SPE)

Although there are many core server components, every Equitrac installation requires the Core Accounting Server

(CAS) and either a Document Routing Engine (DRE) or a Device Control Engine (DCE) at a minimum. The Device

Monitoring Engine (DME) and Scan Processing Engine (SPE) are not required for all installations.

The core components can be installed on a single server, or distributed across multiple servers to disburse the print load tracking or device management activities.

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 and Express Installation Guide for a complete list of port assignments per component.

Making Changes to Server Components

If making configuration changes within System Manager to any of the core server components (CAS, DRE, DCE,

DME, SPE), such as changing printer languages or PageCounters, you must wait a minimum of 30 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.

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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 Document Routing Engine (DRE), along with printer costs defined by the administrator.

• user verification

• print charge calculations

• output tracking

• account balance management

Every Equitrac Office and Express 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 and Express Installation Guide for information about supported databases.

For installations that support a large user base, or where you support remote campus 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

376 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.

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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 MFPs and capture the document characteristics of all output. Each time a user releases a print job, DRE communicates the job characteristics to CAS.

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 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 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.

Print Request

Validate Print Request

Job is Printed

DRE

Update Job Attributes

Basic DRE workflow used to measure print usage

CAS

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, Web Release Station, or embedded device). See

communication with these devices. See

on page 296 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 copy transaction on devices with embedded devices (rather than tracking printing), you do not need to install the DRE component.

DRE functionality can be configured in System Manager.

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Chapter 1: Introduction

Device Control Engine

The Device Control Engine (DCE) provides communication with copy and fax devices and with multi-function devices that provide fax and scan features. You must install specific embedded devices or terminals to enable

Embedded Devices

on page 56 and

Using Control Terminals

on page 119 for

details.

DCE communicates with CAS to verify user credentials, and forwards the copy 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 control terminal or the device itself. The request is handled by DCE, which then forwards a user validation request to CAS.

CAS checks its database and either validates the request, or denies it. After the user completes their copy, fax or scan, the job attributes are forwarded to CAS for tracking.

Validate Login Request

Update Job Attributes

DCE

Basic DCE workflow used to measure multi-function device usage

CAS

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 copy, scan, or fax jobs, you do not need to install the DCE component.

Instead, you need the DRE component only.

If you require a solution that does not depend on a connection to CAS, you can install the MobileDCE component on a laptop or workstation. Each day, an Administrator can download a fresh set of PIN information from CAS to the

MobileDCE, then walk to each control terminal and download cached transaction data to the mobile server. The

Administrator can then upload the fresh set of PINs to the control terminal, leaving it ready for use. The next time the

MobileDCE machine connects to CAS, the transaction data is uploaded and updated in the database. For more

information, see

Using MobileDCE Server

on page 162.

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Chapter 1: Introduction

Scan Processing Engine

The Scan Processing Engine (SPE) is responsible for controlling all scan features once authentication has taken place.

When a scan request is received by DCE, all information relevant to the request is passed to SPE to process. SPE then sends the scans to the appropriate scan destination, and sends the scan information to CAS for costing and reporting.

An SPE requires at least one DCE to operate, and multiple SPEs can be deployed per DCE to manage the scan load requirements. Scanning requirements for organizations differ based upon the amount of scanning performed, and how much OCR processing is used during the scanning process. If minimal scanning or OCR processing is used, then

SPE can be installed on the same server as other Equitrac Core Components. Typically, a separate SPE server option is selected only if OCR processing is used.

SPE sends scan information to CAS for costing and reporting, and to the appropriate scan destination

User conducts scan at MFP

DCE sends files to SPE

MFP DCE SPE

Scan Destinations

CAS

Basic SPE workflow used to process scans

SPE is required for Equitrac’s Scan-to-Me and Capture and Send workflows. Scan-to-Me allows users to scan a document and email it to their own address, and optionally to other addresses via the CC field (if enabled). See

Enabling Scan-to-Me

on page 397.

Capture and Send uses SPE to scan documents to a particular URL on the Internet via SharePoint, a telephone fax number via RightFax, network folders on your local area network, and email through your server. In the case of

SharePoint and RightFax, there must be as many SharePoint or RightFax destinations as there are SharePoint or

RightFax servers (one destination per server). A Capture and Send license is required per device and must be assigned to each device to enable the advanced scan features. See

Assigning Licenses to Devices

on page 39.

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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

CAS

Request Monitored Device List

Load Monitored Device List

DME

Console

SNMP

Status Changes

DME

DME listens for SNMP status changes on monitored devices

SNMP-enabled

Devices

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Chapter 1: Introduction

Optional Components

Optional components extend the base functionality of the Equitrac Office or Express 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.

Workstation Client

The Workstation Client 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 Workstation Client 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 uninterrupted, and the transaction details are uploaded to the server once the connection is restored.

A Workstation Client 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 and does not enforce Account Limits. See

• Client Billing prompts users to assign billing codes when they print their documents. See

on page 317.

Working with Billing

Codes

on page 185.

• Prompt for Login prompts for Windows login credentials any time a user tries to print to a device monitored by

Equitrac Office and Express. Users must enter a valid Windows username and password to complete the print request. See

Prompt for Login

• 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

• Equitrac Messaging Services is a proprietary messaging service that is included with the Client install to display error messages on the user’s workstation. See

print server. This change does not apply to workstation rules or copy rules. See

on page 250.

• Workstation direct IP printing (DRC) enables Follow-You Printing and print tracking on par with DRE serverbased 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

Interactive Print Rules

333.

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Chapter 1: Introduction

Direct IP Printing (DRC)

The DRC component of the 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 Mac workstations (there are no interactive rules on Mac)

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.

To minimize network traffic, configuration changes in System Manager are not immediately reflected on the workstations. On startup, each DRC synchronizes its 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, number of rules, and so on.

To manually force an immediate synchronization, do the following:

Select the Software node in System Manager.

Use the Description column to sort the view.

Select one or more workstations, then right-click and select Force cache update from the list.

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Chapter 1: Introduction

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 more printers are 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 re-direct to

another DRC is not supported. If the printer is shared, and a job is printed through the share from another machine, the job prints, but it is not tracked, and rules are not applied.

Print Assistant

Print Assistant is an Equitrac Express option which consists of a bundle of features designed to prompt users when they submit print requests. These features are Cost Preview, User Authentication, Job Rename, and Release Key.

• User Authentication, also called Prompt for Login, prompts the user to enter their login credentials whenever they submit a print request to a device monitored by Equitrac. This feature prevents unauthorized users from printing to monitored network printers. See

Prompt for Login

desk staff are able to quickly identify any specific print request by its new name. See

• Job Rename lets users assign a new, unique name to a document when they submit a print request. In an environment where Release Station is implemented to queue documents to a printer, the walk-up user or print-

on page 404. Release Keys are not compatible with Client Billing nor

• Release Keys let users assign an alphanumeric key value to their document when they submit a print request.

When the user needs to identify their document in the secure print queue, they can look for their document by the release key number. See

Release Key Prompt

Prompt for Login. Do not install these options on the same user workstation.

Data Source

The Data Source component enables a third party print tracking system to upload transaction data to the Equitrac

Office and Express accounting server. See

on page 473.

Interface Module

If your deployment requires communication with copy, fax, scan, or multi-function devices, you must purchase an

Embedded Device license to enable this communication.

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Chapter 1: Introduction

Rules and Routing

The Rules and Routing feature enables you to configure Equitrac Office and Express 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

controlled workstation. See

on page 323.

Uplink

If you require central coordination of print transaction and accounting data from multiple sites (e.g. remote campus locations), 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 376 for

details on configuring Uplink settings.

Uplink provides a central location for distributing Enterprise and Embedded licenses from the master CAS to subsidiary CAS servers. See

Enterprise Licensing

on page 36.

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-

on page 434 for details. Deposit Station requires an External Data Sources license.

on page 418.

Deposit Station

Deposit Station for Equitrac Express is a self-serve kiosk consisting of a workstation and a device that accepts coins, bill, card deposits, then updates dedicated Equitrac Express user accounts with the value of the deposit. Users must authenticate themselves on the workstation. Authentication occurs via card swipe, PIN, or a combination of both. See

Configuring Deposit Station

Campus Card

Equitrac Express allows users to swipe a Campus Card at a Release Station as a method of payment from a third-party account using the Campus Card (also called Foreign Accounting System or FAS) functionality. Using PageCounter or

PageControl Touch terminals or embedded devices, users can authenticate themselves as valid Campus Card account holders, make copies, release jobs, and pay for these services in real time directly from their Campus Card accounts.

Release Station and Web Release Station offer the same capabilities, except for making copies.

Equitrac Express currently integrates with Blackboard, CBord Odyssey, CBord CS Gold and Valuecard interfaces.

Additionally, any system can be integrated with some development work using the Campus Card API, as described in the Campus Card API Reference Guide.

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Chapter 1: Introduction

Smart Card Support

Smart Card Service and Driver is an optional feature of DCE, which enables users to authenticate through a smart card reader connected directly to a device via a Smart Card. The Smart Card solution is only for 64-bit systems.

Mobile Printing

The Mobile Printing component enables users to print to the printers in your implementation without the need for a connection to the local network. Users can print from any smartphone, tablet, laptop or PC. These documents are tracked through Equitrac using the same means as documents printed from computers on the local network. See

Mobile Printing

on page 321.

Device Web Server

The Device Web Service (DWS) is an optional feature of DCE, and is required in order to manage and control embedded applications on web-based MFPs. When a user logs in at a web based device, the login data is sent to DWS, which communicates with DCE, and then DCE contacts CAS to verify the user account. DWS is only for 64-bit systems.

Device Control Server

The Device Control Server (DCS) is an feature of DCE, and is required to manage and control Nuance Ethernet card readers. DCS is also required to communicate with DWS in order to work with some web-based MFPs.

Web Client

Web Client is an optional feature that offers a package of web applications which allow both users and system administrators to perform Equitrac-related tasks using a web browser. Web Client consists of Web System Manager,

Scan Client, User Dashboard, Web Reports and Web Deposit that can be installed together or separately as needed.

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Chapter 1: Introduction

Administering Equitrac Office and Express

The majority of Equitrac Office and Express 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 or workstation within the deployment for ease of administration.

By default, the installer places the Administrative Applications on the Start menu under Start > All Programs >

Equitrac Office

or Equitrac Express.

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 deployed multiple CAS servers, the Select accounting server dialog box displays each time you open an

Administrative Application, and you need to select the appropriate CAS before proceeding. If you only have one CAS, you can disable this feature by clearing the Display at startup checkbox. However, if you disabled the Display at startup option, and later need to access a different CAS, select Tools > Options within any of the Administrative

Applications, and check the Display server selection dialog on startup option. The next time you launch an

Administrative Application, the Select accounting server dialog box opens.

The main Administrative Applications are System Manager, Accounts Manager, Reports Manager, Department

Manager, and the Device Monitoring Console.

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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, 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 and Express combines System Manager, Accounts Manager, Department Manager, Device Monitoring

Console, and the Diagnostics tool into a single window for users with Administrative access permissions. To open System

Manager, go to Start > All Programs > Equitrac Office or Equitrac Express > System Manager.

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.

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Chapter 1: Introduction

Accounts Manager

Accounts Manager provides tools to configure and manage the Equitrac 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.

Accounts Manager can be accessed by users without Administrative privileges via Start > All Programs > Equitrac

Office

or Equitrac Express > Accounts Manager. See

on page 34 for full details

on configuring user access permissions.

For information on using Accounts Manager, see

Creating & Managing Accounts

on page 201.

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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 one or multiple departments. 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 does not have to be a member of the department to manage it, and a department can be managed by multiple administrators.

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 all departments that they are designated to manage. See

on page 244 for details.

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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 Offline, Paper jam, and Unreachable) 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. 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

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Chapter 1: Introduction

Reports Manager

Reports Manager contains a selection of standard reports, or you can modify standard reports to create your own custom reports. 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 and Express also provides reports that allow you to analyze devices trend usage, color or black & white usage over time, usage patterns, etc. Graphical device configuration reports provide usage analysis of print queues, ports, control terminals, etc.

If you installed the DME component, you can also generate device status reports. See

Generating Device Status

Reports

on page 114 for details.

To open Reports Manager, go to Start > All Programs > Equitrac Office or Equitrac Express > Reports Manager.

For more information on generating and analyzing reports, see

Creating & Running Reports

on page 361.

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Chapter 1: Introduction

Configuring Administrative Access

To prevent unauthorized access to the Equitrac Office or Express Administrative Applications or modifications to registry entries, Equitrac 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 or Express 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, Cashier, Release Station, and Print Queue Viewer.

• Reports – Grants access to Reports Manager, Dashboard Reports.

• Accounts – Grants access to Accounts Manager.

• Department – Grants access to Department Manager.

• Device Admin – Grants access to Device Monitoring Console.

• Print Distribution – Grants access to Send To printing application

• Cashier – Grants access to Cashier Application. (for Equitrac Express)

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:

Select Start > All Programs > Equitrac Office or Equitrac Express > System Manager.

In System Manager, go to Configuration > Security and authentication > Access permissions.

In the Permissions dialog box, click the group link you want to configure.

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Chapter 1: Introduction

In the Select Group dialog box, choose the group to have access to the Equitrac Office and Express 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 Manager, or a single group that accesses all Equitrac 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.

NOTE: Access to Dashboard Reports and Print Queue Viewer requires that the user be a member of the Windows level

groups.

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, etc in System Manager.

Otherwise, it may be necessary that management applications (System Manager, Reports Manager, etc) 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 account 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.

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Chapter 1: Introduction

Licensing

The Equitrac Office or Express software comes with a unique serial number. When you supply Equitrac with this serial number and the machine name on which you are installing the software, you are provided with an activation code that is proof of registration.

When Equitrac Office or Express is installed for the first time on a specified machine, a limited default license is generated and applied during installation. The auto-generated default license allows full operation of all System

Manager’s features for 45 days, however, there is a limit of only one of each licensable item.

Full component license(s) must be obtained and applied before the 45 day default license expires. A new default license cannot be generated by reinstalling Equitrac Office or Express on the same machine. When applying the full license, the default license is automatically overwritten.

For more information on obtaining activation codes and registering licenses in System Manager after the initial installation, refer to the Equitrac Office and Express Installation Guide.

Component License Verification

All software license verification takes place on CAS. CAS validates all existing licenses, and assigns them as needed.

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 and Express 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, 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 license includes unlimited server licensing (but not workstation or embedded) for the specified number of network users. An enhanced license also includes the workstation licensing.

If you exceed the specified number of network users, Equitrac Office or Express handles the situation as follows:

• If user accounts are added that brings the total number of active user accounts within a 10% threshold of the total number of licensed users (more than 110% of the licensed total), then CAS displays a warning message to the administrator when System Manager, Accounts Manager, Reports Manager or Department Manager is started, and logs a warning message in the event log. The warning message begins when the license usage reaches 95%, and is displayed to Workstation Client and Print Assistant users with each use.

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Chapter 1: Introduction

• If a user account is added that brings the total number of active user accounts to more than 105% of the number of licensed users, then all CAS ‘s begin to operate in an unlicensed state, and do not record transactions, not authenticate and authorize device usage, and not hold secure print jobs.

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 licenses have been used) if:

• The uplink server has reached the enterprise license 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 or lock user accounts. If you delete user accounts, you must also resynchronize the enterprise license in System Manager under Configuration > Network environment > Uplink.

License Caching

Given that you can distribute the individually-licensed Equitrac Office and Express 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.

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Chapter 1: Introduction

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 or Express 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.

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Chapter 1: Introduction

Assigning Licenses to Devices

Licenses must be assigned to each printer that will use that particular feature.

To assign a license, do the following:

Open System Manager, and select Licensing in the left pane.

Select the Assignment View tab to open the list of all assigned licenses.

Expand or right-click the desired license option, and select Add to open the Assign license dialog box.

On the Assign license dialog box, select the checkbox for the device(s) to assign the license to.

At the bottom of the dialog box is a counter displaying the number of available licenses and available devices.

These numbers decrease with every license assigned.

Click OK after the licenses have been assigned to the desired devices.

The device assigned to the license now display under the selected license option. To remove an assigned license from a device, right-click the device and select Remove assignment. The number of used licenses will be adjusted accordingly.

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Chapter 1: Introduction

Language Support

Equitrac Office and Express components are available in English, French, German, Italian, Portuguese (Brazil),

Spanish and Simplified Chinese. Make your language selection during the initial Equitrac Office or Express installation. This selection is independent of the regional language setting on the machine, meaning that you can run

Equitrac in Italian even if the regional setting is for French.

The language selection specified during the installation configures the language of the PageCounter terminal prompts.

on page 128 for details on manually configuring the language of PageCounter

Setting the Prompt Language

prompts.

Additional Documentation

To learn more about the advanced features and functionality of the Equitrac Office and Express Suites, refer to the table below to determine the Guide you need.

For a complete list of product specification and system requirements, contact your Equitrac representative.

Guide

Planning Guide

When to refer to this guide

Prior to installing Equitrac Office or Express, read this guide to understand how to deploy Equitrac Office and Express on your network.

Use this guide to perform an initial installation or upgrade.

Installation Guide

Cluster Deployment Guide

Print Server Module Guides:

• Linux SUSE iPrint

• Red Hat Enterprise

PageCounter Quick Reference

Campus Card API Reference Guide

(for Equitrac Express)

If you are deploying Equitrac Office or Express in a cluster environment, use this guide to plan the installation.

Embedded Guides available for various manufacturers

Use these manufacturer specific guides for embedded clients.

If your deployment utilizes a UNIX print server, use this guide to configure the print server after the installation is completed.

If you plan to deploy Equitrac Office or Express 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.

Use this guide if you plan to integrate additional Campus Card systems into

Equitrac Express.

Online Help

Web Client Help

Release Station Help

Contents

Use the online help found within the Web Client application to plan and configure Equitrac Office or Express.

Instructions and reference information about using Release Station to release jobs for print.

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Managing Devices

Topics

Devices Overview

Physical Devices

Configuring Language Sets

Embedded Devices

VPSX Devices

InfoPrint Manager Devices

I-Queues

Managed Queues

Workstation Devices

Managing Custom Groups

Configuring eCopy ShareScan

Configuring Default Media and Color Settings

Setting up a Print Separator Page

Hardware & Interface Support

Campus Card Interface

Mobile Printing Through HP ePrint

Equitrac Office and Express can track transaction data from many different device types. From physical printers to virtual queues, to control terminals, you can configure Equitrac Office or Express to meet the needs of any size organization. All devices you want to track must be registered in the Equitrac database.

Instructions to install all device types are provided in the Equitrac Office and Express Installation Guide. This chapter provides information to help 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 and Express supports

• setting up each device in System Manager

• configuring device capabilities and options

For information on reviewing device status and evaluating device health over time, see

on page 46 for more details on configuring and managing the

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Devices Overview

Equitrac Office and Express tracks and controls printing on many different types of devices. Each controlled device must be registered in the Equitrac database. When a user accesses a registered device, Equitrac Office and Express tracks the transaction and sends the data to CAS.

Device Types

Equitrac can track and control printing to multiple device types. When a user accesses a registered device, Equitrac

Office and Express tracks and stores the transaction data to CAS.

Device

Physical

Devices

Device

Interfaces

Description

The actual piece of hardware that prints or copies. Physical devices include select devices that also copy, scan or fax. Equitrac Office and Express 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 and Express—Control terminals and Embedded devices.

InfoPrint

Device

Workstation

Devices and Control terminals.

InfoPrint Manager print output management device using InfoPrint secure print queues through Embedded devices and Control terminals.

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 and Express adds workstation devices to the database automatically when users print from a workstation to a local printer.

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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. Click and drag the column widths individually to enhance the current view, or to hide a column that you do not want to display. Additionally, you can right-click the column title bar and select Secure

printing

from the list. The Secure printing column can be made visible in all views except the Workstation view. By default, this column is not visible, and must be selected from the title bar options.

When the Secure printing column is visible, the secure printing setting of the physical devices and print queues are displayed. See

Managing Secure Printing Settings

secure printing settings.

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 box. 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 box.

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 box.

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 box.

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Type View

The Type view displays all device types by group except workstation devices. Each link opens a configuration dialog box.

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 box.

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, etc—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 box.

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Routing Group View

Use the Routing group view to create, edit, and delete routing groups. Unlike custom groups (used for conveniently viewing devices in System Manager) and pull groups (used with Follow-You Printing), routing groups are used for

route to group rules (refer to

Working with Routing Groups

on page 335).

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 73 for details on

configuring workstation devices.

In the Workstation view, you can move workstation devices between groups to adjust how Equitrac tracks the device, if at all. You can also modify workstation device configuration and remove workstation device registrations from the database.

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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

Select an SNMP Configuration set from the drop-down list. See

Managing Secure Printing Settings

When working with devices in System Manager > Devices, you can add an optional Secure printing column to make it easier and manage device secure printing settings. The Secure printing column is available in the Standard view,

Server view, Type view, Custom group view, and Routing group view. This column is not available in the Workstation view. By default, this column is not visible, and must be added to the desired view(s).

To add the Secure printing column to any of these views, right-click the column title bar and select Secure printing from the list. When the Secure printing column is visible, the secure printing setting of the physical devices and print queues are displayed. Physical devices display the Secure printing default setting of the physical device configuration in this column. Print queues display the existing Secure printing setting of its configuration, and displays the actual secure printing state for that queue—either Enabled or Disabled.

The Secure printing options for physical devices are:

• New queue: use system default – secure document release is set to Enabled or Disabled as the global Secure

printing default

for Follow-You Printing as configured in System Manager > Configuration > DRE/DRC and

Follow-You Printing.

If the Secure printing default is configured as Enabled (or Disabled), and the physical device displays New queue: use default, the newly created print queue is set to Enabled (or Disabled) accordingly.

• New queue: enabled – secure document release is enabled on the newly created print queue.

If the physical device displays New queue: enabled in the Secure printing column, then the newly created print queue is set to Enabled.

• New queue: disabled – secure document release is disabled on the newly created print queue.

If the physical device displays New queue: disabled in the Secure printing column, then the newly created print queue is set to Disabled.

The terminology ‘New queue’ denotes that the setting applies to newly created print queues that are defined automatically.

You can change the secure printing settings of physical devices or print queues, and apply these changes to more than one device at a time. For example, you can select multiple devices and set the secure printing value to New queue:enabled, which in turn sets any newly created print queues for the specified devices to Enabled.

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Physical Devices

A physical device is the piece of hardware that performs the print, copy, scan, or fax. Equitrac Office and Express 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 to track printed documents sent to the device. The port 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.

Physical Device Configuration Workflow

The workflow for configuring physical devices within Equitrac Office and Express is quite simple:

If it is a new device, use the Operating System’s Add Printer functionality to create the printer definition to use a standard Windows printer port.

The print queue is created automatically the first time a user prints to the device.

The first time a user prints to the device, the device contacts DRE, then the print queue is created automatically.

However, to register the device immediately, send a test job the printer yourself to force the registration to occur within the Equitrac database.

Verify the device in System Manager.

Open System Manager, and switch to Devices. Within 30 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.

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 Add Printer wizard on a print server, Equitrac Office and Express 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 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 or Express is licensed, a job is printed to the printer or the DRE service is restarted, which registers the devices and populates System Manager.

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To manually add and configure a physical device, do the following:

In System Manager, select Devices in the left pane.

Select Add physical device under Current tasks, or right-click anywhere in the right pane and select Add physical

device

from the menu.

Enter a Name, Hostname or IP address, and Description for the physical device.

Select the appropriate Manufacturer and Model for the physical device from the drop-down lists.

Enter Monthly volume, Speed (in pages per minute), and descriptive location data in the appropriate fields.

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 color is printed.

Configuring SNMP Communication

on page 104.

The device Type displays Physical device.

The Hardware address automatically displays when the device contacts DRE.

Click the Pricing button to assign price lists to jobs output from this device’s print queue. See

Configuring Price

Lists

on page 269 for pricing details.

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Click the Output Options button to configure the Port settings and Print driver assignments.

a b c

Select one of the following Port settings:

• Set the Protocol to Raw and the Raw port number to 9100. This is the default setting.

• Set the Protocol to LPR and enter an LPR queue name for the device.

• Set the Protocol to IPP and enter the IPP URL for the device

Enable

or Disable the Notification page. This determines if users are notified when print errors occur on this

port. See

on page 250 for more details.

Enable

or Disable the Hardware Page Counting (PJL). This option only applies to PJL compatible devices, and only when the Protocol is set to RAW.

When enabled, if the user cancels printing mid-job or there is a printer error, Equitrac combines the information from the Datastream Interpreter (DSI) and the PJL page count to determine accurate page counts and document details. When disabled, Equitrac uses only the DSI page counting method configured at the physical device level.

NOTE: Enabling PJL support may reduce the throughput speed of the device.

d e

Select the Workstation Routable option in order for all Windows DRCs to render I-Queue jobs locally and send the jobs to the MFP.

Select this option only if every DRC can communicate with the physical device. If this option is not set, the

Windows DRCs renders the job only if a local print queue exists, otherwise the job is pulled to a remote DRE for printing. This option has no effect for DRE.

Enter the Proxy IP address of an alternate destination printer to accept print jobs not sent to the primary physical device provided in the The Hostname/IP address field in the Physical device summary dialog box.

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Chapter 2: Managing Devices

f g h

Enter the name of the Separator page, including the .sep file extension, in order to print a specific 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 78.

Select the Compression Format for the print job (None or GZIP).

• GZIP compression allows devices that are capable of printing GZIP compressed files to receive the print jobs from DRE.

Select a Compression Level (Default, Best or Fast) for the print job. The least compression results in a faster transfer speed from DRE to the device. The more the file is compressed, the longer it takes to transfer.

• Default – high compression at slower than the fastest transfer speed.

• Best – highest compression at the slowest transfer speed.

• Fast – least compression at the fastest transfer speed.

NOTE: When using GZIP compression, ensure that the Print compressed data setting is enabled at the MFP.

j i

Set the following Print driver assignment:

• Select the OS version Driver package from the drop-down list. This is the print driver package containing the driver INF file.

• Select the OS version Driver name from the drop-down list. This is the name of the driver from the INF file associated with the MFP model. The INF file can contain multiple driver names.

See

Setting up the Print Driver Repository

on page 307 for managing print drivers.

Click OK to close the Output Options dialog box.

Set the Release Behavior options. Leave the default setting unless you are setting up Print pull groups. See

routing rule, the rule is applied. See

on page 299 for details.

Change the Settings, as required:

Physical Device Settings

Rule Set

Print language

Track mailbox & proof printing

Tracking behavior

Description

Apply a routing rule to jobs that are sent to this device. If the job attributes match the

on page 323.

Change the default printer language settings that are used by this device.

Select At output time when printing is being tracked by a printer port or DRC.

Select At send time when printing is being tracked locally by polling the device for print activity.

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.

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Physical Device Settings

DME server

Secure printing default

Description

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

Select System default to use the global secure printing default for new devices and existing physical devices on upgrade.

Select Enabled or Disabled to override the system default setting for individual or grouped physical devices.

NOTE: By default, new physical devices that appear in System Manager are tracked in the Equitrac database, and

pull a device license. If you do not want a license associated with a particular device, or do not want Equitrac to track transactions at the device, then set the Tracking Behavior to "Do not track or record print transactions on this device".

Click OK to save the physical device configuration settings.

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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 modify the print queue in System Manager, go to Devices and select Standard View. Expand the physical device and select the queue you want to modify.

In the Print Queue Summary dialog box, you can set these options:

Option

Description

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.

Personal queue Select the Personal queue checkbox to allow users with delegates assigned to them to print private documents to a separate print queue device. Jobs sent to the personal queue do not appear on the delegate’s print list.

Pricing 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

on page 269.

Secure Printing 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

on page 296.

Rule set

Billing popup

Select the set of Routing Rules that you want to apply to this queue. Rules can hold, release, restrict access to, redirect jobs, reprice jobs, etc.

You must create rules before they appear in this list. See

User Workstations must run the Client Billing feature to use this option. See

on page 328.

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.

Adding and Configuring Embedded Devices

on page 185.

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Editing and Removing Devices

You can edit the properties of a physical device, print queue, embedded device, control terminal or I-Queue at any time. Changes can be made to more than one device at a time. For example, if you want to set secure printing on all queues, select the queues, then set secure printing on all devices at once.

When multiple devices are selected, the summary dialog box opens and disables any properties that are not shared among the devices. For example, the Name and Hostname/IP address fields are blank in the dialog box and are not editable. If the settings on the devices do not match, Equitrac Office and Express displays the lists and options as empty fields. You can edit these fields, which in turn changes the field on every selected device, or leave the option

“empty” to keep the existing settings.

A device can be deleted at any time, however it must also be deleted from any Release Stations (if applicable). In

System Manager, right-click the device, and select Delete from the list. If the device was tracked using DME, it no longer appears in the DME console.

Deleted devices cannot be re-added to the database as the same device. The database assigns a unique identifier to each device, and a record of the device is kept in the database even after the device is deleted from System Manager. If you delete a device and need to re-add it, you must choose a unique device name.

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Configuring Language Sets

Language sets can be configured in System Manager and applied to specific devices. If the device does not support any of the languages within the applied set, then the device displays the default language determined by the localization settings on the DCE server that the device is connected to. Additionally, if no language set is defined for a specific device, the default language is used.

Language sets are not applied globally, and individual devices can be configured to have a different default language, and language set.

To configure language sets in System Manager, do the following:

In System Manager, go to Configuration > Configuration sets > Language sets.

Click Add to open the Language configuration set dialog box.

Enter a Name and Description for the language set.

Select the desired languages and set a Default language.

Optionally, click the Add Language button to modify the list of available languages.

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Select a Language resource from the drop-down list.

Select a Language from the list of additional languages within the Language resource, and click OK.

Each Language resource contains a list of languages supported by that resource. The list is populated by the XML strings located in C:\Program Files\Equitrac\Office or Express\Accounting Service\Redist\DCEResources. If the Language resource XML string does not contain more supported languages than the 6 default languages, then the resource’s Language drop-down list is empty.

NOTE: Languages can only be selected on at a time. Multiple language selection is not available.

Click OK to save the Language set.

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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.

Using System Manager > Devices, you can manually add and associate an embedded device with a single physical

device. See

on page 58 for more information.

In addition to the product licenses (including DCE), one embedded device license is required for each manufacturer device.

Supported Manufacturer Device Types

Device type

Canon MEAP

Fuji Xerox

Fuji Xerox ECSP

HP LaserJet

HP OXP

Konica Minolta

Kyocera

Lexmark

Oce

Rioch PCC3, PCC4, PCC5

Samsung-XOA-E

Samsung-XOA-Web

Sharp OSA

Xerox EIP, JBA

Xerox ECSP

Description

Supports Canon MEAP iR and iR-ADV devices

Supports Fuji Xerox APEOS devices

Supports Fuji Xerox devices with ECSP features

Supports HP LaserJet devices

Supports HP Open Extensibility Platform MFP devices

Supports Konica Minolta devices

Supports a range of KM and CS devices

Supports a range of Lexmark devices

Supports a range of Oce devices

Supports a range of Aficio devices

Supports a range of Samsung XOA devices

Supports a range of devices via the Samsung Web platform

Supports a range of AR and MX devices

Supports Xerox devices with EIP & JBA features

Supports Xerox devices with ECSP features

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Configuration Options

The configuration options are under System Manager > Configuration > Devices > Embedded devices.

To configure system-wide tracking properties for each device type, select the desired embedded Device type from the drop-down list, and then click the Tracked activities link to open the list of available tracking options. These options can be overridden at the physical device level. All devices have the same Tracking activities options. Tracking activities is the only configurable option for Canon MEAP, HP LaserJet, Konica Minolta, Oce, Kyocera, and Sharp OSA. See

Manually Adding and Configuring a Physical Device

on page 47 for more information.

Do not select the Print option if you plan to track printing via a server-based printer port or workstation-based

Equitrac direct IP printing.

Additional configuration information for each embedded device type is listed below:

• Canon MEAP – refer to Equitrac Embedded for Canon MEAP 1.4 Setup Guide or Equitrac Embedded for Canon

MEAP 2.0.x Setup Guide

• Fuji Xerox – refer to Equitrac Embedded for FujiXerox Setup Guide

• Fuji Xerox ECSP – refer to Equitrac Embedded for FujiXerox ECSP Setup Guide

• HP LaserJet – refer to Equitrac Embedded for HP LaserJet Setup Guide

• HP OXP – refer to Equitrac Embedded for HP OXP Setup Guide

• Konica Minolta – refer to Equitrac Embedded for KonicaMinolta Setup Guide

• Kyocera – refer to Equitrac Embedded for Kyocera Setup Guide

• Lexmark – refer to Equitrac Embedded for Lexmark Setup Guide

• Oce – refer to Equitrac Embedded for Oce Setup Guide

• Ricoh PCC – refer to PCC3 Setup Guide, PCC4 Setup Guide or PCC5 Setup Guide

• Samsung XOA-E– refer to Equitrac Embedded for Samsung XOA-E Setup Guide

• Sharp OSA – refer to Equitrac Embedded for SharpOSA Setup Guide

• Xerox EIP – refer to Equitrac Embedded for Xerox EIP Setup Guide, or Equitrac Embedded for Xerox EPA-EIP Setup

Guide.

• Xerox ECSP – refer to Equitrac Embedded for Xerox ECSP Setup Guide

• Xerox JBA – refer to

Xerox JBA Device Configuration

on page 60

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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 and Express. For some manufacturers, the embedded device is automatically added during configuration of the MFP to communicate with DCE.

Select a physical device in the right pane, then select Current tasks > Add embedded device. Alternately, you can right-click on a physical device in the right pane and select Add embedded device from the menu.

NOTE: The layout and options available on the Embedded device popup vary from device to device. Refer to the

manufacturer-specific embedded guide for the list of available options and setup instructions.

The Type is set to automatically match the manufacturer of the physical device.

Enter a Name for the embedded device. This is a required field, and an error message appears prompting to specify a device name if you click OK without naming the device.

The Description for the embedded device is automatically populated with the physical printer’s name. This can be changed as desired.

The Server defaults to the current DCE host. Change the server, if necessary, by selecting another server from the drop-down list.

The Serial number and Version fields fill automatically once communication is enabled.

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.

on page 269 for details on configuring price lists. See

290 for details on working with departmental pricing in Equitrac Express. See

on page 366 for details on generating reports containing secondary price list data.

NOTE: Select the default price list to configure the embedded device to use the price list for the associated device. If

you select an alternate price list for the embedded device, the embedded device price list overrides the device setting.

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For Xerox and Fuji 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.

Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

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Xerox JBA Device Configuration

Xerox job-based accounting (JBA) captures and records job information at the device, and sends it to the server for approval. When configuring JBA, ensure the device has a static IP address on the server that hosts the Equitrac DCE service. For information on configuring the devices on your network, refer to your Xerox device documentation.

JBA-Supported 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, and HTTP installed and enabled 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 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 Xerox embedded device, configure the 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.

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 and Express must convert all account codes to uppercase before uploading to

Xerox devices, and you must enter authentication data in the Xerox print dialog box 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.

The Network Accounting Configuration >

Authentication option must be enabled.

Notes

Equitrac Office and Express does not support the Internal Auditron authentication method. When you set the authentication mode on the device, ensure you select the Network Accounting option.

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.

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Device and Print Driver Configuration Notes

Installed Xerox print drivers must have the

Accounting option enabled for each printer to prompt users for user and account ID prior to printing.

The location of the Accounting option in the Xerox print driver dialog box 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 dialog box. 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 (un-billable) 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.

When tracking print jobs through the controller interface, installed Xerox printer connections must use Windows Port Monitors.

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 port monitor. Both the port monitor and the controller interface track the print job.

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VPSX Devices

Equitrac Office and Express support integration with LRS VPSX print output management using VPSX PersonalQs through Equitrac’s embedded devices and PageCounter terminals. Multiple VPSX PersonalQs can be assigned to a device, and the user can simultaneously release jobs that are held in the Equitrac secure print queue as well as jobs which are held on PersonalQs. Although multiple PersonalQs can be assigned to an Equitrac device, only one external print queue device can be assigned per device.

In addition to the Equitrac Office and Express product licenses, one External Data Sources license is required for each

DCE that talks to an LRS server. The EQLRSVPSXImport.exe utility used to import transactions from LRS also requires an External Data Sources license.

Preparing for VPSX Integration

In order for Equitrac Office and Express to communicate with VPSX, the LRS VPSX COM API must be installed on each DCE that communicates with an LRS server.

Open a web browser, and go to the LRS website at http://www.lrs.com/EOM/ics/login.aspx

Run the installation file on each DCE that communicates with an LRS server. The C:\lrs\LAN\Install\

VPSX_for_Windows

folder is created.

Run either the VPSXAPIINST64 (64-bit) or VPSAPIIINST (32-bit) executable file to open the VPSX Window

API InstallShield Wizard.

When installed, the files are placed in C:\Program Files\lrs\VPSX _Windows_API.

After installation, the VPSX server root directory (C:\lrsroot\vpsxroot) is created containing the PullPrintHosts file. Edit the file to add the DNS names or IP addresses of the Equitrac servers which issue COM requests to VPSX.

Equitrac Office and Express can now communicate with VPSX using the LRS VPSX COM API.

Configuring a VPSX Device

Use the System Manager > Devices link to add a VPSX device to a physical device in Equitrac Office and Express.

Right-click on a physical device in the right pane, then select Add external print queue device from the menu.

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Enter a Name for the VPSX device.

The Server defaults to the current DCE host. You can select a different server from the drop-down list.

Select VPSX from the Type drop-down list.

Enter the Destination printer URI. This information is provided by LRS, indicating the server name, port, and location on the server.

Click Add to open the Add URI dialog box.

Enter the URI to identify the location of the PersonalQ where jobs are held in VPSX, and click OK. This information is provided by LRS. Optionally, you can click Add again if you want to access more than one

PersonalQ.

Click OK to save the configuration.

Import LRS Transactions

The EQLRSVPSXImport.exe utility imports transactions from LRS. Equitrac Office and Express installs this utility by default on the accounting server in the Program Files\Equitrac Office or Express\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 and Express 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:

192.168.96.179, jdoe, doc123, 2010/06/24T10:12:10, XXX, 5, y, n, XXX, A4,XXX, XXX,

1a1b1c1d1e

User Workflow

To release print jobs held in the user’s VPSX PersonalQ(s), do the following:

The user sends a print job to a VPSX configured MFP. The job is held in the PersonalQ until it is released.

The user logs into an Embedded device or PageCounter terminal, and accesses the Follow-You Printing function.

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: If the Print & Save option is selected when releasing print jobs using the VSPX PersonalQ at specific MFPs, then

the job is saved in the print queue for 24 hrs.

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InfoPrint Manager Devices

Equitrac Office and Express support integration with InfoPrint Manager print output management using secure external print queues through Equitrac’s embedded devices and PageCounter terminals. In addition to the Equitrac

Office and Express product licenses, one External Data Sources license is required for each DCE that talks to an

InfoPrint Manager server.

Configuring User Authentication for InfoPrint

Before adding and configuring the InfoPrint device in Equitrac Office and Express, some LDAP setup is required.

In System Manager, go to Configuration > Security and authentication > External authentication.

In the External authentication window, select the LDAP checkbox, and do the following: a b

Enter the host LDAP Server name.

Enter the Port number used by the LDAP server.

f c d e

Select any LDAP lookup Type from the drop-down list.

Select Force SSL to use SSL (Secure Socket Layer) encryption.

Select Use LDAP version 3 to use LDAP 3.

Select Direct bind as the Authentication method.

g h

Enter the LDAP DN Prefix (e.g. CN=admin) and DN Suffix (e.g. ,O=equitrac) to be placed, respectively, before and after the supplied user ID for simple authentication against LDAP.

Select your User ID modification method. If the user ID has the format of an email address, this setting allows the email domain to be removed.

Click OK to save the settings.

Ensure that the user can be authenticated via LDAP. Refer to

Configuring LDAP Synchronization

on page 224 for

details on LDAP synchronization.

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Configuring an InfoPrint Manager Device

Use the System Manager > Devices link to add an InfoPrint device to a physical device in Equitrac Office and

Express.

Right-click on a physical device in the right pane, then select Add external print queue device from the menu.

Enter a Name for the InfoPrint device.

The Server defaults to the current DCE host. You can select a different server from the drop-down list.

Select InfoPrint from the Type drop-down list.

Click Add to open the Add URI dialog box.

Enter the URI to identify the location of the InfoPrint Manager server, and click OK.

URIs are in the format https://server:port/ipmnx or http://server:port/ipmnx depending if SSL is used or not.

For example:

• SSL enabled URI is https://server:port/ipmnx (https://<ipm_server_name>:14443/ipmnx )

• Non-SSL URI is http://server:port/ipmnx (http://<ipm_server_name>:14080/ipmnx

)

Optionally, you can click Add again if you want to access more than one URI.

Click OK to save the configuration.

NOTE: Although multiple InfoPrint Manager servers can be assigned to an Equitrac device, only one external print

queue device can be assigned per Equitrac device.

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User Workflow

To release print jobs through the InfoPrint external print queue, do the following:

The user sends a print job to a InfoPrint configured Equitrac device. The job is held in the InfoPrint print queue until it is released.

The user logs into an Embedded device or PageCounter terminal, and accesses the Follow-You Printing function.

The user selects and releases the job(s) from the InfoPrint print queue.

NOTE: Although multiple InfoPrint Manager servers can be assigned to an Equitrac device, users can only release jobs

from one InfoPrint server at a time. U sers can only print or delete documents through an InfoPrint device, they cannot save documents in the InfoPrint print queue. Once a document is printed, it is automatically deleted from the print queue.

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I-Queues

I-Queue solves printing challenges by providing a single print queue for every user and every printer. When submitting a print job you can setup and use the following printing mode options:

• The I-Queue printer for secure printing via a single Follow-You Printing queue where all printers are combined into a single pull group. The I-Queue holds print jobs sent to the I-Queue printer from a user workstation. This

I-Queue method only supports secure printing and holds print jobs until the user releases them at a networked printer via Follow-You Printing.

• Direct printing via the I-Queue direct printer that enables you to print directly to a printer (without printer driver installation and authentication or a Follow-You-Printing queue at a printer) in a simple and straightforward method.

• Both of the above methods.

There are no pull group restrictions when using the I-Queue print option. Rules and price lists can be applied to the I-

Queue for all associated print jobs.

Creating an I-Queue

Use the System Manager > Devices link to create an I-Queue in Equitrac Office and Express.

Right-click the Devices pane, and select Add I-Queue from the menu. The I-Queue summary window appears.

Enter a Name and Description for the I-Queue. The device Type displays I-Queue.

Select a Printing mode from the drop-down list:

• I-Queue: Prints to a general queue.

• I-Queue Direct: Prints to a printer directly without any pre-installed printer driver. Extra steps are not required to release print jobs.

• Both I-Queue and Direct (default): Uses both printing modes.

Click Pricing to configure pricing at the I-Queue level. A default price list, a primary and optional secondary price

list can be applied to an I-Queue. See

Select a printing Rule set for the I-Queue. See

on page 269.

Manager) Optionally, you can force a synchronization to roll out immediate updates. See

on page 328

Click OK to save the I-Queue configurations.

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I-Queue Printing Mode Methods

"I-Queue" Mode Method

The I-Queue is a single Follow-You Printing queue where all printers are combined into a single pull group. The I-

Queue that holds print jobs sent to the I-Queue printer from a user workstation. The I-Queue only supports secure printing, and holds print jobs until the user releases them at a networked printer via Follow-You Printing.

"I-Queue" Mode Method Printing Workflow

After I-Queue printing has been enabled on the print server and the I-Queue feature of the Workstation Client is installed, the workstation client installs a new printer named I-Queue after a DRC cache update (either manual or automatic). This I-Queue printer uses I-Queue Printer Port and Nuance Universal Print Driver and appears in the

Windows built-in printer list. This way users can print to the I-Queue printer on their workstation and release their jobs at any system-configured printer.

To release print jobs through an I-Queue printer, do the following:

The user prints to the I-Queue printer on their workstation. They do not have to select a destination printer.

The user authenticates at any system-configured printer on the network and releases their documents via Follow-

You Printing. The job is held in the I-Queue until it is released.

NOTE: Equitrac identifies the selected printer and ensures that the native print driver for that printer is installed on

the user’s desktop.

The user has the option to force monochrome or force duplex at the printer before releasing their documents.

The user then collects their print jobs and logs out of the printer.

"I-Queue Direct" Mode Method

I-Queue Direct enables you to print directly to a printer (without driver installation and authentication or Follow-

You-Printing at a printer) in a simple and straightforward method.

"I-Queue Direct" Mode Method Printing Workflow

After the I-Queue Direct printing has been enabled and the I-Queue feature of the Workstation Client is installed, the workstation client installs a new printer with name I-Queue Direct after a DRC cache update (either manual or automatic). This I-Queue Direct printer uses I-Queue Printer Port and Nuance Universal Print Driver and appears in the Windows built-in printer list.

To release print jobs through an I-Queue Direct printer, do the following:

The user prints to the I-Queue Direct printer on their workstation.

The I-Queue Direct Printers pop-up window appears with a list of printers configured for I-Queue printing with associated I-Queue Port in Equitrac System Manager.

NOTE: Your recently used printers are displayed first in the list. This way you can easily select a printer you find next

time.

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When searching for a printer, you can specify associated attributes (for example, color, name or model) in a field in order to filter the list of the printers with the available printer properties.

(optional) The system administrator can provide a printing info sheet next to the printer with a printer code. This way, if you have the printer code, you can type this in the I know my printer code field instead of browsing in the printer list.

Select a printer and click OK.

Additional steps are not required as print queues are not available in this printing mode. The user then collects their print jobs.

Creating an I-Queue Printer

The I-Queue printer is auto-created on the DRE print server when the DRE I-Queue feature is installed using the

Equitrac Office or Express Installer, or on a client workstation when the DRC feature is installed using the Equitrac

Office or Express Client Installer. If the I-Queue is added in System Manager before installing the DRE I-Queue feature, or installing DRC, then the I-Queue printer immediately appears in the Windows built-in printer list after you have run the installation. If the I-Queue is added after DRC/DRE is installed, the I-Queue printer does not appear on the client workstation until DRC/DRE synchronizes its cache with CAS. After the I-Queue printer has been added and the appropriate print drivers have been associated in System Manager with the available networked printers, then the user can send jobs to the I-Queue printer on their workstation and release their jobs at any system-configured printer.

NOTE: The I-Queue is not installed by default, and this feature must be selected when installing DRE on a DCE server

to use with Web Release. The I- Queue printer needs to be set as the default printer for jobs submitted though Web

Release.

Depending on the I-Queue printing mode setting at the server side, different printers are available on the workstation client computers:

• I-Queue: Only an I-Queue printer appears in the printers list of Windows.

• I-Queue Direct: Only an I-Queue Direct printer appears in the printers list of Windows.

• Both I-Queue and Direct (default): Both of the above printers appear in the printers list of Windows.

This setting is modified in the I-Queue Properties dialog box in System Manager. The current setting is sent to the

DRC servers at every DRC cache update (Equitrac synchronizes the DRC cache once every 24 hours). After synchronizing its cache, the I-Queue printer is available to use.

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NOTE: The I-Queue printers are created or removed at every DRC cache update based on the selected printing mode

of the server.

However, you can manually force an immediate synchronization by doing the following:

Select System Manager > Software.

Use the Description column to sort the view.

Select one or more DRC workstations, then right-click and select Force cache update from the list.

NOTE: If the I-Queue device is deleted from System Manager, then the I-Queue and I-Queue Direct printers are

removed from the client workstation once the DRC synchronizes its cache with CAS.

Setting Up the I-Queue Printer Share

Users can print from their workstation using the I-Queue printer that is shared on a DRE Print Server.

To share the DRE I-Queue printer on the DRE Print Server, do the following:

Create a DRE printer, and enable secure printing on the queue.

Add an embedded device to the DRE printer and verify that you can print and track through that printer.

On the DRE print server, open the Properties for the I-Queue printer, click the Sharing tab, and select the Share

this printer

checkbox.

Add the I-Queue printer share to the user workstation.

Print a test page from the workstation to the shared I-Queue printer and release the job from any DRE printer to confirm that the test page printed successfully.

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Managed Queues

A Managed Queue is a workstation print queue which is configured and deployed through the Workstation client and managed via System Manager. Managed Queues utilize the vendor specific printer driver and allow all print driver functionality to be available to the user. The workstation client automatically creates the print queue (as configured in

System Manager) and installs and updates the vendor printer driver on the workstation client. The Managed Queue settings are updated on the workstation computers at normal synchronization periods (as configured in System

Managing DRC

on page 24.

Administrators can setup an environment with similar devices using one common printer driver. This allows for one common queue to be automatically installed on all workstation computers without any further configuration.

Additional Managed Queues can be setup for different groups of devices using different printer drivers. This functionality simplifies the deployment of print queues to workstations and allows the use of standard print queues to be easily maintained in the environment.

Pull groups are used to filter which MFP can release the jobs sent to a Managed Queue. Pull groups can be set for a

Managed Queue and print jobs can be released on any MFP within the pull groups assigned to the Managed Queue.

Pull groups are needed as print jobs from one vendor may not be compatible with other vendor’s devices, and care

should be used in selecting which print drivers to use. See

more than one Managed Queue can be assigned to the same pull group, and See

Configuring a Managed Queue

Use the System Manager > Devices link to configure a Managed Queue in Equitrac Office and Express.

Right-click a device, and select Add Managed Queue from the menu. The Managed Queue summary window appears.

Enter a Name for the Managed Queue as it will appear on the workstation computers.

Select a Pull group from the drop-down list. More than one pull group can be assigned to a Managed Queue, and

Select a printing Rule set for the Managed Queue. See

optional secondary price list can be applied to a Managed Queue. See

on page 328.

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Click Pricing to configure a printing pricing at the Managed Queue level. A default price list, a primary and

associated with the MFP model. The INF file can contain multiple driver names.See

on page 269.

For Equitrac Express, there is an optional Departmental Pricing selection that can be set for a Managed Queue.

a b

Select Print from the price list Type drop-down list.

Select a Department from a drop-down list. The list does not contain the departments already selected for another departmental price for the current Managed Queue.

Select a Price list from a drop-down list.

The Add option is not available if all existing departments are already added to the list. If a price list is deleted, all departmental pricing items are also deleted where the price list is set. If a department is deleted, all departmental pricing items are also deleted where the department is set.

NOTE: If the departments are not available in the system, Departmental Pricing is disabled.

Set the following Print driver assignment:

• Select the OS version Driver package from the drop-down list. This is the print driver package containing the driver INF file.

• Select the OS version Driver name from the drop-down list. This is the name of the driver from the INF file

Setting up the Print

Driver Repository

on page 307 for managing print drivers.

NOTE: If the Managed Queue does not have valid driver assignment for the target OS, the print queue is not created

on the workstation computer.

• Copy drivers from device: The printer driver assignments of an existing device can be copied for easier configuration. Only devices in the same pull group for the Managed Queue are listed the drop-down list.

Click OK to close the Managed Queue summary dialog box.

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Workstation Devices

Workstation devices are printers that Equitrac Office and Express track using the Desktop Printing feature, which is available as part of the Equitrac Office or Express 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

on page 317.

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 and Express 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 and Express.

Switch to Workstation View.

Click a workstation link to open the Workstation summary dialog box.

Enter a Name and Description for the workstation device.

The Server field displays the local print server.

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.

on page 269 for details on configuring price lists. See

on page 366 for details on generating reports containing secondary price list data.

NOTE: Price lists are typically assigned to the workstation device’s port or print queue. Equitrac Office and Express

first checks for a workstation device’s print queue price list that matches the requested print job. If none is found,

Equitrac looks for a workstation device’s port price list matching the print job. If none is found, Equitrac looks for a price list assigned at the workstation device level that matches the print job. See

Assigning Price Lists

on page 287.

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 45.

Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

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Managing Custom Groups

Devices can be grouped together to suit the needs of your organization. For example, you can group devices by physical location, manufacturer, department, or output and finishing options (such as color, paper size, duplexing).

Grouping devices requires that you first create custom groups based on those criteria, then add your devices to the appropriate group.

Creating Custom Groups

To create custom groups, do the following:

Select System Manager > Devices.

Click the Custom group view tab to see a list of devices.

Right-click Ungrouped devices in the right pane and select Manage custom groups from the menu.

In the Manage groups dialog box, enter a name for the group and click Add.

Repeat as required to add all desired groups.

Click OK to add the groups to the Custom group view.

Assigning Devices to Custom Groups

To assign devices to custom groups, do the following:

Select System Manager > Devices.

Click the Custom group view tab to see a list of devices.

Right-click on the desired physical and select Assign to custom group from the menu.

In the Assign to group dialog box, select a group name to assign the device to and click OK. Alternatively, you can drag-and-drop ungrouped devices into a group within the right pane.

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Configuring eCopy ShareScan

Equitrac Office and Express support scan tracking on eCopy ShareScan using the Cost Recovery Connector protocol versions 2 and 3. When integrated with Equitrac Office and Express, 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 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 DCE.

The eCopy client may be a part of an MFP (ShareScan 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 Server can manage up to 100 clients. However, if implementing the ScanStation solution, one ScanStation server is required per client. Both scenarios are depicted in the diagram below.

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eCopy Prerequisites

Login to the ShareScan Server administration and configure the following properties specifically for Equitrac Office and Express:

• 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 server and the

DCE service

Configuration Prerequisites

The following prerequisites must be met prior to configuring eCopy within Equitrac System Manager:

• The MFP is connected to the network and is registered in Equitrac Office and Express. Refer to

Physical Device

Configuration Workflow

on page 47 for instructions.

• An eCopy compatible embedded device has been added. Equitrac Embedded for Canon MEAP, HP LaserJet,

Konica Minolta, Kyocera, Ricoh PCC, and Sharp OSA are compatible.

• An External Data Sources 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 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 285.

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To configure eCopy in System Manager

Open System Manager and click Devices in the left pane.

Right-click on the MFP you want to configure for scan tracking, and select Add embedded device from the menu.

Select eCopy from the Type drop-down list.

In the eCopy ShareScan options dialog box, complete the following fields:

Option

Name

Description eCopy server eCopy version

Embedded

(ShareScan) IP

Server

Server port

Description

Enter a name for this instance of eCopy

Type a description if necessary

Enter the IP Address of the ShareScan Server

This is the protocol version of the Cost Recovery Connector

This is the IP address of the parent physical device (editable)

Settings

Select the DCE server

Defaults to port 9325 and must mirror the port defined on the eCopy ShareScan server for communication with the DCE server. If the port is different on the ShareScan 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 server is established

This key is supplied by eCopy for the version 3 protocol TripleDES

Encryption Key

Send password When Equitrac communicates with ShareScan through the Cost Recovery protocol, determine whether password should be or not sent to ShareScan. Choose between Yes (default) and No.

Click OK to save the changes.

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Setting up a Print Separator Page

You can create a separator page on each device queue that is managed by a DRE Print Server. The separator page is printed before each released print job on the device. Equitrac Office and Express separator pages are compatible with standard Microsoft separator page logic, and also provide Equitrac-specific escape codes. If you have an existing separator page, copy it in to the Program Files\Equitrac\Office or Express\Separator Pages folder on the DRE server, and make modifications to include Equitrac Office and Express specific information.

If you experience problems with a separator page, remove the Equitrac 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 and Express.

On the DRE server, open Program Files\Equitrac\Office or Express\Separator Pages\pcl.sep in any text editor.

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 the '@' symbol as the escape character if you want the '@' symbol to appear anywhere on the separator page (within an email address, for example).

Enter the escape codes for the functions you want to print on the separator page. See

Separator Page Escape

Codes

on page 79 for a complete list of codes and their corresponding results.

Save the file using a new name with a .sep extension in Program Files\Equitrac\Office or Express\Separator

Pages.

To apply the separator page, open System Manager > Devices, select the physical device from the list, and then click the Output Options button on the Physical device summary screen to open the Output Options screen.

In the Separator pages field, type the name of the separator page, including the .sep file extension.

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Separator Page Escape Codes

\Q\b

\Q\c

\Q\n

\Q\q

Escape Code

\Fpathname

\Hnn

\Wnn

\B\S

\B\M

Result on the Separator Page

Prints the user name

Prints the job number

Prints the date was printed

Prints the time the job was printed

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

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.

Turns off block character printing

Prints the text in single-width block characters

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.

Skips a variable number of lines (represented by n) from 0-9 lines

Prints the text in double-width block characters

Prints the @ 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

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The following example shows the contents of the default pcl.sep page and the result when the separator page is printed.

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Configuring Default Media and Color Settings

Default media size and color settings for printer output can be configured in System Manager. Industry standard media sizes are available (e.g. Legal, Letter, Statement, A3). Select Color or Monochrome as the output default for printers if the type is not detected by Equitrac Office and Express.

NOTE: This is only applicable to copies recorded by Equitrac control terminals. For information on control terminals,

see

on page 122. This is not applicable when an enhanced copy control

cable is used to connect the control terminal to the copier.

To configure default settings, do the following:

In System Manager, go to Configuration > Devices > Defaults to open the Defaults dialog box.

Select a Media size from the drop-down list.

Select Color or Monochrome from the Monochrome settings drop-down list.

Select Yes or No from the Track Twin/Mono Color as Black and White drop-down list. When "Yes" is selected, any single-color (mono) or two-color (twin) job is tracked and charged as Black and White. When more than two colors from the CMYK color model are used, the jobs are charged as color.

Click OK to apply the defaults.

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Hardware & Interface Support

Equitrac Office and Express support specialized hardware units, printer interfaces, and print job languages. You can configure your Equitrac Office and Express 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 box in

System Manager and select the appropriate manufacturer and model from the drop-down lists.

Printer Support for PageCounters

Printer support varies based on the selected PageCounter. The following subsections describe the types of hardware drivers that each PageCounter 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. The information from the PJL page counter and the Datastream Interpreter (DSI) are combined to determine accurate page counts and document details.

Data Stream Interpreters

The Datastream Interpreter (DSI) handles 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.

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• 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.

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• Kyocera Prescribe Page Interpreter

The Kyocera Prescribe page interpreter supports all Kyocera 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

PostScript

PCL3, PCL4, PCL5

PCL6

HP-GL/2, HP RTL

Ricoh IPDL-C

Kyocera Prescribe

HP PPA

—

Support for

Color/Page size

Notes

The Datastream Interpreter requires CPU time on the print server because it examines print data on the way to the printer.

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Interpreter

Canon BJ, IBM

ProPrinter

Canon GARO P

Canon UFR and UFR II P

Epson ESC/Page —

Support for

Color/Page size

—

Epson ESC/P

Genicom

Text

—

Notes

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.

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Pay Station Deposit Center

Pay Station Deposit Center is an Equitrac-supplied hardware unit that enables Equitrac Express users to add value to their network accounts to pay for print and copy transactions.

The Pay Station Deposit Center requires users to enter an account number and a password, if configured in Accounts

Manager. When a user inputs this account information, the Pay Station Deposit Center contacts Equitrac to verify the account and obtain an account balance. Upon successful verification, the terminal accepts currency until the user either ends the transaction or reaches the maximum value for the account. Equitrac then credits the user’s account by the appropriate amount, and makes the additional funds available to the user for performing print or copy transactions within the Equitrac Express environment.

NOTE: Each Pay Station Deposit Center unit requires a dedicated External Data Sources license, as Equitrac does not

recognize unlicensed terminals.

Pay Station Deposit Center users require standard Equitrac Express user accounts, as configured in Accounts

Manager. When creating accounts for your Pay Station Deposit Center users, be aware of the following considerations:

• Accounts Manager enables you to assign a primary personal identification number (PIN) and a secondary PIN. In a Pay Station Deposit Center account, the primary PIN acts as the account number, and the secondary PIN acts as the password.

• When assigning secondary PINs, use numeric values only. You also have the option of assigning blank PINs.

• If your Pay Station Deposit Center terminals are equipped with bar code readers, the primary PIN can use both alpha and numeric characters. If the terminals do not have bar code readers, the primary PIN can contain numeric characters only.

• If your Pay Station Deposit Center terminals are equipped with magnetic stripe readers, ensure that you enter the appropriate string for your primary PINs. The Control Terminal Configuration settings within Equitrac Express determine which positions on the magnetic stripe contain the PIN. For example, these settings may dictate that user account PINs start at position 3 and end at position 11. To verify these settings, open System Manager, select

Configuration

in the left pane, then click Control terminals in the right pane.

CAUTION: Do not assign a primary PIN of 951, because this code initiates Command Mode on the terminal which

prevents users from logging in to the terminal.

For more information on Control Terminal Configuration settings, see

Using Control Terminals

on page 119. For

information on using or configuring the Pay Station Deposit Center terminals, see the Pay Station Deposit Center

Setup and Installation Guide.

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Campus Card Interface

Equitrac and a Campus Card system is the Campus Card interface.

NOTE: Equitrac Express currently integrates with Blackboard, CBord Odyssey, CBord CS Gold and Valuecard interfaces.

Additionally, any system can be integrated with some development work using the Campus Card API, as described in the Campus Card API Reference Guide.

Equitrac Express users can authenticate themselves as valid Campus Card account holders at PageCounter terminals,

PageControl Touch terminals or embedded devices, make copies, release jobs, and pay for these services in real time directly from their Campus Card accounts. Release Station and Web Release Station offer the same capabilities, except

for making copies. See

PageCounter Troubleshooting

on page 134 for details.

To use a Campus Card system, you must obtain a valid Campus Card Connector license.

You can configure CAS to cache Campus Card IDs, tender keys (if available) and transactions when the Campus Card system is offline. CAS stores offline transactions while the Campus Card system remains unavailable. When the

Campus Card system is back online, the cost of the offline transactions are applied against the appropriate account

(and tender key).

Configuring a Campus Card Interface

To configure a Campus Cards interface, do the following:

In System Manager, select Configuration > Campus card interface.

NOTE: The following example displays Campus Card interface dialog box of System Manager when Campus Card

interface is not configured.

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The following example displays Campus Card interface dialog box of System Manager when Campus Card interface is selected.

Select a Campus Card interface from the Campus Card System drop-down list.

NOTE: Blackboard IP, Valuecard, CBORD CS Gold and CBORD Odyssey interfaces are already available with Equitrac

Express. If you create and deploy a new interface using the Campus Card API, as described in the Campus Card API

Reference Guide, it is also selectable.

To configure the details of the selected interface, click the Configure... button. A configuration dialog box of the selected Campus Card interface appears. Configuration details of the built-in interfaces are described further below.

If the CBORD CS Gold interface, the CBORD Odyssey interface or an interface created by the Campus Card API is selected, the following additional options are applicable:

Campus card interface option

Charge before copy

Disable server temporarily

Card swipe only

Description

• When enabled, this feature validates account information and charges the user account for a requested copy transaction prior to starting the copying.

• When enabled, this feature disables communication between CAS and the selected Campus Card interface.

• When disabled, this feature disables CAS to upload transactions or validate account data—such as when performing maintenance on the Campus Card system.

• When enabled, CAS uses the selected Campus Card interface only if authentication was performed with swiping a card.

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Campus card interface option

Forward password (if provided)

Description

• When enabled, CAS sends the secondary identifier to the selected Campus Card interface. This option has impact only if the controller or the embedded device client asks for a secondary PIN based on the Secondary prompt option of User

authentication. See

Accounts System Configuration

on page 244.

Select Enable offline account caching to allow users to login when the Campus Card system is offline.

Enter a Maximum offline balance for users while the Campus Card system is offline. The user is refused further activity once the balance reaches zero or the cost of the job exceeds the remaining balance b c

Enter the Account expiry time (in minutes) for how long the user’s offline account is active.

Enter the Transaction posting interval (in minutes, with a 15 minute minimum) for CAS to check if the

Campus Card system is back online and to post any offline transactions.

While the Campus Card system is offline, you can manually check its status, or delete any cached accounts and transactions, using the following options:

• Process cache now – Temporarily overrides the Transaction posting interval to check the Campus Card system status. If the Campus Card system is still offline, the Transaction posting interval resets to the time entered in the field.

• Purge cached transactions – Deletes all unprocessed cached Campus Card transactions.

• Purge cached accounts – Deletes all cached Campus Card accounts.

Select Enable user registration prompt to allow users to register an unrecognized Campus Card for future use.

To complete the card registration, the user is required to login with valid network ID and password. Once the card is registered, the user is able to log in as normal without being prompted for their login credentials.

NOTE: If the user skips card registration (e.g. by entering a blank User name) or if registration fails, then the user can

still log in as normal, however, the user is not able to release print jobs unless they are prompted for a Release Key.

Only a valid Campus Card account (i.e. with available funds) can be associated with a user ID in CAS.

The registration process does not record the Campus Card account number as the user’s Primary PIN. Instead it records it in a separate table in CAS —the same table populated by the CampusCardImport.exe utility. See

Import

Campus Card Account Information

A user may only register one card against their user ID. Registering a new card will overwrite an existing card.

To remove users from the Campus Card mapping table in CAS, do the following:

• Select all from the drop-down list, and click Delete to remove all users.

• Select by user name or by card ID from the drop-down list, enter the associated user name or card ID in the text field, and then click Delete to remove users individually.

A Campus Card Holding Account is created in Accounts Manager after the Campus Card is used for the first time.

This account acts as a system audit log to capture all activity from card swipes.

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Blackboard IP Interface

To configure the Blackboard IP Interface, do the following:

In the Campus Card System drop-down list, select

Blackboard IP interface

Chapter 2: Managing Devices

Click Configure to open the Blackboard IP Interface dialog box.

Complete the following fields:

Option

Host

Disable Server

Enable Encryption

& Encryption key

Details

• IP address or host name of the Blackboard server.

• Equitrac Express confirms the address and displays the port number and interface version.

• When selected, this feature disables communication between CAS and the Blackboard server.

• Disable temporarily when you do not want CAS to upload transactions or validate account data—such as when performing maintenance on the Blackboard server.

• Enable if your Blackboard configuration requires encryption for account data. Provide the encryption key.

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Option

Terminal number

Tender Keys

Details

• Enter a unique terminal number for Equitrac Express.

• Blackboard treats Equitrac Express as an individual terminal. Enter the same number you assigned to Equitrac Express during the Blackboard configuration.

• If your Blackboard configuration uses tender keys, click Add to enter one or more new keys.

• Equitrac Express treats each tender key associated with a FAS account as a separate account when displaying accounts to a user signing on at a terminal. After the user swipes his or her card at the terminal, Equitrac Express checks for a FAS account. If it finds a single account, the user may proceed with printing as usual. If Equitrac Express finds either multiple matching accounts, or an account with tender keys, the terminal displays the matches in a list, and the user can select the appropriate account or tender key.

PINs required • When this option is enabled in combination with the Control terminals > Swipe any campus

card for payment option, then the user is prompted for a secondary PIN after swiping for payment, and the secondary PIN is validated by the Blackboard server.

Charge before copy • When enabled, this feature validates account information and charges the user account for a requested copy transaction prior to starting the copying.

After the configuration is complete, you may import the Blackboard account information into the CAS database.

CBORD Odyssey Interface

To configure the CBORD Odyssey interface, do the following:

In the Campus Card System drop-down list, select CBORD Odyssey interface.

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Click Configure to open the CBORD Odyssey interface dialog box.

Complete the following fields:

Option

Host

Port Number

Terminal number

Vendor

Tender Keys

Details

• IP address or host name of the CBORD server.

• Enter the port number that Equitrac should use to communicate with the CBORD server.

• Enter a unique terminal number for Equitrac Express.

• CBORD treats Equitrac Express as an individual terminal. Enter the same number you assigned to Equitrac Express within the CBORD configuration.

• A unique number assigned to each system console operator. In addition to the terminal number, this allows auditing the performance of each operator.

• If your CBORD configuration uses tender keys, right-click on the table to add or remove tender keys.

After the configuration is complete, you may import the CBORD Odyssey account information into the CAS database. See

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CBORD CS Gold Interface

To configure the CBORD CS Gold interface, do the following:

In the Campus Card System drop-down list, select CBORD CS Gold interface.

Chapter 2: Managing Devices

Click Configure to open the CBORD CS Gold interface dialog box.

Complete the following fields:

Option

Host

Port Number

Use SSL

Terminal number

Provider

Details

• IP address or host name of the CBORD server.

• Enter the port number that Equitrac should use to communicate with the CBORD server.

• Enable to use Secure Socket Layer communication between Equitrac Express and CBORD.

• Enter a unique terminal number for Equitrac Express.

• CBORD treats Equitrac Express as an individual terminal. Enter the same number you assigned to Equitrac Express within the CBORD configuration.

• Indicates the provider or the Data Xchange license.

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Option

Location

Account Name

Details

• Enter the location from where the transaction occurs.

• The name of the user account displayed on the PageCounter terminal, PageControl Touch terminal, embedded device, Release Station and Web Release Station interfaces.

After the configuration is complete, you may import the CBORD CS Gold account information into the CAS database. See

to it with CampusCardImport.exe. See

Valuecard Interface

To configure the Valuecard interface, do the following:

In the Campus Card System drop-down list, select

Valuecard interface

Click Configure to open the Valuecard interface dialog box.

Select Combine Equitrac account and card funds to combine the user’s Equitrac account (if one exists) with the

Valuecard account. If the Combine accounts option is not selected, the user has to select which account to use. If there is no Equitrac account associated with the card, the Valuecard account is automatically selected.

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Select Auto-register card numbers 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 the user cannot register their card, and must login manually.

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.

Select the group with Access permissions to log onto the accounts. By default, the group is set to the

Administrator group. The user group selected must exist on the machine where DCE is running.

Click OK to save the changes.

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Working with Campus Card

The Equitrac Express Campus Card feature enables users to login to an embedded device, PageCounter terminal,

PageControl Touch terminal by either swiping a Campus Card or entering their login credentials (e.g. primary PIN) using the device’s keypad.

Using Campus Cards with Embedded Devices

To login with Campus Card at an embedded device, do the following:

Configure a Campus Card system in System Manager as described in

Campus Card Interface

on page 87.

Swipe the Campus Card at the card reader attached to the embedded device or enter the associated login credentials.

NOTE: If Secondary prompt is configured in System Manager > Configuration > Security and authentication > User

authentication, a Secondary PIN is also needed.

Select the desired account if multiple accounts with funds are available. A Campus Card account may have several tender keys (similar to purses). In this case, CAS handles them as separate Campus Card accounts.

A CAS account can be selected when:

• The primary identifier of the Campus Card account has been imported and an Equitrac User ID was assigned

to it with CampusCardImport.exe. See

on page 474 for further

details.

• The administrator of the Campus Card system being used has associated an Equitrac User ID for the Campus

Card account in the Campus Card system which is returned with the Campus Card account.

• The primary identifier also detects an Equitrac account.

Enter a Release Key, if prompted. (This is a configurable option).

The account selection prompt and the Release Key prompt are not supported by all embedded devices.

Using Campus Cards with PageCounters

PageCounter terminals can be configured to allow Equitrac Express users to pay using any combination of Campus

Card accounts and login method.

A user can either swipe their Campus Card or enter their login credentials on the terminal’s keypad to authorize themselves as a valid Campus Card account holder, and then swipe a different card (with available funds) to pay for their transactions.

In order for users to pay with any Campus Card, the Swipe any campus card for payment option must be enabled in

System Manager > Configuration > Devices > Control terminals. Additionally, this feature allows users without a

Campus Card account to log into a PageCounter terminal with their network credentials and pay for their transactions with any payment card.

NOTE: To use Campus Cards, you must configure a Campus Card system as described in

Campus Card Interface

on page 87.

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Pay With Any Campus Card Enabled

To login with a Campus Card account and pay with any card, do the following:

Swipe your Campus Card at the card reader attached to the embedded device or enter your login credentials.

NOTE: If Secondary prompt is configured in System Manager > Configuration > Security and authentication > User

authentication, a Secondary PIN is also needed

When prompted to Swipe payment card or press Enter, either swipe an authorized payment card, or press Enter to use the existing Campus Card account that you logged in with.

Select the desired account if multiple accounts with funds are available on the payment card or Campus Card.

Enter a Release Key, if prompted. (This is configured in System Manager > User interaction > Session flow)

Select the document(s) to release.

To release more documents, repeat steps 2 to 5. The pay with any Campus Card feature requires that a payment method is selected for each transaction.

To login with network credentials and pay with any card, do the following.

Enter your network user ID using the numeric keypad at the PageCounter terminal.

When prompted to Swipe payment card or press Enter, swipe an authorized payment card.

Select the desired account if multiple accounts with funds are available on the payment card.

Select the document(s) to release.

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Pay With Any Campus Card Disabled

When the Swipe any campus card for payment option is disabled, users can only login to PageCounter terminals as valid Campus Card account holders, and pay for transaction with a Campus Card account.

To login with a Campus Card, do the following:

Swipe your Campus Card or enter your primary PIN using the numeric keypad at the PageCounter terminal.

NOTE: If Secondary prompt is configured in System Manager > Configuration > Security and authentication > User

authentication, a Secondary PIN is also needed.

Select the desired account if multiple Campus Card accounts with funds are available. A Campus Card account may have several tender keys (similar to purses). In this case, CAS handles them as separate Campus Card accounts.

You can also select a CAS account when:

• The primary identifier of the Campus Card account has been imported and an Equitrac User ID was assigned

• The administrator of the used Campus Card system has associated an Equitrac User ID for the Campus Card account in the Campus Card system which is returned with the Campus Card account.

• The primary identifier also identifies an Equitrac account.

Enter a Release Key, if prompted. (This is a configurable option).

Select the document(s) to release.

When you are charging copying to a Campus Card account, you may be prompted for how many copies you want, and to approve the copying cost. (This is a configurable option).

Configuring Release Station for Campus Card

Equitrac Express allows users to swipe a Campus Card at a Release Station as a method of payment. This requires that the customer provide a third party card reader that can connect to the workstation running Release Station and act as a keyboard interface.

Run the Release Station Configuration application and select Equitrac - Campus Card Reader under the Hardware selection dialog box.

Selecting this item causes Release Station to prompt for a card swipe as a method of payment. You can edit the text in the prompt, set a payment timeout and round the debit amount to two or three decimal places. A vending account can also be specified to track all activity.

Selecting Devices for DME to Monitor

on page 418 for details.

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Mobile Printing Through HP ePrint

The HP ePrint mobile printing solution allows documents to be sent from a mobile device to an Equitrac controlled printer. The documents are emailed from the mobile device to an ePrint server on the network where they are converted to a printable format that can be released and tracked via a Windows printer port.

To set up the ePrint solution in an Equitrac environment, do the following:

Install the ePrint server on the Equitrac domain. Refer to the HP ePrint Enterprise Installation Guide for installation instructions.

Create an HP printer on the Equitrac print server. See

Physical Devices

on page 47 for details.

Open a web browser and enter http://<HP_server>/cloudprintadmin/

in the Address bar.

Under Manage Printers in the left navigation pane, and select Add New Printer.

In the Printer Identification section, do the following: a

Enter the Name used to identify the printer on the system.

b c

Enter the Model Name of the printer.

Select the HP ePrint Host to which the job will be sent.

In the Connectivity section, do the following:

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9 a b c

Select Secure pull print (PJL) from the Address type drop-down list.

Enter the Network Address of the print server.

Enter the print Queue Name as it appears in System Manager.

d e

Select the Use domain credentials checkbox to use the domain user/password credentials.

Enter the Domain user to access the print queue. Use the domain\username format.

Enter the Domain password for the user to access the print queue.

In the Status and Capabilities section, select the printer Family from the drop-down list. (e.g. Color LaserJet)

Click Insert to add the printer.

After the printer(s) have been added to the ePrint server, the jobs sent from the mobile device to the email address of the physical device can be released and tracked via a Windows printer port.

NOTE: Ensure that the Retrieve username from PJL setting checkbox is selected in System Manager > Configuration >

Printing > DRE/DRC and Follow-You Printing.

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Device Monitoring with DME

Topics

DME Workflow

SNMP Communication Requirements

Configuring SNMP Communication

Viewing Device Status in the DME Console

Viewing Session Status in the 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 and Express 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

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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.

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.

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.

Assign alert rules to specific devices.

Apply the rules to one or more devices.

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.

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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:

Logs the start time of the fault and updates the device status in its database.

References the list of Alert Rules.

Applies all rules whose criteria matches the device and fault condition.

When the status changes again, DME logs the end time of the fault and once again updates the device status.

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

Request Monitored Device List

Load Monitored Device List

DME

Console

Update Device Status

DME

SNMP status changes

DME listens for SNMP status changes on monitored devices

SNMP-enabled

Devices

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Configuring SNMP Communication

SNMP communication is essential to managing network activity. Your network can use either SNMPv2 or SNMPv3 to manage DME monitored devices. SNMPv2 uses community names to authenticate requests, and SNMPv3 uses a combination of authentication and privacy keys and protocols to send and receive information from devices on the network. SNMPv3 provides a higher level of security, and is recommended to use where supported.

To configure SNMP communication, do the following:

In System Manager, go to Configuration > Network environment > SNMP configuration. The SNMP configuration dialog box opens.

Enter a Polling interval value for SNMP status changes (in minutes). Choose a polling interval value that is not too low so that network traffic is properly accounted for.

Click <Default> to open the default SNMP configuration dialog box.

Enable SNMP version v1/2c or SNMP version 3.

• If Enable SNMP v1/2c is selected, enter your Community names in the Get and Set fields. By default, Get is

"public" and Set is "private".

—Or—

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• If Enable SNMP v3 is selected, provide the following information:

• Security Name: User name or Account name (depending on MFP manufacturer)

• Context Name: Not required by all MFP manufactures. Refer to the manufacturer’s documentation for

Context name details.

• Authentication Key: Pass-phrase (at least 8 characters in length)

• Authentication Protocol: Either MD5 or SHA1 security algorithm

• Privacy Key: Pass-phrase (at least 8 characters in length)

• Privacy Protocol: Either DES or AES encryption algorithm

Authentication Keys and Privacy Keys are generated from user-configurable pass phrases. An Authentication key value is required in order to enter a Privacy key value.

User-based authentication protocol uses the MD5 or SHA1 security algorithms to authenticate users. The privacy protocol uses the DES or AES encryption algorithm to encrypt and decrypt SNMP messages.

Click OK to save the settings.

If desired, click <Add> and follow the previous steps to create additional SNMP configurations.

NOTE: 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.

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Selecting Devices for DME to Monitor

When you install DME, Equitrac Office and Express automatically assign 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.

In System Manager, click Devices.

Select any physical device to view its properties.

Select a DME server from the list located in the bottom right corner of the Physical device summary dialog box.

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.

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Viewing Device Status in the 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 box. 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 and Express), the DME Console retrieves the information from SNMP data. DME then populates the

Manufacturer and Model fields with the retrieved data, followed by an asterisk *.

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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.

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Viewing Session Status in the 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.

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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...> in the right pane.

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, Email and Event

Viewer are selected. The table below describes what happens if you choose each option.

Notification Method Description

Event viewer

• Logs an event in the Windows Event viewer.

• Sends a standard or custom email message to designated email addresses.

• If you select this method, you must also select email 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 email.

Note: You must configure the Mail Server if you the system to send email messages. See

Configuring the Mail Server for Email Notifications

on page 257.

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Notification Method Description

Network pop-up • 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.

Console • 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.

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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

Paper Jam

Paper Jam - 5 minutes

Paper Jam - 10 minutes

Paper Jam - 15 minutes

Paper Jam - 20 minutes

Fault

Paper Jam

Fault Active for

0 minutes

5 minutes

10 minutes

15 minutes

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.

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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 desirable text, 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

%3 or %t

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.

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.

The IP Address of the device on which the fault occurred.

The physical location of the device on which the fault occurred.

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.

To assign a rule, right-click on a device in the Devices view and select Assign alert rules from the menu.

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 box. In the properties dialog box, click the Alert rules link, open the Alert rules dialog box.

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Generating Device Status Reports

Reports Manager provides device status reports that you can use to analyze device health over time.

To view these reports, open Reports Manager and expand the Analysis list.

Use the following table to determine what report to run.

Report name

Device availability

Device configuration

Device faults

Device faults vs usage

Report contents

% offline

% online

% unreachable

Device name

Device type

IP Address

Manufacturer

Model

Total

Down

Unreachable

Warning

Total Faults

Total Pages

Faults per 1000 pages

When to run the report

Determine the percentage of time a device is offline or unreachable.

Determine the full suite of devices controlled and tracked by

Equitrac.

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.

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Click on the report you want to view. The Select report criteria dialog box opens.

3 a

Select a time frame to run the report from the Date drop-down list.

Select the number of events to view from the Limit drop-down list.

Click OK to open the report.

You can change the default contents displayed in a report to suit your tracking needs

To change the report contents, select View > Configure Report Layout.

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From the Columns to display list, select the categories you want in the report. The defaults are pre-selected from the list.

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.

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

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 box and enter a different value.

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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 the 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.

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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 release behavior in the control terminal’s Device interface summary dialog box is set to First is Released or

Release all at login

, then 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 123.

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Using Control Terminals

Topics

Control Terminal Setup Workflow

Integrating the ID Controller into Equitrac

Using PageCounters

Releasing Print Documents

Copy Control

PIN Management

PageCounter Troubleshooting

Using PageControl Touch Terminals

Using Single Function Terminals

Ethernet Card Reader

Using MobileDCE Server

Control terminals are small network devices that are installed on or near printers, copiers, or multi-function 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.

Supported Devices

Equitrac Office and Express supports the following terminals:

• PageCounter

• PageCounter with keyboard

• PageCounter Mini – this device can only be configured for Release all or Release all and enable copier and does not support full use of Follow-You Printing across print servers.

• Nuance ID Controller (Single Function Terminal) – this device is configured to release print jobs after authentication, and does not support Follow-You Printing.

• PageControl Touch (PCT)

For more information about the different control terminals, see

Using PageCounters

on page 127,

Using

PageControl Touch Terminals

on page 136, or

Using Single Function Terminals

on page 144.

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Control Terminal Setup Workflow

When adding and configuring control terminals within Equitrac Office and Express, follow this general workflow:

Set system-wide terminal options to determine behavior and communication between Equitrac Office and Express and external control terminals attached to your printers or copiers. Equitrac synchronizes control terminal behavior at regular intervals. See

System-Wide Control Terminal Configuration

on page 120.

Add and configure control terminal options. See

Control Terminal with a Physical Device

on page 122.

Associate each control terminal with a physical device in order for itto function correctly. See

Associating a

on page 124.

System-Wide Control Terminal Configuration

Before adding control terminals, consider the communication requirements and the system-wide terminal configuration required for your deployment. System wide configuration does not apply to Single Function Terminals.

on page 134 for user workflow details.

Using Single Function Terminals

on page 144.

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 and

Configuring a Control Terminal

on page 122 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 Express and external control terminals attached to your printers or copiers. Equitrac synchronizes control terminal behavior and appearance at regular intervals.

To configure control terminals, do the following:

Open System Manager and go to Configuration > Devices > Control terminals. A Control terminals dialog box opens.

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Enter a Copier timeout value. The value is denoted in seconds and determines how many seconds of inactivity before the copier times out.

Enter a Message display time value. This value is denoted in milliseconds and determines how long the message is displayed on the MFP.

Enter a default Administrator PIN. This PIN is used as the Manager Mode password on PageCounters.

NOTE: It is recommended that you change the default PIN on each PageCounter terminal after initial setup.

Enter a End session after time value. This value is denoted in seconds and determines how many seconds of inactivity before the terminal times-out.

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.

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.

a b

To create the messages to display on the PageCounter terminal, click the ellipse button

Only release when device is ready

option to open a PageCounter Message dialog box.

Enter a message with up to four lines, and click OK.

to the right of the

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.

Select Swipe any campus card for payment to allow users to pay using either their Campus Card account or a different authorized payment card. This feature is not supported on the PageCounter Mini. See

PageCounter

Troubleshooting

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 CAS and DCE services to apply your changes immediately.

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Adding and Configuring a Control Terminal

Control terminals can be added to System Manager automatically or manually. When a control terminal is poweredup and connected to the network, DCE registers the control terminal and automatically adds it in System Manager >

Devices under the Unassigned control terminals group. Once the control terminal has been added to the list of

Devices, it can be assigned to a specific physical device. See

Associating a Control Terminal with a Physical Device

on page 124.

To manually add and configure a PageCounter control terminal, do the following:

In System Manager > Devices, right-click a physical device and select Add control terminal from the menu.

In the Device interface summary dialog box, 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-down list.

The Type automatically displays Control terminal.

The Hardware address automatically displays when the control terminal contacts DCE.

If needed, override the copier type associated with your MFP device model to define a more appropriate copier type for your hardware. The Equitrac 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-down list.

Enter the IP address, Gateway IP, and Subnet mask for the control terminal.

Equitrac Office and Express 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 is automatically detected and displayed when the control terminal contacts DCE.

Click Pricing to apply a default price list or primary and optional secondary price list to the control terminal for copy transactions. See

If you have enabled secure printing, configure the following control terminal functionality. See

on page 269 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 alternative price list for the control terminal, the terminal price list overrides the device setting.

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Enabling Secure

Printing

on page 296 for details.

a b

Select a Rule set from the drop-down list for copies only. See

on page 345 for details.

Select a Control to specify the device’s default functionality, as described in the following table.

Control Option

Copy and release

Copy only

Release only

Description

Provide copy and print release control for documents sent to the associated physical device.

Provide copy control only.

Copy then release Enable the copier immediately upon authentication.

If the user presses Print, the print functionality is available and control terminal prompts are displayed according to the

Release behavior that is configured.

Provide print release control only.

Release then copy Release all documents immediately after the user authenticates, and enables copying.

Control Terminal Prompt

Select use:

Print Copy End

N/A

Copying...

Print End

N/A

N/A c

When configuring control terminals for copy transactions only, select a Rule set from the drop-down list. See

on page 345 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.

When configuring control terminals for print transactions only, select the Release Behavior to determine the device’s default release behavior:

Release Behavior Description

First is released The device releases only the first queued document automatically after user login.

Prompt The device prompts the user to release all or select documents for that user.

Control Terminal Prompt

N/A

1 documents found on local servers

All Select End

N/A Release all at login The device releases all queued documents for the current user automatically after successful login.

Select to release User can select one or more documents to release or delete.

Document1.txt

Print Del End

Select a Card Reader HID decoding from the drop-down list. See

on page 182 for setup details.

Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

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Associating a Control Terminal with a Physical Device

When a control terminal is powered-up and connected to the network, DCE registers the control terminal in System

Manager > Devices under the Unassigned control terminals group.

To associate any unassigned control terminal with a physical device, do the following:

In System Manager > Devices, switch to Standard view. The list of unassigned control terminals is displayed.

Right-click on a control terminal in the right pane and select Assign control terminal from the menu.

In the Assign Control Terminal to device dialog box, select a physical device from the list and click OK.

The right pane updates to display the new control terminal association.

Alternatively, you can select the control terminal in the right pane, and drag it to a physical device.

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Configuring Control Terminal Prompts

Control terminals can be configured to prompt the user to enter information (e.g. billing code) prior to releasing a print job. Control terminal prompts do not apply to Single Function Terminals, as they do not have a display panel or keyboard.

To configure control terminal prompts, do the following:

In System Manager, go to Configuration > User interaction > Session flow.

Select Prompt for billing code after user identification (at copiers). The user may need to enter a billing code before they can access the copy, scan and fax functions. Entering a billing code depends on whether the Required

field checkbox is selected or not.

Select Prompt for billing code at job release (at copiers). The user may need to enter a billing code before they can release a print job. Entering a billing code depends on whether the Required field checkbox is selected or not.

If printing from a workstation hosting the Client Billing service, this option overrides the workstation client billing code.

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.

NOTE: Not all embedded devices support billing code search.

• 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.

Select Prompt for billable to enable users to select if the transaction is billed for reporting purposes.

Enter a name in the Billable label field.

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Validate billing codes against CAS when it is available or unavailable in their respective fields.

NOTE: Validating billing codes when CAS is unavailable only applies to workstations.

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

Set the Mobile session timeout for devices that are using the web release feature.

• Public – set this timeout for shared workstations

• Private – set this timeout for personal mobile devices (e.g smartphone or tablet)

Select Prompt for release key in the Other prompts section. (Equitrac Express feature)

Select what user type you wish to Acknowledge and accept or deny copy job cost from.

• All users

• Campus card users (for Equitrac Express)

• Do not display

• Non-campus card users (for Equitrac Express)

Click OK to save the settings.

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Using PageCounters

If your deployment requires PageCounter control terminals to release print documents to a printer or enable access to a copier, there are various configuration options to the prompts users see on the terminal devices. For information on

PageCounter behavior when Send To printing and Follow-You Printing are configured, see

Advanced Printing

Configuration

on page 295.

Running in Local Mode

Equitrac Office and Express validate 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.

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 and Express when the connection to the DCE database is restored.

To enable this feature open System Manager, and go to 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 and Express 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 themselves 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

on page 122 for additional details.

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Setting the Prompt Language

When Equitrac Office or Express 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 and Express, PageCounter prompts display in French. However, you might want to manage the system in English, but users need to see the prompts in Spanish.

To change the language displayed on the prompts, do the following:

On the CAS server, rename the Default.tsm file located in Program Files\Equitrac\Office or Express\

Accounting Service\Redist\Termserv

Copy the desired language .tsm file from the Equitrac Office or Express installation CD to the folder above.

On the DCE server, restart the Equitrac DCE Service.

If local mode is enabled, you need to restart the terminals. Otherwise, the terminals restart as soon as the DCE service is stopped.

Identifying Users 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 contact the 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.

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One-Step Print Release and Copy

You can configure the PageCounter terminal to release all held documents for the user immediately after authentication, and then enable the copy function after the jobs are released. This saves the user from having to select individual documents to release, and enables copier usage on multi-function devices 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. See

When enabled, the user is prompted to select a payment card for each print or copy transaction. See

on page 122 for control

options.

NOTE: This function is not supported if the Swipe any campus card for payment option is enabled in System Manager.

PageCounter

Troubleshooting

on page 134 for details.

Multi-Server Follow-You Printing on the PageCounter

When using multi-server Follow-You Printing, the prompts on the PageCounter terminals change. See

Follow-You

Printing Configuration Workflow

on page 302 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 Printing is used, 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 Printing is not used, 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]

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.

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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 .docx extension are truncated at the beginning to remove application name details. For example, by default, a Microsoft Word document filename includes Word-document.docx. The terminal truncates much of the Word characters, leaving much or all of the document.docx filename intact.

• Web documents are truncated at the end to display the beginning of the URL. For example, the terminal truncates the address http://www.microsoft.com/security/bulletins/200409_jpeg.mspx

to display http:/

/www.microsoft.co

, 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

Print Del End

If configured in System Manager, the user may be prompted to enter a billing code number and to specify whether the

copy transaction is billable or not. See

copy transaction is billable or not. See

on page 188.

If configured to prompt for a billing code either after authentication or at job release, and the user does not have a billing code assigned to them, then the prompt is suppressed. If the user has only one associated billing code, then the prompt is suppressed, and the billing code is automatically applied to the job.

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 .

If the billing code is invalid, or the user does not know the billing code, they can search for one by pressing the <SEP> key after entering the search criteria before pressing the <ENTER> key.

For example, if the user enters 123<SEP><ENTER>, the PageCounter displays a list of codes that start with 123. If the user enters <SEP>123<SEP><ENTER>, then a list of billing codes containing 123 is displayed.

The user can select the desired billing code from the list and press the Enter key.

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The PageCounter may prompt users to specify whether or not the job is billable for reporting purposes, if configured.

Equitrac charges every transaction to the specified billing code account, regardless of whether a transaction is billable or non-billable.

Billable

Yes No

Once the user chooses to print or delete the document, the PageCounter may prompt for a release key for the document, if configured:

Release key

Users enter the key via the numeric keypad for that document.

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)

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.

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Copy Control

Copy jobs provide a number of different prompts to the user.

The user may be prompted to swipe a payment card if Swipe any campus card for payment is enabled in System

Manager > Configuration > Devices > Control terminals.

If configured in System Manager, the user may be prompted to enter a billing code number and to specify whether the

on page 188.

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 .

If the billing code is invalid, or the user does not know the billing code, they can search for one by pressing the <SEP> key after entering the search criteria before pressing the <ENTER> key.

The user can select the desired billing code from the list and press the Enter key.

The PageCounter may prompt users to specify whether or not the job is billable for reporting purposes, if configured.

Equitrac charges every transaction to the specified billing code account, regardless of whether a transaction is billable or non-billable.

Billable

Yes No

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.

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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.

PIN Management

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:

Copy More

To change a PIN, do the following:

Press More, to access the PINs option.

Select use:

PINs

End Back

Press PINs to open the Select PIN screen.

Select PIN:

PIN1

PIN2 Back

NOTE: PIN1 and PIN2 appear on the Select PIN screen only if configured in System Manager. To set this option, go to

Configuration > Network environment > Automated PIN code management, and select Enable users to manage their

PIN1 codes at PageCounter and/or Enable users to manage their PIN2 codes at PageCounter.

The user can select PIN1 and PIN2 to change their primary and secondary PINs, if configured.

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.

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If the user selects a PIN1 that is already taken by another user, an error message appears and the user must enter a different PIN1.

The Minimum and Maximum PIN1 length configured in System Manager is enforced at the PageCounter, and the

PIN1 length must adhere to these values. The minimum/maximum values only apply to new PINs, and will not affect existing PINs that violate these limits.

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

Description

The PageCounter terminal is completing its initial boot-up sequences in order to attempt to connect to Equitrac Office and Express.

If the terminal does not complete its initial boot-up sequences and continues to display the error message:

• Ensure that the Equitrac 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. 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 and Express configuration. See the error message below for details.

The terminal requires additional Equitrac Office and Express configuration information.

• In Equitrac Office and Express, open System Manager > Devices.

• Open the terminal configuration dialog box and select a Control option from the list to define terminal functionality as copy only, release only, or

copy and release. See

• Assign the terminal to a physical device. See

on page 122.

Associating a Control

Terminal with a Physical Device

on page 124.

• Restart the Equitrac CAS and DCE services and reboot the terminal to apply your terminal configuration changes immediately.

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PageCounter Error Message

Accounting Server connection error !!!

Contact Administrator

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 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.

Connection Lost/Resetting

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 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.

Number of licensed devices exceeded.

Contact Administrator

Equitrac Office or Express is not fully licensed for the number of control terminal devices.

Open System Manager > Licensing and ensure that Equitrac Office or

Express has enough valid Device Server Licenses to support the number of connected terminals on the network.

Update Equitrac component licensing as required and reboot the terminal.

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Using PageControl Touch Terminals

PageControl Touch (PCT) provides copy control and secure printing on single-function and multi-function printers

(MFPs). The PCT controls access to the MFP, requiring users to enter valid account information in the form of a supported authentication card, personal identification number (PIN), LDAP or Windows credentials, based on authentication settings on the Equitrac server, before the MFP is unlocked and ready for use.

PCT communicates with the print tracking and accounting application on your network to validate authentication information. Once successfully logged in, users can release print jobs, or use native device functions at the MFP.

During the copy process, PCT collects detailed document characteristics such as paper sizing, color, or duplexing on specific models. PCT provides secure document release for print jobs, and works in conjunction with server features to capture print.

NOTE: More detailed information is found in the Equitrac PageControl Touch Setup Guide.

Associating a PageControl Touch Terminal with a Physical Device

Once a PCT communicates with a server for the first time, it automatically appears under the server’s list of

Unassigned PageControl Touch terminals in System Manager. From here, you can assign the PCT device to an MFP, and perform preliminary configuration of the PCT device:

To associate any unassigned PageControl Touch terminal with a physical device, do the following:

In System Manager, click Devices in the left pane.

In the right pane, locate the PCT device you want to configure from the list of unassigned PCT devices. PCTs are listed by their serial numbers.

NOTE: To determine the serial number of a PCT, go to Settings > Admin Authentication > Status > Serial Number on

the PCT device. You need administrator credentials to access this screen.

Click on the PCT and drag the device to the MFP you want to associate it within the list of MFPs.

Select the PCT device. The PageControl Touch terminal summary dialog opens:

Enter a Name and Description for the terminal.

The Server value defaults to the current DCE host. Change the server, if necessary, by selecting another server from the drop-down list.

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The Type automatically displays PageControl Touch.

The Serial number, Hostname/IP address, Hardware address and Application version automatically display when the PCT terminal contacts DCE.

Select a Rule set from the drop-down list.

Select a Configuration set from the drop-down list, if different from the default. See

Configuration Sets

on page

137 for details.

From the Override Copier Type drop-down list, select the particular MFP connected to the PCT. This allows the

PCT to only use the attributes available on the MFP.

Select a Welcome screen from the drop-down list used by this PCT, if different from the default. This enables the

PCT to use custom initial screens.

Select a Language set from the drop-down list.

Select a Card Reader HID decoding from the drop-down list. See

on page 182 for setup details.

Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

Configuring a PageControl Touch Terminal

There are three separate groups of settings that work together to determine the behavior of a PCT device:

• Configuration Sets

• Containers

• Workflows

Each of these groups have settings that operate contingent on the settings in the other groups. It is possible that settings from one group can override the settings in another, therefore it is important to ensure the correct setup and interaction of all three groups to ensure a proper setup.

Configuration Sets

Configuration sets are the primary method for defining how a PCT device behaves. Once configured, a Configuration

Set can be assigned to any number of PCT devices. There are three common types of Configuration sets:

• Welcome screen - Contains information about the screen displayed as the first a user sees when looking at a PCT.

The Welcome screen can be customized to allow any PCT to offer specific information or device options, and can have custom HTML code to change the appearance of the screen so it is instantly recognizable. For instance, in the case of a particular department, or information about your enterprise. See the Equitrac PageControl Touch Setup

Guide for more information about Welcome configuration sets.

• General - Contains information about the workflows that are available, the keyboard types used, and logout and document release behavior. Typically, one of your general configuration sets is designated as the default set used for most PCT devices in your enterprise. PCT devices use a general configuration set which is typically called a

Default PCT Config Set

, discussed later in this section.

• Language - Contains information about the languages offered to users when using the device. See the Equitrac

Express Administration Guide for more information about Language sets.

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One configuration set per type can be designated as a default set. Any PCT can be assigned to any configuration set.

Based upon the settings in a Configuration set, PCTs can be targeted toward specific use scenarios. For example:

• Public facing copiers vs internal copiers

• Grouping PCTs by department or geography

• Restricting PCTs to an intended use, for example convenience copy vs. individual usage.

The options in a general configuration set act as the default settings for the PCT. If any complementary settings in containers or workflows are not set, or are set to defaults, the configuration set options are used.

To create a Configuration set, do the following:

In System Manger opens, go to Configuration > Configuration sets > PageControl Touch. The Manage

PageControl Touch configuration sets

dialog opens.

Each set listed in the dialog can be assigned to any or all PCTs in your enterprise. The settings in each set govern how a PCT functions. If you require PCTs to behave differently, you can create as many sets as necessary.

To designate a configuration set as default, right click the configuration set name or checkbox. A context menu displays allowing you to Add a configuration set, Edit the current set, Remove the current set, or Set as default.

Select Set as default.

NOTE: You cannot have more than one default configuration set per type. Selecting one configuration set as default

deselects the previously selected set. Attempting to remove a default set is not permitted until another set has been designated as default.

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Select the Default PCT Config Set link. The PageControl Touch configuration set dialog opens.

Enter a Name and Description for the configuration set.

In the Administrative access section, enter the administrator User and Password. This password is used for web admin, remote access and local administrative access on the device. The defaults are admin and equitrac.

In the Default keyboard types for prompting section, select Alpha-Numeric or Numeric for the type of soft keyboard that displays on the device.

• Alpha-Numeric - displays a full keyboard with the option to switch to numeric if the field requires letters and numbers.

• Numeric - displays only a numbered keyboard if the field only requires numbers. Users are unable to call an alphanumeric keyboard from a numeric one.

From the Offline access drop-down list, select the PCT’s accessibility when offline, or if it loses connection with the DCE:

• None - The PCT denies access to regular users’ authentication. Logins to the device are not permitted.

Administrative logins are still permitted for management purposes. If the bypass is enabled, users can still access the MFP. See the Equitrac PageControl Touch Setup Guide for more information.

• Cached only - The PCT allows access to only those users whose credentials reside in its internal cache. This is limited to only those users who have used the PCT before, and only the last 50 users. The PCT also caches user’s workflows. Transactions are posted once the PCT goes back online.

• Allow all - The PCT allows unrestricted access. Unrestricted access impacts the ability of the system to validate the existence of users or their login information.

NOTE: Follow-You Printing does not function in Offline mode.

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In the Session timeouts in seconds section, set the system timeout values.

• User Inactivity measures the length of time a user does not interact with the PCT from the last interaction. An interaction can be a touch of the touchscreen, a keystroke on the hard keyboard, a card presentment, or a copy pulse.

• Hold/Copier inactivity measures the length of time since the PCT has detected a copy pulse from the MFP.

In the Options section, set the logout and document release behavior. a

Select the Force logout on swipe checkbox to allow users to logout by presenting the authentication card of the currently logged in user.

From the Release behavior drop-down list, select how documents in the print queue are released.

• Prompt allows users to release documents through the regular configured workflows. Deselecting this releases documents automatically at login.

• First is released automatically releases the first document in the queue at login.

• Release all at login automatically releases all documents in the queue at login. This does not automatically log the user out.

From the Prompt for release key drop-down list, select how release keys are used for this device.

• Default uses the settings defined in the Session flow section.

• Enabled prompts for the release key before releasing the document(s)

• Disabled bypasses the release key.

In the Workflows section, set the features available by default to users. The settings in this dialog box are

Configuration Set level settings, and as such globally impact settings on their respective PCT devices regardless of the settings in containers and workflows associated with the PCT device.

• Click the Reset to defaults button to return the Workflows to session flow values.

• Click the Enabled checkbox beside any configured feature you want to make available. Disabling this checkbox disables all corresponding workflows configured elsewhere for devices using this configuration set.

• Click the ellipsis (. . .) of the feature to modify the billing prompting in its Workflow Billing prompting dialog box. These settings represent the default values for devices associated with this configuration set. The settings are used if the equivalent Workflow setting is left at Default. See

Workflows

on page 143 for more information.

• Select the Always prompt for billing code checkbox to prompt the user for a billing code each time the feature is accessed.

• Select the Default to a user session previous billing code checkbox to pre-populate the billing code field with the last billing code entered by the user during the active session.

NOTE: In order to match the behavior of other embedded clients and have copies automatically charged to billing

codes provided at login, the Default to a user session previous billing code option must be selected.

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Select the Prompt for billing code after user identification checkbox to prompt the user for a billing code immediately after they sign in to the PCT.

Containers

Containers are a way of creating collections of workflows. To offer a specific selection of workflows, the workflows are placed into a container, the contents of which are shown to the user. For example, the typical Launcher screen for a

PCT device is a container that houses the Follow-You Printing, Enable Copier, and Release all workflows.

Most containers are general containers. However, there are some containers that are special and have unique attributes, for example the inability to delete them. The PCT Launcher container is a special container that controls the initial screen after authentication. You must configure the Launcher container to properly display the options available on the PCT device.

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To configure the Launcher container, do the following:

Go to Configuration > Workflows and Scanning > Workflow containers.

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Click Launcher to open the Workflow container definition dialog.

Select any or all of Follow-You Printing, Enable Copier, or Release all functions, and include them in the Added

workflows and containers

pane. Add the function by clicking the name in the left pane and moving it to the right using the > button. Move any other functions from the right pane by selecting the function and using the < button.

Use the Up and Down arrows to arrange the order in which the function buttons display on the MFP panel.

NOTE: Any functions other than Follow-You Printing, Enable Copier, and Release all will not work with PCT since

scanning workflows are not supported.

Define which function is Default by selecting its checkbox. Selecting a function as Default makes it the highlighted option when the workflows are shown on the PCT device screen.

Click OK.

NOTE: If you configure the Launcher container with only one workflow, upon a user logging in the container is

bypassed and the workflow is automatically initiated. This behavior only occurs at login. If a user opts to return to the

Launcher during their session, the Launcher displays containing the single workflow.

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Workflows

The settings under Workflows contain their own options which can override the device’s default Configuration set options. In order to ensure all devices use the default settings contained in the Configuration set, do the following:

Go to Configuration > Workflows and Scanning > Workflow management.

For each of Follow-You Printing, Release all, and Enable Copier, click the function to open its Workflow

definition

dialog.

To accept the Configuration set default settings, set the Prompt for billing code option to Default. Otherwise, select the behavior to use for this workflow.

To accept the Configuration set default settings, set the Prompt for release key option to Default. Otherwise, select the behavior to use for this workflow.

Click OK.

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Using Single Function Terminals

Use Single Function Terminals (SFT) if your deployment requires tracking and secure release of print jobs from single function network printers. Single Function Terminals offer user authentication independent of printer manufacturer.

Users log in and release their print jobs by card swipe.

Support for Single Function Terminals does not require any additional licensing.

Single Function Terminals Overview

Single Function Terminals (SFT) are network devices with card reader. Once an SFT is registered into Equitrac, you can assign it to a physical device. This enables users to simply go to the terminal and swipe their cards for secure print release on the associated printer.

To ensure secure print job release, the Secure Printing option of the assigned physical device must be enabled. If

Secure Printing is disabled, all print jobs are released immediately. Depending on the SFT settings (as configured in

System Manager), a card swipe releases either only one job in the print queue, (which could be either the absolute oldest queued document, or the first queued document of the logged-in user, followed by the first queued document of any available delegator jobs assigned to that user), or all jobs in the print queue.

SFTs appear in System Manager as control terminals. They support relevant global settings in the System Manager and offline usage. Some specific settings (such as HID decoding and User Authentication) come with some limitations due to the physical capabilities of SFTs.

Terminal identification and user authentication are performed against CAS. Once a card owner is identified, DRE releases the job (prints it and removes it from the queue) to the assigned physical device using any specified rule sets of the physical device.

In the Equitrac server, the DCE service is responsible for communicating with the terminals. It listens on TCP/IP port

7800 for incoming requests. Make sure that you open this port in your Firewall on the machine where the DCE service is running.

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Nuance ID Controller

The Nuance ID Controller is a Single Function Terminal (SFT) offering user authentication independent of printer manufacturer. The Nuance ID Controller, along with Equitrac Office or Express and an Equitrac card reader offers card swipe and job release functionality for single function printers. The user swipes their card at the card reader attached to the ID Controller to log into the printer and release their associated print jobs.

The Nuance ID Controller works similarly to PageCounter control terminals. However, due to the lack of keyboard and display panel, advanced functionalities such as Follow-You Printing are not available.

When a user swipes a card at the terminal:

User authentication is performed.

Print jobs (as configured in Equitrac Office or Express) are released to the assigned printer.

This Administration Guide provides a detailed process description on Equitrac integration along with device hardware and configuration highlights. For detailed information on the Nuance ID Controller, refer to the Nuance

SafeCom ID Controller – Administrator’s Guide.

Hardware Overview

The Nuance ID Controller features a built-in 2-port switch (no need for additional network outlet). It supports fullduplex transmission. It is supplied with a switch mode power supply (input: 100-240V~, 50-60Hz/500mA, output:

12V, 1.25A).

Requirements

• One free network socket (RJ-45 port, 10/100 BASE-TX).

• One free power socket.

• A web browser with JavaScript (Active Scripting) enabled (Firefox or Chrome recommended).

• Minimum controller firmware version S80 602.102*94.

• An Equitrac card reader (HID, Indala, Legic, MiFare or Mag Stripe). Card numbers coming from the other types of card readers may not process correctly.

• Equitrac Office or Express version 4.2.6 (or higher)

The controller and the printer are independent network devices with their own IP addresses. Physical connection between these devices is not required. Separate licensing is not required to use the Nuance ID Controller.

Prerequisites

The ID controller will always run in auto-negotiation. Equitrac recommends that MFP and backbone network that are connected to the ID Controller should be set to auto-negotiate.

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Setting Up the ID Controller

The complete setup process for the Nuance ID Controller consists of the following steps:

Connect the controller device to the network and to an Equitrac card reader.

Determine the IP address of the controller.

Configure the controller through its web administration interface.

Swipe a card to register the controller automatically into the Equitrac database.

Launch System Manager and assign the controller to a physical device. Optionally, you can also configure it.

Assign card numbers to Equitrac accounts.

Connecting the ID Controller

The following diagram shows the physical hardware connections:

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To connect the Nuance ID Controller, do the following:

Connect a USB card reader to the controller’s USB port using a USB cable.

Connect the controller’s LAN network port to your network using a network cable.

(optional) Connect a network cable to the printer via the controller’s printer port. The network traffic related to the printer is not blocked or modified by the controller. It behaves like a hub, which is useful if you want to use two network connectors separately.

Connect the power supply to the controller.

Determining the ID Controller IP Address

When the Nuance ID Controller is switched on, it tries to acquire an IP address immediately. Its LAN network port light changes from flashing to fixed when an IP address is set.

Due to the lack of device display, the following methods are recommended when determining the IP address of the

Nuance ID Controller:

• Log in to the DHCP server and look up the assigned IP address based on the MAC address. The MAC address of the Nuance ID Controller is printed on the white label on the bottom of the controller. The MAC address is a 12digit hexadecimal number (e.g.

00C076FF00F2).

• If you do not have access to the DHCP server, use an IP Scanner application to explore the used subnet.

Configuring the ID Controller via a Web Interface

The Nuance ID Controller needs to be configured via its web administration interface before adding the controller device to Equitrac System Manager. To configure the Nuance ID Controller, do the following:

Open a JavaScript-enabled web browser and enter the controller IP address into the Address field. The interface is available in English, entitled SafeCom IDController and some of its pages may be password-protected.

The Home page opens, providing a device summary:

NOTE: Make sure that you open the web site of the appropriate controller by comparing the MAC address and that the

minimum controller firmware version is S80 602.102*81.

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Click the Advanced Configuration tab (if prompted, enter your credentials).

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To configure the IP address of the controller or the DNS server, select the TCP/IP option. The TCP/IP Settings page opens.

a b c

Set the IP Lookup Method to your preference. Automatic lookup is available through DHCP, BOOTP, and

RARP protocols.

Set DNS servers to resolve hostnames and IP addresses. A maximum of 14 DNS servers can be specified.

Click the Save & Continue button to save the settings and return to the Advanced Configuration page.

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Select SafeCom on the Advanced Configuration page. The SafeCom Settings page opens.

Use this page to configure the device for communication with the DCE service (only a single DCE can be used).

a b

In the SafeCom DS IP Address field, enter the IP address of the DCE server. Is recommended to use a single

IP address only.

Make sure that the value in the SafeCom DS Port Number is 7800 as the DCE service listens on port 7800.

Click the Save & Continue button to save the settings.

Reboot the ID controller to apply the new settings.

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Integrating the ID Controller into Equitrac

Once the Nuance ID Controller has been physically connected and configured through its web administration interface, it can now be registered and configured in System Manager.

Before you start, make sure that:

• The controller is turned on.

• The controller is set it up to communicate with DCE through port 7800.

• System Manager is operating error-free.

To register the Nuance ID Controller in Equitrac, do the following:

Open System Manager.

Swipe a supported card on the card reader attached to the ID Controller.

Make sure that the terminal appears in System Manager > Devices under Unassigned control terminals.

Right-click the control terminal in the right pane, and select Assign control terminal from the menu.

—Or—

Drag-and-drop the control terminal onto a physical device.

In the Assign Control Terminal to device dialog box, select a physical device from the list and click OK.

CAUTION: Ensure that the physical device has the Secure printing option enabled. See

Secure Printing

Configuration Workflow

on page 297.

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Click Refresh. The right pane updates to display the control terminal associated with a physical device.

Swipe an Equitrac user-assigned card at the control terminal to initiate a test print.

Confirm that the test page printed successfully after the card swipe.

Configuring the ID Controller in System Manager

To configure the Nuance ID Controller, do the following:

Select System Manager > Devices.

Click the control terminal in the right pane. The Terminal properties dialog box opens.

Optionally, you can modify the Name and Description for the terminal. Other properties in the Definition section are for your information and cannot be edited.

• Hardware address – The MAC address of the control terminal used to identify the terminal in the network.

• Last known IP address – Displays the terminal’s last associated IP address. This cannot be used to identify the terminal since a dynamic IP address may be used for the terminal when it connected to the network.

• Terminal type – Identifies the type of control terminal (e.g. SFT: Nuance ID Controller)

Select a Release behavior at login method from the drop-down list.

• Release all (default) – The device releases all queued documents for the current user automatically with one card swipe. If Account limits is enforced and there are insufficient funds in the user account, then only print

jobs that cost less than the available funds will be released. See

on page 252 for

details.

• Release first in queue – The device releases only the first queued document (oldest job in the print queue).

• Release user's first – The device releases only the first queued document of the logged-in user. Delegator jobs assigned to the user will be released only if the user does not have any of their own jobs in the queue.

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Other properties in the Behavior section are pre-set, and cannot be edited.

• Rule set – Uses the associated physical device’s rule set.

• Control – The ID controller only provides print release functionality.

If using HID cards, select a Card Reader HID decoding from the drop-down list. This setting does not affect non-

HID cards.

You can select multiple SFTs and set common property values for all selected terminals at one time. However, you can only edit the Description, Release behavior and HID decoding fields when working with multiple SFTs. System

Manager supports different types of control terminals (e.g. Nuance ID Controller and PageCounter), and if you select different terminal types then the Edit option is disabled.

User Authentication at the Terminal

User authentication functionalities are limited in scope for Single Function Terminals. Some authentication options are not available when enabling user login at SFTs.

To enable users to log in with a swipe card at an SFT, do the following:

Open System Manager, and go to Configuration > Security and authentication > User authentication.

In the Authentication options section, set the Input type to Card swipe only or Card swipe or keypad entry. If the Input type is set to Keypad only, the SFTs will reject all card swipes.

NOTE: The Secondary prompt setting does not apply to SFTs.

Click OK to save the settings and close the User authentication dialog box.

For more details on authentication options, see

patterns of lights appear when the card reader is online or offline. See

on page 244.

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Offline Behavior

Single Function Terminals support offline usage. Even if the CAS service is offline, the terminal can still remain operational using the DCE cache (DCE local database). Offline usage only works with terminals already registered in

Equitrac with login caching enabled on DCE servers.

If the terminal, the assigned physical device or the assignment itself are modified in CAS, the DCE cache receives this updated information within 10 seconds. If the CAS service goes offline after DCE registers the latest update and a card is swiped at a terminal, the terminal and the assigned physical device are found the same way as if CAS were online.

If login caching is enabled when CAS is offline, then DCE allows user identification at the terminal when CAS is offline only if they had already been identified while CAS was online. If login caching is disabled when CAS is offline, then users cannot log in at the terminal.

For example, if DCE caching is enabled, and User1 swipes a card at the terminal while CAS was online but User2 did not, then if CAS goes offline, User1 can still log in at the terminal but User2 cannot until CAS comes online again.

Once CAS is back online, then User2 can log in, and continue to log in even if CAS goes offline again.

NOTE: Card number association changes are not supported in offline mode.

To set the offline behavior, do the following:

Open System Manager, and go to Configuration > Security and authentication > User authentication.

In the CAS offline behavior section, do the following:

3 a b

Set the Login caching from the DCE servers drop-down list to Enabled. Enabling login caching allows only previously CAS-identified users to log in when CAS is offline.

Determine how DRE servers handle print jobs when CAS is offline.

• Auto select – If color quota is enforced, then the Do not print option is used. If color quota is 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.

Click OK to save the settings and close the User authentication dialog box.

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SFT Troubleshooting

Retrieving Card Numbers

If a card number is unavailable but you need to retrieve it, you can find this information in the trace log.

In the Diagnostics section of System Manager, select Settings.

Click EQ Device Control Engine in the tree view. The Trace file settings window opens.

Swipe the card at the terminal. The card number appears in the log file. Card numbers are shown as

CardNo=[0123456789].

Card Reader Behavior

Equitrac card readers (with the minimum controller firmware version S80 602.102*81) indicate error conditions via the red light blinking for a second accompanied by a long beep. Check the following for potential error causes:

• User authentication option in Equitrac System Manager is set to Keypad only.

• The terminal is not assigned to a physical device.

• There is no associated Equitrac account for the card number.

• There are no print jobs in the print queue.

If the issue still persists, contact Technical Support.

ID Controller Network Duplex Mismatch Behavior

The ID controller will always run in auto-negotiation. MFP and backbone network that are connected to the ID

Controller should be set to auto. Equitrac recommends the following solution:

When using an ID controller, set both the MFP/Printer and network switch to use auto-negotiate for network speed.

Otherwise, if either are forced to full duplex, auto-negotiate fails and the ID controller will use half-speed which will have an impact on print performance and poor network connectivity on the device.

If the issue still persists, contact Technical Support.

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Ethernet Card Reader

The Ethernet Card Reader authenticates users to release print jobs securely at single function printers and multifunction printers. The card reader has two connection ports:

• One port connects to the Ethernet network, and supports Power-over-Ethernet

• One port connects to the printer

When a user presents their ID card at the card reader, user authentication is performed in the network and associated print jobs are released.

Hardware Overview

The Ethernet Card Reader is a dual frequency (125 kHz and 13.56 MHz) RFID card reader with two RJ-45 10/100 Fast

Ethernet ports.

The LED light on the card reader indicates the status of the network system and the card reader itself. Different

LED Status Messages

on page 160.

Connecting the Card Reader

The following diagram shows the physical hardware connections:

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To connect the Ethernet Card Reader to a printer, do the following:

Disconnect the existing network cable from the printer and connect it to the Network port on the card reader.

Connect the provided Ethernet cable to the printer’s network jack and the Printer port on the card reader.

If the network does not supply Power-over-Ethernet, attach the separate power supply to the card reader.

Secure the card reader near or on the printer using the provided self-adhesive Velcro strips.

Secure the card reader cables using the cable ties and self-adhesive cable tie mounts.

When the card reader is powered up, the card reader beeps and the LED light appears orange for a few seconds, then

changes to the appropriate light for its current state. See

LED Status Messages

on page 160.

Configuring the Card Reader

After the Ethernet Card Reader is connected to the printer, it needs to be configured in System Manager.

To configure the Ethernet Card Reader, do the following:

Select System Manager > Devices.

In the Standard View, do one of the following:

• To search card readers for a specific device, right-click on the device and select Discover Nuance card reader.

When it appears, click Add.

—Or—

• To search all card readers on the network, right-click in the pane and select Discover Nuance card reader.

Select a Server from the drop-down list, and enter the IP address range. Click Discover.

NOTE: These options discover Ethernet Card Readers only.

NOTE: Ethernet Card Readers can only resolve to a physical device’s IP address, not Hostname. It is recommended

that the physical device be set to IP address when using Ethernet Card Readers.

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Select the card readers you want to add and click Import.

After import, click Refresh to display the card readers in the devices pane.

Click the imported card reader or to configure more than one card reader at a time, highlight the card readers, right-click and select Edit.

In the Device interface summary dialog box, review the information to ensure it matches your system setup.

To add a secondary DCS for high availability, select a different server from the Secondary server drop-down list.

If you want to use a static IP address instead of an IP address assigned from the DHCP server, enter the IP address,

Gateway IP

, and Subnet mask in the Static IP configuration section.

To determine how print jobs are released for users, select one of the following options from the Release Behavior drop-down list:

• Select First is released to release only the first queued document after user login.

• Select Release all at login to release all queued documents for the current user after a successful login.

Click OK. The Configuring card reader(s) screen opens. It might take a couple of minutes to configure the selected card readers. When complete, click Close.

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Updating the Card Reader Firmware

If you receive a firmware update, you can apply it to the Ethernet Card Readers in System Manager. Do the following:

Go to System Manager > Devices and select one or more card readers.

In the Configuration/Firmware update section, browse to the location of the firmware update and click Open.

Click Update.

Associating the Card Reader With Another Printer

When the Ethernet Card Reader is physically connected to a printer and configured in System Manager, it is automatically associated with that printer. If you want to associate the card reader with a new printer, do the following:

Go to System Manager > Devices and do one of the following:

• If you want a physical connection between the card reader and the new printer, connect the card reader to the new printer. Verify the connection in System Manager.

—Or—

• If there is no physical connection between the card reader and the current printer, click the name of the card reader and drag it to the new printer.

Resetting the Card Reader

You must reset a configured Ethernet Card Reader to its factory default settings before deleting it from the system. Do the following:

Go to System Manager > Devices and select one or more card readers.

On the Device interface summary screen, click Reset to factory defaults and then OK to accept the warning message.

Recovering the Card Reader

The Ethernet Card Reader is designed to work in a highly secure environment. After configuration, the card reader can only be used with the current server. You cannot use the card reader with another Equitrac installation unless the card reader has been reset to its factory default settings.

If DCS, CAS and CAS database are lost, and you need to reinstall Equitrac, to unlock the card reader, move the card

reader to maintenance mode. See

Ethernet Card Reader Troubleshooting

on page 160.

If the DCS and CAS are lost, you can restore the card reader without resetting the factory defaults. On the computer where DCS or CAS will be installed, restore the user profile of the user that Equitrac services are running under.

You can save the user profile in one of the following ways:

• Convert the user profile to a roaming user profile.

• Back up the user profile with the Backup and Restore tools from Windows.

• Use third-party tools to save the user profile.

• Use a user profile disk. For more information, refer to the Easier User Data Management with User Profile Disks in

Windows Server 2012 article.

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Using Maintenance Mode to Recover an Inaccessible Card Reader

An Ethernet Card Reader might become inaccessible if there are issues with the configured card reader settings. This may occur when:

• The card reader was originally assigned to a different system.

• The card reader’s network settings aren’t compatible with the network.

• The card reader was deleted from the system without resetting it to its factory default settings.

Maintenance mode temporarily restores the default settings, so you can perform a factory reset and reconfigure the card reader.

To use maintenance mode to reconfigure a card reader, do the following:

Connect the power supply.

Connect the network cable to the Printer port only.

When the LED light is blinking red and green, in System Manager > Devices, right-click in the pane and select

Discover Nuance card reader

. Select a server and enter the IP address range. Click Discover.

In the Discovered card reader(s) dialog box, select the card reader that was placed into maintenance mode and click Import.

In System Manager > Devices, click Refresh. Right-click the imported card reader and select Edit.

On the Device interface summary screen, click Reset to factory defaults.

NOTE: The card reader cannot be configured any further until it is taken out of maintenance mode by restoring its

normal network and printer connections.

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LED Status Messages

The Ethernet Card Reader displays different patterns of LED lights to communicate the system status to users. Some types of LED light patterns might not be used on all systems.

LED Behavior

Solid red light

Slow flashing green light

Fast flashing green light

Fast flashing red and green light

Fast flashing red light

Slow flashing red light

Meaning

The system is ready for the user’s ID card.

The system is authenticating the user’s ID card.

There are no print jobs for the user.

There is insufficient balance in the user’s or company’s account.

The user’s ID card is not recognized.

There is no printer associated with the card reader.

Ethernet Card Reader Troubleshooting

The following table describes the behavior of the LED patterns when the card reader is offline and provides possible tips to fix the error.

LED Behavior

One green blink

Two green blinks

One red blink

Meaning Action

The card reader’s network port has an Ethernet link, but does not have a valid IP address.

• Verify with your IT department that a DHCP server is accessible at this network drop.

• Verify with your IT department that the DHCP server will assign an IP address to devices with the Vendor Class Identifier (DHCP Option 60)

"Baltech Proxreader".

• If DHCP is not used on this network, configure the card reader with an appropriate static IP address.

The card reader is attempting to connect to its configured host or has not been added to the system.

• If this light pattern continues after 60 seconds, verify the system configuration and manually add the card reader, if required.

The card reader cannot detect an Ethernet link on either of its ports.

• Verify that the Ethernet cable is connected.

• Verify that the card reader’s Network port is configured with a rate and duplex setting that is compatible with its network. The card reader auto-negotiates by default, but this process is not successful on certain networks with fixed rate and duplex requirements.

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LED Behavior

Two red blinks

Three red blinks

Four red blinks

Red and green blink

Meaning

The card reader is in maintenance mode.

Action

The card reader automatically discovered the printer and its host server, but was unable to connect to the system.

• Add and configure the card reader to the system manually.

The card reader cannot connect to its configured host, the host servers might be down, or there is a network problem.

• Verify the host and network operation, then disconnect and reconnect the card reader to reset.

The card reader has detected that the IP address assigned to it is already in use by another device on the network.

• Contact your IT department to identify the device with the same IP address. Change the IP address of the card reader or the conflicting device.

• If no change was required to the card reader’s IP address, then disconnect and reconnect the card reader to reset.

• Move the network cable from the card reader’s

Printer port to its network port to restore normal operations.

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Using MobileDCE Server

If you require a print and copy tracking solution that does not rely upon a network connection between the control terminals and the Core Accounting Server (CAS), install the MobileDCE component on a portable server. This offline server (such as a laptop) allows the DCE component to operate on a system disconnected from the CAS server. All transactions performed by users are cached on the control terminal device until they are downloaded to the

MobileDCE server.

NOTE: MobileDCE is capable of collecting user PIN data only. Billing Codes and Department PINs are not supported.

Prior to first use, you must download the current set of PINs from CAS to the MobileDCE server, then walk to each

PageCounter device and upload the PIN information. Users can access the device only when the PIN information resides in the control terminal cache.

Download transaction data

Upload PIN codes

MobileDCE

MobileDCE workflow

Subsequently, when you connect the MobileDCE server to a control terminal, all transactions performed on the device are downloaded from the cache to the mobile server. When the download is complete, an updated set of PIN codes is uploaded to the terminal. Automatic download and upload must be configured.

While the PIN codes are being uploaded, the control terminal displays a status message indicating that the upload is currently in progress. During the upload, users are not able to access the control terminal. Once the upload is complete, the terminal can validate against the uploaded set of PIN codes. Users who do not provide the correct PIN codes are denied access.

Implementation Options

Equitrac Express supports two implementation scenarios:

• All control terminals are offline from CAS, and the MobileDCE server collects data from terminals.

• Some controls terminals are directly connected to CAS, whereas others are offline. Online terminals communicate directly with the DCE component, and offline terminals require data collection via the MobileDCE component.

Requirements

Although it is considered a server component, the MobileDCE machine only requires Windows 7 Operating System.

Server operating system software is not required. Offline control terminals require a flashcard and firmware version

1.1.29 at a minimum.

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MobileDCE Workflow

When initially configuring the MobileDCE, you must walk to each PageCounter control terminal and upload a new set of PIN information to the cache. This initial connection also sets the PageCounter to cache transactions locally.

Transactions are stored on the terminal in Disk1\eqsystem.db. Each time you download the transactions to the

MobileDCE server, the database is overwritten when the PINs are uploaded.

CAUTION: When you configure the control terminals, ensure that you assign a unique static IP address to each

terminal. When the transactions are uploaded to CAS, each device appears as a separate device only if you use unique

IP addresses. Generated reports accurately reflect which transactions were recorded on a specific control terminal.

You can then periodically connect the mobile server to CAS to download updated PIN information, then walk to each

PageCounter to download transaction data and upload new PIN information.

Synchronize the MobileDCE server with CAS.

Connect the MobileDCE server to the network, then launch the MobileDCE utility (Start > All Programs >

Equitrac MobileDCE > MobileDCE). Select the CAS server to connect to, then click Get PINs to download the new authentication data.

Enable Synchronize on connect.

This setting allows the MobileDCE to automatically download cache data from the PageCounter, then upload new

PIN data. These tasks will occur as soon as the MobileDCE server is connected to the PageCounter terminal.

If you prefer to manually download and upload data to and from the PageCounter terminals, leave this setting cleared. You will have to manually click the Download Transaction Cache and Update PIN Cache options.

Connect the MobileDCE server to the PageCounter terminal via an ethernet crossover cable.

The IP address of the PageCounter terminal must be on the same subnet mask as the MobileDCE server when using a crossover cable.

Optionally, you can connect a standard network cable to the PageCounter terminal’s expansion port, and connect the terminal to a local network via its Ethernet port, and then press and hold the F2 button to reboot the terminal and establish a connection to the MobileDCE server.

The download and upload will occur automatically if the Synchronize setting is enabled. On the mobile server, transactions are stored in Documents and Settings\<user>\Local Settings\Application Data\Equitrac\Equitrac

Platform Components\3\TransactionCache.bin

Upload the data to the CAS server.

After you collect all PageCounter cache data and upload the new PIN data to each terminal, reconnect the

MobileDCE Server to the network. Ensure that the correct CAS server appears in the Name/IP Address field for the Accounting Server, then click Upload Transactions.

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The transactions collected from the terminals are added to the CAS database, and applied against the user accounts.

The records are deleted from the TransactionCache.bin file when the upload is complete.

Upload Transaction data

MobileDCE

Download PIN information

CAS

MobileDCE communication with CAS

Within System Manager, each offline PageCounter terminal is registered as a device, rather than as a control terminal.

By default, the offline terminal is named “PageCounter Proxy <IP Address>”, but you can change the default name to reflect the device location, for example.

MobileDCE Options and Onscreen Logs

The MobileDCE utility contains a number of options that change the default behavior of the MobileDCE server.

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The following table describes the MobileDCE options.

Terminal Device Option

Update PIN Cache

Download Transaction Cache

Synchronize on connect

Current Connection

Disconnect from Device

Description

Uploads the complete set of PIN information from the MobileDCE server to the terminal device.

To ensure transaction data is not overwritten, the Update PIN cache button is enabled only after the transactions are downloaded from the terminal cache. This option is disabled until you download transactions off the terminal device.

Downloads all transaction data from the terminal cache to the MobileDCE server.

When the MobileDCE server first connects to a PageCounter device, the transaction cache is downloaded and the PIN data is updated automatically without operator prompting.

Displays the name of the control terminal that is currently connected to the MobileDCE server, if any.

When the upload and download are complete, click Disconnect from Device to close the connection. Disconnect the crossover cable from the control terminal. The terminal will restart.

Accounting Server Option

Name/IP Address

Upload Transactions

Get PINs

Purge transactions that fail to post

Copier timeout

Description

This field is automatically populated with the name of the CAS you entered when you installed the MobileDCE software. To upload the data to another CAS server, type in the name or IP Address here.

This is the Accounting server from which you want to get PIN information and upload transaction data.

Uploads all transaction data stored on the MobileDCE server to the selected Core

Accounting Server.

After you upload transactions to CAS, they are removed from the MobileDCE’s cache.

Downloads all current PIN information from the selected Core Accounting Server to the

MobileDCE server.

If CAS cannot rectify a transaction against the database, the transaction will be purged from the MobileDCE server.

Equitrac recommends disabling this option, enabling it only periodically to perform maintenance on the MobileDCE cache.

Increase the Copier timeout value to provide users with more time at the copier machine to complete copy transactions before the terminal session ends.

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Accounting Server Option

Enable secondary prompt

Input type

Description

Requires users to enter a secondary PIN code that serves as a password. Used for an extra layer of security, prompt for secondary PINs must be enabled on CAS. When the PINs are downloaded from CAS to the MobileDCE server, the secondary prompt field is populated with data (if any). See

on page 258 and

Working with User

Accounts

on page 210 for details.

Users who do not have a secondary PIN will not be prompted for an additional PIN at the control terminal.

Determines how users are authenticated.

Card swipe only

Keypad only

Card swipe or keypad entry

Within the MobileDCE utility, two areas display log data for the MobileDCE server activity and for activity on the terminal device (when connected).

Data in these logs include success and failure messages on:

• number of PINs retrieved from CAS

• number of PINs downloaded to the control terminal

• number of transactions retrieved from control terminal cache

• number of transactions uploaded to CAS

• number of transactions in the MobileDCE’s cache

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MobileDCE Troubleshooting

To troubleshoot problems with the MobileDCE setup, create a log file. Open a command prompt, then run

MobileDCE.exe -t . This creates the EQPortableDCE.log file in the Temp folder.

If you aren’t sure which mode the Terminal is operating in

If you connected the MobileDCE to a terminal, but the terminal is displaying “Not fully configured”, the terminal is likely running in online mode. If the terminal connected to the network, DCE registers the terminal and sets the mode to online. Ensure that the terminal is not connected to the network where the DCE component is running, then connect the MobileDCE server to the control terminal. Upload the PIN codes again.

If the Terminal is not caching transaction data

The terminal is not initialized until you upload the PIN data from the mobile server to the control terminal cache.

Click the Update PIN cache button to force the upload. This action sets a flag on the terminal that allows it to run in offline mode.

If the Terminal was caching properly and suddenly caching is not occurring

If the terminal communicates directly with the DCE component on the network (as opposed to the MobileDCE), the offline flag will be reset and caching will not occur. However, you can enable the “Allow caching on PageCounters” option within System Manager > Configuration > Devices > Control terminals. Click Advanced options to see this setting.

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Configuring HID Cards

Topics

HID Encoding

HID cards can be configured to allow users to identify themselves at control terminals in the same way as when using a magnetic stripe or proximity card.

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HID Encoding

HID cards can be used to allow 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 and Express. 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:

Ensure Equitrac Office or Express 5.7 is running.

Ensure you are still running the correct PageCounter control terminal firmware version. Firmware versions prior to 1.1.47 do not support the HID decoding described in this document.

Ensure that the type of HID proximity card you are using is supported. See

Supported HID Card Types

discover your card encoding. See

171 for details.

Write down the following HID card encoding information:

• Facility code Start – the position in the raw bitstream (0 based, left to right, inclusive) where the Facility code begins.

• Facility code End – the position in the raw bitstream (0 based, left to right, inclusive) where the facility code ends.

• Facility code Width – the number of expected decimal digits representing the facility code from among the string of numbers returned by the PageCounter.

• ID code Start – the position in the raw bitstream (0 based, left to right, inclusive) where the ID code begins.

• ID code End – the position in the raw bitstream (0 based, left to right, inclusive) where the ID code ends.

• ID code 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 information to help you

on page 174. However, if you are not able to

discover your card encoding using the method provided, contact your HID vendor for assistance.

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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 13.56 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 control terminals have HID readers using a 125KHz carrier frequency, only certain card formats can be read by the control terminal.

Card Numbering and Labeling

All cards have the following numbering system printed on them for distribution purposes:

Card ID Number: 12345

Sales Order Number: YYYYYYYY-YY

Format: 12345 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

• One or more sample HID Proximity cards. See

on page 174 for

more details.

MicroProx Tag

RF-programmable, 125 kHz, customer-specified numbers.

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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.

Smart DuoProx II

RF-programmable 125kHz, customer-specified ID numbers, location marked for vertical slot punch.

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ProxKey II

RF-programmable, 125 kHz, charcoal gray, customer-specified ID Numbers.

Chapter 5: Configuring HID Cards

ProxCard

RF-programmable, 125 kHz, HID artwork, customer-specified ID numbers, vertical slot punch.

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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 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 via the Card Swipe Wizard, 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 control 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.

To determine card encoding, you require the following:

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• 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 control terminal with an internal HID proximity card reader.

Supported HID Card Types

on page 171 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.

To see the full value of the data string returned by the HID card reader, you must change the card swipe PIN settings: a b

In System Manager, go to Configuration > Security and authentication > User authentication to open the

User authentication

dialog box.

Change the from and to positions in the Card setup area to read:

Use data from position 1 to 50 as the primary PIN

Configure your HID embedded 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.

Temporarily disable HID decoding on the terminal to examine the raw data only. See

Disabling and Enabling HID

Decoding on the PageCounter Terminal

on page 181.

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 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.

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On an administrative workstation, browse to the Tools folder within the directory where Equitrac Office or

Express is installed (for example, Programs Files\Equitrac\Office or Express\Tools) and run the

CardSwipeWizard.exe

file to launch the Card Swipe Wizard.

Select PageCounter device as the Card swipe unit.

Enter the Windows network name of the computer that hosts the accounting server and click Next.

Power on the PageCounter terminal configured in step 2 and wait for it to connect to the system running the Card

Swipe Wizard.

Take your sample card (for example, with the number 87343 11082200-1 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

87343 11082200-1

Expected Facility Code to be returned (in decimal)

109

Expected ID Code to be returned (in decimal)

86343

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

87343 11082200-1

Value returned (octal)

0000201550521216

Convert the extracted octal string to its binary value using the Microsoft Windows Calculator:

Value returned (octal)

0000201550521216

Value returned (binary)

000000000000010000001101101000101010001010001110

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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)

109

Expected Facility Code

(in binary)

1101101

Expected ID code

(in decimal)

86343

Expected ID code

(in binary)

10101000101000111

Open the HIDEncoding-Ruler.txt file.

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: b

Using the ruler, you can see that in the example above that the facility code is located from digit 20 to digit 26 inclusive.

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.

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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

on page 127 for instructions to enable and disable local caching on all

on page 182.

Record the start and end locations for the facility code (if used) and ID code to use when setting up Equitrac Office or Express.

Close the Card Swipe Wizard.

If required, restart EQ DCE Service on the DCE server.

Enable HID decoding on the PageCounter terminal.

NOTE: If you need to use the Card Swipe Wizard to read HID cards and setup Equitrac 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

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.

To see the full value of the data string returned by the HID card reader, you must change the card swipe PIN settings: a b

In System Manager, go to Configuration > Security and authentication > User authentication to open the

User authentication

dialog box.

Change the from and to positions in the Card setup area to read:

Use data from position 1 to 50 as the primary PIN

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.

Disable HID decoding on the PageCounter terminal. See

Disabling and Enabling HID Decoding on the

PageCounter Terminal

on page 181.

If you plan to run the Card Swipe Wizard on the server running DCE, stop the EQ DCE Service on the server:

NOTE: 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 configured in step 2.

On an administrative workstation, browse to the Tools folder within the directory where Equitrac Office or

Express was installed (the default installation folder location is Programs Files\Equitrac\Office or Express\Tools) and run the CardSwipeWizard.exe file to launch the Card Swipe Wizard.

In the wizard’s first dialog box, select PageCounter device as the Card swipe unit.

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Enter the Windows network name of the computer that hosts the accounting server and click Next.

Power on the PageCounter terminal configured in step 2 and wait for it to connect to the system running the Card

Swipe Wizard.

Take a sample of five or more cards (for example, with the format 87343 11082200-1 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

87343 11082200-1

87344 11082200-1

87345 11082200-1

87346 11082200-1

87347 11082200-1

Value returned from Card Swipe Wizard (octal)

0000201550521216

0000201550521220

0000201550521223

0000201550521225

0000201550521226

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.

Convert each octal number to its binary value:

Value returned (octal)

0000201550521216

0000201550521220

0000201550521223

0000201550521225

0000201550521226

Value returned (binary)

000000000000010000001101101000101010001010001110

000000000000010000001101101000101010001010010000

000000000000010000001101101000101010001010010011

000000000000010000001101101000101010001010010101

000000000000010000001101101000101010001010010110

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.

Open the HIDEncoding-Ruler.txt file.

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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 200,000 you can determine that the largest card ID (200,000) in binary would require 18 digits (110000110101000000), 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 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 to determine exactly where the codes start and end.

Record the start and end locations for the facility code (if used) and ID code for use in setting up Equitrac Office or Express.

Close the Card Swipe Wizard.

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.

Enable HID decoding on the PageCounter terminal.

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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, do the following:

Enter Manager Mode on the PageCounter terminal, see your Equitrac PageCounter Administration Guide for details regarding Manager Mode.

Press 4 for Devices.

Press 1 for HID Card Settings

Enable or disable HID decoding by selecting 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.

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.

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HID Decoding

Due to the variation in encoding formats allowed by HID, the USB card reader or PageCounter terminals must be configured to return card information in a standard format. You configure the card decoding parameters on the accounting server and these settings are relayed to your USB card reader or PageCounter terminals. For details on how

HID card values are encoded. See

cards are encoded with your facility and ID information. See

on page 174.

Equitrac Office and Express can support a mixed HID card environment (e.g. different card configurations with different facility codes read by the same USB card reader), and a mixed device and card reader environment (e.g.

Equitrac and non-Equitrac card readers decoding the same ID value from the card). In order to accomplish this, you can create different HID profiles (referred to as "Decoding groups") to determine how a specific card reader decodes the HID card data.

To configure how the USB card reader or PageCounter decodes the ID and Facility codes, do the following:

Ensure that your card type and encoding format are supported, and that you know the details of how your HID

Billing Code Installation and Configuration

on page 174 for

details.

In System Manager, go to Configuration > Security and authentication > User authentication.

Click <None> located beside HID decoding within the Card setup section.

In the HID decodings dialog box, click Add from the Decoding groups section.

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Enter an HID decoding group name, and click OK.

Select the group from the list, and then click Add from the Decoding groups settings section.

In the HID decoding dialog box, enter the following:

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 code Start field, enter the position in the raw bit-stream (0 based, left to right, inclusive) where the Facility code begins. b c

In the Facility code End field, enter the position in the raw bit-stream (0 based, left to right, inclusive) where the facility code ends.

In the Facility code Width field, enter the number of decimal digits for the facility portion of the value that the

USB card reader or PageCounter outputs. Numbers are zero-padded on the left as needed. f d e g

In the ID code Start field, enter the position in the raw bit-stream (0 based, left to right, inclusive) where the

ID code begins.

In the ID code End field, enter the position in the raw bit-stream (0 based, left to right, inclusive) where the ID code ends.

In the ID code Width field, enter the number of decimal digits for the ID code portion of the value that the

USB card reader or PageCounter outputs. Numbers are zero-padded on the left as needed. The USB card reader or PageCounter returns a single value for each card swipe that is the decoded facility code followed by the decoded ID.

Enter a Matching facility code if you want the card reader to locate the same facility code on different HID formatted cards.

9 i h

Select the Include facility code in PIN option if the facility code is part of the user PIN.

Click OK.

Repeat this procedure for any additional decoding groups you want to define for you environment.

If more than one group is defined, the first group in the list will be used as the default decoding by the embedded device. If you want to change the default, select a group from the list and click Make default.

Click OK to save the decoding groups.

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Working with Billing Codes

Topics

Workflow

Enabling System-Wide Billing Code Access

Using Client Billing on a Workstation

Creating and Editing Billing Codes

Enabling Billing Codes

Synchronizing Billing Codes

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 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 or PageControl Touch terminal. Where supported, embedded devices permit users to assign print, copy, scan and fax transactions to a billing code account.

You can also manage Billing Codes via Web System Manager. See

Creating & Managing Accounts

on page 201.

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

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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 are made available to user or departments.

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 or Express.

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.

Configure billing code popup behavior

Configure billing code prompts after user identification.

Create billing codes

Create billing codes within Accounts Manager.

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.

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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.

Go to System Manager > Configuration > User interaction > Billing code access.

Select on the following billing code access 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.

Select the Exclude codes with no balance checkbox to prevent billing codes without funds from being displayed and selected by the user.

NOTE: Account limits must be enabled to use this feature. See

on page 252. This feature

does not affect the default billing code feature in Web Client.

Click OK to save the settings.

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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, PageControl Touch 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 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:

In System Manager, go to Configuration > User interaction > Session flow.

Select Prompt for billing code after user identification (at copiers). The user must enter a billing code before they can access the copy, scan and fax functions. This option applies to both PageCounters and embedded devices.

Select Prompt for billing code at job release (at copiers). 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. This option applies to both PageCounters and embedded devices.

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

Select Prompt for billable to enable users to select if they wish to be billed for the particular job.

Enter a name in the Billable label field.

Validate billing codes against CAS when it is available or unavailable in their respective fields.

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NOTE: Validating billing codes when CAS is unavailable is only applicable to workstations.

• 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

Set the Mobile session timeout for devices that are using the web release feature.

• Public – set this timeout for shared workstations

• Private – set this timeout for personal mobile devices (e.g smartphone or tablet)

Select Prompt for release key in the Other prompts section. (for Equitrac Express)

Select what user type you wish to Acknowledge and accept or deny copy job cost from.

• All users

• Campus card users (for Equitrac Express)

• Do not display

• Non-campus card users (for Equitrac Express)

Click OK to save the settings.

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Creating and Editing Billing Codes

Equitrac Office and Express treat 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 193 for details.

To create new Billing Codes, do the following:

In Accounts Manager, select Billing Codes in the left pane.

Select Add billing code under Current tasks to open the Add Billing Code window.

Enter the following information in the fields provided.

Field Description

Billing Code Name • The name can be any combination of numbers and letters. If billing codes are enabled 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.

• Required field.

Description • 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.

Balance: Paid

(for Equitrac Express)

• Optionally enter an amount of additional funds to be used if the Allotted balance goes below zero.

Funds added to this balance are supplied by a source other than those allotted to the Billing Code.

Balance: Allotted

(for Equitrac Express)

• Enter an amount for the Billing Code. As users charge against the billing code, the balance decreases until the minimum balance is reached.

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Field

Balance

(for Equitrac Office)

Description

• Enter an amount for the Billing Code. As users charge against the billing code, the balance decreases until their are insufficient funds in the billing code account to charge against.

Minimum Balance

(for Equitrac Express)

• If the balance drops below the minimum, the users are not able to release their print jobs and receive error notifications instead.

• To enforce the minimum balance, configure the Account limits in System Manager >

Configuration > Accounting and quotas > Account limits. See

on page 252.

Account Locked

Primary PIN

• Billing code accounts can be locked, preventing all users from charging jobs to that billing code.

• If users enter PIN codes on a control terminal keypad, they must enter a Primary PIN to identify themselves.

• If your embedded devices are Xerox devices, the PIN values must be 32 characters or less.

Secondary PIN • To add another layer of security, users enter a secondary PIN in addition to the Primary PIN.

• This PIN acts a password at the control terminal.

Confirm Secondary

• Enter the secondary PIN again to confirm the number.

• The Secondary PIN and Confirm fields must match precisely; otherwise, Equitrac Office and Express will not save the billing code information.

Equitrac Office and Express adds the Billing Code to the database and lists the Billing Code name in the right pane.

To edit an existing Billing Code, do the following:

In Accounts Manager, select Billing Code in the left pane.

Right-click a Billing Code in the right pane, and select Properties from the menu to open its Properties window and modify any of the editable fields.

Click OK to save the changes.

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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 box 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.

To enable the User group view, do the following:

In Accounts Manager, select Billing Codes in the left pane.

Click Tools > Options.

In the Options dialog box, select the Enable grouping checkbox.

Set the Alphabetical ranges to either Predefined or Optimized size.

If Optimized size is selected, enter a Maximum group size to display in Accounts Manager. The group size range must be within 100 - 10,000.

Click OK to save the settings.

A User group view tab is placed on the Accounts Manager toolbar.

Click the User group view tab to select a user group to view and access in the right pane. The Accounts Manager title bar displays the selected group.

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

Users and departments can have more than one billing code. Repeat steps 4 to 6 to add more billing codes.

on page 484.

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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.

Enabling User or Department Billing Codes

In Accounts Manager, select Users or Department in the left pane.

Select one or multiple users or departments from the list.

Use

SHIFT

-click or

CTRL

-click to select multiple users or departments.

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.

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Click Add to open the Select account dialog box.

Type a billing code account in the Account Name field, and click Verify.

Click OK to close the Select account dialog box. The billing code displays in the Enabled billing codes list.

Click OK to enable the selected billing code.

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 box, the checkboxes 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 206 and

Enabling System-Wide Billing Code Access

on page 187 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.

In Accounts Manager, select Users or Department in the left pane.

Click the user or department in the right pane that contains the set of billing codes you want to copy.

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.

Click the user or department to which you want to assign the copied set of billing codes.

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.

Open the account and confirm that the codes were applied to the account.

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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.

In Accounts Manager, select Users or Departments in the left pane.

Select a User or Department from the list to open its Properties dialog box.

Select the billing code(s), click Remove and then click OK.

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Synchronizing Billing Codes

A billing code synchronization task ensures that Equitrac Office or Express 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 and Express compares the billing codes in the text file with the billing codes currently stored in the database. When Equitrac Office and Express 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.

Scheduling the Billing Code Synchronized Task

To add a scheduled Billing Code Synchronization task, do the following:

In System Manager, select Scheduled tasks in the left pane.

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 box.

Enter a Name and Description for the task.

Select No from the Suspended drop-down list to run the task at the scheduled intervals. See

on page 360for details on suspending a task.

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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.

NOTE: If scheduling a billing code sync task in System Manager on a workstation, the local CSV file name must

contain the workstation UNC path, otherwise the file will be considered local to the Scheduler service running on

CAS. (e.g. \\workstation_name\folder\filename).

NOTE: If System Manager is launched from a workstation, manually enter the UNC path for the CSV file to open the

file. If System Manager is launched from the CAS server, the browse button allows for a local file search.

From the Behavior drop-down list, select the action that the synchronization task takes when it encounters a billing code in the Equitrac 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.

Schedule

the task to occur either once, every day, every week, or monthly.

Enter a Start date and Start time for the task to run.

Click OK to save the scheduled task.

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Using Client Billing on a Workstation

If you are printing from a workstation hosting the Client Billing service, you receive a billing code 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.

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-down 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 box, then users can either select a code from the list or enter a new code.

Specifying a Job as Billable or Non-Billable

Equitrac charges non-billable jobs against the billing code account you enter, but reports those jobs separately from billable jobs in the Equitrac Office and Express reporting feature.

Select or clear the Billable checkbox as required to specify whether the job is billable or non-billable.

Accepting or Canceling a Print Job

To accept your print job click OK. If you click Cancel, the system cancels your print job.

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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 suppressed 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:

Copy the EQToolTray.exe utility to the Program Files\Equitrac\Office or Express\Client folder on each user workstation.

This utility is located in the Program Files\Equitrac\Office or Express\Tools folder on the CAS server.

Double-click the utility to start the service. The Popup Behavior icon appears in the Windows task tray.

Double click the icon in the tool tray to open the Equitrac User Client Settings dialog box. Alternately, you can right-click the icon and select Customize Popup Behavior to open the dialog box.

Under Popup Behavior, select Suppress popup for N minutes to prevent the popup from appearing on a user’s desktop when printing.

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 Equitrac User Client Settings dialog box.

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Creating & Managing Accounts

Topics

Accounts Overview

Creating New Accounts

Working with Departments

Working with User Accounts

Managing User Accounts

Managing Search Filters

Accounts System Configuration

assigned to multiple delegators. See

Viewing User Account Balance

Controlling Transaction Tracking

Working with Self-service Accounts

Configuring the Guest User Feature

Printing Accounts are required to track copy, fax, scan, and print usage. Each time a user submits a job, the Core

Accounting Server (CAS) 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

• create Self-service accounts (for Equitrac Express)

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Accounts Overview

If you want Equitrac to track printing per User, Department, or 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, email address, account balance, minimum balance, department assigned to, remaining color quotas, and available billing codes.

Each time a user submits a print request, DRE 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, DRE forwards the transaction details to CAS, which updates the account information and transaction details for that account.

The process for a scan, fax, or copy job is similar, but DCE performs the functions provided by DRE, shown in the diagram below.

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Account Types

Equitrac Office and Express support 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 or Express printing account.

Users can be assigned to act as a delegate to release another user’s print jobs. For example, an assistant needs to release a manager's print jobs from a device, therefore the assistant is assigned to the manager’s account as a delegate. The manager (delegator) sends a job for printing, and the assistant (delegate user) logs in to the device with their own user credentials to release the job via Follow-You Printing. The delegate is presented with a list of their documents, followed by a list of the delegator’s documents. A delegator may have multiple delegates, and a delegate may be

Assigning Delegates to Users

on page 216.

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 and Express.

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 projectbasis. You can assign a billing code to an entire department, or to individual users.

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 shown in the diagram below.

For complete information on implementing Billing Codes, see

on page 185.

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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.

Grouping Accounts

If you are managing a large organization, you may have more than 1000 users. Rather than presenting an enormous list of users, Accounts Manager can be configured to group users alphabetically or numerically.

To enable the User group view, do the following:

Click Tools > Options.

In the Options dialog box, select the Enable grouping checkbox.

Set the Alphabetical ranges to either Predefined or Optimized size.

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If Optimized size is selected, enter a Maximum group size to display in Accounts Manager. The group size range must be within 100 - 10,000.

Click OK to save the settings.

A User group view tab is placed on the Accounts Manager toolbar. Click the User group view tab to select a user group to view and access in the right pane. The Accounts Manager title bar displays the selected group.

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

on page 484.

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Creating New Accounts

Follow this workflow when first establishing user accounts within Equitrac Office or Express:

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.

Create Departments

Regardless of the method you use to create User Accounts, you can assign the users to a particular department.

Create User Accounts

Select a method to create the User Accounts: ADS, LDAP, flat file import, individually, or automatically.

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 and Express.

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

will automatically create departments, if mapped. See

185.

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.

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.

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In System Manager, go to Configuration > Accounting and quotas > Account charging, and 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 and Express 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 and Editing 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 and Express first. The field mapping options in the ADS Import dialog box

Importing Users with Active Directory Services

on page 219.

To create a Department, do the following:

In Accounts Manager, select Departments in the left pane.

Select Add Department under Current tasks.

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Enter the following information in the fields provided.

Field

Department Name

Description

Balance: Paid

(for Equitrac Express)

Balance: Allotted

(for Equitrac Express)

Balance

(for Equitrac Office)

Minimum Balance

Initial Balance

Account Locked

Description

Name logged to the database to track the account (required field).

Text description that appears in Accounts Manager to help identify the department.

Optionally enter an amount of additional funds to be used if the Allotted balance goes below zero. Funds added to this balance are supplied by a source other than those allotted to the

Department.

Enter an amount for the Department balance. Print jobs for the department’s users are logged against this account, which decreases after every job until the minimum balance is reached.

Enter an amount for the Department. As users charge against this account, the balance decreases until their are insufficient funds in the account to charge against.

If the balance drops below the minimum, the departments’ users are not able to release their print jobs and receive error notifications instead. To enforce the minimum balance, configure the Account limits in System Manager > Configuration > Accounting and quotas > Account

limits. See

department cannot print. See

on page 252.

Enter the amount to be used as the default initial balance for auto-created user accounts. See

Creating Users Automatically

on page 214.

When enabled, transactions are not charged to this department and users belonging to the

Locking Accounts

on page 237.

Do not enforce account limits for users in this department

Do not enforce color quotas for users in this department

Enable this setting if you want particular users to print even if they exceed their minimum balance. You can create a department and assign these users to this department.

This setting overrides the Enforce Account Limits setting (System Manager > Configuration >

Accounting and quotas > Account limits) and the Minimum Balance option located in this dialog box.

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

233.

PIN Information 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

on page 258.

Workflows and containers Enable this setting to display the list of Departmental scan workflows and workflow containers.

When enabled, you can Activate the desired workflows and containers.

Workflows in black text can override the global setting. Grey text workflows cannot be applied until they are made Active at the global level. See

Configuring Workflows

on page 380

Enabled Billing Codes If you are using billing codes, select the billing codes to assign this department.

See

Enabling Billing Codes

on page 193.

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Field

Managers

Description

Departments can have multiple managers. Managers can add users to assign them to a department. Managers do not need to be members of the department.

Equitrac Office and Express adds the Department to the accounts database and lists the department name in the right pane.

To edit an existing Department, do the following:

In Accounts Manager, select Department in the left pane.

Right-click a Department in the right pane, and select Properties from the menu to open its Properties window and modify any of the editable fields.

Click OK to save the changes.

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Working with User Accounts

When you first implement Equitrac Office or Express, you can choose from three methods to create user accounts: create accounts with Equitrac Office and Express one at a time, allow the system to create users automatically, or import users from Synchronized Directories (e.g. Active Directory and LDAP). 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 and Express 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

Purpose

Add users individually Use Accounts Manager within Equitrac Office or Express to add users one at a time.

Allow Equitrac to create users automatically

Configure Equitrac Office or Express to create a new account automatically when a print request is received from a user not known to the Accounting Server.

Import Users with Active

Directory Synchronization

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 print server synchronization to single or multiple Active

Directory servers.

LDAP Synchronization

Flat-File Import

Has all the same features as Active Directory Synchronization. The LDAP server must support persistent search if automatic synchronization is enabled.

Use the EQCmd.exe utility to import a file containing user account data.

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Adding and Editing Users Individually

If you are managing a smaller number of users, you may prefer to create users one at a time.

In Accounts Manager, select Users in the left pane.

Select Add user under Current tasks to open the Add User dialog box.

Enter the following information in the fields provided.

Field

User ID

Full name

Email address

Description

ID logged to the database to track the account (required field).

To qualify user IDs with the domain name, use the <domain.com>\userID format. If you configured

Equitrac Office and Express 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.

The email address is used to send notification email messages to the users in event of job error.

See

on page 207 for information on populating this field

on page 250 for details.

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Field

Department

Location

Additional information

Balance: Paid

(for Equitrac Express)

Description

If enabling department charging or tracking, select the department you want to assign the user to.

See

Creating and Editing Departments

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.

Balance: Allotted

(for Equitrac Express)

Balance

(for Equitrac Office)

Minimum balance

(for Equitrac Express)

Account locked

Default billing code

Color quota

PIN information

Home print server

Home scan folder

Use this field to enter any additional funds to be used if the Allotted balance goes below zero. The funds added to this balance are paid for by the student, not the institution.

Funds can be deposited into this account via Cashier, Deposit Station, Web Deposit or Parent Pay.

The student can transfer funds from this account to another user account via User Dashboard.

Enter the initial balance for this account. Print jobs for this user are charged against this balance, which decreases after every job until the minimum balance is reached.

Enter the initial balance for this account. Print jobs for this user are charged against this balance, which decreases after every job until their are insufficient funds in the account to charge against.

If the balance drops below the minimum balance, the users are not able to release their print jobs and receive error notifications instead.

To enforce the minimum balance, configure the Account limits in System Manager >

Configuration > Accounting and quotas > Account limits.

When enabled, transactions are not charged to this account and users cannot print.

See

Locking Accounts

on page 237.

The default billing code option is not available when creating new users. This option requires that the user is created first and then the default billing code can be assigned to the user later.

The default billing code is used for transactions when a billing code is not allocated from a client billing popup, or when the billing code prompt in Follow-You Printing is left blank.

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 233.

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

Enabling System-Wide Billing Code Access

on page 258.

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.

Enter the name of the DRE print server that manages this users print jobs.

Enter the user's home scan folder as a full network location (UNC path). It is used as a destination folder for scan processing.

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Field

Delegates

Enabled billing codes

Description

If you are utilizing delegate users for print release, add the delegates assigned to this user.

See

Assigning Delegates to Users

on page 216.

If you are using billing codes, add the billing codes to assign to this user.

If you assigned billing codes at the department level, all users assigned to the department automatically inherit the billing codes. See to

Creating and Editing Billing Codes

on page 190.

Note: If Billing code access is set to All Codes, the Billing Codes area does not appear in the user

Properties dialog box. See

on page 187.

Equitrac Office and Express adds the User to the accounts database and lists the User name in the right pane.

To edit an existing User, do the following:

In Accounts Manager, select Users in the left pane.

Right-click a User in the right pane, and select Properties from the menu to open its Properties window and modify any of the editable fields.

Click OK to save the changes.

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Creating Users Automatically

By default, Equitrac Office and Express are set to automatically create a new account for any user that does not exist in the CAS database. When a user logs in for the first time, 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 unknown user.

When CAS automatically creates a new user, it retrieves the user’s ID, full name, email address, department and other matching attributes from Active Directory using the Active Directory attribute values. The attributes must be configurable in System Manager.

To configure automatic account creation, do the following:

In System Manager, go To Configuration > Accounting and quotas > Account creation.

Select Automatically create a new user account to allow Equitrac Office and Express to auto-create the account, and optionally assign the account to particular departments.

Field

Use department intial balance

Balance

Description

When enabled, the initial balance of the user's department is assigned as the user's initial balance. Users not assigned to a department use the value specified in the Balance field.

This value appears in the Balance field for Equitrac Office, or the Allotted Balance field for

Equitrac Express in the User properties dialog box.

Enter an initial balance for newly created user accounts not assigned to a department. Print jobs for this user are charged against this balance, which decreases after every job.

This value appears in the Balance field for Equitrac Office, or the Allotted Balance field for

Equitrac Express in the User properties dialog box.

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Field

Initial minimum balance (limit)

Initial color quota

(limit)

Use Email 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 minimum balance specified here for a user’s department.

To enforce the minimum balance, configure the Account limits in System Manager >

Configuration > Accounting and quotas > Account limits.

Enter 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.

Setting Color Quotas

on page 233.

Automatically generates an email 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 JohnD 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 and Express adds the new user to a department when it first creates the new user account.

Equitrac Office and Express 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.

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Assigning Delegates to Users

Users can be assigned to act as a delegate to release another user’s print jobs. For example, an assistant needs to release a manager's print jobs from a device, therefore the assistant is assigned to the manager’s account as a delegate. The manager (delegator) sends a job for printing, and the assistant (delegate) logs in to the device with their user credentials to release the job via Follow-You Printing. The delegate is presented with a list of their documents, followed by a list of the delegator’s documents. A delegator may have multiple delegates, and a delegate may be assigned to multiple delegators.

To assign a delegate to a user, do the following:

In Accounts Manager, select User in the left pane and select a user from the list.

In the user Properties dialog box, click Add in the Delegates section to open the Select account dialog box.

Enter a user account in the Account Name field, and click Verify.

Click OK to close the Select account dialog box. The delegate displays in the Delegates list.

Click OK to save the selected delegate.

Repeat steps 2 - 5 to add multiple delegates.

When a delegate logs on to a device using Follow-You Printing, the document name for the delegator’s job is preceded by the delegator’s User ID (e.g. [delegator user_id] document_name). All print jobs released by a delegate are charged to the delegator. If color quota is enabled, the delegator’s color quota is applied, not the delegate’s. If billing codes are used, the delegate must have access to the delegator’s billing codes, otherwise the job will be charged to the delegate’s billing codes.

All transaction records are charged against the delegator. The identity of the delegate releasing the print job on behalf of the delegator is displayed in the transaction record.

A Released by column can be added to the following Detailed activity reports in Reports Manager to display the delegate who released the job:

• Detailed activity by billing code account

• Detailed activity by department account

• Detailed activity by device

• Detailed activity by network user

• Detailed activity by print queue

• Detailed activity by user account

on page 367 to add the Release by column to the selected reports. A User delegates

Creating a Custom Format

report is available in Reports Manager to view current delegate assignments within the system.

NOTE: Delegate printing is not supported on Linux print servers and Mac clients.

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Assigning Users to Departments

If you did not use the automated department assignment options provided in the ADS Import dialog box 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, do the following:

In Accounts Manager, select User in the left pane and select the user from the list.

In the user Properties dialog box, select the Department from the drop-down list, and click OK. See

Creating and Editing Departments

on page 207 for information on populating this field with Departments.

To assign multiple users to a department at the same time, do the following:

Use

SHIFT

-click or

CTRL

-click within the Users view to select multiple users.

Right-click on any selected user, and choose Assign to department from the menu.

In the Assign Department dialog box, select the department from the drop-down list, and click OK.

Assigning Billing Codes to Users or Departments

You can assign as many billing codes as you wish to a User Account or Department. 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.

To assign billing codes to a single user or department, do the following:

In Accounts Manager, select Users or Department in the left pane.

Select a user or department to open its Properties dialog box, and click Add in the Enabled billing codes section to open the Select account dialog box.

Enter a billing code account in the Account Name field, and click Verify.

Click OK to close the Select account dialog box. The billing code displays in the Enabled billing codes list.

Click OK to enable the selected billing code(s).

Repeat steps 2 - 5 to add multiple billing codes.

To assign billing codes to multiple users or departments at the same time, do the following:

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Use

SHIFT

-click or

CTRL

-click to select multiple users or departments.

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.

In the Enable Billing Code(s) dialog box, click Add to open the Select account dialog box.

Enter a billing code account in the Account Name field, and click Verify.

Click OK to close the Select account dialog box. The selected billing code displays in the Billing code list.

Click OK to enable the selected billing code(s).

Repeat steps 3 - 6 to add multiple billing codes.

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Setting a Default Billing Code for Users

You can set a default billing code to be applied to user’s print and copy jobs when a billing code is not allocated from a client billing popup, or when the billing code prompt in Follow-You Printing is left blank.

To set a default billing code for users, do the following:

In Accounts Manager, select one or multiple users from the list.

Use

SHIFT

-click or

CTRL

-click to select multiple users.

Select Set default billing code under Current tasks in the left pane, or right-click the user in the right pane and choose Set default billing code from the menu. The Set default billing code dialog box opens.

Enter a Default billing code, and click OK. If an incorrect billing code is entered, a popup error message opens indicating that the selected billing code is not valid.

Importing Users with Active Directory Services

System Manager provides a utility to import users 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.

NOTE: 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.

NOTE: 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 227

for instructions.

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Configuring Active Directory Synchronization

It is important to select options in the correct order in the Directory Services synchronization dialog box. 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.

An Active Directory (AD) server consists of containers that hold records (users, computers, printers, etc.) organized by type, geographical location or similar. Synchronization, settings and any related operations available in this window can be applied to servers or individual containers, depending on your selection.

To configure active directory synchronization, do the following:

In System Manager, go TO Configuration > Network environment > Directory Services synchronization.

Select the Active Directory tab.

In the Servers and containers section, click Add server.

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In the New AD server dialog box, do the following:

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Enter the Domain Controller server name. A domain controller is a server shared by a group of computers that use a common accounts database. The fully qualified domain name—not the IP address—must be entered for the Domain Controller.

CAUTION: The maximum length of the host name and of the fully qualified domain name (FQDN) is 63 bytes per

label and 255 bytes per FQDN. Microsoft Windows does not permit computer names that exceed 15 characters, and you cannot specify a DNS host name that differs from the NETBIOS host name.

7 b c

Optionally, select the Allow Fallback to Other Domain Controllers checkbox, and enter an additional

Domain

server name. This option allows for automatic failover to another domain controller if the original domain controller is unavailable or goes offline, or if the environment changes in such a way that it is more efficient to use a different domain controller. The fully qualified domain name—not the IP address—must be entered for the fallback domain controller to establish a connection during failover.

When a fallback to another domain controller occurs, a full synchronization of user accounts takes place.

When the original domain controller is back online, a full user synchronization happens again.

Enter the Application partition for the directory of users, or click Browse to select from a list of partitions.

d e

Optionally, enter External Authentication Credentials to allow access to Active Directory servers on untrusted domains. When working in an environment with multiple domains which do not have a trust relationship, AD lookup and AD sync are not supported since the Equitrac Service Account cannot be trusted across domains.

Click OK to add it to the domain controller list. A specific server can only be added once to the list.

Click Modify if you wish to make changes to any of the domain servers in the list.

Click Remove to clear any of the domain servers from the list.

To add individual containers, select a server in the tree view and click Add Container. A container is a subset of a

Domain controller. Select one or more containers that belong to the selected Domain Controller. A specific container can only be added once to the same server.

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.

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Select a container and click Remove to clear it from the list.

Click Test to open an Active Directory lookup dialog box. Enter a user account name. When the domain controller is contacted, the dialog box shows the ADS properties for that account. You can test servers as well as containers, depending on your list selection. Lookups may get resource intensive operations: ensure that you use this functionality on an entire server only if your task specifically requires it.

Optionally, you can move servers and containers up or down the tree view. Select the item to move and use the

Move Up

or Move Down buttons next to the view. Controls are also accessible from the item context menu.

Under Filtering, you can specify a search filter for synchronization. Click the (...) button if you wish to assemble a filter using a graphical interface. A standard filter dialog box opens. Use this to specify conditions. To specify an unlisted field use the Search filter textbox. Only user accounts that meet these conditions are included in the synchronization.

Click the checkbox Filtering is specified at the container level

if you are working with containers instead of servers.

NOTE: If filters are applied after the initial user import, updates to users who do not match the filter specifications

are ignored.

In the Field mappings section, you can link Equitrac Office and Express user fields to ADS attributes. You should enter the AD attribute name, not the field label. Synchronization uses the specified mappings.

Click the check box Mappings are specified at the container level to set field mappings for containers instead of servers.

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 and

Express.

• 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 and Express.

• Email address – contains the user’s email address.

• Primary PIN and Secondary PIN – map the numeric PIN values found on the ADS to the PrimaryPIN and

SecondaryPIN fields in Equitrac Office and Express.

• Alternate PIN – maps the alternative primary PIN.

• Department – maps the ADS department name to the Department field in the Equitrac Office and Express database. If the department name does not already exist within Equitrac Office and Express, 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, co+st+l+description indicates the country, state/province and city, and a description of the department. Use the LDAP lookup dialog box for the list of available values.

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• Location – maps the user’s physical location.

• Color quota – maps the color quota page limit. Use this if you are applying color quotas.

• Home print server – maps the name of a particular print server to the Home Print Server field in the Equitrac database. If you are enabling Follow-You Printing, ensure that you select the Home Print Server attribute for these users.

• Home scan folder – maps to the user's home scan folder as a full network location (UNC path). It is used as a destination folder for scan processing.

• Delegates – maps to the user’s delegates. The attribute for Delegates must be a DN (distinguished name) type, such as "secretary".

Use the controls in the Synchronization group (under Field mappings) to specify synchronization settings.

Click the checkbox Synchronization is specified at the container level if you want to synchronize containers rather than servers. Ensure that you only use this option with a container selected.

Select or clear AD update options—Adds, Deletes, or Changes—to specify which AD accounts Equitrac receives and applies to the accounts database during subsequent synchronizations.

You must have at least one option selected to perform synchronization or save your changes.

You can import added or changed users, or remove inactive accounts from the Equitrac accounts database. Leave these settings at the default to ensure the accounts are updated and kept in sync with the ADS server.

NOTE: The Deletes option only works if the "isDeleted" AD attribute is set to true. In case the entire user record is

removed from AD, Equitrac cannot detect this deletion due to an AD limitation, and the corresponding user is not deleted automatically from Equitrac database.

Select the Do not enforce account limits for users in auto-created departments checkbox to import new departments into Equitrac via AD synchronization without enforcing account limits.

By default, when new departments are imported into the system, they are created with account limits enforced, and the system administrator needs to manually set each department to not enforce account limits. This option overrides the enforce account limits setting in the department properties.

Select the Automatic synchronization checkbox to enable adjustments to the Synchronization interval. Use this to change how often Equitrac synchronizes its accounts database with the specified AD. The synchronization interval value must be at least 15 minutes. The maximum value 10080 minutes (one week).

Click Synchronize Now… to schedule a single synchronization process (as opposed to automatic synchronization, which is performed periodically). Click OK to have this single synchronization performed in the background.

Click OK to save your settings and exit the dialog box. The task continues to run even though the dialog box is closed. Server settings apply to all containers of the server.

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.

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Active Directory LDS Support

Equitrac Office and Express support 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 schema, and naming contexts.

AD LDS is ideal for applications that require directory services, but do not require the complete infrastructure features of Active Directory.

Configuring LDAP Synchronization

LDAP synchronization requires that the LDAP server supports persistent search functionality. LDAP import will not work if the Base DN or user names contain spaces.

To configure LDAP synchronization, do the following:

In System Manager, go to Configuration > Network environment > Directory services synchronization.

Select the LDAP tab.

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In the Servers section, click Add.

In the Add New server dialog box, do the following: a

Enter the LDAP server name.

Enter the Port number. The default value depends on whether you have the Use SSL checkbox marked or clear.

f c d e g h

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". Ensure the Base

DN name does not contain spaces, or the import will fail.

Enter a Login ID. The login ID is the fully qualified user ID (e.g. CN=admin, O=equitrac).

Enter a Login password.

Select an LDAP version from the drop-down list.

Select Use SSL if you want to use Secure Socket Layer encryption.

Click OK to add the new server.

Click Modify if you wish to make changes to any of the LDAP servers in the list.

Click Remove if you wish to remove any of the LDAP servers from the list.

Click Test to confirm that Persistent Search is enabled. An LDAP lookup dialog box opens. Enter a user account name. If Persistent Search is enabled, the dialog box shows the LDAP properties for that account. If a search filter

(see below) is specified, the lookup only returns users matching the selected filter.

Optionally, you can move servers and containers up or down the tree view. Select the item to move and use the

Move Up

or Move Down buttons next to the view. Controls are also accessible from the item context menu.

To specify import search criteria, enter it in the Search filter field under Filtering (below the Servers tree view).

"(objectClass=person)" is the default search filter, and can be modified as needed. Use standard LDAP filter syntax to define the search criteria. The search filter criteria also affects the information returned in the LDAP lookup

Test tool.

If desired, you can enter additional search criteria along with the Object class. For example, if the search filter entered is "(&(objectClass=person)(l=Waterloo)", this would search for objects that have the Object class = person

AND also have a location set to Waterloo.

NOTE: When using LDAP email search, the Search filter field is not active. LDAP email search looks for entries in the

displayName attribute, not the email address. The displayName attribute must match what is entered in the LDAP server.

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In the Field mappings section, you can link Equitrac Office and Express user fields to LDAP attributes.

The specified field mappings are used by synchronization. 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 and

Express.

• Account name (alternate)– maps to the User ID property in Equitrac Office and Express. This a fall-back field if the system cannot find Account name.

• 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 and Express.

• Display name (alternate) – maps to the Full name property for the user within Equitrac Office and Express.

This a fall-back field if the system cannot find Display name.

• Display name (alternate 2) – maps to the Full name property for the user within Equitrac Office and Express.

This a description fall-back field if the system cannot find Display name or Display name (alternate).

• Email address – contains the user’s email address.

• PrimaryPIN and SecondaryPIN – maps the numeric PIN values found on LDAP to the PrimaryPIN and

SecondaryPIN fields in Equitrac Office and Express.

• Alternate PIN – maps the alternative primary PIN.

• Department – maps the department name to the Department field in the Equitrac database. If the department name does not already exist within Equitrac Office and Express, 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

• Location – maps the user’s physical location.

• Color quota – maps the color quota page limit. Use this if you are applying color quotas.

• Home print server – maps the name of a print server to the Home Print Server field in the Equitrac database.

If you are enabling Follow-You Printing, ensure that you select the Home Print Server attribute for these users.

• Home scan folder – maps to the user's home scan folder as a full network location (UNC path). It is used as a destination folder for scan processing.

• Delegates – maps to the user’s delegates. The attribute for Delegates must be a DN (distinguished name) type, such as "secretary".

NOTE: The LDAP lookup must resolve to a unique user identifier.

Use the controls in the Synchronization group (under Field mappings) to specify synchronization settings.

Select or clear update options—Adds, Deletes, or Changes—to specify which accounts Equitrac Office and

Express receives and applies to the accounts database during subsequent synchronizations.

You must have at least one option selected to perform synchronization or save your changes.

Select the Do not enforce account limits for users in auto-created departments checkbox to import new departments into Equitrac via AD synchronization without enforcing account limits.

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Select the Automatic synchronization checkbox for Equitrac to continually synchronize its accounts database with the LDAP server.

Click OK to exit the dialog box. The task continues to run even though the dialog box 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.

LDAP Field Mapping to CAS

Mapping the LDAP attributes to CAS fields provides a way to cross-reference the attributes received from the LDAP server with the corresponding fields for the user account in the CAS database. When a user logs in and is authenticated based on the LDAP configuration, CAS looks up the LDAP attributes mapping and imports the correct fields into the user’s account. CAS updates the fields with every authentication if the field has changed. For example, if the LDAP attribute for the CAS department field has changed since the user last logged in, the CAS department field will be populated with the new corresponding attribute.

An LDAP server does not need to be added to the LDAP synchronization dialog box for field mapping.

Qualifying Accounts by Domain

Performing an initial synchronization creates user accounts based on Windows credentials without specifying a domain for the imported users.

If you enable domain qualification and want to subsequently create users manually, ensure that you include the correct domain in the User ID filed. Failing to do so adds the user with the default domain specified under the Domain

qualification

setting in System Manager.

To set the domain qualification option, do the following:

In System Manager, go to Configuration > Network environment > Domain qualification.

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.

Provide a default domain name for unqualified users attempting to print, and click OK.

NOTE: Any user accounts that were automatically created before Domain qualification was enabled are updated to

show the domain information following the next active directory sync (ADS).

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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 and Express install this utility on the accounting server in the Program Files\Equitrac\Office or

Express\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 and Express accept CSV files as batch files. Batch operation allows all the command actions except for the "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 the following:

• 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.

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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

•

<email> - User email

•

<amount> - Amount of balance value

For a complete list of Action parameters, see

Modifying User Accounts from a Flat File

on page 477.

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 and Express install the EQCmd.exe utility and the EQLDAPImport.ini on the accounting server in the

Program Files\Equitrac\Office

or Express\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>

NOTE: 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".

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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

MinBalance

The initial balance of each account. If not specified, the balance is set to "0".

The minimum balance of each account. If not specified, the minimum balance is set to "0".

[ConnectionSettings] This section specifies how to connect and login to the LDAP server.

LoginID The LoginID for binding to the LDAP server.

Password

BindMethod

The Password for the LoginID for binding to the LDAP server.

The authentication binding method. Supported values are "simple", "ntlm" and "negotiate".

UseSSL

Version

DataEncoding 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

Select whether or not to use SSL. "0=no, 1=yes".

What version of LDAP to use.

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 email address. If left blank, the default behavior is to look for the attribute "mail".

FullName

Department

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.

HomeServer

PrimaryPIN

SecondaryPIN

AlternatePIN

The attribute to look up the home print server. If left blank, home print 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.

ColorQuota The attribute to look up the color quota. If left blank, color quotas are not imported.

Locked=logindisabled The attribute to look up to find if the account is locked.

Location The attribute to look up the location. If left blank, location is not imported.

[General Settings] This section specifies the general settings to import and map.

SearchFilter=

(objectClass=person)

The attribute to look up the class type to import.

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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 performing account transactions.

Controlling Function Access

You can control user access to select MFP functions such as copy, fax, and scan. You can 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, do the following:

In System Manager, go to Configuration > Devices > Function access control.

In the Function access control dialog box, select either Allow all users or Deny all users in the Monochrome copy,

Color copy, Fax, and Scan fields respectively.

To add an exception to any of the functions, do the following: a

Click <None>. An Add OS group dialog box opens.

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Click <Add...> and OK. A Select Groups dialog box opens.

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Click Object Types. An Object Types dialog box opens where you must select an object type. Click OK to return to the Select Groups dialog box. d

Click Locations. A Locations dialog box opens where you must select a location for the object type. Click OK to return to the Select Groups dialog box.

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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.

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, or select multiple 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 accounts only. You cannot set a color quota for a department or billing code.

Configuring Color Quotas for Print Requests

When a user submits a print request, DRE forwards the job attributes to CAS. When a job attribute is identified as color output, CAS checks the following:

Are Color Quotas enabled system-wide?

Quotas are enforced only when the system option is enabled in System Manager > Configuration > Accounting

and quotas > Color quota

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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.

NOTE: 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.

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 since CAS does not receive the job attributes until the copy job is complete, Equitrac Office and Express 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. Within Accounts Manager, you can assign a quota to a single user, 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 box, 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 box.

To assign color quotas to a single user:

In Accounts Manager, click Users to view the list of all user accounts.

Click on any user in the right pane to open the user Properties dialog box.

In the Color Quota section of the Properties dialog box, set the total number of color pages the user is allowed to produce on both copy and print devices, and click OK.

To assign the same color quota to multiple users:

In Accounts Manager, select Users to view the list of all user accounts.

TRL

-click or S

HIFT

-click on the desired users in the right pane, then right-click the selection and choose Set color

quota

from the menu.

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In the Set color quota dialog box, 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:

Launch Department Manager and select Users in the left pane.

NOTE: You must have Department Access Permissions and be a member of the Department to make these changes.

See

on page 34 for more information.

Press and hold the

HIFT

key, then click the first and last users in the department.

Right-click on the selection, and choose Set color quota from the menu.

In the Set color quota dialog box, enter the number of color pages the users are 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 color quota for a single user:

In Accounts Manager, select Users in the left pane to view the list of all user accounts.

Click on any user in the right pane to open the user Properties dialog box.

In the Color Quota section of the Properties dialog box, click Reset Usage, and click OK. The Page usage is set back to "0", and the Remaining pages is set back to the original quota granted to this user.

To reset the color quota for multiple users:

In Accounts Manager, select Users in the left pane to view the list of all user accounts.

Use

SHIFT

-click or

CTRL

-click to select multiple users.

Select Reset quota usage under Current tasks in the left pane, or right-click the selection in the right pane and choose Reset quota usage from the menu.

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.

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To schedule a Reset Color Usage task:

In System Manager, select Scheduled tasks in the left pane.

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 box.

Enter a Name and Description for the task.

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.

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.

Schedule

the task to occur either once, every day, every week, or monthly.

Enter a Start date and Start time for the task to run.

Click OK to save the scheduled task.

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Locking Accounts

When you lock an account, Equitrac 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. If users do not have access to another billing code, and a billing code is required, they are unable to print.

To lock an account:

In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.

Click a user, department, or billing code account from the list. The Properties dialog box opens.

In the Account information section, select the Account locked checkbox 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 and Express 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.

Delete Single or Multiple Accounts

In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.

Click a user, department, or billing code account from the list.

Use

SHIFT

-click or

CTRL

-click to select multiple accounts.

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Right-click on the account(s) you wish to delete and select Delete from the menu.

Click one of the options on the Delete dialog box.

• 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 box.

• Cancel – closes the Delete dialog box 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.

Delete 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 of departments that use the same billing code can be deleted.

In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.

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.

Use

SHIFT

-click or

CTRL

-click to select multiple accounts.

Right-click on the accounts you wish to delete 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.

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Performing Account Transactions

A transaction adds or removes funds from an account. You can use Accounts Manager to perform transactions for multiple users or billing codes, or for individual departments.

To perform a transaction for an individual user, department or billing code account, do the following:

In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.

Click the desired user, department, or billing code account in the right pane.

Use

SHIFT

-click or

CTRL

-click to select multiple accounts

Select Add transaction under Current tasks, or right-click the account and select Add transaction from the menu to open the Add Transaction dialog box.

For Equitrac Express, select Paid or Allotted from the drop-down list, and enter a transaction value in the amount field. For Equitrac Office, enter a transaction value in the amount field. For negative transactions, include a minus symbol (-) before the transaction value.

Type a comment in the Comments field.

Click OK so apply the transaction.

The account updates to reflect the transaction.

NOTE: You can also use the Cashier application to perform account transactions. See

Cashier

on page 405.

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To perform a transaction for multiple users or billing codes, do the following:

Use

SHIFT

-click or

CTRL

-click to select multiple accounts.

Select Add transaction under Current tasks, or right-click the account and select Add transaction from the menu to open the Add Transaction dialog box.

Type a comment in the Comments field.

Click OK so apply the transaction.

The account updates to reflect the transaction.

NOTE: You can also use the Cashier application to perform account transactions. See

Cashier

on page 405.

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Managing Search Filters

Accounts Manager offers search filters for User, Department, and Billing code accounts. If you are managing a large organization, you may have more than 10,000 accounts. Rather than scrolling through an enormous list, Accounts

Manager can be configured to search for accounts with similar attributes.

To create and manage filters, do the following:

In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.

Click Filter > Add filter from the Toolbar.

In the New filter dialog box, click <Add filter criteria...>.

In the New filter criteria dialog box, do the following: a b

Select a Field from the drop-down list.

Select an Operator from the drop-down list.

c d

Enter a Value.

Click OK to save the filter criteria and close the dialog box.

In the New filter dialog box, enter the filter Name. If a name is not specified. a format similar to an SQL condition will be used to generate the name to display in the list. For example, the filter selections of field: Balance,

operator: Greater than or equal to

, and value: $10.00 displays as Balance >= $10.00.

Select the Save to list checkbox to add the new filter to the list of most recently used filters. Up to 25 filters can be stored in the Filter drop-down list. Clear the checkbox if you do not want to add the filter to the list.

Click OK to save the search filter.

NOTE: Users, Departments, and Billing codes use their own filter list which must be created and managed within their

respective accounts. Search filters are not transferable between these accounts.

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Filter Attributes

The following table lists the search filter attributes for User, Department, and Billing code accounts.

Account Type

Users

Departments

Billing codes

Definition

• Additional information

• Balance

• Department

• Email address

• Full name

• Home print server

• Location

• Locked

• Minimum balance

• Primary PIN

• Quota usage

• User ID

• Balance

• Department

• Description

• Locked

• Minimum balance

• Primary PIN

• Balance

• Billing code

• Description

• Locked

• Minimum balance

• Primary PIN

Operators

The following operators are available for all account types:

• Contains

• LIKE

• Not contains

• NOT LIKE

• Equal to

• Greater than

• Greater than or equal to

• Less than

• Less than or equal to

• Not equal to

• Listed above

NOTE: The operators are dependent upon the definition attribute, and are not all available for all definitions.

The Department and Location drop-down lists will change to edit boxes if the content count of the drop-down lists exceeds 200. For example, a site with 200 or more departments will not see a drop-down list of departments when creating filters. Instead, they will need to type in the department name within the edit box. If the department name does not exist, an error message appears.

NOTE: At least one location must be defined for any user in order for the Location search filter to be available.

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Managing the Filter List

To manage the filter list, do the following:

In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.

Click Filter > Manage filter list from the Toolbar.

Add, Delete, or re-order the filters as needed.

NOTE: You cannot edit a filter. If an existing filter does not meet your criteria, you must delete it, and then create a

new one to replace it. Press Add to open the New filter dialog box, and create the desired filter.

Click OK to save any changes to the filter list.

Accounts Manager offers the option to display the Manage filter list before opening the accounts view. This feature allows a search filter to be selected before the view is populated with the full list of accounts.

To configure this option, do the following:

In Accounts Manager, click Tools > Options. from the Toolbar.

From the Filtration section in the Options dialog box, select which views you want the Manage filter list to display in.

Click OK to save the settings, and close the dialog box.

The Manage filter list will appear before the view is populated. Select the filter from the list, and click OK to populate the view with the applied search filter.

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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 or Express 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 printing account with user logon information when a user logs onto a control terminal or releases a print job.

The primary PIN is the alpha-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, do the following:

In System Manager, go to Configuration > Security and authentication > User authentication.

Select one or more Authentication mechanisms:

• Equitrac Express (or Office) PINs – Leave selected only if you want to connect an Equitrac printing account with logon information.

• External user ID and password – Select to verify all user information outside of Equitrac.

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• Equitrac Express (or Office) PIN with external password – Enable if users swipe their cards for identification, and must also enter their domain user account password.

Equitrac cross-checks the database for the corresponding Equitrac account name, then verifies the credentials against the selected external authority for network logon. See

External User Authentication

on page 247 for

details.

Select Store secondary PIN encrypted if you want the secondary PIN to be encrypted.

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.

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.

5 b 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.

Select the Authentication options: a

Set the Input type to determine 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

Set the Secondary prompt to determine when users are prompted for a secondary PIN.

• Always – User must enter a secondary PIN.

• If PIN2 available – User must enter a secondary PIN if they have a PIN 2 value associated with their user account. Users with a PIN 2 value will be prompted to enter it. This applies for both keyboard and card swipe logins. This option only applies to PageCounters and select embedded devices.

• If PIN2 available or keyboard login – User must enter a secondary PIN if they have a PIN 2 value associated with their user account, or if they entered their primary PIN or network ID via the keyboard

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(rather than with a swipe card). Users with a PIN 2 value will be prompted to enter it, while users who login via the keyboard and do not have a PIN 2 will be prompted to enter a network password. This option only applies to PageCounters and select embedded devices.

• Never – Secondary PIN is not required.

• Only with keyboard login – User must enter a secondary PIN or password if they entered their primary

PIN or network ID 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.

NOTE: Use either If PIN2 available or keyboard login or Only with keyboard login 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. Regardless which of the above options is selected, if a user has a PIN 2 value associated with their Equitrac user account, they must enter it in order to successfully login. If any users have a PIN 2 value, select If PIN2 available or keyboard login. Do not select Only with keyboard login. c d e

Uncheck the Deny keyboard login with empty password option to allow users to login at the device without entering a secondary PIN (password) for authentication. This feature is only available when Always or Only

with Keyboard Login options are checked. This feature does not apply to PageCounter terminals.

If using a PageCounter terminal, determine the Card setup. For details on entering the decoding parameters,

see

on page 182.

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. Optionally, you can select Register as alternate PIN to record the PIN as the Alternate PIN instead of the Primary PIN.

NOTE: If the Auto-register primary PINs option is not selected, then the user cannot register their card, and must

Click OK to save the settings.

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External User Authentication

If the user authentication method is set to a Windows or LDAP external authority, the authentication settings must be configured in System Manager.

To configure the external authority for user authentication, do the following:

In System Manager, go to Configuration > Security and authentication > External authentication.

NOTE: One or more external authority can be used for user authentication.

Select Windows to validate user accounts against a Windows domain. If using Windows authentication, enter the

Domain

name.

Select LDAP to validate user accounts against an LDAP server. If using LDAP authentication, do the following: a

Enter the host LDAP Server name. The fully qualified domain name of the LDAP server may be required for certificates imported for SSL. Ensure that the LDAP server’s fully qualified domain name is resolvable.

CAUTION: The maximum length of the host name and of the fully qualified domain name (FQDN) is 63 bytes per

label and 255 bytes per FQDN. Microsoft Windows does not permit computer names that exceed 15 characters, and you cannot specify a DNS host name that differs from the NETBIOS host name.

Enter the Port number used by the LDAP server.

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f c d e

Select an LDAP lookup Type from the drop-down list. Use AD-style when connecting to a Windows domain controller, and use Simple bind when connecting to a Linux/Unix server.

• First try AD-style, then try simple – If selected, only Direct bind is used as the Authentication method.

• Try AD-style – If selected, either Direct bind or Lookup then bind can be used as the Authentication method. SSL is not available with the Try AD-style lookup option.

• Try simple – If selected, either Direct bind or Lookup then bind can be used as the Authentication method.

Select Force SSL to use SSL (Secure Socket Layer) encryption.

Select Use LDAP version 3 to use LDAP 3.

In the Authentication method section, select either Direct bind or Lookup then bind.

If Direct bind is selected, do the following:

• Enter the LDAP DN Prefix (e.g. CN=admin) and DN Suffix (e.g. ,O=equitrac) to be placed, respectively, before and after the supplied user ID for simple authentication against LDAP.

• Select your User ID modification method. If the user ID has the format of an email address, this setting allows the email domain to be removed.

If Lookup then bind is selected, do the following:

• In the Search filter field, enter the import search criteria using standard LDAP filter syntax. For example, the search filter (&(objectClass=person)(uid=%value%)) would search for the person entry AND the specific user ID. Or, the search filter (|(uid=%value%)(mail=%value%)) would authenticate a user by email address. The %value% is replaced with the value entered by the user at login.

NOTE: 'uid’ can be used to connect to a Linux server, whereas 'sAMAccountName' should be used to connect to a

Windows domain controller.

• Select the search Scope from the pull-down menu.

Base

– searches the base entry.

One level

– searches all entries in the first level below the base entry.

Subtree

– searches the base entry and all entries in the tree below the base entry. This is the default setting.

• 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". Ensure the Base

DN name does not contain spaces, or the import will fail.

• In the User ID field for text field, enter the LDAP attribute used to match the Equitrac user ID field in CAS

(e.g. uid, sAMAccountName, cn).

• Select the Anonymous login/As service login checkbox to allow the administrator to specify that the LDAP server supports anonymous login (for simple LDAP type), or to login as the user the service is running as

(for AD type).

• Enter the LDAP server Login ID and Login Password. Cannot enter credentials if the Anonymous login/

As service login

option is selected.

NOTE: For AD, the supplied Login ID would be either in NT4 format (domain\user) or UPN format (user@domain).

NOTE: For simple bind, the options are to bind anonymously or with the supplied credentials. The Login ID has to be

in distinguished name format (e.g. uid=admin,dc=example,dc=com).

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Select the Synchronize user attributes on login checkbox to enable LDAP synchronization of user attributes on LDAP authentication.

This feature allows user account details to be imported into the Equitrac Office or Express software when the user logs into an endpoint. A traditional LDAP import/synchronization using persistent search, imports all users initially and then updates account details in the LDAP database as changes occur (see

Configuring LDAP

Synchronization

on page 224).

If you do not want to keep a persistent connection open to a database server, the Synchronize user attributes on

login feature imports user account details as needed. The new synchronization can be configured to import the same user account details as the standard LDAP sync (e.g. Primary PIN, department and email address).

NOTE: Ensure that Lookup then bind is selected when using the synchronize user attributes feature. Direct bind does

not enable this feature.

Click Test to open an LDAP lookup dialog box. Enter an account User name and Password, and then click

Lookup

. If Persistent Search is enabled, the dialog box shows the LDAP properties for that account.

Click OK to save the settings.

NOTE: The LDAP lookup must resolve to a unique user identifier.

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Selecting Notification Methods

If a transaction fails to complete, the user can be notified by popup message, email, 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

on page 323 for more information.

In System Manager, go to Configuration > User interaction > Error notifications.

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.

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.

• Sending the user email – Users receive an email notification of the transaction error. Equitrac Office and

Express uses the email address configured in Accounts Manager.

NOTE: You must configure System Manager > Configuration > Network environment > SMTP mail server settings to

enable email notifications.

• Printing a notification page – Equitrac Office and Express 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 assumes the following escape code entries, in order: job status, error message, user ID, account.

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The following table describes available escape codes, print notification details, and possible error conditions.

Escape Code Print Notification Details

User ID of the user who requested the print job

Current time stamp

Job status

Printer name

Windows network name of the print server

Error message from the accounting server

Possible Error Condition

—

• Job has been canceled

• Job has been truncated

—

• Insufficient funds

• Printer not configured

• Unknown user

• Account locked

• Cannot contact accounting server

• Invalid data stream

• Server down

Charging to Departments

If you implement departments within Equitrac Office and Express, you can choose whether transactions are charged to the user account, or to the department.

When printing documents, Equitrac charges the configured account once, at print time only, and does not charge a user account to release the document.

In System Manager, go to Configuration > Accounting and quotas > Account charging.

By default, Equitrac 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.

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Enforcing Account Limits

In Equitrac Express, you can enforce account charging limits for any combination of user, department, or billing code accounts. A charging limit is a minimum balance an account must maintain in order to gain access to devices and perform transactions.

When printing documents, Equitrac Express charges the account when the job is first submitted to print, rather than when it is released at a control terminal or embedded device. Account limits ensure that there is sufficient funds in the account to pay for print jobs before they are released from the queue. When enforcing limits, if an account balance falls below its specified limit, Equitrac Express can notify the user of insufficient funds at print time. See

Selecting

Notification Methods

on page 250 for details on configuring error notifications.

At release time, accounts with insufficient funds can open a control terminal session but cannot release print jobs in the queue. Control terminals connected to Campus Card systems can display an insufficient funds prompt if control terminal Session Cost is enabled on the CAS. See

Configuring Control Terminal Prompts

on page 125 for details.

When CAS is configured to enforce account limits, and the account balance falls below its specified limit, Equitrac

Express denies that user access to the device.

To configure Equitrac Express to enforce charging account limits for any combination of user, department, or billing codes, do the following:

In System Manager, go to Configuration > Accounting and quotas > Account limits.

Under Enforce account limits, select the account(s) to enforce account charging limits against.

Click OK.

NOTE: If Desktop Printing is configured, account limits are not enforced for jobs printed to locally connected printers.

Enabling Escrow

In Equitrac Express, you can enable escrow for any combination of user, department, or billing code accounts. Escrow puts a hold on the funds from the account being charged for the transaction. While the job is in process, no other transactions can occur that would require the funds held in escrow.

Escrow further extends account limits by putting a hold on funds from the account being charged for the print or copy job, and reserves an estimated amount for the job transaction until it is fully processed. Escrow pre-charges the print job before it is released or before a copy is made. However, if there are not enough funds available in the account to print or copy, then the transaction is cancelled and the estimated amount of the job is not charged against the account.

When printing multiple jobs, the entire transaction is priced as a group, and there is not enough funds to release all of the jobs, then none of the jobs are released.

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When escrow is enabled it applies to all accounts being charged for the jobs. If a user releases print jobs from a delegate, then the delegate’s account must have enough funds to release the job. If the user is printing their own job, then their account must have enough funds to release the job. If the print release is mixed between delegate and user jobs, then the associated accounts for each job must all have enough funds. If not, then none of the jobs are released.

If a user prints using multiple billing codes, all billing code accounts must have enough funds, or the entire release is not printed. If a user charges print jobs to a department, then the department, not the user, must have the available funds or the jobs are not released.

If a transaction with multiple jobs fails due to insufficient funds, the print jobs are returned to the print queue. At this point the user can delete unwanted jobs from the queue, or select fewer jobs and try to release them again. Escrow precharge is reset for the selected print jobs. When the print jobs are released successfully, escrow is removed from the associated accounts.

NOTE: Escrow does not apply if Release all at login is configured at an embedded device or control terminal. Escrow

does not work with Campus Cards or Value Cards.

Escrow is a global configuration, and when enabled, all settings apply to the selected account types to which charging limits are enforced. To configure Equitrac Express to enable escrow for any combination of user, department, or billing codes, do the following:

In System Manager, go to Configuration > Accounting and quotas > Account limits.

Under Enforce account limits, select the account(s) to enforce account charging limits against.

Select the Enable escrow checkbox.

Select how to handle escrow when CAS is unavailable or offline:

• Block (default) – Blocks all print and copy transactions.

• Allow – Allows prints to release, but does not escrow transactions.

NOTE: When CAS is offline, the account may still go into negative since no data is collected from DRE to set a pre-

charge amount for the job.

Set the escrow Expiry time (default is 1 hour). If transactions do not occur before the expiry time, all associated escrow held for the specified accounts are removed.

Click OK.

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Resetting Escrow

Resetting escrow in Equitrac Express removes all escrow from the specified account(s). To reset Escrow for a user, department or billing code account, do the following:

In Accounts Manager, select Users, Departments or Billing codes in the left pane to view the list of all associated accounts.

Click on a single account, or use

SHIFT

-click or

CTRL

-click to select multiple accounts.

Select Reset escrow under Current tasks in the left pane, or right-click the selection in the right pane and choose

Reset escrow

from the menu.

Click OK on the popup confirming that escrow was successfully reset. The message displays the amount of precharged funds that were refunded back to the account.

Viewing an Escrow Report

Equitrac Express provides a report to view all escrow that are currently active in the system. This report shows the date escrow was created, the account escrow is held against, the type of account (user, department, billing code), the device used to print or copy, the current account balance, and the escrow amount held for the transaction. To view an Escrow report, open Reports Manager, expand the Analysis node and select Escrow.

Receiving Print Error Messages

When using Web Release, and you try to release a print job that costs more than the funds available in the account, a message displays indicating that there are insufficient funds to release the document. If a transaction with multiple documents fails due to insufficient funds, then a message displays indicating the first job that failed to print. The message does not list all the failed print jobs.

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 and Express 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 and Express 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 and Express 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 475 for more information on

using this utility.

NOTE: To run this utility, you must have Active Directory administrator privileges in addition to having Equitrac

System Manager rights.

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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.

To configure unlimited printing, do the following. See

Creating Advanced Print/Copy Price Lists

on page 275 for

details on creating price lists and configuring surcharges.

Create an Advanced, Large-format, Fax, or Scan price list.

Configure the price list as desired.

Configure a surcharge for the user, department, or billing code account you want to assign unlimited printing to and apply a -100% surcharge value.

Handling Unidentified Documents

Unidentified documents are transactions for which Equitrac Office or Express cannot identify the associated account, such as a received fax on a multi-function device.

To configure how Equitrac charges unidentified documents, do the following.

In System Manager, go to Configuration > Accounting and quotas > Unidentified documents.

Enter an Account name in the field.

Select an Account type from the drop-down list.

Click Verify to have Equitrac validate the account information against the accounting server database.

When Equitrac 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.

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Associating Swipe Cards with Equitrac Accounts

If your users swipe magnetic cards to identify themselves at the printer or copier through an external XCP device or

PageCounter terminal, use the Card Swipe wizard to add the swipe card account associations to the Equitrac 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:

Before you start the Card Swipe Wizard, you must shut down the Device Control Engine.

Select Start > Control Panel > Administrative Tools > Services. Right-click the EQ DCE Service in the right pane and select Stop.

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.

Use a nine-pin cable to connect the card reader to the serial port.

On an administrative workstation, browse to Programs Files\Equitrac\Office or Express\Tools. Select the Card

Swipe Wizard

In the wizard’s first dialog box, select a Card swipe unit. If you select XCP, specify the serial port to which the card reader is connected.

Enter the Windows network name of the computer that hosts the accounting server. Click Next.

Swipe the magnetic card.

In the following dialog box, 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

Using Control Terminals

on page 119 for details.

The secondary PIN is like a password for the user. If you use the secondary PIN, you must also configure Equitrac

Office or Express to prompt for it; see

on page 244 for details.

In the following dialog box, select the type of account that Equitrac Office and Express 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 database and displays the account description.

To continue using the wizard to configure more cards with Equitrac Office and Express accounts, click Another

card

To exit the wizard, click Finish.

Open Start > 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.

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Configuring the Mail Server for Email Notifications

If you plan to use email 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 email features in Equitrac Office or Express. Email notifications can be configured to encrypt SMTP connections using TLS for secure communication.

Older systems, such as Microsoft Mail, may not support SMTP. Refer to your mail server documentation for details.

In System Manager, go to Configuration > Network environment > SMTP mail server.

Click Default to open the default Email server dialog box, and do the following:

The Connection name of the Default mail server cannot be changed and always displays as Default in the list of available SMTP mail servers.

Enter the DNS name or IP Address of your network SMTP Email server.

b c

Enter an SMTP Email server port number. The default port number is 25.

Select Enable TLS to establish a secure SMTP server connection.

NOTE: If TLS is enabled, the SMTP Email server port should be set to 587. If TLS is enabled, the SMTP Email server

must use the DNS name not IP Address in order to receive error notification emails.

4 f d e

Enter a Mail From address for system generated messages. This address appears in the From field when a user receives a notification email message.

Check Basic Authentication if the SMTP mail server requires a User Name and Password each time a message is generated.

Click OK to save the changes.

Optionally, click Add to set additional Email servers.

Click OK to close the SMTP Mail server dialog box.

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Implementing PINs

PIN information connects an Equitrac Office or Express printing account with user logon information. Client billing, control terminals, Pay Station Deposit Center 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 database when users use PINs to log on to a device.

The primary PIN is the alpha-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 and Express 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 and Express 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

on page 244 for instructions.

You can create and manage primary and secondary PIN information for any type of account including user, department, and billing codes.

User-Controlled PIN Management

Equitrac Office and Express can be configured to allow users to self-manage their user PIN information at a

PageCounter terminal or via their personal website. 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, go to Configuration > Network environment > Automated PIN code management.

Select Email temporary PIN code to users if you want to send an email message (when a new user account is created) that contains a randomly generated numeric PIN code. Temporary PIN codes are optional.

Any account creation method generates this message, as long as an email address is associated with the account when it is first created. When the user enters the generated PIN(s) 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 configured).

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By default, the email subject heading and message contents are auto-populated. You can edit this message if you are not using secondary PINs, or if you want to personalize the message for your users.

Select the PIN codes you want to allow users to manage.

• Enable users to manage their PIN1 codes at PageCounter

• Enable users to manage their PIN2 codes at PageCounter

See

PIN Management

on page 133 for managing PINs at a PageCounter terminal.

• Enable users to reset PIN1 on User Dashboard

• Enable users to reset PIN2 on User Dashboard

See

Enabling PIN Management

on page 413 for managing PINs on the user’s website.

Enter the Minimum and Maximum PIN1 length available for users to create their own PIN. PIN1 length must be less than or equal to the maximum.

The minimum/maximum values only apply to new PINs, and will not affect existing PINs that violate these limits.

Select the Clear PIN data when accounts are locked checkbox to clear the Primary, Secondary and Alternate PIN data from all future locked User, Department or Billing Code accounts.

When the option is selected, the account PIN information fields are greyed-out and are non-editable if the

"Account locked" checkbox is selected in the account properties dialog box in System Manager. The user account data is cleared from PIN information fields after System Manager refresh or AD/LDAP synchronization.

Select this option in order to reuse PIN data from a user that has been locked in System Manager or disabled in AD or LDAP and then reassign the same PINs to a new user.

Click the Clear PIN data for existing locked accounts button to immediately clear all existing locked or disabled account PIN data. This is a one-time operation, and retroactively clears PIN data from all locked or disabled accounts.

After the button is pressed, all PIN data will be cleared from the database for any locked accounts after System

Manager refresh or AD/LDAP synchronization.

Select this option to remove PIN assignments from the database and then reuse the same PIN data for a new account. Once the cleared PIN data is reassigned to a new account, this data cannot be used by the previously locked or disabled account that it was originally associated with.

Click OK.

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Viewing User Account Balance

Users can determine their own account balance via two different mechanisms:

• Account balance popup on their client workstation.

• Account Statement report via their personal website.

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 or Express\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 DRE Print Servers.

On the CAS server, locate the Program Files\Equitrac\Office or Express\Tools folder.

Open the EQAcctMonitor.ini file in any text editor.

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 example below, CAS is called

“ACCTSRV1”.

[AcctServer]

Name=ACCTSRV1

Save the changes.

Copy both the EQAcctMonitor.exe and the EQAcctMonitor.ini files to the Program Files\Equitrac\Office or

Express\Client

folder on each client workstation.

Run the executable on each workstation. The icon appears in the System Tray. The user can hover their cursor over the icon to see the balance, or click on the icon to open the full dialog box.

NOTE: Account limits must be enforced in order for the account balance to display in the Equitrac Account Monitor.

See

receive an email to activate their account. See

on page 252 for details.

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Controlling Transaction Tracking

The default behavior of Equitrac Office and Express is to track all transactions. Each time a job request is submitted,

CAS validates the job request, then logs the transaction details to the database. However, in some cases, transaction tracking may cause legal difficulties (e.g. privacy and data retention laws). Equitrac provides a transaction tracking override option to temporarily remove specific transaction details, or to hide the document name for reporting purposes. When these options are enabled, the job transactions will not be saved to the database.

In System Manager, go to Configuration > Accounting and quotas > Transaction tracking.

Select one of the following options:

• Enabled (record all new job transactions). Transaction tracking is enabled by default, however, there are two available override options that prevent specific job transaction details from being saved to the database.

• Hide document name within reports. This option replaces the document name with "******" in all reports that typically display the document name in the Description column in Reports Manager.

This option also includes uplink reports. In a multiple CAS uplink setting, the transaction data uploaded from a subsidiary CAS to the master CAS will hide or display the document name according to the master

CAS setting. For example, if the subsidiary CAS is set to hide the document name, and the master CAS is set to display the name, any reports generated on the master CAS will display the document name.

• Remove transaction user info. This option removes the user ID, document name, workstation name, server name, and fax destination phone number for all print, copy, scan and fax transactions. Instead, all transactions are tracked against departments. When the transaction is posted, CAS substitutes the user ID database field with the department field. If a department is not associated with the user or transaction, then the user ID is replaced with the account name defined in System Manager under Unidentified documents.

See

Handling Unidentified Documents

on page 255.

• Disable (discard all new job transactions). When transaction tracking is disabled, color quota is not enforced and account balance is not updated. During this non-tracking time, account and device activity reports will contain no data. However, all data in the system prior to disabling tracking will be reported as normal.

NOTE: The Disable (discard all new job transactions) feature is not available in Equitrac Express, as a user account

must maintain a minimum balance in order to gain access to devices to perform transactions. If transaction tracking is disabled in Equitrac Express, color quota and account limits will not be enforced during this non-tracking time, and access to devices will be denied due to insufficient funds.

Click OK to apply the changes.

When the specific transactions are completed, Enable transaction tracking—without hiding the document name, or removing transaction information—to continue tracking to the database.

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Working with Self-service Accounts

Equitrac Express offers a feature which allows schools to create a Self-service Equitrac user account, and add funds to it via Cashier, Web Deposit or Pay Station Deposit Center. A Self-service account is considered a normal user account, and has access to all the features associated with Equitrac Express. Self-service users are validated by CAS for their credentials when they print, fax, copy, or scan. However, you may prefer to group Self-service users into a single department (e.g. Self-service) for pricing, billing, and reporting purposes.

To configure how Self-service accounts are created, do the following:

In System Manager, go to Configuration > Accounting and quotas > Self-service account.

Check Enable self service account creation to allow user to create their own account through the User Dashboard application in Web Client.

Select the User ID option that System Manager uses to generate the Self-service user ID:

• Auto generate format – The user ID is created with the format string of GUEST_%d, where %d is replaced by an auto-generated number. For example, GUEST_%d becomes GUEST_123. Maximum 240 characters allowed.

—Or—

• Use email address – The Self-service user’s email address becomes their user ID.

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Select the Default department from the drop-down list for the Self-service account to belong to. The drop-down list is populated with all existing departments in Accounts Manager. This option is disabled if the departments do not exist in System Manager.

Check Allow users to select department to allow users to choose a desired department (disabled by default if the

Enable self-service account creation

checkbox is deselected).

If the selected department name matches one in Accounts Manager, then the Self-service account is associated with that department. If no department is entered, or the name entered does not match an existing department, then the Self-service account is associated with the configured default department.

Determine when the Activation expires (in days). If the user does not activate their account within the specified time period, then the application expires, and they must reapply to create a new account (maximum is 365 days).

Click the Configure email content button, and do the following: a b c

Enter an Email subject line for the email sent to the user indicating that their account requires activation.

Enter an Email message with the following information:

• Direct the user to activate their Self-service account by clicking the provided URL link.

• Indicate how many days they have to activate the account before the application expires.

Click OK.

Check On web page appears after activation to open a web page displaying their login credentials after the user clicks the URL in the initial account activation email.

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Click the Configure web content button and enter the web page content.

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Its default value is:

Your account has been activated. Account details:

User name: %1

Primary PIN: %2

Secondary PIN: %3

%b(Please login to %l(User Dashboard,%5) and change your password).

Note: These details about the activated account were sent to the %4 email address.

where

%1 - User ID

%2 - Primary PIN

%3 - Secondary PIN

%4 - Email address

%5 - URL of User Dashboard

%b(text) - Display text in bold

%l(text,URL) - Display a link.

NOTE: The Web page content textbox must not be empty and can have

maximum 1000 characters.

Click OK.

Select the Sending email checkbox to send a second email confirming that the account has been created, and provides their login credentials.

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Click the Configure email content button, and do the following:

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a b

Enter an Email subject line indicating that their Self-service account has been created.

Enter an Email message with the following information:

• User name, Primary PIN and Secondary PIN.

• Indicate that they need to login to User Dashboard via the provided URL and change their password.

Click OK.

User login credentials can be displayed on a Web page, in an Email, via both options, or not provided to the user.

If the login credentials are not provided to the user, then the user must contact the administrator to get their login information.

Click OK to save the settings.

NOTE: The SMTP mail server must be configured to accept email notifications in order for the Self-service user to

Configuring the Mail Server for Email Notifications

on page 257.

Once Equitrac Express is used (User Dashboard is installed for Web Client and Self-service account creation is enabled), a link to account creation is displayed on the Web Client login page that navigates to the web page where self-service account creation can be started.

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Configuring the Guest User Feature

The main function of the Guest user feature is to allow users access to the device without providing regular login credentials. The Guest user can be configured to set specific device functions the user has access to. For example, allow guest user access to print, but deny the use of copy, scan and fax.

If configured for print only, the Guest User is not able to perform other device functions such as Copy, Fax or Scan.

Additionally, other Equitrac functions such as Capture and Send should also not be available to the Guest User.

The Standard User who logs on with regular login credentials is allowed to access device functions and Equitrac additional functions dependent on their function access control.

To configure the Guest User button on applicable PCC devices, do the following:

NOTE: The Guest User button only applies to PCC 4.2.3 (or newer) devices that are pointed at an Equitrac Office or

Express 5.7 server.

In System Manager, go to Configuration > Security and authentication > Guest user.

Enter a name for the Guest button as it appears on the device.

Select a Guest Workflow container, and Verify it.

NOTE: The Guest workflow container must be configured with a Global scope to be are accessible to all users. See

Configuring Workflow Containers

on page 386.

Enter a Guest user account and Verify it.

Click OK to close the Guest user dialog box.

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Go to Configuration > Devices > Embedded devices.

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Select Ricoh PCC4 (or PCC5) from the Device type drop-down list.

Select the Enable guest user checkbox, and click OK. This option only applies to PCC 4.2.3 (or newer) devices that are pointing at an Equitrac Office or Express 5.7 server.

To override the Guest User feature global setting at the device level, do the following:

In System Manager, go to Devices.

Open the Embedded device summary.

Select Enabled or Disabled from the Enable guest user drop-down list to override the global setting. Default uses the global setting from Configuration > Devices > Embedded devices.

Click OK to save the override setting.

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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

departments, or time of day. See

Repricing Jobs on Release

A price list is a collection of charging rules you can apply as a set to one or more network devices. These charging rules define how Equitrac Office or Express 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 or Express, 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

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Chapter 8: Configuring Price Lists

Price List Workflow

When first creating price lists within Equitrac Office and Express, 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 (print queue, embedded device, 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 print queue, embedded device or physical device level.

4. Assign price lists to Department printing accounts

(Equitrac Express feature)

Set up Departmental Pricing to use at the department level.

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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 or Express. 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

Basic Print/Copy Price per page for black & white or color output

Advanced Print/

Copy

Large-Format

Assign costs for extended job and page attributes.

Assign costs for extended job and page attributes for large-format jobs.

Fax

Scan

Assign costs for fax jobs by page or by minute, and optionally, by prefix.

Assign costs for scan jobs per type and page attributes.

Apply to these devices

Basic printers that do not offer extended capabilities.

Transaction Type

Print, Copy

Printers with finishing options and page detail capabilities.

Print, Copy

Plotter printers.

Printers with fax capabilities.

Printers with scan capabilities.

Fax

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.

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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 and Express evaluate 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 start a new basic price list, do the following:

In System Manager, select Price lists in the left pane.

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.

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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 and Express to determine the total job cost.

Page

Detail

Costs

Job

Base

Price

Finishing

Costs

Surcharges

Default

Page

Price

Total Job

Cost

Job Base Price

A job base price is an optional fee charged for the job as a whole, regardless of job 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 and Express receive 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 evaluates the given attributes and applies page details rules in the following manner and order:

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.

If the page attributes do not match any of the specified page detail rules, CAS applies the default page price for each unmatched page.

Page details include transaction type, color, duplexing, tray source, media, and paper size. Optionally, set one or more page detail rules to cover all potential printing variables at the page level. For example, a separate page detail rule is needed for color letter size printing verses color legal size printing.

NOTE: Equitrac 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.

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When you define price lists to use with Equitrac tracked printers, be aware of the effect the following page detail rules settings:

• Equitrac Office and Express examines all rules, regardless of order.

• If two rules match, Equitrac Office and Express 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 and Express 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 accommodate 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.

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Creating Advanced Print/Copy Price Lists

To start a new advanced price list, do the following:

In System Manager, select Price

Lists

in the left pane.

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.

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.

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.

In the Job attributes section, do the following: a b c d

Set the Base price to be used as a processing fee. Equitrac charges the base price to all print/copy jobs. This price is optional.

Set the Finishing operations such as, Punching, Binding, Stapling, Folding, Trimming, Stitching, and

Wrapping.

Set the Price for each operation.

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

Setting Surcharges

on page 276 for more information on how surcharges

affect the total job cost.

Set the Page Detail Pricing for a specific combination of page attributes.

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Equitrac Office and Express 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 b c d

Set the Default page price to apply the default price to every page that does not match the page detail pricing rule.

Click <Add...> from the Type column to create a new pricing rule.

Click any attribute field, and select an option from its drop-down list.

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 or Express in a live production environment.

Setting Surcharges

To set surcharges to price list, do the following:

In System Manager > Price

Lists

, select the price list from the Advanced section in the right pane.

Click the Surcharges button to open the Surcharges dialog box.

In the RIP/Print Charges section, you can set the following charges to the base job cost: a b

Enter a Job size price per megabyte.

Enter a RIP time price per minute to accommodate the amount of time that is dedicated to processing the

Raster Image job. c d

Enter a RIP surcharge price per page for the Raster Image Printing service.

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.

In the Account surcharge section, you can add surcharges for individual users, for entire departments, or for a particular billing code.

Click <Add...>, then enter an Account name and select an Account type from the drop-down list.

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b c d

Click Verify to confirm the account name and type are valid, and then click OK to close the dialog box.

In the Action column, set the surcharge as a Percentage, or a Fixed value.

In the Value column, set the percentage amount or the fixed dollar amount for the corresponding Action selection. 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 Workstation Client license within System Manager to enable Client Billing.

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 b

Click <Add...>, to create a time surcharge rule.

Select Day to add a single day of the week or a range of days when the surcharge applies. c d e

Set a time range in the From and To columns, using a 24 hour clock value.

Set the Action as a Percentage, or a Fixed value.

Set the Value of the percentage amount or the fixed dollar amount for the corresponding Action selection.

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).

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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

Job attributes

Page detail pricing

Individual attributes

Job base

Stapling

Binding

Default page

Color

Size A3 + color

Size A3 + color + heavy media

Size A3 + heavy media

Color + heavy media

0.75

1.00

.060

0.05

Assigned

Charge

-0.05

0.05

1.00

0.05

0.50

—

Page Detail

Rule #

—

The print job consists of a bound, six-page job that has a separator or banner page for the first page.

DRE examines the job and page attributes and passes the necessary information to 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

A3 size

Uses color

Heavy media

Rule match?

Page 1

—

Page 2

—

Page 3

—

Page 4

—

Yes

—

Yes

Rule # 1

Page 5

Yes

—

Yes

Rule # 2

Page 6

Yes

Rule # 3

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CAS then groups pages together into page sets according to page attributes defined by page detail rules. Equitrac

Office and Express calculates costs for this print job’s page attributes as shown below.

Page set

# Pages in set

Meets Page

Charging Rule

3 —

Assigned Cost Calculation Total Cost

0.05 (default)

0.50

0.75

3 X 0.05

1 X 0.50

1 X 0.75

0.15

0.50

0.75

1.00

1 X 1.00

Total for page attributes

1.00

2.40

Specified job attributes

Job base cost

Binding

Stapling

Assigned cost

-0.05

1.00

0.05

Total cost

-0.05

1.00

0.05

Total for job attributes 1.00

Equitrac Office and Express calculates the total cost for this print job:

Total cost for page attributes

Total cost for job attributes

Total cost for print job

2.40

1.00

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 list 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.

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Device Capabilities

When planning your price lists, make sure you evaluate the capabilities of each printer within the deployment. The

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 and Express use 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 and Express 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.

In System Manager, select Devices in the left pane.

Select a physical device to open the Physical device summary dialog box.

Click the Pricing button. A Price list selection dialog box opens.

You can assign a secondary price list at the physical device and queue level.

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Cost Calculation & Currency

You can adjust the number of decimal places that CAS uses to calculate printing costs. The default setting is two decimal places, but you can extend this to maximum five 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 systemwide.

In System Manager, go to Configuration > Accounting and quotas > Accounting precision.

If you change the number of decimal places from the default, you must change the Windows No. of digits after

decimal

option to match the number of decimal places used in System Manager.

To change to default number of decimal places on your workstation, go to Start > Control Panel > Region and

Language > Additional Settings > Currency.

Make this change on all workstations running System Manager, Accounts Manager or Reports Manager, and on any remote administrative workstations.

NOTE: Equitrac Office and Express 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 and Express (Cost Preview, PageCounter cost display, or the Tool tray applet that is installed with Workstation Client 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.

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Creating Large-Format Price Lists

You can 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 the same as advanced 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 273 for 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:

In System Manager, select Price

Lists

in the left pane.

Select Add large-format price list under Current tasks.

Alternately, you can click <Add> in the right pane and select Large-format as the Price list type, or right-click the right pane and select Add large-format price list from the menu.

Enter a Name and Description for the price list.

Set the Job attributes, such as a Base price, Finishing operations, or Surcharges. See

Creating Advanced Print/

Copy Price Lists

on page 275 for details.

Set the Page detail pricing for a specific combination of page attributes.

a b c d

Set the Default page price to apply to every page that does not match the page detail pricing rule.

Select a unit of measure from the per drop-down list.

Click Add to create a new rule, and then select an option from the attribute field’s drop-down list.

Enter a Price for the page detail pricing rule.

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Creating Fax Price Lists

Fax price lists calculate the total price using three variables: base price per job, surcharges, and price per page or per minute.

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

Fax price lists are assigned to a device within the System Manager > Devices link. 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.

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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.

Fax Surcharges

Surcharges are optional charges added for print jobs generated during a specific timeframe or by a specific printing account. Equitrac Office and Express evaluates each print job and assigns these surcharges if a match is found.

Surcharge

Account surcharge

Time 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 box, and double-click the Action and Value fields to adjust the surcharge:

• Action - Sets the surcharge as a Percentage or a Fixed value.

• Value - The percentage amount, or the fixed dollar amount for the corresponding Action selection. 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 Workstation Client license within System Manager to enable Client

Billing.

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 Percentage or a Fixed value.

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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

Fax price lists are assigned to a device within the System Manager > Devices link. 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 Email 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 and Express 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 Email the scanned file, save it to a file folder, or send it to a third-party server (e.g RightFax or SharePoint).

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For each destination, enter a black and white charge and a color charge. However, not all destinations are available on all scan devices. For example, EFI SendMe devices provide local file, Email, and FTP options, whereas Xerox devices provide FTP and Email only. Check the capabilities on each Scan device within your deployment before creating Scan page detail charges and assigning them to devices.

Scan Surcharges

Surcharge

OCR Surcharge

Account surcharge

Time surcharge

Description

Adds a surcharge for each page scanned with the OCR (Optical Character Recognition) attribute. The Scan Tracking API detects this attribute, then applies the surcharge per page.

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 box, and double-click the Action and Value fields to adjust the surcharge:

• Action - Sets the surcharge as a Percentage or a Fixed value.

Note: You must apply a Workstation Client license within System Manager to enable Client

Billing.

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 Percentage or a Fixed value.

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Assigning Price Lists

Before assigning a price list, it is important to understand the rules CAS follows to determine which pricing to apply.

When Equitrac Office and Express receives a print request, it evaluates the transaction type requested (e.g. print, copy, scan, or fax). Equitrac then references CAS for a Print Queue price list that matches the requested transaction type. If none is found, Equitrac looks for a price list assigned at the device level that matches the transaction type. If no specific price list is found at either level, the Default price list is used for the requested transaction type. If there is no default price list, Equitrac 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

Device

Price List?

Yes

Default

Price List?

Yes

Apply $0.00 pricing

Use this price list to calculate job cost

It is important to apply a price at the correct level within Equitrac Office and Express:

• 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 print 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 an embedded device – assigns the price list to a specific embedded device, which applies the price list to all jobs received at that embedded device.

You can assign only one primary price list and one secondary price list to a queue or embedded device. 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.

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Applying 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 or print queue, select the individual entry from the list. In all cases, a Summary dialog box opens for the selected entry. From the Summary dialog box, click the Pricing button.

For physical and embedded devices, this dialog box 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 that the device supports the transaction type first.

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For print queues, and embedded devices, this dialog box 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 box. 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.

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Departmental Pricing

Equitrac Express uses Departmental Pricing to set up different pricing scenarios based for specific groups of users. For example, you can create one price list for students, and a different price list for staff. The diagram below illustrates the general concept.

When a user assigned to a specific department sends a job request, CAS verifies their department membership and the job attributes, then applies the correct price list and charges the account accordingly. user user user user user user

Department

Job

Request

Price List

Department

Job

Request

Price List

Departmental Pricing assigns a price list to all users within a department.

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You can also apply Departmental Pricing at the transaction level. If you create several price lists for each transaction type (print, copy, scan, fax), then apply an appropriate price list to each transaction type that a device is capable of,

CAS calculates job cost based on the transaction type price list. For example, if a device’s capabilities are print and copy, you can apply one price list to print transactions, and a different one to copy transactions. To charge different copy and print transactions costs for two different departments, you would have to create and apply two print price lists, and two copy price lists.

user user user

Department

Print job

Copy job

Scan job

Fax job

Price list

Copy

Price list

Scan

Price list

Fax

Price list

Extend the Departmental Pricing functionality to charge by transaction type per device

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Creating and Applying Departmental Price Lists

All price lists, including departmental price list, are created the same way. However, you need to be aware of the department structure set up in Accounts Manager before you create price lists that you want to assign by department.

Create price lists that reflect the existing department structure, because you can apply a price list to existing departments only.

Before you can apply a price list to a department, you must set up the department name in Accounts Manager. You can assign users to each department at a later stage, but the department must be defined and known to CAS before you can apply pricing at the department level.

You can assign departmental price lists to a physical device, print queue, controller interface or workstation device.

To assign a departmental price list, do the following:

In System Manager > Devices, select the device that should use departmental pricing.

In the Physical Device summary dialog box, click the Pricing button.

Click the Departmental pricing button. The Department price list selection dialog box opens.

Click <Add...> to start a new price list entry, then select an option from each of the three columns.

Column

Type

Department

Price list

Description

• The transaction type that the price list will apply to.

• You can apply a different price list per transaction type, as long as the device supports the transaction types.

• The price list columns updates to show only the price lists you created that match the selected

Transaction type.

• The price is applied to all jobs (matching the transaction type) generated by users within this department

• Choose the price list that you created specifically for this department and transaction type.

• Only price lists that match the transaction type are shown in the list.

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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 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 go to Configuration > Printing > DRE/DRC and Follow-You

Printing

and select Reprice after release checkbox in the Settings section.

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Advanced Printing Configuration

Topics

Releasing Prints to First Available DRE

Setting Up Follow-You Printing

Setting up the Print Driver Repository

Configuring Send To Printing

Mobile Printing

Beyond the basic configuration, Equitrac Office and Express offer 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, Web 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.

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Enabling Secure Printing

Secure printing holds documents in a secure print queue until the user releases the document from either a client application (e.g. Release Station), or from a control terminal (e.g. 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 and Express 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

on page 323 for full details.

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 311.

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 first checks the print rules to determine if the job should be held. If no rule exists for the destination printer, Equitrac 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

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Secure Printing Configuration Workflow

Follow this workflow to enable basic secure printing system-wide.

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 physical device to view the print queue for that printer.

Click the print queue link to open the Print queue summary dialog box.

2 d

In the Behavior section, enable the Secure printing option and click OK.

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 423 for instructions to add

specific printers that populate the Release Station with print jobs.

To configure advanced secure printing, see

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 DRE print server you want to connect to when you launch the

Viewer.

On your Windows desktop, select Start > All Programs > Equitrac Office or Equitrac Express > Print Queue

Viewer

. This creates the Viewer icon in the Windows task tray.

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Double-click the icon to open the Print Queue Viewer.

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.

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.

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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. Pull groups are required to support Follow-You Printing.

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, etc.

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 print server

Two pull groups are created from across print 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 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 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.

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Printer Pull Group Workflow

To create a pull group, follow this workflow:

Enable secure printing on all physical devices that you want to add to the pull group.

Secure Printing Configuration Workflow

on page 297 for instructions.

Associate or create a release device (control terminal, embedded device or Release Station) for all physical devices that are part of a pull group.

Assign two or more devices to one or more pull groups.

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 box, select the Release documents from pull group option. 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.

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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 campus, regardless of the printer the user originally specified when submitting the print request. Even if you deployed multiple DRE print servers, each of which manages a separate set of devices, you can configure Equitrac Office and Express to allow printing across print servers.

For example, a student who attends classes in different buildings can submit their print job from their computer in

Building A, and while enroute to a class 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, a student could submit a print job from their laptop within the classroom, then simply go to the nearest terminal to release the job and take the printout back to the classroom 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 Printing jobs on a device connected to a different CAS and DCE/DRE server. For more information, see

Follow-You Printing Across Multiple

Accounting Servers

on page 305.

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 300.

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Follow-You Printing Configuration Workflow

To set up Follow-You Printing, do the following:

Enable secure printing on each device.

Configure the devices to use secure printing. See

on page 296 for instructions.

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 300.

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 Printing on Release Station

on page 433 for further details.

No further configuration is needed for Control Terminals.

Release Station Behavior

From the user perspective, the Follow-You Printing release functionality follows this workflow:

The user sends a document to a printer configured with a secure print queue. If configured to use Release keys, the user assigns a release key to the print job. Release key is an Equitrac Express feature.

DRE associates the print request with the user’s credentials or the release key, and holds the document in the secure print queue.

The user logs on to a Release Station using valid credentials (either Windows login or Release key, depending on the Release Station configuration).

The user selects a destination printer (which can be an entirely different printer than the original device the job was sent to).

The user selects the print job from the list of jobs available in the Release Station list, and clicks Print.

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).

The user clicks OK to release the job.

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PageCounter Behavior

From the user perspective, the Follow-You Printing release functionality uses this workflow on PageCounter terminals:

The user creates and sends a document to a printer configured with a secure print queue.

DRE associates the print request with the user’s credentials or release key, and holds the document in the secure print queue.

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

All are released The device releases all queued documents for the current user automatically.

First is released

Select to release

The device releases only the first queued document.

User can select one or more documents to release or delete.

Prompt The device prompts the user to release all documents for that user.

Control Terminal Prompt

N/A

Document1.txt

Print Del End

Select Use:

All Select End

Select Use:

All Select Find*

* Find replaces End if Multi-server Follow-You is used.

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Configuring Follow-You Printing

To configure Follow-You Printing settings, do the following:

In System Manager, go to Configuration > Printing > DRE/DRC and Follow-You Printing.

Select the Site where you want Follow-You Printing to be accessible from.

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.

• 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.

• Release key jobs – (for Equitrac Express only) if prompt for release key is enabled, select how to handle these jobs in the print queue after they are released—either Delete after release or Keep until expiry.

• 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.

In the Space management section, do the following: a

Enter the Job expiry time. This is denoted in hours.

Enter the Print distribution job expiry time. This is denoted in hours.

Select Enabled or Disabled as the global Secure printing default for Follow-You Printing.

Select Retrieve username from PJL setting for applications that insert the PJL string into the print job. For example, HP ePrint Enterprise uses this PJL setting.

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In the Number of ports per I-Queue field, enter the number of printer ports (up to 100) associated with the devices used for I-Queue printing. This configures the number of ports assigned to the Windows print queue and allows multiple print jobs to be processed at the same time.

Click OK to save the settings.

Follow-You Printing Across Multiple Accounting Servers

Users are able to retrieve Follow-You Printing jobs on MFPs connected to several CASs. Follow this workflow to use multi-server Follow-You Printing:

The user must be registered in the database on all relevant CASs with the home print server value correctly set.

The pull group name must be the same on every CAS. See

must be enabled on the destination printer’s device queue to support this functionality. See

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 Printing 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]

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.

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Releasing Prints to First Available DRE

Multiple DRE print servers can be deployed in any environment, and specific devices can be assigned to each DRE.

Although there are multiple DREs, each of which manages a separate set of devices, users can release jobs across all available print servers. With secure printing enabled, users can release a print job to any compatible device within the environment, regardless of which device the user originally specified when submitting the print request.

When a user submits a print request, they select a destination printer, but the job is actually held in the DRE secure print queue before the user releases it at the device. In a multi-server setup, the user can authenticate at any device in the environment and select the print server that contains the document they want to release. The user can then retrieve their print job via Follow-You Printing on a device connected to a different DRE server.

For example, you can have an multi print-server environment which consists of DRE-1, DRE-2 and DRE-3; each with their own dedicated secure print queue for document release, and with each print server managing a separate set of devices.

In this scenario, a user can submit their print request to a device associated with the secure print queue on DRE-1, and then choose to release their job at a different device where the print queue is hosted on both DRE-2 and DRE-3. When this happens, Equitrac Office and Express automatically requests to release the print job using the print queue on

DRE-2. However, if that print server is not available, it then finds the next available print server to release the job, which in this case, is DRE-3.

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Setting up the Print Driver Repository

Equitrac Office and Express offer a centralized Print Driver Repository dedicated to managing print drivers on workstations for DRC printing. When a user submits a print job and logs in to a system-configured MFP to release their job via Follow-You Printing, the workstation client checks the MFP driver requirements and automatically downloads and installs the configured print driver if it is not on the user’s workstation. The Driver Repository is centrally managed by the system administrator to maintain current and new drivers for the networked MFPs.

The Driver Repository maps the print drivers and ports to the associated MFPs on the network. The correct print driver will be found and installed at the MFP even if CAS service is offline if DRC synchronized its cache before the

CAS service went offline.

To set up the Driver Repository, do the following:

In System Manager, go to Configuration > Printing > Driver repository.

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Click Manage drivers to open the Manage drivers screen, and click New.

Chapter 9: Advanced Printing Configuration

On the Add printer driver wizard Name and Description screen, do the following: a b c d

Enter a Name for the driver package. This is the Driver name which displays in the Printer driver mapping.

Consider using a detailed naming convention listing the MFP model, bit and OS if you are setting up an multi manufacture and model environment.

Add the INF File for the desired print driver. Either enter the file path to the folder where the driver is located on the system, or click the folder icon beside the field to retrieve the INF file.

Optionally enter a description for the driver package.

Click Next.

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On the Add printer driver wizard Manufacturer and Processor selection screen, do the following: a b c

Select a Manufacturer from the drop-down list.

Select a Processor for the environment. Depending on the driver, the processor can be x64, x86, or both. Some

.INF files may contain multiple models, therefore both x64 and x86 processors may be selectable for a single driver.

Click Finish.

NOTE: If the driver is not signed by Microsoft, an error message pops up indicating that the publisher of this driver is

not trusted. Equitrac does not support unsigned drivers.

NOTE: If a driver is signed, but not cross-signed by Microsoft (i.e. signed drivers with untrusted publishers), the

driver's certificate must be added under "Trusted Publishers" for machines in the customer's domain. This is done by adding the certificate to the AD server as a group policy under "Trusted Publishers" and pushing it down to all users.

See your Microsoft documentation for details.

The new driver is uploaded and added to the list of print drivers in the Driver Repository.

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Click New again to continue adding more print drivers to the repository.

Click OK after the desired print drivers have been added.

On the Driver Repository main page, select an MFP from the Manufacturer drop-down list.

Click Add and then select the following from the associated drop-down lists:

• Model name – the list is populated with all available MFPs.

• Environment – either x64 or x86 processor.

• Package name – the print driver package created with the selected INF file.

• Driver name – the name of the driver from the INF file associated with the MFP model. The INF file can contain multiple driver names.

Click Apply when all fields are populated.

Continue to Add driver mapping for the appropriate manufacture and models available to the user.

Click OK when all driver mapping is complete.

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Configuring Send To Printing

Send To printing allows users to submit print jobs on behalf of other users. For example, a Professor may submit print jobs on behalf of students to print from any release device (Release Station, PageCounter, or embedded device) prior to class.

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. Alternatively, the user can set a release key for the job. The originating user can also assign charges or accept costs for the print job themselves.

The diagram below depicts the Equitrac Office and Express workflow when either Equitrac 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 Mac environments.

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Send To Printing Configuration Workflow

Follow the steps below to configure Send To printing on both the server and on the user workstations.

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

Enabling Secure

Printing

on page 296 for instructions.

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, go to

Configuration > Security and authentication > Access permissions

, and grant Print distribution access to the new domain group.

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/DRC 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.

Install at least one Workstation Client feature on each user workstation that supports Send To printing.

At least one other Workstation Client 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.

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 Program Files\Equitrac\Office or

Express\Tools

folder on the DRE server. Copy the utility to the Program Files\Equitrac\Office or Express\Client folder on each user workstation. Double-click the utility to start the service. The Print Distribution icon appears in the Windows task tray.

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Client Popup Behavior

From the user perspective, the Send To printing functionality follows this workflow:

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.

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.

The user selects one of the following options: Recipients or Release key (Equitrac Express feature) Printing costs, or Job settings.

The user clicks OK to submit the print request.

NOTE: The user cannot recall the print job once it has been sent.

Recipients

Recipients of a print job can be any combination of Equitrac User Accounts, Equitrac Departments, or Windows

Active Directory Groups. Alternatively, users can enter a Release key.

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 click the Add button to search for recipients.

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NOTE: As a best practice, encourage users to select recipients from the Search dialog box. For users and departments,

these names are validated by Equitrac Office and Express before populating the list. If a user types in a recipient incorrectly, 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 box. 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 dialog boxs 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 and Express tries to resolve the name against the User Accounts database first, then against departments, then against the Active Directory Groups list.

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.

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If the user clicks Add Groups, the Select Groups dialog box 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.

Release Keys

Release keys are Equitrac Express features that must be enabled on the DRE print server in System Manager > User

interaction > Session flow

to support the release key option. In addition, you must Enable Release Key Session

Security on the Release Station that manages the destination printer’s queue. See

Session Security

on page 419.

Users can assign a release key to a print job and allow other users to walk up to any release device (Release Station,

PageCounter, or embedded device), and print any jobs in the queue that were submitted using that release key.

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

on page 269 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.

For complete information on print rules, see

on page 290 for details.

• 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.

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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 and Express 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.

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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 print server or the workstation direct IP printing feature in the Equitrac Client

Workstation. Equitrac Office and Express 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.

CAUTION: Desktop printing does not enforce Account Limits.

Desktop printing is often deployed when you need to track print volume for users who require private printers. For 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 mgmt

The Desktop Port Monitor intercepts print requests to the local printer

NOTE: Desktop Printing is not supported in Mac environments.

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User Workflow for Desktop Printing

From the user perspective, the Desktop Printing functionality follows this workflow:

The user needs to print a private document, therefore they select the local workstation printer.

Depending on the document attributes and the rules set for the device, one of three things occur:

• Equitrac Office and Express allows the document to print on the local device if the user or release key is validated.

• Equitrac Office and Express 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.

on page 273 to create price lists.

on page 323.

Desktop Printing Configuration Workflow

To set up Desktop printing on each user workstation that prints to a device not managed by a DRE Print Server, do the following:

Install the Desktop Printing Utility on the user workstation.

Run the Equitrac Client Installer and select the Desktop Printing feature.

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.

Set the device properties.

In System Manager > Devices, click on a local device to view the Workstation summary dialog box. Change the

Name, Description, and if required, apply pricing parameters.

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 272 or

Advanced Print/Copy Price Lists

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 337.

These rules also allow you to limit access to the printer based on job attributes.

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.

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Excluding Applications

The Exclusion list specifies applications that Equitrac Office and Express do not track, and applies to all workstation devices not managed by a DRE Print Server. Some applications conflict with the resources necessary to invoke the print tracking within Equitrac Office and Express. If you find that Equitrac 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 and Express 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 and Express proceeds with the print and does not track any transaction or document data. If the application is included for tracking, Equitrac assesses the document data to assign the appropriate tracking and popup behaviors.

In System Manager, go to Configuration > Printing > Desktop printing exclusion list.

Click Add to specify an application for desktop printing to exclude.

Enter an Application name and Description, and click Add.

Click OK to close the Desktop printing exclusion list dialog box to save the changes.

Re-enabling an Excluded Application

You cannot enable print tracking for any of the system default excluded applications, however, you can re-enable an application within the Additional excluded applications list.

In System Manager, go to Configuration > Printing > Desktop printing exclusion list.

Select an application from the Additional excluded applications list and click Remove.

Click Yes to confirm the removal.

Click OK the Desktop printing exclusion list dialog box to save the changes.

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Editing an Excluded Application

You can edit the description of an excluded application to make it more identifiable in the list. You cannot edit the application name because the Exclusion list identifies excluded applications by their executable filename.

In System Manager, go to Configuration > Printing > Desktop printing exclusion list.

Select an application from either the Default or Additional excluded applications list and click Properties.

Edit the application’s Description and click OK.

Click OK on the Desktop printing exclusion list dialog box to save the changes.

Excluding Printer Ports

Desktop Printing tracks prints based on local printers connected to a user workstation. Some printer software installs

"soft" printers to generate different paperless output, such as PDFs. Equitrac Office and Express can exclude these

"soft" printers from being tracked through desktop printing.

The Port exclusion list specifies port names and definitions that Equitrac does not track through desktop printing.

When Equitrac evaluates a transaction, it checks if the document is sent to a port on the excluded list. If the port name or description is on the Excluded list, Equitrac does not track any transaction or document data. By default, the exclusion list is populated with common soft printers.

To add more ports to the exclusion list, do the following:

In System Manager, go to Configuration > Printing > Port exclusion list.

Click Add to specify the Port Name for desktop printing to exclude, and click OK.

Click OK to close the Port exclusion list dialog box to save the changes.

To remove a port from the exclusion list, select the port name, click Remove, and click Yes on the confirmation popup.

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Mobile Printing

The Mobile Printing component of Equitrac Office and Express enables users to print to the printers in your environment without the need for a connection to the local network. Users can print from any smartphone, tablet, laptop or PC.

Equitrac Office and Express utilizes the PrinterOn Enterprise Solution for mobile printing by emailing documents to a

PrinterOn Enterprise-enabled printer, or by using one of the PrinterOn mobile printing applications available for iOS and Android devices. Once the print job is routed through PrinterOn, the job is passed to Equitrac and tracked in the same manner that documents printed through any Equitrac implementation are tracked.

CAUTION: This process assumes that you have correctly set up, configured and licensed all PrinterOn and Equitrac

components. Complete instructions on installing and setting up PrinterOn is beyond the scope of this document.

Please see the PrinterOn documentation for detailed instructions on how to set up PrinterOn.

Requirements

• Equitrac Office or Express version 5.7 (or higher)

• PrinterOn version 1.9 R2 (or higher)

• One Mobile Printer license per printer enabled for Mobile Printing

Enabling Devices for Mobile Printing

A Mobile Printer license must be assigned to the each printer that will be used for Mobile Printing. Each printer requires its own license. Only those printers that have been licensed for Mobile Printing will be available to print documents through PrinterOn:

To assign a Mobile Printer license, do the following:

Open System Manager, and select Licensing in the left pane.

Select the Assignment View tab to open the list of all assigned licenses.

Expand or right-click the Mobile Printer license option, and select Add to open the Assign license dialog box.

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On the Assign license dialog box, select the checkbox for the devices to assign the Mobile Printer license to.

At the bottom of the dialog box is a counter displaying the number of available licenses and available devices.

These numbers decrease with every license assigned.

Click OK after the licenses have been assigned to the desired devices.

The devices assigned for Mobile printing now display under the Mobile Printer license option.

To remove an assigned license from a device, right-click the device and select Remove assignment. The number of used licenses will be adjusted accordingly.

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Routing Rules

Topics

Rules Overview

Configuring the Message Client Behavior

Working with Routing Groups

Creating Desktop Print Rules

To add rules to the set, click Add. For details on creating rules, see

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

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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.

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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:

In System Manager, select Rules & routing in the left pane.

Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.

In the Rule Set dialog box, 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.

on page 328,

Creating

Desktop Print Rules

on page 337, and

For more information on secure printing, see

on page 345.

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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 and Express process 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 and Express 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.

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Applying a Rule Set

You can apply a Rule Set at the device (physical and embedded) or print queue level. If using control terminals or interfaces, you can also apply a Rule Set at the terminal level. 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:

Print Queue

Control terminal/embedded device (copy rules only)

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, or terminal to open its summary dialog box. 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 or queue

• Equitrac matches the Allow rule to the attributes of an incoming print job

popup on their desktop. See

on page 296.

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.

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Creating Print Rules

Print rules apply to both server based DRE and workstation direct IP printing. For information on workstation direct

IP printing, refer to the

Workstation Client

on page 23.

When DRE receives a print job, it gathers the job attribute information from the request. DRE then contacts CAS to determine if there is a Rule Set applied to the device (at the device or queue 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 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.

1. Gather print job attributes

2. Apply rules logic

User Workstation

Print Job

Is a rule set assigned to this device?

Yes

Do job attributes match any rule definition?

Yes

Apply rule action

Is secure printing enabled on the queue?

Allow job to print

Yes Hold job in queue for release

General workflow applied when DRE receives a print job for a monitored printer.

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Print Attributes

Equitrac compares the network print job attributes to the defined rule attributes. For a print rule, you can define any combination of the attributes listed in the table below. A rule is applied only when all selected rule attributes match the job attributes

Rule Criteria

Group

Department

Pages

Size

Color

Duplexing

Day of week

Time of day

Title matches

Application name

Device status

Description

Any selected Windows group to which the document’s originating user belongs.

To ensure that a rule matches for all intended users, add all sub-groups to the rule as well.

Any selected department to which the document’s originating user belongs.

The number of printed pages in the job.

The print driver determines job size in bytes after processing. It will not be the same size as the file that you create with the printing application.

A property of the print job—color or black and white.

A property of the print job—one or two-sided paper output.

The rule applies only when the network print job is generated. You can use this field to differentiate weekday vs. weekend print rules.

The rule applies only when the print job occurs between specific hours of the day.

The rule applies to print jobs with a matching document name, specified by the application sending the print job.

If using server-based printing, where the application name is added to the document title, enter the application title in the field (e.g. Microsoft Word).

To add multiple titles within a rule, separate each name with a comma.

The rule applies to print jobs generated from a specific application (e.g. Microsoft Word).

This feature is supported only if the Desktop Printing client and the Client Billing option is installed on the workstation where the job originated.

Use to redirect print jobs based on device status. The device that you apply the rule to must be a DME-monitored device.

For example, if the job is offline for a particular period of time, you could route any incoming print jobs to a different compatible printer.

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To create a Print Rule, do the following:

In System Manager, select Rules & routing in the left pane.

Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.

Enter a Name and Description for the rule set.

Under the Rule column, click <Add...>. A Rule dialog box opens.

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.

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Select a rule action, and click Next. A description of the action is displayed in the field below.

NOTE: Some actions require you to send a message to the user or select a device where jobs can be redirected to. If

you attempt to continue setting the rule without providing this information, an error pops up stating what needs to be completed.

NOTE: Do not use the "&" character in custom messages, as it does not display correctly in the Client desktop alert

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 333.

• 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.

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Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below.

NOTE: Some rule criteria require you to specify number of pages, departments, groups, and so on. If you attempt to

continue setting the rule without providing this information, an error pops up stating what needs to be completed.

Enter a name for the rule, and click Finish if you do not want to have User interaction with the rule.

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Select the User interaction checkbox if you want users to be able to interact with the rule. a b

Select a timeout value (in seconds) from the Prompt timeout drop-down list.

Specify a custom message

for the user to see on the Client desktop alert popup.

NOTE: Do not use the "&" character in custom messages, as it does not display correctly in the Client desktop alert

popup.

c d

Click Insert macro if you wish to use predefined attributes to use in your custom message.

Select a macro from the drop-down list, and click OK.

Click Finish.

NOTE: If the global error notifications are set to use Email, the user receives the messages via email in addition to the

For information on creating print rules, see

on page 250.

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 print rules require workstation licensing. If a workstation client is not installed, the workstation

client is not running on Windows, or it is not licensed, the rule is processed as if it were non-interactive. Interactive print rules only work in a domain environment. If Interactive rules are set in a workgroup environment, the workstation will not receive the popup, even if the workstation client is installed.

To configure interactive print rules, do the following:

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

NOTE: The redirect rule does not show unless there is at least one available print queue.

Configure your devices to routing group. For information on configuring routing groups, see

on page 328.

Map the rule to a physical device. For information on mapping rules to physical devices, see

Managing Devices

on page 41.

Working with

Routing Groups

on page 335.

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Once the interactive print rules are configured, users have access to an interactive print routing dialog box where they can select which MFP to print from.

NOTE: Clicking No directs the job to the original printer. Clicking Cancel cancels the print job. 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 has been redirected to the selected MFP.

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 canceling 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 multi-column 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. Accepting proceeds as normal.

Declining causes printing to continue on the original device. Canceling causes the job to be deleted. For a noninteractive 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.

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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 faculty, by manufacturer, etc.

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 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 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:

In System Manager, select Devices in the left pane.

Click on Routing group view in the top menu to see a list of devices.

Create a routing group by right-clicking on any device and selecting Manage routing groups. A Manage groups dialog box opens.

Enter a name for the group and click Add and then OK.

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Assign devices to a routing group by right-clicking on any device and selecting Assign to routing group. An

Assign to group dialog box opens.

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. Unlike pull groups, you do not need to

enable secure printing on the devices in a routing group.

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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, or set the Desktop Print Rule to 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 and

Express. Desktop Print Rules only apply to printers connected locally to a workstation via LPT or USB.

If Equitrac Office and Express 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 print job

User Workstation

1. Gather print job attributes

2. Apply rules logic

Is a rule set assigned to this device?

Yes

Do job attributes match any rule definition?

No No

Allow job to print

Apply rule action

General workflow applied when a user sends their print job to a local desktop printer

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Chapter 10: Routing Rules

To create a Desktop Print Rule, do the following:

In System Manager, select Rules & routing in the left pane.

Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.

Enter a Name and Description for the rule set.

Under the Rule column, click <Add...>. A Rule dialog box opens.

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.

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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.

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, etc.

This must be configured; failure to do so results in an error popup.

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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 Email, the user receives the messages via email in addition to

the popup on their desktop. See

Scheduling a Purge Transactions Task

on page 250.

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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 and Express 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 and Express 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.

In the Rules & Routing dialog box, 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.

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The Rules list displays the notification for workstation devices under the Default rule set column.

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Configuring the Message Client Behavior

The Equitrac Message Client is a messaging service included with the client install which displays print error popup messages on the user’s workstation. By default, when an error message is sent to the user’s workstation, a small popup appears on the bottom right hand corner of the screen indicating a print error has occurred. The user clicks the popup to open the Equitrac Message Client window to see the complete message.

The messaging application can be configured to bypass the small popup, and immediately open the Message Client window by configuring the Windows registry. The Message Client can also be configured to display as the topmost window, to generate trace logs, and to remain active in the system tray.

Bypass the Small Popup Window

To configure the Message Client to bypass the small popup, do the following:

Select Start > Run.

Type regedit and click OK to open the Registry Editor.

In the Registry Editor, go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.

Select Edit > New > DWORD Value, and enter ShowSmallPopup as the value name.

Alternatively, right-click the value pane and select New > DWORD Value.

Double-click the ShowSmallPopup entry to open its edit window.

Enter "0" (zero) in the Value data field and click OK.

If the value data is "1" or not specified, then the small popup window will display.

Close the Registry Editor.

Display as Topmost Window

To configure the Message Client to display the message window as the topmost window, do the following:

Open the Registry Editor, and go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.

Select Edit > New > DWORD Value, and enter ShowTopMost as the value name.

Double-click the ShowTopMost entry to open its edit window.

Enter "1" in the Value data field and click OK.

If the value data is "0" (zero) or not specified, then the message window will display.

Close the Registry Editor.

Remove the Exit Menu Item

To configure the Message Client to remove the Exit menu item from the system, do the following:

Open the Registry Editor, and go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.

Select Edit > New > DWORD Value, and enter ShowExitMenu as the value name.

Double-click the ShowExitMenu entry to open its edit window.

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Enter "0" in the Value data field and click OK.

If the value data is "1" or not specified, then the system will have the Exit menu item.

Close the Registry Editor.

Hide the Clear Button

To configure the Message Client to hide the Clear button from the popup, do the following:

Open the Registry Editor, and go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.

Select Edit > New > DWORD Value, and enter ShowClearButton as the value name.

Double-click the ShowClearButton entry to open its edit window.

Enter "0" in the Value data field and click OK.

If the value data is "1" or not specified, then the system will display the Clear button.

Close the Registry Editor.

Enable/Disable System Tracing

System tracing requires two registry keys—one to enable/disable tracing, and one to specify the file path to save the trace logs.

To configure the Message Client to generate trace logs, do the following:

Open the Registry Editor, and go to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.

Select Edit > New > DWORD Value, and enter EnableTrace as the value name.

Double-click the EnableTrace entry to open its edit window.

Enter "1" in the Value data field and click OK.

If the value data is "0" (zero) or not specified, then the system will not generate trace logs.

Select Edit > New > String Value, and enter TraceFilePath as the value name.

Double-click the TraceFilePath entry to open its edit window.

Enter a file path string (e.g. C:\Logfiles\MessageClient.log) in the Value data field to specify where the system will save the trace logs, and then click OK.

If the value data is "0" (zero) or not specified, then the system will save the trace logs in the default Windows current folder with the file name EQMsgClient.log.

Close the Registry Editor.

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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 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 multi-function 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.

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To create a Copy Rule, do the following:

In System Manager, select Rules & routing in the left pane.

Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.

Enter a Name and Description for the rule set.

Under the Rule column, click <Add...>. A Rule dialog box opens.

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.

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Select a rule action, and click Next. A description of the action is displayed in the field below.

Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below.

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Enter a name for your rule and click Finish.

Chapter 10: Routing Rules

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.

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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 and

Express 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

Document name

Job owner

Job ID

Destination device

Source device (same as destination device, assuming there is no document routing)

Readable document properties string

Displays a single readable % in the custom message

Date

Time

Account balance after printing

Cost of the job

Full user name

Remaining color quota after printing

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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

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

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Defining a Schedule Recurrence

The flexibility of the Equitrac Office and Express 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:

In System Manager, select Scheduled tasks in the left pane.

In the right pane, click <Add...> to open the Add new scheduled task dialog box.

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.

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.

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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 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.

Running a Missed Task

Scheduled tasks are designed to run in the future as determined by the start date and time for the task. If a scheduled task is missed by the system, that task is ignored and the next occurrence of that task is run as scheduled.

If the Scheduler service is offline when a task is scheduled to run, then the task does not run. When the Scheduler service comes back online, it does not execute any of the missed scheduled tasks. If CAS is unavailable when a task is scheduled to run, the Scheduler does execute the task.

In order to run a task that was missed when the system was unavailable, you must select Yes for the Run if missed option in the desired scheduled task’s dialog box. If this option is enabled, the missed task runs immediately when the system is back online, regardless of the date and time set to run the next scheduled task.

All missed scheduled tasks run in sequence when the system comes back online—missed tasks do not run at the same time. For example, if a Billing code synchronization task was scheduled to run at an earlier time than a Purge transactions task, then that is the order in which they run when the system is available again.

When the system comes back online, only the last scheduled occurrence of a missed task will run—not all missed events of a task are run. For example, if a task is schedule to run daily and the system is down for a week, only the last occurrence of that daily task will run. The system does not run a weeks worth of missed tasks.

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Scheduling a Report Task

To add a scheduled Report task, do the following:

In System Manager, select Scheduled tasks in the left pane.

Select Add scheduled report under Current tasks, or click <Add...> in the right pane and select Report from the

Add new scheduled task

dialog box.

Enter a Name and Description for the task.

Select No from the Suspended drop-down list to run the task at the scheduled intervals. See

Select No from the Suspended drop-down list to run the task at the scheduled intervals. See

Select Yes or No from the Run if missed drop-down list to determine whether to run a scheduled task that was missed when the system was offline. If Yes is selected, the task runs immediately when the system is back online.

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 a Custom Report

on page 368 for details.

In the Report destination dialog box, select either Email or File as the report destination.

If you select Email, do the following: a b

Select the attachment file type. More than one Attachment type can be sent.

In the To field, enter the email address of the recipient. To email multiple recipients, separate email addresses by commas or semi-colons, without any spaces between addresses.

Enter a Subject and Message (optional) for the email, and click OK.

If you select File, do the following: a b

Select the File type.

Enter the Path\filename for the report, or click the ellipse button to select a destination, and click OK.

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Schedule

the task to occur either once, every day, every week, or monthly.

Enter a Start date and Start time for the task to run.

Click OK to save the scheduled task.

Scheduling a Billing Code Task

To add a scheduled Billing Code Synchronization task, do the following:

In System Manager, select Scheduled tasks in the left pane.

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 box.

Enter a Name and Description for the task.

Select No from the Suspended drop-down list to run the task at the scheduled intervals. See

Enter the File name for the report.

NOTE: If scheduling a billing code sync task in System Manager on a workstation, the local .csv file name must

contain the workstation UNC path, otherwise the file will be considered local to the Scheduler service running on

CAS. (e.g. \\workstation_name\folder\filename).

NOTE: If System Manager is launched from a workstation, manually enter the UNC path for the .csv file to open the

file. If System Manager is launched from the CAS server, the browse button allows for a local file search.

From the Behavior drop-down list, select the action that the synchronization task takes when it encounters a billing code in the Equitrac 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.

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• 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.

Schedule

the task to occur either once, every day, every week, or monthly.

Enter a Start date and Start time for the task to run.

Click OK to save the scheduled task.

Scheduling a Color Quota Task

To add a scheduled Set Color Quotas or Reset Color Usage task, do the following:

In System Manager, select Scheduled tasks in the left pane.

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 box.

Enter a Name and Description for the task.

Select No from the Suspended drop-down list to run the task at the scheduled intervals. See

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.

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• 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.

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.

Schedule

the task to occur either once, every day, every week, or monthly.

Enter a Start date and Start time for the task to run.

Click OK to save the scheduled task.

Scheduling an Account Balance Task

To add a scheduled Account Balance task, do the following:

In System Manager, select Scheduled tasks in the left pane.

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 box.

Enter a Name and Description for the task.

Select No from the Suspended drop-down list to run the task at the scheduled intervals. See

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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.

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.

Schedule

the task to occur either once, every day, every week, or monthly.

Enter a Start date and Start time for the task to run.

Click OK to save the scheduled task.

Scheduling a Purge Transactions Task

To add a scheduled Account Balance task, do the following:

In System Manager, select Scheduled tasks in the left pane.

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 box.

Enter a Name and Description for the task.

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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.

Purge transactions older than n days, or older than a specified date.

Schedule

the task to occur either once, every day, every week, or monthly.

Enter a Start date and Start time for the task to run.

Click OK to save the scheduled task.

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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 box 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.

Select System Manager > Scheduled tasks.

In the right pane, select the task to open the Modify task dialog box.

Select Yes from the Suspended drop-down list.

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.

Select System Manager > Scheduled tasks.

In the right pane, select the task to display the Modify task dialog box.

Select No from the Suspended drop-down list.

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.

Click OK. The task runs at its scheduled time.

Removing a Task

When you remove a task, it is delete from the schedule permanently.

Select System Manager > Scheduled tasks.

In the right pane, right-click the task you want to remove and select Remove scheduled task from the menu.

Click Yes to confirm the deletion. The task is removed.

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Creating & Running Reports

Topics

About Reports

Running Standard Reports

Printing, Emailing and Exporting Reports

Configuring a Savings Report

Running a Savings Report

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 email attachments.

Dashboard reports are special reports that display data in table, pie, or bar graphs. Dashboard reports are viewed on a web browser, and are accessed via the Web Client. See the WebClient Help for details.

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:

• working with standard reports

• setting report criteria

• customizing reports

• scheduling reports to run as automated tasks

• generating uplinked reports on transaction data uploaded from subsidiary accounting servers

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About Reports

Reports Manager provides a number of standard reports designed to help you analyze your system performance.

These reports are organized into categories, such as Accounts, Analysis, Detailed activity, Summary activity, and Total activity.

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.

This category also includes a Savings report detailing how much money was saved by not releasing all jobs sent to the printer (e.g. expired or deleted jobs). Additionally this report details the environmental savings—such as the number of trees and amount of water saved, plus the volume of

not released into the atmosphere. See

Configuring a Savings Report

on page 371.

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 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), etc

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.

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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 and 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 deposit centers are used most frequently

Determine which devices are the most reliable

Create a maintenance schedule for your devices

Identify over- or under-used devices

Then run this report...

Accounts > Account adjustment

Accounts > Account listing

Accounts > Account statement

Account > Color quota summary

Account > Pay Station Deposit Center account adjustment

Analysis > Device availability, or Analysis > Device faults

Analysis > Device faults vs. usage

Analysis > Device usage

Identify high- and low-usage times of day for a device

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

Analysis > Hourly activity

Detailed activity > Detailed activity by billing code account

Total activity > Total activity by department account

View a detailed list of activity by a device within a certain location

Total activity > Total activity by device location

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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.

Open a web browser.

From the View menu, select Character Encoding, then select Unicode (UTF8) from the menu.

Run a report to check the result.

Run one of these reports (which contain the currency symbol): Account adjustment, Account listing, Pay Station

Deposit Center account adjustment or Hourly activity.

Running Standard Reports

The process for running standard reports is the same for all reports—only the criteria available to limit the scope of the report change based on the report you are running.

To run a standard report, do the following:

Open Reports Manager.

Expand a category node and select the report you want to run. The Select report criteria dialog box opens.

NOTE: The authentication report under the Analysis node provides an authentication audit trail for both successful

and failed authentication attempts at all MFPs.

Select the criteria to limit the scope of the report. See

Report Criteria

on page 364.

Click OK to close the Select report criteria dialog box. The generated report displays in the Reports Manager window.

When the report is generated, you can print, email, or save 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

Scheduling Reports to Run Automatically

366.

Report Criteria

The following table lists the criteria available to limit the scope of a standard report. Not all criteria are available in every report.

Criteria

Account status

Account type

Billing code

By billable

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.

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Criteria

Custom group

Date

Department

Device name

Device type

Disposition type

Limit

Location

Order by

Summarize by

Transaction type

User

User ID

Vending account

(for Equitrac Express)

Description

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.

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).

Filters the report by a specific vending account.

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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 Program F

iles\Equitrac\Office or Express\Datab ase folder 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.

To customize the generated reports logo, do the following:

Copy your custom image file to Program Files\Equitrac\Office or Express\Accounting Service.

NOTE: This folder exists on the machine where CAS is installed and running.

Open a command prompt and go to Program Files\Equitrac\Office or Express\Accounting Service.

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.

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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 box, applicable generated reports contain an Alt cost column that

displays secondary (dual) pricing data. Secondary (dual) pricing is a licensable option.

To customize the content of a report, do the following:

In Reports Manager, select View > Configure report layout.

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.

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 use the following special characters: '@', '&' 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 box and enter a different value.

Click OK to save the customized formatting and close the dialog box.

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Saving a Custom Report

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.

To save a customized format as a report definition, do the following:

Run a report. See

Running Standard Reports

on page 364 for details.

In Reports Manager, select File > Save Definition As to open the Save report definition as dialog box.

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.

Click Next to continue.

Enter a Name for this report definition.

NOTE: The custom report name cannot be greater than 50 characters.

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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.

When Site report is selected as the Report type, an additional option is available allowing users to run certain reports from User Dashboard. Select the Allow users to run this report from user’s personal webpage checkbox for any of the following reports:

• Account statement

• Detailed activity by network user

• Detailed activity by user account

• Detailed activity for queued documents by user account

• Detailed activity for routed documents by user account

Optionally, enter a Description in the field.

Click Finish to save the custom report.

NOTE: You can schedule events to generate automatic site reports from existing site report definitions. For more

information, see

on page 375. Personal reports cannot be scheduled.

NOTE: A secondary custom site report can be created from an existing custom site report, however, the secondary

report cannot be run in User Dashboard.

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, do the following:

In Reports Manager, select File > Open.

Expand the node for the standard report that your custom report is based on, and select the report 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 box opens. If necessary, select the criteria to limit the scope of the

report. See

Report Criteria

on page 364.

When the report is generated, you can print it, email it, or export it in one of several file formats.

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Deleting Custom Reports

To delete a custom report, do the following:

In Reports Manager, select File > Open.

Expand the node for the standard report that your custom report is based on

Right-click the custom report, and select Delete.

Chapter 12: Creating & Running Reports

NOTE: You cannot delete a custom report through the Reporting section in System Manager or Accounts Manager.

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Configuring a Savings Report

A Savings report details the cost savings and environmental impacts associated with using an Equitrac system. These reports show how many pages have been printed from a workstation, but have NOT been released to the printer (e.g. expired or deleted jobs). Cost savings can be also measured by the number of force monochrome or forced duplex pages. Additionally this report details the environmental savings—such as the number of trees and amount of water saved, plus the volume of CO

NOT released into the atmosphere by not printing expired or deleted jobs, or by forcing simplex jobs to be duplexed.

To configure a Savings report for environmental measures, do the following:

In System Manager, go to Configuration > User interaction > Savings report metrics.

NOTE: The default values based on average global consumption, however, these values can be changed to suit your

geographic location and environment.

Select U.S. or Metric from the Measurement system drop-down list.

Enter the number of Letter/A4 pages that One tree is equivalent to.

Enter the gallons (or litres) of water that One letter/A4 page uses. The volume unit depends on the measurement system used—U.S. (gallon) or Metric (kg).

Enter the pounds (or kg) of CO2 that One pound (or kg) of paper releases. The volume unit depends on the measurement system used—U.S. (pound) or Metric (kg).

Click OK to close the Savings report metrics dialog box.

NOTE: The Reset to defaults button resets ALL fields to their default values.

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Running a Savings Report

To run a Savings report, do the following:

Open Reports Manager.

Expand the Analysis node and select Savings.

In the Select report criteria dialog box, select the criteria to limit the scope of the report. See

Report Criteria

on page 364.

The Savings report can be summarized by User, Department, or Printer.

Click OK to close the Select report criteria dialog box. The Savings report displays in the Reports Manager window.

The Cost column indicates a total cost for Deleted, Expired, Forced monochrome, Forced duplex pages, and number of sheets not printed. The cost savings can be further measured by listing the individual savings for forced monochrome, forced duplex, forced mono/duplex pages. These columns are not in the report by default, but they can be added to display the individual breakdown for each feature.

NOTE: The cost savings for forced monochrome and forced duplex are dictated by the price lists associated for those

features. For example, if the price lists for color pages and for black & white pages are set to the same amount, then the forced monochrome offers no savings and displays the cost as "0". However, if the price list for a color page is $0.05, and black & white is $0.01, and 20 color pages where printed with forced monochrome applied, then the cost savings is $0.80. (i.e. $0.04 price difference x 20 pages = $0.80).

When the report is generated, you can print, email, or save it in one of several file formats.

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Printing, Emailing 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 email 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 9 (or higher).

Emailing a Report

You must ensure that System Manager is properly configured for a valid email server before emailing generated reports in Reports Manager. See

Configuring the Mail Server for Email Notifications

on page 257.

To email a report, do the following:

Select File > Mail to open the Send Mail dialog box. Alternately, click the Send Mail button at the top of the report window.

Enter email information:

• In the To field, enter the email address of the recipient. To email multiple recipients, separate email addresses by commas or semi-colons, without any spaces between addresses.

• In the Subject field, enter subject text.

• In the Message field, enter message text.

Select or clear attachment file formats.

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To use the selected columns options, ensure that you first open the Report Layout dialog box (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 box are exported, regardless of the columns you choose to show. When you select either

Selected columns option in the Send Mail dialog box, only the columns currently displayed in the report are exported.

Click Send.

Saving a Report to a File

To save a report to a file, do the following:

In the Reports Manager window, select File > Save as.

Select a file location, file name, and file format.

You can save the file in XML, HTML, CSV-Unicode, or CSV-ANSI format.

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 375.

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Scheduling Reports to Run Automatically

When adding a task to generate a report, you must specify:

• the report type

• the desired output destination (email recipient or file location)

• the report format (HTML, XML, CSV-Unicode, or CSV-ANSI)

NOTE: To email a report, you must configure Equitrac Office and Express with a mail server. See

Configuring the Mail

Server for Email Notifications

on page 257

. You can only email a report to a single address.

To add a scheduled Report task, do the following:

In System Manager, select Scheduled tasks in the left pane.

Select Add scheduled report under Current tasks, or click <Add...> in the right pane and select Report from the

Add new scheduled task

dialog box.

Enter a Name and Description for the task.

Select No from the Suspended drop-down list to run the task at the scheduled intervals. See

Configuring Scan Processing and Delivery

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 a Custom Report

on page 368 for details.

In the Report destination dialog box, select either Email or File as the report destination.

If you select Email, do the following: a b c d

Select the attachment file type. More than one Attachment type can be sent.

In the To field, enter the email address of the recipient. To email multiple recipients, separate email addresses by commas or semi-colons, without any spaces between addresses.

Enter a Subject and Message (optional) for the email.

Click OK.

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If you select File, do the following: a b

Select the File type.

Enter the Path\filename for the report, or click the ellipse button to select a destination.

Click OK.

Schedule

the task to occur either once, every day, every week, or monthly.

Enter a Start date and Start time for the task to run.

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.

In System Manager, go to Configuration > Network environment > Uplink.

Enter the Name of the designated master CAS.

Select the Uplink time of day for the subsidiary CAS to connect to the master CAS.

By default, Equitrac Office and Express sets the uplink time at 1:00 am—a time that CAS is not heavily accessed by

DRE, DCE, DME, or client workstations. If your site experiences a heavy load on CAS at 1:00 am, then change this to a different time. Sites with multiple subsidiary servers should stagger the uplink time.

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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.

The Transaction set options allow you to configure how the subsidiary and master CAS handle data transactions.

NOTE: The Transaction set options must be set on the Master CAS, not the subsidiary CAS.

• Do not 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 without transaction data being uploaded.

• 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 and Express 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.

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, do the following:

Open a command prompt, go to Program Files\Equitrac\Office or Express\Accounting Service and execute the following command: eqrptload.exe -a <accounting server> -f reports\uplinkreportlist.csv -u

2 where <accounting server> represents the system name of your accounting server.

For example: eqrptload.exe -a PRINTSV1 -f reports\uplinkreportlist.csv -u

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 box.

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Managing Scan & User Workflows

Topics

Configuring Workflows

Configuring Workflow Containers

Configuring SMTP Mail Server for SPE

Configuring Scan Load Balancing

Configuring Scan Destinations

Enabling Scan-to-Me

Workflows are the scan-related, system-managed and device-managed functions available for the user at the device.

Scan workflows can be configured for email, network and user folders, RightFax servers and SharePoint servers.

System-managed workflows allow easy access to system-enabled functions, such as Follow-You Printing and Release

All. Device-managed workflows provide access to the specific device native functions, such as copy and fax.

Workflow containers are place holders for preconfigured user workflows (or functions) as they appear in the PCC

Launcher screen on the front panel of select PCC-enabled MFPs. Workflow containers can be configured to be accessible to all users, or only available to users assigned to specific departments

This chapter provides information about:

• configuring scan workflows and destinations

• managing scan processing and delivery

• OCR processing

• scan load balancing

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Configuring Workflows

A variety of scan-related, system-managed, and device-managed workflow types can be configured in System

Manager. Workflows can be configured to be accessible to all users, or only available to users assigned to specific departments.

Common scan workflows can be configured for email, network and user folders, RightFax and SharePoint servers.

System-managed and device-manged workflows are configurable, and can be used to create icons to be added to workflow containers allowing quick access to the specific functions at the device.

To create a workflow, do the following:

In System Manager, go to Configuration > Workflows and scanning > Workflow management.

When the Workflow management dialog box first opens, a list of preconfigured workflows is displayed. Any of these can be edited to suit the scanning needs of the organization. Additionally, custom scan-related, systemmanaged and device-managed workflows can be created.

In the Workflow management dialog box, click <Add...> (or select an existing workflow from the list) to open the

Workflow definition

dialog box.

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Enter a Name for the workflow which users can select as a destination option at the MFP.

Click the Active checkbox to enable the workflows to be available to use.

From the Scope drop-down list, select either Departmental or Global. Global workflows are accessible to all users, while Departmental workflows are available to users assigned to a specific department.

NOTE: Departmental workflows must be Active in order to apply them at the department level. Inactive workflows

are listed in the Department properties, but cannot be applied. See

Working with Departments

on page 206.

From the Destination drop-down list, select one of the following workflow types:

Scan workflows

– contain configurable attributes to define the scan elements and output formats.

• Scan to Email

• Scan to Network folder

• SharePoint

• RightFax

System-managed workflows

– create icons on specific devices for quick access to the system-enabled functions.

These are non-configurable predefined workflows that can be added to any workflow container.

• Follow-You Printing

• Release All

• External application

Device-managed workflows

– add icons to any workflow container to provide direct access to the specific device native function.

• MFP Native Copy Function

• MFP Native Scan Function

• MFP Native Fax Function

NOTE: Scan destination Network folders must be created by the system administrator. Equitrac does not

automatically create Network folders, and they must already exist in order for them to be specified in a scan workflow.

When configuring a scan workflow, define the scan destination attributes by clicking the ellipsis button (...) beside the corresponding attribute’s default value. The Define attribute <Attribute> default value dialog box opens. a

Click <Add...> to add the Attribute elements,

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Add any of the following attribute elements, and then click OK to save the default value.

Element

Text

Date

Time

User name

User’s email

User’s home scan folder

Billing Code

Device name

Device IP

Description

Static text

User session date

User session time

Logged in User name

User’s configured email address

User’s configured home scan folder

User’s billing code

Name of the scan device

IP address of the scan device

NOTE: Right-click on an existing attribute to either delete it, or move it up and down the attribute elements list.

c d

Select the Read only checkbox for the attribute if you want to prevent users from changing the value on the scan destination detail screen at the MFP.

Select the Hidden checkbox for the attribute if you want the attribute to remain hidden from users at the MFP.

Hidden attributes are automatically also marked as Read only.

NOTE: When defining a RightFax scan workflow, the Fax numbers default value must be entered as one continuous

block of numbers with no spaces or character separators. Multiple fax numbers must be separated with a semicolon ";" with no spaces. For example, 5195551234;5195556789;5195552468.

Click the Image preferences button to set the scan workflow resolution and type.

a b c

From the Resolution drop-down list, select the DPI for the specified scan workflow. Alternatively, select

Default

to use the global scan resolution set in the Scan configuration dialogue.

From the Scan type drop-down list, select Color or Monochrome for the specified scan workflow.

Alternatively, select Default to use the global scan type set in the Scan configuration dialogue.

Click OK.

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Click the Output file size button to define the scan file size settings.

Chapter 13: Managing Scan & User Workflows

a b

Enter a Max file size value in Mb for the scan output file.

If the scan output file size is larger than the Max file size, you can split the scan file into separate parts. Enter a

Numbering delimiter

to add to the scan name to distinguish the split files while still maintaining the original scan name. For example, a split file may be named MyScan_01, MyScan_02, MyScan_03.

NOTE: File splitting is only supported for PDF and TIFF formats.

c d

Select the Delimiter position as a Prefix or Suffix to the file name.

Click OK.

Click the Output formats button to view the list of available scan output formats. a

Select the scan output formats that will be available to users at the scanner. To select default output format, select the checkboxes under both Prompt and Default columns.

OCR Format

MFP’s output

PDF (Image)

PDF (Searchable)

TIFFs (Single pages)

Description

Deliver the unaltered file provided by the MFP.

Basic PDF (not searchable).

Basic Searchable PDF.

Single tiff image per page scanned.



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Format

TIFF (Multi-page)

JPEGs

PNGs

PDF (Searchable, MRC)

PDF (Searchable, PDF/A)

RTF - Formatted text

RTF - True page

RTF - Flowing page

Word (.docx) - True page

Word (.docx) - Flowing page

Excel (.xls)

Excel (.xlsx)

XPS (Searchable)

Text

Description

Single tiff file that contains multiple pages in the file.

Single JPEG image for each page scanned.

Single PNG graphics file for each page scanned.

Searchable PDF with additional compression. Useful for black and white documents with a large amount of text.

Searchable PDF meeting PDF/A-1b Archiving Standards.

Rich Text Format output for Mac and WordPad. Includes basic text formatting such as bold, italic, and paragraph breaks.

Rich Text Format matches most closely with the scanned text, but is more difficult to edit.

Uses RTF formatting to simplify editing, but does not match as closely to the original.

Word 2007 and 2010 - Matches most closely with the scanned text, but is more difficult to edit.

Word 2007 and 2010 - Uses Word formatting to simplify editing, but does not match as closely to the original.

Excel 2000 to 2003.

Excel 2007 to 2010.

Searchable XPS (Microsoft’s Portable Document Format).

Unicode text with no line breaks (line breaks added at the end of paragraphs, but not on the actual line of text).

PDF meeting PDF/A-1b Archiving Standards.

OCR



PDF/A (image)

NOTE: SPE produces DOCX, XLSX and XPS output files only if .NET Framework v4 is installed. DOC format (Word 2000 -

2003) is not supported in Equitrac Office or Express 5.7.

b c d

Select the Compress email attachments to a single zip file checkbox to bundle multiple scans into a zip file prior to delivery.

In the Limit email file attachments to field, enter the maximum file size allowable for an email attachment.

From the Optimize OCR drop-down list, select the quality of OCR processing. You can select to run OCR for

<Default> (xxx)

, Speed, Balanced or Accuracy. The Accuracy setting requires more processing time and resources.

NOTE: The "xxx" part of the "<Default> (xxx)" item is the value which is selected in the Scan configuration dialog.

The <Default> (xxx) item is the default for a new scanning workflow.

Click OK to return to the Workflow definition dialog box.

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In the Other settings section, select any additional functional options for the defined workflow.

Scan workflows

Auto logout when done

Auto start scan

Auto done scan

Skip prompt screens with defaults

Replay prompts on scan another document

Display job cost

Prompt for billing code

(Enabled/Disabled/Default)

Prompt for release key

(Enabled/Disabled/Default)

Function

Upon scan completion, the logged in user is logged out.

Allows the Scan Settings options and Job Details screens to be bypassed, allowing a scan to proceed immediately upon selecting a scan workflow.

Allows scanning to automatically complete after the last page has scanned. This setting can be configured on a per workflow bases and is configured with System

Manager.

Allows users to bypass all scan data entry screens. Rather than enter data, the scan job uses default entries. Job details can still be changed by selecting the “job details” button on the scan screen.

An Administrator can select whether subsequent scans re-use user supplied job details, or re-use the default values including new Time and Date fields.

The cost of the scan job is displayed.

The value for the billing code can be set to the default value, can override the default value and prompt, or can override the default value and not prompt.

The value for the release key can be set to the default value, can override the default value and prompt, or can override the default value and not prompt.

Click OK to save the workflow.

Click OK again when the all the desired workflows have been configured.

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Configuring Workflow Containers

Workflow containers are place holders for preconfigured user workflows (or functions) as they appear in the PCC

Launcher screen on the front panel of select PCC-enabled MFPs. Workflow containers may also be used to place additional containers and links to various device functions. Workflow containers can be configured to be accessible to all users, or only available to users assigned to specific departments.

To configure workflow containers, do the following:

In System Manager, go to Configuration > Workflows and scanning > Workflow containers.

When the Workflow containers dialog box first opens, a list of default containers is displayed. Any of these can be edited to suit the scanning needs of the organization. Additionally, custom containers can be created.

The default workflow containers include the following:

• Launcher – MFP home screen with Follow-You, Scan-to-Me and Scan as the default workflows.

• Quick Shortcuts – MFP navigation menu with Launcher, Follow-You and Scan-to-Me as the default links to containers and workflows.

• Scan – native MFP scan feature with Scan-to-Me as the default workflow.

In the Workflow containers dialog box, click <Add...> (or select an existing container from the list) to open the

Workflow container definition

dialog box.

Enter a Name for the workflow container.

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Click the Active checkbox to enable the container to be available to use.

From the Scope drop-down list, select either Departmental or Global. Global containers are accessible to all users, while Departmental containers are only available to users assigned to a specific department.

NOTE: The Launcher and Quick Shortcuts containers are always set to Global and Active. These options cannot be

changed since Launcher is the MFP home screen, and the Quick Shortcuts if the function navigation menu on the

MFP panel.

Select the desired workflows and containers to be added to the workflow container on the MFP panel. Add the function by clicking the name in the left pane and moving it to the right using the > button. Move any other functions from the right pane by selecting the function and using the < button. Once the workflows and containers have been added to the list in the right pane, use the Up and Down arrows to arrange the order in which the function buttons display on the MFP panel.

NOTE: Follow-You Printing, Scan-to-Me, Release all and External application are predefined workflows that are

available to add to any workflow container even if they have not been explicitly added as workflows in Workflow management.

Select the Default workflow for the workflow container.

Click OK to return to the Workflow containers dialog box.

Click OK again when the all the desired containers have been configured.

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Configuring Scan Processing and Delivery

The Scan Processing Engine (SPE) is responsible for controlling all scan features once user authentication has taken place. When a scan request is received by DCE, all scan information is passed to SPE to process. Use the Scan configuration dialog box to set the defaults for all scan processing. The defaults can be overwritten when configuring individual scan workflows.

To configure scan processing, do the following:

In System Manager, go to Configuration > Workflows and scanning > Scan configuration.

From the Delivery notifications drop-down list, select the destination where the user receives scan job notifications.

Select the Notify on Failure checkbox to have the user notified when a scan job fails.

b c

Select the Notify on Success checkbox to have the user notified when a scan job completes successfully.

Repeat the notification process for each type of scan destination you want to configure.

In the Default configuration section, do the following: a

Click the Language link to open the Language selection dialog box, and select the desired Active language(s) from the list. Up to five (5) languages or one (1) Asian language can be selected at a time.

NOTE: Asian languages can only be active alone, without any other active languages. For example, if Japanese is

selected, then no other language can be active at the same time. Asian languages automatically include English recognition, but English does not appear in the Active languages list.

NOTE: Due to the large number of OCR languages, slow processing time may occur.

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4 b c d

From the Resolution drop-down list, select the scan DPI. 300 DPI is the default setting.

From the Scan type drop-down list, select Color or Monochrome. Color is the default setting.

From the Optimize OCR drop-down list, select the quality of OCR processing. You can select to run OCR for

Speed

, Balanced (default) or Accuracy. The Accuracy setting requires more processing time and resources. e

Click the Disclaimer link to open the Disclaimers dialog box, and <Add> an email disclaimer. Provide a

Name

and Text for the email disclaimer, and click OK. Optionally, a default disclaimer can be selected.

In the Output format labels section, you can customize the labels displayed to the user during the scan workflow.

Click the text field beside the label you want to edit and enter the new text. Labels with too many characters are truncated. Equitrac recommends keeping labels to 25 characters or fewer.

Format

MFP’s output

PDF (Image)

PDF (Image, PDF/A)

PDF (Searchable)

PDF (Searchable, MRC)

PDF (Searchable, PDF/A)

Excel (.xls)

Excel (.xlsx)

RTF - Flowing page

RTF - Formatted text

RTF - True page

Text

Word (.docx) - Flowing page

Word (.docx) - True page

XPS (Searchable)

JPEGs

PNGs

Description

Deliver the unaltered file provided by the MFP.

Basic PDF (not searchable).

Basic PDF meeting PDF/A-1b Archiving Standards.

Basic Searchable PDF.

Searchable PDF with additional compression. Useful for black and white documents with a large amount of text.

Searchable PDF meeting PDF/A-1b Archiving Standards.

Excel 2000 to 2003.

Excel 2007 to 2010.

Uses RTF formatting to simplify editing, but does not match as closely to the original.

Rich Text Format output for Mac and WordPad. Includes basic text formatting such as bold, italic, and paragraph breaks.

Rich Text Format matches most closely with the scanned text, but is more difficult to edit.

Unicode text with no line breaks (line breaks added at the end of paragraphs, but not on the actual line of text).

Word 2007 and 2010 - Uses Word formatting to simplify editing, but does not match as closely to the original.

Word 2007 and 2010 - Matches most closely with the scanned text, but is more difficult to edit.

Searchable XPS (Microsoft’s Portable Document Format).

Single JPEG image for each page scanned.

Single PNG graphics file for each page scanned.

OCR



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Format

TIFF (Multi-page)

TIFFs (Single pages)

Description

Single tiff file that contains multiple pages in the file.

Single tiff image per page scanned.

OCR

NOTE: SPE produces DOCX, XLSX and XPS output files only if .NET Framework v4 is installed. DOC format (Word 2000 -

2003) is not supported in Equitrac Office or Express 5.7.

NOTE: If SPE is installed on Windows Server 2008 R2 and the selected output format is any TIFF, JPEG or PNG formats,

and the processed documents do not appear in the workflow destinations, the problem may be solved by installing

Microsoft's "Platform Component Update (KB2670838)" (http://support.microsoft.com/kb/2670838).

Configuring SMTP Mail Server for SPE

Unique SMTP mail server settings can be configured for every Scan Processing Engine (SPE). Separate SMTP servers will help balance the email load by sending scans through multiple mail servers.

On the server running SPE, do the following:

Select Start > Run.

Type regedit and click OK to open the Registry Editor.

In the Registry Editor, go to HKEY_LOCAL_MACHINE\Software\Equitrac.

Create an SPE registry key.

In HKEY_LOCAL_MACHINE\Software\Equitrac\SPE, create the following string values:

• "SMTPServer" - SMTP server name which local SPE is going to use.

• "SMTPServerUser" - SMTP server user name.

• "SMTPServerPass" - SMTP server user password.

• "SMTPServerAddressForSystemGeneratedMessages" - Mail ‘From’ address for system generated messages.

If the SMTPServer value doesn't exist or is empty, SPE will use the SMTP mail server values configured in System

Manager. If the SMTPServer value does exist, SPE will use the values from the registry. See

Configuring the Mail

Server for Email Notifications

on page 257 for details.

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Configuring Scan Load Balancing

An SPE requires at least one DCE to operate, and multiple SPEs can be deployed per DCE to manage the scan load requirements. Scanning requirements for organizations differ based upon the amount of scanning performed, and how much, if any, OCR processing is used during the scanning process. Typically, a separate SPE server option is selected only if OCR processing is used. Equitrac recommends planning your installation based upon your scanning needs.

• Organizations performing minimal amounts of scanning or OCR processing can install the SPE along with all other Equitrac Core Components on the same server.

• Organizations performing regular scanning and OCR work should consider deploying the SPE onto separate servers.

• Organizations performing heavy scanning and OCR processing should scale the SPE requirements to their needs.

One or more SPEs can be deployed to their own servers if the shared DCE/SPE server cannot adequately resolve the scan and OCR needs. Various configurations are possible in such a setup. Equitrac Office and Express can be configured with multiple SPEs, where some are designated for scans, others for OCR.

NOTE: When scanning highly-detailed documents (e.g. documents with deep color contrast of text and background,

or high quality images), increasing the scan DPI may be necessary to ensure optimum OCR output quality.

To configure load balancing, do the following:

In System Manager, go to Configuration > Workflows and scanning > Scan configuration.

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Click Load balancing. The Equitrac Scan processing and load balancing configuration dialog box opens:

In the Available Scan Processing Engine (SPE) nodes section, click <Add...> to add an SPE node.

In the SPE node parameters dialog box, do the following: a

Enter the SPE name or IP address.

b c

In SPE threads, select the number of scan jobs that can be simultaneously processed by SPE. Typically, scan processing is achieved quickly, and the default value of 5 is acceptable. However, complex operations such as

OCR processing, can be time consuming. The value for SPE threads represents a balance between quick processing time and system resources.

In OCR threads, select the number of simultaneous OCR jobs the system can perform. OCR jobs are typically

CPU and memory intensive. OCR threads are a sub-set to SPE threads, and this number represents the number of SPE threads that are OCR jobs. This number cannot exceed the number of SPE threads.

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d e

In the Scan job storage path field, enter the local folder used as a scan repository on the SPE server. This folder stores failed scan jobs until purged by the system.

Enter the DNS name or IP Address of the Web server hosting the Equitrac Scan Client. This is necessary in order for SPE to include the URL link with outgoing emails.

NOTE: If the Equitrac

Scan Client is running on the same machine as SPE, then enter the name of the SPE server. If the Scan Client is not running on the same machine as SPE, then enter the name of the IIS web server hosting the

Scan Client.

f g h

Select the SMTP connection from the drop-down list.

Click OK to close the SPE node parameters dialog box.

Right-click the newly created SPE node, and select Get Info from the menu.

The SPE counters dialog box opens, verifying that the SPE node can be connected using the provided node parameters, and that the Scan job storage path is valid and has Available job storage space. The dialog box also displays the SPE status.

In the Scan processing device site assignment section, select a DCE from the DCE Name Or IP column. The list displays all available DCEs in the current deployment.

In the DCE scan overrides dialog box, you can change the global scan default settings if desired: a

Click the Language link to open the Language selection dialog box, and select the desired Active language(s) from the list of OCR languages. Up to five (5) languages can be selected. Alternatively, select the Use <default>

configuration

checkbox.

NOTE: Asian languages can only be active alone, without any other active languages. For example, if Japanese is

selected as the active language, then no other language can be active at the same time.

NOTE: Due to the large number of OCR languages, slow processing time may occur.

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7 b c d

From the Resolution drop-down list, select the scan DPI.

From the Scan type drop-down list, select Color or Monochrome.

Click OK to close the DCE scan overrides dialog box.

Click Add... in the SPE Name Or IP column, and select any available SPE node. The selected SPE will accept scan job requests from the DCE selected in the DCE Name Or IP column.

Repeat the above process for all DCEs, adding as many SPEs to each DCE as required.

CAUTION: This process requires advanced knowledge about the requirements of the organization, how many SPEs

may be required for any given DCE, and how many threads or OCR capabilities are needed per DCE. The task of assigning DCEs to SPEs should only be performed by systems administrators with this knowledge. Improper configurations can result in longer wait times or resources not being used to their potential.

In the Purge stored or failed jobs after field, enter a value in hours for how long stored scan jobs are held in the scan jobs storage path. These jobs can be retrieved locally using the Scan Client for further processing. Once this time interval passes, the jobs are deleted from the Scans tab of the Scan Client. By default, the purge time is set to

96 hours. The minimum time is 24 hours, and the maximum is 999 hours.

Click OK to close the Scan configuration dialog box.

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Configuring Scan Destinations

Equitrac Office and Express support sending scans to email, network folders, RightFax servers and SharePoint servers via Equitrac controlled devices. RightFax and SharePoint servers need to be configured with login credentials and applicable server names or URLs in System Manager in order for users to access these servers to get their documents.

Scan Destinations must be configured for RightFax, SharePoint and Scan to folder. However, Scan Destination setup is not required if RightFax or SharePoint servers are not being used.

To configure RightFax and SharePoint server scan destinations, do the following:

In System Manager, go to Configuration > Workflows and scanning > Scan destinations.

When the Scan destinations dialog box first opens, default RightFax and SharePoint server destinations are displayed. The server information and login credentials for the default destinations can be edited, however the name cannot be changed. Additionally, custom destinations can be created.

To configure a RightFax scan destination, do the following: a

In the Scan destinations dialog box, click <Add...> (or select the RightFax default from the list) to open the

Scan destination definition

dialog box. f b c d e g

Enter a Name for the destination. If using the default, the name cannot be changed.

From the Type drop-down list select RightFax. If using the default, the type cannot be changed

Enter the RightFax Server name.

Enter the Userid and Password credentials.

From the Post transactions as drop-down list select either One transaction (scan only) or Multiple

transactions (one scan and multiple fax)

Select the Cover sheet default checkbox to include a cover sheet with the fax.

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4 h a

Click OK to close the Scan destination definition dialog box.

Click OK again to close the Scan destinations dialog box.

To create a SharePoint scan destination, do the following:

In the Scan destinations dialog box, click <Add...> (or select the SharePoint default from the list). b c d e

Enter a Name for the destination. If using the default, the name cannot be changed.

Select SharePoint from the Type drop-down list. If using the default, the type cannot be changed.

Enter the Login and Password credentials.

Enter the URL for the SharePoint server including the scan destination folder. For example, http://

<sharepoint_server>/Folder/QA

. The SharePoint URL must contain the server name, and cannot be in the form of the server’s IP address.

NOTE: Equitrac does not automatically create folders on SharePoint servers; and the folders must already exist in

order for them to be used as scan destinations. The system administrator must set the appropriate permissions for the Equitrac service user on the scan destination folder in order for scans to be successfully uploaded to the

SharePoint server.

5 f

Click OK to close the Scan destination definition dialog box.

Click OK again to close the Scan destinations dialog box.

NOTE: When scanning to SharePoint, the default behavior is to overwrite an existing file of the same name. In order to

maintain multiple copies of these files, the versioning feature must be enabled in SharePoint. When versioning is enabled, further scans with the same name are appended with an increasing value. For example, Filename,

Filename(001), Filename(002). Refer to the SharePoint documentation for setup details.

There can be multiple RightFax and SharePoint servers available as scan destinations. Once a destination server is configured, it is added to the Destination drop-down list in the scan workflows configuration dialog box. See

Configuring Workflows

on page 380 for details.

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Enabling Scan-to-Me

The Scan-to-Me feature allows the user to scan a single or double-sided document and email it to themselves.

To enable this feature, do the following:

In System Manager, go to Configuration > Workflows and scanning > Scan-to-Me and select Enable.

Set the following options as needed:

Option

Enable advanced settings

Duplexing

Resolution

Scan type

Enable To field

Exclude logged in user email address

Description

When enabled, this adds a manual configuration menu to the system, including Scan

settings, Auto density, Feed type, and Filename/type to the Scan-to-Me screen on the

MFP. Users can click on the menu items to change scan settings.

Select either Duplex or Simplex. The default setting is Duplex.

Select the DPI for the scan resolution. The default resolution is 300 DPI.

Select either Color scan or Monochrome scan. The default setting is Color.

When enabled, the To field on the Scan-to-Me screen on the MFP is editable, allowing users to enter one or more email addresses.

When the Enable To field is selected, the email address of the user performing the scan can be exclude from the To field, and not receive the scan in their mailbox. If the To field is empty, then the user’s email address is automatically put back into this field.

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Option

Enable CC field

Notify on

Description

When enabled, adds the Cc field to the Scan-to-Me screen on the MFP, allowing users to enter one or more email addresses. The scan is sent to users in the Cc list, as well as to the user who performed the scan.

Select Failure and/or Success to receive an email notification if the scan failed or was sent successfully.

NOTE: At login, if the user selects the Scan-to-Me function but there is no email address for this user in Equitrac’s

Accounts Manager, they only see the Access Functions screen. The Scan-to-Me option is not available to users without an email account associated with their Equitrac account.

Select a default sender’s email, subject line and file name to appear on Scan-to-Me jobs.

Click the ellipsis button (...) beside the From, Subject and File name fields. The Define attribute <Attribute>

default value

dialog box opens. b

Click <Add...> to add the Attribute elements. c

Add any of the desired attribute elements from the list, and then click OK to save the default value.

Right-click an attribute elements to move it up and down the list, or to delete it.

Element

Text

Date

Time

User name

User’s email

User’s home scan folder

Billing Code

Device name

Device IP

Description

Static text

User session date

User session time

Logged in User name

User’s configured email address

User’s configured home scan folder

User’s billing code

Name of the scan device

IP address of the scan device

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Element

System email

User input

Description

System configured email address used for system generated messages

User is prompted to enter information at the device

NOTE: Scan-to-Me can be configured to use either User’s email, system email, or any other specified valid email

address in the “From” field for emailing notification messages to users. The “From” address configuration in System

Manager must be allowed by the email server configuration or the email notifications will not be sent. For example, although different emails can be used as the “From” address, if more than one email address is configured, the email server will determine the address to be invalid, and the user will not receive the notifications emails.

Click OK to save the settings.

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Working with Client Features

Topics

Prompt for Login

Setting Client-Side Popup Look & Feel

Release Key Prompt

Rename Document Prompt

Cashier

I-Queue Direct Printer

Using the Mac 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 Equitracmonitored network printer.

• Rename Document allows users to type a more meaningful name for the document that others users can use to identify the document within a secure print queue.

• Release Key Prompt requires Equitrac Express users to assign a numeric release key value when they submit a print request

• Cost Preview gives users a chance to preview the total cost of a print request before sending the document to the printer.

• Cashier is an Equitrac Express administrative tool used by staff members to adjust balances on user, department, and billing codes

• I-Queue direct printer allows you to print directly to a printer (without driver installation and authentication or

Follow-You-Printing at a printer) in a simple and straightforward method without extra steps to release print jobs.

This chapter also provides information for users who have Equitrac features installed on a Mac client.

For information on Desktop printing, see

on page 317. For information on Client Billing, see

on page 188.

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Prompt for Login

Install the Prompt for Login feature on a user workstation to prevent unauthorized users from printing to Equitracmonitored 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 user ID 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.

NOTE: Depending on the logon timeout configuration, the logon dialog box may not appear every time you print.

NOTE: Do not install Prompt for Login if you plan to install the Release Key Prompt (part of the Print Assistant feature

within the Equitrac Express Client installer). These two features are not compatible. Choose one validation method only.

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 and Express will not accept the transaction, and the job will not be queued.

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Display Campus Card Balance

The cost preview popup for Equitrac Express displays a user’s account balance and their Campus Card balance (or balances in the case of multiple tender keys). The feature is controlled by the Show account balance setting in System

Manager under Configuration > User interaction > Workstation popup behavior. This feature requires that the CAS account and Campus Card account have been mapped either in the used Campus Card system or via the

CampusCardImport utility. See

on page 474 for further details.

Select Account

In addition to displaying the balance in CAS and Campus Card accounts, the Equitrac Express user can also select which account to charge. Once the account has been selected, the job will be printed and charged to the selected account. A requirement for both of these features is that the print queue not be configured to hold documents for print release. If jobs are held for release then the user would have the opportunity to select a different account at a Release

Station or PageCounter terminal. Hence, this feature is not available when jobs are held for release (i.e., not compatible with SDR, Follow-You Printing, and Release Key).

NOTE: Campus Card account balance display and account selection are not supported on Mac.

Rename Document Prompt

Install the Rename Document Prompt feature (for Equitrac Express) on user workstations to allow users to assign a new, unique name to the document they want to print. In an secure printing environment where jobs are held in a secure queue, this feature makes it easy for the walk-up user or print-desk staff to identify print requests.

The Rename Document Prompt is part of the Print Assistant feature within the Equitrac Express Client installer.

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Release Key Prompt

Install the Release Key Prompt feature (for Equitrac Express) on user workstations to let users assign a unique numeric key code to a print job. Used in a secure printing environment, any user who knows the release key can enter the key at a Release Station or control terminal and release the job for printing.

The Release Key Prompt is part of the Print Assistant feature within the Equitrac Express Client installer.

NOTE: This feature is not compatible with Prompt for Login. Do not install both Prompt for Login and Release Key

Prompt on the same user workstation.

Setting Client-Side Popup Look & Feel

You have the option of substituting your own logo for the default Equitrac logo on the Print Assistant popups. The logo image must be a color Portable Network Graphics (PNG) file with alpha channel (i.e. the background is transparent), and its size should be no larger than 40 pixels high and 180 pixels wide to fit on the popups.

To replace the default logo, do the following:

Go to Program Files\Equitrac\Office or Express\Accounting Service\Redist\Logo on the computer where the

CAS is installed.

Rename the default PrintAssistantLogo.png image file (e.g. PrintAssistantLogo_old.png), so you can always recover the default logo later if necessary.

Copy your logo file to the Accounting Service\Redist\Logo folder and rename it to PrintAssistantLogo.png.

Now your logo file is used as the Print Assistant popup logo.

The new logo will appear at each client computer after it is restarted.

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Cashier

Cashier is an Equitrac Express administrative tool used to adjust balances on user, department, and billing codes.

Designed for use by staff members who perform a role similar to a library cashier, the staff member can collect money from a user then use Cashier to deposit the equivalent amount into the user's Equitrac Express printing account.

When you launch the Cashier application, you need to select the Accounting Server you want to work with. CAS processes the account transactions you perform using Cashier, updating balances and writing transaction information to the accounts database.

To use Cashier, staff members must be granted Cashier Access Permissions. Generally, you should create a separate

Domain group that contains only the staff members who will use Cashier. Then, open System Manager >

Configuration > Security and authentication > Access permissions

, and add the new Domain group to the Cashier permission. For more information on permissions, see

on page 34.

Equitrac Express stores connections between Cashier and the accounting server separately for each logged-on administrative user. Each Cashier user must connect to the accounting server to manage the accounts database.

Cashier can be installed on any server station within the Equitrac Express deployment.

To use Cashier, do the following:

Select Programs > Equitrac > Express > Cashier.

Select Search > Criteria from the Toolbar to configure the search criteria.

In the Search Criteria dialog box, do the following: a

Select the Account type – User, Department, or Billing Code.

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4 b

Select the search Field for the Account type:

• For User – select User ID, Full name, or Primary or alternate PIN.

• For Department and Billing Code – select Name, Description, or Primary PIN.

c d

Select the Match criteria for the Field:

• For User ID, Full name, Name, and Description – select Prefix or Containing.

• For Primary or alternate PIN and Primary PIN – Match is the only option.

Click OK to save the search criteria.

Enter a search criteria in the Find field, then click Search.

NOTE: If the search criteria is set to find a User Primary or alternate PIN, then card readers configured as keyboard

emulators can be used to populate the Find User PIN match field. A leading ^ or ` character as well as a trailing ; character will be ignored when using a card reader in keyboard emulation mode.

NOTE: Before swiping a card, ensure that the cursor is in the Search field first.

Select an account from the list.

Enter the Transaction Paid amount. The funds are transfered into the selected account’s Paid balance.

Amounts can be positive or negative. To enter a negative amount to remove funds from the account, use a minus (-

) sign before the amount.

Enter a Comment for the transaction.

By default, the user is required to enter a comment before the Record button is enabled. However, the

Administrator can change the System Manager > Configuration > Cashier behavior option which allows staff members to record the transaction without a comment.

Click Record to update the account balance.

The new balance displays in the Paid balance and Total balance columns.

Print the receipt (optional).

The user is prompted to select a printer where the receipt will be printed. If the user presses cancel, the receipt is not printed.

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Modifying the Printed Cashier Receipt

Administrators can modify the contents of the printed receipt. A standard receipt is installed in the same folder as the

Cashier executable (Program Files\Equitrac\Express\Tools\cashier.html by default).

To customize the receipt contents, modify the html file, but ensure that the file name remains “cashier.html”. You can add or replace the variables in the file with any of the following substitutions:

Variable

Result

Prints the date in the default date format.

Prints the account balance.

Prints the amount of the last transaction performed on the account.

Prints the User’s full name

Prints the transaction comment. If no comment was entered for the transaction, "Cashier transaction" is printed.

Prints the time.

Prints the name of the staff member who is logged into the Cashier application (using the network

User ID).

Prints the Cashier workstation name.

Prints the opening balance (prior to recording the last transaction).

Prints the percentage % character.

NOTE: To turn the receipt option off, either delete or rename the cashier.html file to any other name. The receipt

option will not appear to the user if the application is unable to locate this file.

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I-Queue Direct Printer

The I-Queue direct printer is part of the I-Queue feature within the Equitrac Express and Office Client installer.

When printing to the I-Queue Direct printer on workstation, the I-Queue Direct Printers pop-up window appears with a list of printers configured for I-Queue printing with associated I-Queue Port in Equitrac System Manager.

on page 68 for further details on how to release print jobs through an I-Queue

"I-Queue Direct" Mode Method

Direct printer.

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Using the Mac Client

When you install the Mac client, Equitrac can track printing from Mac workstations. You can configure the Mac

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.

Since Equitrac Office or Express do not support AppleTalk, some printer properties, such as stapling, may not be available when printing to an Equitrac printer. The printer properties affected depend upon the Mac operating system version in use. You must verify which properties, if any, are affected.

NOTE: To install and configure the Mac Client, see Installing the Workstation Client on Mac Systems in the Equitrac Office

and Express Installation Guide.

Logging In to Equitrac Office and Express

When you make a print request from a Mac workstation, you must log on to the Equitrac Office and Express system.

Equitrac must validate your User ID and password before it sends the print request to the printer.

The login information stays with Equitrac Office and Express 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 box 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 box 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 and

Express processes the print request. In this way, Equitrac can bill print jobs to clients or projects.

Depending on how the Mac 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 and Express reporting feature.

After you make a selection in this dialog box, click OK. Equitrac charges the print job to the code or to the user’s printing account, as specified.

If you click Cancel in this dialog box, Equitrac cancels the print job.

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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 box appears in which you can assign a new name to the document.

Enter a new document name.

Confirm the new name.

Press OK to continue, or Cancel to cancel the print request.

Logging Out of Equitrac Office and Express

You can log out from Equitrac Office and Express to ensure that no one who uses the Mac workstation subsequently can charge their printing to your account.

Select Equitrac Logout from the Apple menu.

In the Confirm logout dialog box, click OK.

If you make another print request after you have logged out, provide your User ID and password again.

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User Dashboard

Topics

Enabling Account Balance Transfers

Enabling PIN Management

Adding Custom Reports

Setting Default Billing Code

Displaying Color Quota

User Dashboard enables users to access and manage their personal account via the Internet. User Dashboard offers the following features:

• view and print their personal account statement and custom detailed user activity reports

• view and delete their queued print jobs

• transfer personal funds to another user accounts. (Equitrac Express feature)

• change their user PINs

• set a default billing code for transactions

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Configuring User Dashboard

Some features must be configured in System Manager before they are available for the user to view or access. The basic

User Dashboard enables users to view their account information, view and print their personal account statement, and view and delete their queued print jobs. Features such as transferring personal funds, managing their user PINs, and setting the default billing code for their transactions must be configured in System Manager.

Enabling Account Balance Transfers

As part of the Equitrac Express solution, users can transfer personal funds from their account to another user account.

When a transfer takes place, the money is deducted from their Paid account and is deposited into the Paid account of the intended recipient. The Allotted account is not used in these transfers, and remains unaltered.

To allow users to transfer funds form their paid account into another user account, do the following:

In System Manager, go to Configuration > User interaction > User dashboard.

Select the Show account transfer page checkbox to enable the Transfer funds link on the main User Dashboard page. When this option is selected, users can click on this link to transfer personal funds from their Paid account to another user account.

Within the same User dashboard dialog box, you can also choose whether to display the user’s Paid and Allotted balances, and/or their Primary PIN on the main User Dashboard page.

Select the Show paid/allotted money balances checkbox to display the user’s Paid and Allotted account balances.

If not selected, only the Total balance is displayed on the main page.

Select the Show user PIN1 checkbox to display the user’s Primary PIN on the main page.

Click OK.

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Enabling PIN Management

To allow users to reset their Equitrac PINs, do the following:

In System Manager, go to Configuration > Network environment > Automated PIN code management.

Select the PIN codes you want to enable users to reset on User Dashboard.

NOTE: At least PIN1 or PIN2 must be selected to enable PIN code management in User Dashboard. If both PIN1 and

PIN2 management options are disabled, the Manage PINs tab does not appear in User Dashboard.

Enter the Minimum and Maximum PIN1 length available for users to create their own PIN. The minimum PIN1 length must be less than or equal to the maximum. The minimum/maximum values only apply to new PINs, and does not affect existing PINs that violate these limits.

Click OK.

Adding Custom Reports

The Reports link provides users access to their personal Account statement. The Account statement contains user account information for the past 30 days. Additionally, custom detailed activity reports can be created and enabled in

Reports Manager for the user to run in User Dashboard.

To allow users to run custom reports, do the following:

In Reports Manager, generate one of the following reports:

• Account statement

• Detailed activity by network user

• Detailed activity by user account

• Detailed activity for queued documents by user account

• Detailed activity for routed documents by user account

Select File > Save Definition As to open the Save report definition as dialog box.

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Set the report definition, and click Next to continue. See

Saving a Custom Report

on page 368 for details.

Enter a Name for this report definition. The custom report name cannot be greater than 50 characters.

Select Site report from the Report type drop-down list.

Enter a Description for the report.

Select the Allow users to run this report from user’s personal webpage checkbox.

Click Finish to save the custom report.

NOTE: A secondary custom site report can be created from an existing custom site report, however, the secondary

report cannot be run in User Dashboard.

Setting Default Billing Code

Users are able to set a default billing code for their transactions. Depending on how Billing code access is configured in System Manger, users may not have access to all billing codes. You must choose a global access level for the billing codes that determine which billing codes the users can access. For more information, see

Enabling System-Wide

Billing Code Access

on page 187.

To determine to billing codes that users can access, do the following:

Go to System Manager > Configuration > User interaction > Billing code access.

Select on the following billing code access options:

• All codes – Users can charge 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.

Click OK.

NOTE: The Exclude codes with no balance option does not affect the default billing code in User Dashboard.

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Displaying Color Quota

Color quota displays as N/A on the main User Dashboard page if the user has unlimited color quota, or if color quota is not enabled in System Manager.

To show the user’s color quota in User Dashboard, do the following:

Go to System Manager > Configuration > Accounting and quotas > Color quota.

Select the Enable color quota checkbox and click OK.

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Using Release Station & Deposit

Station

Topics

Changing Release Station Look & Feel

Testing the Release Station Configuration

Vending Device Configuration

Limiting Administrative Access to Release

Station

Campus Card Workflow

Working with Release Station

Configuring Deposit Station

Using Deposit 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 login credentials to view and release their own documents. In public mode, all users can view all publiclylisted documents.

Deposit Station is a software application used within organizations that implement card-based payment systems.

Installed on a public workstation, Deposit Station lets a user transfer funds from a payment card to an Equitrac

Express printing account.

This chapter provides information about:

• configuring the behavior of the Release Station to operate in either public or secure mode

• changing the look and feel of the Release Station interface

• using the Release Station interface to view and release documents from the print queue

• configuring the behavior of the Deposit Station

• using the Deposit Station to transfer funds to an Equitrac Express account

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Configuring Release Station Behavior

Release Station can function as either a self-serve station or as an operator-controlled workstation. If the Release

Station is in a public area, you can configure the system to require user-assigned release keys (for Equitrac Express).

When the user enters the key, they can see the documents in the queue that are assigned to that particular release key.

Release keys prevent walk-up users from printing or deleting other users’ documents. 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.

NOTE: Release Station does not support the Equitrac delegate printing feature.

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 Office or Express > Configure Release Station.

Configuration options are divided into three tabs:

• Operation – provides general application parameters, such as options for security, vending hardware, session time-outs, non-administrator 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 printers to this Release Station’s view.

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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

Release key

(for Equitrac Express)

Network logon

Release key or network logon

(for Equitrac Express)

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 a release key to start a session and view all documents assigned to that release key.

Enter Windows logon credentials to start a session and view all documents assigned to that logon ID.

Enter either a release key or Windows logon credentials to start a session.

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

Allow anonymous access

(for Equitrac Express)

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.

Allows public documents to appear in the Release Station display.

If you enable this option, also set the Public documents options provided on the

Operation tab. See

Public Documents

on page 421.

A session typically begins and ends with a user logging on to the release workstation using Windows login credentials or CAS account PINs. You can also configure user workstations to prompt the user for a release key, which the user must assign to the document when a print request is made.

Closing a session only closes that user’s session. Release Station stays open, ready for the next user.

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Vending Hardware

Vending hardware is only available with Equitrac Express. If you plan to use vending hardware, you must specify the equipment that will be associated with the Release Workstation. Enable Hardware Type, then click Select to choose a manufacturer and model.

For further details, see

Vending Device Configuration

on page 427.

Option

Hardware type

Select

Configure

Description

This release workstation uses vending hardware as configured here. Users must pay for prints before Equitrac Express will release the documents.

Click Select to specify the equipment associated with the Release Station, then select a manufacturer and model from the list. When you click OK, the Vending Configuration dialog opens automatically.

Note: You must select and configure a vending hardware type in order to select the Show

balances option on the View tab.

Opens the Vending Configuration dialog. See

Vending Device Configuration

on page 427.

If you change the manufacturer and model at any time, the Configuration dialog opens automatically.

Prompt for funds after user id

The user will be prompted to pay for the release job immediately after they enter their User ID and before viewing the print job in Release Station.

Prompt for funds prior to document release

The user can view their print job in Release Station, and will be asked to provide the payment before the job will be released.

Automatic Refresh

Select one or more options for determining the refresh rate of the Release Station document list.

Option Description

Refresh document list every N seconds Release Station refreshes the document list after the specified time interval.

When new document arrives, play a sound

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 > Sound 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.

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Non-Administrator Restrictions

Specify one or more options for users releasing or deleting documents in the print queue.

Option

Release one document per session

Disable document deletion

Disable zero-page, zero-cost document release

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. Non-administrative 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.

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”.

Public Documents

Public Documents are only available with Equitrac Express. Specify what public documents appear in the Release

Station display. Allow anonymous access must be selected in the Security section in order to configure the public document options.

Option Description

Documents without a release key Documents with release keys are private documents. They do not appear in the list of public documents in Release Station. All other documents will appear.

Documents printed by specific user IDs

Specify

If your site has public printing workstations that require specific user IDs to start

Windows, specify the user IDs whose jobs should appear in the queue.

Documents for users not listed in this dialog box are private, and will not appear in the public document list.

Opens the Specify user IDs dialog box.

Enter the Windows user accounts names that are used to login to

Windows on the Release Station, then click Add. Enter as many IDs as needed.

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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.

on page 301 for system configuration information. See

Setting Up Follow-You Printing

Using Follow-You

Printing on Release Station

on page 433 for instructions to release documents when Follow-You Printing 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 choose 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 a user account or a Campus Card account.

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.

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Select one or more options to determine the appearance of Release Station.

Option

Columns to display

Up/Down Arrows

Window startup size

Window operations

Status area

Buttons

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 desktop screen resolution.

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 - Also known as “kiosk mode”. The Release Station window covers the entire desktop screen, and cannot be minimized. This is the best option if the workstation is a dedicated Release Station. 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 and positioning - Allows users to size the Release Station window.

Note: These options are not available for full screen mode.

Show total cost - Displays a total cost for all selected documents.

Show balance - Displays the users remaining balance.

Remove ’End Session’ button - Enable this option if you do not want users to end a Release

Station session. The End Session button does not appear in the Release Station window.

Remove ’Select All’ button - Enable this option if you do not want users to select all jobs in the print queue. The Select All button does not appear in the Release Station window.

Printers Tab

Use the Printers tab to establish a connection between a DRE printer and the Release Station Application. DRE and

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

on page 474 for further details.

on page 296

for details.

You must configure each printer separately, and you must configure the printers individually for each Release Station within the deployment.

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Click the Printers tab.

Click Add to open the Select server dialog box.

Enter the Print server 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 Print 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, a list of available printers on this machine displays. 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".

Select the printers for which Release Station holds documents and display them in the Release Station queue.

Click Finish to add these printers to your Printers list.

Click OK to save the settings and close the Release Station configuration dialog box.

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.

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Changing Release Station Look & Feel

You can configure the look and feel of the Release Station window by applying a skin to the UI. Options such as display size, background image, titles, colors, and button appearance are fully configurable.

To open the configuration utility, browse to Program Files\Equitrac\Office or Express\Release Station, and select

ReleaseStationUIConfig.exe

Title BMP

Background BMP

Text Color

Background Color

Status Text

Main Buttons

Before you change any options, select the interface display size you want to configure from the Configurations menu.

Available sizes are VGA (640x480), SVGA (800x600) or XGA (1024x768). After you complete the changes, use the

Save options on the File menu to apply your changes. You can restore the interface to the default view at any time, but you cannot revert to an unsaved configuration.

Option

Background BMP

Title BMP

Background Color

Transparency

Status Text Color

Main Buttons

Description

Background image displayed in the Release Station window

Image used for the Title

Color that appears in the background areas not filled in by the background bitmap

Color that will fill any transparent areas.

Status Text relates the amount of available funds, and the Total funds required to print the select job.

Main buttons are Print All, Print, Delete, Refresh, and Details

Normal BMP - the bitmap used when the button is in its normal, un-selected state

Down BMP - the bitmap used when the user clicks the button

Choose Font - the font used for the button text

Text Color - the color used for the button text

Highlighted Text Color - the color used for the button text when it is selected

If the button options are not visible in the configuration window, the Release Station window is too large for the current display. Use the options in the File Menu, General Settings to make changes to the Main buttons.

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Testing the Release Station Configuration

To test your Release Station configuration, release a test document from DRE.

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.

Print a test page. On the release workstation, use the Control Panel’s Print feature to send a test page to a secure

Equitrac printer. A secure Equitrac 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.

Start the Release Station application. If you have configured the application to request Windows user credentials at startup, answer the prompt when it appears.

Confirm that your document appears in the list.

Select the test document from the list. Selecting the document displays a check mark next to it in the listing.

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.

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Vending Device Configuration

If your Equitrac Express deployment requires vending hardware, you must enable the Hardware Type option on the

Operation tab.

Click Select to open the Select vendor hardware dialog box, where you can specify the manufacturer and model of the hardware.

Click Configure to open the Vending device configuration dialog box.

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In the Configure vendor hardware dialog box, specify the following information:

Option

Communications port

Wait for payment for N seconds

Round debit amounts to

Using unit cards**

Cost per unit**

Using bill and/or coin acceptor**

Wait for full cash payment for...**

Show page price on device**

Text to display**

Prompt

Vending account

Description

Specify the port to which the vendor hardware connects.

Specify the number of seconds Release Station will wait for complete payment.

Specify the number of decimal places to which Release Station will round debit amounts.

See the note on the next page for more information.

Check this box to indicate the use of unit-based payment card with ITC devices or

Equitrac Pay Station Deposit Center stations. The vending device will display balances in terms of units, but if you associate a cost per unit in the field below,

Release Station will display the card balance as a currency value.

If you are configuring ITC unit cards (specifically 1015 or Coin cards), the ITC hardware will accept currency value cards as well as the unit cards, and debit the currency cards accordingly.

Specify the price per unit that Release Station will debit from the card for each printed page. Release Station will display unit card balances as a currency value based on this setting.

Check this box to indicate the use of a cash payment collection system.

Specify the number of seconds Release Station will wait for complete payment.

Check this box to have Release Station display the page price when it prompts for payment.

Specify the price to display.

Check this box to include a custom prompt for vending payments. Type the text of the prompt in the field provided.

Specify the vending account name associated with this release workstation. This enables users to log on to the release workstation using a vending card rather than network credentials. Release Station uses this account to record all vending card transactions. The default account name is the machine name.

** Depending on your selection of vendor hardware, these fields may not be available.

NOTE: Release Station and Release Station Configuration show document costs and vending balances according to

Windows regional settings. If you need to show costs in a different format, such as with three decimal place instead of two (e.g. PayStation or ITC devices configured for three decimal display), you must change your regional settings for this release workstation.

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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

Select Settings > Control Panel > Administrative Tools > Local Security Policy.

In the Local Security Policy window, select Local Policies in the left pane.

Select User Rights Assignment.

In the right pane, select Act as part of the operating system.

Release Station requires certain privileges to run as expected. This setting configures those privileges.

Click Add (or Add User or Group) to add the required Equitrac Office and Express user or group.

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Campus Card Workflow

Equitrac Express users can login to a Release Station by either entering a Release Key or your login credentials (e.g. primary PIN) using the numeric keypad. Card swipe is not supported for login on Release Stations.

When logging in with Release Key:

Payment account selection depends upon choice of vending dll and account must have available funds.

• For Campus Card vending dll

• you are prompted to swipe Campus Card.

• require standard keyboard wedge reader which reads a track 2 magnetic stripe card.

• only 1 tender key is supported since there is no way to select from multiple tender keys.

• For any other vending dll you are prompted to insert vending card.

When logging in with your primary PIN:

• Select your payment account.

• Campus Card account is a selection if the account has funds available.

• CAS account may be also a selection in the following cases:

• If the primary PIN has identified a CAS account with available funds.

• If there is an associated CAS account with funds for the Campus Card account (association can be made in the used Campus Card system) (if supported).

• If importing the Campus Card accounts with the CampusCardImport.exe. See

Import Campus Card

Account Information

• Value card when vending dll available (do not select CampusCard dll).

No login

• all jobs are displayed (users locate their jobs).

• same workflow as Release Key login.

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Working with Release Station

Release Station holds print jobs in a secure print queue until a network user releases the job to a printer. 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. The Administrator must configure the Release Station behavior to

determine the security requirements. See

on page 419 for details. For information

on page 418 for complete

instructions to set the appropriate types of security for your environment.

Secure vs. Unsecure Sessions

A secure session requires the user to start a new Release Station session and login with a release key (Equitrac Express feature) or a valid Windows user name and password. Users only see the print jobs associated with their user ID or release key. To enable secure sessions, the Administrator must select Release key or network login from the Session

Security list in the Release Station Configuration Utility. See

Session Security

about enabling Release Keys within Equitrac Express, see

information on creating pull groups, see

on page 418.

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 419 for details.

NOTE: An unsecure environment is the only session type that you cannot configure for vending systems.

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Working with Documents in the Print Queue

To release or delete documents from the print queue, do the following:

Select one or more documents. Selected documents display a check mark.

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.

Select one or more documents in the queue list and click Details.

Review such information as document size, cost, request time, and job ID, in the Document details window.

Click OK to close the Document details window and return to the Release Station window.

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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.

Right-click the required document in the list, and click Override cost.

Check the Override cost box, and enter the new job cost.

Click OK to apply the new job cost, or Cancel to exit the dialog box without changing the current job cost.

Using Follow-You Printing on Release Station

If the Release Station is configured to control release for multiple printers, and Follow-You Printing is enabled on the

Station, the workflow is slightly different for the user:

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 Print Server (if defined) and on the local print server. For more

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

Configuring Printers for Web Release

on page 290 for details.

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 box appears automatically for the next user.

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Configuring Deposit Station

If you are implementing a card-based payment system in Equitrac Express, you require an additional External Data

Sources license to enable the Deposit Station functionality.

Use the Deposit Station Configuration tool to set operational parameters for the Deposit Station client application, and to configure the appropriate hardware settings for your card reader.

Changing Hardware Settings

Select Start > All Programs > Equitrac Express > Configure Deposit Station.

In the configuration dialog box select your card reader Hardware type from the drop-down list.

Specify the Port on which the server listens for data from the reader. Select either COM1 or COM2.

If available, depending on your hardware selection, type a short line of text for the Card prompt as it will appear to walk-up users.

Specify the Cost per unit.

Some vendors support unit cards in addition to value cards. The cards store a certain number of units. Some companies use units to give discounts. For example, a company may offer a 500-unit card for $5.00 or a 1000-unit card for $9.00. In order for Equitrac to accurately render job costs to a unit amount to deduct from a card, Deposit

Station must know the cost per unit.

The availability of this field varies by hardware type.

Click OK to save these settings, or Cancel to exit the dialog box.

Securing Deposit Station

In addition to the usual physical precautions taken to protect a public workstation (such as disabling the floppy drive, setting the boot sequence in the BIOS to start with the hard drive, locking the system unit, etc), you may want to take measures at a system or network level, to ensure that the Deposit Station installation is secure.

You can set up Deposit Station to run as the shell program on a Windows workstation. This measure will prevent nonadministrative users from accessing the machine’s local settings and other programs.

The process for configuring Deposit Station as a shell differs based on the workstation operating systems. Follow the instructions for the correct operation systems.

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Run Deposit Station as a Shell

To define a domain-level policy for running Deposit Station as a shell for specific users:

On a domain controller, create a global DS Operators group.

In the DS Operators group, add the user IDs used to start Windows on the computers that run Deposit Station.

Using Active Directory Users and Computers, create a Group Policy Object (GPO) at the domain level.

In User Configuration > Administrative Templates > System feature, click Edit and enable the Custom user

interface

option.

Enter DepositStation.exe

in the text box.

On the Security tab of the properties of the new GPO, add the DS Operators group. Give the group the Apply

group policy

permission.

On the release workstation, add the path to

DepositStation.exe

to the system environment path variable.

When users assigned to the Group Policy Object log on to a Deposit Station-enabled workstation, Deposit Station will be the only application available to them.

Defining Policies with System Policy Editor

You may want to limit access to Windows functions on systems that are accessible to the general public. Use the

System Policy Editor to define settings so that users cannot modify the operating system environment.

Policy page

User Configuration >

Administrative

Templates

Path

Start menu & Task bar

Policy

Remove Run menu from Start Menu.

Start menu & Task bar

Desktop

System

Remove and prevent access to the Shut down command.

Do not save settings at exit.

Prevent access to registry editing tools.

Prevent access to the command prompt.

Run only allowed Windows applications.

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Using Deposit Station

The Deposit Station application for Equitrac Express is installed on a public workstation, and must be attached to a card reader. The user can login and swipe their payment card, then transfer particular amounts to their Equitrac

Express account.

At the Deposit Station login dialog box, enter your domain-qualified user ID (e.g.

<domain.com>\userID

) and password.

Insert your payment card in the reader.

When the Deposit Station dialog box appears, it displays the balance remaining on your card. It also displays the balance of the user account associated with your login ID.

Specify the amount to transfer from the card to the account.

Click OK to save the transfer details, or Cancel to close the dialog box without saving the transaction.

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Supported Hardware

Equitrac Express supports the following hardware devices on Release Station and Deposit Station:

• Absec - Infineer 8552

• ACT 335

• B.E.A.R - DCS-2000

• Cartadis - TC11 / TCRS

• Debitek - Magnetic Card Strip SDD Express

• Equitrac Campus Card Reader

• Equitrac DebitLog

• Equitrac Paystation - Coin / Mag Stripe / Smart Card

• Infineer or Absec 6206 / 6208 / 6406 / 6408 / 8502

• InterCard - AS3880

• ITC - 1015 / 2015 / Coin

• Jamex Payment Controller

• Magna Card

• Magna Carta - MC MagnaBox 1V2

• Schlumberger DANYL - D/AUX

• Schlumberger - Smart Series

• UDCS - Diva

• Xafax - Adazzi / AS6200

• XCP - 5870 (Unit Cards / Value Cards)

• XCP - 5871 / 5571 / 5812 / 5512

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Using Web Release Station &

Mobile Web Release

Topics

Using Web Release Station

Using Mobile Web Release

Registering Cloud Platforms

Releasing Through Cloud Platforms

Web Release Station is an application that allows the user to log on to a web-based Release Station. Each printer using this feature requires a web-based release 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.

Mobile Web Release is an application that allows users to use smartphones or tablets to initiate print jobs that are currently held in a secure print queue. Mobile Web Release provides a simple user interface to select and access documents from a mobile device.

This chapter provides information about:

• configuring printers for Web Release Station

• changing the look and feel of the Release Station interface

• using the Web Release Station interface to select and release documents from the print queue

• using Mobile Web Release to select and release documents from the print queue using a mobile device

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Configuring Printers for Web Release

Before documents can be released from the print queue using Web Release Station or Mobile Web Release, the printers must be configured in System Manager. Use System Manager to create an embedded device for each printer used by

Web Release Station or Mobile Web Release device. Each printer using Web Release must have a Web-based Release license.

To create a Web Release embedded device, do the following:

In System Manager, go to Devices.

Right-click on the physical device in the right pane, then select Add embedded device from the list.

Select Web Release from the Type drop-down list.

Enter a Name for the embedded device. This is a required field, and an error message appears prompting to specify a device name if you click OK without naming the device.

The Description for the embedded device is automatically populated with the physical printer’s name. This can be changed as desired.

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 or through Mobile Web Release.

From the Prompt for billing code drop-down list in the Behavior section, select if the device requires a billing code to release print jobs.

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 at the Web Release Station.

Click OK to save the settings.

A Web Release embedded device can be added to a physical device that already has an existing embedded device or single function terminal (SFT) associated with it. However, if multiple users attempt to release print jobs to the physical device at the same time, then the user logged into the embedded device or SFT will have their jobs released before the jobs that are sent via Web Release.

NOTE: The I- Queue Printer needs to be set as the default printer for jobs submitted though the Web Print

functionality of Web Release or Mobile Web Release. I-Queue is not installed by default, and this feature must be selected when installing DRE on a DCE server to use with Web Release.

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Using Web Release Station

Web Release Station provides a simple user interface to select and access documents held on a secure print queue.

Open a web browser and enter https://<DCE server>:2939/webrelease/login.html

in the Address bar.

On the Login page, specify either a public device (e.g. shared workstation) or a private device (e.g. personal mobile device), enter your login credentials and click OK to open the Follow-You Printing page.

The Password field displays only if Secondary prompt is configured in System Manager > Configuration >

Security and authentication > User authentication

If logging on using a Campus Card account that has multiple accounts with available funds, a popup opens requesting that you select an account to charge the job to.

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. To select a different printer, press the Change Printer button to return to the list.

NOTE: Active Scripting must be enabled in the web browser in order to populate the list with web release

configured printers. For information on enabling scripts, see your web browser’s online help files.

If there are printers on multiple DREs, then the DRE server name displays in the printer name.

Select a document for release from the Follow-You Printing section. Use

CTRL

-click to select multiple documents, or click the Select All button.

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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, etc. are additive and increase in value accordingly.

Enter a Release Key, if prompted. (Equitrac Express feature) The Release Key field displays only if Prompt for

release key

is configured in System Manager > Configuration > User interaction > Session flow.

Select the Force monochrome option if you want to override the color attributes of a print job.

Select the number of copies.

The following options are available for printing documents: Print, Print & Save or Send to Print.

• 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.

• Send to Print allows you to select and submit documents to the secure queue from a Local folder, or cloudbased platforms, such as Dropbox, GoogleDrive and OneDrive.

Send to Print accepts the following file formats: Text, RTF, PDF, Raster image files (JPEG, PNG, TIFF, BMP), and Microsoft Word and Excel.

NOTE: Secure document release must be enabled in order to use the Send to Print option. For more information, see

• A Web-based Release license per device being used for Mobile Web Release. For more information, see

on page 296.

NOTE: Cloud-based platforms are only available when the Web Release device is set to Private. Cloud platforms

must be registered with Equitrac before they are available for use with Web release devices. See

Registering Cloud

Platforms

on page 453.

NOTE: SSL certificates must be installed prior to using OneDrive in Internet Explorer.

If releasing documents with Print or Print & Save, select the desired document(s) and click one of the print options.

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If prompted, enter the Billing Code and click OK to release the job. The Billing Code popup opens if Prompt for

billing code

is enabled on the Web Release embedded device.

If using Send to Print to release documents, the Web Send to Print window opens.

Click one of the file storage locations: Local folder, Dropbox, GoogleDrive or OneDrive.

When selecting cloud-based files, a login pop-up page appears which requires account credentials.

Click the Select file button, and choose the desired document(s) to print.

Click the Send to Print button.

If prompted, enter the Billing Code and click OK to release the job. The a Billing Code popup opens if Prompt

for billing code

is enabled on the Web Release embedded device.

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Using Mobile Web Release

Mobile Web Release is a mobile-optimized view of Web Release Station that allows users to use smartphones or tablets to initiate print jobs that are currently held in a secure print queue. Typically, users release their documents when physically standing at the printer. Mobile Web Release allows users to release a print job from any location using

Equitrac’s Follow-You Printing functionality, and then walk up to the printer to retrieve their documents. Any mobile device capable of connecting to the organization’s WiFi network through a web browser can use Mobile Web Release.

To Mobile Web Release, you must have the following:

Licensing

on page 36.

• A smartphone or tablet that is capable of connecting to the secure print queue through WiFi.

• Connectivity to Internet Explorer v10 (or higher), Mozilla Firefox v30 (or higher), or Windows Mobile 8.1.

• If using QR code scanning, a camera that can scan QR codes.

QR Code Scan (Optional)

You can create a QR (Quick Response) code that allows users to access Mobile Web Release more quickly. If a QR code is displayed on a particular printer, the user can scan the code using their camera-equipped smartphone or tablet, and be directed immediately to the Mobile Web Release login screen.

To set up QR code scanning, do the following:

Create a QR code: a

Obtain the URL for the printer that will use the QR code. Typically, this is the IP address of the DCE server, followed by the printer’s unique identifying information.

For example: https://<DCE server>:2939/webrelease/index.htm?printer=<myprinter>

NOTE: The URL is case-sensitive, as the <myprinter> value consists of the URL encoded name of the printer as it is

displayed on the Mobile Web Release “Select Printer” page. The displayed name has the form [<dre server>:]<webrelease embedded device name>. To URL encode the name, all spaces are represented by ‘+’ characters and all non-ascii characters are represented in hex %hh format.

2 b

Create a QR code based upon the URL. Any QR code generator available on the Internet or through applications will work.

Print out and display the QR code on the associated printer.

Any device that scans this code from the printer is directed to the Web Print Release login page for that printer.

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Sample Workflow

The following workflow is from an iPod Touch device. Depending upon the screen dimensions of the device, some scrolling may be necessary. The basic work flow is not affected.

To print a document using Mobile Web Release, do the following:

Open a web browser in the mobile device and enter https://<DCE server>:2939/webrelease/index.htm

in the Address bar. The URL is provided by the system administrator.

On the Login page, specify either a public device (e.g. shared workstation) or a private device (e.g. personal mobile device), enter your User ID and Password, and touch Login.

NOTE: Cloud-based platforms are only available when the Web release device is set to Private.

NOTE: If a QR code for the printer has been created and displayed on the printer, you can use your smartphone or

tablet camera to scan the QR code instead of manually entering the URL.

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On the Select Account page, select the account to withdraw funds for the print job. Your primary account is selected by default. You can swipe forward to continue with this account, or select another.

NOTE: There are persistent features located in the title bar which appear on every page: The row of two-tone circles

indicate which page in the workflow you are currently viewing. You can page forward and backward in the workflow by swiping left or right anywhere in the display. The Logout icon allows you to log out of the application at any time in the workflow.

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On the Select Printer page, select the printer you want to use from the list of available Mobile Release printers by touching anywhere on the printer’s row.

Enter a Release Key, if prompted. (Equitrac Express feature). The Release Key dialog opens only if Prompt for

release key

is configured in System Manager > Configuration > User interaction > Session flow.

NOTE: Release key functionality is not supported when using cloud platforms such as Google Drive, Dropbox or

OneDrive to select documents.

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Select document(s) from the list of jobs held in the secure print queue.

NOTE: If the document list is empty, the message No documents waiting appears.

• You can scroll through the list with a downward or upward swipe. To refresh the document list, pull downward on the screen. The list of documents for the selected printer displays.

• Touch a document to select it, touch again to deselect.

• Touch multiple documents to select a more than one.

• Touch Select All to select all documents listed.

• Touch Delete to remove the selected document(s) from the secure print queue.

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• Touch Find Local and Web Documents to search for documents either saved locally or stored in cloud platforms (Dropbox, GoogleDrive or OneDrive).

For more information, see

Releasing Through Cloud

Platforms

on page 456.

NOTE: Cloud platforms are only available when the Web release device is set to Private. Cloud platforms must be

registered with Equitrac before they are available for use with Web release devices. See

Registering Cloud

Platforms

on page 453.

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With the document(s) selected, touch Print. The print Details screen displays.

The top of the screen provides information about the document including color setting, finishing options, paper sizes and price.

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Set the print options by touching the cell to the right of the option, or using the icons when present: a b c d e

Select Print & Save to release the document to the printer and keep it in the secure release queue.

Select Force monochrome to print the document in black and white, overriding the color settings of the print job.

Press the - or + icons to change the number of copies of the document to print. The current number is listed next to the icons.

The Billing code is the account to charge the transaction to. You can change this number if another code is needed. Billing codes are provided by your organization.

The Billable check mark, when present, indicates that this document will be billed for reporting purposes. This is provided for your information, and cannot be changed.

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Touch Print. A dialog displays stating that the document has been released, and it prints from the selected printer.

When finished, touch the Logout icon.

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Registering Cloud Platforms

Equitrac Office and Express can be configured to release documents stored in the following cloud platforms: Dropbox,

GoogleDrive and OneDrive. The cloud platforms have to be registered to the DCE used for Web Release in order to upload documents for print release.

Dropbox Registration

To register a Dropbox application for Web Release, do the following:

Open a web browser, and enter https://dropbox.com/developers/apps

in the Address field.

Create an account or sign in if you already have a Dropbox account to open the Dropbox console.

Click Create app to open the Create a Dropbox Platform app window.

Select Drop-ins app (Chooser or Saver).

Enter an app name and click Create app.

In the Drop-ins domains section, enter the IP address or server name of the DCE(s) in the system that Dropbox will be associated with for Web Release. This should be a resolvable DNS name. List all DCEs that will be used for

Web Release.

Take note of the App key as this will be used in the WebPrintAppInit.ini file.

Open the WebPrintAppInit.ini file located in Program Files\Equitrac\Office or Express\Device Control

Engine\webrelease

folder, and enter the App key in the DropBoxAppKey field.

Save the WebPrintAppInit.ini file on all DCEs used for Web Release.

GoogleDrive Registration

To register a GoogleDrive application for Web Release, do the following:

Open a web browser, and enter https://console.developers.google.com

in the Address field.

Create an account or login if you already have a Google account to open the Google Developers Console.

Click Create Project button.

On the New Project window, do the following: a b c

Enter a Project name and Project ID. The Product ID is given a unique identifier by default, and can be changed if desired.

Select the Terms of Service checkbox.

Click Create.

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Refresh the webpage to display a list of available projects, and click the project.

Go to APIs & auth > APIs, and select Google Picker API from the list of available APIs.

NOTE: Google Picker API only needs to be enabled for GoogleDrive 6 and 7.

Click the OFF button beside Google Picker API, and accept the terms of service to enable the API.

Refresh the webpage and turn off all other APIs.

Go to APIs & auth > Credentials, and click Create New Client ID under OAuth.

In the Create Client ID window, do the following: a b c

Select Web application.

Enter https://<DCE_ip_or_sitename>:2939

in the Authorized JavaScript origins field.

Clear the Authorized redirect URI field.

11 d

Click Create Client ID.

Click Create New Key under Public API Access, and click Browser key in the Create a new key window, and then click Create without entering any information.

Take note of the Client ID under Client ID for web application and the API key under Key for browser

applications

as they will be used in the WebPrintAppInit.ini file.

Go to APIs & auth > Consent screen, and ensure that a valid email address is selected, and click Save. The remaining fields do not need to be edited, and are optional entries.

Open the WebPrintAppInit.ini file located in Program Files\Equitrac\Office or Express\Device Control

Engine\webrelease

folder, and do the following: a b c

Enter the Client ID under Client ID for web application found on the APIs & auth > Credentials screen in the GoogleDriveClientId field.

Enter the API key under Key for browser applications found on the APIs & auth > Credentials screen in the

GoogleDriveAppKey

field.

Save the WebPrintAppInit.ini file on all DCEs used for Web Release.

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OneDrive Registration

To register a OneDrive application for Web Release, do the following:

Open a web browser, and enter https://account.live.com/developers/applications in the Address field.

Create an account or sign in if you already have a OneDrive account to open the Live Connect Developer Center.

Click Create application.

Enter an Application name, and accept the terms of use to enable the application to use Microsoft accounts.

Select API Settings to open the application window, and do the following: a b

Select No for the Mobile or desktop client app.

Select No for Restrict JWT issuing.

c d e

Select Enabled for the Enhanced redirection security.

Enter https://<DCE_name>:2939/webrelease/send2print/skydrive in the Redirect URLs field.

Click Save.

NOTE: The DCE name must be a valid registered domain name and cannot be in the form of IP address. Each DCE

has to be registered individually, and must be in the form of https://<DCE_name>:2939/webrelease/send2print/

skydrive.

Select App Settings to view the applications Client ID and Client secret.

Take note of the Client ID under Client secret as they will be used in the WebPrintAppInit.ini file.

Open the WebPrintAppInit.ini file located in Program Files\Equitrac\Office or Express\Device Control

Engine\webrelease

folder, and do the following: a b c d

Enter the Client ID in the SkyDriveClientId field.

Enter the Client secret in the SkyDriveClientSecret field.

Enter the Redirect URL in the SkyDriveRedirectUri field.

Save the WebPrintAppInit.ini file on the specific DCE used for Web Release.

NOTE: Ensure that the WebPrintAppInit.ini file is saved to the correct DCE, as the Redirect URL is specific to that DCE.

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Releasing Through Cloud Platforms

Mobile Web Release allows users to use smartphones or tablets to release documents stored in the following cloud platforms: Dropbox, GoogleDrive and OneDrive.

NOTE: DropBox or GoogleDrive are not supported on Internet Explorer (IE) Mobile on Windows phones. OneDrive is

supported on IE Mobile on Windows phones, but only in 'desktop mode', not in ‘mobile mode’. However, OneDrive is accessible through Local files on Windows phones while in ‘mobile mode’.

Windows tablets do not have these limitations.

Dropbox Documents

When using Mobile Web Release to release documents from Dropbox, the documents must be shared and linked correctly or otherwise the documents will not be printed.

To share files and change permissions:

Upload a document file into Dropbox.

Right-click the document file and select Share link...

Add or remove names and emails by either typing or importing contacts from various email or online social networking services.

(optional) Click Get Link to make a link to any file or folder in Dropbox. You can then send this link to anyone you would like to view the file (even if they do not have Dropbox).

Click Send.

To share folders and change permissions:

Upload a folder into Dropbox.

Right-click on the folder and select Share link. You can add or remove names and emails by either typing or importing and synchronizing contacts from various email or online social networking services. Click Get Link to make a link to any file or folder in Dropbox. You can then send this link to anyone you would like to view the file

(even if they do not have Dropbox).

NOTE: If you already have synchronized shared folders in Dropbox, click Sharing in the left pane to proceed.

(optional) Right-click on the folder and select Invite to folder. You can add names or emails by either typing or importing and synchronizing contacts from various email or online social networking services. You can also allow members to invite other members.

Click Send.

NOTE: This description reflects the current working of Dropbox at the time of publication of this document.

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GoogleDrive Documents

When using Mobile Web Release to release documents from GoogleDrive, the documents permissions must be set correctly or otherwise the document will not be printed.

To set the document permissions:

Upload a document file into GoogleDrive.

Select the document file by clicking in a check box. Right-click the document file and select Share...

The Share settings screen appears. Go to Who has access and in Private - only you can access select Change...

In the next Share settings screen, go to Visibility options and select the Anyone with the link radio button. Click

Save

Verify that the setting is changed by clicking the Done button.

NOTE: These steps must be repeated

for every document added to GoogleDrive, otherwise only a single page will be printed.

NOTE: This description reflects the current working of GoogleDrive at the time of publication of this document.

OneDrive Documents

When using Mobile Web Release to release documents from OneDrive, the documents must be shared correctly or otherwise the documents will not be printed.

To share files:

Upload a document file into OneDrive.

Choose the file or folder you want to share by selecting the check box in the upper-right corner of the item. You can also pick multiple items to share them together. Right-click the document file and select Share.

NOTE: If you already have shared folders in OneDrive, click Shared in the left pane and select the check box in the

upper-right corner of the item in order to open further options (open, share, embed, manage and clear selection).

In the Share window you can:

• Invite people by entering contacts to send an email with a link to the selected files (you can also add contacts from online social networking service) and writing a quick note.

• Get a link to the selected files which you can copy and paste in an email or webpage.

• Check sharing status under Shared with.

Click Share.

NOTE: This description reflects the current working of OneDrive at the time of publication of this document.

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Using Contact Smart Cards

Topics

Connecting the Smart Card Reader

Preparing to Update the PageCounter Firmware

Updating the PageCounter Firmware

Configuring the PageCounter to Work with a

Physical Device

Configuring the Firewall

Configuring the PageCounter Terminal

Configuring the PageCounter Mini

Uploading Certificates to the PageCounter

Configuring User Authentication

Using Smart Cards with the PageCounter

Equitrac Office and Express support OMNIKEY 3111 Smart Card readers connected directly to PageCounter terminals or PageCounter minis to provide user authentication via contact Smart Cards at select MFPs.

This chapter provides information about configuring PageCounter devices to work with Smart Cards.

NOTE: The Smart Card solution is only for 64 bit systems.

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Smart Card Setup Workflow

To configure the Smart Card solution to work with the PageCounter control terminals and PageCounter Minis, do the following:

Connect the Smart Card reader to the PageCounter device.

Obtain the required PageCounter Terminal Updater and firmware files from the Partner Portal and update the

PageCounter firmware.

Enable the Smart Card solution on the PageCounter device.

Upload the CA certificates to the PageCounter device using Equitrac SSL Certificate Manager.

Configure Smart Card user authentication.

Connecting the Smart Card Reader

The Smart Card reader needs to be physically connected to the PageCounter or PageCounter Mini. Equitrac uses the

OMNIKEY 3111 card reader connected to the PageCounter device via specific power cables and serial adapters.

To connect the card reader to the PageCounter device, do the following:

Connect the serial dongle to the serial port on the back of the PageCounter device.

Connect the serial cable from the smart card reader to the serial dongle on the PageCounter.

Connect the single end of the Y-cable (4-pin plug) to the power port on the back of the PageCounter.

Connect the PageCounter’s power cable to the 4-pin end of the Y-cable, and the card reader’s power cable to the 6pin end of the Y-cable.

Plug in the PageCounter device power supply.

Preparing to Update the PageCounter Firmware

Before upgrading the PageCounter or PageCounter Mini firmware, consider the following:

• PageCounters must be equipped with a flash card reader to accept a firmware update. While most PageCounters have flash card readers as part of their hardware, some legacy models lack the required card reader. In this case, you must first manually install one. PageCounters without flash card readers result in the terminal updater tool displaying No Disk under the Status menu.

• Before upgrading a PageCounter to the intermediate 1.2.99 firmware, ensure the hardware is running the latest

"standard" firmware. Hardware with older versions of the firmware may fail the upgrade procedure.

• Ensure you are using the correct version of the EQTerminalUpdater.exe tool. Typically, version 5.1.1.0009 (or higher) is recommended. Older versions of the EQTerminalUpdater.exe tool may be required to install earlier versions of the PageCounter firmware. For example, using version 5.1.1.009 of the tool to install version 1.2.99 of the firmware may cause the upgrade to fail.

• If a PageCounter firmware is updated to version 1.3.17 (or higher), the password to gain access to the PageCounter is reset. By default, the user name is admin and the password is pagecounter. Reset these as soon as possible to maintain security.

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Updating the PageCounter Firmware

Updating the PageCounter terminal or PageCounter Mini to work with the Smart Card solution involves a 2-step firmware upgrade. First, the BIN file needs to be updated to version 1.2.99 to support encryption, and then the firmware must be updated once more to version 1.3.x via an encrypted BIN file. The BIN file only needs to be updated once—any further updates use the encrypted BIN files.

To update the PageCounter or PageCounter Mini firmware, do the following:

On the workstation, create a folder (e.g. "Terminal Firmware") to store the Equitrac Terminal Updater tool and

PageCounter firmware files.

Download the Terminal Updater tool (EQTerminalUpdater.exe) and the latest firmware from the Partner Portal, and save them to the newly created folder.

Open the EQTerminalUpdater.exe file. The Equitrac terminal updater tool opens.

In the Equitrac terminal updater tool, do the following: a

Click the Add button and enter the IP address of the PageCounter terminal or PageCounter Mini to be updated, and click OK. The IP address of the PageCounter device appears in the Terminal device list.

Alternatively, click the Discover button if the IP address of the device is unknown.

b c d

In the Advanced options section, select the Automatically restart after device is updated checkbox.

Click the Browse button beside Firmware File.

In the firmware folder, select the BIN (.bin) file, and click Open.

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5 f e g

Click the Update Firmware button to update the terminal with firmware version 1.2.99.

Once the terminal reboots and its status displays Idle, click the Browse button beside Firmware File again.

In the firmware folder, select the Encrypted BIN (.bin.enc) file, and click Open.

j i h k

Click the Browse button beside F/W signature file.

In the firmware folder, select the Firmware Digital Signature (.bin.sign) file, and click Open.

Click the Enter Password button and enter the PageCounter device password, and then click OK. Use the default password (EQPageCounter or EquitracMini) unless it has already been changed.

Click the Update Firmware button to update the PageCounter device with firmware version 1.3.x. l

Close the Equitrac terminal updater.

Repeat these steps for all PageCounter terminals and PageCounter Minis that need to be updated.

Configuring the PageCounter to Work with a Physical Device

When the PageCounter terminal or PageCounter Mini is powered-up and connected to the network, DCE registers the PageCounter device as a Control terminal in System Manager > Devices under the Unassigned control terminals group. The control terminal (PageCounter device) needs to be assigned to a physical device, and then configured to work with the physical device.

on page 122 to configure the PageCounter terminal or PageCounter

Mini to work with a specific physical device.

Configuring the Firewall

Many Equitrac components communicate through firewalls and require certain ports to be open in order for the servers to communicate properly. To ensure proper communication between the PageCounter terminal or

PageCounter Mini and DCE when running the Smart Card solution, port 4943 must be open.

An inbound connection through port 4943 in the firewall for the EQDCEservice.exe is needed to allow communication from a PageCounter terminal or PageCounter Mini to the DCE service. If no inbound connection is created for the DCE service, the firewall will block the connection from the PageCounter device to DCE.

Refer to your firewall documentation for details on how to configure the firewall to allow inbound connection requests.

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Configuring the PageCounter Terminal

After updating the PageCounter terminal firmware, the default password should be changed, and the Smart Card solution must be enabled

Change the Default Password

To change the password for the PageCounter terminal, do the following:

Open a web browser and enter the IP address of the PageCounter terminal in the Address field. The Equitrac Web

Admin for PageCounter opens.

Click the CONFIG tab, and then click RE-INIT.

If prompted, enter the PageCounter terminal’s User Name and Password. For example, admin:EQPageCounter.

Enter the current (default) password, enter and confirm the new password, and then click the Update password button. The password must be at least 12 characters.

Enable the Smart Card Solution

To enable the Smart Card solution on the PageCounter terminal, do the following:

Power up the PageCounter terminal.

During the start-up sequence, press the F2 function key when the terminal displays the message: Loading

Firmware

When prompted, enter a password using the numeric keypad, and press the Enter key to access Manager Mode.

The default password is 2468.

In Manager Mode, use the arrow keys to scroll through the menu options. To select an option, press the corresponding number key. For example, press the 4 key to select Devices (4:Devices).

Press the 4 key to select Devices.

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Press the 0 key to select EDI Settings.

Scroll through the EDI Settings menu and press the 8 key to select Enable Smart Card.

Press the 1 key to select YES to Enable Smart Card.

NOTE: EDI must be disabled when using the Smart Card solution with the PageCounter.

To disable EDI, scroll through the EDI Settings menu, and press the 0 key to select Enable EDI, and then press the

2

key for NO.

Press the F3 (Back) key 3 times to prompt the terminal to reboot and complete the configuration.

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Configuring the PageCounter Mini

After updating the PageCounter Mini firmware, the default password should be changed, and the Smart Card solution must be enabled.

To change the password and enable the Smart Card solution for the PageCounter Mini, do the following:

Open a web browser, and enter

<PageCounter mini IP address>/pc_mini

in the Address field. The

Equitrac PC mini Web Admin opens.

Click the CONFIGURE tab.

If prompted, enter the PageCounter Mini’s User Name and Password. For example, admin:EquitracMini.

In the Change password section, enter the current (default) password, enter and confirm the new password, and then click the Update password button. The password must be at least 12 characters.

In the Change EDI settings section, do the following: a

Clear the Enable EDI checkbox. EDI must be disabled when using Smart Cards with the PageCounter Mini. b

Select the Enable Smart Card checkbox.

Click the Update EDI settings button.

Close the Equitrac PC mini Web Admin page.

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Uploading Certificates to the PageCounter

The PageCounter terminal and PageCounter Mini use trusted certificates when utilizing the Smart Card solution.

Use the Equitrac Certificate Manager (EQSSLCertificateManager.exe) to upload trusted certificates to the

PageCounter device. EQSSLCertificateManager is located in the Program Files\Equitrac\Office or Express\Tools folder on any machine where Equitrac administration tools have been installed. EQSSLCertificateManager must be run on a server which has the DCE certificates installed.

To upload certificates to the PageCounter terminal or PageCounter Mini, do the following:

Open the Program Files\Equitrac\Office or Express\Tools folder and run EQSSLCertificateManager.exe.

From the EQSSLCertificateManager, select the desired certificate and click the PageCounter upload button.

NOTE: If there are no certificates listed in the EQSSLCertificateManager window, then a trusted certificate first needs

to be created and installed on the server before it can be uploaded to the PageCounter. See

Creating Trusted

Certificates

on page 490.

On the Upload to PageCounter dialog box, enter the PageCounter terminal or PageCounter Mini IP address and

Password

, and click OK.

A popup appears stating that the certificate has been successfully uploaded to the PageCounter. Click OK to close the popup.

Close the EQSSLCertificateManager.

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Configuring User Authentication

In order for users to authenticate at PageCounters and PageCounter Minis with Smart Card

To configure user authentication via Smart Cards, do the following:

In System Manager, go to Configuration > Security and authentication > User authentication.

Select the following Authentication mechanisms:

• Equitrac Office and Express PINs – verifies Equitrac user information.

• External user ID and password – verifies all user information outside of Equitrac.

Click OK to save the settings.

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Using Smart Cards with the PageCounter

When the PageCounter terminal or PageCounter Mini is configured to use the Smart Card solution, users can log on with their card at the Smart Card reader attached to the PageCounter device. If the user does not already exist in CAS, and System Manager is configured to automatically create new user accounts, the user account will be auto-created upon successful login with a Smart Card.

Before using the smart card for the first time at a PageCounter terminal or PageCounter Mini, log onto the DCE server using with the smart card at a USB card reader. Logging on to the DCE server with the smart card sets up the CSP

(Cryptographic Services Provider) which is the software used to decrypt and read the certificate on the card. DCE auto-discovers the CA (Certificate Authority) that issued the certificate and validates it. Additionally, any vendorspecific smart card drivers should be installed on the DCE server before using the card. Once the smart card successfully communicates with DCE, the card can be used to login at the PageCounter devices.

PageCounter Terminal

To login and perform a transaction using a Smart Card at a PageCounter terminal, do the following:

Insert the Smart Card into the Smart Card reader attached to the PageCounter.

On the PageCounter terminal display, enter the Smart Card PIN using the keypad, and press the Enter key. If more than one account exists, press the corresponding number key beside the account name, and then enter the Smart

Card PIN. For example, press the 1 key to select 1:accountname.

Press the corresponding function key for the task to perform. For example, press the F1 key to select Print.

If configured in System Manager to prompt for billing code after user identification, enter the billing code number via the keypad.

Perform the desired transaction.

To logout and end a session, remove the Smart Card from the reader. Alternatively, the user can press the End key on PageCounter terminal.

PageCounter Mini with Xerox MFP

To login and perform a transaction using a Smart Card with a PageCounter Mini at a Xerox MFP, do the following:

Insert the Smart Card into the Smart Card reader attached to the PageCounter Mini.

On the Xerox MFP display screen, enter the Smart Card PIN on the soft keyboard. If more than one account exists, select the account, and then enter the Smart Card PIN.

Select the task to perform. For example, copy or print.

If configured in System Manager to prompt for billing code after user identification, enter the billing code.

Perform the desired transaction.

To logout and end a session, press the Log In/Out hard key on the Xerox MFP front panel. Alternatively, if configured in System Manager, the user can remove the Smart Card from the card reader to end the session. See

Enable Logout with Smart Card at PageCounter Mini

on page 469.

NOTE: The Xerox embedded device and the PageCounter Mini must be on the same DCE server when using the Smart

Card solution.

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Enable Logout with Smart Card at PageCounter Mini

By default, when a user removes a Smart Card from the card reader at the PageCounter terminal, they are automatically logged out from their session. This is not the default action for PageCounter Minis attached to Xerox devices.

To enable logout when removing the Smart Card from the card reader at the PageCounter Mini, do the following:

In System Manager, go to Configuration > Devices > Embedded devices.

Select Xerox Secure Access from the Device type drop-down list.

Select the Force logout on swipe checkbox.

Click OK.

Using Multiple Smart Card Readers

Multiple Smart Card readers can be connected to a single DCE server. The default number of card readers physically connected to a single server is eight (8). However, the system can be configured via Registry keys to allow a maximum total of 64 card readers—combined physical and virtual—to be connected to the system at one time.

Although more than the recommended maximum default number of card readers can be connected, there are limitations to running large numbers of card readers on the system. A large number of virtual card readers may impact performance, since the Windows console does not differentiate between virtual and physically connected card readers, and perceives all connections to be physical. The more card readers added, the longer it may take to start the

Smart Card service.

Additionally, if more than 10 Smart Card readers are physically connected to the system, the Windows console stops user logins with Smart Cards.

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Using Equitrac Utilities

Topics

Enabling SSL Communication

Directory Synchronization Access Permissions

Purge Database Transactions

Modifying User Accounts from a Flat File

Map LPR User IDs

Creating Trusted Certificates

Print Queue Viewer

Logging

Equitrac Office and Express provide 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

CampusCardImport.exe

(for Equitrac Express)

CardSwipeWizard.exe

EQAcctMonitor.exe

EQAccountRegroup.exe

EQCmd.exe

Description See Page

Imports Campus Card account information into the

CAS database.

Import Campus Card Account

Information

on page 474

Determines the encoding and data positions on magnetic or proximity cards.

Runs within the System Tray on user workstations to provide account balance information.

Determining Code Start and

Stop Positions – Known Codes

on page 175

Configuring the Account

Monitor Popup

on page 260

Filters the User Group view when managing a large account base.

Modifying User Accounts from a Flat File

on page 484

Adds, deletes, modifies or query user, department and billing code accounts from a flat file.

on page 477

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Utility

EQEnableSSL.exe

EQKIPImport.exe

EQLRSVPSXImport.exe

EQModifyDeletedContainer

Security.exe

EQPDToolTray.exe

EQRightFaxImport.exe

EQRptload.exe

EQSAPImport.exe

EQSSLCertificateManager.exe

EQTransactionPurge.exe

EQToolTray.exe

EQXLPD.exe

EQXWinConfig.exe

Description See Page

Enables/disables SSL (Secure Socket Layer) communication between Equitrac services and clients

A command line utility to import KIP plot transaction data into CAS.

Enabling SSL Communication

A command line utility to import transactions from

LRS.

Import LRS Transactions

on page 63

Changes the administrative access permissions on the deleted objects container in a Windows Active

Directory.

Directory Synchronization

Access Permissions

on page 475

Enables Print Distribution when installed and running on a user workstation.

Send To Printing Configuration

Workflow

on page 312

Imports RightFax records into CAS.

Adds a custom logo to generated reports, or uplink reports to the master CAS.

on page 366

Imports SAP records into CAS.

Installs trusted certificates to use with Equitrac services.

Purges transactions from the database.

Creating Trusted Certificates

page 490

Purge Database Transactions

on page 476

Enables/disables the billing code prompt on a workstation.

Disabling Billing Code Popups

on page 199

Modifies incoming LPR print job IDs to match User

IDs within the Equitrac database

Map LPR User IDs

on page 486

Modifies device configuration settings.

Embedded Devices

on page 56

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Enabling SSL Communication

Communication between Equitrac components running in a Windows environment can utilize SSL (Secure Socket

Layer) if required. To enable this feature, run the EQEnableSSL.exe utility located in the Program

Files\Equitrac\Office

or Express\Tools folder.

NOTE: EQEnableSSL.exe must be run on every system running Equitrac software that uses an SSL connection. (e.g.

CAS, DRE, DCE). Shutdown all Equitrac services and utilities (e.g. System Manager) before running this command.

The command-line utility accepts the following command:

EQEnableSSL.exe [-e -d –h]

Listed in the table are the values for each letter:

-d

-h

Value

-e

Description

Enables SSL communication from this system.

Disables SSL communication from this system.

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. Non-Windows DREs do not support encrypted connections.

Import Utilities

Equitrac Office and Express also comes with several import utilities for integration with external applications. All import utilities require an External Data Sources license. The installer places the utility files and instructions on the

CAS server in the Tools and Docs folders respectively.

The following table lists the available import utilities along with a description for each.

Utility

EQRightFaxImport.exe

EQSAPImport.exe

EQKIPImport.exe

DeviceImportTool.exe

Description

A command line utility to import RightFax transaction data into CAS.

A command line utility to import SAP print transaction data into CAS.

A command line utility to import KIP plot transaction data into CAS.

A command line utility to import a device into Equitrac Office and Express.

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Import Campus Card Account Information

This Equitrac Express features allows Campus Card account information to be imported into the CAS database and make CAS account assignments, use the CampusCardImport.exe utility located in the Tools subfolder of the Equitrac

Express installation folder (usually Program Files\Equitrac\Express\Tools).

Create a CSV file that contains raw swipe data collected by the Card Swipe wizard and the Windows account name or

User ID of a CAS account (one per line).

For example:

12345,johndoe

NOTE: If the Campus Card system being used (e.g. Blackboard and CBORD) does not provide an export feature to

generate the CSV file, you must create it manually.

From any directory on the Core Accounting Server, type the command:

CampusCardImport.exe -f filename [-c] where -f filename is the CSV file to import (including the path to the file). The optional -c cleans old account records on CAS before importing the file.

This command imports the specified file into the Equitrac Express database.

Importing Domain Qualified Users

The Campus Card Import utility recognizes the "\" symbol as an escape character and removes the "\" separator in domain qualified user names. In order to import domain qualified users, you need to use "\\" as the separator.

For example, the domain qualified user: my_domain\johndoe should be specified in the import file as: my_domain\\johndoe

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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 and Express can access the objects during directory synchronizations.

By default, only Active Directory administrators have access permission. The Windows account running the Equitrac services need this access if you wish to synchronize deleted accounts between Active Directory and Equitrac Office and Express. The account running the EQModifyDeletedContainerSecurity.exe command must be an administrator in the Active Directory domain.