PCS Director Embedded

Administrator’s
Reference
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Table of Contents
Table of Contents ............................................................................................5
Welcome..........................................................................................................7
PCS Director Licensing....................................................................................7
Upgrading from Print Director ..........................................................................8
PCS Director Overview ....................................................................................9
PCS Director Tools ........................................................................................10
PCS Director Next Steps ...............................................................................12
PCS Director Administration Tool ..................................................................14
Changing Your Database ..............................................................................16
Clearing Pending Jobs...................................................................................16
Direct Submit Printing Capability ...................................................................17
Enhanced Color Detection .............................................................................18
System Settings.............................................................................................18
Client Settings................................................................................................20
Rules Overview..............................................................................................23
Rule Groups...................................................................................................27
Custom Fields Overview ................................................................................29
Linked Custom Fields ....................................................................................32
Tracking & Security Options Overview ..........................................................41
User List Overview.........................................................................................48
Printer Profiles Overview ...............................................................................53
Adding Printers Overview ..............................................................................56
Charging By Paper Sizes Overview...............................................................60
Application Printing Overview ........................................................................62
Network Type Overview.................................................................................64
Changing How Users Authenticate ................................................................65
PCS Director Job Mananger ..........................................................................68
Printing and Exporting Reports ......................................................................76
How to Create a Billing Statement .................................................................77
Exporting Jobs ...............................................................................................79
Analysis Reporting Tool Overview .................................................................84
Printing and Exporting Reports ......................................................................94
PCS Director Embedded ...............................................................................96
Embedded Client Panel Overview .................................................................99
MFD Configuration.......................................................................................100
Enhanced Charge Unit Support ...................................................................100
Embedded Deployment Overview ...............................................................101
Installing the Embedded Client ....................................................................104
Using the Embedded for Ricoh Client..........................................................106
Using Proximity Cards .................................................................................108
Embedded Licensing ...................................................................................110
Job Merge Wizard........................................................................................111
Importing Job Data ......................................................................................114
Exporting Job Data ......................................................................................118
Setting up Scheduled Exports......................................................................119
Database Maintenance Tool ........................................................................121
Change your PCS Director Read-Only Password........................................126
Microsoft SQL Server Overview...................................................................126
Change the System Administrator Password...............................................130
Changing the PCS Director Login Password ...............................................131
Change the PCS Director User Password ...................................................132
Changing the System Administrator Login Password ..................................133
Enter SQL Server Login Information............................................................133
Change the System Administrator Password...............................................134
Running a SQL Script ..................................................................................135
Client Status/Deployment Tool ....................................................................138
Working With Installation Packages.............................................................142
Welcome
Welcome to PCS Director! The latest version of PCS Director offers many new
features as well as improvements on previous features. PCS Director takes its
customer's feedback and suggestions seriously. Over ninety percent of the
new features and changes were taken directly from customers. PCS Director
continues to be the best solution for printing analysis, recovering costs and
managed print services.
If this is your first time using PCS Director we recommend you read our
Getting Started help topics.
PCS Director Licensing
PCS Director is licensed per computer. This means that you must purchase
one license of PCS Director for each computer from which you want to track
printing. If you are using a Terminal Services/Citrix environment you must
purchase a license for each user session that prints through the Terminal
Services/Citrix server.
There are four different feature packages you can purchase with PCS Director.
They are as follows:
•
Analysis - This package includes all the tracking abilities of PCS
Director. You can use the Analysis Reporting tool to analyze your data.
However you cannot use any of the rules functionality, define custom
fields for users to fill in, use user balances, etc.
•
Analysis/Recovery - This package includes all the tracking capabilities
of PCS Director, and allows you to use the Client Popup window to
have your user enter in custom information for each print job. It also
allows you to set up user balances, custom field value budgets, and so
on.
•
Analysis/Rules - This package includes all the tracking capabilities of
PCS Director, and allows you to setup printing limits for users to enable
you to re-direct printing to lower cost devices, control how users can
print, and gives you the ability to use our advanced custom rules to
customize how your users are allowed to print in your environment.
•
Suite - The full PCS Director package, it allows you to use all
functionality in the product..
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Upgrading from Print Director
There are a few things to be aware of if you are upgrading from Print Director.
1. You can install PCS Director to the same computer as Print Director
without un-installing Print Director.
2. If you do install the new version on the same computer as the old, the
Client for both versions will not run at the same time.
3. The Database Communicator uses the same TCP/IP port between
versions, so both Database Communicators cannot run at the same
time on the same computer, unless you change the port it listens on.
4. You can use the Database Migration Wizard to easily transfer
information from your old database to a new database.
5. Saved report definitions and Job Manager views are automatically
migrated from the old version to the new the first time you run those
tools.
Getting Started
PCS Director is a very simple product to use. Even novice users can have
PCS Director up and tracking printing in a matter of minutes. However, users
can find any new product overwhelming at first. Below are links to several
topics that can help you get up to speed on PCS Director and the many
features it offers.
• What exactly is PCS Director?
• What tools are available with PCS Director?
• I have installed PCS Director, but what do I do next?
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PCS Director Overview
PCS Director is the premier product on the market for tracking your printing
costs. You can use PCS Director for any combination of the three tasks below.
Analysis
You can use PCS Director to analyze printing in your organization. PCS
Director gathers all printing information and stores it in our database. You can
then run reports against your printing information to determine high volume
printers, peak printing times and your highest volume users.
Recovery
You can use PCS Director to recover your printing costs. You can use our
highly configurable PCS Director Client Popup window to have your users
enter information you can use to assign printing costs to customers or projects.
You can configure PCS Director to ask for up to five different pieces of
information to help you appropriately cost and assign the job.
Rules
You can use PCS Director to significantly reduce your printing costs. You can
ensure users are printing in duplex mode, control which printers are allowed to
print in color and control the size of job that a printer can print. You can setup
advanced custom rules for your environment to control who is allowed to print,
where people are allowed to print, what applications they are allowed to print
from, the options are endless.
With these sorts of controls you can ensure your users are printing in a
cost-effective manner.
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PCS Director Tools
The PCS Director suite consists of several tools. These tools help you install,
configure and report on your print tracking. Please note that you may not be
able to use all of the features and tools described depending on your licensing.
The tools are listed below:
Main Tools
•
•
•
•
•
•
Client - The PCS Director Client tracks all printing from a user's
desktop. You must install the Client on any computer from which you
want to track printing. The Client can also gather custom information
from your users at print time.
Database Communicator - The Database Communicator handles all
communication between the PCS Director Client and the PCS Director
database. You generally only need to install one Database
Communicator in your organization.
Administration - You use the Administration tool to configure all
aspects of PCS Director. You use it to setup printer profiles, user
profiles and any custom field information. You also use the
Administration tool to configure printing limits and other reduction
features.
Job Manager - You use the Job Manager to view, edit and delete your
print job information. You can also use the job manager to report
detailed job information and export your jobs to other tools.
Analysis Reporting - You use the Analysis Reporting tool to generate
sophisticated reports that you can use to report on volumes and
calculate ROI on your information.
Print Director Database - The PCS Director database stores all of your
print job, user and printer information. You can use a Microsoft Access
based database or Microsoft SQL Server. For larger organizations we
highly recommend SQL Server.
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Support Tools
•
•
•
•
Client Status/Deployment - You use this tool to monitor the status of
PCS Director Clients on your network. You can also use the tool to
deploy the client to Windows NT based computers in your organization.
Job Merge Wizard - You can use this tool to merge jobs from one PCS
Director database to another. For example you may have several
satellite offices and want all of the information merged into a head office
database.
Database Maintenance Tool - You can use this tool to create SQL
databases, compact Access databases and change database
passwords.
Database Migration Wizard - You can use this tool to migrate your
database from previous versions of PCS Director to PCS Director, or to
migrate from MSAccess to SQL Server.
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PCS Director Next Steps
Once you install PCS Director on one computer and see all the product has to
offer there are several things you should check and configure before you
roll-out the PCS Director Client to your entire organization. Note that the items
below are just some of the items you can configure with PCS Director. For a
full picture of the many different ways you can setup PCS Director you should
read the PCS Director Administration help file.
1) Database Communicator Location
You must install the Database Communicator on a computer that will always
be running. You do not need to install it on a server, but the computer must
always be running. If the computer running the Database Communicator is not
running PCS Director cannot track jobs.
2) Database Type
When using PCS Director you can choose between using a Microsoft Access
database or a SQL Server database to store your PCS Director information.
You should decide on your database type as early as possible. SQL Server
databases are much faster and more stable than using Microsoft Access so
we highly recommend it. If you do not have a SQL Server in your organization
you can download Microsoft's SQL Server Express. SQL Server Express is a
"stripped down" version of Microsoft SQL Server that should work for most
organizations.
3) Database Location
Much the same as the Database Communicator, the database must be on a
omputer that will always be running. The best solution for performance
reasons is to place the Database Communicator and database on the same
computer. If you are using Microsoft Access this is especially important.
Also important for Access databases is that you must share the folder
containing the Access database to all users on your network. Only the PCS
Director Client uses the Database Communicator, the other tools connect
directly to the database. You need to give your users full access to the folder.
4) Setting your Printing Costs
You can use Printer Profiles in the Administration tool to configure how much
your printing is going to cost. You can configure costing by page, paper size,
square feet or square meters. If you need different tracking types for different
printers you can configure a different profile for each different way of tracking.
For advanced use, you can also assign pricing to Applications, and User
Profiles.
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5) Configuring the Popup
First you need to decide if you want to use the Popup window. You can
configure if the Popup window appears based on application, printer and user.
If you want to track silently you need to make sure all tracking options are set
to "Track with no Popup.
If you do want to use the Client Popup, you use the Client Settings and
Custom Fields section of the Administration tool to configure the appearance
and behavior of the Popup window.
6) Network Type (Advanced)
By default PCS Director assumes a "peer to peer" network. This means that
PCS Director stores users to the database using just their network login name.
If you want to track users from multiple domains, or want to use Novell for your
user authentication you should choose a different network type. You select the
network type in the Advanced/Network Settings section of the PCS Director
Administration tool.
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PCS Director Administration Tool
Welcome to the PCS Director Administration tool. You use the Administration
tool to configure all aspects of PCS Director.
The tool consists of several sections; each one focuses on a different aspect
of PCS Director. You may not need to use all the sections in the Administrator
depending on your business needs, but you should familiarize yourself with all
of them to fully understand what PCS Director offers.
Please note that you may not have access to all that PCS Director has to offer
depending on the type of licensing you purchased.
You can begin using PCS Director immediately with little to no configuration,
but we recommend you read the following topics to get an idea of what the
product can offer to your organization:
• Pricing in PCS Director
• Custom Rules
• Printing Limits and Redirection
• Allowances and Balances
Below are links to topics describing each section of the Administration tool:
• System Settings - This section contains information on Administration
settings that affect all areas of Print Director.
• Client - This section contains information on how to configure the PCS
Director Client and how PCS Director tracks your print jobs.
• Printers - This section contains information on how to manage and
configure how PCS Director tracks your printers when printing.
• Users - This section contains information on how to manage and
configure how PCS Director tracks your users when printing.
• Custom Rules - This section contains information on how to use our
new advanced custom rules feature.
• Applications (Advanced) - This section contains information how to
manage and configure how PCS Director tracks printing from different
applications.
• Network and Authentication (Advanced) - This section contains
information on advanced network configuration and other advanced
topics for more complex networks.
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PCS Director Licensing
For evaluation purposes you can request a trial license. The trial lasts for
15-days and works on up to 5 computers in your organization. Once your trial
ends, you must purchase a license to continue using the software.
To start a trial:
1. When the Administration tool starts and you have no license, the
License Activation dialog appears.
2. Click the Request a trial license option and click the Activate button.
The Registration window appears.
3. Please enter information for all of the fields in the Registration window.
We use this information so we can support you in your use of the trial.
4. Click the Submit button. PCS Director contacts our licensing server and
activates your trial.
NOTE: Once you start a trial, you cannot request another one. If you need to
extend your trial, or have any questions about the software, please contact
Ricoh support.
To purchase a new license:
1. Please contact Ricoh directly. They will take your customer information
and supply you with a PCS Director license key along with the company
name recorded for your purchase.
To activate a license:
1. If the License dialog does not appear when you start the Administration
tool, go to the Tools->View/Change License menu item. The Licensing
dialog appears.
2. Click the Activate License button. The Activation dialog appears.
3. Click the Activate existing license option.
4. Enter in your customer information and license key as required.
5. Click the Activate button. The Registration window appears.
6. Please enter information for all of the fields in the Registration window.
We use this information so we can support you in the use of the
software.
7. Click the Submit button. PCS Director contacts our license server and
activates your key.
If you do not have internet access, or your activation over the internet fails,
please contact PCS Director so we can activate your license by other means.
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Changing Your Database
If you have several different PCS Director databases you may need to point
the Administration tool to one or the other. When you change databases PCS
Director asks you for any authentication information before you can use the
new database.
If you do not have rights to the new database, or PCS Director encounters
some other problem the Administration tool continues to use your existing
database selection.
To change your database:
1. Click the Tools->Set Database menu. A dialog appears asking you to
select your new database.
2. Select the new database. For Access databases simply select the new
database file. For SQL Server databases please enter the new SQL
information.
3. Accept the information. PCS Director attempts to log in to the new
database.
Clearing Pending Jobs
PCS Director creates pending jobs when a user either chooses to snooze a
job, or when the PCS Director Client sends jobs that were tracked when it was
disconnected from the Database Communicator to the database. Only jobs
that required pop up information from the user are stored as pending jobs.
In some rare cases, a user could have too many pending jobs to comfortably
enter information for. This could happen if their Client was unable to
communicate with the Database Communicator for an extended period of time
due to a configuration error for example.
If you want to clear pending jobs for all users from the database, you can use
the Clear Pending Jobs command. Only users who have the rights to edit
and delete jobs can clear pending jobs.
To clear pending jobs:
1. Click the Tools->Clear Pending Jobs menu. A dialog appears asking
you if you are sure you want to clear the pending jobs.
2. Click the Yes button to have PCS Director clear all jobs. NOTE: Once
jobs are cleared you cannot get them back.
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Direct Submit Printing Capability
New in PCS Director is the ability to track print jobs that are submitted directly
to the Windows spooler. This functionality allows you to account for
pre-rendered jobs submitted to printers using tools such as Govert's Goplot.
Due to the extra processing necessary to process jobs in this way you must
enable direct submit support for each application you want to track
submissions from.
NOTE: This functionality is only available if you purchased Recovery.
To enable Direct Submit capability:
1. Add the application from which you want to track direct submit in the
Applications section of the Administrator.
2. Make sure that the Direct Submit check box on the Job Options tab of
the Application Edit Window is checked.
3. Save the application.
Important Notes
•
Direct plot submit functionality currently tracks postscript and HP/GL2
directly submitted jobs.
•
The Client will not track direct submit jobs for the application until it has
been re-started, either manually or through a re-boot.
•
For some older plot drivers, the paper size name and/or dimensions
may not be present in the file. In these cases the size defaults to Letter.
•
In cases where the printer language is not recognized, the plot is
tracked as one color page, letter sized.
•
If a direct submit tool does not use the Windows spooler, but instead
bypasses the spooler and uses LPT ports or TCP/IP directly to send
data to the printer, the jobs are not tracked.
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Enhanced Color Detection
PCS Director now has enhanced color detection. This includes two major
features.
Page Level Color Tracking
Color and black and white for a job is now determined at a page level and the
costs are broken down according to the split between black and white and
color.
Driver Mode Color Detection
Some Windows print drivers report incorrectly to Windows whether or not they
are in a color mode, or are in a black and white/grayscale mode. PCS Director
now attempts to verify the color mode from the data being sent to the printer.
In order to see the data being sent to the printer, some printer drivers must be
set to print in RAW data mode only in Windows. To force RAW data mode, edit
the printer properties of the Windows print driver, go to the Advanced tab and
make sure the "Enable advanced printing features" box is unchecked.
Due to the extra processing, you may in some cases want to disable the
enhanced color mode detection on a printer by printer basis.
System Settings
This section of the Administration tool allows you to define settings that affect
the overall operation of PCS Director. These settings include things such as
how many decimal places to use for costs and reporting, as well as the email
settings PCS Director should use when sending email.
Listed below are the options you can set in this section.
General Settings
Decimal Places for Costs - You can use from two to four decimal places for
costs you assign to printers, users and applications. This setting applies to
both data entry and is the default for reporting, however you can choose to
override this setting when creating reports.
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Percentage Modifier Option - This setting affects how PCS Director handles
job cost calculations when multiple cost percentage modifiers are encountered.
The options are as follows:
• Apply Each - This option applies each percentage modifier to the cost
in the order that it was encountered. For example, if there is a 50%
modifier, then another 25%, the final job cost reduced by half, and then
by a quarter.
• Legacy - This option calculates percentage modifiers the same way as
past versions of PCS Director. Provided for backwards compatibility
only, we highly recommend you choose one of the other options.
• Use Highest - This option uses only the highest modifier encountered.
For example, if you had a 50% cost modifier and a 200% cost modifier
both applicable for the job, only the 200% modifier is taken into account.
• Use Lowest -This option uses only the lowest modifier encountered.
For example, if you had a 50% cost modifier and a 200% cost modifier
both applicable for the job, only the 50% modifier is taken into account.
Email Notifications
You can configure PCS Director to send email for things like license violations,
scheduled reports and in response to certain conditions using custom rules.
Before Print Director can send emails, you must properly set the following
options:
SMTP Server - The name or IP address of the SMTP server in your
organization to use for sending emails.
SMTP Login - The login to use if your SMTP server requires authentication. If
it does not, you can leave this blank.
SMTP Password - The password to use if your SMTP server requires
authentication. If it does not, you can leave this blank.
Email Address - Enter the email address of the person you want notified in
case of licensing issues. Generally you should enter the email address of the
person in your organization responsible for administering PCS Director.
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Client Settings
This section of the Administration tool allows you to set general information
about how the PCS Director Client behaves on the desktop. It controls things
such as if you want to allow the user to shutdown the Client, whether or not it
supports batching and how users have to authenticate before they can print.
Listed below are all the options you can set in this section:
General Settings
This section controls in general how the Client behaves on the Windows
desktop.
• Display Tray Icon - If set to Yes a tray icon displays in the Windows
task bar area when the Client is running.
• Wait for Page Count (Recovery only) - If set to Yes, the Client does
not display the Popup window until it has the page count. This can
cause a delay before the Popup window appears. If set to No, the Client
does not display the final job cost or final number of pages on the
Popup window. NOTE: If you have purchased Rules, this setting gets
changed automatically when you add printer limits.
• Shutdown the Client - If set to Yes the user can shutdown the Client.
• Enter Comments (Recovery only)- If set to Yes the user can enter
comments on the Popup window when it displays.
• Use Last Entries (Recovery only) - If set to Yes PCS Director
automatically populates the Client Popup window with the same entries
they used on the last print job.
Client Logo Settings (Recovery Only)
You can choose to set a custom logo to display on the Client popup window
when a user prints. The logo must be 474x88 pixels.
Batch Settings (Recovery Only)
This section controls how the PCS Director Client controls batching. Batching
is how PCS Director handles multiple print jobs when you want to re-use the
same Popup Window entries as a previous job automatically. Please note that
these settings have no effect if you configure the Client to not display a popup
window when printing.
Batching Type - There are three types of batching.
• None: The Client displays a popup on every print.
• Automatic: The Client automatically re-uses the same popup window
entries for all jobs that you print within the batch timeout from the same
program.
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•
Manual: The Client allows you to enter the number of jobs you want to
batch on the popup. PCS Director automatically re-uses the popup
settings for the number of jobs you indicated or until the time-out
expires.
Maximum Batch Size - This displays only for the Manual batch type. You
enter the maximum number of jobs you want the user to batch here.
Batch Time-out - Use this to enter the number of seconds PCS Director waits
before cancelling a batch. This indicates the time-out between jobs, not overall.
For example, if you enter 60 seconds for the time-out and set the batch size to
twenty jobs, the Client automatically cancels the batch if more than a minute
elapses before it detects the start of the second job in the batch.
Authentication
This section controls how PCS Director authenticates users. PCS Director
determines who the user is before allowing access to the PCS Director tools
and before it allows them to print.
Client Authentication - This controls how the Client determines who the user
is. Use the drop-down box to choose an authentication type.
There are three authentication types. They are as follows:
• Logged in User - The Client uses the current Windows or Novell login
information to identify the user.
• PIN - The Client requires the user to enter their PCS Director PIN code
to identify the user.
• PIN and Password - The Client requires the user to enter their PCS
Director PIN and a separate password to identify the user.
• Network - The Client requires the user to re-enter their Windows or
Novell login information to identify the user. The Client does not store or
transmit this information anywhere. Please note that this type of
authentication may not work properly on Windows 95, Windows 98 and
Windows Millennium depending on your network configuration.
Tools Authentication - This controls how the PCS Director Administration,
Job Manager and other tools determine who the user is. Use the drop-down
box to choose an authentication type. The authentication options for both
Client and Tools are identical.
You can set Client Authentication per computer, and choose to report the
users as Windows NT, Active Directory or Novell Directory Services. For more
information on these advanced settings, please see the Network and
Authentication settings section.
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Disconnected Jobs
This section allows you to configure how PCS Director deals with print jobs
that occur when the Client cannot connect to the Database Communicator.
Disconnected Job Option - This controls exactly what PCS Director does
when it detects a print job, but no connection to the Database Communicator.
Options are:
• Track normally - The jobs are tracked and stored on the local
computer. When the Client can connect to the Database Communicator
it uploads all of the locally tracked jobs to the database. If the jobs
require more information, the Client requests more information from the
user.
• Track silently - The same as above, except that the user is never
asked for further information, the jobs are stored in the database the
same as if they were set to "Track with no popup".
• Ignore Jobs - Any jobs printed in a disconnected state are not tracked.
• Disallow jobs - The Client cancels the job, and displays a message to
the user.
• Ignore old jobs - Same as Track Normally, except that any jobs older
than the specified number of days are ignored.
Disconnected Disallowed Message - This is the message that displays to
the user if their job was disallowed due to no connection to the Database
Communicator. Only available if "Disallow jobs" is set for the disconnected job
option.
Number of Days Until Old - This is the number of days old the job must be
before it is ignored. Only available if "Ignore old jobs" is set for the
disconnected job option.
NOTE: It is possible to specify the disconnected job settings per desktop
computer.
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Rules Overview
New in PCS Director is the ability for you to create custom rules. These rules
can allow you to handle almost any printing control needs within your
organization.
Using Custom Rules you can select one or more conditions that trigger one or
more actions to take place within the software. For example, you could allow
free printing after a certain time of day, send an email to people if jobs of a
certain size are printed, display messages to users, etc. You can also define
rules that depend on other rules being triggered, so the possibilities are
endless.
NOTE: You must have purchased Rules to use custom rules. Contact a sales
representative to purchase Rules.
For most printing needs, such as basic limits and pricing, you can use our
User Profiles, Applications or Printer Profiles for your needs, but for complex
printing situations and environments Custom Rules may be required. When
you define a Custom Rule, the behavior you define in the rule overrides any
other settings that you may have made in other areas of the application.
Rules work by evaluating one or more conditions you define, and if those
conditions are met the rule triggers one or more actions you define. It is very
simple to define rules, but given the combinations of actions and conditions
you can create rules to handle very complex situations.
For ease of administering rules, you can create and manage user and printer
rule groups. You can define groups for departments for example, and set rules
to run only for those departments. These groups are separate from reporting
groups you can define in the Job Manager and Analysis Reporting.
You can do the following with Custom Rules section of the Administrator:
• Adding, Editing and Deleting Custom Rules
• Add, Edit and Delete Rule Groups
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Adding, Editing and Deleting Custom Rules
You use the Custom Rules section of the Administration tool to add, edit and
delete custom rules. Please follow the steps in the sections below.
To add a new custom rule:
1. Click on the Advanced header on the left hand side of the
Administration window. The list of advanced sections of the
Administration tool display.
2. Click on the Custom Rules button on the left hand side of the
Administration window. The list of custom rules appears in the right
hand side.
3. Double-click on an empty row in the list in the Custom Rules section or
click the New button on the toolbar. The Custom Rules window
appears.
4. Enter the rule information as applicable.
5. Click the Add button. The custom saves to the database and the
window closes.
To edit an existing custom rule:
1. Click on the Advanced header on the left hand side of the
Administration window. The list of advanced sections of the
Administration tool display.
2. Click on the Custom Rules button on the left hand side of the
Administration window. The list of custom rules appears in the right
hand side.
3. Double-click on the custom rule you want to edit in the list in the
Custom Rules section. The Custom Rules window appears.
4. Make your changes as appropriate.
5. Click the Save button. The Custom Rules window closes and you see
your changes displayed in the list.
To delete existing custom rule:
1. Click on the Advanced header on the left hand side of the
Administration window. The list of advanced sections of the
Administration tool display.
2. Click on the Custom Rules button on the left hand side of the
Administration window. The list of custom rules appears in the right
hand side.
3. Click on the custom rule you want to delete. The row appears
highlighted.
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4. Click the Delete key on the toolbar at the top of the Administration
window. A message appears asking you to confirm you want to delete
the rule.
5. Click the Yes button on the message box to delete the rule. The list
refreshes to show the rule was deleted.
Rule Conditions
You can define a rule with one or more of the following conditions:
• User - The user who is printing is or is not a PCS Director user you
select.
• User Profile - The user who is printing belongs to, or does not belong
to the User Profile you select.
• Printer - The printer you are printing to is or is not a printer you select.
• Printer Profile - The printer you are printing to belongs to, or does not
belong to the Printer Profile you select.
• Computer name - The name of the computer you are printing from
matches fully or partially the computer name you enter.
• Time of day - The user is printing the job before or after a defined time,
or is being printed between or outside of a range of time.
• Total page count - The total page count of the job the user is printing is
a certain size, within a certain range, or is greater than or less than a
value you enter.
• Total color page count - The total number of color pages in the job the
user is printing is a certain size, within a certain range, or is greater than
or less than a value you enter.
• Total mono page count - The total number of black and white pages in
the job the user is printing is a certain size, within a certain range, or is
greater than or less than a value you enter.
• Total units in the job - The total number of units in the job, taking into
account Pricing Option, is a certain number, within a certain range or is
greater than or less than a value you enter.
• Total color units in the job - The total number of color units in the job,
taking into account Pricing Option, is a certain number, within a certain
range or is greater than or less than a value you enter.
• Total mono units in the job - The total number of black and white
units in the job, taking into account Pricing Option, is a certain number,
within a certain range or is greater than or less than a value you enter.
• Total job cost - The total cost of the job, after the user completes the
Client Popup, is equal to, less than or greater than or within a range of
values you enter.
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Job duplex setting - The job the user printed was printed duplex or
not.
Job n-up setting - The job the user printed was printed was printed
using n-up, with, greater than, less than or within a range of the number
you specify.
Job origin - The print job came from, or did not come from a specific
environment.
Job type - The type of job is or is not of a specific type (print, plot,
etc.)
Job was printed to file - If the job was printed to file or not.
Document title - The title of the document being printed equals, does
not equal or partially matches what you enter.
Printer group - The printer the user is printing to does or does not
belong to a specific printer rule group.
User group - The user printing does or does not belong to a specific
user rule group.
Driver color mode - The color mode we detect from the driver is black
and white or color.
Application name - The process name of the application printing is, is
not or partially matches the value you enter. The application does not
need to be in your Applications list.
Job satisfies rule - The job satisfies or does not satisfy the conditions
of another rule you created.
Base job cost - The cost of the job before the Client Popup is shown
is, is not, or is within a range of a value you enter.
Day of the week - The job was or was not printed on a selected day.
Number of Copies - The number of copies in the job is, is not, or is
within a range of a value you enter.
Rule Actions
You can define a rule with one or more of the following actions:
• Set track option to - Set the overall tracking option for the job to the
specified value.
• Set authentication type to - Set the Client authentication to the
selected value.
• Display message and cancel the job - Displays a message to the
user printing, and cancels the job. You can define the title of the
message, as well as the text. You can use message variables in the
text to provide a message targeted for the user and situation.
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Display message and present option to cancel the job - Displays a
message to the user printing, and allows them to decide if they want to
cancel the job or not. You can define the title of the message as well as
the text. You can use message variables in the text to provide a
message targeted for the user and situation.
Display message and continue the job - Displays a message to the
user printing, and once they acknowledge the message continues. You
can define the title of the message as well as the text. You can use
message variables in the text to provide a message targeted for the
user and situation.
Send an email message - Sends an email message. You can define
the email address it appears to come from, the list of users who it is to,
a subject and text. You can use message variables in the text to provide
a message targeted for the user and situation. You can specify multiple
addresses in the To and CC fields, separated by a comma. NOTE: To
properly send emails, you must configure the email settings in the
System Settings section of the Administrator.
Do not deduct job cost from user balance - The jobs cost will not be
deducted from any user balances.
Set the cost profile - You can define detailed pricing for the rule.
Please see the Printer Profile Window topic for a description of the
pricing fields.
Ask for custom fields - Require the user to enter the custom fields
you select on the Client Popup before they can print. If you clear all of
the fields, the user does not need to enter any custom fields.
Ignore all printing limits - Ignore any printing limits defined in the User
Profile, Application or Printer Profile. However, any limits on cost or
pages you setup in other custom rules may still apply.
Rule Groups
PCS Director allows you to create user and printer rule groups. You can use
these groups to make administering your rules even easier. For example, you
could define rule groups based on department or responsibility, add users to
rule groups, and then create rules whose action list requires membership in
one or more groups. While similar in implementation, rule groups are not
related to the reporting groups you can create in the Job Manager and
Analysis Reporting tools.
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To add, edit and delete user rule groups:
1. Click on the Advanced header on the left hand side of the
Administration window. The list of advanced sections of the
Administration tool display.
2. Click on the Custom Rules button on the left hand side of the
Administration window. The list of custom rules appears in the right
hand side.
3. Click the Groups->Edit User Groups menu item at the top of the
Administration Window. The Edit User Groups window appears.
4. Click Add to create a new group, or click an existing group to highlight
it and click the Edit button. The Edit Group window appears.
5. Add or Remove members from the group, and click the Save button on
the Edit Group window.
6. Repeat steps 4 and 5 to modify more groups.
7. If you want to delete an existing group, click an existing group to
highlight it and click the Delete button. A message displays asking if
you are sure you want to delete the group. Click Yes to continue.
8. Click Close on the Edit User Groups window.
To add, edit and delete printer rule groups:
1. Click on the Advanced header on the left hand side of the
Administration window. The list of advanced sections of the
Administration tool display.
2. Click on the Custom Rules button on the left hand side of the
Administration window. The list of custom rules appears in the right
hand side.
3. Click the Groups->Edit Printer Groups menu item at the top of the
Administration Window. The Edit Printer Groups window appears.
4. Click Add to create a new group, or click an existing group to highlight
it and click the Edit button. The Edit Group window appears.
5. Add or Remove members from the group, and click the Save button on
the Edit Group window.
6. Repeat steps 4 and 5 to modify more groups.
7. If you want to delete an existing group, click an existing group to
highlight it and click the Delete button. A message displays asking if
you are sure you want to delete the group. Click Yes to continue.
8. Click Close on the Edit User Groups window.
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Custom Fields Overview
PCS Director allows you to define up to five custom fields the user must enter
information for before they can print. Each one of these custom fields can have
completely different values and types, allowing you to gather from your users
valuable business information for each print job.
For all types of custom fields except for non-validated, your users must enter
information on the Client Popup in order to print.
The Client Custom Fields section consists of two to three main grids. The top
grid contains a list of all the custom fields you define. The bottom grid contains
a list of all the values you enter for a specific field. To see values for a field,
click on the field in the top grid to select it. All of the values automatically
display in the values grid below. For linked custom field types there are two
values grids. The top values grid contains all of the main codes, the bottom
values grid contains sub codes for the main code.
NOTE: You must have purchased Recovery to use custom fields. If your
license does not include Recovery, please contact a sales person to purchase.
You can use this section to do several things. Click on the links below for
detailed information:
• Adding, Editing and Deleting Custom Fields
• Adding, Editing and Deleting Custom Field Values
• Importing and Exporting Custom Field Values
• Linked Custom Fields
You can configure PCS Director to display different custom fields depending
on user, printer and/or application.
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Custom Field Types
When you create a custom field you can choose from one of seven custom
field types. The field types you can choose from are as follows:
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Searchable - This field type uses a separate popup search window for
searching on values from the Client. It keeps track of the last ten used
values and supports an unlimited number of values. This field type also
supports adding new values from the PCS Director.
Searchable Drop down - This field type uses a type-ahead drop down
box search so the user does not need to use a separate search window.
It keeps track of the last ten used values, but only supports fields that
have up to one thousand values. This field type supports adding new
values from the Client.
Simple Drop down - This field type is not searchable, a user simply
selects an entry from the drop down. It does not keep track of the last
ten used values, and only supports fields that have up to one hundred
values. It does not support adding new values from the Client. This field
works best for a small set of selectable items for a print job, such as
added materials needed like binding or shipping.
Option - Not searchable, displays a pair of option buttons for the field. It
supports only two values. Used generally for "yes, no" options like
Billable and Non-Billable for example.
Non-Validated - This is a free format entry field. No validation is done
on what a user enters here.
Linked Searchable - This field acts as two separate fields and allows
the user to choose a main code followed by a sub code. The main code
is a searchable type field, the sub code is a searchable drop down.
Linked Drop down - This field acts as two separate fields and allows
the user to choose a main code followed by a sub code. Both the main
code and sub code fields act as searchable drop downs.
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Adding, Editing and Deleting Custom Fields
You use the Client Custom Fields section of the Administration tool to add, edit
and delete custom fields. You can also change the order in which the custom
fields appear on the Client Popup window. Please follow the steps in the
sections below.
To add a new custom field:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Double-click on an empty row in the top list in the Client Custom fields
section or click in the top list and then click the New button on the
toolbar. The Adding New Field window appears.
3. Enter the name of the field in the Name text field. This name depends
on your business, but examples are Project, Client, Account, etc. You
must enter a unique name for each custom field.
4. Select the type of field from the Type drop down.
5. Click the Save button. The Adding New Field window closes and you
should see your new field listed in the top list.
To edit an existing custom field:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Double-click on the field you want to edit in the top list in the Client
Custom fields section. The Editing Field window appears.
3. Make your changes as appropriate. See the above section to see the
fields you can change.
4. Click the Save button. The Editing Field window closes and you see
your changes displayed in the top list.
To change the order of a custom field:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Click on the field you want to move in the top list in the Client Custom
fields section. The row containing the field is highlighted.
3. Click the Up or the Down arrow buttons on the toolbar at the top of the
Administration window to change the order of the custom field.
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To delete an existing custom field:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Click on the field you want to delete in the top list in the Client Custom
fields section. The row containing the field is highlighted.
3. Click the Delete key on the toolbar at the top of the Administration
window. A message appears asking you to confirm you want to delete
the field.
4. Click the Yes button on the message box to delete the field. The top list
refreshes to show the field was deleted.
NOTE: You cannot delete a custom field if it is referenced in a database print
job.
Linked Custom Fields
New to PCS Director are linked custom fields. This feature allows you to
specify a main and a sub code for a custom field. The main code a user
selects determines which sub codes are available for entry.
For example, you could define a linked custom field with "Customer" as the
main field, "Project" as the sub field. You could then enter all of your
customers into the Customer values list, and for each customer, enter the valid
projects. When a user prints, they can first select the Customer and then see a
list of only those projects for that customer.
For the most part, using Linked Custom Fields is very simple, and similar to
how normal custom fields work in PCS Director. However, there are some
differences. They are as follows:
• You cannot specify cost modifiers or budgets for main codes, only sub
codes.
• When importing values for linked custom fields, you must use the
proper import format.
• When adding or editing custom field values for linked fields, the process
is different.
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Adding, Editing and Deleting Custom Field Values
You use the Client Custom Fields section of the Administration tool to add, edit
and delete custom values for a field. Please follow the steps in the sections
below.
To add a new custom value:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Click on the field you want to add values for in the top list. A list of all
values for that field appear below.
3. If you are editing a linked custom field type, there are two lists of values.
The top list contains the main code values, the bottom list contains the
sub code values. Selecting a value in the main code list shows the child
codes for that value in the bottom list.
4. Double-click on an empty row in the bottom list in the Client Custom
fields section, or click in the bottom list and click the New button on the
toolbar. The Adding New Value window appears.
5. Enter the information for the new value.
6. Click the Add button. The value saves to the database and the window
sets up to add the next value.
7. Click the Close button if you are done adding values. This will close the
window and refresh the values. You can also continue steps 4 through
5 to continue adding values.
To add a new custom value from the Popup window:
1. Double-click on the custom field for which you want to add a value on
the Client Popup window. A dialog appears asking you for the code and
description.
2. Enter the new code and description and click Add button. The new
value gets added to the database.
NOTE: A user can only add codes for the Searchable and Searchable
drop down field types. A user must also have permission to add codes
from the Popup.
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To edit an existing custom value:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Click on the field you want to edit values for in the top list. A list of all
values for that field appear in the bottom list.
3. If you are editing a linked custom field type, there are two lists of values.
The top list contains the main code values, the bottom list contains the
sub code values. Selecting a value in the main code list shows the child
codes for that value in the bottom list.
4. Double-click on the value you want to edit in the bottom list in the Client
Custom fields section. The Editing Value window appears.
5. Make your changes as appropriate.
6. Click the Save button. The Editing Value window closes and you see
your changes displayed in the top list.
To edit multiple custom values at once:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Click on the field you want to edit values for in the top list. A list of all
values for that field appear in the bottom list.
3. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of values you want to edit. NOTE: You cannot edit multiple parent
values at the same time if using a linked custom field type. You can edit
multiple child values at the same time however.
4. Click the Edit button on the toolbar. The Editing Value window appears.
Please note that not all fields are editable when making changes to
multiple values at once.
5. Make your changes as appropriate.
6. Click the Save button. The Editing Value window closes and you see
your changes displayed in the top list.
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To delete existing custom values:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Click on the field you want to delete values for in the top list. A list of all
values for that field appear in the bottom list.
3. If you are editing a linked custom field type, there are two lists of values.
The top list contains the main code values, the bottom list contains the
sub code values. Selecting a value in the main code list shows the child
codes for that value in the bottom list.
4. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of values you want to delete. If you want to delete only one value, you
can simply click on it.
5. Click the Delete key on the toolbar at the top of the Administration
window. A message appears asking you to confirm you want to delete
the value(s).
6. Click the Yes button on the message box to delete the values. The
bottom list refreshes to show the values were deleted.
NOTE: You cannot delete a custom field value if it is referenced in a database
print job. If you delete a main code in a linked custom field, it deletes all child
values.
Importing Custom Field Values
PCS Director allows you to import custom field values from a comma-delimited
file on a one time or scheduled basis. This allows you to keep your master list
of values in an accounting package or other piece of software and easily
synchronize them with the codes in PCS Director. You can also import values
from a generic flat file.
To import values into a field:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Click on the field for which you want to import values in the top grid. The
field row is highlighted.
3. Click the Import button on the toolbar at the top of the Administration
window. The Import Values window appears.
4. Select the Import Type using the drop down on the window Import
Values window. See Custom Value Import Formats for a description
of the different import formats.
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5. On the Import tab, select the file containing the values you want to
import. Please note that this file must be in the format specified by the
import format you selected in step 4.
6. Check the Advanced tab to ensure settings are appropriate for what
you want to do. See the Import Values window help for more
information on the Advanced tab.
7. Click the Import button. PCS Director begins to import the values from
the file.
8. Once the import is complete, a message displays indicating whether or
not the import was successful. The import window closes and the list
refreshes.
To run the import on a scheduled basis:
1. To run scheduled, simply follow the steps 1-6 in the above section.
Then:
2. Check the scheduling settings on the Scheduling tab on the Import
Values window. Ensure the settings reflect the type of schedule you
want.
3. Click the Schedule button to add the task to the Windows Task
Scheduler.
You can schedule a separate import for each custom field you define.
To remove a scheduled import:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Click on the field for which you want to cancel the import in the top grid.
The field row is highlighted.
3. Click the Import button on the toolbar at the top of the Administration
window. The Import Values window appears.
4. Click the Remove Schedule button to remove the task from the
Windows Task Scheduler.
OR
1. Remove the task from the Windows Task Scheduler using its interface
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Custom Field Value Import Formats
The custom value importers require that the file you want to import is in a
specific format. Below are the types of importers and their format
requirements.
Comma-Delimited (Flat File)
This importer uses a comma-delimited file format. The columns are in the
following order:
Code, Description, Cost Modifier, Modifier Type, Use Budget, Budget, Active
• Code - The code for the value. Must be unique for the field. This is the
only required column.
• Description - A user friendly description for the value. If omitted, the
Administrator leaves the description of the value blank.
• Cost Modifier - The cost modifier. If omitted assumes zero for cost
modifier types, 100 for percentage modifier types. This type is used for
both b/w and color unit costs if a unit modifier. If you need to specify
separate b/w and color modifiers, please use the PCS Director format.
• Modifier Type - A number indicating the type of modifier. 0 - Unit cost,
1 - Unit percentage, 2 - Job cost, 3 - Job percentage. If blank, PCS
Director assumes unit percentage.
• Use Budget - Whether or not this value uses a budget. 0 - Not using a
budget, 1 - Using a budget.
• Budget - The amount in the budget for this value.
• Active - Whether or not the code is currently active. A value of 0 means
inactive, 1 means active. If blank, the Administrator assumes active.
PCS Director
This importer uses a comma-delimited file format. The columns are in the
following order:
Code, Description, Cost Modifier, Modifier Type, Use Budget, Budget, Active
• Code - The code for the value. Must be unique for the field. This is the
only required column.
• Description - A user friendly description for the value. If omitted, the
Administrator leaves the description of the value blank.
• Cost Modifier - The cost modifier. If omitted assumes zero for cost
modifier types, 100 for percentage modifier types. This modifier type is
used for both b/w and color unit costs if it is a unit modifier type.
• Modifier Type - A number indicating the type of modifier. 0 - Unit cost,
1 - Unit percentage, 2 - Job cost, 3 - Job percentage. If blank, the
Administrator assumes unit percentage.
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Use Budget - Whether or not this value uses a budget. 0 - Not using a
budget, 1 - Using a budget.
Budget - The amount in the budget for this value.
Active - Whether or not the code is currently active. A value of 0 means
inactive, 1 means active. If blank, the Administrator assumes active.
PCS Director
This importer uses a comma-delimited file format. The columns are in the
following order:
Code, Description, Cost Modifier, Color Cost Modifier, Modifier Type, Use
Budget, Budget, Active
• Code - The code for the value. Must be unique for the field. This is the
only required column.
• Description - A user friendly description for the value. If omitted, the
Administrator leaves the description of the value blank.
• Cost Modifier - The cost modifier for b/w unit costs or percentages if a
unit type modifier. If a job type modifier this is the value for the job. If
omitted assumes zero for cost modifier types, 100 for percentage
modifier types.
• Color Cost Modifier - The cost modifier for color costs or percentages.
It has no effect for job type modifiers. If omitted, assumes zero for cost
modifier types, 100 for percentage modifier types.
• Modifier Type - A number indicating the type of modifier. 0 - Unit cost,
1 - Unit percentage, 2 - Job cost, 3 - Job percentage. If blank, the
Administrator assumes unit percentage.
• Use Budget - Whether or not this value uses a budget. 0 - Not using a
budget, 1 - Using a budget.
• Budget - The amount in the budget for this value.
• Active - Whether or not the code is currently active. A value of 0 means
inactive, 1 means active. If blank, the Administrator assumes active.
PCS Director
This import format is the only valid format for importing custom values into
Linked type custom fields. It is as follows:
Parent Code, Parent Description, Child Code, Child Description, Cost Modifier,
Color Cost Modifier, Modifier Type, Use Budget, Budget, Active
• Parent Code - The code for the main code in the linked pair.
Required.
• Parent Description - The description for the main code in the linked
pair. If blank, the description is left blank.
• Child Code - The child code for the value. Required. The combination
of parent code and child code must be unique.
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Child Description - A user friendly description for the child value. If
omitted, the Administrator leaves the description of the value blank.
Cost Modifier - The cost modifier for b/w unit costs or percentages if a
unit type modifier. If a job type modifier this is the value for the job. If
omitted assumes zero for cost modifier types, 100 for percentage
modifier types.
Color Cost Modifier - The cost modifier for color costs or percentages.
It has no effect for job type modifiers. If omitted, assumes zero for cost
modifier types, 100 for percentage modifier types.
Modifier Type - A number indicating the type of modifier. 0 - Unit cost,
1 - Unit percentage, 2 - Job cost, 3 - Job percentage. If blank, the
Administrator assumes unit percentage.
Use Budget - Whether or not this value uses a budget. 0 - Not using a
budget, 1 - Using a budget.
Budget - The amount in the budget for this value.
Active - Whether or not the code is currently active. A value of 0 means
inactive, 1 means active. If blank, the Administrator assumes active.
Exporting Custom Field Values
You can export the custom values for a field to a comma-delimited file. You
can then use this file for importing into other programs that may need the value
list. PCS Director uses two slightly different formats depending on whether you
are exporting a linked or a non-linked custom field.
For non-linked custom fields, the format is as follows:
Code, Description, BW Cost Modifier, Color Cost Modifier, Modifier
Type, Use Budget, Budget, Active
For linked custom fields, the format is as follows:
Parent Code, Parent Description, Child Code, Child Description, BW
Cost Modifier, Color Cost Modifier, Modifier Type, Use Budget, Budget,
Active
To export custom field values from a field:
1. Click on the Client Custom Fields button on the left hand side of the
Administration window. The Client Custom Fields section appears in the
right hand side.
2. Click on the field for which you want to export values in the top grid. The
field row is highlighted.
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3. Click the Export button on the toolbar at the top of the Administration
window. A standard Windows dialog appears.
4. Use the dialog to select a file to export the information to and click the
Save button. The information starts to export.
5. After the export completes a message box appears letting you know
how many values were exported.
NOTE: For custom field values that use percentage modifier types, the Color
Cost Modifier column is ignored, and the BW Cost Modifier column contains
the overall percentage modifier.
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Tracking & Security Options Overview
PCS Director allows you to assign tracking and security options to users with
user profiles. There are two types of user profiles: Tracking Profiles and
Security Profiles. You can assign the same profile to multiple users, allowing
you to quickly set up how you want users to behave in PCS Director.
Tracking Profiles control how PCS Director tracks printing from the user. This
includes things such as how jobs are tracked, what options they have on the
Client Popup Window, if they have custom pricing, printing limits or cost/page
allowances.
Security Profiles control what the user can do in the PCS Director tools. For
example you can assign the "Administrator" profile to a user to give them full
access to configure PCS Director. You can set individual PCS Director policies
to control things such as user management, printer management and job
exporting.
PCS Director assigns all users to the "Administrator" profile by default. It does
this to ensure you do not lock yourself out of the database accidentally when
you first install. If you want new users to have other profiles than
"Administrator", you can use this section to assign different defaults. You
MUST have one user at all times as the PCS Director Administrator. PCS
Director does try to protect you from removing the last administrator. If you
somehow do remove the last Administrator you will not be able to use the
Administration tool at all.
PCS Director ships with some standard profiles already defined. You can
modify these profiles to suit your business needs, or create new profiles to
assign. We recommend you do not modify the PCS Director Administrator
security profile.
You can do the following in this section:
• Set the default Tracking Profile
• Add, edit and delete Tracking Profiles
• Define Allowances
• Reset user balances.
• Set the default Security Profile
• Add, edit and delete Security Profiles
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Allowances and Balances (Recovery Only)
PCS Director allows you to set define cost or page balances for users.
Whenever a user prints a job, its value is automatically deducted from the
user's balance until none is remaining. If the user runs out, they can no longer
print. To view an individual user's current balances, you can view the individual
user in the Users section of the Administrator.
There are three major pieces that tie into user balances:
Allowances
An allowance is the default balance assigned to a user. You set up allowances
on the User Tracking Profile, and whenever a user is assigned to the profile
their balances get set to the allowance you define. The types of allowances
are as follows:
• Total Pages - The total number of pages a user can print before they
run out. Counts both b/w and color pages.
• B/W Pages - The total number of b/w pages a user can print before they
run out. Allows unlimited color printing.
• Color Pages - The total number of color pages a user can print before
they run out. Allows unlimited b/w printing.
• B/W and Color Pages - The total number of b/w and color pages they
can print. If either allowance runs out, the user won't be able to print any
more pages of that type.
• Cost - The total cost of print jobs the user is allowed to print before the
allowance runs out.
You can set allowance balances to auto-reset periodically. For example, you
could define an allowance of 50 total pages, that resets the first of every month.
At any point you can manually reset a user's balance.
Additional Balances
In some cases, you may want to have a separate balance for a user that does
not reset when their allowance does. For example, in an educational institution
a student may purchase extra printing outside of their normal allowance. This
balance never automatically resets, although you can choose to manually
reset it. The additional balance is of the same type as the allowance, so it is
not possible to have an allowance of total pages and an additional balance of
cost for example.
If additional balances are enabled, printing is taken first from any remaining
allowance, and then taken from the additional if the allowance runs out.
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Overdraft
In some cases, you may want to allow users to be able to still print even if their
balance is negative. In this case, you can assign an overdraft amount to the
User Profile. For example, if you have a 50 page allowance you could set a 5
page overdraft to give a bit of leeway to your users.
Setting the Default User Tracking Profile
PCS Director uses a Tracking Profile you select as the "default" profile. PCS
Director automatically assigns this default profile to users the first time they
print.
You can change the default Tracking Profile at any time. When you change the
default it only affects new users it does not change existing users in the User
list.
To set the default Tracking Profile:
1. Click on the User Profiles button on the left hand side of the
Administration window. The User Profiles section appears in the right
hand side.
2. Click the Tracking Profiles Tab in the User Profiles section. A list of all
defined Tracking Profiles appears.
3. Use the Default Profile drop down box located at the top of the tab to
select the new profile to use as the default. PCS Director now assigns
the profile you selected to any new users that appear in the Users
section.
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Adding, Editing and Deleting Tracking Profiles
You use the User Profiles section of the Administration tool to add, edit and
delete Tracking Profiles. Please follow the steps in the sections below.
To add a new tracking profile:
1. Click on the User Profiles button on the left hand side of the
Administration window. The User Profiles section appears in the right
hand side.
2. Click the Tracking Profiles Tab in the User Profiles section. A list of all
defined Tracking Profiles appears.
3. Double-click on an empty row in the Tracking Profiles list, or click the
New button on the toolbar. The Tracking Profile window appears.
4. Enter the information for the new profile.
5. Click the Add button. The value saves to the database and the window
sets up to add the next profile.
6. Click the Close button if you are done adding profiles. This will close
the window and refresh the profiles. You can also continue steps 3
through 4 to continue adding profiles.
To edit an existing tracking profile:
1. Click on the User Profiles button on the left hand side of the
Administration window. The User Profiles section appears in the right
hand side.
2. Click the Tracking Profiles Tab in the User Profiles section. A list of all
defined Tracking Profiles appears.
3. Double-click on the Profile you want to edit in the profile list. The
Tracking Profile window appears.
4. Make your changes as appropriate.
5. Click the Save button. The Tracking Profile window closes and you
see your changes displayed in the list. Please note that if you change
the balance information PCS Director asks you if you want to reset your
balances.
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To delete existing tracking profiles:
1. Click on the User Profiles button on the left hand side of the
Administration window. The User Profiles section appears in the right
hand side.
2. Click the Tracking Profiles Tab in the User Profiles section. A list of all
defined Tracking Profiles appears.
3. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of profiles you want to delete. If you want to delete only one profile, you
can simply click on it.
4. Click the Delete key on the toolbar at the top of the Administration
window. A message appears asking you to confirm you want to delete
the profiles(s).
5. Click the Yes button on the message box to delete the profiles. The list
refreshes to show the profiles were deleted.
NOTE: You can only delete a profile if no users exist that use it.
Resetting User Balances
You can easily reset the balances for every user in a Tracking Profile. You
may want to reset the balances at the start of every month, or using some
other criteria that makes sense for your business. Please note that PCS
Director automatically asks you if you want to reset user balances when you
change the starting balance on the profile window.
You can also setup automatic balance resetting.
To reset user balances:
1. Click on the User Profiles button on the left hand side of the
Administration window. The User Profiles section appears in the right
hand side.
2. Click the Tracking Profiles Tab in the User Profiles section. A list of all
defined Tracking Profiles appears.
3. Double-click on the Profile you want to reset balances for in the profile
list. The Tracking Profile window appears.
4. Make sure the allowance values on the Allowances tab on the
Tracking Profile window contains the value you want.
5. Click the Reset User Balances button. The Reset Balances window
appears.
6. Click the option corresponding to the balance option you want.
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7. Check the Set additional balances to zero box if you want to reset
additional balances along with the allowance balances.
8. Click the Update button. A message appears asking you to confirm
you want to update the balances.
9. Click Yes to set the balances of all users that use the profile.
Setting the Default User Security Profile
PCS Director uses a Security Profile you select as the "default" profile. PCS
Director automatically assigns this default profile to users the first time they
print.
You can change the default Security Profile at any time. When you change the
default it only affects new users it does not change existing users in the User
list.
To set the default Security Profile:
1. Click on the User Profiles button on the left hand side of the
Administration window. The User Profiles section appears in the right
hand side.
2. Click the Security Profiles Tab in the User Profiles section. A list of all
defined Security Profiles appears.
3. Use the Default Profile drop down box located at the top of the tab to
select the new profile to use as the default. PCS Director now assigns
the profile you selected to any new users that appear in the Users
section.
Adding, Editing and Deleting Security Profiles
You use the User Profiles section of the Administration tool to add, edit and
delete Security Profiles. Please follow the steps in the sections below.
To add a new security profile:
1. Click on the User Profiles button on the left hand side of the
Administration window. The User Profiles section appears in the right
hand side.
2. Click the Security Profiles Tab in the User Profiles section. A list of all
defined Security Profiles appears.
3. Double-click on an empty row in the Security Profiles list, or click the
New button on the toolbar. The Security Profile window appears.
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4. Enter the information for the new profile.
5. Click the Add button. The value saves to the database and the window
sets up to add the next profile.
6. Click the Close button if you are done adding profiles. This will close
the window and refresh the profiles. You can also continue steps 3
through 4 to continue adding profiles.
To edit an existing security profile:
1. Click on the User Profiles button on the left hand side of the
Administration window. The User Profiles section appears in the right
hand side.
2. Click the Security Profiles Tab in the User Profiles section. A list of all
defined Security Profiles appears.
3. Double-click on the Profile you want to edit in the profile list. The
Security Profile window appears. NOTE: We recommend you do not
edit the Administrator security profile.
4. Make your changes as appropriate.
5. Click the Save button. The Security Profile window closes and you see
your changes displayed in the list.
To delete existing security profiles:
1. Click on the User Profiles button on the left hand side of the
Administration window. The User Profiles section appears in the right
hand side.
2. Click the Security Profiles Tab in the User Profiles section. A list of all
defined Security Profiles appears.
3. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of profiles you want to delete. If you want to delete only one profile, you
can simply click on it.
4. Click the Delete key on the toolbar at the top of the Administration
window. A message appears asking you to confirm you want to delete
the profiles(s).
5. Click the Yes button on the message box to delete the profiles. The list
refreshes to show the profiles were deleted.
NOTE: You can only delete a profile if no users exist that use it.
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User List Overview
PCS Director automatically adds every user it detects to the user list. Over
time this list contains every user in your organization that has printed.
You use this list to assign tracking and security profiles, assign users to report
groups, set PIN codes and/or passwords as well as check and set user
balances.
You can do the following with the users section:
• Editing Users
• Adding and Deleting Users (Advanced)
• Importing and Exporting Users
Adding and Deleting Users (Advanced)
You can use PCS Director to add users to and delete users from the Users list.
PCS Director automatically adds users to the list when they print, so you only
need to add/delete users if you have advanced requirements. Note that if you
delete a user, it may re-appear as soon as they print.
To add a new user:
1. Click on the Users button on the left hand side of the Administration
window. The Users section appears in the right hand side. A list of all
users PCS Director has tracked displays in the section.
2. Double-click on an empty row in the list or click the New button in the
toolbar. The User window appears.
3. Enter information for the user as applicable.
4. Click the Add button. The user saves to the database and the window
sets up to add the next user.
5. Click the Close button if you are done adding users. This closes the
window and refreshes the users. You can also continue steps 3 through
4 to continue adding users.
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To delete a user:
1. Click on the Users button on the left hand side of the Administration
window. The Users section appears in the right hand side. A list of all
users PCS Director has tracked displays in the section.
2. Click on the user you want to delete in the user list. The user highlights.
3. Click the Delete button on the toolbar at the top of the Administration
tool. A message appears asking you to confirm that you want to delete.
4. Click the Yes button to continue deleting the user. The user list
refreshes to show that PCS Director deleted the user.
NOTE: You can not delete users if they have print jobs in the database.
Editing Your Users
You may need to edit your users for several reasons. You edit users to
add/change PIN codes, reset their user balances and assign them to different
reporting groups.
You also need to edit users to assign them to different tracking or security
profiles.
To edit a user:
1. Click on the Users button on the left hand side of the Administration
window. The Users section appears in the right hand side. A list of all
users PCS Director has tracked displays in the section.
2. Double-click on the user you want to edit. The User window appears.
3. Change the information as appropriate.
4. Click the Save button. The User window closes and you should see
changes reflected in the list.
To edit multiple users at once:
1. Click on the Users button on the left hand side of the Administration
window. The Users section appears in the right hand side. A list of all
users PCS Director has tracked displays in the section.
2. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of users you want to edit.
3. Click the Edit button on the toolbar. The Update Multiple Users
window appears.
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4. Make your changes as appropriate. Please note that you can only
change the tracking profile, security profile, balance and reporting group
when editing multiple users.
5. Click the Update button. The Update Multiple Users window closes
and you see your changes displayed in the list.
To change/create PIN codes for multiple users at once:
1. Click on the Users button on the left hand side of the Administration
window. The Users section appears in the right hand side. A list of all
users PCS Director has tracked displays in the section.
2. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of users whose PIN codes you want to change.
3. Click the Edit->Generate PIN Codes menu item. The Generate PIN
Codes window appears.
4. Enter the length of the PIN code you want to generate.
5. Check the Numeric only box if you want to generate numeric only PIN
codes.
6. Check the Overwrite existing box if you want to overwrite PIN codes if
they already exist. If unchecked PCS Director creates new PIN codes
but does not overwrite existing PIN codes.
7. Click the Generate button. PCS Director generates new PIN codes for
the users. To see a list of PIN codes for the users you can export the
users to a flat file.
NOTE: Resetting a PIN code for the user does not reset their PIN password.
Importing Users
PCS Director allows you to import a user list from a generic comma-delimited
format, a PCS Director format flat file, a PCS Director format flat file and from
a domain. Please note that you can only import Windows users if you run the
Administration tool on a Windows NT based computer. You can also schedule
user imports to run whenever you like, keeping the users up to date.
IMPORTANT - You do NOT need to import users. PCS Director automatically
adds users to the database as they print. Only import users if you want to
assign PIN codes to a large number of users at once, set their balances or
groups.
When importing users you can adjust several settings that affect how PIN
codes, Balances and Groups are set for newly imported users. The options
available are dependent on the type of import you are doing.
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NOTE: For advanced users the Network Type setting in the Network and
Authentication Settings section controls which type of domain PCS Director
attempts to import from; a Windows NT, Active Directory or Novell NDS
domain.
To import users:
1. Click on the Users button on the left hand side of the Administration
window. The Users section appears in the right hand side. A list of all
users PCS Director has tracked displays in the section.
2. Click the Import button on the toolbar at the top of the Administration
window. The Import Users window appears.
3. Select the Import Type using the drop down on the window Import
Users window. See User Import Types for a description of the different
types of user imports.
4. Select the file you want to import for a PCS Director import, or enter
the domain you want to import users from for a Domain type import.
Please note that the file you choose for a file-based import must be in
the correct format.
5. Enter an organizational unit (OU) to limit the import to. This option is
only available for Domain type imports, and if your Network Type is
Active Directory or Novell NDS.
6. Select the tracking profile, security profile for the import.
7. Select your options for PIN, PIN Password, Balances and Grouping.
8. Click the Import button. PCS Director begins to import the users.
9. Once the import is complete, a message displays indicating whether or
not the import was successful. The import window closes and the list
refreshes.
If you generate PIN codes for users you can export the users to get a list of all
assigned PIN codes.
To schedule user imports:
1. Set up the import using the same steps 1-7 above.
2. Click on the Scheduling tab.
3. Use the Run Import drop down to select how often to run the import.
Choices are Daily, Weekly or Monthly.
4. Use the On drop down to select the day on which to run the import. This
is only effective for Weekly or Monthly schedules.
5. Use the At selector to select the time of day at which to run the import.
We recommend using a time outside of regular business hours.
6. Click the Schedule button. PCS Director creates an entry in the
Windows task scheduler that when run imports users using the settings
you defined.
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To unschedule user imports:
1. Click on the Users button on the left hand side of the Administration
window. The Users section appears in the right hand side. A list of all
users PCS Director has tracked displays in the section.
2. Click the Import button on the toolbar at the top of the Administration
window. The Import Users window appears.
3. Click the Unschedule button. If not enabled, you have no imports
scheduled. You can also manually delete the task using the Windows
Task Scheduler.
Exporting Users
You can export the PCS Director user list to a comma-delimited file. PCS
Director exports all user PIN codes so it is important to make sure you keep
track of this file for security purposes.
PCS Director creates a comma-delimited file, with the columns in the following
order:
PIN code, Display Name, Unique Name, Network Name, Domain, B/W
Allowance Balance, B/W Additional Balance, Color Allowance Balance, Color
Additional Balance, Account
To export users:
1. Click on the Users button on the left hand side of the Administration
window. The Users section appears in the right hand side. A list of all
users PCS Director has tracked displays in the section.
2. Click the Export button on the toolbar at the top of the Administration
window. The Export Users To File window appears.
3. Type in the file to export to, or use the browse button to select a file.
4. Click the Export button on the window to export the users to the
selected file.
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Printer Profiles Overview
PCS Director allows you to assign tracking and print cost information to
printers through Printer Profiles. For example you use Printer Profiles to set
whether PCS Director tracks printing from a printer, if it should track printing in
pages, square footage, etc., as well as any printing limits you want to place on
your printing device. You only need to create different Printer Profiles if you
need to have different tracking or pricing options for different devices. You can
set multiple printers to use the same Printer Profile.
New to PCS Director is the ability to determine which custom fields should
display on the Popup based on printer, as well as extended job options when
printing.
PCS Director ships with two profiles already created, one for standard tracking
one for ignoring printing. It sets the default profile to the tracking profile.
You can use this section to do the following:
• Set the default Printer Profile
• Add, edit and delete Printer Profiles
Printer Profiles do not take effect until assigned to one or more printers.
Setting the Default Printer Profile
PCS Director uses a Printer Profile you select as the "default" profile. PCS
Director automatically assigns this default profile to printers as it adds them to
the Printers list.
You can change the default Printer Profile at any time. When you change the
default it only affects new printers it does not change printers that already exist
in the Printer List.
To set the default Printer Profile:
1. Click on the Printer Profiles button on the left hand side of the
Administration window. The Printer Profiles section appears in the right
hand side. A list of all existing Printer Profiles displays in the list.
2. Use the Default Profile drop down box located just above the Printer
Profiles list to select the new profile to use as the default. PCS Director
now assigns the profile you selected to any new printers that appear in
the Printers section.
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Adding, Editing and Deleting Printer Profiles
You use the Printer Profiles section of the Administration tool to add, edit and
delete Printer Profiles. Please follow the steps in the sections below.
To add a new printer profile:
1. Click on the Printer Profiles button on the left hand side of the
Administration window. The Printer Profiles section appears in the right
hand side. A list of all existing Printer Profiles displays in the list.
2. Double-click on an empty row in the Printer Profiles list, or click the New
button on the toolbar. The Adding New Printer Profile window
appears.
3. Enter the information for the new profile.
4. Click the Add button. The profile saves to the database and the window
sets up to add the next profile.
5. Click the Close button if you are done adding profiles. This will close
the window and refresh the profiles. You can also continue steps 3
through 4 to continue adding profiles.
To edit an existing printer profile:
1. Click on the Printer Profiles button on the left hand side of the
Administration window. The Printer Profiles section appears in the right
hand side. A list of all existing Printer Profiles displays in the list.
2. Double-click on the Profile you want to edit in the profile list. The
Editing Printer Profile window appears.
3. Make your changes as appropriate.
4. Click the Save button. The Editing Printer Profile window closes and
you see your changes displayed in the list.
To add a printing limit to a printer profile:
1. Follow the steps above to add a new profile or edit an existing profile.
2. Click the Printing Limits tab on the Printer Profile window.
3. Click the Add button on the Printer Profile window. The Printing Limit
window appears.
4. Select the type of limit you want.
5. Enter the value you want for the limit.
6. Enter the message you want displayed to the user if they exceed the
limit. You can use message variables in the message.
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7. Check the Stop Job check box if you want PCS Director to stop the job
from going to the printer if the job exceeds the limit.
8. Click the Ok button to accept the changes to the limit. The window
closes and you are back at the Printer Profile window.
9. Repeat steps 3 to 8 to add more limits.
10. Click the Add/Save button on the Printer Profile window to save the
changes.
NOTE: When you add a limit PCS Director automatically changes to "wait for
page count" mode. This mode causes PCS Director to wait until all pages are
spooled before it displays the Popup window or any warnings.
To delete existing printer profiles:
1. Click on the Printer Profiles button on the left hand side of the
Administration window. The Printer Profiles section appears in the right
hand side. A list of all existing Printer Profiles displays in the list.
2. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of profiles you want to delete. If you want to delete only one profile, you
can simply click on it.
3. Click the Delete key on the toolbar at the top of the Administration
window. A message appears asking you to confirm you want to delete
the profiles(s).
4. Click the Yes button on the message box to delete the profiles. The list
refreshes to show the profiles were deleted.
NOTE: You can only delete a profile if no printers exist that use it.
Printing Limits and Redirection
In PCS Director you can setup multiple limit thresholds for Applications, Printer
Profiles or User Track Profiles. You can use these limits to require users to
print large jobs to more cost effective printers, limit the amount of color printing
they can do to individual printers, limit the number of pages they can print from
a website, and so on.
Once a limit is hit, you can define the message that displays to the user, and
either make the job cancel and have the user re-print the job to a different
printer if needed, or just warn them about their behavior.
NOTE: You must have purchased Rules to use printing limits. If your license
does not include Rules, please contact a sales representative to purchase.
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PCS Director supports several types of limits. They are as follows:
• Total pages - The total number of pages allowed.
• B/W pages - The total number of b/w pages allowed.
• Color pages - The total number of color pages allowed.
• Total cost - The total cost of the job, after the Popup has been
completed.
• Base cost - The total cost of the job before the Popup displays.
Since it is possible to have limits defined in several different areas of the
software, PCS Director processes limits as follows:
1. "Stop" limits are processed before "Warn" limits.
2. Limits are processed in order of Application, User, Printer. So if you
have defined a limit for an Application and a similar limit in Printer, the
message you entered for the Application limit will display.
3. You can choose, for any individual Application, User Profile or Printer
Profile to ignore any defined limits. So for example you could set limits
at an Application level, but allow users that belong to a User Profile to
print without triggering those limits.
Adding Printers Overview
PCS Director automatically adds printers to your printers list. PCS Director
adds the printer the first time it detects a print job going to the printer. Over
time this list contains every printing device in your organization.
You use this list to assign profiles to printers as well as maintain device
specific information.
You can do the following with the Printers section:
• Editing your Printers
• Adding and Deleting Printers (Advanced)
One of the most important topics when using PCS Director discusses how the
software uses printer matching. The printer matching systems determine how
PCS Director determines if the printer someone prints to from the Windows
desktop matches one that already exists in the database. The systems are as
follows:
• Normal Printer Device Matching
• Automatic Merging (Advanced)
• Manual Merging (Advanced)
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The Printer Profiles section and the Printer Paper Sizes section work with the
Printers section to determine how jobs are tracked and charged. Click the links
to see more information on those sections.
Adding and Deleting Printers (Advanced)
You can use PCS Director to add printers to and delete printers from the
Printers list. PCS Director automatically adds printers to the list when printing,
so you only need to add/delete printers if you have advanced requirements
such as specialized printer matching. Note that if you delete a printer, it may
re-appear as soon as someone prints to it.
To add a new printer:
1. Click on the Printers button on the left hand side of the Administration
window. The Printers section appears in the right hand side. A list of all
printers PCS Director has tracked displays in the section.
2. Double-click on an empty row in the list or click the New button in the
toolbar. The Printer window appears.
3. Enter information for the printer as applicable.
4. Click the Add button. The Adding New Printer window closes and the
new printer adds to the list.
To delete a printer:
1. Click on the Printers button on the left hand side of the Administration
window. The Printers section appears in the right hand side. A list of all
printers PCS Director has tracked displays in the section.
2. Click on the printer you want to delete in the printer list. The printer
highlights.
3. Click the Delete button on the toolbar at the top of the Administration
tool. A message appears asking you to confirm that you want to delete.
4. Click the Yes button to continue deleting the printer. The printer list
refreshes to show that PCS Director deleted the printer.
NOTE: You cannot delete printers if they have print jobs in the database.
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Editing Your Printers
You may need to edit printers from time to time, mainly to change the Printer
Profile assigned to the printer, or to assign the printer to a different reporting
group. You can also edit multiple printers at once.
To edit a printer:
1. Click on the Printers button on the left hand side of the Administration
window. The Printers section appears in the right hand side. A list of all
printers PCS Director has tracked displays in the section.
2. Double-click on the printer you want to edit. The Editing Printer
window appears.
3. Change the information as appropriate.
4. Click the Save button. The Editing printer window closes and you
should see changes reflected in the list.
To edit multiple printers at once:
1. Click on the Printers button on the left hand side of the Administration
window. The Printers section appears in the right hand side. A list of all
printers PCS Director has tracked displays in the section.
2. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of printers you want to edit.
3. Click the Edit button on the toolbar. The Update Multiple Printers
window appears.
4. Make your changes as appropriate. Please note that you can only
change the tracking profile and reporting group when editing multiple
printers.
5. Click the Update button. The Update Multiple Printers window closes
and you see your changes displayed in the list.
Manual Printer Merging
PCS Director supports manual printer merging. This allows you to take any set
of print devices listed in the Printers List in the Administrator and merge the
devices and all their jobs into one printer device. PCS Director remembers
manual merges and automatically merges all future jobs accordingly.
NOTE: This is intended for advanced users only. You should only use manual
printer merging if you are sure the printer devices you are merging should be
reporting as only one device. If you merge devices there is no way to separate
the job information back to the original printers.
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At any point you can "un-merge" a printer to remove all merging information.
This does NOT restore the jobs to the separate printers but future print jobs
are assigned to the separate devices.
To view merged printers:
1. Click on the Printers button on the left hand side of the Administration
window. The Printers section appears in the right hand side. A list of all
printers PCS Director has tracked displays in the section.
2. Printers that have other printers merged into them have a "plus" symbol
to the left of their name. Click this symbol to expand the printers list to
show all printers merged into that device.
To manually merge printers:
1. Click on the Printers button on the left hand side of the Administration
window. The Printers section appears in the right hand side. A list of all
printers PCS Director has tracked displays in the section.
2. Use CTRL-CLICK or SHIFT-CLICK to select the printers you want to
merge. IMPORTANT: The first printer you select is the one PCS
Director merges the rest of the printers into. So for example if you select
printers A, B, C and D in that order PCS Director merges all of B, C and
D's jobs into printer A and deletes printers B, C and D.
3. Click the Advanced->Merge Printers menu. A window appears asking
you if you are sure you want to merge these printers.
4. Click the Yes button. PCS Director merges the printers and the jobs
and refreshes the printer list.
To un-merge a printer:
1. Click on the Printers button on the left hand side of the Administration
window. The Printers section appears in the right hand side. A list of all
printers PCS Director has tracked displays in the section.
2. Printers that have others merged into them have a "plus" symbol to the
left of their name. Click this symbol to expand the printers list to show
all printers merged into that device.
3. Click on the merged printer you want to un-merge, and click the Delete
button on the toolbar. A window appears asking if you are sure you
want to delete the merge.
4. Click the Yes button. The merged printer now disappears from the list. It
will be added as its own separate printer again the next time a user
prints to it, but the previously merged jobs will not separate.
NOTE: If the merged printer appears gray in the list, it is an automatically
merged device and cannot be deleted.
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Charging By Paper Sizes Overview
PCS Director allows you to charge for print jobs based on the size of paper
used to print the job. For example, you could set a cost of $0.10 per page for
Letter sized pages, and $0.15 for Legal sizes. For very large paper sizes used
in plotting of large drawings, you may want to use square footage or square
meter tracking instead.
To use paper size costing you need to ensure the paper sizes you use in your
day to day business are included on the paper sizes list. You also need to set
pricing in a User Profile, Printer Profile or Application to use "per paper size"
as the print option and assign that profile to your printers.
PCS Director ships with many of the standard paper sizes, you can add or
modify them to suit your needs. You may want to look at each paper size and
ensure the cost per page is correct for your business.
You can use this section to do the following:
• Adding, editing and deleting paper sizes
Adding, Editing and Deleting Paper Sizes
You use the Printer Paper Sizes section to add, edit and delete paper sizes.
Printer Profiles use these paper sizes if you set the pricing option to "per paper
size".
To add a new paper size:
1. Click on the Printer Paper Sizes button on the left hand side of the
Administration window. The Printer Paper Sizes section appears in the
right hand side.
2. Double-click on an empty row in the bottom list in the Printer Paper
Sizes section, or click the New button on the toolbar. The Adding New
Paper Size window appears.
3. Enter the information for the new paper size.
4. Click the Add button. The paper size saves to the database and the
window sets up to add the next size.
5. Click the Close button if you are done adding paper sizes. This will
close the window and refresh the sizes. You can also continue steps 3
through 4 to continue adding sizes.
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To edit an existing paper size:
1. Click on the Printer Paper Sizes button on the left hand side of the
Administration window. The Printer Paper Sizes section appears in the
right hand side.
2. Double-click on the paper size you want to edit in the paper size list.
The Paper Size window appears.
3. Make your changes as appropriate.
4. Click the Save button. The Paper Size window closes and you see your
changes displayed in the top list.
To edit multiple paper sizes at once:
1. Click on the Printer Paper Sizes button on the left hand side of the
Administration window. The Printer Paper Sizes section appears in the
right hand side.
2. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of paper sizes you want to edit.
3. Click the Edit button on the toolbar. The Update Paper Sizes Cost
window appears.
4. Enter the new costs you want to assign to the paper sizes.
5. Click the Update button. The Update Paper Sizes Cost window closes
and you see your changes displayed in the list.
To delete existing paper sizes:
1. Click on the Printer Paper Sizes button on the left hand side of the
Administration window. The Printer Paper Sizes section appears in the
right hand side.
2. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of paper sizes you want to delete. If you want to delete only one paper
size, you can simply click on it.
3. Click the Delete key on the toolbar at the top of the Administration
window. A message appears asking you to confirm you want to delete
the paper size(s).
4. Click the Yes button on the message box to delete the paper sizes. The
list refreshes to show the paper sizes were deleted.
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Application Printing Overview
PCS Director can determine whether or not to track printing from an
application. By default, all applications are watched for print jobs. However you
may have instances where you want to track printing from only one application,
or you want to track printing from all applications except one. You may also
have instances where you do not want users to be able to print information
from an application.
New to PCS Director, you can now define printing limits, job rules, custom
pricing and specify which custom fields are used for the user at an application
level.
You DO NOT need to add every application you want to track to this list. Only
add applications to the list if you have special tracking needs. Please note that
unlike the Users and Printers list, PCS Director does not automatically add
every application it detects printing from to the list.
The Applications section in the Administration tool allows you to do the
following:
• Add, edit and delete applications
• Limit the number of tracked applications
Adding, Editing and Deleting Applications
You use the Applications section of the Administration tool to add, edit and
delete applications. Please follow the steps in the sections below.
To add a new application:
1. Click on the Advanced header on the left hand side of the
Administration window. The list of advanced sections of the
Administration tool display.
2. Click on the Applications button on the left hand side of the
Administration window. The list of applications appears in the right hand
side.
3. Double-click on an empty row in the list in the Applications section or
click the New button on the toolbar. The Applications window appears.
4. Enter the application information as applicable.
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5. Click the Add button. The application saves to the database and the
window sets up to add the next application.
6. Click the Close button if you are done adding applications. This will
close the window and refresh the applications. You can also continue
steps 4 through 5 to continue adding applications.
To edit an existing application:
1. Click on the Advanced header on the left hand side of the
Administration window. The list of advanced sections of the
Administration tool display.
2. Click on the Applications button on the left hand side of the
Administration window. The list of applications appears in the right hand
side.
3. Double-click on the application you want to edit in the list in the
Applications section. The Applications window appears.
4. Make your changes as appropriate.
5. Click the Save button. The Applications window closes and you see
your changes displayed in the list.
To delete existing applications:
1. Click on the Advanced header on the left hand side of the
Administration window. The list of advanced sections of the
Administration tool display.
2. Click on the Applications button on the left hand side of the
Administration window. The list of applications appears in the right hand
side.
3. Use a combination of CTRL-CLICK and SHIFT-CLICK to select the list
of applications you want to delete. If you want to delete only one
application, you can simply click on it.
4. Click the Delete key on the toolbar at the top of the Administration
window. A message appears asking you to confirm you want to delete
the application(s).
5. Click the Yes button on the message box to delete the applications. The
bottom list refreshes to show the applications were deleted.
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Limiting the Number of Tracked Applications
PCS Director provides an extremely quick and easy way to have PCS Director
limit tracking to only a few applications in your organization. For example, you
can set PCS Director to track printing only from Microsoft Word without having
to add every other application to the Applications list.
To limit the number of applications you want tracked:
1. Add the applications you do want tracked to the Applications list and set
their tracking options appropriately.
2. Check the Track only the applications in the list button. This causes
PCS Director to ignore printing from any application not in the
Applications list.
Network Type Overview
PCS Director allows you to gather network user information from several
different types of networks. PCS Director supports Novell NDS networks,
Windows NT 4.0 based networks, Active Directory networks and peer to peer
Windows networks.
You can also configure PCS Director to require users to authenticate before
they can print or use PCS Director tools. You can choose authentication with
PIN codes, use existing login information or require the user to re-enter their
login information. You can even choose to have a user authenticate differently
for printing depending on the computer they are printing from.
Your network settings control how user information appears in PCS Director
when users are added and imported.
Please note that we recommend changing these settings only if you are an
advanced user with an understanding of networks and how your network is
implemented.
You can do the following with this section:
• Change your network type
• Change how users authenticate
• Change the PIN and PIN Password labels
• Set the Disconnected job option per computer
• Change the TCP/IP port the Client listens on
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Changing Your Network Type
PCS Director supports several different network types. Your network type
controls how PCS Director reports user information as well as how it imports
users. Your network type also controls how PCS Director does network
authentication.
To change your network type:
1. Click on the Advanced header on the left hand side of the
Administration window. The left hand list switches to the list of
advanced sections.
2. Click on the Network and Authentication button on the left hand side of
the Administration window. The section appears with the list of
computers that have printed.
3. Use the Network Type drop down to select the type of network in your
organization.
4. Click the Save button on the toolbar at the top of the Administration
window to save the changes.
Please note that the network type changes the information of new users as
they print, it does not affect existing users. If you change the network type
when you have existing users, the next time they print they get added to the
list with the new network information and PCS Director treats them as different
users. Please be aware that when these new users are added PCS Director
uses your default tracking and security profiles. This can end up with a user
under one network type having different rights and tracking behavior than the
user under the new network type.
For these reasons we highly recommend that you set the network type as
early as possible in your PCS Director configuration and only change it if
absolutely necessary.
Changing How Users Authenticate
PCS Director allows several different methods of authentication. You can
configure the Administrator to require users to authenticate before they can
print and authenticate before they can use the PCS Director tools.
You can set PCS Director to require different authentication methods for
printing (Client Authentication) and access to the tools (Tools Authentication).
For example, you may want PCS Director to use the logged in user for tracking
printing but require a PIN code to get into the PCS Director tools.
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Please note that the default Client Authentication and Tools Authentication
settings are the same as those in the Client Settings section of the
Administration tool. We provide them there as well for ease of use.
To change the default client authentication:
1. Click on the Advanced header on the left hand side of the
Administration window. The left hand list switches to the advanced
sections.
2. Click on the Network and Authentication button on the left hand side of
the Administration window. The section appears with the list of
computers that have printed.
3. Use the Default client authentication drop down to select the type of
Client Authentication you want to do by default.
4. Click the Save button on the toolbar at the top of the Administration
window to save the changes. A message appears asking if you want to
change all existing computers to use the new default.
5. Click Yes to set all computers to the new defaults, or click No set the
new default, but leave existing computers with their current
authentication settings. NOTE: If you leave existing computers to
"Network" authentication and you are using the Windows Peer to Peer
network setting then the Client uses PIN code authentication instead.
To change the client authentication for a computer:
1. Click on the Advanced header on the left hand side of the
Administration window. The left hand list switches to the advanced
sections.
2. Click on the Network and Authentication button on the left hand side of
the Administration window. The section appears with the list of
computers that have printed.
3. Double-click on the computer that you want to change authentication for.
The Computer window appears.
4. Use the Authentication drop down box to select the authentication type.
5. Click the Save button on the Computer window. The Computer
window closes and the computer list refreshes to show the changes.
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To change the tools authentication:
1. Click on the Advanced header on the left hand side of the
Administration window. The left hand list switches to the advanced
sections.
2. Click on the Network and Authentication button on the left hand side of
the Administration window. The section appears with the list of
computers that have printed.
3. Use the Tools authentication drop down to select the type of Tools
Authentication you want.
4. Click the Save button on the toolbar at the top of the Administration
window to save the changes.
Network Login Authentication
For advanced users PCS Director supports network login authentication. This
allows you to have your users enter their Windows or Novell network login
information before they print or use the PCS Director tools.
Using this setting on a Windows operating system has the issues that you
need to be aware of:
• You cannot use this setting in combination with the "Windows Peer to
Peer" PCS Director network type.
• Windows 98, ME computers cannot authenticate with network settings
unless they are configured to use user-level sharing. You need to change
this in the network settings of your Windows 9x based operating
systems.
• If you have NT based computers that are not on the domain they may not
be able to successfully authenticate. This is because they authenticate to
their local user database and report the domain as the computer name.
For these reasons we recommend you only use this setting if you are running
a Novell network or if your Windows network consists of Windows NT/Active
Directory based operating systems that connect/authenticate to a domain. If
you have a mixed environment we recommend using PIN code security
instead.
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PCS Director Job Mananger
Welcome to the PCS Director Job Manager. You use this tool to manage your
detailed print job information.
You can search for jobs using several different pieces of search criteria. Once
you find the jobs you want you can edit the jobs, build reports based on the job
details and export the job information.
You can also use the Job Manager to schedule exports of your job information
to a file format that your accounting program can read.
Click on the links below for more information on how to use the Job Manager:
• Searching for jobs
• Changing how you view the data
• Editing and deleting your jobs
• Creating, printing and exporting reports
• Scheduling and Emailing Reports
• Exporting jobs
• Exporting jobs for Accounting
For advanced users:
• Using the Job Manager with merged jobs
• Securing the Job Manager
Searching for Print Jobs
One of the first steps in using the Job Manager is to find the job or jobs you
want to act on. PCS Director allows you to search for jobs based on a
combination of criteria.
We highly recommend that you narrow your search as much as possible. PCS
Director can track thousands of print jobs per day depending on the printing
volumes in your organization.
You can search for jobs based on the following:
• Date Printed - You can specify the date range in which the jobs you
want were printed. You can select from one of the standard date ranges,
or select Custom from the drop-down to enter your own custom date.
PCS Director always uses a date range for the search.
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•
•
•
User who printed - Use the drop down to select the user you want to
search on. You can also type the first few characters of the user name
to have PCS Director find all matching users. Click the Match on
Reporting group option to have PCS Director match on a reporting
group you select rather than a user name. If you leave this blank, PCS
Director finds jobs for all users. Please note that you can only select
users if you have access to view all print job data.
Printer used - Use the drop down to select the printer you want to
search on. You can also type the first few characters of the printer
name to have PCS Director find all matching printers. Click the Match
on Reporting group option to have PCS Director match on a reporting
group you select rather than a printer name. If you leave this blank,
PCS Director finds jobs for all printers.
Custom Fields (Recovery only) - If you have defined custom fields to
display on the Client Popup window, then you can search on specific
custom field values for each custom field you defined.
To search for print jobs:
1. Enter your criteria as described above.
2. Click the Find Jobs button on the toolbar. A list of all matching jobs
displays in a list below the search criteria.
Once you have a list of jobs, you can do several things. Click the links below
for more information:
• Create reports
• Edit jobs
• Export jobs
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Changing Your Data View
The PCS Director Job Manager allows you to configure the way you view the
columns of information in the job results lists. You can show and hide
individual columns, re-arrange the columns and sort on the column
information.
Once you get the columns arranged to suit your needs, you can save the
configuration and give it a name. You can create multiple configurations this
way and easily switch between them.
Please note that you must have searched for and found jobs before you can
adjust a view.
To show and hide columns
1. Right-click on any column header. The Columns in View window
appears.
2. Check the box to the left of a column name to display the column, or
clear the check box to hide the column.
3. Click the OK button once you have the arrangement you want. The
Columns in View window closes and the list updates.
To re-size a column
1. Move the mouse cursor until it is on the right-hand edge of the column
header for the column you want to resize. The cursor changes to resize
mode.
2. Click and hold the left mouse button and drag the column edge to the
left to make the column smaller or to the right to make it larger.
3. Release the mouse button once column is the size you want. The
column resizes to the new size.
To re-size all columns to fit
1. Click the Edit->Size Columns To Fit menu item. PCS Director resizes
all displayed columns to fit the data displayed in the columns. Please
note that this can take several seconds depending on the number of
jobs in the list.
To move a column
1. Click and hold the left mouse button on the column header of the
column you want to move.
2. Move the mouse right to move the column to the right, left to move the
column to the left. You should see an outline showing you where the
column will end up.
3. Release the mouse button once the column is in the position you want.
The column moves to the new position.
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To sort on a column
1. Click on the column header of the column you want to sort. An arrow
appears in the column header indicating the sort order. Click again to
change the sort order.
To save your data view
1. Click the Save Data View button on the toolbar. A dialog appears
asking you to enter the name of the new view.
2. Enter the name you want to call the view.
3. Click the OK button on the dialog. The dialog closes and the new view
appears in the Views drop down in the toolbar. Please note that if you
enter the same name as an already existing view PCS Director
overwrites the old view.
To select a previously saved data view
1. Click on the Views drop down in the toolbar. A list of all previously
saved views appears.
2. Click on the view you want. The results view changes to the new view.
To delete a previously saved data view
1. Select the data view you want to delete as described in the previous
section.
2. Click the Delete View button on the toolbar. PCS Director deletes the
view and switches to the default view.
Editing and Deleting Jobs
You can use PCS Director to edit existing print jobs. Once you print a job you
may want to adjust the job costs, view the detailed job information or delete
the jobs.
You can control who has permission to edit and delete jobs.
To edit/view a print job
1. Search for the job you want to edit.
2. Double-click on the job you want to edit. The Print Job Window
appears.
3. Make changes to the job if appropriate. Please note that not all fields
are editable.
4. Click the Save button to exit and save any changes or click the Cancel
button to close the window.
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To delete individual print jobs
1. Search for the job you want to delete.
2. Click on the job you want to delete. The job highlights.
3. Click the Delete Current Job on the toolbar to delete the highlighted
job. A dialog appears asking if you are sure you want to delete the job.
4. Click Yes to delete the job from the database. The list refreshes to
show the results.
To delete an entire list of jobs
1. Search for the jobs you want to delete.
2. Click the Edit->Delete All Jobs in List menu item. A dialog appears
asking you to confirm that you want to delete all the jobs in the list.
3. Click Yes to delete all the jobs in the list.
Job Manager Reports
The PCS Director Job Manager allows you to quickly build custom reports
based on the jobs in your database. Once you design a report you like you can
save the report definition so you can easily create it again. You can also
schedule and email your reports to other users.
You can only create reports that deal with the specifics of your print job
information. For reports designed for in-depth analysis of your printing
information you can use the Analysis Reporting tool.
You can use the Job Manager to create three types of reports:
• Summary Report - This report allows you to report on total job costs and
volumes, including grand totals.
• Full Report - This report allows you to report detailed information along
with a breakdown of total job costs and volumes, including grand totals.
• Detail Report - This report allows you to report detailed print job
information in a sorted format but with no totalling.
Once you create the report you want it displays in its own tab in the Job
Manager window. You can then print it to a printer or export it to PDF or HTML
formats.
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After you are done viewing, printing or exporting your report you can click on
the Remove Report button on the toolbar to close it.
Click the links below for step-by-step instructions on building, printing and
exporting reports:
• Creating a Report
• Printing and Exporting Reports
• Scheduling and Emailing Reports
• How to Create a Billing Statement
• Changing the Report Logo
Creating Reports
Please follow the steps below to quickly create reports based on your print
jobs.
To create a Summary report:
1. Search for the jobs you want to include on the report.
2. Click the Create a new Report button on the toolbar. The Build a
Report wizard appears.
3. Click on Summary (Totals Only) in the reports list on the left. A
description of the report appears on the right.
4. Verify that the number of decimal places you want for the report is
correct.
5. Click the Next button. The wizard changes to the Total By tab.
6. Select the columns to total on. You can select up to three column to
total on. For example, you could select User, Printer and Color to get
totals for each user broken down by printer and color.
7. Click the Next button. The wizard changes to the Totals and Breaks
tab.
8. Select the unit type you want to display for the unit totals.
9. Check the Show job cost totals to display cost totals on the report,
broken down by your Total By selection.
10. Check the Show job count totals to display the total number of jobs on
the report, broken down by your Total By selection.
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11. Check the Subtotal and Page break check boxes to set or clear
subtotalling and page breaks by level.
12. Click the Next button. The wizard changes to the Titles tab.
13. Enter in an optional title and sub-title you want displayed at the top of
each page in the report. If you want to display the From and To date
used in the title when the report prints, you can enter the %from
and %to placeholders in the title. For example: "My report with data
from %from to %to".
14. Click the Build button to build and display the report. If you want to
keep this report definition to re-run later, you can click Save and Build
to enter a name and description for your new report definition. If you
save a report definition it displays in the list of available reports the next
time you run the Build a Report wizard.
To create a Full report:
1. Search for the jobs you want to include on the report.
2. Click the Create a new Report button on the toolbar. The Build a
Report wizard appears.
3. Click on Full (Details and Totals) in the reports list on the left. A
description of the report appears on the right.
4. Verify that the number of decimal places you want for the report is
correct.
5. Click the Next button. The wizard changes to the Fields tab.
6. Select up to five fields to display in the report. These fields appear as
columns on the finished report.
7. Click the Next button. The wizard changes to the Total By tab.
8. Select the columns to total on. You can select up to three column to
total on. For example, you could select User, Printer and Color to get
totals for each user broken down by printer and color.
9. Click the Next button. The wizard changes to the Totals and Breaks
tab.
10. Select the unit type you want to display for the unit totals.
11. Check the Show job cost totals to display cost totals on the report,
broken down by your Total By selection.
12. Check the Show job count totals to display the total number of jobs on
the report, broken down by your Total By selection.
13. Check the Subtotal and Page break check boxes to set or clear
subtotalling and page breaks by level.
14. Click the Next button. The wizard changes to the Titles tab.
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15. Enter in an optional title and sub-title you want displayed at the top of
each page in the report. If you want to display the From and To date
used in the title when the report prints, you can enter the %from
and %to placeholders in the title. For example: "My report with data
from %from to %to".
16. Click the Build button to build and display the report. If you want to
keep this report definition to re-run later, you can click Save and Build
to enter a name and description for your new report definition. If you
save a report definition it displays in the list of available reports the next
time you run the Build a Report wizard.
To create a Details Only report:
1. Search for the jobs you want to include on the report.
2. Click the Create a new Report button on the toolbar. The Build a
Report wizard appears.
3. Click on Details Only in the reports list on the left. A description of the
report appears on the right.
4. Verify that the number of decimal places you want for the report is
correct.
5. Click the Next button. The wizard changes to the Fields tab.
6. Select up to five fields to display in the report. These fields appear as
columns on the finished report.
7. Click the Next button. The wizard changes to the Sort By tab.
8. Select the columns to sort. You can select up to three column to sort by.
Please note that you must have selected these columns on the Fields
tab.
9. Click the Next button. The wizard changes to the Titles tab.
10. Enter in an optional title and sub-title you want displayed at the top of
each page in the report. If you want to display the From and To date
used in the title when the report prints, you can enter the %from
and %to placeholders in the title. For example: "My report with data
from %from to %to".
11. Click the Build button to build and display the report. If you want to
keep this report definition to re-run later, you can click Save and Build
to enter a name and description for your new report definition. If you
save a report definition it displays in the list of available reports the next
time you run the Build a Report wizard.
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Printing and Exporting Reports
Once you create a report you can either print the report or export it to a
different file format. Please follow the steps below to print and export your
reports.
To print a report:
1. Create the report you want. If already created, click on the tab
containing the report you want to print.
2. Click the Print Report button on the toolbar. A dialog appears asking
you to select your printer.
3. Select the printer and click the Print button. The dialog closes and PCS
Director sends your report to the printer.
To export a report:
1. Create the report you want. If already created, click on the tab
containing the report you want to print.
2. Click the Export Report button on the toolbar. A dialog appears asking
you to select the export type and the file name.
3. Use the Save as type drop down box on the dialog to select the export
type. You can select from PDF and HTML formats.
4. Click the Save button. PCS Director saves the report to the file you
specified.
Scheduling and Emailing Reports
Using the Job Manager you can schedule report creation and automatically
email a PDF of the report to one or more recipients. IMPORTANT: Before PCS
Director can email a report, you must properly configure the email settings in
the Global Settings section of the Administration tool.
To schedule a report:
1. Create a new or run an previously saved report. NOTE: You cannot
schedule reports based on the "All" date range. You must choose a
different option.
2. Click the Schedule Report button on the toolbar. The Schedule a
Report Window appears.
3. Set how often you want the report to run, and set who you want to email
the report to.
4. Click the Schedule button. Analysis Reporting creates an entry in the
Windows Task Scheduler for the report.
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To edit scheduled reports:
1. Click the View Scheduled Reports button on the toolbar. The
Scheduled Reports Window appears.
2. A list of all scheduled reports displays, giving scheduling information
and the last time the report was successfully run.
3. Click on the report you want to edit in the list, and click the Edit button.
The Schedule a Report Window appears.
4. Make your changes, and click the Schedule button. The Schedule a
Report Window closes.
5. Click the Close button on the Scheduled Reports Window.
To delete scheduled reports:
1. Click the View Scheduled Reports button on the toolbar. The
Scheduled Reports Window appears.
2. A list of all scheduled reports displays, giving scheduling information
and the last time the report was successfully run.
3. Click on the report you want to delete in the list, and click the Delete
button. A message appears asking you to confirm that you want to
delete the scheduled report. NOTE: Deleting a scheduled report only
deletes the scheduling, it does not delete a saved report definition.
4. Click the Yes button to delete the scheduled report.
5. Click the Close button on the Scheduled Reports Window.
How to Create a Billing Statement
To create a billing statement style report in the Job Manager you first need to
search for the jobs you want to bill for, and then generate the report. This
example leads you through creating a detailed billing statement for the
previous month. The example also assumes that you have a custom field
called "Client" that contains codes used that correspond to the client you are
billing. See detailed steps below.
1. Open the PCS Director Job Manager.
2. Use the Date Printed drop-down box to select a date range for the jobs
you want to bill for. For this example select "Last Month" from the
drop-down.
3. You can choose to narrow down the report to one specific "Client" or all
clients in the database. If you want to narrow down the client select the
appropriate one from the Client drop-down. Please remember that we
are assuming you have a "Client" custom field defined for this example,
you can choose to narrow down the search based on any custom field
you define.
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4. Click the Find Jobs button on the toolbar. A list of jobs that match
your search criteria appear.
5. Click on the Create Report button on the toolbar. The Build a Report
wizard appears.
6. Select the level of detail you want in the report. Since we want to
produce a detailed billing statement, click the "Full (Details and Totals"
option.
7. Click the Next button. The wizard moves to the Fields tab.
8. Double-click the fields in the left hand list you want to include on the
report. They move to the right hand side. For this example include
Document name, Date Printed, Total Units and Total Cost.
9. Click the Next button. The wizard moves to the Total By tab.
10. Use the 1st choice, 2nd choice and 3rd choice drop down boxes to
select fields you want to total on. For this example select your "Client"
custom field for the first choice and "Color" for your second choice.
Leave the third choice blank. This will calculate totals on the report for
each client and further break it down by color vs black and white jobs.
11. Click the Next button. The wizard moves to the Totals and Breaks tab.
12. Use the Unit Totals drop down to select "Pages". This will show all
totals in pages.
13. Check the Show job cost totals box to display a sub-total of job costs
for each client.
14. Click the Next button. The wizard moves to the Titles tab.
15. Enter in an appropriate title and sub-title. For this example a title of
"Monthly Billing Statement" may be appropriate.
16. Click the Build or the Build and Save button. Both will build the report,
but Build and Save also saves this report definition so that you can
re-run the exact report any time you want. Once PCS Director builds the
report it appears in a tab in the main Job Manager window.
17. Use the Print Report button on the toolbar to print your new report or
Export Report button to save the report in different formats.
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Exporting Jobs
The Job Manager allows you to export your print jobs to several different
formats. You can then use this file in third-party accounting or reporting tools
to give you even more job processing options. For example, you could export
your jobs to a standard comma-delimited format to allow you to open the jobs
in Microsoft Excel for detailed analysis.
When you export jobs you generally need to select an export type and an
export configuration. The export type determines how PCS Director will export
the jobs. For example, the Flat File export type exports your information to a
standard text file.
The export configuration determines the format and options of the export type.
For example you could create a Flat File export that only exports five columns
of data in a tab-delimited format.
You can export jobs in one of three ways. Click on the links below for more
information:
•
Export Current Results - This allows you to choose the export type and
configuration you want to use to export all jobs in your current results list.
•
Export Current View - This allows you to quickly export all jobs in your
current results list to a comma-delimited file that mirrors how you have
constructed your current data view.
•
Run Accounting - This allows you to choose the export type and
configuration you want to use to export all jobs in your database if they
have not already been exported for accounting. This export type does not
take into account any of your job search criteria.
PCS Director currently supports only Flat File exports.
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Job Type Account Codes
PCS Director allows you to define custom account codes for different
job/transaction types. For example you could assign a different accounting
code to Print jobs versus Copy jobs.
You can then choose to export these account codes with your other job
information to make integration into your accounting data easier.
To setup transaction codes:
1. Click the Accounting->Edit Job Type Account Codes menu item.
The Edit Job Type Account Codes window appears.
2. Click in the Code column for the job type you want to change.
3. Type the new account code in the column.
4. Repeat 2-3 to change codes for all the transaction types.
5. Click the Save button. The Edit Job Type Account Codes window
closes.
Running Accounting Exports
This export type allows you to export any non-accounted jobs to an export type
you specify.
To export for accounting:
1. Click the Accounting->Run Accounting menu item. The Export Jobs
window appears.
2. Select the type of export you want to do from the Export type drop
down box. Currently your options may only include a Flat File Export.
New types of exports may be available in the future.
3. Select the configuration you want from the Configuration drop down. If
you have not defined a custom configuration you only have the
<Default> configuration.
4. Click the Export button to export your information. Depending on your
export configuration you may have to select a file name or enter other
information. Once done PCS Director exports your jobs for accounting.
You can also have PCS Director run an export on a scheduled basis. You may
also need to re-do accounting runs.
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Clearing Accounting Runs
In some cases you may need to clear previous accounting runs. For example
a file could get lost, or some error could occur with your accounting system
that requires you to re-export jobs for accounting. The Job Manager allows you
to clear any accounting run.
To clear an accounting run:
1. Click the Accounting->Accounting Runs menu item. The Clear
Accounting Runs window appears.
2. Click on the accounting run you want to clear in the list.
3. Click the Clear button. A dialog displays asking you if you are sure you
want to clear the run.
4. Click the Yes button. PCS Director marks all the jobs in the run as
ready to export. The next time you run accounting all jobs that were in
the cleared run will export.
Scheduling Accounting Exports
Using the Job Manager you can schedule accounting exports to run daily,
weekly or monthly. You can use this functionality to automate the importing of
your print job information into an accounting system.
PCS Director integrates with the Microsoft Windows Task Scheduler.
Advanced users can use the task scheduler directly to further customize how
the export runs.
IMPORTANT: Before you can schedule an accounting run you must create a
PCS Director user with rights to run accounting and assign them a PIN code.
To schedule an accounting export:
1. Click the Accounting->Run Accounting menu item. The Export Jobs
window appears.
2. Select the type of export you want to do from the Export type drop
down box. Currently your options may only include a Flat File Export.
New types of exports may be available in the future.
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3. Select the configuration you want from the Configuration drop down. If
you have not defined a custom configuration you only have the
<Default> configuration.
4. Use the Run Export drop down to select how often to run the export.
Choices are Daily, Weekly or Monthly.
5. Use the On drop down to select the day on which to run the export. This
is only effective for Weekly or Monthly schedules.
6. Use the At selector to select the time of day at which to run the export.
We recommend using a time outside of regular business hours.
7. Click the Schedule button. The Accounting Run PIN Code window
appears.
8. Enter the PCS Director PIN code of someone authorized to export all
job information.
9. Click the OK button. If the PIN code is valid PCS Director stores the
settings you entered and creates the task.
To un-schedule an accounting export:
1. Click the Accounting->Run Accounting menu item. The Export Jobs
window appears.
2. Select the type of export you want to do from the Export type drop
down box. Currently your options may only include a Flat File Export.
New types of exports may be available in the future.
3. Select the configuration you want to remove from the Configuration
drop down.
4. Click the Unschedule button to remove the task.
You can also use the Windows Task Scheduler interface directly to remove
scheduled runs.
Job Manager and Merged Jobs
You can use the Job Manager to view jobs from a merged PCS Director
database. PCS Director allows you to merge jobs from multiple companies into
one database. For more information on how to merge jobs, please see the
documentation on the PCS Director Job Merge Wizard.
If you have jobs from multiple companies in the database you can choose to
view any one of the company's data or view all companies at once.
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To change the company:
1. Click the Company drop down in the toolbar. A list of all available
companies appears.
2. Select the company you want to view. The Job Manager clears any
existing job results and any reports.
3. Search for the jobs you want for the new selection.
NOTE: When exporting for accounting, PCS Director exports jobs from ALL
companies regardless of any company selection in the Job Manager.
Securing the Job Manager
PCS Director allows you to define several different levels of security for the
Job Manager. You can also choose to have users enter a PIN code or their
network login information before they can use the Job Manager.
Before you can schedule accounting exports you must enter the PIN code of a
user who has the rights to run accounting. PCS Director needs this to ensure
that your job information is secure as possible. You can choose to enter a PIN
code of an existing user or use the Administration tool to create a new user
that has run accounting rights.
All security settings in PCS Director are controlled through the PCS Director
Administration tool. Please see the topics on Security Profiles and
Authentication in the Administration help for more information on security.
Here is a list of the policies you can set in the Security Profile that affect the
Job Manager:
• User can view their own print job data - A user with this policy can
view, export and print only their print job information.
• User can view all print job data - A user with this policy can view,
export and print all print job information.
• User can edit existing print jobs - A user with this policy can edit jobs
in the Job Manager.
• User can run accounting - A user with this policy can run and clear
accounting exports.
If a user does not have any of these policies in their security profile then they
cannot use the PCS Director Job Manager.
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Analysis Reporting Tool Overview
Welcome to PCS Director Analysis Reporting. You can use this tool to produce
pre-prepared reports for your printing volumes and costs. You can use these
reports to determine your highest volume printers, distribution of job sizes,
percentage of color vs black and white printing, etc. Analysis Reporting also
allows you to create Composite Reports. These reports are a combination of
several other reports with a title page and table of contents.
PCS Director Analysis Reporting consists of several sections.
• Understanding Analysis Reporting
• Grouping Information
• Creating and Removing Reports
• Creating Composite Reports
• Printing and Exporting Reports
• Scheduling and Emailing Reports
• Changing the Report Logo
Understanding the Analysis Reporting Tool
You can use the Analysis Reporting tool in two different modes. The normal
mode and a "simple" mode. Simple mode in Analysis Reporting supports all of
the same reports as the normal mode, but in simple mode you do not have
access to complex printer and user grouping.
The Analysis Reporting tool consists of two main areas, the toolbar and the
tabbed display area. You use the toolbar to manipulate tabbed information or
even create new tabs. The tabs themselves display your printer and user
groups along with any created reports. Printer and user groups are not
displayed in simple mode.
There are only two tabs visible when you first run the Analysis Reporting tool
in normal mode. They are the Printer Grouping and Filtering tab and the
User Grouping and Filtering tab.
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The Printer Grouping and Filtering tab displays all printers in your database.
You use this tab to arrange printers into reporting groups as well as selecting
which printers/groups you want to include in your reports. You can also use
this tab to enter an estimated cost per page for the printer. Generally, Analysis
Reporting uses the actual recorded cost of the print job to calculate total costs
when you are doing reports. If you choose, you can use the estimated cost per
page you enter to calculate costs. IMPORTANT: Actual costs in PCS Director
include several things such as unit type, cost modifiers, etc. Estimated cost per
page only takes into account the reported page count.
The User Grouping and Filtering tab displays all users in your database. You
can use this tab to group your users any way that makes sense for your
organization. You could group them by last name, or by department, etc.
Once you have your groups defined you can create reports based on your
data. After you create a report you can then print it or export it in different
formats.
Analysis Grouping Information
The PCS Director Reporting Analysis tool allows you to group your printer and
user information together. Grouping information has two main purposes:
•
•
Grouping allows you to organize your printers and users in ways that
make sense for your organization.
Grouping allows you to focus on high level reporting issues rather than
individual printers.
The last point is the most important. The main function of grouping is to allow
you to create groups that you can display on different reports. For example,
you may have several printers on one floor of your office. You can combine
those printers into a group called "4th floor" and generate reports based only
on those printers. You could also create user groups so you can report on
printing costs based on internal departments.
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These groups are kept separate from reporting groups you can setup using
Simple mode and the Job Manager users to give you complete flexibility in
how you define groupings for analysis. However you can import your simple
groups into the Analysis Reporting tool.
To create a group:
1. Expand the <INDIVIDUAL> group or another group you have created to
view the contents.
2. Click on one or more items to select them. You can use CTRL-click to
select multiple individual items or use SHIFT-click to select a range of
items. You can select items from more than one group at once.
3. Click the Create/Add to Group button on the tool bar. The Create/Add
to Group window appears.
4. Select the option to either create a new group or move the selected
items to an existing group.
5. Enter your new group name or select the existing group.
6. Click the OK button. This moves the selected items to the group you
specified.
To import Administrator groups:
1. Click the Groups->Import Simple Groups menu item. PCS Director
imports the reporting groups from the Administrator and automatically
associates your users and printers to those groups. If users or printers
exist in multiple groups, they will only be associated with the first group
they appear in.
NOTE: This overwrites any other groups you have created.
To delete a group:
1. Click on the group you want to delete. You cannot delete the
<INDIVIDUAL> group.
2. Click the Delete Group button on the toolbar. A message box appears
asking if you are sure you want to delete the group.
3. Click Yes on the message box. The Analysis tool removes the group
and moves any items in that group to the <INDIVIDUAL> group.
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To rename a group:
1. Click on the group you want to rename. You cannot rename the
<INDIVIDUAL> group.
2. Click in the column that contains the name of the group. This is the
Printer column for the Printer Information tab, the Name column for
the User Information tab.
3. Type the name of the new group.
Using the Printer Grouping and Filtering Tab
This tab shows all of the printers in the database. You use this tab to decide
whether or not printers or groups of printers are included in reports.
To view the contents of a printer group:
1. Click the "plus/minus sign" at the left of the group name to
expand/collapse the group. When expanded you can see all of the
unique printers included in the group.
To group printers:
1. Expand the <INDIVIDUAL> group or another group you have created to
view the contents.
2. Click on one or more printers to select them. You can use CTRL-click to
select multiple individual printers or use SHIFT-click to select a range of
printers. You can select printers from more than one group at once.
3. Click the Create/Add to Group button on the tool bar. The Create/Add
to Group window appears.
4. Select the option to either create a new group or move the selected
printers to an existing group.
5. Enter your new group name or select the existing group.
6. Click the OK button. This moves the selected printers to the group you
specified.
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To include/exclude printers and groups from reports:
1. Expand the <INDIVIDUAL> group or another group you have created to
view the contents.
2. Select the users or groups of printers you want to include/exclude.
3. Click on the Include column or hit the SPACEBAR key to toggle the
selection.
Printer Grouping and Filtering Tab Columns
• Include – This column indicates whether or not you want to include the
printer or printer group in any reports.
• Printer – This column contains the name of the printer or printer group.
• Host – This column contains the host computer for the printer. The host
is the computer which controls the printer.
• Port – This column contains the port of the printer. For groups this is
blank.
• Est. Cost Per BW Page - This column contains an estimated black and
white cost per page for the individual printer or group. Analysis Reporting
uses this estimated cost when you create estimated cost reports.
• Est. Cost Per Color Page - This column contains an estimated color
cost per page for the individual printer or group. Analysis Reporting uses
this estimated cost when you create estimated cost reports.
• Connection - How the printer is connected to the computer/network.
• Model – The model name of the printer.
• Color - Whether or not the printer supports color printing.
• Duplex - Whether or not the printer supports duplex printing.
• Company - The name of the merged company that owns this printer.
Only displays if you have merged data in your database.
Using the User Grouping and Filtering Tab
This tab shows all users in the database. You use this tab to decide whether or
not users or groups of users are included in reports.
To view the contents of a user group:
1. Click the "plus/minus sign" at the left of the group name to
expand/collapse the group. When expanded you can see all of the
unique users included in the group.
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To group users:
1. Expand the <INDIVIDUAL> group or another group you have created to
view the contents.
2. Click on one or more users to select them. You can use CTRL-click to
select multiple individual users or use SHIFT-click to select a range of
users. You can select users from more than one group at once.
3. Click the Create/Add to Group button on the tool bar. The Create/Add
to Group window appears.
4. Select the option to either create a new group or move the selected
users to an existing group.
5. Enter your new group name or select the existing group.
6. Click the OK button. This moves the selected users to the group you
specified.
To include/exclude users and groups from reports:
1. Expand the <INDIVIDUAL> group or another group you have created to
view the contents.
2. Select the users or groups of users you want to include/exclude.
3. Click on the Include column or hit the SPACEBAR key to toggle the
selection.
User Grouping and Filtering Tab Columns
• Include – This column indicates whether or not you want to include the
user or user group in any reports.
• Name – This column contains the name of the user or user group.
• Domain – This column contains the name of the domain the user
belongs to.
Saving and Loading Groups
Once you have setup your groups for your printers and users you can choose
to save them to a file so you can share them with others and to make sure you
do not have to recreate them all again. You can also setup several different
grouping schemes and load in whatever one you need for any given situation.
To save your grouping information:
1. Click the Save Groups button. A dialog appears asking you for the file
name and path.
2. Use the dialog to choose where you want to save the group information
file and choose a name.
3. Click the Save button on the dialog to save the groups.
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To load your grouping information:
1. Click the Open Groups button. A dialog appears asking you for the
location of the grouping file you want to load.
2. Use the dialog to find the grouping file you want to load.
3. Click the Open button on the dialog to load the groups into memory.
NOTE: Analysis Reporting automatically saves the groups you were working
with in the Analysis tool when you close it down. It saves them in a file called
"lastused.grp" in your My Documents directory.
Creating and Removing Reports
The Analysis Reporting tool comes with several different reports for both user
and printer reporting which help you to analyze the large amounts of data that
PCS Director collects. Each report when it displays has an information cover
page. This page is there to remind you of what you chose when you created
the report. You can disable this feature at any time.
To create a report:
1. Create any groups you want for printers and users. In normal mode,
make sure to include only those groups you want on the report.
2. Click the Create Report button on the toolbar. The Create or Open a
PCS Director Report window appears.
3. Click on the Create a New Report button, or click on a previously
saved report.
4. Click the Ok button. If you selected a previously saved report, the report
displays in a new tab. If you chose to create a new report, the Create a
Report Wizard appears. The rest of these steps assume you selected
to create a new report.
5. Click on the type of the report you want in the reports list. The report
highlights and a brief description of the report displays on the right.
6. If running in simple mode, click the Next button to select a reporting
group for printers and users.
7. Click the Next button to select your parameters. The Parameters tab
appears.
8. Enter in the report parameters. There are several standard parameters,
some reports have custom parameters.
9. Click the Next button to enter your report titles. The Titles tab appears.
10. Enter in any title and sub-title you want displayed on the report.
11. Click the Build button. The wizard closes and the new report displays in
a tab in the main reporting window.
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To create and save a report:
1. You can save reports that you build so you can use the same report
again and again.
2. Follow steps 1-9 above.
3. Click the Build and Save button. A window appears asking you for a
name and description you want to give to the report.
4. Enter in the name and description for the report.
5. Click the Save button. The window closes and your report appears in a
tab in the main reporting window. It is also available to select the next
time you create a report.
To remove a report:
1. Click the tab of the report you want to remove from the display.
2. Click the Remove Report button on the toolbar. A message box asks
you if you are sure you want to remove the report.
3. Click the Yes button. PCS Director removes the report.
To enable/disable information cover page:
1. Click the Reports->Create Cover Page menu item. If checked, the
cover page is printed, if not the cover page is not printed.
Creating Composite Reports
PCS Director allows you to create Composite reports. These are reports that
contain several other individual reports along with a title page and table of
contents. You can build and save composite reports to quickly generate any
combination of reports that meet your business needs. For example you may
want to generate Executive Summary, Printer Volumes and User Volumes
report for month end reporting. Using Composite reports you can build this
once and generate all three reports with one click of the mouse.
To create a Composite report:
1. Create any groups you want for printers and users. Make sure to
include only those groups you want on the report.
2. Click the Create Report button on the toolbar. The Create or Open a
Single or Composite Report window appears.
3. Click on the Create a New Composite Report button, or click on a
previously saved report.
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4. Click the Ok button. If you selected a previously saved report, the report
displays in a new tab. If you chose to create a new report, the Create a
Composite Report Wizard appears. The rest of these steps assume
you selected to create a new report.
5. Enter the general report information on the Report Information tab.
This includes the title you want for the report, who prepared it, the date
range, etc.
6. Click the Next button to go to the Select Reports tab.
7. Select the reports you want in the Composite report on the Select
Reports tab. PCS Director sets a default list of some of the more
popular reports. You can add and remove reports to meet your needs.
The order that reports appear in the Selected list is the order they will
appear in the finished report.
8. If in simple mode, click the Next button to go to the Groups tab. Select
the groups you want to use for the report.
9. Click the Next button to go to the Options tab.
10. Select the overall report options. These options apply to every individual
report within the Composite report.
11. Click the Build button. The wizard closes and the new report displays in
a tab in the main reporting window.
To create and save a Composite report:
1. You can save Composite reports that you build so you can use the
same report again and again.
2. Follow steps 1-10 above.
3. Click the Build and Save button. A window appears asking you for a
name and description you want to give to the report.
4. Enter in the name and description for the report.
5. Click the Save button. The window closes and your report appears in a
tab in the main reporting window. It is also available to select the next
time you create a report.
To remove a report:
1. Click the tab of the report you want to remove from the display.
2. Click the Remove Report button on the toolbar. A message box asks
you if you are sure you want to remove the report.
3. Click the Yes button. PCS Director removes the report.
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To enable/disable information cover page:
1. Click the Reports->Create Cover Page menu item. If checked, the
cover page is printed, if not the cover page is not printed. This setting
affects all reports in the Composite report.
Report Parameters
When you create a report there are several standard options you can select.
They are as follows:
Normal Mode Only
Filter report data - If checked Analysis Reporting includes only those
groups and individuals that you selected on the grouping tabs. If
unchecked Analysis Reporting includes all groups and individuals
regardless of your selection.
Group report data - If checked Analysis Reporting uses the groups you
selected on the grouping tabs to display information. If unchecked
Analysis Reporting does not use the groups and reports each user and
printer individually.
Use Est. Costs - Use the estimated costs instead of actual costs on the
report. If checked Analysis Reporting uses the estimated cost per page
on the Printer Grouping and Filtering tab to calculate costs instead of the
costs recorded in the database. If disabled then the selected support
does not allow you to use estimated costs.
•
•
•
Both Simple and Normal Mode
•
•
Sorting - You can choose to sort some reports in different orders. For
example you can sort some reports by descending total page count. If
disabled the report does not support custom sorting. NOTE: This
parameter option is not available for Composite Reports.
Decimal places - You can enter the number of decimal places to use in
costs for the report. Defaults to the number of decimal places
configured in the Administrator.
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The Parameters section contains parameters that are specific to the report
you selected. The most common parameter is the date range of the report.
You can use the drop-down to select a standard date type or enter a complete
custom date for the report.
Printing and Exporting Reports
Once you create the report you want you can choose to print it to your printer
or export it to one of our supported formats.
To print a report:
1. Click on the tab of the report you want to print. If you have not created
any reports, see Creating and Removing Reports.
2. Click the Print Report button on the toolbar. A dialog appears that
allows you to select the printer.
3. Select the printer to which you want to print the report.
4. Click the Print button. The report will print to your printer.
To export a report:
1. Click on the tab of the report you want to export. If you have not created
any reports, see Creating and Removing Reports.
2. Click the Export Report button on the toolbar. A dialog appears that
allows you to select the export format and the path for the exported file.
3. Use the Save as type drop down box to select the type.
4. Use the dialog to select the directory where you want to export the file,
and type the name.
5. Click the Save button. The analysis tool creates the report in the format
you chose.
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Scheduling and Emailing Reports
Using Analysis Reporting you can schedule report creation and automatically
email a PDF of the report to one or more recipients. IMPORTANT: Before PCS
Director can email a report, you must properly configure the email settings in
the Global Settings section of the Administration tool.
To schedule a report:
1. Create a new or run an previously saved report.
2. Click the Schedule Report button on the toolbar. The Schedule a
Report Window appears.
3. Set how often you want the report to run, and set who you want to email
the report to.
4. Click the Schedule button. Analysis Reporting creates an entry in the
Windows Task Scheduler for the report.
To edit scheduled reports:
1. Click the View Scheduled Reports button on the toolbar. The
Scheduled Reports Window appears.
2. A list of all scheduled reports displays, giving scheduling information
and the last time the report was successfully run.
3. Click on the report you want to edit in the list, and click the Edit button.
The Schedule a Report Window appears.
4. Make your changes, and click the Schedule button. The Schedule a
Report Window closes.
5. Click the Close button on the Scheduled Reports Window.
To delete scheduled reports:
1. Click the View Scheduled Reports button on the toolbar. The
Scheduled Reports Window appears.
2. A list of all scheduled reports displays, giving scheduling information
and the last time the report was successfully run.
3. Click on the report you want to delete in the list, and click the Delete
button. A message appears asking you to confirm that you want to
delete the scheduled report. NOTE: Deleting a scheduled report only
deletes the scheduling, it does not delete a saved report definition.
4. Click the Yes button to delete the scheduled report.
5. Click the Close button on the Scheduled Reports Window.
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Report Export Formats
Analysis Reporting supports several different formats to which you can export
your reports. They are as follows:
• Text File – This exports the report to a flat text file. Columns are
tab-delimited which can be imported into Excel.
• HTML Page – This exports the report to an HTML (web page) format you
can then put on a website.
• PDF File – This exports the report to an Adobe PDF file format to send to
others.
• Raw Data – This exports the underlying data of the report to a
comma-delimited file. NOTE: The information exported may not
correspond exactly to what you see in the report. For example, some
totals and other calculations may not be in the data. This is due to the
fact that some sub totaling and translation take place in the reporting
engine.
PCS Director Embedded
Welcome to PCS Director Embedded for Ricoh! Embedded for Ricoh
integrates directly with the touch screen on compatible Ricoh MFDs and tracks
walk-up copying, scanning, faxing, and document server prints to the PCS
Director database. The system has the following main components:
• Embedded for Ricoh Administration. The Embedded Systems plug-in for
the PCS Director Administration tool allows you to configure Embedded
for Ricoh.
• Embedded Client. This software runs on the MFD. You interact with the
Embedded Client directly on the touch screen of the Ricoh MFD when
you copy, scan or fax a document, or if you print a document stored in
the MFD's Document Server.
In addition to tracking the number of pages in a copy, scan, fax, or print job,
the Embedded Client can track additional information about the job. For
example, the Embedded Client can ask for a PIN Code from the user to
identify which user is photocopying a document. Or, it can ask for a Client
Code to identify which customer should be billed for the fax you're sending.
The Embedded Client provides many of the same features that PCS Director
provides when users print documents from their workstation. Once Embedded
for Ricoh tracks the information, you can use PCS Director tools like the Job
Manager and the Analysis Reporting tool to query the information and produce
reports.
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Embedded Overview
The PCS Director Administration tool provides you with all you need to
configure Embedded for Ricoh on all the MFDs in your environment using the
Embedded Systems plug-in. You have to configure one copier for every
physical Ricoh MFD on which you want to run the Embedded Client.
For each copier you can configure costs, restrictions, limits, authentication
methods and custom fields.
Adding, Editing and Deleting Copiers
You use the Embedded Systems section of the Administration tool to add, edit
and delete Embedded for Ricoh copiers. A copier in the Administration tool
represents a physical copier in your office.
To add a new copier:
1. Run the PCS Director Administration program.
2. Click the Embedded Systems button on the left hand side of the PCS
Director Administration window. The list of existing copiers appears on
the right side. You may have to scroll the left hand side down before
you see the Embedded Systems button.
3. Click the New button on the toolbar. The Embedded for Ricoh
Window appears.
4. At minimum, you must enter a copier name and the serial number of the
copier.
5. Click the Save button. The Embedded for Ricoh Window closes and
your copier appears in the Copiers list.
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To edit a copier:
1. Run the PCS Director Administration program.
2. Click the Embedded Systems button on the left hand side of the PCS
Director Administration window. The list of existing copiers appears on
the right side. You may have to scroll the left hand side down before
you see the Embedded Systems button.
3. Click the on the copier you want to edit in the list of copiers. It appears
highlighted.
4. Click the Edit button on the toolbar. The Embedded for Ricoh
Window appears.
5. Make any needed changes to the copier.
6. Click the Save button. The Embedded for Ricoh Window closes and
your copier appears in the Copiers list.
To delete a copier:
1. Run the PCS Director Administration program.
2. Click the Embedded Systems button on the left hand side of the PCS
Director Administration window. The list of existing copiers appears on
the right side. You may have to scroll the left hand side down before
you see the Embedded Systems button.
3. Click the on the copier you want to edit in the list of copiers. It appears
highlighted.
4. Click the Delete button on the toolbar. A message appears asking if you
are sure you want to delete the copier.
5. Click the Yes button to delete the copier. The list of copiers refreshes.
Troubleshooting the Embedded Client
In order to troubleshoot problems that happen within the Embedded Client, it is
sometimes necessary to connect to it from the Embedded Client Configuration
program and view its log output. You do not normally need to do this unless
instructed to do so by Technical Support.
To connect to the Embedded Client on a Ricoh MFD:
1. Click on the device in the device list to select it. It appears highlighted.
2. Select Tools->Debug Copier menu item. If disabled, it may be
because the device's IP Address is not known, or because you selected
multiple devices. The Debug window appears.
3. Select the File->Connect menu item on the Debug window.
4. You can disconnect or reconnect the debug connection using the
appropriate commands on the File menu.
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As long as you are connected to the device, you will log the output from that
device according to the specified log level. Depending on the device's
configuration, you may never see any log output here, even if you are
connected.
You can clear the contents of the debug window by selecting Clear from the
Edit menu. In addition, you can save the contents of the debug window to a
text file by selecting Save from the File menu.
Embedded Client Panel Overview
The PCS Director Embedded for Ricoh Client software runs directly on your
MFD and utilizes the touch screen panel of the MFD to allow you to enter job
specific information when faxing, copying, scanning or printing internally stored
documents. The Embedded for Ricoh Client communicates with the Database
Communicator to validate information and store your jobs.
The Embedded for Ricoh Client requires that you have installed and
configured PCS Director, configure your MFD, and configure the Embedded
for Ricoh Client and deploy it to your MFD. Configuring PCS Director is outside
the scope of this help file, please refer to the PCS Director documentation for
more information. The following topics are included in this section.
•
Configuring the MFD. This topic tells you how to configure your MFD in
preparation of running the Embedded Client.
•
Deploying the Embedded Client. This topic describes how to deploy the
Embedded Client to your MFD.
•
Configuring Embedded for Ricoh. This topic tells you how to setup
copiers in the Administration tool.
•
Deploying the Embedded Client. This topic describes how to deploy the
Embedded Client to your MFD.
•
Using the Embedded Client - This topic describes how to use the
Embedded Client once deployed to your MFD.
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MFD Configuration
To ensure optimum functioning of the Embedded for Ricoh Client, we
recommend that you verify the following MFD settings, and adjust them as
needed:
• Time and Timezone - In order to track the correct time for copy, scan, fax,
and print jobs on the MFD, the MFD must have its time and timezone set
correctly. Depending on the MFD model, you may need to use the
embedded web page to set the Timezone correctly.
• Function Priority - For optimum operation, you should configure the
Function Priority to be "Java TM/X". If you do not wish to do this, we
recommend that you disable the Walkaway timeout by setting it to 0. See
Configuring Device Settings for more information.
• Timers - If you do set the Function Priority to "Java TM/X" as described
above, you should also confirm the timer settings on the MFD.
All of the auto-reset timers (System Auto Reset Timer, Copier /
Document Server Auto Reset Timer, Fax Auto Reset Timer, Scanner
Auto Reset Timer, Printer Auto Reset Timer) should be set to the same
value, for example, 60 seconds. Ensure that the value they are set to is
5 to 10 seconds less than the Walkaway Timeout that is configured for
the Embedded Client software. See Configuring Device Settings for
more information on configuring the Walkaway Timeout.
• Configure the Enhanced Charge Unit Support.
Enhanced Charge Unit Support
PCS Director has support for the automatic tracking of scans and faxes. In
addition declining user balances are enforced in real-time causing a balance of
zero to “lock” the MFD stopping the current job.
Support for this functionality requires the MFD support the “Enhanced Charge
Unit SDK”.
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Enabling device tracking with the Enhanced Charge Unit
On machines using the Enhanced firmware you must enable the tracking of
jobs from the System Settings->Administrator Tools->Enhanced External
Charge Unit Management menu. For each entry you may toggle tracking of the
specific job type. The following table explains each type and which must be
enabled:
Section
Name
Enabled Comment
Copier
Full Color
Yes
Copier
Black & White Yes
Copier
Single Color
Yes
Copier
Two Color
Yes
Printer
Color
No
Do not enable, will block ability to Print.
Printer
Black & White No
Do not enable, will block ability to Print.
Other
Functions
Document
Server
Yes
Other
Functions
Facsimile
Yes
Other
Functions
Scanner
Yes
Other
Functions
JavaTM/x
No
May cause problems using Embedded
for Ricoh if enabled.
Embedded Deployment Overview
You must deploy the Embedded for Ricoh Client to each MFD you want to
track. To deploy the Embedded for Ricoh Client you follow similar steps to
deploying other SDK/J applications.
The basic deployment steps are as follows:
1. Decide on a deployment method.
2. Ensure the MFDs already have the Embedded Software Architecture
(SDK/J) installed.
3. Verify MFD configuration.
4. Create an appropriate .dalp file.
5. Install the Embedded Client software.
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Choosing a Deployment Method
There are several ways to deploy the Embedded for Ricoh Client to the MFDs
in your environment. The method you choose will depend on which models of
MFDs you are deploying to:
1. SD Card (Any Model)
2. Web Image Monitor (JAVA 2.x / Type C and newer models only)
3. Other web-based deployment methods
No matter how you choose to deploy Embedded for Ricoh Client, you must
first ensure that the Java environment (SDK/J / ESA) is installed on the MFD.
Before deploying the Embedded for Ricoh Client, you must create an
appropriate .dalp file. Once you have done this, proceed to install the
embedded client using your chosen method.
Setting up a .Dalp file for Deployment
The .dalp file describes the Embedded for Ricoh Client to the MFD, providing
the information the MFD needs to run the application. It is a simple file that you
can edit with any text editor.
There is a file called EmbeddedforRicoh.dalp in the zip file with the java files
you download to deploy the Embedded for Ricoh Client. In general, you will
only have to customize the <application-desc> section near the bottom of this
file for your deployment. In particular, you must specify the correct arguments
for your environment.
Dalp file arguments
In the <application-desc> section near the bottom of the
EmbeddedForRicoh.dalp file, there is a single <argument>. You must change
this argument as described below, and you may also want to provide some
additional arguments depending on your environment.
Each argument has the form NAME=value. The supported arguments are as
follows:
• LOCATION (Mandatory) - You must set the LOCATION argument to the
IP Address or hostname of the computer which has the Database
Communicator installed. Examples:
LOCATION=123.45.67.89
LOCATION=myserver
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Note: If you use a hostname instead of an IP Address, the MFDs must
be configured so they are able to resolve that hostname to an IP
Address correctly.
Note: If you wish to change the IP Address of the computer which has
the Database Communicator installed, you must edit the DALP file and
re-deploy the application to the MFP for the change to take effect.
There is no other way to change this IP Address.
PORT - You use the PORT argument to specify the port that the
Database Communicator is listening on. If you do not specify the PORT
argument, the default of 17520 is used. Example:
PORT=17520
• TIMEOUT - You use the TIMEOUT argument to specify a communication
timeout (in seconds) when obtaining configuration information. If you do
not specify the TIMEOUT argument, the default of 20 seconds is used,
which is appropriate for most environments. Example:
TIMEOUT=20
• FUNCTIONKEY - This argument is used to specify the name of the MFD
function key the Java (TM) Environment is bound to. It has no effect on
functionality, but does affect some of the user interface displays. If you
do not specify the FUNCTIONKEY, it will default to Scan, assuming that
the the Java environment is bound to the Scan key. Examples:
FUNCTIONKEY=Document Server
FUNCTIONKEY=Fax
• STARTUPLOGLEVEL - If you wish to enable additional logging during
the launch of the application, you can use the STARTUPLOGLEVEL to
do this. Providing a value of 1 will turn on additional logging during
startup, and a value of 2 will provide maximum logging during startup.
This value only takes effect until the first time the MFD successfully
retrieves its configuration from the configuration service. If you do not
specify a STARTUPLOGLEVEL, the default logging settings are used
during startup. Examples:
STARTUPLOGLEVEL=1
STARTUPLOGLEVEL=2
If you supply any arguments in the Dalp file other than the ones listed above,
the application ignores them.
•
Other .dalp file notes
If you have chosen to do web-based deployment, the EmbeddedforRicoh.dalp
file will require some further customization. In particular, the <jar> entries in
the <resources> section will need to be changed to provide the full URLs to
the .jar files instead of relative URLs.
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Installing the Embedded Client
The installation instructions for the Embedded for Ricoh Client depend on the
model of MFD you are deploying to, and your chosen installation method.
Pre-installation Notes
You must install the JAVA/ESA framework on the MFD and ensure the MFD is
completely started prior to beginning the installation. This may take up to 10
minutes the first time JAVA is installed on some devices.
SD Card Installation
1. Download the Embedded PCS Director SD Card Java Application from the
TSC Web Site. The file name is “34081536.zip”.
2. Extract this file to the local PC.
3. A folder named “34081536” will be created in the target location.
4. Open the “PrintDirector.dalp” file and edit the dalp file arguments as
necessary. For more information, refer to Setting up a .Dalp file for
deployment.
5. Prepare a new or newly formatted SD Card for the installation by creating
the following file structure on the card;
<Root>:/sdk/dsdk/dist
6. Copy the entire “34081536” folder to the “dist” folder on the SD Card.
7. Power down the MFD completely and insert the SD Card into the
appropriate slot on the MFD.
Note:The slot used will vary depending on the model of MFD. Refer to the
service documentation of the particular MFD if necessary.
8. Power up the MFD.
9. Once the MFD is ready, press the “User Tools” button on the control
panel.
10. Select “Extended Feature Settings” from the “User Tools / Counter/
Inquiry” screen.
11. Select “Extended Feature Settings” from the “Extended Feature Settings
Menu”.
12. Select the “Install” tab from the “Extended Feature Settings” screen.
13. Select “SD Card” from the “Extended Feature Settings” screen.
14. Select “PCS Director” from the extended features list.
15. Select “Machine HDD” for the Install to location.
16. Select “Auto Start” as the Startup Method.
17. Select the “Next” button.
18. Confirm that the information is correct then select “OK” to begin the
installation.
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19. If you receive the following message: ‘The following extended feature has
already been installed. Are you sure you want to overwrite it?’, select
“Yes” to continue.
Note:This may occur on JAVA type C due to the self-install feature. Select
Yes to ensure the application is installed to the HDD.
20. A message indicating that the extended feature is installing will appear.
21. Select “Exit” when the screen indicating that the extended feature
installation is complete appears.
22. Select “Exit” on the “Extended Feature Settings” screen.
23. Select “Exit” again on the “User Tools / Counter / Inquiry” menu screen.
24. Once the MFD returns to a “Ready” mode, press and hold the “*” and “#”
keys on the numeric keypad until the MFD reboots.
25. To verify operation from the MFD, select “User Tools” > “Extended
Feature Settings” > “Extended Feature Settings”. If the status is “Starting
Up”, then the application is properly installed.
Note:Even though the installation is successful, the Embedded Print
Director Extended Feature will not show up on this screen until the JAVA /
ESA framework has completely loaded. This may take up to 10 minutes
especially if it is a new JAVA installation.
Installing using Web Image Monitor
1. Download the Embedded PCS Director SD Card Java Application from the
TSC Web Site. The file name is “34081536.zip”.
2. Extract this file to the local PC.
3. A folder named “34081536” will be created in the target location.
4. Open the “PrintDirector.dalp” file and edit the dalp file arguments as
necessary. For more information, refer to Setting up a .Dalp file for
deployment.
5. Select ALL files in the folder and create a new Zip file.
6. Rename this new Zip file “34081536.zip”.
7. Log on to Web Image Monitor (WIM) as admin.
8. Select “Configuration” from the Main Menu.
9. Select “Install” under “Extended Feature Settings”.
10. Select the “Local File” radio button and then click the “Browse” button.
11. Navigate to the location on the local PC that contains the file named
“34081536.zip”. Select this file and click the “Open” button.
12. Click the “Display Extended Features List” button.
13. Select Install to “Device HDD” from the Installation Target Setting drop
down box.
14. Select the Auto Start “On” radio button.
15. Select the radio button next to “PCS Director” under “Extended Feature
Name” dialogue box.
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16. Click the “Install” button located above the “Extended Feature Name”
dialogue box.
17. Click “OK” on the “Confirm” page to begin the installation.
18. If the installation is successful, you will see a blank installation screen.
Note:There is no indication of success or failure on this screen.
19. Click the “Back” button on the blank installation screen.
20. The Configuration screen will be displayed, click “Home” to return to the
WIM home page.
21. Click the “Reset Device” button.
22. Click “OK” on the next screen to confirm Device Reset.
23. After the device has reset, Log back in as Admin.
24. Select “Configuration”, then “Extended Feature Settings” from “Extended
Feature Info” to verify installation. If you see the Print Director application
listed, then the installation was successful.
Note:If the installation is unsuccessful, you will a see a screen similar to
this one that appeared in Step 18 above. If this is the case, retry the above
steps.
Other web-based deployment methods
PCS Director Embedded can be installed by other third-party web-based
deployment methods. Please consult the vendor's documentation for
information on how to install PCS Director Embedded using their deployment
method.
Using the Embedded for Ricoh Client
The Embedded for Ricoh Client is very easy to use. First, it prompts you for
the required information. What you are prompted for depends on how you
configured the Embedded Client. After you enter the information, you can copy,
scan, fax, or print a document server print job as normal, using the
functionality built in to the MFD. When you are done, you should return to the
Embedded Client and indicate that you are finished. At this point, the
information is tracked to the database, and the Embedded Client resets to be
ready for the next user.
If you forget to return to the Embedded Client after finishing up, the Walkaway
Timeout ensures that the information is still tracked and the panel interface is
ready for the next user.
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Detailed Panel Walkthrough
1. First, press the Start button on the screen. The Embedded Client
retrieves its configuration, and proceeds to prompt for the required
information as discussed below. NOTE: This screen is only used if you
selected None as your authentication type.
2. At any time during the prompts, press the Cancel button to cancel all of
your input and return to the start screen.
3. Authentication - in many cases, the panel is configured to ask for
authentication as the first prompt. The panel will prompt you to enter a
PIN code, swipe your proximity card, or will allow either type of
authentication.
Enter your PIN code using the numeric keypad, or press the Show
Keyboard button to access a full alpha-numeric keyboard on the touch
screen. Once you have entered your PIN code, press the OK button.
You can also use the # key on the keypad for OK.
To use a proximity card, hold the card near the sensor. The light will
turn green and the sensor will beep when your card has been read.
4. Custom Fields - if the panel is configured to prompt for custom fields,
these are the next prompts. Select one of the presented options and
then press the OK button. If there are more choices than will fit on one
screen, use the Prev and Next buttons to page through the choices.
If the Custom Field is either the Searchable or Searchable Dropdown
type, there will also be a Search button displayed. Press the Search
button to bring up a keyboard, and enter in the text you wish to search
for. Press OK to perform the search and hide the keyboard. Once you
have searched, only options that match your search text will be shown,
and you can page through them as usual. If you do not find the option
you are looking for, you can perform another search.
5. Comments - if the panel is configured to allow the user to enter a
comment, this will always be the last prompt. Enter a comment using
the numeric keypad on the MFD, or press the Show Keyboard button to
enter the Comment using a full alpha-numeric keyboard on the touch
screen. When you have finished, press the OK button. The comment
may be left blank.
6. Once you have finished entering all of the information, a screen with a
large Done button appears. This screen also has instructions on how to
return to the Embedded for Ricoh Client. At this point (before pressing
the Done button), use the MFD function keys to switch to Copy, Fax,
Document Server, Scan, or Print mode as appropriate, and proceed to
use the MFD normally.
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7. If declining balances are enabled for the current user each
copy/fax/scan operation will debit the account balance in real-time.
Once the balance of the current user reaches zero all MFD
copy/fax/scan functions will be locked until such time that the user logs
in again with a positive balance.
8. When you have finished using the MFD, return to the Embedded for
Ricoh Client, and press the Done button.
9. On devices not supporting the Enhanced Charge Unit the Embedded
for Ricoh Client cannot automatically detect the number of pages for
scans and outgoing faxes. You will be asked for the number of pages
you scanned or faxed, enter the number of pages using the numeric
keypad on the MFD, and press the OK button.
10. At this point, all of the information is tracked to the database, and the
panel interface resets to the first screen.
Using Proximity Cards
Embedded for Ricoh allows the use of proximity cards for user authentication.
Please note there is some additional configuration required in order to support
proximity cards.
Additional Hardware and Software Requirements
In addition to the general hardware and software requirements for PCS
Director, proximity card support requires the following hardware and software:
1. SDK/J 2.11 - Proximity card support requires that SDK/J 2.11 or newer
be installed on each MFP that will use proximity cards. MFPs running
version 1.x of SDK/J do not support proximity cards.
2. Proximity card reader hardware - Each MFP must be equipped with a
supported proximity card reader attached to its USB Host Interface. At
this time, the following card readers are supported:
a. RFIDeas, Inc. pcProx USB - model numbers: BSE-PCPRXH-U,
BSE-PCPRXM-U, RDR-6081AKU, RDR-6381AKU.
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Card Reader Provisioning
Before you attach the USB card reader to the multi-function device, you must
provision it by following these steps:
1. Connect the card reader to a PC running Microsoft Windows.
2. Launch the pcProx Configuration Utility (available from
http://www.rfideas.com/)
3. Click the Reset to defaults button on the middle of the Connect tab.
Click Yes on the confirmation window that appears.
4. Switch to the Set Keystroke Data tab.
5. Check the Send ID Code checkbox.
6. If you wish to enable Facility Code (FAC) support, you must configure it
now:
a. Check the Send FAC Code checkbox.
b. Check the Enable FAC/ID character.
c. Select "- MINUS" in the This char sent between FAC & ID
dropdown.
7. Leave all other settings at their default values.
8. Click the Write to pcProx or AIR ID button near the bottom of the
window.
9. Click inside the large, empty text box at the bottom left of the window to
set the cursor there. The text box is labelled "Use this field to view card
data".
10. Bring a proximity card near the card reader so it scans the card.
11. Confirm that the light turns green, the card reader beeps, and the card
ID appears in the text box.
12. Click the OK button to close the pcProx configuration utility.
13. Disconnect the card reader from the PC.
Configuring Card IDs in the PCS Director Administrator
Before proximity cards will be recognized as valid, they must be configured in
the PCS Director Administrator.
1. Launch the PCS Director Administrator.
2. Click on the Users icon on the left hand side of the screen.
3. Double-click on the user you want to assign a proximity card ID to.
4. Enter their proximity card ID number into the PIN code field.
a. If you did not enable Facility (FAC) codes when you provisioned the
card readers, enter the card ID number only. In many cases this
number is 5 digits or less, although it may be longer in some
installations.
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b. If you enabled Facility (FAC) codes when you provisioned the card
reader, enter in the Facility (FAC) code, followed by a -, and then
the card ID number. For example, if the Facility (FAC) code is 176
and the ID number is 12345, you would enter 176-12345.
c. If a user's ID number or the Facility (FAC) code starts with one or
more zeroes, do not enter the leading zeroes when you are
entering the numbers into the PIN Code field. For example, if a card
ID number is 00793, enter 793.
5. Click the Save button to save the user.
6. You may also import a large number of IDs at once from a CSV file
using the import functionality in the Administrator. See the help in the
Administrator for more information on assigning PIN codes (card IDs) to
users.
Configuring the MFP to Use Proximity Cards for Authentication
Once you setup the card ids in the PIN codes, you must edit the copier in the
PCS Director Administrator end adjust the authentication type.
Embedded Licensing
Similar to the licensing for PCS Director, Embedded for Ricoh is licensed on a
per-MFD basis. If you wish to install Embedded for Ricoh on 15 MFDs, you
must purchase licenses for each of the 15 MFDs.
These MFD licenses can be purchased as part of any PCS Director license,
and are additional to the PCS Director workstation licenses you must purchase
to track print jobs originating from Microsoft Windows and Apple Macintosh
workstations.
If there is a licensing problem, Embedded for Ricoh will stop tracking some or
all of the MFDs. In this case, users will still be able to continue using the MFDs
as normal, but no information will be tracked.
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Job Merge Wizard
Welcome to the PCS Director Job Merge Wizard. You can use the Job Merge
Wizard to merge data from multiple databases into one database. You can
report on this data by individual sites that you have merged, or on a global
basis.
Job merging is a two step process. First you use the Job Merge Wizard to
export the jobs from one database to a file on your computer. Then you can
use the Job Merge Wizard to import that file into another database.
This capability is useful for deployments to large organizations with multiple
sites. You can export job data from satellite sites, and imported it into a
centralized database. This makes centralized reporting possible. The Job
Merge Wizard is not meant as a database backup tool, or as a tool to copy
databases.
PCS Director supports this database merging through the use of "companies".
Each database starts with one and only one "company", the one that
corresponds to your organization. As you merge separate sites in you need to
assign each to a separate company. This way you can easily keep track of
which information came from where, and you do not impact your own data.
Please click the links below for more information on using the Job Merge
Wizard:
• General usage
• Before you Begin
• Importing job data
• Scheduling job imports
• Exporting job data
• Scheduling job exports
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Requirements
To use the Job Merge Wizard the user must have PCS Director Administration
rights. There are additional requirements to setup scheduled imports and
scheduled exports:
1. The Windows Scheduling Service must be running. This service is
included as part of Windows98 and newer operating systems.
2. You must have administrative privileges on the computer where the
Wizard is being run.
3. Before you can schedule job exporting and importing you must create a
PCS Director user with PCS Director Administrator rights and assign them
a PIN code. You are asked for this PIN code during the final step of the
wizard.
Before You Begin
Merge Codes
PCS Director uses merge codes to allow you to import data from a large
number of databases. The merge codes uniquely identify jobs and custom field
values so you can keep track of where the merged data came from. You
should decide on your merge codes before using the tool for the first time.
When exporting data from your database you need to enter an export merge
code. You can choose any code you find easy to remember. You enter this
code as the "Job Merge Code" when exporting data or setting up a scheduled
export.
When importing the data (or setting up scheduled imports) you need to create
a company that has the same merge code that was used when the data was
exported. All the data imported with this merge code will be entered in the
database under this company.
When exporting and importing custom field values you can specify a merge
code for each field. The merge codes on the import side must match merge
codes on the export side for everything to import correctly.
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For example:
Suppose you have two offices using PCS Director. Your office is the "head"
office. The other office is a "branch" office. You do not want to import custom
fields. If you want to merge the branch office data into PCS Director you would
need to do the following steps:
1. Choose a merge code for your branch office data. For this example use
"branch001".
2. At the branch office, export the data using the Job Merge Wizard. Make
sure to use the "branch001" code as the merge code.
3. Send the job file created in step 2 to the head office. You can send the
file via email, ftp, WAN or any other way that makes sense for your
organization.
4. At the head office, import the data using the Job Merge Wizard. Make
sure you create a company with the "branch001" code on the Merge
Codes tab of the import.
5. Import the data. All of the branch office data is now in the same
database as the head office. You can use the PCS Director Job
Manager and other tools to view and report on the data.
Performance
We recommend using SQL Server if importing jobs into your database. SQL
Server can handle much larger volumes of data than Microsoft Access and
can do so much more efficiently.
You can export from Microsoft Access and SQL Server, but if dealing with
large volumes of data we highly recommend SQL Server.
If you do not have SQL Server in your organization you can also use
Microsoft's SQL Express. Please go to Microsoft's website for more
information on SQL Express.
General Usage
The Job Merge Wizard user interface guides you through the process of
importing or exporting PCS Director job data. At the top of the window for each
step in the wizard is a help note. This note gives you a brief description of the
information you need to provide.
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Immediately below the help reminder is a list of tabs. This list grows as you
use the wizard and contains all the steps that you have already completed
along with the current and next steps. At any time you can click on a tab to
view its contents and change any of the information. Some changes can cause
the list of tabs to change.
Each tab contains information you need to complete before you can proceed
to the next step.
Along the bottom of window are four buttons. The back and next buttons move
you to the previous and next step in the process, respectively. Once you
complete the final step, you use the Finish button to complete the Wizard. At
any time, you can click the Cancel button to exit the Wizard without completing
it. If cancelled no data is imported or exported.
Importing Job Data
To import data, the Wizard guides you through the following 5 steps.
Step 1: Start
Select Import Jobs Now and click Next. The wizard moves to the Database
tab.
Step 2: Import Into Database
Review the currently selected database. PCS Director imports the jobs into
this database. If you want to import data into a different database, click
Change Database. Once you are satisfied with your database selection, click
Next. The wizard moves to the Import Settings tab.
Step 3: Job Import Settings
Choose Import Jobs Only to ignore any custom field values in the import file,
or click Import Jobs and Custom Fields to import custom field information
along with the job information. NOTE: For the custom fields to import correctly
the merge codes for the custom fields in the import file MUST MATCH the
merge codes for your custom fields.
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Choose Duplicate jobs overwrite existing jobs to overwrite a job in your
database if it exists in both the file and the database. Choose Duplicate jobs
are allowed if you want to insert jobs that already exist in the database.
Enter a company name to use for non-imported print jobs. This can simply be
your company name, or something like "Head Office". This allows you to easily
distinguish between imported jobs and those jobs PCS Director tracked
directly to the database. In Step 4 you will set up company names for the data
you are importing.
Once you have decided and made the appropriate selections, click Next. The
wizard moves to the Merge Codes tab.
Step 4: Merge Codes
You use this tab to add or update the merge codes. The Job Wizard uses
merge codes to properly match jobs with companies and to match custom
fields.
At minimum you must set up a company and corresponding merge code.
Double-click an empty row in the Companies grid, and enter in the name of the
company and the merge code. The merge code you enter MUST MATCH the
merge code used when the jobs you are importing were exported. The
company name you enter displays when reporting on the data.
You can create as many companies as you need. Generally you need to
create one company for each database you import data from. If you do regular
imports of data from two other databases you need to set up two companies,
each with a different merge code.
If you chose to import custom field values in the previous step you also need
to set up merge codes for the custom fields at this time. Enter in merge codes
for custom fields that you want to import data into. These merge codes must
match merge codes specified for the custom fields when the data was
exported.
Note that unlike job data, imported custom field data becomes a direct part of
the database. New custom field values that were imported will show up as
options for PCS Director Clients which report directly to this database.
Once you have provided the merge codes, click Next. The wizard moves to the
Import From File tab.
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Step 5: Import from File
Choose the file you wish to import data from. This file will normally have a .jbs
extension. Choose the file and click Finish. PCS Director starts importing your
data. Please note that this can take several minutes depending on the amount
of data being imported.
Setting up Scheduled Imports
To set up scheduled imports, the wizard guides you through the following 5
steps. Please note that there are additional requirements to set scheduled
imports and exports.
Step 1: Start
Select Setup Scheduled Import and click Next. The wizard moves to the
Database tab.
Step 2: Import Into Database
Review the currently selected database. PCS Director imports the jobs into
this database. If you want to import data into a different database, click
Change Database. Once you are satisfied with your database selection, click
Next. The wizard moves to the Import Settings tab.
Step 3: Job Import Settings
Choose Import Jobs Only to ignore any custom field values in the import file,
or click Import Jobs and Custom Fields to import custom field information
along with the job information. NOTE: For the custom fields to import correctly
the merge codes for the custom fields in the import file MUST MATCH the
merge codes for your custom fields.
Choose Duplicate records overwrite existing records to overwrite a job in
your database if it exists in both the file and the database. Choose Duplicate
records are ignored if you want to ignore jobs that exist in both the file and
the database.
Enter a company name to use for non-imported print jobs. This can simply be
your company name, or something like "Head Office". This allows you to easily
distinguish between imported jobs and those jobs PCS Director tracked
directly to the database. In Step 4 you will set up company names for the data
you are importing.
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Once you have decided and made the appropriate selections, click Next. The
wizard moves to the Merge Codes tab.
Step 4: Merge Codes
You use this tab to add or update the merge codes. The Job Wizard uses
merge codes to properly match jobs with companies and to match custom
fields.
At minimum you must set up a company and corresponding merge code.
Double-click an empty row in the Companies grid, and enter in the name of the
company and the merge code. The merge code you enter MUST MATCH the
merge code used when the jobs you are importing were exported. The
company name you enter displays when reporting on the data.
You can create as many companies as you need. Generally you need to
create one company for each database you import data from. If you do regular
imports of data from two other databases you need to set up two companies,
each with a different merge code.
If you chose to import custom field values in the previous step you also need
to set up merge codes for the custom fields at this time. Enter in merge codes
for custom fields that you want to import data into. These merge codes must
match merge codes specified for the custom fields when the data was
exported.
Note that unlike job data, imported custom field data becomes a direct part of
the database. New custom field values that were imported will show up as
options for PCS Director Clients which report directly to this database.
Once you have provided the merge codes, click Next. The wizard moves to the
Scheduling tab.
Step 5: Job Import Schedule
Set up either a daily, weekly, or monthly import schedule using the controls at
the top of the tab. Enter a PCS Director PIN code that has PCS Director
Administration privileges. Finally select the directory that contains the files to
import.
Every time the schedule executes PCS Director imports all newly exported
data files. Files already imported are ignored. The schedule simply controls
how often PCS Director checks the directory.
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When you are satisfied with your schedule, click the Finish button. At this time
PCS Director confirms your PIN code and saves the schedule. If your PIN
code is incorrect, you will be prompted to change it.
Exporting Job Data
To export data, the Wizard guides you through the following 5 steps.
Step 1: Start
Select Export Jobs Now and click Next. The wizard moves to the Database
tab.
Step 2: Export From Database
Review the currently selected database. The Wizard exports the jobs from this
database. If you want to export data from a different database, click Change
Database. Once you are satisfied with your database selection click Next. The
wizard moves to the Export Settings tab.
Step 3: Job Export Settings
Click Export Jobs Only to export only job data from the database or click
Export Jobs and Custom Fields to export job and custom field information.
Click Export New Jobs to export jobs printed since the last time you exported
jobs or click Export All Jobs in Database to export all of the jobs.
Once you have made your choices, click Next. The wizard moves to the Merge
codes tab.
Step 4: Merge Codes
You use this tab to add or update the merge codes. The Job Wizard uses
merge codes to properly match jobs with companies and to match custom
fields.
You must specify a merge code for the jobs you export. When these jobs are
exported this merge code matches to one entered on the import side.
If you are including custom field values in your export, set up merge codes for
the custom fields you wish to export. Double click on the Custom Field Merge
Codes grid to the right of the custom field name to enter in a merge code.
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If you leave the merge code for a field blank, it will not be exported.
Once you enter the merge codes click Next. The wizard moves to the Export
tab.
Step 5: Export to File
Choose a location and name for the file you are going to export to. The file
normally has a .jbs extension. Once you have chosen a file, click Finish, and
the data will be exported.
Once PCS Director creates the exported file you can move it and copy it like
any other file. You can e-mail it to someone, upload it to an FTP site, or copy it
to another computer on your network.
Setting up Scheduled Exports
To set up scheduled imports, the wizard guides you through the following 5
steps. Please note that there are additional requirements to set scheduled
imports and exports.
Step 1: Start
Select Setup Scheduled Exports and click Next. The wizard moves to the
Database tab.
Step 2: Export From Database
Review the currently selected database. The Wizard exports the jobs from this
database. If you want to export data from a different database, click Change
Database. Once you are satisfied with your database selection click Next. The
wizard moves to the Export Settings tab.
Step 3: Job Export Settings
Click Export Jobs Only to export only job data from the database or click
Export Jobs and Custom Fields to export job and custom field information.
Click Export New Jobs to export jobs printed since the last time you exported
jobs or click Export All Jobs in Database to export all of the jobs.
Once you have made your choices, click Next. The wizard moves to the Merge
codes tab.
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Step 4: Merge Codes
You use this tab to add or update the merge codes. The Job Wizard uses
merge codes to properly match jobs with companies and to match custom
fields.
You must specify a merge code for the jobs you export. When these jobs are
exported this merge code matches to one entered on the import side.
If you are including custom field values in your export, set up merge codes for
the custom fields you wish to export. Double click on the Custom Field Merge
Codes grid to the right of the custom field name to enter in a merge code.
If you leave the merge code for a field blank, it will not be exported.
Once you enter the merge codes click Next. The wizard moves to the Export
tab.
Step 5: Job Export Schedule
Set up either a daily, weekly, or monthly import schedule using the controls at
the top of the tab. Enter a PCS Director PIN code that has PCS Director
Administration privileges. Finally select the directory that contains the directory
to export to.
Every time the schedule executes PCS Director exports the jobs to the
directory you specify. The new job file name corresponds to the date and time
PCS Director exported the data.
When you are satisfied with your schedule, click the Finish button. At this time
PCS Director confirms your PIN code and saves the schedule. If your PIN
code is incorrect, you will be prompted to change it.
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Database Maintenance Tool
Welcome to the PCS Director Database Maintenance Tool. This tool allows
you to perform routine maintenance on your PCS Director database. It leads
you through each task in an easy to use wizard style interface so you can
quickly perform each task, even if you know nothing about databases.
The tool presents you with different options depending on whether you are
using a Microsoft Access or Microsoft SQL Server database as a back-end.
You chose which one you wanted to use when you installed PCS Director. The
tool automatically detects which version you installed and displays the
appropriate screens.
Thank you for using PCS Director.
Microsoft Access Overview
Microsoft Access is PCS Director’s default database. PCS Director uses a
database to store all configuration and print job information.
We highly recommend that you use this tool on a scheduled basis to compact
your database. Regularly scheduled compacting of the database greatly
reduces the risk of database corruption and other issues. It also decreases the
size of your database and speeds up database operations.
The following is a list of the tasks you can accomplish using this tool against a
Microsoft Access database.
• Compacting your PCS Director Database
• Changing the Read-Only Database Password
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Compacting your PCS Director Database
Compacting your PCS Director database is critical to long-term trouble free
operation of Print Director. PCS Director uses Microsoft Access as its
database by default. The benefits of using a Microsoft Access database are
that it is free, easy to backup and easy to install. The downside is that it
requires periodic maintenance to ensure trouble free operation, and it does not
perform well in large environments. You perform this periodic maintenance
through compacting.
Compacting does several technical things to your database, but the most
important thing from your perspective is that it reduces the size of the
database, increases the speed of data access and reduces the chance of
database corruption.
PCS Director provides two methods of compacting the database. The first is to
use the wizard screens to go through and compact. The second is to compact
the database from a DOS command-line. The second method allows you to
create a batch file that you can then schedule to automatically compact the
database periodically.
To compact the database using the wizard:
1. Start the PCS Director Database Maintenance tool. The tool starts on
the Select Database Task screen.
2. Click the Compact your Database option.
3. Click the Next button. The wizard moves to the Select your PCS
Director Database screen.
4. Enter the PCS Director database you want to compact. The wizard
detects what the current database is on this computer. If you want to
pick a different database, either type the full path to the database in or
select it using the browse button.
5. Click the Next button. The wizard moves to the Ready to Compact
screen and gives you a chance to go back and change things before
you compact.
6. Click the Next button. The wizard starts to compact your database.
When finished, it moves to the Finished screen and you are done.
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To compact the database from the command line:
1. Ensure that no one is running the PCS Director Administration or Job
Manager programs. These “lock” the database. If locked you cannot
compact. The PCS Director Client only locks the database if writing a
print job so you should not need to shutdown every client.
2. Start an MS-DOS session.
3. Type the full path to the database maintenance tool, followed by a
space, /c, another space and the full path to the database you want to
compact. If you do not include the path to the database then PCS
Director compacts the currently setup database.
4. Press the Enter key. PCS Director compacts the database.
For example, if you could type the following (X corresponds to the drive where
you placed the database):
c:/program files/ricoh/print copy scan director/admin/pa6dbmnt.exe /c
X:/printdirector.mdb
You can use this method of compacting within a batch file that you can
schedule to run periodically from any number of scheduling tools.
Select the Database Task
This part of the wizard allows you to select which task you want to perform on
your PCS Director database. The options are as follows:
•
Compact your database – Click this option to compact your PCS Director
database. Compacting your database reduces size, increases speed and
reduces the risk of corruption. Also choose this option if your database
has become corrupted and PCS Director will attempt to repair it.
•
Change the read-only password – Click this option to change the
password for the PAReadOnly account. Every PCS Director database
has this account with a default password of “password”. If you are
concerned about security you should change this password.
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Select your PCS Director Database
This part of the wizard allows you to select the PCS Director database on
which you want to perform the task you selected. PCS Director automatically
chooses the PCS Director database set on this computer. If PCS Director
could not find a database, the box is blank.
This screen displays the following information:
• Database – Use this box to type in the path to the database on which
you want to perform the task. You can also click the Open button to the
right of the box to bring up a standard Windows browse dialog so you
can search for the database you want.
Click the Next button when you are done to move on to the next screen.
Ready to Compact
This part of the wizard allows you to start compacting your database. If you are
not sure you want to compact the database you selected on the previous
screen, click Back to select a different one.
As you compact, the status of the operation displays in the rectangular box.
Click the Compact button when you are ready to start the compacting
process.
Changing the Read-Only Database Password
For your convenience PCS Director provides a read-only login into your PCS
Director database so you can use third party programs to access your data.
For example you may need to take the print job data and bring it in to another
database in your organization for proper accounting.
PCS Director gives you this functionality through a Microsoft Access database
account called “PAReadOnly”. When you install a new PCS Director database
the password for this account is “password”. We highly recommend you
change this password if you have any concerns about someone using tools
other than PCS Director to view your data.
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To change the read-only password:
1. Start the PCS Director Database Maintenance tool. The tool starts on
the Select Database Task screen.
2. Click the Change the read-only password option.
3. Click the Next button. The wizard moves to the Select your PCS
Director Database screen.
4. Enter the PCS Director database you want to change. The wizard
detects what the current database is on this computer. If you want to
pick a different database, either type the full path to the database in or
select it using the browse button.
5. Click the Next button. The wizard moves to the Change your PCS
Director Read-Only Password screen.
6. Type in your old password, new password and new password again to
confirm. Please note that if this is the first time you are changing the
password, the value you should enter in the Old Password box is
“password”.
7. Click the Change button. PCS Director changes the password and
moves to the Finish screen. Please store the new password in a safe
place. If you lose it there is no way to recover it.
Select the Database Task
This part of the wizard allows you to select which task you want to perform on
your PCS Director database. The options are as follows:
•
Compact your database – Click this option to compact your PCS Director
database. Compacting your database reduces size, increases speed and
reduces the risk of corruption. Also choose this option if your database
has become corrupted and PCS Director will attempt to repair it.
•
Change the read-only password – Click this option to change the
password for the PAReadOnly account. Every PCS Director database
has this account with a default password of “password”. If you are
concerned about security you should change this password.
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Change your PCS Director Read-Only Password
This part of the wizard allows you to enter your old and new PCS Director
read-only passwords. Please remember to store the new password you enter
in a safe place. If you lose the new password you will not be able to access the
PAReadOnly account for your database.
This screen displays the following information:
• Old password – Please enter your existing read-only account password
here. If you have never changed the password before, the password is
“password”.
• New password – Please enter your new password in this box. Do not
forget this password.
• Confirm password – Please re-enter the password you put in the New
password box here. This is just to ensure you entered the password you
want.
Click the Change button to change the password.
Microsoft SQL Server Overview
PCS Director fully supports Microsoft SQL Server as a back-end database.
PCS Director uses this database to store configuration information as well as
print job information.
This SQL Maintenance tool provides you with simple SQL Server maintenance
functionality.
The following is a list of the SQL Server tasks you can accomplish with this
tool:
• Creating a PCS Director Database
• Changing the PCS Director Login Password
• Changing the System Administrator Login Password
• Running a SQL Script
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Creating a PCS Director Database
The main reason to use the PCS Director Database Maintenance tool is to
create a new PCS Director database on the SQL Server. The wizard leads you
through the steps to creating the database. If you need specific information
about each of the wizard screens, click the Help button at the bottom left of
every wizard screen. Below is a general description of how to use the wizard
to create a new PCS Director database.
To create a PCS Director database:
Start the PCS Director SQL Server Maintenance tool. The wizard starts
on the Enter SQL Server Login Information screen.
Enter the old SQL Server administration login password and click the
Next button. The Select the SQL Server Task screen appears.
Click the Create a new database option.
Click the Next button. The Enter the PCS Director Database screen
appears.
Enter the name of the new PCS Director database name in the text box
or you can just use the default.
Click the Next button. If the PCS Director SQL Server login already
exists the Ready to Create screen appears, otherwise the Enter the
PCS Director Login Password screen appears. If the Ready to
Create screen appears, skip to step 9.
Enter the new the PCS Director login password.
Click the Next button. The Ready to Create screen appears.
Review the information on the Ready to Create screen.
Click the Create button to start creating the new PCS Director database.
The SQL Maintenance tool starts to create the database. This can take
a couple of minutes.
If PCS Director detects that it is necessary to change the SQL
administrator (sa) password, the Changing the System Administrator
Login Password screen appears. Otherwise you are done.
Enter SQL Server Login Information
This part of the wizard requires you to enter your SQL Server login information.
PCS Director uses this information to connect to the SQL Server so it can
perform operations on the PCS Director database.
This login must have the appropriate permissions to create and modify
databases and logins.
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The wizard screen contains the following fields:
Server – Please type the name of the SQL server to which you want to
connect. This field defaults to “(local)” which means the SQL Server
installed on the computer you are using. If you know the name of another
server that you want to install the PCS Director database on, please
enter that information here.
Login – Please enter the login name for a SQL Server login that has
system administrator privileges. This is typically the “sa” account.
Password – Please enter the password for the SQL Server login you
specified above.
Use Windows authentication – Check this box if your SQL Server is
setup to allow Windows authentication only. This option disables the
Login and Password boxes and uses your Windows login and password
to attempt connection to the database.
Network Provider – You may need to enter an alternative SQL Server
network library dll name in this box if you have troubles connecting to the
SQL database. If blank, it uses the default network library as defined on
the system. The name you enter here must be the name of the dll minus
the extension and the path to the dll. So for example if you want to force
PCS Director to use SQL Server’s TCP/IP connectivity, you would enter
DBMSSOCN or DBNETLIB. NOTE: This is for advanced SQL Server
installations only.
Click the Next button when you are ready to move to the next step. If PCS
Director cannot find the server or the login and passwords are incorrect an
error message will display. You must enter the proper information before you
can continue.
Enter the PCS Director Database Name
Use this part of the wizard to enter the name for the PCS Director database.
You can name this anything you want or just accept the default.
If a database with the same name already exists on the server the wizard
warns you and allows you to choose if you want to overwrite it. If you decide
you want to overwrite it all of the old information will be lost.
Please remember the name you enter here, as you may need to enter it into
PCS Director when you connect to the database for the first time.
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The wizard screen contains the following fields:
Database – Enter the name of the new PCS Director database here. You
can also leave the default.
Click the Next button to move to the next step of the wizard.
Enter the PCS Director Login Password
This part of the wizard asks you to enter the PCS Director login password. By
default the Database Maintenance tool creates a login account called
“PrintAudit” on the SQL Server. This is the account that the other products in
the PCS Director suite use to connect to your database.
NOTE: You only get this wizard screen while creating a database if the
"PrintAudit" login account does not already exist on the server.
The fields on this screen are:
Name – This field displays the login name for the PCS Director login
account. You cannot change this value.
Password – This field allows you to enter a password for the PCS
Director login account. All PCS Director applications will use this
password to connect to your database. You may want to keep this
password private if you are worried about users going into the database
using means other than PCS Director.
Click the Next button to move on to the next part of the installation.
Ready to Create
This part of the wizard provides you with a checkpoint to confirm all of the
information you have entered so far. You should write this information down
somewhere, as you may need it later to connect to the PCS Director database.
If the information on this screen is not correct, you must go back to the
previous wizard screens to change it.
This screen displays the following information:
Server – This is the server name that the wizard is going to create the
new database on. You entered this server name on the first screen of the
wizard. A value of “(local)” means that the wizard will create the database
on the SQL server installed on this computer.
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Database – This is the name of the database the wizard will create. If
“(Overwrite)” is appended to the database name it means that the wizard
will replace any existing database with the same name.
Login – This is the name of the PCS Director database login account.
This login name cannot be changed. PCS Director will use this login
name to connect to the database.
Password – This is the password for the PCS Director login account. A
value of “<Password previously set>” for the password means that the
PCS Director login account already exists on the SQL Server and will not
be changed.
Click the Create button to have the PCS Director wizard create the database.
Click the Back button to go back in the wizard and change any information
that is incorrect.
Change the System Administrator Password
This part of the wizard allows you to change the SQL Server “sa” login
password. The “sa” account is the main SQL Server account. If you leave it
open and unsecured anyone with SQL tools can access and change your
server.
NOTE: You only get to this screen while creating a new database if the initial
login account was “sa” and the password was blank.
The fields on this screen are:
New password – Enter the new password for the “sa” login. Please
record this password somewhere. If you forget the password you will
have to reinstall the SQL Server.
Click the Change button to change the password.
Finished Using the Wizard
This part of the wizard displays a summary of the task you just accomplished.
Congratulations!
Click the Done button to exit the wizard.
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Changing the PCS Director Login Password
You can use the PCS Director Database Maintenance tool to change the PCS
Director login password. This is the password that all PCS Director users use
to connect to the database.
To change the PCS Director login password:
Start the PCS Director Database Maintenance tool. The wizard starts
on the Enter SQL Server Login Information screen.
Enter the SQL Server administration login password and click the Next
button. The Select the SQL Server Task screen appears.
Click the Change the PCS Director User Password option.
Click the Next button. The Change the PCS Director User Password
screen appears.
Enter the new password for the PCS Director user login.
Click the Change button to change the password.
Enter SQL Server Login Information
This part of the wizard requires you to enter your SQL Server login information.
PCS Director uses this information to connect to the SQL Server so it can
perform operations on the PCS Director database.
This login must have the appropriate permissions to create and modify
databases and logins.
The wizard screen contains the following fields:
Server – Please type the name of the SQL server to which you want to
connect. This field defaults to “(local)” which means the SQL Server
installed on the computer you are using. If you know the name of another
server that you want to install the PCS Director database on, please
enter that information here.
Login – Please enter the login name for a SQL Server login that has
system administrator privileges. This is typically the “sa” account.
Password – Please enter the password for the SQL Server login you
specified above.
Use Windows authentication – Check this box if your SQL Server is
setup to allow Windows authentication only. This option disables the
Login and Password boxes and uses your Windows login and password
to attempt connection to the database.
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Network Provider – You may need to enter an alternative SQL Server
network library dll name in this box if you have troubles connecting to the
SQL database. If blank, it uses the default network library as defined on
the system. The name you enter here must be the name of the dll minus
the extension and the path to the dll. So for example if you want to force
PCS Director to use SQL Server’s TCP/IP connectivity, you would enter
DBMSSOCN or DBNETLIB. NOTE: This is for advanced SQL Server
installations only.
Click the Next button when you are ready to move to the next step. If PCS
Director cannot find the server or the login and passwords are incorrect an
error message will display. You must enter the proper information before you
can continue.
Change the PCS Director User Password
This part of the wizard allows you to change the PCS Director login password.
This is the account that the other products in the PCS Director suite use to
connect to your database. You only need to change the password if you have
forgotten the old one or if you are concerned about security.
The fields on this screen are:
Name – This field displays the login name for the PCS Director login
account. You cannot change this value.
New password – Enter the new password for the PCS Director login
account here. Please note that everyone using PCS Director tools will
now have to use this new password to get into your database.
Click the Change button to change the password.
Finished Using the Wizard
This part of the wizard displays a summary of the task you just accomplished.
Congratulations!
Click the Done button to exit the wizard.
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Changing the System Administrator Login
Password
You can use the PCS Director Database Maintenance tool to change the
system administrator login password. This is the password for the SQL Server
“sa” account. This is a special account in SQL Server that has full power to
change anything on a SQL Server. This password is blank by default when
you install SQL Server, so you want to change it as soon as possible.
To change the system administrator login password:
Start the PCS Director Database Maintenance tool. The wizard starts
on the Enter SQL Server Login Information screen.
Enter the old SQL Server administration login password and click the
Next button. The Select the SQL Server Task screen appears.
Click the Change the system administrator (sa) password option.
Click the Next button. The Change the System Administrator
Password screen appears.
Enter the new password for the system administrator.
Click the Change button to change the password.
NOTE: The wizard also allows you to change the system administrator
password at the end of the Create Database process.
Enter SQL Server Login Information
This part of the wizard requires you to enter your SQL Server login information.
PCS Director uses this information to connect to the SQL Server so it can
perform operations on the PCS Director database.
This login must have the appropriate permissions to create and modify
databases and logins.
The wizard screen contains the following fields:
Server – Please type the name of the SQL server to which you want to
connect. This field defaults to “(local)” which means the SQL Server
installed on the computer you are using. If you know the name of another
server that you want to install the PCS Director database on, please
enter that information here.
Login – Please enter the login name for a SQL Server login that has
system administrator privileges. This is typically the “sa” account.
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Password – Please enter the password for the SQL Server login you
specified above.
Use Windows authentication – Check this box if your SQL Server is
setup to allow Windows authentication only. This option disables the
Login and Password boxes and uses your Windows login and password
to attempt connection to the database.
Network Provider – You may need to enter an alternative SQL Server
network library dll name in this box if you have troubles connecting to the
SQL database. If blank, it uses the default network library as defined on
the system. The name you enter here must be the name of the dll minus
the extension and the path to the dll. So for example if you want to force
PCS Director to use SQL Server’s TCP/IP connectivity, you would enter
DBMSSOCN or DBNETLIB. NOTE: This is for advanced SQL Server
installations only.
Click the Next button when you are ready to move to the next step. If PCS
Director cannot find the server or the login and passwords are incorrect an
error message will display. You must enter the proper information before you
can continue.
Change the System Administrator Password
This part of the wizard allows you to change the SQL Server “sa” login
password. The “sa” account is the main SQL Server account. If you leave it
open and unsecured anyone with SQL tools can access and change your
server.
NOTE: You only get to this screen while creating a new database if the initial
login account was “sa” and the password was blank.
The fields on this screen are:
New password – Enter the new password for the “sa” login. Please
record this password somewhere. If you forget the password you will
have to reinstall the SQL Server.
Click the Change button to change the password.
Finished Using the Wizard
This part of the wizard displays a summary of the task you just accomplished.
Congratulations!
Click the Done button to exit the wizard.
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Running a SQL Script
You can use the PCS Director Database Maintenance tool to run any sql script
against the PCS Director database. You may need to run scripts to repair
accidentally damaged databases, or to perform different database
maintenance tasks.
NOTE: PCS Director is not responsible for any damage or loss of data that
occurs when running scripts against your database that you have not received
directly from PCS Director. You should only use this functionality if PCS
Director directs you to, or if you are an advanced SQL user.
To run a sql script:
Start the PCS Director Database Maintenance tool. The wizard starts
on the Enter SQL Server Login Information screen.
Enter the SQL Server administration login password and click the Next
button. The Select the SQL Server Task screen appears.
Click the Run a sql script file option.
Click the Next button. The Enter the PCS Director Database Name
screen appears.
Enter the name of the PCS Director database you want to run the script
against.
Click the Next button. The Select a SQL Script File screen appears.
Type the path to the script file, or click the Browse button to open a
standard dialog so you can look for the file.
Click the Run button to run the script. After the script has completed the
Summary screen appears.
Enter SQL Server Login Information
This part of the wizard requires you to enter your SQL Server login information.
PCS Director uses this information to connect to the SQL Server so it can
perform operations on the PCS Director database.
This login must have the appropriate permissions to create and modify
databases and logins.
The wizard screen contains the following fields:
Server – Please type the name of the SQL server to which you want to
connect. This field defaults to “(local)” which means the SQL Server
installed on the computer you are using. If you know the name of another
server that you want to install the PCS Director database on, please
enter that information here.
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Login – Please enter the login name for a SQL Server login that has
system administrator privileges. This is typically the “sa” account.
Password – Please enter the password for the SQL Server login you
specified above.
Use Windows authentication – Check this box if your SQL Server is
setup to allow Windows authentication only. This option disables the
Login and Password boxes and uses your Windows login and password
to attempt connection to the database.
Network Provider – You may need to enter an alternative SQL Server
network library dll name in this box if you have troubles connecting to the
SQL database. If blank, it uses the default network library as defined on
the system. The name you enter here must be the name of the dll minus
the extension and the path to the dll. So for example if you want to force
PCS Director to use SQL Server’s TCP/IP connectivity, you would enter
DBMSSOCN or DBNETLIB. NOTE: This is for advanced SQL Server
installations only.
Click the Next button when you are ready to move to the next step. If PCS
Director cannot find the server or the login and passwords are incorrect an
error message will display. You must enter the proper information before you
can continue.
Enter the PCS Director Database Name
Use this part of the wizard to enter the name of the PCS Director database you
want to run the script against.
If the database does not exist, PCS Director does not allow you to continue.
The wizard screen contains the following fields:
Database – Enter the name of the PCS Director database here.
Click the Next button to move to the next step of the wizard.
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Select a SQL Script File
This part of the wizard allows you to select the SQL script file you want to run
against the database. Please note that PCS Director is not responsible for any
loss of or damage to your PCS Director data when running a script not
approved by Print Director. You should not use this functionality unless PCS
Director instructs you to or unless you are an advanced SQL user.
This screen displays the following information:
Script – Type the full path and name of the sql script file you want to run
here. You can also click the Browse button to open a standard Windows
dialog so you can find the file you want to run.
Click the Run button to run the script.
Database Migration Wizard Overview
Welcome to the PCS Director Database Migration Wizard! This tool allows you
to upgrade PCS Director databases to PCS Director databases, as well as
migrate PCS Director MSAccess databases to Microsoft's SQL Server.
NOTE: You must have purchased the Database Migration Wizard option when
you purchased PCS Director to use this tool. Please contact your dealer or
Ricoh for more information.
To migrate your database:
Start the PCS Director Database Migration Wizard. The wizard starts on
the Select the Migration Type screen.
Choose the migration type. Click the Next button.
Depending on the migration type, select either the MSAccess or SQL
Server database to migrate from. Click the Next button.
Depending on the migration type, select either the MSAccess or SQL
Server database to migrate to. Click the Next button to continue.
Select your job migration options. Click the Next button to continue.
Start migrating the data.
Once the data migration has completed you can click the Close button to
close the wizard.
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Client Status/Deployment Tool
Welcome to the PCS Director Client Status/Deployment tool. This tool has four
main uses:
Query computers on a network and retrieve information about PCS
Director client installations.
Install or upgrade the PCS Director Client on a collection of computers on
the network.
Un-install the PCS Director Client from a collection of computers on the
network.
Change the Database Communicator location on a collection of computers
on the network.
This tool is not recommended for use with computers running Windows 95,
Windows 98, or Windows ME. Windows 2000 or newer is recommended.
Usage Requirements
Minimum Requirements
You must have the Active Directory client extensions installed on a computer
to use the Client Status/Deployment tool. The extensions are included with
Windows 2000 and newer operating systems. Older operating systems are not
supported.
Note that only the computer running the Client Status/Deployment tool needs
the Active Directory extensions. Status information and installs can run on
computers without the Active Directory extensions.
Requirements for gathering status information from a network
There are no additional software requirements for using the Client Status /
Deployment Tool to gather information about PCS Director6 client installations
on the network.
Permissions
To effectively gather status information, you must have the appropriate
permissions on the network. The required permissions depend on your
network configuration. In general, you need enough permissions to browse
computers on the network.
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Requirements for pushing the PCS Director client installation to
computers on a network
The Client Status / Deployment Tool can only push client installations to (or
remotely un-install the PCS Director client from) computers running Windows
2000 or newer operating systems. Depending on how Vista or other operating
systems have been secured, remote push installs may not be allowed.
Permissions
In order to install, upgrade, or uninstall PCS Director on network computers,
you must meet the following requirements:
Target workstations must have Administrative shares enabled.
You must have permissions to use the Administrative shares on the target
workstations.
You must not be running any firewall software that blocks Windows file
sharing or remote procedure calls (RPC) on the target computer.
Querying Client Status
You can use the Client Status / Deployment Tool to query a network and
return information about PCS Director installations.
To query a domain:
Select Domain / Open from the menu, or click the left-most button in the
toolbar. The Open Domain dialog appears.
Enter in the name of the domain or workgroup you want to query.
Enter the name of the OU if you want to restrict the query to a single OU.
If you have nested OUs you can separate the OUs with slashes. For
example: TopLevelOU/SubOU/InnermostOU.
Enter a partial computer name to filter the results by computer name. PCS
Director only returns computers that contain the partial name.
Click the OK button. Results start displaying immediately but it may take
some time to find all computers in your organization.
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When you query the network PCS Director returns the computer name and
operating system. If the PCS Director Client is installed on a computer the
following information also displays:
The version of the PCS Director Client
The current PCS Director user (if any)
The last time that computer printed
The first time the PCS Director client was ever seen running by the push
install / status tool
The most recent time the PCS Director client was seen running
The location of the Database Communicator the Client is connected to.
Note that this does not show up for older Clients.
If no information about the PCS Director Client is shown for a computer it is
usually caused by one of the following three conditions:
The PCS Director client is not installed on that computer
The PCS Director client is installed, but is not currently running (possibly
because nobody is logged into that computer)
An older version of the PCS Director Client is installed.
Firewall software or hardware is blocking the communication to the PCS
Director client.
You may save the current status by clicking Domain / Save Report in the
menu, or clicking the second button from the left in the toolbar.
Installing PCS Director to Network Computers
You can use the Client Status / Deployment Tool to push the installation or an
upgrade of the PCS Director Client to other computers on the network.
Whether you are installing or upgrading, the process is the same.
To install PCS Director to the network:
Query the network client status.
Select the computers on which you want to install or upgrade the PCS
Director Client. You can use SHIFT-CLICK and CTRL-CLICK to select
more than one computer.
Click the Push->Install to Selected Computers menu item. The
Select Package to Install dialog appears.
Select or create an installation package.
Click the Install button. A progress dialog appears showing the
installation to the computers.
IMPORTANT: You cannot use this tool to install the Client to Windows 95, 98
or ME computers. If you want to deploy the Client to these operating systems
you must use another method such as login scripts.
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Removing PCS Director from Network Computers
You can use the Client Status / Deployment Tool to uninstall the PCS Director
Client from other computers on the network. This is a very similar process to
installing or upgrading the client on network computers.
To uninstall PCS Director from network computers:
Query the network client status.
Select the computers from which you want to uninstall the PCS Director
Client. You can use SHIFT-CLICK and CTRL-CLICK to select more
than one computer.
Click the Push->Uninstall from Selected Computers menu item. The
Select Package to Install dialog appears.
Select the package you want to uninstall.
Click the Uninstall button. A progress dialog appears showing the
installation to the computers.
Updating the Database Communicator Location
You can use the Client Status/Deployment tool to remotely change the location
the PCS Director Client uses for the Database Communicator. You may need
to do this if you move the Database Communicator after installation of the
software.
To update the Database Communicator location:
Query the network client status.
Select the computers you want to re-configure. You can use SHIFT-CLICK
and CTRL-CLICK to select more than one computer.
Click the Push->Change Database Communicator Location menu item.
The Update Selected Computers dialog appears.
Enter the new location and port number for the Database Communicator.
Click the Update button. A progress dialog appears showing the update of
the computers.
Please note that the PCS Director Clients use the new Communicator location
the next time someone prints from that computer.
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Working With Installation Packages
Selecting a Package
Click on the package name on the Select Package dialog. You need to select
a package when installing, upgrading, or uninstalling the PCS Director Client
on network computers.
Importing a Package
If you used the PCS Director installer to create a network installation you can
import this network installation as a package and use it with this tool to install,
upgrade, or uninstall the PCS Director client.
Click the Import... button, and browse for the package.ini file for the network
installation. This is usually in the same directory as the network installer
package that you created using the PCS Director installer. You can also
choose the Client only install package which reduces the amount of network
traffic for deployment as the client only installer is much smaller than the full
installer.
Once you locate the package.ini file, click Open to import the package. You
can immediately select this package and use it.
Creating a Package
Generally, you will want to import packages as described above. In some
cases, though, you may want to create a new package yourself. To create a
new package, click the Add button in the Select Package dialog. The Create
New Install Package window will appear. Fill in the settings as described
below:
Name - the name you want to use for this install package.
Description - a description you want to use for this install package.
Installer - the Setup (.exe) or Windows Installer (.msi) file you want to
push to the clients.
Notify Users when Installation Completes - Check this box to have a
dialog box appear on the computer after the installation finishes. This
dialog informs the user that the package successfully installed.
Command Line Parameters - If the installer requires command line
parameters, provide these here. MSI packages automatically get the
appropriate command-line parameters for silent installation.
When you are satisfied with the settings, click the OK button to create the
installation package. You can immediately select and use this newly-created
installation package.
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Editing a Package
To edit an existing package, double-click on its name in the list of packages.
You can change any of the settings you want. Click OK when you have
finished, or Cancel if you do not want to save your changes.
For a description of all the fields, see the description for Creating a Package
(above).
Deleting a Package
To delete a previously created installation package select it from the list in the
Select Package dialog and click the Delete button.
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