PaperCut MF - Toshiba LeSF Embedded Manual

PaperCut MF - Toshiba LeSF Embedded Manual
PaperCut Toshiba LeSF Embedded
Manual
Contents
1
2
Overview ............................................................................................................. 3
1.1
Consistency .................................................................................................. 3
1.2
Integration .................................................................................................... 3
1.3
Rate of development..................................................................................... 3
1.4
Vendor Neutral ............................................................................................. 3
1.5
Security ........................................................................................................ 4
Installation ........................................................................................................... 5
2.1
Requirements ............................................................................................... 5
2.1.1
2.2
4
5
Setup Procedure........................................................................................... 5
2.2.1
PaperCut Settings .................................................................................. 5
2.2.2
Locating the Embedded Application File ................................................ 5
2.2.3
Installing the Embedded Application ...................................................... 5
2.2.4
Setting Login Timeout ............................................................................ 7
2.2.5
Disabling “Held Jobs” ............................................................................. 7
2.2.6
Security Lock-Down ............................................................................... 8
2.2.7
Additional Network Security (optional) ................................................... 8
2.3
3
Supported Devices ................................................................................ 5
Upgrading to a newer version ....................................................................... 9
Post-install testing ............................................................................................. 10
3.1
Test Preparation ......................................................................................... 10
3.2
Scenario 1: Standard copying ..................................................................... 11
3.3
Scenario 2: Copying with account selection ................................................ 12
3.4
Scenario 3: Print release ............................................................................ 13
3.5
Scenario 4: Scanning.................................................................................. 15
Configuration ..................................................................................................... 17
4.1
Device Function .......................................................................................... 17
4.2
Authentication Methods .............................................................................. 17
4.3
Shared Account Selection .......................................................................... 18
4.4
Customizing Text and Messages ................................................................ 18
4.5
Tracking Jobs from Non-Standard Applications .......................................... 19
4.6
Automatic Sign-On to Applications.............................................................. 20
4.7
Configuring Application Access Controls with PaperCut Security Templates
20
Advanced Configuration .................................................................................... 21
PaperCut – Toshiba LeSF Embedded Manual
5.1
Config Editor ............................................................................................... 21
5.1
Customizing the Header Logos and Colors................................................. 24
5.1.1
Customized Logos ............................................................................... 24
5.1.2
Custom Header Color .......................................................................... 25
5.2
6
2014-04-29
Configuring Swipe Card Readers ............................................................... 26
5.2.1
Card Number Needs No Conversion .................................................... 26
5.2.2
Regular Expression Filters ................................................................... 26
5.2.3
Card Number Format Converters ......................................................... 26
5.2.4
Standard Converters ............................................................................ 27
5.2.5
Using custom JavaScript ..................................................................... 27
5.2.6
Other advanced notes.......................................................................... 28
Known Limitations and Security ......................................................................... 29
6.1
Known Limitations ...................................................................................... 29
6.2
Security concerns ....................................................................................... 29
7
FAQ & Troubleshooting ..................................................................................... 30
A.
Appendix: Supported Authentication Card Readers ......................................... 31
B.
Appendix: Screenshots for User Information Sheets ........................................ 32
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This manual covers the Toshiba LeSF embedded MFD setup. For general PaperCut MF
documentation, please see the PaperCut MF manual.
1
Overview
Note: Toshiba is a Trademark of Toshiba, USA and LeSF is a trademark of Lexmark USA.
PaperCut is solely responsible for the contents of this publication and the performance of
PaperCut's products.
This manual provides an overview of the installation, configuration and operation of
PaperCut’s embedded software MFD (Multi-Function Device) solutions. Today’s MFDs are
smarter – they have touch screens and offer the ability to run applications directly on the
device. The goal of PaperCut Software’s embedded MFD solution is to leverage these
smart devices and to provide walk-up copier users with the same set of rich application
features provided in the print control area. These include:






Secure function access via user authentication (including integration with single signon environments)
Monitoring and control of photocopying, scanning, faxing and USB printing (silent
tracking, quotas, charging, allocation and logging)
Allocation of copying, scanning, and faxing to accounts/departments/costcenters/projects
Ability to locate shared accounts via select-from-list, keyword search or manual
code/pin entry
Release jobs from a hold/release queue (Secure & Find Me Printing)
Group based access control: Limit access to color copying or to the device as a
whole to selected user groups.
Highlights of the embedded solution include:
1.1 Consistency
The embedded solutions are developed in-house by the PaperCut Software development
team. This ensures that the copier interface is consistent with the workstation print interface
and users have to learn only one system.
1.2 Integration
PaperCut is a single integrated solution where print, internet and copier control are all
managed in one system. Users have a single account and administrators have the same
level of reporting and administration for all services. The embedded solution interacts with
the PaperCut server using a Service Oriented Architecture (SOA) and web services based
protocols.
1.3 Rate of development
PaperCut is developed under a release-often policy where new features are made available
to users as soon as they are complete. Unlike hardware based solutions, new versions can
be delivered to users regularly as software updates.
1.4 Vendor Neutral
PaperCut remains true to its vendor neutral stance. All embedded solutions are equal and
support all server operating systems including Windows, Linux, Mac and Novell.
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1.5 Security
A large percentage of PaperCut’s user base is in education environments where security is
important. All embedded solutions are developed with security in mind. Where security
objectives cannot be satisfied, any deficiencies are fully disclosed.
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2 Installation
This section covers installation of the PaperCut embedded application for compatible
Toshiba devices. The embedded application will allow control, logging and monitoring of
walk-up off-the-glass copier usage and may serve as a release station for network prints (for
information on just tracking network printing see the PaperCut user manual).
2.1 Requirements
Ensure that the following requirements are satisfied before getting started:






2.1.1
The PaperCut server software is installed and running on your network. Please see
the ‘Installation’ section of the PaperCut user manual for assistance.
Ensure that your Toshiba device is supported. Check the device lists in section 2.1.1
below.
All devices are certified with latest available firmware, required memory and hard disk
sizes.
Have available the network name and IP address of the system running PaperCut
(e.g. the print server).
Make sure the network (firewalls, routers etc.) allows TCP connections on ports 9191
and 9193 from the device to the PaperCut server.
Ensure that the Toshiba MFD is connected to the network.
Supported Devices
The following devices are compatible with the PaperCut solution


TOSHIBA e-STUDIO430S
TOSHIBA e-STUDIO530S
Please ask your local Toshiba supplier to make sure your devices are running an up to date
firmware version.
2.2 Setup Procedure
2.2.1 PaperCut Settings
1. Log in to the PaperCut administration interface using a web browser (e.g.
http://papercut-server:9191/admin ).
2. Navigate to ‘Options -> Advanced’ and ensure that the option ‘Enable external
hardware integration’ is enabled.
3. Click ‘Apply’.
2.2.2 Locating the Embedded Application File
The files are located under your PaperCut installation directory on the server, in the
subdirectory [app-path]/providers/hardware/Toshiba.
2.2.3 Installing the Embedded Application
Web installation provides a convenient way to install the embedded application. It can be
done remotely on multiple devices using just a web browser.
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To install the application, perform the following steps:
1.
2.
3.
4.
Turn on the Toshiba device.
On a computer, open your web browser
Enter the URL of the Toshiba device. E.g. http://Toshiba-device-ip/
Select the “Settings” menu option from the left (also called “Configuration” on older
devices).
5. Select “Embedded Solutions”. On newer devices this is called “Device Solutions”
instead.
a. If your solution page is called “Device Solutions” select “Solutions (LeSF)” on
it. Do not select “Additional Solutions”.
6. Click the “Install” button.
7. Click the “Browse …” button and select the appropriate application FLS file.
8. Click “Start Install”.
9. A confirmation message will appear. Click “Return” to return to the Embedded
Solutions list.
10. The list should now show an item labeled “PaperCut” and the “State” column should
show “Running”.
11. Click the “PaperCut” item and click on the “Configure” button that appears.
12. Enter a unique device name such as “Toshiba 1” or “Library Copier” that will later
appear in PaperCut’s list of devices.
13. Enter the PaperCut server’s hostname or IP address under “Server Hostname”. You
may need to use the IP address if DNS is unable to resolve the server name
correctly.
14. Leave all other settings at their defaults and click “Apply”.
15. The PaperCut login screen will now be displayed on the device.
16. The Toshiba device will appear in the PaperCut administration interface under the
“Devices” tab with the name you provided in the steps above. The cost settings of
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the “[Template Printer]” on the “Printers” tab will be applied to this device.
17. The embedded application is now successfully installed. To use the photocopier,
the users must login to the application, and any copying they perform will be logged
in PaperCut.
2.2.4 Setting Login Timeout
After logging into the device it will show the “home screen” that presents the functions
available such as copying, scanning, and faxing. This screen will also show after completion
of each function. By default, Toshiba devices will return to the login screen after a timeout of
typically 5 seconds, requiring the user to go through the login procedure again. We
recommend setting this timeout to 10 seconds, keeping in mind the following:


On one hand, the timeout should be long enough to provide the user with time to
contemplate whether to continue using the device or not, and which function to
select.
On the other hand, the timeout should be short enough to prevent “tailgating”, i.e.
after a user walks away from the device another user should not be able to walk up
to it and continue using it with the previous user’s login credentials.
To set the timeout to a different value:






Access the Toshiba web admin interface under http://Toshiba-device-ip/
Select “Settings” on the left-hand menu bar
Select “Security” under “Other Settings”
Select “Miscellaneous Security Settings”
Select “Login Restrictions”
Enter a new value such as “10” under “Panel Login Timeout” and click “Submit”.
2.2.5 Disabling “Held Jobs”
Toshiba devices provide a feature called “Held Jobs” which conflicts with PaperCut’s
hold/release queues. “Held Jobs” should be deactivated in order to avoid confusion with
PaperCut’s print release functions.





Access the Toshiba web admin interface under http://Toshiba-device-ip/
Select “Settings” on the left-hand menu bar
Select “General Settings”
Select “Home Screen Customization”
Uncheck “Search Held Jobs” and “Held Jobs” and click “Submit”
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2.2.6 Security Lock-Down
In order to prevent unauthorized users from modifying essential device settings such as
disabling copy accounting, a simple security configuration is recommended.
















Access the Toshiba web admin interface under http://Toshiba-device-ip/
Select “Settings” on the left-hand menu bar
Select “Security” under “Other Settings”
Select “Edit Security Setups”
Select “Password”
Select “Add a Password”
Enter “Admin” for the “Setup Name” and enter a password twice, also check the
“Admin Password” checkbox, then click “Submit”
Select “Return to Edit Security Setups”
Select “Security Templates”
Select “Add a Security Template”
Enter “Admin” for the “Security Template Name”, choose “Admin” from the
“Authentication Setup”, and click “Save Template”
Click “Return to Edit Security Setups”
Select “Access Controls”
Set all options to “Admin”, or if “Admin” is not available, to “Disabled”. Exceptions:
o Set “Operator Panel Lock” to “Disabled”
o Set “Copy Function” to “No Security”
o Set “Use Profiles” to “No Security”
This will deny users access to any functions other than copying and print release.
You may revisit this setup later on a case by case basis and re-enable other
functions such as e-mail or fax. If you are uncertain of how to set a particular feature
you should deny access by setting it to “Admin” or “Disabled”.
Click “Submit”
2.2.7 Additional Network Security (optional)
The MFP communicates with the PaperCut server over the network (e.g. to authenticate
users or release print jobs). To provide an additional level of security, PaperCut may be
configured to only allow device connections from a restricted range of network addresses.
This ensures that only approved devices are connected to the PaperCut server.
By default PaperCut will allow device connections from any network address. To restrict this
to a subset of IP addresses or subnets:
1. Logon to the PaperCut administration web interface at http://<papercutserver>:9191/admin
2. Go to the OptionsAdvanced tab and find the “Security” section.
3. In the “Allowed device IP addresses” field enter a comma-separated list of device IP
addresses or subnets (in the format <ip-address>/<subnet-mask>).
4. Press the “Apply” button.
5. Test the devices to ensure they can continue to contact the PaperCut server.
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2.3 Upgrading to a newer version
The procedure for upgrading an existing embedded application to a newer version is similar
to the initial installation (see Section 2). Please note that only the device-level installation
needs to be performed, and you shouldn't have to perform any additional configuration within
the PaperCut administrator interface.
After upgrading, it's worth verifying that the Embedded Application's version number
matches the expected value.
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3 Post-install testing
After completing installation and basic configuration testing the common usage scenarios is
recommended. This is important for two reasons:
1. To ensure that the embedded application is working as expected.
2. To familiarize yourself with the features and functionality of PaperCut and the
embedded application.
This section outlines three test scenarios that are applicable for most organizations. Please
complete all the test scenarios relevant for your site.
3.1 Test Preparation
To complete these tests it is recommended you use two test users so that each can be
configured differently. These users are:


‘testusersimple’ – is used to perform basic copier monitoring and control and to
perform print release tests
‘testuseradvanced’ – is used to perform copier monitoring and control with account
selection enabled (i.e. to charge copying to accounts, departments, cost-centers etc.)
To setup these users in PaperCut:
1. Create the ‘testusersimple’ and ‘testuseradvanced’ users in your Active Directory or
LDAP directory.
2. Login to PaperCut’s admin web interface
3. Go to the “Options->User/Group sync” page and click “Synchronize Now”.
4. Once synchronization is complete, the users will be added to PaperCut.
The next step is to configure these users.
To configure ‘testusersimple’:
1. In PaperCut, select the “Users” tab
2. Select the ‘testusersimple’ user.
3. Set the user’s balance to $50.00 and verify that the account is set to “Restricted”.
4. Verify that this user is set to “Automatically charge to personal account” in the
“Account selection” options.
5. Press the “OK” button to save.
To configure ‘testuseradvanced’:
1. In PaperCut, select the “Users” tab
2. Select the ‘testuseradvanced’ user.
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3. Change the “Account Selection” option to “Standard account selection popup” and
enable all of the account selection options.
4. Click the “OK” button to save.
3.2 Scenario 1: Standard copying
Standard copying involves monitoring/charging printing to a user’s personal account. This is
the method most commonly used for student printing or basic staff monitoring. Users can
also be configured for unrestricted printing, which is commonly used for staff/employee use.
At the photocopier device:
1.
2.
3.
4.
At the “Login” screen, press “Start”.
Enter the ‘testusersimple’ username and password.
The device will show the home screen with a choice of functions including “Copy”.
Press the “Copy” button and perform a copy as normal.
5. Once copying is completed the device will return to the home screen.
6. Press the “Logout” button.
In the PaperCut application verify that the copier activity was recorded and that the user’s
account was deducted.
1. Log in to PaperCut.
2. Select the device from the “Devices” tab.
3. Select the “Job Log” tab. This will list all recent copying activity on the copier. The
copying just performed as the test user should be listed. Verify the details of the
copy job that was just performed.
4. Click on the user’s name in the user column to view the user’s account details
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5. Select the “Job Log” tab to display all print/copy activity for the user.
6. Select the “Transaction History” tab and verify that the cost of the photocopying was
deducted from the user’s account.
3.3 Scenario 2: Copying with account selection
Copying can be allocated to “shared accounts” that represent departments, projects or cost
centers. This is commonly used by staff in academic organizations to allocate printing to
departments.
First some test accounts should be created:
Log in to PaperCut, select the “Accounts” tab.
Select the “Create a new account…” action link on the left.
Enter the account name “Test Account 1”.
Click “Apply”.
Select the “Security” tab and allow all users to access that account by adding the “[All
Users]” group.
6. Press “OK”.
7. Repeat this process to create some more accounts.
1.
2.
3.
4.
5.
At the photocopier device:
1.
2.
3.
4.
At the “Login” screen, press “Start”.
Enter the ‘testuseradvanced’ username and password.
The device will show the home screen with a choice of functions including “Copy”.
Press the “Copy” button. The screen will display the account selection options.
Select the account to allocate copying to. E.g. “Test Account 1”.
5. Perform copying as normal. Once completed copying the device will return to the
home screen.
6. Press the “Logout” button.
Back in the PaperCut application verify that the copier activity was recorded and the user’s
account was deducted.
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1. Log in to PaperCut
2. Select the device from the “Devices” tab
3. Select the “Job Log” tab. This will list all recent copying activity on the copier. The
copying just performed as the test user should be listed.
4. Verify the job details (i.e. that the job was charged to the account that was selected).
5. In the log details, click on the “Charged To” account name to view the account
details.
6. Selecting the “Job Log” tab will display all print/copy activity for the account, and will
show the test photocopying that was performed.
3.4 Scenario 3: Print release
The embedded application may also be used for print release. For a full description of
PaperCut hold/release queues and release stations, please read the PaperCut manual.
Skip this scenario if hold/release queues will not be used at your site.
To perform print release testing a hold/release queue must be enabled:
1. In PaperCut, select the “Printers” tab.
2. Select the print queue (not the ‘device’) for the Toshiba MFD that will be used for
testing.
3. Enable the “Hold/release queue” option.
4. Click OK or Apply to save the changes. All printing to this queue will now be held
until released by a user.
The photocopier device must also be enabled as a “Print Release Station”:
1.
2.
3.
4.
In PaperCut, select the “Devices” tab.
Select the Toshiba MFD’s device.
Under “Device functions” tick “Enable release station”.
Select the print queue that was enabled for hold/release above. The Toshiba device
will allow jobs on the selected queues to be released.
5. Press “OK” to save.
6. Login to a computer workstation as ‘testusersimple’.
7. Print a few jobs to the print queue that was configured above. The jobs will be held
in the hold/release queue.
8. Confirm that the jobs are held by checking that the jobs are listed in the “Printers>Jobs Pending Release” page of the PaperCut administration interface.
9. Confirm that the username is ‘testusersimple’.
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At the photocopier device:
10. At the “Login” screen, press “Start”.
11. Enter the ‘testusersimple’ username and password.
12. The device will show the home screen with a choice of functions including “Print
Release”.
13. Press the “Print Release” button.
14. The list of held print jobs is displayed.
15. Select the job to release by pressing the arrow next to the job.
16. Confirm the release of the print job by pressing the “Print Job” button.
17. The job will then print.
18. Try cancelling a job by selecting it and then pressing the “Cancel Job” button.
19. The job will be cancelled and will not print.
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3.5 Scenario 4: Scanning
Toshiba devices can also scan documents and send them by email or to an FTP folder. If a
phone line is attached, they can send faxes. You can enable tracking of scans and faxes.
Users can be prevented from scanning or faxing when they are out of credit.
To enable tracking of scans and faxes:
1.
2.
3.
4.
In PaperCut, select the “Devices” tab.
Select the MFD device.
Under “Device function” tick “Track & control scanning” and “Track & control faxing”.
Select the charging type “advanced” in each case and set appropriate values for
page costs and thresholds. The cost after the threshold should be lower than the
standard cost as it represents a volume discount. As an example, the screen shot
below shows that the first page of a scan is charged at $0.10 and any subsequent
page at $0.05 where as the price for faxing is $0.50 for the first page and $0.20 for
every page after that.
At the device, log in as ‘testusersimple’ and proceed to do faxing and scanning as usual.
Both Scan-to-Email and Scan-to-FTP are supported. Please consult your device manual for
details of these operations.
Back in the PaperCut administrator web interface, the job log for the device will show the
scan and fax jobs with their respective destinations:
Note on sending to multiple destinations:


When scanning to multiple destinations such as multiple email addresses or multiple
FTP folders, the whole scan job is only charged once.
When sending a fax to multiple phone numbers, each fax sent will be charged
separately as a separate fax job.
Note on point-of-charging for faxes: Fax jobs are scanned and then stored by the device for
later (asynchronous) faxing. While fax jobs are pending, the red “Cancel Jobs” button will be
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displayed on the device’s home screen and can be pressed to inspect the pending jobs and
cancel them individually. Note that charging of faxes is delayed until sending over the
telephone line has succeeded.
o
o
This has the benefit that canceled fax jobs will not be charged.
While restricted users’ account balance is checked for sufficient credit during
the scan process of a fax job, users may be able to deplete their credit before
the fax has completed sending and delayed charging of faxes may result in
users overrunning their account balance.
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4 Configuration
After completing the Installation section and registering the device with PaperCut, it will be
configured with default settings that are suitable for most environments. This section covers
changes to the default settings. All of the following settings are available via the device’s
‘Summary’ tab in the PaperCut administration interface.
4.1 Device Function
The device function setting defines which functions will be available on the device and how it
will be used. Not all function settings are supported on all devices.
Each device function is discussed in the following table.
Device Function
Description
Track & control copying
The device will track walk-up off-the-glass copying.
Enable release station
The device will act as a print release station.
4.2 Authentication Methods
PaperCut supports a number of different ways to authenticate users who walk-up to the
devices to perform copying. The default authentication method is username and password
authentication (usually backed by a directory service such as Active Directory or LDAP).
Available authentication methods can be modified in the ‘External Device Settings ->
Authentication methods’ section.
Authentication methods available for a device
Each authentication method is discussed in the following table.
Authentication
Method
Description
Username and
password
The user may use their domain/network username and password
to log into the device.
Identity number
The user may log in with their identity number. Identity numbers
are convenient when usernames are long or cumbersome to enter.
For example, rather than entering a username like
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‘john.smith.001’, it may be more convenient to enter an employee
ID of ‘1234’. See the PaperCut user manual for information about
user identity numbers, including importing identity numbers from
an external source.
Identity number ->
Require PIN
When a user logs in with their identity number, they must also
provide their associated PIN. This provides additional security for
identity number logins.
Swipe card
The user may log in by swiping a card (e.g. magnetic strip, smart
card, RFID). See the PaperCut user manual for information about
user card numbers, including importing card numbers from an
external source. Please see Appendix 0 below for a list of
supported card readers.
Swipe card -> Require
PIN
When a user logs in by swiping a card, they must also provide
their associated PIN. This provides additional security for swipe
card logins.
Swipe card -> Enable
self-association with
existing user accounts
Available Q1 2010: Users can swipe cards previously not used or
registered at the device with PaperCut and will be prompted for
their username and password. The swipe card can then be used at
subsequent logins. See chapter 5.1 for advanced configuration of
this function.
Automatically login as
user
Specifies that this device should always automatically log in as the
given user. This option overrides all other authentication methods
4.3 Shared Account Selection
Shared account selection options at the MFD mirror the options presented in the PaperCut
client print popup. The options available include:



Select from a list of shared accounts
Search for shared accounts by keyword
Select account using PIN/Code
The options available to each user, as well as account security access, will mirror the same
options available when the user prints. “Select from list” and/or “Select using PIN/Code” are
controlled at the user level via the User Details page. The “Security” tab on each account
controls account security and access.
Note: The search option will only appear if the account list is long. Short lists of only a few
accounts will not list a search option.
4.4 Customizing Text and Messages
PaperCut allows some text that appears in the device to be customized. Custom text might
include instructions or terminology that is more appropriate for the site. An example of text
that is customizable is the “Welcome text” that displays before the user logs in to the device.
The text can be customized by editing the device configuration from the PaperCut
administration interface. For more details see the following Advanced Configuration section.
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4.5 Tracking Jobs from Non-Standard Applications
Jobs from non-standard applications are tracked in PaperCut differently to those from
standard applications such as “Copy”, “Email”, etc. Non-standard applications are those that:



come preinstalled with some devices, such as “Forms and Favorites” or “Scan to
Network”,
can be installed as eSF applications such as “Eco Copy”, or
can be accessed via the “Profiles” button on the home screen or through the “Held
Jobs” menu.
If “automatically charge to personal account” or “automatically charge to single shared
account” are configured for a PaperCut user, non-standard application usage will be
automatically charged to the user’s personal account or pre-defined shared account
respectively. For any other account selection option, the default behavior is to charge jobs
from non-standard applications to the user’s personal account.
Jobs from non-standard applications are not subject to credit limits of restricted personal or
shared accounts, i.e. users can overrun credit limits by producing jobs through non-standard
applications. In environments where enforcing credit limits is desired, it is recommended to
disable non-standard applications by removing them from the home screen via the device’s
web configuration.
Charging can be configured to display an account selection dialog and charge non-standard
application jobs to the selected account instead. Two options are available for non-standard
application account selection, each with different limitations:


Account Selection from Home Screen can be shown when the user selects presses
the non-standard application at the home screen. This is similar to account selection
when pressing the buttons for the standard applications, but with the following
limitations:
o The non-standard application needs an “Access Control” in the “Security”
menu of the device’s web configuration.
o Account selection will only be shown once during the session for the selected
application and all other non-standard applications. This means that
subsequent re-selection of the application from the home screen will not
result in the account selection being shown again, nor would selecting
another non-standard application. As a consequence, all jobs from nonstandard applications will be charged to the selected account until logout.
o Automatic Sign-On to Applications (see section 4.6) cannot be activated at
the same time.
To enable Account Selection from Home Screen, configure access control for each
non-standard application with a PaperCut security template (see section 4.7). Make
sure to configure a different security template (e.g. PaperCut 1, PaperCut 2, etc.) for
each application.
Account Selection at Login can be shown after the user has successfully entered
their credentials or swiped their card, with the following limitations:
o The account selected at login will be used to charge all jobs during the
session and no further account selection will be shown until logout. This
applies to standard as well as non-standard applications.
o If print release is enabled, a print release screen will be shown as part of the
workflow before account selection. This is to prevent account selection just to
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release print jobs, however at least one additional screen press is required to
transition from print release to account selection.
To enable Account Selection at Login, set the advanced configuration property “extdevice.toshiba.login.account-selection” to “Y” (see section 5.1).
4.6 Automatic Sign-On to Applications
Copier applications like “Scan to Network” and “Forms and Favorites” require the user to
sign-on to the application using username and password even while successfully logged into
PaperCut. The application will use this second set of credentials to authorize against a
network share to deposit scanned documents (Scan to Network) or retrieve documents to
print (Forms and Favorites).
Other 3rd party applications (e.g. document workflow applications) require just the username
of the authenticated user in order to direct scanned documents to the correct destination.
PaperCut can be configured to automatically pass the user’s PaperCut credentials to the
application requiring sign-on, subject to the following limitations:



PaperCut can only pass credentials to one application. E.g. if both “Scan to Network”
and “Forms and Favorites” are present on the copier, one of them has to be selected
for automatic sign-on, all other applications require manual sign-on as before.
In case the application needs both username and password for its functionality, the
user has to log in with username and password. If the application only needs the
username, any login method will work.
Application sign-on is incompatible with Account Selection from Home Screen for
non-standard applications as described in section 4.5. If account selection for nonstandard applications is required with application sign-on, Account Selection at Login
has to be enabled.
To enable automatic sign-on to an application, configure the application’s access control with
a PaperCut security template (see section 4.7). Next, change the advanced configuration
property “ext-device.toshiba.app-sign-on” from “OFF” to the appropriate access control
identifier:


Application
Access Control Identifier
Scan to Network
esf.scanToNet.scanToNetworkFAC
Forms and Favorites
esf.ezForms.ezformsFAC
For access control identifiers of other applications please contact PaperCut support.
Some applications can be configured to use the all-purpose numeric access controls
“Solution 1” to “Solution 10”. In this case the access control identifier is the number
54 plus the solution number added, e.g. for “Solution 5” the identifier is “59”.
4.7 Configuring Application Access Controls with PaperCut
Security Templates
Account selection for non-standard applications (section 4.5) and application sign-on
(section 4.6) may require configuring access control for one or more device applications with
a PaperCut security template. To do so:


Access the device’s web interface at http://<device-ip>
Navigate to Settings > Security > Security Setup
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






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

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Under “Advanced Security Setup” click “Security Template” in “Step 2”.
Click “Add a Security Template”.
In “Security Template Name” enter “PaperCut 1”.
From the “Authentication Setup” drop-down list, select “PaperCut Authentication
Module 1”.
Click the “Add Authorization” button and wait for the page to reappear.
From the “Authorization Setup” drop-down list, again select “PaperCut Authentication
Module 1”.
Click “Save Template”.
Click “Return to Security Setup” to return to the main security screen.
Click “Access Controls” in “Step 3”.
Find the application you would like to configure an access control for in the list.
o If the list is presented as a list of small yellow folders, it can most likely be
found the “Device Solutions” folder.
o Depending on the device application and its configuration, the corresponding
access control may be one of the generic “Solution 1” to “Solution 10” access
controls.
From the corresponding drop-down list, choose “PaperCut 1”.
Click “Submit”.
Repeat this process for every device application that you would like to configure an access
control for as per instructions from the previous sections, increasing the number for the
security template every time. E.g. for the second application, create a security template
named “PaperCut 2” with “PaperCut Authentication Module 2”, then “PaperCut 3” with
“PaperCut Authentication Module 3” etc. A maximum of 5 security templates can be created
this way and assigned to a maximum of 5 access controls.
5 Advanced Configuration
5.1 Config Editor
The common configuration options for a device in PaperCut are available on the device’s
‘Summary’ tab, and are discussed in more detail in the Configuration section. This section
covers the more advanced or uncommon configuration options which are available via the
‘Advanced Config’ tab in the devices details screen.
Config name
Description
ext-device-msg.welcome
The text displayed on the welcome screen.
This text can be used to provide specific
information about logging in to the device. Use
“\n” to create a new line. Default: DEFAULT
(uses the default application text).
ext-device-msg.card-association
Message to display when users are requested
to associate their swipe card with an existing
user account. See chapter 4.2 for details.
Specify “DEFAULT” for the default text.
ext-device.self-associationallowed-card-regex
Specify a regular expression that limits which
card numbers are accepted for associating
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swipe cards with user accounts. See chapter
4.2 for details. Please contact PaperCut support
for help with regular expressions. Defaults to
“.*” (dot-star) which includes all card numbers.
ext-device.card-selfassociation.use-secondary-cardnumber
Select whether user self-association should
occupy the primary or secondary card number.
It overrides the global setting unless the
keyword "GLOBAL" is specified. This is useful
when there is a mix of different nonconfigurable card readers that read different
numbers from an ID card.
Set to "Y" to use the secondary card number,
"N" to use the primary card number. Default:
"GLOBAL" to defer to the global configuration
option.
ext-device.toshiba.hold-copies
If set to “Y”, will perform copies by scanning all
pages first and then starting printing. If set to
“N” printing starts after the first page has been
scanned.
This option is ignored on devices without a hard
disk where printing will always start after the
first page.
Set to “DEFAULT” for “Y” on devices with a
hard disk and “N” on devices without a hard
disk.
ext-device.toshiba.header.color
See chapter 0.
extdevice.toshiba.header.textcolor
See chapter 0.
ext-device.release-all-on-login
Set to yes to have a user’s documents that are
pending release automatically released on
login. The user will not have to select the “Print
Release” function on the device. This is
particularly convenient in conjunction with swipe
card authentication, allowing print release
without any screen interaction.
ext-device.toshiba.release.showbusy
Set to yes to show a warning message when
users are releasing documents while the device
is still busy printing or copying.
ext-device.toshiba.release.showbusy.job-timeout
When the ext-device.toshiba.release.show-busy
option is enabled then jobs that have been
paused (paper jam, out of paper) for this time
are considered not to be keeping the printer
busy.
ext-device-msg.busy-on-release
Message to display when the extdevice.toshiba.release.show-busy.job-timeout
option is enabled. Specify “DEFAULT” for the
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default text.
ext-device.inactivity-timeout-secs
Defines the time period for which a user is
allowed to wait between key presses before
they are automatically logged out. Default: 60
ext-device.card-no-regex
See chapter 0.
extdevice.toshiba.email.personalizedsender
If set to “Y” and the email field of the user
logged onto the Toshiba device has been
populated in PaperCut, will set this email
address as the “From” field in the scan-to-email
function. Depending on device model and
firmware, “Track and Control Scanning” may
have to be enabled.
extdevice.toshiba.email.personalizeddestination
If set to “Y”, “Track and Control Scanning” is
enabled and the email field of the user logged
into the Toshiba device has been populated in
PaperCut, will set this email address as the “To”
field in the scan-to-email function.
ext-device.toshiba.email.lockeddestination
If set to “Y” users cannot change the “To” field
in the scan-to-email function. Only use this in
conjunction with setting “personalizeddestination” to “Y”: Users will only be able to
send email to themselves.
ext-device.toshiba.show-accountconfirmation
Default: “Y”. If set to “N” the message
confirming the account selection will be skipped
resulting in a more fluent workflow. In particular,
if account selection is pre-set for all users to
their personal or a single shared account and
the account is unrestricted the confirmation
message is of limited value and should be
skipped.
ext-device.toshiba.papersize.default
Default “A4”/”LETTER” depending on country.
Paper size that will be recorded for a copy job
when “Auto Size Match” paper size is selected.
ext-device.toshiba.login.accountselection
Default: “N”. If set to “Y”, will display account
selection and/or print release during the login
process. See section 4.5 for details.
ext-device.toshiba.app-sign-on
Default: “OFF”. Enter an applications’ access
control identifier here for automatically signing
on to that application on with PaperCut
credentials. See section 4.6 for details.
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5.1 Customizing the Header Logos and Colors
The embedded application has a header at the top of all screens. This header defaults to
the PaperCut logo and green color. The header can be customized to match your
organization’s color scheme and logos.
5.1.1
Customized Logos
The embedded application header has two header logos (as shown below). These logos
can be replaced with your organization’s logo.
This shows the two logos outlined in red. The images are must be saved as GIF files with
the following filenames and sizes:


Icon logo: icon-logo.gif – 64 x 64 pixels
Text logo: text-logo.gif – 150 x 38 pixels
These images should be saved on the PaperCut application server in the PaperCut
application directory under the subdirectory server\custom\web\device\Toshiba.
Create the subdirectory if necessary. The embedded application will fetch the images from
the server to display them on the device screen.
Minor deviations from the recommended horizontal pixel size are possible for the text logo
(wider or narrower). Verify the correct layout on the device screen after producing the image.
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5.1.2 Custom Header Color
The header colors are defined in the “Advanced Config” in the devices details screen, see
chapter 5.1. The options to change are:


ext-device.toshiba.header.color – the background color (type DEFAULT for the
default setting of dark green)
ext-device.toshiba.header.textcolor – the text color (type DEFAULT for the default
setting of white)
The colors are specified using the hexadecimal web/HTML notation (#RRGGBB) where “RR”
is the red component, “GG” is the green component and “BB” is the blue component.
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5.2 Configuring Swipe Card Readers
Swipe cards contain numbers used to identify users according to the card number
configured in the User Details screen under “Card/Identity” number. Some readers report
information in addition to the number encoded on the card, such as checksums. PaperCut
can treat these cases in three ways:
5.2.1 Card Number Needs No Conversion

A typical case is the checksum being reported after the card number, separated by
an equals sign, such as in 5235092385=8. PaperCut can handle this case by
default; it will extract the number before the equal sign as the card number:
5235092385.
5.2.2 Regular Expression Filters

For some cases, a “regular expression” may be required that will filter the card
number from the complete string of characters reported by the card reader.
Documentation on regular expressions can be found on the Internet, e.g. at
www.regular-expressions.info.
o The regular expression must be fashioned so that the card number is
returned as the first match group.
o Usually one regular expression will be used for all the devices managed by
PaperCut; this must be entered in the “Config editor (advanced)” which you
will find on the Options tab under Actions. The key is called “ext-device.cardno-regex”.
o The global setting however can be overridden on a per-device basis: The key
“ext-device.card-no-regex” can also be found on the “ Advanced Config tab in
the device details screen. This setting will override the global setting unless
the keyword “GLOBAL” is specified.
o PaperCut developers will gladly assist in producing a regular expression
when supplied with a few sample outputs from your card reader. Please
contact PaperCut support.
o If you would like to write your own regular expressions, here are some
examples:
 Use the first 10 characters (any character): (.{10})
 Use the first 19 digits: (\d{19})
 Extract the digits from between the two “=” characters in
“123453=292929=1221”: \d*=(\d*)=\d*
5.2.3 Card Number Format Converters
In addition to extracting parts of the card numbers using regular expressions, converting
numbers from one format to another is a common requirement. For example a card reader
may report in hexadecimal format, while the number stored in the source (e.g. Active
Directory) is in a decimal format. PaperCut includes a number of inbuilt converters to assist
here.
Note: Many card readers are configurable - the number format can be changed at the
hardware level via utility or configuration tools. PaperCut’s software-level converters are
there to support card readers that don’t offer this level of configuration, or where a global
software-level conversion is a better choice. For example it may be quicker to do the
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conversion in PaperCut rather than manually reprogram 100+ readers!
Like regexes, the convertors may be defined either globally (for all devices) or on a perdevice basis.
To set globally:



Options -> Actions -> Config Editor
Search for “ext-device.card-no-converter”
Enter the name of the required converter (see table below) and click Update
To set at the device level:



Devices -> [select device] -> Advanced Config Editor
Search for “ext-device.card-no-converter”
Enter the name of the required converter (see table below) and click Update
5.2.4 Standard Converters
Convertor
Description
hex2dec
Convert a hexadecimal (base 16) encoded card number to decimal
format. Hexadecimal numbers usually contain 0-9 and A-F. This will
convert “946EBD28” to “2490285352”.
dec2hex
Convert a decimal encoded card number to hexadecimal format. This
will convert “2490285352” to “946EBD28”.
ascii-enc
Unpack an ASCII encoded card number string. E.g. given the
number “3934364542443238”, the ASCII code “39” is converted to 9,
“34” -> 4, “45” -> E, with the entire number resulting in “946EBD28”.
javascript:<path>
Advanced: Define a custom conversion function in JavaScript (see
below)
It is possible to chain or pipeline converters by delimiting with a pipe (|). For example,
ascii-enc|hex2dec will first unpack the encoded ASCII number then convert it to a
decimal.
Tip: Not sure which converter to use? Often trial and error is a good approach. After
presenting a card, the number will appear in an application logger message with conversions
applied (assuming the card is unknown to the system). Try different converters and inspect
the resulting numbers in the application log.
5.2.5 Using custom JavaScript
If the inbuilt converter functions are unable to meet the requirements, it is possible to define
your own function using JavaScript. This is an advanced exercise and it is expected that
any implementer be familiar with programming and JavaScript. To implement your own
converter:
1. Create a file text file [install-path]/server/custom/card.js
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2. Define a single JavaScript function in this file called “convert” It should accept and
return a single string. Here is a trivial example:
function convert(cardNumber) {
return cardNumber.substring(3,10).toLowerCase();
}
3. Enter a converter in the form: javascript:custom/card.js
Tip: Check the file [install-path]/server/log/server.log when testing. Any
scripting errors will be displayed as warning messages in the log.
Tip: A JavaScript script may also be included in the pipeline. For example
ascii-enc|hex2dec|javascript:custom/card.js
5.2.6 Other advanced notes


If both a regular expression and a converter are defined, the regular expression is
applied first. This means a regular expression can be used to clean up the input (e.g.
remove checksum or delimiters) before passing to a converter.
In some special situations a custom JavaScript implementation may not be enough.
For example there may be a requirement to use a 3rd party system to decrypt the
number. PaperCut includes an advanced plugin architecture that the PaperCut
Software development team uses to implement these advanced converters. Please
contact support to discuss development options and costs.
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6 Known Limitations and Security
6.1 Known Limitations
On all devices:

When using the “Auto Match” paper size setting, “Customer Job” mode, separator
sheets or booklet printing, the cost of a job cannot be estimated accurately prior to
printing. For restricted users, this may result in the job starting to print and getting
stopped before it is complete. It may also result in an account overdraft of a few
pages.
The following limitations may exist on some Toshiba devices:

Depending on firmware, copy jobs with an output paper size selection of “Auto Size
Match” may not perform zero-stop correctly when the output paper size is not Letter
(US/Canada) or A4 (other countries).
Inquire with PaperCut support or Toshiba whether your devices’ firmware supports
“Auto Size Match” correctly. If not, this means that
o For copy jobs with output paper sizes with a cost lower than the cost of
A4/Letter the copy job may be denied with a reason of insufficient credit even
when sufficient credit is available.
o For copy jobs with output paper sizes with a cost higher than the cost of
A4/Letter the copy job may result in an account overrun.
6.2 Security concerns
It is important that administrators take care to prevent users from bypassing the system and
directly accessing the copier. Likewise it is also important that administrators know how to
bypass/disable the system if direct copier access is required – say to change advanced
system settings. Administrations should take the following precautions:


The copier’s admin password (see chapter 2.2.6) should always be kept secure.
The power and network cable should be securely connected. The system is
designed to be robust and record copier usage if the power is lost during copying, but
it is possible to start copying before the embedded application starts after restarting
the copier.
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7 FAQ & Troubleshooting
What is the IP address of my PaperCut Server?
Use operating system command-line tools such as ipconfig or ifconfig to determine this.
The embedded application shows “Device Setup: Connecting to server …’?
This indicates that the embedded application is unable to connect to the PaperCut server
over the network. The embedded application will continually try to connect to the server
(trying both the server name and IP), so if there is a temporary network outage then it will
start working once the connection is available again.
Common causes of this problem are:




The PaperCut application server is not running.
There are firewalls or network routing configuration that is stopping the network
connection from being established. Check firewalls on the PaperCut server or with
your network administrator.
There is a network outage that is stopping the connection being established. Try
accessing the web interface on the Toshiba device to check that a network
connection can be established.
The PaperCut server name or IP was not set correctly.
I see an error on the Toshiba LCD screen?
This may indicate a configuration issue, or maybe a software bug. Re-check your settings
and restart the MFD (i.e. power-off and power-on the copier). If problems continue, contact
PaperCut Support.
I have thousands of accounts representing my clients. Will the system handle this?
Yes. We have designed the system to handle thousands of Shared Accounts. Users with
many accounts will also be presented with some “power options” to help them find accounts
including keywords based search.
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A. Appendix: Supported Authentication Card Readers
The PaperCut embedded solution for Toshiba devices currently supports the following card
reader manufacturers:




MagTek (USB)
RFIdeas (USB), tested on RDR-67081AKU but may support others
Elatec, ACID and Weltrend
OmniKey CardMan 5321, 5121 and 5125 USB
o OmniKey readers need a driver that needs to be installed as a separate
embedded application alongside PaperCut
o It is being provided as an *.fls file with a file name such as “omnikeydriver2.1.2.fls”
o Please contact your Toshiba supplier for the OmniKey driver
o PaperCut has been tested with the OmniKey driver version 2.1.2
Other keyboard emulating USB card readers may work, but should be tested prior to
deployment.
Supporting Card Reader authentication is as easy as:
1. Connecting a supported card reader to the device via the USB port (Note: On some
devices this is hidden under a sticker on the side panel).
2. Enabling Swipe card as an Authentication method under the device’s configuration in
PaperCut’s web interface.
3. Ensure the card number, as read by the reader, is loaded into the Card Number field
in the PaperCut database (or consider using user self-association).
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B. Appendix: Screenshots for User Information Sheets
Many organizations aim to provide detailed step-by-step instructions to their users to guide
them through copier use. In addition to the screenshots in the previous sections of the
manual, screenshots in this section are provided to be copied into user information sheets.
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