XSA 5.5 Administration Guide

XSA 5.5 Administration Guide

Chapter 2: Managing Devices

Physical Devices

A physical device is the piece of hardware that performs the print, copy, scan, or fax. Xerox Secure Access can track usage on any physical device that is registered in System Manager.

Within Xerox Secure Access, a physical device has three components:

Device – the device name is registered in the Equitrac database and is used to manage the main device characteristics. device, port, and queue.

Port – a port connection on the device that works with the Managed Print Port Monitor to track printed documents sent to the device. The Port Monitor communicates with DRE or DCE to control the job requests made to the device.

Queue – A virtual list of jobs waiting to print on the device.

You do not have to manually create the three components. Instead, you create the printer using the Operating System’s

(Windows/UNIX) Add Printer utility and assign the Managed Print Port Monitor to the device. Xerox Secure Access automatically adds print queues and port connections to the database when a user prints to the device for the first time.

Physical Device Configuration Workflow

The workflow for configuring physical devices within Xerox Secure Access is quite simple:

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

Managed Print Port.

You can either create a new device with a standard TCP/IP port and then convert it to an Managed Print Port, or you can create an Managed Print Port directly. See

Creating Managed Print Ports

on page 25.

The port and the queue are created automatically, the first time a user prints to the device.

The first time a user prints to the device, the Managed Print Port Monitor on the device contacts DRE, then the queue and port are created automatically. However, to register the device immediately, send a test job the printer yourself to force the registration to occur within the Secure Access database.

Verify the device in System Manager.

Open System Manager, and switch to Devices. Within thirty seconds to a minute after registering the device, the device appears in System Manager. If you do not see a device, first try refreshing System Manager. CAS requires a few moments to complete the communication requirements with the device and DCE or DRE before it can populate the information in System Manager.

Edit the physical device summary.

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Chapter 2: Managing Devices

Manually Adding and Configuring a Physical Device

When you add and configure printers using the Managed Print Port Monitor on a printer server, Xerox Secure Access automatically adds the device to the CAS database when the printer port contacts DRE.

DRE registers a print queue and port for the physical device with the Xerox Secure Access database the first time a user prints to that device.

CAUTION: Ensure that you apply licenses before managing devices in Windows and configuring devices in System

Manager. If you add licenses after adding physical devices, the print queues do not show up in System Manager until

15 minutes of time expires. After Xerox Secure Access is licensed, a job is printed to the printer or the DRE service is restarted, which registers the devices and populates System Manager.

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In System Manager, select Devices in the left pane.

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

physical device from the menu.

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

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

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

Verify the detected color capability setting in the Monochrome settings field. This setting is automatically detected based on the SNMP data, but you can change the option to Monochrome if you want all printed documents to be counted as monochrome, even when color is printed.

Select an SNMP configuration set from the drop-down list.

The device Type displays Physical device.

The Hardware address automatically displays when the device contacts DRE.

NOTE: Pricing does not apply to Xerox Secure Access.

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Chapter 2: Managing Devices

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

Managing Device Pull Groups

on page 82 for details.

Change the settings, as required:

Physical Device Settings Description

Rule set Rule Sets do not apply to Xerox Secure Access

Print language

Track mailbox & proof printing

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

Select At output time when printing is being tracked by an Managed Print Port.

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

DME servers do not apply to Xerox Secure Access DME server

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

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

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Click OK to save the physical device configuration settings.

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Chapter 2: Managing Devices

Creating Managed Print Ports

Xerox Secure Access uses specialized ports to track print devices. Each monitored device must use an Managed Print

Port. Depending on your printing hardware, you may need more than one port using the Managed Print Port Monitor on a print server. You can configure a new printer definition that uses the Managed Print Port Monitor.

You can create Managed Print Ports directly for new devices, or convert existing devices from standard TCP/IP ports into Managed Print Ports. For new devices, see

Add a Printer on an Managed Print Port

(below). Alternatively, new

devices can be created using standard TCP/IP ports and then converted it to an Managed Print Port. For existing devices,

Convert an Existing TCP/IP Port to Managed Print Port

on page 26. Converting from TCP/IP to Managed

Print Ports allows them to be quickly converted back to TCP/IP ports to determine if reported errors within the print environment are due to the Equitrac server or the normal print environment.

NOTE: If you are working in a cluster environment, these instructions do not apply. See the Cluster Deployment Guide to set up Managed Print Ports for clusters.

Add a Printer on an Managed Print Port

To create Managed Print Ports for new devices, do the following:

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Using the standard Windows interface, open the Add Printer wizard.

Follow the prompts to add a local printer and create a new port.

Select Managed Print Port as the type of port you want to create and click Next.

The Add Managed Print Port wizard displays and you are prompted to ensure that the printer device is turned on, connected to the network, and properly configured. Click Next to continue.

Click Next and select Physical printer as your Device Type from the drop-down list.

Specify a Printer name or IP Address. The wizard supplies a Port name prefaced with "EQ_" based on the printer name or IP address. If another naming convention is preferred, rename the port accordingly.

Click Next to continue with the port configuration options. The Port Configuration screen displays. The Detected

device information displays automatically if the wizard is able to collect this data

Convert an Existing TCP/IP Port to Managed Print Port

on page 26 from the printer.

Select the Use custom settings option:

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• If you select Raw port communication, identify the TCP Port number, and specify if the port monitor should hold the connection open.

• If you select LPR, specify the name of the print Queue on the physical device (e.g. PORT1).

• If you select Specific device, select the appropriate Manufacturer and Model from the drop-down lists. The device uses the relevant default communications parameters based on these selections.

Click Next and specify the Physical device name. This is the name of the device that is displayed within System

Manager.

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Review the details for this new port and device registration, and click Finish to close the Add Managed Print Port wizard, or Back to change any of the settings.

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Specify the Manufacture and model to install the printer driver, and click Next.

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Chapter 2: Managing Devices

NOTE: If the device is part of a pull group, it must use the same drivers as all other devices in the pull group. You must select the model of the pull group driver, not the model of the device. If DRE is a 64-bit server you must remember to also load the 32-bit driver to the server.

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Specify the version of the print driver to use, and click Next.

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Enter the Printer name, and click Next. This is the name of the device that is displayed in System Manager.

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Select to share or not to share the printer with others, and click Next. If sharing the printer, enter a Share name, and optionally provide a printer location and any comments.

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Click the Print a test page button, and click Finish to close the Add Printer wizard.

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Confirm that the test page printed successfully.

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Verify that the physical device and its printer port and print queue appear in System Manager > Devices.

Convert an Existing TCP/IP Port to Managed Print Port

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Use the Printer Configuration Wizard to convert from a TCP/IP port to Managed Print Ports. Converting from TCP/

IP to Managed Print Ports allows them to be quickly converted back to TCP/IP ports if desired.

To convert from TCP/IP printer ports to Managed Print Ports, do the following:

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Select Start > All Programs > Xerox Secure Access > Printer Configuration Wizard.

Click Next on the Welcome screen to continue with the conversion.

Select Convert printers to use Managed Print Ports, and click Next. Optional – Uncheck Auto-discover model if the printers are off-line or have SNMP disabled. If selected, the wizard sends an SNMP request to each device, and then times-out on each failed connection attempt, greatly increasing the time to run the conversion.

Select the desired print server(s) from the list, and click Next. Optionally, enter the name of other print servers in the Add field, and click the Add button to place them in the PrintServer list. Print servers can only be added one at a time.

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Chapter 2: Managing Devices

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Select the printer(s) to be converted, and click Next. If a printer exists on more than one print server, it displays multiple times in the Printer list along with the name of its associated server in the PrintServer list.

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Set the Printer Name and Port Name as they will display in the System Manager Devices view. You can use the default naming templates for the printer "<ip>_<printer>" and port "EQ_<ip>", or change the names as desired.

Typing over the <ip> value, automatically replaces the printer IP address.

Typing over the <printer> value, automatically replaces the print queue name. For example, you can change the printer default "<ip>_<printer>" to

"2nd floor <printer>" to associate the selected printer(s) with the 2nd floor in your environment, or you can remove "<printer>" from the name to only display the printer’s IP address in System Manager

NOTE: The printer and port names can be changed individually or as a group. If multiple printers are selected, the naming convention affects the entire selection.

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Chapter 2: Managing Devices

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On the Properties page, select the properties you want to assign to the printers from the SDR and Pull Group drop-down lists, and then click Next. The properties can be applied to single or grouped printers. Rule Sets do not apply to Xerox Secure Access.

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On the Price Lists page, click Next to skip this page. Price Lists do not apply to Xerox Secure Access.

Click Finish to complete the conversion process. Alternatively, you can select the Return to Start checkbox and click Next to return to the Wizard’s main page without completing the conversion.

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Open the Printers and Faxes window, and print a test page for EACH converted printer.

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Confirm that the test page printed successfully.

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Verify that the physical device and its printer port and print queue display in System Manager > Devices.

Configuring Physical Devices with the Printer Configuration Wizard

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Use the Printer Configuration Wizard to reconfigure existing Xerox managed printers. The wizard allows for properties such as pull groups and SDR to be set across multiple devices simultaneously.

To configure existing Xerox managed printers, do the following:

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Select Start > All Programs > Xerox Secure Access > Printer Configuration Wizard.

Click Next on the Welcome screen to continue with the conversion.

Select Configure Xerox Managed Printers, and click Next. Optional – Uncheck Auto-discover model if the printers are off-line or have SNMP disabled. If selected, the wizard sends an SNMP request to each device, and then times-out on each failed connection attempt, greatly increasing the time to run the configuration.

On the Properties page, select the properties you want to assign to the printers from the SDR and Pull Group drop-down lists. Rule Sets do not apply to Xerox Secure Access. The properties can be applied to single or grouped

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Chapter 2: Managing Devices

printers. Multiple Pull groups can be assigned by entering a semi-colon separated list of groups in the Pull Group field.

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On the Price Lists page, click Next to skip this page. Price Lists do not apply to Xerox Secure Access.

Click Finish to complete the configuration process. Alternatively, you can select the Return to Start checkbox and click Next to return to the Wizard’s main page without completing the configuration.

Configuring a Printer Port

To view the port in System Manager, switch to Devices, then select Standard View. Expand the device that you want to modify, then click to view the port summary.

Option

Name

Description

Description

The name for the port. By default, the port is assigned the device IP Address.

A text description of the port that appears in System Manager. The description should reflect the device name that the port belongs to, or the location where the device is located.

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Chapter 2: Managing Devices

Option

Description

Server

Type

Port number

Queue print server

Proxy IP address

Pricing

Rule set

Connectivity

Displays the local print server. This field is provided for information only.

Indicates that you are viewing information about a port.

Displays the currently configured TCP/IP port number for this port.

Displays the name of the DRE print server that manages this port.

Use this field to identify the print queue name of the printers using a Passthrough port. In order to retrieve SNMP data from the DME console, the Hostname/IP address field in the Physical device

summary dialog box should contain the IP address of the physical printer.

Pricing does not apply to Xerox Secure Access.

Rule sets do not apply to Xerox Secure Access.

You can edit this field only when the port communication type is set to RAW. This option does not apply to LPR and Passthrough ports.

Choose Hold port Open to ensure that users can only print to the device through the print server, preventing users from bypassing the accounting server and establishing an exclusive connection to the network printer.

Choose Close port on completion to share the printer connection with other non-Equitrac printer definitions.

Notification page

Uses printer job language (PJL)

Determines if users are notified when print errors occur on this port.

Enable this option for Print Job Language (PJL) compatible devices. If the user cancels printing mid-job, Xerox Secure Access combines the information from the Datastream Interpreter (DSI) and the PJL page count to determine an accurate page count and document details.

When disabled, Xerox Secure Access uses only the DSI page counting method configured at the physical device level.

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

Uses SNMP counting If the user cancels printing mid-job, or there is a printer error, Xerox Secure Access combines the information from the DSI and the SNMP page count to determine how many pages were printed.

In order for SNMP page counting to work, only one port can talk to the MFP.

Idle timeout When SNMP counting is selected, you can set the idle timeout value in seconds for the amount of time that the device has been in idle state since the job was canceled. Once this time is reached,

Xerox Secure Access assumes the printing is complete and polls the device again to determine how many pages were printed.

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Chapter 2: Managing Devices

Configuring Print Queues

When a user prints to a physical device for the first time, a print queue is created for the device automatically. The new queue uses default settings only, so make modifications to the queue as soon as possible.

To view the queue in System Manager, select Devices. Expand the device that you want to modify to view the port, then expand the port to view the queue.

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

Option

Description

Pricing

Secure Printing

Rule set

Separator page

Description

A text description of the queue that appears in System Manager. Enter a good description if you commonly use the Type view. The description should reflect the device name that the queue belongs to.

Pricing does not apply to Xerox Secure Access.

Enable this option to hold all jobs in a virtual print queue, rather than forwarding the jobs directly to the device for immediate output.

Secure printing is disabled by default.

Rule sets do not apply to Xerox Secure Access.

Prints a specific print separator before each job released from this queue.

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Chapter 2: Managing Devices

Editing and Removing Devices

You can edit the properties of a physical device, print queue, port, embedded device or control terminal at any time.

Changes can be made to more than one device at a time. For example, if you want to set secure printing on all queues, select the queues, then set secure printing on all devices at once.

When multiple devices are selected, the summary dialog box opens and disables any properties that are not shared among the devices. For example, the Name and Hostname/IP address fields are blank in the dialog box and are not editable. If the settings on the devices do not match, Xerox Secure Access displays the lists and options as empty fields.

You can edit these fields, which in turn changes the field on every selected device, or leave the option “empty” to keep the existing settings.

A device can be deleted at any time. In System Manager, right-click the device, and select Delete from the list. If the device was tracked using DME, it no longer appears in the DME console.

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

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