Creating & Managing Accounts. Nuance 5.7
Διαφήμιση
Διαφήμιση
7
Creating & Managing Accounts
Topics
Controlling Transaction Tracking
Working with Self-service Accounts
Configuring the Guest User Feature
Printing Accounts are required to track copy, fax, scan, and print usage. Each time a user submits a job, the Core
Accounting Server (CAS) validates the job request, then logs the transaction details to the database.
Printing Accounts are created and managed within Accounts Manager. Access to this manager is restricted to selected domain groups, assigned in System Manager > Configuration > Security and authentication > Access permissions.
You must be a member of the Domain controller assigned to the Accounts permission to open and use Accounts
Manager.
This chapter provides information to:
• determine the account types required for your deployment
• create the three different account types
• manage accounts on an on-going basis
• set system configuration options that affect all accounts
• create Self-service accounts (for Equitrac Express)
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 201
EQ-AG-5.7-20160921
Chapter 7: Creating & Managing Accounts
Accounts Overview
If you want Equitrac to track printing per User, Department, or Billing code (or any combination of the three), you need to create printing accounts. You can use accounts to set limits on the amount of printing each account can perform, and on the number of color pages each account can produce.
Each account is logged in the database. Print, scan, fax, and copy job transaction details are logged to the account.
User account properties can also include name, email address, account balance, minimum balance, department assigned to, remaining color quotas, and available billing codes.
Each time a user submits a print request, DRE contacts the Core Accounting Server (CAS) to verify the users credentials. CAS checks the database entry for the account, and either verifies or denies the print request. If verified, the print job is released to the print queue. After the job has printed, DRE forwards the transaction details to CAS, which updates the account information and transaction details for that account.
The process for a scan, fax, or copy job is similar, but DCE performs the functions provided by DRE, shown in the diagram below.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 202
Chapter 7: Creating & Managing Accounts
Account Types
Equitrac Office and Express support three different account types: User, Department, and Billing code. Your organizational needs dictate if you need to create one type of printing account, or all three types.
User Accounts
The basic account is a user account. This type of account allows valid users to print to monitored devices, and enables print tracking. Each user who prints to one or more monitored devices, or who login to a control terminal to use copy, scan, or fax functions, must have an Equitrac Office or Express printing account.
Users can be assigned to act as a delegate to release another user’s print jobs. For example, an assistant needs to release a manager's print jobs from a device, therefore the assistant is assigned to the manager’s account as a delegate. The manager (delegator) sends a job for printing, and the assistant (delegate user) logs in to the device with their own user credentials to release the job via Follow-You Printing. The delegate is presented with a list of their documents, followed by a list of the delegator’s documents. A delegator may have multiple delegates, and a delegate may be
assigned to multiple delegators. See
Departments
A department groups individual users under one name to track printing at the group level. A department is any logically-related group, team, or division.
Users are assigned to departments. The department itself is not considered a user. Users are still validated by CAS for their credentials when they try to print, fax, copy, or scan. But for pricing, billing, and reporting purposes, you may prefer to group user activities under one “umbrella”. For example, if your organization is already divided into separate departments or divisions, complete with their own budgets and printers, you should create both user accounts and departments within Equitrac Office and Express.
If you already have existing Windows domain groups defined for various departments at your organization, you should use a flat file import or ADS to create user accounts. You can set the department name during the import for each set of user accounts.
Billing Codes
Billing codes assign print, scan, fax, or copy jobs to a specific code, and are typically used to track output on a projectbasis. You can assign a billing code to an entire department, or to individual users.
When the user releases a print job, they can assign the job characteristics to a particular billing code. The print tracking information is logged to the selected billing code, rather than to the user or department who released or printed the job.
If you assign a billing code to a department, all users belonging to the department inherit the department billing codes, as shown in the diagram below.
For complete information on implementing Billing Codes, see
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 203
Chapter 7: Creating & Managing Accounts
Accounts Manager Views
The main Accounts Manager window provides different views and options depending on the Account Type you are working with. Select an account type, then choose a task from the Current tasks, or right-click in the list of accounts to view other options.
Grouping Accounts
If you are managing a large organization, you may have more than 1000 users. Rather than presenting an enormous list of users, Accounts Manager can be configured to group users alphabetically or numerically.
To enable the User group view, do the following:
1
Click Tools > Options.
2
3
In the Options dialog box, select the Enable grouping checkbox.
Set the Alphabetical ranges to either Predefined or Optimized size.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 204
Chapter 7: Creating & Managing Accounts
4
5
If Optimized size is selected, enter a Maximum group size to display in Accounts Manager. The group size range must be within 100 - 10,000.
Click OK to save the settings.
A User group view tab is placed on the Accounts Manager toolbar. Click the User group view tab to select a user group to view and access in the right pane. The Accounts Manager title bar displays the selected group.
If you want to further refine the views in Accounts Manager, use the EQAccountRegroup tool to divide the groups into smaller subgroups for easier viewing. See
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 205
Chapter 7: Creating & Managing Accounts
Creating New Accounts
Follow this workflow when first establishing user accounts within Equitrac Office or Express:
1
2
Set up all Billing Codes
Create billing codes first, and then when you create user accounts and departments, you can select the billing codes you want to assign to the accounts. If the codes are not in place you have to go back and assign the codes later. Creating the codes first save you time and effort.
If you are not implementing Billing Codes, skip ahead to create departments.
Create Departments
3
4
Regardless of the method you use to create User Accounts, you can assign the users to a particular department.
Create User Accounts
Select a method to create the User Accounts: ADS, LDAP, flat file import, individually, or automatically.
Assign Departments and Billing Codes
If you did not use the automatic assignment options when you created the User Accounts, you can now assign users to a specific department, and assign billing codes to both Department and User Accounts.
Working with Billing Codes
If you plan to use a charge-back system, you can create and setup billing codes within Equitrac Office and Express.
Each time a user submits a job request, they can assign the job attributes to a billing code if that code was enabled for either their own user accounts, or for a department that the user belongs to. See
Working with Departments
Before you start to create accounts, consider your existing infrastructure to establish a naming convention. You may discover that you need to identify departments by a code. For example, in a large organization, you may have two departments with the same name. If there is an IT department that supports the Marketing division, and another IT organization that supports the Graphics division, identify the departments by division name and function name:
IT-MKTG and IT-GRPH
Although you can change the name of a department at any time, it is best to choose a naming convention during initial configuration. Depending on your deployment, you may have one or several Department Administrators that need to identify department names easily.
Enabling Department Charging
Once you establish the need for Departments, you can create the accounts, and enable system-wide department charging. If you create the accounts, but forget to enable the charging per department, the individual users accounts are charged for the transactions, rather than the Department. If you plan to simply track by department, but not charge by department, do not enable this option. You can run reports that show Department usage, but individual
User Accounts are charged for their transactions.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 206
Chapter 7: Creating & Managing Accounts
In System Manager, go to Configuration > Accounting and quotas > Account charging, and ensure that Charge to
department if available
is checked. When a user submits a job request, CAS checks the database to see if department charging is enabled. If so, CAS confirms the department that the user belongs to, then charges all transaction costs to the Department rather than the User Account.
Not all users within Equitrac Office and Express must belong to a department. If CAS cannot locate a department for a user, User Account charging is applied instead. You can therefore create charging scenarios that use both User charging and Department charging.
Creating and Editing Departments
If you use Active Directory Services (ADS) to create User Accounts from synchronized directories, you do not need to create departments within Equitrac Office and Express first. The field mapping options in the ADS Import dialog box
will automatically create departments, if mapped. See
Importing Users with Active Directory Services
To create a Department, do the following:
1
2
In Accounts Manager, select Departments in the left pane.
Select Add Department under Current tasks.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 207
Chapter 7: Creating & Managing Accounts
3
Enter the following information in the fields provided.
Field
Department Name
Description
Balance: Paid
(for Equitrac Express)
Balance: Allotted
(for Equitrac Express)
Balance
(for Equitrac Office)
Minimum Balance
Initial Balance
Account Locked
Description
Name logged to the database to track the account (required field).
Text description that appears in Accounts Manager to help identify the department.
Optionally enter an amount of additional funds to be used if the Allotted balance goes below zero. Funds added to this balance are supplied by a source other than those allotted to the
Department.
Enter an amount for the Department balance. Print jobs for the department’s users are logged against this account, which decreases after every job until the minimum balance is reached.
Enter an amount for the Department. As users charge against this account, the balance decreases until their are insufficient funds in the account to charge against.
If the balance drops below the minimum, the departments’ users are not able to release their print jobs and receive error notifications instead. To enforce the minimum balance, configure the Account limits in System Manager > Configuration > Accounting and quotas > Account
limits. See
Enter the amount to be used as the default initial balance for auto-created user accounts. See
When enabled, transactions are not charged to this department and users belonging to the
Do not enforce account limits for users in this department
Do not enforce color quotas for users in this department
Enable this setting if you want particular users to print even if they exceed their minimum balance. You can create a department and assign these users to this department.
This setting overrides the Enforce Account Limits setting (System Manager > Configuration >
Accounting and quotas > Account limits) and the Minimum Balance option located in this dialog box.
Enable this setting to allow all users within this department to continue to output color jobs
even if they exceed their color quota remaining amount. See
PIN Information If users within this department enter PIN codes on a control terminal, enter a Primary PIN and an optional secondary PIN. The primary PIN identifies the user, and the secondary PIN is used as a
Workflows and containers Enable this setting to display the list of Departmental scan workflows and workflow containers.
When enabled, you can Activate the desired workflows and containers.
Workflows in black text can override the global setting. Grey text workflows cannot be applied until they are made Active at the global level. See
Enabled Billing Codes If you are using billing codes, select the billing codes to assign this department.
See
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 208
Chapter 7: Creating & Managing Accounts
Field
Managers
Description
Departments can have multiple managers. Managers can add users to assign them to a department. Managers do not need to be members of the department.
Equitrac Office and Express adds the Department to the accounts database and lists the department name in the right pane.
To edit an existing Department, do the following:
1
2
3
In Accounts Manager, select Department in the left pane.
Right-click a Department in the right pane, and select Properties from the menu to open its Properties window and modify any of the editable fields.
Click OK to save the changes.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 209
Chapter 7: Creating & Managing Accounts
Working with User Accounts
When you first implement Equitrac Office or Express, you can choose from three methods to create user accounts: create accounts with Equitrac Office and Express one at a time, allow the system to create users automatically, or import users from Synchronized Directories (e.g. Active Directory and LDAP). Instructions for each method are provided within this chapter.
After all accounts are created, you can manage department membership and billing code assignments.
Creating User Accounts
Equitrac Office and Express provides several different methods to create user accounts. Use the table below to determine the best method for your needs. Instructions are provided within this section for each method
.
Method
Purpose
Add users individually Use Accounts Manager within Equitrac Office or Express to add users one at a time.
Allow Equitrac to create users automatically
Configure Equitrac Office or Express to create a new account automatically when a print request is received from a user not known to the Accounting Server.
Import Users with Active
Directory Synchronization
Use Active Directory Services to batch import user data, then synchronize updates as they occur.
Minimizes administration because updates occur automatically via communication with the Active Directory Services.
Offers PIN code and home print server synchronization to single or multiple Active
Directory servers.
LDAP Synchronization
Flat-File Import
Has all the same features as Active Directory Synchronization. The LDAP server must support persistent search if automatic synchronization is enabled.
Use the EQCmd.exe utility to import a file containing user account data.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 210
Chapter 7: Creating & Managing Accounts
Adding and Editing Users Individually
If you are managing a smaller number of users, you may prefer to create users one at a time.
1
2
In Accounts Manager, select Users in the left pane.
Select Add user under Current tasks to open the Add User dialog box.
3
Enter the following information in the fields provided.
Field
User ID
Full name
Email address
Description
ID logged to the database to track the account (required field).
To qualify user IDs with the domain name, use the <domain.com>\userID format. If you configured
Equitrac Office and Express to identify users by qualifying and recording the user’s originating domain in the accounts database (System Manager > Configuration > Network environment >
Domain qualification), you must also include the domain information in the User ID.
The full name of the user. Enter a full name to easily identify the user within Accounts Manager or
Department Manager. This name also appears in account statements and reports.
The email address is used to send notification email messages to the users in event of job error.
See
Selecting Notification Methods
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 211
Chapter 7: Creating & Managing Accounts
Field
Department
Location
Additional information
Balance: Paid
(for Equitrac Express)
Description
If enabling department charging or tracking, select the department you want to assign the user to.
See
Creating and Editing Departments
on page 207 for information on populating this field
with Departments.
Enter the location you wish to assign the user to.
Enter any additional information that you may find useful when pulling up a user’s information.
Balance: Allotted
(for Equitrac Express)
Balance
(for Equitrac Office)
Minimum balance
(for Equitrac Express)
Account locked
Default billing code
Color quota
PIN information
Home print server
Home scan folder
Use this field to enter any additional funds to be used if the Allotted balance goes below zero. The funds added to this balance are paid for by the student, not the institution.
Funds can be deposited into this account via Cashier, Deposit Station, Web Deposit or Parent Pay.
The student can transfer funds from this account to another user account via User Dashboard.
Enter the initial balance for this account. Print jobs for this user are charged against this balance, which decreases after every job until the minimum balance is reached.
Enter the initial balance for this account. Print jobs for this user are charged against this balance, which decreases after every job until their are insufficient funds in the account to charge against.
If the balance drops below the minimum balance, the users are not able to release their print jobs and receive error notifications instead.
To enforce the minimum balance, configure the Account limits in System Manager >
Configuration > Accounting and quotas > Account limits.
When enabled, transactions are not charged to this account and users cannot print.
See
The default billing code option is not available when creating new users. This option requires that the user is created first and then the default billing code can be assigned to the user later.
The default billing code is used for transactions when a billing code is not allocated from a client billing popup, or when the billing code prompt in Follow-You Printing is left blank.
If Color Quotas are enabled system-wide, enter the number of color pages (both copied and printed) that the user is allowed to produce.
You can reset the value manually as needed, or create a scheduled task to reset user quotas periodically.
See
If the user enters PIN codes on a control terminal, enter a Primary PIN and an optional Secondary
PIN. The primary PIN identifies the user, and the secondary PIN is used as a password.
See
You can also enter an Alternate primary PIN that serves as another primary PIN for this user. The user can enter either primary PIN at a control mechanism.
Enter the name of the DRE print server that manages this users print jobs.
Enter the user's home scan folder as a full network location (UNC path). It is used as a destination folder for scan processing.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 212
Chapter 7: Creating & Managing Accounts
Field
Delegates
Enabled billing codes
Description
If you are utilizing delegate users for print release, add the delegates assigned to this user.
See
If you are using billing codes, add the billing codes to assign to this user.
If you assigned billing codes at the department level, all users assigned to the department automatically inherit the billing codes. See to
Creating and Editing Billing Codes
Note: If Billing code access is set to All Codes, the Billing Codes area does not appear in the user
Properties dialog box. See
Enabling System-Wide Billing Code Access
Equitrac Office and Express adds the User to the accounts database and lists the User name in the right pane.
To edit an existing User, do the following:
1
2
3
In Accounts Manager, select Users in the left pane.
Right-click a User in the right pane, and select Properties from the menu to open its Properties window and modify any of the editable fields.
Click OK to save the changes.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 213
Chapter 7: Creating & Managing Accounts
Creating Users Automatically
By default, Equitrac Office and Express are set to automatically create a new account for any user that does not exist in the CAS database. When a user logs in for the first time, CAS checks the database for a corresponding user account. If
CAS does not find an account, it checks the Account creation configuration options to determine what to do with the unknown user.
When CAS automatically creates a new user, it retrieves the user’s ID, full name, email address, department and other matching attributes from Active Directory using the Active Directory attribute values. The attributes must be configurable in System Manager.
To configure automatic account creation, do the following:
1
In System Manager, go To Configuration > Accounting and quotas > Account creation.
2
Select Automatically create a new user account to allow Equitrac Office and Express to auto-create the account, and optionally assign the account to particular departments.
Field
Use department intial balance
Balance
Description
When enabled, the initial balance of the user's department is assigned as the user's initial balance. Users not assigned to a department use the value specified in the Balance field.
This value appears in the Balance field for Equitrac Office, or the Allotted Balance field for
Equitrac Express in the User properties dialog box.
Enter an initial balance for newly created user accounts not assigned to a department. Print jobs for this user are charged against this balance, which decreases after every job.
This value appears in the Balance field for Equitrac Office, or the Allotted Balance field for
Equitrac Express in the User properties dialog box.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 214
Chapter 7: Creating & Managing Accounts
Field
Initial minimum balance (limit)
Initial color quota
(limit)
Use Email address
Windows groups to Department
Mapping
Description
If the balance drops below the minimum balance, the users are not able to release their print jobs and receive error notifications instead.
Newly created accounts use the initial minimum balance specified here for a user’s department.
To enforce the minimum balance, configure the Account limits in System Manager >
Configuration > Accounting and quotas > Account limits.
Enter a limit on the number of color pages the user can print when their account is first created.
This number can be reset manually or via a scheduled task.
Automatically generates an email address for system-created user accounts.
The system affixes the system-created user ID to the specified domain name. For example, if the user’s ID is JohnD and the specified domain name is domain.com, the address is recorded as
Optional configuration that assigns a user account to a specific department based on group membership.
Click Add... to create a list of one-to-one relationships between Windows domain groups and departments. Equitrac Office and Express adds the new user to a department when it first creates the new user account.
Equitrac Office and Express evaluates the list of groups by the order in which the groups appear, so the order you assign to the set of relationships is important. If a user belongs to more than one group in the list, the system assigns that user to the department associated with the first matching group in the list.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 215
Chapter 7: Creating & Managing Accounts
Assigning Delegates to Users
Users can be assigned to act as a delegate to release another user’s print jobs. For example, an assistant needs to release a manager's print jobs from a device, therefore the assistant is assigned to the manager’s account as a delegate. The manager (delegator) sends a job for printing, and the assistant (delegate) logs in to the device with their user credentials to release the job via Follow-You Printing. The delegate is presented with a list of their documents, followed by a list of the delegator’s documents. A delegator may have multiple delegates, and a delegate may be assigned to multiple delegators.
To assign a delegate to a user, do the following:
1
2
In Accounts Manager, select User in the left pane and select a user from the list.
In the user Properties dialog box, click Add in the Delegates section to open the Select account dialog box.
3
4
5
6
Enter a user account in the Account Name field, and click Verify.
Click OK to close the Select account dialog box. The delegate displays in the Delegates list.
Click OK to save the selected delegate.
Repeat steps 2 - 5 to add multiple delegates.
When a delegate logs on to a device using Follow-You Printing, the document name for the delegator’s job is preceded by the delegator’s User ID (e.g. [delegator user_id] document_name). All print jobs released by a delegate are charged to the delegator. If color quota is enabled, the delegator’s color quota is applied, not the delegate’s. If billing codes are used, the delegate must have access to the delegator’s billing codes, otherwise the job will be charged to the delegate’s billing codes.
All transaction records are charged against the delegator. The identity of the delegate releasing the print job on behalf of the delegator is displayed in the transaction record.
A Released by column can be added to the following Detailed activity reports in Reports Manager to display the delegate who released the job:
• Detailed activity by billing code account
• Detailed activity by department account
• Detailed activity by device
• Detailed activity by network user
• Detailed activity by print queue
• Detailed activity by user account
on page 367 to add the Release by column to the selected reports. A User delegates
report is available in Reports Manager to view current delegate assignments within the system.
NOTE: Delegate printing is not supported on Linux print servers and Mac clients.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 216
Chapter 7: Creating & Managing Accounts
Assigning Users to Departments
If you did not use the automated department assignment options provided in the ADS Import dialog box and the
Account creation configuration options, you can assign users to departments within Accounts Manager.
NOTE: Single users can only belong to one department, however, a single department can have multiple users.
To assign a single user to a department, do the following:
1
2
In Accounts Manager, select User in the left pane and select the user from the list.
In the user Properties dialog box, select the Department from the drop-down list, and click OK. See
Creating and Editing Departments
on page 207 for information on populating this field with Departments.
To assign multiple users to a department at the same time, do the following:
1
2
3
Use
SHIFT
-click or
CTRL
-click within the Users view to select multiple users.
Right-click on any selected user, and choose Assign to department from the menu.
In the Assign Department dialog box, select the department from the drop-down list, and click OK.
Assigning Billing Codes to Users or Departments
You can assign as many billing codes as you wish to a User Account or Department. The user can select from available billing codes each time they submit a print job or when they login to a control terminal. Transaction charges are billed to the billing code, rather than to the User Account.
To assign billing codes to a single user or department, do the following:
1
2
In Accounts Manager, select Users or Department in the left pane.
Select a user or department to open its Properties dialog box, and click Add in the Enabled billing codes section to open the Select account dialog box.
3
4
5
6
Enter a billing code account in the Account Name field, and click Verify.
Click OK to close the Select account dialog box. The billing code displays in the Enabled billing codes list.
Click OK to enable the selected billing code(s).
Repeat steps 2 - 5 to add multiple billing codes.
To assign billing codes to multiple users or departments at the same time, do the following:
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 217
Chapter 7: Creating & Managing Accounts
1
2
Use
SHIFT
-click or
CTRL
-click to select multiple users or departments.
Select Enable billing code(s) under Current tasks in the left pane, or right-click the selection in the right pane and choose Enable billing code(s) from the menu.
3
In the Enable Billing Code(s) dialog box, click Add to open the Select account dialog box.
4
5
6
7
Enter a billing code account in the Account Name field, and click Verify.
Click OK to close the Select account dialog box. The selected billing code displays in the Billing code list.
Click OK to enable the selected billing code(s).
Repeat steps 3 - 6 to add multiple billing codes.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 218
Chapter 7: Creating & Managing Accounts
Setting a Default Billing Code for Users
You can set a default billing code to be applied to user’s print and copy jobs when a billing code is not allocated from a client billing popup, or when the billing code prompt in Follow-You Printing is left blank.
To set a default billing code for users, do the following:
1
2
In Accounts Manager, select one or multiple users from the list.
Use
SHIFT
-click or
CTRL
-click to select multiple users.
Select Set default billing code under Current tasks in the left pane, or right-click the user in the right pane and choose Set default billing code from the menu. The Set default billing code dialog box opens.
3
Enter a Default billing code, and click OK. If an incorrect billing code is entered, a popup error message opens indicating that the selected billing code is not valid.
Importing Users with Active Directory Services
System Manager provides a utility to import users via Active Directory Services (ADS). If you want to minimize administration overhead, and you are managing a large number of User Accounts, you should use ADS to synchronize user accounts.
NOTE: The Equitrac services must be started by a Domain account with access to the contact Active Directory. If
services are started under the local administrative account, the Active Directory synchronization fails.
NOTE: If you plan to use Active Directory Services to generate user accounts, you must decide before performing the
first synchronization whether or not to use Domain Qualification. See
for instructions.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 219
Chapter 7: Creating & Managing Accounts
Configuring Active Directory Synchronization
It is important to select options in the correct order in the Directory Services synchronization dialog box. Performing these steps causes a task to run in the background. You can see the result of the task in the Accounts Manager—the list of users populates automatically when the task is complete.
An Active Directory (AD) server consists of containers that hold records (users, computers, printers, etc.) organized by type, geographical location or similar. Synchronization, settings and any related operations available in this window can be applied to servers or individual containers, depending on your selection.
To configure active directory synchronization, do the following:
1
2
In System Manager, go TO Configuration > Network environment > Directory Services synchronization.
Select the Active Directory tab.
3
In the Servers and containers section, click Add server.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 220
4
In the New AD server dialog box, do the following:
Chapter 7: Creating & Managing Accounts
a
Enter the Domain Controller server name. A domain controller is a server shared by a group of computers that use a common accounts database. The fully qualified domain name—not the IP address—must be entered for the Domain Controller.
CAUTION: The maximum length of the host name and of the fully qualified domain name (FQDN) is 63 bytes per
label and 255 bytes per FQDN. Microsoft Windows does not permit computer names that exceed 15 characters, and you cannot specify a DNS host name that differs from the NETBIOS host name.
5
6
7 b c
Optionally, select the Allow Fallback to Other Domain Controllers checkbox, and enter an additional
Domain
server name. This option allows for automatic failover to another domain controller if the original domain controller is unavailable or goes offline, or if the environment changes in such a way that it is more efficient to use a different domain controller. The fully qualified domain name—not the IP address—must be entered for the fallback domain controller to establish a connection during failover.
When a fallback to another domain controller occurs, a full synchronization of user accounts takes place.
When the original domain controller is back online, a full user synchronization happens again.
Enter the Application partition for the directory of users, or click Browse to select from a list of partitions.
d e
Optionally, enter External Authentication Credentials to allow access to Active Directory servers on untrusted domains. When working in an environment with multiple domains which do not have a trust relationship, AD lookup and AD sync are not supported since the Equitrac Service Account cannot be trusted across domains.
Click OK to add it to the domain controller list. A specific server can only be added once to the list.
Click Modify if you wish to make changes to any of the domain servers in the list.
Click Remove to clear any of the domain servers from the list.
To add individual containers, select a server in the tree view and click Add Container. A container is a subset of a
Domain controller. Select one or more containers that belong to the selected Domain Controller. A specific container can only be added once to the same server.
CAUTION: Ensure that the Organization Units (OU) containers you choose are comprised of user account data only.
If the OUs contain other data (such as system or contact information), you will see unexpected results. You may need to create specific OU containers to be used only for importing and synchronization purposes.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 221
Chapter 7: Creating & Managing Accounts
8
Select a container and click Remove to clear it from the list.
9
Click Test to open an Active Directory lookup dialog box. Enter a user account name. When the domain controller is contacted, the dialog box shows the ADS properties for that account. You can test servers as well as containers, depending on your list selection. Lookups may get resource intensive operations: ensure that you use this functionality on an entire server only if your task specifically requires it.
10
Optionally, you can move servers and containers up or down the tree view. Select the item to move and use the
Move Up
or Move Down buttons next to the view. Controls are also accessible from the item context menu.
11
Under Filtering, you can specify a search filter for synchronization. Click the (...) button if you wish to assemble a filter using a graphical interface. A standard filter dialog box opens. Use this to specify conditions. To specify an unlisted field use the Search filter textbox. Only user accounts that meet these conditions are included in the synchronization.
Click the checkbox Filtering is specified at the container level
if you are working with containers instead of servers.
NOTE: If filters are applied after the initial user import, updates to users who do not match the filter specifications
are ignored.
12
In the Field mappings section, you can link Equitrac Office and Express user fields to ADS attributes. You should enter the AD attribute name, not the field label. Synchronization uses the specified mappings.
Click the check box Mappings are specified at the container level to set field mappings for containers instead of servers.
Check the options you want to associate with the user accounts in the selected containers:
• Account name – contains the user login ID. This is mapped to the User ID property in Equitrac Office and
Express.
• Display name – contains a description of the user, such as the full user name. This is mapped into the Full
name
property for the user within Equitrac Office and Express.
• Email address – contains the user’s email address.
• Primary PIN and Secondary PIN – map the numeric PIN values found on the ADS to the PrimaryPIN and
SecondaryPIN fields in Equitrac Office and Express.
• Alternate PIN – maps the alternative primary PIN.
• Department – maps the ADS department name to the Department field in the Equitrac Office and Express database. If the department name does not already exist within Equitrac Office and Express, it is automatically created and the selected users are added to the new department.
Multi-level departmental structures can be synchronized into a single department field by using the
"value1+value2+value3" syntax. For example, co+st+l+description indicates the country, state/province and city, and a description of the department. Use the LDAP lookup dialog box for the list of available values.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 222
Chapter 7: Creating & Managing Accounts
• Location – maps the user’s physical location.
• Color quota – maps the color quota page limit. Use this if you are applying color quotas.
• Home print server – maps the name of a particular print server to the Home Print Server field in the Equitrac database. If you are enabling Follow-You Printing, ensure that you select the Home Print Server attribute for these users.
• Home scan folder – maps to the user's home scan folder as a full network location (UNC path). It is used as a destination folder for scan processing.
• Delegates – maps to the user’s delegates. The attribute for Delegates must be a DN (distinguished name) type, such as "secretary".
13
Use the controls in the Synchronization group (under Field mappings) to specify synchronization settings.
14
Click the checkbox Synchronization is specified at the container level if you want to synchronize containers rather than servers. Ensure that you only use this option with a container selected.
15
Select or clear AD update options—Adds, Deletes, or Changes—to specify which AD accounts Equitrac receives and applies to the accounts database during subsequent synchronizations.
You must have at least one option selected to perform synchronization or save your changes.
You can import added or changed users, or remove inactive accounts from the Equitrac accounts database. Leave these settings at the default to ensure the accounts are updated and kept in sync with the ADS server.
NOTE: The Deletes option only works if the "isDeleted" AD attribute is set to true. In case the entire user record is
removed from AD, Equitrac cannot detect this deletion due to an AD limitation, and the corresponding user is not deleted automatically from Equitrac database.
16
Select the Do not enforce account limits for users in auto-created departments checkbox to import new departments into Equitrac via AD synchronization without enforcing account limits.
By default, when new departments are imported into the system, they are created with account limits enforced, and the system administrator needs to manually set each department to not enforce account limits. This option overrides the enforce account limits setting in the department properties.
17
Select the Automatic synchronization checkbox to enable adjustments to the Synchronization interval. Use this to change how often Equitrac synchronizes its accounts database with the specified AD. The synchronization interval value must be at least 15 minutes. The maximum value 10080 minutes (one week).
18
Click Synchronize Now… to schedule a single synchronization process (as opposed to automatic synchronization, which is performed periodically). Click OK to have this single synchronization performed in the background.
19
Click OK to save your settings and exit the dialog box. The task continues to run even though the dialog box is closed. Server settings apply to all containers of the server.
20
After a few minutes, refresh Accounts Manager, then check the list of Users to ensure successful import of the accounts. Open the user account properties and ensure that the settings are correct.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 223
Chapter 7: Creating & Managing Accounts
Active Directory LDS Support
Equitrac Office and Express support Active Directory Lightweight Directory Services (AD LDS) to synchronize a subset of the Active Directory tree to a local LDS server.
Like Active Directory, AD LDS provides a hierarchical data store for storage of directory data, a Directory Service with an LDAP directory service interface. Unlike Active Directory, however, multiple AD LDS instances can be run on the same server. AD LDS shares the code base with Active Directory and provides the same functionality as Active
Directory, including an identical API, but does not require the creation of domains or domain controllers.
AD LDS operates independently of Active Directory and independently of Active Directory domains or forests. It operates either as a standalone data store, or it operates with replication. Its independence enables local control and autonomy of directory services for specific applications. It also facilitates independent, flexible schema, and naming contexts.
AD LDS is ideal for applications that require directory services, but do not require the complete infrastructure features of Active Directory.
Configuring LDAP Synchronization
LDAP synchronization requires that the LDAP server supports persistent search functionality. LDAP import will not work if the Base DN or user names contain spaces.
To configure LDAP synchronization, do the following:
1
2
In System Manager, go to Configuration > Network environment > Directory services synchronization.
Select the LDAP tab.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 224
Chapter 7: Creating & Managing Accounts
3
In the Servers section, click Add.
5
6
7
4
8
9
In the Add New server dialog box, do the following: a
Enter the LDAP server name.
b
Enter the Port number. The default value depends on whether you have the Use SSL checkbox marked or clear.
f c d e g h
In the Base DN field, enter the location within the directory to start the search. For example, if the entire directory is to be searched under an organization of "Equitrac", this would be "O=equitrac". Ensure the Base
DN name does not contain spaces, or the import will fail.
Enter a Login ID. The login ID is the fully qualified user ID (e.g. CN=admin, O=equitrac).
Enter a Login password.
Select an LDAP version from the drop-down list.
Select Use SSL if you want to use Secure Socket Layer encryption.
Click OK to add the new server.
Click Modify if you wish to make changes to any of the LDAP servers in the list.
Click Remove if you wish to remove any of the LDAP servers from the list.
Click Test to confirm that Persistent Search is enabled. An LDAP lookup dialog box opens. Enter a user account name. If Persistent Search is enabled, the dialog box shows the LDAP properties for that account. If a search filter
(see below) is specified, the lookup only returns users matching the selected filter.
Optionally, you can move servers and containers up or down the tree view. Select the item to move and use the
Move Up
or Move Down buttons next to the view. Controls are also accessible from the item context menu.
To specify import search criteria, enter it in the Search filter field under Filtering (below the Servers tree view).
"(objectClass=person)" is the default search filter, and can be modified as needed. Use standard LDAP filter syntax to define the search criteria. The search filter criteria also affects the information returned in the LDAP lookup
Test tool.
If desired, you can enter additional search criteria along with the Object class. For example, if the search filter entered is "(&(objectClass=person)(l=Waterloo)", this would search for objects that have the Object class = person
AND also have a location set to Waterloo.
NOTE: When using LDAP email search, the Search filter field is not active. LDAP email search looks for entries in the
displayName attribute, not the email address. The displayName attribute must match what is entered in the LDAP server.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 225
Chapter 7: Creating & Managing Accounts
10
In the Field mappings section, you can link Equitrac Office and Express user fields to LDAP attributes.
The specified field mappings are used by synchronization. Check the options you want to associate with the user accounts in the selected containers:
• Account name – contains the user login ID. This is mapped to the User ID property in Equitrac Office and
Express.
• Account name (alternate)– maps to the User ID property in Equitrac Office and Express. This a fall-back field if the system cannot find Account name.
• Display name – contains a description of the user, such as the full user name. This is mapped into the Full
name
property for the user within Equitrac Office and Express.
• Display name (alternate) – maps to the Full name property for the user within Equitrac Office and Express.
This a fall-back field if the system cannot find Display name.
• Display name (alternate 2) – maps to the Full name property for the user within Equitrac Office and Express.
This a description fall-back field if the system cannot find Display name or Display name (alternate).
• Email address – contains the user’s email address.
• PrimaryPIN and SecondaryPIN – maps the numeric PIN values found on LDAP to the PrimaryPIN and
SecondaryPIN fields in Equitrac Office and Express.
• Alternate PIN – maps the alternative primary PIN.
• Department – maps the department name to the Department field in the Equitrac database. If the department name does not already exist within Equitrac Office and Express, it is automatically created and the selected users are added to the new department.
Multi-level departmental structures can be synchronized into a single department field by using the
"value1+value2+value3" syntax. For example, co+st+l+description indicates the country, state/province and city, and a description of the department. Use the LDAP lookup dialog box for the list of available values.
• Location – maps the user’s physical location.
• Color quota – maps the color quota page limit. Use this if you are applying color quotas.
• Home print server – maps the name of a print server to the Home Print Server field in the Equitrac database.
If you are enabling Follow-You Printing, ensure that you select the Home Print Server attribute for these users.
• Home scan folder – maps to the user's home scan folder as a full network location (UNC path). It is used as a destination folder for scan processing.
• Delegates – maps to the user’s delegates. The attribute for Delegates must be a DN (distinguished name) type, such as "secretary".
NOTE: The LDAP lookup must resolve to a unique user identifier.
11
Use the controls in the Synchronization group (under Field mappings) to specify synchronization settings.
12
Select or clear update options—Adds, Deletes, or Changes—to specify which accounts Equitrac Office and
Express receives and applies to the accounts database during subsequent synchronizations.
13
You must have at least one option selected to perform synchronization or save your changes.
Select the Do not enforce account limits for users in auto-created departments checkbox to import new departments into Equitrac via AD synchronization without enforcing account limits.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 226
Chapter 7: Creating & Managing Accounts
By default, when new departments are imported into the system, they are created with account limits enforced, and the system administrator needs to manually set each department to not enforce account limits. This option overrides the enforce account limits setting in the department properties.
14
Select the Automatic synchronization checkbox for Equitrac to continually synchronize its accounts database with the LDAP server.
15
Click Synchronize Now… to schedule a single synchronization process (as opposed to automatic synchronization, which is performed periodically). Click OK to have this single synchronization performed in the background.
16
Click OK to exit the dialog box. The task continues to run even though the dialog box is closed.
After a few minutes, refresh Accounts Manager, then check the list of Users to ensure successful import of the accounts. Open the user account properties and ensure that the settings are correct.
LDAP Field Mapping to CAS
Mapping the LDAP attributes to CAS fields provides a way to cross-reference the attributes received from the LDAP server with the corresponding fields for the user account in the CAS database. When a user logs in and is authenticated based on the LDAP configuration, CAS looks up the LDAP attributes mapping and imports the correct fields into the user’s account. CAS updates the fields with every authentication if the field has changed. For example, if the LDAP attribute for the CAS department field has changed since the user last logged in, the CAS department field will be populated with the new corresponding attribute.
An LDAP server does not need to be added to the LDAP synchronization dialog box for field mapping.
Qualifying Accounts by Domain
Performing an initial synchronization creates user accounts based on Windows credentials without specifying a domain for the imported users.
If you enable domain qualification and want to subsequently create users manually, ensure that you include the correct domain in the User ID filed. Failing to do so adds the user with the default domain specified under the Domain
qualification
setting in System Manager.
To set the domain qualification option, do the following:
1
2
In System Manager, go to Configuration > Network environment > Domain qualification.
Select or clear the Qualify all user IDs with NT domain information option as necessary, depending on whether or not you want to use domain-qualified user IDs.
3
Provide a default domain name for unqualified users attempting to print, and click OK.
NOTE: Any user accounts that were automatically created before Domain qualification was enabled are updated to
show the domain information following the next active directory sync (ADS).
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 227
Chapter 7: Creating & Managing Accounts
Adding Users from a Flat File Import
Use the EQCmd.exe utility to add, delete, modify and query user, department and billing code accounts from a flat file. You can also assign users and departments to billing codes. This method is a one-time import and does not synchronize data beyond the import.
Equitrac Office and Express install this utility on the accounting server in the Program Files\Equitrac\Office or
Express\Tools
folder.
The command-line utility accepts commands in the following format:
EQCmd -s<Server> <Action> <Obj_type> <Obj_ID>|All [<Options>]
Execute the command with a batch file:
EQCmd -s<Server> -f<BatchFile> [-o<OutputFile>]
The OutputFile parameter is an optional parameter which specifies where to output a trace file. If not specified, then
EQCmd will attempt to write the output file to the same folder where the batch file exists, using the same name as the batch file, but adding the .log extension. If the trace file cannot be opened, the utility will log a warning to the console screen and proceed with the batch file, writing all messages to the console.
Equitrac Office and Express accept CSV files as batch files. Batch operation allows all the command actions except for the "query" command. Use the following table to fill in the parameters.
Parameters enclosed in parentheses < > are mandatory; parameters within square brackets [ ] are optional.
Parameter
Server
Action
Obj_type
Obj_ID
Variables
Specify the name or IP address of CAS.
Specify the action to take on the account. Use one of:
• add - Add user, department and billing code.
• assign - Assign a billing code to a user or a department.
• delete - Delete user, department or billing code. It does not use <details> parameter.
• remove - Remove the association between billing code and user or department.
• query - Query database. Output differs based on <Obj_type>.
• modify - Modify an object attribute.
• adjust - Adjust the balance for user, department and billing code; set a new balance to an object type or set a balance no less than a certain amount.
• lock/unlock - Lock or unlock a user, department or billing code.
Use one of the following:
• ur - user
• dp - department
• bc - billing code
Applies
<action> only to the specified object ID. Use double quotes around object IDs that have a space, for example human resources. Use All to apply
<Action> to all accounts of <Obj_type>.
Note: You can use “All” for “Assign”, “Remove”, “Query”, “Adjust” actions. You cannot use it for “Add”, “Delete”,
“Modify”, “Lock” and “Unlock” actions.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 228
Chapter 7: Creating & Managing Accounts
Parameter
Options for
Action
Command
Variables
Specify additional values. Use double quotes around detail values that have spaces or for empty values.
Specify amounts with a period for the decimal separator. For the modify action, place “!” for required fields that you don't wish to change.
•
<init_bal> - Initial balance
•
<min_bal> - Minimum account balance
•
<desc> - Description
•
<user_id> - User ID
•
<user_name> - User name
•
<dept_name> - Department name
•
<bc_name> - Billing code name
•
<email> - User email
•
<amount> - Amount of balance value
For a complete list of Action parameters, see
Modifying User Accounts from a Flat File
Importing LDAP User Accounts
You can use the EQCmd.exe utility to import a class containing specific LDAP users into the CAS database. Equitrac
Office and Express install the EQCmd.exe utility and the EQLDAPImport.ini on the accounting server in the
Program Files\Equitrac\Office
or Express\Tools folder.
After you create the LDAP class, call the class from the command line using the following format:
EQCmd.exe -s<CASServer> import ur <LDAPServer> <SearchRoot> [InitialBalance]
[MinBalance]
You can run the command line with the EQLDAPImport.ini file using the following format:
EQCmd.exe -s<CASServer> import ur <LDAPServer> <SearchRoot> <ini file>
NOTE: Do not edit the original EQLDAPImport.ini file directly. Create a copy and modify it as needed, and then provide
the EQLDAPImport copy file to EQCmd.
Command line parameters enclosed in parentheses < > are mandatory; parameters within square brackets [ ] are optional.
Parameter
CASServer
LDAPServer
SearchRoot
Definition
The name or IP address of CAS that you want to add a user accounts to.
The name or IP address of the LDAP server to import an account from.
The LDAP search root used to begin the import. For example "ou=Accounting, dc=metrics,dc=com".
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 229
Chapter 7: Creating & Managing Accounts
The following table list the fields in EQLDAPImport.ini required to configure LDAP import.
Parameter Definition
[AccountSettings] This section specifies some initial settings for created accounts.
InitialBalance
MinBalance
The initial balance of each account. If not specified, the balance is set to "0".
The minimum balance of each account. If not specified, the minimum balance is set to "0".
[ConnectionSettings] This section specifies how to connect and login to the LDAP server.
LoginID The LoginID for binding to the LDAP server.
Password
BindMethod
The Password for the LoginID for binding to the LDAP server.
The authentication binding method. Supported values are "simple", "ntlm" and "negotiate".
UseSSL
Version
DataEncoding Encoding of LDAP data to expect. Supported values are "unicode16" or "utf8" or "ascii".
[Attributes] This section specifies the attributes to import and map.
AccountName
Select whether or not to use SSL. "0=no, 1=yes".
What version of LDAP to use.
The attribute for lookup of the account name. If left blank, the default behavior is to look for the following attributes (in order): "sAMAccountName", "uid".
The attribute for lookup of the email address. If left blank, the default behavior is to look for the attribute "mail".
FullName
Department
The attribute for lookup of the full name. If left blank, the default behavior is to look for the following attributes (in order): "displayName", "cn".
The attribute to look up the department. The standard department attribute is "OU".
If left blank, departments are not imported.
HomeServer
PrimaryPIN
SecondaryPIN
AlternatePIN
The attribute to look up the home print server. If left blank, home print servers are not imported.
The attribute to look up the primary PIN. If left blank, primary PINs are not imported.
The attribute to look up the secondary PIN. If left blank, secondary PINs are not imported.
The attribute to look up the alternate primary PIN. If left blank, alternate PINs are not imported.
ColorQuota The attribute to look up the color quota. If left blank, color quotas are not imported.
Locked=logindisabled The attribute to look up to find if the account is locked.
Location The attribute to look up the location. If left blank, location is not imported.
[General Settings] This section specifies the general settings to import and map.
SearchFilter=
(objectClass=person)
The attribute to look up the class type to import.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 230
Chapter 7: Creating & Managing Accounts
Managing User Accounts
After you create the required combination of User, Department, and Billing Codes suitable for your deployment, you may want to set color quotas, or perform account management tasks such as locking or removing accounts, and performing account transactions.
Controlling Function Access
You can control user access to select MFP functions such as copy, fax, and scan. You can also create exceptions according to groups.
NOTE: On PageCounter terminals, only access to copy can be controlled. This functionality is not supported on all
embedded device platforms. Consult your Equitrac embedded device documentation or the vendor for confirmation.
To configure users’ access to MFP functions, do the following:
1
In System Manager, go to Configuration > Devices > Function access control.
2
3
In the Function access control dialog box, select either Allow all users or Deny all users in the Monochrome copy,
Color copy, Fax, and Scan fields respectively.
To add an exception to any of the functions, do the following: a
Click <None>. An Add OS group dialog box opens.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 231
b
Click <Add...> and OK. A Select Groups dialog box opens.
Chapter 7: Creating & Managing Accounts
c
Click Object Types. An Object Types dialog box opens where you must select an object type. Click OK to return to the Select Groups dialog box. d
Click Locations. A Locations dialog box opens where you must select a location for the object type. Click OK to return to the Select Groups dialog box.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 232
Chapter 7: Creating & Managing Accounts
e
Enter the Object name in the field provided. If you do not know the exact spelling, you can type the first letter of the name and click Check Names to view a list matching that letter.
f
Select the name from the list and Click OK.
NOTE: You may also do an advanced search if you wish. This is not recommended and is only for advanced
administrators.
Setting Color Quotas
If you are concerned about the costs associated with color output, use Color Quotas to set a limit on the number of pages a user can print or copy in color output. You can set a different quota per user, or select multiple users to apply a specific quota to a group at a time. For example, you can allow User A to print or copy up to 75 pages in color, whereas
User B is limited to 25 pages of color output.
NOTE: Quotas apply to user accounts only. You cannot set a color quota for a department or billing code.
Configuring Color Quotas for Print Requests
When a user submits a print request, DRE forwards the job attributes to CAS. When a job attribute is identified as color output, CAS checks the following:
1
Are Color Quotas enabled system-wide?
Quotas are enforced only when the system option is enabled in System Manager > Configuration > Accounting
and quotas > Color quota
.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 233
Chapter 7: Creating & Managing Accounts
2
Has the User already exceeded their quota?
CAS checks the number of color pages remaining for the user. If the remaining pages is 0, the job is denied and the user receives a notification.
NOTE: If the user belongs to a department for which color quotas are not enforced, the user is allowed to exceed
their quota regardless of pages remaining.
3
Will producing the job exceed the user’s quota?
CAS compares the number of pages remaining that the user is allowed to print, with the number of color pages in the print request. For example, if a print request is 5 pages, but the remaining quota of pages is 3, the job is denied in its entirety.
Configuring Color Quotas for Copy Requests
The workflow for a copy request is similar, but since CAS does not receive the job attributes until the copy job is complete, Equitrac Office and Express cannot determine if producing the job will exceed the user’s quota. In this case, the user may exceed the quota during a single session. However, you can select “Disable copying on color devices once quota exceeded” in System Manager > Configuration > Accounting and quotas > Color quota to prevent the user from copying on all color-capable devices after their quota is exceeded. If the user tries to access a color device via control terminal, they receive a notification that they exceeded their color quota.
Entering Color Page Quotas per User
1
2
Color quotas apply to user accounts. Within Accounts Manager, you can assign a quota to a single user, or assign the same quota to multiple users at the same time. If you need to reset a quota, you can either make the change for one user at a time in the user Properties dialog box, or you can created a scheduled task to reset multiple user quotas according to a schedule. To reset for a single user only, click on the user account in the User view, then click the Reset
Usage
button in the Color Quotas section of the dialog box.
To assign color quotas to a single user:
3
In Accounts Manager, click Users to view the list of all user accounts.
Click on any user in the right pane to open the user Properties dialog box.
In the Color Quota section of the Properties dialog box, set the total number of color pages the user is allowed to produce on both copy and print devices, and click OK.
1
2
To assign the same color quota to multiple users:
In Accounts Manager, select Users to view the list of all user accounts.
C
TRL
-click or S
HIFT
-click on the desired users in the right pane, then right-click the selection and choose Set color
quota
from the menu.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 234
Chapter 7: Creating & Managing Accounts
3
In the Set color quota dialog box, set the total number of color pages the selected users are allowed to produce on both copy and print devices, and click OK.
To assign a color quota to all users in a department:
1
Launch Department Manager and select Users in the left pane.
NOTE: You must have Department Access Permissions and be a member of the Department to make these changes.
See
Configuring Administrative Access
on page 34 for more information.
2
3
4
Press and hold the
S
HIFT
key, then click the first and last users in the department.
Right-click on the selection, and choose Set color quota from the menu.
In the Set color quota dialog box, enter the number of color pages the users are allowed to print, then click OK to save the change.
Resetting Color Quotas
2
3
There are three different ways to reset color quotas for users:
• one user at a time
• multi-select two or more users
• create a task to reset quotas on a scheduled basis
To reset the color quota for a single user:
1
2
3
In Accounts Manager, select Users in the left pane to view the list of all user accounts.
Click on any user in the right pane to open the user Properties dialog box.
In the Color Quota section of the Properties dialog box, click Reset Usage, and click OK. The Page usage is set back to "0", and the Remaining pages is set back to the original quota granted to this user.
To reset the color quota for multiple users:
1
4
In Accounts Manager, select Users in the left pane to view the list of all user accounts.
Use
SHIFT
-click or
CTRL
-click to select multiple users.
Select Reset quota usage under Current tasks in the left pane, or right-click the selection in the right pane and choose Reset quota usage from the menu.
Click OK on the popup to confirm the reset for multiple users. The Page Usage and Remaining pages database entries are set back to the original quota granted for these users.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 235
Chapter 7: Creating & Managing Accounts
To schedule a Reset Color Usage task:
1
2
In System Manager, select Scheduled tasks in the left pane.
Select Add scheduled set color quotas under Current tasks, or click Add in the right pane and select Set color
quotas
from the Add new scheduled task dialog box.
3
4
6
7
8
5
Enter a Name and Description for the task.
Select Reset Color Usage from the Task type from the drop-down list.
This option resets the number of color pages used back to "0". The user can then print or copy in color until they reach their set quota.
Apply the task to one of the following:
• All Users – selects all users regardless of what department or group they are assigned to
• Department – select a department from drop-down list that the users are assigned to.
• Windows Group – click the Browse button to select a group that the users are assigned to.
Schedule
the task to occur either once, every day, every week, or monthly.
Enter a Start date and Start time for the task to run.
Click OK to save the scheduled task.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 236
Chapter 7: Creating & Managing Accounts
Locking Accounts
When you lock an account, Equitrac cannot charge print jobs to it. The account is maintained in the database but it is inactive.
Locking an account can have different consequences for network users, depending on the account type that is locked and the types of accounts that you are using at your organization.
If your organization uses all three account types (users, departments, and billing codes) and you have configured the accounting server to evaluate all three account types when assigning charges to users, the following consequences apply when you lock specific accounts:
• If you lock a user account, that user is unable to print.
• If you lock a department, all users assigned to that department are unable to print.
• If you lock a billing code account, users are not able to print using that code. If users do not have access to another billing code, and a billing code is required, they are unable to print.
To lock an account:
1
2
3
In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
Click a user, department, or billing code account from the list. The Properties dialog box opens.
In the Account information section, select the Account locked checkbox and click OK.
The account is locked. Users must charge print jobs to another account. If users do not have access to another account, they are unable to print.
To unlock or enable the account, clear the Account locked checkbox.
Removing Accounts
Each Equitrac Office and Express account has a unique identifier in the database. While you can remove and delete an account and add a new account with the same name, the transactions for the deleted account are not associated with the new account. The audit trail for any account ends the moment you delete it. The accounts database retains all transaction records, however, so that you can continue creating usage reports. Deleting an account means that while printing transaction history remains on file, the accounts appear as deleted in printing usage reports.
If you want to disable an account temporarily, but do not want to delete it permanently, you can lock the account so the system cannot charge print jobs to it.
If you delete a department, the system bills all users actively assigned to that department as individuals. Similarly, if you delete a billing code account, the system bills all users assigned that code as if they have no billing code selected.
When you delete an account, that account is permanently closed. Because each account has a unique identifier, once you delete an account, you cannot recreate it, even if you assign a new account with the same name.
1
2
Delete Single or Multiple Accounts
In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
Click a user, department, or billing code account from the list.
Use
SHIFT
-click or
CTRL
-click to select multiple accounts.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 237
Chapter 7: Creating & Managing Accounts
3
Right-click on the account(s) you wish to delete and select Delete from the menu.
4
Click one of the options on the Delete dialog box.
• Yes – deletes the selected account. When deleting multiple accounts, you can click Yes to step through and delete the selected accounts one at a time.
• Yes to All – deletes all of the selected accounts at once.
• No – prevents an account from being deleted. If you click No when multiple accounts are being deleted, the next account in the selection appears in the Delete dialog box.
• Cancel – closes the Delete dialog box and stops the delete process.
CAUTION: If you click Yes when deleting multiple accounts, and then you click Cancel before deleting the remaining
selected accounts, any deleted accounts are permanently removed from the database, regardless when you click
Cancel. Cancel only affects the selected accounts that you did not yet delete.
Delete a Set of Accounts Based on Shared Properties
You can delete multiple accounts that share the same properties. For example, a set of users can be deleted from a department, or a set of departments that use the same billing code can be deleted.
1
2
3
In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
Click a column header for the corresponding shared property to sort the list alphabetically. Click the column again to sort the list in reverse-alphabetical order. For example, click the Department column in the User list to group all users in that department together.
Use
SHIFT
-click or
CTRL
-click to select multiple accounts.
Right-click on the accounts you wish to delete and select Delete from the menu.
• To delete all of the selected accounts at once, click Yes to All.
• To step through and delete the selected accounts one at a time, click Yes.
• To prevent a user or department from being deleted, click No.
The system removes the accounts from the database. Once a user account is deleted, the printer transaction records are retained.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 238
Chapter 7: Creating & Managing Accounts
Performing Account Transactions
A transaction adds or removes funds from an account. You can use Accounts Manager to perform transactions for multiple users or billing codes, or for individual departments.
To perform a transaction for an individual user, department or billing code account, do the following:
1
2
3
In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
Click the desired user, department, or billing code account in the right pane.
Use
SHIFT
-click or
CTRL
-click to select multiple accounts
Select Add transaction under Current tasks, or right-click the account and select Add transaction from the menu to open the Add Transaction dialog box.
4
5
6
For Equitrac Express, select Paid or Allotted from the drop-down list, and enter a transaction value in the amount field. For Equitrac Office, enter a transaction value in the amount field. For negative transactions, include a minus symbol (-) before the transaction value.
Type a comment in the Comments field.
Click OK so apply the transaction.
The account updates to reflect the transaction.
NOTE: You can also use the Cashier application to perform account transactions. See
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 239
Chapter 7: Creating & Managing Accounts
To perform a transaction for multiple users or billing codes, do the following:
1
2
Use
SHIFT
-click or
CTRL
-click to select multiple accounts.
Select Add transaction under Current tasks, or right-click the account and select Add transaction from the menu to open the Add Transaction dialog box.
3
4
5
For Equitrac Express, select Paid or Allotted from the drop-down list, and enter a transaction value in the amount field. For Equitrac Office, enter a transaction value in the amount field. For negative transactions, include a minus symbol (-) before the transaction value.
Type a comment in the Comments field.
Click OK so apply the transaction.
The account updates to reflect the transaction.
NOTE: You can also use the Cashier application to perform account transactions. See
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 240
Chapter 7: Creating & Managing Accounts
Managing Search Filters
Accounts Manager offers search filters for User, Department, and Billing code accounts. If you are managing a large organization, you may have more than 10,000 accounts. Rather than scrolling through an enormous list, Accounts
Manager can be configured to search for accounts with similar attributes.
To create and manage filters, do the following:
1
2
In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
Click Filter > Add filter from the Toolbar.
3
In the New filter dialog box, click <Add filter criteria...>.
4
5
6
7
In the New filter criteria dialog box, do the following: a b
Select a Field from the drop-down list.
Select an Operator from the drop-down list.
c d
Enter a Value.
Click OK to save the filter criteria and close the dialog box.
In the New filter dialog box, enter the filter Name. If a name is not specified. a format similar to an SQL condition will be used to generate the name to display in the list. For example, the filter selections of field: Balance,
operator: Greater than or equal to
, and value: $10.00 displays as Balance >= $10.00.
Select the Save to list checkbox to add the new filter to the list of most recently used filters. Up to 25 filters can be stored in the Filter drop-down list. Clear the checkbox if you do not want to add the filter to the list.
Click OK to save the search filter.
NOTE: Users, Departments, and Billing codes use their own filter list which must be created and managed within their
respective accounts. Search filters are not transferable between these accounts.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 241
Chapter 7: Creating & Managing Accounts
Filter Attributes
The following table lists the search filter attributes for User, Department, and Billing code accounts.
Account Type
Users
Departments
Billing codes
Definition
• Additional information
• Balance
• Department
• Email address
• Full name
• Home print server
• Location
• Locked
• Minimum balance
• Primary PIN
• Quota usage
• User ID
• Balance
• Department
• Description
• Locked
• Minimum balance
• Primary PIN
• Balance
• Billing code
• Description
• Locked
• Minimum balance
• Primary PIN
Operators
The following operators are available for all account types:
• Contains
• LIKE
• Not contains
• NOT LIKE
• Equal to
• Greater than
• Greater than or equal to
• Less than
• Less than or equal to
• Not equal to
• Listed above
• Listed above
NOTE: The operators are dependent upon the definition attribute, and are not all available for all definitions.
The Department and Location drop-down lists will change to edit boxes if the content count of the drop-down lists exceeds 200. For example, a site with 200 or more departments will not see a drop-down list of departments when creating filters. Instead, they will need to type in the department name within the edit box. If the department name does not exist, an error message appears.
NOTE: At least one location must be defined for any user in order for the Location search filter to be available.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 242
Chapter 7: Creating & Managing Accounts
Managing the Filter List
To manage the filter list, do the following:
1
2
In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
Click Filter > Manage filter list from the Toolbar.
3
Add, Delete, or re-order the filters as needed.
NOTE: You cannot edit a filter. If an existing filter does not meet your criteria, you must delete it, and then create a
new one to replace it. Press Add to open the New filter dialog box, and create the desired filter.
4
Click OK to save any changes to the filter list.
Accounts Manager offers the option to display the Manage filter list before opening the accounts view. This feature allows a search filter to be selected before the view is populated with the full list of accounts.
To configure this option, do the following:
1
In Accounts Manager, click Tools > Options. from the Toolbar.
2
3
From the Filtration section in the Options dialog box, select which views you want the Manage filter list to display in.
Click OK to save the settings, and close the dialog box.
The Manage filter list will appear before the view is populated. Select the filter from the list, and click OK to populate the view with the applied search filter.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 243
Chapter 7: Creating & Managing Accounts
Accounts System Configuration
System configuration options determine how the Accounting Server validates accounts, provides error notifications, assigns charges, and handles unknown print requests or unidentified documents.
User Authentication
If your Equitrac Office or Express deployment uses Client Billing, control terminals, or embedded devices, you can configure CAS to validate user accounts against primary and secondary accounts PINs. PIN information connects an
Equitrac printing account with user logon information when a user logs onto a control terminal or releases a print job.
The primary PIN is the alpha-numeric sequence that uniquely identifies the user, and can be data encoded on a magnetic swipe card or entered via a terminal keypad. The secondary PIN acts as a device password, and is entered via a terminal keypad.
To configure user authentication settings, do the following:
1
In System Manager, go to Configuration > Security and authentication > User authentication.
2
Select one or more Authentication mechanisms:
• Equitrac Express (or Office) PINs – Leave selected only if you want to connect an Equitrac printing account with logon information.
• External user ID and password – Select to verify all user information outside of Equitrac.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 244
Chapter 7: Creating & Managing Accounts
3
4
• Equitrac Express (or Office) PIN with external password – Enable if users swipe their cards for identification, and must also enter their domain user account password.
Equitrac cross-checks the database for the corresponding Equitrac account name, then verifies the credentials against the selected external authority for network logon. See
details.
Select Store secondary PIN encrypted if you want the secondary PIN to be encrypted.
Select the CAS offline behavior: a
Set the Login caching from the DCE servers drop-down list.
• Disabled – Prevents user login when CAS is offline.
• Enabled – Allows only previously CAS-validated users to login when CAS is offline.
DCE login caching determines whether a user login is accepted or denied when CAS is offline. If DCE caching is disabled when CAS is offline, then users cannot login. If DCE caching is enabled when CAS is offline, then
DCE allows users to login only if they had previously logged in when CAS was online.
For example, if DCE caching is enabled, and User1 authenticated while CAS was online, but User2 did not, then if CAS goes offline, User1 can still login, but User2 cannot login until CAS comes online again. Once CAS is back online, then User2 can login, and continue to login even if CAS goes offline again.
This option also controls login caching on PageCounter terminals. If the PageCounter cannot contact DCE, it goes into local mode and validates against its login cache. Only copying is supported in this mode.
NOTE: Account limits are not enforced, and Billing Codes are not validated when DCE is operating without a
connection to CAS.
5 b b
Determine how DRE servers handle print jobs when CAS is offline.
• Auto select – If account limits are enforced, then the Do not print option is used. If account limits are not enforced, then the Print, charge accounts later option is used.
• Do not print – Users cannot print, and must wait until CAS is back online in order to print.
• Print, charge accounts later – Users can print, and then the print job is charged to their account when CAS is back online.
Select the Authentication options: a
Set the Input type to determine how users are authenticated.
• Card swipe only – Users authenticate with a swipe card.
• Card swipe or keypad entry – Users authenticate with a swipe card or at the MFP front panel.
• Keypad only – Users authenticate at the MFP front panel
Set the Secondary prompt to determine when users are prompted for a secondary PIN.
• Always – User must enter a secondary PIN.
• If PIN2 available – User must enter a secondary PIN if they have a PIN 2 value associated with their user account. Users with a PIN 2 value will be prompted to enter it. This applies for both keyboard and card swipe logins. This option only applies to PageCounters and select embedded devices.
• If PIN2 available or keyboard login – User must enter a secondary PIN if they have a PIN 2 value associated with their user account, or if they entered their primary PIN or network ID via the keyboard
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 245
Chapter 7: Creating & Managing Accounts
(rather than with a swipe card). Users with a PIN 2 value will be prompted to enter it, while users who login via the keyboard and do not have a PIN 2 will be prompted to enter a network password. This option only applies to PageCounters and select embedded devices.
• Never – Secondary PIN is not required.
• Only with keyboard login – User must enter a secondary PIN or password if they entered their primary
PIN or network ID via the keyboard (rather than with a swipe card). This option prevents users from typing in someone else’s primary PIN while still allowing valid users to login without a card.
NOTE: Use either If PIN2 available or keyboard login or Only with keyboard login when two-level authentication is
required to register new cards. In order to register the card, the user is required to manually enter the primary and secondary login credentials. Regardless which of the above options is selected, if a user has a PIN 2 value associated with their Equitrac user account, they must enter it in order to successfully login. If any users have a PIN 2 value, select If PIN2 available or keyboard login. Do not select Only with keyboard login. c d e
Uncheck the Deny keyboard login with empty password option to allow users to login at the device without entering a secondary PIN (password) for authentication. This feature is only available when Always or Only
with Keyboard Login options are checked. This feature does not apply to PageCounter terminals.
If using a PageCounter terminal, determine the Card setup. For details on entering the decoding parameters,
Select Auto-register primary PINs to enable users to register an unrecognized swipe card for future use. To complete the card registration, the user is required to login with a valid user ID and password. Optionally, you can select Register as alternate PIN to record the PIN as the Alternate PIN instead of the Primary PIN.
NOTE: If the Auto-register primary PINs option is not selected, then the user cannot register their card, and must
login manually.
6
Click OK to save the settings.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 246
Chapter 7: Creating & Managing Accounts
External User Authentication
If the user authentication method is set to a Windows or LDAP external authority, the authentication settings must be configured in System Manager.
To configure the external authority for user authentication, do the following:
1
In System Manager, go to Configuration > Security and authentication > External authentication.
NOTE: One or more external authority can be used for user authentication.
2
3
Select Windows to validate user accounts against a Windows domain. If using Windows authentication, enter the
Domain
name.
Select LDAP to validate user accounts against an LDAP server. If using LDAP authentication, do the following: a
Enter the host LDAP Server name. The fully qualified domain name of the LDAP server may be required for certificates imported for SSL. Ensure that the LDAP server’s fully qualified domain name is resolvable.
CAUTION: The maximum length of the host name and of the fully qualified domain name (FQDN) is 63 bytes per
label and 255 bytes per FQDN. Microsoft Windows does not permit computer names that exceed 15 characters, and you cannot specify a DNS host name that differs from the NETBIOS host name.
b
Enter the Port number used by the LDAP server.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 247
Chapter 7: Creating & Managing Accounts
f c d e
Select an LDAP lookup Type from the drop-down list. Use AD-style when connecting to a Windows domain controller, and use Simple bind when connecting to a Linux/Unix server.
• First try AD-style, then try simple – If selected, only Direct bind is used as the Authentication method.
• Try AD-style – If selected, either Direct bind or Lookup then bind can be used as the Authentication method. SSL is not available with the Try AD-style lookup option.
• Try simple – If selected, either Direct bind or Lookup then bind can be used as the Authentication method.
Select Force SSL to use SSL (Secure Socket Layer) encryption.
Select Use LDAP version 3 to use LDAP 3.
In the Authentication method section, select either Direct bind or Lookup then bind.
If Direct bind is selected, do the following:
• Enter the LDAP DN Prefix (e.g. CN=admin) and DN Suffix (e.g. ,O=equitrac) to be placed, respectively, before and after the supplied user ID for simple authentication against LDAP.
• Select your User ID modification method. If the user ID has the format of an email address, this setting allows the email domain to be removed.
If Lookup then bind is selected, do the following:
• In the Search filter field, enter the import search criteria using standard LDAP filter syntax. For example, the search filter (&(objectClass=person)(uid=%value%)) would search for the person entry AND the specific user ID. Or, the search filter (|(uid=%value%)(mail=%value%)) would authenticate a user by email address. The %value% is replaced with the value entered by the user at login.
NOTE: 'uid’ can be used to connect to a Linux server, whereas 'sAMAccountName' should be used to connect to a
Windows domain controller.
• Select the search Scope from the pull-down menu.
Base
– searches the base entry.
One level
– searches all entries in the first level below the base entry.
Subtree
– searches the base entry and all entries in the tree below the base entry. This is the default setting.
• In the Base DN field, enter the location within the directory to start the search. For example, if the entire directory is to be searched under an organization of "Equitrac" this would be "O=equitrac". Ensure the Base
DN name does not contain spaces, or the import will fail.
• In the User ID field for text field, enter the LDAP attribute used to match the Equitrac user ID field in CAS
(e.g. uid, sAMAccountName, cn).
• Select the Anonymous login/As service login checkbox to allow the administrator to specify that the LDAP server supports anonymous login (for simple LDAP type), or to login as the user the service is running as
(for AD type).
• Enter the LDAP server Login ID and Login Password. Cannot enter credentials if the Anonymous login/
As service login
option is selected.
NOTE: For AD, the supplied Login ID would be either in NT4 format (domain\user) or UPN format (user@domain).
NOTE: For simple bind, the options are to bind anonymously or with the supplied credentials. The Login ID has to be
in distinguished name format (e.g. uid=admin,dc=example,dc=com).
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 248
Chapter 7: Creating & Managing Accounts
g
Select the Synchronize user attributes on login checkbox to enable LDAP synchronization of user attributes on LDAP authentication.
This feature allows user account details to be imported into the Equitrac Office or Express software when the user logs into an endpoint. A traditional LDAP import/synchronization using persistent search, imports all users initially and then updates account details in the LDAP database as changes occur (see
If you do not want to keep a persistent connection open to a database server, the Synchronize user attributes on
login feature imports user account details as needed. The new synchronization can be configured to import the same user account details as the standard LDAP sync (e.g. Primary PIN, department and email address).
NOTE: Ensure that Lookup then bind is selected when using the synchronize user attributes feature. Direct bind does
not enable this feature.
4
Click Test to open an LDAP lookup dialog box. Enter an account User name and Password, and then click
Lookup
. If Persistent Search is enabled, the dialog box shows the LDAP properties for that account.
5
Click OK to save the settings.
NOTE: The LDAP lookup must resolve to a unique user identifier.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 249
Chapter 7: Creating & Managing Accounts
Selecting Notification Methods
If a transaction fails to complete, the user can be notified by popup message, email, or a notification page.
If you are configuring Routing Rules, these settings also determine the Send message method used within a rule.
Routing Rules do not support printed notification pages, however, all other options outlined below can be applied
on page 323 for more information.
1
In System Manager, go to Configuration > User interaction > Error notifications.
2
Choose one or more notification methods:
• Using Equitrac messaging service – A proprietary messaging service that is included with the Client install to display print error messages on the user’s workstation.
NOTE: The Equitrac messaging service is installed with the Equitrac client. No additional configuration is required.
This service is not supported for UNIX print servers.
• Sending the user email – Users receive an email notification of the transaction error. Equitrac Office and
Express uses the email address configured in Accounts Manager.
NOTE: You must configure System Manager > Configuration > Network environment > SMTP mail server settings to
enable email notifications.
• Printing a notification page – Equitrac Office and Express prints a separate error notification on a printed page.
By default, the printed notification page includes job status, the error message, and the user ID. You can customize the printed notification page to provide users with more detailed information. You can format up to five lines separately with text as well as escape codes. If you leave the field blank, Equitrac assumes the following escape code entries, in order: job status, error message, user ID, account.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 250
Chapter 7: Creating & Managing Accounts
The following table describes available escape codes, print notification details, and possible error conditions.
\P
\S
\M
Escape Code Print Notification Details
\U
\T
\J
User ID of the user who requested the print job
Current time stamp
Job status
Printer name
Windows network name of the print server
Error message from the accounting server
Possible Error Condition
—
—
• Job has been canceled
• Job has been truncated
—
—
• Insufficient funds
• Printer not configured
• Unknown user
• Account locked
• Cannot contact accounting server
• Invalid data stream
• Server down
Charging to Departments
If you implement departments within Equitrac Office and Express, you can choose whether transactions are charged to the user account, or to the department.
When printing documents, Equitrac charges the configured account once, at print time only, and does not charge a user account to release the document.
In System Manager, go to Configuration > Accounting and quotas > Account charging.
By default, Equitrac charges transactions to a user account, even if the user belongs to a department. However, if you want to assign charges to the department that the user belongs to, check Charge to department if available. When a user submits a job request, CAS checks to see if the user is a member of a department. If so, the transaction is verified against the current department balance, and the job request is charged to the department.
NOTE: If you are using Billing Codes and departments, the charges are assigned to the selected Billing Code, even
when Charge to department is enabled.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 251
Chapter 7: Creating & Managing Accounts
Enforcing Account Limits
In Equitrac Express, you can enforce account charging limits for any combination of user, department, or billing code accounts. A charging limit is a minimum balance an account must maintain in order to gain access to devices and perform transactions.
When printing documents, Equitrac Express charges the account when the job is first submitted to print, rather than when it is released at a control terminal or embedded device. Account limits ensure that there is sufficient funds in the account to pay for print jobs before they are released from the queue. When enforcing limits, if an account balance falls below its specified limit, Equitrac Express can notify the user of insufficient funds at print time. See
on page 250 for details on configuring error notifications.
At release time, accounts with insufficient funds can open a control terminal session but cannot release print jobs in the queue. Control terminals connected to Campus Card systems can display an insufficient funds prompt if control terminal Session Cost is enabled on the CAS. See
Configuring Control Terminal Prompts
When CAS is configured to enforce account limits, and the account balance falls below its specified limit, Equitrac
Express denies that user access to the device.
To configure Equitrac Express to enforce charging account limits for any combination of user, department, or billing codes, do the following:
1
In System Manager, go to Configuration > Accounting and quotas > Account limits.
2
3
Under Enforce account limits, select the account(s) to enforce account charging limits against.
Click OK.
NOTE: If Desktop Printing is configured, account limits are not enforced for jobs printed to locally connected printers.
Enabling Escrow
In Equitrac Express, you can enable escrow for any combination of user, department, or billing code accounts. Escrow puts a hold on the funds from the account being charged for the transaction. While the job is in process, no other transactions can occur that would require the funds held in escrow.
Escrow further extends account limits by putting a hold on funds from the account being charged for the print or copy job, and reserves an estimated amount for the job transaction until it is fully processed. Escrow pre-charges the print job before it is released or before a copy is made. However, if there are not enough funds available in the account to print or copy, then the transaction is cancelled and the estimated amount of the job is not charged against the account.
When printing multiple jobs, the entire transaction is priced as a group, and there is not enough funds to release all of the jobs, then none of the jobs are released.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 252
Chapter 7: Creating & Managing Accounts
When escrow is enabled it applies to all accounts being charged for the jobs. If a user releases print jobs from a delegate, then the delegate’s account must have enough funds to release the job. If the user is printing their own job, then their account must have enough funds to release the job. If the print release is mixed between delegate and user jobs, then the associated accounts for each job must all have enough funds. If not, then none of the jobs are released.
If a user prints using multiple billing codes, all billing code accounts must have enough funds, or the entire release is not printed. If a user charges print jobs to a department, then the department, not the user, must have the available funds or the jobs are not released.
If a transaction with multiple jobs fails due to insufficient funds, the print jobs are returned to the print queue. At this point the user can delete unwanted jobs from the queue, or select fewer jobs and try to release them again. Escrow precharge is reset for the selected print jobs. When the print jobs are released successfully, escrow is removed from the associated accounts.
NOTE: Escrow does not apply if Release all at login is configured at an embedded device or control terminal. Escrow
does not work with Campus Cards or Value Cards.
Escrow is a global configuration, and when enabled, all settings apply to the selected account types to which charging limits are enforced. To configure Equitrac Express to enable escrow for any combination of user, department, or billing codes, do the following:
1
In System Manager, go to Configuration > Accounting and quotas > Account limits.
2
3
4
Under Enforce account limits, select the account(s) to enforce account charging limits against.
Select the Enable escrow checkbox.
Select how to handle escrow when CAS is unavailable or offline:
• Block (default) – Blocks all print and copy transactions.
• Allow – Allows prints to release, but does not escrow transactions.
NOTE: When CAS is offline, the account may still go into negative since no data is collected from DRE to set a pre-
charge amount for the job.
5
6
Set the escrow Expiry time (default is 1 hour). If transactions do not occur before the expiry time, all associated escrow held for the specified accounts are removed.
Click OK.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 253
Chapter 7: Creating & Managing Accounts
Resetting Escrow
Resetting escrow in Equitrac Express removes all escrow from the specified account(s). To reset Escrow for a user, department or billing code account, do the following:
1
2
3
4
In Accounts Manager, select Users, Departments or Billing codes in the left pane to view the list of all associated accounts.
Click on a single account, or use
SHIFT
-click or
CTRL
-click to select multiple accounts.
Select Reset escrow under Current tasks in the left pane, or right-click the selection in the right pane and choose
Reset escrow
from the menu.
Click OK on the popup confirming that escrow was successfully reset. The message displays the amount of precharged funds that were refunded back to the account.
Viewing an Escrow Report
Equitrac Express provides a report to view all escrow that are currently active in the system. This report shows the date escrow was created, the account escrow is held against, the type of account (user, department, billing code), the device used to print or copy, the current account balance, and the escrow amount held for the transaction. To view an Escrow report, open Reports Manager, expand the Analysis node and select Escrow.
Receiving Print Error Messages
When using Web Release, and you try to release a print job that costs more than the funds available in the account, a message displays indicating that there are insufficient funds to release the document. If a transaction with multiple documents fails due to insufficient funds, then a message displays indicating the first job that failed to print. The message does not list all the failed print jobs.
Deleting Objects in Synchronized Directories
When you delete an object, such as a user, from a Windows Active Directory, the deleted object goes into a deleted
object container for a period of time. When you use the Equitrac Office and Express Scheduling feature to synchronize
Active Directory accounts, the Scheduler looks at this container for deleted user accounts. If you have selected the
Deletes
ADS update option, Scheduler also flags any corresponding user accounts in Equitrac Office and Express as
deleted.
In order to access the contents of the deleted object container, you must use the
EQModifyDeletedContainerSecurity
command line tool to give Equitrac Office and Express permission to view and manage the container’s contents. This utility assigns container access permissions to the user ID that starts
Directory Synchronization Access Permissions
on page 475 for more information on
using this utility.
NOTE: To run this utility, you must have Active Directory administrator privileges in addition to having Equitrac
System Manager rights.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 254
Chapter 7: Creating & Managing Accounts
Configuring Unlimited Printing
You can use the System Manager > Price lists options to configure unlimited account printing. With unlimited printing, accounts have no limits imposed on their balances, regardless of the limit enforcement option specified on
CAS.
If you want to track printing usage only, and do not need to specify billing and pricing, you can configure unlimited printing system-wide.
To configure unlimited printing, do the following. See
Creating Advanced Print/Copy Price Lists
details on creating price lists and configuring surcharges.
1
2
3
Create an Advanced, Large-format, Fax, or Scan price list.
Configure the price list as desired.
Configure a surcharge for the user, department, or billing code account you want to assign unlimited printing to and apply a -100% surcharge value.
Handling Unidentified Documents
Unidentified documents are transactions for which Equitrac Office or Express cannot identify the associated account, such as a received fax on a multi-function device.
To configure how Equitrac charges unidentified documents, do the following.
1
In System Manager, go to Configuration > Accounting and quotas > Unidentified documents.
2
3
4
5
Enter an Account name in the field.
Select an Account type from the drop-down list.
Click Verify to have Equitrac validate the account information against the accounting server database.
When Equitrac successfully validates the account, click OK. Otherwise, re-enter and re-validate the account information, or click Cancel to close the window without saving changes.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 255
Chapter 7: Creating & Managing Accounts
Associating Swipe Cards with Equitrac Accounts
If your users swipe magnetic cards to identify themselves at the printer or copier through an external XCP device or
PageCounter terminal, use the Card Swipe wizard to add the swipe card account associations to the Equitrac database.
This wizard enables you to swipe a magnetic swipe card on an XCP device, or on a simple wedge card reader with keyboard interface. The wedge card reader option is mandatory if you are using card readers that do not interface with a PC. Contact Equitrac Technical Support for a list of compatible wedge card readers.
CAUTION: For XCP devices only, disconnect the network cable from the card reader when using the Card Swipe
wizard. The only cable you can attach to the card reader during this procedure is the nine-pin serial cable. If both the serial and network cables are connected for the wizard, you risk registering unusable characters from the XCP device in the PIN information.
To add account identifications for magnetic cards:
1
2
3
4
5
6
7
8
9
Before you start the Card Swipe Wizard, you must shut down the Device Control Engine.
Select Start > Control Panel > Administrative Tools > Services. Right-click the EQ DCE Service in the right pane and select Stop.
For XCP devices only, ensure that you have configured the COM port for the card reader correctly in the operating system BIOS and Control Panel. For all other devices, proceed to the next step.
Use a nine-pin cable to connect the card reader to the serial port.
On an administrative workstation, browse to Programs Files\Equitrac\Office or Express\Tools. Select the Card
Swipe Wizard
.
In the wizard’s first dialog box, select a Card swipe unit. If you select XCP, specify the serial port to which the card reader is connected.
Enter the Windows network name of the computer that hosts the accounting server. Click Next.
Swipe the magnetic card.
In the following dialog box, verify that the card reader has successfully retrieved the primary PIN data from the card. Optionally, you can specify a secondary PIN for the card. Click Next.
NOTE: The card reader reads the primary PIN from the card based on the card swipe position you configure in
System Manager > Configuration > Devices > Control Terminals; see
The secondary PIN is like a password for the user. If you use the secondary PIN, you must also configure Equitrac
Office or Express to prompt for it; see
10
In the following dialog box, select the type of account that Equitrac Office and Express associates with this card. In the accompanying text box, specify the name of the account and click Verify. The wizard verifies that the specified account exists in the Equitrac database and displays the account description.
11
To continue using the wizard to configure more cards with Equitrac Office and Express accounts, click Another
card
.
12
To exit the wizard, click Finish.
13
Open Start > Control Panel > Administrative Tools > Services. Right-click the EQ DCE Service in the right pane and select Start.
The account identifications appear in Accounts Manager.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 256
Chapter 7: Creating & Managing Accounts
Configuring the Mail Server for Email Notifications
If you plan to use email for error notifications, sending reports, or print transaction messages, you must configure your mail server settings. Your mail server must support SMTP mail in order to use email features in Equitrac Office or Express. Email notifications can be configured to encrypt SMTP connections using TLS for secure communication.
Older systems, such as Microsoft Mail, may not support SMTP. Refer to your mail server documentation for details.
1
In System Manager, go to Configuration > Network environment > SMTP mail server.
2
Click Default to open the default Email server dialog box, and do the following:
The Connection name of the Default mail server cannot be changed and always displays as Default in the list of available SMTP mail servers.
a
Enter the DNS name or IP Address of your network SMTP Email server.
b c
Enter an SMTP Email server port number. The default port number is 25.
Select Enable TLS to establish a secure SMTP server connection.
NOTE: If TLS is enabled, the SMTP Email server port should be set to 587. If TLS is enabled, the SMTP Email server
must use the DNS name not IP Address in order to receive error notification emails.
3
4 f d e
Enter a Mail From address for system generated messages. This address appears in the From field when a user receives a notification email message.
Check Basic Authentication if the SMTP mail server requires a User Name and Password each time a message is generated.
Click OK to save the changes.
Optionally, click Add to set additional Email servers.
Click OK to close the SMTP Mail server dialog box.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 257
Chapter 7: Creating & Managing Accounts
Implementing PINs
PIN information connects an Equitrac Office or Express printing account with user logon information. Client billing, control terminals, Pay Station Deposit Center terminals, and embedded devices can use PINs to control access to devices. The system tracks and charges printer and copier use to the appropriate account in the Equitrac database when users use PINs to log on to a device.
The primary PIN is the alpha-numeric sequence that uniquely identifies the user. The primary PIN can be data encoded on a swipe card, or the user can enter it using the keypad. The secondary PIN acts as a device password. The user enters it using the keypad. Equitrac Office and Express offers an optional alternate primary PIN that the user can enter instead of the primary PIN. Both PINs server same function, but offer the user a choice of two primary PINs.
You must enable Equitrac Office and Express to use PIN information at the system level in System Manager >
Configuration > Security and authentication > User authentication
. If you do not set the system option, the PIN values are not used, even if you enter them for each account. See
You can create and manage primary and secondary PIN information for any type of account including user, department, and billing codes.
User-Controlled PIN Management
Equitrac Office and Express can be configured to allow users to self-manage their user PIN information at a
PageCounter terminal or via their personal website. This feature is not available for embedded devices. A user can reset their PIN code at any time, reducing Administrative overhead normally spent performing this task.
1
In System Manager, go to Configuration > Network environment > Automated PIN code management.
2
Select Email temporary PIN code to users if you want to send an email message (when a new user account is created) that contains a randomly generated numeric PIN code. Temporary PIN codes are optional.
Any account creation method generates this message, as long as an email address is associated with the account when it is first created. When the user enters the generated PIN(s) at a PageCounter, the “More” prompt enables the user to either enter a new PIN code, or to swipe a card (if card readers are configured).
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 258
Chapter 7: Creating & Managing Accounts
3
4
5
6
7
By default, the email subject heading and message contents are auto-populated. You can edit this message if you are not using secondary PINs, or if you want to personalize the message for your users.
Select the PIN codes you want to allow users to manage.
• Enable users to manage their PIN1 codes at PageCounter
• Enable users to manage their PIN2 codes at PageCounter
See
on page 133 for managing PINs at a PageCounter terminal.
• Enable users to reset PIN1 on User Dashboard
• Enable users to reset PIN2 on User Dashboard
See
on page 413 for managing PINs on the user’s website.
Enter the Minimum and Maximum PIN1 length available for users to create their own PIN. PIN1 length must be less than or equal to the maximum.
The minimum/maximum values only apply to new PINs, and will not affect existing PINs that violate these limits.
Select the Clear PIN data when accounts are locked checkbox to clear the Primary, Secondary and Alternate PIN data from all future locked User, Department or Billing Code accounts.
When the option is selected, the account PIN information fields are greyed-out and are non-editable if the
"Account locked" checkbox is selected in the account properties dialog box in System Manager. The user account data is cleared from PIN information fields after System Manager refresh or AD/LDAP synchronization.
Select this option in order to reuse PIN data from a user that has been locked in System Manager or disabled in AD or LDAP and then reassign the same PINs to a new user.
Click the Clear PIN data for existing locked accounts button to immediately clear all existing locked or disabled account PIN data. This is a one-time operation, and retroactively clears PIN data from all locked or disabled accounts.
After the button is pressed, all PIN data will be cleared from the database for any locked accounts after System
Manager refresh or AD/LDAP synchronization.
Select this option to remove PIN assignments from the database and then reuse the same PIN data for a new account. Once the cleared PIN data is reassigned to a new account, this data cannot be used by the previously locked or disabled account that it was originally associated with.
Click OK.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 259
Chapter 7: Creating & Managing Accounts
Viewing User Account Balance
Users can determine their own account balance via two different mechanisms:
• Account balance popup on their client workstation.
• Account Statement report via their personal website.
Configuring the Account Monitor Popup
If you want users to have instant access to their account balance information, install the EQAcctMonitor utility on each client workstation. This utility sits on the system tray, and the user can click on it at any time to view current account information. The user sees their Account name (corresponding to their current Windows login information),
Account Balance, and Color Quota remaining (if color quotas are configured).
You can find the utility in Program Files\Equitrac\Office or Express\Tools folder on the machine where CAS is installed.
NOTE: This feature is supported on user workstations that are authenticated on Windows Servers only. This feature
does not work when workstations are authenticated under UNIX DRE Print Servers.
1
2
3
On the CAS server, locate the Program Files\Equitrac\Office or Express\Tools folder.
Open the EQAcctMonitor.ini file in any text editor.
Edit the contents of the file, replacing the “put_your_server_name_here” text with the name of the Core
Accounting Server
that will provide the balance updates to each client. In the example below, CAS is called
“ACCTSRV1”.
[AcctServer]
Name=ACCTSRV1
4
5
6
Save the changes.
Copy both the EQAcctMonitor.exe and the EQAcctMonitor.ini files to the Program Files\Equitrac\Office or
Express\Client
folder on each client workstation.
Run the executable on each workstation. The icon appears in the System Tray. The user can hover their cursor over the icon to see the balance, or click on the icon to open the full dialog box.
NOTE: Account limits must be enforced in order for the account balance to display in the Equitrac Account Monitor.
See
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 260
Chapter 7: Creating & Managing Accounts
Controlling Transaction Tracking
The default behavior of Equitrac Office and Express is to track all transactions. Each time a job request is submitted,
CAS validates the job request, then logs the transaction details to the database. However, in some cases, transaction tracking may cause legal difficulties (e.g. privacy and data retention laws). Equitrac provides a transaction tracking override option to temporarily remove specific transaction details, or to hide the document name for reporting purposes. When these options are enabled, the job transactions will not be saved to the database.
1
In System Manager, go to Configuration > Accounting and quotas > Transaction tracking.
2
Select one of the following options:
• Enabled (record all new job transactions). Transaction tracking is enabled by default, however, there are two available override options that prevent specific job transaction details from being saved to the database.
• Hide document name within reports. This option replaces the document name with "******" in all reports that typically display the document name in the Description column in Reports Manager.
This option also includes uplink reports. In a multiple CAS uplink setting, the transaction data uploaded from a subsidiary CAS to the master CAS will hide or display the document name according to the master
CAS setting. For example, if the subsidiary CAS is set to hide the document name, and the master CAS is set to display the name, any reports generated on the master CAS will display the document name.
• Remove transaction user info. This option removes the user ID, document name, workstation name, server name, and fax destination phone number for all print, copy, scan and fax transactions. Instead, all transactions are tracked against departments. When the transaction is posted, CAS substitutes the user ID database field with the department field. If a department is not associated with the user or transaction, then the user ID is replaced with the account name defined in System Manager under Unidentified documents.
See
Handling Unidentified Documents
• Disable (discard all new job transactions). When transaction tracking is disabled, color quota is not enforced and account balance is not updated. During this non-tracking time, account and device activity reports will contain no data. However, all data in the system prior to disabling tracking will be reported as normal.
NOTE: The Disable (discard all new job transactions) feature is not available in Equitrac Express, as a user account
must maintain a minimum balance in order to gain access to devices to perform transactions. If transaction tracking is disabled in Equitrac Express, color quota and account limits will not be enforced during this non-tracking time, and access to devices will be denied due to insufficient funds.
3
Click OK to apply the changes.
When the specific transactions are completed, Enable transaction tracking—without hiding the document name, or removing transaction information—to continue tracking to the database.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 261
Chapter 7: Creating & Managing Accounts
Working with Self-service Accounts
Equitrac Express offers a feature which allows schools to create a Self-service Equitrac user account, and add funds to it via Cashier, Web Deposit or Pay Station Deposit Center. A Self-service account is considered a normal user account, and has access to all the features associated with Equitrac Express. Self-service users are validated by CAS for their credentials when they print, fax, copy, or scan. However, you may prefer to group Self-service users into a single department (e.g. Self-service) for pricing, billing, and reporting purposes.
To configure how Self-service accounts are created, do the following:
1
In System Manager, go to Configuration > Accounting and quotas > Self-service account.
2
3
Check Enable self service account creation to allow user to create their own account through the User Dashboard application in Web Client.
Select the User ID option that System Manager uses to generate the Self-service user ID:
• Auto generate format – The user ID is created with the format string of GUEST_%d, where %d is replaced by an auto-generated number. For example, GUEST_%d becomes GUEST_123. Maximum 240 characters allowed.
—Or—
• Use email address – The Self-service user’s email address becomes their user ID.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 262
Chapter 7: Creating & Managing Accounts
4
5
6
7
Select the Default department from the drop-down list for the Self-service account to belong to. The drop-down list is populated with all existing departments in Accounts Manager. This option is disabled if the departments do not exist in System Manager.
Check Allow users to select department to allow users to choose a desired department (disabled by default if the
Enable self-service account creation
checkbox is deselected).
If the selected department name matches one in Accounts Manager, then the Self-service account is associated with that department. If no department is entered, or the name entered does not match an existing department, then the Self-service account is associated with the configured default department.
Determine when the Activation expires (in days). If the user does not activate their account within the specified time period, then the application expires, and they must reapply to create a new account (maximum is 365 days).
Click the Configure email content button, and do the following: a b c
Enter an Email subject line for the email sent to the user indicating that their account requires activation.
Enter an Email message with the following information:
• Direct the user to activate their Self-service account by clicking the provided URL link.
• Indicate how many days they have to activate the account before the application expires.
Click OK.
8
Check On web page appears after activation to open a web page displaying their login credentials after the user clicks the URL in the initial account activation email.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 263
9
Click the Configure web content button and enter the web page content.
Chapter 7: Creating & Managing Accounts
Its default value is:
Your account has been activated. Account details:
User name: %1
Primary PIN: %2
Secondary PIN: %3
%b(Please login to %l(User Dashboard,%5) and change your password).
Note: These details about the activated account were sent to the %4 email address.
where
%1 - User ID
%2 - Primary PIN
%3 - Secondary PIN
%4 - Email address
%5 - URL of User Dashboard
%b(text) - Display text in bold
%l(text,URL) - Display a link.
NOTE: The Web page content textbox must not be empty and can have
maximum 1000 characters.
d
Click OK.
10
Select the Sending email checkbox to send a second email confirming that the account has been created, and provides their login credentials.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 264
11
Click the Configure email content button, and do the following:
Chapter 7: Creating & Managing Accounts
a b
Enter an Email subject line indicating that their Self-service account has been created.
Enter an Email message with the following information:
• User name, Primary PIN and Secondary PIN.
• Indicate that they need to login to User Dashboard via the provided URL and change their password.
c
Click OK.
User login credentials can be displayed on a Web page, in an Email, via both options, or not provided to the user.
If the login credentials are not provided to the user, then the user must contact the administrator to get their login information.
12
Click OK to save the settings.
NOTE: The SMTP mail server must be configured to accept email notifications in order for the Self-service user to
receive an email to activate their account. See
Configuring the Mail Server for Email Notifications
Once Equitrac Express is used (User Dashboard is installed for Web Client and Self-service account creation is enabled), a link to account creation is displayed on the Web Client login page that navigates to the web page where self-service account creation can be started.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 265
Chapter 7: Creating & Managing Accounts
Configuring the Guest User Feature
The main function of the Guest user feature is to allow users access to the device without providing regular login credentials. The Guest user can be configured to set specific device functions the user has access to. For example, allow guest user access to print, but deny the use of copy, scan and fax.
If configured for print only, the Guest User is not able to perform other device functions such as Copy, Fax or Scan.
Additionally, other Equitrac functions such as Capture and Send should also not be available to the Guest User.
The Standard User who logs on with regular login credentials is allowed to access device functions and Equitrac additional functions dependent on their function access control.
To configure the Guest User button on applicable PCC devices, do the following:
NOTE: The Guest User button only applies to PCC 4.2.3 (or newer) devices that are pointed at an Equitrac Office or
Express 5.7 server.
1
In System Manager, go to Configuration > Security and authentication > Guest user.
2
3
Enter a name for the Guest button as it appears on the device.
Select a Guest Workflow container, and Verify it.
NOTE: The Guest workflow container must be configured with a Global scope to be are accessible to all users. See
Configuring Workflow Containers
4
5
Enter a Guest user account and Verify it.
Click OK to close the Guest user dialog box.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 266
6
Go to Configuration > Devices > Embedded devices.
Chapter 7: Creating & Managing Accounts
7
8
Select Ricoh PCC4 (or PCC5) from the Device type drop-down list.
Select the Enable guest user checkbox, and click OK. This option only applies to PCC 4.2.3 (or newer) devices that are pointing at an Equitrac Office or Express 5.7 server.
To override the Guest User feature global setting at the device level, do the following:
1
2
3
In System Manager, go to Devices.
Open the Embedded device summary.
Select Enabled or Disabled from the Enable guest user drop-down list to override the global setting. Default uses the global setting from Configuration > Devices > Embedded devices.
4
Click OK to save the override setting.
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 267
Chapter 7: Creating & Managing Accounts
EQ-AG-5.7-20160921
Nuance® Equitrac® Office and Express 5.7 Administration Guide | 268
Λήψη
Δημόσιος σύνδεσμος ενημερώθηκε
Ο δημόσιος σύνδεσμος για τη συνομιλία σας ενημερώθηκε. You may view and manage your chat links after registration here.
Δημόσιος σύνδεσμος εγγράφου
Διαφήμιση
