EQExpress V4-NPS

NEW PRODUCT SPECIFICATION

EQUITRAC OFFICE VERSION 4 EQUITRAC EXPRESS VERSION 4

LAUNCH SCHEDULE Launch Month

November 2006

NRG International Limited Marketing Department

Date Created: November 2006

Version 1 November 2006

This pre-launch document has been prepared by Ricoh Europe B.V. and the contents are subject to change. Product names and codes have already been changed to reflect the NRG International Limited codes. Should you have any queries, you are advised to contact the Marketing Department at NRG International Limited, in Guernsey. NRG International Limited cannot be held responsible for any errors or omissions that may be found in this document.

NPS Equitrac Office v4 & Equitrac Express v4

New Product Specifications

&

Key Product Enhancements

Equitrac Office v4 & Equitrac Express v4,

TABLE OF CONTENTS 1 INTRODUCTION..................................................................................5

1.1 Value Proposition ............................................................................................................5

2 KEY PRODUCT ENHANCEMENTS .......................................................7 2.1 New major applications .................................................................................................. 7 2.2 Printing workflow enhancements..................................................................................11 2.3 IT & management enhancements ................................................................................. 13 2.4 Reporting enhancements .............................................................................................. 14 2.5 Other enhancements ..................................................................................................... 15 2.6 Enhancements only in Equitrac Express 4................................................................... 16 2.7 Licensing changes ......................................................................................................... 19

3 PRODUCT MIGRATION AND UPGRADE ..........................................20 3.1 From Equitrac Office/Equitrac Express 3 ................................................................... 20 3.2 From PCSM 2.5 ............................................................................................................ 20 3.3 From Equitrac Office 4 to Equitrac Express 4.............................................................. 21

4 FEATURE OVERVIEW.........................................................................22 4.1 Product editions ............................................................................................................22 4.2 Features .........................................................................................................................22 4.3 Equitrac Express 4 differentiation............................................................................... 30 4.4 Equitrac Express vending compatibility....................................................................... 31

5 PRODUCT ARCHITECTURE................................................................32 5.1 Core Accounting Server (CAS) ......................................................................................34 5.2 Document Routing Engine (DRE) ................................................................................36 5.3 Device Control Engine (DCE) .......................................................................................38 5.4 Device Monitoring Engine (DME)................................................................................39 Management tools......................................................................................................................39

6 DOCUMENTATION ...........................................................................41

7 LOCALIZATION.................................................................................42 7.1 Software.........................................................................................................................42 7.2 Documentation..............................................................................................................42

8 SYSTEM REQUIREMENTS...................................................................43 8.1 Operating system and hardware requirements............................................................43 8.2 Retired platforms ..........................................................................................................45

9 PRODUCT AND LICENSING OPTIONS .............................................46 9.1 Licensing and activation ...............................................................................................46 9.2 Licensing behavior ........................................................................................................46 9.3 Fundamental feature elements .....................................................................................47 9.4 License descriptions ......................................................................................................48 9.5 Enterprise license descriptions..................................................................................... 51 9.6 Trial licenses..................................................................................................................53 9.7 Demo licenses................................................................................................................55


1 Introduction This document describes Equitrac Office 4 (EO4) and Equitrac Express 4 (EE4), Equitrac’s document accounting solutions for the commercial, education and library markets. These two product solutions have two distinct target markets with distinctive and separate needs.

Equitrac Office 4 is built specifically for the commercial and office market, providing intelligent print and copy management tools to reduce document output costs, enhance security, and increase the efficiency of existing output equipment.

Equitrac Express 4 provides an integrated solution for education and library environments, adding support for flexible cost recovery and payment methods for all constituents in library and education environments.

Both products are engineered on Equitrac’s advanced platform architecture, which enables the sharing of core features and functionality among multiple products, enhances the supportability those products, and reduces the training requirements.

1.1 Value Proposition Unlike other print management solutions, Equitrac Office and Equitrac Express support a variety of print workflows, database types, operating systems and user verification methods, providing greater implementation flexibility. The products offer an affordable, yet powerful system for small environments, while at the same time providing a scalable solution for enterprise environments.

Office and Express have a component-based architecture that enables the addition of optional components, shared across the Equitrac document accounting solutions. This modularity simplifies the expansion of the solution in growing businesses and ultimately offers a solution that will easily adapt to the maturing requirements of the market. This architecture integrates tightly with the print server’s printing subsystem for robustness, efficiency and accuracy. This ensures that the product will be reliable, and provide the most accurate print tracking information.

Today’s businesses have very unique needs for print and copy management. Resource and budget-constrained IT departments struggle on a daily basis to provide uninterrupted printing and copying services to a wide variety of departments and users, while providing convenience, quality, reliability and fair access to the print facilities. Equitrac Office and Express provide the tools for managing, controlling and reducing the output costs, helping to achieve these costs.

1.1.1 Output cost management

Equitrac Office enables customers to accurately track and allocate the costs of printing and copying, providing them with the most flexible tools for managing and recovering the cost of printing and copying in an office environment.

1.1.2 Cost recovery

Schools, colleges and universities need to accurately track and allocate the costs of printing and copying and provide easy-to-use payment methods for students. Equitrac Express is a document accounting solution that provides the most flexible tools for managing and recovering the cost of printing and copying in educational environments.

1.1.3 Print workflow and security

The Follow-You printing capability of Equitrac Office and Equitrac Express not only secures the network printing – ensuring that printed documents do not sit unattended in the output tray – but also enables end users to print to a single network print queue, and then select the most convenient and readily available output device.

1.1.4 Least-cost routing

The rules & routing capability in Equitrac Office and Equitrac Express gives organizations the ability to proactively route print jobs to the most appropriate output devices, based on the size and other attributes of the job, reducing the organization’s total output costs while minimizing the end user inconvenience.

1.1.5 Auditing and compliance

Today’s regulatory environments, from Sarbanes-Oxley to HIPAA, mandate comprehensive document audit trails to ensure confidentiality of information and track access to documents. Equitrac Office and Express provide a comprehensive audit trail of all document input and output activities, whether printing, copying, scanning or faxing.


Key Product Enhancements

As a key benefit of Equitrac’s SOMA platform architecture, EO4 and EE4 can share common new feature development. Most of the following product enhancements operate identically in both Equitrac Office and Equitrac Express.

New major applications

Device Monitoring Engine

To help IT managers simplify the management of the output fleet, Equitrac Express now offers the Device Monitoring Engine (DME).

DME continually monitors device status and fault conditions to not only provide current device availability, but also tracks and records device states for comprehensive fault reporting.

DME can not only provide current information on device status, paper and toner levels, and recent device failures, but also records this history to provide comprehensive reports for IT managers to track device performance and plan for such things as consumables inventories or device replacement.

Administrator-defined rule sets and triggers enable intelligent notification of faults and error conditions to minimize response time while reducing unnecessary error notifications to the IT helpdesk.

The Device Monitoring Engine is included with Equitrac Office Suite and Equitrac Express Suite, and is not available for the Small Business Edition or Small Campus Edition.

DME Console displays all devices and allows you to sort them by name, server, fault status, etc.

Clicking on any device will provide a new window displaying the detailed properties and fault histories of that device.

USE CASE: Telecom Headquarters

The huge fleet of devices at this company is distributed throughout their massive headquarters. They needed a print management system along with the lease of new MFPs, but are keeping many devices previously purchased y from another manufacturer. The network administrator was recruiting extra staff to help manage the number of network issues throughout the multi-building complex.

With EO4, the network administrator used the DME to create notification rules to send messages to staff in other buildings when certain devices were low in paper or toner, or experiencing service problems. She also had notifications sent to herself for alerts which re-occurred at an unusual rate.

Most importantly, she automatically receives a monthly report that shows the historical status of every device, which helps her plan for service or device retirement. These tools drastically reduce the time she spends managing the fleet, reduces her staffing requirements, and ultimately improves the productivity of the entire company by keeping all devices in working order.

Configure new alert rule.

Display or configure alert rules with this view.


Send To printing

The Send To printing facility enables a user to print a document for pickup by another user or group of users. With Follow-You printing, this provides a convenient mechanism for distributing documents such as bulletins or classroom materials to users spread geographically throughout an organization.

Send-To also allows the sender to override or accept document costs when the job is distributed, ensuring that the recipient is spared any unwarranted charges.

USE CASE: Mid-size College

A teacher enables the Send To client on her workstation to send weekly reading assignment to her students. The assignment is to be completed by the following week’s class. She has used the pop-up to create distribution lists for each class she teaches. Each week she sends the print job and assigns a Release Key to the job using the class date as a Release Key. She then sends the assignment to the distribution group, accepting all charges for the job.

Students swipe their ID card at any PageCounter. When prompted for a Release Key they enter the date of the class and see the document waiting for them in the display. The student releases the job and the teacher’s account is billed for the print charges.

This feature has saved the teacher from having to create hardcopies before class and distribute them during class time.

Print Server

Print Server

Print Server

When the recipient authenticates at a release location, the document will be waiting in queue for retrieval.

When the Sender selects the Send To icon from the Tool Tray, a pop up appears and allows the Sender to specify distribution settings. The sender can create a distribution list of users authorized to retrieve the document, and choose charging options and job expiry before sending the document.

Color quotas To help organizations better manage access to color printing, a new color quota system allows IT managers to set allowable limits for color output on a per user basis.

All users can now be given access to color enabled devices without the risk of excessive color usage, thus enabling the responsible use of color. This not only reduces output costs, but also eliminates the need to restrict some groups of users from accessing certain devices.

Color quota enablement is a global setting in System Manager

USE CASE: Mid-size Company

The company had been evaluating the replacement of their entire fleet of printers. While they were impressed by the high-speed MFPs demonstrated by their local copier dealer, they are very concerned about the costs that accompany color output.

The dealer provided a trial of Equitrac Office and demonstrated how higher color quotas could be assigned to the marketing staff and senior management, while a more limited quota were provided to the staff in finance and administration. He showed them how they could schedule the replenishment of quotas on a monthly basis, and then how they could follow up on usage by running user reports that illustrate how much of the quota is being used by each individual.

The company was so pleased with the level of control they could maintain over the use of color, that they went ahead and requested the dealer to replace their old devices with a new fleet of MFPs.

Individual color quota amounts are displayed in user account properties.


Printing workflow enhancements

One-step device access:

One-step device access quickly releases all the held print jobs for the user, and then enables the device for copying, easing and simplifying end user device access.

Follow-You across servers

Follow-You printing, which enables users to quickly retrieve their print jobs at any printer of their choosing, now supports retrieval of jobs on any print server without imposing heavy network traffic.

Follow-You at Release Station The Release Station application now supports the use of Follow-You, combining the convenience of Follow-You printing with the payment flexibility of Release Station.

6 New Rules criteria can now be configured

New rules criteria

New criteria – including day of the week, time of day, account balance, color quota, application name, and department – provide greater flexibility and control over the users' printing behavior.

DME-based routing

By leveraging the capabilities of the new Device Monitoring Engine, the printing rules are now able to reroute documents based on device status, automatically avoiding devices that are unavailable or in an error state

Redirect and reprice

The administrator can now choose whether to recalculate the cost of a print job that has been redirected to a different device.

User notification

With enhanced notification capabilities, end users can be warned if their account balances are getting low. All end user notifications can also be customized.

USE CASE: Mid-size Company

The company recently implemented EO4 to help improve user print workflow throughout the organization. By using the simple configuration tools in EO4 the administrator created redirect rules for every device, based on device status. This ensured that even when print jobs were sent to a device with a paper jam, that the job would be instantly rerouted to a similar device nearby.

Additionally, EO4’s improved user notification capabilities ensured that when a job was rerouted, the user was automatically sent a very accurate message including the date and time, user’s full name, where the job was sent, and why it was rerouted.

With the new redirect and reprice rule, jobs which were routed to a printer with a different charging schedule than the selected printer were re-priced at the new cost and charges were tracked accordingly, resulting in very accurate cost tracking.

The overall user workflow has substantially improved and the staff is much more satisfied with the information they are receiving about their jobs, and the reduction in print disruptions.


IT & management enhancements

Active Directory integration:

Active Directory integration now supports the use of multiple domain controllers, and the synchronization of PIN codes, email addresses and departments from administrator-specified attributes.

Automated PIN management:

With the automated PIN management capability, users can be assigned temporary PIN codes when their accounts are first created, and then easily manage their PINs and card numbers using either a web page or a PageCounter.

UNIX secure printing support Secure printing, Follow-You printing and rules-based printing functionality is now supported on UNIX print servers (AIX, HP-UX, Linux and Solaris).

Department administration

With the new department administration security role, local administrators can be enabled to manage their own departments' users.

The administrator can provide temporary PINs when the account is initialized, and send a customized email message to the user.

If a user has forgotten their PIN, they can just provide their login information in order to create a new PIN.

Reporting enhancements

Queued document results reporting:

Equitrac Office and Express now provide reporting on the disposition -- printed, deleted or expired -- of print jobs, enabling organizations to monitor user behavior and quantify waste reduction.

DME Reporting

As previously described in the Device Monitoring Engine overview, DME can not only provide current information on device status, paper and toner levels, and recent device failures, but also records this history to provide comprehensive reports for IT managers to track device performance and plan for such things as consumables inventories or device replacement.

Enhanced reporting: Reports Manager incorporates usability enhancements, additional standard reports and increased customization capability.


Other enhancements

Run Now for scheduled tasks:

A “Run Now” option is available to execute one-time tasks immediately, rather than having to schedule the task.

System Manager Enhancements:

System Manager adds filtering/searching capability, a department view for users, and enhanced context-sensitive right-click functionality.

Reduced storage requirements: In an effort to help IT manager reduce the strains put on their systems, Equitrac enhanced the storage of transaction data, significantly reducing the amount of space used in the database.

Enhancements only in Equitrac Express 4

Account limits: Starting with this release, only Equitrac Express supports the use of account limits; this feature is no longer available in Equitrac Office. Express further provides an option to enforce limits for only users in a specified set of departments.

CBord campus card connector: Equitrac Express 4 is certified by CBord to make debits against CBord Odyssey campus card accounts for print and copy transactions.

Mobile DCE: Mobile DCE is a portable application that allows a laptop to be used to upload PIN codes to PageCounter terminals not connected to a network, and to collect stored transaction data from them.

This enables PageCounters to be used in buildings where network connectivity is impractical or not possible. PageCounters can be used in offline mode, but transaction data is still collected and then uploaded to the Equitrac accounting server.

USE CASE: Large University

On the main campus of a university is the school’s first building, an architectural landmark with old masonry walls throughout. The construction of this building makes it impossible to supply network drops where necessary, leaving several stand-alone copiers unmanaged. News of free copies has spread throughout the student body, and soon these devices are experiencing excessive use.

Now the university has implemented Equitrac Express and is using PageCounters at these devices. Although the terminals are offline, the students must still authenticate at the device and make copies as they would at a networked PageCounter, only instead of real time access to the accounting server, the transactions are stored in the PageCounter.

Twice a week, a technician connects a laptop to the PageCounters, collects the stored transactions, and uploads new or changed PIN codes to the terminals. He then connects to the network and reconciles the transactions with the Equitrac accounting server. The administrator is now no longer limited by the networking limitations of the building and can offer identical payment workflow at every device on campus.

Equitrac Server

Print Server

Stand-alone copiers with offline PageCounters.

Laptop running Mobile DCE collects data from offline PageCounters and uploads PIN codes to the terminals. Data is later uploaded and reconciled against the Equitrac accounting server.


Release Station payment method selection:

Release Station now includes an option to allow a user to select from multiple payment methods, such as a vending card, an Equitrac Express account, or a campus card account, at the time of release.

For sites where multiple payment types are offered to different user groups, one Release Station can be used to accommodate all the different user types on a campus, regardless of the payment system being used by any particular user group. Students can charge to their campus card account, while guest users can use cash or card-based vending equipment.

Cashier enhancements: The Cashier application has a new option to print a receipt after each deposit. The receipt can include date, balance, transaction amount, user name, time, cashier ID, cashier workstation name, and optional transaction comment. The receipt is generated from an HTML file which can be customized by the school to display the information as desired.

Additionally, the display of the Comment field in the Cashier application is now optional.

Account balance tool tray applet:

Equitrac Express now includes a tool tray applet that enables the users to quickly check their account balances at their workstations. By clicking on the icon in the tool tray, a popup displays to provide account balance and color quota information.

Currency display:

With the system currency format override it is now possible to use text such as “pages” or “units” in the cost preview pop-up, user account statements, PageCounter cost display, and the tool tray applet.

Account balance reset: An “account reset” task is now included, enabling the automated management of time-based account limits or quotas.

Default currency settings display transactions and account balances as dollars.

Currency settings can be changed to display transactions and account balances as pages or other currency formats.


1.2 Licensing changes

Simplified server licensing: Equitrac Office and Express now incorporate Rules & Routing functionality in the core suite, SBE/SCE and print server licenses. DME functionality is also included in the core suite and print server licensing.

Simplified embedded licensing: A single, unified license is now used to license embedded MFP functionality (=PCC), including the “interface module” functionality used in Equitrac Office 3 and Equitrac Express 3

Simplified interface licensing: A single External Data Connector license is now used for connections both to third-party applications, Deposit Stations, and devices. Essentially, the External Data Connector license replaces the Account Deposit and Data Source Activation licenses available with Equitrac Office 3 and Equitrac Express 3.

Enterprise licensing:

Equitrac Office 4 is also available under an enterprise licensing scheme, where the license is only limited in terms of the number of network users, and an unlimited number of servers and server options can be deployed.

SBE client licensing:

Equitrac Office SBE now includes 10 full workstation client licenses.

SCE client licensing: Equitrac Express SCE now includes 10 full workstation client licenses.

Upgrade licensing: Every licensable option in Equitrac Office and Equitrac Express now has a corresponding upgrade license, including all server options and all client licenses.

Discontinuation of downloadable demo: The 45 day downloadable product demonstration license for Equitrac Office and Equitrac Express has now been discontinued. However, 45-day trial licenses continue to be available for order, and product demonstration tools will also be provided in order to demonstrate the functionality of Equitrac Office and Express, and highlight the new features.

2 Product Migration and Upgrade

2.1 From Equitrac Office/Equitrac Express 3 The installer for Equitrac Office 4 and Equitrac Express 4 is able to automatically upgrade an Equitrac Office 3 or Equitrac Express 3 database.

Prior to installing the new software, uninstall Equitrac Office 3 or Equitrac Express 3.

2.2 From PCSM 2.5 The database structures of the Equitrac Express 4 and PCSM 2.5 are radically different. For customers with existing PCSM 2.5 installation, a migration tool is provided to enable a migration to Equitrac Office 4 or Equitrac Express 4.

The following data can be converted:

Accounts, including users, departments, billing codes and PINs

Charging schedule (price lists)

Resource definitions such as copiers and print servers, terminals, and controller interfaces

Historical transaction data

Users can choose to convert any one of the data types alone or in conjunction with any other types of data conversion. Transaction data must be converted in conjunction with the accounts and resources data. Archived data and configuration data will not be migrated by the migration tool. Such data can be re-configured using standard Equitrac administration tools.

The migration process will convert the data to Equitrac Office 3 format. After the migration, the Equitrac Office 4/Equitrac Express 4 installer will automatically complete the conversion of the database to the current format.


2.3 From Equitrac Office 4 to Equitrac Express 4

As Equitrac Office 4 and Equitrac Express 4 share a common database format, no data migration is necessary when upgrading an Office installation to Express.

The following chart illustrates the upgrade and migration paths available for Equitrac Office, Equitrac Express, PCSM and PRS customers.

EO4 EO4 SBE EE4 EE4 SCE

EO4 X X EE suite u/g X

EO4 SBE EO suite u/g X X EE SCE u/g

EO3 EO suite u/g X EE suite u/g X

EO3 SBE X EO SBE u/g X EE SCE u/g

PCSM 2.5 EE EO suite u/g X EE suite u/g X

PCSM 2.5 SE X EO SBE u/g X EE SCE u/g

EE4 X X X X

EE4 SCE X X EE suite u/g X

EE3 X X EE suite u/g X

EE3 SCE X X X EE SCE u/g

PRS 2.6* X X EE suite u/g EE SCE u/g

* PRS 2.6 has never been sold by Ricoh Europe B.V.

3 Feature Overview

3.1 Product editions

Software Suite Applications

Equitrac Express 4 Suite

Equitrac Office 4 Suite

Any size network with single or multiple accounting and/or print servers.

Equitrac Express 4 Small Campus Edition

Equitrac Office 4 Small Business Edition

Small deployments with a single print server, 10 or fewer printers, and fewer than 100 users.

3.2 Features

Features EO4 Standard

EE4 Standard

EO4 Optional

EE4 Optional

Document Output Management

Secure Document Release

Follow-You printing

PageCounter support 1

Embedded terminal support

Release Station support

Follow-You printing across print servers 2

Simple end user experience

Low network bandwidth utilization

Windows, UNIX, NetWare print server support

Print Queue Viewer

Rules-based Printing

Rules-based print job routing 3

1 Requires a PageCounter (purchased separately). 2 Not available with SCE or SBE. 3 Requires the user of output devices with compatible drivers.

* Please check the details which can be tracked and charged for



EE4 Standard

EO4 Optional

EE4 Optional

Rules-based print job limits

Server-based print rules

Workstation-based print rules

Flexible rule sets with no need for scripting

Extensive rule criteria available

Device status-based job routing

Document Accounting

Print tracking at the print server

Print tracking at the workstation

Print tracking with embedded terminals

Copy tracking with PageCounter terminals

Copy tracking with embedded terminals

Fax tracking with embedded terminals*

Scan tracking with embedded terminals*

Utilization tracking: Devices, Users, Departments

Flexible price lists

Price lists assigned to multiple devices

Pricing by device

Pricing by page & print attributes

Pricing by time of day and day of week

Account-based pricing

Department-based pricing

Dual pricing capability

Charge users, departments or billing codes

Enforce limits based on color quota


EE4 Standard

EO4 Optional

EE4 Optional

Enforce limits based on account balance

“Out of funds” user notification

“Funds low” user notification

Device Management

SNMP-based device management

Device status and availability tracking

SNMP trap support

Historical device availability tracking

Time available, unavailable, offline

Faults over time

Rules-based alert triggers

Notify be email or net message

Notify be email or net message

Device fault automatic notification

Device fault history reporting

Operating Environments

Support for Windows print servers 4

Windows Server 2003 certification 5

Support for NetWare print servers 6

Support for UNIX print servers

AIX support (POWER2)

HP-UX support (IA64)

Linux support (x86)

Solaris support (SPARC, x64)

4 May require purchase of appropriate client access licenses. 5 Expected prior to Equitrac General Availability date. 6 May require purchase of appropriate client access licenses.



EE4 Standard

EO4 Optional

EE4 Optional

Support for Mac OS X workstations

Classic Mode support

Windows and NetWare print servers 7

Support for enterprise databases

Microsoft SQL Server support 8

Oracle support 9

Workstation Client (optional)

Client Billing print popup (Windows & Mac OS X)

Opt out on a per printer basis

Desktop print tracking (Windows only)

LPT, USB, Direct IP print tracking

All printer types supported (using Windows print drivers)

Print document to user or distribution list

User-set expiry time for sent documents

User-selectable payment method

Document cost preview

Print-time online authentication (internal, native OS, or LDAP)

Workstation-based print rules

Print Assistant (optional)

Account balance display

Print release key for anonymous usage

Job rename capability

7 May require purchase of appropriate client access licenses. 8 May require purchase of appropriate client access licenses. 9 May require purchase of appropriate client access licenses.


EE4 Standard

EO4 Optional

EE4 Optional

Document cost preview

Print-time online authentication (internal, native OS, or LDAP)

Enterprise Scalability

Hardware scalability

Windows cluster support 10

Multiprocessor support

Dual core CPU support

Network-centric architecture

Multiple print server support 11

Server Uplink for global reporting 12

Low network bandwidth utilization

Thin client architecture support

Windows Terminal Services support

Citrix Metaframe support

System Management

System Manager

Remote management

Configuration, licenses & devices

Logical device grouping

Task scheduling

System diagnostics

Comprehensive price list configuration

Flexible decimal support (up to 4)

10 Not available with SCE or SBE. 11 Not available with SCE or SBE. 12 Not available with SCE or SBE.



EE4 Standard

EO4 Optional

EE4 Optional

Display costs and balances in pages

Intelligent defaults for configuration

Add Equitrac Printer Port wizard

Automatic printer model detection

EQcmd – command line tool

Accounts Management

Accounts Manager

Remote management

Users, departments & billing codes

User import from domain or LDAP

Automatic account creation

Directory integration

Native OS and LDAP Authentication 13

Active Directory synchronization 14

NDS synchronization

Synchronization of PIN codes

Synchronization of departments

Synchronization of email addresses

PIN code self-management for users

Temporary PIN codes for new users

PageCounter-based PIN management

Web-based PIN management

Web-based personal account statement15

13 May require purchase of appropriate client access licenses. 14 May require purchase of appropriate client access licenses. 15 May require purchase of appropriate client access licenses.


EE4 Standard

EO4 Optional

EE4 Optional

Cashier application

Receipt printing

Payment at Release Station

Multiple payment methods

Deposit Station for self-server deposits

Deposit kiosk support for self-server deposits

Blackboard campus card connector

CBord campus card connector

Reporting

Reports Manager

Remote operation

On-screen report preview

Simple date range selection

No database drivers required

Print full report or page range

Export to CSV, HTML, XML

Scheduled reporting

Comprehensive report selection

Summary, detailed and total activity

Account listings

Device utilization

Device availability & faults

Report customization capability

Select columns to display

Specify custom column headers

Specify report criteria



EE4 Standard

EO4 Optional

EE4 Optional

Save as site or personal report

Analysis Toolkit

Database views for additional reporting

Control Terminal Functionality

Hardware support

PageCounter Magnetic stripe (track 2)

PageCounter Legic

PageCounter MiFare

PageCounter HID

Legacy XCP & PageControl Station

Stored value card (Release Station)

PageCounter offline copy control support

Local account caching

Offline laptop data collection

Encrypted communications

Automated PageCounter configuration

PageCounter job cost viewing

PIN management at PageCounter

Alphanumeric login and PIN support

3.3 Equitrac Express 4 differentiation Equitrac Office and Equitrac Express share a common architecture, product platform, user interface and licensing schema.

However, due to the key differences in the markets they address, the two provide different functionality to meet the customer requirements. Equitrac Office is directed at the general office marketplace, while Equitrac Express is built for education.

The following table outlines these fundamental differences and outlines the value proposition for the Equitrac Express-specific features.

Features EO4 EE4 Value Proposition

Account limit enforcement Education customers use declining balances for the majority of users and need to set limits on document output. Strict enforcement of account limits in an office setting would be disruptive in the majority of businesses.

Color quotas are available in both EO4 and EE4.

Departmental account limits

It is often necessary to enforce account limits only for students in mixed environments.

Departmental pricing It is often necessary to provide differential pricing in mixed staff-student environments.

Time-based quotas Customers who do not wish to actually charge end users can use the “set account balances” task to implement time-based quotas.

Deposit Station support Education customers require self-serve account deposit capability to minimize staff overhead.

Deposit kiosk support Education customers require self-serve account deposit capability to minimize staff overhead.

Cashier support Education customers require the ability to offer a staffed deposit capability.

Alternative currency format

Organizations that base access to document output on “credits” or other similar units need the ability to display the same to end users.

Campus card support Education customers often need integration with pre-existing campus card systems such as Blackboard TIA or CBord Odyssey.

Value card reader support At customer sites using value cards, Release Station can be used to accept payment using those cards.


Features EO4 EE4 Value Proposition

Account balance check Student users need the ability to check their account balances; EE4 provides this on Print Assistant, on personal web pages, and on the tool tray applet.

Offline data collection In facilities where network connections are not available at the copier, EE4 enables the use of laptops to update PageCounters and to collect usage data.

3.4 Equitrac Express vending compatibility

A list of Equitrac Express v4 compatible vending equipment (coin, card and bill) can be found in separate release documentation

4 Product Architecture

Equitrac Office 4 and Equitrac Express 4 represent the fourth generation of document accounting and security solutions for the general office and education markets. They are the second generation of products to be based on Equitrac’s Scalable Output Management Architecture (SOMA) platform. This platform will, by mid-2006, provide the basis for all the Equitrac server-side products.

Market Application Legacy 2004 2005 2006General Office All applications PAS 2.5 Equitrac Office 3 Equitrac Office 3 Equitrac Office 4

K-12 PAS 2.5 Equitrac Office 3 Equitrac Express 3 Equitrac Express 4

PRS 2.6 PRS2.6 & PAS2.5

PRS 2.6 PRS2.6 & PAS2.5

Print TrackingPAS 2.5 PCBPartnerJet

PrintLog Pro

PAS 2.5 PCBPartnerJet

Equitrac Print Tracking 4

Equitrac Print Tracking 4

Cost RecoverySystem 4

PartnerServerEP 3.5

EPEE 4.6EP 3.5

EPEE 4.6Equitrac

Professional 5

Professional

Equitrac Office 3 Equitrac Express 3 Equitrac Express 4

Equitrac Express 3 Equitrac Express 4

Education

Higher Education Account-based payment

PAS 2.5

Higher EducationLibraries Card-based payment

• PAS 2.5 = PCSM 2.5

• PAS 2.5 PCB, Partner Jet, Print Log Pro, System 4, Partner Server, PRS 2.6, EP 3.5; 4.6, Equitrac Print Tracking 4 have all not been made available for Equitrac channel partners, but only for their direct sales.

• The business and support model for Equitrac Professional 5 will be looked at and discussed later between Ricoh and Equitrac

• K12 = part of education market in the U.S.A


Platform overview

The SOMA platform consists of the following separate server subsystems:

Core Accounting Server (CAS)

Document Routing Engine (DRE)

Device Control Engine (DCE)

Device Monitoring Engine (DME)

These subsystems, as part of the scalable component-based overall architecture, enable new features and services to be more easily developed and incorporated together with the existing product functionality. This provides the ability for the product to adapt quickly with the growing market needs and reduce migration complexity in the future.

This component-based architecture provides more flexibility to meet the needs of customers, from entry-level to full-scale, multi-site, systems, and it provides those customers the option to add to their systems as their environments continue to expand and mature.

Manage

Monitor

Manage

Monitor

Docum

ents

ControlFeedback

Docum

ents

PSE(P

rinter status)

PFE(P

redictive failure)

4.1 Core Accounting Server (CAS) As implemented in the Accounting Server, the CAS incorporates the accounting services functionality and the management of objects such as users, account codes, sessions and pop-up dialogs. It operates on Windows 2000 Server or Windows Server 2003.

To increase the server availability, CAS can be implemented in an active-active or active-passive Windows cluster, although only one instance can be active at a time. This will increase the availability of the document accounting server and uninterrupted printing services.

CAS is implemented as a single Windows service, with a plug-in framework for additional modules. For example, it allows the system administrator to set up a master-slave accounting server hierarchy for enterprise-level scalability.

The architecture also enables advanced features such as dual pricing for facilities management applications.

Further, CAS also incorporates a licensing and software version management service as a plug-in module. This plug-in module performs the following functionality:

Validates the software licenses for the various optional modules, and

Records the installed software version for each licensed and unlicensed module.

This centralized plug-in module provides more effective management and control of end-user licensing & software version control. This provides channel and alliance partners with additional tools to maximize effective licensing revenue and to scale the solutions to the customers needs.

All essential configuration information is stored in commercially available databases – SQL Express, SQL Server and Oracle – providing the customers with the flexibility to use their existing database or provide the option to select the database product of their preference, instead of forcing them to a single supported database type.


The CAS architecture supports a server uplink connection to a master CAS server, both for aggregate reporting and for enterprise license management.

4.2 Document Routing Engine (DRE) As implemented in the print server, the DRE subsystem enables the management of the flow of documents from the workstations to the output devices, whether printers, plotters or digital copiers.

DRE performs the following functions:

Transmit documents to printers and digital copiers

Execute document rule sets (hold, release, delete) for print services

Enable secure printing

Identify document attributes and transmit to CAS

DRE has no awareness of accounting, but instead communicates document characteristics to the accounting server for processing.

In addition to print server tasks performed by the current generation of products—data interpretation, printer communications, secure document release and Follow-You printing, the DRE architecture enables the creation of additional functionality through a plug-in module architecture.

During configuration, system administrators can determine whether or not to allow printing when the accounting server is not available. If printing is allowed, authentication is based on the native OS only. The printing and user attributes will be cached locally on the print server and forwarded to the accounting server when it becomes available. This allows print services to continue even when the accounting server is offline.

The print queue creation process on EO4 and EE4 is optimized for with automatic detection and recognition of major manufacturers’ output devices, but also allows the system administrators to configure and customize for an arbitrary third-party network card. When a printer model is selected, a “Custom…” option is available for specifying LPR (and a queue name), IPP (and a queue name), direct-to-port (and a port number), or hold-port-open on a per device basis. For


key manufacturers, the configuration data built into EO4 and EE4 includes the default values for rated speed and monthly volume for each model.

The DRE also executes document rule sets for printing. This provides additional administrative control over printing, allowing the system administrator to automatically enforce desirable printing behavior. For instance, large jobs can be automatically routed to a more economical device, and the user can be instantly notified as to where the document can be retrieved. This will not only help reduce the immediate cost of producing documents, but it will provide improved service to users, and help better utilize the existing equipment.

Each named rule set may contain one or more simple criteria (e.g. “job size > 10 pages”), which can then be combined together using the “and” operator; each print rule set may be specified to release, hold, delete or redirect the job or/and send a message to the end-user. The print rule sets are stored in the accounting server database, and cached on the print server. Messages sent to users can be customized to include helpful information such as date, account balance, document cost, destination printer and user name.

The types, criteria and actions for the rule set are as follows:

Types Attributes Actions

All

Copy

Print

Desktop print

Group *A

Pages *A

Size *P

Color *P, C

Duplexing *P, C

Title matches *P

Device Status 16, *P, C

Day of week *A

Time of day range *A

Account balance *P, C

Color quota *P, C

Application name 17, *D, P

Deny *A

Allow *A

Hold *P

Redirect18 ,*P

Redirect & Reprice *P

Send Message *D, P

Warn *D, P

*A, C, P, and D denotes which attributes and actions are applicable to which rule type: All, Copy, Print, and Desktop print respectively.

Multiple DRE can be configured in a Windows cluster. This feature provides system administrators with uninterrupted print tracking and management capabilities. Cluster configuration is supported in Windows 2000 and 2003 server environments. The Windows cluster environment can be active-active or active-passive. Single or multiple active print queues can be configured amongst physical nodes, which are configured as the virtual server resources. This configuration increases server availability and allows resources to be shared amongst physical nodes.

16 When used with DME for status-based routing. 17 When used with the Workstation Client. 18 The administrator must ensure that jobs are redirected to a printer with a compatible print driver. With the exception of finishing options, PCL and PostScript drivers, respectively, share a high level of driver fidelity.

4.3 Device Control Engine (DCE) The DCE combines the management of all current generation copy control devices, and the interface to intelligent MFP/printer controllers (like PCC) to offer control and tracking at the device level. Similar to DRE, DCE can also be configured in a Windows cluster environment for increased service availability.

A wide variety of document output devices can be controlled, managed and tracked through the following interfaces:

PageCounter terminals

Magnetic stripe card option

Mifare contactless smart card option

Legic contactless smart card option

HID proximity card option

Alphanumeric keyboard option

Legacy PageControl Station terminals

Legacy NTS terminals

Embedded copier/MFP platforms (like PCC)

DCE unifies the various concepts of device control in a single subsystem. This cohesive concept provides not only the ability to track and manage copying, faxing and scanning costs, but also simplifies end user installation and configuration processes.

The basic copy control device interface offers the control and management of control devices such as the PageCounter Terminal, while the enhanced copy and fax device interfaces enable advanced functionality on a variety of different terminals. Both interfaces offer TCP/IP communications and the ability to communicate either online or with batch transfers. Further, DCE communicates with the PageCounter terminals through the Unified Protocol (UP), a scalable, encrypted protocol.

In DCE, a basic set of rules described in the DRE section of this document can also be applied to copying on control terminals, enabling the administrator to control or limit access to copying based on devices and users.

PageCounter control terminals, alike embedded PCC, provide the following functionality:

Copy Accounting: Receives pulse and attribute information (number of pages, paper size, color vs monochrome) from the MFP’s copy control interface and reports to the Core Accounting Server for allocation to the correct user, department, budget or funding source.

Secure Document Release: Print jobs are securely held in a private queue on the print server until the user is authenticated at the printer.

Follow-You Printing: Enables users to pull their securely held documents to any driver-compatible device, regardless of the print server that holds the document. This enables the user to avoid printers that are busy or out of service and choose the printers with preferred capabilities at a preferred location.

The accounts database has awareness of the user’s default or “home server” – the print server that serves the devices to which the user prints by default. The home server value can be set manually by the system administrator or synchronized automatically with a field value from an extended Active Directory scheme. Upon user authentication, Equitrac Office checks the local server (that connects the target printer) and the user’s home server for securely held documents.


4.4 Device Monitoring Engine (DME)

The device monitoring engine (DME) offers not only device status management, but also consumables management and predictive failure (preventative maintenance planning modules).

The status management capabilities enable server-based monitoring of networked printers and digital copiers, print servers, print queues, and copy control devices, providing an enterprise-level view of the document output flow, with custom views, filters, sorting, notifications and rules to ease the task of output management for IT departments.

DME tracks the device status and faults and thus will be able to provide historical data on availability and the fault frequency thus enabling IT managers to proactively identify devices needing service or replacement and report on availability and service levels over time.

DME monitors SNMP traps and SNMP status changes for key MIB OIDs. The database content includes each state change, as well as the time spent in non-ready states – and the current total device meter read – to enable reporting on availability and faults over time. Current device status is readily accessible for use by the console application.

All devices managed by DME will normally be already tracked by DRE or DCE on the same server. Additionally, other devices, such as direct-IP workstation printers (which are automatically identified as distinct devices in EO4, based on the IP address) and UNIX or NetWare-based printers, can be manually selected to be managed by a specific DME server by right-clicking on the device in System Manager and selecting “Manage …” as long as those devices have IP addresses.

The following standard reports are available through Reports Manager for the device status tracking:

Device faults (columns for total and individual fault types)

Device faults vs usage (faults, pages, faults/000 pages)

Device availability (% online, % offline, % unreachable)

The management console will allow the user to define Alert Sets (exception conditions (“triggers”) that generate alerts) and to select an alert set for each device (as well as a default alert set).

Trigger conditions can include the following:

Time-based: A fault condition (either a specific one or any “not ready” condition) has been in place for X minutes/hours/days

Count-based: More than X faults (either a specific one or any “not ready” condition) have been detected in the last X days (“days” is defined here as a 24-hour period)

The notification can be sent as one or more of (1) a network pop-up message, (2) an email message, (3) a console message or (4) an event viewer message; in the case of email or pop-up messages, multiple recipients can be specified.

The EO4/EE4 rules & routing capability utilizes DME to allow documents to be rerouted to another device should the original device’s status have been in a fault state for longer than the specified maximum time.

Management tools These server subsystems are managed by a comprehensive, consistent set of remote management tools, which present the system to both the network/system administrator and to the end users. Familiar icons are used, where appropriate, to guide the users to the right functionality.

These management tools provide system management and configuration, accounts management, enterprise-level device management and reporting capabilities.

The user interface is divided into separate task-oriented tools. However, a flexible architecture enables a single application to manage all aspects of the system, by enabling all plug-ins in the same framework, should such a configuration be appropriate.

Individual security roles control end user access to the management tools.

4.4.1 System Manager

System Manager is provided for configuring and managing overall system behavior. Accounting policies, network environment integration and device settings can all be configured in the System Manager. Objects such as printers, copiers, MFPs, desktop printers, control terminals and embedded devices can be managed on a single page, allowing the administrator to use defaults effectively for rapid configuration, or to specify the details for advanced configuration.

A comprehensive pricing scheme can be easily implemented by the administrator through the use of price lists. Each document can be tracked and priced based on the print and page attributes. Surcharges or discounts can also be implemented based on the account, the account types (users, departments or billing codes), department (EE4 only) or time of day/day of week.

Devices are automatically tracked as soon as the corresponding input facility (port monitor, controller interface, terminal, etc.) has been installed, without the specific need for a device “registration.”, thereby making it easier and less time consuming to install and configure the system. Optionally, the System Manager can be configured to enable the administrator to select a specific list or even disable tracking of the device altogether as the device is being registered.

The configuration page displays a brief text description of all current settings for a quick overview of the system’s configuration, with a pop-up dialog for changing the current configuration settings.

4.4.2 Accounts Manager

Accounts Manager provides consistent tools for managing user, department and billing code accounts. It also provides the ability to manage users’ department membership, PIN codes and billing code access.

A departmental accounts manager security role is also available to allow a local administrator to manage a single department’s users only.

4.4.3 Device Console

Device Console enables the management of the networked hardcopy devices managed by DME. In addition to flexible display of current device status and summary historical information, it provides a mechanism for the specification of alert trigger rules for notifying administrators of device problems.

4.4.4 Reports Manager

Reports Manager provides a flexible capability to interactively create and view both standard and customized reports.


5 Documentation

In addition to the online help found in the product, Equitrac Office and Equitrac Express have a series of documents to assist in the planning and deployment of the products. All documents are provided in PDF format both on the product CD.

The following subsections provide an overview of the documents provided with the Equitrac Office and Express products.

Installation Guide

This document provides the essential information to quickly install Equitrac Office and Equitrac Express. It walks the reader through the simple setup procedures to set up a functional basic product configuration.

Administrator’s Guide This document is a comprehensive overview of the operation and configuration of Equitrac Express and Equitrac Office products. It provides detailed information about every functional area within the product.

Migration and Upgrade Guide This document provides information and guidance specifically for performing an upgrade or migration of previous versions of Equitrac Office, Equitrac Express and PAS products to the new version 4 products.

Cluster Server Guide

This document provides information for configuring and using Equitrac Office and Equitrac Express with clustered servers.

UNIX Print Server Guide This document provides information for configuring and using Equitrac Office and Equitrac Express with UNIX and Linux print servers.

NetWare Print Server Guide This document provides information for configuring and using Equitrac Office and Equitrac Express with NetWare print servers.

Release Station Quick Reference card This document is a short one-page overview of the Release Station user interface, to help novice users quickly learn how to use the Release Station.

PageCounter Quick Reference card

This document is a short one-page overview of the PageCounter user interface, to help novice users quickly learn how to use the PageCounter.

6 Localization

6.1 Software All of the Equitrac Office and Equitrac Express user and administration user interfaces are localized to English, French, Italian, German and Spanish (EFIGS). These user interfaces include System Manager, Accounts Manager, Device Console, Reports Manager, Deposit Station, Release Station, Queue Viewer and the tool tray applet.

Client applications, notifications, and pop-ups are administrator-configurable, and can generally be reconfigured to local languages, whether EFIGS or otherwise.

6.2 Documentation The Equitrac Office and Equitrac Express Installation Guides, as described in the previous section, are provided in five languages (EFIGS).

However, the more extensive Administrator Guide and supplementary guides, are provided in English only. The following subsections provide an overview of the documents provided with the products.


7 System Requirements

7.1 Operating system and hardware requirements The following table outlines the base level of OS environments and hardware platform on top of which Equitrac Office and Equitrac Express and their components operate. The operating environments, though, must be supported by the OS and hardware vendors.

It is important to note that EO4 and EE4 no longer support Windows NT, Windows 98/Me or Mac OS 9 operating systems. Support for NetWare queue-based printing is also no longer available.

Server Components Software Platforms 19 Minimum Hardware Platform 20 CAS: Core Accounting Server Windows Server 2003

Windows 2000 Server Intel Pentium 3 or AMD Athlon CPU; 512 MB of system memory; 1 GB of available disk space

CAS: Core Accounting Server Database

MSDE 2000 SQL Server 2000, 2005, 2005 Express Oracle 9, 10g

Core Accounting Server (CAS) Cluster server

Windows 2003 cluster Windows 2000 cluster

Server Components Software Platforms Minimum Hardware Platform Print Server (DRE)

Windows Server 2003 Windows 2000 Server NetWare 5.1 SP7, 6.0 SP4, 6.5 SP1a AIX 5.1, 5.2, 5.3 HP-UX IA64 11i Red Hat Enterprise 3, 4 Red Hat Fedora Core 3, 4, 5 Solaris SPARC 8, 6, 10, X64 10 SuSE Linux Server 9, Enterprise 8, 9

Intel Pentium 3 or AMD Athlon CPU; 512 MB of system memory; 200 MB of available disk space 21 22

DRE: Device Routing Engine Cluster Server

Windows 2003 cluster Windows 2000 cluster

Intel Pentium 3 or AMD Athlon CPU; 1 GB of system memory; 200 MB of available disk space

DCE: Device Control Engine Windows Server 2003 Windows 2000 Server

Intel Pentium 3 or AMD Athlon CPU 512 MB of system memory 200 MB of available disk space

DME: Device Monitoring Engine

Windows Server 2003 Windows 2000 Server

Intel Pentium 3 or AMD Athlon CPU 512 MB of system memory 1 GB of available disk space

Management Tools Software Platforms Minimum Hardware Platform System Manager Accounts Manager Device Console Reports Manager Release Station

Windows Server 2003 Windows 2000 Server Windows XP Professional Windows 2000 Professional

Intel Pentium 3 or AMD Athlon CPU; 256 MB of system memory; 50 MB of available disk space; 1024x768 display resolution

Client Tools Software Platforms Minimum Hardware Platform

19 Customer is responsible for securing Client Access Licenses (CALs) as required. 20 This column indicates minimum hardware requirements only; high printing/transaction volumes and/or large installations may require substantially higher-performance hardware. 21 Additional space required for print job spooling. 22 Additional resources may be required by the specific software platform.

Print Assistant Workstation Client

Windows 2000 Terminal Server Windows 2003 Terminal Server Windows XP Professional Windows 2000 Professional Citrix XP Server Citrix 2000 Server Mac OS 10.2+

256 MB of system memory 5 MB of available disk space 800x600 display resolution


7.2 Retired platforms

The following table outlines the platforms no longer supported, starting with EO4 and EE4.

Server Components Discontinued Platforms

CAS: Core Accounting Server Windows NT 4.0 Server

CAS: Core Accounting Server Database

SQL Server 7 Oracle 8

Server Components Discontinued Platforms

DRE: Device Routing Engine Windows NT 4.0 Server NetWare 5.x, 6.x (queue-based printing only) AIX 4.x HP-UX (PA-RISC) Solaris 7

DCE: Device Control Engine Windows NT 4.0 Server

Management Tools Discontinued Platforms

System Manager Accounts Manager Reports Manager

Windows NT 4.0 Server Windows NT 4.0 Workstation

Client Tools Discontinued Platforms

Print Assistant Workstation Client

Windows NT 4.0 Workstation Windows Me Windows 98 Mac OS 9

8 Product and Licensing Options

8.1 Licensing and activation The Equitrac Office 4 and Equitrac Express 4 software is licensed, not sold, and requires activation prior to use.

When customers purchase the software license, they will be able to enter core product and optional feature serial numbers in order to perform an initial activation of the software. Like software from vendors such as Microsoft and Adobe, product activation is required for ongoing use of the software. Activation can be performed automatically by entering the license serial number and activation code in the System Manager. Please contact [email protected] for activation keys.

As part of the activation, the CAS system ID (domain name\server name) and the company name is collected, and the activation codes are generated and recorded for that system ID. Once the activation code is applied, the product is activated and ready to operate.

Licenses are ordered using specific part numbers which represent orderable packages of features that are detailed later in this document. It is important to note that the described features are not directly orderable except as they are packaged in to the orderable license part numbers.

Finally, a number of Not For Resale (NFR) and evaluation licenses are available to allow dealers, prospective clients, and existing customers to evaluate the software on their own or in connection with a sales engagement. These evaluation versions are time-limited and are provided by Equitrac for demonstration and evaluation purposes only.

8.2 Licensing behavior

8.2.1 Activated software

Once an Equitrac Office or Equitrac Express component has been activated it will not require re-licensing or re-activation unless it is moved to another server with a different system ID.

The components that are licensed, the systems those licenses are assigned to, as well as installed but unlicensed components, will be easily reviewed by the administrator using the license pane of System Manager.

Warning: If you exceed the network user (user account) limit of an enterprise license (see next section), EO4 will operate in unlicensed state until the number of users is reduced or the enterprise license is upgraded to a larger number of users. The administrator will be warned whenever the number of user accounts is approaching the license limit.

8.2.2 Unlicensed software

The products will operate in “unlicensed” state when no serial numbers and activation codes are entered initially or an evaluation completed without being converted to full licensing. When in “unlicensed” mode, Equitrac Office or Equitrac Express will not collect any data nor control any device operation. However, the management tools continue to be fully operational.

8.2.3 Evaluation software

Certain licenses are considered demonstration or evaluation licenses that are used by prospective customer to evaluate the software before purchasing or by existing customers to evaluate additional features before purchasing add-ons. The common factor between all of these licenses is their temporary nature. The system will be in an Evaluation state whenever temporary licenses are active, resulting in some or all functionality being suspended when the evaluation period ends.


After the evaluation period ends, demonstration and trial systems will revert to the unlicensed state. Existing customer feature trials will revert to the Activated state, but unlicensed features may stop operating because of the end of the evaluation period.

8.2.4 Upgrades

Equitrac Office and Equitrac Express require new licensing activation; you can’t use legacy registrations or software licenses to activate the products.

Upgrade license activation additionally requires the entry of a qualifying legacy serial number for each upgrade license.

8.3 Fundamental feature elements The products are licensed using a number of fundamental elements that control what features are enabled, the scope of those features, and the scale of the deployment. These fundamental features in turn are packaged in to orderable license part numbers that are actually licensed, registered and activated.

Feature Element License Metric

Accounting server (CAS) Per server

Print server (DRE) Per server + number of server-based printers

Cluster Enabler Per cluster

Workstation Client Per workstation

Print Assistant Per workstation

Release Station Per workstation

Embedded terminal Per MFP

External Data Connector Per external application/device/server

8.4 License descriptions

basic product “licensing” model

8.4.1 EO4 Suite

This license enables the core accounting server software which provides the centralized configuration, database, reporting and administrative services for the entire system deployment. The suite license also includes one print server (DRE) license and an unlimited license for DCE and DME servers.

8.4.2 EO4 Small Business Edition (SBE)

The SBE license provides a low-cost alternative for small implementations. It includes one print server (DRE) license – limited to 10 devices – and one DCE server license, but no DME server.

10 Workstation Clients are included with SBE.

The following licenses cannot be added to an SBE license:

Additional Print Server (1 and 10 packs)

Embedded Device Licenses (10 and 100 packs)

External Data Connector

Cluster Enabler

Workstation Client (100 and 1,000 packs)


SBE limits the number of supported devices to 10. The 10 devices can be any combination of print server printers, PageCounter-controlled devices or embedded terminals.

8.4.3 EE4 Small Campus Edition (SCE)

The SCE license provides a low-cost alternative for small implementations. It includes one print server (DRE) license – limited to 10 devices – and one DCE server license, but no DME server.

10 Workstation Clients and 10 Print Assistants are included with SCE.

The following licenses cannot be added to an SCE license:

Additional Print Server (1 and 10 packs)

Embedded Device Licenses (10 and 100 packs)

Cluster Enabler

External Data Connector

Print Assistant (100 and 1,000 packs)

Workstation Client (100 and 1,000 packs)

SCE limits the number of supported devices to 10. The 10 devices can be any combination of print server printers, PageCounter-controlled devices or embedded terminals.

8.4.4 Print Server (DRE)

Each print server running the Document Routing Engine (DRE), whether on the same platform as the Accounting Server or not, requires a print server license that is node-locked to a single accounting server.

Each print server license includes 100 printer licenses. The number of licenses required, then, is the greater of the number of print servers and the number of printers divided by 100.

8.4.5 Cluster Enabler

The cluster enabler license is used to enable a cluster of servers, whether CAS, DCE, DRE or DME, whether that cluster is active-active or active-passive.

In any such cluster, each node acting as a print server requires a print server license, and the cluster itself needs the cluster enabler license. This license is node-locked to the accounting server when licensed.

8.4.6 Embedded Device License

The embedded device licenses are available in pack sizes of 1, 10 and 100 devices, to enable embedded functionality on supported MFPs. Each pack includes embedded device licenses for the designated number of devices.

This license is node-locked to the accounting server when licensed, and is locked to the type (manufacturer) of MFP when activated.

8.4.7 External Data Connector

This license enables the electronic or network integration of an external device or application for the purpose of uploading data or transactions to the EO4 or EE4 system.

This license is required for every Deposit Station PC, Pay Station Deposit Center, 3rd-party account loader or external application that attaches to the EO4/EE4 system.

8.4.8 Workstation Client

The Workstation Client license is a bundle – available in pack sizes of 10, 100 and 1,000 – which provides a license for the following desktop services:

Online authentication (login)

Job cost preview

Desktop printing

Client billing

This license is node-locked to the accounting server when licensed.

8.4.9 Print Assistant

The Print Assistant license is a bundle – available in pack sizes of 10, 100 and 1,000 – which provides a license for the following desktop services:

Online authentication (login)

Job cost preview

Release key entry

Print job rename


8.4.10 Release Station

The Release Station application license – available as a single license or as a 10-pack – enables the Release Station application. Release Station enables a walk-up user interface to release DRE-based print jobs (not direct IP print jobs) to a printer designated at pick-up time.

When used with EE4, Release Station also provides the ability to connect a serial card reader for stored-value card payments.



8.5 Enterprise license descriptions

In addition to the conventional licensing model, Equitrac Office 4 is available under the enterprise licensing model, based on the number of users. Purchase of an enterprise license requires the completion of the enterprise license agreement by the end customer (contact your account manager for details) and the purchase of the required minimum number of seats.

Warning: If you exceed the network user (user account) limit of an enterprise license, EO4 will operate in unlicensed state until the number of users is reduced or the enterprise license is upgraded to a larger number of users.

Enterprise licensing is not available at this time for Equitrac Express 4.

8.5.1 EO4 Core Enterprise License

The core enterprise license provides an easy way of purchasing licenses for an enterprise-level organization without the requirement of having to determine the exact system configuration in advance.

Each of the enterprise license levels is priced per network user (i.e. user account in EO4), with a specified minimum purchase quantity of users (e.g. 1,000 users for EDP code x). To purchase an enterprise license, determine the number of network users and the maintenance term. For example:

8,000 users, one-year maintenance Purchase 8000 x EDP code X

80,000 users, extended maintenance Purchase 80,000 x EDP code Y

The core enterprise license includes unlimited server functionality for the licensed number of users. Workstation and embedded functionality is not part of the core enterprise license.

Specifically, the following licenses are included:

Unlimited accounting servers (EO4 Suite)

Unlimited print servers

Unlimited printers

Unlimited DME and DCE

Unlimited cluster enablers

Unlimited external data connectors

Unlimited release stations

Note that a single electronic license code will be provided with an enterprise license, and the license assignments will be allocated from a single CAS (either in a single-CAS scenario, or as a master CAS in an uplink configuration).

8.5.2 EO4 Enhanced Enterprise License

The enhanced enterprise license provides an easy way of purchasing workstation-capable licenses for an enterprise-level organization without the requirement of having to determine the exact system configuration in advance.

Each of the enterprise license levels is priced per network user (i.e. user account in EO4), with a specified minimum purchase quantity of users (e.g. 1,000 users for EDP code X). To purchase an enterprise license, determine the number of network users and the maintenance term. For example:

8,000 users, one-year maintenance Purchase 8000 x EDP code X

80,000 users, extended maintenance Purchase 80000 x EDP code Y

The enhanced enterprise license includes unlimited server and workstation functionality for the licensed number of users. Embedded functionality is not part of the core enterprise license.

Specifically, the following licenses are included:

Unlimited accounting servers (EO4 Suite)

Unlimited print servers

Unlimited printers

Unlimited DME and DCE

Unlimited cluster enablers

Unlimited external data connectors

Unlimited release stations

Unlimited print assistants

Unlimited workstation clients

Note that a single electronic license code will be provided with an enterprise license, and the license assignments will be allocated from a single CAS (either in a single-CAS scenario, or as a master CAS in an uplink configuration).


8.6 Trial licenses

8.6.1 Equitrac Office 4 New Customer Trial

This trial license bundle includes a fully enabled Equitrac Office 4 license with a term of 45 days, for use in new customer trial or proof of concept situations.

Included are the following components:

Accounting Server


5 Print Servers

100 server-based printers

Cluster Enabler

25 Embedded Terminals

100 Workstation Client seats

25 Release Stations

30 External Data Connectors

This package may only be used for customer evaluation or trial; resale or use in document assessment is strictly prohibited. The license may be extended once by a further 45 days

8.6.2 Equitrac Office 4 New Customer Feature Trial

This trial license bundle includes additional Equitrac Office 4 trial licenses with a term of 45 days, for expanded trial use for either new or existing customer situations.



10 Print Servers

1.000 server-based printers


100 Print Assistant seats


25 Release Stations


This package may only be used for customer evaluation or trial; resale or use in document assessment is strictly prohibited. The license may be extended once by a further 45 days

8.6.3 Equitrac Express 4 New Customer Trial

This trial license bundle includes a fully enabled Equitrac Express 4 license with a term of 45 days, for use in new customer trial or proof of concept situations.


Accounting Server


5 Print Servers


Cluster Enabler




25 Release Stations

1 Campus Card Connector


This package may only be used for customer evaluation or trial; resale or use in document assessment is strictly prohibited. The license may be extended once by a further 45 days by reordering this part number.

8.6.4 Equitrac Express 4 New Customer Feature Trial

This trial license bundle includes additional Equitrac Express 4 trial licenses with a term of 45 days, for expanded trial use for either new or existing customer situations.



5 Print Servers





25 Release Stations

1 Campus Card Connector


This package may only be used for customer evaluation or trial; resale or use in document assessment is strictly prohibited. The license may be extended once by a further 45 days by reordering this part number.


8.7 Demo licenses

8.7.1 Equitrac Office 4 NFR

This Not for Resale (NFR) license bundle includes a fully enabled Equitrac Office 4 license with a term of one year, for use in showroom and demo room environments.


Accounting Server


3 Print Servers




1 Cluster enabler

2 Release stations


The NFR license is limited to 10 devices, whether printers, PageCounters or embedded terminals.

This package may only be used for demonstration and evaluation, resale or use in document assessment is strictly prohibited. The license may be extended by one year at a time using by reordering this part number.

8.7.2 Equitrac Express 4 NFR

This Not for Resale (NFR) license bundle includes a fully enabled Equitrac Express 4 license with a term of one year, for use in showroom and demo room environments.


Accounting Server


3 Print Servers





1 Cluster enabler

2 Release Stations


The NFR license is limited to 10 devices, whether printers, PageCounters or embedded terminals.

This package may only be used for demonstration and evaluation, resale or use in document assessment is strictly prohibited. The license may be extended by one year at a time using by reordering this part number.

Date post:	28-Nov-2014
Category:	Documents
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EQExpress V4-NPS

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