Equitrac Embedded for Fuji Xerox Setup Guide v1€¦ · user cannot perform any tasks at the...

© 2012 Equitrac Corporation

Equitrac Embedded for Fuji Xerox

1.2

Setup Guide

Equitrac Embedded for Fuji Xerox Setup Guide

Document Revision History

© 2012 by Equitrac Corporation

All rights to this document, domestic and international, are reserved by Equitrac Corporation. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise) without prior written permission of Equitrac.

Trademarks

Equitrac®, Equitrac Express®, Equitrac Office®, PayStation®, and Follow-You Printing® are trademarks of Equitrac Corporation.

All other brands and their products are trademarks or registered trademarks of their respective holders, and should be noted as such.

Symbols Used in This Guide

The following symbols are used in the margins of this guide:

Date Description of Revision Changes

November 1, 2012 • Updated for Equitrac Office/Express software version 4.2.5

May 2, 2012 • Updated for Equitrac Office/Express software version 4.2.4

December 12, 2011 • Updated for Equitrac Office/Express software version 4.2.3

July 11, 2011 • Updated for Equitrac Office/Express software version 4.2.2

February 10, 2011 • Updated for Equitrac Office/Express software version 4.2.1

• Addition of Billing Code search for ApeosPort- IV devices

July 12, 2010 • Updated for Equitrac Office/Express software version 4.2.0

December 22, 2009 • Updated color quota enforcement information

June 29, 2009 • Updated for Equitrac Office/Express software version 4.1.1

September 22, 2008 • Initial release for Equitrac Office/Express software version 4.1

Caution The accompanying text provides key information about a step or action that might produce unexpected results if not followed precisely.

Note The accompanying text provides cross-reference links, tips, or general information that can add to your understanding of the topic.

Warning Read the accompanying text carefully. This text can help you avoid making errors that might adversely affect program behavior.

Equitrac Embedded for Fuji Xerox Setup Guide 3

Contents

1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5About User Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

About Secure Document Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Supported MFPs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Supported Card Readers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Magstripe Device Reader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Proximity and Contactless Smart Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Installation and Configuration Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Licensing, Server, and MFP Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

List of Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Additional Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

2 Server and Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Licensing Embedded Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Configuring Printer Ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Add a Printer on a TCP/IP Printer Port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Convert a TCP/IP Port to Equitrac Port with Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Add a Printer on an Equitrac Printer Port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Enabling Secure Printing on the Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Creating Embedded Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Configuring Print Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Disable tracking on the physical device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Configuring Follow-You Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Enabling Release Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Configuring Authentication Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Configuring Card Self-Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Configuring Billing Code Popup Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Enabling Release All . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Adding Follow-You Printing to the MFP Service Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

ApeosPort-I, II, and III Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30ApeosPort-IV Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Adding Release All to the MFP Service Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Enabling the Billing Code Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Enabling Soft Logout for Billing Code Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Contents

4 Equitrac Embedded for Fuji Xerox Setup Guide

Configuring SDR Through a Web Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

ApeosPort-I, II, and III Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33ApeosPort-IV Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

3 User WorkFlow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Authenticating at a Card Reader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Authenticating With a Magnetic Stripe Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Authenticating with a Proximity or Smart Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Card Reader Status Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Idle Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Ready Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Setting a Realm After Restarting a Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Registering Swipe Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Using Follow-You Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

ApeosPort-I, II and III Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43ApeosPort-IV Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Terminating a Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Using Release All . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Copy Enforcement and Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Color Quota Enforcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

4 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49


Introduction

This setup guide provides instructions for installing and configuring the Equitrac Embedded for Fuji Xerox application within an Equitrac Office or Equitrac Express environment.

This chapter includes:

• An overview of the Equitrac user authentication process

• An overview of the Secure Document Release (SDR) process

• A list of supported Fuji Xerox ApeosPort models and card readers

• Installation and configuration prerequisites

• A list of unique terms and related documents

TopicsAbout User Authentication

About Secure Document Release

Supported MFPs

Supported Card Readers

System Requirements

Installation and Configuration Requirements

List of Terms

Additional Documentation

1

Chapter 1: Introduction


About User AuthenticationEquitrac Embedded for Fuji Xerox controls access to the print, copy, scan and fax functions of Fuji Xerox multi-function product (MFP) devices by requiring users to enter login credentials, either by using a card or manually entering data on the MFP front panel. This login action initiates an access request.

The Equitrac Device Control Engine (DCE) handles all communication with the MFP devices. Using the Authentication Agent API, the MFP forwards the login request to the DCE, which then contacts the Core Accounting Server (CAS) to verify the user account data associated with the login ID.

The MFP can be configured to lock all or individual services requiring authentication before use. If CAS verifies the user, the MFP device panel unlocks and is ready for use. If the user is not verified, the MFP remains locked and the user cannot perform any tasks at the device.

If the user wants to scan documents, CAS provides the network user ID to the compatible MFP; the MFP can then use the ID to implement single sign-on functionality and automatically authenticate for scanning.

2. Authentication request sent to DCE Card Reader

5. Request to unlock device sent to MFP

Database

3. Request to verify user sent to CAS

4. User verification sent to DCE

1. User enters login ID at MFP through card swipe or keypad

MFP

1a. With card swipe only, card data sent to MFPDCE

CAS

Equitrac User Authentication Process



About Secure Document ReleaseSecure document release (SDR) holds jobs in the print queue until a user releases them from the MFP panel. When CAS is configured to support SDR, users can view a Follow-You Printing screen on the MFP. This screen displays queued print jobs for the current user, who can then select one or more jobs, and release or delete them directly from the MFP.

If multi-server Follow-You Printing is enabled on CAS, the user can also view their print jobs on other servers. For additional information on multi-server Follow-You Printing, see the Advanced Printing Configuration chapter in the Equitrac Office or Equitrac Express Administration Guide.

The following illustration shows the process flow that occurs after a user submits a print job to a controlled queue. After sending the print job, the user can access the Follow-You Printing screen on the device panel and use the Equitrac Embedded SDR functions.

NOTE: When the Follow-You Printing extension is not configured, the Follow-You Printing screens are not available on the MFP panel and the user cannot select individual jobs for release. After the user authenticates, all jobs are released from the local or home server.

User prints document in a secure printing environment

Document is held in a secure print queue

Client Workstation MFP

Secure Print Queue

1. Doc 12. Doc 2 ...

1 2

User authenticates at the MFP

3

Document list retrieved

5 User accesses the Follow-You Printing screen on the front panel to view documents in secure queues

4

Print Job Release Process



Supported MFPsFor a list of Equitrac Embedded for Fuji Xerox supported ApeosPort models, visit http://www.equitrac.com/Fuji_Xerox.html.

Supported MFP models must be EIP-enabled prior to installing the Equitrac Embedded for Fuji Xerox solution. Please contact your local Fuji Xerox Sales Representative for more information.

Supported Card ReadersFor a list of Equitrac Embedded for Fuji Xerox supported card readers, visit http://www.equitrac.com/devices/card_readers.html.

All card readers are preconfigured from the manufacturer and require no further configuration.

Magstripe Device Reader Equitrac Embedded for Fuji Xerox supports external magnetic stripe reader devices. Users can enter validation data by swiping an encoded magnetic card through the card reader. The reader reads virtually any standard magnetic card medium on track 2, and accepts standard or custom encoded data.

Proximity and Contactless Smart CardsEquitrac Embedded for Fuji Xerox supports HID proximity cards, and Mifare and Legic contactless smart cards. Users can enter validation data by passing the card within about one inch of the card reader.

System RequirementsTo review the system requirements for the machine or machines hosting the Equitrac server components (Core Accounting Server and Device Control Engine), see the Equitrac Office or Equitrac Express Installation Guide.

http://www.equitrac.com/devices/fujixerox.asp

http://www.equitrac.com/devices/cardreaders.asp



Installation and Configuration RequirementsWhen the Equitrac Office/Express server is set up and configured, there is no installation required for the Equitrac Embedded for Fuji Xerox application; you only need to follow configuration procedures.

For instructions on installing and configuring Equitrac Office/Express, see the Equitrac Office or Equitrac Express Installation Guide and the Equitrac Office or Equitrac Express Administration Guide

Before configuring Equitrac Embedded for Fuji Xerox, you will need the following:

• The IP address of the Device Control Engine (DCE) server. You need this address when configuring the MFP to communicate with the DCE server.

• Administrative access to Equitrac System Manager. For details, see Configuring Administrative Access in the Equitrac Office or Equitrac Express Administration Guide.

Licensing, Server, and MFP RequirementsTo enable the Equitrac Embedded application, you must have the following:

1 Equitrac Office/Express software

Equitrac Embedded for Fuji Xerox requires configuration of the Equitrac CAS and the MFPs, as described in this guide.

2 One Equitrac embedded license per MFP

Each MFP requires an Equitrac embedded license that is applied in Equitrac’s System Manager. For example, if you plan to control 20 Fuji Xerox MFPs, you need to obtain 20 corresponding embedded licenses (enabled for Fuji Xerox) from Equitrac. See Licensing Embedded Devices on page 14 for instructions on adding licenses to CAS.

3 Fuji Xerox ApeosPort MFPs

For a list of Equitrac supported ApeosPort MFP models, see http://www.equitrac.com/Fuji_Xerox.html. If you are not sure whether your MFPs meet this requirement, contact Fuji Xerox for more details.

http://www.equitrac.com/devices/fujixerox.asp



List of TermsThe following unique terms are used within this guide:

Term Definition

Alternate Primary PIN A sequence of personal identification numbers that uniquely identifies a user who wants to release a print job. The alternate primary PIN can be data encoded on a magnetic swipe card or entered into an MFP keypad.

Authenticating The process of entering a primary and optional secondary personal identification number to gain access to a controlled MFP. Users can authenticate with a card reader, or through the MFP front panel.

Billing Code A Billing Code is a unique combination of letters and numbers against which specific users can charge their output jobs. Users can assign their jobs to a particular code, and the Equitrac database tracks the characteristics of jobs to the code. Reports can be run to gather information about how much was charged to each code.

Core Accounting Server (CAS)

The Core Accounting Server is a core component of Equitrac Office/Express. This component controls the accounting database that stores all printer, user, department, billing code, transaction and balance information. CAS also verifies users, calculates printing charges and assigns charges to an appropriate user, department or billing code.

Device Control Engine (DCE)

A core component of Equitrac Office/Express, the DCE communicates with embedded devices that control access to MFPs.

Document Routing Engine (DRE)

A core component of Equitrac Office/Express, the DRE enables document flow from workstations to output devices. When a job is released, the DRE captures the job characteristics and communicates the characteristics to the CAS.

Follow-You Printing A secure printing feature that holds print jobs in a virtual print queue until the user “pulls” the print job to a selected device. A user can select a particular printer when they submit a print request, then redirect the job to a different compatible printer.

Follow-You Printing screen

An additional screen that appears as a custom service on the MFP when the Follow-You Printing extension is configured. Users can select one or more jobs from secure queues for release.

Multi-server Follow-You A secure printing feature that extends the Equitrac Follow-You Printing feature to allow users to view and release secure print jobs from different print servers.

Network Accounting A feature of the Fuji Xerox MFP which automatically tracks print, scan, server fax and copy usage for each user. Network accounting is run over a network and the accounting transactions are performed remotely by Equitrac Office/Express server software.

Primary PIN A sequence of personal identification numbers that uniquely identifies a user who wants to release a print job. The primary PIN can be data encoded on a magnetic swipe card or entered into an MFP keypad.



Additional DocumentationIt may be necessary to refer to one of the following documents when performing some server-side configuration tasks. These documents are located on the Equitrac product CD’s, and are installed automatically with any server-side component in the Equitrac\Express\Documentation or Equitrac\Office\Documentation folder.

Print Tracking The ability to track the attributes of a released network print job, such as the number of pages, page size or color. You can configure Equitrac Embedded for Fuji Xerox to track printing through the embedded device or through an Equitrac Port.

Secondary PIN A sequence of personal identification numbers that act as a password when used along with a Primary PIN. After entering the Primary PIN (or swiping a data card), the user must enter the Secondary PIN code on a MFP keypad before the print job is released to a device. Secondary PINs are an optional configuration.

Secure Document Release (SDR)

An Equitrac Office/Express feature that holds network print jobs in a secure virtual print queue. Users must authenticate at an MFP to release jobs from the secure queue. The goal of secure printing is to ensure that proprietary information is not visible at an output device for unauthorized viewing.

Guide When to refer to this guide

Equitrac Office/Express Planning Guide Before installing Equitrac Office or Express, use this guide to select the appropriate combination of product variables to support the needs of your institution or organization.

Equitrac Office Installation Guide

Equitrac Express Installation Guide

Use this guide to perform an initial installation or upgrade.

Equitrac Office Administration Guide

Equitrac Express Administration Guide

After installing Equitrac Office or Express, use this guide to configure advanced options for use on your campus or in your organization.

Term Definition




Server and Device Configuration

To enable Equitrac Embedded for Fuji Xerox, you must configure the MFPs and the Equitrac Core Accounting Server (CAS). This chapter includes instructions for configuring your MFP devices and the Equitrac server for Equitrac Embedded for Fuji Xerox.

TopicsLicensing Embedded Devices

Configuring Printer Ports

Creating Embedded Devices

Configuring Print Tracking

Configuring Follow-You Printing

Enabling Release All

Configuring Authentication Prompts

Configuring Billing Code Popup Behavior

Enabling Release All

Adding Follow-You Printing to the MFP Service Screen

Adding Release All to the MFP Service Screen

Enabling the Billing Code Application

Configuring SDR Through a Web Interface

2

Chapter 2: Server and Device Configuration


Licensing Embedded DevicesEach MFP requires a single Equitrac Embedded license configured for Xerox. You must obtain these licenses before configuring CAS or adding embedded devices. You can buy a single license or a license pack as needed.

Licensing requires a combination of a serial number and an activation code to enable each Equitrac Embedded device. Although the serial numbers are supplied with the software, you must also enter an activation code. You can enter this code automatically through an online registration form, or manually by requesting the code by telephone or via the Equitrac website. Regardless of the method used, follow the instructions below to apply licenses and activate components.

1 Start System Manager by selecting Start > All Programs > Equitrac Office/Express > System Manager.

2 In the Select accounting server window, choose the CAS with which System Manager is associated, then click Connect.

3 In System Manager, click Licensing in the left menu pane.

4 Under Current tasks, click Add license, or click <Add...> in the right pane.

5 When the Equitrac activation window opens, click Next to start the activation process.

6 Enter the serial number for each components you want to activate. These serial numbers were supplied with your software. After you enter each complete serial number, click Add to add it to the list, then enter additional serial numbers as required.

7 When all numbers are entered, click Next.

8 Select Automatic online activation or Manual activation, and click Next.

NOTE: If you do not have a connection to both the Internet and CAS, choose Manual activation.

9 For Manual activation, do the following:

a Contact Equitrac at http://www.equitrac.com or by telephone to obtain the corresponding activation codes.

b After receiving the required activation codes, click Finish to continue.

c On the Add licensing Information dialog box, enter the Activation code, and click Add.

The activated software license appears in System Manager.

http://www.equitrac.com



10 For Automatic online activation, do the following:

a In the Embedded device licensing screen, select Fuji Xerox from the Manufacturer list, then click Next.

b Follow the Activation wizard prompts to provide contact information. If you have already registered one or more Equitrac components, the Activation wizard fills the form with previously-collected data.

c The Activation wizard displays a Collecting information... message while retrieving system data. If you want to omit technical details about your system, click the Show technical details button and select the information you do not want to transmit. You must transmit the following:

• Accounting server serial number

• Domain-qualified print server name

• Organization name as registered in Windows

• Fully-qualified server DNS name

d When the Activation wizard is ready to transmit the information, review the collected data. Choose whether to send optional data with your activation request.

NOTE: The Activation wizard transmits the data using an HTTP connection to the Equitrac activation server. If the connection fails, the Activation wizard prompts to confirm that you have configured the default gateway correctly, and that the Internet is accessible from this machine. You can retry or cancel the activation request at this point. If you cancel, the Activation wizard prompts you to use manual activation instead.

e Once the Activation wizard sends the activation data and Equitrac returns the activation code, the Wizard automatically records the license activation in System Manager, and displays a summary of the activation results:

• Activation code

• Description

• Serial number

• Status (either Success, Invalid; the serial number and activation code is an invalid combination, or Denied; the serial number was valid but not accepted).

If the License is Invalid

If the status is Invalid, ensure that you entered all serial numbers and activation codes precisely. Each component requires a separate license—unless you purchased a suite license. If the problem persists, contact the Equitrac Customer Support Center to resolve this problem.

If the Serial Number is Denied

If the status is Denied, the serial number may already be registered to a different system ID. Contact the Equitrac Customer Support Center to resolve this problem. Switch to the Assignment View in System Manager, to see the number of licenses purchased and the number of licenses used.



Configuring Printer PortsControlled Fuji Xerox MFPs must use an Equitrac Port (rather than standard TCP/IP ports) to enable secure printing. If you are configuring a secure print environment, ensure that your devices comply with this requirement.

You can create Equitrac printer ports for new devices directly, or you can create standard TCP/IP ports first, and then convert them to Equitrac ports. Use the Equitrac Printer Conversion Wizard to convert from a TCP/IP port. Converting from TCP/IP to Equitrac ports allows them to be quickly converted back to TCP/IP ports to determine if errors within the print environment are due to the Equitrac server or the normal print environment.

Add a Printer on a TCP/IP Printer Port

NOTE: The following procedures outline how to add a printer in a Windows environment. Equitrac Office/Express also supports Unix print servers. For printer setup details, refer to the Unix Print Server Guide.

If you have existing devices already set up using TCP/IP ports, skip to Convert a TCP/IP Port to Equitrac Port with Wizard on page 17.

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

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

3 Select Standard TCP/IP Port as the type of port you want to create and click Next.

The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on, connected to the network, and properly configured.

4 Specify a Printer name or IP Address, and click Next.

The wizard supplies a Port name based on the printer name or IP address. If another naming convention is preferred, rename the port accordingly.

5 Click Finish to complete the Standard TCP/IP Port Wizard.

6 Specify the Manufacture and printer model, and click Next.

NOTE: If the device is part of a pull group, it must use the same drivers as all other devices in the pull group. You must select the model of the pull group driver, not the model of the device.

NOTE: If the DRE is a 64 bit server you must remember to also load the 32 bit driver to the server.

7 Specify the physical Printer name. This is the name of the device that is displayed in System Manager.

8 Complete the remaining steps in the Wizard, and select Yes when prompted to print a test page.

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

10 Confirm that the test page printed successfully.



Convert a TCP/IP Port to Equitrac Port with WizardUse the Equitrac Printer Conversion Wizard to convert from a TCP/IP port. Converting from TCP/IP to Equitrac ports allows them to be quickly converted back to TCP/IP ports to determine if errors within the print environment are due to the Equitrac server or the normal print environment.

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

1 Select Start > All Programs > Equitrac Office/Express > Printer Conversion Wizard.

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

3 Set the Print server location to Local machine if the printers are on the same server where you are running the Printer Conversion Wizard, or use Remote server if the printers on are a different server—such as a cluster environment.

4 Select Convert printers to use Equitrac Port.

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

6 Click Next.

7 Select all of the printers to be converted, and click Next.

8 When the conversion process is complete, click Finish.

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


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

12 Produce a Detailed activity by device report and verify that the test page appears in the report. See the Creating & Running Reports chapter in the Equitrac Office or Equitrac Express Administration Guide.

Add a Printer on an Equitrac Printer PortAlternately, you can create Equitrac printer ports for new devices directly, instead of creating and converting standard TCP/IP ports.

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

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

3 Select Equitrac Port as the type of port you want to create and click Next.

The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on, connected to the network, and properly configured.

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



5 Specify a Printer name or IP Address.

The wizard supplies a Port name based on the printer name or IP address. If another naming convention is preferred, rename the port accordingly.

6 Click Next to continue with the port configuration options.

The Port Configuration screen displays. The Detected device information displays automatically if the wizard is able to collect this data from the printer.

7 Select the Use custom settings option:

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

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

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

8 Click Next and specify the Physical device name. This is the name of the device that is displayed within Equitrac Office/Express System Manager.

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

10 Specify the Manufacture and printer model, and click Next.

NOTE: If the device is part of a pull group, it must use the same drivers as all other devices in the pull group. You must select the model of the pull group driver, not the model of the device.

NOTE: If the DRE is a 64 bit server you must remember to also load the 32 bit driver to the server.

11 Complete the remaining steps in the Wizard, and select Yes when prompted to print a test page.

12 Confirm the Windows printer details and click Finish to exit the wizard, or Back to change settings as necessary.


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

15 Produce a Detailed activity by device report and verify that the test page appears in the report. See the Creating & Running Reports chapter in the Equitrac Office or Equitrac Express Administration Guide.



Enabling Secure Printing on the QueueIf you are configuring a secure print environment, the queue must be configured to hold print jobs.

1 In System Manager, click Devices in the left pane.

2 Click on the print queue you want to configure. You may need to expand the physical device name to see the print queue.

NOTE: The print queue is created automatically the first time a user prints to the controlled device, including when you print a test page upon configuration. If a print queue does not appear beneath the physical device name, send a print job to the MFP, then wait 30 seconds and refresh System Manager.

3 In the Print Queue Summary dialog box, set the Secure printing option to Enabled from the Behavior section, and click OK.



Creating Embedded DevicesEmbedded devices are manufacturer-specific software bridges that handle the transfer of user authentication and transaction details between these devices and the accounting server database. Supported devices prompt users for valid user and account ID information for selected services such as print release, walk-up copy, scan, and fax jobs.

Use the Equitrac System Manager to create an embedded interface for each Fuji Xerox MFP that is controlled by Equitrac Office/Express.

1 Open System Manager and click Devices in the left pane.

2 Right-click a Fuji Xerox physical device in the right pane, and select Add embedded device from the menu.

3 Enter a Name and Description to identify the embedded device.

4 Select the Server hosting the DCE associated with the embedded device from the drop-down list.

5 Select Fuji Xerox APEOS, JBA from the Type drop-down list.

6 Select the Card Reader HID decoding from the drop-down list.

For details on HID decoding, see the Equitrac Office or Equitrac Express Administration Guide.

7 Click Pricing to configure pricing at the embedded device level.

For pricing details, see Configuring Price Lists in the Equitrac Office or Equitrac Express Administration Guide.

NOTE: To configure the embedded device to use the price list for that device, select the default price list. If you select an alternate price list for the embedded device, the embedded device price list overrides the default price.

8 Enter an Admin ID and Password to set up secure administrator access to the device. This password and ID must be identical to those used with the eqxeroxeipregistration.exe utility.



9 Click the Initialize button to open the Initialize device dialog box.

10 In the Initialize device dialog box, do the following:

a Click the Server-based authentication radio button.

b Select Fuji Xerox Authentication (EPA) from the Method drop-down list.

c Select the Prompt for billing code behavior at the device:

• Default – uses the billing code prompt behavior configured in User interaction > Session flow.

• Prompt – overrides the Default setting.

• Do not prompt – overrides the Default setting.

d Click the Initialize button to apply the communication settings between the device and server.

NOTE: Pressing Initialize changes the configuration on the device itself and requires the MFP to reboot itself. Ensure that the MFP is not in use before you press Initialize.

11 Click OK in the Embedded device dialog box to save the settings. The new embedded device appears in the Devices list beneath the physical device name it is associated with.

12 Repeat these steps to create an embedded device for each supported Fuji Xerox MFP in the Devices list.

NOTE: If initialization fails, and the Fuji Xerox device does not appear in System Manager, go back to Configuring Printer Ports on page 16 and confirm that the MFP is properly configured.

After Initialization, log into an MFP configuration page as the Administrator to verify that the Admin ID and Password entered in System Manager are configured properly. See Configuring SDR Through a Web Interface on page 33 for login details.

When login is successful, a web page opens displaying the Fuji Xerox MFP model name and its settings.

NOTE: Neither the Secure Access device prompts settings nor the Authentication upload setting are used by the Fuji Xerox embedded application.



Configuring Print TrackingWhen the physical device is set to track printing, the Equitrac Device Control Engine (DCE) gathers print tracking details when the user releases the job at the MFP. Job accounting details are then forwarded to the Core Accounting Server (CAS) based on the job characteristics determined by the port monitor.

Print tracking using ports is limited in its accuracy because of when the print tracking occurs in the printing cycle—the print job details are gathered by the port monitor when the user releases the print job at a device.

For example, if the user releases a 100 page job, but cancels the job after only 50 pages are output, the user may be charged for the full 100 pages. As another example, if the user selected duplex options on a duplex-incapable device, the user is charged as though the job was duplexed.

CAUTION: To track printing through ports, you must first disable the Printing option on the Network Accounting module, or disable the authentication through the MFP front panel. Refer to your device documentation for specific instructions.

1 Open Equitrac System Manager and click Devices in the left pane.

2 In the right pane, click on the name of the physical device you want to configure for print tracking.

MFP

DCE CAS

Database

1. User releases print job

2. Upon release, transaction details are retrieved by DCE

3. DCE forwards transaction details to CAS

Equitrac Port Print Tracking Workflow



3 In the Settings section, ensure Track and record print transactions on this device is selected from the Tracking Behavior drop-down list.

4 Click OK to save the changes.

5 Navigate to Configuration > Devices > Embedded devices.

6 Select Xerox/Fuji Xerox JBA from the Device type drop-down list.

7 Click on the link beside Tracked activities to open the Embedded device configuration dialog box, and ensure that Print is NOT selected, then click OK.

8 If you want all print jobs to be released automatically when a user is authenticated you must select the Automatic release of all print jobs upon validation option. This option enables users to release all their queued print jobs without using Follow-You Printing on the MFP.

9 Click OK to save any change.

CAUTION: If the date on the MFP is set to a future date (or time), jobs released from that MFP before the future date are not recorded until the future date is reached. The last transaction date stamp from the device is stored in the CAS database, and if the date is changed back to the correct time at the MFP after a job is released, the CAS database still retains the future date as the last transaction date. If this occurs in your environment, please contact support to receive instructions to correct this.



Disable tracking on the physical deviceIf you wish to track printing based upon the information gathered by the MFP’s Accounting log instead of through the Equitrac port you should configure the following:

1 Start Equitrac System Manager and click Devices in the left pane.

2 In the right pane, click on the name of the physical device you want to configure for print tracking.

3 In the Settings area, select Do not track or record print transactions on this device is selected from the Tracking Behavior drop-down list.

4 Click OK to save any changes.

5 Navigate to Configuration > Devices > Embedded devices.


7 Click the link beside Tracked activities to open the Embedded device configuration dialog box and ensure that the Tracking option for Print is selected.



Configuring Follow-You PrintingFollow-You Printing extends the basic functionality of secure printing by allowing a user to release a print job to other compatible devices in the organization. Even if you deployed multiple DRE print servers—each of which manages a separate set of devices—you can configure Equitrac Office/Express to allow printing across multiple print servers.

For example, a user who works in two different buildings can submit a print job from their computer in Building A, and while on the way to a meeting in Building B, they can walk up to any MFP (with the embedded solution on it) and pull the job to a compatible printer nearest them.

If you want to deploy the Equitrac Embedded solution in a single-server or a multi-server Follow-You Printing environment, do the following:

1 Enable secure printing on each MFP.

Secure printing sets up a virtual print queue that holds jobs until they are released at the embedded device by a valid user.

2 Create and manage Pull groups.

To allow users to release print jobs through the Equitrac Embedded solution, you must create Pull groups, then add each physical device hosting the embedded solution to a Pull group.

3 Configure the Follow-You print settings.

Determine the site where you want Follow-You Printing to be accessible from, and choose whether the print job is priced based on its properties before or after it is released.

4 Enable multi-server Follow-You to allow users to direct jobs across multiple servers. (optional)

This option enables users to retrieve Follow-You print jobs on a device connected to a different CAS and DCE/DRE server.

NOTE: See the Advanced Printing Configuration chapter in the Equitrac Office or Equitrac Express Administration Guide for details on configuring secure printing, Follow-You Printing, and device pull groups.

Enabling Release KeysRelease key is an Equitrac Express feature that lets users assign a key value to their documents when they submit print requests. Users can also assign a release key to a print job allowing other users to walk up to any embedded device, and print any jobs in the queue that were submitted using that release key. The job is tracked and charged to the user releasing the job, not the user who assigned the release key.

When prompted for a release key at an embedded device, users are required to enter the same alpha-numeric key value used at print time to release a job from the secure print queue.

To enable release key prompts on the embedded device, do the following:

1 Open System Manager, and navigate to Configuration > User interaction > Session flow.

2 Select Prompt for release key in the Other prompts section if release keys are to be enabled.

3 Click OK to save the setting.



Configuring Authentication PromptsThe user authentication prompts on the MFP login screen are determined by your Equitrac Office/Express configuration.

1 Open System Manager and navigate to Configuration > Security and authentication > User authentication.

2 Select one of the following Authentication options from the Input type drop-down list:

• 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

3 Select one of the following options from the Secondary prompt drop-down list:

• Always – User must enter a secondary PIN via the keyboard after they swipe their card.

• If PIN2 available – User must enter a secondary PIN if they have a PIN 2 value associated with their user account.

• 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 via the keyboard.

• Never – Secondary PIN is not required.

• Only with keyboard login – User must enter a secondary PIN if they entered their primary PIN 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: If a change is made to the Secondary prompt option, then you must re-initialize the device in order to enable the new selection.



4 In the Card setup section, enter the data start and stop position in the Use data from position fields. For details on entering HID decoding parameters, refer to the Using PageCounters chapter in the Equitrac Office or Equitrac Express Administration Guide.

5 Select the Auto-register primary PINs checkbox if you want users to self-register their swipe cards. Optionally, you can select Register as alternate PIN to record the PIN as the Alternate PIN instead of the Primary PIN. See Configuring Card Self-Registration on page 27 for details.

6 Click OK to save the changes.

For more details on configuring user authentication options refer to Accounts System Configuration in the Equitrac Office or Equitrac Express Administration Guide.

Configuring Card Self-Registration If you want users to self-register their swipe cards, you must enable this option in System Manager. When a user swipes an unregistered card, they are required to login to the MFP with valid User ID and Password. The User ID must already exist in CAS, or in the External authority defined to allow self-registration. The Password comes from one of the defined external authorities. The information the user must enter depends upon the authentication options that are set in System Manager. Two-level authentication is required to register new cards, and the user must manually enter both primary and secondary login credentials.

1 Open System Manager and navigate to Configuration > Security and authentication > User authentication.

2 In the Authentication options section, do the following:

a Set Secondary Prompt to either If PIN2 available or keyboard login or Only on keyboard login to ensure that the password is prompted during card registration.

b Select the Auto-register primary PINs checkbox. Optionally, you can select Register as alternate PIN to record the PIN as the Alternate PIN instead of the Primary PIN.

3 Select one or more Authentication mechanisms:

• Equitrac Office/Express PINs – Select to connect an Equitrac print account with login information.

• External user ID and password – Select to verify all user information outside of Equitrac.

• Equitrac Office/Express PIN with external password – Select 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.

4 Click OK to save the changes and close the User authentication dialog box.

5 Navigate to Configuration > Security and authentication > External authentication and select an External authority – Windows, NetWare or LDAP.

Refer to External User Authentication in the Equitrac Office or Equitrac Express Administration Guide for more details on setting up an external user authentication method.

Once the user registers their card, their account information is automatically associated with that card. The next time the user swipes their card, they can login automatically without manually entering their password. However, if Secondary prompt is set to Always in System Manager, the user must enter a secondary PIN, or an external authority password after they swipe their card.



Configuring Billing Code Popup BehaviorClient Billing prompts users at the workstation for a billing code each time they attempt to print a document. These prompts are referred to as "popups". You can configure the behavior of the billing code popup on workstations, PageCounter terminals and, where supported, on embedded devices.

You can prompt users for billing codes after they authenticate themselves at copiers. This is useful so that you may track jobs and bill-back clients at the device level. The billing code prompts are highly customizable and you may choose optional display fields for a user’s account.

To configure billing codes for ApeosPort-IV devices, do the following:

1 In System Manager, navigate to Configuration > User interaction > Session flow.

2 Select Prompt for billing code after user authentication (at copiers). The user must enter a billing code before they can access the copy, scan and fax functions. If the user has only one associated billing code, then the prompt is suppressed, and the billing code is automatically applied to the job.

3 Select Prompt for billing code at job release (at copiers). The user must enter a billing code before they can release a print job. If the user has only one associated billing code, then the prompt is suppressed, and the billing code is automatically applied to the job.

4 Select the Billing code prompt details you wish to be displayed at the copiers.

• Required field – User must enter a billing code. If this option is not selected, the user can enter a "blank" billing code.

• Search – Adds a search function where users can search for billing codes.

• Security mode – Billing code is displayed in asterisk characters.

• Show most recently used – Does not apply to Fuji Xerox devices.

• Default to the previous billing code – Does not apply to Fuji Xerox devices.

NOTE: Users with only one billing code are not prompted for a billing code if the Required field option is selected. Instead, the embedded device acts as if the user has entered one. If a billing code is NOT required, the user is prompted for one, but does not need to enter a billing code to continue to the MFP Service screen.



5 Enter a name for the Billing code label on the MFP panel (e.g. Billing Code).

6 The Billable options (Prompt for billable and Billable label) do not apply to Fuji Xerox devices.

7 Validate billing codes against CAS when it is available and/or unavailable in their respective fields.

NOTE: Validating billing codes when CAS is unavailable only applies to workstations.

8 Click OK to save the settings.

Enabling Release AllTo enable a user to release all print jobs automatically after authentication on ApeosPort-IV devices, do the following:

1 In System Manager, navigate to Configuration > Devices > Embedded devices.


3 In the Authentication JBA section, select the Off-box validation to Automatic release of all print jobs upon validation.

4 Click OK to save the setting.

With this option enabled, users can release all their queued print jobs without using Follow-You Printing on the MFP. If this option is not selected, then the user must use the Release All button on the MFP Services screen to release all of their print jobs.



Adding Follow-You Printing to the MFP Service Screen

ApeosPort-I, II, and III DevicesTo add a button to access the Follow-You Printing application on the MFP Service screen for ApeosPort-I, II, and III devices, do the following:

1 Log in to the device using your system administrator ID and password.

2 On the System Administrator screen, press System Settings.

3 On the System Settings screen, press System Settings.

4 On the second System Settings screen, press Common Settings.

5 On the Common Settings screen, press Screen/Button Settings.

6 On the Screen/Button Settings screen, press All Services. Then press Change Settings.

7 On the Change Settings screen, press an available service button name that has not been assigned to a function.

8 From the list of available services, press on the web application server that hosts the Follow-You Printing print queues (e.g. Web Application Server 1).

9 Press Save to return to the Screen/Button settings screen.

10 Press Close or Exit on all the system setting and administrator screens to return to the MFP Service screen. The Follow-You Printing button now appears on the screen with the other function button.

ApeosPort-IV DevicesTo add a button to access the Follow-You Printing application on the MFP Service screen for ApeosPort-IV devices, do the following:

1 Login to the MFP as the System Administrator.

2 On the MFP Service screen, touch Tools.

3 On the Tools screen, navigate to System Settings > Web Application Service Setup > Server Setup.

4 On the Server Setup screen, select a Web Application from the list and touch Change Settings.

5 On the Web Application Server screen, select the Server Name item and touch Change Settings.

6 Enter the Server Name (e.g. Follow You) that will display on the MFP Service screen, and touch Save.

7 On the Web Application Server screen, select the URL item, and touch Change Settings.

8 In the URL field, enter http-p0://<NN.NN.NN.NN>:2939/Public/DCE/EIP/sdr/index.html, where <NN.NN.NN.NN> is the IP address of the Equitrac DCE server, and touch Save. The URL is case sensitive.

NOTE: Using http-p0:// at the beginning of the SDR web application URL suppresses the toolbar buttons in the embedded web browser (EWB).

9 Touch Close on all the system setting and administrator screens to return to the MFP Service screen. The Follow-You Printing application button now appears on the screen with the other device function buttons.

10 Touch the Admin icon on the top-right of the screen, and touch Logout.



Adding Release All to the MFP Service ScreenTo add a button to access the Release All function on the MFP Service screen for ApeosPort-IV devices, do the following:



3 On the Tools screen, navigate to System Settings > Web Application Service Setup > Server Setup.

4 On the Server Setup screen, select a Web Application from the list and touch Change Settings.

5 On the Web Application Server screen, select the Server Name item and touch Change Settings.

6 Enter the Server Name (e.g. Release All) that will display on the MFP Service screen, and touch Save.

7 On the Web Application Server screen, select the URL item, and touch Change Settings.

8 In the URL field, enter http-p0://<NN.NN.NN.NN>:2939/Public/DCE/EIP/sdr/releaseall.html, where <NN.NN.NN.NN> is the IP address of the Equitrac DCE server, and touch Save. The URL is case sensitive.

NOTE: Using http-p0:// at the beginning of the Release All application URL suppresses the toolbar buttons in the embedded web browser (EWB).

9 Touch Close on all the system setting and administrator screens to return to the MFP Service screen. The Release All application button now appears on the screen with the other device function buttons.




Enabling the Billing Code ApplicationIn order for the Billing Code application to register and search for billing codes on ApeosPort-IV devices, do the following:



3 On the Tools screen, navigate to Authentication/Security Settings > Access Control.

4 On the Access Control screen, touch Device Access.

5 On the Device Access screen, select Locked, and then touch Save.

6 Touch Close on all the system setting and administrator screens to return to the MFP Service screen. The Release All application button now appears on the screen with the other function button.


Enabling Soft Logout for Billing Code ApplicationIn order for the soft Logout button to function while in the Billing Code application, do the following:



3 On the Tools screen, navigate to Authentication/Security Settings > Authentication > User Detail Setup.

4 On the User Detail Setup screen, select Logout Confirmation Screen, and touch Change Settings.

5 On the Change Settings screen, n, select Enabled, and then touch Save.

6 Touch Close on all the system setting and administrator screens to return to the MFP Service screen. The Release All application button now appears on the screen with the other function button.




Configuring SDR Through a Web InterfaceYou must configure the device to use Secure Access Authentication and communicate with the Equitrac DCE Server. Fuji Xerox offers a web-based interface for configuring advanced Administrative options.

ApeosPort-I, II, and III DevicesTo configure ApeosPort-I, II, and III devices, do the following:

1 Start a web browser, and enter the IP address of the Fuji Xerox device in the Address field.

2 When prompted, enter your Administration User Name and Password. The Fuji Xerox web configuration page opens (CentreWare Internet Services).

3 Click the Properties tab, expand the PKI Settings folder in the left pane menu, and then click SSL/TLS Settings. If HTTP-SLL Communication is not Enabled you should enable it. You may need to Generate a Self-Signed Certificate before you can enable SSL.

4 On the Properties tab, click Auditron Administration in the left menu pane. The Auditron Administration page opens.

5 Select Remote Access from the Auditron Mode drop-down list.

6 Select Enter Passcode or No Passcode Required from the IC Card Link Mode drop-down list. This setting determines whether you want users to enter a passcode (also known on the Equitrac server as the secondary PIN) to access the Equitrac Embedded solution functions. This option will only be available when a card reader is connected.

7 Click Apply to save the settings.



8 On the Properties tab, select the Remote Authentication Server/Directory Service folder in the left menu pane and click Authentication System.

9 Select Authentication Agent from the Authentication System Settings drop-down list, and click Apply. If this option is not available you should verify the firmware version and optionally reload the firmware.

10 Click the Support tab, and Web Application Settings from in the left menu pane.

11 On the Web Application Settings page, enter the Server Number (e.g. number 1), and click Edit.

If the server number is already used by another application, enter a different available server number, and then click Edit to continue.



12 On the Web Application Settings page, click the Edit button beside the Server Number setting. The Web Application Server Settings page opens.

13 In the URL field, enter http://<NN.NN.NN.NN>:2939/Public/DCE/EIP/joblist.html, where <NN.NN.NN.NN> is the IP address of the Equitrac DCE server.

14 Click Apply to save your configuration changes.



ApeosPort-IV DevicesTo configure ApeosPort-IV devices, do the following:

1 Start a web browser, and enter the IP address of the ApeosPort-IV Fuji Xerox device in the Address field.

2 When prompted, enter your Administration User Name and Password. The Fuji Xerox web configuration page opens (CentreWare Internet Services).

3 Click the Properties tab, and navigate to General Setup > Web Browser Setup in the left menu pane.

4 On the Web Browser Setup page, select V4 (New Version) from the Web Applications Version drop-down list, and click Apply.

5 Navigate to General Setup > Web Application Service Setup, and enter the Server Number (e.g. number 1), and click Edit. If the server number is already used by another application, enter a different available server number, and then click Edit to continue.



6 On the Web Application Service Setup page, click the Edit button beside the Server Number setting. The Web Server Setup page opens.

7 In the Address field, enter http-p0://<NN.NN.NN.NN>:2939/Public/DCE/EIP/sdr/index.html, where <NN.NN.NN.NN> is the IP address of the Equitrac DCE server. The URL is case sensitive.

NOTE: Using http-p0:// at the beginning of the SDR web application URL suppresses the toolbar buttons in the embedded web browser (EWB).

8 Click Apply to save your setting.




User WorkFlow

This chapter provides:

• Basic instructions on how users can authenticate and use the Equitrac Embedded functions at the Fuji Xerox ApeosPort MFP

• Procedures for configuring some user workflow functions

TopicsAuthenticating at a Card Reader

Setting a Realm After Restarting a Device

Registering Swipe Cards

Using Follow-You Printing

Using Release All

Copy Enforcement and Configuration

3

Chapter 3: User WorkFlow


Authenticating at a Card ReaderWhen Equitrac Embedded for Fuji Xerox controls an MFP, users must authenticate with a magnetic stripe card, proximity card or smart card before they can use the device functions.

Authenticating With a Magnetic Stripe CardTo authenticate at a magnetic stripe card reader:

1 Insert the magnetic card into the guide track with the magnetic stripe facing the indicated direction. Ensure the card is pressed firmly against the guide.

2 Pull the card down through the guide track and remove the card.

NOTE: Do not run the card through at an angle or the device will not accept the data.

3 If the device cannot read the entry, the LED flashes red. Reinsert the card into the guide track and run the card through the reader again.

4 If Secondary prompt is enabled in System Manager, and a secondary PIN has been assigned in the database, the user must enter their ‘password’ on the MFP front panel when prompted. If the user has not been assigned a secondary PIN in the database, they can leave the field blank to proceed.

Authenticating with a Proximity or Smart CardTo enter data using a proximity card or smart card, pass the card within 1 inch or 2.5 centimeters of the proximity symbol located on the top of the card reader device or the data reader module.

If the swipe is invalid, the LED flashes red.

If Secondary prompt is enabled in System Manager, and a secondary PIN has been assigned in the database, the user must enter their ‘password’ on the MFP front panel when prompted. If the user has not been assigned a secondary PIN in the database, the user can leave the field blank to proceed.

Pass the proximity card over this symbol on the

card reader



Card Reader Status MessagesEquitrac Office/Express displays its authentication messages through an LED light on the card reader module.

The following signals may be displayed on the card reader:

The MFP has two functional modes, Idle mode or Ready mode.

Idle ModeAn MFP that is ready for use is in Idle mode. When a user passes a key fob or swipes a magstripe card, the device changes to Ready mode.

The MFP returns to Idle mode when:

• A user completes a transaction

• After a specified period of inactivity in Ready mode (Sleep Mode Timer, as configured on the device)

• The user logs out

When the device is in Idle mode, the LED light on the card reader is solid red.

Ready ModeWhen the device is in Ready mode, the LED light on the card reader is solid green and the user can begin using the controlled device to perform a transaction.

LED Behavior Meaning

Solid red MFP is in Idle mode; it is ready but there is no active session.

Solid green MFP is in Ready mode and a session is active.

Slow flashing green Data received from card reader, awaiting authentication for active session. The light will continue to flash green until the user enters their secondary PIN at the front panel.

If the time-out expires and the user does not enter their PIN, the LED changes back to solid red and the device remains locked.

Slow flashing red No communication between card reader and MFP.

The LED light indicates the

status



Setting a Realm After Restarting a DeviceIf you are required to enter a User ID or Password to access the functions of an ApeosPort-I, II, or III device, you may also need to make sure that you are logging in as part of a user realm. In particular, after a device has been shut down and restarted, the first user at the device may need to associate the device with a user realm.

To set a device’s realm, do the following:

1 On the device login screen, press the Realm button.

2 On the Realm screen, press Refresh. The list of realms will update.

3 In the list of realms, press Equitrac.

4 Press Save to return to the login screen. Log in to the device’s embedded solution as normal.

Registering Swipe CardsWhen a user swipes an unregistered card, they are required to login to the device with valid user credentials in order to register their card. The information the user must enter depends upon the authentication options that are set in System Manager.

To self-register a user swipe card, do the following:

1 Swipe the magnetic stripe card or proximity card at the card reader attached to the device. The login screen indicates that the login failed. You need to manually log in to register the card.

2 Enter your User ID (and Password if configured in System Manager to prompt for Secondary PIN) within one minute of swiping the card to associate the user login credentials to the unregistered card.

The swipe card is registered in System Manager once the login credentials have been authenticated by CAS.

3 Optionally, if System Manager is configured to prompt for a billing code after user authentication, then the user may need to enter a billing code to access the MFP Service screen.

The user can now manage their documents with SDR, or access any of the other device features, such as copying, scanning and faxing.

The next time the user swipes their card they can log in without manually entering their User ID. Depending on how System Manager is configured, the user may be prompted for their password.



Using Follow-You PrintingIf you configured the Follow-You Printing extension, users can access the Follow-You Printing screen to view their print jobs from one or more secure queues, and then release or delete the jobs as required.

ApeosPort-I, II and III DevicesTo use the Follow-You Printing feature, do the following:

1 At the Login screen, enter your user credentials, or swipe your card.

2 After authenticating, press All Services.

3 Press Follow-You Printing. The Follow-You Printing screen opens.

4 Perform one of the following functions at the device:

Function Description

Print Touch one or more documents in the list, then press Print to print the documents and delete the jobs from the list.

Print & Save Touch one or more documents in the list, then press Print & Save to print the documents but keep the jobs in the list.

Delete Touch one or more documents in the list, then press Delete to remove the jobs from the queue without printing them.

Details Press this button to display the job details.

Select All Selects all jobs in the list, after which you can press Print, Print & Save, or Delete.

Select Server If multiserver Follow-You Printing is enabled on the Equitrac server, press Server to display a list of authorized network print servers. If you select another server from the list, the Follow-You Printing screen refreshes to show any print jobs waiting on the other server.

For multiserver Follow-You Printing configuration information, see the Advanced Printing Configuration chapter in the Equitrac Office or Equitrac Express Administration Guide.



5 Press the Log In/Out hard key on the device front panel to end the user session.

ApeosPort-IV DevicesTo use the Follow-You Printing feature, do the following:

1 On the MFP Login screen, enter your User ID in the Registered User field, or swipe your card. If System Manager is configured to prompt for Secondary PIN, the user may also need to enter their password.

Depending on how System Manager is configured, one of the following occurs after user authentication:

• The MFP Service screen opens, and the user must touch the Follow You button to proceed to the Follow-You Printing application to release their documents.

—Or—

• The Billing Code screen opens, and the user must enter a billing code before proceeding to Follow-You Printing. If the user has only one associated billing code, then the prompt is suppressed, and the billing code is automatically applied to the job.

2 If the Billing Code screen opens, do the following:

a Touch the Billing Code field to open a soft keyboard, enter the billing code, and then touch OK.

Alternatively, you can use the front panel numeric keypad to enter a billing code.

b If the billing code entered is invalid, or you do not know the code, touch the Search button. A search page opens displaying all matching billing codes. The screen displays up to 100 billing codes that match the search. Use the Up/Down arrows to browse through the pages.

Refresh Contacts the DCE server to determine if any new pending jobs are available for the current user. If any print jobs are found, they are added to the bottom of the document list.

Exit Returns to the Custom Services screen.




c Touch the correct billing code from the list to select it, and touch OK to use the selected billing code.

Once the billing code is validated, the Billing Code screen closes, and the MFP Service screen opens.

3 On the MFP Service screen, press the Follow You button to open the Follow-You Printing application.

4 If configured in System Manager to prompt for a release key on the device, the Release Key screen opens. Enter the release key and click OK to continue to the Follow-You Printing screen.

NOTE: Release Key is an Equitrac Express feature, and does not apply to Equitrac Office users.

5 On the Follow-You Printing screen, perform one of the following functions at the device:


Print Touch one or more documents in the list, then press Print to print the documents and delete the jobs from the list.

Print & Save Touch one or more documents in the list, then press Print & Save to print the documents but keep the jobs in the list.

Delete Touch one or more documents in the list, then press Delete to remove the jobs from the queue without printing them.

Select All Selects all jobs in the list, after which you can press Print, Print & Save, or Delete.



6 If configured in System Manager to prompt for a billing code at job release, enter the billing code and press OK to release the print job(s).

7 Touch Exit to end the user session and return to the Login screen.

Terminating a SessionYou can terminate a current session in two ways:

• Touch User ID at the top-right of the Billing Code screen, and select Logout from the drop-down list.

• Press the Log In/Out hard key on the front panel.

Server If multiserver Follow-You Printing is enabled on the Equitrac server, press Server to display a list of authorized network print servers. If you select another server from the list, the Release My Documents/Follow-You Printing screen refreshes to show any print jobs waiting on the other server.

If multiserver Follow-You is not enabled, you will only see the local server listed.

For multiserver Follow-You Printing configuration information, see the “Advanced Printing Configuration” chapter in the Equitrac Office or Equitrac Express Administration Guide.

Refresh Contacts the DCE server to determine if any new pending jobs are available for the current user. If any print jobs are found, they are added to the bottom of the document list.

Exit Returns to the MFP Service screen.

Force Monochrome

Allows a user to force a color job to print in black & white.

Number of Copies

Press the Plus (+) and Minus (-) buttons to change the number of copies for the selected print job(s).

If the number of copies is changed at the MFP, a confirmation page appears verifying the number of copies to print. Press OK to continue, or Cancel to leave the number of copies at 1.

Note: By default, the number of copies is reset to 1 after the selected job prints. If more than 1 copy is desired for additional print jobs, the number of copies must be set again before the next job is released.




Using Release AllThe Release All feature for ApeosPort-IV devices enables users to release all of their queued print jobs without using the Follow-You Printing application. Depending on how System Manager is configured, users can either release their jobs automatically after login, or through the MFP Service screen.

If the embedded device authentication in System Manager > Configuration > Devices > Embedded devices is set to Automatic release of all print jobs upon validation, then users can release their queued print jobs directly after login without using the MFP Service screen. See Enabling Release All on page 29. After the jobs are released, the user can either logout or continue to the MFP Service screen and perform additional tasks.

If the Automatic release of all print jobs upon validation option is not selected, then the user must use the Release All button on the MFP Services screen to release all of their print jobs.

To use Release All from the MFP Service screen, do the following:

1 On the MFP Login screen, enter your User ID in the Registered User field, or swipe your card. If System Manager is configured to prompt for Secondary PIN, the user may also need to enter their password.

2 Depending on how System Manager is configured, one of the following occurs after user authentication:

• The MFP Service screen opens, and the user can touch the Release All button to release all of their jobs.

—Or—

• The Billing Code screen opens, and the user must enter a billing code before proceeding to the MFP Service screen. If the user has only one associated billing code, then the prompt is suppressed, and the billing code is automatically applied to the job

3 On the MFP Service screen, touch Release All to release all of the current user’s documents from the print queue.

4 After selecting Release All, the following message appears on the screen:• Please wait...jobs are being released

5 When all the jobs are released, the following message appears on the screen:• NN jobs have been released

The last message close automatically after 5 seconds, and the MFP Service screen opens. The user can either continue to perform additional tasks or logout.



Copy Enforcement and ConfigurationEquitrac Embedded for Fuji Xerox can enforce limits on the number of copies that a user can make based upon their account limit, color quota, and/or copy rule(s) configured in Equitrac System Manager. This feature does not work on all Fuji Xerox APEOS devices and is not enabled by default. You must enable this feature for a given DCE by creating the following registry entry:

DWORD: HKLM\SOFTWARE\Equitrac\DCE\FXAuthCopyStop = 1

Without this registry entry, Copy (black & white or color) enforcement occurs at user login, and if allowed, the user is able to make unlimited copies. If this registry entry is set and a device does not support this feature, the results are undetermined.

NOTE: Enforcement only occurs at the start of a session when the user logs in.

With Equitrac Express, users are denied access to the MFP if they are out of funds, unless Scan and Fax transactions are not tracked. For information on configuring account limits, color quotas, and copy rules, see the Equitrac Office or Equitrac Express Administration Guide.

Color Quota EnforcementEven if color quota limits have been reached, users can still use the device for black-and-white copies.

Color quotas are configured through Equitrac System Manager. For instructions on setting and enforcing color quota limits, see the Managing User Accounts section in the Equitrac Office or Equitrac Express Administration Guide.

Enforcement Limitations

With certain conditions, the proper copy quota limit will NOT be performed.

• When a user finishes copying and logs in again to the device within a certain time frame, the original quota limit is still applied, as Equitrac has not had a chance to update its database after the transaction is completed.

• If a user logs out and in again to the device while copying, the original quota limit is still applied, as Equitrac has not had a chance to update its database since the transactions was not completed.

• If a user logs into multiple devices simultaneously, the original quota limit is applied to all the devices, as Equitrac has not had a chance to be retrieve the information that multiple logins occurred.


Troubleshooting

If you experience a problem with your Equitrac Embedded for Fuji Xerox application at a device, refer to the table below for symptoms and solutions that match your problem before contacting Equitrac Technical Support for help.

Symptom Possible Solution

The indicator light on the card reader is off

When the light is not lit, this indicates a loss of power to the reader.

• Check the NVRAM settings; 850-007 should be set to “10” and 850-001 to “1.”• Check the cable connection to the MFP and ensure that it is firmly seated. • If the light remains unlit, check the power to the MFP. If the MFP does not have

power, neither does the card reader.

The card reader indicator light stays red upon swipe

If the indicator light does not change color when you swipe, the reader has not detected the card.

Verify that the swipe was performed correctly:

• A magnetic card may have been encoded with a different standard, or swiped upside down or facing the wrong direction.

• A proximity card or contactless smart card may not have been placed close enough to the reader, or may not be a supported card type.

If the same card works at other readers at the same site, the reader module may be at fault. If the card does not work at other readers, verify the card technology with the card vendor and see Supported MFPs on page 8.

Fault Code, or error 121 through 333, on the device panel.

The card reader was removed without resetting the NVRAM values.

To correct the error:

• Install the card reader again and restart the device.

–OR–

• Reset the NVRAM 850-007 to “10” and 850-001 to “1,” and restart.

4

Chapter 4: Troubleshooting


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