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SAFEQ®
ADMINISTRATOR’S GUIDE 3.1
30.4.2007
SAFEQ® ADMINISTRATOR’S GUIDE 3.1 PAGE 2 VERSION 3.1 [EN]
This guide gives the essential instructions to know how to install, configure and use SafeQ. You will learn what
SafeQ can do, how it works, how to set up its various configurations, diagnose problems, how to work with the
WWW interface, manage users, control access to various functions and queues, make reports, set up SafeQ
terminals and more.
You are expected to understand some networking and printing concepts: in particular, you should be familiar
with the client/server paradigm, with IP addressing and TCP/UDP ports. You should also understand what an
SQL server and database are and have some knowledge of printing languages (PostScript, PCL). Ideally, you
should know something about LDAP and SNMP as well.
The information in this guide applies to SafeQ version 3.1.
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1 TABLE OF CONTENT
1 Table of content ............................................................................................................................................. 3
2 Foreword ........................................................................................................................................................ 8
3 About SafeQ ................................................................................................................................................... 9
3.1 Network communication ..................................................................................................................... 10
4 Software installation .................................................................................................................................... 11
4.1 Installation prerequisites ..................................................................................................................... 11
4.2 Installation process .............................................................................................................................. 11
4.2.1 Step 1 – Installation options ....................................................................................................... 12
4.2.2 Step 2 – Database selection ........................................................................................................ 13
4.2.3 Step 3 – Email settings ................................................................................................................ 16
4.2.4 Step 4 – Component selection .................................................................................................... 17
4.2.5 Step 5 – LDAP Connection .......................................................................................................... 17
4.2.6 Step 6 - Final confirmation .......................................................................................................... 19
4.2.7 Licence file installation................................................................................................................ 20
4.3 SafeQ files structure ............................................................................................................................ 20
4.4 Upgrade ............................................................................................................................................... 21
4.5 Patch .................................................................................................................................................... 23
4.6 Installation process in Linux environment ........................................................................................... 23
4.6.1 Installation prerequisites ............................................................................................................ 23
4.6.2 Installation process ..................................................................................................................... 23
5 SafeQ Configuration ..................................................................................................................................... 24
5.1 Internationalization settings ................................................................................................................ 24
5.2 Credit system settings ......................................................................................................................... 24
5.3 Email settings ....................................................................................................................................... 25
5.4 Interface setting .................................................................................................................................. 25
5.5 Print & security system settings .......................................................................................................... 26
6 SafeQ Terminals ........................................................................................................................................... 28
6.1 Terminal configuration – common ...................................................................................................... 28
6.2 SafeQ Professional Terminal................................................................................................................ 29
6.2.1 Terminal Quick Guide ................................................................................................................. 30
6.3 SafeQ Lite Terminal ............................................................................................................................. 30
6.4 SafeQ Enterprise Terminal ................................................................................................................... 30
6.5 Notes&Coins Recharging Terminal ...................................................................................................... 31
7 SafeQ WWW interface ................................................................................................................................. 32
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7.1 Login into the system .......................................................................................................................... 32
7.1.1 Bookmarks .................................................................................................................................. 32
7.2 Work with tables ................................................................................................................................. 33
8 User management and access control ......................................................................................................... 35
8.1 Access control ...................................................................................................................................... 35
8.2 Accounting ........................................................................................................................................... 35
8.3 Users .................................................................................................................................................... 36
8.3.1 Searching in User list ................................................................................................................... 37
8.3.2 User edit...................................................................................................................................... 38
8.3.3 Additional settings ...................................................................................................................... 39
8.3.4 User roles .................................................................................................................................... 40
8.3.5 Aliases ......................................................................................................................................... 41
8.4 Roles .................................................................................................................................................... 41
8.5 Cost centers (departments) ................................................................................................................. 42
8.6 SafeQ module-specific settings ........................................................................................................... 43
8.7 Access control ...................................................................................................................................... 44
8.7.1 Granting of access to particular modules ................................................................................... 45
8.7.2 Granting of access within particular modules ............................................................................ 45
8.8 LDAP User Manager ............................................................................................................................. 46
8.8.1 Prerequisites ............................................................................................................................... 46
8.8.2 Configuration .............................................................................................................................. 47
8.9 Card numbers and CardManagers ....................................................................................................... 47
8.10 Importing users, cost centers and card numbers ................................................................................ 47
8.11 Change of password and PIN code ...................................................................................................... 49
9 Setting of printers and terminals ................................................................................................................. 51
9.1 Wizards ................................................................................................................................................ 51
9.1.1 Adding of device wizard .............................................................................................................. 51
9.1.2 Adding of printers manually ....................................................................................................... 58
9.1.3 Adding of more devices wizard ................................................................................................... 59
9.1.4 Branch monitoring wizard .......................................................................................................... 63
9.2 List of devices ...................................................................................................................................... 64
9.2.1 Adding / Editing of new devices .................................................................................................. 66
9.2.2 Device groups ............................................................................................................................. 66
9.2.3 Adding of more devices .............................................................................................................. 67
9.3 Print queues ........................................................................................................................................ 69
9.3.1 Secured (deferred) print ............................................................................................................. 69
9.3.2 Direct print .................................................................................................................................. 69
9.4 List of queues & terminals ................................................................................................................... 70
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9.5 Access rights settings ........................................................................................................................... 72
9.5.1 User rights setting process.......................................................................................................... 73
9.6 Printer status monitoring .................................................................................................................... 74
10 Client setup .................................................................................................................................................. 76
10.1 SafeQ port installation ......................................................................................................................... 76
10.1.1 Step 1 – Configuration ................................................................................................................ 76
10.1.2 Step 2 – Installation .................................................................................................................... 78
10.2 Adding of printers using standard SafeQ port ..................................................................................... 79
10.3 Adding of printers using standard TCP/IP port .................................................................................... 81
11 Managing print jobs ..................................................................................................................................... 84
11.1 Job list using web interface ................................................................................................................. 84
11.1.1 Job information ........................................................................................................................... 86
11.1.2 Work with multiple jobs ............................................................................................................. 87
11.1.3 Searching in job list ..................................................................................................................... 88
12 Reporting...................................................................................................................................................... 90
12.1 Reporting Types ................................................................................................................................... 90
12.1.1 Report Type – Basic..................................................................................................................... 91
12.1.2 Report Type - tops ...................................................................................................................... 94
12.1.3 Export overview .......................................................................................................................... 95
12.2 Automatic overviews distribution via email ........................................................................................ 95
12.2.1 Creating of new reports .............................................................................................................. 95
12.3 Automated statistics export to files .................................................................................................... 97
12.3.1 Creating of new reports .............................................................................................................. 97
12.4 Terminal access overview .................................................................................................................... 98
12.5 File types report settings ..................................................................................................................... 99
13 Project accounting ..................................................................................................................................... 100
13.1 Switching on project accounting ....................................................................................................... 100
13.1.1 Project accounting for copiers .................................................................................................. 100
13.2 Project module in SafeQ web interface ............................................................................................. 101
13.3 Print overview according to projects ................................................................................................. 102
14 Credit subsystem ........................................................................................................................................ 104
14.1 Accounting methods .......................................................................................................................... 104
14.1.1 Accounting of online prints ....................................................................................................... 105
14.1.2 Online batch print accounting .................................................................................................. 106
14.1.3 Online copy accounting ............................................................................................................ 106
14.1.4 Offline print accounting ............................................................................................................ 107
14.1.5 Offline copy accounting ............................................................................................................ 108
14.2 Credit-relevant settings outside credit subsystem ............................................................................ 108
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14.3 Credit subsystem maintenance using Safeq web interface ............................................................... 109
14.3.1 Cash desk management ............................................................................................................ 109
14.3.2 Credit charge ............................................................................................................................. 111
14.3.3 Credit multi-charge ................................................................................................................... 112
14.3.4 Credit discharge ........................................................................................................................ 112
14.3.5 Cash balancing .......................................................................................................................... 113
14.3.6 Cash desk Reports ..................................................................................................................... 113
15 Local monitoring ........................................................................................................................................ 117
15.1 SafeQ Local Monitoring Client installation ........................................................................................ 117
15.1.1 Step 1 – Licence ........................................................................................................................ 117
15.1.2 Step 2 – Pre-installation settings .............................................................................................. 117
15.1.3 Step 3 – Installation .................................................................................................................. 118
15.1.4 Step 4 – Allowing of Local monitor in SafeQ ............................................................................. 119
15.2 Work with SafeQ Local Monitor ........................................................................................................ 120
15.3 What to do when the IP of SafeQ has changed? ............................................................................... 122
16 SafeQ Branch Microserver ......................................................................................................................... 123
16.1 Microserver installation ..................................................................................................................... 123
16.1.1 Step 1 - Before installation ....................................................................................................... 123
16.1.2 Step 2 – Start of installation...................................................................................................... 124
16.1.3 Step 3 – Adding of local copiers ................................................................................................ 125
16.1.4 Step 4 – Service start and registration ...................................................................................... 126
16.1.5 Step 5 - Microserver registration in SafeQ................................................................................ 127
16.2 Running Microservers ........................................................................................................................ 128
17 Central Data Collection .............................................................................................................................. 130
17.1 Central data collection settings ......................................................................................................... 131
18 Optional modules ....................................................................................................................................... 132
18.1 Fax server........................................................................................................................................... 132
18.1.1 Fax management settings ......................................................................................................... 133
18.1.2 Fax server sent queue ............................................................................................................... 134
18.1.3 Fax server received queue ........................................................................................................ 135
18.1.4 Fax server settings .................................................................................................................... 135
18.2 Scan server ........................................................................................................................................ 140
18.2.1 Scan management settings ...................................................................................................... 141
18.2.2 Scan server ................................................................................................................................ 141
19 How-to guides ............................................................................................................................................ 145
19.1 Adding of system users ...................................................................................................................... 145
19.2 Adding of devices............................................................................................................................... 145
19.3 Device overview ................................................................................................................................ 145
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19.4 Overview of queues and terminals .................................................................................................... 145
19.5 Printer monitoring ............................................................................................................................. 145
19.6 Job list ................................................................................................................................................ 145
19.7 Overview ............................................................................................................................................ 145
19.8 Project accouting ............................................................................................................................... 146
19.9 Credit systEm ..................................................................................................................................... 146
19.10 Local monitoring ........................................................................................................................... 146
19.11 Scan & Fax ..................................................................................................................................... 146
20 Literature ................................................................................................................................................... 147
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2 FOREWORD
This manual, like SafeQ itself, is in a constant process of development. While we strive to keep the information
relevant at all times, it is possible that, as new versions of SafeQ are being released, you will find information
here that is no longer entirely up-to-date.
If you find or cannot find information that you think should be here and/or if you have any other suggestion for
further improvement, please don't hesitate to let us know by email at [email protected]. Thank you.
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3 ABOUT SAFEQ
First and foremost, SafeQ is a printing server and spooler: it receives from clients print jobs throughout the
network and sends them to printers, again, over the network for printing.
Besides its basic function, SafeQ offers a number of other features:
• access control: access to printers, print jobs, copying, color output and other functions can be
controlled using a sophisticated system of permissions
• authentication: SafeQ terminals can be connected to network printers, copiers and MFDs to provide
authentication with contactless identity cards, PIN codes and/or using other methods
• interactivity: users can select their print jobs and actions directly at the printer/MFD using a SafeQ
terminal
• follow-me function: users can pick up their print jobs at any compatible printer
• privacy and security: sensitive documents are only printed upon request when their owner is
physically present by the printer
• accounting: the system tracks costs generated by copying and printing and can provide detailed
reports for all networked devices, offline copiers, and locally connected printers
• convenience: favorite jobs, job reprints, job renaming, job preview, follow-me function, WWW
interface etc.
• fault-tolerance: SafeQ servers can be combined to form a fully redundant, load-balanced cluster
(Enterprise edition only); similarly, printer failures are less of a problem with the follow-me function
• interserver co-operation: SafeQ servers can be configured to gather the statistical data to one central
SafeQ server (or SafeQ cluster)
SafeQ is a service that runs on a Windows or Linux server on an Intel x86-compatible architecture, usually
together with its accompanying service, the yBox Framework, which is an administration WWW interface.
SafeQ needs a database server; supported databases are the MS SQL Server 2000/2005 and PostgreSQL 8.0.x.
Users can apply an existing database server installation or a dedicated server may be installed for SafeQ. Both
types of database servers are included on the installation CD and are integrated into the installation process.
SafeQ also needs a Java Development Kit, version 1.5.0 to be installed. As with the database, this kit is available
on the CD and its installation is integrated.
SafeQ is composed of several components. Here are some of them:
• Print job reception daemons: The input path of print jobs flowing into the system from client
workstations. SafeQ can receive print jobs using the LPR and IPP standard protocols from any client
that supports them (including most Windows systems and any UNIX-like system) also with a
proprietary protocol from the SafeQ Port (supported on Windows and offering some extra features).
• Print job delivery “back-ends”: The component responsible for delivering the print job data from the
server into the printers, and thus for the actual printing. SafeQ can deliver the jobs using LPR and
JetDirect protocols.
• Accounting drivers: While often called simply “drivers”, these must not be confused with printer
drivers used in Windows or other operating systems: the function of the accounting drivers is to
determine the exact type and amount of output produced during printing and/or copying. Accounting
drivers are developed by Y Soft for most brands and types of printers, copiers and MFDs available on
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the market. Most accounting drivers use the SNMP protocol to communicate with the target device
and determine its status and number of printed pages.
• Spooler: Stores and processes print jobs, does the storage management and releases jobs for printing;
spoolers also do the job ownership management and other meta-data and check permissions.
• Job parsers: SafeQ includes this third-party software for analysing and rendering of incoming print jobs
in the most commonly used printing languages: PostScript (1/2/3), PCL, PCL XL and HPGL. The parsers
determine the number of pages a print job has arrived in SafeQ and they also create job previews.
• Statistical subsystem: This component maintains the statistical data on the volume of printing and
copying. It provides a variety of reports in a number of different output formats and is able to
automate the creation of the reports and send them via email on a regular basis.
• Lock manager: Prevents collisions and accounting problems by making sure that no two users can
access the same device at the same time.
• Terminal interface: The server side of the communication channel between SafeQ terminals and the
SafeQ server. The Terminal interface listens to TCP connections from the terminals and provides
terminal verification, user authentication, access authorization, job manipulation, progress
information etc.
• Project accounting: An optional subsystem (Professional Edition only) that provides an editable list of
projects and allows all printouts or copies to be assigned to a project, thus enabling other criteria for
grouping and summarizing of statistical reports.
• Credit subsystem: An optional subsystem (Professional Edition only) that maintains a virtual monetary
account for each user, charging the users for the use of printers and copiers.
• User manager: A SafeQ “plug-in” module that manages users, departments, roles, access rights and
user settings. The module is interchangeable; the two most commonly used kinds are the
DefaultUserManager that stores all information in the same database that the rest of SafeQ uses and
the LDAPUserManager that connects to an LDAP server (such as a Windows Domain Controller
managing an Active Directory domain) and retrieves all user information from there. SafeQ must be
always configured as to use exactly one of the UserManagers available.
• Card manager: Another interchangeable “plug-in” module. This module is used for converting card
numbers to a different format, which may be needed when importing a pre-existing database of card
numbers that are formatted in a different way than they are read by SafeQ terminals. This module is
optional, but when used, there must be only one.
• WWW interface: Also called “yBox Framework”; this is the main user interface of SafeQ. Using most
WWW browsers (e.g., MS Internet Explorer or FireFox), you can configure printers, queues, users,
access rights, manage print jobs etc.
• SafeQ Local Monitor: This service runs on Windows-based client workstations. It monitors all printers
connected locally to the machine and sends the accounting data to a SafeQ server.
3.1 NETWORK COMMUNICATION
The SafeQ system functions only in TCP/IP networks. If there is no functional TCP/IP network, the functioning of
the SafeQ server is impossible.
SafeQ requires network connectivity of at least 10Mbps, while 100Mbps is strongly recommended and the best
is 1Gbps. The network capacity has a fundamental impact on the printing speed (job delivery to server and
printer).
Network usage and port specifications are described in the SafeQ Technical Specification.
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4 SOFTWARE INSTALLATION
This chapter describes the installation process in Windows. For Linux installation instructions, please contact
the Y Soft support.
4.1 INSTALLATION PREREQUISITES
This guide best applies to installations on MS Windows 2000 or a higher operating system (for supported
platforms and operating systems, please refer to the SafeQ Technical Specification). It assumes that you have
the SafeQ Professional Edition or SafeQ Instant Edition, version 3.1 installation CD, a valid licence file and a
SafeQ Professional terminal.
SafeQ will install as a service. The installer will register two new services in your Windows system: “Y Soft
Framework” and “Y Soft SafeQ Server v3.1”. Once SafeQ is installed, these two services are launched
automatically upon starting your computer.
To avoid possible problems, make sure (before installation) that:
• the service called “Unix printing services” or “TCP/IP printing services” is not running and its start-up
type is set either to Disabled or Manual,
• you don’t have an SQL database (MSSQL, MSDE, PostgreSQL) installed unless you intend to use it for
SafeQ
• there is no anti-virus, firewall or similar software running on the server
• the MS IIS or any other web server is not running; If you want to run both MS IIS and SafeQ on the
same server, pay attention to step 1 of the SafeQ installer (set the WWW interface port number)
• the server meets the requirements named in the SafeQ Technical specification [1].
4.2 INSTALLATION PROCESS
This chapter describes the SafeQ installation
process using the automated installation program.
You can run the installer manually from the
installation media (<CD>\install.exe) and/or the
installation starts automatically when you have
inserted the CD-ROM.
Since the installation program includes quality
context help, this chapter will only focus on items
which need further description.
When the installation has been completed,
continue by selecting the language you prefer.
Image 1
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4.2.1 STEP 1 – INSTALLATION OPTIONS
Image 2
Installation folder Please do not use any paths containing space characters (such as Program
Files) because it can cause certain run-time problems.
Administrator login
and password
It is not possible to change the administrator login (admin) but you can select
your own password. This is the account that you will use for web
administration access.
TCP/IP Port
Select the port for the web interface. The standard port is 80 but if you are
running MS IIS (or another web server) on this port, pay special attention to
use a different port number. If you choose a different port than 80, be sure
to use the full URL in your browser including the http prefix (example:
http://localhost:8080/).
Except for the installation folder, everything may be changed also when the installation has been completed. If
you are upgrading from a previous version, you may not make changes to the settings.
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4.2.2 STEP 2 – DATABASE SELECTION
SafeQ requires an installed and running SQL database. You can choose either to use an embedded database
(the SafeQ Installer will do the installation for you automatically) or you can connect to an external one
(MS SQL 2000/2005 or PostgreSQL 8.x). The easiest way is to use an embedded MS SQL Desktop Engine, which
can be installed and set up automatically.
Image 3
4.2.2.1 EXTERNAL POSTGRESQL 8.X
Image 4
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Select this if you are already using a PostgreSQL 8.x server for another application and you want to use it for
SafeQ, too. You will need to enter:
• the PostgreSQL server's hostname or IP address and the port number
(default: 5432) (1),
• the database name (default: yBoxDB), login name and password (2).
Ask your database administrator about these values.
If you already have the SafeQ database from a previous installation, leave “Create DB” and “Create DB objects”
options turned on (4).
If your database administrator wants to create the database by hand, turn off the “Create DB” option. The
database must be created with the encoding being set to UNICODE.
Use the “DB connection test” to check that the database server is working and has the desired configuration
(3).
4.2.2.2 EXTERNAL MS SQL SERVER 2000/2005 – NAMED PIPE
Image 5
Select this if you are already using an MS SQL Server 2000 or 2005 for another application and want to use it
also for SafeQ, with the database connection made using named pipes instead of a TCP socket.
You will need to enter:
• the MS SQL Server's hostname or IP address(1),
• the database name (default: yBoxDB), login name and password(2).
Ask your database administrator about these values.
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If you already have the SafeQ database from a previous installation, leave the “Create DB” and “Create DB
objects” options turned on (3).
If your database administrator wants to create the database by hand, turn off the “Create DB” option. The
database must not be case-sensitive.
Use the “DB connection test” to check that the database server is working and has the desired configuration.
4.2.2.3 EMBEDDED MS SQL DESKTOP ENGINE (AUTO INSTALL)
Select this if you still do not have or cannot use a pre-existing installation of a supported database server. This
will install the MSDE as a named instance into a sub-folder inside the main SafeQ folder. There are no options
to select from. See Image 3.
4.2.2.4 EMBEDDED POSTGRESQL 8.X (AUTO INSTALL)
Image 6
Select this if you still do not have or cannot use a pre-existing installation of a supported database server.
This will install the PostgreSQL server into a sub-folder inside the main SafeQ folder. (The choice between
MSDE and PostgreSQL is mostly a matter of personal preference; the MSDE installation is, however, simpler.)
You will need to enter:
• the database name (1) (default: yBoxDB),
• the password of the database administrator user (2),
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• the login name and password of a Windows account used for running the PostgreSQL server (3). This
account must be created before continuing with the next step of the installation; it must have no
other Administrator privileges but the “Run as service” privilege.
4.2.3 STEP 3 – EMAIL SETTINGS
This step is optional. However, if you want SafeQ to enable sending emails (e.g. automatic weekly reports or
administrator alerts), you must enter the values, as described below. Please note that you can always
reconfigure the settings later.
Image 7
SMTP Server Enter the hostname or IP address of your SMTP server.
SMTP
Login/Password
If your SMTP server requires authentication, enter the login name and password
here; otherwise, leave blank.
Sender email Fill in the return address (From: header) of those emails that SafeQ shall send, for
example: [email protected].
Admin email Enter the email address of the print administrator - this is the address that will
receive email alerts if problems occur.
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4.2.4 STEP 4 – COMPONENT SELECTION
Image 8
The only changeable option here is that of the LDAP connection. Turn this option on if you want to connect
SafeQ to your LDAP-compatible user directory (e.g. Active Directory, Novell eDirectory, OpenLDAP server, Lotus
Domino etc.). This will configure SafeQ to use the LDAPUserManager, as opposed to the DefaultUserManager.
For more information, see the SafeQ Technical Specification. If unsure, leave the option turned off. You can
always change it when the installation has been completed.
4.2.5 STEP 5 – LDAP CONNECTION
(This step will only be displayed if it has been chosen in the previous step.)
This section refers to the Active Directory. If you use a different kind of LDAP server, please contact the SafeQ
technical support for more information.
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Image 9
Click the [AD] button to load the default values.
URL and
PORT
IP address and port (if non-default) of the Active Directory Domain Controller (PDC or BDC).
User and
password
Full login name and password of existing user that SafeQ will use for accessing the Active
Directory. The user needs to be able to search the Directory but does not need any write
permissions. Do not use your regular login name - instead, create a special user for SafeQ and
make sure it has a valid, non-changing password. If you want to store card numbers from
SafeQ into the AD, make sure that the user has also the write access right to an attribute
specified in the Card Column field (as described below).
Card
Column
Active Directory attribute used for storing card numbers. You can use an existing attribute that
you do not use for a different purpose (typically other Pager) or extend the scheme.
Dir Full path to the Active Directory container which stores information about users. SafeQ can
also search all sub-folders. The form of this field has to be an LDAP Directory String. If your AD
domain is acme.com, this will typically be DC=acme,DC=com.
LDAP
Domain
Name of Active Directory domain.
Press the button labelled “LDAP Connection Test” to make sure that the values are correct and the connection
working.
For a more thorough description of the LDAP connection, please see chapter 8.8 on page 46.
* Reading card numbers SafeQ can read some card types in a different way than your other card systems. If the
card number read by SafeQ has a different form than that defined in Active Directory, you have to contact your
local SafeQ vendor who will create the custom card number conversion module (CardManager) or use the SafeQ
web interface for adding card numbers.
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4.2.6 STEP 6 - FINAL CONFIRMATION
Image 10
When you have successfully completed all the above steps, the “Final confirmation” screen will be displayed.
Review the choices, press [Continue] and sit back, installation will begin.
Image 11 Installation in progress
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No other steps are necessary to complete the installation (you only have to confirm the database installation
process). The installation program will create a shortcut in the Start Menu and on the Desktop and use them to
access Administration Web Interface (or it is possible to enter the web interface address in your web browser).
Before the first use, we strongly recommend to set up and activate the job parser.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SYSTEM SETTINGS -> JOB PARSER SETTINGS
The installer will register two new services in your Windows system: “Y Soft Framework” and “Y Soft SafeQ
Server v3.1”. If everything has gone well, these two services will start automatically once the installer has
finished. If one of them or both fail to start, please see the Troubleshooting chapter (one common reason for
the SafeQ Server failing to start is an invalid licence file – see the solution below). Once SafeQ is installed, these
two services start automatically when starting your computer.
4.2.7 LICENCE FILE INSTALLATION
You should have a licence file for your SafeQ installation. This file tells the SafeQ server which edition and
version you have purchased, how many devices you are licensed to use, it also tells the server the name of your
company, any time limit that may apply to the licence etc.
The name of the file should be something like SQ-licence [Company Name]. Place the file in the conf\licence
folder inside the folder where you chose to install SafeQ. For example, the resulting pathname could be
C:\SafeQ\conf\licence\SQ-licence.[ACME, Inc.]. Delete any other files in the same folder (there will be a default
demo licence).
Now, restart the Y Soft SafeQ Server service, so that the licence file is read and used by SafeQ. To restart the
service, go to Start – Settings – Control Panels – Administrative Tools – Services, find the service called Y Soft
SafeQ Server in the list and click [Restart] (or Start if the service is not started). If the service fails to start,
please refer to the Troubleshooting section.
4.3 SAFEQ FILES STRUCTURE
The more interesting items in the directory structure, as installed by the installer, are described below. This
assumes that you have installed SafeQ in the default location.
• C:\SafeQ – the root of the installation
• C:\SafeQ\conf – all configuration files of SafeQ
• C:\SafeQ\conf\licence\SQ-licence.* – the licence file(s)
• C:\SafeQ\conf\card-mgr – CardManager location
• C:\SafeQ\yBox\conf\server.xml – web server configuration file; the WWW interface port
number is defined here
• C:\SafeQ\JAVA – integrated Java SDK
• C:\SafeQ\MSDE – embedded MS SQL Desktop Engine (if selected during installation)
• C:\SafeQ\PGSQL – embedded PostgreSQL (if selected during installation)
• C:\SafeQ\logs – SafeQ and yBox run-time log files
• C:\SafeQ\server\drivers – SafeQ accounting drivers
• C:\SafeQ\server\spool – default spooler directory; the print jobs are stored here
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• C:\SafeQ\server\update – firmware update files for SafeQ terminals
• C:\SafeQ\temp – temporary files created during job parsing; contents can be deleted safely
• C:\SafeQ\yBox\work – cache of the integrated Tomcat application server; contents may be
deleted safely and must be deleted when upgrading to a new version
• C:\SafeQ\install.log – installation log file
You will need to replace the default licence file after installation (see above for the location) and then start
and/or restart the SafeQ Server service unless your SafeQ installation CD already contains your correct licence
file.
WARNING:
The configuration files, log files, spooler directory, temporary file directory and the database that SafeQ uses all
contain sensitive data. While SafeQ provides a secure printing environment, you must realize that any system is
only as much secure as its weakest component is. It is the responsibility of the administrator to make sure that
the data is protected against unauthorized access or modification.
4.4 UPGRADE
THIS CHAPTER DESCRIBES THE SAFEQ INSTALLATION PROCESS USING THE AUTOMATED INSTALLATION
UPGRADE PROGRAM.
When the installation has been completed, continue by selecting the language you prefer.
Image 12
The installation program tests within the start-up whether an application of SafeQ has been installed previously
or not. If the installation program finds a previous version, it notifies the user. For continuing the upgrade,
press the “YES” button.
Image 13
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Image 14
To start installation of the upgrade, select “Upgrade” (1). If you want to start the upgrade itself, you must agree
with the licence agreement. The licence agreement can be displayed by pressing the “Licence agreement”
button.
The agreement with the licence agreement is represented by the "I agree with the licence agreement by Y Soft,
Ltd." checkbox (2).
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Image 15
The “Final confirmation” window presents the settings that the upgrade will be done in accordance with. The
progress of the installation is displayed in the “Installation in progress” window.
The installer carries out following tasks during upgrade:
• stopping of services
• backup of SafeQ
• removal of services
• copying of new files
• registering and running of services
4.5 PATCH
� START -> LOCAL COMPUTER - > MOUSE LEFT BUTTON (MANAGE) SERVICES
This chapter describes the installation of a “Patch” supplied by the producer Y Soft Ltd.
1. Stop the “Y Soft" services (Framework, SafeQ Server v. x.x1) and/or other modules (Local monitor,
Microserver ...) installed on the computer.
2. Copy the supplied folders to the SafeQ installation.
3. Delete the contents of directory <safeq_dir>/ Ybox/work/Catalina.
4. Run all “Y Soft” services.
4.6 INSTALLATION PROCESS IN LINUX ENVIRONMENT
THIS CHAPTER DESCRIBES THE INSTALLATION OF THE SAFEQ SERVER IN THE LINUX ENVIRONMENT.
4.6.1 INSTALLATION PREREQUISITES
• Install the Postgree database server, version 8 or higher.
• Set the path to the installation files of Postgree in the system.
• Install JAVA version 1.5 and higher.
• The JAVA HOME environment set referring to the JAVA installation.
• Have the DIALOG program installed on LINUX.
4.6.2 INSTALLATION PROCESS
The Install.sh installation program is prepared for the SafeQ installation under the LINUX system. The
installation program is located in the installation directory of the SafeQ server.
The installation proceeds in a similar way as the installation under Windows OS. When setting the parameters,
enter the same values as those in chapter 4.2. Part of the installation is also a wizard for the SQL server setup
and database creation.
1 x.x stands for the version of the currently installed SafeQ server.
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5 SAFEQ CONFIGURATION
In most cases SafeQ can be configured using web interface or by editing text configuration files. Configurations
using text files always work well. If you think that a configuration using the web interface does not work well,
try also the web files.
For detailed information refer to the SafeQ Configuration Quide.
NOTE:
In the paths in configuration files, the default sign is “/”. If you need to use “\”, you must double this sign (“\\”),
e.g. with the following path “C:\safeQ\server” write “C:\\safeQ\\server” in the configuration file.
WARNING:
Do not forget to restart all SafeQ services after changing any SafeQ system settings.
5.1 INTERNATIONALIZATION SETTINGS
Language and internalization settings.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> SYSTEM SETTINGS -> LANGUAGE&INTERNALIZATION
Image 16
5.2 CREDIT SYSTEM SETTINGS
Credit system configuration.
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� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> SYSTEM SETTINGS -> CREDIT SYSTEM SETTINGS
Image 17
5.3 EMAIL SETTINGS
Email addresses for safeQ usage. They are configured during the installation process.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> SYSTEM SETTINGS -> EMAIL SETTINGS
Image 18
5.4 INTERFACE SETTING
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SafeQ interface settings.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> SYSTEM SETTINGS -> INTERFACE SETTINGS
Image 19
5.5 PRINT & SECURITY SYSTEM SETTINGS
SafeQ print & security system settings
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> SYSTEM SETTINGS -> PRINT & SECURITY SYSTEM SETTINGS
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Image 20
NOTE:
If possible, do not change the debug mode level.
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6 SAFEQ TERMINALS
Image 21
The main and most obvious difference is that while the SafeQ Professional Terminal has a graphical touch-
screen display the SafeQ Lite Terminal only has a simple two-line text display and no user input option.
Similarly, the Lite terminal has only one network port but the Professional terminal contains a four-port
network switch.
Both types of terminals have a microcomputer, flash ROM, network interface, copier interface and a card
scanner. (The card scanner is optional in the Professional terminal because it is possible to use the PIN code
authentication instead of cards. In practice, only a very small proportion of terminals are delivered without
card scanners.) Both types of terminals also need an external power supply (included in the package).
WARNING:
Do not confuse the copier interface with the network ports!
Although they look similar, they are not compatible. Interchanging them may cause damage to the terminal
and/or copier! Such damage would not be covered by the warranty. Please note that the copier interface has 10
pins while the network interface is a standard RJ-45 eight-pin connector.
The card scanner is an interchangeable module: there are many different standards and types of identification
cards, both contactless and contact cards, and the scanner needs to match the cards. The most common card
and scanner types are RFID 125 kHz, Mifare, Motorola Indala and HID.
The terminals communicate with the SafeQ server over the network using a TCP channel. This means that each
terminal needs to be configured as any other network device. The configuration method for the terminals is
different from that of the two types.
6.1 TERMINAL CONFIGURATION – COMMON
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On both types of terminals, you need to set at least the following:
• if a DHCP server is to be used for configuring the terminal network settings, enable the use of DHCP;
• otherwise, set the IP address of the terminal, the subnet mask and IP gateway and check that DHCP is
disabled;
• in both cases, set the SafeQ IP address of the server and the port number; note that this is not the
port of the WWW interface that you were asked for during installation but the TCP port on which the
SafeQ Server communicates with the terminals; by default, its number is 4096
• you can also set other options, such as displayed languages, the default language etc.
6.2 SAFEQ PROFESSIONAL TERMINAL
While the SafeQ Professional Terminal also has an (optional) WWW interface, it is easier to configure using the
service menu directly on the touch-screen display.
After the terminal boots up and displays the main stand-by screen (with the “Place card” message), do the
following to enter the service menu:
1. touch the top left corner of the screen
2. touch the bottom right corner of the screen
3. touch the top left corner of the screen again
4. touch the bottom right corner of the screen again
5. a numeric keypad should now be displayed; touch the 0 (zero) key four times and then the OK key; this
assumes that the default service menu access code (0000) has not been changed
6. the terminal service menu should now be displayed
If the terminal is, however, configured to use PIN authentication only (no cards), it will never display the main
stand-by screen. In this case, enter 000000000 (nine zeroes) in the PIN entry screen, and then proceed with
step 5 above.
The administrator is advised to change the default access code to the service menu (0000) to prevent malicious
users from changing any of the settings.
NOTE:
When touching the screen, you should hear a beep with every registered touch. Push the screen just hard
enough that your touch elicits the beep; do not push with greater force than necessary. (Please note that the
beeping may be turned off.)
When entering IP addresses in the various menu options, note that you must enter all three digits of all the
four address components. For example, to enter 192.168.0.37, you press the 192168000037 buttons on the on-
screen keypad and then OK.
When the required parameters have been set, push the button labelled as Save and exit. The terminal will
reboot and the new settings will take effect.
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6.2.1 TERMINAL QUICK GUIDE
Image 22
6.3 SAFEQ LITE TERMINAL
The configuration of SafeQ Lite Terminal must be done over the network, using a WWW browser. Once the
terminal is powered on, it displays its currently configured IP address. You need to enter this IP address into
your WWW browser to display the configuration screen. The default password is “xxx”; the administrator is
advised to change the password to prevent malicious users from changing any settings. As a security measure,
the WWW server in the terminal is only accessible for three (3) minutes after boot-up.
If the IP address of the terminal is not in the same subnet as your computer, you will need to change the
address of your computer to be in the same subnet; in some cases, it may be best to disconnect temporarily
from your regular network and connect your computer directly to the terminal with a crossover UTP cable.
6.4 SAFEQ ENTERPRISE TERMINAL
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The Enterprise Edition terminal is hardware-identical with the Professional terminal - see chapter 6.2 . The
Enterprise terminal is meant for a SafeQ server cluster.
6.5 NOTES&COINS RECHARGING TERMINAL
The automatic recharging coin and banknote terminal is designated for self-service depositing of credit for the
SafeQ credit system.
The depositing proceeds by direct interaction between SafeQ and the cash terminal, without the need of
service of any other person on the side of the SafeQ credit system.
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7 SAFEQ WWW INTERFACE
The compatibility is tested for Internet Explorer version 6 and higher and for the current version of Mozilla.
7.1 LOGIN INTO THE SYSTEM
NOTE:
If you use the Internet Explorer and the web interface listens to a different port than the standard port 80, do
not forget to use the full URL in your browser including the http prefix (example: http://localhost:8080/).
The Default administration account is also called “admin”. The password for this account is chosen during
installation. If you have purchased SafeQ as pre-installed on your server, the default password is “admin”.
After successful login, the home SafeQ screen with basic menu on its left side panel (1) appears.
Image 23
According to the modules installed and user rights, various items can be seen in this panel.
1 Menu Basic level of menu.
2 Submenu Move the mouse pointer over the arrow to open the submenu.
3 Logout Log out current user.
4 Home Return back to this home screen from any screen within the application.
5 Language Switch between languages.
7.1.1 BOOKMARKS
Image 24
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Each window within the application has its own header (1) showing your current position in the screen
hierarchy. You can move between screens within the menu structure by clicking various parts of header.
1 Header Window header.
2 Help Application help.
3 Refresh Reload table content.
4 Bookmark By clicking on this icon, it gets crossed. Now, this screen is “bookmarked” and you can
call it at any time directly from SafeQ home screen.
Image 25
Once the window is “bookmarked”, you will find, in the home screen, a link that will take you directly to this
window (5).
The bookmarks can be cancelled in the same way as they are created. Just click on the crossed icon of the
window you wish to remove from the bookmarks.
7.2 WORK WITH TABLES
Tables contain a lot of information. Table heads include titles of individual columns. By clicking these titles, you
can change the order of rows.
Image 26
The column that determines the order of table rows is denoted by the arrow symbol (1). This symbol also
indicates the ascending and/or descending order, which can, again, be changed by clicking the row title.
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Image 27
If the size of tables is too big to fit into one screen, it may be divided into more pages. You can select the
desired page using arrows (2).
Image 28
If the table has more than ten pages, the drop-down list is replaced with a text field (3) where you can write
down directly the page number. The total number of table pages is shown in the text behind the slash (5). After
you write down number of page, press [enter] or use the button (4).
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8 USER MANAGEMENT AND ACCESS CONTROL
A crucial part of SafeQ is the user management subsystem - the UserManager. As mentioned in chapter zero on
page nine, there are two commonly used UserManagers: the DefaultUserManager, which stores all information
in the main database of SafeQ and does not connect to any other data source, and the LDAPUserManager,
which builds on the former but adds an LDAP connection capability, enabling the use of existing user
directories in Active Directory, eDirectory, Lotus Domino and any other LDAP-compatible directory.
This chapter describes the DefaultUserManager and additional options of the LDAPUserManager. Any other
UserManagers are the matter of individual customization and are not included in the general documentation.
8.1 ACCESS CONTROL
To provide A flexible authorization solution, SafeQ offers two layers (or more) of security privileges.
Privileges are used to provide means of access control for SafeQ web interface modules and for devices.
Fine grained privileges are assigned straight to the user. A higher level of roles will group these privileges
together for easier administration. You can define even more layers of privileges if you desire.
It is possible to assign a specific user to a particular role. Such user then has all privileges associated with that
role. You can also make users members of multiple roles. You can configure what specific privileges belonged
to each role. Furthermore, it is possible to give users one or more specific privileges in addition to those
granted by their role(s). For practical reasons, is not recommended to associate too many privileges directly
with one user.
• Every user is assigned with the system role “everyone” by default and unchangeably. However, it is
possible to make users members of other multiple roles. If you assign a user to a particular role, this
user has all privileges associated with that role.
• A system manager can grant and revoke specific privileges from each role. Accounting parameters
cannot be set to roles. For this purpose, there are “cost centers” available.
For more information, please refer to chapter 8.7.
8.2 ACCOUNTING
While users are grouped into roles for the purpose of access control, they are also grouped into cost centers for
accounting purposes. While the number of roles for users is not limited (always at least one – the role
“everyone”), each user is a member of exactly one cost center that typically indicates the accounting centre,
which the user belongs to. The two groupings are distinct and orthogonal.
For cost centers no access rights may be set. By default, new user is always assigned to a virtual cost center
signed with number 0.
For more information on accounting, please see chapter 14.1 on page 104.
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8.3 USERS
You can set groups of users to work with the system and its various modules.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> USERS -> USERS LIST
Image 29
WARNING:
The architecture of the system core enables using the users database also from other sources - typically LDAP
systems (1), such as Novel eDirectory (NDS) and MS Windows Active Directory, and a number of other
specialized company data sources. In these cases, the information here may not be entirely true. Information on
the specifications of particular implementations should be part of the SafeQ system installation.
• You can add a new user into the system by clicking the [add] tab (2).
• You can edit user data by clicking icon (4) in the user record in the Users list.
• By clicking the icon (3) you can edit user privileges (refer to chapter 8.7) or delete a user (5).
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8.3.1 SEARCHING IN USER LIST
The list of users offers search features for specific records in the list.
To reduce the number of irrelevant records, you can use various filters:
Image 30
1 Start with substring You can select all users who have a login, name or surname (2) starting with the
given substring (1).
3 Assign with role You can select from the list the role to be assigned to the user.
4 Assign with cost
center
You can select from the list the cost center to be assigned to the user.
5
Settings of column
display
When clicking on the icon (5), a list of columns will appear. This list can be shown
in the list of users (see Image 30). By checking the selected columns and saving
the settings by the [save settings] command, the column display settings are
completed and the current display changed.
Image 31
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8.3.2 USER EDIT
Image 32
Login
The unique login name unambiguously identifies the user in the system. It is
designated primarily for access to the web interface as well as identification of print
jobs. Best is when it is identical with the standard user login name in the company
network.
Name and
surname
User name and surname.
Password The password is stored as a hash. It is impossible to retrieve clear text. If the user
forgets the password, a new one must be generated.
ID cards
numbers
List of user ID card numbers and PINs. The user can have one or more identification
cards. ID cards and PINs are used as means of authentication of the user at the SafeQ
terminal.
Email (optional) Email is designated for sending information from SafeQ to users.
Cost center Number which identifies the cost center which the user belongs to. Each user has to
be assigned to exactly one cost center.
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8.3.3 ADDITIONAL SETTINGS
SafeQ module-specific settings.
Image 33
For better understanding of following text, please refer to the information on accounting in SafeQ in chapter
9.1.1.4.
Use credit
If this option is enabled, the user has access to printing only if the credit on his virtual
account is sufficient for the number of requested prints or copies. In the case that the
credit is not sufficient, the action (print/copying) will not be permitted. Before every print
operation the action credit worth is blocked on the virtual account. The amount is
subtracted in the case of a successful print operation; in the case of an unsuccessful
operation the amount is unblocked. If this option is disabled the prints are not restricted
for the user (with the exception of the respective queues access).
Allow negative
credit
If this option is enabled the user can print and copy even if the credit for the operation is
not sufficient. However, the accounted amount will be subtracted from the account.
Minimal credit Minimal credit necessary to have at account before copying.
VAT
If option “According to device” is selected than VAT is taken as it is set for each device. It is
possible to select VAT individually for this user. In case you fill here some fixed number,
VAT setting for device will be ignored and this VAT value will be used for all jobs of this
user.
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Printing and
copying
accounting
type
If option “According to device” is selected the price for the print operation will be
dependable on the respective device setting. If option „According to user” is chosen dialog
appear there is possible to select accounting data individually for this user - this fixed price
will be charged to a user with every printer or copier. User settings have higher value than
printer settings.
Percentage
change
Percentage of overall printing or copying costs that will be charged to the user. One
hundred percent is set by default.
Time limit for
copying
This value defines the idle time limit after which the user is logged off from the system
automatically. This value is set at the terminal for cases when a user forgets to log out and
another user cannot login. This option also helps to prevent abuse of user accounts.
Delete jobs These jobs will be preserved, saved or deleted after printing.
Cost center
numbers
It is possible user can account his printing or copying to another cost center he belongs to.
Enter the list of cost centers here where the user can be accounted (besides his/her own
ones).
NOTE:
This information is set for all cost centers as well. User accounting settings are usually the same for all cost
centers and it is possible to take over the settings from the user cost center and there is no need to fill in this
table for each user separately. If you need, for any reason, to set different data for this particular user, do not
forget to select the option (1). The information taken over from the cost center will be replaced.
8.3.4 USER ROLES
List of roles assigned to the user within the system.
Image 34
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8.3.5 ALIASES
Aliases are alternative login names. They are useful, for instance, when users print to SafeQ from different
systems where their login names are not identical – e.g. a Windows domain and/or SAP installation. You can
use aliases to teach SafeQ understand that two (or more) different login names identify the same user.
Image 35
NOTE:
When you have filled in all information required about the user, do not forget to save it by clicking the [save]
button.
WARNING:
If the system announces the error “the user cannot be saved”, this often means that the user login conflicts with
some existing login in the system.
8.4 ROLES
Roles usually correspond to the responsibilities in an organization: for example, you may have the role of a
printer administrator, cashier etc. They are used for granting access rights. Roles are similar to groups in the
Active Directory (in fact, the AD groups can optionally be displayed in SafeQ as roles). Each role has a name and
description.
There is one default role always defined in SafeQ: it is the role “everyone”. This role cannot be removed and
every user in SafeQ always has it.
The number of roles that users may have is not limited.
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� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> USERS -> ROLES LIST
Image 36
It is possible to add a new role (1), edit existing role attributes (2), privileges (3) and/or delete roles (4). To learn
more about setting of privileges to roles, please see chapter 8.7.
8.5 COST CENTERS (DEPARTMENTS)
Cost centers usually correspond to the departments in an organization. A cost center is a unit of accounting.
Each user is a member of exactly one cost center. By default, new users are always assigned to a virtual cost
center signed with number 0.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> USERS -> COST CENTERS
Image 37
Each cost center in SafeQ has the following properties:
• cost center number (1),
• cost center name (2),
• SafeQ module-specific settings.
It is possible to add new centres (3), edit existing centre attributes (4) and delete centres (5).
You can work with a single cost center in the same way as you work with multiple cost centers together. Using
the checkbox (6), you can select which jobs you would like to work with. If you want to work with all jobs in the
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current list, use the checkbox on the top of the list (if the table has more pages then only those items on this
single page are selected).
Now you can click the [Batch edit cost centers] button (7) at the bottom of the list to select the desired task.
8.6 SAFEQ MODULE-SPECIFIC SETTINGS
NOTE:
For better understanding of the text below, please refer to the information on accounting in SafeQ in chapter
14.1 on page 104.
Image 38
Use credit
If this option is enabled, the user has access to printing only if the credit on his/her
virtual account is sufficient for the number of requested prints and/or copies. If the
credit is not sufficient, the action (print/copying) will not be permitted. Before every
print operation, the action worth the credit is blocked on the virtual account. The
amount is then subtracted if the print operation has been successful; with unsuccessful
operations, the amount is unblocked. If this option is disabled, the prints are not
restricted for the user (with the exception of the respective queues access).
Allow negative
credit
If this option is enabled, the user can print and copy even if the credit for the operation
is not sufficient. However, the accounted amount will be subtracted from the account.
Minimal credit Minimum credit that must be on the account before copying.
VAT
If the “According to device” option is selected, then VAT is taken as it is set for each
device. Users can select VAT on individual basis, too, if they specify a fixed number here,
The VAT settings for the device will be ignored and the VAT amount will be used for all
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jobs of this user.
Printing and
copying
accounting
type
If the “According to device” option is selected, the price for the print operation will
depend on the respective device settings. If the “According to user” option is selected, a
dialog appears where it is possible to select accounting data individually for the user -
this fixed amount will be charged to the user with every printer or copier. User settings
have higher value than printer settings.
Percentual
change
Percentage of overall printing or copying costs which will be charged to the user. One
hundred percent is set by default.
Time limit for
copying
This value defines the idle time limit after which the user is logged off from the system
automatically. This value is set at the terminal for cases when a user forgets to log out
and another user cannot login. This option also helps to prevent abuse of user accounts.
Delete jobs Job may be preserved, saved or deleted after printing.
Set as default This data will be set for all cost center members, i.e. even for members who already
have some accounting data set.
8.7 ACCESS CONTROL
There are many different actions that users may be granted access to: user can manage users, manage printers,
manipulate credit (for each printer and copier), use the respective functions for each cash register, have access
to it etc. Rights may be granted both to roles and individual users. In the User list and Roles list you will find the
icon for user rights editing.
There are five levels for the precedence of access rights listed in order of decreasing priority:
• access that is set individually to the user
• access restrictions on the roles that the user has, except for role “everyone”
• access permissions of the roles that the user has, except for role “everyone”
• rights granted to the “everyone” role
• no rights (access denied) by default
In other words, rights that you define for a particular user take precedence over rights defined for any role of
the user. For actions that are not explicitly allowed or explicitly denied for the user (i.e. they have a blank
outline symbol), the right is determined by (“inherited from”) the roles of the particular user. If there is a
conflict between the rights of different roles of a user, then disabled settings have precedence, and all other
roles have precedence over the “everyone” role. If access to any action is not defined by the settings for the
user and/or any roles he or she has, it is denied.
Setting of privileges to various roles, users or cost centers using SafeQ web interface proceeds in two steps.
• Granting or revoking of the right to access individual modules.
• Granting or revoking of access rights within a particular module.
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8.7.1 GRANTING OF ACCESS TO PARTICULAR MODULES
Image 39
Select modules which users and/or groups are allowed to use in the respective checkbox in the first column of
the list.
The second column of the list shows the inherited privileges.
Do not forget to push the [Save] button to confirm the settings.
8.7.2 GRANTING OF ACCESS WITHIN PARTICULAR MODULES
Image 40
Rights may be granted to roles and particular users. For every action, there are three possible states of access
right:
• access allowed (represented by a green “tick” mark on the web interface (3) )
• access disallowed (represented by a red cross (2) )
• access inherited (represented by a blank tick or cross (4) )
Process for settings of privileges:
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• Grant or revoke privileges for each action individually in the respective checkbox and/or grant or
revoke all privileges for the selected module using the checkbox at the top of the list (1).
• Do not forget to push the [Save] (5) button to confirm the settings.
8.8 LDAP USER MANAGER
The LDAPUserManager has all the features of the DefaultUserManager and thus allows you to store user
information in the SafeQ's database. Furthermore, it is able to connect to one or more LDAP servers using the
LDAP protocol and access the user information there. LDAP is a standard Internet protocol – for specification
see RFC 3377 at http://www.ietf.org/rfc/rfc3377.txt. LDAP is implemented by most major directory-type
products, such as the Microsoft's Active Directory, Novell's eDirectory, Lotus's Domino and, of course,
OpenLDAP in many Linux distributions. While there are many differences between implementations, the
LDAPUserManager in SafeQ has been successfully used to access all of the above mentioned directories and
should work with other software implementing the standard, too.
The LDAPUserManager can only work with existing users in the LDAP directory. You cannot create new users in
the directory using SafeQ. You can, however, still create users in the SafeQ database.
8.8.1 PREREQUISITES
To utilize the LDAPUserManager and connect SafeQ to your user directory, you need to know several details:
• The IP address of your LDAP server or servers; in case of Active Directory (AD), this is the Primary
Domain Controller (PDC) or a Backup Domain Controller (BDC). If the LDAP server uses a non-default
TCP port, then also the port number.
• If the LDAP server is configured as to require a secure (encrypted) connection to authenticate users,
then the PKI certificate of the LDAP service.
• The full login name and password of a valid user account that SafeQ will use for the LDAP connection.
Best is to create a user account exclusively for this purpose. Make sure that the account is not
configured as to require regular password changes – if it is, then apply a procedure to make the
changes in time and reflect them in the SafeQ configuration (see below).
The user account needs sufficient privileges to be able to search the directory and list all users,
containers and groups that should be visible in SafeQ. The attributes that SafeQ is configured to use
must enable the account to read them. Usually, this includes the login name, any other unique
identifier, the real name, email address, department name and/or number and the card number(s).
If the attribute with card numbers is writable by the user account, you will be able to manage card
numbers and PIN codes with the SafeQ WWW interface (this is optional). In fact, the card numbers can
be stored outside the LDAP directory, if configured so.
• In case of Active Directory, the name of the domain.
• The full name of the base container for user searches in the LDAP directory.
• The full name of the base container for group searches in the LDAP directory (if group mapping is to be
used).
• How users are sorted into departments: Are departments represented by containers (Organizational
Units) in the directory and users stored in these containers or are the user department names and
numbers stored in an attribute of each user? What is the name of this attribute? Does it contain
names or numbers?
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8.8.2 CONFIGURATION
The LDAP connection can be configured during the SafeQ installation or later by editing certain configuration
files. To be more specific, the C:\SafeQ\conf\yBox.conf file (assuming the default installation location)
should contain the following lines:
userMgr = lib.user.ldap.LDAPUserManagerImp
userMgrConf = C:/SafeQ/conf/UMgr-LDAP.conf
The default value of the userMgr configuration directive is lib.user.DefaultUserManagerImp. The
other line contains the full path and file name of a configuration file for the UserManager in use. Again, the
example assumes the default location – please adapt if necessary. The DefaultUserManager does not need any
configuration. For LDAPUserManager a sample configuration file is provided incl. useful comments.
8.9 CARD NUMBERS AND CARDMANAGERS
Every user in SafeQ can have any number (usually one) of assigned card numbers. Typically, these correspond
to the ID badges of employees with RFID and/or similar contactless identification chips. There are many
different standards of identification chips, most of which are, however, incompatible. SafeQ is able to work
with virtually any of them provided that the terminals are equipped with the right card scanners.
Instead of and/or besides cards, users may also use numeric PIN codes for authentication at SafeQ terminals,
except for SafeQ Lite terminals that do not have any means of entering the PIN code. This PIN code is treated
as a virtual card number: it is stored in the same place and managed in the same way. However, for security
reasons, a cryptographic hash of the PIN code is stored instead of the actual PIN, so that it is not easy, even for
an administrator, to find out the PIN of a user.
When interfacing SafeQ to an existing card system, the other system very often appears to read different card
numbers from those by SafeQ. In some cases, this is because it really reads a different number from a
customer-specific data block on the card, whereas SafeQ reads a generic chip ID. In this case, to match the two
systems, it is necessary to customize the SafeQ terminals, so that they read the same number. Please contact
your SafeQ vendor.
However, in most cases the difference will be simply in the interpretation or formatting of the data read from
the cards. Then, it is possible to make SafeQ use a conversion module that will transform the card numbers into
the format that matches the existing card system, thus making possible, for instance, the import of a user
database. The module that takes care of the conversion is called the “CardManager”. Some CardManager
samples are supplied with SafeQ.
The CardManager is a single Java application implementing the lib.user.cards.CardConversionI
interface. To use a particular CardManager, place its .class file into folder C:\SafeQ\conf\card-mgr
(there must be maximum one .class file) and restart the SafeQ service. Examples are provided in the
SOURCE sub-folder.
8.10 IMPORTING USERS, COST CENTERS AND CARD NUMBERS
Sometimes it is not possible or desirable to connect SafeQ to an LDAP server but still there is a database of
users that should work with SafeQ. While it is, of course, possible to simply enter all users manually into the
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SafeQ database using the SafeQ WWW interface, for a large number of users it is much more efficient to
prepare a CSV (Comma-Separated Values) file and import it into SafeQ in one batch operation. Such files may
be created, for example, by using MS Excel. The data must have a specific format, as described below.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> USERS -> DATA IMPORT
Image 41
For adding, updating or removing users:
100;add|del;login,alias,...;name;surname;card number;organisation unit number[;password]
NOTE:
If the password starts with "md5@@", it will be saved "as is" and will not be crypted.
(i.e. md5@@5ad014d0b392f684e92f72524431027f).
For adding or removing card numbers:
200;add|del|clear;login[;card number]
For adding, updating or removing cost centers:
300;add|del;cost center number[;cost center name]
The square brackets [] signify an optional part, while the "|" vertical bar means a choice between options.
For example, you might prepare a users.csv file and import it into SafeQ with the following content:
300;add;34;marketing
100;add;jsmith;John;Smith;7A2E3345;12;bigseCRet%64
100;add;mjones;Mark;Jones;PIN327659;34
200;del;pblack;327F5903
The aim of importing this file is to create a new cost center, create or update (if any) two new users (one of
them without a valid password) and/or remove a card number from an existing user.
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8.11 CHANGE OF PASSWORD AND PIN CODE
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> USERS -> CHANGE OF PASSWORD
Image 42
To change the password, you should:
• enter the new password in the field [New password],
• enter the password once more in the field [Password check],
• click the [Save] button.
NOTE:
The application confirms whether the change has been successful. Now you must use the new password for the
next login.
WARNING:
If you forget your password or if the password, as entered by you, does not work, please contact your system
administrator as soon as possible.
The application also enables changing the PIN used for authorization on the printing terminal. Click on the
[Generate new PIN code] button.
• A confirmation of the PIN change appears on the screen.
NOTE:
Do not forget the newly generated PIN. You must use it for the next authorization on the terminal. In addition to
the notification, the application also sends to your email address a confirmation email with the new PIN.
WARNING:
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Your PIN and password is confidential information that you should keep for yourself. If you suspect that your
PIN or password has been compromised, change it immediately and contact the system administrator.
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9 SETTING OF PRINTERS AND TERMINALS
9.1 WIZARDS
9.1.1 ADDING OF DEVICE WIZARD
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> QUEUES & PRINTERS -> WIZARDS -> ADD DEVICE WIZARD
9.1.1.1 STEP 1 – ADD DEVICE
Image 43
Device name Unique printer identification in the SafeQ system.
Description Short text description, e.g. number of office where the printer is located.
IP of the device For the network printer/MFP, it is the IP address of the device. For offline copiers the
0.0.0.0 address can be preserved. For local printers, the IP address of the station to
which the printer is connected should be entered.
Backend Protocol used for communication with the device (TCP/IP, LPR). Refer to chapter 4.1.
Port TCP port number of the printer to which backend will send data.
SNMP Community SNMP Community of the device.
Cost center Cost center to which the printer belongs.
Group of devices Group to which the device belongs.
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9.1.1.2 STEP 2 – SETTING OF DEVICE WIZZARDS
NOTE:
The SafeQ device driver is not a print driver, as is used e.g. in MS Windows. This driver defines the interface
between SafeQ and the device.
Image 44
Manufacturer list Selection of the device manufacturer from a list.
Device list List of supported drivers available (if you cannot find your printer driver, select a
similar device or contact your SafeQ vendor).
Auto detection Auto detection of the SafeQ device driver according to the IP address. If the auto
detection has not been successful, the driver is to be selected by hand from the list
of supported types.
9.1.1.3 STEP 3 – SUPPORTED LANGUAGES
Selection of supported print languages. The SafeQ system uses them to decide which job can be passed on for
printing and which has to be rejected due to incompatibility (e.g. color print is not allowed for black and white
printers). Some items in the list are pre-selected, according to the accounting driver selected in the step before.
NOTE:
These settings are designated for SafeQ only and are not directly connected with the device. For instance, if you
do not select the PostScript option, SafeQ will not allow the postscript document to be printed on this printer, no
matter if the printer can print postscript documents or not.
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Image 45
9.1.1.4 STEP 4 – ACCOUNTING
Before you start with this step, you must understand how accounting works in the SafeQ system. For more
information, please see chapter 14.1 on page 104. You can find even more details in the SafeQ Technical
Specification.
Image 46
FIXED COSTS
Cost per click Price for every printed page (if duplex print is used, one paper has two pages).
Paper cost (A4) Cost of blank sheet of paper (A4).
Paper cost (A3) Cost of blank sheet of paper (A3).
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Image 47
B/W print Price for toner consumption for one page (A4) black and white print.
B/W print A3 Price for toner consumption for one page (A3) black and white print.
Monocolor print Price for toner consumption for one page (A4) single-color print.
Color print Price for toner consumption for one page (A4) color print.
Color print A3 Price for toner consumption for one page (A3) color print.
Image 48
COPY
B/W copy Price for toner consumption for copying of one page (A4) black and white.
B/W copy A3 Price for toner consumption for copying of one page (A3) black and white.
Single-color copy Price for toner consumption for copying of one page (A4) single-color.
Color copy Price for toner consumption for copying of one page (A4) color.
Color copy A3 Price for toner consumption for copying of one page (A3) color.
Image 49
Online accounting Prints on this machine will be accounted online. Refer to chapter 14.1 on page 104.
Offline print
accounting
Prints on this machine will be accounted offline. Refer to chapter 14.1 on page 104.
Unlock printer
before print
For MFP only. SafeQ automatically unlocks the front panel of the device before
copying, but not before printing. If this option is selected, SafeQ unlocks the front
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panel also before printing.
VAT VAT assigned with the device.
Image 50
Value of coverage
If the percentage of toner/ink coverage is the same as selected, then 100% of the
amount will be accounted. Otherwise accounted amounts will be recounted according
to the coverage. See the description above.
Color prints If selected, color prints will be accounted based on the toner and/or ink coverage.
Black prints If selected, black prints will be accounted based on the toner and/or ink coverage.
Alert messages
encoding
Encoding in which printer statuses are saved and showed in SafeQ (refer to chapter 0
on page 73).
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9.1.1.5 STEP 5 – ASSIGN PRINT QUEUES WITH DEVICE
In this step you can assign the printer with a queue or terminal.
Secured print terminals are usually identified by their serial numbers. If the serial number is not available, you
can use the IP address of the terminal.
Image 51
9.1.1.6 STEP 6 – SETTING OF ACCESS RIGHTS FOR QUEUES
In this step the system manager can grant and revoke access rights to print queues from each role or user.
Image 52
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print Right to print.
copy Right to copy.
no limit.
For some queues the maximum number of pages for one task is set. If no limit right is
granted, this limited number of pages will be ignored.
no col. Right to print in color.
9.1.1.7 FINAL CONFIRMATION
After clicking the [save] button, the device is ready to print.
Image 53
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9.1.2 ADDING OF PRINTERS MANUALLY
This chapter describes how new devices shall be added incl. settings of drivers, users and user roles with the
permission to use the device.
9.1.2.1 DEVICE SETUP
Image 54
For description see chapter 9.1.1.1.
9.1.2.2 SETTINGS OF PROPERTIES
Image 55
For description see chapter 9.1.1.4
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9.1.2.3 EMULATION
Image 56
For description see chapter 9.1.1.3
9.1.3 ADDING OF MORE DEVICES WIZARD
You can create new templates to add more devices to the system at the same time You can also use
autodetection of devices on the network that are not in the system.
Image 57
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Select one of the options (1) and choose “next” (2).
Specific options are described in the text below:
• For templates see chapter 9.1.3.1.
• For manual adding of devices see chapter 9.1.3.2.
9.1.3.1 AUTODETECTING DEVICE
Defining and editing of templates for mass work with devices.
Image 58
Before continuing the wizard, you must choose the records and required task:
• To create a new template, press the "create new" button (1).
• To edit an existing template, check one of the templates and press the "edit selected" button.
• To delete templates, check one or several existing templates (2) and press “delete selected” (4).
• After choosing a task, the template job is to be continued by the “Next” (5) button.
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Image 59
• After entering the items, continue by the “Next>” button.
• An existing job queue or device in use (printer/copier) can be chosen.
Image 60
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The final dialog of the wizard summarizes items that have been entered. You can save the changes made here
using the “save” (1) button. To close the wizard without saving the changes, use the "Cancel" button. For
further editing you can return to the previous dialogs by the "<Back" (3) button.
9.1.3.2 ADDING OF MORE DEVICES MANUALLY
Image 61
Definition of items (1) is shown in the following table:
Device name Device name.
Device description Device description or location. This item is designated for a more accurate
identification of the device within an organization.
IP address The IP address of the device. The device is uniquely identified by its name and IP
address.
Template Selection from a list of defined templates, description of the administration of
templates; see chapter 9.1.3.1.
Button description:
Group of
devices
Includes a device into the group.
Add Adds a newly defined device into the list of newly added devices using this wizard.
After adding, you can define and add more devices.
Edit Inserts data about the devices into the edit boxes (1) and simultaneously removes
the devices from the list. Having finished your editing, the devices may be newly
added by the “Add” button.
Delete Deletes a device from the list of the Add device wizard.
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When you have modified the devices, continue by the "Next>” (2) button.
Image 62
The last dialog in the wizard summarizes all information on all newly added devices.
Newly created devices may be saved by pressing the “Save” (1) button. You can exit the wizard without saving
the newly created devices by using the "Cancel" button. You can also return to editing and adding of devices by
the “<Back” (3) button.
9.1.3.3 AUTODETECTING DEVICES
In this wizard, you can automatically locate and adjust the MicroServer and Local Monitors. There is also a
chart of the monitoring network architecture available incl. descriptions of particular components (Local
Monitor Client, uServer).
9.1.4 BRANCH MONITORING WIZARD
The wizard describes the way the Local Monitor and Microserver should be installed.
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Image 63
The Local Monitor application, its installation and settings are described in detail in this document in chapter
15.
Also, the Microserver application, its installation and settings are described in detail in this document in
chapter 0.
9.2 LIST OF DEVICES
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> QUEUES & PRINTERS -> PRINTERS LIST
Each device to be accounted must configured in SafeQ. The picture shows a sample view of the list of devices.
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Image 64
For more detailed information on the device, click on its name (2):
Group To arrange the list better, devices can be divided into arbitrary groups (1) to make work
with them easier (for example, groups on individual floors etc.).
If you do not specify any other group, the device will be placed into the “Default” default.
IP of device As for local printers, the device IP represents in fact the IP address of the station, to which
the local IP is assigned. You will find more information on the administration of local
printers in next chapter.
Driver The SafeQ device driver is not the print driver, as is used e.g. in MS Windows. This driver
defines the interface between SafeQ and the device.
Backend Protocol used for communication with the device (TCP/IP, LPR). See chapter 4.1.
There are several icons in each row (3) of the printer list table to be used for work with each device shown in
the table. Some printers do not have all icons because some operations are disabled for them.
Edit device Edits device attributes. It can be done manually or using the same wizard as for
adding devices, see chapter 9.2.2
Remove device Removed devices are listed in deleted devices (6) and may be put back onto the
list of devices again.
Warning: A device may be removed only when it is not assigned to any queue!
Last 10 jobs Shows last ten print jobs.
Driver test Shows the dialogue for testing the device driver. All fields in the test must be
marked with "OK", otherwise the driver might not work properly (except for
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offline accounting where also the status "UNSUPPORTED" is allowed).
You can also reset print counters2 here.
In the same way as you can work with a single device, you can work with multiple devices together. Using the
checkbox (4), you can select jobs that you would like to work with. If you want to work with all jobs on the
page, use the checkbox at the top of the list (7).
Now you can select the desired job in the drop-down menu (8) at the bottom of the job list.
9.2.1 ADDING / EDITING OF NEW DEVICES
Image 65
The Add new device wizard can be opened by clicking the [add] button. The process of how the device is added
is described in chapter 9.1 on page 51.
9.2.2 DEVICE GROUPS
To arrange the list better, devices can be divided into groups, e.g. based on the printer location.
Image 66
If you do not specify any other group, the device will be placed into the “Default” group. This group is created
by the system and cannot be deleted.
For work with groups, use icons (2). You can work with a singe group or with several groups together (1).
2 SafeQ keeps print records with each device. It helps the system recognize immediately what jobs have been printed and
with what device, without using the SafeQ system. In some cases (e.g. you will change one device to another) you must
reset the counters. Refer to chapter 9.1.1.4 on page 122.
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Rename Changes the name of the group of devices.
Remove Removes the group.
Warning:
You can delete empty groups only.
Add Adds a new group of devices.
Select empty Using this button, all empty groups will be selected.
Hide empty This button makes all empty groups in the list invisible.
9.2.3 ADDING OF MORE DEVICES
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> QUEUES & PRINTERS -> WIZARDS -> ADD MORE DEVICE WIZARD
Image 67
You can use autodetection for printer identification in the system. The system will show the list of devices. You
can add devices to the system manually or use templates to add more devices.
For a large number of printers with similar attributes, it is efficient to use predefined templates for adding
printers.
Step 1: Predefine a template (1).
If you would like to add more devices with similar attributes, you can, using this wizard, create templates
containing the data that occurs repeatedly.
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Step 2: Add more devices (2).
Image 68
Now you can add several new devices one by one. You need to fill in only the essential details (e.g. device
name, description and IP address). The rest of the information contains templates. When the data has been
entered for one device, click on the “green plus” icon. The device will be added to the list and you can add a
new one.
Image 69
On the next screen you can check if all data is correct and save all devices by clicking on the [save] button.
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9.3 PRINT QUEUES
Print queues are one of the basic elements of the SafeQ functionality. They are used for the job placement and
assessment how the particular job should be processed. SafeQ receives jobs for a selected job queue, not for a
specific device. In most cases, the queue constitutes the link between the terminal and printer and/or with the
printer by a direct queue name. The device and the print queue linking is done by the SafeQ administration
with the following rule: one queue contains only one printer (with the exception of clustered queues) but the
printer may be assigned to more then one print queues.
9.3.1 SECURED (DEFERRED) PRINT
Secured print is at the forefront of SafeQ functionality. SafeQ receives a job and, unless specified otherwise,
stores it in the spooler. The job is saved there until a user asks to print this job. The user is identified at the
terminal and a list of his/her jobs saved in the spooler is displayed (with Lite Terminal all jobs are processed for
printing immediately upon authorization).
The compatibility of printing languages is defined for every printer and only jobs compatible with the printer
are printed. Incompatible jobs are denied by the printer with the “Incompatible job” acknowledgement.
The SafeQ administration interface offers several types of secured queues:
• Normal secured queue – is a link between the terminal and copier. Single or batch accounting may be
chosen in the secured queue properties as well as in the queue deletion option upon successful
printing (private queue). This option also allows to set the maximum size of jobs (number of pages)
that can be printed on a device. A notification email is sent to the user in case the maximum size of
the job is exceeded.
• Access rights may be defined for this type of queue. The rights include: what user (and/or role) has
access to the queue, who is denied the right to use color print and who has no limit on the number of
pages per print job.
• Shared queue – is an extended secured queue. It allows access to selected documents for more users
at one time in accordance with their user rights. All jobs that have been sent to the shared queue are
automatically available to all users with the rights to access the queue.
• Standalone secured queue – is a secured queue with a limited follow-me function for the selected
group of printers/terminals. If the queue name is identical with the name of a particular secured
queue defined at the workstation (SafeQ port or LPR port), the follow-me function is restricted
entirely and it you will be able to print the job only at one terminal.
• If the queue name at the workstation is defined in form of a “substring”, the follow-me function (see
chapter 3) will be restricted for all the queues starting with this substring.
• Secured queue with more printers – is literally a clustered queue. It is a (terminal) secured queue
with more than one assigned printer. The jobs are automatically sorted in accordance with the
compatible language, colored jobs are printed only at color printers, and black and white jobs are
processed at the printer according to the workload.
9.3.2 DIRECT PRINT
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Direct print is the closest to traditional network printing from the point of view of users. The SafeQ system
defines the direct print queue linking name – printer. If the queue name is identical with the name of a
particular secured queue defined at workstations (SafeQ port or LPR port) and the user has sufficient rights to
print, the job is sent to the printer assigned to this job, and, if possible, is printed and accounted immediately.
9.4 LIST OF QUEUES & TERMINALS
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> QUEUES & PRINTERS -> QUEUES & TERMINALS
Image 70
The picture shows a sample view of the queue list.
• You can select what kind of queue you would like to see (1). Following is shown for each queue:
queue name, device name, IP address and/or ID of queue and driver.
• For each queue there are two rows in the table. The first (4) contains information on the queue and
the second one (5) on the devices assigned to the queue.
• There are several icons in each row (3) of the table to work with particular queues in the table and
with devices assigned to them.
Two icons are available for the queues:
Edit queue Edits queue attributes.
Remove queue Removes queues from the list.
The same icons are placed in the rows designated for assigned devices:
Edit device Edits device assigned to a queue.
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Remove device Cancels device assignment to a queue. The device will not be removed from the
list of printers.
In the same way as you can work with a single queue, you can work with multiple queues together. Using the
checkbox (7), you can select that jobs you want to work with. If you would like to work with all jobs on the page
with the table, use the checkbox on the top of the list (6).
Now you can select the desired task in the drop-down menu at the bottom of the queue list.
An Add new queue wizard can be opened by clicking the [add] button (8). The new queue will be of that type as
currently selected in the list.
Image 71
More interesting options:
Name Unique name of queue. It is important that the queue name includes ONLY characters
a-z,A-Z,0-9,_,.,
This is based primarily on the requirements of the Windows system and LPR protocol
that does not allow using queue names with different characters.
SN/IP For Secured print terminal or Copy terminal, you must fill in its identifier. This is usually
the serial number of the terminal or it can be the IP address of the terminal.
Group The same as with printers, queues can also be divided into groups.
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Limit You can set the maximum number of pages for one print task.
Delete jobs after
printing
If this option is selected, the queue will be a so-called “private queue”. After printing,
each job will be physically deleted from the server hard disk for privacy protection.
Batch accounting See chapter 14.1.2 on page 106.
Batch accounting is an extension to standard online print accounting and makes use of
the online charged printers faster and more efficient.
Standalone queue Refer to chapter 9.3.
Standalone secure queues are called “bw-secure”, “bw-secure2” etc.
You can create a secured queue, create secured queues and copy queues or create a secured queue, copy and
direct queues together (1).
9.5 ACCESS RIGHTS SETTINGS
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> QUEUES AND PRINTERS -> ACCESS RIGHTS
SAFEQ -> QUEUES AND PRINTERS -> QUEUES & TERMINALS -> ACCESS EDIT
The system administrator can define access authorization for printing in various queues.
Image 72
Types of rights for queues:
Print Right to print.
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Copy Right to copy.
no limit. Some queues have set the maximum number of pages for one task. If the “no limit” right
is granted, this page limit will be ignored.
no col. Right to print in color.
9.5.1 USER RIGHTS SETTING PROCESS
• Step 1:
Select the type of queue that you want to set.
• Step 2:
By clicking on “select user”, you open the dialogue showing the list of centers, roles and users. Click on
the item for which you want to set the rights.
• Step 3 (image above):
Find the queue in the list and, using the checkbox, set the rights for the group of users selected in the
previous point.
NOTE:
In some cases, you will see that some rights are pre-selected (icons with lighter colors). These are access rights
inherited from a high- level group.
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9.6 PRINTER STATUS MONITORING
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> QUEUES AND PRINTERS -> PRINTER STATUS
Image 73
Here you find the list of all printers aggregate into groups. You can see the status of each printer (1) and the
date of last check.
The status of a device is, by default, checked every 10 minutes and every time when a task is done at the device
(printing, copying etc.). The window is refreshed every 30 seconds.
You can also define triggers that will send an email to selected addresses every time when the device gains a
status that has been selected for it.
The status of devices cannot be described because there are differences between devices and their types and
also due to localization. For the List where the device status is shown please contact the supplier of your
device.
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Image 74
If you would like to change the time period for device checks, you can do so in the configuration file.
Device status Status that should be checked (empty tray…).
Email address Email address where emails are sent.
Name By checking in the list (2), you can select devices assigned to this trigger.
Image 75
Triggers defined for each device can be observed by clicking the [Yes] in the [Email?] column (1) in the table. A
window with trigger details will appear and the triggers can be deleted (2).
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10 CLIENT SETUP
Prior to configuring printers, please add queues and devices to the SafeQ system and make sure that you
understand how queues in safeQ work (chapter 9). On the client workstation, configure the printer just as you
normally would. However, the printing port also uses a Standard TCP/IP Port built into Windows 2000 or SafeQ
Port.
The SafeQ port must be used in these cases:
• More users use one login name – the SafeQ port supports advanced user authentication and
authorization, so it is still possible to account tasks properly.
• SafeQ cluster (refer to chapter 0 on page 9) – the SafeQ port supports automatic directing of jobs to
several SafeQ servers in the print cluster.
• Project accounting – the SafeQ port enables account tasks for projects (refer to chapter 0 on page 100
and the text bellow).
• SafeQ fax server – refer to the SafeQ Fax Server Guide.
If you use the standard TCP/IP port, please follow chapter 10.3 on page 81. If you prefer the SafeQ port, see
chapter 10.1 on page 76 and continue with chapter 10.2 on page 79.
For secure printing you can configure only one printer on the client workstation and use it for all printers in the
network with compatible drivers.
For direct printing printers must be added for each device that you want to use for direct printing. If you want
to use one device for direct and secure printing together, you have to add two printers. In this case, configure
one of them to use a direct queue and the other one to use a secured queue.
10.1 SAFEQ PORT INSTALLATION
NOTE:
The SafeQ port is placed in folder <safeq_dir>support/safeqport.
10.1.1 STEP 1 – CONFIGURATION
It is desirable to fill in the SafeQ.ini configuration file before installation. If you do so, you will not need to
configure the port later in the Windows system.
NOTE:
You can do the settings during installation, too.
In one config file you can configure more than one port – in you do so, more different SafeQ ports will be created.
Edit the text file and save it (particular items of this file are described in the tables bellow).
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The SafeQ.ini file (settings of one SafeQ port) includes:
[1]
Description=[ secured port ]
ServerIP=147.251.222.113
ServerIP2=test1
ServerIP3=test2
ServerPort=9100
Queue=secure
AuthType=4
AuthText=
ComPort=COM1
Projects=0
LoadBalancing=1
RefreshIPList=0
Compression=0
FaxServer=1
LogToFile=1
AssignPrinter=OKI B8300 PPD
AssignPrinter2=OKI B8300 PS
Encryption=1
DefaultProjectID=1
Description Safe Q port description, “Secured Port” by default.
� ServerIP IP address of the SafeQ server.
ServerIP2 IP address of the second SafeQ server (if using the SafeQ cluster – refer to chapter
0 on page 9).
ServerIP3 IP address of the third SafeQ server (if using the SafeQ cluster – refer to chapter 0
on page 9).
ServerPort Port of the SafeQ server, 9100 by default.
Queue Name of queue on the server, “secure” by default. If “secure” is selected, the
tasks will be added to the secure queue in the system. If you would like this port
to send tasks to a direct queue, you must enter the exact name of the queue, as
defined in SafeQ.
AuthType Type of authorization, “1” by default.
See the table bellow.
AuthText This option is relevant only for AuthType=3. If you enter a user login here, all tasks
printed using this port will be accounted to this user.
ComPort This option is relevant only for AuthType=7. You should enter here the name of
the COM port on which the card reader is connected.
Projects If selected, project accounting will be used (refer to chapter 0 on page 100 ). This
means that before task is sent to the printer, the user will be asked to select the
project that the task will be accounted to. It is switched of by default (0).
Billing of projects can also be set when configuring the Windows port.
LoadBalancing This option is relevant only if a SafeQ cluster is used. LoadBalancing is switched on
by default (LoadBalancing = 1), which means that a task is always sent to the least
loaded server. If load balancing is switched off (LoadBalancing = 0), then SafeQ
sends tasks always to the first SafeQ server (server with that IP address as entered
in this file as ServerIP). If this server is not accessible, the task is sent to the
second SafeS server (with ServerIP2 IP address) and the process continues in the
same way.
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Compression The task will be compressed before it is sent to the SafeQ server.
It is switched off (Compression = 0) by default. Compression can save up to 60
percent of the data transferred within the job.
RefreshIPList If this option is selected, you must enter the IP address of the first server in the
SafeQ cluster only. Other servers will be entered automatically by the system.
Note: It is safer and therefore recommended to enter the IP addresses manually,
if possible. It is switched off (RefreshIPList = 0) by default.
FaxServer If switched on (FaxServer = 1), the printer connected to the SafeQ port will be
used for faxing only. It is switched off (FaxServer = 0) by default.
LogToFile
If switched on (LogToFile = 1), a SQPort.log log file is created and contains
information on the port. It is placed in the Windows directory.
It is switched off (LogToFile = 0) by default.
AssignPrinter By specifying this value, you can assign this port to a defined printer.
Encryption
When entering the value Encryption = 1, all communication between the client
and the SafeQ server will be encrypted.
NOTE:
The � sign signals that entering the item is compulsory.
1 User login The user logged into Windows and/or user under which the printer is
connected (i.e. the domain user).
2 Computer name An IP address.
3 User defined text A permanently set user name or another identification string.
4 Dialog with password With a secured login, the dialog of the user is authorized securely by
his/her name and password (via SSL encryption).
5 Novell user login The user is logged into the Novell network (the version is for Novell
clients only).
6 Novell user with context Along with the user, also the user context is being sent in the Novell
network. This is for a closer identification of the user.
7 Card on Com port A Card reader – a serial or USB port reader.
8 Dialog without password A login dialog (user name and settings – secured authorization), login
without password.
9 Keyboard reader A Card reader – a serial or USB port reader.
10.1.2 STEP 2 – INSTALLATION
SafeQ port is installed by running the install.exe file.
If the installation has been successful, you can find ports that you have created in the list of ports in the Add
printer wizard in Windows. If you kept the default SafeQ settings, you should find two new ports in the list:
“SafeQ001” and “SafeQ002”.
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10.2 ADDING OF PRINTERS USING STANDARD SAFEQ PORT
Image 76
On the client workstation, configure the printer just as you normally would (1).
Image 77
However, you must select as the printing port your SafeQ port (2), as you have installed it according to chapter
10.1 on page 76.
Now continue in the usual way.
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If you have already preconfigured the SafeQ port, you need not do anything. Otherwise, you should configure
the port.
In Windows: Printers and faxes.
• Select your printer and choose Properties -> Ports.
• Select your Safeq port:
Image 78
Clicking the [Find] (1) button, the system will find all queues existing in SafeQ (2). You should select one of
them. Now this printer will send tasks to this queue.
Other settings description is equivalent to settings done by the SafeQ configuration file described in chapter
10.1.1 on page 76.
NOTE :
Check if the primary IP address is the same as the address of your safeQ server!
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10.3 ADDING OF PRINTERS USING STANDARD TCP/IP PORT
Image 79
On the client workstation, configure the printer just as you normally would (1).
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Image 80
Image 81
However, you must use as the printing port the Standard TCP/IP Port (2), which is built into Windows 2000 and
later versions. Configure this port to use the LPR protocol (6) and specify the IP address of the SafeQ server
instead of the IP address of the printer (3).
Image 82
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Now you need to set up the port (5).
Image 83
Settings of the communication protocol (6). More settings will get accessible based on the protocol selected.
For RAW protocol you can set the port. The default settings are 9100.
For LPR the LPR settings are:
• If you would like to use this printer for direct printing as a queue name (8), you need to fill in the exact
name of the direct queue conneted with the right device, as defined in the SafeQ system (refer to
chapter 9.4 on page 70).
• If you would like to use this printer for secured printing, you can enter any name different from the
existing non-secured queue. (If the job is directed to an unknown queue, it is added to the secure
queue. In fact, there is only one secure queue in the system. All other names of secure queues act only
as names for the printer-terminal relation.)
Press OK, close the window and the Add new printer wizard will close.
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11 MANAGING PRINT JOBS
The SafeQ system allows displaying of detailed reports on all reprographic jobs processed by SafeQ.
For each event where “print” (and/or “print” and “copy”) is shown, this means the print, copy and/or other
property monitored (scan, fax etc.). Where “printed” is stated, this means printed, copied and/or to the
creation of any other reprographic output that the system monitors.
Every printer, copier, multifunction and/or reprographic device (plotter, fax, scanner etc.) is understood as a
printer for the statistic analysis purposes.
11.1 JOB LIST USING WEB INTERFACE
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> JOB LIST
Image 84
The job list allows the displaying of all finished / processed jobs and restricts them in accordance with the user,
branch and/or job status. The job can have one of the following statuses:
• Printing – the job is currently sent to the printer or is being printed. Detailed information on the job
process can be displayed. Typically, the job is in the state of sending data, waiting for print start,
waiting for print completion and waiting for accounting. For more information, please refer to the
online and offline print accounting description in chapter 8.3.
• Queued – the job will be printed when previous jobs have been printed or it will wait for any other
printer to gain the “ready” status. This status means that the job is ready to be delivered to a printer.
• Accepted – the job was accepted by the spooler and has been added to the secured queue.
• Printed – the job was successfully delivered to the printer and accounted. This status does not,
however, mean that the job was successfully printed at the printer due to a number of factors outside
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of the SafeQ system. This status means that SafeQ has done all steps necessary for printing and
accounting of the job and that all these steps and requirements have been met.
• Local print - the print is registered via local monitoring.
• Branch monitoring – anonymous network printer monitoring via a SafeQ micro server.
• Copy – registered and accounted copy.
• Scan – registered and accounted scanned document.
• Fax – registered and accounted (incoming or outgoing) fax document.
• Re-queued – the job was queued for printing again.
• Cancelled – the job was aborted by a user (for instance, by clicking on the “delete” icon at the
terminal) or during server restart.
• Rejected – the printing was denied (due to insufficient credit or rights).
• Printer error – the printer does not receive jobs or an error has occurred during printing that SafeQ
cannot deal with (in most cases the exact reason for the error should be given).
• Spooler error – server spooler error (for instance, connection to the database failed or the job could
not be read from the hard drive).
• Security violation – the spooler detected an unauthorized job modification.
• Deleted – the job was deleted from the spooler and cannot be restored or worked with.
• Cash refund – the job was printed but the operating staff evaluated it as reclaimed at user request. If
user credit accounting is enabled, the amount accounted will be returned to the account in the credit
system.
• Batch job – the job is a part of a batch (see batch online accounting, chapter 9.1.1.4).
• Favorite job – selects all jobs that the user chose as his/her favorite jobs (see follow-me printing,
chapter 3 on page 9.).
• Invalid job – This status implies that the system has registered a print job run outside of SafeQ. Even
though this should not happen (but still, it happens due to the complexity of printing environments in
real conditions), SafeQ files such event, marks it and accounts it.
There are several icons in each row of the job list table designated for work with particular jobs in the table.
Jobs with certain statuses do not have all icons because some operations are disabled for them.
Image 85
You can display detailed information (icon (1) ) on each job.
Find more in chapter 11.1.1.
The icon of job cancellation ( ) is displayed next to the active jobs, e.g. they will be printed after user
authorization at a terminal. If the user cancels the job, he/she can re-queue it (by clicking the re-queue
icon) in the future.
The re-queue icon ( 2) shall reassign jobs into a queue. It appears only in jobs for which it makes some
sense, e.g. for states Cancelled, Printed etc.
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When clicking on this icon, a dialogue opens and the queue to which the job should be sent can be selected:
Image 86
The preview icon (3) shall speed up the view of jobs. If this option is not forbidden, the view of its first page
is created for each job after its acceptance, so the user has better orientation among jobs.
11.1.1 JOB INFORMATION
You can display detailed information (icon (1) ) on each job.
11.1.1.1 GENERAL
Image 87
Job name Name of print task.
Favorites? Favorite jobs remain on the server all the time to speed up access to the task and
make it easier.
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Assigned to queue Name of queue user who the task has been sent to.
Emulation Print language of the task, e.g. PCL, postscript etc.
Owner Job owner.
Current state State in which the task is in SafeQ (accepted, printed etc.).
Sender IP address of the device from which the job was sent to SafeQ.
Duplex Duplex task.
Number of pages Expected number of pages (in accordance with the job type and environment).
Project Project to which the task will be accounted.
11.1.1.2 JOB STATE
You can find information about the job state in the State table.
Image 88
11.1.1.3 HISTORY
A detailed job history may be displayed for each job – this means that all statuses that a job has gone through
including notes and clarifications.
Image 89
11.1.2 WORK WITH MULTIPLE JOBS
In the same way as you can work with a single job you can work with multiple jobs together.
Image 90
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Using the checkbox (1) you can select the jobs you would like to work with. If you would like to work with all
jobs on one page of the table, use the checkbox on the top of the list.
Now you can select the desired task in the drop-down menu (2) at the bottom of the job list:
• cancel : cancels the job printing process. These jobs can be renewed in future again.
• remove from spooler : the job has been physically deleted. This step is irreversible and the job cannot
be renewed.
• send to print : sends jobs for printing. A dialogue window opens and a queue can be selected.
NOTE:
The checkbox appears only with jobs to which one of the above mentioned options applies.
11.1.3 SEARCHING IN JOB LIST
The list of jobs offers features for the searching of specific records in the list.
To reduce the number of irrelevant records, you can use various filters:
1 User Selects only jobs owned by selected user.
2 Cost center Selects only jobs owned by members of selected cost center.
3 Date and time The date from and date to filter displays jobs printed in this interval that can be
refined by giving the precise time.
4 Filter Selects only jobs with a selected status (filter name “Filter”).
Image 91
Using filters, you can select only jobs with a desired status:
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Image 92
In the filter window you can set display parameters for the task list.
States
• By checking the “All” (1) box, all states (3) will be selected (checked).
• By checking the “To be printed” box (2), all states (3) will be selected (checked), which means that the
job is ready for print.
• The selection of states (3) can be modified by checking the particular states without regard to previous
selections.
Invalid Jobs
• By checking the “Invalid job” (4) box, invalid jobs that cannot be processed will also be included into
the list.
Queue – for tasks included in the queue selected from the list of queues (5). 3
Printer/copier - for tasks of a particular device selected from the list of devices (6). 4
NOTE:
The states are described in chapter 11.1- bookmark “statuses”.
3 the list can be displayed by the icon
4 the list can be displayed by the icon
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12 REPORTING
SafeQ supports numerous statistic outputs which provide the reporting of statistical information on the
amount of printing, copying, faxing, etc.
The availability of some outputs is limited by the printing environment. For instance, the paper size (A3, A4),
coloring and/or duplex5 usage cannot be discerned for local monitoring.
The exact list of properties supported for particular printers or copiers can be found in the SafeQ system HCL
(hardware compatibility list).
The data of monitored jobs is divided in two categories in SafeQ.
The operational data includes job lists, job history overviews and a detailed description of accounting of
particular jobs. The data is retained on the server for one month 6
. This restriction has no impact on the
statistic system outputs. The only exception is detailed reporting of all accounted items that are available only
for one previous month. Operational data is not shared among servers in a cluster7, which means that in the
event of a server malfunction its operational data may be lost.
Statistical data is generated on a regular basis every hour and listed in a table that is displayed later. The data
is used as input information for all other outputs. Statistical data is saved on all cluster servers (since it is
synchronized gradually, there may be statistical variance in the statistics for the last hour).
The smallest unit of resolution is one hour / user / costs center / printer / job type.
12.1 REPORTING TYPES
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> REPORITNG-> TOTAL OVERVIEW
A summary is always defined for a selected period of time. The last month is selected by default.
Image 93
5 duplex is a double-page printing mode
6 the organizational data is deleted after one month for optimization reasons; this time period can be extended
in the system configuration 7 the job list is replicated among all clustered servers and all other data is located on the base server
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12.1.1 REPORT TYPE – BASIC
An overall summary is always displayed for selected periods.
Image 94
With each type of job (1) you can see the amount of printed pages (2) and the total amount charged for these
jobs (3).
Image 95
A summary based on the filter selected by the user is displayed below.
There are several predefined reporting types (1) and you can define your own type (3). Predefined reporting
types are unchangeable, while your own overviews (2) may be changed.
12.1.1.1 PREDEFINED OVERVIEWS
• Base – basic overall summary.
• By printers - prints a summary for particular printers and copiers.
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Image 96
• Printers load – This reporting can help compare working load of devices.
It shows the average number of prints and copies at the respective devices for a selected period of
time. The accuracy of this statistics depends on the length of the time period for which the data has
been generated.
• By projects – a detailed summary of printouts and copies for individual projects is displayed.
• By server – for a cluster; shows the load balance of servers.
• By user - shows how much the user spent on printing in a given period.
12.1.1.2 CREATING OF YOUR OWN OVERVIEW
The SafeQ web interface offers selection of a data column, so that each user can define his/her own report
based on any combination of the data8 supported. The toner coverage, VAT and printing method
(simplex/duplex9) may be displayed with all this statistical information.
Image 97
To create reports using the web interface, first select the name of your report (1) and, from the list of available
data (2), select what you would like to be displayed in your report (3). When you click on the item in the list of
available columns (2), the item will be added to the list of selected columns (3). If you click the item in the list
of selected columns (3), it will be removed again. Using arrows, you can also change the order of columns in
this list.
8 This differs from the version and is limited to a maximum of ten data columns in one report.
9 The simplex / duplex discernment validity (single-/double-sided print) depends on the options of the
environment monitored.
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Image 98
In the [Enhanced options] section you can limit the selection only to certain users, cost centers, devices etc.
When clicking on the respective icon (1) in the list of possible limitations, a list of users/centers/ etc. opens and
you can select only the desired users/centers/etc.
Furthermore, you can include only non credit/credit operations in the selection (2).
As mentioned above, statistical data is generated every hour on a regular basis. If you need to see your up-to-
date data right now, press the [count up] button to recount overviews.
Image 99
Finally, do not forget to save the created report (1).
When you create a report, you can change the order of bookmarks of the overview, as shown bellow.
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12.1.2 REPORT TYPE - TOPS
Sets of print peak periods are displayed according to the parameters adjusted for the selected period.
Image 100
Choose a device category from the list (2):
• Devices
• Users
• Cost centers of users
• Servers
• Projects
• Groups of devices
• Cost centers of devices
Individual categories may be limited to selected records (devices, users, groups etc.). Use the add (4) icon to
add categories into the selection. If you want to display the list of selected records, use the “limit to...” (3) link.
By clicking on the "tops” link (1), the selected set will be displayed.
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Image 101
You can remove records from the list by the “Delete” button (1).
12.1.3 EXPORT OVERVIEW
All statistics can be displayed via the administration web interface and/or exported to .csv or .xml for
automated processing as well as to .xls for spreadsheet applications, such as Microsoft Excel and .html for
printing.
Image 102
12.2 AUTOMATIC OVERVIEWS DISTRIBUTION VIA EMAIL
The SafeQ system allows sending of all displayable overviews via email in periodic intervals.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> REPORTING -> AUTOMATIC REPORTS
Image 103
Button:
• Reports via Email (1).
• You can add new reports to the list (2), edit (3) and/or delete existing reports (4).
12.2.1 CREATING OF NEW REPORTS
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Image 104
Name Name of report.
Periodicity Says how often a report shall be created.
Send time Says what time a report shall be sent to selected email addresses.
Day of week/month Says on what day the report shall be sent.
Type of report Format (csv, xls, html, xml) of the file to be used for the distribution of statistical
information.
Email addresses List of email addresses where reports shall be sent.
Selected filters List of overviews (from predefined or user defined types of overviews). Proper
description will be attached to generated reports for every filter used.
The statistics can be sent in the following intervals:
• daily – defined time of the day, for the previous day
• weekly – defined day of the week, for the previous seven days
• monthly – defined day of the month, for a set period of 30 days and/or for the previous calendar
month
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12.3 AUTOMATED STATISTICS EXPORT TO FILES
The SafeQ system allows all displayable statistics to be saved to a file on the server hard drive (or connected
network disc) in periodic intervals.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> REPORTING -> AUTOMATIC REPORTS
Image 105
Button:
• Reports via file (1)
You can add new reports to the list (2), edit (4) or delete existing reports (5).
You cal also work with more reports together (3).
12.3.1 CREATING OF NEW REPORTS
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Image 106
Name Unique report identifier.
Periodicity Says how often a report should be created (daily, monthly, weekly, per month).
Send time Shows the time a report shall be sent to a file.
Day of week/month Shows the date on which a report shall be sent to a file.
File format Format (csv, xls, html, xml) of the file to be used for the distribution of statistics
information.
Overwrite file When a new report is generated, it can be saved as a new file or overwrite a file
with an older report.
Filename Filename without extension.
Path to file Path to the folder on the server hard drive where reports will be saved.
Filter One of predefined or user defined types of overviews.
Statistics can be sent to the file in the following intervals:
• daily – defined time of the day, for the previous day
• weekly – defined day of the week, for the previous seven days
• monthly – defined day of the month, for a set period of 30 days or for the previous calendar month
• per month – reports will be created the last day of the month but sent on a selected day
If the [overwrite file] option is not selected, a unique suffix will be added to the desired file name (it contains
the date of creation).
Image 107
12.4 TERMINAL ACCESS OVERVIEW
The SafeQ system offers simple overviews of all access to the SafeQ terminal. The summary is always defined
for a selected period of time. By default, it is the last month.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> REPORTING -> TERMINAL ACCESSES
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Image 108
1 Time period Desired time period for which the overview will be shown.
2 Terminal By moving the mouse pointer over the icon, the IP address and type of terminal
are shown.
3 Device Name of queue assigned with the terminal.
4 Firmware Version of terminal firmware.
5 User Name of user who accessed the terminal.
6 Card Number or pin Card number of the user. If a user uses a pin number for authorization, the word
“pin” will appear.
7 Date and time Date and time of access to the terminal.
12.5 FILE TYPES REPORT SETTINGS
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> REPORTING -> FILE TYPES
You can make overviews according to the type of document (MS Word etc..). There is a list of document types
available where you can add new types and/or edit existing ones.
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13 PROJECT ACCOUNTING
Project accounting may be used if you would like to account your prints not to users only but also to several
projects. It is useful to know how much printing and copying within a particular project costs your company.
WARNING:
Once project accounting is switched on, all printing and copying must be accounted to a specific project. If you
expect some prints in the system that cannot be accounted to any project, it is useful to create a special project,
e.g. "non-project-prints", for these prints.
13.1 SWITCHING ON PROJECT ACCOUNTING
To switch on project accounting, you must enable a project module.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> SYSTEM SETTINGS -> INTERFACE SETTINGS
Image 109
� CONFIGURATION FILE:
<SAFEQ_DIR>/CONF/MODULES-WEB/MOD-SMARTQ.CONF # allow project module?
allowProjects = true
Now restart all services. Prior to each printing or copying job using selected queues, the SafeQ system will ask
the user to select what project the printing and/or copying shall be accounted to.
13.1.1 PROJECT ACCOUNTING FOR COPIERS
To switch on project accounting for copying, you must do the following steps:
Step 1: open the following window in the web interface:
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> QUEUES&PRINTERS -> QUEUES&TERMINALS
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Step 2:
Choose type: Copy terminal
Step 3:
Select the queue for which you would like to switch on project accounting and click on the “edit queue” button.
Now the window below appears. Here you need to check [allow project accounting].
Image 110
13.2 PROJECT MODULE IN SAFEQ WEB INTERFACE
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> PROJECT LISTING
Here you should keep the list of your projects.
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Image 111
You can list all projects (6) or only projects assigned with a specific user or user group (7). You can search for a
specific project in the list (8) according to the project code and/or description.
You should select for each user what projects he/she can account to. First, select the user and/or group of
users (4), then check all projects this user will be allowed to account (5) and finally click on the “Add” icon.
Existing projects in the list can be edited (2) or deleted (3). New project can be added by clicking the [add] (1)
icon.
Following window appears:
Image 112
Enter the project code (1) according to your company rules and project description (2).
13.3 PRINT OVERVIEW ACCORDING TO PROJECTS
There is one predefined overview (for more details about overviews refer to chapter 0 on page 89) in SafeQ to
see the printing and copying amount sorted by projects.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> OVERVIEW
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Image 113
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14 CREDIT SUBSYSTEM
You can establish limitations for every user by giving them a limited credit that is accounted. The credit may be
one of the authorization procedures that validate the right of access to a device. The system also allows
installing another implementation of credit - other than SafeQ. The implementation of a credit system includes
the cash desk, printing of receipts, statements, account statements, inventory/stocktaking and other options.
14.1 ACCOUNTING METHODS
SafeQ supports two basic types of accounting – online and offline accounting.
For online accounting only the actual number of pages printed in accordance with the information provided
by the printer is accounted. Jobs that are cancelled during printing and/or due to a printer malfunction are
accounted only partially (only those pages that have been actually printed). SafeQ can track all properties for
which the printer returns the counter values. The job can be accounted as a duplex one even if the information
on the duplex print is not returned by the printer. SafeQ processes the received job and, if duplex printing is
detected, it automatically assumes that the job is printed in the duplex form. Duplex copy accounting is
possible only if the printer returns correct information (see HCL).
For offline accounting the job is parsed and, upon reception at the printer, the number of pages of the job is
accounted. For the offline copying accounting mode, information on the number of pages can be accessed via a
key-counter depending on the particular device and the SafeQ Terminal module.
SafeQ can account jobs not only according to the number of pages but also the toner coverage. Accounting of
toner coverage is based on jobs rendered in a certain resolution analysis for offline prints. The higher the
resolution, the more accurate the accounting will be. SafeQ differentiates between color and black coverage
for CMYK accounting.
• Printed area = percentage of points covered by all other colors but white.
• Coverage = counts the intensity of the color and/or black points.
• Based on all these values, the price of the job will be calculated.
• The price definition has several steps:
• For every sheet of paper (if duplex is detected) the price for the paper (A4 or A3 size) is added.
• Price is also added for every page printed.
If the toner coverage accounting is used, the price for every page printed is multiplied by the price for black
toner usage for pages printed in black-and-white and for color toner usage for color prints.
Finally, the price (in case of proper settings) is multiplied by the percentual cost (or branch) settings.
The average price for pages that have been printed is counted as the total price divided by the number of
pages printed.
The price may be different for different jobs.
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If the prices are defined as:
A4 size paper sheet = 0.20
Price for printed A4 size page = 0.80
Then the final prices are as follows:
1 page - A4 0.20 + 0.80 1.00/page = 1.00/job
2 pages - A4 2 x 0.20 + 2 x 0.80 1.00/page = 2.00/job
2 pages - A4 DUPLEX 0.20 + 2 x 0.80 0.90/page = 1.80/job
3 pages - A4 DUPLEX 2 x 0.20 + 3 x 0.80 0.93/page = 2.80/job
4 pages - A4 DUPLEX 2 x 0.20 + 4 x 0.80 0.90/page = 3.60/job
5 pages - A4 DUPLEX 3 x 0.20 + 5 x 0.80 0.92/page = 4.60/job
5 pages - A4 5 x 0.20 + 5 x 0.80 1.00/page = 5.00/job
14.1.1 ACCOUNTING OF ONLINE PRINTS
The actual number of pages printed in accordance with the information provided by the printer is used for
online accounting. Only those pages that have been actually printed are accounted for jobs are cancelled
during printing or due to printer malfunction. SafeQ can account all properties for which the printer returns the
counter values for this accounting method.
Online accounting works in the following way:
SafeQ detects the printer status and, if the printer is “ready”, the printing sequence will commence. If some
other status is detected, the terminal will notify “printer not ready” and printing will be denied.
If the printer is ready, SafeQ will ask for the “printer lock”. If the lock is granted, the printing sequence
continues. If the lock is not granted, the “cannot obtain printer lock” notice will appear on the terminal display.
This means that the printer is not ready due to the previous job not being completed (for more information see
point 6).
As the next step, SafeQ will check the key-counters of the printer. If everything is OK, the printing sequence will
continue. If the required printer condition is not met after the previous job10
, an error message will appear
(“Printer not ready for printing – device error”). Information on incorrect counters will be saved in the job
history (available only if configured properly). If the key-counter value is equal to zero, the device will signal an
error. This means that a minimum of one page may be printed at the device before SafeQ is used. If the key-
counter value is higher than it was the last time, the margin is noted to the log file (or to a new job with “invalid
job” containing the number of pages equal to the margin created).
The system will attempt to send the data via a preset backend.
10 Configuration directives cntrCheckDiff, cntrMaxDiff and enableInvalidJobs set the behavior of the check, turn
it off or set discrepancy.
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After a successful dispatch of the data, the system anticipates that the printer will switch to another status but
“ready” at least once. If this does not happen within 30 seconds, the system assumes that the job has been
printed.
The system waits until the printer returns to the “ready”11
status and stays in this status for some (predefined)
time. Then the system gets into the accounting state. SafeQ stays in the “waiting for print completion” status
until the “ready” status is detected and the key-counter read.
If anyone attempts to log on to the printer, the system will deny access and show the “Cannot obtain printer
lock – previous job is processed or not ready” message. The administration interface system information
section lists all currently assigned printer locks and reasons for the lock-up. If the printer is blocked for some
time that is longer than the defined time (one minute by default), an informational email containing the reason
for the blocking is sent to the system administrator – usually in case of an error detection.
The spooler reads all the counters when printing has been completed, saves the values and executes the job
accounting. Duplex accounting is taken into consideration if the job is in a duplex. Where toner coverage
accounting is used, only the number of pages value is taken from the device and the rest (type, coloring and
coverage) is recorded as offline accounting. If credit is used, the system accounts the job price by placing it to
the user debit.
The spooler continues with the next job.
14.1.2 ONLINE BATCH PRINT ACCOUNTING
Batch accounting is an extension to standard online print accounting and makes use of online charged printers
faster and more efficient. In some cases, online accounting may slow down the printing process, particularly if
the user sends a large number of documents with few pages and the maximum printing speed is thus not used.
This is because the system must wait for every job to be charged correctly.
Batch accounting deals with the above mentioned problem in the following way:
SafeQ executes all steps as for online accounting until the time when of sending data to the printer (points 1-3).
SafeQ sends the data of all jobs to be printed.
Every job is marked to be accounted as a batch. It creates a new job from the ones marked as batch and waits
for printing to be completed, just as for standard online accounting (points 5-7).
All the pages printed are placed on this batch debit.
14.1.3 ONLINE COPY ACCOUNTING
Online copy accounting is based on the same principle as online printing accounting. The number of checks for
this type of jobs is, however, significantly lower. SafeQ can account all properties for which the printer returns
the counter values for this accounting method.
Paper format and duplex printing are taken into consideration for devices that can distinguish such properties.
Online copy accounting works in the following way:
11 SafeQ discerns between “ready before printing” and “ready after printing”.
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• The user authorizes himself{herself at the terminal and selects the “copy” option (that can be available
automatically according to the terminal type and configuration). If the printer is “ready”, a copy job is
created.
• SafeQ Terminal “unblocks” the copier access panel on the hardware level.
• The system checks regularly if a copy was made. If so, it displays information on this.
Copy operations may terminated in the following cases:
• The user has finished copying via the terminal.
• The user defined logging time limit has expired. This limit is calculated from the last copy made
(found) and/or from the time the copier enters the “ready” status.
• The user has insufficient credit – the credit value is checked after every copy has been made. If the
copy price value is equal to or higher than that of the user credit, the copying is terminated. This
function is only supported if the copier can continuously inform about changes in the counter. From
this moment on, the copier will be blocked.
• Device or network error/malfunction.
The system waits until the copier returns to the “ready” status and stays in this status for some (predefined)
time. Then the system gets to the accounting state. SafeQ stays in the “waiting for print completion” status
until the “ready” status is detected and the key-counter read.
If anyone attempts to log on to the printer, the system will deny access with the message “Cannot obtain
printer lock – previous job processed or not ready”. The administration interface system information section
lists all currently assigned printer locks and the reasons for the lock-up. If the copier is blocked for some time
that is longer than the defined time (one minute by default), an information email containing the reason for
the blocking is sent to the system administrator – usually in case of an error detection.
Within online accounting and by using the credit module, the user account can get into negative balance if a
copy is terminated because of low credit but the copier has a few papers loaded in the paper path.
14.1.4 OFFLINE PRINT ACCOUNTING
SafeQ offline print accounting is based on received and parsed jobs processing. If the system cannot discern the
number of pages of a job, such job will be charged as containing 0 pages.
In every other case the system will attempt to send all job data (no printer status check) and only the printer
lock is taken into consideration. If the data is sent to the printer successfully (and accepted by the printer), the
job is considered as printed.
Job are accounted as follows:
• Every page is accounted in accordance with the paper size and coloring.
• If coverage accounting is enabled, the page coverage and print area will be counted for every page and
the price calculated on this basis.
• Potential duplex usage to be counted.
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Batch accounting is not available for offline accounting (jobs are not properly accounted if this is enabled).
In special cases, customer modification may be created. If so, prints will be accounted as offline copies. Please
contact the project department of your manufacturer to get more information.
14.1.5 OFFLINE COPY ACCOUNTING
Offline copy accounting is based on the mechanical key-counter of the copier. This counter is continuously
checked by the SafeQ terminal and the impulses accounted. Offline accounting works in the following way:
• The user authorizes at the terminal and selects the “copy” option (that can be available automatically
according to the terminal type and configuration). The copy job is created.
• SafeQ Terminal “unblocks” the access panel of the copier on the hardware level.
• The system checks on a regular basis if a copy was made. If so, it displays information on this.
Copy operational are terminated in following cases:
• The user finished copying via the terminal.
• The user defined logging time limit has expired. This limit is calculated from the last copy made (found)
and/or from the time the copier gets into the “ready” status.
• The user has insufficient credit – the credit value is checked after every copy has been made. If the
copy price value is equal to or higher than that of the user credit, the copying is terminated. This
function is only supported if the copier can continuously inform about changes in the counter. From
this moment on, the copier is blocked.
• Device or network error/malfunction.
The actual value of key-counters is saved as the copying is completed. The system does not control the device
in any other way.
14.2 CREDIT-RELEVANT SETTINGS OUTSIDE CREDIT SUBSYSTEM
There are several settings outside the credit subsystem that have impact on work with the credit subsystem.
Even though these settings are described in this guide in previous chapters, they are mentioned here again.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> USERS -> USERS LIST
ADMINISTRATION -> USERS -> COST CENTERS
Button:
• Add/Edit user/cost center
Bookmark:
• Additional settings
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(chapter 8.3 on page 36 or chapter8.5 on page 42)
Use credit
If this option is enabled, the user has access to printing only if the credit on his/her
virtual account is sufficient for the number of requested prints and/or copies. If the
credit is not sufficient, the action (print/copying) will not be permitted. Before every
print operation, a particular credit value is blocked on the virtual account. If the print
operation has been successful, this amount is subtracted. In case the operation was not
successful, the amount is unblocked. If this option is disabled, there are no print limits
for users (with the exception of the respective queues access).
Allow negative
credit
With his option enabled, the user can print and copy even if the credit for the operation
is not sufficient. However, the accounted amount will be subtracted from the account.
Minimal credit Minimum credit that must be on the account before copying.
VAT
If the “According to device” option is selected, then VAT is taken as it is set for each
device. You can select VAT for users individually. If you enter a fixed number here, the
VAT settings for the device will be ignored and the VAT value will be used for all jobs of
this user.
Accounting
type of printing
and copying
If the “According to device” option is selected, the price for the print operation will
depend on the respective device settings. If the “According to user” option is selected, a
dialog appears where you can select accounting data for this user individually - this fixed
price will be charged to a user with every printer or copier. User settings have higher
value than printer settings.
Percentual
change
Percentage of overall printing and copying costs to be charged to the user. One hundred
percent is set by default.
Cost center
numbers
Users can account their printing and copying to cost centers other than those they
belong to. Enter the list of cost centers that, besides their own, users can account to.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> QUEUSES & PRITERS -> WIZARDS -> ADD DEVICE WIZARD
Step 4:
• Accounting
or
� SAFEQ -> QUEUSES & PRITERS -> PRINTERS LIST -> SET UP DEVICE ->
PROPERTIES SETTINGS
(chapter 9.1.1.4 on page 53)
Here you set prices for printing or copying for particular devices. These settings have a lower value than user
settings.
14.3 CREDIT SUBSYSTEM MAINTENANCE USING SAFEQ WEB INTERFACE
Credit subsystem maintenance may be done using the web interface, recharging application (chapter 14.3.1) or
coin and/or note machine (chapter 6.5).
14.3.1 CASH DESK MANAGEMENT
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� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
CREDIT SYSTEM -> CASH DESK MANAGEMENT
The SafeQ credit system allows defining a random number of virtual cash registers.
Access rights must be defined for every cash register with the exception of the recharging machine - see
chapter 8.7.
You can see the list of cash desks in the system.
Image 114
Cash register name Every cash register must have a unique name that is used for identification in
recharging points.
If the type of the cash register an automatic recharging machine, the name must
be the serial number of the machine.
Type “Cash desk” or “automat”.
Automat means automatic recharge machine.
Lock ( ) Option for recharging machines only.
Settings for automatic recharging machines only. The credit cannot be deposited
in the machine when the cash register is locked. The lock will be used e.g. for the
creation of cash register balancing.
Edit ( ) Device editing.
Adding new cash registers is possible by clicking on the [add] button (1):
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Image 115
You can select the type of the register (“cash desk by default” or “automatic recharge machine” if this option is
checked). As mentioned above, the name of the recharge machine must be in form of a serial number.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
CREDIT SYSTEM -> CASH DESK OPERATIONS
Here, you can log into one of the cash registers:
Image 116
Image 117
Now you are logged into a particular cash register. You can log out by clicking on [log out] (1) and/or
manipulate with the credit (2) - see below.
By the [select] (3) button the cash register described in menu (2) can be selected. The selection can be done
among cash registers to which the user is logged.
14.3.2 CREDIT CHARGE
Step 1: Select the user from the list. You can also enter your login (alias or UIN) or read card.
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Image 118
Step 2: Select the amount that you want to add to the account.
Image 119
Step 3: The transaction must confirmed and a receipt may be printed.
14.3.3 CREDIT MULTI-CHARGE
This system works in a similar way as the previous one. The only difference is that when clicking on the [Select
user] button, the user name is added to the respective selection, along with the icon for its deletion.
You can also recharge the credit for the whole center. The center can be selected by the [Select organization
unit] button.
The system will inform you about transaction failures.
Image 120
14.3.4 CREDIT DISCHARGE
Credit discharge works in the same way as the Credit charge does. The only difference is that the selected
amount is not added to but removed from the user credit.
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14.3.5 CASH BALANCING
Here you can do the balancing of cash registers, including movements since last balance.
You can perform a balancing of the cash that you are registered to.
By clicking on the “Do cash register balance” you will get to the next screen where you can confirm your
selection.
After that, you can print accounting documents.
14.3.6 CASH DESK REPORTS
In the credit system listing you can display movements in cash registers according to various criteria.
14.3.6.1 BY BALANCING OPERATIONS
Image 121
Image 122
The listings can be displayed according to the cash balance, days and/or periods. You can display listings for all
cash registers or for a selected one (1). You can also choose cashiers (2)(3) and periods (4). From the list of cash
balances you can pick the detail of a particular balance incl. all movements (5), print the whole set (6) and
display its chart (7).
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In the cash balance detail all movements can be seen and receipts of particular movements (1) printed out.
Receipt detail:
Image 123
Cash balance set with all movements.
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Image 124
14.3.6.2 REPORTS BY DAYS
Image 125
Listing of cash register movements for particular days within selected period and setting of parameters.
You can also display in the list the day with all movements (1) in detail.
Image 126
You can display receipts of particular movements in the list of movements. See Image 123.
14.3.6.3 REPORTS BY PERIODS
List of summaries for selected cash registers and periods.
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Image 127
You can display in the list a detailed summary of all movements for the period (1), see Image 126. A set can be
printed for the period (2) – see Image 128.
Image 128
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15 LOCAL MONITORING
LOCAL PRINTERS CAN BE MONITORED PARTIALLY, ALONG WITH NETWORK PRINTERS. THE SERVER
CONFIGURATION ALLOWS LOCAL PRINTERS TO BE MONITORED SEPARATELY OR TOGETHER. THIS
FUNCTION REQUIRES INSTALLATION OF THE “SAFEQ LOCAL MONITORING CLIENT“.
THIS TYPE OF MONITORING TAKES INTO ACCOUNT ONLY THE NUMBER OF PAGES PRINTED AND DOES
NOT DISCERN FURTHER TYPES IN ANY OTHER WAY (HOWEVER, THIS FUNCTIONALITY IS PLANNED FOR
NEW VERSIONS).
If there is no connection to the SafeQ Server, the information on jobs is stored in a cache (register) at the
system monitored and all information on it is sent when the connection to the server has been successfully
restored (The information stored contains about 200b of data per one printed job).
Print jobs are deleted automatically by the service. In the event of system malfunction, which is hardly
probable, and/or when the service has been stopped, the job data could fill the system disc.
When should I use local monitoring?
SafeQ Local Monitoring is used for automatic monitoring of all printers connected to local spoolers. Printers
that are connected by the windows sharing system or SafeQ Port are not monitored (in accordance with
respective local monitoring configuration settings).
For supported operating systems (Windows only!), CPU and memory usage and other technical information on
the SafeQ Local Monitor installation refer to the SafeQ Technical specification.
15.1 SAFEQ LOCAL MONITORING CLIENT INSTALLATION
The SafeQ Local Monitoring service is run as a Windows system service.
The SafeQ LM Client must be installed on the computer to be monitored. It will monitor any printer connected
locally to the machine and send the accounting data to the SafeQ server.
15.1.1 STEP 1 – LICENCE
You need a SafeQ Local Monitoring Client licence. When you get the licence file, place it additionally to folder
<safeq_dir>/conf/licence.
15.1.2 STEP 2 – PRE-INSTALLATION SETTINGS
By editing the configuration file install.reg (placed in the Local Monitor installation directory), ensure that the
local monitor will be correctly configured after installation. If you want to change some settings later and/or if
the IP address of the SafeQ server or MicroServer changes, please see chapter 15.3 on page 122.
Install.reg file - example:
[HKEY_LOCAL_MACHINE\SOFTWARE\Y Soft, s.r.o.\SafeQ\Local Monitor]
"Interval"=dword:0000001E
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"AcceptComplete"=dword:00000001
"Server"="localhost"
"ServerPort"="9100"
"IgnorePorts1"="SafeQ"
"IgnorePorts2"="SAFEQ"
"IgnorePorts3"="SafeQE"
"IgnorePorts4"="SMARTQ"
"IgnorePorts5"="PDF"
"IgnorePorts6"="FAX"
"IgnorePorts7"="FILE"
"IgnorePorts8"="\\\\"
Ignore ports You need to ensure that printers connected by the windows sharing system or SafeQ Port
are not monitored by LM because these printers are already monitored directly by SafeQ.
This can be done by entering prefixes of port names to which these printers are
connected.
For instance, if this printer uses safeQ port, enter “safeQ”.
Server port The SafeQ Local Monitor communicates with the server by the TCP port 9100 (in one
way) by default.
Server The SafeQ Server is identified based on the IP address or its DNS domain name.
Interval The interval for sending data to the SafeQ server.
AcceptComlete If the value is set to 1, tasks with the "sent" status will be counted, too.
15.1.3 STEP 3 – INSTALLATION
After editing and saving the configuration file, start the installation by opening the install.exe file in the local
monitor home directory.
When the installation has been completed, the new “Ysoft local monitor” service appears in the Windows
system. Once installed, it runs on the background and is automatically started with the start of your computer.
NOTE:
The job monitoring service sets the “do not delete job after print” property to all printers monitored (see picture
bellow).
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Image 129
15.1.4 STEP 4 – ALLOWING OF LOCAL MONITOR IN SAFEQ
To be sure that the local monitor is working properly, ensure that the CSProxyEnable option is set to true.
� CONFIGURATION FILE:
<SAFEQ_DIR>CONF/MODULES/SAFEQ.CONF
#########################################################################
# Internal credit proxy settings
# enable internal credit proxy for cash-desk/CSD application usage
CSProxyEnable = true
# credit/CSD proxy listener port [communication port for Windows Credit Proxy & Branch MicroServer Communication]
CSProxyPort = 4098
WARNING:
After changing the configuration file, you must restart the SafeQ service.
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15.2 WORK WITH SAFEQ LOCAL MONITOR
Local printers do not have to be added to the SafeQ system manually. They are added automatically to the
system by the local monitor with the first incoming job is sent to the printer. The administrator gets an email
with the information that a new printer has been added.
You can find all printers in the SafeQ system in the “List of devices”.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> QUEUES & PRINTERS -> PRINTERS LIST
Image 130
Printers are identified based on their windows printer name (as Description) and workstation IP.
If the printer name or IP address changes, SafeQ will consider this printer as a new one.
If a job is printed on a local printer, the information of the Windows spooler will be used for accounting (with no
respect to the actual number of pages printed out).
SafeQ Local Monitor can send data about monitored prints to the central SafeQ server or the SafeQ Branch
Microserver on a regular basis.
The data from SafeQ LM can be found in the SafeQ job list.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> JOB LIST
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Image 131
Local prints have the “Local print” state. If you click the [Show job information] icon, you will see the
following information:
Image 132
Job name Name of the Task.
Owner Owner of the task (the one who will be charged for the task).
Current State The latest state of the task and time of the last change in status.
Sender Task sender (name/IP address) and time of sending.
Duplex Information whether a device with a duplex has been used. This has impact on the
billing of the task. With duplex printing, sheets are billed twice (from both sides of the
sheet).
Number of pages Information on the page size, number of color and monochrome pages in the job and
consumption of toner according to coverage.
In the local monitoring the toner consumption is not being calculated and all values
are set to -100%.
Project In case of per-project accounting there is information on the project that the task was
billed to.
Change owner By the [select user] button a new owner of the task can be selected.
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SafeQ allows grouping of some devices into logical groups (monitors) where you can define that all these
printers will act as a single one for the purposes of statistical reports.
Example: When a local printer (one device) is being shared among several users, the entire sharing (several
connections) is included in one group (the group is one device) under which they are being monitored and
evaluated.
Log files for the local monitor are stored in the Windows folder in file SQLocalM.log.
15.3 WHAT TO DO WHEN THE IP OF SAFEQ HAS CHANGED?
If the IP address of the safeQ server or Microserver has changed, following steps are to be taken:
• You need to change the configuration of the local monitor. You can do the change in the Windows
registry and edit the string Server.
• If using the credit system as well, change also the item “Server”.
HKEY_LOCAL_MACHINE\SOFTWARE\Y Soft, s.r.o.\SafeQ\Local Monitor
edit string server and ip address of server
HKEY_LOCAL_MACHINE\SOFTWARE\Y Soft, s.r.o.\Credit Charger
edit string server and ip address of server
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16 SAFEQ BRANCH MICROSERVER
Branch monitoring is used for data collection from local monitoring on branches where (due to a slow network
connection) data cannot be sent to the SafeQ Server.
The SafeQ branch microserver sends all monitored data in a batch to the central SafeQ server in regular
intervals.
Another microserver option is monitoring of network printers via the regular SNMP counter monitor. The
number of copies made on a particular device can be monitored continuously.
The microserver does remote checks in regular intervals (one hour is recommended) of particular copier
counters (according to the settings) and then logs them continuously. This function is supported only with
specific copiers (see the Hardware Compatibility List).
This type of monitoring does not discern among users making copies. Monitoring may be placed on the debit of
a branch.
Even if the copier supports the displaying of the total number of printed pages, you can (in some cases) keep
track on the margin when compared to other pages monitored by the SafeQ statistic module. For this
functionality you need to group printers and copiers into correct and logical groups, so that the difference can
be counted. If the devices are not paired correctly, the monitoring will return incorrect data.
For supported operating systems, CPU and memory usage of microserver please see the SafeQ Technical
Specification.
16.1 MICROSERVER INSTALLATION
16.1.1 STEP 1 - BEFORE INSTALLATION
Prior to installation, please make sure that you have the proper licence file placed in the
<safeq_dir>/conf/licence folder.
Also, you should ensure that you have the MicroServer enabled in SafeQ. You should do so in the configuration
file or using the web interface:
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> SYSTEM SETTINGS -> INTERFACE SETTINGS
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Image 133
Please enable also connection to the Microserver:
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
ADMINISTRATION -> SYSTEM SETTINGS -> PRINT & SECURITY SYSTEM SETTING
Image 134
You can do the same in the configuration file:
� CONFIGURATION FILE:
<SAFEQ_DIR>CONF/MODULES/SAFEQ.CONF
#########################################################################
# Internal credit proxy settings
# enable internal credit proxy for cash-desk/CSD application usage
CSProxyEnable = true
# credit/CSD proxy listener port [communication port for Windows Credit Proxy & Branch MicroServer Communication]
CSProxyPort = 4098
WARNING:
In the current version of SafeQ the settings using the web interface sometimes does not work properly. It is
better to use the configuration file.
16.1.2 STEP 2 – START OF INSTALLATION
The installation file is called mssetup.exe. After starting installation, the following window appears:
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Image 135
����1 MicroServer ID Name of the microserver.
����2 Server IP IP address of the SafeQ server.
3 Server Port Communication to the central SafeQ server proceeds via an encrypted
TPC/IP connection on port 4098.
4 Conn. Timeout Settings for the interval of repeated attempt to connect to the SafeQ
server and of data dispatch in case of failure of the first attempt. If the
repeated attempt to connect fails, the next attempt to connect and
dispatch data will be made in such interval as set in "Data Send Interval".
����5 Enable Listening You must have this option checked.
6 Listen at port The Local Monitor will listen at this port.
By default 9100.
7 Data Send Interval Intervals between sending data to the SafeQ server.
8 SNMP Status Interval Intervals between data checks from local devices.
9 SNMP Monitoring Using this buttons, you can add, remove and edit local copiers.
Printers are identified automatically but copiers must be added to the
system manually (See the text bellow).
NOTE:
Entering of items marked with � is compulsory.
16.1.3 STEP 3 – ADDING OF LOCAL COPIERS
The system will automatically identify local printers connected to the workstation. Copiers must be added
manually using this wizard.
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Image 136
����1 Copier name Name of local copier.
����2 IP IP address of local copier.
����3 Driver The SafeQ device drive is not the print driver, as used e.g. in MS Windows. This
driver defines the interface between SafeQ and the device.
4 Community Name of SMNP community as it is set on the device. By default, it is “public”.
5 Ping It tests connection to the device.
6 Test Driver It tests if the selected driver communicates with SafeQ properly. It will write down
the information from copier counters (number of copies).
NOTE:
Entering of items marked with � is compulsory.
16.1.4 STEP 4 – SERVICE START AND REGISTRATION
Image 137
After saving the settings (“Save Settings” button), you can register the service (1) and start it (2).
Image 138
A new service (4) appears in the service list in Windows.
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Log files may be opened by clicking on [Log File] button (3). Log files for the microserver are stored in file
SQMicroServer.log in the Microserver installation directory.
The Microserver service may be unregistered by clicking the [Unregister] button. Stop clicking the [Stop] button
or restart by clicking the [Restart] button.
Please note that the Start, stop or restart MicroServer service also runs in the Windows service list, as usual.
16.1.5 STEP 5 - MICROSERVER REGISTRATION IN SAFEQ
Now you will find a new bookmark in the safeQ web interface now.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> SERVER ADMINISTRATION
List of servers and microservers
Image 139
You should add your microserver by clicking the [add] button.
A window for adding new servers will appear:
Image 140
�1 Server Name You can select the name of the microserver, as it will be shown in SafeQ.
�2 IP Address IP address of the workstation that the microserver is installed on.
3 Department Department to which tasks collected by the microserver will be accounted.
�4 Server ID Microserver ID as you named it in the installation process.
NOTE: Entering of items marked with � is compulsory.
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16.2 RUNNING MICROSERVERS
After a successful MicroServer installation and service start, a group of printers will be added to the printers list
that will be named the same as is your MicroServer ID (e.g. “my microserver”). This group will include local
printers that send information to the microserver.
Image 141
The SafeQ microserver runs as a Windows service. All the data is saved in the operation cache of the
application.
The data-sending interval to the central server is adjustable by the right microserver configuration. The
recommended interval is between 2 and 24 hours.
If the service is terminated properly, all data that has not been sent is saved in a cache file and read back to the
memory once the service is started again. All this information is noted in a log file. When the service is running
again, the old log file is renamed to .old and a new one created.
If the service is not terminated properly, some of the data that has not been sent may be lost.
Data from SafeQ Microserver can be seen in SafeQ job list.
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> JOB LIST
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Image 142
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17 CENTRAL DATA COLLECTION
The central SafeQ collection server is a typical SafeQ server switched to a special mode. Servers whose data will
be collected must be defined on this server. Each of the servers must have a clear identifier registered at the
central server. Any text string can be used for this identifier. Data from the servers where the CDC is not
registered may be ignored by the server or even lost12
.
CDC System Scheme:
Image 143
SafeQ CDC has following requirements and restrictions:
Only statistical data is transferred.
This means that only statistical outputs and no detailed information on print jobs can be displayed on the
central server. These outputs are identical to particular servers.
SafeQ must be connected to an external user database.
Or, eventually, one user must have the same identification number (UID) on more servers. If no external source
exists, identical users from different servers will not be paired.
12 The local SafeQ servers still keep data so that it is sent with the next attempt. The Microserver, however, does not keep them. If refused,
the data is irreversibly lost.
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All transfers are automatic. The local server sends its data via an encrypted connection to the central server in
regular (adjustable) intervals. If the central server is not available, the local server sends the data when it is
available. This ensures that no data to be processed can get lost.
The microserver is considered a local SafeQ server. Even the data from a local microserver is collected and
evaluated on the central server.
The SafeQ server cluster can be used for the CDC. Any of the servers in the cluster may be used as a source for
data collection.
Information on printers from local servers is replicated automatically. You do not have to define local server
printers in the CDC administration interface, they are created automatically and sorted (also automatically) to
groups according to local servers.
Individual servers must have the same version of SafeQ as the CDC version that is running. The system may
not work properly if the Central Data Collection server has another version than local servers.
17.1 CENTRAL DATA COLLECTION SETTINGS
Image 144
Local server ID Unique Text Identificator for the SafeQ server. This ID has to be
registered within the Central Data Collector Server.
Enable Central Data Collector If enabled, the statistical data is send automatically to the central data
repository.
Central Data Collector IP Address IP Address of the Central Data Collector Server.
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18 OPTIONAL MODULES
18.1 FAX SERVER
Fax servers are a voluntary SafeQ server module that make it possible to accept and receive fax documents
within an organization using the SafeQ server including evaluation and accounting of costs.
SafeQ Fax Server Scheme:
Image 145
The SafeQ FAX management can work in following ways:
A. Sending FAX documents (from MFP) via scan-to-email.
SafeQ uses lan-fax like functionality to handle outgoing FAX documents. SafeQ allows sending FAX documents
from the MFP via the "scan to email" function.
• The SMTP server address on the device must be identical to that of the SafeQ server.
• The user must be logged to the terminal (by card or PIN).
SafeQ will check every outgoing email and, if the address matches the predefined format, for example
number@fax), the email is assigned to the user and sent to the fax server.
You can also use predefined profiles for devices. If the email address does not have desired format, this email is
considered as a common scan and is handled by the scan management subsystem (if enabled).
B. Sending FAX documents (from MFP) via scan-to-fax.
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When using the “scan to folder” functionality instead of “scan to email”, SafeQ is checking the target folder for
new files. If the file name matches the predefined pattern (e.g. FAX_#NUMBER#_.TIF), it is automatically
considered as a FAX and handled as described above).
C. Sending FAX documents from the SafeQ spooler.
Every print job (postscript) accepted to the spooler can be sent to the fax server (not supported by Enterprise
version).
D. Sending FAX documents from the SafeQ spooler.
SafeQ allows print-to-fax functionality by installing a special print driver and printer port monitor on the
workstation. Users print their documents to this printer as usual. A dialog with the query for the target FAX
number is displayed and the job sent to the FAX server to be processed as FAX.
E. Receiving FAX documents.
SafeQ checks periodically the FAX server for newly received fax jobs. If SafeQ detects a new incoming fax, it
sends a notification email to the predefined FAX Administrator user (with the fax attached).
This FAX Administrator user can assign received fax documents to any user through the web interface. Fax
documents assigned this way are accessible on the SafeQ Web Interface in the job queue.
18.1.1 FAX MANAGEMENT SETTINGS
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> SYSTEM SETTINGS
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Image 146
Sender email Email address of the fax server mail user (all emails will be sent from this email
account).
Administrator email All system warnings and information are sent to this email.
Email server password Password (Sender email) for the SMTP Server user (it can be empty).
SMTP server IP address (DNS name) of the SMTP server.
Email server user User (Sender email) for SMTP Server authentization (it can be empty).
Page length Page width (in milimeters) for fax documents sent.
Page width Page width (in milimeters) for fax documents sent.
Administration account -
password
Administration account password of the fax server.
Fax server - port Communication port of the fax server (default 4559).
Fax server IP address (domain name) of the fax server.
Administration account Administration account of the fax server.
18.1.2 FAX SERVER SENT QUEUE
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� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> FAX SERVER ->SEND QUEUE
Image 147
18.1.3 FAX SERVER RECEIVED QUEUE
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> FAX SERVER ->RECEIVED QUEUE
Image 148
18.1.4 FAX SERVER SETTINGS
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> FAX SERVER ->SETTINGS
18.1.4.1 ACCOUNTING SETTINGS
List of countries with local codes where fax documents are sent; for each country time distinguished call costs
can be set (see Image 149) and used for overviews and accounting of fax costs.
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Image 149
Country Name of the country where fax documents will be sent.
Area Code International area code of the country where fax documents will be sent.
New records (3) can be included into the list, too. You can edit and delete existing records (1) and set items for
default accounting (2). Tariffs of default accounting will be used when sending a fax to a country, or in a time,
that is not specified in the country list.
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Image 150
The windows for editing of default data and accounting of records are similar. The country and its area code
cannot be set in the template (1) – the description how to set the country and its area code can be found next
to Image 151.
Enter the time interval in hours from-to (2); in the checkboxes choose the particular days that the accounting
will be valid for (3) and set the per-minute price (4). The currency for accounting is chosen from the SafeQ
setup (see chapter 5.1).
When all items have been entered, save them using the "Set" button (5). The saved settings will be displayed
in the lower part when the saving has been completed (6).
Image 151
18.1.4.2 EMAIL SETTINGS
Setting of the country name and international area code in the 00xxx (2) format. You can save new lists or
settings of changes in the record using the "Save" (3) button.
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Image 152
Settings of an informative email about the result of how a fax document has been sent and/or received by the
fax server. (5) The email that has been sent will have the fax document itself attached.
You can define templates of informative emails, text of the message subject (1), the text itself (2) and
predefined values to be replaced by real values by SafeQ when preparing the email.
Following predefined values can be used in the text:
Outgoing fax documents:
• result – information about the result
• date – time and date of sending
• destination – destination country
• time – total time of sending
Incoming fax documents:
18.1.4.3 QUEUE (SPOOLER)
List of fax device queues.
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Image 153
New queues (1) may be added and existing queues (2) edited or erased from the list.
Image 154
In the device queue detail the device name (1) is to be entered and we can add (6), edit and/or delete (4) tasks
which will be automatically executed in the queue. The color of the folder (2) determines the type of the task:
for sending to email; for saving into folder.
The icon (3) determines the format used for saving the file (TIFF or PDF).
Image 155
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In the tasks settings you can choose from the below described listbox (1):
• saving into folder,
• sending by email.
Task name (2), file name (3), resolution of the image in DPI (4) and file format of the image (5) - TIFF or PDF.
The task can be saved by the "Add action” (6) button.
18.2 SCAN SERVER
Scan Server is a voluntary SafeQ server module that makes it possible to accept scans within an organization
running the SafeQ server, including evaluation and accounting of costs.
Image 156
SafeQ allows accounting and management of outgoing (from MFP/scanner), scanned documents in following
modes:
A. Scan to email
According to the user logged onto the terminal – the SMTP server defined in the device address must be
identical with that of the SafeQ server (SafeQ contains an SMTP proxy).
SafeQ checks every outgoing email and assigns it to the user currently logged to the terminal of the respective
device. This email, with the scanned attached, is accounted in accordance with the number of pages as a scan
job and is sent to the email address (based on the SafeQ settings) of the user logged or selected and/or
forwarded to the user personal folder.
B. Scan to network folder
If the device supports scanning to network folders, SafeQ can control the folder and assign it to the user
currently logged to the terminal of the respective device. This document is accounted in accordance with the
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number of pages as a scan job and is sent to the email address of the logged user and/or forwarded to the user
personal folder.
SafeQ supports scan jobs both in the PDF and TIFF formats.
Both the scan-to-email and scan-to-folder functions are time-critical based on the time that the user is logged
to the terminal.
18.2.1 SCAN MANAGEMENT SETTINGS
� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK
SAFEQ -> SYSTEM SETTINGS
Image 157
Fax identifier Regular expression representing that an email (scanned document) is to be sent
via fax.
Sender email Email address of the scan server (all emails will be sent from this email account).
SMTP Server port SMTP Server port of integrated mail server in SafeQ (default 25).
User as recipient If set, scanned documents will be sent to the user email, otherwise it is the user
email that is set as the sender.
Scan job storage time Maximum time to store scanned jobs in the folder.
18.2.2 SCAN SERVER
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List of folders for saving scanned documents.
Image 158
In the heading of the list a legend describes the folder distinction according to the type (1), as shown next to
every folder. The name of the folders and their target locations can be seen in the list. The folders can be
added into the list using the “add” button.
The folder settings are marked by icons (2) in following order:
• check the name
• find out the name of the fax
• check for duplicity
• write author to PDF
• write author to TIFF
The icon implies that the action is not set as active.
Existing records may be edited and/or deleted (3). Devices assigned to the folders are shown under the line
with folders. Assigned devices can be removed from the list (4).
It is important to enter directly the Scan Server folder name (6) (prefer the IP address setting). A folder must
exist – otherwise you must create a new folder in the SafeQ folder structure.
Check for correctness by scanning a new document. This document can be saved automatically in the folder
that has been created. If this does not work well, check the SafeQ folder settings (name and folder direction)
and repeat the scan test.
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Image 159
This description is valid for all folder types except for the “fax folder” type whose description is to be found
below Image 160.
Folder type email folders
fax folders
common folders
spool folders
Folder Name of folder.
Target of folder Path describing the folder where the files will be saved in.
Device Device assigned to the folder. The device can be assigned to the folder by the “...”
(1) button.
Write author to PDF By using the checkbox, the author of the document will be written in the file.
Write author to TIF By using the checkbox, the author of the image will be written in the image.
Check duplicity With this checkbox marked, a search for a duplicity file will be done.
Check names With this checkbox marked, the name of the file will be checked either by a
directly specified regular expression "file name" (2) or by a definition of the
regular expression in a specified “xst file”(3).
Max size of
attachments
With this checkbox marked, the system will check for the size of attachments; if
their size exceeds the entered value, they will not be saved.
Image 160
2
3
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For the “fax folder" type set you can, after marking the “check fax number”, enter the file name and/or the
name of the xst file and thus obtain the fax number (1).
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19 HOW-TO GUIDES
This chapter provides an overview of the most common tasks of the SafeQ application.
19.1 ADDING OF SYSTEM USERS
See chapter 8.3
For Settings of displayed columns in the list of users see chapter 8.3.1.
For Settings of access rights to the system see chapter 8.4.
Create roles and set system rights for them. An unlimited number of roles can be created, if desired.
Assign roles to users.
19.2 ADDING OF DEVICES
For adding of new devices use the device templates and the wizard - see chapter 9.1.
19.3 DEVICE OVERVIEW
See chapter 9.2.
19.4 OVERVIEW OF QUEUES AND TERMINALS
See chapter 9.4.
19.5 PRINTER MONITORING
See chapter 9.6.
19.6 JOB LIST
See chapter 11.1.
For fast and/or detailed filter see chapter 11.1.3.
19.7 OVERVIEW
See chapter 12. Report.
For Basic see chapter 12.1.1.
For Tops see chapter 12.1.2.
For Automatic reports see chapter 12.2.
For Terminal accesses see chapter 12.4.
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19.8 PROJECT ACCOUTING
See chapter 0.
19.9 CREDIT SYSTEM
See chapter 14.
For Cash desk management see chapter 14.3.1.
For Overviews see chapter 14.3.6.
19.10 LOCAL MONITORING
See chapter 15.
19.11 SCAN & FAX
See chapter 18.
For Send Queue see chapter 18.1.2.
For Receive Queue see chapter 18.1.3.
For Scan server see chapter 18.2.2.
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20 LITERATURE
[1] SafeQ – Technical Specification 3.1; Publisher: Y Soft, s.r.o.; 2007.
SafeQ – Technical specification
Copyright © 2000-2007 Y Soft, s.r.o.
www.safeq.eu, www.ysoft.eu