SafeQ Crisis-Instant 3.5.2 Admin Guide en

SAFEQ 3.5 INSTANT EDITION ADMINISTRATORS GUIDE 1

2 SAFEQ 3.5 INSTANT EDITION ADMINISTRATORS GUIDE

Copyright 2010 Y Soft Ltd. All rights reserved.

Edition: 1.0 [EN] Date: 31 May 2010

YSoft SafeQ, the YSoft SafeQ logo, and the Y Soft logo are registered trademarks of Y Soft Ltd. All other trademarks and names stated in this document may be trademarks and/or registered trademarks of individual owners.

SafeQ Instant Edition uses parts of the 7-Zip program that is licensed under the GNU LGPL license. This program can be downloaded at www.7-zip.org.

www.ysoft.com

Y Soft Y Soft Americas Podnikatelska 4 [email protected] Technology Park 612 00 Brno Czech Republic [email protected]


Table of contents

1 About this guide ................................................................................ 7

2 Obtaining more information and getting help .................................... 9

Obtaining information .............................................................................. 9

Getting help .............................................................................................. 9

3 SafeQ administrationoverview ..................................................... 11

About cost centers .................................................................................. 12

About projects and billing codes ............................................................ 12

About PUK codes .................................................................................... 12

About quotas .......................................................................................... 13

Soft and hard quotas ................................................................. 14

Revising quotas .......................................................................... 15

About roles ............................................................................................. 16

About forcing B/W or duplex printing .................................................... 17

4 Using the SafeQ Web Interface ........................................................ 19

Logging in to the Web Interface ............................................................. 20

Logging out of the Web Interface ........................................................... 20

Understanding the Web Interface components ..................................... 21

SafeQ Dock ................................................................................ 22

Task Sidebar............................................................................... 23

Contents Pane ........................................................................... 24

Information area ....................................................................... 25

Using the Web Interface Home page ..................................................... 26

Displaying detailed information about your SafeQ license ....... 26

Uploading a new SafeQ license file ........................................... 27

Using the shortcut to system information ................................ 28

Submitting a problem report to Y Soft support ........................ 29

Encrypting passwords or other information in SafeQ

configuration files ...................................................................... 31

Displaying information about Y Soft and SafeQ ........................ 32

Viewing SafeQ system information ........................................................ 33

Viewing database connection information ............................... 34

SafeQ subsystems ...................................................................... 35

Loading a new device driver ...................................................... 36


5 Changing SafeQ settings .................................................................. 37

Overview ................................................................................................. 37

Accessing SafeQ settings ......................................................................... 38

Changing print system settings ............................................................... 39

Print system settings descriptions .......................................... 40

Changing email settings .......................................................................... 43

Email settings descriptions ..................................................... 43

Changing the text for automatic emails ................................................. 45

Automatic email text settings descriptions ............................ 46

Changing currency, language, and paper format settings ...................... 47

Currency, language, and paper format settings

descriptions ............................................................................... 48

Currency abbreviations, symbols, and codes ............................ 50

Changing credit system settings ............................................................. 51

Credit system settings descriptions ........................................ 51

Setting administrator logins and passwords for embedded terminals .. 53

Embedded terminal support settings descriptions ................ 53

Changing the Super Administrator password and generating a PIN ...... 55

6 Managing users ............................................................................... 57

Overview ................................................................................................. 57

About user accounts .................................................................. 57

SafeQ functions available to users............................................. 58

Adding users............................................................................................ 59

Importing users from a CSV file ................................................. 59

Importing users from Active Directory ...................................... 63

Manually adding users ............................................................... 65

Editing user properties ............................................................................ 67

Deleting users ......................................................................................... 68

Assigning roles to users........................................................................... 69

Creating user aliases ............................................................................... 70

Deleting user aliases ............................................................................... 71

Setting user quotas ................................................................................. 72

Assigning new cards or PINs to users...................................................... 73

Deleting cards or PINs from users........................................................... 74

Generating PUK codes for users ............................................................. 75

Managing cost centers ............................................................................ 76

Overview .................................................................................... 76


Creating cost centers ................................................................. 76

Editing cost centers ................................................................... 79

Deleting cost centers ................................................................. 80

7 Managing devices (MFPs and network printers) ............................... 81

Overview ................................................................................................. 81

Setting up queues ...................................................................... 81

Registering a terminal ............................................................... 81

Print languages SafeQ supports ................................................ 82

Adding devices and setting up queues ................................................... 83

Testing devices ....................................................................................... 92

Displaying page-counts (current and saved counters) .............. 93

Clearing saved counters ............................................................ 93

Clearing saved page-counts ....................................................... 93

Editing devices ........................................................................................ 94

Viewing a devices last ten print/copy jobs ............................................ 95

Deleting a device .................................................................................... 96

8 Managing credit systems and accounting ......................................... 97

Overview ................................................................................................. 97

Credit system ............................................................................. 97

Accounting methods ................................................................. 97

Pricing ........................................................................................ 98

Cash desks ................................................................................. 98

Using cash desks ..................................................................................... 99

Changing the name and description of the cash desk .............. 99

Entering the serial number of a self-service recharging

station ...................................................................................... 100

Crediting funds to an account ................................................. 101

Refunding funds from an account ........................................... 103

Closing and balancing the cash desk ....................................... 105

Viewing users credit histories ................................................ 107

Using balance sheets ............................................................................ 108

Viewing balance sheets ........................................................... 108

Using periodic credit ............................................................................. 109

Adding a new periodic credit item .......................................... 109

Editing a periodic credit item .................................................. 110

Deleting a periodic credit item ................................................ 111


Viewing account balances ..................................................................... 112

Exporting account balances to a CSV file ................................. 112

Viewing cash desk balances .................................................................. 113

9 Managing projects/billing codes .................................................... 115

Overview ............................................................................................... 115

Viewing project lists .............................................................................. 116

Viewing projects by their associated users ............................. 117

Viewing projects listed by project number .............................. 117

Creating new projects ........................................................................... 118

Assigning projects to users ................................................................... 119

Removing projects from users .............................................................. 120

Performing multiple project removal operations .................... 120

Removing a single project from a user .................................... 121

Removing a single user from a project .................................... 121

10 Managing jobs ............................................................................... 123

Overview ............................................................................................... 123

Viewing jobs .......................................................................................... 124

Canceling jobs ....................................................................................... 125

Removing jobs from the spooler........................................................... 126

Re-queuing selected jobs ...................................................................... 127

Marking favorite jobs ............................................................................ 128

Associating an invalid job with a user ................................................... 128

11 Managing reports .......................................................................... 129

Overview ............................................................................................... 129

Viewing reports ..................................................................................... 130

Updating reports to include the latest data ............................ 130

Selecting how report data is displayed .................................... 131

Modifying reports (applying filters) ...................................................... 133

Removing filters ....................................................................... 134

Exporting reports .................................................................................. 135

Setting up reports for SafeQ to automatically email ............................ 136

Creating automatic reports ..................................................... 136

Editing automatic reports ........................................................ 138

Deleting automatic reports...................................................... 139

Viewing terminal access information ................................................... 140

Providing authorization to unknown users, cards, or PINs ..... 141


1 About this guide

This guide provides instructions for configuring and managing YSoft SafeQ

Instant Edition, version 3.5, including how to:

Configure SafeQ for your organizations needs

Use the SafeQ Web Interface

Manage users, cost centers, and printers

Manage accounting and credit systems

Manage projects/billing codes

Manage jobs

Manage reports

In order to use this guide, you must already know how to perform standard

system administration tasks and understand networking concepts.

Specifically, you must have a working knowledge of the following:

Server/client systems, IP addressing and TCP/UDP ports

SQL server and databases

Printing languages such as PostScript and PCL

You will also find it helpful to have an understanding of Microsoft Active

Directory and SNMP.

This guide includes information about functions available only to SafeQ

administrators. To see which functions are available to the various types of

SafeQ users, see Table 7, Users access rights, on page 58.


2 Obtaining more information and getting help

Obtaining information

You can download documents and other information from the Y Soft Portal:

http://portal.ysoft.com

At the Y Soft Portal, you will find documents that provide information such

as how to install SafeQ and how to install and configure terminals.

Getting help

The Y Soft user-friendly online help desk is available 24/7 and provides quick

answers to questions you may have about installing and configuring SafeQ.

Interactive troubleshooting trees help you find the information you need.

And if you still have a question, you can fill out a help ticket form that

enables Y Soft to quickly assist you.

To access the online help desk, go to http://helpdesk.ysoft.com and log in.

If you are not already a registered user, follow these steps to register:

1. Click new registration.

2. Fill in the required information; then click complete. Y Soft emails you

when your account is activated.

NOTE: For information about submitting a trouble report, see page 29.


3 SafeQ administrationoverview

As SafeQ administrator, you are responsible for managing the seven main

components of the SafeQ system, as shown in the illustration on this page.

The chapters in this guide contain information about how to perform the

tasks for each of the seven main areas.

Chapter 3. SafeQ administrationoverview


About cost centers

Cost centers enable you to track, control, and account print services by

unit typically departments (for example: Marketing and Human Resources.)

NOTE: Cost centers are typically used for departments. Billing codes are

used for tracking, controlling, and accounting by project.

Each user is a member of one and only one cost center.

Each cost center can have different settings. For example, members of the

Marketing cost center might be allowed to use credit and to make a large

number of color prints; whereas members of the Human Resources cost

center might not use credit and might have a lower quota for color prints.

For more information, see Managing cost centers on page 76.

About projects and billing codes

Billing codes enable costs to be tracked and allocated by project. Users select

the project from a list when they make prints or copies. You can set up billing

codes for specific projects such as a marketing campaign or a project for a

customer.

SafeQ reports can include information about expenses for each project.

For more information, see Managing projects/billing codes on page 115.

About PUK codes

PUK codes are used with SafeQ Terminal Professional and SafeQ Terminal

UltraLight to simplify assigning cards to users accounts.

If a PUK has been generated, a user who has a new (unassigned) card swipes

the card at the terminal. The terminal then displays a message asking the

user to enter the PUK code. After the user enters the PUK code, SafeQ

assigns the card to the users account.

You can add a PUK code to a users account. (See page 75.)



About quotas

You can set quotas that limit the number and type of prints or copies that

can be made. You can specify that when the quotas limit is reached, no

more prints or copies can be made until the quota is refreshed.

You can set quotas for users, devices, and/or cost centers. When a user

authenticates, SafeQ checks quotas in the following order:

1. Device

2. Cost center

3. User

Quotas can be made on an instant basis or can be refreshed on a monthly

basis.

Hypothetical examples:

User quotas

Example 1: A users quota specifies that he can make only 50 color prints or

copies each month. After he makes 50 color prints or copies, he cant make

any more color prints or copies until the first day of the next month.

Example 2: An employee who has exceeded her B/W quota cannot log on to

the Copy menu on any MFP in the company because the SafeQ administrator

has enabled the Restrict logging on device option. The employee can now

make only color print jobs until her B/W quota is refreshed.

Device quotas

Example 1: A quota for a B/W network printer in the HR Department allows a

maximum of 800 B/W prints to be made each month. Once the quota is

reached, no more copies can be made on that printer until the next month.

Example 2: A company has an MFP that can be used by all employees. A hard

quota for B/W prints/copies has been set for the MFP. When the quota is

exceeded, employees can make only color prints/copies on that MFP.



Cost center quotas

Example 1: A cost center for the Marketing Department has a quota that

limits the maximum number of color copies for that cost center to 300 per

month. When a total of 300 color copies has been made, members of that

cost center cannot make any more color copies until the next month.

Example 2: A backoffice has one color MFP, which is used by employees from

cost center 1 and cost center 2. The SafeQ administrator has enabled the

Restrict logging on device option. Cost center 2 has exceeded its color

print/copy quota, so its users cannot log on to the MFPs Copy menu and

they can only print B/W pages. Users from cost center 1, however, have not

exceeded their quota, so they can continue to use all the MFPs features,

until either the quota for cost center 1 or the MFPs quota has been

exceeded.

Soft and hard quotas

There are two types of quotas:

With soft quotas, SafeQ notifies the user or the SafeQ administrator via email when their quotas are reached, but the user can continue to print or copy.

When hard quotas are reached, SafeQ notifies the user or the SafeQ administrator via email, but the user may or may not be able to continue to print or copy, depending on whether or not other quotas available to the user, cost center, or device have been exceeded.

Hard quotas can be further restricted by the setting for the Restrict

logging on device option in the SafeQ print system settings. (See page

42.)



Table 1. Quotasaccess restrictions and notifications

Quota type

User Cost Center Device

Email Restricted Email Restricted Email Restricted

User Admin Yes No User Admin Yes No User Admin Yes No

Soft

Hard

Hard +

Copy menu

restriction

* The setting for the Restrict logging on device option in the SafeQ print system settings can provide further restrictions on user access. (See page 42.)

Revising quotas

If you revise a quota downward during the instant or monthly period, the

quota is reduced according to the method you use to change the quota.

If you edit the quota, the amount of the quota already used is subtracted

from the new quota. For example, if you initially set a users monthly quota

at 50 copies and he makes 20 copies, then you edit the quota to change the

amount to 40, the user can now make only 20 more copies during that

months period.

If you delete the quota and then create a new one, the entire amount of the

new quota is available. In the example above, if you enabled the quota with

a new amount of 40, the user would be able to make 40 copies, even though

he had already made 20 in the quota period.

For more information, see:

Setting user quotas on page 72.

Creating cost centers, the Quotas tab, page 78.

Adding devices, the Quotas tab, page 90.



About roles

Users roles:

Determine which MFPs and printers they are permitted to use, as well as which features of those MFPs and printers are available to them.

Determine which SafeQ features they are permitted to use (such as reports and project management).

Each user can have multiple roles.

You select the role or roles to assign each user from a list of pre-defined

roles. (See Assigning roles to users on page 69.)

SafeQ Instant Edition includes 5 roles that define which MFPs/printers are

available to the user, and which features (such as color or B/W) are

permitted. You set up those roles when you add a device (an MFP or a

printer). (See Adding devices, the Access tab, page 89.)

SafeQ Instant Edition includes 8 roles that define users rights to use certain

SafeQ or printing features (such as project manager and force duplex).

Viewing the list of roles

1. On the SafeQ Dock, click the User Management button.

2. Select the User Roles tab.

For more information, see Assigning roles to users on page 69.



About forcing B/W or duplex printing

SafeQ Instant Edition includes predefined roles that restrict users to B/W or

duplex printing. See Assigning roles to users on page 69.

SafeQ notifies users that their jobs will be printed in B/W or duplex. See

Changing the text for automatic emails on page 45.

NOTE: In order to use this feature, your system must include a license for

the Cost Cutting Features option.


4 Using the SafeQ Web Interface

The SafeQ Web Interface enables you to perform all print system

administration tasks from a single Web-based location.

NOTE: To ensure the Web Interface performs correctly, use Internet

Explorer 7 or later or Mozilla Firefox 3 or later.

Chapter 4. Using the SafeQ Web Interface


Logging in to the Web Interface

1. On the Desktop, select the SafeQ shortcut.

2. In the SafeQ login window, enter your user name (admin) and password;

then click Log in.

NOTE: The admin password is set during initial SafeQ configuration.

See the SafeQ 3.5 Instant Edition Installation Guide.

The SafeQ Home page opens.

Logging out of the Web Interface

On the SafeQ Dock, click the Log Out icon.



Understanding the Web Interface components

The Web Interface includes the following main areas:

SafeQ Dock

Task Sidebar

Contents Pane

Information



SafeQ Dock

The SafeQ Dock buttons let you navigate through the Web Interface with

a single click.

Table 2. SafeQ Dock buttons

Button Function

Home Page Return to the Web Interface Home page.

Jobs View job lists and manage jobs.

Reports and Charts View reports and charts and perform reporting tasks.

Device Administration Configure MFPs and network printers.

Projects/Billing Codes View projects/billing codes and perform project tasks.

Credit System Perform credit system tasks, such as manage cash desks, set users credit balances, and

close accounts.

User Management Perform user management tasks, such as create new user accounts and assign PINs.

SafeQ Settings View and edit SafeQ configuration parameters, tweak SafeQ performance, etc.

Log Out Log out of the SafeQ Web Interface.



Task Sidebar

The contents of the Task Sidebar change according to the Web Interface

page you are displaying. It includes information relating to the page, as well

as links you can click to access SafeQ functions, as shown in this example:



Contents Pane

The Contents Pane contains detailed information and lists, such as jobs,

devices, or users. The information and lists that appear in the Contents Pane

vary according to the Web Interface page you are displaying.

Click the Column Settings button to open a list of detail display options.

Click the Up/Down button to reverse the order in which items are listed.

Click an Action button to perform an action such as editing an items

properties or deleting an item.

Click the Arrow buttons to go to a previous page of listings or the next page

of listings.



Information area

The Information area displays current information.

Table 3. Information area

Item Description

Logged user Name of the currently logged in user.

IP address IP address of the currently logged in user.

Current date Current day of the week and the date in day.month.year format.

Current time Current time in hour/minute/second format.

SafeQ language Language currently selected for the SafeQ application. To change the language, click the flag

button. (See also Supported languages on page 49.)



Using the Web Interface Home page

The Contents Pane of your SafeQ Home page contains links you can click to

get information about your SafeQ application and to upload a new SafeQ

license file.

Displaying detailed information about your SafeQ license



Uploading a new SafeQ license file

Follow these instructions to upload new license file:

1. On the Home page, click the Upload new license file link.

2. Click Browse and navigate to the new license file; then click Upload to

upload the license file to the SafeQ server.

A warning appears.

3. Click OK to continue.

4. When the Restart message appears, click Restart SafeQ services.

5. After SafeQ restarts, log in to the Web Interface.

NOTE: If you add new license file with defined number of devices, it will

increase current number of devices which can be used in SafeQ up to

maximum devices defined in license file.



Using the shortcut to system information

On the Home page, the System information link lets you quickly see

information about SafeQ subsystems and system resources. (See Viewing

SafeQ system information on page 33.)



Submitting a problem report to Y Soft support

To access the Y Soft online helpdesk, click the SafeQ helpdesk form link;

then log in to the help desk. (See page 9.) If you do not find a solution to

your problem, submit a problem report that includes the information listed

on the Helpdesk requirements tab.

To see system information you need for the problem report, click the View

system information tab.



Modifying the Helpdesk requirements page

To modify the Helpdesk requirements page, edit the file

SafeQ\yBox\application\_helpdeskContent.jsp.



Encrypting passwords or other information in SafeQ configuration files

This feature enables you to encrypt passwords or other confidential

information in SafeQ configuration files.

Type the text you want to encrypt (such as your SafeQ login password); then

click Encrypt.



Displaying information about Y Soft and SafeQ



Viewing SafeQ system information

The System Information page displays information about your SafeQ system

as shown in the following illustration:

To open the System information page, click the SafeQ Settings button

in the SafeQ Dock.

Table 4. System information

Information Description

Database information Click this link to display basic database connection information. See page 34.

SafeQ subsystems Status information about SafeQ subsystems. See page 35.

System and Java resources Allocated memory of Java Virtual Machine (JVM) and system resource load

information.

Device drivers Device drivers that have been loaded. See page 36.

File integrity Verifies whether or not SafeQ configuration files have been modified. (SafeQ

Instant Edition does not permit modification of configuration files.)

Currency settings Information about currency settings. See page 47.



Viewing database connection information



SafeQ subsystems

Table 5 lists and describes the subsystems that may appear on the System

information tab.

Table 5. SafeQ subsystems

Subsystem Description

TCP/IP Print Server (SafeQ Port) Receives jobs from SafeQ Port/SafeQ Client application. The default port is

TCP 9100. Click Start service or Stop service to start or stop this subsystem.

TCP/IP Print Server (LPD) LPD listener. Receives jobs on the default LPR port TCP 515. Click Start service

or Stop service to start or stop this subsystem.

Server Terminal UDP Identification Internal port that listens at the UDP port 4096.

SafeQ Terminal Listener Enables terminals to connect to SafeQ. Click Start service or Stop service to

start or stop this subsystem.

CS Proxy Port (Credit/CSD) Enables connection from Credit application. The default port is TCP 4098.

Recharging Station Listener Enables connection from SafeQ recharging stations.

Device Server Application that manages embedded terminals.

Virtual Printer Virtual printer used for diagnostics.

Device-Check Manager Provides internal monitoring of system printers.



Loading a new device driver

1. Locate a new driver from the SafeQ hardware compatibility list (available

at http://helpdesk.ysoft.com).

2. Download the new driver to SafeQ\server\drivers.

3. On the System information tab, click Load again to load the new driver.


5 Changing SafeQ settings

Overview

This chapter explains how to change SafeQ settings, such as:

Print system

Email

Automatic email text

Currency, language, and paper formats

Credit system

Embedded terminals support

Chapter 5. Changing SafeQ settings


Accessing SafeQ settings

To access SafeQ settings:

1. In the SafeQ Dock, click the SafeQ settings button.

2. Select the System settings tab.

3. Select the settings you want to change.

4. When you finish changing settings, in the Task Sidebar, click Save.



Changing print system settings

On the System settings tab, click Print system settings.

Print system settings appear.



Print system settings descriptions

Job storage time

Maximum length of time jobs are stored on the spooler: days, hours, and

minutes. After the specified length of time, SafeQ deletes jobs from the

spooler.

Printed job storage time

Maximum length of time printed jobs are stored on the spooler: days,

hours, and minutes. After this length of time, SafeQ deletes printed jobs

from the spooler.

Spooler size

Maximum spooler size. When the size limit is exceeded, SafeQ deletes

the oldest printed job.

NOTE: Unprinted and Favorite jobs are not deleted.

Enter the maximum spooler size in megabytes or gigabytes.

For example: 10 MB or 10 GB.

Debug mode

To log every operation to a file, select Yes (the default).

If you do not want to log every operation to a file, select No.

Detailed job information storage time

Maximum length of time (in months) detailed job information is stored

on the SafeQ server. After this length of time, SafeQ deletes detailed

information and that information is no longer available to include in

reports. The default is 1 (one) month.

NOTE: Storing detailed information for long periods of time consumes

huge amounts of disk space on the server and can negatively

affect server performance.

PUK support

To enable use of PIN Unlock Keys (PUKs), select Yes.

To disable use of PUKs, select No.



Invalid job

If you want SafeQ to save any differences between current and saved

counters as invalid jobs, select Yes. (SafeQ displays invalid jobs in the Job

List. See Chapter 10. Also see About current and saved page-counters

on page 93.)

If you do not want SafeQ to save counter differences as invalid jobs,

select No. Differences between current and saved counters will not

matter and will not be accounted.

Enable automatic user registration

Select Yes for SafeQ to automatically create new users for print jobs that

have unidentified users, with login information and other values

supplied from a template.

If you select No, you must manually create new users for jobs that have

unidentified users, or you must assign unidentified jobs to existing users.

SRET automatic registration

Select Yes for SafeQ to automatically register the serial number of the

embedded terminal for each new YSoft SafeQ Ricoh Embedded

Terminal.

If you select No, you must manually register all information about the

terminals.

Price for printed page (b/w)

Default price for one black/white locally printed page.

Price for printed page (color)

Default price for one color locally printed page.

Enable quotas module

Select Yes to enable the use of quotas.

Select No to enable the use of quotas.

NOTE: For more information, see About quotas on page 13.

Quota remaining balance before warning e-mail will be sent (%)

The percentage of each quota remaining at which point SafeQ sends a

warning notice via email. Example: If you enter a value of 10, SafeQ will

send an email notice when only 10% of the quota remains (that is, when

90% has been used).

NOTE: For more information, see About quotas on page 13.



Restrict logging on device

This option is for use with quotas and applies to the following Y Soft

terminals:

- SafeQ Terminal Professional

- SafeQ Terminal UltraLight

- SafeQ Ricoh Embedded Terminal

- SafeQ Konica Minolta Embedded Terminal

- SafeQ Xerox EIP Embedded Terminal

NOTE: SafeQ Instant Edition does not support SafeQ Sharp Embedded

Terminal.

Select No to allow users to log on to the Copy menu without any

additional restrictions. (That is, with no restrictions added to those

imposed by the Ban printing after exceed option you can select when

you set up quotas. For more information, see Soft and hard quotas on

page 14.)

Select Yes to restrict users log-on privileges as follows:

B/W device On B/W printers and MFPs: When the users B/W

quota is depleted, the user is logged out and cannot log on to the

device and use the Copy menu.

NOTE: With Konica Minolta Embedded Terminal, the user is not

logged out and can continue copying, but he/she cannot use

that quota the next time he/she logs on.

Color device On color printers and MFPs: When any quotas are

depleted, the user is logged out and cannot log on to the device and

use the Copy menu.

NOTE: With Konica Minolta Embedded Terminal, the user is not

logged out and can continue copying, but he/she cannot

use that quota the next time he/she logs on.



Changing email settings

To change basic email settings, use this option.

On the System settings tab, click Email settings.

Email settings appear.

Email settings descriptions

Mail server

SMTP server used for sending email information such as system

warnings and statistical reports. Example: mail.acme.muni.com.

Mail server user

Users login name for the SMTP server. (If no such user exists, leave this

field blank.)

Mail server password

Users login password for the SMTP server. (If no password is required,

leave this field blank.)



Senders email

All SafeQ internal email will be sent from this address. Example:

safeqmail@your_company.com.

Administrators email

All SafeQ warnings and reports will be sent to this address. Example:

safeqadmin@your_company.com.



Changing the text for automatic emails

These settings let you specify the text of automatic emails SafeQ sends to

users when they select certain print options.

NOTE: For more information, see Setting up reports for SafeQ to

automatically email on page 136.

On the System settings tab, click Automatic e-mails text settings.

Automatic email text settings appear.



Automatic email text settings descriptions

Force black-and-white print e-mail subject

Text that will appear in the subject field of messages sent to users when

their job has been forced to print in black/white.

Force black-and-white print e-mail body

Text that will appear in the body of messages sent to users when their

job has been forced to print in black/white.

Force duplex print e-mail subject

Text that will appear in the subject field of messages sent to users when

their job has been forced to print in duplex.

Force duplex print e-mail body

Text that will appear in the body of messages sent to users when their

job has been forced to print in duplex.

Footer of quota email

Text that will appear in the footer of every warning notice message sent

to users about their quotas.

Footer of PIN email

Text that will appear in the footer of every message sent to users about

their PINs.

Email subject when sending PUK

Text that will appear in the subject field of every message sent to users

about their PUKs.

Email body when sending PUK

Text that will appear in the body of every message sent to users about

their PUKs.



Changing currency, language, and paper format settings

These settings provide options for currency, languages, and paper formats.

On the System settings tab, click Language and international settings.

Language and international settings appear.



Currency, language, and paper format settings descriptions

Two currencies

Select Yes if you intend to use two currencies (a primary currency and a

secondary currency).

Select No if you intend to use only one currency.

NOTE: The primary currency is the currency that SafeQ uses for every

operation. The secondary currency is used only for certain

operations that you specify.

Primary currency

Enter the symbol for the primary currency. Examples: $ (dollar) or

(euro). (See Table 6 on page 50.)

ISO code of primary currency

Enter the ISO code for the primary currency. Examples: 840 (dollar) or

978 (euro). (See Table 6 on page 50.)

Primary currency formatting

Set the format in which SafeQ displays currency. Enter a percent symbol

(%) to represent the amount, followed by the currency abbreviation.

(See Table 6 on page 50.)

Examples:

If you enter % USD, SafeQ will display the amount followed by USD

(for example: SafeQ displays 685 USD to indicate $685.).

If you enter USD %, SafeQ will display USD followed by the amount

(for example: USD 685).

Currency ratio for primary currencies

If you are using two currencies, enter the ratio to convert the primary

currency to the second currency. Use either of the following formats:

n,n (n comma n)

or

n.n (n period n)



Secondary currency

If you are using two currencies, enter the symbol for the secondary

currency. Examples: $ (dollar) or (euro). (See Table 6 on page 50.)

Secondary currency formatting

Set the format in which SafeQ displays the secondary currency. Enter a

percent symbol (%) to represent the amount, followed by the currency

abbreviation. (See Table 6 on page 50.)

Examples:

If you enter % USD, SafeQ will display the amount followed by USD

(for example: SafeQ displays 685 USD to indicate $685.).

If you enter USD %, SafeQ will display USD followed by the amount

(for example: USD 685).

ISO code of secondary currency

Enter the ISO code for the secondary currency. Examples: 840 (dollar) or

978 (euro). (See Table 6 on page 50.)

Currency ratio for secondary currency

Enter the ratio to convert the secondary currency to the primary

currency. Use either of the following formats:

n,n (n comma n)

or

n.n (n period n)

Supported languages

Select the language(s) for selection on the login screen and that will be

available for users of SafeQ system terminals.

Language for automatic reports

Enter the abbreviation for the language used for all automatically

generated reports. Example: en (English). (See Table 6.)



Name of small format paper

Enter the name that SafeQ will use for small format paper (such as

8 x 11 or 8 x 14 inches). Example: Letter/Legal.

NOTE: Using the default name, A4, may cause confusion because users

typically do not know what it means.

Name of large format paper

Enter the name that SafeQ will use for large format paper (such as paper

that is 11 x 17 inches or larger). Example: Tabloid.

NOTE: Using the default name, A3, may cause confusion because users

typically do not know what it means.

Currency abbreviations, symbols, and codes

Table 6. Currency abbreviations, symbols, and codes

Country Symbol Code Symbol 2

Abbreviation

for automatic reports

Australia AUD 036 $

China CNY 156 zh_cn

Czech Republic CZK 203 K cs

EU EUR 978

Hong Kong HKD 344 $

Hungary HUF 348 Ft hu

Israel ILS 376

Japan JPY 392 ja

Korea KRW 410

Latvia LVL 428 Ls

Malaysia MYR 458 RM

New Zealand NZD 554 $

Poland PLN 985 z

Singapore SGD 702 $ en_sg

Taiwan TWD 158 $

United States of America USD 840 $ en



Changing credit system settings

These settings enable you to configure the credit system.

On the System settings tab, click Credit system settings.

Credit system settings appear.

Credit system settings descriptions

Enable Credit Module

To make the Credit Module available to the SafeQ system administrator,

select Yes.

Organisation

Enter the name of your organization. The name you enter will be printed

on every document the credit system generates.



Organisations ID

If you want an ID for your organization to appear on every document the

credit system generates, enter the ID.

If you do not want an ID to appear on every document, leave this field

blank.

Organisations Tax Number

If you want your organizations tax number to appear on every

document the credit system generates, enter the tax number.

If you do not want the tax number to appear on every document, leave

this field blank.

Text for the credit charge operation

Enter text you want the credit system to print on credit charge

documents. Example: Deposit for coursework copy services.

Text for the credit return operation

Enter text you want the credit system to print on credit return

documents. Example: Return of deposit for coursework copy services.

VAT Rate

Enter the Value Added Tax rate the credit system will print on credit

charge documents.

If VAT does not apply, enter 0 (zero).

Free of VAT message

If the VAT rate setting is 0 (zero) and you want the credit system to print

FREE OF VAT on credit charge documents, select Yes.

If you do not want FREE OF VAT to be printed on credit charge

documents, select No.

Rounding of deposit return

Enter the smallest amount used for rounding deposit returns. The range

of valid entries is from 0.0 to 1.0.

NOTE: Rounding is always down. For example, if the rounding setting

is 0.5, the amount 1.9 is rounded to 1.5.



Setting administrator logins and passwords for embedded terminals

These settings enable you to set the administrator logins and passwords for

embedded terminals.

On the System settings tab, click Embedded terminals support.

Embedded terminals support settings appear.

Embedded terminal support settings descriptions

The Konica Minolta embedded terminal uses only one password, which you

can set here.

The Xerox embedded terminal uses two sets of login credentials. You can

also create a third set here. (Xerox allows three attempts to log in to the

administrators menu.)

Password

Enter the password for the Konica Minolta embedded terminal.

Admin login

Enter the administrators login for the Xerox embedded terminal.



Admin password

Enter the administrators password for the Xerox embedded terminal.

Admin login 1

Enter an additional administrators login for the Xerox embedded

terminal.

Admin password 1

Enter an additional administrators password for the Xerox embedded

terminal.

Admin login 2

Enter an additional administrators login for the Xerox embedded

terminal.

Admin password 2

Enter an additional administrators password for the Xerox embedded

terminal.



Changing the Super Administrator password and generating a PIN

Follow these instructions to change the Super Administrator password from

the password that was created during installation to a different password,

and create an associated PIN.

1. On the SafeQ Dock, click the SafeQ Settings button.

2. Select the Change Password tab.

3. In the Old password field, type the current password.

4. In the New password field, type the new password; then type it again in

the Password check field.

5. In the Task Sidebar, click Save new password.

6. In the Task Sidebar, click Generate PIN.

SafeQ generates the PIN number.


6 Managing users

Overview

About user accounts

Each SafeQ user must have a SafeQ user account. User accounts can be

automatically imported from Microsoft Active Directory or from a CSV file, or

you can add users manually.

SafeQ links every job to an associated user account.

User accounts include login information that enables authorized users to log

in to the SafeQ Web Interface.

Each user belongs to one and only onecost center. (See About cost

centers on page 12.)

Each user can have one or more roles. (See About roles on page 16.)

Every user account includes the following information:

Name and surname

Login name

Cost center number

Cost center name

Language that appears on terminals

User accounts may also include the following optional information:

Aliases (one or more nicknames for users who print from multiple domains)

Email address

Password

Card ID

Home directory

Chapter 6. Managing users


SafeQ functions available to users

Table 7 shows which functions are available to various types of users.

Table 7. Users access rights

Function User Cashier Controlling

Project

Manager Technican

Super

Admin

Job list

Credit history

Change password

Generate PIN

Home screen (Main page)

Cash desk management (full access)

Statistic reports (full access)

User management (view only)

Project management

Job list (full access)

Terminal access

Device management

System settings

User management (full access)

Statistic reports (terminal access)



Adding users

Importing users from a CSV file

You can import users and associated cost centers and roles from a CSV file.

To import a CSV file:

1. Set up the CSV file for importing into SafeQ as described in "Preparing the CSV file" on page 60.


3. Select the CSV Import and Export tab.

4. In the Task Sidebar, click CSV Import.

5. Select the appropriate type of character encoding; then click Browse and

select the CSV file you want to import.

6. In the Task Sidebar, click Execute CSV Import.



Preparing the CSV file

Before you import users to SafeQ from the CSV file, set up the files syntax

and data as shown in Table 8.

Brackets [] indicate an optional part.

A vertical bar | indicates a choice between two options.

Table 8. CSV file syntax

Data type Description Syntax

Add, update users Add/update user accounts, including (for

each user):

login

aliases

name

surname

card number

cost center

terminal language*

password**

NOTE: All these are required except for

aliases and password.

[100;add;login[,aliases];name;surname;

[card numbers_separated_by_comma];

cost_centre_number;

[terminal language][;password]]

Delete user Delete user accounts. [100;del;login]

Add/delete card

number Add or delete users card numbers.

[200;add|del|clear;login[;card number]]

Set users email

address

Add users email addresses. [201;login;e-mail address]

Set users cost

center

Add users cost centers. [202;login;centre number]

Set users

password

Add users passwords. * [203;login;password]

Add/update/delete

cost center

Add, update, or delete cost centers. [300;add;centre number;centre name]

[300;del;centre number]

* The terminal language must be in abbreviated format. See Table 9.

** If passwords have already been hashed, adding md5@@ to the beginning of the password will prevent them from

being re-hashed in SafeQ. For example: md5@@5ad014d0b392f684e92f72524431027f.



Example CSV file:

The following is a sample of a users.csv file you might import into SafeQ:

300;add;34;marketing

100;add;jsmith;John;Smith;7A2E3345;12;en;bigseCRet%64

100;add;mjones;Mark;Jones;PIN327659;34;en;123456

200;del;pblack;327F5903

The file shown in this example will:

Add a new cost center (marketing) (34).

Add (or update) user John Smith (jsmith), card number 7A2E3345, cost center 12, terminal language English (en), password bigseCRet%64.

Add (or update) user Mark Jones (mjones), PIN PIN327659, cost center 34, terminal language English (en), password 123456 (an invalid password).

Remove a card number from an existing user (pblack).

Table 9. Terminal language abbreviations

Language Abbreviation

Chinese Simplified zh_cn

Czech cs

Hungarian hu

Japanese ja

English for Singapore en_sg

English en



Exporting a CSV file

Follow these steps to export a CSV file for backup purposes or for use by

another application:


2. Select the CSV Import and Export tab.

3. In the Task Sidebar, click CSV Export.

4. Select the appropriate type of character encoding and the data you want

to export (users and/or cost centers).

5. In the Task Sidebar, click Execute CSV Export.



Importing users from Active Directory

After you provide a user login and password that enables SafeQ to access

Active Directory, SafeQ can detect all Active Directory user account data.

You can edit user data after it is imported into SafeQ.

WARNING: If you import Active Directory data again, any data in SafeQ,

including any changes you may have made, will be overwritten

by the new Active Directory data.

NOTE: For security reasons, SafeQ does not import passwords from Active

Directory. Import passwords by importing a CSV file as described in

Importing users from a CSV file on page 59 (code 203) or enter

passwords manually after users have been imported into SafeQ.


2. Select the Active Directory Import tab.

3. In the User login field, enter the login for Active Directory access.

4. In the User password field, enter the password for Active Directory

access.

5. In the Task Sidebar, click Active Directory Auto-detection.

6. If SafeQ is unable to detect your Active Directory, enter information in

these two fields as follows:

Domain Controller addressPath for access to Active Directory.

Example: LDAP://10.0.10.50

Search directory Location of data for SafeQ to import.

Example: OU=abc,DC=test,DC=local

7. For a secure connection, select the Secured Connection option.



8. Click Display advanced settings.

9. In the Attribute with users e-mail field, enter the attribute in LDAP that

contains the users e-mail address.

10. Select the type of cost center mapping:

11. In the Task Sidebar, click Execute Active Directory Import.



Manually adding users


2. On the Users tab, in the Task Sidebar, click Add new user.

3. On the Add new user page, enter information in the fields as described

in Table 10 on page 66; then click Save.



Table 10. New user information

Field Description

Login Users login. Example: tjacobs

Name Users first name. Example: Tom

Surname Users last name. Example: Jacobs

E-mail Users email address. Example: tjacobs@your_company.com

Password Users password.

Password check Enter users password again.

Home directory Users directory where scans will be stored. You can use either a variable path

(%userhome%) or an absolute path (C:\folder\%login%).

Language of terminal Language that will appear for the user on terminals. Example: English

Cost center number Users cost center number. See page 12.

Cost center name Users cost center name. See page 12.



Editing user properties


2. On the Users tab, select the user you want to edit; then click the

Edit button.

3. On the Edit page, make the changes you want as described in Table 10

on page 66; then click Save.



Deleting users


2. On the Users tab, select the user you want to delete; then click the

Delete button.



Assigning roles to users

Users roles determine which MFPs and printers they are permitted to use,

as well as which features of those MFPs and printers are available to them.

Roles also determine which SafeQ features users are permitted to use (such

as reports and project management).

You select the role or roles to assign each user from a list of pre-defined

roles.

For more information, see About roles on page 16.

To assign roles to a user:


2. Select the user you want to assign roles to; then click the associated Edit

button. (See page 67.)

3. Select the User roles tab.

4. Highlight the role you want to assign to the user; then click the red X.

A green checkmark appears to indicate the role is now assigned to the

user.

NOTE: You can assign multiple roles to the user.

5. Click Save.



Creating user aliases


2. Select the user you want to create an alias for; then click the associated

Edit button. (See page 67.)

3. Select the Aliases tab.

4. Click Add new alias to the user.

5. Enter the alias for the user; then click Add.

6. To add another alias for the user, click Add new alias to the user again

and repeat the procedure; then click Save.



Deleting user aliases


2. Select the user you want to delete an alias from; then click the

associated Edit button. (See page 67.)

3. Select the Aliases tab.

4. Click the Delete button for the alias you want to delete; then click Save.



Setting user quotas

You can set quotas that limit the number of prints or copies the user can

make. You can also set quotas for devices (printers and MFPs) and for cost

centers. (For more information, see About quotas on page 13.)


2. Select the user you want to set quotas for; then click the associated Edit

button. (See page 67.)

3. Select the Quotas tab.

4. Set quotas as described below; then click Save.

Enable quotas for this user Select this option if you want to enable

quotas for the user.

If quotas are enabled, the total pages the user can print/copy may

not exceed the number you enter in the fields below.

With soft quotas, when the quota is reached, SafeQ notifies the

user, but he/she can continue to print or copy.

With hard quotas (that is, if you select the Ban printing after

exceed option), the user is notified and can only make more

prints or copies if other quotas available to the user have not

been exceeded and if the setting for the Restrict logging on

device option in the SafeQ print system settings allows it. (See

page 42.)

If quotas are not enabled, the user can make an unlimited number

of prints/copies, depending on the users cost center and/or the

devices quotas.



Quota for BW pages Enter the maximum number of B/W pages the

user can print/copy.

Quota for color pages Enter the maximum number of color pages the

user can print/copy.

Refresh monthly Select this option if you want SafeQ to reset the

quotas to the maximum on the first day of every month.

Ban printing after exceed Select this option if you do not want the

user to be able to make any more prints/copies once the quota has been

reached.

Assigning new cards or PINs to users

Follow these steps to assign an ID card or a PIN to a user:


2. Select the user you want to assign a card or a PIN to; then click the


3. Click Add new card or PIN to the user.

4. Enter an ID card number or a PIN; then click Add. (PINs must be entered

in the format PIN1234.)

5. Click Save.



Deleting cards or PINs from users


2. Select the user whose ID card or PIN you want to delete; then click the


3. Click the Delete button for the card or PIN you want to delete.

4. Click Save.



Generating PUK codes for users

Follow the instructions in this section to add a PUK code to a users account.

NOTES: For more information, see About PUK codes on page 12.

PUK code use must be enabled in print system settings.

See page 40.


2. Select the user you want to assign a PUK to; then click the associated

Edit button. (See page 67.)

3. Click Generate PUK code.

SafeQ displays a message informing you that the PUK code was

successfully generated.



Managing cost centers

Overview

Cost centers enable you to track, control, and account print services by

unit typically departments (for example: Marketing and Human Resources).

Each user is a member of one and only one cost center.

Each cost center can have different settings. For example, members of the

Marketing cost center might be allowed to use credit and to make a large

number of color prints; whereas members of the Human Resources cost

center might not use credit and might have a lower quota for color prints.

By default, all users are initially included in the Default cost center. You can

change the cost center for a user by editing the users account properties as

described in Editing user properties on page 67.

Creating cost centers


2. Select the Cost Centers tab.

3. In the Task Sidebar, select Add new cost center.

4. On the Basic tab, enter a number and a name for the cost center.

5. If you want jobs to be automatically deleted from the spooler after they

are printed, select Delete jobs after print.



6. Select the Credit tab.

7. Select Credit options as follows:

Use credit Select Yes to enable credit or No to disable credit.

If Credit is enabled, the user can print/copy only if his or her account

has enough credit for the number of requested prints/copies. If the

prints or copies are successfully made, SafeQ deducts the associated

amount from the users credit account.

If Credit is disabled, no credit is required for the user to make prints

or copies.

Enable negative credit Select Yes to enable negative credit or No to

disable negative credit.

If negative credit is enabled, the user can print/copy even if his or

her account does not have enough credit. SafeQ does, however,

deduct the associated amount for the prints/copies from the users

credit account.

If negative credit is disabled, the user cannot print/copy if there is

not enough credit for the number of requested prints/copies.

Minimum credit necessary for copying Enter the minimum amount of

credit the user must have in his or her account in order to make copies.

If you use the default amount of 0.00, no minimum amount is required.



8. Select the Quotas tab.

(For more information, see About quotas on page 13.)

9. Make quotas settings for the cost center as follows:

Enable quotas for this cost center Select this option if you want to

enable quotas.

If quotas are enabled, the total volume of pages this cost center can

print/copy may not exceed the number you enter in the fields

below.

With soft quotas, if a users print or copy job puts the quota over

the cost centers quota limit, SafeQ notifies the administrator,

but the user can continue to print or copy.


exceed option), if a users print or copy job puts the quota over

the cost centers quota limit, SafeQ notifies the administrator

and the user can only continue to print or copy if other quotas

are available to him/her and if the setting for the Restrict

logging on device option in the SafeQ print system settings

allows it. (See page 42.)

If quotas are not enabled, the cost center can make an unlimited

number of prints/copies (depending on the individual users quotas

and the devices quotas).

Quota for BW pages Enter the maximum number of B/W pages the

cost center can print/copy.

Quota for color pages Enter the maximum number of color pages the

cost center can print/copy.

Refresh monthly Select this option if you want SafeQ to reset the

quotas to the maximum on the first day of every month.

Ban printing after exceed Select this option if you do not want the cost

center to be able to make any more prints/copies once the quota has

been reached.

10. Click Save cost center.



Editing cost centers



3. Select the cost center to edit; then click the Edit button.

4. Change settings as described in Creating cost centers on page 76.



Deleting cost centers



3. Select the cost center to delete; then click the Delete button.

4. Change settings as described in Creating cost centers on page 76.


7 Managing devices (MFPs and network printers)

Overview

In order for MFPs, network printers, and terminals to work with SafeQ, you

must enter information about them in the SafeQ Web Interface. You will

then be able to monitor and control those devices. You can also create

queues for each device.

You can set quotas for each device and control which users can access it, as

well as which features are available to specific users.

Setting up queues

When you add a device, the Direct printing tab gives you the option to

enable a direct print queue. See page 85.

On the Terminal tab, you can set up authorization to enable follow-me and

secured print queues. See page 86.

Registering a terminal

When you add a device, the Terminal tab enables you to register a terminal

for that device. See page 86.

Chapter 7. Managing devices (MFPs and network printers)


Print languages SafeQ supports

SafeQ Instant Edition supports printing with the following print languages

(see page 87):

PCL print languages (supported by the Y Soft print parser)

PCLXL PCL3GUI

PCL5 PCL5c

PCL5e PCL6

PJL

PostScript print languages (supported by the PostScript print parser)

PostScript 1

PostScript 2

PostScript 3

PDF

Other print languages

SafeQ Instant Edition supports printing with these additional print languages,

but SafeQ functions based on information extracted from print job data will

not be available (such as offline accounting, job preview, restriction of color

jobs, credit system, quotas, and print redirection):

RPCS CPCA

QPDL HP/GL

LAVAFLOW OTHER (Raw, GDI)

Prescribe



Adding devices and setting up queues

1. On the SafeQ Dock, click the Device Administration button.

The List of devices and terminals page opens.

2. In the Task Sidebar, click Add new device.

3. On the Basic tab, enter information as described below.

Name Name for the MFP/printer.

Description Description of the MFP/printer.

Location Location of the MFP/printer.

Cost center Cost center for the MFP/printer.

IP address The IP address of the MFP/printer.



Accounting The method used to perform accounting:

If you want accounting to be performed by analysis of jobs not by

direct reading of the device counters select Offline.

If you want accounting to be performed by direct reading of the

device counters, select Online.

NOTE: For more information, see Accounting methods on page

97.

4. Select and test the device driver:

a. In the Device type field, click the Browse button.

b. Select the device driver from the list; then click Choose.

c. Click the Test button to test the driver.



5. Click Next to go to the Direct printing tab.

Select this option if you want to create a queue that enables users to

print directly to this device without having to first authenticate at the

device.

In the Direct queue name field, enter a name for the queue.



6. Click Next to go to the Terminal tab.

If your SafeQ system includes terminals (either external hardware

terminals or embedded terminals), you can select this option to require

users to use a terminal to authenticate at the device before they can use

it.

This option also enables follow-me and secure printing, as well as copy

accounting.

If an external terminal is connected to this device:

select I have terminal and enter its serial number in the Terminal serial number field.

Select project accounting if you want to enable project accounting

for the device.

NOTE: If you select project accounting, you must also enable

project accounting on the terminal and use SafeQ Client

instead of the standard Microsoft operating system printing

port.

If an embedded terminal is used on this device:

select I have license for integration with device panel.



7. Click Next to go to the Communication tab.

Select options on this tab as follows:

Port Use the default setting or enter a port.

Backend Use the default setting or select another backend.

NOTE: In order to use forced B/W and/or forced duplex printing

with this device, select either TCP/IP Raw (Forced) or LPR

(Forced). (Your system must include a license for the Cost

Cutting Features option. See page 17.)

SNMP community Use the default setting or enter an SNMP

community name.

Batch accounting Select this option if you want to enable batch

accounting.

Batch accounting can speed up printing. If batch accounting is

enabled, accounting for all jobs is performed after all the jobs are

printed.

If batch accounting is not enabled, accounting occurs after each job

is printed.

Print languages compatibility settings Select print languages the

device supports.

NOTE: SafeQ will reject jobs sent to the device that are in a print

language the device does not support or which you have not

selected here.



8. Click Next to go to the Price List tab.

Select pricing options as follows:

Fixed costs

Costs per click If you are using offline accounting, select this option

for all prints and copies to be accounted by pulses (clicks) that the

MFP transmits to the server for each printed or copied page.

Paper costs (A4) Cost of each sheet of small (letter- or legal-sized)

paper.

Paper costs (A3) Cost of each sheet of large (tabloid-sized) paper.

Print

(Options displayed vary according to the device.) Cost of each print.

Copy

(Options displayed vary according to the device.) Cost of each copy.

Advanced device settings

Alert messages encoding Accept the default character set code or

enter a code for a different character set.



9. Click Next to go to the Access tab.

10. Select whether this device will be available for all SafeQ users or only

users who are assigned specific roles. (See About roles on page 16.)

If you select Only users with specific role, click the red X for each type of

print or copy you want to be available for specific roles.

In the example shown above:

Users who have access role 1 can make all types of prints and copies

on this device.

Users who have access role 2 can make black & white prints and

copies, but not color prints and copies.



11. Click Next to go to the Quotas tab.

(For more information, see About quotas on page 13.)

Direct print

Select options for the maximum number of pages for each print job:

Dont restrict Allow print jobs of any number of pages on this

device.

Restrict reject print job Reject print jobs that exceed the

specified number of pages.

Restrict redirect print job Redirect print jobs that exceed the

specified number of pages to a different MFP or network printer.

Print job page limit Maximum number of pages for print jobs.

Activate print quotas settings for this device

Select this option if you want to limit the total number of pages that

can be printed on this device.

If quotas are enabled, the total number of pages that this device can

print/copy may not exceed the number you enter in the fields

below.

With soft quotas, when the quota is reached, SafeQ notifies the

administrator, but users can continue to print or copy.


exceed option), the administrator is notified and users can only

make more prints or copies if other quotas available to the user

have not been exceeded and if the setting for the Restrict

logging on device option in the SafeQ print system settings

allows it. (See page 42.)



If quotas are not enabled, users can make an unlimited number of

prints/copies, depending on the users cost center and/or the

devices quotas.

Quota for BW pages The maximum number of B/W pages that can be

printed.

Quota for color pages The maximum number of color pages that can

be printed.

Refresh monthly Select this option if you want the quotas to reset on

the first day of each month.

Ban printing after exceed Select this option if you want the device to

reject print jobs once the quota has been reached.

Leave this option unselected if you want the device to continue to

accept print jobs after the quota has been reached.

12. Click Save device.



Testing devices



2. Select the device you want to test; then click the Test device button.

A page similar to the one shown here opens:

The page shows the current page count, the saved page count, and other

information.



Displaying page-counts (current and saved counters)

Display the printer information page as described in Testing devices on

page 92.

About current and saved page-counters

The current count is the current page-count as read directly from the MFP.

The saved count is the page-count saved on the SafeQ server after the last

print was recorded from the MFP.

Any differences between the current count and the saved count indicate

pages that were printed on the MFP that bypassed the SafeQ system (invalid

jobs). (See page 41.)

Clearing saved counters

On the printer information page, click Clear saved counters. See Displaying

page-counts (current and saved counters).

Clearing saved page-counts

To clear saved page-counts, display the device test page as described in

Testing devices on page 92; then click Clear saved counters.



Editing devices



2. Select the device you want to edit; then click the associated Edit button.

3. Make changes on all the Device tabs as described in Adding devices,

beginning on page 83.



Viewing a devices last ten print/copy jobs



2. Select the device whose jobs you want to see; then click the Jobs button.

Date post:	23-Nov-2015
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SafeQ Crisis-Instant 3.5.2 Admin Guide en

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