Equitrac Office and Express

5.2
Administration Guide

© 2013
Equitrac Office and Express 5.2 Administration Guide
Document Revision History

Revision Date Revision List

December 3, 2013 • Updated for software version 5.2

August 9, 2013 • Updated for software version 5.1

April 25, 2013 • Updated for software version 5.0

February 7, 2013 • Updated for software version 4.2.6

December 7, 2012 • Updated for software version 4.2.5

May 17, 2012 • Updated for software version 4.2.4

December 16, 2011 • Updated for software version 4.2.3

July 25, 2011 • Updated for software version 4.2.2

February 10, 2011 • Updated for software version 4.2.1

August 11, 2010 • Updated for software version 4.2.0

June 30, 2009 • Updated for software version 4.1.1

June, 2008 • Updated for Software version 4.1.0

August 31, 2007 • Updated for Software version 4.0.3

February 16, 2007 • Updated for Software version 4.0.2

September 25, 2006 • Updated for Software version 4.0.1

May 31, 2006 • Initial release for software version 4.0

© 2013 by Equitrac Corporation

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

Trademarks
Equitrac®, Equitrac Express®, Equitrac Office®, Follow-You Printing®, and PageCounter® are registered trademarks of Equitrac Corporation.
All other brands and their products are trademarks or registered trademarks of their respective holders, and should be noted as such.

Symbols Used In This Guide

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

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

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

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

Equitrac Office and Express Administration Guide

Contents

1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
What is Equitrac Office and Equitrac Express? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Core Server Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Making Changes to Server Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Core Accounting Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Document Routing Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Device Control Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Device Monitoring Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Scan Processing Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Optional Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Workstation Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Direct IP Printing (DRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Print Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Data Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Interface Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Rules and Routing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Uplink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Mobile Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Deposit Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Campus Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Smart Card Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Web Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Device Web Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Administering Equitrac Office and Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Accounts Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Reports Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Department Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Device Monitoring Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Configuring Administrative Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Windows-level Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Application-level Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Administration Task Overlap . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Licensing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Component License Verification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
License Caching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Changing the License View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Language Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Additional Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Equitrac Office and Express Administration Guide 3

Contents

2 Managing Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Devices Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Device Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Viewing Devices Within System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Device Status Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Managing Secure Printing Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Physical Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Physical Device Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Manually Adding and Configuring a Physical Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Creating Equitrac Printer Ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Configuring Physical Devices with the Printer Configuration Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Configuring a Printer Port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Creating a Common Port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Configuring Print Queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Editing and Removing Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Control Terminals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Supported Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Control Terminal Setup Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
System-Wide Control Terminal Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Adding and Configuring a Control Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Associating a Control Terminal With a Physical Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Configuring Control Terminal Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Embedded Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Campus Card Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
VPSX Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Preparing for VPSX Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Configuring a VPSX Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Import LRS Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
User Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
InfoPrint Manager Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Configuring User Authentication for InfoPrint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Configuring an InfoPrint Manager Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
User Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
E-queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Creating an e-queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Configuring an e-queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
I-Queues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Creating an I-Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Creating an I-Queue Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
I-Queue Printing Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Passthrough Printers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Creating a Passthrough Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Configuring a Passthrough Printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

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Workstation Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Configuring a Workstation Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Managing Custom Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Creating Custom Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Assigning Devices to Custom Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Configuring eCopy ShareScan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
eCopy Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Configuration Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Setting up a Print Separator Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Configuring Default Media and Monochrome Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Hardware & Interface Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Updating the Device Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Printer Support for PageCounters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Pay Station Deposit Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Campus Card Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Mobile Printing Through HP ePrint . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

3 Device Monitoring with DME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

DME Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
SNMP Communication Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Installing the SNMP Trap Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Configuring SNMP Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Selecting Devices for DME to Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Viewing Device Status in the DME Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Viewing Session Status in the DME Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Creating Alert Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Creating Custom Alert Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Assigning Alerts to Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Generating Device Status Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Routing Based on Device Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Limiting PageCounter Auto-Release Behavior Based on Device Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

4 Using PageCounters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

Running in Local Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Local Caching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Local Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Setting the Prompt Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Identifying Users at the Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
One-Step Print Release and Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

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Multi-Server Follow-You Printing on the PageCounter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Releasing Print Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Document Release Cost Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Copy Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Copy Control Cost Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
PIN Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Using Campus Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
PageCounter Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Using MobileDCE Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Implementation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
MobileDCE Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
MobileDCE Options and Onscreen Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

5 Using Single Function Terminals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147

Single Function Terminals Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Nuance ID Controller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Hardware Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Setting Up the ID Controller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Connecting the ID Controller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Determining the ID Controller IP Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Configuring the ID Controller via a Web Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Integrating the ID Controller into Equitrac . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Configuring the ID Controller in System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
User Authentication at the Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Offline Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

6 Configuring HID Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

HID Encoding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Supported HID Card Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Determining HID Card Encoding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Encoding Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Determining Code Start and Stop Positions – Known Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Determining Code Start and Stop Positions – Unknown Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Disabling and Enabling HID Decoding on the PageCounter Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
HID Decoding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

7 Working with Billing Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Billing Code Installation and Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Enabling System-Wide Billing Code Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

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Configuring Billing Code Popup Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Creating and Editing Billing Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Working with Billing Codes in Web System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Managing Billing Codes Within Accounts Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Import/Export Wizard for Billing Codes in Web System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Enabling Billing Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Enabling User or Department Billing Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Enabling Billing Codes for Multiple Users or Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Copying and Pasting Billing Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Removing Billing Codes from a User or Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Synchronizing Billing Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Creating the Billing Code Text File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Scheduling the Billing Code Synchronized Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Using Client Billing on a Workstation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Selecting a Billing Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Specifying a Job as Billable or Non-Billable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Accepting or Canceling a Print Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Disabling Billing Code Popups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192

8 Creating & Managing Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

Accounts Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Account Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Accounts Manager Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
The Accounts Window in Web System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Filter Functionality in Web System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Creating New Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Working with Billing Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Working with Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Enabling Department Charging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Creating and Editing Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Working with Departments in Web System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Working with User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Creating User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Adding and Editing Users Individually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Working with Users in Web System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Creating Users Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Assigning Delegates to Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
Assigning Users to Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Assigning Billing Codes to Users or Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Setting a Default Billing Code for Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Importing Users with Active Directory Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Configuring Active Directory Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Configuring LDAP Synchronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Equitrac Office and Express Administration Guide 7

Contents

LDAP Field Mapping to CAS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

Qualifying Accounts by Domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Adding Users from a Flat File Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Importing LDAP User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Managing User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Controlling Function Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Setting Color Quotas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Resetting Color Quotas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Locking Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Removing Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Performing Account Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Managing Search Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Managing the Filter List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Accounts System Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
User Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
External User Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Selecting Notification Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
Charging to Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Enforcing Account Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Deleting Objects in Synchronized Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Handling Unidentified Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Configuring Unlimited Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Associating Swipe Cards with Equitrac Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Configuring the Mail Server for Email Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Implementing PINs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
User-Controlled PIN Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Viewing User Account Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Configuring the Account Monitor Popup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Controlling Transaction Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Working with Guest Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Creating a Guest Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263

9 Configuring Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265

Price List Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Identifying Pricing Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Overview of Price List Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Basic Print/Copy Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Advanced Print/Copy Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Creating Advanced Print/Copy Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Sample Job Cost Calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Default Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Device Capabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276

8 Equitrac Office and Express Administration Guide

 Contents

Primary vs. Dual Pricing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276

Cost Calculation & Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277
Currency symbol . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277
Creating Large-Format Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Creating Fax Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Creating Scan Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Assigning Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283
Applying Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Import/Export Wizard for Price Lists in Web System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285
Departmental Pricing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Creating and Applying Departmental Price Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Repricing Jobs on Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290

10 Advanced Printing Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

Enabling Secure Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Secure Printing Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Administering the Secure Print Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Managing Device Pull Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Choosing Devices to Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Printer Pull Group Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Setting Up Follow-You Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Follow-You Printing Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Release Station Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
PageCounter Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Configuring Follow-You Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Setting up the Print Driver Repository . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
Configuring Send To Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Send To Printing Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
Client Popup Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Viewing Send To Printing Jobs in the Secure Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Desktop Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
User Workflow for Desktop Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Desktop Printing Configuration Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Excluding Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Re-enabling an Excluded Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Editing an Excluded Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Excluding Printer Ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Mobile Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Enabling Devices for Mobile Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316

Equitrac Office and Express Administration Guide 9

Contents

11 Routing Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319

Rules Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Creating Rule Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Adjusting the Rule Ranking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Applying a Rule Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Creating Print Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Print Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Import/Export Wizard for Print Rules in Web System Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Interactive Print Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Working with Routing Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Choosing Devices to Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Managing Routing Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Creating Desktop Print Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Default Desktop Print Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338
Configuring the Client Message Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Bypass the Small Popup Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Display as Topmost Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Remove the Exit Menu Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Hide the Clear Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Enable/Disable System Tracing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Creating Copy Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Escape Codes in Custom Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346

12 Scheduling Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347

Defining a Schedule Recurrence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Scheduling a Report Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Scheduling a Billing Code Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Scheduling a Color Quota Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
Scheduling an Account Balance Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Scheduling a Purge Transactions Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Suspending, Resuming, or Removing a Scheduled Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355

13 Creating & Running Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357

About Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Report Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Determine Which Report to Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359
Running Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Report Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Customizing Standard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
Adding a Custom Logo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
Creating a Custom Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363

10 Equitrac Office and Express Administration Guide

 Contents

Saving a Custom Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364

Running Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Deleting Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Configuring Savings Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
Running a Savings Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Running Dashboard Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369
Printing, Emailing and Exporting Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Printing a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Emailing a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Saving a Report to a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Scheduling Reports to Run Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Running Consolidated Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Configuring CAS Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Running Subsidiary Reports Only . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376

14 Managing Scan and User Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377

Configuring Scan Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378
Configuring Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Configuring Workflow Containers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Enabling Scan-to-Me . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387
Configuring Scan Processing and Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Configuring Load Balancing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Configuring SMTP Mail Server for SPE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394

15 Working with Client Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395

Prompt for Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Cost Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Display Campus Card Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Select Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Rename Document Prompt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Release Key Prompt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
Setting Client-Side Popup Look & Feel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
Cashier . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Modifying the Printed Cashier Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
Using the Macintosh Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Logging In to Equitrac Office/Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Assigning a Billing Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 402
Changing a Document Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Logging Out of Equitrac Office/Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403

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16 Using the Scan Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405

Working with the Scan Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
Using the Scan Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Sorting the Scan List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Additional Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Logging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410

17 Using Release Station & Deposit Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411

Configuring Release Station Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Operation Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
View Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Printers Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Changing Release Station Look & Feel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Testing the Release Station Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
Vending Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Limiting Administrative Access to Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Campus Card Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
Working with Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Starting the Release Station Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Working with Documents in the Print Queue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Using Follow-You Printing on Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Ending a Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Configuring Deposit Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Securing Deposit Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Run Deposit Station as a Shell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Defining Policies with System Policy Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
Using Deposit Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 430
Supported Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431

18 Using Web Release Station & Mobile Web Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433

Configuring Printers for Web Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
Using Web Release Station . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 435
Using Mobile Web Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437

19 Using Contact Smart Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 443

Smart Card Setup Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Connecting the Smart Card Reader . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Preparing to Update the PageCounter Firmware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
Updating the PageCounter Firmware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
Configuring the PageCounter to Work with a Physical Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446

12 Equitrac Office and Express Administration Guide

 Contents

Configuring the Firewall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446

Configuring the PageCounter Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Change the Default Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Enable the Smart Card Solution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Configuring the PageCounter Mini . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
Uploading Certificates to the PageCounter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 450
Configuring User Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451
Using Smart Cards with the PageCounter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
PageCounter Terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
PageCounter Mini with Xerox MFP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 452
Enable Logout with Smart Card at PageCounter Mini . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453
Using Multiple Smart Card Readers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453

20 User Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455

Self-Managing User Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Configuring User Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Enabling Account Balance Transfers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 457
Enabling PIN Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Adding Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458
Enabling Default Billing Code Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Displaying Color Quota . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460
Using User Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Transferring Funds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
Managing User PINs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Viewing and Deleting Queued Print Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464
Viewing Account Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 465
Setting the Default Billing Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466

21 Using Equitrac Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 467

Enabling SSL Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469
Import Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469
Import Campus Card Account Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470
Directory Synchronization Access Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
Purge Database Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
Modifying User Accounts from a Flat File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
EQCmd Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
EQCmd Batch File Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Refining the User Group View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
Map LPR User IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Installing EQXLPD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 482
Modifying the Configuration File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483

Equitrac Office and Express Administration Guide 13

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Example Configuration File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 484

Starting the EQXLPD Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 485
Obtaining Debug Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 485
Creating Trusted Certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Select the Authorized User Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Generate the Certificate Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486
Obtain a Trusted Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
Accept the Trusted Certificate File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
Cluster Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488
Print Queue Viewer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489

Appendix: Embedded Devices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491

Adding and Configuring Embedded Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 492
Xerox JBA Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494
Xerox Device Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494
Xerox Device and Print Driver Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494
Embedded Device Configuration for Xerox Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495
Canon CPCA Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498
Canon Device Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498
Canon CPCA Device and Print Driver Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498
Embedded Device Configuration for Canon CPCA Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 499
Forcing a Poll or Upload . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500
SecureJet Device Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501
SecureJet Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501
SecureJet Device and Printer Driver Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502
Adding a SecureJet Embedded Device . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 505

14 Equitrac Office and Express Administration Guide

 1 Introduction

Topics
What is Equitrac Office and Equitrac Express?
Core Server Components
Optional Components
Administering Equitrac Office and Express
Configuring Administrative Access
Licensing
Language Support
Additional Documentation

After successfully installing Equitrac Office or Equitrac Express and performing initial configuration tasks outlined in
the Equitrac Office and Express Installation Guide, you can further customize the deployment. Use this guide to
perform advanced configuration tasks for all components and features of Equitrac Office and Express.
This guide also provides information about using client applications, running reports, and monitoring the overall
system health with the Device Monitoring Engine and Console.
This chapter provides information about:
• key features of Equitrac Office and Equitrac Express used in business and education environments, respectively
• core and optional components that form the client-server suite
• Administrative Applications that enable system configuration and ongoing management
• limiting access to the Administrative Applications to prevent unauthorized users from making changes to system
components or printing accounts
• purchasing licenses to enable core and optional functionality

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Chapter 1: Introduction

What is Equitrac Office and Equitrac Express?

Equitrac Office and Express are server-based print management and cost recovery solutions which measure, monitor,
and manage document output on your network. By regulating devices on the network, and local desktop printers,
Equitrac Office/Express tracks and controls photocopies, print jobs, scans and faxes with minimal administration.
This software-based print tracking and document accounting solution reduces print expenses, eliminates wasteful
printing, deploys equipment for maximum efficiency, and even contributes to a better environment. Equitrac Office/
Express allows you to track, analyze and, if necessary, allocate expenses for every document that any user sends to any
networked printer, copier or multi-function device.
Equitrac Office is an ideal solution for small businesses and large enterprises with multiple offices and thousands of
devices. Equitrac Express is well suited for educational institutions by letting students, faculty and staff print what they
need and when they need it, wherever they are located.

Features
• Dual pricing creates a default or primary price list, and a secondary price list that applies under certain
conditions. The primary price list is used to calculate the actual transaction cost, but the secondary price calculates
another cost that is stored with the transaction for reporting purposes only.
For example, Equitrac Office/Express can be can configured to use primary pricing to charge the user for a print
transaction, but use the secondary price list to track the cost the company pays to a printer leasing company for the
job (many lease contracts stipulate a base cost per page).
• Departmental pricing offers a variance of job pricing based on the department the user belongs to. Schools can
offer all devices to all users, but can also subsidize pricing for users in specific a department.
• Account limits enforce charging limits for any combination of user, department, or billing codes. Accounts must
maintain a minimum balance to access devices for prints and copies.
• Campus Card (also called Foreign Accounting System or FAS) enables integration with card payment systems.
Equitrac Express currently integrates with Blackboard, Valuecard, CBord CS Gold and CBord Odyssey interfaces.
Additionally, any system can be integrated with some development work using the Campus Card API as described
in the Campus Card API Reference Guide.
• Cashier allows staff to adjust balances on user, department, or billing codes. Similar to a library cashier, staff can
collect money from Equitrac Express users and deposit the equivalent amount into the user’s paid account.
• Color Quotas set per-user color printing page limits for printed and copied documents, ensuring that users stay
within budget where color output is concerned.
• Client Billing enables the use of billing codes. Billing codes are unique identifiers against which specific users can
charge their jobs. Businesses that perform services on a per-client basis can use billing codes to track costs and
accurately bill back to the client.
• Secure Printing holds documents sent to print in a proprietary queue until a user releases the job via a
PageCounter terminal, Release Station, Web Release Station, or MFP embedded device. This prevents situations
where proprietary documents sit at the printer for all users to see until the user picks up the job.
• Follow-You Printing® holds print jobs in a secure print queue and allows the user to release the print jobs to a
compatible device, even across print servers. A user can select a particular printer when they submit a print
request, then use any Release Station, Web Release Station, PageCounter terminal, or MFP embedded device and
redirect the job to a different compatible printer.

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 Chapter 1: Introduction

Equitrac Office/Express is a modular product comprised of the following:

• a core set of server components
• optional licensed features that enable additional functionality to extend the capabilities of the software
• a set of Administrative Applications used to centrally manage all aspects of the system

Core components are essential and must be installed on a Windows Server system. Optional components can be
purchased and licensed to customize the functionality to suit the organization’s needs.
For a comprehensive list of the features and functionality included in the various license bundles, refer to the Equitrac
product site at www.nuance.com/for-business/by-product/equitrac/index.htm.

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Chapter 1: Introduction

Core Server Components

Equitrac Office/Express is comprised of the following main core server components:
• Core Accounting Server (CAS)
• Document Routing Engine (DRE)
• Device Control Engine (DCE)
• Device Monitoring Engine (DME)
• Scan Processing Engine (SPE)
Although there are five main core components, every Equitrac installation requires the Core Accounting Server (CAS)
and either a Document Routing Engine (DRE) or a Device Control Engine (DCE) at a minimum. The Device
Monitoring Engine (DME) and Scan Processing Engine (SPE) are not required for all installations.
The core components can be installed on a single server, or distributed across multiple servers to disburse the print
load tracking or device management activities.

Device
Device Monitoring
Control Engine
Engine
Core
Document Accounting
Routing Server
Engine

Scan
Processing Admin Apps
Engine

Windows Server

The core server components communicate on designated ports. Each component “listens” on a specific port for
information or requests from the other components. Refer to the Equitrac Office and Express Installation Guide for a
complete list of port assignments per component.

Making Changes to Server Components

If making configuration changes within System Manager to any of the core server components (CAS, DRE, DCE,
DME, SPE), such as changing printer languages or PageCounters, you must wait a minimum of 30 seconds before
these changes take effect.
The delay in updating server components is a function of the CAS polling feature. This means that the delay may be
longer in the event that CAS is unavailable for some reason during that polling period after the server changes. CAS
sends the change data to the relevant components once the connection is restored.

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 Chapter 1: Introduction

Core Accounting Server

The Core Accounting Server (CAS) verifies users, calculates transaction charges, and assigns those charges to an
appropriate user or group account. CAS calculates charges using page count and job attribute information received
from the Port Monitor, along with printer costs defined by the administrator.

• user verification
• print charge calculations
• output tracking
• account balance management

Every Equitrac Office/Express installation requires a pre-installed database. CAS uses the database instance to create
an accounts database that contains all printer, user, department, billing code, transaction, and balance information.
The database can reside on the same machine as CAS, or on a separate server if needed. See System Requirements in
the Equitrac Office and Express Installation Guide for information about supported databases.
For installations that support a large user base, or where you support remote campus locations, you may need to
deploy multiple accounting servers. Although these accounting servers can function separately, the Uplink feature
enables central reporting of print transaction and accounting data. Refer to Running Consolidated Reports on page
375 for full instructions on how to configure the Uplink feature.
You can configure the CAS functionality in both System Manager and Accounts Manager. Configuration options are
located in System Manager, and printing accounts (user, department, billing codes) are managed in Accounts
Manager.

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Chapter 1: Introduction

Document Routing Engine

The Document Routing Engine (DRE) is the print server. Its primary function is to enable document flow from user
workstations to output devices such as printers, plotters, or MFPs and capture the document characteristics of all
output. Each time a user releases a print job, DRE communicates the job characteristics to CAS.
The Equitrac Port Monitor is installed with each DRE. The Port Monitor integrates with the Windows® printing
subsystem and functions as part of the spooler service, allowing the Port Monitor to receive and route print jobs to
parallel network-connected printers.
If there are many printers within your deployment that generate frequent throughput, you may need to deploy
multiple DREs. You can designate specific printers to each DRE, balancing the overall load to streamline the data flow.
The diagram below shows a typical DRE workflow. First, a user generates a print request. The DRE Port Monitor
intercepts the request before it gets to the printer and “holds” the print job while it waits for a user validation response
from CAS. CAS checks its database and either validates the user, or denies the request. The response is sent back to
DRE, and the print job is forwarded to the printer if the user was validated. If denied, the user receives a notification
message on their desktop (if configured). After the job is printed, the page count and job attributes are forwarded to
the CAS database for tracking.

1 Print Request

2 Validate Print Request

Port
3 Job is Printed DB

4 Update Job Attributes CAS

DRE

Basic DRE workflow used to measure print usage

For installations that require secure document printing, you can configure DRE to hold documents in a print queue
until the user releases them from a release device (such as PageCounter, Release Station, Web Release Station, or
embedded device). See Enabling Secure Printing on page 292 for details.
Although DRE is a core component, it is not required in all deployments. DRE manages communications with
physical printing devices. If you are only tracking copy transaction on devices with embedded devices (rather than
tracking printing), you do not need to install the DRE component.
DRE functionality can be configured in System Manager.

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Device Control Engine

The Device Control Engine (DCE) provides communication with copy and fax devices and with multi-function
devices that provide fax and scan features. You must install specific embedded devices or terminals to enable
communication with these devices. See Embedded Devices on page 70 and Control Terminals on page 62 for details.
DCE communicates with CAS to verify user credentials, and forwards the copy and fax information generated by
these devices for tracking in the accounting database.
The diagram below shows a basic DCE workflow. First, a user requests access to a multi-function device via a
PageCounter terminal or a terminal keypad. The request is handled by DCE, which then forwards a user validation
request to CAS. CAS checks its database and either validates the request, or denies it. After the user completes their
copy, fax or scan, the job attributes are forwarded to CAS for tracking.

2 Validate Login Request

1 Login Requested DB
3 Update Job Attributes
CAS
DCE

Basic DCE workflow used to measure multi-function device usage

Although DCE is a core component, it is not required in all deployments. If you intend to track printing from
workstations only, and do not need to track copy, scan, or fax jobs, you do not need to install the DCE component.
Instead, you need the DRE component only.
If you require a solution that does not depend on a connection to CAS, you can install the MobileDCE component on
a laptop or workstation. Each day, an Administrator can download a fresh set of PIN information from CAS to the
MobileDCE, then walk to each control terminal and download cached transaction data to the mobile server. The
Administrator can then upload the fresh set of PINs to the control terminal, leaving it ready for use. The next time the
MobileDCE machine connects to CAS, the transaction data is uploaded and updated in the database. For more
information, see Using MobileDCE Server on page 140.

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Chapter 1: Introduction

Device Monitoring Engine

The Device Monitoring Engine (DME) is an optional component that monitors physical device status and faults.
Installed on a server station, DME monitors selected devices for SNMP status changes and logs the status changes. You
can view the current status of any monitored device in the Device Monitoring Console. If you want to monitor a
device for a particular type of fault (e.g. offline status or paper jams), you can create Alert Rules that send notifications
when the fault occurs.
IT Managers can run standard or custom device status reports to proactively identify devices requiring service or
replacement. These reports track the historical status of a device over time, allowing you to understand the
performance history of the device.
For more information on DME and the DME Console, see Device Monitoring with DME on page 109.

1 Request Monitored Device List

SNMP-enabled
DME Devices

2 Load Monitored Device List

SNMP
DB Status Changes
DME
CAS

DME listens for SNMP status changes on monitored devices

Scan Processing Engine

The Scan Processing Engine (SPE) is responsible for orchestrating all scan features once authentication has taken
place. When a scan request is received by the DCE, all information relevant to the request is passed to the SPE to
process. SPE then sends the scans to the appropriate scan destination, and sends the scan information to CAS for
costing and reporting.
The SPE requires at least one DCE to operate.

3 SPE sends scan information to CAS for

costing and reporting, and to the
appropriate scan destination

1 User conducts 2 DCE sends files

scan at MFP to SPE

MFP DCE SPE DB

Scan Destination CAS

Basic SPE workflow used to process scans

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Optional Components
Optional components extend the base functionality of the Equitrac Office or Express Suite. Some components are
enabled with the Suite licenses, and you have the option of implementing the features if needed. Other components
must be licensed separately within System Manager. The following sections provide a description of each component,
and indicate when you must purchase a separate license to enable the optional functionality.

Workstation Client
The Workstation Client offers a number of powerful features that provide job information or prompts to the user
when they request a print job from a networked workstation. You must install the Workstation Client software on each
workstation that use these features, however, you can select which features to install on each machine.
Once installed, the client software tracks and audits print activity even if the connection to the Equitrac server is lost.
Users can continue to print uninterrupted, and the transaction details are uploaded to the server once the connection
is restored.
A Workstation Client license is required for each workstation to enable one or all of these features.
• Desktop Printing tracks the use of local LPT and USB printers connected to a workstation. Desktop Printing
supports simple pricing on a per-page basis, and advanced price lists tracking. Charging for color attributes is also
possible but depends on the properties of the printing application and the printer driver. Desktop Printing does
not support charging for attributes such as duplexing or page size and does not enforce Account Limits. See
Desktop Printing on page 312.

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Chapter 1: Introduction

• Client Billing prompts users to assign billing codes when they print their documents. See Working with Billing
Codes on page 175.
• Prompt for Login prompts for Windows login credentials any time a user tries to print to a device monitored by
Equitrac Office/Express. Users must enter a valid Windows username and password to complete the print request.
See Prompt for Login on page 396.
• Cost Preview provides a summary of the print request cost prior to sending the job to the printer and prior to
recording the transaction in CAS. Users can accept or cancel transactions before printing. See Cost Preview on
page 396.
• Equitrac Messaging Services is a proprietary messaging service that is included with the Client install to display
error messages on the user’s workstation. See Selecting Notification Methods on page 251.
• Workstation direct IP printing (DRC) enables Follow-You Printing and print tracking on par with DRE server-
based print tracking but without the need of a print server. As the name indicates, this is only available for direct IP
printing from a workstation to a networked printer.
• Interactive print rules enable a server-based print rule to interact with the end user when running on a Windows
print server. This change does not apply to workstation rules or copy rules. See Interactive Print Rules on page
330.

Direct IP Printing (DRC)

The DRC component of the Workstation Client is intended to provide DRE printing behavior for sites that prefer to
print via direct IP printing instead of to a print server. A physical device appears in System Manager the first time a
workstation prints using DRC. As other DRC clients print to the same printer, additional ports and queues associated
with each workstation name appear under the same physical device. This is repeated for each printer accessed by a
DRC client. Reporting is the same as if they had printed to DRE printers.

Features
• DRC has all the same capabilities as DRE
• Tracks the same print attributes as DRE
• Supports the same rules as DRE
• Rules can re-direct print jobs to DRE printers
• Holds jobs for secure release on the user’s workstation
• Can pull jobs to any printer in the pull group
• Supports the same workstation popup features as DRE (billing code, cost preview, interactive rules)
• Works on Windows workstations and Macintosh workstations (there are no interactive rules on Macintosh)

Installing DRC
DRC is a component of the Workstation Client installation. Sites intending to install DRC on a large number of clients
require an automated roll-out procedure that silently installs the Workstation client. Page counting hot fixes are
supplied in the form of a new client which must be rolled out to the workstations.

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 Chapter 1: Introduction

Managing DRC
DRC is managed the same as any other device in System Manager. A single physical device is created for each printer
regardless of how many DRC clients are printing to it. Under each physical device, a port and a print queue are created
for each DRC client workstation.
Use the Type view under the System Manager > Devices to quickly select and configure multiple DRC clients.
To minimize network traffic, configuration changes in System Manager are not immediately reflected on the
workstations. On startup, each DRC synchronizes its cache with CAS if the DRC cache does not exist or is older than
24 hours. To prevent all of the workstations from synchronizing at the same time, automatic synchronization occurs
according to a random time schedule between midnight and 6 AM. The cache contains configuration settings from
System Manager for each Direct IP printer used by the workstation. Cache synchronization has the potential to send
the largest amount of data. The size is dependent upon such things as the printer name, number of rules, and so on.
To manually force an immediate synchronization, do the following:
1 Select the Software node in System Manager.
2 Use the Description column to sort the view.
3 Select one or more workstations, then right-click and select Force cache update from the list.

Communicating with DRC

On startup, DRC sends version information to CAS, and reports when a new printer is added on the workstation.
When printing, DRC calls CAS to validate the transaction and to post the transaction results.

Reporting Print Transactions

DRC print tracking appears the same as DRE printing, but more printers are listed when reporting by print queue
instead of physical device.

NOTE: This only applies to Windows direct IP printing. DRC cannot function as a print server since rules to re-direct to
another DRC is not supported. If the printer is shared, and a job is printed through the share from another machine,
the job prints, but it is not tracked, and rules are not applied.

Print Assistant
Print Assistant is an Equitrac Express option which consists of a bundle of features designed to prompt users when
they submit print requests. These features are Cost Preview, User Authentication, Job Rename, and Release Key.
• Cost Preview provides a summary of the print request cost prior to sending the job to the printer and prior to
recording the transaction in CAS. Users can accept or cancel transactions before printing. See Cost Preview on
page 396.
• User Authentication, also called Prompt for Login, prompts the user to enter their login credentials whenever
they submit a print request to a device monitored by Equitrac. This feature prevents unauthorized users from
printing to monitored network printers. See Prompt for Login on page 396.
• Job Rename lets users assign a new, unique name to a document when they submit a print request. In an
environment where Release Station is implemented to queue documents to a printer, the walk-up user or print-
desk staff are able to quickly identify any specific print request by its new name. See Cost Preview on page 396.

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Chapter 1: Introduction

• Release Keys let users assign an alphanumeric key value to their document when they submit a print request.
When the user needs to identify their document in the secure print queue, they can look for their document by the
release key number. See Release Key Prompt on page 398. Release Keys are not compatible with Client Billing nor
Prompt for Login. Do not install these options on the same user workstation.

Data Source
The Data Source component enables a third party print tracking system to upload transaction data to the Equitrac
Office/Express accounting server. See Import Utilities on page 469.

Interface Module
If your deployment requires communication with copy, fax, scan, or multi-function devices, you must purchase an
Embedded Device license to enable this communication.

Rules and Routing

The Rules and Routing feature enables you to configure Equitrac Office/Express to accept, hold, deny, or re-route to
specific devices, any print requests that meet specific criteria. You can also configure rules that route jobs based on
least cost or device status. You can create custom messages that are displayed when a user selects a particular type of
print job at their workstation. See Routing Rules on page 319.

Uplink
If you require central coordination of print transaction and accounting data from multiple sites (e.g. remote campus
locations), the Accounting Server Uplink feature enables remote instances of CAS to upload transaction and account
data to a single master accounting server at regular intervals. See Running Consolidated Reports on page 375 for
details on configuring Uplink settings.
Uplink provides a central location for distributing Enterprise and Embedded licenses from the master CAS to
subsidiary CAS servers. See Enterprise Licensing on page 38.

Release Station
Release Station is a secure printing feature that uses a network workstation as a point of controlled document release.
When a user requests a print job, the job is held in the Release Station queue until the user releases it from the Release
Station application. Typically installed on a workstation located near the printers, you can configure the software to
allow network users to view, select, print, or delete documents held in the proprietary secure print queue.
Use the included Release Station Configuration tool to configure Release Station to operate as a self-serve or operator-
controlled workstation. See Configuring Release Station Behavior on page 412.

Mobile Printing
The Mobile Printing component enables users to print to the printers in your implementation without the need for a
connection to the local network. Users can print from any smartphone, tablet, laptop or PC. These documents are
tracked through Equitrac using the same means as documents printed from computers on the local network. See
Mobile Printing on page 316.

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Deposit Station
Deposit Station for Equitrac Express is a self-serve kiosk consisting of a workstation and a device that accepts coins,
bill, card deposits, then updates dedicated Equitrac Express user accounts with the value of the deposit. Users must
authenticate themselves on the workstation. Authentication occurs via cardswipe, PIN, or a combination of both. See
Configuring Deposit Station on page 428 for details.
Deposit Station requires an External Data Connection license.

Campus Card
Campus Card for Equitrac Express supports print and copy payments from a third-party account using the Campus
Card (also called Foreign Accounting System or FAS) functionality. Using PageCounter terminals or embedded
devices, users can authenticate themselves as valid Campus Card account holders, make copies, release jobs, and pay
for these services in real time directly from their Campus Card accounts. Release Station and Web Release Station
offer the same capabilities, except for making copies.
Equitrac Express currently integrates with Blackboard, CBord Odyssey, CBord CS Gold and Valuecard interfaces.
Additionally, any system can be integrated with some development work using the Campus Card API, as described in
the Campus Card API Reference Guide.

Smart Card Support

Smart Card Reader Support is an optional feature of DCE, which enables users to authenticate through a smart card
reader connected directly to a device via a Smart Card.

NOTE: The Smart Card solution is only for Windows Server 2008R2 64-bit systems.

Web Client
Web Client is an optional feature that offers a package of web applications. These allow both users and system
administrators to perform Equitrac-related tasks using a web browser. Web Client consists of the Scan Client, Web
System Manager and Web Deposit web applications that can be installed together or separately.

Scan Client
The Scan Client allows monitoring and managing the scan jobs of an Equitrac user. It displays user scans sent to all
available scan destinations via Equitrac controlled devices. See Working with the Scan Client on page 406.

Web System Manager

Web System Manager provides a web interface to manage Equitrac accounts with a certain set of the standard System
Manager functionality accessible via a web browser.

Web Deposit
Web Deposit is an Equitrac Express feature which enables organizations, such as universities and colleges to accept
deposits into an Equitrac system through a web-based user interface. See the Web Deposit Setup Guide for details.

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Chapter 1: Introduction

Login and available application

To access the Web Client applications you must enter your user credentials at the Web Client login page. After login,
you may see a landing page with the applications available to you, as determined by your login account’s user rights.

NOTE: If your user rights allow access to a single Web Client application or only one Web Client is installed, the
landing page is not displayed and you are automatically redirected to that application. If you do not have sufficient
rights to any of the Web Client applications, only an informational message is shown.

To access Web System Manager

You need to log in with a Windows user credentials (Windows User ID and Password) found in the Admin or
Account group (see Configuring Administrative Access on page 36).
To enable a Windows user account to log into the Web Client, do the following:
1 In System Manager, navigate to Configuration > Security and authentication > External authentication.
2 Select the Windows checkbox.
To enable access to Web System Manager, do the following:
1 Navigate to Configuration > Security and authentication > Access permissions.
2 To manage accounts in Web System Manager (accessing the Accounts tab), make sure the Windows account being
used is part of the Accounts group.
3 To manage settings in Web System Manager (accessing the Tools tab), make sure the Windows account being used
is part of the Admin group.

To access the Scan Client or Web Deposit

You need to login to the Web Client using either your Equitrac user credentials, or a combination of Equitrac PIN and
external password. For more details, see User Authentication on page 245.
Logging in with PIN1 and PIN2
To enable this user authentication option, do the following:
1 In System Manager, navigate to Configuration > Security and authentication > User authentication.
2 Select Equitrac PINs in Authentication mechanisms.

NOTE: You cannot to log in if you enter a wrong PIN2.

NOTE: This authentication mode does not work with the Single Sign-On feature of Web Client.

Logging in with PIN1 and external password

To configure this user authentication setting, do the following:
1 In System Manager, navigate to Configuration > Security and authentication > User authentication.
2 Select Equitrac PIN with external password in Authentication mechanisms.

NOTE: This authentication mode does not work with the Single Sign-On feature of Web Client.

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Logging in with external accounts

To configure this user authentication setting, do the following:
1 In System Manager, navigate to Configuration > Security and authentication > User authentication.
2 Select External user ID and password in Authentication mechanisms.

Device Web Service

The Device Web Service (DWS) is an optional feature of DCE, and is required to handle communication with Xerox
ECSP-enabled MFPs. When a user logs in at a Xerox ECSP device, the login data is sent to DWS, which communicates
with DCE, and then DCE contacts CAS to verify the user account.

NOTE: The Device Web Service is not supported on 32-bit systems.

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Chapter 1: Introduction

Administering Equitrac Office and Express

The majority of Equitrac Office/Express Server administration takes places in the Administrative Applications. These
applications are typically installed on the Core Accounting Server (CAS), but can also be installed on any server or
workstation within the deployment for ease of administration.
By default, the installer places the Administrative Applications on the Start menu under Start > All Programs >
Equitrac Office or Equitrac Express.
Before you can access the Administrative Applications, you must select the accounting server that you want to work
with. The accounting server collects information from, and writes to, a single accounts database, so you can connect to
only one accounting server at a time.

If you deployed multiple

CAS servers, each CAS is
listed in this window.

If you deployed multiple CAS servers, the Select accounting server dialog box displays each time you open an
Administrative Application, and you need to select the appropriate CAS before proceeding. If you only have one CAS,
you can disable this feature by clearing the Display at startup checkbox. However, if you disabled the Display at
startup option, and later need to access a different CAS, select Tools > Options within any of the Administrative
Applications, and check the Display server selection dialog on startup option. The next time you launch an
Administrative Application, the Select accounting server dialog box opens.
The main Administrative Applications are System Manager, Accounts Manager, Reports Manager, Department
Manager, and the Device Monitoring Console.

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System Manager
System Manager allows Administrators to perform advanced configuration and maintenance tasks. System Manager
controls system-wide configuration and integration settings, as well as the behavior of the accounting server, the
Equitrac Port Monitor on local and remote print servers, and workstation client software. You can install System
Manager on CAS or on any Windows workstation on the network.
The System Manager interface is divided into sections. The Manager tools are listed beneath the current CAS System
heading. When you make a selection from these tools, the contents of the right pane update to show the available
options. Alternatively, you can select a task from the Current tasks list, although for some options, such as
Configuration, tasks are listed only in the right pane.

Equitrac Office/Express combines System Manager, Accounts Manager, Device Monitoring Console, and the Diagnostics tool
into a single window for users with Administrative access permissions. Accounts Manager can be accessed by users
without Administrative privileges via Start > All Programs > Equitrac Office or Equitrac Express > Accounts
Manager. See Configuring Administrative Access on page 36 for full details on configuring user access permissions.

CAUTION: Diagnostic tools are used to generated trace logs for server components for troubleshooting purposes.
Enabling log tracing should only be done with direction from Equitrac Support Services.

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Accounts Manager
Accounts Manager provides tools to configure and manage the Equitrac database. This database contains printing
accounts and transaction records associated with CAS. All account information including billing codes, user accounts,
and departments are managed from Accounts Manager.
The Accounts Manager interface is divided into sections similar to the System Manager. The Manager tools are listed
beneath the current CAS Accounts heading. When you make a selection from these tools, the contents of the right
pane update to show you the available options. Alternatively, you can select a task from the Current tasks list.

For information on using Accounts Manager, see Creating & Managing Accounts on page 193.

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Reports Manager
Reports Manager contains a selection of standard reports, or you can modify standard reports to create your own
custom reports. If your deployment uses multiple CAS servers, you can also generate reports on transaction data
uplinked from subsidiary accounting servers.
For example, you can use Reports Manager to generate a printer usage audit trail in order to recover costs. You can
audit usage patterns, user or department activity, activity load on specific devices, analyze inefficiencies, and access
device fault tolerances.
Equitrac Office/Express also provides reports that allow you to analyze devices trend usage, color or black & white
usage over time, usage patterns, etc. Graphical device configuration reports provide usage analysis of print queues,
ports, control terminals, etc.
If you installed the DME component, you can also generate device status reports. See Generating Device Status
Reports on page 121 for details.

For more information on generating and analyzing reports, see Creating & Running Reports on page 357.

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Department Manager
Department Manager provides many of the same functions as Accounts Manager, but removes the ability to manage
billing codes and departments. Department Manager is useful if you want to designate a department administrator
that is responsible for managing user accounts within one or multiple departments. Department administrators can
add, change, or delete user accounts. This administrator cannot make changes to billing codes or departments from
within Department Manager. Tasks within Department Manager are limited to user account modifications. The
administrator does not have to be a member of the department to manage it, and a department can be managed by
multiple administrators.
You must configure access permissions in System Manager, adding Department Administrators as a group. When the
administrative user logs on, then starts Department Manager, they see accounts for all departments that they are
designated to manage. See User Authentication on page 245 for details.

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Device Monitoring Console

The Device Monitoring Console allows you to configure the fault conditions that DME monitors per device. Custom
alert rules let you choose the specific fault conditions (such as Offline, Paper jam, and Unreachable) that DME listens
for per device. The Alert rules also let you define the notification method to use when a fault condition occurs.
When the console launches, DME contacts CAS to obtain a list of monitored devices, and displays the list in the
Devices view. You can quickly view device status summary information at a glance. Use the DME Console to configure
Alert Rules and to view overall device status information.
For more information on DME and the DME Console, see Device Monitoring with DME on page 109.

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Chapter 1: Introduction

Configuring Administrative Access

To prevent unauthorized access to the Equitrac Office or Express Administrative Applications or modifications to
registry entries, Equitrac relies on Windows-level permissions and Application-level Administrative accounts
permissions.

Windows-level Permissions
At the Windows level, define at least one user with administrative privileges on CAS and DRE. The user must have
administrative permissions on the server to start and stop services and the print spooler. If you are configuring remote
DREs, the user with administrative privileges on the remote server must also have administrative privileges on the
server hosting CAS. Refer to your Windows documentation for information on assigning Windows-level
administrative privileges.

Application-level Permissions
Application-level permissions determine which users have access to Equitrac Office or Express components. You can
assign access to user groups to one or more of the following permissions:
• Admin – Grants access to Accounts, Department, Reports and System Managers, plus the Device Monitoring
Console, Cashier, Release Station, and Print Queue Viewer.
• Reports – Grants access to Reports Manager, Dashboard Reports.
• Accounts – Grants access to Accounts Manager.
• Department – Grants access to Department Manager.
• Device Admin – Grants access to Device Monitoring Console.
• Print Distribution – Grants access to Send To printing application
• Cashier – Grants access to Cashier Application. (for Equitrac Express)
You cannot assign access on an individual user basis. Instead, access is granted to a Windows-level group that is
registered to a domain. If you want to assign Admin access to just one person, establish a Windows-level group that
contains just the one user.
To configure Application-level permissions, do the following:
1 Select Start > All Programs > Equitrac Office or Equitrac Express > System Manager.
2 In System Manager, navigate to Configuration > Security and authentication > Access permissions.
3 In the Permissions dialog box, click the group link you want to configure.

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4 In the Select Group dialog box, choose the group to have access to the Equitrac Office/Express functions, and
click OK to save the changes.

You can assign access per Manager to Windows-level groups. You may have a separate Administrator group for each
Equitrac Manager, or a single group that accesses all Equitrac Managers. For example, you might want to assign
Admin access to the Branch Admins group, and Accounts access to the Accounting Group. There might be a third
group responsible for administering Reports.

NOTE: Access to Dashboard Reports and Print Queue Viewer requires that the user be a member of the Windows level
groups.

CAUTION: On Windows 2008 Server and Vista, logging in with an administrator account other than the one running
Equitrac services, may result in 403 HTTP errors or empty report lists. This is because Windows treats the
Administrators group as a special case. To avoid these issues, add the logon account to a new group (e.g., EqAdmin)
and select this group instead of the Administrators group under Admin, Reports, Accounts, etc in System Manager.
Otherwise, it may be necessary that management applications (System Manager, Reports Manager, etc) be “Run As
Administrator”.

For information on establishing Windows-level Administrator groups, refer to your Windows documentation.

Administration Task Overlap

To correctly configure some options, you need to adjust settings in both the System Manager and the Accounts
Manager. The action that CAS performs when processing print requests depends on three factors:
• Server configuration—your accounting policies.
• Account properties that you define using Accounts Manager.
• The value of the account properties at the time of the print request.
For example, if you want to define a policy to prevent users from accumulating negative charges, you need to
configure user accounts limits within System Manager, then specify a minimum balance of $0.00 for users within
Accounts Manager.
When setting Access permissions in System Manager, keep in mind that Administrators who perform configuration
tasks may require access to both System Manager and Accounts Manager.

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Chapter 1: Introduction

Licensing
The Equitrac Office or Express software comes with a unique serial number. When you supply Equitrac with this
serial number and the machine name on which you are installing the software, you are provided with an activation
code that is proof of registration.
When Equitrac Office or Express is installed for the first time on a specified machine, a limited default license is
generated and applied during installation. The auto-generated default license allows full operation of all System
Manager’s features for 45 days, however, there is a limit of only one of each licensable item.
Full component license(s) must be obtained and applied before the 45 day default license expires. A new default
license cannot be generated by reinstalling Equitrac Office or Express on the same machine. When applying the full
license, the default license is automatically overwritten.
For more information on obtaining activation codes and registering licenses in System Manager after the initial
installation, refer to the Equitrac Office and Express Installation Guide.

Component License Verification

All software license verification takes place on CAS. CAS validates all existing licenses, and assigns them as needed.
Components such as the Equitrac Port Monitor must contact CAS to obtain the use of a particular license. Print
servers and the client billing component also receive licenses from CAS, based on the server name. For instructions on
adding and activating licenses, refer to the Equitrac Office and Express Installation Guide.
CAS itself is licensed on a per-machine basis, one license is included in each Suite package. For additional component
licenses, such as a remote print server, you must obtain a license from Equitrac based on the system ID of the machine
hosting the core accounting server.
When CAS starts up, it looks for a valid license for itself. If it finds a valid license, the startup continues. Otherwise, the
server logs an error message and continues to operate in unlicensed mode. This means it ignores any transaction
reports from the Port Monitor, and informs any components requesting licenses that the server is currently
unlicensed.
The system licenses other components through serial numbers recorded on the accounting server. Components
contact CAS on startup to obtain license validation and supply their component identifier and machine name. Upon
receiving the license validation request, CAS looks up the component to verify whether it has allocated a license for
that component or not.
If there is an appropriate license available, the server assigns the license, and returns a license certificate to the
component. If not, the server informs the component there are no available licenses at this time, and the unlicensed
component becomes inactive.

Enterprise Licensing
The core license includes unlimited server licensing (but not workstation or embedded) for the specified number of
network users. An enhanced license also includes the workstation licensing.
If you exceed the specified number of network users, Equitrac Office or Express handles the situation as follows:
• If user accounts are added that brings the total number of active user accounts within a 10% threshold of the total
number of licensed users (more than 110% of the licensed total), then CAS displays a warning message to the
administrator when System Manager, Accounts Manager, Reports Manager or Department Manager is started, and

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logs a warning message in the event log. The warning message begins when the license usage reaches 95%, and is
displayed to Workstation Client and Print Assistant users with each use.
• If a user account is added that brings the total number of active user accounts to more than 105% of the number of
licensed users, then all CAS ‘s begin to operate in an unlicensed state, and do not record transactions, not
authenticate and authorize device usage, and not hold secure print jobs.
The CAS uplink function automatically manages both user and embedded device licenses on the uplink server
(master CAS). Each downlink server (subsidiary CAS) provides a list of local users and embedded devices to the
uplink server—with users prefixed with the domain qualifier if configured. The uplink server uses the full set of users
and devices received from each downlink server to determine licensing compliance for the entire collection of CAS
servers.
A downlink server switches into unlicensed state if:
• The uplink server has failed the enterprise licensing user limit criteria
• The uplink server has failed the enterprise licensing embedded device limit criteria
• A connection to the uplink server has not been made for a period exceeding 14 days
A downlink server switches into warning state (similar to the warning displayed when 95% of enterprise licenses have
been used) if:
• The uplink server has reached the enterprise license warning level
• A connection to the uplink server has not been made for a period between 7 and 14 days

NOTE: To avoid the warnings or to restore the site to a licensed state, you must install a new license that supports
more users (recommended) or you can delete or lock user accounts. If you delete user accounts, you must also re-
synchronize the enterprise license in System Manager under Configuration > Network environment > Uplink.

License Caching
Given that you can distribute the individually-licensed Equitrac Office/Express components across several machines,
it is possible for the licensing scheme to fail.
For example, the accounting server could be unavailable when a remote component starts up and requests a license.
The component could conclude that it is not licensed, and function accordingly. If the accounting server restarts later,
the component would remain in the unlicensed state until it contacts CAS and obtains a valid license.
To reduce this risk, the individual components cache their assigned license codes locally and use the cached
information if the accounting server is unavailable. These cached licenses eventually expire.

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Chapter 1: Introduction

Changing the License View

You can change the view in System Manager’s right pane if you need to see specific information:
• License View lists all currently licensed components.
• Assignment View lists all assigned component licenses, the date on which Equitrac Office or Express last assigned
the license to a component connecting to CAS, and the number of licenses assigned. For example, if you have a
license pack for 50 terminals, this pane displays the number of terminals connected with CAS-assigned licenses as
well as the total number of terminals supported.

Language Support
Equitrac Office and Express components are available in English, French, German, Italian, Portuguese (Brazil), and
Spanish. Make your language selection during the initial Equitrac Office or Express installation. This selection is
independent of the regional language setting on the machine, meaning that you can run Equitrac in Italian even if the
regional setting is for French.
The language selection specified during the installation configures the language of the PageCounter terminal prompts.
See Setting the Prompt Language on page 129 for details on manually configuring the language of PageCounter
prompts.

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Additional Documentation
To learn more about the advanced features and functionality of the Equitrac Office and Express Suites, refer to the
table below to determine the Guide you need.
For a complete list of product specification and system requirements, contact your Equitrac representative.

Guide When to refer to this guide

Planning Guide Prior to installing Equitrac Office or Express, read this guide to understand how to
deploy Equitrac Office/Express on your network.

Installation Guide Use this guide to perform an initial installation or upgrade.

Cluster Deployment Guide If you are deploying Equitrac Office or Express in a cluster environment, use this
guide to plan the installation.

Embedded Guides available for various Use these manufacturer specific guides for embedded clients.
manufacturers

Print Server Module Guides: If your deployment utilizes a UNIX print server, use this guide to configure the
• UNIX print server after the installation is completed.
• Linux SUSE If you plan to deploy Equitrac Office or Express components across a cluster, use
the Cluster Deployment Guide for planning and implementation.

PageCounter Quick Reference If you need help understanding the options available from the main PageCounter
interface.

Web Deposit Setup Guide Use this guide to plan and configure the Web Deposit application in the Web
(for Equitrac Express) Client.

Campus Card API Reference Guide Use this guide if you plan to integrate additional Campus Card systems into
(for Equitrac Express) Equitrac Express.

Online Help Contents

Release Station Help Instructions and reference information about using Release Station to release
jobs for print.

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Chapter 1: Introduction

42 Equitrac Office and Express Administration Guide

 2 Managing Devices

Topics
Devices Overview
Physical Devices
Control Terminals
Embedded Devices
VPSX Devices
InfoPrint Manager Devices
E-queues
I-Queues
Passthrough Printers
Workstation Devices
Managing Custom Groups
Configuring eCopy ShareScan
Configuring Default Media and Monochrome
Settings
Setting up a Print Separator Page
Hardware & Interface Support
Campus Card Interface
Mobile Printing Through HP ePrint

Equitrac Office and Express can track transaction data from many different device types. From physical printers to
virtual queues, to control terminals, you can configure Equitrac Office or Express to meet the needs of any size
organization. All devices you want to track must be registered in the Equitrac database.
Instructions to install all device types are provided in the Equitrac Office and Express Installation Guide. This chapter
provides information to help make changes to existing device configuration, and to manage devices over time.
This chapter provides information about:
• the various device types and capabilities that Equitrac Office/Express supports
• setting up each device in System Manager
• configuring device capabilities and options
For information on reviewing device status and evaluating device health over time, see Device Monitoring with DME
on page 109.

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Devices Overview
Equitrac Office/Express tracks and controls printing on many different types of devices. Each controlled device must
be registered in the Equitrac database. When a user accesses a registered device, Equitrac Office/Express tracks the
transaction and sends the data to CAS.
There are two ways to register a device:
• Configure each device to use the Equitrac Port Monitor
Each device on a DRE print server that you want Equitrac Office/Express to track must communicate with the
Equitrac Port Monitor. For a new device, set the port to an Equitrac Port. If you print a test page when configuring
the port, the queue is created automatically and appears within System Manager. For existing devices, convert the
port to an Equitrac Port. See Creating Equitrac Printer Ports on page 52.
• A print request is sent to a device for the first time
DRE registers a print queue and port for a physical device the first time a print request is sent to the unknown
device. The device is displayed within System Manager. You can make changes to the device definition, apply
pricing, etc. See Manually Adding and Configuring a Physical Device on page 50.

Device Types
Equitrac can track and control printing to multiple device types. When a user accesses a registered device, Equitrac
Office/Express tracks and stores the transaction data to CAS.

Device Description

Physical The actual piece of hardware that prints or copies. Physical devices include select devices that also copy,
Devices scan or fax. Equitrac Office/Express adds physical devices to the database automatically when you use
Windows to add a print queue, or when you add and configure printers for a UNIX print server.

Device Connections to physical devices that track transactions. There are two types of device interfaces in Equitrac
Interfaces Office/Express—Control terminals and Embedded devices.

VPSX Device LRS VPSX enterprise print output management device using VPSX PersonalQs through Embedded devices
and Control terminals.

InfoPrint InfoPrint Manager print output management device using InfoPrint secure print queues through Embedded
Device devices and Control terminals.

e-queues A proprietary print queue definition that implements secure printing and is not associated with a specific
physical device. When users print, the e-queue holds the documents for release. When users release held
documents, Equitrac Office/Express pulls the documents to a physical device for printing.

Passthrough A printer port connection using the Equitrac Port Monitor that enables Equitrac to communicate with an
Printers unsupported print device. Associate a Passthrough printer with a target printer. When a user prints a
document, the Passthrough printer tracks and releases the document to the target printer.

Workstation Peripheral printers attached locally to a client workstation. The Desktop Printing feature on each
Devices workstation tracks print transactions through the local LPT or USB printer. Equitrac Office/Express adds
workstation devices to the database automatically when users print from a workstation to a local printer.

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Viewing Devices Within System Manager

When working with devices, you can change the view in System Manager to make it easier to find and manage devices.
The different views available are: Standard view, Server view, Type view, Custom group view, Routing group view, and
Workstation view.
To sort devices in any view, click a column title to sort that column alphabetically. Click the column title again to sort
in reverse-alphabetical order. Click and drag the column widths individually to enhance the current view, or to hide a
column that you do not want to display. Additionally, you can right-click the column title bar and select Secure
printing from the list. The Secure printing column can be made visible in all views except the Workstation view. By
default, this column is not visible, and must be selected from the title bar options.
When the Secure printing column is visible, the secure printing setting of the physical devices and print queues are
displayed. See Managing Secure Printing Settings on page 48 for more details on configuring and managing the
secure printing settings.

Standard View
The Standard view displays all devices as individual entries, according to the name of the device. Each device link
opens a device configuration dialog box. The Standard view also includes a group of all control terminals not yet
assigned to a physical device. Each control terminal link opens a device interface configuration dialog box.

Server View
The Server view displays the local print server group containing all devices for that server, as well as groups for any
other print server with devices. Each device link opens a device configuration dialog box.
The Server view also includes a group of all control terminals not yet assigned to a physical device. Each control
terminal link opens a control terminal configuration dialog box.

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Type View
The Type view displays all device types by group except workstation devices. Each link opens a configuration dialog
box.

Custom Group View

By default, the Custom group view displays two groups: ungrouped devices and unassigned control terminals. Each
ungrouped device and unassigned control terminal link opens a configuration dialog box.
In the Custom group view, you can create, edit, populate, and delete custom groups. Creating custom groups of
devices—such as groups by physical location, by manufacturer, etc—makes viewing all devices on your network easier.
The Custom group view also includes a group of all control terminals not yet assigned to a physical device. Each
control terminal link opens a control terminal configuration dialog box.

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Routing Group View

Use the Routing group view to create, edit, and delete routing groups. Unlike custom groups (used for conveniently
viewing devices in System Manager) and pull groups (used with Follow-You Printing), routing groups are used for
route to group rules (refer to Working with Routing Groups on page 332).

Workstation View
The Workstation view displays all workstation devices associated with a particular client workstation in one of three
groups: non-tracked, tracked with popup, and silently tracked. See Workstation Devices on page 83 for details on
configuring workstation devices.
In the Workstation view, you can move workstation devices between groups to adjust how Equitrac tracks the device,
if at all. You can also modify workstation device configuration and remove workstation device registrations from the
database.

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Device Status Tracking

You can use DME to proactively track the status of any SNMP-enabled device. DME monitors SNMP messages
generated by specified devices for status information. Each time a status change message is intercepted, DME logs the
information in the database. If the new status matches a pre-set alert condition on that device, a notification message
is forwarded to designated individuals or desktops. You can view the current device status at any time within the
Device Monitoring Console, or you can run reports to ascertain the overall device health, and plan maintenance based
on historical performance. For details, see Device Monitoring with DME on page 109.

Managing Secure Printing Settings

When working with devices in System Manager > Devices, you can add an optional Secure printing column to make
it easier and manage device secure printing settings. The Secure printing column is available in the Standard view,
Server view, Type view, Custom group view, and Routing group view. This column is not available in the Workstation
view. By default, this column is not visible, and must be added to the desired view(s).
To add the Secure printing column to any of these views, right-click the column title bar and select Secure printing
from the list. When the Secure printing column is visible, the secure printing setting of the physical devices and print
queues are displayed. Physical devices display the Secure printing default setting of the physical device configuration
in this column. Print queues display the existing Secure printing setting of its configuration, and displays the actual
secure printing state for that queue—either Enabled or Disabled.
The Secure printing options for physical devices are:
• New queue: use system default – secure document release is set to Enabled or Disabled as the global Secure
printing default for Follow-You Printing as configured in System Manager > Configuration > DRE/DRC and
Follow-You Printing.
If the Secure printing default is configured as Enabled (or Disabled), and the physical device displays New queue:
use default, the newly created print queue is set to Enabled (or Disabled) accordingly.
• New queue: enabled – secure document release is enabled on the newly created print queue.
If the physical device displays New queue: enabled in the Secure printing column, then the newly created print
queue is set to Enabled.
• New queue: disabled – secure document release is disabled on the newly created print queue.
If the physical device displays New queue: disabled in the Secure printing column, then the newly created print
queue is set to Disabled.
The terminology ‘New queue’ denotes that the setting applies to newly created print queues that are defined
automatically.
You can change the secure printing settings of physical devices or print queues, and apply these changes to more than
one device at a time. For example, you can select multiple devices and set the secure printing value to New
queue:enabled, which in turn sets any newly created print queues for the specified devices to Enabled.

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Physical Devices
A physical device is the piece of hardware that performs the print, copy, scan, or fax. Equitrac Office/Express can track
usage on any physical device that is registered in System Manager.
Within Equitrac, a physical device has three components:

• Device – the device name is registered in the Equitrac database and is used to manage the main device
characteristics. device, port, and queue.
• Port – a port connection on the device that works with the Equitrac Port Monitor to track printed documents sent
to the device. The Port Monitor communicates with DRE or DCE to control the job requests made to the device.
• Queue – A virtual list of jobs waiting to print on the device.
You do not have to manually create the three components. Instead, you create the printer using the Operating System’s
(Windows/UNIX) Add Printer utility and assign the Equitrac Port Monitor to the device. Equitrac automatically adds
print queues and port connections to the database when a user prints to the device for the first time.

Physical Device Configuration Workflow

The workflow for configuring physical devices within Equitrac Office/Express is quite simple:
1 If it is a new device, use the Operating System’s Add Printer functionality to create the printer definition to use an
Equitrac printer port.
You can either create a new device with a standard TCP/IP port and then convert it to an Equitrac port, or you can
create an Equitrac port directly. See Creating Equitrac Printer Ports on page 52.
2 The port and the queue are created automatically, the first time a user prints to the device.
The first time a user prints to the device, the Equitrac Port Monitor on the device contacts DRE, then the queue
and port are created automatically. However, to register the device immediately, send a test job the printer yourself
to force the registration to occur within the Equitrac database.
3 Verify the device in System Manager.
Open System Manager, and switch to Devices. Within 30 seconds to a minute after registering the device, the
device appears in System Manager. If you do not see a device, first try refreshing System Manager. CAS requires a
few moments to complete the communication requirements with the device and DCE or DRE before it can
populate the information in System Manager.
4 Edit the physical device summary.
You can adjust the device definition, apply pricing, set release behavior, and assign routing rules to this device.

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Manually Adding and Configuring a Physical Device

When you add and configure printers using the Equitrac Port Monitor on a print server, Equitrac Office/Express
automatically adds the device to the CAS database when the printer port contacts DRE.
DRE registers a print queue and port for the physical device with the Equitrac database the first time a user prints to
that device.

CAUTION: Ensure that you apply licenses before managing devices in Windows and configuring devices in System
Manager. If you add licenses after adding physical devices, the print queues do not show up in System Manager until
15 minutes of time expires. After Equitrac Office or Express is licensed, a job is printed to the printer or the DRE
service is restarted, which registers the devices and populates System Manager.

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

2 Select Add physical device under Current tasks, or right-click anywhere in the right pane and select Add physical
device from the menu.

3 Enter a Name, Hostname or IP address, and Description for the physical device.
4 Select the appropriate Manufacturer and Model for the physical device from the drop-down lists.
5 Enter Monthly volume, Speed (in pages per minute), and descriptive location data in the appropriate fields.
6 Verify the detected color capability setting in the Monochrome settings field. This setting is automatically detected
based on the SNMP data, but you can change the option to Monochrome if you want all printed documents to be
counted as monochrome, even when color is printed.
The device Type displays Physical device.
The Hardware address automatically displays when the device contacts DRE.
7 Assign price lists to jobs output from this device’s print queue. See Configuring Price Lists on page 265.
8 Set the Release behavior options. Leave the default setting unless you are setting up Print pull groups. See
Managing Device Pull Groups on page 295 for details.

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9 Change the settings, as required:

Physical Device Settings Description

Rule Set Apply a routing rule to jobs that are sent to this device. If the job attributes match the
routing rule, the rule is applied. See Routing Rules on page 319.

Print language Change the default printer language settings that are used by this device.

Track mailbox & proof Select At output time when printing is being tracked by an Equitrac port or DRC.
printing Select At send time when printing is being tracked locally by polling the device for
print activity.

Tracking behavior By default, all devices that appear within System Manager are tracked in the Equitrac
database.
Select Do not track or record print transactions on this device when you do not
want to track print or copy activity at a particular device, but you still want to control
access to the device.
Select Track and do not record print transactions on this device when you want to
run a report to track the queuing history of a job (printed, deleted, or expired), but do
not want to record the page count in the database.
Select Track and record print transactions on this device when you want to run a
report to track the queuing history of a job (printed, deleted, or expired), and want to
record the page count in the database.

DME server If you installed the DME component, select the DME server that you want to manage
this device. The device appears in the DME console, and you can track the SNMP status
from there. See Device Monitoring with DME on page 109.

Secure printing default Select System default to use the global secure printing default for new devices and
existing physical devices on upgrade.
Select Enabled or Disabled to override the system default setting for individual or
grouped physical devices.

10 Click OK to save the physical device configuration settings.

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Creating Equitrac Printer Ports

Equitrac Office/Express uses specialized ports to track print devices. Each monitored device must use an Equitrac
port. Depending on your printing hardware, you may need more than one port using the Equitrac Port Monitor on a
print server. You can configure a new printer definition that uses the Equitrac Port Monitor.
You can create Equitrac printer ports directly for new devices, or convert existing devices from standard TCP/IP ports
into Equitrac ports. For new devices, see Add a Printer on an Equitrac Printer Port (below). Alternatively, new
devices can be created using standard TCP/IP ports and then converted it to an Equitrac ports. For existing devices,
see Convert an Existing TCP/IP Port to Equitrac Port on page 53. Converting from TCP/IP to Equitrac ports allows
them to be quickly converted back to TCP/IP ports to determine if reported errors within the print environment are
due to the Equitrac server or the normal print environment.

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

Add a Printer on an Equitrac Printer Port

To create Equitrac printer ports for new devices, do the following:
1 Using the standard Windows interface, open the Add Printer wizard.
2 Follow the prompts to add a local printer and create a new port.
3 Select Equitrac Port as the type of port you want to create and click Next.
4 The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on,
connected to the network, and properly configured. Click Next to continue.
5 Click Next and select Physical printer as your Device Type from the drop-down list.
6 Specify a Printer name or IP Address. The wizard supplies a Port name prefaced with "EQ_" based on the printer
name or IP address. If another naming convention is preferred, rename the port accordingly.
7 Click Next to continue with the port configuration options. The Port Configuration screen displays. The Detected
device information displays automatically if the wizard is able to collect this data from the printer.
8 Select the Use custom settings option:
• If you select Raw port communication, identify the TCP Port number, and specify if the port monitor should
hold the connection open.
• If you select LPR, specify the name of the print Queue on the physical device (e.g. PORT1).
• If you select Specific device, select the appropriate Manufacturer and Model from the drop-down lists. The
device uses the relevant default communications parameters based on these selections.
9 Click Next and specify the Physical device name. This is the name of the device that is displayed within System
Manager.
10 Review the details for this new port and device registration, and click Finish to close the Add Equitrac Printer Port
wizard, or Back to change any of the settings.
11 Specify the Manufacture and model to install the printer driver, and click Next.

NOTE: If the device is part of a pull group, it must use the same drivers as all other devices in the pull group. You
must select the model of the pull group driver, not the model of the device. If the DRE is a 64-bit server you must
also load the 32-bit driver to the server.

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12 Specify the version of the print driver to use, and click Next.
13 Enter the Printer name, and click Next. This is the name of the device that is displayed in System Manager.
14 Select to share or not to share the printer with others, and click Next. If sharing the printer, enter a Share name,
and optionally provide a printer location and any comments.
15 Click the Print a test page button, and click Finish to close the Add Printer wizard.
16 Confirm that the test page printed successfully.
17 Verify that the physical device and its printer port and print queue appear in System Manager > Devices.
18 Produce a Detailed activity by device report and verify that the test page appears in the report. See Creating &
Running Reports on page 357.
Ports can be configured with their own price lists and rule sets. See Configuring Price Lists on page 265 and Routing
Rules on page 319.

Convert an Existing TCP/IP Port to Equitrac Port

Use the Printer Configuration Wizard to convert from a TCP/IP port to Equitrac ports. Converting from TCP/IP to
Equitrac ports allows them to be quickly converted back to TCP/IP ports if desired.
To convert from TCP/IP printer ports to Equitrac ports, do the following:
1 Select Start > All Programs > Equitrac Office or Equitrac Express > Printer Configuration Wizard.
2 Click Next on the Welcome screen to continue with the conversion.
3 Select Convert printers to use Equitrac Ports, and click Next. Optional – Uncheck Auto-discover model if the
printers are off-line or have SNMP disabled. If selected, the wizard sends an SNMP request to each device, and
then times-out on each failed connection attempt, greatly increasing the time to run the conversion.
4 Select the desired print server(s) from the list, and click Next. Optionally, enter the name of other print servers in
the Add field, and click the Add button to place them in the PrintServer list. Print servers can only be added one
at a time.

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5 Select the printer(s) to be converted, and click Next. If a printer exists on more than one print server, it displays
multiple times in the Printer list along with the name of its associated server in the PrintServer list.

6 Set the Printer Name and Port Name as they will display in the System Manager Devices view. You can use the
default naming templates for the printer "<ip>_<printer>" and port "EQ_<ip>", or change the names as desired.
Typing over the <ip> value, automatically replaces the printer IP address. Typing over the <printer> value,
automatically replaces the print queue name. For example, you can change the printer default "<ip>_<printer>" to
"2nd floor <printer>" to associate the selected printer(s) with the 2nd floor in your environment, or you can
remove "<printer>" from the name to only display the printer’s IP address in System Manager.

NOTE: The printer and port names can be changed individually or as a group. If multiple printers are selected, the
naming convention affects the entire selection.

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7 On the Properties page, select the properties you want to assign to the printers from the Rule Set, SDR and Pull
Group drop-down lists. The properties can be applied to single or grouped printers.

8 On the Price Lists page, select the price list. you want to assign from the Print, Copy, Fax receive, Fax send and
Scan drop-down lists. The price lists can be applied to single or grouped printers.

9 Click Finish to complete the conversion process. Alternatively, you can select the Return to Start checkbox and
click Next to return to the Wizard’s main page without completing the conversion.
10 Open the Printers and Faxes window, and print a test page for EACH converted printer.
11 Confirm that the test page printed successfully.
12 Verify that the physical device and its printer port and print queue display in System Manager > Devices.
13 Produce a Detailed activity by device report and verify that the test page displays in the report. See Creating &
Running Reports on page 357.

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Configuring Physical Devices with the Printer Configuration Wizard

Use the Printer Configuration Wizard to reconfigure existing Equitrac printers. The wizard allows for properties such
as price lists, rule sets, pull groups and SDR to be set across multiple devices simultaneously.
To configure existing Equitrac printers, do the following:
1 Select Start > All Programs > Equitrac Office or Equitrac Express > Printer Configuration Wizard.
2 Click Next on the Welcome screen to continue with the conversion.
3 Select Configure Equitrac Printers, and click Next. Optional – Uncheck Auto-discover model if the printers are
off-line or have SNMP disabled. If selected, the wizard sends an SNMP request to each device, and then times-out
on each failed connection attempt, greatly increasing the time to run the configuration.
4 On the Properties page, select the properties you want to assign to the printers from the Rule Set, SDR and Pull
Group drop-down lists. The properties can be applied to single or grouped printers. Multiple Pull groups can be
assigned by entering a semi-colon separated list of groups in the Pull Group field.

NOTE: If Rules or price list are assigned at the port or queue level, they still take priority since the Printer
Configuration wizard only changes the physical device properties.

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5 On the Price Lists page, select the price list. you want to assign from the Print, Copy, Fax receive, Fax send and
Scan drop-down lists. The price lists can be applied to single or grouped printers.

6 Click Finish to complete the configuration process. Alternatively, you can select the Return to Start checkbox and
click Next to return to the Wizard’s main page without completing the configuration.

Configuring a Printer Port

You can apply a price list and a rule set to each port configured on a physical device. The port summary dialog box
also provides controls to set notifications, pricing, and release behavior rules.
To view the port in System Manager, switch to Devices, then select Standard View. Expand the device that you want to
modify, then click to view the port summary.

Option Description

Name The name for the port. By default, the port is assigned the device IP Address.

Description A text description of the port that appears in System Manager. The description should reflect the device
name that the port belongs to, or the location where the device is located.

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Option Description

Server Displays the local print server. This field is provided for information only.

Type Indicates that you are viewing information about a port.

Port number Displays the currently configured TCP/IP port number for this port.

Queue print Displays the name of the DRE print server that manages this port.
server

Proxy IP address Use this field to identify the print queue name of the printers using a Passthrough port. In order to
retrieve SNMP data from the DME console, the Hostname/IP address field in the Physical device summary
dialog box should contain the IP address of the physical printer.

Pricing Apply price lists to the jobs output from this port. Price lists assigned to a queue override any price lists
assigned to a port or assigned to the physical device.
Configuring Price Lists on page 265 for full details.

Rule set Select the set of Routing Rules that you want to apply to this port. Rules can hold, release, restrict access
to, redirect jobs, reprice jobs, etc.

Connectivity You can edit this field only when the port communication type is set to RAW. This option does not apply
to LPR and Passthrough ports.
Choose Hold port Open to ensure that users can only print to the device through the print server,
preventing users from bypassing the accounting server and establishing an exclusive connection to the
network printer.
Choose Close port on completion to share the printer connection with other non-Equitrac printer
definitions.

Notification Determines if users are notified when print errors occur on this port.
page You must configure System Manager > Configuration > User interaction > Error notifications to set
the notification details. See Selecting Notification Methods on page 251.

Uses printer job Enable this option for PJL compatible devices. If the user cancels printing mid-job, or there is a printer
language (PJL) error, Equitrac combines the information from the Datastream Interpreter (DSI) and the PJL page count to
determine an accurate page count and document details.
When disabled, Equitrac uses only the DSI page counting method configured at the physical device level.
Note: Enabling PJL support may reduce the throughput speed of the device.

Uses SNMP If the user cancels printing mid-job, or there is a printer error, Equitrac combines the information from the
counting DSI and the SNMP page count to determine how many pages were printed.
In order for SNMP page counting to work, only one port can talk to the MFP.

Idle timeout When SNMP counting is selected, you can set the idle timeout value in seconds for the amount of time
that the device has been in idle state since the job was canceled. Once this time is reached, Equitrac
assumes the printing is complete and polls the device again to determine how many pages were printed.

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Creating a Common Port

A common port is required for each physical device in System Manager that is used for DRC I-Queue printing.
To create a common port, do the following:
1 In System Manager > Devices, right-click a physical device and select Add common port from the menu.

2 Select one of the following port settings:

• Set the Protocol to Raw and the Port number to 9100. This is the default setting.
• Set the Protocol to LPR and enter a Queue name for the device.
3 Select the following Print driver assignment:
a Select x64 (64-bit) or x86 (32-bit) from the Processor drop-down list.
b Select the OS version from the drop-down list. Windows Vista, Windows 7 or Windows 8 as the operating
system.
c Select the Driver package from the drop-down list. This is the print driver package containing the driver INF
file.
d Select the Driver name from the drop-down list. This is the name of the driver from the INF file associated
with the MFP model. The INF file can contain multiple driver names.
4 Click OK.

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Configuring Print Queues

When a user prints to a physical device for the first time, a print queue is created for the device automatically. The new
queue uses default settings only, so make modifications to the queue as soon as possible.
To view the queue in System Manager, switch to Devices, then select Standard View. Expand the device that you want
to modify to view the port, then expand the port to view the queue.

In the Print Queue Summary dialog box, you can set these options:

Option Description

Description A text description of the queue that appears in System Manager. Enter a good description if you
commonly use the Type view. The description should reflect the device name that the queue belongs
to.

Pricing Apply price lists to the jobs output from this queue.
If you leave the Price list at the default setting, the price list configured at the port level is applied to all
jobs released from this queue. See Configuring Price Lists on page 265.

Secure Printing Enable this option to hold all jobs in a virtual print queue, rather than forwarding the jobs directly to
the device for immediate output.
Secure printing is disabled by default.
If your deployment involves Release Station or control terminal release, you need to enable secure
printing on each queue that should be held for release. See Enabling Secure Printing on page 292.

Rule set Select the set of Routing Rules that you want to apply to this queue. Rules can hold, release, restrict
access to, redirect jobs, reprice jobs, etc.
You must create rules before they appear in this list. See Creating Print Rules on page 324.

Billing popup Used with the Client Billing feature, enable the billing popup if you want users to enter a billing code
prior to submitting a print job to this queue.
The Billing popup is enabled by default.
User Workstations must run the Client Billing feature to use this option. See Working with Billing
Codes on page 175.

Separator page Prints a specific print separator before each job released from this queue.
A separator page is not applied by default. See Setting up a Print Separator Page on page 88.

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Editing and Removing Devices

You can edit the properties of a physical device, print queue, port, embedded device, control terminal, passthrough
printer, e-queue or I-Queue at any time. Changes can be made to more than one device at a time. For example, if you
want to set secure printing on all queues, select the queues, then set secure printing on all devices at once.
When multiple devices are selected, the summary dialog box opens and disables any properties that are not shared
among the devices. For example, the Name and Hostname/IP address fields are blank in the dialog box and are not
editable. If the settings on the devices do not match, Equitrac Office/Express displays the lists and options as empty
fields. You can edit these fields, which in turn changes the field on every selected device, or leave the option “empty” to
keep the existing settings.
A device can be deleted at any time, however it must also be deleted from any Release Stations (if applicable). In
System Manager, right-click the device, and select Delete from the list. If the device was tracked using DME, it no
longer appears in the DME console.
Deleted devices cannot be re-added to the database as the same device. The database assigns a unique identifier to
each device, and a record of the device is kept in the database even after the device is deleted from System Manager. If
you delete a device and need to re-add it, you must choose a unique device name.

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Control Terminals
Control terminals are small network devices that are installed on or near printers, copiers, or multi-function devices.
Control terminals enable users to release print jobs securely at the printer. Control terminals can also track copy
transactions through a copy control cable connected to the copier.

Supported Devices
Equitrac Office and Express supports the following terminals:
• PageCounter
• PageCounter with keyboard
• PageCounter Mini – this device can only be configured for Release all or Release all and enable copier and does not
support full use of Follow-You Printing across print servers.
• Nuance ID Controller (Single Function Terminal) – this device is configured to release print jobs after
authentication, and does not support Follow-You Printing.
For more information about control terminals, see Using PageCounters on page 127, or Using Single Function
Terminals on page 147.

Control Terminal Setup Workflow

When adding and configuring control terminals within Equitrac Office/Express, follow this general workflow:
1 Set system-wide terminal options.
System-wide options determine behavior and communication between Equitrac Office/Express and external
control terminals attached to your printers or copiers. Equitrac synchronizes control terminal behavior at regular
intervals. See System-Wide Control Terminal Configuration on page 63.
2 Add and configure each control terminal.
Add new control terminals and set options for each one. See Adding and Configuring a Control Terminal on page
65.
3 Associate each control terminal with a physical device.
Each control terminal must be associated with a physical device before it functions correctly. See Associating a
Control Terminal With a Physical Device on page 67.

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System-Wide Control Terminal Configuration

Before you add control terminals, consider the communication requirements and the system-wide terminal
configuration required for your deployment. System wide configuration does not apply to Single Function Terminals
(see Using Single Function Terminals on page 147).

Communication Requirements
PageCounter terminals are configured for Static communication by default. You need to assign an IP address to each
PageCounter device, and set the server IP address of the DCE component. Refer to the terminal documentation for
details on device configuration.
When you initially power on a PageCounter terminal connected to the network, DCE registers the device. The
terminal displays in System Manager as an unassigned control terminal. See Adding and Configuring a Control
Terminal on page 65 for details.

NOTE: You can assign static IP addresses directly on the PageCounter terminal device. For NTS devices, you must use
System Manager > Devices to assign IP addresses manually.

System Configuration Options

Click the Control terminals link to configure behavior and communication between Equitrac Office/Express and
external control terminals attached to your printers or copiers. Equitrac synchronizes control terminal behavior and
appearance at regular intervals.
To configure control terminals, do the following:
1 Open System Manager and navigate to Configuration > Devices > Control terminals. A Control terminals dialog
box opens.

2 Enter a Copier timeout value. The value is denoted in seconds and determines how many seconds of inactivity
before the copier times out.
3 Enter a Message display time value. This value is denoted in milliseconds and determines how long the message is
displayed on the MFP.
4 Enter a default Administrator PIN. This PIN is used as the Manager Mode password on PageCounters.
NOTE: It is recommended that you change the default PIN on each PageCounter terminal after initial setup.

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5 Enter a End session after time value. This value is denoted in seconds and determines how many seconds of
inactivity before the terminal times-out.
6 Select Display release menu to display three lines of print jobs and a fourth line of actions on the PageCounter
terminal to allow the user to perform print release. Users can press the Up or Down arrows to select a job, then
press Print to release the job, Delete to remove the job from the queue without printing it, or Back to return to the
previous PageCounter menu.

NOTE: Apply this option in environments that use only PageCounter terminals. Do not select this option if your
environment uses a combination of PCS, XCP, and PageCounter devices.

7 Select Only release when device is ready to hold a print job until the MFP is ready. If this option is selected, a
message appears on the PageCounter terminal indicating what is stopping the job from printing.

a To create the messages to display on the PageCounter terminal, click the ellipse button to the right of the
Only release when device is ready option to open a PageCounter Message dialog box.
b Enter a message with up to four lines, and click OK.

8 Select Purge print buffer upon user logoff (where supported) to stop a print job and purge it from the printer’s
memory once the user logs off.
CAUTION: The purge print buffer functionality is not supported by all devices. For this to work with a PageCounter,
the physical device in System Manager must be configured with the appropriate manufacturer and model name.

9 Select Swipe any campus card for payment to allow users to pay for prints or copies using either their Campus
Card account or a different authorized payment card. This feature is not supported on the PageCounter Mini. See
Using Campus Card on page 136 for user workflow details.
10 Click OK to save the settings.

NOTE: Changes you make to control terminal configuration options do not update control terminals immediately—
you may have to wait up to one minute. Restart the CAS and DCE services to apply your changes immediately.

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Adding and Configuring a Control Terminal

Control terminals can be added to System Manager automatically or manually. When a control terminal is powered-
up and connected to the network, DCE registers the control terminal and automatically adds it in System Manager >
Devices under the Unassigned control terminals group. Once the control terminal has been added to the list of
Devices, it can be assigned to a specific physical device. See Associating a Control Terminal With a Physical Device
on page 67.
To manually add and configure a PageCounter control terminal, do the following:
1 In System Manager > Devices, right-click a physical device and select Add control terminal from the menu.

2 In the Device interface summary dialog box, enter a unique Name and a Description for the control terminal.
The Server value defaults to the current DCE host. Change the server, if necessary, by selecting another server
from the drop-down list.
The Type automatically displays Control terminal.
The Hardware address automatically displays when the control terminal contacts DCE.
3 If needed, override the copier type associated with your MFP device model to define a more appropriate copier
type for your hardware. The Equitrac device database that maps MFP devices to copier types may not contain
every available model.
Select <unconfigured> to use the physical device copier type, select <Default> to override the physical device
copier type with the default copier type, or select a copier type from the drop-down list.
4 Enter the IP address, Gateway IP, and Subnet mask for the control terminal.
Equitrac Office/Express returns this information to the device if you configure the device to use the modified
BOOTP protocol for initialization instead of a static IP address. See your control terminal documentation for
details on device configuration.
The Terminal type is automatically detected and displayed when the control terminal contacts DCE.
5 Click Pricing to apply a default price list or primary and optional secondary price list to the control terminal for
copy transactions. See Configuring Price Lists on page 265 for details.
NOTE: Select the default price list to configure the control terminal to use the price list for the associated device. If
you select an alternative price list for the control terminal, the terminal price list overrides the device setting.

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6 If you have enabled secure printing, configure the following control terminal functionality. See Enabling Secure
Printing on page 292 for details.
a Select a Rule set from the drop-down list for copies only. See Creating Copy Rules on page 342 for details.
b Select a Control to specify the device’s default functionality, as described in the following table.

Control Option Description Control Terminal Prompt

Copy and release Provide copy and print release control for documents sent to Select use:
the associated physical device. Print Copy End

Copy only Provide copy control only. N/A

Copy then release Enable the copier immediately upon authentication. Copying...
If the user presses Print, the print functionality is available Print End
and control terminal prompts are displayed according to the
Release behavior that is configured.

Release only Provide print release control only. N/A

Release then copy Release all documents immediately after the user N/A
authenticates, and enables copying.

c When configuring control terminals for copy transactions only, select a Rule set from the drop-down list. See
Creating Copy Rules on page 342 for details.

NOTE: Select the default rule set to configure the control terminal to use the associated device’s own rule set. If you
select an alternate rule set for the control terminal, the control terminal rule set overrides the device setting.

d When configuring control terminals for print transactions only, select the Release Behavior to determine the
device’s default release behavior:

Release Behavior Description Control Terminal Prompt

First is released The device releases only the first queued document N/A
automatically after user login.

Prompt The device prompts the user to release all or select 1 documents found
documents for that user. on local servers
All Select End

Release all at login The device releases all queued documents for the current N/A
user automatically after successful login.

Select to release User can select one or more documents to release or delete. Document1.txt
Print Del End

7 Select a Card Reader HID decoding from the drop-down list. See HID Decoding on page 172 for setup details.
8 Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

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Associating a Control Terminal With a Physical Device

When a control terminal is powered-up and connected to the network, DCE registers the control terminal in System
Manager > Devices under the Unassigned control terminals group.
To associate any unassigned control terminal with a physical device, do the following:
1 In System Manager > Devices, switch to Standard view. The list of unassigned control terminals is displayed.

2 Right-click on a control terminal in the right pane and select Assign control terminal from the menu.
3 In the Assign Control Terminal to device dialog box, select a physical device from the list and click OK.

The right pane updates to display the new control terminal association.

Alternatively, you can select the control terminal in the right pane, and drag it to a physical device.

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Configuring Control Terminal Prompts

Control terminals can be configured to prompt the user to enter information (e.g. billing code) prior to releasing a
print job. Control terminal prompts do not apply to Single Function Terminals, as they do not have a display panel or
keyboard.
To configure control terminal prompts, do the following:
1 In System Manager, navigate to Configuration > User interaction > Session flow.

2 Select Prompt for billing code after user identification (at copiers). The user may need to enter a billing code
before they can access the copy, scan and fax functions. Entering a billing code depends on whether the Required
field checkbox is selected or not.
3 Select Prompt for billing code at job release (at copiers). The user may need to enter a billing code before they
can release a print job. Entering a billing code depends on whether the Required field checkbox is selected or not.
If printing from a workstation hosting the Client Billing service, this option overrides the workstation client billing
code.
4 Select the Billing code prompt details you wish to be displayed at the copiers.
• Required field – User must enter a billing code.
• Search – Adds a search function where users can search for billing codes.
NOTE: Not all embedded devices support billing code search.

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

• Show most recently used – Shows most recently used billing codes.
• Default to the previous billing code – Shows a default of the previous billing code used.
5 Select Prompt for billable to enable users to select if the transaction is billed for reporting purposes.
6 Enter a name in the Billable label field.

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7 Validate billing codes against CAS when it is available or unavailable in their respective fields.
NOTE: Validating billing codes when CAS is unavailable only applies to workstations.

8 Select any Optional display fields that you wish to have during a user session. These fields can be displayed either
at the start, end, or start and end of the user’s session depending on the field.
• Account name – The name of the user’s account
• Account balance – The user’s account balance
• Session cost – The cost of the user’s session
9 Set the Mobile session timeout for devices that are using the web release feature.
• Public – set this timeout for shared workstations
• Private – set this timeout for personal mobile devices (e.g smartphone or tablet)
10 Select Prompt for release key in the Other prompts section. (Equitrac Express feature)
11 Select what user type you wish to Acknowledge and accept or deny copy job cost from.
• All users
• Campus card users (for Equitrac Express)
• Do not display
• Non-campus card users (for Equitrac Express)
12 Click OK to save the settings.

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Embedded Devices
Embedded devices are manufacturer-specific software bridges that eliminate the need for a central print server since
the MFP devices themselves track and report activity. Embedded devices handle the transfer of user authentication
and transaction details between these devices and your accounting server database. Supported devices prompt users
for valid user and account ID information for all walk-up copy, scan, and fax jobs.
Using System Manager > Devices, you can manually add and associate an embedded device with a single physical
device. See Adding and Configuring Embedded Devices on page 492 for more information.
In addition to the product licenses (including DCE), one embedded device license is required for each manufacturer
device.

Supported Manufacturer Device Types

Device type Description

Canon CPCA Formerly known as Canon Controller Interface. Supports most Canon iR devices

Canon MEAP Supports Canon MEAP iR and iR-ADV devices

Fuji Xerox Supports Fuji Xerox APEOS devices

HP Edgeline Supports HP CM8050-60 MFP devices

HP LaserJet Supports HP LaserJet MFP devices

HP OXP Supports HP Open Extensibility Platform MFP devices

HP SecureJet Supports HP MFP devices using SecureJet

Konica Minolta Supports Konica Minolta MFP devices

Kyocera Mita Supports a range of KM and CS devices

Lexmark Supports a range of Lexmark devices

Oce Supports a range of Oce MFP devices

Ricoh PCC3 Supports a range of Aficio devices

Rioch PCC4 Supports a range of Aficio devices

Samsung Supports a range of Samsung devices

Sharp OSA Supports a range of AR and MX devices

Xerox EIP, JBA Supports Xerox EIP & JBA features

Xerox ECSP Supports Xerox ECSP features

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Configuration Options
The configuration options are under System Manager > Configuration > Devices > Embedded devices.

To configure system-wide tracking properties for each device type use System Manager > Configuration > Devices >
Embedded devices > Tracked activities. These options can be overridden at the physical device level. All devices have
the same Tracking activities options. Tracking activities is the only configurable option for Canon MEAP, HP LaserJet,
Konica Minolta, Oce, Kyocera Mita, and Sharp OSA. See Manually Adding and Configuring a Physical Device on
page 50 for more information.
Do not select the Print option if you plan to track printing via a server-based Equitrac printer port or workstation-
based Equitrac direct IP printing.
Other configuration information for each embedded device type is listed below:
• Canon CPCA – refer to Canon CPCA Device Configuration in Appendix A
• Canon MEAP – refer to Equitrac Embedded for Canon MEAP 1.4 Setup Guide or Equitrac Embedded for Canon
MEAP 2.0 Setup Guide
• Fuji Xerox – refer to Equitrac Embedded for FujiXerox Setup Guide
• HP LaserJet – refer to Equitrac Embedded for HP LaserJet Setup Guide
• HP Edgeline – refer to Equitrac Embedded for HP CM8050-60 Setup Guide
• HP OXP – refer to Equitrac Embedded for HP OXP Setup Guide
• HP SecureJet – refer to SecureJet Device Configuration in Appendix A
• Konica Minolta – refer to Equitrac Embedded for KonicaMinolta Setup Guide
• Kyocera Mita – refer to Equitrac Embedded for KyoceraMita Setup Guide
• Lexmark – refer to Equitrac Embedded for Lexmark Setup Guide
• Oce – refer to Equitrac Embedded for Oce Setup Guide
• Ricoh PCC – refer to PCC3 Setup Guide or PCC4 Setup Guide
• Samsung – refer to Equitrac Embedded for Samsung XOA Setup Guide
• Sharp OSA – refer to Equitrac Embedded for SharpOSA Setup Guide
• Xerox EIP, JBA – refer to Equitrac Embedded for Xerox EIP Setup Guide, or Equitrac Embedded for Xerox EPA-EIP
Setup Guide. For JBA-based authentication, refer to Xerox JBA Device Configuration in Appendix A.
• Xerox ECSP – refer to Equitrac Embedded for Xerox ECSP Setup Guide

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Campus Card Login

The Equitrac Express Campus Card feature enables users to login to an embedded device by either swiping a Campus
Card or entering their login credentials (e.g. primary PIN) using the numeric keypad on the MFP.
To login with Campus Card, do the following:
1 Configure a Campus Card system in System Manager as described in Campus Card Interface on page 97.
2 Swipe the Campus Card at the card reader attached to the embedded device or enter the associated login
credentials.
NOTE: If Secondary prompt is configured in System Manager > Configuration > Security and authentication > User
authentication, a Secondary PIN is also needed.

3 Select the desired account if multiple accounts with funds are available. A Campus Card account may have several
tender keys (similar to purses). In this case, CAS handles them as separate Campus Card accounts.
A CAS account can be selected when:
• The primary identifier of the Campus Card account has been imported and an Equitrac User ID was assigned
to it with CampusCardImport.exe. See Import Campus Card Account Information on page 470 for further
details.
• The administrator of the Campus Card system being used has associated an Equitrac User ID for the Campus
Card account in the Campus Card system which is returned with the Campus Card account.
• The primary identifier also detects an Equitrac account.
4 Enter a Release Key, if prompted. (This is a configurable option).
NOTE: The account selection prompt and the Release Key prompt are not supported by all embedded devices.

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VPSX Devices
Equitrac Office and Express support integration with LRS VPSX print output management using VPSX PersonalQs
through Equitrac’s embedded devices and PageCounter terminals. Multiple VPSX PersonalQs can be assigned to a
device, and the user can simultaneously release jobs that are held in the Equitrac secure print queue as well as jobs
which are held on PersonalQs. Although multiple PersonalQs can be assigned to an Equitrac device, only one external
print queue device can be assigned per device.
In addition to the Equitrac Office/Express product licenses, one External Data Connector (EDC) license is required
for each DCE that talks to an LRS server. The EQLRSVPSXImport.exe utility used to import transactions from LRS
also requires an EDC license.

Preparing for VPSX Integration

In order for Equitrac Office/Express to communicate with VPSX, the LRS VPSX COM API must be installed on each
DCE that communicates with an LRS server.
1 Open a web browser, and navigate to the LRS website at http://www.lrs.com/eom/products/VPSX/VPSX.aspx.
2 Login for Product Support, and download the installation executable file.
3 Run the installation file on each DCE that communicates with an LRS server. The C:\lrs\LAN\Install\
VPSX_for_Windows folder is created.
4 Run either the VPSXAPIINST64 (64-bit) or VPSAPIIINST (32-bit) executable file to open the VPSX Window
API InstallShield Wizard.
5 When installed, the files are placed in C:\Program Files\lrs\VPSX _Windows_API.
6 After installation, the VPSX server root directory (C:\lrsroot\vpsxroot) is created containing the PullPrintHosts
file. Edit the file to add the DNS names or IP addresses of the Equitrac servers which issue COM requests to VPSX.
Equitrac Office/Express can now communicate with VPSX using the LRS VPSX COM API.

Configuring a VPSX Device

Use the System Manager > Devices link to add a VPSX device to a physical device in Equitrac Office/Express.
1 Right-click on a physical device in the right pane, then select Add external print queue device from the menu.

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2 Enter a Name for the VPSX device.

3 The Server defaults to the current DCE host. You can select a different server from the drop-down list.
4 Select VPSX from the Type drop-down list.
5 Enter the Destination printer URI. This information is provided by LRS, indicating the server name, port, and
location on the server.
6 Click Add to open the Add URI dialog box.

7 Enter the URI to identify the location of the PersonalQ where jobs are held in VPSX, and click OK. This
information is provided by LRS. Optionally, you can click Add again if you want to access more than one
PersonalQ.
8 Click OK to save the configuration.

Import LRS Transactions

The EQLRSVPSXImport.exe utility imports transactions from LRS. Equitrac Office/Express installs this utility by
default on the accounting server in the Program Files\Equitrac Office or Express\Tools folder.
The command-line utility accepts commands in the following format:
EQLRSVPSXImport.exe -f <filename> -a <acct_srv>

VPSX transactions must be imported into Equitrac Office/Express from a .csv file with the following fields:
Prt_tcphost, Owner, Job Name, Ctime, Field not used, JobPages, Col, Duplex, Field not
used, Pagesize , Field not used, Field not used, Guid

Example:
192.168.96.179, jdoe, doc123, 2010/06/24T10:12:10, XXX, 5, y, n, XXX, A4,XXX, XXX,
1a1b1c1d1e

User Workflow
To release print jobs held in the user’s VPSX PersonalQ(s), do the following:
1 The user sends a print job to a VPSX configured MFP. The job is held in the PersonalQ until it is released.
2 The user logs into an Embedded device or PageCounter terminal, and accesses the Follow-You Printing function.
3 The user selects and releases the job(s) from the VPSX PersonalQ.
Users can release multiple jobs on one or more PersonalQs on one or more print servers. Direct IP printing is
supported.

NOTE: If the Print & Save option is selected when releasing print jobs using the VSPX PersonalQ at specific MFPs, then
the job is saved in the print queue for 24 hrs.

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InfoPrint Manager Devices

Equitrac Office and Express support integration with InfoPrint Manager print output management using secure
external print queues through Equitrac’s embedded devices and PageCounter terminals. In addition to the Equitrac
Office/Express product licenses, one External Data Connector (EDC) license is required for each DCE that talks to an
InfoPrint Manager server.

Configuring User Authentication for InfoPrint

Before adding and configuring the InfoPrint device in Equitrac Office/Express, some LDAP setup is required.
1 In System Manager, navigate to Configuration > Security and authentication > External authentication.
2 In the External authentication window, select the LDAP checkbox, and do the following:
a Enter the host LDAP Server name.
b Enter the Port number used by the LDAP server.
c Select any LDAP lookup Type from the drop-down list.
d Select Force SSL to use SSL (Secure Socket Layer) encryption.
e Select Use LDAP version 3 to use LDAP 3.
f Select Direct bind as the Authentication method.
g Enter the LDAP DN Prefix (e.g. CN=admin) and DN Suffix (e.g. ,O=equitrac) to be placed, respectively,
before and after the supplied user ID for simple authentication against LDAP.
h Select your User ID modification method. If the user ID has the format of an email address, this setting allows
the email domain to be removed.
3 Click OK to save the settings.
Ensure that the user can be authenticated via LDAP. Refer to Configuring LDAP Synchronization on page 224 for
details on LDAP synchronization.

Configuring an InfoPrint Manager Device

Use the System Manager > Devices link to add an InfoPrint device to a physical device in Equitrac Office/Express.
1 Right-click on a physical device in the right pane, then select Add external print queue device from the menu.

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2 Enter a Name for the InfoPrint device.

3 The Server defaults to the current DCE host. You can select a different server from the drop-down list.
4 Select InfoPrint from the Type drop-down list.
5 Click Add to open the Add URI dialog box.

6 Enter the URI to identify the location of the InfoPrint Manager server, and click OK.
URIs are in the format https://server:port/ipmnx or http://server:port/ipmnx depending if SSL is used or not.
For example:
• SSL enabled URI is https://server:port/ipmnx (https://<ipm_server_name>:14443/ipmnx)
• Non-SSL URI is http://server:port/ipmnx (http://<ipm_server_name>:14080/ipmnx)
Optionally, you can click Add again if you want to access more than one URI.
7 Click OK to save the configuration.

NOTE: Although multiple InfoPrint Manager servers can be assigned to an Equitrac device, only one external print
queue device can be assigned per Equitrac device.

User Workflow
To release print jobs through the InfoPrint external print queue, do the following:
1 The user sends a print job to a InfoPrint configured Equitrac device. The job is held in the InfoPrint print queue
until it is released.
2 The user logs into an Embedded device or PageCounter terminal, and accesses the Follow-You Printing function.
3 The user selects and releases the job(s) from the InfoPrint print queue.

NOTE: Although multiple InfoPrint Manager servers can be assigned to an Equitrac device, users can only release
jobs from one InfoPrint server at a time. Users can only print or delete documents through an InfoPrint device, they
cannot save documents in the InfoPrint print queue. Once a document is printed, it is automatically deleted from the
print queue.

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E-queues
An e-queue is a virtual print queue that holds print jobs until the user releases the jobs to a specific printer. Unlike
secure printing, an e-queue consolidates requests for more than one printer, holding all jobs in the virtual queue. You
must define an e-queue as part of a pull group to enable users to pull documents from an e-queue to any of the printers
associated with that particular pull group. See Managing Device Pull Groups on page 295.

Creating an e-queue
Use the Windows Add Printer wizard to manually add an Equitrac port and configure the port as an e-queue.
To add an e-queue, do the following
1 Using the standard Windows interface, open the Add Printer wizard.
2 Follow the prompts to Add a local printer and Create a new port.
3 Select Equitrac Port as the Type of port you want to create and click Next. The Add Equitrac Printer Port wizard
displays and you are prompted to ensure that the printer device is turned on, connected to the network, and
properly configured.
4 On the port wizard Welcome screen, click Next.
5 On the Add port screen, select e-queue from the Device type drop-down list.
6 Enter a Port name and click Next.
7 Enter an e-queue name and click Next.
8 Review the selected port details, and click Finish.
9 Specify the Manufacture and model to install the printer driver, and click Next
10 Enter the Printer name, and click Next. This is the name of the device that is displayed in System Manager.
11 Select to share or not to share the printer with others, and click Next. If sharing the printer, enter a Share name,
and optionally provide a printer location and any comments.
12 Click the Print a test page button, and click Finish to close the Add Printer wizard.

Configuring an e-queue
Use the System Manager > Devices link to configure an e-queue in Equitrac Office/Express.
1 Select the e-queue you want to configure to open the e-queue summary dialog box.

2 Enter a Name and Description for the e-queue. The device Type displays e-queue.
3 Click the link beside Printer Language to change the default printer language settings that manage the supported
datastream interpreters for the e-queue’s driver.

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4 Click Pricing to configure pricing at the e-queue level.

You can apply a default price list, a primary and optional secondary price list, or a price list for specific
departments for each applicable function for the e-queue. See Configuring Price Lists on page 265 for details on
configuring price lists. See Customizing Standard Reports on page 362 for details on generating reports
containing secondary price list data.
NOTE: Price lists are typically assigned to the e-queue’s port or the e-queue’s print queue. Equitrac Office/Express
first checks for an e-queue print queue price list that matches the requested print job. If none is found, Equitrac
looks for an e-queue port price list matching the print job. Again if none is found, Equitrac looks for a price list
assigned at the e-queue level that matches the print job. See Assigning Price Lists on page 283.

5 Enter a device Pull group for the e-queue.

You can also Browse the list of all existing pull groups. Users can pull jobs from the e-queue to any physical device
within the selected pull group. See Managing Device Pull Groups on page 295 for details.
6 If needed, select a printing Rule set for the e-queue. You must enable secure printing in order to apply rules and
routing to e-queues. See Enabling Secure Printing on page 292 for details.
7 Select the Personal e-queue checkbox to allow users with delegates assigned to them to print private documents to
a separate e-queue device. Jobs sent to the personal e-queue do not appear on the delegate’s print list.
8 Click OK to save the e-queue configurations.

I-Queues
The I-Queue is a single Follow-You Printing queue where all printers are combined into a single pull group. The I-
Queue that holds print jobs sent to the I-Queue printer from a user workstation. The I-Queue only supports secure
printing, and holds print jobs until the user releases them at a networked printer via Follow-You Printing. There are
no pull group restrictions when using the I-Queue print option. Rules and price lists can be applied to the I-Queue for
all associated print jobs.

Creating an I-Queue
Use the System Manager > Devices link to create an I-Queue in Equitrac Office/Express.
1 Right-click the Devices pane, and select Add I-Queue from the menu.

2 Enter a Name and Description for the I-Queue. The device Type displays I-Queue.
3 Click Pricing to configure pricing at the I-Queue level. A default price list, a primary and optional secondary price
list can be applied to an I-Queue. See Configuring Price Lists on page 265.
4 Select a printing Rule set for the I-Queue. See Creating Print Rules on page 324.
5 Click OK to save the I-Queue configurations.

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Creating an I-Queue Printer

The I-Queue Printer is auto-created on the DRE print server when the DRE I-Queue feature is installed using the
Equitrac Office or Express Installer, or on a client workstation when the DRC feature is installed using the Equitrac
Office or Express Client Installer. If the I-Queue is added in System Manager before installing the DRE I-Queue
feature, or installing DRC, then the I-Queue printer immediately appears in the Devices and Printers list on the user
workstation. If the I-Queue is added after DRC is installed, the I-Queue printer does not appear on the client
workstation until DRC synchronizes its cache with CAS.
After the I-Queue printer has been added and the appropriate print drivers have been associated in System Manager
with the available networked printers, then the user can send jobs to the I-Queue printer on their workstation and
release their jobs at any system-configured printer.
By default, Equitrac synchronizes the DRC cache once every 24 hours. After synchronizing its cache, the I-Queue
printer is available to use. However, you can manually force an immediate synchronization by doing the following:
1 Select System Manager > Software.
2 Use the Description column to sort the view.
3 Select one or more DRC workstations, then right-click and select Force cache update from the list.

NOTE: If the I-Queue is deleted from System Manager, then the I-Queue printer is removed from the client
workstation once the DRC synchronizes its cache with CAS.

Setting Up the I-Queue Printer Share

Users can print from their workstation using the I-Queue printer that is shared on a DRE Print Server.
To share the DRE I-Queue printer on the DRE Print Server, do the following:
1 Create a DRE printer, and enable secure printing on the queue.
2 Add an embedded device to the DRE printer and verify that you can print and track through that printer.
3 On the DRE print server, open the Properties for the I-Queue printer, click the Sharing tab, and select the Share
this printer checkbox.
4 Add the I-Queue printer share to the user workstation.
5 Print a test page from the workstation to the shared I-Queue printer, and release the job from any DRE printer to
confirm that the test page printed successfully.

I-Queue Printing Workflow

After the I-Queue has been added and the appropriate print drivers are associated with the networked printers, then
the user can print to the I-Queue printer on their workstation and release their jobs at any system-configured printer.
To release print jobs through an I-Queue printer, do the following:
1 The user prints to the I-Queue printer on their workstation. They do not have to select a destination printer.
2 The user authenticates at any system-configured printer on the network and releases their documents via Follow-
You Printing. The job is held in the I-Queue until it is released.
The user has the option to force monochrome or force duplex at the printer before releasing their documents.
3 The user then collects their print jobs and logs out of the printer.

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Passthrough Printers
Equitrac Office and Express do not communicate directly with certain physical printers, such as those using
proprietary communication protocols outside of Raw or LPR. A passthrough printer acts as a translator, converting
print protocols between Equitrac Office/Express and the target printer.
Create and configure a passthrough printer to pass print jobs to a target printer that does not use the Equitrac Port
Monitor and is not tracked by Equitrac Office/Express. Users print to the passthrough printer, which sends the
document to the target printer.

Creating a Passthrough Printer

Use the Windows Add Printer wizard to manually add an Equitrac port using the Equitrac Port Monitor, and then
configure the Equitrac port as a passthrough printer.
To create a passthrough printer, do the following
1 Using the standard Windows interface, open the Add Printer wizard.
2 Follow the prompts to Add a local printer and Create a new port.
3 Select Equitrac Port as the Type of port you want to create and click Next.
The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on,
connected to the network, and properly configured.
4 On the port wizard Welcome screen, click Next.
5 On the Add port screen, select Passthrough printer from the Device type drop-down list.
Leave the Printer name or IP address and Port name fields blank. You do not need to enter any information in
these fields.
6 Select a Target printer from the drop-down list and click Next. After selecting the target printer, the Port name
field is auto-populated with the name of the target printer with an EQ prefix. (e.g. EQ_Target printer name). The
Printer name or IP address field remains blank.
7 Enter a Physical device name and click Next.
8 Review the selected passthrough printer details, and click Finish.
9 Specify the Manufacture and model to install the printer driver, and click Next
10 Enter the Printer name, and click Next.
11 Select to share or not to share the printer with others, and click Next. If sharing the printer, enter a Share name,
and optionally provide a printer location and any comments.
12 Click the Print a test page button, and click Finish to close the Add Printer wizard.

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Configuring a Passthrough Printer

Use the System Manager > Devices link to configure passthrough printers in Equitrac Office/Express.
1 In Standard view, select the passthrough printer to open the Physical device summary dialog box.

2 Enter a Name and Description for the target printer to which passthrough print jobs are sent.
The Hostname/IP address contains the connection to the target printer.
CAUTION: In System Manager > Devices, the Hostname or IP address of the physical device stores the target printer
name. Only update the Hostname or IP address if you change the name of your target printer.

3 Select the appropriate Manufacturer and Model for this device from the drop-down lists.
4 Enter the monthly volume in the Monthly volume field.
5 Enter the speed data in the Speed field.
6 Select monochrome or color settings in the Monochrome settings field.
7 Enter a descriptive location in the Location field.
8 Click Pricing to apply a price list to the passthrough printer. You can apply a default price list, or a primary and
optional secondary price list for each applicable function on the passthrough printer.
See Configuring Price Lists on page 265 for details on configuring price lists. See Customizing Standard Reports
on page 362 for details on generating reports containing secondary price list data.
NOTE: Price lists are typically assigned to the Passthrough printer’s port or print queue. Equitrac Office/Express first
checks for a Passthrough printer’s print queue price list that matches the requested print job. If none is found,
Equitrac looks for a Passthrough printer’s port price list matching the print job. Again if none is found, Equitrac looks
for a price list assigned at the Passthrough printer level that matches the print job. See Assigning Price Lists on
page 283.

9 If you plan to use the device for secure printing, configure the release document device behavior.
• Select the At assigned control terminal option to release documents to the control terminal associated with
the passthrough printer.

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• Select the Release documents from pull group option to configure the passthrough printer to pull documents
from a pull group for printing. Enter the desired pull group in the field or click Browse to select from existing
pull groups. See Managing Device Pull Groups on page 295.
10 Select from the follow device settings, as necessary.

Settings Description

Rule set Apply a routing rule to jobs that are sent to this passthrough printer. If the job attributes match
the routing rule, the rule is applied. See Routing Rules on page 319.

Printer language Change the default printer language settings that manage the supported datastream
interpreters for the passthrough printer’s print driver.

Track mailbox & If there is no PageCounter control terminal associated with a printer, and you want to track print
proof printing jobs that are sent as mailbox or proof jobs, you can set this option to ‘At output time’ to have
Equitrac track these jobs.
By default this option is set to “At send time” because Equitrac does not know if the job is
released, nor how many copies are actually printed in the case of proof printing.
This option is not required when using an embedded solution such as Xerox or Canon Interface
Controllers to track printing.

Tracking By default, all devices that appear in System Manager are tracked in the Equitrac database.
behavior Select Do not track or record print transactions on this device when you do not want to
track print or copy activity at a particular device, but you still want to control access to the
device.
Select Track and do not record print transactions on this device when you want to run a
report to track the queuing history of a job (printed, deleted, or expired), but do not want to
record the page count in the database.
Select Track and record print transactions on this device when you want to run a report to
track the queuing history of a job (printed, deleted, or expired), and want to record the page
count in the database.

DME server If you installed the DME component, select the DME server that you want to manage this
passthrough printer. The device appears in the DME console, and you can track the SNMP status
from there.
See Device Monitoring with DME on page 109.

Secure printing Select System default to use the global secure printing default for new devices and existing
default physical devices on upgrade.
Select Enabled or Disabled to override the system default setting for individual or grouped
physical devices.

CAUTION: To ensure accurate document tracking, select the appropriate data stream interpreter/printer driver
combinations for your devices. For example, to use the Postscript Page Interpreter, use a postscript printer driver.
See Hardware & Interface Support on page 92 for details.

11 Click OK to save the passthrough configuration settings.

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Workstation Devices
Workstation devices are printers that Equitrac Office and Express track using the Desktop Printing feature, which is
available as part of the Equitrac Office or Express Client installation. Any printer you can connect to a client
workstation using LPT or USB qualifies as a workstation device.
Workstations that print via direct IP to a networked printer should use the workstation direct IP printing (DRC)
feature of the Workstation Client. Unlike workstation devices, DRC printers are not listed in the workstation view.
Instead, they appear in the Standard view as if they were DRE printers.
For complete details on Desktop Printing, see Desktop Printing on page 312.
Workstation device registrations are created automatically in System Manager > Devices when users print from a
workstation to a workstation device. The device is registered in Equitrac Office/Express using the default settings. You
can also add a workstation device manually, if needed.

Configuring a Workstation Device

Use the System Manager > Devices link to change workstation device properties in Equitrac Office/Express.
1 Switch to Workstation View.
2 Click a workstation link to open the Workstation summary dialog box.
3 Enter a Name and Description for the workstation device.
The Server field displays the local print server.
4 Click Pricing to configure pricing at the workstation device level.
You can apply a default price list, a primary and optional secondary price list, or a price list for specific
departments for each applicable function on the workstation device. You can apply a basic price list to charge on a
simple, per-page basis, or create and apply an advanced price list to track and charge for color attributes.
See Configuring Price Lists on page 265 for details on configuring price lists. See Customizing Standard Reports
on page 362 for details on generating reports containing secondary price list data.
NOTE: Price lists are typically assigned to the workstation device’s port or print queue. Equitrac Office/Express first
checks for a workstation device’s print queue price list that matches the requested print job. If none is found,
Equitrac looks for a workstation device’s port price list matching the print job. If none is found, Equitrac looks for a
price list assigned at the workstation device level that matches the print job. See Assigning Price Lists on page 283.

5 Select a Tracking group option for the workstation device by selecting one of the following options:
• Non-tracked – does not track the device.
• Tracked with popup – tracks the device and displays a popup at print time.
• Silently tracked – tracks the device without displaying a popup at print time.
NOTE: You can change the tracking group of the workstation device by editing the device’s configuration or by
moving workstation devices between the three groups in Workstation view. See Workstation View on page 47.

6 Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

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Managing Custom Groups

Devices can be grouped together to suit the needs of your organization. For example, you can group devices by
physical location, manufacturer, department, or output and finishing options (such as color, paper size, duplexing).
Grouping devices requires that you first create custom groups based on those criteria, then add your devices to the
appropriate group.

Creating Custom Groups

To create custom groups, do the following:
1 Select System Manager > Devices.
2 Click the Custom group view tab to see a list of devices.
3 Right-click Ungrouped devices in the right pane and select Manage custom groups from the menu.

4 In the Manage groups dialog box, enter a name for the group and click Add.
5 Repeat as required to add all desired groups.
6 Click OK to add the groups to the Custom group view.

Assigning Devices to Custom Groups

To assign devices to custom groups, do the following:
1 Select System Manager > Devices.
2 Click the Custom group view tab to see a list of devices.
3 Right-click on the desired physical and select Assign to custom group from the menu.

4 In the Assign to group dialog box, select a group name to assign the device to and click OK. Alternatively, you can
drag-and-drop ungrouped devices into a group within the right pane.

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Configuring eCopy ShareScan

Equitrac Office and Express support scan tracking on eCopy ShareScan using the Cost Recovery Connector protocol
versions 2 and 3. When integrated with Equitrac Office/Express, the user logs into the MFP with their Equitrac
authentication information. The eCopy server is notified of a successful login and unlocks the eCopy Client to allow
the user to perform their scan transactions. When the user presses Lock on the eCopy client to end their session, the
eCopy client is locked and the scan transaction details are forwarded to the Equitrac server.
The Cost Recovery Connector is proprietary eCopy software that always resides on the ShareScan OP server,
regardless of whether the server and client components are on the same or separate machines. The Cost Recovery
Connector handles communication between eCopy and DCE.
The eCopy client may be a part of an MFP (ShareScan OP Client Embedded), or may be part of a discrete piece of
hardware that resides next to the MFP (ScanStation). In the case of embedded eCopy clients, one ShareScan OP Server
can manage up to 100 clients. However, if implementing the ScanStation OP solution, one ScanStation OP server is
required per client. Both scenarios are depicted in the diagram below.

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eCopy Prerequisites
Login to the ShareScan OP Server administration and configure the following properties specifically for Equitrac
Office/Express:
• Enable the connectors you plan to use (e.g. Scan to Desktop)
• Enable Activity logging
• Field separator – you must define the eCopy default field separator as a comma (the default is typically a vertical
line [|])
• Enable Cost Recovery, and enable the Show Lock Button option for the ScanStation interface
• Define port 9325 in eCopy configuration specifically for communication between the ShareScan OP server and
the DCE service

Configuration Prerequisites
The following prerequisites must be met prior to configuring eCopy within Equitrac System Manager:
• The MFP is connected to the network and is registered in Equitrac Office/Express. Refer to Physical Device
Configuration Workflow on page 49 for instructions.
• An eCopy compatible embedded device has been added. Equitrac Embedded for Canon MEAP, HP LaserJet, HP
Edgeline, Konica Minolta, Kyocera Mita, Ricoh PCC, and Sharp OSA are compatible.
• An External Data Connector (EDC) license is required for each DCE server that communicates with an ecopy
device.
• An Equitrac embedded license is required for each MFP.
• The eCopy ShareScan solution is installed and configured, and connected to the MFP.
Ensure that all eCopy platform components are up and running. Also, register the MFP in eCopy; refer to your
eCopy documentation for this step. Ensure you install and enable the Cost Recovery Connector component on the
ShareScan OP server.
• Configure scan price lists in System Manager and assign the price list to the MFP in System Manager. For
instructions, see Creating Scan Price Lists on page 281.

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To configure eCopy in System Manager

1 Open System Manager and click Devices in the left pane.
2 Right-click on the MFP you want to configure for scan tracking, and select Add embedded device from the menu.
3 Select eCopy from the Type drop-down list.

4 In the eCopy ShareScan options dialog box, complete the following fields:

Option Description

Name Enter a name for this instance of eCopy

Description Type a description if necessary

eCopy server Enter the IP Address of the ShareScan OP Server

eCopy version This is the protocol version of the Cost Recovery Connector

Embedded Enter the IP Address of the eCopy Client if configuring scan tracking on the ShareScan OP
(ShareScan) IP Embedded client

Server Select the DCE server

Server port Defaults to port 9325 and must mirror the port defined on the eCopy ShareScan OP server
for communication with the DCE server. If the port is different on the ShareScan OP server,
change this port number to match.

Settings Delimiter - Character used to separate transaction records

Connection timeout - Value, in milliseconds, that closes the connection if no
communication with the ScanStation OP server is established
Inactivity timeout - Value, in milliseconds, when the connection with the ScanStation OP
server times out if inactive.

TripleDES This key is supplied by eCopy for the version 3 protocol

Encryption Key

5 Click OK to save the changes.

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Setting up a Print Separator Page

You can create a separator page on each device queue that is managed by a Windows DRE Print Server. The separator
page is printed before each released print job on the device.
Equitrac Office/Express separator pages are compatible with standard Microsoft separator page logic, and also provide
Equitrac-specific escape codes. If you have an existing Microsoft separator page, copy it in to the Program
Files\Equitrac\Office or Express\Separator Pages folder on the DRE server, and make modifications to include
Equitrac Office/Express specific information.
If you experience problems with a separator page, remove the Equitrac escape codes from the file, then ensure that the
page prints correctly under a non-DRE controller printer. Consult your Microsoft documentation for details.
Although DRE is installed with a default separator page, it is not enabled on any device. The instructions below use the
default separator page provided with Equitrac Office/Express.
1 On the DRE server, open Program Files\Equitrac\Office or Express\Separator Pages\pcl.sep in any text editor.
2 Choose the escape character that you want to use.
The default file uses the "\" symbol, but you can choose any character you want. This character identifies the syntax
used for all escape codes within the file. Choose a symbol that you do not want to print on the separator page. For
example do not use the '@' symbol as the escape character if you want the '@' symbol to appear anywhere on the
separator page (within an email address, for example).
3 Enter the escape codes for the functions you want to print on the separator page. See Separator Page Escape
Codes on page 89 for a complete list of codes and their corresponding results.
4 Save the file using a new name with a .sep extension in Program Files\Equitrac\Office or Express\Separator
Pages.
5 To apply the separator page, open System Manager > Devices, and open the device’s print queue.
6 In the Separator pages field, type the name of the separator page, including the .sep file extension.

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Separator Page Escape Codes

Escape Code Result on the Separator Page

\N Prints the user name

\I Prints the job number

\D Prints the date was printed

\T Prints the time the job was printed

\L Prints all following characters until the next escape code. Use this code to add messages on the print
separate page. For example, you could use:
\L Job Name

\Fpathname Prints the contents of the file specified by its path name.

\Hnn Prints the character defined by the nn variable. This variable is a hexadecimal ASCII code. See you
printer manual for specific variable numbers accepted by your device.

\Wnn Sets the width of the separator page. The default width is 80 characters and the maximum width is
256. Printable characters that exceed this width are not printed on the separator page.

\U Turns off block character printing

\B\S Prints the text in single-width block characters

\E Ejects a page from the printer. Enter this variable to end the separator page.
Note that some printers detect this automatically. If you include the /E escape code and the printer
generates an extra blank page between the separator page and the print job, remove this escape
code.

\n Skips a variable number of lines (represented by n) from 0-9 lines

\B\M Prints the text in double-width block characters

\@ Prints the @ characters. You can use this escape code if you want to append the user name with the
domain name for example.
\N\@\L domain.com

\Q\b Applies the cost of the document that follows the test page, then prints the user or department
balance

\Q\c Prints the cost of the document that follows the test page

\Q\n Prints the document name

\Q\q Prints the number of pages remaining in the User Accounts color quota, after this job is printed

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The following example shows the contents of the default pcl.sep page and the result when the separator page is
printed.

The resulting print separator page, where ’USER’ is

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Configuring Default Media and Monochrome Settings

Default media size and monochrome settings for printer output can be configured in System Manager. Industry
standard media sizes are available (e.g. Legal, Letter, Statement, A3). Select Color or Monochrome as the output
default for printers if the type is not detected by Equitrac Office/Express.

NOTE: This is only applicable to copies recorded by Equitrac control terminals. For information on control terminals,
see Adding and Configuring a Control Terminal on page 65. This is not applicable when an enhanced copy control
cable is used to connect the control terminal to the copier.

To configure default settings, do the following:

1 In System Manager, navigate to Configuration > Devices > Defaults to open the Defaults dialog box.

2 Select a Media size from the drop-down list.

3 Select the Monochrome settings as Color or Monochrome from the drop-down list.
4 Click OK to apply the defaults.

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Hardware & Interface Support

Equitrac Office and Express support specialized hardware units, printer interfaces, and print job languages. You can
configure your Equitrac Office/Express environment to accommodate additional hardware devices or identify
potential issues that may impact system performance.
If you require more information, see your hardware manufacturer’s documentation, or visit their website.

Updating the Device Database

When you install CAS, a device database is also installed to provide the software with known device configuration
information and common supported devices. When this device database is updated on a product upgrade (to include
the newest printer definitions for example), existing entries are not refreshed.
For example, if a particular printer does not exist in the database when the printer is added to the system, the
manufacturer and model fields are blank. If, after upgrade, the device information exists in the new version, the fields
do not automatically update. To update the printer information, open the Physical Device properties dialog box in
System Manager and select the appropriate manufacturer and model from the drop-down lists.

Printer Support for PageCounters

Printer support varies based on the selected PageCounter. The following subsections describe the types of hardware
drivers that each PageCounter supports.

Printer Job Language (PJL) Page Counting

The PJL PageCounter supports most Hewlett-Packard, Xerox Docuprint, Compaq PageMarq, and IBM network
printers. PJL page-counting is independent of the actual printer driver used. This PageCounter counts page numbers
only, not document attributes.

Data Stream Interpreters

These page interpreters handle print driver output for number of pages and some document attributes, such as color,
paper size, duplexing, and finishing options.
To ensure accurate document tracking, select the appropriate data stream interpreter/printer driver combinations for
your devices. For example, to use the Postscript Page Interpreter, use a postscript printer driver.
• PostScript Page Interpreter
Supports all PostScript Level 1-, PostScript Level 2-, and PostScript Level 3-based printers. Regardless of the make
and model of the printer, ensure that you also use a PostScript-based printer driver when using the PostScript page
interpreter. This interpreter collects document attributes from most PostScript print drivers.
• PCL3, PCL4, PCL5 Page Interpreter
Supports PCL-based printers, including PCL3, PCL4, PCL5, PCL5e and PCL5c. Regardless of the make and model
of the printer, ensure that you also use a PCL3, PCL4, or PCL5-based printer driver when using the PCL page
interpreter. This interpreter collects document attributes from most PCL print drivers.

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• PCL6 Page Interpreter

Supports PCL6- (PCL-XL-) based printers. Regardless of the make and model of the printer, ensure that you also
use a PCL6-based printer driver when using the PCL6 page interpreter. This interpreter collects document
attributes from most PCL6 print drivers.
• HP-GL/2. HP RTL Page Interpreter
Supports HP-GL/2- and HP RTL-based plotters and large-format printers. Regardless of the make and model of
the plotters, ensure that you also use a HP-GL/2-based printer driver when using the HP-GL/2 page interpreter.
This interpreter collects document attributes from most HP-GL/2 print drivers.
• HP PPA Page Interpreter
Supports PPA-compatible printers. Regardless of the make and model of the printer, ensure that you also use a
PPA-based printer driver when using the PPA page interpreter. This interpreter gives page counts only, not
document attributes.
• Ricoh IPDL-C Page Interpreter
Supports all Ricoh IPDL-C-compatible printers. Regardless of the make and model of the printer, ensure that you
also use a compatible printer driver when using the Ricoh IPDL-C page interpreter. This interpreter collects
document attributes from most IPDL-C print drivers.
• Ricoh RPCS Page Interpreter
Supports all Ricoh RPCS-compatible printers. Regardless of the make and model of the printer, ensure that you
also use a compatible printer driver when using the Ricoh RPCS page interpreter. This interpreter collects
document attributes from most RPCS print drivers.
• Canon LIPS Page Interpreter
Supports all Canon LIPS-compatible printers. Regardless of the make and model of the printer, ensure that you
also use a compatible printer driver when using the Canon LIPS page interpreter. This interpreter collects
document attributes from most LIPS print drivers.
• Canon BJ, IBM ProPrinter Page Interpreter
Supports all Canon BJ-compatible and IBM Proprinter-compatible printers. Regardless of the make and model of
the printer, ensure that you also use a compatible printer driver when using the CanonBJ page interpreter. This
interpreter gives page counts only, not document attributes.
• Canon GARO Page Interpreter
Supports GARO-compatible wide-format plotters. This interpreter collects document attributes from most GARO
print drivers.
• Canon UFR and UFR II Page Interpreters
Supports UFR and UFR II-compatible wide-format printers. This interpreter collects document attributes from
most UFR and UFR II print drivers.

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• Kyocera Prescribe Page Interpreter

The Kyocera Prescribe page interpreter supports all Kyocera-Mita Prescribe-compatible printers. Regardless of the
make and model of the printer, ensure that you also use a compatible printer driver when using the Kyocera
Prescribe page interpreter. This interpreter collects document attributes from most Prescribe print drivers.
CAUTION: For KPDL drivers you must select both Kyocera Prescribe and PostScript interpreters in System Manager.

• Epson ESC/Page Page Interpreter

The Epson ESC/Page interpreter supports all ESC/Page-based printers. Regardless of the make and model of the
printer, ensure that you also use a compatible printer driver when using the ESC/Page page interpreter. This
interpreter gives page counts only, not document attributes.
• Epson ESC/P Page Interpreter
The Epson ESC/P page interpreter supports all ESC/P- and ESC/P2-based printers, such as the Epson MX, FX and
LQ models. Regardless of the make and model of the printer, ensure that you also use a compatible printer driver
when using the ESC/P page interpreter. This interpreter gives page counts only, not document attributes.
• Genicom Page Interpreter
The Genicom page interpreter supports Genicom line printers. This interpreter gives page counts only, not
document attributes.
• Text Interpreter
The text page interpreter supports text printing. You may use the text PageCounter, for example, if you are printing
text output from DOS or UNIX-based applications. This interpreter gives page counts only, not document
attributes. When you select this page counting option, you must specify the number of lines per page for text
output.

Comparing Page Counting Methods

The following table analyzes Data Stream Interpreters and Job counters only.

Support for
Interpreter Notes
Color/Page size

PostScript  The Datastream Interpreter requires CPU time on the print server because
it examines print data on the way to the printer.

PCL3, PCL4, PCL5 

PCL6 
HP-GL/2, HP RTL 
Ricoh IPDL-C 
Kyocera Prescribe 

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Support for
Interpreter Notes
Color/Page size

HP PPA —

Canon BJ, IBM —

ProPrinter

Canon GARO 
Canon UFR and UFR II 
Epson ESC/Page —

Epson ESC/P —

Genicom —

Text —

The Job interpreter does not support color or oversized options. However, this interpreter can be used with any
Equitrac print monitor, and has a very low processing overhead. This interpreter is ideal for use with a plotter because
it counts one page per print job.

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Pay Station Deposit Center

Pay Station Deposit Center is an Equitrac-supplied hardware unit that enables Equitrac Express users to add value to
their network accounts to pay for print and copy transactions.
The Pay Station Deposit Center requires users to enter an account number and a password, if configured in Accounts
Manager. When a user inputs this account information, the Pay Station Deposit Center contacts Equitrac to verify the
account and obtain an account balance. Upon successful verification, the terminal accepts currency until the user
either ends the transaction or reaches the maximum value for the account. Equitrac then credits the user’s account by
the appropriate amount, and makes the additional funds available to the user for performing print or copy
transactions within the Equitrac Express environment.

NOTE: Each Pay Station Deposit Center unit requires a dedicated External Data Connector license; Equitrac does not
recognize unlicensed terminals.

Pay Station Deposit Center users require standard Equitrac Express user accounts, as configured in Accounts
Manager. When creating accounts for your Pay Station Deposit Center users, be aware of the following considerations:
• Accounts Manager enables you to assign a primary personal identification number (PIN) and a secondary PIN. In
a Pay Station Deposit Center account, the primary PIN acts as the account number, and the secondary PIN acts as
the password.
• When assigning secondary PINs, use numeric values only. You also have the option of assigning blank PINs.
• If your Pay Station Deposit Center terminals are equipped with bar code readers, the primary PIN can use both
alpha and numeric characters. If the terminals do not have bar code readers, the primary PIN can contain numeric
characters only.
• If your Pay Station Deposit Center terminals are equipped with magnetic stripe readers, ensure that you enter the
appropriate string for your primary PINs. The Control Terminal Configuration settings within Equitrac Express
determine which positions on the magnetic stripe contain the PIN. For example, these settings may dictate that
user account PINs start at position 3 and end at position 11. To verify these settings, open System Manager, select
Configuration in the left pane, then click Control terminals in the right pane.
CAUTION: Do not assign a primary PIN of 951, because this code initiates Command Mode on the terminal which
prevents users from logging in to the terminal.

For more information on Control Terminal Configuration settings, see Control Terminals on page 62. For
information on using or configuring the Pay Station Deposit Center terminals, see the Pay Station Deposit Center
Setup and Installation Guide.

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Campus Card Interface

Equitrac Express supports print and copy payments from a third-party account with the Campus Card (also called
Foreign Accounting System) functionality. The bridge between Equitrac and a Campus Card system is the Campus
Card interface.

NOTE: Equitrac Express currently integrates with Blackboard, CBord Odyssey, CBord CS Gold and Valuecard
interfaces. Additionally, any system can be integrated with some development work using the Campus Card API, as
described in the Campus Card API Reference Guide.

Using PageCounter terminals (see Using Campus Card on page 136) or embedded device (see Campus Card Login on
page 72), Equitrac Express users can authenticate themselves as valid Campus Card account holders, make copies,
release jobs, and pay for these services in real time directly from their Campus Card accounts. Release Station and
Web Release Station offer the same capabilities, except for making copies.
To use a Campus Card system, you must obtain a valid Campus Card Connector license.
You can configure CAS to cache Campus Card IDs, tender keys (if available) and transactions when the Campus Card
system is offline. CAS stores offline transactions while the Campus Card system remains unavailable. When the
Campus Card system is back online, the cost of the offline transactions are applied against the appropriate account
(and tender key).

Configuring a Campus Card Interface

To configure a Campus Cards interface, do the following:
1 In System Manager, select Configuration > Campus card interface.
NOTE: The following example displays Campus Card interface dialog of System Manager when Campus Card
interface is not configured.

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The following example displays Campus Card interface dialog of System Manager when Campus Card interface is
selected.

2 Select a Campus Card interface from the Campus Card System drop-down list.
NOTE: Blackboard IP, Valuecard, CBORD CS Gold and CBORD Odyssey interfaces are already available with Equitrac
Express. If you create and deploy a new interface using the Campus Card API, as described in the Campus Card API
Reference Guide, it is also selectable.

To configure the details of the selected interface, click the Configure... button. A configuration dialog of the selected
Campus Card interface appears. Configuration details of the built-in interfaces are described further below.
If the CBORD CS Gold interface, the CBORD Odyssey interface or an interface created by the Campus Card API is
selected, the following additional options are applicable:

Campus card interface option Description

Charge before copy • When enabled, this feature validates account information and charges the user
account for a requested copy transaction prior to starting the copying.

Disable server temporarily • When enabled, this feature disables communication between CAS and the
selected Campus Card interface.
• When disabled, this feature disables CAS to upload transactions or validate
account data—such as when performing maintenance on the Campus Card
system.

Card swipe only • When enabled, CAS uses the selected Campus Card interface only if
authentication was performed with swiping a card.

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Campus card interface option Description

Forward password (if provided) • When enabled, CAS sends the secondary identifier to the selected Campus Card
interface. This option has impact only if the controller or the embedded device
client asks for a secondary PIN based on the Secondary prompt option of User
authentication. See Accounts System Configuration on page 245.

3 Select Enable offline account caching to allow users to login when the Campus Card system is offline.
a Enter a Maximum offline balance for users while the Campus Card system is offline. The user is refused
further activity once the balance reaches zero or the cost of the job exceeds the remaining balance
b Enter the Account expiry time (in minutes) for how long the user’s offline account is active.
c Enter the Transaction posting interval (in minutes, with a 15 minute minimum) for CAS to check if the
Campus Card system is back online and to post any offline transactions.
While the Campus Card system is offline, you can manually check its status, or delete any cached accounts and
transactions, using the following options:
• Process cache now – Temporarily overrides the Transaction posting interval to check the Campus Card system
status. If the Campus Card system is still offline, the Transaction posting interval resets to the time entered in
the field.
• Purge cached transactions – Deletes all unprocessed cached Campus Card transactions.
• Purge cached accounts – Deletes all cached Campus Card accounts.
4 Select Enable user registration prompt to allow users to register an unrecognized Campus Card for future use.
To complete the card registration, the user is required to login with valid network ID and password. Once the card is
registered, the user is able to log in as normal without being prompted for their login credentials.
NOTE: If the user skips card registration (e.g. by entering a blank User name) or if registration fails, then the user can
still log in as normal, however, the user is not able to release print jobs unless they are prompted for a Release Key.

Only a valid Campus Card account (i.e. with available funds) can be associated with a user ID in CAS.
The registration process does not record the Campus Card account number as the user’s Primary PIN. Instead it
records it in a separate table in CAS —the same table populated by the CampusCardImport.exe utility. See Import
Campus Card Account Information on page 470.
A user may only register one card against their user ID. Registering a new card will overwrite an existing card.
5 To remove users from the Campus Card mapping table in CAS, do the following:
• Select all from the drop-down list, and click Delete to remove all users.
• Select by user name or by card ID from the drop-down list, enter the associated user name or card ID in the
text field, and then click Delete to remove users individually.
When you configure a Campus Card interface, the system automatically creates a Campus Card Holding Account in
Accounts Manager. This account acts as a system audit log to capture all activity from card swipes.

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Blackboard IP Interface
To configure the Blackboard IP Interface, do the following:
1 In the Campus Card System drop-down list, select Blackboard IP interface.

2 Click Configure to open the Blackboard IP Interface dialog box.

3 Complete the following fields:

Option Details

Host • IP address or host name of the Blackboard server.

• Equitrac Express confirms the address and displays the port number and interface version.

Disable Server • When selected, this feature disables communication between CAS and the Blackboard server.
• Disable temporarily when you do not want CAS to upload transactions or validate account
data—such as when performing maintenance on the Blackboard server.

Enable Encryption • Enable if your Blackboard configuration requires encryption for account data. Provide the
& Encryption key encryption key.

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Option Details

Terminal number • Enter a unique terminal number for Equitrac Express.

• Blackboard treats Equitrac Express as an individual terminal. Enter the same number you
assigned to Equitrac Express during the Blackboard configuration.

Tender Keys • If your Blackboard configuration uses tender keys, click Add to enter one or more new keys.
• Equitrac Express treats each tender key associated with a FAS account as a separate account
when displaying accounts to a user signing on at a terminal. After the user swipes his or her
card at the terminal, Equitrac Express checks for a FAS account. If it finds a single account, the
user may proceed with printing as usual. If Equitrac Express finds either multiple matching
accounts, or an account with tender keys, the terminal displays the matches in a list, and the
user can select the appropriate account or tender key.

PINs required • When this option is enabled in combination with the Control terminals > Swipe any campus
card for payment option, then the user is prompted for a secondary PIN after swiping for
payment, and the secondary PIN is validated by the Blackboard server.

Charge before copy • When enabled, this feature validates account information and charges the user account for a
requested copy transaction prior to starting the copying.

4 After the configuration is complete, you may import the Blackboard account information into the CAS database.
See Import Campus Card Account Information on page 470.

CBORD Odyssey Interface

To configure the CBORD Odyssey interface, do the following:
1 In the Campus Card System drop-down list, select CBORD Odyssey interface.

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2 Click Configure to open the CBORD Odyssey interface dialog box.

3 Complete the following fields:

Option Details

Host • IP address or host name of the CBORD server.

Port Number • Enter the port number that Equitrac should use to communicate with the CBORD server.

Terminal number • Enter a unique terminal number for Equitrac Express.

• CBORD treats Equitrac Express as an individual terminal. Enter the same number you
assigned to Equitrac Express within the CBORD configuration.

Vendor • A unique number assigned to each system console operator. In addition to the terminal
number, this allows auditing the performance of each operator.

Tender Keys • If your CBORD configuration uses tender keys, right-click on the table to add or remove
tender keys.
• Equitrac Express treats each tender key associated with a FAS account as a separate account
when displaying accounts to a user signing on at a terminal. After the user swipes his or her
card at the terminal, Equitrac Express checks for a FAS account. If it finds a single account, the
user may proceed with printing as usual. If Equitrac Express finds either multiple matching
accounts, or an account with tender keys, the terminal displays the matches in a list, and the
user can select the appropriate account or tender key.

4 After the configuration is complete, you may import the CBORD Odyssey account information into the CAS
database. See Import Campus Card Account Information on page 470.

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CBORD CS Gold Interface

To configure the CBORD CS Gold interface, do the following:
1 In the Campus Card System drop-down list, select CBORD CS Gold interface.

2 Click Configure to open the CBORD CS Gold interface dialog box.

3 Complete the following fields:

Option Details

Host • IP address or host name of the CBORD server.

Port Number • Enter the port number that Equitrac should use to communicate with the CBORD server.

Use SSL • Enable to use Secure Socket Layer communication between Equitrac Express and CBORD.

Terminal number • Enter a unique terminal number for Equitrac Express.

• CBORD treats Equitrac Express as an individual terminal. Enter the same number you
assigned to Equitrac Express within the CBORD configuration.

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Option Details

Provider • Indicates the provider or the Data Xchange license.

Location • Enter the location from where the transaction occurs.

Account Name • The name of the user account displayed on the PageCounter terminal, embedded device,
Release Station and Web Release Station interfaces.

4 After the configuration is complete, you may import the CBORD CS Gold account information into the CAS
database. See Import Campus Card Account Information on page 470.

Valuecard Interface
To configure the Valuecard interface, do the following:
1 In the Campus Card System drop-down list, select Valuecard interface.

2 Click Configure to open the Valuecard interface dialog box.

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3 Select Combine Equitrac account and card funds to combine the user’s Equitrac account (if one exists) with the
Valuecard account. If the Combine accounts option is not selected, the user has to select which account to use. If
there is no Equitrac account associated with the card, the Valuecard account is automatically selected.
4 Select Auto-register card numbers to enable users to register an unrecognized swipe card for future use. To
complete the card registration, the user is required to login with a valid user ID and password (the user ID must
already exist in CAS).
NOTE: If this checkbox is not selected, then the user cannot register their card, and must login manually.

5 Select Register as alternate PIN to record the primary PIN as the alternate PIN. When selected, the user can also
login with a valid primary PIN and secondary PIN to complete registration.
6 Select the group with Access permissions to log onto the accounts. By default, the group is set to the
Administrator group. The user group selected must exist on the machine where DCE is running.
7 Click OK to save the changes.

Configuring Release Station for Campus Card

Equitrac Express allows users to swipe a Campus Card at a Release Station as a method of payment. This requires that
the customer provide a third party card reader that can connect to the workstation running Release Station and act as
a keyboard interface.
Run the Release Station Configuration application and select Equitrac - Campus Card Reader under the Hardware
selection dialog box.
Selecting this item causes Release Station to prompt for a card swipe as a method of payment. You can edit the text in
the prompt, set a payment timeout and round the debit amount to two or three decimal places. A vending account can
also be specified to track all activity.
See Configuring Release Station Behavior on page 412 for details.

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Mobile Printing Through HP ePrint

The HP ePrint mobile printing solution allows documents to be sent from a mobile device to an Equitrac controlled
printer. The documents are emailed from the mobile device to an ePrint server on the network where they are
converted to a printable format that can be released and tracked via an Equitrac printer port.
To set up the ePrint solution in an Equitrac environment, do the following:
1 Install the ePrint server on the Equitrac domain. Refer to the HP ePrint Enterprise Installation Guide for
installation instructions.
2 Create an HP printer on the Equitrac print server. See Physical Devices on page 49 for details.
3 Open a web browser and enter http://<HP_server>/cloudprintadmin/ in the Address bar.
4 Log in to the HP ePrint server with your admin credentials.
5 Under Manage Printers in the left navigation pane, and select Add New Printer.

6 In the Printer Identification section, do the following:

a Enter the Name used to identify the printer on the system.
b Enter the Model Name of the printer.
c Select the HP ePrint Host to which the job will be sent.

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7 In the Connectivity section, do the following:

a Select Secure pull print (PJL) from the Address type drop-down list.
b Enter the Network Address of the print server.
c Enter the print Queue Name as it appears in System Manager.
d Select the Use domain credentials checkbox to use the domain user/password credentials.
e Enter the Domain user to access the print queue. Use the domain\username format.
f Enter the Domain password for the user to access the print queue.
8 In the Status and Capabilities section, select the printer Family from the drop-down list. (e.g. Color LaserJet)
9 Click Insert to add the printer.
After the printer(s) have been added to the ePrint server, the jobs sent from the mobile device to the email address of
the physical device can be released and tracked via an Equitrac printer port.

NOTE: Ensure that the Retrieve username from PJL setting checkbox is selected in System Manager > Configuration >
Printing > DRE/DRC and Follow-You Printing.

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Topics
DME Workflow
SNMP Communication Requirements
Installing the SNMP Trap Service
Configuring SNMP Communication
Selecting Devices for DME to Monitor
Viewing Device Status in the DME Console
Viewing Session Status in the DME Console
Creating Alert Rules
Assigning Alerts to Devices
Generating Device Status Reports
Routing Based on Device Status
Limiting PageCounter Auto-Release Behavior
Based on Device Status

The Device Monitoring Engine (DME) is an optional server component that gives an Administrator the power to
identify potential device problems based on historical performance data.
DME monitors Simple Network Management Protocol (SNMP) messages generated by specified devices for status
information. Each time a status change message is intercepted, DME logs the information in the database. If the new
status matches a pre-set alert condition on that device, a notification message is forwarded to designated individuals
or desktops. You can view the current device status at any time within the DME Console, or you can run reports to
ascertain the overall device health, and plan maintenance based on historical performance.
This chapter provides information about:
• the workflow required to configure and use DME
• communication required between Equitrac Office/Express components and SNMP devices to capture status
change information
• creating Alert Rules that specify the faults you want to be notified about per device
• assigning rules to specific devices
• viewing status information within the DME Console
• generating reports to analyze system status information over time
• allowing DME to prevent automatic print job release from Control Terminals based on device status

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DME Workflow
Setting up DME to monitor devices is a straightforward task. The DME console automatically contacts CAS to
determine the list of devices to monitor. Without any further configuration, you can view the current device status
within the Device Monitoring Console, or you can generate reports within the Reports Manager to view historical
status detail.
However, if you implement more than one DME, you need to establish which devices are monitored by each DME
respectively. In addition, if you want to be notified of faults as they occur, you can set up Alert Rules that send a
notification message when a particular fault condition is met. After you establish the rules, you can apply them to one
or more devices within the DME Console.
Follow the workflow below to configure full DME functionality. The remainder of this chapter provides detailed
information about each step in this workflow.
1 Ensure that the SNMPTRAP.EXE service is enabled on the DME server.
This service must be installed and running to allow DME to listen for SNMP traps. See Installing the SNMP Trap
Service on page 112 for instructions.
2 Select devices to monitor in System Manager.
DME automatically contacts CAS to retrieve the list of devices to be monitored. Within System Manager, you can
manually remove devices from DME monitoring, or assign devices to a particular DME.
3 Create alert rules in the DME Console.
Create custom rules that are applied only when certain fault conditions are met. Alert rules include configuration
notification options that alert specific Administrators when the fault occurs.
NOTE: To use the DME Console, you must be a part of either the Administrator or Device Administrator group within
System Manager’s Access Permissions.

4 Assign alert rules to specific devices.

Apply the rules to one or more devices.
5 Run reports to monitor device health and historical performance.
Use Reports Manager to generate standard reports or custom reports that provide a historical performance
analysis based on device status.

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SNMP Communication Requirements

DME reports on device status by polling for SNMP status changes. Therefore, only SNMP-enabled printers and
devices can be monitored by DME. DME continually polls for these status change messages, and for any status faults
that match the Alert Rules you applied to one or more devices.
When DME intercepts a status change message, it performs the following tasks in order:
1 Logs the start time of the fault and updates the device status in its database.
2 References the list of Alert Rules.
3 Applies all rules whose criteria matches the device and fault condition.
4 When the status changes again, DME logs the end time of the fault and once again updates the device status.
5 Sends device status information to CAS to use for reporting purposes.
DME maintains the list of status changes in its database, including the start and end time of each fault. The end time
remains NULL until the status of the device changes. When the end time is set, the fault is considered "closed". Only
closed faults are forwarded to CAS, so reports reflect device faults that have been resolved only. DME also holds faults
that were closed within the last 7 days in its local database.
The diagram below depicts the communication workflow between the DME component, SNMP-enabled devices, and
CAS when the DME Console service first launches or is refreshed.

SNMP-enabled
1 Request Monitored Device List Devices
DME
2 Load Monitored Device List
SNMP
status
Databa 3 Update Device Status changes
CAS DME

DME listens for SNMP status changes on monitored devices

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Installing the SNMP Trap Service

Windows Server 2008 and 2012 do not install the SNMPTRAP.EXE service by default. Complete the following steps to
ensure that SNMP communication is enabled on the DME server. If this communication is not enabled, DME is
unable to monitor SNMP traps.
To install the SNMP trap service, do the following:
1 On the DME server, open the Programs and Features dialog and click Turn Windows features on or off.
2 In the Server Manager window, click Add Features.
3 In the Add Feature Wizard, check the SNMP Services option and click Next.
4 On the Confirm Installation Selections screen, click Install.

Configuring SNMP Communication

Configuring SNMP communication is essential to better managing your network activity. You can configure
community name and behavior to affect all DME monitored devices at the global setting.
To configure SNMP communication, do the following:
1 In System Manager, navigate to Configuration > Network environment > SNMP configuration. An SNMP
configuration dialog box opens.

2 Enter your Community names in the Get and Set fields. By default, Get is "public" and Set is "private".

CAUTION: If you change the default names in System Manager, you must also change them on all of your physical
devices to match, in order for SNMP communication to work. Consult your MFP manufacturer’s documentation for
information on changing these settings.

3 Enter a polling interval value in the Polling interval field.

NOTE: Choose a polling interval value that is not too low so that network traffic is properly accounted for.

4 Click OK to save the settings.

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Selecting Devices for DME to Monitor

When you install DME, Equitrac Office and Express automatically assign all physical devices to DME for monitoring.
If you installed only a single DME component, you do not need to perform any additional configuration to ensure that
devices appear in the DME Console.
If, on the other hand, you deployed multiple DME components, you must decide which devices each DME monitors.
1 In System Manager, click Devices.
2 Select any physical device to view its properties.
3 Select a DME server from the list located in the bottom right corner of the Physical device summary dialog box.

If you prefer not to monitor a particular physical device with DME, you can set the DME server field to None. The
DME Console does not monitor the status of the device nor does the device appear in the Console.

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Viewing Device Status in the DME Console

The Device view within the Console provides a complete set of device properties and device status information at a
glance. DME listens for SNMP status changes on each device, then updates CAS if the status changes. The Message
view displays all DME generated messages, event log message, and DME service start and stop events.
Status information is shown in the Device view and in the Devices properties dialog box. To view the device
properties, you can select the device from the Hostname column, or right-click the device and select View properties.

NOTE: Within the DME Console, the status column is updated only when you press the Refresh button. If you are
checking the current status of a device within the Console, make sure you refresh the window to force the Console to
retrieve the current status information from the DME component.

If DME cannot populate the device type information (i.e. it was not provided when the device was added to Equitrac
Office/Express), the DME Console retrieves the information from SNMP data. DME then populates the Manufacturer
and Model fields with the retrieved data, followed by an asterisk *.

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Use the following table to map the status code to the SNMP fault condition that has occurred on the device.

Status Description

Down The printer is reporting its status as DOWN, but DME cannot determine the cause. DME has
received an unrecognized error status.

Empty input tray A job cannot continue because there is no medium in the specified input tray.

Full output tray The output tray is full and jobs cannot be printed.

Missing input tray An input tray has been removed from the device.

Missing marker supply The marker supply has been removed from the device. Marker supply refers to the toner,
ink, dye, etc. that is specifically used on this device.

Missing output tray The output tray has been removed from the device.

Near full output tray The output tray has almost reached capacity. Jobs are not printed when the tray reaches
capacity.

Not available The device is not online, or is shut down.

Offline The device has been set to offline mode.

Overdue Maintenance The maintenance date has passed, as per the date set on the device by a service person or
Administrator.

Paper jam Paper Jam

Paper low Paper is low

Paper out Paper is out

Toner low Toner is low

Toner out Toner is out

Unreachable DME did not receive a reply when asking the device for its status.

Warning The device is reporting a general status warning, but DME is unable to specify the cause.
For example, some printers report a warning when a paper tray is empty, even though that
tray is not requested as the paper source for a print job.

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Viewing Session Status in the DME Console

The Device view within the console provides session status information at a glance. The session column indicates the
current session status on an associated PageCounter or embedded device, when available.
A session can be in one of three states:
• Active – a session is active on the device
• Inactive – no session is active on the device
• Offline – the device is not connected (this only applies to PageCounter devices)

If the session state cannot be determined (such is the case with Xerox JBA), or if there is no embedded device or
PageCounter attached to the physical device, nothing is displayed in the session column.

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Creating Alert Rules

If you want to be notified when a specific fault occurs on a device, you can create an alert rule that DME applies when
the fault criteria is met. You can apply one alert rule to multiple devices, or multiple rules to a single device. For
example, you may want to monitor one high-traffic device for both toner low and paper low messages, but another
less-used device for toner out and paper out only.
To create alert rules within the DME Console, select Alert rules, then click <Add...> in the right pane.

There are three facets to each alert rule: Name, Action, and Criteria.

Name
Each rule must have a unique name. The rule is stored within the CAS database. Use the name to identify the rule
within the DME Console. You can optionally include a description of the rule which allows other Administrators to
understand the rule criteria at a glance from within the DME Console.

Action
Select one or more notification methods that DME uses when the Rule’s criteria is met. By default, Email and Event
Viewer are selected. The table below describes what happens if you choose each options.

Notification Method Description

Event viewer • Logs an event in the Windows Event viewer.

Email • Sends a standard or custom email message to designated email addresses.

• If you select this method, you must also select email recipients. Enter one or more recipients in
the space provided, separated by semi-colons.
• You can optionally create a custom notification message that is used in the body of the email.
Note: You must configure the Mail Server if you the system to send email messages. See
Configuring the Mail Server for Email Notifications on page 256.

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Notification Method Description

Network pop-up • Sends a network pop-up message to specified users.

• If you select this method, you must enter the network computer names or IP Addresses in the
Computers field. To send the notification to more than one user, separate the computer names
with a semi-colon.

Console • Sends a pop-up message to the machine where the DME Console is installed.

Criteria
Criteria refers to the type of fault that initiates the notification. Criteria optionally refers to the duration and frequency
of occurrence.
DME can monitor SNMP-enabled devices for the following fault types:

• Down • Overdue maintenance

• Empty input tray • Paper jam
• Full output tray • Paper low
• Missing input tray • Paper out
• Missing marker supply • Toner low
• Missing output tray • Toner out
• Near full output tray • Unreachable
• Not available • Warning
• Offline

You can select one or more fault types in the Alert Rule criteria. If a selected fault occurs on a device to which you
assigned the Alert Rule, the Action options are applied. If you want to receive separate alerts for more than one type of
fault per device, you must create a separate rule for each fault type, then apply the rules to each device as needed.

NOTE: Although you can select multiple fault types, as a best practice limit each rule to a single fault only. An alert is
triggered only when a status change is detected while the device is in its “ready” state. If one fault triggers an alert,
and another fault is triggered before the device resets to “ready” a second alert message is not generated. Instead,
ensure that you select a single fault type per alert rule.

If you want to receive notification of a fault only if the fault continues to occur for a period of time, you can set the
Fault active for field. For example, if you want to receive notification when devices are Unreachable for five minutes
or more, set the Fault active to 5 minutes. If the device was unreachable only for a reboot, it is likely that the device
comes back online before 5 minutes is exceeded. The notification message is sent only when the Unreachable status
persists for the period of time you indicate. Use this setting to minimize the possibility of a false alarm, and eliminate
the need for an Administrator to follow up on false alarms.

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Alternatively, you can hold the notification message until the same fault has occurred a set number of times. For
example, if you want to monitor a device for recurring paper jams, you can set the number of occurrences to 5 jams
over the course of 2 days. The notification is sent only when these conditions are met, rather than each time there is a
paper jam on the device.

Note that an alert is a one-time event. Once DME performs the Action dictated by the alert rule, the notification is
sent just once. If you want to be notified more than once of a particular status change, you can use the Fault active for
or At least options. For example, if users within your organization are expected to fix paper jams themselves, you
might want to be notified when the paper jam first occurs, then every 5 minutes. After 20 minutes, you fix the jam
yourself, or call someone to do it. To accomplish this, create the following alert rules, and apply them all to the device:

Rule Name Fault Fault Active for

Paper Jam Paper Jam 0 minutes

Paper Jam - 5 minutes Paper Jam 5 minutes

Paper Jam - 10 minutes Paper Jam 10 minutes

Paper Jam - 15 minutes Paper Jam 15 minutes

Paper Jam - 20 minutes Paper Jam 20 minutes

Creating Custom Alert Messages

Alert Messages use standard default message text unless you specify a custom message. Within the custom message
window, enter the text and substitution values you want the notifications to contain.

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DME replaces the substitutions used with the actual fault type, occurrence, duration, or device type values that are
logged for the fault condition that cause the notification. For example, the notification message sent to the user might
state:
"Warning: A paper jam has occurred 5 times on the HPLaserJet."

Custom messages can contain any desirable text, plus the variable substitutions described in the table below.

Substitution Description

%1 or %f Inserts the fault type that triggered the alert. Fault types may be: Down, Offline, Paper Jam, Paper Low,
Paper Out, Toner Low, Toner Out, Unreachable or Warning.

%2 or %o The number of times the fault has occurred. If your Alert Criteria uses the At least field, include the
number of occurrences within the message.

%3 or %t The length of time the fault has been active. Duration is calculated using the start time field logged in the
DME database when the fault first occurred. If your Alert Criteria uses the Fault active for criteria, include
this information in the message.

%4 or %n The name of the device on which the fault occurred.

%i The IP Address of the device on which the fault occurred.

%l The physical location of the device on which the fault occurred.

%d The description of the device, as created in System Manager, on which the fault occurred.

Assigning Alerts to Devices

Alert Rules are effective only after you apply them to one or more devices within the DME Console.
1 To assign a rule, right-click on a device in the Devices view and select Assign alert rules from the menu.

2 From the list of available alert rules, select as many rules as you want to apply to the device, and click OK.
To view the Alert rules applied to a device, click on a device Hostname to open the Device Properties dialog box. In
the properties dialog box, click the Alert rules link, open the Alert rules dialog box.

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Generating Device Status Reports

Reports Manager provides device status reports that you can use to analyze device health over time.
1 To view these reports, open Reports Manager and expand the Analysis list.

Use the following table to determine what report to run.

Report name Report contents When to run the report

Device availability % offline Determine the percentage of time a device is offline or

% online unreachable.
% unreachable

Device Device name Determine the full suite of devices controlled and tracked
configuration Device type by Equitrac.
IP Address
Manufacturer
Model

Device faults Total Determine if a service call may be required for particular
Down devices based on how often the device is down,
unreachable, or in a warning state.
Unreachable
Warning

Device faults vs Total Faults Determine how often a device is down in direct relation to
usage Total Pages the amount of usage on the device.
Faults per 1000 pages

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2 Click on the report you want to view. The Select report criteria dialog box opens.

a Select a time frame to run the report from the Date drop-down list.
b Select the number of events to view from the Limit drop-down list.
3 Click OK to open the report.

You can change the default contents displayed in a report to suit your tracking needs
1 To change the report contents, select View > Configure Report Layout.

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2 From the Columns to display list, select the categories you want in the report. The defaults are pre-selected from
the list.
3 The Label field displays the default name that corresponds to the selection. You can use the default or enter a
custom label for the column.
4 The Width field represents the percentage of how wide the column appears in the overall width of the report. You
can set the column width as you desire, but if the selection exceeds 100% of the report’s total columns width, a
Configure report layout warning pops up.

If the warning appears, you have three options:

Option Result

Yes Automatically adjusts the new and existing columns to add up to 100% of the overall report width.

No Exits without adjusting the column widths to equal 100%. The column is added to the report, but
since it exceeds the total columns width, it does not display

Cancel Return to layout dialog box and enter a different value.

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Routing Based on Device Status

In a typical environment, the print queue backs up when a device is down. Unaware of the device status, users
continue to send jobs to the printer and become frustrated when they cannot get their print jobs.
In combination with the Rules & Routing feature, DME solves this problem. You can create rules that logically re-route
print jobs sent to a device that is in a specified fault status for a designated period of time.

Within System Manager > Rules & routing, select Add rule set from the list of Current tasks. Check Device status,
then choose a particular fault condition that causes jobs to be re-routed. When the DME intercepts a device status
condition that matches the routing rule, it notifies DRE. DRE then directs any jobs waiting in the device’s print queue
as per the redirect criteria are met. If a print job is already started on the device, it is not rerouted.
You can also specify a fault duration for the rule. In the case of a Paper Jam, a user often comes along and fixes the jam
immediately. If you set the duration, the device must be in the fault state for at least that period of time before the
routing rule is applied. Most likely, a user fixes a paper jam within 5 to 10 minutes, so you might want to set the
routing rule to re-route jobs only after the status has not changed in 10 minutes.

CAUTION: Do not enable status-based routing if you are using Follow-You Printing. The settings for these options
conflict and produce unexpected behavior. Choose one option only.

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Limiting PageCounter Auto-Release Behavior Based on Device Status

You can prevent a PageCounter from releasing print jobs automatically when the device status is not online. In System
Manager > Configuration > Devices > Control terminals, enable the Only release when device is ready option
located in the Release Options section.

NOTE: The device controlled by the control terminal must be monitored by DME.

If the release behavior in the control terminal’s Device interface summary dialog box is set to First is Released or
Release all at login, then DCE contacts DME to determine the status of the device controlled by the terminal. If the
device status is anything other than ‘Online’, the jobs do not release automatically.

For more information on setting the control terminal release behavior, see Release Behavior on page 66.

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Topics
Running in Local Mode
Setting the Prompt Language
Identifying Users at the Terminal
One-Step Print Release and Copy
Multi-Server Follow-You Printing on the
PageCounter
Releasing Print Documents
Copy Control
Using Campus Card
PageCounter Troubleshooting
Using MobileDCE ServerUsing MobileDCE
Server

If your deployment requires PageCounter control terminals to release print documents to a printer or enable access to
a copier, you need to understand how various configuration options change the prompts users see on the terminal
devices.
This chapter provides information to:
• plan for offline usage if required
• understand the presentation sequence and information required for the control terminal prompts
• troubleshoot error messages that may appear on the control terminals
For information on PageCounter behavior when Send To printing and Follow-You Printing are configured, see
Advanced Printing Configuration on page 291.

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Running in Local Mode

Equitrac Office and Express validate user identification and billing code information for PageCounter control
terminals against the CAS database. If the connection to the DCE component is lost, users may not be able to identify
themselves and complete transactions at their workstations or at print or copy control terminals.
Create a plan that accommodates system downtime and allows users to continue to copy or complete their
transactions against cached data. The topics below provide several possible options to offset print and copy downtime.

Local Caching
You can configure your control terminals to locally cache PINs and billing codes as users enter them. The terminal can
validate against locally cached data if the connection to DCE is lost.

CAUTION: When DCE is unavailable, print release is not supported. Users cannot complete print transactions until
the connection to the DCE database is restored.

When you enable validation against cache data, if DCE is unavailable, the terminal display screen includes a <local>
label. The PageCounter control terminal validates PIN and billing code data against cached data and enables users to
complete their copy transactions. The PageCounter terminal stores transactions locally while DCE remains
unavailable; the terminal uploads transactions to Equitrac Office/Express when the connection to the DCE database is
restored.
To enable this feature open System Manager, and navigate to Configuration > Security and authentication > User
authentication. Enable the DCE servers option. The control terminals must be restarted to allow the change to take
effect.
The Client Billing prompt supports local system caching of billing code information. When you enable local system
validation, the PageCounter terminal validates billing codes against cached data and enables users to complete their
transactions. The PageCounter terminal stores transactions locally while DCE remains unavailable; the workstation
uploads transactions to Equitrac Office/Express when the connection to the DCE database is restored.

Local Mode
When a user approaches the terminal to log in, the user may see the message <local> on the screen indicating that
the terminal supports local mode.
The user can continue to identify themselves and log in; however, a terminal running in local mode only supports
copy control functionality, so the user can access the copy device to make photocopies only. When the terminal is in
local mode, users cannot release documents to a printer and instead receive the following message:
Release is not available in offline mode.

However, if the terminal is in local mode AND the terminal is set to Deny Access, any login is accepted at the
terminal.
See Adding and Configuring a Control Terminal on page 65 for additional details.

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Setting the Prompt Language

When Equitrac Office or Express was installed, the installation wizard prompted for the language setting to use for all
components within the deployment. This setting included the PageCounter prompts. For example, if you selected a
French installation of Equitrac Office/Express, PageCounter prompts display in French. However, you might want to
manage the system in English, but users need to see the prompts in Spanish.
To change the language displayed on the prompts, do the following:
1 On the CAS server, rename the Default.tsm file located in Program Files\Equitrac\Office or Express\
Accounting Service\Redist\Termserv.
2 Copy the desired language .tsm file from the Equitrac Office or Express installation CD to the folder above.
3 On the DCE server, restart the Equitrac DCE Service.
4 If local mode is enabled, you need to restart the terminals. Otherwise, the terminals restart as soon as the DCE
service is stopped.

Identifying Users at the Terminal

When a user approaches the PageCounter terminal, they are prompted to identify themselves. Depending on the
control terminal’s configuration, the user can enter their primary PIN using the numeric keypad or by swiping a card.
The terminal may display one of the following prompts:
Enter ID

Swipe card

Swipe card or enter ID

If the terminal prompts to Enter password, the user must key in their secondary PIN to further authenticate
themselves. The PageCounter ensures that the user credentials are valid while displaying the message Accessing
account information.

NOTE: If the credentials do not match the system, or if the user enters credentials for a locked account, the
PageCounter displays the message Invalid Account, and returns to the initial user identification screen. The user
must contact the system administrator if their login is not successful.

Optional PageCounter messages can include account name, account balance, or PIN management information. The
user account name can appear at the start of the session, and the account balance information can appear at the start,
end, or start and end of the session.
Joan Smith

Balance: $5.50

NOTE: DCE performs a dynamic public/private key exchange with the control terminal at the beginning of each
session. This eliminates the need for fixed encryption keys and can reduce the risk of network sniffing. If the
PageCounter firmware does not support dynamic encryption keys, the connection automatically uses the
conventional fixed encryption key.

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One-Step Print Release and Copy

You can configure the PageCounter terminal to release all held documents for the user immediately after
authentication, and then enable the copy function after the jobs are released. This saves the user from having to select
individual documents to release, and enables copier usage on multi-function devices more quickly.
The user can authenticate with any method: swipe card, PIN, or a combination of both.
In System Manager, click on Devices, then select the control terminal device you want to configure. In the Control
drop-down list, select Release then copy. See Adding and Configuring a Control Terminal on page 65 for control
options.

NOTE: This function is not supported if the Swipe any campus card for payment option is enabled in System Manager.
When enabled, the user is prompted to select a payment card for each print or copy transaction. See Using Campus
Card on page 136 for details.

Multi-Server Follow-You Printing on the PageCounter

When using multi-server Follow-You Printing, the prompts on the PageCounter terminals change. See Follow-You
Printing Configuration Workflow on page 298 for instructions to enable this option on the server.
After the user authenticates at the terminal, they are prompted to select use (Print or Copy). When the user presses F1
for print, the prompt appears as follows:
[X] Documents found on local servers

All Select Find

The user can press F3 to locate a print server. When multi-server Follow-You Printing is used, the prompt appears as
follows:
Choose server name or search all

Choose Search Find

Users are also able to see all print jobs available to them, regardless of the server or workstation they were printed
from.
When multi-server Follow-You Printing is not used, the Find option is replaced with the Back option.
The user can then press F3 to search for a document across print servers. The next prompt appears as follows:
[Print Server Name]

[Print Server Name]

The user can use the arrow keys on the terminal to select a print server. The terminal then contacts DCE to locate
print jobs on the selected print server. The user can then select their queued documents for release.

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Releasing Print Documents

You can configure the PageCounter to release all documents for a user, release the first document sent to the printer,
or manage selected documents.
• If the PageCounter is configured to release all documents or the first document, no further data is needed.
Documents are released to the printer once the user logs in.
• If the PageCounter is configured to manage selected documents, users must select a document from the list to
release it.
• If the PageCounter is configured to prompt for release, users can select individual print transactions, or select the
Print All option on the PageCounter terminal to release documents to the printer.
The PageCounter screen truncates document filenames in the following ways:
• Documents with a .doc extension are truncated at the beginning to remove application name details. For example,
by default, a Microsoft Word document filename includes Microsoft Word-document.doc. The terminal
truncates much of the Microsoft Word characters, leaving much or all of the document.doc filename intact.
• Web documents are truncated at the end to display the beginning of the URL. For example, the terminal truncates
the address http://www.microsoft.com/security/bulletins/200409_jpeg.mspx to display http:/
/www.microsoft.co, leaving much of the main web address intact.
• Documents without extensions are truncated at the end to display the beginning of the document name. For
example, a Microsoft Word document filename that does not contain an extension displays as Microsoft Word
only.
The PageCounter prompts to print or delete the document:
Document1.txt

Print Del End

If configured in System Manager, the user may be prompted to enter a billing code number and to specify whether the
copy transaction is billable or not. See Configuring Billing Code Popup Behavior on page 178.
If configured to prompt for a billing code either after authentication or at job release, and the user does not have a
billing code assigned to them, then the prompt is suppressed. If the user has only one associated billing code, then the
prompt is suppressed, and the billing code is automatically applied to the job.
Billing Code

The user can enter the billing code number via the keypad. If an invalid code is entered, the PageCounter displays the
message Invalid Billing Code.
If the billing code is invalid, or the user does not know the billing code, they can search for one by pressing the <SEP>
key after entering the search criteria before pressing the <ENTER> key.
For example, if the user enters 123<SEP><ENTER>, the PageCounter displays a list of codes that start with 123. If the
user enters <SEP>123<SEP><ENTER>, then a list of billing codes containing 123 is displayed.
The user can select the desired billing code from the list and press the Enter key.

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The PageCounter may prompt users to specify whether or not the job is billable for reporting purposes, if configured.
Equitrac charges every transaction to the specified billing code account, regardless of whether a transaction is billable
or non-billable.
Billable

Yes No

Once the user chooses to print or delete the document, the PageCounter may prompt for a release key for the
document, if configured:
Release key

Users enter the key via the numeric keypad for that document.
Users can press the corresponding function key (F1, F2, F3) below the terminal screen to select an option. Print
releases the document to the printer; Del deletes the document. The PageCounter returns to the list of documents to
continue.

NOTE: If there are no documents in the queue to release for the logged in user (or for that release key), the
PageCounter displays the message No documents to release...

At the end of a session (if configured) the PageCounter displays the number of jobs and the session cost:
6 jobs ($4.20)

Document Release Cost Summary

You can also configure the PageCounter to prompt the user to accept the document release cost before the terminal
releases documents to the printer.
Depending on its configuration through the accounting server, the terminal can calculate and display the cost of the
first, all, or selected documents in the release queue. When cost summary is enabled, the terminal prompts the user to
accept the job cost before releasing the specified documents.
3 jobs ($2.40)

Yes No

If the users selects No, documents are not released to the printer and the prompts return to the document list, or end
the terminal session.

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Copy Control
Copy jobs provide a number of different prompts to the user.
The user may be prompted to swipe a payment card if Swipe any campus card for payment is enabled in System
Manager > Configuration > Devices > Control terminals.
If configured in System Manager, the user may be prompted to enter a billing code number and to specify whether the
copy transaction is billable or not. See Configuring Billing Code Popup Behavior on page 178.
If configured to prompt for a billing code either after authentication or at job release, and the user does not have a
billing code assigned to them, then the prompt is suppressed. If the user has only one associated billing code, then the
prompt is suppressed, and the billing code is automatically applied to the job.
Billing Code

The user can enter the billing code number via the keypad. If an invalid code is entered, the PageCounter displays the
message Invalid Billing Code.
If the billing code is invalid, or the user does not know the billing code, they can search for one by pressing the <SEP>
key after entering the search criteria before pressing the <ENTER> key.
For example, if the user enters 123<SEP><ENTER>, the PageCounter displays a list of codes that start with 123. If the
user enters <SEP>123<SEP><ENTER>, then a list of billing codes containing 123 is displayed.
The user can select the desired billing code from the list and press the Enter key.
The PageCounter may prompt users to specify whether or not the job is billable for reporting purposes, if configured.
Equitrac charges every transaction to the specified billing code account, regardless of whether a transaction is billable
or non-billable.
Billable

Yes No

When the PageCounter terminal receives all required data, it unlocks the copier for use and displays the following
message:
Copying...

End

The user can make photocopies and then press the corresponding function key (F3) to end the session at the device.
As the session ends, if configured, the PageCounter displays the number of pages and the session cost:
6 pages ($4.20)

NOTE: If the session times out before the user has finished making the photocopies, the PageCounter terminal
displays the message Ending session and returns to the initial identification screen.

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Copy Control Cost Summary

The PageCounter can be configured to prompt the user to accept the copy job cost before the terminal enables copier
access. When enabled, the terminal prompts the user to enter the number of copies they want to make at the copier:
Enter max pages

The terminal calculates and displays the cost summary on the terminal screen and prompts the user to accept the job:
3 pages ($2.40)

Yes No

If the user selects YES, the terminal provides access to the copier; however, the terminal limits the user to the
maximum number of copies specified. When the user reaches the total number of copies, the session ends.

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PIN Management
When temporary PIN management is enabled, the prompts on the PageCounter device change slightly. On the Select
use screen, a More option replaces the End option.

Select use:

Print Copy More

To change a PIN, do the following:

1 Press More, to access the PINs option.

Select use:

PINs End Back

2 Press PINs to open the Select PIN screen.

Select PIN:

PIN1 PIN2 Back

NOTE: PIN1 and PIN2 appear on the Select PIN screen only if configured in System Manager. To set this option,
navigate to Configuration > Network environment > Automated PIN code management, and select Enable users to
manage their PIN1 codes at PageCounter and/or Enable users to manage their PIN2 codes at PageCounter.

The user can select PIN1 and PIN2 to change their primary and secondary PINs, if configured.
The PageCounter prompts the user to enter a new PIN, or to swipe a card and then confirm the new PIN. The
PageCounter displays a success or error message (the confirmation must match the first entry), and returns to the
Select PIN menu.
If the user selects a PIN1 that is already taken by another user, an error message appears and the user must enter a
different PIN1.
The Minimum and Maximum PIN1 length configured in System Manager is enforced at the PageCounter, and the
PIN1 length must adhere to these values. The minimum/maximum values only apply to new PINs, and will not affect
existing PINs that violate these limits.

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Using Campus Card

PageCounter terminals can be configured to allow Equitrac Express users to pay for prints and copies using any
combination of Campus Card accounts and login method.
A user can either swipe their Campus Card or enter their login credentials on the terminal’s keypad to authorize
themselves as a valid Campus Card account holder, and then swipe a different card (with available funds) to pay for
their transactions.
In order for users to pay with any Campus Card, the Swipe any campus card for payment option must be enabled in
System Manager > Configuration > Devices > Control terminals. Additionally, this feature allows users without a
Campus Card account to log into a PageCounter terminal with their network credentials and pay for their transactions
with any payment card.

NOTE: To use Campus Cards, you must configure a Campus Card system as described in Campus Card Interface on
page 97.

Pay With Any Campus Card Enabled

To login with a Campus Card account and pay with any card, do the following:
1 Swipe your Campus Card at the card reader attached to the embedded device or enter your login credentials.
NOTE: If Secondary prompt is configured in System Manager > Configuration > Security and authentication > User
authentication, a Secondary PIN is also needed

2 When prompted to Swipe payment card or press Enter, either swipe an authorized payment card, or press Enter
to use the existing Campus Card account that you logged in with.
3 Select the desired account if multiple accounts with funds are available on the payment card or Campus Card.
4 Enter a Release Key, if prompted. (This is configured in System Manager > User interaction > Session flow)
5 Select the document(s) to release.
To release more documents, repeat steps 2 to 5. The pay with any Campus Card feature requires that a payment
method is selected for each transaction.
To login with network credentials and pay with any card, do the following.
1 Enter your network user ID using the numeric keypad at the PageCounter terminal.
2 When prompted to Swipe payment card or press Enter, swipe an authorized payment card.
3 Select the desired account if multiple accounts with funds are available on the payment card.
4 Select the document(s) to release.

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Pay With Any Campus Card Disabled

When the Swipe any campus card for payment option is disabled, users can only login to PageCounter terminals as
valid Campus Card account holders, and pay for transaction with a Campus Card account.
To login with a Campus Card, do the following:
1 Swipe your Campus Card or enter your primary PIN using the numeric keypad at the PageCounter terminal.
NOTE: If Secondary prompt is configured in System Manager > Configuration > Security and authentication > User
authentication, a Secondary PIN is also needed.

2 Select the desired account if multiple Campus Card accounts with funds are available. A Campus Card account
may have several tender keys (similar to purses). In this case, CAS handles them as separate Campus Card
accounts.
You can also select a CAS account when:
• The primary identifier of the Campus Card account has been imported and an Equitrac User ID was assigned
to it with CampusCardImport.exe. See Import Campus Card Account Information on page 470.
• The administrator of the used Campus Card system has associated an Equitrac User ID for the Campus Card
account in the Campus Card system which is returned with the Campus Card account.
• The primary identifier also identifies an Equitrac account.
3 Enter a Release Key, if prompted. (This is a configurable option).
4 Select the document(s) to release.
When you are charging copying to a Campus Card account, you may be prompted for how many copies you want, and
to approve the copying cost. (This is a configurable option).

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PageCounter Troubleshooting
The following table describes the error messages the PageCounter terminal can display and provides troubleshooting
tips on how to fix the errors.

PageCounter Error Message Description

Equitrac Corporation The PageCounter terminal is completing its initial boot-up sequences in
PageCounter order to attempt to connect to Equitrac Office/Express.
Sending Boot Message If the terminal does not complete its initial boot-up sequences and continues
to display the error message:
• Ensure that the Equitrac DCE and CAS services are running.
• Ping the terminal to ensure that the terminal can be reached on the
network.
• Assign a static IP address to the terminal. See the PageCounter
Administration Guide for details.

Waiting for Initialization The PageCounter terminal is attempting to establish a connection with
Equitrac. The terminal removes this message when it moves to one of two
states:
• Sitting idle and ready for user identification. Users can log in and use the
terminal.
• Requiring additional Equitrac Office/Express configuration. See the error
message below for details.

Device not fully configured The terminal requires additional Equitrac Office/Express configuration
information.
Contact Administrator
• In Equitrac Office/Express, open System Manager > Devices.
• Open the terminal configuration dialog box and select a Control option
from the list to define terminal functionality as copy only, release only, or
copy and release. See Adding and Configuring a Control Terminal on
page 65.
• Assign the terminal to a physical device. See Associating a Control
Terminal With a Physical Device on page 67.
• Restart the Equitrac CAS and DCE services and reboot the terminal to apply
your terminal configuration changes immediately.

Accounting Server connection The device has lost its connection to the Core Accounting Server (CAS) and
error !!! may switch to offline mode, if configured. The PageCounter terminal may
recover its connection automatically.
Contact Administrator
If the terminal does not recover its connection:
• Ensure that the Equitrac DCE and CAS services are running.
• Ping the terminal to ensure that the terminal is reachable on the network.
• If you restart Equitrac services, reboot the terminal.

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PageCounter Error Message Description

Connection Lost/Resetting The device has lost its connection to the Device Control Engine (DCE). The
PageCounter terminal may recover its connection automatically.
If the terminal does not recover its connection:
• Ensure that the Equitrac DCE and CAS services are running.
• Ping the terminal to ensure that the terminal is reachable on the network.
• If you restart Equitrac services, reboot the terminal.

Number of licensed devices Equitrac Office or Express is not fully licensed for the number of control
exceeded. terminal devices.
Open System Manager > Licensing and ensure that Equitrac Office or
Contact Administrator
Express has enough valid Device Server Licenses to support the number of
connected terminals on the network.
Update Equitrac component licensing as required and reboot the terminal.

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Using MobileDCE Server

If you require a print and copy tracking solution that does not rely upon a network connection between the control
terminals and the Core Accounting Server (CAS), install the MobileDCE component on a portable server. This offline
server (such as a laptop) allows the DCE component to operate on a system disconnected from the CAS server. All
transactions performed by users are cached on the control terminal device until they are downloaded to the
MobileDCE server.

NOTE: MobileDCE is capable of collecting user PIN data only. Billing Codes and Department PINs are not supported.

Prior to first use, you must download the current set of PINs from CAS to the MobileDCE server, then walk to each
PageCounter device and upload the PIN information. Users can access the device only when the PIN information
resides in the control terminal cache.

1 Download transaction data

2 Upload PIN codes MobileDCE

MobileDCE workflow

Subsequently, when you connect the MobileDCE server to a control terminal, all transactions performed on the device
are downloaded from the cache to the mobile server. When the download is complete, an updated set of PIN codes is
uploaded to the terminal. Automatic download and upload must be configured.
While the PIN codes are being uploaded, the control terminal displays a status message indicating that the upload is
currently in progress. During the upload, users are not able to access the control terminal. Once the upload is
complete, the terminal can validate against the uploaded set of PIN codes. Users who do not provide the correct PIN
codes are denied access.

Implementation Options
Equitrac Express supports two implementation scenarios:
• All control terminals are offline from CAS, and the MobileDCE server collects data from terminals.
• Some controls terminals are directly connected to CAS, whereas others are offline. Online terminals communicate
directly with the DCE component, and offline terminals require data collection via the MobileDCE component.

Requirements
Although it is considered a server component, the MobileDCE machine only requires Windows 7 Operating System.
Server operating system software is not required. Offline control terminals require a flashcard and firmware version
1.1.29 at a minimum.

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MobileDCE Workflow
When initially configuring the MobileDCE, you must walk to each PageCounter control terminal and upload a new
set of PIN information to the cache. This initial connection also sets the PageCounter to cache transactions locally.
Transactions are stored on the terminal in Disk1\eqsystem.db. Each time you download the transactions to the
MobileDCE server, the database is overwritten when the PINs are uploaded.

CAUTION: When you configure the control terminals, ensure that you assign a unique static IP address to each
terminal. When the transactions are uploaded to CAS, each device appears as a separate device only if you use
unique IP addresses. Generated reports accurately reflect which transactions were recorded on a specific control
terminal.

You can then periodically connect the mobile server to CAS to download updated PIN information, then walk to each
PageCounter to download transaction data and upload new PIN information.
1 Synchronize the MobileDCE server with CAS.
Connect the MobileDCE server to the network, then launch the MobileDCE utility (Start > All Programs >
Equitrac MobileDCE > MobileDCE). Select the CAS server to connect to, then click Get PINs to download the
new authentication data.
2 Enable Synchronize on connect.
This setting allows the MobileDCE to automatically download cache data from the PageCounter, then upload new
PIN data. These tasks will occur as soon as the MobileDCE server is connected to the PageCounter terminal.
If you prefer to manually download and upload data to and from the PageCounter terminals, leave this setting
cleared. You will have to manually click the Download Transaction Cache and Update PIN Cache options.
3 Connect the MobileDCE server to the PageCounter terminal via an ethernet crossover cable.
The IP address of the PageCounter terminal must be on the same subnet mask as the MobileDCE server when
using a crossover cable.
Optionally, you can connect a standard network cable to the PageCounter terminal’s expansion port, and connect
the terminal to a local network via its Ethernet port, and then press and hold the F2 button to reboot the terminal
and establish a connection to the MobileDCE server.
The download and upload will occur automatically if the Synchronize setting is enabled. On the mobile server,
transactions are stored in Documents and Settings\<user>\Local Settings\Application Data\Equitrac\Equitrac
Platform Components\3\TransactionCache.bin.
4 Upload the data to the CAS server.
After you collect all PageCounter cache data and upload the new PIN data to each terminal, reconnect the
MobileDCE Server to the network. Ensure that the correct CAS server appears in the Name/IP Address field for
the Accounting Server, then click Upload Transactions.

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The transactions collected from the terminals are added to the CAS database, and applied against the user accounts.
The records are deleted from the TransactionCache.bin file when the upload is complete.

1 Upload Transaction data

Database
2 Download PIN information CAS
MobileDCE

MobileDCE communication with CAS

Within System Manager, each offline PageCounter terminal is registered as a device, rather than as a control terminal.
By default, the offline terminal is named “PageCounter Proxy <IP Address>”, but you can change the default name to
reflect the device location, for example.

MobileDCE Options and Onscreen Logs

The MobileDCE utility contains a number of options that change the default behavior of the MobileDCE server.

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The following table describes the MobileDCE options.

Terminal Device Option Description

Update PIN Cache Uploads the complete set of PIN information from the MobileDCE server to the terminal
device.
To ensure transaction data is not overwritten, the Update PIN cache button is enabled
only after the transactions are downloaded from the terminal cache. This option is
disabled until you download transactions off the terminal device.

Download Transaction Cache Downloads all transaction data from the terminal cache to the MobileDCE server.

Synchronize on connect When the MobileDCE server first connects to a PageCounter device, the transaction
cache is downloaded and the PIN data is updated automatically without operator
prompting.

Current Connection Displays the name of the control terminal that is currently connected to the MobileDCE
server, if any.

Disconnect from Device When the upload and download are complete, click Disconnect from Device to close the
connection. Disconnect the crossover cable from the control terminal. The terminal will
restart.

Accounting Server Option Description

Name/IP Address This field is automatically populated with the name of the CAS you entered when you
installed the MobileDCE software. To upload the data to another CAS server, type in the
name or IP Address here.
This is the Accounting server from which you want to get PIN information and upload
transaction data.

Upload Transactions Uploads all transaction data stored on the MobileDCE server to the selected Core
Accounting Server.
After you upload transactions to CAS, they are removed from the MobileDCE’s cache.

Get PINs Downloads all current PIN information from the selected Core Accounting Server to the
MobileDCE server.

Purge transactions that fail to If CAS cannot rectify a transaction against the database, the transaction will be purged
post from the MobileDCE server.
Equitrac recommends disabling this option, enabling it only periodically to perform
maintenance on the MobileDCE cache.

Copier timeout Increase the Copier timeout value to provide users with more time at the copier machine
to complete copy transactions before the terminal session ends.

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Accounting Server Option Description

Enable secondary prompt Requires users to enter a secondary PIN code that serves as a password. Used for an extra
layer of security, prompt for secondary PINs must be enabled on CAS. When the PINs are
downloaded from CAS to the MobileDCE server, the secondary prompt field is populated
with data (if any). See Implementing PINs on page 257 and Working with User
Accounts on page 208 for details.
Users who do not have a secondary PIN will not be prompted for an additional PIN at the
control terminal.

Input type Determines how users are authenticated.

Card swipe only
Keypad only
Card swipe or keypad entry

Within the MobileDCE utility, two areas display log data for the MobileDCE server activity and for activity on the
terminal device (when connected).
Data in these logs include success and failure messages on:
• number of PINs retrieved from CAS
• number of PINs downloaded to the control terminal
• number of transactions retrieved from control terminal cache
• number of transactions uploaded to CAS
• number of transactions in the MobileDCE’s cache

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Troubleshooting
To troubleshoot problems with the MobileDCE setup, create a log file. Open a command prompt, then run
MobileDCE.exe -t. This creates the EQPortableDCE.log file in the Temp folder.

If you aren’t sure which mode the Terminal is operating in

If you connected the MobileDCE to a terminal, but the terminal is displaying “Not fully configured”, the terminal is
likely running in online mode. If the terminal connected to the network, DCE registers the terminal and sets the mode
to online. Ensure that the terminal is not connected to the network where the DCE component is running, then
connect the MobileDCE server to the control terminal. Upload the PIN codes again.

If the Terminal is not caching transaction data

The terminal is not initialized until you upload the PIN data from the mobile server to the control terminal cache.
Click the Update PIN cache button to force the upload. This action sets a flag on the terminal that allows it to run in
offline mode.

If the Terminal was caching properly and suddenly caching is not occurring
If the terminal communicates directly with the DCE component on the network (as opposed to the MobileDCE), the
offline flag will be reset and caching will not occur. However, you can enable the “Allow caching on PageCounters”
option within System Manager > Configuration > Devices > Control terminals. Click Advanced options to see this
setting.

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 5 Using Single Function Terminals

Topics
Single Function Terminals Overview
Nuance ID Controller
Setting Up the ID Controller
Integrating the ID Controller into Equitrac
Troubleshooting

Use Single Function Terminals (SFT) if your deployment requires tracking and secure release of print jobs from single
function network printers. Single Function Terminals offer user authentication independent of printer manufacturer.
Users log in and release their print jobs by card swipe.
Support for Single Function Terminals does not require any additional licensing.
This chapter provides information on:
• Single Function Terminals in Equitrac
• Nuance ID Controller (Single Function Terminal).

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Single Function Terminals Overview

Single Function Terminals (SFT) are network devices with card reader. Once an SFT is registered into Equitrac, you
can assign it to a physical device. This enables users to simply go to the terminal and swipe their cards for secure print
release on the associated printer.
To ensure secure print job release, the Secure Printing option of the assigned physical device must be enabled. If
Secure Printing is disabled, all print jobs are released immediately. Depending on the SFT settings (as configured in
System Manager), a card swipe releases either only one job in the print queue, (which could be either the absolute
oldest queued document, or the first queued document of the logged-in user, followed by the first queued document
of any available delegator jobs assigned to that user), or all jobs in the print queue.
SFTs appear in System Manager as control terminals. They support relevant global settings in the System Manager and
offline usage. Some specific settings (such as HID decoding and User Authentication) come with some limitations due
to the physical capabilities of SFTs.
Terminal identification and user authentication are performed against CAS. Once a card owner is identified, DRE
releases the job (prints it and removes it from the queue) to the assigned physical device using any specified rule sets
of the physical device.
In the Equitrac server, the DCE service is responsible for communicating with the terminals. It listens on TCP/IP port
7800 for incoming requests. Make sure that you open this port in your Firewall on the machine where the DCE service
is running.

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Nuance ID Controller
The Nuance ID Controller is a Single Function Terminal (SFT) offering user authentication independent of printer
manufacturer. The Nuance ID Controller, along with Equitrac Office or Express and an Equitrac card reader offers
card swipe and job release functionality for single function printers. The user swipes their card at the card reader
attached to the ID Controller to log into the printer and release their associated print jobs.
The Nuance ID Controller works similarly to PageCounter control terminals. However, due to the lack of keyboard
and display panel, advanced functionalities such as Follow-You Printing are not available.
When a user swipes a card at the terminal:
1 User authentication is performed.
2 Print jobs (as configured in Equitrac Office or Express) are released to the assigned printer.
This chapter provides the following information:
• ID Controller hardware overview.
• ID Controller setup, including:
• Connecting the controller.
• Configuration via the device’s own web interface.
• Integration with the Equitrac software (via System Manager).
This Administration Guide provides a detailed process description on Equitrac integration along with device
hardware and configuration highlights. For detailed information on the Nuance ID Controller, refer to the Nuance
SafeCom ID Controller – Administrator’s Guide.

Hardware Overview
The Nuance ID Controller features a built-in 2-port switch (no need for additional network outlet). It supports full-
duplex transmission. It is supplied with a switch mode power supply (input: 100-240V~, 50-60Hz/500mA, output:
12V, 1.25A).

Requirements
• One free network socket (RJ-45 port, 10/100 BASE-TX).
• One free power socket.
• A web browser with JavaScript (Active Scripting) enabled (Firefox or Chrome recommended).
• Minimum controller firmware version S80 602.102*81.
• An Equitrac card reader (HID, Indala, Legic, or MiFare). Card numbers coming from the other types of card
readers may not process correctly.
• Equitrac Office or Express version 4.2.6 (or higher)
The controller and the printer are independent network devices with their own IP addresses. Physical connection
between these devices is not required.
Separate licensing is not required to use the Nuance ID Controller.

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Setting Up the ID Controller

The complete setup process for the Nuance ID Controller consists of the following steps:
1 Connect the controller device to the network and to an Equitrac card reader.
2 Determine the IP address of the controller.
3 Configure the controller through its web administration interface.
4 Swipe a card to register the controller automatically into the Equitrac database.
5 Launch System Manager and assign the controller to a physical device. Optionally, you can also configure it.
6 Assign card numbers to Equitrac accounts.

Connecting the ID Controller

The following diagram shows the physical hardware connections:

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To connect the Nuance ID Controller, do the following:

1 Connect a USB card reader to the controller’s USB port using a USB cable.
2 Connect the controller’s LAN network port to your network using a network cable.
3 (optional) Connect a network cable to the printer via the controller’s printer port. The network traffic related to
the printer is not blocked or modified by the controller. It behaves like a hub, which is useful if you want to use two
network connectors separately.
4 Connect the power supply to the controller.

Determining the ID Controller IP Address

When the Nuance ID Controller is switched on, it tries to acquire an IP address immediately. Its LAN network port
light changes from flashing to fixed when an IP address is set.
Due to the lack of device display, the following methods are recommended when determining the IP address of the
Nuance ID Controller:
• Log in to the DHCP server and look up the assigned IP address based on the MAC address. The MAC address of
the Nuance ID Controller is printed on the white label on the bottom of the controller. The MAC address is a 12-
digit hexadecimal number (e.g. 00C076FF00F2).
• If you do not have access to the DHCP server, use an IP Scanner application to explore the used subnet.

Configuring the ID Controller via a Web Interface

The Nuance ID Controller needs to be configured via its web administration interface before adding the controller
device to Equitrac System Manager. To configure the Nuance ID Controller, do the following:
1 Open a JavaScript-enabled web browser and enter the controller IP address into the Address field. The interface is
available in English, entitled SafeCom IDController and some of its pages may be password-protected.
The Home page opens, providing a device summary:

NOTE: Make sure that you open the web site of the appropriate controller by comparing the MAC address and that
the minimum controller firmware version is S80 602.102*81.

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2 Click the Advanced Configuration tab (if prompted, enter your credentials).

3 To configure the IP address of the controller or the DNS server, select the TCP/IP option. The TCP/IP Settings
page opens.

a Set the IP Lookup Method to your preference. Automatic lookup is available through DHCP, BOOTP, and
RARP protocols.
b Set DNS servers to resolve hostnames and IP addresses. A maximum of 14 DNS servers can be specified.
c Click the Save & Continue button to save the settings and return to the Advanced Configuration page.

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4 Select SafeCom on the Advanced Configuration page. The SafeCom Settings page opens.

Use this page to configure the device for communication with the DCE service (only a single DCE can be used).
a In the SafeCom DS IP Address field, enter the IP address of the DCE server. Is recommended to use a single
IP address only.
b Make sure that the value in the SafeCom DS Port Number is 7800 as the DCE service listens on port 7800.
c Click the Save & Continue button to save the settings.
5 Reboot the ID controller to apply the new settings.

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Integrating the ID Controller into Equitrac

Once the Nuance ID Controller has been physically connected and configured through its web administration
interface, it can now be registered and configured in System Manager.
Before you start, make sure that:
• The controller is turned on.
• The controller is set it up to communicate with DCE through port 7800.
• System Manager is operating error-free.
To register the Nuance ID Controller in Equitrac, do the following:
1 Open System Manager.
2 Swipe a supported card on the card reader attached to the ID Controller.
3 Make sure that the terminal appears in System Manager > Devices, under Unassigned control terminals.

4 Right-click the control terminal in the right pane, and select Assign control terminal from the menu.
—Or—
Drag-and-drop the control terminal onto a physical device.
5 In the Assign Control Terminal to device dialog box, select a physical device from the list and click OK.

CAUTION: Ensure that the physical device has the Secure printing option enabled. See Secure Printing
Configuration Workflow on page 293.

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6 Click Refresh. The right pane updates to display the control terminal associated with a physical device.

7 Swipe an Equitrac user-assigned card at the control terminal to initiate a test print.
8 Confirm that the test page printed successfully after the card swipe.

Configuring the ID Controller in System Manager

To configure the Nuance ID Controller, do the following:
1 Select System Manager > Devices.
2 Click the control terminal in the right pane. The Terminal properties dialog box opens.

3 Optionally, you can modify the Name and Description for the terminal. Other properties in the Definition section
are for your information and cannot be edited.
• Hardware address – The MAC address of the control terminal used to identify the terminal in the network.
• Last known IP address – Displays the terminal’s last associated IP address. This cannot be used to identify the
terminal since a dynamic IP address may be used for the terminal when it connected to the network.
• Terminal type – Identifies the type of control terminal (e.g. SFT: Nuance ID Controller)
4 Select a Release behavior from the drop-down list.
• Release all at login (default) – The device releases all queued documents for the current user automatically
with one card swipe. If Account limits is enforced and there are insufficient funds in the user account, then
only print jobs that cost less than the available funds will be released. See Enforcing Account Limits on page
253 for details.
• Release first in queue – The device releases only the first queued document (oldest job in the print queue).
• Release user's first – The device releases only the first queued document of the logged-in user, followed by the
first queued document of any available delegator jobs assigned to that user.

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Other properties in the Behavior section are pre-set, and cannot be edited.
• Rule set – Uses the associated physical device’s rule set.
• Control – The ID controller only provides print release functionality.
5 If using HID cards, select a Card Reader HID decoding from the drop-down list. This setting does not affect non-
HID cards.
You can select multiple SFTs and set common property values for all selected terminals at one time. However, you can
only edit the Description, Release behavior and HID decoding fields when working with multiple SFTs. System
Manager supports different types of control terminals (e.g. Nuance ID Controller and PageCounter), and if you select
different terminal types then the Edit option is disabled.

User Authentication at the Terminal

User authentication functionalities are limited in scope for Single Function Terminals. Some authentication options
are not available when enabling user login at SFTs.
To enable users to log in with a swipe card at an SFT, do the following:
1 Open System Manager, and navigate to Configuration > Security and authentication > User authentication.
2 In the Authentication options section, set the Input type to Card swipe only or Card swipe or keypad entry. If
the Input type is set to Keypad only, the SFTs will reject all card swipes.

NOTE: The Secondary prompt setting does not apply to SFTs.

3 Click OK to save the settings and close the User authentication dialog box.
For more details on authentication options, see User Authentication on page 245.

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Offline Behavior
Single Function Terminals support offline usage. Even if the CAS service is offline, the terminal can still remain
operational using the DCE cache (DCE local database). Offline usage only works with terminals already registered in
Equitrac with login caching enabled on DCE servers.
If the terminal, the assigned physical device or the assignment itself are modified in CAS, the DCE cache receives this
updated information within 10 seconds. If the CAS service goes offline after DCE registers the latest update and a card
is swiped at a terminal, the terminal and the assigned physical device are found the same way as if CAS were online.
If login caching is enabled when CAS is offline, then DCE allows user identification at the terminal when CAS is
offline only if they had already been identified while CAS was online. If login caching is disabled when CAS is offline,
then users cannot log in at the terminal.
For example, if DCE caching is enabled, and User1 swipes a card at the terminal while CAS was online but User2 did
not, then if CAS goes offline, User1 can still log in at the terminal but User2 cannot until CAS comes online again.
Once CAS is back online, then User2 can log in, and continue to log in even if CAS goes offline again.

NOTE: Card number association changes are not supported in offline mode.

To set the offline behavior, do the following:

1 Open System Manager, and navigate to Configuration > Security and authentication > User authentication.
2 In the CAS offline behavior section, do the following:

a Set the Login caching from the DCE servers drop-down list to Enabled. Enabling login caching allows only
previously CAS-identified users to log in when CAS is offline.
b Determine how DRE servers handle print jobs when CAS is offline.
• Auto select – If color quota is enforced, then the Do not print option is used. If color quota is not enforced,
then the Print, charge accounts later option is used.
• Do not print – Users cannot print, and must wait until CAS is back online in order to print.
• Print, charge accounts later – Users can print, and then the print job is charged to their account when CAS
is back online.
3 Click OK to save the settings and close the User authentication dialog box.

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Troubleshooting

Retrieving Card Numbers

If a card number is unavailable but you need to retrieve it, you can find this information in the trace log.
1 In the Diagnostics section of System Manager, select Settings.
2 Click EQ Device Control Engine in the tree view. The Trace file settings window opens.
3 Select EQ Device Control Engine and Additional Tracing Settings at the top of the list.
4 Scroll down the list to also select the two sft items, and click OK.
5 Swipe the card at the terminal. The card number appears in the log file.
6 In the Diagnostics section, select Files.
7 Expand EQ Device Control Engine in the tree view, and then double-click the EQDCESrv_SFT.log file. Card
numbers are shown as CardNo=[0123456789].

Card Reader Behavior

Equitrac card readers (with the minimum controller firmware version S80 602.102*81) indicate error conditions via
the red light blinking for a second accompanied by a long beep. Check the following for potential error causes:
• User authentication option in Equitrac System Manager is set to Keypad only.
• The terminal is not assigned to a physical device.
• There is no associated Equitrac account for the card number.
• There are no print jobs in the print queue.
If the issue still persists, contact Technical Support.

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Topics

HID Encoding
HID Decoding

HID cards can be configured to allow users to identify themselves at control terminals in the same way as when using
a magnetic stripe or proximity card.

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HID Encoding
HID cards can be used to allow users to identify themselves at the PageCounter terminal just as though they were
using a magnetic stripe or other supported proximity card. To configure HID cards to function with the PageCounter
terminal, you must identify how your HID cards are encoded with your facility and ID codes and how that
information relates to the user PIN data in Equitrac Office/Express. You can then configure the Equitrac server to
interpret the data it receives and use it to identify your users.
To configure the PageCounter terminal to accurately read HID cards, you require the following:
1 Ensure Equitrac Office or Express 5.2 is running.
2 Ensure you are still running the correct PageCounter control terminal firmware version. Firmware versions prior
to 1.1.47 do not support the HID decoding described in this document.
3 Ensure that the type of HID proximity card you are using is supported. See Supported HID Card Types on page
161 for details.
4 Write down the following HID card encoding information:
• Facility code Start – the position in the raw bitstream (0 based, left to right, inclusive) where the Facility code
begins.
• Facility code End – the position in the raw bitstream (0 based, left to right, inclusive) where the facility code
ends.
• Facility code Width – the number of expected decimal digits representing the facility code from among the
string of numbers returned by the PageCounter.
• ID code Start – the position in the raw bitstream (0 based, left to right, inclusive) where the ID code begins.
• ID code End – the position in the raw bitstream (0 based, left to right, inclusive) where the ID code ends.
• ID code Width – the number of expected decimal digits representing the ID from among the string of
numbers returned by the PageCounter.
NOTE: The terminal returns a single value comprising of both the facility code (if used) and ID
(facility + ID).

If you do not know the encoding used on your HID proximity cards, this document provides information to help you
discover your card encoding. See Determining HID Card Encoding on page 164. However, if you are not able to
discover your card encoding using the method provided, contact your HID vendor for assistance.

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Supported HID Card Types

The following is a list of supported HID card formats. The illustrations shown for each card is from HID’s product
data sheets. However, refer to the HID Web site in case of discrepancy.

RFID Carrier frequency

The RF signal used to exchange information between the powered card reader and the passive card can operate at
many different frequencies and ranges (125 KHz carrier frequency, or Mifare and Legic standard using a 13.56 MHz
carrier frequency).
HID offers a variety of products using different carrier frequencies and standards (HID IClass cards, HID Corporate
1000, HID Mifare, and others). However, since the control terminals have HID readers using a 125KHz carrier
frequency, only certain card formats can be read by the control terminal.

Card Numbering and Labeling

All cards have the following numbering system printed on them for distribution purposes:
Card ID Number: 12345
Sales Order Number: YYYYYYYY-YY
Format: 12345 YYYYYYYY-YY
These numbers do not directly relate to the data stored on them. Some organizations may choose to deploy cards with
labels that clearly display the Facility and ID codes stored on the card. Other may choose to obfuscate the data for
security reasons and omit labels completely, or label the cards with a randomly generated serial number. For this
reason, it is not always possible to infer the facility or ID codes from card labels, nor can you infer the type of encoding
used on the cards based on the numbers printed on the exterior. See Determining HID Card Encoding on page 164 for
more details.

MicroProx Tag
RF-programmable, 125 kHz, customer-specified numbers.

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ISOProx II
RF-programmable, 125 kHz, customer-specified ID numbers, locations marked for horizontal and vertical slot punch.

DuoProx II
RF-programmable, 125 kHz, customer-specified ID numbers, locations marked for horizontal and vertical slot punch.

Smart ISOProx II
RF-programmable 125kHz, customer-specified ID numbers, location marked for vertical slot punch.

Smart DuoProx II
RF-programmable 125kHz, customer-specified ID numbers, location marked for vertical slot punch.

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ProxKey II
RF-programmable, 125 kHz, charcoal gray, customer-specified ID Numbers.

ProxCard® II
RF-programmable, 125 kHz, HID artwork, customer-specified ID numbers, vertical slot punch.

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Determining HID Card Encoding

HID uses a proprietary encoding format to encode data (ID or facility code and ID) on proximity cards. Generally, the
encoding types used are either 26 or 37-bits, or in the case of some cards, 35-bits.

Encoding Types
The encoding is comprised of a beginning and end parity bit. Between these parity bits is a string of binary digits. The
first part—on the left—can be the facility code if your site uses one. The second part (possibly the entire string if there
is no facility code) of the binary string—on the right—is the encoded ID code.

26-bit encoding

37-bit encoding with Facility code and ID code

37-bit encoding with ID code only

Although it is possible to decipher the type of encoding used via the Card Swipe Wizard, it is best to contact your HID
vendor to determine the encoding type used on your proximity cards.
The embedded HID card reader in the control terminal always returns 16 octal digits, which when converted to
binary equals 48 digits. The HID card reader zero-pads the string returned from the card to equal 48 binary digits,
regardless of the proprietary encoding used on the card. Therefore, knowing the type of encoding used on your card
helps, since the actual digits returned from the card always appear at the end of the data string. The trick then is to
decipher where the facility code (if used) and ID code begin and end within the binary data string.

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To determine card encoding, you require the following:

• The ability to convert between different numeric notations (octal, binary, and decimal). You can use the calculator
application available in most versions of Windows for this. However, you need to change the view to Scientific. See
the help file within the calculator application for detailed instructions.
• A control terminal with an internal HID proximity card reader.
• One or more sample HID Proximity cards. See Supported HID Card Types on page 161 for supported card
formats.
• The codes expected to be returned by the sample proximity cards. Contact your security system administrator or
HID vendor for assistance.

Determining Code Start and Stop Positions – Known Codes

If you have a sample card and you know the codes you expect to see returned from it, you can follow the procedure
below to determine where the codes begin and end in the binary data string returned from the HID card reader.
1 To see the full value of the data string returned by the HID card reader, you must change the card swipe PIN
settings:
a In System Manager, navigate to Configuration > Security and authentication > User authentication to open
the User authentication dialog box.
b Change the from and to positions in the Card setup area to read:
Use data from position 1 to 50 as the primary PIN.

2 Configure your HID embedded control terminal to use a static IP. Change the server IP address setting to point to
the IP address of the system on which you run the Card Swipe Wizard.
3 Temporarily disable HID decoding on the terminal to examine the raw data only. See Disabling and Enabling HID
Decoding on the PageCounter Terminal on page 171.
4 If you plan to run the Card Swipe Wizard on the server running DCE, stop the EQ DCE Service on the server:
WARNING: The Card Swipe Wizard can only talk to one terminal at a time. If there are multiple terminals pointing to
the system running the Card Swipe Wizard, you need to unplug all but the one you have configured in step 2 above.

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5 On an administrative workstation, browse to the Tools folder within the directory where Equitrac Office or
Express is installed (for example, Programs Files\Equitrac\Office or Express\Tools) and run the
CardSwipeWizard.exe file to launch the Card Swipe Wizard.

6 Select PageCounter device as the Card swipe unit.

7 Enter the Windows network name of the computer that hosts the accounting server and click Next.
8 Power on the PageCounter terminal configured in step 2 and wait for it to connect to the system running the Card
Swipe Wizard.
9 Take your sample card (for example, with the number 87343 11082200-1 printed on the card) and swipe it at the
terminal. The Card Swipe Wizard displays the extracted data string from the sample card in the Primary PIN field.
The following table shows the number printed on the card as well as the expected values that you know should be
returned by the HID card reader.

Number Printed on the Expected Facility Code to be Expected ID Code to be

Card returned (in decimal) returned (in decimal)

87343 11082200-1 109 86343

CAUTION: The number printed on the card may not be the facility code or ID code.

Since HID decoding is disabled on the terminal, the HID card reader in the PageCounter terminal return the
entire data string from the card in octal format.

Number Printed on the Card Value returned (octal)

87343 11082200-1 0000201550521216

10 Convert the extracted octal string to its binary value using the Microsoft Windows Calculator:

Value returned (octal) Value returned (binary)

0000201550521216 000000000000010000001101101000101010001010001110

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NOTE: It is important to keep the leading digits in the stream. The Windows Calculator usually strips off leading
zeros. To adjust your output, you have to ensure there is a group of three binary digits for each octal digit in the raw
data stream. You should have a total of 48 binary digits.

You can now analyze the resulting sets of the binary sequence found from one of your samples. Convert the
expected codes to be returned from the wizard from decimal to binary:

Expected Facility Code Expected Facility Code

(in decimal) (in binary)

109 1101101

Expected ID code Expected ID code

(in decimal) (in binary)

86343 10101000101000111

11 Open the HIDEncoding-Ruler.txt file.

12 Paste the binary string you converted from the Card Swipe Wizard into Notepad above the makeshift ruler. Be sure
to add enough leading zeros to make the string equal 48 digits:
a If you use a facility code, click Edit > Find and input the expected binary string representing the facility code
to have Notepad find the digits for you:

Using the ruler, you can see that in the example above that the facility code is located from digit 20 to digit 26
inclusive.
b Click Edit > Find again and input the expected binary string representing the ID code to have Notepad find
the string for you:

Using the ruler, you can see from the example above that the ID code is located from digit 30 to digit 46
inclusive.

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NOTE: It is possible that the starting bit might actually begin one or more digits earlier if there are leading zeros.
Therefore it is a good idea to test the card after this procedure to ensure that you have recorded the correct start
and end positions. See HID Decoding on page 172.

13 Record the start and end locations for the facility code (if used) and ID code to use when setting up Equitrac Office
or Express.
14 Close the Card Swipe Wizard.
15 If required, restart EQ DCE Service on the DCE server.
16 Enable HID decoding on the PageCounter terminal.

NOTE: If you need to use the Card Swipe Wizard to read HID cards and setup Equitrac PINs, you need to temporarily
enable local caching on the PageCounters, then ensure the PageCounter that you are using the Card Swipe Wizard
on connects to DCE. Finally, disable the local caching setting on the PageCounters. The PageCounter can be used
with HID cards. See Local Caching on page 128 for instructions to enable and disable local caching on all
PageCounters.

Determining Code Start and Stop Positions – Unknown Codes

If you have sample cards but do not know the codes you expect to see returned from them, you can follow the
procedure below to determine the codes and where they begin and end in the binary data string returned from the
HID card reader.
1 To see the full value of the data string returned by the HID card reader, you must change the card swipe PIN
settings:
a In System Manager, navigate to Configuration > Security and authentication > User authentication to open
the User authentication dialog box.
b Change the from and to positions in the Card setup area to read:
Use data from position 1 to 50 as the primary PIN.

2 Configure your HID embedded PageCounter control terminal to use a static IP. Change the server IP address
setting to point to the IP address of the system on which you run the Card Swipe Wizard.
3 Disable HID decoding on the PageCounter terminal. See Disabling and Enabling HID Decoding on the
PageCounter Terminal on page 171.
If you plan to run the Card Swipe Wizard on the server running DCE, stop the EQ DCE Service on the server:
WARNING: The Card Swipe Wizard can only talk to one PageCounter terminal at a time. If there are multiple
terminals pointing to the system running the Card Swipe Wizard, you need to unplug all but the one you configured
in step 2.

4 On an administrative workstation, browse to the Tools folder within the directory where Equitrac Office or
Express was installed (the default installation folder location is Programs Files\Equitrac\Office or Express\Tools)
and run the CardSwipeWizard.exe file to launch the Card Swipe Wizard.

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5 In the wizard’s first dialog box, select PageCounter device as the Card swipe unit.
6 Enter the Windows network name of the computer that hosts the accounting server and click Next.
7 Power on the PageCounter terminal configured in step 2 and wait for it to connect to the system running the Card
Swipe Wizard.
8 Take a sample of five or more cards (for example, with the format 87343 11082200-1 printed on the cards) and
swipe them at the terminal. The Card Swipe Wizard displays the extracted data strings in the Primary PIN fields.

Number printed on Card Value returned from Card Swipe Wizard (octal)

87343 11082200-1 0000201550521216

87344 11082200-1 0000201550521220

87345 11082200-1 0000201550521223

87346 11082200-1 0000201550521225

87347 11082200-1 0000201550521226

NOTE: For a more precise determination, it is best to use a large number of cards. However, five to seven cards
should suffice for this procedure.

Since HID decoding is disabled on the terminal, the HID card reader in the PageCounter terminal returns the
entire data string from the card in octal format.
9 Convert each octal number to its binary value:

Value returned (octal) Value returned (binary)

0000201550521216 000000000000010000001101101000101010001010001110

0000201550521220 000000000000010000001101101000101010001010010000

0000201550521223 000000000000010000001101101000101010001010010011

0000201550521225 000000000000010000001101101000101010001010010101

0000201550521226 000000000000010000001101101000101010001010010110

NOTE: It is important to keep the leading digits in the stream. The MS Calculator usually strips off leading zeros. To
adjust your output, you have to ensure there is a group of three binary digits for each octal digit in the raw data
stream. You should have a 48 digit binary string for each card.

You can now analyze the resulting sets of the binary sequence found from your samples.
10 Open the HIDEncoding-Ruler.txt file.

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11 Now paste each of the binary strings you converted from the Card Swipe Wizard into Notepad above the makeshift
ruler. Be sure to add enough leading zeros to make each string equal 48 digits and then look for patterns:

Try to match the returned binary strings against the card encoding type formats to see if your cards seem to match
any of them. If they do, use the format to determine the start and end positions of the facility (if used) and ID
codes. If they do not, as in the case above, you need to make some assumptions as follows:
• We know that if there is a facility code, it appears first (on the left) and that the ID code appears on the right.
• The facility code should be the same for all cards. Therefore if there is a set of digits on the left that are identical
in all strings, then you can assume that it is the facility code. In the example given above, the pattern appears
from digit 20 to 26.
• You can assume that the last binary digit in the string is a parity digit and disregard it. This assumption is based
on what we know to be true about HID encoding types.
• If you contacted your HID vendor, hopefully they gave you the card encoding type and the card ID range. If
you know the card ID range, you can use the information to help determine where the ID code starts and ends.
For example, if you know that the cards deployed at your site are between 75,000 and 200,000 you can
determine that the largest card ID (200,000) in binary would require 18 digits (110000110101000000),
therefore you would be able to assume the ID portion of the string is from digits 29 to 46 inclusive.
NOTE: The ID portion could actually be from digit 27 to 46 inclusive, or the facility code could be from digit 20 to 29.
Therefore, you may need to analyze these patterns several times to determine exactly where the codes start and
end.

12 Record the start and end locations for the facility code (if used) and ID code for use in setting up Equitrac Office
or Express.
13 Close the Card Swipe Wizard.
14 If required, restart EQ DCE Service on the DCE server.

NOTE: It is best to test the assumptions you made during this procedure by reading an HID card with the
PageCounter terminal and verifying that the card can log in. The card points to the correct account if the HID
decoding parameters are set correctly.

15 Enable HID decoding on the PageCounter terminal.

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Disabling and Enabling HID Decoding on the PageCounter Terminal

The HID card reader within the PageCounter terminal returns the data from the cards in octal format. However, when
HID decoding is enabled, the PageCounter converts the data returned by the HID card reader into a decimal string as
configured by your HID parameters. Therefore you need to Disable HID decoding prior to using the Card Swipe
Wizard to extract the encoded octal data value.

NOTE: By default, PageCounter terminals with internal HID proximity readers have HID decoding turned on. You only
need to disable HID decoding on one PageCounter terminal to determine your HID decoding format.

To disable HID decoding on a PageCounter terminal, do the following:

1 Enter Manager Mode on the PageCounter terminal, see your Equitrac PageCounter Administration Guide for
details regarding Manager Mode.
2 Press 4 for Devices.
3 Press 1 for HID Card Settings
4 Enable or disable HID decoding by selecting one of the following:
• Press 1 to enable HID decoding
• Press 2 to disable HID decoding. Disabling decoding for the duration of a test ensures that the terminal returns
the raw data (represented in octal format) read from the card.
5 Press F3 (Back) until you exit Manager Mode.
The PageCounter terminal automatically reboots.

WARNING: If you manually reboot the terminal before exiting Manager Mode, your changes are not saved.

You must re-enable HID decoding once you have finished determining your HID parameter values using the Card
Swipe Wizard. Turning HID decoding on again enables the PageCounter to return the proper PINs from your HID
proximity cards.

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HID Decoding
Due to the variation in encoding formats allowed by HID, the USB card reader or PageCounter terminals must be
configured to return card information in a standard format. You configure the card decoding parameters on the
accounting server and these settings are relayed to your USB card reader or PageCounter terminals. For details on how
HID card values are encoded. See Determining HID Card Encoding on page 164.
Equitrac Office/Express can support a mixed HID card environment (e.g. different card configurations with different
facility codes read by the same USB card reader), and a mixed device and card reader environment (e.g. Equitrac and
non-Equitrac card readers decoding the same ID value from the card). In order to accomplish this, you can create
different HID profiles (referred to as "Decoding groups") to determine how a specific card reader decodes the HID
card data.
To configure how the USB card reader or PageCounter decodes the ID and Facility codes, do the following:
1 Ensure that your card type and encoding format are supported, and that you know the details of how your HID
cards are encoded with your facility and ID information. See Determining HID Card Encoding on page 164 for
details.
2 In System Manager, navigate to Configuration > Security and authentication > User authentication.
3 Click <None> located beside HID decoding within the Card setup section.

4 In the HID decodings dialog box, click Add from the Decoding groups section.

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5 Enter an HID decoding group name, and click OK.

6 Select the group from the list, and then click Add from the Decoding groups settings section.
7 In the HID decoding dialog box, enter the following:

In the case where you do not need to extract facility code information, check ID codes only. If you need to extract
both Facility code and ID code, check both options.
a In the Facility code Start field, enter the position in the raw bit-stream (0 based, left to right, inclusive) where
the Facility code begins.
b In the Facility code End field, enter the position in the raw bit-stream (0 based, left to right, inclusive) where
the facility code ends.
c In the Facility code Width field, enter the number of decimal digits for the facility portion of the value that the
USB card reader or PageCounter outputs. Numbers are zero-padded on the left as needed.
d In the ID code Start field, enter the position in the raw bit-stream (0 based, left to right, inclusive) where the
ID code begins.
e In the ID code End field, enter the position in the raw bit-stream (0 based, left to right, inclusive) where the ID
code ends.
f In the ID code Width field, enter the number of decimal digits for the ID code portion of the value that the
USB card reader or PageCounter outputs. Numbers are zero-padded on the left as needed. The USB card
reader or PageCounter returns a single value for each card swipe that is the decoded facility code followed by
the decoded ID.
g Enter a Matching facility code if you want the card reader to locate the same facility code on different HID
formatted cards.
h Select the Include facility code in PIN option if the facility code is part of the user PIN.
i Click OK.
8 Repeat this procedure for any additional decoding groups you want to define for you environment.
9 If more than one group is defined, the first group in the list will be used as the default decoding by the embedded
device. If you want to change the default, select a group from the list and click Make default.
10 Click OK to save the decoding groups.

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Topics
Billing Code Installation and Configuration
Workflow
Enabling System-Wide Billing Code Access
Configuring Billing Code Popup Behavior
Creating and Editing Billing Codes
Enabling Billing Codes
Synchronizing Billing Codes
Using Client Billing on a Workstation

A billing code is a unique combination of letters and numbers that represent a charge-back group. Users can assign
their jobs to a particular code, and the Equitrac database tracks the characteristics of jobs to the code. You can then
run reports to gather information about how much was charged to each code, or you can create a scheduled tasks to
automatically generate these reports for analysis.
Users can assign print jobs to a billing code account on their workstation. The Client Billing popup service must be
installed on each client workstation where print jobs are released.
Users can assign copy jobs to a billing code account via a PageCounter terminal. Where supported, embedded devices
permit users to assign print, copy, scan and fax transactions to a billing code account.
You can also manage Billing Codes via Web System Manager. See Creating & Managing Accounts on page 193.
This chapter provides information to:
• enable system-wide billing codes within the System Manager
• configure billing code access
• change the behavior of the Client Billing popup
• create billing codes
• enabling billing codes for specific users or departments
• use the Client Billing popup to assign a print job to a billing code
• create and manage billing codes within Web System Manager
• use the Import/Export Wizard for billing codes in Web System Manager

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Billing Code Installation and Configuration Workflow

Billing Codes are enabled on the Core Accounting Server (CAS), but you must also install the Client Billing popup
service on each Windows network station. When the user prints a job from their workstation, the Client Billing popup
window provides a list of available billing codes. You must configure the behavior of the popup window and determine
which billing codes are made available to user or departments.
1 Install the components (printing only)
Although the server component is packaged with the Core Accounting Server, the Client Billing feature is bundled
within the Workstation Client installation. You must install the client software on each workstation on the network
where users generate print jobs and need to select a billing code.
You must purchase a Workstation Client license and validate the license within System Manager to enable billing
codes within Equitrac Office or Express.
2 Enable system-wide billing code access
Within System Manager Configuration options, choose a global Billing Code Access level for the billing codes to
determine which billing codes users or departments can access.
3 Configure billing code popup behavior
Configure billing code prompts after user identification.
4 Create billing codes
Create billing codes within Accounts Manager.
5 Assign codes to users or departments
Assign one or more billing codes to individual users or to entire departments. When a user prints a document,
they can choose from assigned billing codes only.

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Enabling System-Wide Billing Code Access

Billing codes are enabled system-wide, but you can specifically assign a particular code (or set of codes) to individual
users, or to departments. However, you must choose a global access level for the billing codes that determine which
billing codes users or departments can access.
1 Navigate to System Manager > Configuration > User interaction > Billing code access.

2 Select on the following billing code access options:

• All codes – Users can charge print transactions to any billing code.
• Only codes assigned to user’s department – Users can charge only those billing codes defined for the
departments to which they belong.
• Only codes assigned to user – Users can charge to only those billing codes assigned to their user accounts.
• Codes assigned to user or user’s department – Users can only charge to those billing codes assigned to their
user accounts, or the departments to which they belong.
3 Select the Exclude codes with no balance checkbox to prevent billing codes without funds from being displayed
and selected by the user.
NOTE: Account limits must be enabled to use this feature. See Enforcing Account Limits on page 253. This feature
does not affect the default billing code feature in Web Tools. See Setting the Default Billing Code on page 466.

4 Click OK to save the settings.

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Configuring Billing Code Popup Behavior

Client Billing prompts users at the workstation for a billing code each time they attempt to print a document. These
prompts are referred to as "popups". You can configure the behavior of the billing code popup on workstations,
PageCounter terminals and, where supported, on embedded devices.
You can prompt users for billing codes after they authenticate themselves at copiers. This is useful so that you may
track jobs and billback clients at the device level. The billing code prompts are highly customizable and you may
choose optional display fields for a user’s account.

NOTE: Xerox, Fuji Xerox, Sharp, and Kyocera Mita embedded clients are not prompted for a billing code if only one
code is available. Instead, the client assumes the use of the code and behave as if the user had selected it.

To configure your billing codes session flow, do the following:

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

2 Select Prompt for billing code after user identification (at copiers). The user must enter a billing code before
they can access the copy, scan and fax functions. This option applies to both PageCounters and embedded devices.
3 Select Prompt for billing code at job release (at copiers). The user must enter a billing code before they can
release a print job. If you are printing from a workstation hosting the Client Billing service, this option will
override the workstation client billing code. This option applies to both PageCounters and embedded devices.
4 Select the Billing code prompt details you wish to be displayed at the copiers.
• Required field – User must enter a billing code
• Search – Adds a search function where users can search for billing codes
• Security mode – Billing code is displayed in asterisk characters
• Show most recently used – Shows most recently used billing codes
• Default to the previous billing code – Shows a default of the previous billing code used
5 Select Prompt for billable to enable users to select if they wish to be billed for the particular job.
6 Enter a name in the Billable label field.

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7 Validate billing codes against CAS when it is available or unavailable in their respective fields.
NOTE: Validating billing codes when CAS is unavailable is only applicable to workstations.

8 Select any Optional display fields that you wish to have during a user session. These fields can be displayed either
at the start, end, or start and end of the user’s session depending on the field.
• Account name – The name of the user’s account
• Account balance – The user’s account balance
• Session cost – The cost of the user’s session
9 Set the Mobile session timeout for devices that are using the web release feature.
• Public – set this timeout for shared workstations
• Private – set this timeout for personal mobile devices (e.g smartphone or tablet)
10 Select Prompt for release key in the Other prompts section. (for Equitrac Express)
11 Select what user type you wish to Acknowledge and accept or deny copy job cost from.
• All users
• Campus card users (for Equitrac Express)
• Do not display
• Non-campus card users (for Equitrac Express)
12 Click OK to save the settings.

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Creating and Editing Billing Codes

Equitrac Office and Express treat billing codes as another type of printing account, in addition to User and
Departments. After you create billing codes, you can assign billing codes to users or departments. See Enabling
Billing Codes on page 186 for details.
To create new Billing Codes, do the following:
1 In Accounts Manager, select Billing Codes in the left pane.
2 Select Add billing code under Current tasks to open the Add Billing Code window.

3 Enter the following information in the fields provided (* also available in Web-based System Manager. See
Working with Billing Codes in Web System Manager on page 182).

Field Description

Billing Code Name * • The name can be any combination of numbers and letters. If billing codes are enabled for Xerox
devices, ensure that the billing codes names are no longer than 32 characters in length.
• In the Client Billing popup, users identify a billing code by this name.
• Required field.

Description * • Add a description for the billing code, specifically when you are using fully numeric billing codes, or
when billing code names are somewhat obscure.
• The description also appears in the Client Billing popup, giving users better information about each
billing code choice.

Balance: Paid * • Optionally enter an amount of additional funds to be used if the Allotted balance goes below zero.
(for Equitrac Express) Funds added to this balance are supplied by a source other than those allotted to the Billing Code.

Balance: Allotted * • Enter an amount for the Billing Code. As users charge against the billing code, the balance
(for Equitrac Express) decreases until the minimum balance is reached.

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Field Description

Balance * • Enter an amount for the Billing Code. As users charge against the billing code, the balance
(for Equitrac Office) decreases until their are insufficient funds in the billing code account to charge against.

Minimum Balance * • If the balance drops below the minimum, the users are not able to release their print jobs and
(for Equitrac Express) receive error notifications instead.
• To enforce the minimum balance, configure the Account limits in System Manager >
Configuration > Accounting and quotas > Accounts limits. See Enforcing Account Limits on
page 253.

Account • Billing code accounts can be locked, preventing all users from charging jobs to that billing code.
Locked *

Primary PIN * • If users enter PIN codes on a control terminal keypad, they must enter a Primary PIN to identify
themselves.
• If your embedded devices are Xerox devices, the PIN values must be 32 characters or less.

Secondary PIN * • To add another layer of security, users enter a secondary PIN in addition to the Primary PIN.
• This PIN acts a password at the control terminal.

Confirm Secondary • Enter the secondary PIN again to confirm the number.
PIN * • The Secondary PIN and Confirm fields must match precisely; otherwise, Equitrac Office/Express will
not save the billing code information.

Equitrac Office/Express adds the Billing Code to the database and lists the Billing Code name in the right pane.
To edit an existing Billing Code, do the following:
1 In Accounts Manager, select Billing Code in the left pane.
2 Right-click a Billing Code in the right pane, and select Properties from the menu to open its Properties window
and modify any of the editable fields.
3 Click OK to save the changes.

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Working with Billing Codes in Web System Manager

To create new Billing Codes In Web System Manager, do the following:
1 Open a web browser and enter http://<web_server_name OR ip address>/EQWebClient in the
Address field.
2 Enter your login credentials.
3 Select Add billing code under Billing codes in Accounts.

4 Enter the desired information in the fields provided. (see table on page 180 for description of fields)
To edit an existing Billing Code, click its name in the Billing Code (leftmost) column and access extra options in the
Billing code properties window:

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Managing Billing Codes Within Accounts Manager

When Accounts Manager contains over 1000 billing codes, those billing codes are grouped alphabetically or
numerically. Click Billing code group view above the right pane to open the Billing code group view dialog box and
select a code group to view and access in the right pane. The Accounts Manager title bar specifies the group currently
displayed in the right pane.
To enable the User group view, do the following:
1 In Accounts Manager, select Billing Codes in the left pane.
2 Click Tools > Options.

3 In the Options dialog box, select the Enable grouping checkbox.

4 Set the Alphabetical ranges to either Predefined or Optimized size.
5 If Optimized size is selected, enter a Maximum group size to display in Accounts Manager. The group size range
must be within 100 - 10,000.
6 Click OK to save the settings.
A User group view tab is placed on the Accounts Manager toolbar.
Click the User group view tab to select a user group to view and access in the right pane. The Accounts Manager title
bar displays the selected group.
If you want to further refine the views in Accounts Manager, use the EQAccountRegroup tool to divide the groups into
smaller subgroups for easier viewing. See Refining the User Group View on page 480.

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Managing Billing Codes in Web System Manager

In Web System Manager you can also remove a billing code, add transactions and export/import billing codes.

To delete billing codes, do the following:

1 Under Accounts, select Billing codes.
2 Select the billing code(s), under Operations click Delete billing code and then click Delete.
To increase the balance of the selected billing codes, do the following:
1 Under Accounts, select Billing codes.
2 Under Operations click Add transaction. A Transaction menu appears.
3 Choose between the following transactions from a drop-down list:
• Allotted (default)
• Paid
4 Add a Comment in a text box (optional) and click OK.

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Import/Export Wizard for Billing Codes in Web System Manager

Web System Manager offers an Import/Export wizard to transfer billing codes. Transferring billing codes through the
wizard is useful when:
• upgrading from Equitrac trial version to a full production version
• moving Equitrac to a new server
• installing Equitrac on a new system with different sets of users and devices while keeping already existing billing
codes intact

NOTE: Import/Export requests are validated by the Core Accounting Server (CAS). The generic usage guideline is to
export data before you carry out any of the above operations, and import it after the operation has completed and
you have verified that your system is working error-free.

To export billing codes into a .csv file, do the following:

1 Under Tools, select the Export tab.
2 Specify the target path in UNC format for the output .csv file.
3 Click the Billing codes check box.
4 Click Start. You can also check progress status as your request is being processed by clicking Check progress.
CAUTION: Export will overwrite existing files on the specified target path. For example, if billing codes were
previously exported to that path, the new billing codes .csv file will overwrite the previous file.

To import billing codes from a .csv file, do the following:

1 Under Tools, select the Import tab.
2 Choose the already specified target path in UNC format for the input .csv file.
3 Click the Billing codes check box. You can also update existing records by clicking the Billing codes check box
under Update existing records.
4 Click Start. You can also check progress status as your request is being processed by clicking Check progress.

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Enabling Billing Codes

You can enable billing codes for a single user or an entire department. Users belonging to a department inherit billing
codes assigned to that department. The diagrams below depict the two different scenarios.

Enabling User or Department Billing Codes

1 In Accounts Manager, select Users or Department in the left pane.
2 Select one or multiple users or departments from the list.
Use SHIFT-click or CTRL-click to select multiple users or departments.
3 Select Enable billing code(s) under Current tasks in the left pane, or right-click the selection in the right pane
and choose Enable billing code(s) from the menu.

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4 Click Add to open the Select account dialog box.

5 Type a billing code account in the Account Name field, and click Verify.
6 Click OK to close the Select account dialog box. The billing code displays in the Enabled billing codes list.
7 Click OK to enable the selected billing code.
Users and departments can have more than one billing code. Repeat steps 4 to 6 to add more billing codes.

Enabling Billing Codes for Multiple Users or Departments

When you assign billing codes to more than one user or department, some of the selected users or departments can
have billing codes already assigned to them. In the Enable Billing Code(s) dialog box, the checkboxes indicate the
status of each billing code for the selected users or departments.
This billing code is assigned to some of the selected accounts.

This billing code is assigned to all the selected accounts.

This billing code is assigned to none of the selected accounts.

If you have created associations between users and department or billing codes, you must also configure the
accounting server to evaluate users for these associations and assign charges to the appropriate account. See Enabling
Department Charging on page 203 and Enabling System-Wide Billing Code Access on page 177 for configuration
information.

Copying and Pasting Billing Codes

You can copy the assigned set of billing codes from a single user account or department to another user account or
department. Note that this is a copy and REPLACE function. If the target user/department has any billing codes
assigned, the existing codes are removed before the paste function occurs.
1 In Accounts Manager, select Users or Department in the left pane.
2 Click the user or department in the right pane that contains the set of billing codes you want to copy.
3 Select Copy billing codes under Current tasks in the left pane, or right-click the selection in the right pane and
choose Copy billing codes from the menu.
4 Click the user or department to which you want to assign the copied set of billing codes.
5 Select Paste billing codes under Current tasks in the left pane, or right-click the selection in the right pane and
choose Paste billing codes from the menu.
6 Open the account and confirm that the codes were applied to the account.

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Removing Billing Codes from a User or Department

You can remove a billing code at any time, at either the user or department level. This procedure removes user or
department access to the billing code only—the code is not removed at the system level.
1 In Accounts Manager, select Users or Departments in the left pane.
2 Select a User or Department from the list to open its Properties dialog box.
3 Select the billing code(s), click Remove and then click OK.

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Synchronizing Billing Codes

A billing code synchronization task ensures that Equitrac Office or Express is validating against the most current
billing codes. First, you need to create an ASCII text file containing the current list of billing codes, then you need to
create a scheduled task that automatically performs the synchronization at set intervals.
During the synchronization, Equitrac Office/Express compares the billing codes in the text file with the billing codes
currently stored in the database. When Equitrac Office/Express encounters a billing code in the database that does not
exist in the file, it either ignores the account, locks the account, or deletes the account information depending on the
behavior you select when scheduling the synchronization task.

Creating the Billing Code Text File

Using a text editor, enter each billing code and its corresponding description in the following format:
billing code, description.

Enter only one billing code/description combination per line.

NOTE: If you do not want to include billing code descriptions, you must still follow each billing code with a comma.

Scheduling the Billing Code Synchronized Task

To add a scheduled Billing Code Synchronization task, do the following:
1 In System Manager, select Scheduled tasks in the left pane.
2 Select Add scheduled billing code synchronization under Current tasks, or click Add in the right pane and
select Billing code synchronization from the Add new scheduled task dialog box.

3 Enter a Name and Description for the task.

4 Select No from the Suspended drop-down list to run the task at the scheduled intervals. See Suspending,
Resuming, or Removing a Scheduled Task on page 355for details on suspending a task.

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5 Enter the File name for the report, or click the ellipse button to browse for the text file containing the list of
current billing codes.
NOTE: If scheduling a billing code sync task in System Manager on a workstation, the local CSV file name must
contain the workstation UNC path, otherwise the file will be considered local to the Scheduler service running on
CAS. (e.g. \\workstation_name\folder\filename).

NOTE: If System Manager is launched from a workstation, manually enter the UNC path for the CSV file to open the
file. If System Manager is launched from the CAS server, the browse button allows for a local file search.

6 From the Behavior drop-down list, select the action that the synchronization task takes when it encounters a
billing code in the Equitrac database that does not exist in the text file.
• Ignore the accounts – Perform no action on accounts found in the database but not in the text file.
• Lock the accounts – The system cannot charge printing to the accounts.
• Delete account information only – Remove accounts from the accounts database. The system retains stored
account transactions for reporting purposes.
7 Schedule the task to occur either once, every day, every week, or monthly.
8 Enter a Start date and Start time for the task to run.
9 Click OK to save the scheduled task.

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Using Client Billing on a Workstation

If you are printing from a workstation hosting the Client Billing service, you receive a billing code popup when you
send a print request to a network or local printer. You must respond to this popup before your print request can
proceed.
When printing to a network printer configured for the Equitrac Port Monitor, collating multiple Microsoft Excel print
jobs creates separate spool files per collated job on the printer. Equitrac Office/Express produces a popup for each
spool file. When printing to a local desktop printer, collating multiple Microsoft Excel print jobs results in a single
popup.
By default, the Client Billing popup prompts users to:
• Select a billing code.
• Specify whether or not this print job is billable.
• Accept the print job.
Depending on the Client Billing configuration, you may have to complete other required fields before the print
request can proceed.

Selecting a Billing Code

You can select a billing code to charge your print job to a client or project in any of the following ways:
• Enter a billing code in the Billing code text box.
• Select a billing code from the list. If configured to do so in System Manager > Configuration > User interaction >
Session flow, the last 20 codes display in the drop-down list.
• Search for a code using the Search tool.

NOTE: If the Required field checkbox is selected and Validate billing codes when CAS available is set to NO in the billing
codes Session Flow dialog box, then users can either select a code from the list or enter a new code.

Specifying a Job as Billable or Non-Billable

Equitrac charges non-billable jobs against the billing code account you enter, but reports those jobs separately from
billable jobs in the Equitrac Office/Express reporting feature.
Select or clear the Billable checkbox as required to specify whether the job is billable or non-billable.

Accepting or Canceling a Print Job

To accept your print job click OK. If you click Cancel, the system cancels your print job.

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Disabling Billing Code Popups

Users can disable the billing code popup for a specified period of time on client workstations by using the
EQToolTray.exe utility. During this time frame, the suppressed billing code prompt is applied to all print jobs.
This capability allows the user to batch print a series of jobs and only be prompted once for a billing code.
To temporarily disable the billing code popup, do the following:
1 Copy the EQToolTray.exe utility to the Program Files\Equitrac\Office or Express\Client folder on each user
workstation.
This utility is located in the Program Files\Equitrac\Office or Express\Tools folder on the CAS server.
2 Double-click the utility to start the service. The Popup Behavior icon appears in the Windows task tray.
3 Double click the icon in the tool tray to open the Equitrac User Client Settings dialog box. Alternately, you can
right-click the icon and select Customize Popup Behavior to open the dialog box.

4 Under Popup Behavior, select Suppress popup for N minutes to prevent the popup from appearing on a user’s
desktop when printing.
5 Enter a value in the minutes field and click OK.
When the selected time period ends, the billing code popup behavior returns to the "enabled" state.
You can right-click the tool tray icon in the Windows task tray, and click Suppress Popup to quickly turn On or Off
the billing code prompt without opening the Equitrac User Client Settings dialog box.

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Topics
Accounts Overview
Creating New Accounts
Working with Billing Codes
Working with Departments
Working with User Accounts
Managing User Accounts
Managing Search Filters
Accounts System Configuration
Implementing PINs
Viewing User Account Balance
Controlling Transaction Tracking
Working with Guest Accounts

Printing Accounts are required to track copy, fax, scan, and print usage. Each time a user submits a job, the Core
Accounting Server (CAS) validates the job request, then logs the transaction details to the database.
Printing Accounts are created and managed within Accounts Manager. Access to this manager is restricted to selected
domain groups, assigned in System Manager > Configuration > Security and authentication > Access permissions.
You must be a member of the Domain controller assigned to the Accounts permission to open and use Accounts
Manager.
Web System Manager offers a certain set of the standard System Manager functionality accessible via a web browser.
Select this optional feature during the installation of the Equitrac Office or Express Web Client. See the Equitrac Office
and Express Installation Guide for details.
To access Web System Manager first you need to log in at the Web Client login page, then select System Manager from
the applications offered to you.
Web System Manager lets you:
• set up accounts and maintain account details
• filter your search results to display, modify or delete users
• export/import Price Lists, Rule Sets and Billing Codes via an Import/Export wizard.

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This chapter provides information to:

• determine the account types required for your deployment
• create the three different account types
• manage accounts on an on-going basis
• set system configuration options that affect all accounts
• create guest accounts (for Equitrac Express)
• create and manage accounts via Web System Manager

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Accounts Overview
If you want Equitrac to track printing per User, Department, or Billing code (or any combination of the three), you
need to create printing accounts. You can use accounts to set limits on the amount of printing each account can
perform, and on the number of color pages each account can produce.
Each account is logged in the database. Print, scan, fax, and copy job transaction details are logged to the account.
User Account properties can also include name, email address, account balance, minimum balance, department
assigned to, remaining color quotas, and available billing codes.
Each time a user submits a print request, the Port Monitor on the target device contacts the Core Accounting Server
(CAS) to verify the users credentials. CAS checks the database entry for the account, and either verifies or denies the
print request. If verified, the print job is released to the print queue. After the job has printed, the Equitrac Port
monitor forwards the transaction details to CAS, which updates the account information and transaction details for
that account.

The process for a scan, fax, or copy job is similar, but DCE performs the functions provided by the Port Monitor,
shown in the diagram below.

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Account Types
Equitrac Office and Express support three different account types: User, Department, and Billing code. Your
organizational needs dictate if you need to create one type of printing account, or all three types.

User Accounts
The basic account is a user account. This type of account allows valid users to print to monitored devices, and enables
print tracking. Each user who prints to one or more monitored devices, or who login to a control terminal to use copy,
scan, or fax functions, must have an Equitrac Office or Express printing account.
Users can be assigned to act as a delegate to release another user’s print jobs. For example, an assistant needs to release
a manager's print jobs from a device, therefore the assistant is assigned to the manager’s account as a delegate. The
manager (delegator) sends a job for printing, and the assistant (delegate user) logs in to the device with their own user
credentials to release the job via Follow-You Printing. The delegate is presented with a list of their documents,
followed by a list of the delegator’s documents. A delegator may have multiple delegates, and a delegate may be
assigned to multiple delegators. See Assigning Delegates to Users on page 216.

Departments
A department groups individual users under one name to track printing at the group level. A department is any
logically-related group, team, or division.
Users are assigned to departments. The department itself is not considered a user. Users are still validated by CAS for
their credentials when they try to print, fax, copy, or scan. But for pricing, billing, and reporting purposes, you may
prefer to group user activities under one “umbrella”. For example, if your organization is already divided into separate
departments or divisions, complete with their own budgets and printers, you should create both user accounts and
departments within Equitrac Office/Express.
If you already have existing Windows domain groups defined for various departments at your organization, you
should use a flat file import or ADS to create user accounts. You can set the department name during the import for
each set of user accounts.

Billing Codes
Billing codes assign print, scan, fax, or copy jobs to a specific code, and are typically used to track output on a project-
basis. You can assign a billing code to an entire department, or to individual users.
When the user releases a print job, they can assign the job characteristics to a particular billing code. The print
tracking information is logged to the selected billing code, rather than to the user or department who released or
printed the job.

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If you assign a billing code to a department, all users belonging to the department inherit the department billing
codes, as depicted in the diagram below.

For complete information on implementing Billing Codes, see Working with Billing Codes on page 175.

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Accounts Manager Views

The main Accounts Manager window provides different views and options depending on the Account Type you are
working with. Select an account type, then choose a task from the Current tasks, or right-click in the list of accounts to
view other options.

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The Accounts Window in Web System Manager

Web System Manager offers a certain set of the standard System Manager functionality accessible via a web browser.

Filter Functionality in Web System Manager

Filters provide a quick way to find and work with a list of users, departments and billing codes. Filter functionality
takes an existing full list and removes items based on the search criteria.
To initiate the Filter functionality, click on the Filter button and add the filter expression. Every column (User,
Departments or Billing codes property) contains a filter value and a filter behavior.
The filter behavior controls the usage of the filter value. The selected filter behavior is visible next to the filter value
and can be changed by clicking on the selected filter behavior and selecting another one from the appearing menu.
The selected filter values of the columns are combined into a filter expression. Only those items are listed which match
with all filter values.
For example, if the filter value is “Tom” with the filter behavior set to “starts with” for the “Full name” column, and
another the filter value is “100” with the filter behavior set to “not less than” for the “Balance” column, then only those
users whose first names begin with “Tom” and whose balance is at least “100” will be listed.

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The following is a list of filter behaviors:

To filter for Filter behavior icon

Text values that contain or match specific string contains

Text values that start with specific string starts with

Text values that contain no character empty

Text, numeric or date values that match specific item equals

Numeric values greater than or less than a particular number more than, less than

Numeric values not greater than or not less than a particular number not more than, not less than

Numeric values between two particular numbers between

Date values before, after, not before, not after or between certain dates before, after, not before, not after, between

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The following filtering behaviors can be applied for Users, Departments and Billing codes properties:

Account types Properties Selectable filter behaviors

Users • User ID • contains (default), starts with, equals

• Full name • contains (default), starts with, equals, empty
• Balance* • equals (default), less than, more than, not less than, not more than,
between
• Department
• contains (default), starts with, equals, empty
• Email address
• contains (default), starts with, equals, empty
• Primary PIN
• contains (default), starts with, equals, empty
• Create date
• equals (default), before, after, not before, not after, between
• Locked
• not filtered (default), yes, no
• Home Server
• contains (default), starts with, equals, empty

Departments • Department • contains (default), starts with, equals

• Description • contains (default), starts with, equals, empty
• Balance* • equals (default), less than, more than, not less than, not more than,
between
• Primary PIN
• contains (default), starts with, equals, empty
• Locked
• not filtered (default), yes, no

Billing codes • Billing code • contains (default), starts with, equals

• Description • contains (default), starts with, equals, empty
• Balance* • equals (default), less than, more than, not less than, not more than,
between
• Primary PIN
• contains (default), starts with, equals, empty
• Locked
• not filtered (default), yes, no

* The Web Client queries CAS about the currency symbol being used. CAS determines its currency symbol based on
the regional settings of the Equitrac service account and provides the symbol to the Web Client.

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Grouping Accounts
If you are managing a large organization, you may have more than 1000 users. Rather than presenting an enormous
list of users, Accounts Manager can be configured to group users alphabetically or numerically.
To enable the User group view, do the following:
1 Click Tools > Options.

2 In the Options dialog box, select the Enable grouping checkbox.

3 Set the Alphabetical ranges to either Predefined or Optimized size.
4 If Optimized size is selected, enter a Maximum group size to display in Accounts Manager. The group size range
must be within 100 - 10,000.
5 Click OK to save the settings.
A User group view tab is placed on the Accounts Manager toolbar. Click the User group view tab to select a user
group to view and access in the right pane. The Accounts Manager title bar displays the selected group.
If you want to further refine the views in Accounts Manager, use the EQAccountRegroup tool to divide the groups into
smaller subgroups for easier viewing. See Refining the User Group View on page 480.

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Creating New Accounts

Follow this workflow when first establishing user accounts within Equitrac Office or Express:
1 Set up all Billing Codes
Create billing codes first, and then when you create user accounts and departments, you can select the billing
codes you want to assign to the accounts. If the codes are not in place you have to go back and assign the codes
later. Creating the codes first save you time and effort.
If you are not implementing Billing Codes, skip ahead to create departments.
2 Create Departments
Regardless of the method you use to create User Accounts, you can assign the users to a particular department.
3 Create User Accounts
Select a method to create the User Accounts: ADS, LDAP, flat file import, individually, or automatically.
4 Assign Departments and Billing Codes
If you did not use the automatic assignment options when you created the User Accounts, you can now assign
users to a specific department, and assign billing codes to both Department and User Accounts.

Working with Billing Codes

If you plan to use a charge-back system, you can create and setup billing codes within Equitrac Office/Express. Each
time a user submits a job request, they can assign the job attributes to a billing code if that code was enabled for either
their own user accounts, or for a department that the user belongs to. See Working with Billing Codes on page 175.

Working with Departments

Before you start to create accounts, consider your existing infrastructure to establish a naming convention. You may
discover that you need to identify departments by a code. For example, in a large organization, you may have two
departments with the same name. If there is an IT department that supports the Marketing division, and another IT
organization that supports the Graphics division, identify the departments by division name and function name:
IT-MKTG and IT-GRPH

Although you can change the name of a department at any time, it is best to choose a naming convention during initial
configuration. Depending on your deployment, you may have one or several Department Administrators that need to
identify department names easily.

Enabling Department Charging

Once you establish the need for Departments, you can create the accounts, and enable system-wide department
charging. If you create the accounts, but forget to enable the charging per department, the individual users accounts
are charged for the transactions, rather than the Department. If you plan to simply track by department, but not
charge by department, do not enable this option. You can run reports that show Department usage, but individual
User Accounts are charged for their transactions.

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In System Manager, navigate to Configuration > Accounting and quotas > Account charging, and ensure that
Charge to department if available is checked. When a user submits a job request, CAS checks the database to see if
department charging is enabled. If so, CAS confirms the department that the user belongs to, then charges all
transaction costs to the Department rather than the User Account.
Not all users within Equitrac Office/Express must belong to a department. If CAS cannot locate a department for a
user, User Account charging is applied instead. You can therefore create charging scenarios that use both User
charging and Department charging.

Creating and Editing Departments

If you use Active Directory Services (ADS) to create User Accounts from synchronized directories, you do not need to
create departments within Equitrac Office/Express first. The field mapping options in the ADS Import dialog box will
automatically create departments, if mapped. See Importing Users with Active Directory Services on page 219.
To create a Department, do the following:
1 In Accounts Manager, select Departments in the left pane.
2 Select Add Department under Current tasks.

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3 Enter the following information in the fields provided (* also available in Web-based System Manager. See
Working with Departments in Web System Manager on page 206).

Field Description

Department Name * Name logged to the database to track the account (required field).

Description * Text description that appears in Accounts Manager to help identify the department.

Balance: Paid * Optionally enter an amount of additional funds to be used if the Allotted balance goes
(for Equitrac Express) below zero. Funds added to this balance are supplied by a source other than those allotted
to the Department.

Balance: Allotted * Enter an amount for the Department balance. Print jobs for the department’s users are
(for Equitrac Express) logged against this account, which decreases after every job until the minimum balance is
reached.

Balance * Enter an amount for the Department. As users charge against this account, the balance
(for Equitrac Office) decreases until their are insufficient funds in the account to charge against.

Minimum Balance * If the balance drops below the minimum, the departments’ users are not able to release
their print jobs and receive error notifications instead.
To enforce the minimum balance, configure the Account limits in System Manager >
Configuration > Accounting and quotas > Accounts limits. See Enforcing Account
Limits on page 253.

Initial Balance * Enter the amount to be used as the default initial balance for auto-created user accounts.
See Creating Users Automatically on page 214.

Account Locked When enabled, transactions are not charged to this department and users belonging to the
department cannot print. See Locking Accounts on page 237.

Do not enforce account Enable this setting if you want particular users to print even if they exceed their minimum
limits for users in this balance. You can create a department and assign these users to this department.
department * This setting overrides the Enforce Account Limits setting (System Manager >
Configuration > Accounting and quotas > Accounts limits) and the Minimum Balance
option located in this dialog box.

Do not enforce color Enable this setting to allow all users within this department to continue to output color
quotas for users in this jobs even if they exceed their color quota remaining amount. See Setting Color Quotas
department * on page 233.

PIN Information * If users within this department enter PIN codes on a control terminal, enter a Primary PIN
and an optional secondary PIN. The primary PIN identifies the user, and the secondary PIN
is used as a password. See Implementing PINs on page 257.

Workflows and containers Enable this setting to allow scan workflows and workflow containers with departmental
scope to be applied to this department. When enabled, you can select which of the
available scan workflow to activate. See Configuring Workflows on page 380.

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Field Description

Enabled Billing Codes* If you are using billing codes, select the billing codes to assign this department.
See Enabling Billing Codes on page 186.
The Web-based System Manager lets you view Enabled Billing Codes.

Managers* • Departments can have multiple managers. Managers can add users to assign them to a
department. Managers do not need to be members of the department.
• The Web-based System Manager lets you modify and remove Managers from the list of
manager users.

Equitrac Office/Express adds the Department to the accounts database and lists the department name in the right
pane.
To edit an existing Department, do the following:
1 In Accounts Manager, select Department in the left pane.
2 Right-click a Department in the right pane, and select Properties from the menu to open its Properties window
and modify any of the editable fields.
3 Click OK to save the changes.

Working with Departments in Web System Manager

To create new Departments In Web System Manager, do the following:
1 Open a web browser and enter http://<web_server_name OR ip address>/EQWebClient in the
Address field.
2 Enter your login credentials.
3 Select Add department under Departments in Accounts.

4 Enter the desired information in the fields provided. (see table on page 205 for description of fields).

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To edit an existing Department, click its name in the Department (leftmost) column and access extra options in the
Department properties window:

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Working with User Accounts

When you first implement Equitrac Office or Express, you can choose from three methods to create user accounts:
create accounts with Equitrac Office/Express one at a time, allow the system to create users automatically, or import
users from Synchronized Directories (e.g. Active Directory and LDAP). Instructions for each method are provided
within this chapter.
After all accounts are created, you can manage department membership and billing code assignments.

Creating User Accounts

Equitrac Office/Express provides several different methods to create user accounts. Use the table below to determine
the best method for your needs. Instructions are provided within this section for each method.

(* also available in Web-based System Manager)

Method Purpose

Add users individually * Use Accounts Manager within Equitrac Office or Express to add users one at a time.

Allow Equitrac to create users Configure Equitrac Office or Express to create a new account automatically when a print
automatically request is received from a user not known to the Accounting Server.

Import Users with Active Use Active Directory Services to batch import user data, then synchronize updates as
Directory Synchronization * they occur.
Minimizes administration because updates occur automatically via communication with
the Active Directory Services.
Offers PIN code and home server synchronization to single or multiple Active Directory
servers.

LDAP Synchronization Has all the same features as Active Directory Synchronization. The LDAP server must
support persistent search if automatic synchronization is enabled.

Flat-File Import Use the EQCmd.exe utility to import a file containing user account data.

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Adding and Editing Users Individually

If you are managing a smaller number of users, you may prefer to create users one at a time.
1 In Accounts Manager, select Users in the left pane.
2 Select Add user under Current tasks to open the Add User dialog box.

3 Enter the following information in the fields provided (* also available in Web-based System Manager. See
Working with Users in Web System Manager on page 212).

Field Description

User ID * ID logged to the database to track the account (required field).

To qualify user IDs with the domain name, use the <domain.com>\userID format. If you configured
Equitrac Office/Express to identify users by qualifying and recording the user’s originating domain
in the accounts database (System Manager > Configuration > Network environment > Domain
qualification), you must also include the domain information in the User ID.

Full name * The full name of the user. Enter a full name to easily identify the user within Accounts Manager or
Department Manager. This name also appears in account statements and reports.

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Field Description

Email address * The email address is used to send notification email messages to the users in event of job error.
See Selecting Notification Methods on page 251 for details.

Department * If enabling department charging or tracking, select the department you want to assign the user to.
See Creating and Editing Departments on page 204 for information on populating this field
with Departments.

Location * Enter the location you wish to assign the user to.

Additional Enter any additional information that you may find useful when pulling up a user’s information.
information *

Balance: Paid * Use this field to enter any additional funds to be used if the Allotted balance goes below zero. The
(for Equitrac Express) funds added to this balance are paid for by the student, not the institution.
Funds can be deposited into this account via Cashier, Deposit Station, Web Deposit or Parent Pay.
The student can transfer funds from this account to another user account via User Dashboard.

Balance: Allotted * Enter the initial balance for this account. Print jobs for this user are charged against this balance,
(for Equitrac Express) which decreases after every job until the minimum balance is reached.

Balance * Enter the initial balance for this account. Print jobs for this user are charged against this balance,
(for Equitrac Office) which decreases after every job until their are insufficient funds in the account to charge against.

Minimum balance * If the balance drops below the minimum balance, the users are not able to release their print jobs
(for Equitrac Express) and receive error notifications instead.
To enforce the minimum balance, configure the Account limits in System Manager >
Configuration > Accounting and quotas > Accounts limits.

Account locked * When enabled, transactions are not charged to this account and users cannot print.
See Locking Accounts on page 237.

Default billing code * The default billing code option is not available when creating new users. This option requires that
the user is created first and then the default billing code can be assigned to the user later.
The default billing code is used for transactions when a billing code is not allocated from a client
billing popup, or when the billing code prompt in Follow-You Printing is left blank.

Color quota * If Color Quotas are enabled system-wide, enter the number of color pages (both copied and
printed) that the user is allowed to produce.
You can reset the value manually as needed, or create a scheduled task to reset user quotas
periodically.
See Setting Color Quotas on page 233.

PIN information * If the user enters PIN codes on a control terminal, enter a Primary PIN and an optional Secondary
PIN. The primary PIN identifies the user, and the secondary PIN is used as a password.
See Implementing PINs on page 257.
You can also enter an Alternate primary PIN that serves as another primary PIN for this user. The
user can enter either primary PIN at a control mechanism.

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Field Description

Home server * Enter the name of the DRE print server that manages this users print jobs.

Home folder * Enter the path to the user’s folder on the home server. Used as a destination folder for scan
processing.
Note: The system administrator must give permissions to the user to have read/write access to this
folder.

Delegates * If you are utilizing delegate users for print release, add the delegates assigned to this user.
See Assigning Delegates to Users on page 216.
The Web-based System Manager lets you modify and remove Delegates from the list of delegated
users.

Enabled billing If you are using billing codes, add the billing codes to assign to this user.
codes * If you assigned billing codes at the department level, all users assigned to the department
automatically inherit the billing codes. See to Creating and Editing Billing Codes on page 180.
Note: If Billing code access is set to All Codes, the Billing Codes area does not appear in the user
Properties dialog box. See Enabling System-Wide Billing Code Access on page 177.

The Web-based System Manager lets you view Enabled billing codes.

Equitrac Office/Express adds the User to the accounts database and lists the User name in the right pane.
To edit an existing User, do the following:
1 In Accounts Manager, select Users in the left pane.
2 Right-click a User in the right pane, and select Properties from the menu to open its Properties window and
modify any of the editable fields.
3 Click OK to save the changes.

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Working with Users in Web System Manager

To create a new User in Web System Manager, do the following:
1 Open a web browser and enter http://<web_server_name OR ip address>/EQWebClient in the
Address field.
2 Enter your login credentials.
3 Select Add user under Users in Accounts.

4 Enter the desired information in the fields provided. (see table on page 209 for description of fields).

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5 To edit an existing User, click its name in the User ID (leftmost) column and access extra options in the User
properties window:

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Creating Users Automatically

By default, Equitrac Office and Express are set to automatically create a new account for any user that does not exist in
the CAS database. When a user logs in for the first time, CAS checks the database for a corresponding user account. If
CAS does not find an account, it checks the Account creation configuration options to determine what to do with the
unknown user.
When CAS automatically creates a new user, it retrieves the user’s ID, full name, email address, department and other
matching attributes from Active Directory using the Active Directory attribute values, or from the LDAP server using
the LDAP attribute values. The attributes must be configurable in System Manager.
To configure automatic account creation, do the following:
1 In System Manager, navigate to Configuration > Accounting and quotas > Account creation.

2 Select Automatically create a new user account to allow Equitrac Office/Express to auto-create the account, and
optionally assign the account to particular departments.

Field Description

Use department When enabled, the initial balance of the user's department is assigned as the user's initial
intial balance balance. Users not assigned to a department use the value specified in the Balance field.
This value appears in the Balance field for Equitrac Office, or the Allotted Balance field for
Equitrac Express in the User properties dialog box.

Balance Enter an initial balance for newly created user accounts not assigned to a department. Print jobs
for this user are charged against this balance, which decreases after every job.
This value appears in the Balance field for Equitrac Office, or the Allotted Balance field for
Equitrac Express in the User properties dialog box.

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Field Description

Initial minimum If the balance drops below the minimum balance, the users are not able to release their print
balance (limit) jobs and receive error notifications instead.
Newly created accounts use the initial minimum balance specified here for a user’s department.
To enforce the minimum balance, configure the Account limits in System Manager >
Configuration > Accounting and quotas > Accounts limits.

Initial color quota Enter a limit on the number of color pages the user can print when their account is first created.
(limit) This number can be reset manually or via a scheduled task.
See Setting Color Quotas on page 233.

Use Email address Automatically generates an email address for system-created user accounts.
The system affixes the system-created user ID to the specified domain name. For example, if the
user’s ID is JohnD and the specified domain name is domain.com, the address is recorded as
[email protected].

Windows groups Optional configuration that assigns a user account to a specific department based on group
to Department membership.
Mapping Click Add... to create a list of one-to-one relationships between Windows domain groups and
departments. Equitrac Office/Express adds the new user to a department when it first creates
the new user account.
Equitrac Office/Express evaluates the list of groups by the order in which the groups appear, so
the order you assign to the set of relationships is important. If a user belongs to more than one
group in the list, the system assigns that user to the department associated with the first
matching group in the list.

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Assigning Delegates to Users

Users can be assigned to act as a delegate to release another user’s print jobs. For example, an assistant needs to release
a manager's print jobs from a device, therefore the assistant is assigned to the manager’s account as a delegate. The
manager (delegator) sends a job for printing, and the assistant (delegate) logs in to the device with their user
credentials to release the job via Follow-You Printing. The delegate is presented with a list of their documents,
followed by a list of the delegator’s documents. A delegator may have multiple delegates, and a delegate may be
assigned to multiple delegators.
To assign a delegate to a user, do the following:
1 In Accounts Manager, select User in the left pane and select a user from the list.
2 In the user Properties dialog box, click Add in the Delegates section to open the Select account dialog box.

3 Enter a user account in the Account Name field, and click Verify.
4 Click OK to close the Select account dialog box. The delegate displays in the Delegates list.
5 Click OK to save the selected delegate.
6 Repeat steps 2 - 5 to add multiple delegates.
When a delegate logs on to a device using Follow-You Printing, the document name for the delegator’s job is preceded
by the delegator’s User ID (e.g. [delegator user_id] document_name). All print jobs released by a delegate are charged to
the delegator. If color quota is enabled, the delegator’s color quota is applied, not the delegate’s. If billing codes are
used, the delegate must have access to the delegator’s billing codes, otherwise the job will be charged to the delegate’s
billing codes.
All transaction records are charged against the delegator. The identity of the delegate releasing the print job on behalf
of the delegator is displayed in the transaction record.
A Released by column can be added to the following Detailed activity reports in Reports Manager to display the
delegate who released the job:
• Detailed activity by billing code account
• Detailed activity by department account
• Detailed activity by device
• Detailed activity by network user
• Detailed activity by print queue
• Detailed activity by user account
See Creating a Custom Format on page 363 to add the Release by column to the selected reports. A User delegates
report is available in Reports Manager to view current delegate assignments within the system.

NOTE: Delegate printing is not supported on Linux print servers and Macintosh clients.

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Assigning Users to Departments

If you did not use the automated department assignment options provided in the ADS Import dialog box and the
Account creation configuration options, you can assign users to departments within Accounts Manager.

NOTE: Single users can only belong to one department, however, a single department can have multiple users.

To assign a single user to a department, do the following:

1 In Accounts Manager, select User in the left pane and select the user from the list.
2 In the user Properties dialog box, select the Department from the drop-down list, and click OK. See Creating
and Editing Departments on page 204 for information on populating this field with Departments.
To assign multiple users to a department at the same time, do the following:
1 Use SHIFT-click or CTRL-click within the Users view to select multiple users.
2 Right-click on any selected user, and choose Assign to department from the menu.
3 In the Assign Department dialog box, select the department from the drop-down list, and click OK.

Assigning Billing Codes to Users or Departments

You can assign as many billing codes as you wish to a User Account or Department. The user can select from available
billing codes each time they submit a print job or when they login to a control terminal. Transaction charges are billed
to the billing code, rather than to the User Account.
To assign billing codes to a single user or department, do the following:
1 In Accounts Manager, select Users or Department in the left pane.
2 Select a user or department to open its Properties dialog box, and click Add in the Enabled billing codes section
to open the Select account dialog box.

3 Enter a billing code account in the Account Name field, and click Verify.
4 Click OK to close the Select account dialog box. The billing code displays in the Enabled billing codes list.
5 Click OK to enable the selected billing code(s).
6 Repeat steps 2 - 5 to add multiple billing codes.

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To assign billing codes to multiple users or departments at the same time, do the following:
1 Use SHIFT-click or CTRL-click to select multiple users or departments.
2 Select Enable billing code(s) under Current tasks in the left pane, or right-click the selection in the right pane
and choose Enable billing code(s) from the menu.

3 In the Enable Billing Code(s) dialog box, click Add to open the Select account dialog box.

4 Enter a billing code account in the Account Name field, and click Verify.
5 Click OK to close the Select account dialog box. The selected billing code displays in the Billing code list.
6 Click OK to enable the selected billing code(s).
7 Repeat steps 3 - 6 to add multiple billing codes.

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Setting a Default Billing Code for Users

You can set a default billing code to be applied to user’s print and copy jobs when a billing code is not allocated from a
client billing popup, or when the billing code prompt in Follow-You Printing is left blank.
To set a default billing code for users, do the following:
1 In Accounts Manager, select one or multiple users from the list.
Use SHIFT-click or CTRL-click to select multiple users.
2 Select Set default billing code under Current tasks in the left pane, or right-click the user in the right pane and
choose Set default billing code from the menu. The Set default billing code dialog box opens.

In Web System Manager, select Default billing code from a drop-down list under Account information in User
properties (available only for a single user from the list).
3 Enter a Default billing code, and click OK. If an incorrect billing code is entered, a popup error message opens
indicating that the selected billing code is not valid.

Importing Users with Active Directory Services

System Manager provides a utility to import users via Active Directory Services (ADS). If you want to minimize
administration overhead, and you are managing a large number of User Accounts, you should use ADS to synchronize
user accounts.

WARNING: The Equitrac services must be started by a Domain account with access to the contact Active Directory. If
services are started under the local administrative account, the Active Directory synchronization fails.

CAUTION: If you plan to use Active Directory Services to generate user accounts, you must decide before performing
the first synchronization whether or not to use Domain Qualification. See Qualifying Accounts by Domain on page
227 for instructions.

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Configuring Active Directory Synchronization

It is important to select options in the correct order in the Directory Services synchronization dialog box. Performing
these steps causes a task to run in the background. You can see the result of the task in the Accounts Manager—the list
of users populates automatically when the task is complete.
An Active Directory server consists of containers that contain records (users, computers, printers, etc.) organized by
type, geographical location or similar. Synchronization, settings and any related operations available in this window
can be applied to servers or individual containers, depending on your selection.
To configure active directory synchronization, do the following:
1 In System Manager, navigate to Configuration > Network environment > Directory services synchronization.
2 Select the Active Directory tab.

3 Above the tree view in the Servers and containers group, click Add server.
4 Enter the Domain Controller server name. (A domain controller refers to a server shared by a group of computers
that use a common accounts database.) The fully qualified domain name—not the IP address—must be entered
for the Domain Controller.
5 Enter the Application partition for the directory of users, or click Browse to select from a list of partitions.
6 Click OK to add it to the domain controller list. A specific server can only be added once to the list.

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7 Click Modify if you wish to make changes to any of the domain servers in the list.
8 Click Remove to clear any of the domain servers from the list.
9 To add individual containers, select a server in the tree view and click Add Container. A container is a subset of a
Domain controller. Select one or more containers that belong to the selected Domain Controller. A specific
container can only be added once to the same server.
CAUTION: Ensure that the Organization Units (OU) containers you choose are comprised of user account data only.
If the OUs contain other data (such as system or contact information), you will see unexpected results. You may need
to create specific OU containers to be used only for importing and synchronization purposes.

10 Select a container and click Remove to clear it from the list.

11 Click Test to open an Active Directory lookup dialog box. Enter a user account name. When the domain
controller is contacted, the dialog box shows the ADS properties for that account. You can test servers as well as
containers, depending on your list selection. Lookups may get resource intensive operations: ensure that you use
this functionality on an entire server only if your task specifically requires it.
12 Optionally, you can move servers and containers up or down the tree view. Select the item to move and use the
Move Up or Move Down buttons next to the view.
NOTE: Controls in this group are also accessible from the item context menu.

13 Under Filtering, you can specify a search filter for synchronization. Click the (...) button if you wish to assemble a
filter using a graphical interface. A standard filter dialog box opens. Use this to specify conditions. To specify an
unlisted field use the Search filter textbox. Only user accounts that meet these conditions are included in the
synchronization.
Click the checkbox Filtering is specified at the container level if you are working with containers instead of
servers.
NOTE: If filters are applied after the initial user import, updates to users who do not match the filter specifications
are ignored.

14 In the Field mappings section, you can link Equitrac Office/Express user fields to ADS attributes. You should
enter the AD attribute name, not the field label. Synchronization uses the specified mappings.
Click the check box Mappings are specified at the container level to set field mappings for containers instead of
servers.
Check the options you want to associate with the user accounts in the selected containers:
• Account name – contains the user login ID. This is mapped to the User ID property in Equitrac Office/
Express.
• Display name – contains a description of the user, such as the full user name. This is mapped into the Full
name property for the user within Equitrac Office/Express.
• Email address – contains the user’s email address.
• Primary PIN and Secondary PIN – map the numeric PIN values found on the ADS to the PrimaryPIN and
SecondaryPIN fields in Equitrac Office/Express.
• Alternate PIN – maps the alternative primary PIN.

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• Department – maps the ADS department name to the Department field in the Equitrac Office/Express
database. If the department name does not already exist within Equitrac Office/Express, it is automatically
created and the selected users are added to the new department.
Multi-level departmental structures can be synchronized into a single department field by using the
"value1+value2+value3" syntax. For example, co+st+l+description indicates the country, state/province and
city, and a description of the department. Use the LDAP lookup dialog box for the list of available values.

• Location – maps the user’s physical location.

• Color quota – maps the color quota page limit. Use this if you are applying color quotas.
• Home Server – maps the name of a particular print server to the Home Server field in the Equitrac database. If
you are enabling Follow-You Printing, ensure that you select the Home Server attribute for these users.
• Home folder – maps to the user’s folder on the Home Server. Used as a destination folder for scan processing.
• Delegates – maps to the user’s delegates. The attribute for Delegates must be a DN (distinguished name) type,
such as "secretary".
15 Use the controls in the Synchronization group (under Field mappings) to specify synchronization settings.
16 Click the checkbox Synchronization is specified at the container level if you want to synchronize containers
rather than servers. Ensure that you only use this option with a container selected.
17 Select or clear AD update options—Adds, Deletes, or Changes—to specify which AD accounts Equitrac receives
and applies to the accounts database during subsequent synchronizations.
You must have at least one option selected to perform synchronization or save your changes.
You can import added or changed users, or remove inactive accounts from the Equitrac accounts database. Leave
these settings at the default to ensure the accounts are updated and kept in sync with the ADS server.

NOTE: The Deletes option only works if the "isDeleted" AD attribute is set to true. In case the entire user record is
removed from AD, Equitrac cannot detect this deletion due to an AD limitation, and the corresponding user is not
deleted automatically from Equitrac database.

18 Click the Automatic synchronization checkbox to enable adjustments to the Synchronization interval. Use this
to change how often Equitrac synchronizes its accounts database with the specified AD. The synchronization
interval value must be at least 15 minutes. The maximum value 10080 minutes (one week).
19 Click Synchronize Now… to schedule a single synchronization process (as opposed to automatic synchronization,
which is performed periodically). Click OK to have this single synchronization performed in the background.
20 Click OK to save your settings and exit the dialog box. The task continues to run even though the dialog box is
closed. Server settings apply to all containers of the server.
21 After a few minutes, refresh Accounts Manager, then check the list of Users to ensure successful import of the
accounts. Open the user account properties and ensure that the settings are correct.

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Active Directory LDS Support

Equitrac Office and Express support Active Directory Lightweight Directory Services (AD LDS) to synchronize a
subset of the Active Directory tree to a local LDS server.
Like Active Directory, AD LDS provides a hierarchical data store for storage of directory data, a Directory Service with
an LDAP directory service interface. Unlike Active Directory, however, multiple AD LDS instances can be run on the
same server. AD LDS shares the code base with Active Directory and provides the same functionality as Active
Directory, including an identical API, but does not require the creation of domains or domain controllers.
AD LDS operates independently of Active Directory and independently of Active Directory domains or forests. It
operates either as a standalone data store, or it operates with replication. Its independence enables local control and
autonomy of directory services for specific applications. It also facilitates independent, flexible schema, and naming
contexts.
AD LDS is ideal for applications that require directory services, but do not require the complete infrastructure features
of Active Directory.

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Configuring LDAP Synchronization

LDAP synchronization requires that the LDAP server supports persistent search functionality. LDAP import will not
work if the Base DN or user names contain spaces.
To configure LDAP synchronization, do the following:
1 In System Manager, navigate to Configuration > Network environment > Directory services synchronization.
2 Select the LDAP tab.

3 Above the tree view in the Servers group, click Add... to open the New LDAP server dialog box.

a Enter the LDAP server name.

b Enter the Port number. The default value depends on whether you have the Use SSL checkbox marked or clear
(see below).

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c In the Base DN field, enter the location within the directory to start the search. For example, if the entire
directory is to be searched under an organization of "Equitrac", this would be "O=equitrac". Ensure the Base
DN name does not contain spaces, or the import will fail.
d Enter a Login ID. The login ID is the fully qualified user ID (e.g. CN=admin, O=equitrac).
e Enter a Login password.
f Select an LDAP version from the drop-down list.
g Select Use SSL if you want to use Secure Socket Layer encryption.
h Click OK to add the new server.
4 Click Modify if you wish to make changes to any of the LDAP servers in the list.
5 Click Remove if you wish to remove any of the LDAP servers from the list.
6 Click Test to confirm that Persistent Search is enabled. An LDAP lookup dialog box opens. Enter a user account
name. If Persistent Search is enabled, the dialog box shows the LDAP properties for that account. If a search filter
(see below) is specified, the lookup only returns users matching the selected filter.
7 Optionally, you can move servers and containers up or down the tree view. Select the item to move and use the
Move Up or Move Down buttons next to the view.
NOTE: Controls in this group are also accessible from the item context menu.

8 To specify import search criteria, enter it in the Search filter field under Filtering (below the Servers tree view).
"(objectClass=person)" is the default search filter, and can be modified as needed. Use standard LDAP filter syntax
to define the search criteria. The search filter criteria also affects the information returned in the LDAP lookup
Test tool.
If desired, you can enter additional search criteria along with the Object class. For example, if the search filter
entered is "(&(objectClass=person)(l=Waterloo)", this would search for objects that have the Object class = person
AND also have a location set to Waterloo.
NOTE: When using LDAP email search, the Search filter field is not active. LDAP email search looks for entries in the
displayName attribute, not the email address. The displayName attribute must match what is entered in the LDAP
server.

9 In the Field mappings section, you can link Equitrac Office/Express user fields to LDAP attributes.
The specified field mappings are used by synchronization. Check the options you want to associate with the user
accounts in the selected containers:
• Account name – contains the user login ID. This is mapped to the User ID property in Equitrac Office/
Express.
• Display name – contains a description of the user, such as the full user name. This is mapped into the Full
name property for the user within Equitrac Office/Express.
• Email address – contains the user’s email address.
• PrimaryPIN and SecondaryPIN – map the numeric PIN values found on LDAP to the PrimaryPIN and
SecondaryPIN fields in Equitrac Office/Express.
• Alternate PIN – maps the alternative primary PIN.

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• Department – maps the department name to the Department field in the Equitrac database. If the department
name does not already exist within Equitrac Office/Express, it is automatically created and the selected users
are added to the new department.
Multi-level departmental structures can be synchronized into a single department field by using the
"value1+value2+value3" syntax. For example, co+st+l+description indicates the country, state/province and
city, and a description of the department. Use the LDAP lookup dialog box for the list of available values.
• Location – maps the user’s physical location.
• Color quota – maps the color quota page limit. Use this if you are applying color quotas.
• Home Server – maps the name of a print server to the Home Server field in the Equitrac database. If you are
enabling Follow-You Printing, ensure that you select the Home Server attribute for these users.
• Home folder – maps to the user’s folder on the Home Server. Used as a destination folder for scans.
• Delegates – maps to the user’s delegates. The attribute for Delegates must be a DN (distinguished name) type,
such as "secretary".
NOTE: The LDAP lookup must resolve to a unique user identifier.

10 Use the controls in the Synchronization group (under Field mappings) to specify synchronization settings.
11 Select or clear update options—Adds, Deletes, or Changes—to specify which accounts Equitrac Office/Express
receives and applies to the accounts database during subsequent synchronizations.
You must have at least one option selected to perform synchronization or save your changes.
12 Click the Automatic synchronization checkbox for Equitrac to continually synchronize its accounts database with
the LDAP server.
13 Click Synchronize Now… to schedule a single synchronization process (as opposed to automatic synchronization,
which is performed periodically). Click OK to have this single synchronization performed in the background.
14 Click OK to exit the dialog box. The task continues to run even though the dialog box is closed.
After a few minutes, refresh Accounts Manager, then check the list of Users to ensure successful import of the
accounts. Open the user account properties and ensure that the settings are correct.

LDAP Field Mapping to CAS

Mapping the LDAP attributes to CAS fields provides a way to cross-reference the attributes received from the LDAP
server with the corresponding fields for the user account in the CAS database. When a user logs in and is
authenticated based on the LDAP configuration, CAS looks up the LDAP attributes mapping and imports the correct
fields into the user’s account. CAS updates the fields with every authentication if the field has changed. For example,
if the LDAP attribute for the CAS department field has changed since the user last logged in, the CAS department
field will be populated with the new corresponding attribute.
An LDAP server does not need to be added to the LDAP synchronization dialog box for field mapping.

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Qualifying Accounts by Domain

If you plan to use Active Directory Synchronization to generate user accounts, you must decide before performing
the first synchronization whether or not to use Domain Qualification.
Performing an initial synchronization creates user accounts based on Windows credentials without specifying a
domain for the imported users. If you enable Domain Qualification after the initial synchronization, however, the
process creates a second account for every Windows user. Also check the configuration of your control system; to
maintain consistency in user data, both the control system and Equitrac Office/Express should be similarly configured
to use or not use domain data.
Therefore, to prevent slowing down system resources by doubling the number of user accounts unnecessarily, decide
whether or not to enable Domain Qualification before you perform a synchronization. If you enable domain
qualification and want to subsequently create users manually, ensure that you include the domain qualification in the
user ID you create, using the following format: user’s_domain\userID.
To set the domain qualification option, do the following:
1 In System Manager, navigate to Configuration > Network environment > Domain qualification.
2 Select or clear the Qualify all user IDs with NT domain information option as necessary, depending on whether
or not you want to use domain-qualified user IDs.

3 If necessary, provide a default domain name for unqualified users attempting to print, and click OK.

Adding Users from a Flat File Import

Use the EQCmd.exe utility to add, delete, modify and query user, department and billing code accounts from a flat
file. You can also assign users and departments to billing codes. This method is a one-time import and does not
synchronize data beyond the import.
Equitrac Office and Express install this utility on the accounting server in the Program Files\Equitrac\Office or
Express\Tools folder.
The command-line utility accepts commands in the following format:
EQCmd -s<Server> <Action> <Obj_type> <Obj_ID>|All [<Options>]

Execute the command with a batch file:

EQCmd -s<Server> -f<BatchFile> [-o<OutputFile>]

The OutputFile parameter is an optional parameter which specifies where to output a trace file. If not specified, then
EQCmd will attempt to write the output file to the same folder where the batch file exists, using the same name as the
batch file, but adding the .log extension. If the trace file cannot be opened, the utility will log a warning to the console
screen and proceed with the batch file, writing all messages to the console.

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Equitrac Office and Express accept CSV files as batch files. Batch operation allows all the command actions except for
the "query" command. Use the following table to fill in the parameters.
Parameters enclosed in parentheses < > are mandatory; parameters within square brackets [ ] are optional.

Parameter Variables

Server Specify the name or IP address of CAS.

Action Specify the action to take on the account. Use one of:
• add - Add user, department and billing code.
• assign - Assign a billing code to a user or a department.
• delete - Delete user, department or billing code. It does not use <details> parameter.
• remove - Remove the association between billing code and user or department.
• query - Query database. Output differs based on <Obj_type>.
• modify - Modify an object attribute.
• adjust - Adjust the balance for user, department and billing code; set a new balance to an object type
or set a balance no less than a certain amount.
• lock/unlock - Lock or unlock a user, department or billing code.

Obj_type Use one of the following:

• ur - user
• dp - department
• bc - billing code

Obj_ID Applies <action> only to the specified object ID. Use double quotes around object IDs that have a space,
for example human resources. Use All to apply <Action> to all accounts of <Obj_type>.
Note: You can use “All” for “Assign”, “Remove”, “Query”, “Adjust” actions. You cannot use it for “Add”, “Delete”,
“Modify”, “Lock” and “Unlock” actions.

Options for Specify additional values. Use double quotes around detail values that have spaces or for empty values.
Action Specify amounts with a period for the decimal separator. For the modify action, place “!” for required fields
Command that you don't wish to change.
• <init_bal> - Initial balance
• <min_bal> - Minimum account balance
• <desc> - Description
• <user_id> - User ID
• <user_name> - User name
• <dept_name> - Department name
• <bc_name> - Billing code name
• <email> - User email
• <amount> - Amount of balance value

For a complete list of Action parameters, see Modifying User Accounts from a Flat File on page 473.

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Importing LDAP User Accounts

You can use the EQCmd.exe utility to import a class containing specific LDAP users into the CAS database. Equitrac
Office and Express install the EQCmd.exe utility and the EQLDAPImport.ini on the accounting server in the
Program Files\Equitrac\Office or Express\Tools folder.
After you create the LDAP class, call the class from the command line using the following format:
EQCmd.exe -s<CASServer> import ur <LDAPServer> <SearchRoot> [InitialBalance]
[MinBalance]

You can run the command line with the EQLDAPImport.ini file using the following format:
EQCmd.exe -s<CASServer> import ur <LDAPServer> <SearchRoot> <ini file>

NOTE: Do not edit the original EQLDAPImport.ini file directly. Create a copy and modify it as needed, and then
provide the EQLDAPImport copy file to EQCmd.

Command line parameters enclosed in parentheses < > are mandatory; parameters within square brackets [ ] are
optional.

Parameter Definition

CASServer The name or IP address of CAS that you want to add a user accounts to.

LDAPServer The name or IP address of the LDAP server to import an account from.

SearchRoot The LDAP search root used to begin the import. For example "ou=Accounting,
dc=metrics,dc=com".

The following table list the fields in EQLDAPImport.ini required to configure LDAP import.

Parameter Definition

[AccountSettings] This section specifies some initial settings for created accounts.

InitialBalance The initial balance of each account. If not specified, the balance is set to "0".

MinBalance The minimum balance of each account. If not specified, the minimum balance is set to "0".

[ConnectionSettings] This section specifies how to connect and login to the LDAP server.

LoginID The LoginID for binding to the LDAP server.

Password The Password for the LoginID for binding to the LDAP server.

BindMethod The authentication binding method. Supported values are "simple", "ntlm" and "negotiate".

UseSSL Select whether or not to use SSL. "0=no, 1=yes".

Version What version of LDAP to use.

DataEncoding Encoding of LDAP data to expect. Supported values are "unicode16" or "utf8" or "ascii".

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Parameter Definition

[Attributes] This section specifies the attributes to import and map.

AccountName The attribute for lookup of the account name. If left blank, the default behavior is to look for the
following attributes (in order): "sAMAccountName", "uid".

Email The attribute for lookup of the email address. If left blank, the default behavior is to look for the
attribute "mail".

FullName The attribute for lookup of the full name. If left blank, the default behavior is to look for the
following attributes (in order): "displayName", "cn".

Department The attribute to look up the department. The standard department attribute is "OU".
If left blank, departments are not imported.

HomeServer The attribute to look up the home server. If left blank, home servers are not imported.

PrimaryPIN The attribute to look up the primary PIN. If left blank, primary PINs are not imported.

SecondaryPIN The attribute to look up the secondary PIN. If left blank, secondary PINs are not imported.

AlternatePIN The attribute to look up the alternate primary PIN. If left blank, alternate PINs are not imported.

ColorQuota The attribute to look up the color quota. If left blank, color quotas are not imported.

Locked=logindisabled The attribute to look up to find if the account is locked.

Location The attribute to look up the location. If left blank, location is not imported.

[General Settings] This section specifies the general settings to import and map.

SearchFilter= The attribute to look up the class type to import.

(objectClass=person)

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Managing User Accounts

After you create the required combination of User, Department, and Billing Codes suitable for your deployment, you
may want to set color quotas, or perform account management tasks such as locking or removing accounts, and
performing account transactions.

Controlling Function Access

You can control user access to select MFP functions such as copy, fax, and scan. You can also create exceptions
according to groups.

NOTE: On PageCounter terminals, only access to copy can be controlled. This functionality is not supported on all
embedded device platforms. Consult your Equitrac embedded device documentation or the vendor for
confirmation.

To configure users’ access to MFP functions, do the following:

1 In System Manager, navigate to Configuration > Devices > Function access control.

2 In the Function access control dialog box, select either Allow all users or Deny all users in the Monochrome copy,
Color copy, Fax, and Scan fields respectively.
3 To add an exception to any of the functions, do the following:
a Click <None>. An Add OS group dialog box opens.

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b Click <Add...> and OK. A Select Groups dialog box opens.

c Click Object Types. An Object Types dialog box opens where you must select an object type. Click OK to
return to the Select Groups dialog box.

d Click Locations. A Locations dialog box opens where you must select a location for the object type. Click OK
to return to the Select Groups dialog box.

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e Enter the Object name in the field provided. If you do not know the exact spelling, you can type the first letter
of the name and click Check Names to view a list matching that letter.

f Select the name from the list and Click OK.

NOTE: You may also do an advanced search if you wish. This is not recommended and is only for advanced
administrators.

Setting Color Quotas

If you are concerned about the costs associated with color output, use Color Quotas to set a limit on the number of
pages a user can print or copy in color output. You can set a different quota per user, or select multiple users to apply a
specific quota to a group at a time. For example, you can allow User A to print or copy up to 75 pages in color, whereas
User B is limited to 25 pages of color output.

NOTE: Quotas apply to user accounts only. You cannot set a color quota for a department or billing code.

Configuring Color Quotas for Print Requests

When a user submits a print request, the Port Monitor on that device forwards the job attributes to CAS. When a job
attribute is identified as color output, CAS checks the following:
1 Are Color Quotas enabled system-wide?
Quotas are enforced only when the system option is enabled in System Manager > Configuration > Accounting
and quotas > Color quota.

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2 Has the User already exceeded their quota?

CAS checks the number of color pages remaining for the user. If the remaining pages is 0, the job is denied and the
user receives a notification.
CAUTION: If the user belongs to a department for which color quotas are not enforced, the user is allowed to
exceed their quota regardless of pages remaining.

3 Will producing the job exceed the user’s quota?

CAS compares the number of pages remaining that the user is allowed to print, with the number of color pages in
the print request. For example, if a print request is 5 pages, but the remaining quota of pages is 3, the job is denied
in its entirety.

Configuring Color Quotas for Copy Requests

The workflow for a copy request is similar, but since CAS does not receive the job attributes until the copy job is
complete, Equitrac Office/Express cannot determine if producing the job will exceed the user’s quota. In this case, the
user may exceed the quota during a single session. However, you can select “Disable copying on color devices once
quota exceeded” in System Manager > Configuration > Accounting and quotas > Color quota to prevent the user
from copying on all color-capable devices after their quota is exceeded. If the user tries to access a color device via
control terminal, they receive a notification that they exceeded their color quota.

Entering Color Page Quotas per User

Color quotas apply to user accounts. Within Accounts Manager, you can assign a quota to a single user, or assign the
same quota to multiple users at the same time. If you need to reset a quota, you can either make the change for one
user at a time in the user Properties dialog box, or you can created a scheduled task to reset multiple user quotas
according to a schedule. To reset for a single user only, click on the user account in the User view, then click the Reset
Usage button in the Color Quotas section of the dialog box.
To assign color quotas to a single user:
1 In Accounts Manager, click Users to view the list of all user accounts.
2 Click on any user in the right pane to open the user Properties dialog box.
3 In the Color Quota section of the Properties dialog box, set the total number of color pages the user is allowed to
produce on both copy and print devices, and click OK.

To assign color quotas to a single user in Web System Manager:

1 Under Accounts, click Users to view the list of all user accounts.
2 Click on a single user to open the single user’s Properties page.
3 In the Color Quota section of the User Properties page, set the total pages the user is allowed to produce on both
copy and print devices, and click Save.

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To assign the same color quota to multiple users:

1 In Accounts Manager, select Users to view the list of all user accounts.
2 CTRL-click or SHIFT-click on the desired users in the right pane, then right-click the selection and choose Set color
quota from the menu.
3 In the Set color quota dialog box, set the total number of color pages the selected users are allowed to produce on
both copy and print devices, and click OK.

To assign a color quota to all users in a department:

1 Launch Department Manager and select Users in the left pane.
NOTE: You must have Department Access Permissions and be a member of the Department to make these changes.
See Configuring Administrative Access on page 36 for more information.

2 Press and hold the SHIFT key, then click the first and last users in the department.
3 Right-click on the selection, and choose Set color quota from the menu.
4 In the Set color quota dialog box, enter the number of color pages the users are allowed to print, then click OK to
save the change.

Resetting Color Quotas

There are three different ways to reset color quotas for users:
• one user at a time
• multi-select two or more users
• create a task to reset quotas on a scheduled basis
To reset the color quota for a single user:
1 In Accounts Manager, select Users in the left pane to view the list of all user accounts.
2 Click on any user in the right pane to open the user Properties dialog box.
3 In the Color Quota section of the Properties dialog box, click Reset Usage, and click OK. The Page usage is set
back to "0", and the Remaining pages is set back to the original quota granted to this user.

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To reset the color quota for a single user in Web System Manager:
1 Under Accounts, click Users to view the list of all user accounts.
2 Click on a single user to open the single user’s Properties page.
3 In the Color Quota section of the User Properties page, click Reset Usage, and click Save. The User Properties
page is reloaded again. The Page usage is set back to "0", and the Remaining pages is set back to the original quota
granted to this user.
To reset the color quota for multiple users:
1 In Accounts Manager, select Users in the left pane to view the list of all user accounts.
2 Use SHIFT-click or CTRL-click to select multiple users.
3 Select Reset quota usage under Current tasks in the left pane, or right-click the selection in the right pane and
choose Enable billing code(s) from the menu.
4 Click OK on the popup to confirm the reset for multiple users. The Page Usage and Remaining pages database
entries are set back to the original quota granted for these users.
To schedule a Reset Color Usage task:
1 In System Manager, select Scheduled tasks in the left pane.
2 Select Add scheduled set color quotas under Current tasks, or click Add in the right pane and select Set color
quotas from the Add new scheduled task dialog box.

3 Enter a Name and Description for the task.

4 Select Reset Color Usage from the Task type from the drop-down list.
This option resets the number of color pages used back to "0". The user can then print or copy in color until they
reach their set quota.

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5 Apply the task to one of the following:

• All Users – selects all users regardless of what department or group they are assigned to
• Department – select a department from drop-down list that the users are assigned to.
• Windows Group – click the Browse button to select a group that the users are assigned to.
6 Schedule the task to occur either once, every day, every week, or monthly.
7 Enter a Start date and Start time for the task to run.
8 Click OK to save the scheduled task.

Locking Accounts
When you lock an account, Equitrac cannot charge print jobs to it. The account is maintained in the database but it is
inactive.
Locking an account can have different consequences for network users, depending on the account type that is locked
and the types of accounts that you are using at your organization.
If your organization uses all three account types (users, departments, and billing codes) and you have configured the
accounting server to evaluate all three account types when assigning charges to users, the following consequences
apply when you lock specific accounts:
• If you lock a user account, that user is unable to print.
• If you lock a department, all users assigned to that department are unable to print.
• If you lock a billing code account, users are not able to print using that code. If users do not have access to another
billing code, and a billing code is required, they are unable to print.
To lock an account:
1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
2 Click a user, department, or billing code account from the list. The Properties dialog box opens.
3 In the Account information section, select the Account locked checkbox and click OK.
The account is locked. Users must charge print jobs to another account. If users do not have access to another
account, they are unable to print.
To unlock or enable the account, clear the Account locked checkbox.
To lock an account in Web System Manager:
1 Under Accounts, click Users, Departments, or Billing codes to view the list of accounts.
2 Click a user, department, or billing code account from the list. The Properties page opens.
3 In the Account information section, select the Account locked checkbox and click Save.
To unlock or enable the account, clear the Account locked checkbox and click Save.

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Removing Accounts
Each Equitrac Office and Express account has a unique identifier in the database. While you can remove and delete an
account and add a new account with the same name, the transactions for the deleted account are not associated with
the new account. The audit trail for any account ends the moment you delete it. The accounts database retains all
transaction records, however, so that you can continue creating usage reports. Deleting an account means that while
printing transaction history remains on file, the accounts appear as deleted in printing usage reports.
If you want to disable an account temporarily, but do not want to delete it permanently, you can lock the account so
the system cannot charge print jobs to it.
If you delete a department, the system bills all users actively assigned to that department as individuals. Similarly, if
you delete a billing code account, the system bills all users assigned that code as if they have no billing code selected.
When you delete an account, that account is permanently closed. Because each account has a unique identifier, once
you delete an account, you cannot recreate it, even if you assign a new account with the same name.

Deleting Single or Multiple Accounts

1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
2 Click a user, department, or billing code account from the list.
Use SHIFT-click or CTRL-click to select multiple accounts.
3 Right-click on the account(s) you wish to delete and select Delete from the menu.

4 Click one of the options on the Delete dialog box.

• Yes – deletes the selected account. When deleting multiple accounts, you can click Yes to step through and
delete the selected accounts one at a time.
• Yes to All – deletes all of the selected accounts at once.
• No – prevents an account from being deleted. If you click No when multiple accounts are being deleted, the
next account in the selection appears in the Delete dialog box.
• Cancel – closes the Delete dialog box and stops the delete process.
CAUTION: If you click Yes when deleting multiple accounts, and then you click Cancel before deleting the remaining
selected accounts, any deleted accounts are permanently removed from the database, regardless when you click
Cancel. Cancel only affects the selected accounts that you did not yet delete.

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To delete single or multiple accounts in Web System Manager, do the following:

1 Under Accounts, click Users, Departments, or Billing codes to view the list of accounts.
2 Click a user, department, or billing code account from the list.
Click the check boxes to select multiple accounts.
3 Select Delete from the menu.
4 Click one of the options on the Delete menu item.
• Delete – deletes the selected account(s).
• Cancel – closes the Delete dialog box and stops the delete process.

Deleting a Set of Accounts Based on Shared Properties

You can delete multiple accounts that share the same properties. For example, a set of users can be deleted from a
department, or a set of departments that use the same billing code can be deleted.
1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
2 Click a column header for the corresponding shared property to sort the list alphabetically. Click the column again
to sort the list in reverse-alphabetical order. For example, click the Department column in the User list to group all
users in that department together.
Use SHIFT-click or CTRL-click to select multiple accounts.
3 Right-click on the accounts you wish to delete and select Delete from the menu.
• To delete all of the selected accounts at once, click Yes to All.
• To step through and delete the selected accounts one at a time, click Yes.
• To prevent a user or department from being deleted, click No.
The system removes the accounts from the database. Once a user account is deleted, the printer transaction records
are retained.

Performing Account Transactions

A transaction adds or removes funds from an account. You can use Accounts Manager to perform transactions for
multiple users or billing codes, or for individual departments.
To perform a transaction for an individual user, department or billing code account, do the following:
1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
2 Click the desired user, department, or billing code account in the right pane.
Use SHIFT-click or CTRL-click to select multiple accounts

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3 Select Add transaction under Current tasks, or right-click the account and select Add transaction from the
menu to open the Add Transaction dialog box.

4 For Equitrac Express, select Paid or Allotted from the drop-down list, and enter a transaction value in the amount
field. For Equitrac Office, enter a transaction value in the amount field. For negative transactions, include a minus
symbol (-) before the transaction value.
5 Type a comment in the Comments field.
6 Click OK so apply the transaction.
The account updates to reflect the transaction.

NOTE: You can also use the Cashier application to perform account transactions. See Cashier on page 399.

To perform a transaction for an individual user, department or billing code account in Web System Manager, do the
following:
1 Under Accounts, click Users, Departments, or Billing codes to view the list of accounts.
2 Click the desired user, department, or billing code account in the check box.
3 Select Add transaction from the menu to open the Transaction menu item.
4 For Equitrac Express, select Paid or Allotted from the drop-down list, and enter a transaction value in the amount
field. For Equitrac Office, enter a transaction value in the amount field. For negative transactions, include a minus
symbol (-) before the transaction value.
5 Type a comment in the Comments field.
6 Click OK so apply the transaction.
The account updates to reflect the transaction.

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To perform a transaction for multiple users or billing codes, do the following:

1 Use SHIFT-click or CTRL-click to select multiple accounts.
2 Select Add transaction under Current tasks, or right-click the account and select Add transaction from the
menu to open the Add Transaction dialog box.

3 For Equitrac Express, select Paid or Allotted from the drop-down list, and enter a transaction value in the amount
field. For Equitrac Office, enter a transaction value in the amount field. For negative transactions, include a minus
symbol (-) before the transaction value.
4 Type a comment in the Comments field.
5 Click OK so apply the transaction.
The account updates to reflect the transaction.

NOTE: You can also use the Cashier application to perform account transactions. See Cashier on page 399.

To perform a transaction for multiple users, departments or billing code account in Web System Manager, do the
following:
1 Under Accounts, click Users, Departments, or Billing codes to view the list of accounts.
2 Click the checkboxes for the desired users, departments, or billing codes to select them.
3 Select Add transaction from the menu to open the Transaction menu item.
4 For Equitrac Express, select Paid or Allotted from the drop-down list, and enter a transaction value in the amount
field. For Equitrac Office, enter a transaction value in the amount field. For negative transactions, include a minus
symbol (-) before the transaction value.
5 Type a comment in the Comments field.
6 Click OK so apply the transaction.
The account updates to reflect the transaction.

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Managing Search Filters

Accounts Manager offers search filters for User, Department, and Billing code accounts. If you are managing a large
organization, you may have more than 10,000 accounts. Rather than scrolling through an enormous list, Accounts
Manager can be configured to search for accounts with similar attributes.
To create and manage filters, do the following:
1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
2 Click Filter > Add filter from the Toolbar.

3 In the New filter dialog box, click <Add filter criteria...>.

4 In the New filter criteria dialog box, do the following:

a Select a Field from the drop-down list.
b Select an Operator from the drop-down list.
c Enter a Value.
d Click OK to save the filter criteria and close the dialog box.
5 In the New filter dialog box, enter the filter Name. If a name is not specified. a format similar to an SQL condition
will be used to generate the name to display in the list. For example, the filter selections of field: Balance,
operator: Greater than or equal to, and value: $10.00 displays as Balance >= $10.00.
6 Select the Save to list checkbox to add the new filter to the list of most recently used filters. Up to 25 filters can be
stored in the Filter drop-down list. Clear the checkbox if you do not want to add the filter to the list.
7 Click OK to save the search filter.

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NOTE: Users, Departments, and Billing codes use their own filter list which must be created and managed within
their respective accounts. Search filters are not transferable between these accounts.

Filter Attributes
The following table lists the search filter attributes for User, Department, and Billing code accounts.

Account Type Definition Operators

Users • Additional information The following operators are available for all
• Balance account types:
• Department • Contains
• Email address • LIKE
• Full name • Not contains
• Home server • NOT LIKE
• Location • Equal to
• Locked • Greater than
• Minimum balance • Greater than or equal to
• Primary PIN • Less than
• Quota usage • Less than or equal to
• User ID • Not equal to

Departments • Balance • Listed above

• Department
• Description
• Locked
• Minimum balance
• Primary PIN

Billing codes • Balance • Listed above

• Billing code
• Description
• Locked
• Minimum balance
• Primary PIN

NOTE: The operators are dependent upon the definition attribute, and are not all available for all definitions.

The Department and Location drop-down lists will change to edit boxes if the content count of the drop-down lists
exceeds 200. For example, a site with 200 or more departments will not see a drop-down list of departments when
creating filters. Instead, they will need to type in the department name within the edit box. If the department name
does not exist, an error message appears.

NOTE: At least one location must be defined for any user in order for the Location search filter to be available.

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Managing the Filter List

To manage the filter list, do the following:
1 In Accounts Manager, click Users, Departments, or Billing codes to view the list of accounts.
2 Click Filter > Manage filter list from the Toolbar.

3 Add, Delete, or re-order the filters as needed.

NOTE: You cannot edit a filter. If an existing filter does not meet your criteria, you must delete it, and then create a
new one to replace it. Press Add to open the New filter dialog box, and create the desired filter.

4 Click OK to save any changes to the filter list.

Accounts Manager offers the option to display the Manage filter list before opening the accounts view. This feature
allows a search filter to be selected before the view is populated with the full list of accounts.
To configure this option, do the following:
1 In Accounts Manager, click Tools > Options. from the Toolbar.

2 From the Filtration section in the Options dialog box, select which views you want the Manage filter list to display
in.
3 Click OK to save the settings, and close the dialog box.
The Manage filter list will appear before the view is populated. Select the filter from the list, and click OK to populate
the view with the applied search filter.

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Accounts System Configuration

System configuration options determine how the Accounting Server validates accounts, provides error notifications,
assigns charges, and handles unknown print requests or unidentified documents.

User Authentication
If your Equitrac Office or Express deployment uses Client Billing, control terminals, or embedded devices, you can
configure CAS to validate user accounts against primary and secondary accounts PINs. PIN information connects an
Equitrac printing account with user logon information when a user logs onto a control terminal or releases a print job.
The primary PIN is the alpha-numeric sequence that uniquely identifies the user, and can be data encoded on a
magnetic swipe card or entered via a terminal keypad. The secondary PIN acts as a device password, and is entered via
a terminal keypad.
To configure user authentication settings, do the following:
1 In System Manager, navigate to Configuration > Security and authentication > User authentication.

2 Select one or more Authentication mechanisms:

• Equitrac Office/Express PINs – Leave selected only if you want to connect an Equitrac printing account with
logon information.
• External user ID and password – Select to verify all user information outside of Equitrac.

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• Equitrac PIN with external password – Enable if users swipe their cards for identification, and must also
enter their domain user account password.
Equitrac cross-checks the database for the corresponding Equitrac account name, then verifies the credentials
against the selected external authority for network logon. See External User Authentication on page 248 for
details.
3 Select Store secondary PIN encrypted if you want the secondary PIN to be encrypted.
4 Select the CAS offline behavior:
a Set the Login caching from the DCE servers drop-down list.
• Disabled – Prevents user login when CAS is offline.
• Enabled – Allows only previously CAS-validated users to login when CAS is offline.
DCE login caching determines whether a user login is accepted or denied when CAS is offline. If DCE caching
is disabled when CAS is offline, then users cannot login. If DCE caching is enabled when CAS is offline, then
DCE allows users to login only if they had previously logged in when CAS was online.
For example, if DCE caching is enabled, and User1 authenticated while CAS was online, but User2 did not,
then if CAS goes offline, User1 can still login, but User2 cannot login until CAS comes online again. Once CAS
is back online, then User2 can login, and continue to login even if CAS goes offline again.
This option also controls login caching on PageCounter terminals. If the PageCounter cannot contact DCE, it
goes into local mode and validates against its login cache. Only copying is supported in this mode.
NOTE: Account limits are not enforced, and Billing Codes are not validated when DCE is operating without a
connection to CAS.

b Determine how DRE servers handle print jobs when CAS is offline.
• Auto select – If account limits are enforced, then the Do not print option is used. If account limits are not
enforced, then the Print, charge accounts later option is used.
• Do not print – Users cannot print, and must wait until CAS is back online in order to print.
• Print, charge accounts later – Users can print, and then the print job is charged to their account when CAS
is back online.
5 Select the Authentication options:
a Set the Input type to determine how users are authenticated.
• Card swipe only – Users authenticate with a swipe card.
• Card swipe or keypad entry – Users authenticate with a swipe card or at the MFP front panel.
• Keypad only – Users authenticate at the MFP front panel
b Set the Secondary prompt to determine when users are prompted for a secondary PIN.
• Always – User must enter a secondary PIN.
• If PIN2 available – User must enter a secondary PIN if they have a PIN 2 value associated with their user
account. Users with a PIN 2 value will be prompted to enter it. This applies for both keyboard and card
swipe logins. This option only applies to PageCounters and select embedded devices.

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• If PIN2 available or keyboard login – User must enter a secondary PIN if they have a PIN 2 value
associated with their user account, or if they entered their primary PIN or network ID via the keyboard
(rather than with a swipe card). Users with a PIN 2 value will be prompted to enter it, while users who login
via the keyboard and do not have a PIN 2 will be prompted to enter a network password. This option only
applies to PageCounters and select embedded devices.
• Never – Secondary PIN is not required.
• Only with keyboard login – User must enter a secondary PIN or password if they entered their primary
PIN or network ID via the keyboard (rather than with a swipe card). This option prevents users from typing
in someone else’s primary PIN while still allowing valid users to login without a card.
NOTE: Use either If PIN2 available or keyboard login or Only with keyboard login when two-level authentication is
required to register new cards. In order to register the card, the user is required to manually enter the primary and
secondary login credentials. Regardless which of the above options is selected, if a user has a PIN 2 value associated
with their Equitrac user account, they must enter it in order to successfully login. If any users have a PIN 2 value,
select If PIN2 available or keyboard login. Do not select Only with keyboard login.

c If using a PageCounter terminal, determine the Card setup. For details on entering the decoding parameters,
see HID Decoding on page 172.
d Select Auto-register primary PINs to enable users to register an unrecognized swipe card for future use. To
complete the card registration, the user is required to login with a valid user ID and password. Optionally, you
can select Register as alternate PIN to record the PIN as the Alternate PIN instead of the Primary PIN.
NOTE: If the Auto-register primary PINs option is not selected, then the user cannot register their card, and must
login manually.

6 Click OK to save the settings.

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External User Authentication

If the user authentication method is set to a Windows or LDAP external authority, the authentication settings must be
configured in System Manager.
To configure the external authority for user authentication, do the following:
1 In System Manager, navigate to Configuration > Security and authentication > External authentication.
NOTE: One or more external authority can be used for user authentication.

2 Select Windows to validate user accounts against a Windows domain. If using Windows authentication, enter the
Domain name.
3 Select LDAP to validate user accounts against an LDAP server. If using LDAP authentication, do the following:
a Enter the host LDAP Server name. The fully qualified domain name of the LDAP server may be required for
certificates imported for SSL. Ensure that the LDAP server’s fully qualified domain name is resolvable.
b Enter the Port number used by the LDAP server.
c Select an LDAP lookup Type from the drop-down list. Use AD-style when connecting to a Windows domain
controller, and use Simple bind when connecting to a Linux/Unix server.
• First try AD-style, then try simple – If selected, only Direct bind is used as the Authentication method.

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• Try AD-style – If selected, either Direct bind or Lookup then bind can be used as the Authentication
method. SSL is not available with the Try AD-style lookup option.
• Try simple – If selected, either Direct bind or Lookup then bind can be used as the Authentication method.
d Select Force SSL to use SSL (Secure Socket Layer) encryption.
e Select Use LDAP version 3 to use LDAP 3.
f In the Authentication method section, select either Direct bind or Lookup then bind.
If Direct bind is selected, do the following:
• Enter the LDAP DN Prefix (e.g. CN=admin) and DN Suffix (e.g. ,O=equitrac) to be placed, respectively,
before and after the supplied user ID for simple authentication against LDAP.
• Select your User ID modification method. If the user ID has the format of an email address, this setting
allows the email domain to be removed.
If Lookup then bind is selected, do the following:
• In the Search filter field, enter the import search criteria using standard LDAP filter syntax. For example,
the search filter (&(objectClass=person)(uid=%value%)) would search for the person entry AND the
specific user ID. Or, the search filter (|(uid=%value%)(mail=%value%)) would authenticate a user by email
address. The %value% is replaced with the value entered by the user at login.
NOTE: 'uid’ can be used to connect to a Linux server, whereas 'sAMAccountName' should be used to connect to a
Windows domain controller.

• Select the search Scope from the pull-down menu.

Base – searches the base entry.
One level – searches all entries in the first level below the base entry.
Subtree – searches the base entry and all entries in the tree below the base entry. This is the default setting.
• In the Base DN field, enter the location within the directory to start the search. For example, if the entire
directory is to be searched under an organization of "Equitrac" this would be "O=equitrac". Ensure the Base
DN name does not contain spaces, or the import will fail.
• In the User ID field for text field, enter the LDAP attribute used to match the Equitrac user ID field in CAS
(e.g. uid, sAMAccountName, cn).
• Select the Anonymous login/As service login checkbox to allow the administrator to specify that the LDAP
server supports anonymous login (for simple LDAP type), or to login as the user the service is running as
(for AD type).
• Enter the LDAP server Login ID and Login Password. Cannot enter credentials if the Anonymous login/
As service login option is selected.
NOTE: For AD, the supplied Login ID would be either in NT4 format (domain\user) or UPN format (user@domain).

NOTE: For simple bind, the options are to bind anonymously or with the supplied credentials. The Login ID has to be
in distinguished name format (e.g. uid=admin,dc=example,dc=com).

g Select the Synchronize user attributes on login checkbox to enable LDAP synchronization of user attributes
on LDAP authentication.

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This feature allows user account details to be imported into the Equitrac Office or Express software when the
user logs into an endpoint. A traditional LDAP import/synchronization using persistent search, imports all
users initially and then updates account details in the LDAP database as changes occur (see Configuring LDAP
Synchronization on page 224).
If you do not want to keep a persistent connection open to a database server, the Synchronize user attributes on
login feature imports user account details as needed. The new synchronization can be configured to import the
same user account details as the standard LDAP sync (e.g. Primary PIN, department and email address).
NOTE: Ensure that Lookup then bind is selected when using the synchronize user attributes feature. Direct bind does
not enable this feature.

4 Click Test to open an LDAP lookup dialog box. Enter an account User name and Password, and then click
Lookup. If Persistent Search is enabled, the dialog box shows the LDAP properties for that account.

5 Click OK to save the settings.

NOTE: The LDAP lookup must resolve to a unique user identifier.

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Selecting Notification Methods

If a transaction fails to complete, the user can be notified by popup message, email, or a notification page.
If you are configuring Routing Rules, these settings also determine the Send message method used within a rule.
Routing Rules do not support printed notification pages, however, all other options outlined below can be applied
with Routing Rules. See Routing Rules on page 319 for more information.
1 In System Manager, navigate to Configuration > User interaction > Error notifications.

2 Choose one or more notification methods:

• Using Equitrac messaging service – A proprietary messaging service that is included with the Client install to
display print error messages on the user’s workstation.
NOTE: The Equitrac messaging service is installed with the Equitrac client. No additional configuration is required.
This service is not supported for UNIX print servers.

• Sending the user email – Users receive an email notification of the transaction error. Equitrac Office/Express
uses the email address configured in Accounts Manager.
NOTE: You must configure System Manager > Configuration > Network environment > SMTP mail server settings to
enable email notifications.

• Printing a notification page – Equitrac Office/Express prints a separate error notification on a printed page.
By default, the printed notification page includes job status, the error message, and the user ID. You can
customize the printed notification page to provide users with more detailed information. You can format up to
five lines separately with text as well as escape codes. If you leave the field blank, Equitrac assumes the
following escape code entries, in order: job status, error message, user ID, account.
The following table describes available escape codes, print notification details, and possible error conditions.

Escape
Print Notification Details Possible Error Condition
Code

\U User ID of the user who requested the print job —

\T Current time stamp —

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Escape
Print Notification Details Possible Error Condition
Code

\J Job status • Job has been canceled

• Job has been truncated

\P Printer name —

\S Windows network name of the print server —

\M Error message from the accounting server • Insufficient funds

• Printer not configured
• Unknown user
• Account locked
• Cannot contact accounting server
• Invalid data stream
• Server down

Charging to Departments
If you implement departments within Equitrac Office/Express, you can choose whether transactions are charged to
the user account, or to the department.
When printing documents, Equitrac charges the configured account once, at print time only, and does not charge a
user account to release the document.
In System Manager, navigate to Configuration > Accounting and quotas > Account charging.

By default, Equitrac charges transactions to a user account, even if the user belongs to a department. However, if you
want to assign charges to the department that the user belongs to, check Charge to department if available. When a
user submits a job request, CAS checks to see if the user is a member of a department. If so, the transaction is verified
against the current department balance, and the job request is charged to the department.

NOTE: If you are using Billing Codes and departments, the charges are assigned to the selected Billing Code, even
when Charge to department is enabled.

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Enforcing Account Limits

In System Manager’s Configuration tools, click the Account limits link to configure Equitrac Express to enforce
charging limits for any combination of user, department, or billing codes. A charging limit is a minimum balance an
account must maintain in order to access devices for transactions.
When printing documents, Equitrac Express charges the account when the job is first submitted to print, rather than
when released at a control terminal or Release Station. Account limits ensure that there is sufficient funds in the
account to pay for print jobs before the jobs are released from the queue. When enforcing limits, if an account balance
falls below its specified limit, Equitrac Express can notify the user of insufficient funds at print time. See Selecting
Notification Methods on page 251 for details on configuring error notification popups, emails, or printed documents.
At release time, accounts with insufficient funds can open a control terminal session but cannot release print
documents in the queue.
Control terminals connected to Campus Card systems can display an insufficient funds prompt if control terminal
Session Cost is enabled on the Core Accounting Server. See Configuring Control Terminal Prompts on page 68 for
details on enabling Session Cost.
When you configure the accounting server to enforce limits, and an account balance falls below its specified limit,
Equitrac Express denies that user access to the devices.

CAUTION: If you are configuring Desktop Printing, note that Account Limits are not enforced for jobs printed to
locally connected printers.

Deleting Objects in Synchronized Directories

When you delete an object, such as a user, from a Windows Active Directory, the deleted object goes into a deleted
object container for a period of time. When you use the Equitrac Office/Express Scheduling feature to synchronize
Active Directory accounts, the Scheduler looks at this container for deleted user accounts. If you have selected the
Deletes ADS update option, Scheduler also flags any corresponding user accounts in Equitrac Office/Express as
deleted.
In order to access the contents of the deleted object container, you must use the
EQModifyDeletedContainerSecurity command line tool to give Equitrac Office/Express permission to view
and manage the container’s contents. This utility assigns container access permissions to the user ID that starts the
Scheduler service. See Directory Synchronization Access Permissions on page 471 for more information on using
this utility.

NOTE: To run this utility, you must have Active Directory administrator privileges in addition to having Equitrac
System Manager rights.

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Handling Unidentified Documents

Unidentified documents are transactions for which Equitrac Office or Express cannot identify the associated account,
such as a received fax on a multi-function device.
To configure how Equitrac charges unidentified documents, do the following.
1 In System Manager, navigate to Configuration > Accounting and quotas > Unidentified documents.

2 Enter an Account name in the field.

3 Select an Account type from the drop-down list.
4 Click Verify to have Equitrac validate the account information against the accounting server database.
5 When Equitrac successfully validates the account, click OK. Otherwise, re-enter and re-validate the account
information, or click Cancel to close the window without saving changes.

Configuring Unlimited Printing

You can use the System Manager > Price lists options to configure unlimited account printing. With unlimited
printing, accounts have no limits imposed on their balances, regardless of the limit enforcement option specified on
CAS.
If you want to track printing usage only, and do not need to specify billing and pricing, you can configure unlimited
printing system-wide.
To configure unlimited printing, do the following. See Creating Advanced Print/Copy Price Lists on page 271 for
details on creating price lists and configuring surcharges.
1 Create an Advanced, Large-format, Fax, or Scan price list.
2 Configure the price list as desired.
3 Configure a surcharge for the user, department, or billing code account you want to assign unlimited printing to
and apply a -100% surcharge value.

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Associating Swipe Cards with Equitrac Accounts

If your users swipe magnetic cards to identify themselves at the printer or copier through an external XCP device or
PageCounter terminal, use the Card Swipe wizard to add the swipe card account associations to the Equitrac database.
This wizard enables you to swipe a magnetic swipe card on an XCP device, or on a simple wedge card reader with
keyboard interface. The wedge card reader option is mandatory if you are using card readers that do not interface with
a PC. Contact Equitrac Technical Support for a list of compatible wedge card readers.

CAUTION: For XCP devices only, disconnect the network cable from the card reader when using the Card Swipe
wizard. The only cable you can attach to the card reader during this procedure is the nine-pin serial cable. If both the
serial and network cables are connected for the wizard, you risk registering unusable characters from the XCP device
in the PIN information.

To add account identifications for magnetic cards:

1 Before you start the Card Swipe Wizard, you must shut down the Device Control Engine.
2 Select Start > Control Panel > Administrative Tools > Services. Right-click the EQ DCE Service in the right pane
and select Stop.
3 For XCP devices only, ensure that you have configured the COM port for the card reader correctly in the operating
system BIOS and Control Panel. For all other devices, proceed to the next step.
4 Use a nine-pin cable to connect the card reader to the serial port.
5 On an administrative workstation, browse to Programs Files\Equitrac\Office or Express\Tools. Select the Card
Swipe Wizard.
6 In the wizard’s first dialog box, select a Card swipe unit. If you select XCP, specify the serial port to which the card
reader is connected.
7 Enter the Windows network name of the computer that hosts the accounting server. Click Next.
8 Swipe the magnetic card.
9 In the following dialog box, verify that the card reader has successfully retrieved the primary PIN data from the
card. Optionally, you can specify a secondary PIN for the card. Click Next.
NOTE: The card reader reads the primary PIN from the card based on the card swipe position you configure in
System Manager > Configuration > Devices > Control Terminals; see Control Terminals on page 62 for details. The
secondary PIN is like a password for the user. If you use the secondary PIN, you must also configure Equitrac Office or
Express to prompt for it; see User Authentication on page 245 for details.

10 In the following dialog box, select the type of account that Equitrac Office/Express associates with this card. In the
accompanying text box, specify the name of the account and click Verify. The wizard verifies that the specified
account exists in the Equitrac database and displays the account description.
11 To continue using the wizard to configure more cards with Equitrac Office/Express accounts, click Another card.
12 To exit the wizard, click Finish.
13 Open Start > Control Panel > Administrative Tools > Services. Right-click the EQ DCE Service in the right pane
and select Start.
The account identifications appear in Accounts Manager.

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Configuring the Mail Server for Email Notifications

If you plan to use email for error notifications, sending reports, or print transaction messages, you must configure
your mail server settings. Your mail server must support SMTP mail in order to use email features in Equitrac Office
or Express. Older systems, such as Microsoft Mail, may not support SMTP. Refer to your mail server documentation
for details.
1 In System Manager, navigate to Configuration > Network environment > SMTP mail server.

2 Click Default to open the default Email server dialog box, and do the following:

The Connection name of the Default mail server cannot be changed and always displays as Default in the list of
available SMTP mail servers.
a Enter the DNS name or IP Address of your network SMTP Email server.
NOTE: You can append a port number to the IP address of the mail server to override the default value.

b Enter a Mail from address for system generated messages. This address appears in the From field when a user
receives a notification email message.
c Check Basic Authentication if your SMTP mail server requires a user name and password each time a
message is generated.
d Click OK to save the changes.
3 Optionally, click Add to set additional Email servers.
4 Click OK to close the SMTP Mail server dialog box.

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Implementing PINs
PIN information connects an Equitrac Office or Express printing account with user logon information. Client billing,
control terminals, Pay Station Deposit Center terminals, and embedded devices can use PINs to control access to
devices. The system tracks and charges printer and copier use to the appropriate account in the Equitrac database
when users use PINs to log on to a device.
The primary PIN is the alpha-numeric sequence that uniquely identifies the user. The primary PIN can be data
encoded on a swipe card, or the user can enter it using the keypad. The secondary PIN acts as a device password. The
user enters it using the keypad. Equitrac Office/Express offers an optional alternate primary PIN that the user can
enter instead of the primary PIN. Both PINs server same function, but offer the user a choice of two primary PINs.
You must enable Equitrac Office/Express to use PIN information at the system level in System Manager >
Configuration > Security and authentication > User authentication. If you do not set the system option, the PIN
values are not used, even if you enter them for each account. See User Authentication on page 245 for instructions.
You can use Accounts Manager to create and manage primary and secondary PIN information for any type of account
including user, department, and billing codes.

User-Controlled PIN Management

Equitrac Office and Express can be configured to allow users to self-manage their user PIN information at a
PageCounter terminal or via their personal website. This feature is not available for embedded devices. A user can
reset their PIN code at any time, reducing Administrative overhead normally spent performing this task.
1 In System Manager, navigate to Configuration > Network environment > Automated PIN code management.

2 Select Email temporary PIN code to users if you want to send an email message (when a new user account is
created) that contains a randomly generated numeric PIN code. Temporary PIN codes are optional.
Any account creation method generates this message, as long as an email address is associated with the account
when it is first created. When the user enters the generated PIN(s) at a PageCounter, the “More” prompt enables
the user to either enter a new PIN code, or to swipe a card (if card readers are configured).
By default, the email subject heading and message contents are auto-populated. You can edit this message if you
are not using secondary PINs, or if you want to personalize the message for your users.

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3 Select the PIN codes you want to allow users to manage.

• Enable users to manage their PIN1 codes at PageCounter
• Enable users to manage their PIN2 codes at PageCounter
See PIN Management on page 135 for managing PINs at a PageCounter terminal.
• Enable users to reset PIN1 on User Dashboard
• Enable users to reset PIN2 on User Dashboard
See Using User Dashboard on page 461 for managing PINs on the user’s website.
4 Enter the Minimum and Maximum PIN1 length available for users to create their own PIN. PIN1 length must be
less than or equal to the maximum.
NOTE: The minimum/maximum values only apply to new PINs, and will not affect existing PINs that violate these
limits.

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Viewing User Account Balance

Users can determine their own account balance via two different mechanisms:
• Account balance popup on their client workstation.
• Account Statement report via their personal website. See User Dashboard on page 455 for configuration and
account management details.

Configuring the Account Monitor Popup

If you want users to have instant access to their account balance information, install the EQAcctMonitor utility on
each client workstation. This utility sits on the system tray, and the user can click on it at any time to view current
account information. The user sees their Account name (corresponding to their current Windows login information),
Account Balance, and Color Quota remaining (if color quotas are configured).
You can find the utility in Program Files\Equitrac\Office or Express\Tools folder on the machine where CAS is
installed.

NOTE: This feature is supported on user workstations that are authenticated on Windows Servers only. This feature
does not work when workstations are authenticated under UNIX DRE Print Servers.

1 On the CAS server, locate the Program Files\Equitrac\Office or Express\Tools folder.

2 Open the EQAcctMonitor.ini file in any text editor.
3 Edit the contents of the file, replacing the “put_your_server_name_here” text with the name of the Core
Accounting Server that will provide the balance updates to each client. In the example below, CAS is called
“ACCTSRV1”.

[AcctServer]
Name=ACCTSRV1

4 Save the changes.

5 Copy both the EQAcctMonitor.exe and the EQAcctMonitor.ini files to the Program Files\Equitrac\Office or
Express\Client folder on each client workstation.
6 Run the executable on each workstation. The icon appears in the System Tray. The user
can hover their cursor over the icon to see the balance, or click on the icon to open the full
dialog box.

NOTE: Account limits must be enforced in order for the account balance to display in the Equitrac Account Monitor.
See Enforcing Account Limits on page 253 for details.

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Controlling Transaction Tracking

The default behavior of Equitrac Office and Express is to track all transactions. Each time a job request is submitted,
CAS validates the job request, then logs the transaction details to the database. However, in some cases, transaction
tracking may cause legal difficulties (e.g. privacy and data retention laws). Equitrac provides a transaction tracking
override option to temporarily remove specific transaction details, or to hide the document name for reporting
purposes. When these options are enabled, the job transactions will not be saved to the database.
1 In System Manager, navigate to Configuration > Accounting and quotas > Transaction tracking.

2 Select one of the following options:

• Enabled (record all new job transactions). Transaction tracking is enabled by default, however, there are two
available override options that prevent specific job transaction details from being saved to the database.
• Hide document name within reports. This option replaces the document name with "******" in all reports
that typically display the document name in the Description column in Reports Manager.
This option also includes uplink reports. In a multiple CAS uplink setting, the transaction data uploaded
from a subsidiary CAS to the master CAS will hide or display the document name according to the master
CAS setting. For example, if the subsidiary CAS is set to hide the document name, and the master CAS is set
to display the name, any reports generated on the master CAS will display the document name.
• Remove transaction user info. This option removes the user ID, document name, workstation name, server
name, and fax destination phone number for all print, copy, scan and fax transactions. Instead, all
transactions are tracked against departments. When the transaction is posted, CAS substitutes the user ID
database field with the department field. If a department is not associated with the user or transaction, then
the user ID is replaced with the account name defined in System Manager under Unidentified documents.
See Handling Unidentified Documents on page 254.
• Disable (discard all new job transactions). When transaction tracking is disabled, color quota is not enforced
and account balance is not updated. During this non-tracking time, account and device activity reports will
contain no data. However, all data in the system prior to disabling tracking will be reported as normal.
NOTE: The Disable (discard all new job transactions) feature is not available in Equitrac Express, as a user account
must maintain a minimum balance in order to gain access to devices to perform transactions. If transaction tracking
is disabled in Equitrac Express, color quota and account limits will not be enforced during this non-tracking time,
and access to devices will be denied due to insufficient funds.

3 Click OK to apply the changes.

When the specific transactions are completed, Enable transaction tracking—without hiding the document name, or
removing transaction information—to continue tracking to the database.

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Working with Guest Accounts

Equitrac Express offers a feature which allows schools to create a Guest Equitrac user account, and add funds to it via
Cashier, Web Deposit or Pay Station Deposit Center. A guest account is considered a normal user account, and has
access to all the features associated with Equitrac Express. Guest users are validated by CAS for their credentials when
they print, fax, copy, or scan. However, you may prefer to group guest users into a single department (e.g. guest) for
pricing, billing, and reporting purposes.
To configure how guest accounts are created, do the following:
1 In System Manager, navigate to Configuration > Accounting and quotas > Guest account.

2 Select the User ID option that System Manager uses to generate the guest user ID:
• Auto generate format – The user ID is created with the format string of Guest_%d, where %d is replaced by an
auto-generated number. For example, Guest_%d becomes Guest_123.
—Or—
• Use email address – The guest user’s email address becomes their user ID.

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3 Select the Default department from the drop-down list for the guest account to belong to. The drop-down list is
populated with all existing departments in Accounts Manager.
When creating a guest account, the user has the option to enter a department name or leave the field blank. If left
blank, the guest account is assigned to the default department. If the user enters a name that matches an existing
department, then that selection overrides the set default department.
4 Determine when the Activation expires (in days). If the user does not activate their account within the specified
time period, then the application expires, and they must reapply to create a new account.
5 Enter an Email subject line for the email sent to the user indicating that their guest account requires activation.
6 Enter an Email message with the following information:
• Direct the user to activate their guest account by clicking the provided URL link.
• Indicate how many days they have to activate the account before the application expires.
7 Select how to display the login credentials after the user activates their account. Login credentials can be displayed
on a Webpage, in an Email, via both options, or not provided to the user.
NOTE: If the login credentials are not provided to the user, then the user must contact the administrator to get their
login information.

• Webpage after user activates account – a webpage opens displaying their login credentials after the user clicks
the URL in the initial account activation email.
• Email sent after user activates account – the user receives a second email with their login credentials.
8 If the Email option is selected, do the following:
a Enter an Email subject line indicating that their guest account has been created.
b Enter an Email message with the following information:
• User name, Primary PIN and Secondary PIN.
• Indicate that they need to login to User Dashboard via the provided URL and change their password.
9 Click OK to save the settings.

NOTE: The SMTP mail server must be configured to accept email notifications in order for the guest user to receive an
email to activate their account. See Configuring the Mail Server for Email Notifications on page 256.

Creating the Guest Account Application Web Form

The following web form must be added to a publicly accessible website for the guest account application:
<form method="POST" action="https://<HOSTNAME>:2941/guestacct">

Email address: <input type="text" name="emailaddress" /><br/>

Depatment name: <input type="text" name="departmentname" /><br/>

<input type="submit" value="Submit"></input>

</form>

Where <HOSTNAME> is the name of the Scheduler server where Equitrac Express is running. The style and format
of the guest web pages can be modified by the web master to match the school’s website.

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Creating a Guest Account

The guest user can create their own Equitrac account by using the online guest account application form on a website
provided by the school.
To create a guest account, do the following:
1 Open a web browser and enter the URL provided by the school in the Address field.
2 In the Guest account section on the school website, do the following:

a Enter an Email address. This is the address where the application notification is sent.
b Optionally, enter a Department name. If the name matches one in Accounts Manager, than the guest account
is associated with that department. If no department is entered, or the name entered does not match an existing
department, then the guest account is associated with the configured default guest department.
c Click Submit to send the request to Equitrac Express.
The web page displays a message that the guest account request succeeded, and that an email has been sent to the
applicant with activation instructions.
If the user enters an invalid email address, the web page displays that the guest account request failed due to an
incorrect email address.
3 Open the email and click the URL link to activate the guest account. The account must be activated within the
time period specified in the email or the application expires, and they must reapply to create a new account.
Depending on how user notification is configured in System Manager, the guest is notified with their login
credentials after their account is activated.
• Webpage – A web page opens displaying a message that the guest account has been created, and provides the
guest user login credentials.
• Email – A second email is sent confirming that the guest account has been created, and provides the guest user
login credentials.
The format of the guest login User name is determined by the User ID option configured in System Manager to
generate the guest user ID.
• Auto generate format – User name: Guest_123, PIN1: 123, PIN2: NNNN (random-generated 4 digits)
• Use email address – User name: [email protected], PIN1: 123, PIN2: NNNN (random-generated 4 digits)
4 Log in to the User Dashboard website with the new guest account credentials and change your password.

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 9 Configuring Price Lists

Topics
Price List Workflow
Identifying Pricing Requirements
Creating Advanced Print/Copy Price Lists
Creating Large-Format Price Lists
Creating Fax Price Lists
Creating Scan Price Lists
Assigning Price Lists
Departmental Pricing
Repricing Jobs on Release

A price list is a collection of charging rules you can apply as a set to one or more network devices. These charging rules
define how Equitrac Office or Express assigns charges to printing accounts for transactions based on attributes such as
page count, page attributes, finishing options, and surcharges. A price list can also accommodate time-of-day
charging.
When you first install Equitrac Office or Express, a flat-rate price list is assigned by default. Any print job generated to
any monitor device uses the flat-rate price until you change the pricing options. The flat rate is set to 0.01 per page
initially.
This chapter provides information about:
• the best way to plan a pricing strategy, considering factors such as device-specific capabilities, primary or dual
pricing requirements, and department pricing needs
• creating the five different types of price lists, then assigning them to devices
• assigning price lists to departments
• using the Import/Export Wizard for price lists in Web System Manager

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Price List Workflow

When first creating price lists within Equitrac Office and Express, follow this workflow:
1. Identify pricing requirements
Consider these factors when planning price lists:
• types of price lists
• whether basic price lists suffice, or if you also need advanced price lists
• the need for default price lists
• the need for primary alone, or dual price lists
• reflecting real device capabilities
• how you apply the price list (queue, port, embedded device, or default)
2. Create price lists
Within the System Manager > Price Lists link, create all required price lists.
3. Assign price lists to devices
Within the System Manager > Devices link, assign one or more price lists at the port, queue, embedded device or
physical device level.
4. Assign price lists to Department printing accounts
Set up Departmental pricing to use at the department level.

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Identifying Pricing Requirements

The information in this section helps you determine the price lists required for your organization. To achieve the best
possible pricing results, read through this section before you start creating price lists.

Overview of Price List Types

There are five different types of price lists that you can create within Equitrac Office or Express. Depending on the
needs of your organization, you may need to define and apply a combination of price list types to each device.
For example, multi-function devices require a different price list for each of its capabilities: a basic and/or advanced
price list for printing, copying, a fax price list, and a scan price list.

Price List Type Description Apply to these devices Transaction Type

Basic Print/Copy Price per page for black & white or color Basic printers that do not offer Print, Copy
output extended capabilities.

Advanced Print/ Assign costs for extended job and page Printers with finishing options Print, Copy
Copy attributes. and page detail capabilities.

Large-Format Assign costs for extended job and page Plotter printers. Print
attributes for large-format jobs.

Fax Assign costs for fax jobs by page or by Printers with fax capabilities. Fax
minute, and optionally, by prefix.

Scan Assign costs for scan jobs per type and Printers with scan capabilities. Scan
page attributes.

Transaction type is important because you should only apply a price list to a device that is capable of producing the
particular transaction type that the price list incorporates. Otherwise, you might encounter pricing errors.

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Basic Print/Copy Price Lists

If you want to differentiate the price between black and white or color printing only, you can use a basic price list. If
you require price lists that factor in finishing operations and page detail, you need to create Advanced price lists.
When you assign basic costs, Equitrac Office/Express evaluates color characteristics per page. If the system detects any
color in a given print job, it applies the color page cost to the color pages and the black and white cost to the rest.

Creating Basic Print/Copy Price Lists

To start a new basic price list, do the following:
1 In System Manager, select Price lists in the left pane.
2 Select Add basic price list under Current task.
Alternately, you can click <Add...> in the right pane and select Basic as the Price list type, or right-click the right
pane and select Add basic price list from the menu.

Some print drivers may send color commands to non-color printers. To avoid incorrect color charges applied to black
and white printing, set identical costs in both the Black and white costs and the Color costs.
To charge a reduced rate for multi-page print jobs, use the Next page fields to set page range pricing. Subsequent page
prices are optional.

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Advanced Print/Copy Price Lists

Advanced price lists apply extended costs to printers, based on finishing operations and page details. The diagram
below represents the complex calculation performed by Equitrac Office/Express to determine the total job cost.

Page
Detail
Costs

Job
Finishing Total Job
Base Surcharges
Costs Cost
Price
Default
Page
Price

Job Base Price

A job base price is an optional fee charged for the job as a whole, regardless of job or page attributes. For example, you
can enter a job base price if you want to charge an administrative fee for processing the job.

Page Detail Costs

Page details are variable costs calculated per page. When Equitrac Office/Express receives a print request from the
Port Monitor, it compares each job in the request to the page detail rules you set. If a page matches attributes within a
rule, the price for that rule is added to the cost calculation. If no rules match, the default page price is used instead.
After the Port Monitor has determined the attributes for each page, Equitrac Office/Express evaluates the given
attributes and applies page details rules in the following manner and order:
1 CAS compares the print request attributes with all page detail rules. If an exact match is found, CAS applies the
specified charge.
CAUTION: If multiple charging rules have the same number of matched page attributes, the accounting server
selects the rule with the higher assigned charge.

2 If the page attributes do not match any of the specified page detail rules, CAS applies the default page price for
each unmatched page.
Page details include transaction type, color, duplexing, tray source, media, and paper size. You can set one or more
page detail rules to cover all potential printing variables at the page level. For example, you need a separate page detail
rule for color letter size printing verses color legal size printing. You’ll probably also need a rule for color letter duplex
printing.

NOTE: Equitrac applies page charging for each impression. For single-sided (simplex) printing there is one
impression per sheet. For double-sided (duplex) printing there is one or two impressions per sheet. Unfortunately,
some drivers only generate even number of impressions when duplex printing, resulting in a blank impression on
the back side of the last page.

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When you define price lists to use with Equitrac tracked printers, be aware of the effect the following page detail rules
settings:
• Equitrac Office/Express examines all rules, regardless of order.
• If two rules match, Equitrac Office/Express uses the one producing a higher cost to determine printing cost.
• Yes and No settings count as matches.
• Specified type, size, tray, or media values count as matches.
• Any does not count as a match. Use Any when you do not want an attribute (such as color) to affect pricing.
• Once you use a non-Any value in a rule, you should create rules using the other values associated with the attribute
(for example, one rule for a Yes value, another rule for a No value).
If you experience printing problems related to charging schedules and print costs, ensure you have applied the correct
price list, and that you have defined it properly according to the criteria listed above.

NOTE: Inconsistencies between printer drivers may require you to establish multiple price lists to handle these
differences.

Default Page Price

The default page price is applied if CAS fails to locate a match with any print detail rule. CAS applies the default page
price for each unmatched page.

Finishing Costs
Finishing costs are those performed both online and offline. Online costs are punching, binding, stapling, and folding.
Offline costs are trimming, stitching, and wrapping.
Equitrac Office/Express considers each finishing attribute as either True or False. A job is either folded or not folded,
wrapped or not wrapped. If the job is either folded, bound, or wrapped (or all three), each finishing attribute cost is
added to the total cost calculation.

Surcharges
Surcharges are additional charges added above and beyond other job costs, and are based on:
• RIP/Print Charges – Charges applied if Raster Image Files are processed, or for total job size. As an example,
Raster Image Processing ties up the device. You can charge per minute or per page to accommodate the amount of
time that is dedicated to processing the Raster Image job.
• Account Surcharges – Add a fixed amount or a percentage of the base price for all print jobs generated by a
specific user, an entire department, or for a billing code.
• Time-of-day Charges – Add a surcharge to the total charge job cost if the print/copy job is generated within a
particular timeframe and within a designated date range. For example, you can add a surcharge for jobs process
during peak printing times, such as Mon-Fri between 9:00 am and noon. Time-of-day charges can be a fixed cost,
or a percentage of the base price.

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Creating Advanced Print/Copy Price Lists

To start a new advanced price list, do the following:
1 In System Manager, select Price Lists in the left pane.
2 Select Add advanced price list under Current tasks.
Alternately, you can click <Add...> in the right pane and select Advanced as the Price list type, or right-click the
right pane and select Add advanced price list from the menu.

3 Enter a Name for the price list. When you need to assign price lists to devices, you can identify the price list by this
name. Ensure that the name is somewhat descriptive, so you recognize the attributes when you assign them to
devices. Each price list must have a unique name.
4 Enter a Description for the price list. You can use the description field to differentiate two similar advanced price
lists. For example, you might have two price lists that are identical except for page size. Use the description field to
make note of the page size.
5 In the Job attributes section, do the following:
a Set the Base price to be used as a processing fee. Equitrac charges the base price to all print/copy jobs. This
price is optional.
b Set the Finishing operations such as, Punching, Binding, Stapling, Folding, Trimming, Stitching, and
Wrapping.
c Set the Price for each operation.
d The Basis column is not editable, therefore per job or per copy is a fixed attribute for each operation.
e Surcharges are optional additional charges based on Raster Image Processing (RIP), specific accounts or
departments, or time of day. See Setting Surcharges on page 272 for more information on how surcharges
affect the total job cost.

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6 Set the Page Detail Pricing for a specific combination of page attributes.
Equitrac Office/Express compares each page in a print job request to these attributes. If all the page attributes
match, the price for that page is determined by the rule. If no rule matches, the default page price is used instead.
a Set the Default page price to apply the default price to every page that does not match the page detail pricing
rule.
b Click <Add...> from the Type column to create a new pricing rule.
c Click any attribute field, and select an option from its drop-down list.
d Enter a Price for the page detail pricing rule.

NOTE: The Col-type column only applies to Equitrac Embedded devices that support color coverage pricing. For
example, Xerox T1 applies to transactions collected through Equitrac Embedded for Xerox.

NOTE: Some options available in Page detail pricing cannot be applied to every device supported by Equitrac. For
example, the Color > single option is supported by select Aficio models and the Ricoh ACM model. Fully test your
configuration options before you operate Equitrac Office or Express in a live production environment.

Setting Surcharges
To set surcharges to price list, do the following:
1 In System Manager > Price Lists, select the price list from the Advanced section in the right pane.
2 Click the Surcharges button to open the Surcharges dialog box.

3 In the RIP/Print Charges section, you can set the following charges to the base job cost:
a Enter a Job size price per megabyte.
b Enter a RIP time price per minute to accommodate the amount of time that is dedicated to processing the
Raster Image job.
c Enter a RIP surcharge price per page for the Raster Image Printing service.
d Enter a Print time to cover revenue lost from other jobs that must wait while a large job is processed. Large
jobs can tie up devices and keep other jobs waiting.

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4 In the Account surcharge section, you can add surcharges for individual users, for entire departments, or for a
particular billing code.
a Click <Add...>, then enter an Account name and select an Account type from the drop-down list.
b Click Verify to confirm the account name and type are valid, and then click OK to close the dialog box.
c In the Action column, set the surcharge as a Percentage, or a Fixed value.
d In the Value column, set the percentage amount or the fixed dollar amount for the corresponding Action
selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is
20%, the job cost is $1.20 (before calculating page attributes).
NOTE: You must apply a Workstation Client license within System Manager to enable Client Billing.

5 In the Time surcharge section, add charges to the base price that reflect the time of day the job was printed or
copied. You can add more than one time surcharge to a single price list.
a Click <Add...>, to create a time surcharge rule.
b Select Day to add a single day of the week or a range of days when the surcharge applies.
c Set a time range in the From and To columns, using a 24 hour clock value.
d Set the Action as a Percentage, or a Fixed value.
e Set the Value of the percentage amount or the fixed dollar amount for the corresponding Action selection.
Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and the surcharge is 20%, the job
cost is $1.20 (before calculating page attributes).

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Sample Job Cost Calculation

To illustrate how page detail rules are applied, the following example calculates charges for a print job sent to a printer
defined to use an advanced price list. Working through this example should give you an overview of the general
strategy for defining advanced price lists.
The advanced price list is defined as follows:

Assigned Page Detail

Attribute Category Individual attributes
Charge Rule #

Job attributes Job base -0.05 —

Stapling 0.05 —

Binding 1.00 —

Page detail pricing Default page 0.05 —

Color 0.50 1

Size A3 + color 0.75 2

Size A3 + color + heavy media 1.00 3

Size A3 + heavy media .060 4

Color + heavy media 0.05 5

The print job consists of a bound, six-page job that has a separator or banner page for the first page.
The Port Monitor examines the job and page attributes and passes the necessary information to CAS, which then
examines the information and determines that the six pages in the print job match the page detail rules as outlined
below.

Attribute Page 1 Page 2 Page 3 Page 4 Page 5 Page 6

A3 size — — — — Yes Yes

Uses color — — — Yes Yes Yes

Heavy media — — — — — Yes

Rule match? No No No Yes Yes Yes

Rule # 1 Rule # 2 Rule # 3

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CAS then groups pages together into page sets according to page attributes defined by page detail rules. Equitrac
Office/Express calculates costs for this print job’s page attributes as shown below.

# Pages in Meets Page

Page set Assigned Cost Calculation Total Cost
set Charging Rule

A 3 — 0.05 (default) 3 X 0.05 0.15

B 1 1 0.50 1 X 0.50 0.50

C 1 2 0.75 1 X 0.75 0.75

D 1 3 1.00 1 X 1.00 1.00

Total for page attributes 2.40

Specified job attributes Assigned cost Total cost

Job base cost -0.05 -0.05

Binding 1.00 1.00

Stapling 0.05 0.05

Total for job attributes 1.00

Equitrac Office/Express calculates the total cost for this print job:

Total cost for page attributes 2.40

Total cost for job attributes 1.00

Total cost for print job 3.40

Default Price Lists

You can create a price list, then assign it as the default for all similar devices. For example, if you create a price list for
scanning, you can set that price list as the default for all devices that support scan activity. If there are particular
scanning devices for which you want to create pricing exceptions, you can create another scan price list, then just
assign the new price list to particular devices. The default price list is used when no other price list is assigned to the
scan device.
If no default price list exists, System Manager applies a cost of $0.00 to each transaction.

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Device Capabilities
When planning your price lists, make sure you evaluate the capabilities of each printer within the deployment. The
Equitrac Port Monitor examines incoming print job data only, as opposed to print output. If you create a price list for
a black & white printer, but mistakenly assign color pricing to that printer, a user who sends color output to the printer
is charged for color output, even though the device cannot print in color.

Primary vs. Dual Pricing

Equitrac Office and Express use the primary price list to calculate the actual transaction cost. Secondary price lists
(Dual Pricing) enable the software to calculate another cost that is stored with the transaction for reporting purposes,
but does not factor into any balance calculations.
You create all price lists from the Price lists link. However, if you intend to use secondary price lists, you should factor
that into your planning.
As an example, you can configure primary pricing to charge the user for a print transaction, but use the secondary
price list to track the cost your company pays to the printer leasing company for the job (many lease contracts stipulate
a base cost per page). You could create secondary price lists for each device that reflect the actual costs to operate, then
assign both primary and secondary price list to each device as needed.
Primary, or flat-rate price list capability is included with the Equitrac Office and Express Suite bundles. If you want to
deploy secondary, or dual pricing, you must purchase an additional Dual Pricing license.
When the license is applied, the Dual pricing functionality is available for configuration.
1 In System Manager, select Devices in the left pane.
2 Select a physical device to open the Physical device summary dialog box.
3 Click the Pricing button. A Price list selection dialog box opens.
You can assign a secondary price list at the physical device, port, and queue level.

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Cost Calculation & Currency

You can adjust the number of decimal places that CAS uses to calculate printing costs. The default setting is two
decimal places, but you can extend this to maximum five decimal places if you require more detailed accounting
values. When creating price lists, you can assign prices up to and including the number of decimal places set system-
wide.
In System Manager, navigate to Configuration > Accounting and quotas > Accounting precision.

If you change the number of decimal places from the default, you must change the Windows No. of digits after
decimal option to match the number of decimal places used in System Manager.
To change to default number of decimal places on your workstation, go to Start > Control Panel > Region and
Language > Additional Settings > Currency.
Make this change on all workstations running System Manager, Accounts Manager or Reports Manager, and on any
remote administrative workstations.

NOTE: Equitrac Office and Express management tools (System Manager, Accounts Manager, and Reports Manager)
display currency in the format specific to the configured system regional setting.

Currency symbol
If you are using user prompts within Equitrac Office/Express (Cost Preview, PageCounter cost display, or the Tool tray
applet that is installed with Workstation Client features) you can override the currency symbol used for all balance,
and replace it with another description. For example, you could use “page”, which would display as “5 page(s)” or
“unit” which would display as “5 unit(s)”. Check Override currency symbol, then type the correct text in the field.

NOTE: This override does not apply to standard reports.

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Creating Large-Format Price Lists

You can create a large-format price list for devices that offer large output, such as a plotter. The cost calculation for a
large-format price list is the same as advanced price lists. Adding together the Job Base Price, Page Detail Costs,
Default Page Price, Finishing Costs, and Surcharges creates the total cost for the job. See Advanced Print/Copy Price
Lists on page 269 for details on how this cost is calculated.
The Default page price calculation is slightly different for large-format pricing. The default page price is still factored
into the total cost calculation, but you must also set the unit of measure you want to use for the default page size. If you
select a linear measurement, you must also enter the precise Roll width of the paper. If CAS evaluates a page, but
cannot find a match to any Page detail pricing rule, then the default page price is used for that page instead.
To create a new large format price list, do the following:
1 In System Manager, select Price Lists in the left pane.
2 Select Add large-format price list under Current tasks.
3 Alternately, you can click <Add> in the right pane and select Large-format as the Price list type, or right-click the
right pane and select Add large-format price list from the menu.

4 Enter a Name and Description for the price list.

5 Set the Job attributes, such as a Base price, Finishing operations, or Surcharges. See Creating Advanced Print/
Copy Price Lists on page 271 for details.
6 Set the Page detail pricing for a specific combination of page attributes.
a Set the Default page price to apply to every page that does not match the page detail pricing rule.
b Select a unit of measure from the per drop-down list.
c Click Add to create a new rule, and then select an option from the attribute field’s drop-down list.
d Enter a Price for the page detail pricing rule.

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Creating Fax Price Lists

Fax price lists calculate the total price using three variables: base price per job, surcharges, and price per page or per
minute.

Job Page
Total Fax
Base Detail Surcharges
Price Charges Job Cost

A fax price list requires a combination of the following: Name, Description, Base price, Page detail charges, and
Surcharges.

Name
Fax price lists are assigned to a device within the System Manager > Devices link. Each price list must have a unique
name.

Description
You can use the description field to differentiate two similar advanced price lists. For example, you might have two fax
price lists that are identical except one charges per page and the other charges per minute. Use the description field to
make note of the difference.

Fax Base Price

The base fax cost. Every fax, no matter the size or duration, is charged this base price, in addition to the variable page
details charges and the surcharges.

Page Detail Charges

You can create charging rules that are applied per fax page or per minute of the fax duration. Either edit the Default
rule, or add a new rule. You cannot adjust the Prefix value for the Default rule, because it is designed to be a general
rule that is used whenever the attributes of the fax job do not match any other rule.

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For new rules, enter the area or country code in the Prefix column. When the fax number dialed matches this prefix
value, the rule is applied to the fax. You can create a combination of both per page and per minutes charges. For
example, you can charge a flat rate of $1.00 per page, and an additional time charge of $1.50 per minute.

Fax Surcharges
Surcharges are optional charges added for print jobs generated during a specific timeframe or by a specific printing
account. Equitrac Office/Express evaluates each print job and assigns these surcharges if a match is found.

Surcharge Description

Account surcharge Adds surcharges for individual users, for entire departments, or for a particular billing code.
Click Add, then select an Account type. You must manually type the account name, then click
Verify. Click OK to close the dialog box, and double-click the Action and Value fields to adjust
the surcharge:
• Action - Sets the surcharge as a Percentage or a Fixed value.
• Value - The percentage amount, or the fixed dollar amount for the corresponding Action
selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and
the surcharge is 20%, the job cost is $1.20 (before calculating page attributes).
Note: You must apply a Workstation Client license within System Manager to enable Client
Billing.

Time surcharge Adds charges to the base price that reflect the time of day the fax was sent. You can add more
than one time surcharge to a single price list.
Click Add, then double-click to edit the fields:
• Day - A single day of the week or a range of days when the surcharge applies.
• From and To - Uses a 24 hour clock to select a time range.
• Action - Sets the surcharge as a Percentage or a Fixed value.
• Value - The percentage amount, or the fixed dollar amount for the corresponding Action
selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00, and
the surcharge is 20%, the job cost is $1.20.

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Creating Scan Price Lists

Scan price lists calculate total price using three variables: base price per job, surcharges, and Per page price.

Job Page
Base Detail Surcharges Total Scan
Price Charges Job Cost

To create a scan price list enter the following: Name, Description, Base price, Per page charges, and Surcharges.

Name
Fax price lists are assigned to a device within the System Manager > Devices link. Each price list must have a unique
name.

Description
You can use the description field to differentiate two similar advanced price lists. For example, you might have two
scan price lists that are identical except one charges for an Email destination, and the other charges for a File
destination.

Base Price
The base scan job cost. Every scan, no matter the destination, page count or destination, is charged this base price, in
addition to the variable page detail charges and the surcharges.

Page Detail Charges

You can create charging rules that apply per scan page. Equitrac Office/Express checks each scan page for a match to
these Price per page rules. When a user chooses the scan destination at the device, they can Email the scanned file,
save it to a file folder, or send it to a third-party server (e.g RightFax or SharePoint).

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For each destination, enter a black and white charge and a color charge. However, not all destinations are available on
all scan devices. For example, EFI SendMe devices provide local file, Email, and FTP options, whereas Xerox devices
provide FTP and Email only. Check the capabilities on each Scan device within your deployment before creating Scan
page detail charges and assigning them to devices.

Scan Surcharges
Surcharges are optional charges added for print jobs generated during a specific timeframe or by a specific printing
account. Equitrac Office/Express evaluates each print job and assigns these surcharges if a match is found.

Surcharge Description

OCR Surcharge Adds a surcharge for each page scanned with the OCR (Optical Character Recognition)
attribute. The Scan Tracking API detects this attribute, then applies the surcharge per page.

Account surcharge Adds surcharges for individual users, for entire departments, or for a particular billing code.
Click <Add...>, then select an Account type. You must manually type the account name,
then click Verify. Click OK to close the dialog box, and double-click the Action and Value
fields to adjust the surcharge:
• Action - Sets the surcharge as a Percentage or a Fixed value.
• Value - The percentage amount, or the fixed dollar amount for the corresponding Action
selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00,
and the surcharge is 20%, the job cost is $1.20 (before calculating page attributes).
Note: You must apply a Workstation Client license within System Manager to enable Client
Billing.

Time surcharge Adds charges to the base price that reflect the time of day the job was scanned. You can
add more than one time surcharge to a single price list.
Click <Add...>, then double-click to edit the fields:
• Day - A single day of the week or a range of days when the surcharge applies.
• From and To - Uses a 24 hour clock to select a time range.
• Action - Sets the surcharge as a Percentage or a Fixed value.
• Value - The percentage amount, or the fixed dollar amount for the corresponding Action
selection. Percentage refers to the percentage of the Base Price. If the Base price is $1.00,
and the surcharge is 20%, the job cost is $1.20.

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Assigning Price Lists

Before you assign a price list, it is important to understand the rules CAS follows to determine which pricing to apply.
When Equitrac Office and Express receives a print request, it evaluates the transaction type requested (e.g. print, copy,
scan, or fax). Equitrac Office/Express then references CAS for a Print Queue price list that matches the requested
transaction type. If none is found, Equitrac looks for a port price list matching the transaction type. Again if none is
found, Equitrac looks for a price list assigned at the device level that matches the transaction type. If no specific price
list is found at any level, the Default price list is used for the requested transaction type. If there is no default price list,
Equitrac assumes that the price for the job is $0.00. This logic is depicted in the diagram below.

Transaction
Incoming Type Print Queue Yes
Price List?
Job Request

No
DB
CAS

Port Yes
Price List?
No

Device Yes
Price List?
No

Default Yes
Price List?
No

Use this price

Apply $0.00 list to calculate
pricing job cost

It is important to apply a price at the correct level within Equitrac Office and Express:
• Assign to a physical device – assign a price list for each transaction type that the device is capable of producing.
Some multi-function devices can provide print, copy, scan, and fax support. Others may only provide print, copy,
and scan support.
• Assign to a port – assigns a single price list to the device’s port. If you want to establish different charging rates
depending on which print server the job request came through, you can assign a price to a port. This functionality
is useful if a particular print server is dedicated to a particular group of individuals for whom you want to either
increase or decrease print costs.

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• Assign to a queue – assigns the price list to all devices within a print queue. If you setup Windows to hold print
jobs within a given queue until after hours, you can assign a "cheaper" price list to the entire queue. Or, you might
have several queues all printing to the same set of devices, but one queue holds jobs that are a lesser priority than
other queues. If you setup the queue to print these jobs only when there are no jobs waiting in a higher priority
queue, you could assign a less expensive price list to jobs generated from that queue.
• Assign to an embedded device – assigns the price list to a specific embedded device, which applies the price list to
all jobs received at that embedded device.
You can assign only one primary price list and one secondary price list to a single port or queue, or embedded device.
However, you can apply one primary and one secondary price list for each transaction type to a physical device.

NOTE: You must apply a Dual Pricing license within System Manager to enable the Secondary price functionality.

Applying Price Lists

Since price lists are applied at the device level, you must switch to the System Manager > Devices link to apply the
price list.

To apply the price list to a physical device, embedded device, port, or print queue, select the individual entry from the
list. In all cases, a Summary dialog box opens for the selected entry. From the Summary dialog box, click the Pricing
button.

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For physical and embedded devices, this dialog box contains five different transaction types, for which you can set a
primary and secondary price list. If you set a different price list for each transaction type, ensure that the device
supports the transaction type first.

For Ports, Queues, and Embedded Devices, this dialog box allows you to select a single primary and secondary price
list only. Each drop-down is populated with Basic, Advanced, or Large-Format price lists only (scan and fax price lists
are not available).

You cannot make changes to price lists from this dialog box. Instead you can only choose the primary and optional
secondary price list to apply to the current device. The Secondary pricing options become available only after you
select a primary price list for that price list type.

Import/Export Wizard for Price Lists in Web System Manager

Web System Manager offers an Import/Export wizard to transfer price lists. Transferring price lists through the wizard
is useful when:
• upgrading from Equitrac trial version to a full production version
• moving Equitrac to a new server
• installing Equitrac on a new system with different sets of users and devices while keeping already existing price
lists intact

NOTE: Import/export requests are validated by the Core Accounting Server (CAS). The generic usage guideline is to
export data before you carry out any of the above operations, and import it after the operation has completed and
you have verified that your system is working error-free.

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To export price lists into a .csv file, do the following:

1 Under Tools, select the Export tab.
2 Specify the target path in UNC format for the output .csv file.
3 Click the Price list check box.
4 Click Start. You can also check progress status as your request is being processed by clicking Check progress.
CAUTION: Export will overwrite existing files on the specified target path. For example, if price lists were previously
exported to that path, the new price lists .csv file will overwrite the previous file.

To import price lists from a .csv file, do the following:

1 Under Tools, select the Import tab.
2 Choose the already specified target path in UNC format for the input .csv file.
3 Click the Price lists check box. You can also update existing records by clicking the Price lists check box under
Update existing records.
4 Click Start. You can also check progress status as your request is being processed by clicking Check progress.

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Departmental Pricing
If you want to set up different pricing scenarios based for specific groups of users, you can apply Departmental
Pricing. For example, you can create one price list for students, and a different price list for staff. The diagram below
illustrates the general concept.
When a user assigned to a specific department sends a job request, CAS verifies their department membership and the
job attributes, then applies the correct price list and charges the account accordingly.

user user

user user

user user

Department Department
1 2

Job Job
Request Request

Price List Price List

A B

Departmental pricing assigns a price list to all users within a department.

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You can also apply Departmental pricing at the transaction level. If you create several price lists for each transaction
type (print, copy, scan, fax), then apply an appropriate price list to each transaction type that a device is capable of,
CAS calculates job cost based on the transaction type price list. For example, if a device’s capabilities are print and
copy, you can apply one price list to print transactions, and a different one to copy transactions. To charge different
copy and print transactions costs for two different departments, you would have to create and apply two print price
lists, and two copy price lists.

user

user

user

Department

Print Copy Scan Fax

job job job job

Print Copy Scan Fax

Price list Price list Price list Price list

Extend the Departmental Pricing functionality to charge by transaction type per device

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Creating and Applying Departmental Price Lists

All price lists, including Departmental price list, are created the same way. However, you need to be aware of the
department structure set up in Accounts Manager before you create price lists that you want to assign by department.
Create price lists that reflect the existing department structure, because you can apply a price list to existing
departments only.
Before you can apply a price list to a department, you must set up the department name in Accounts Manager. You can
assign users to each department at a later stage, but the department must be defined and known to CAS before you can
apply pricing at the department level.
You can assign departmental price lists to a physical device, port, print queue, e-queue, controller interface, or
workstation device.
To assign a departmental price list, do the following:
1 In System Manager > Devices, select the device that should use departmental pricing.
2 In the Physical Device summary dialog box, click the Pricing button.
3 Click the Departmental pricing button. The Department price list selection dialog box opens.

4 Click <Add...> to start a new price list entry, then select an option from each of the three columns.

Column Description

Type • The transaction type that the price list will apply to.
• You can apply a different price list per transaction type, as long as the device supports the transaction
types.
• The price list columns updates to show only the price lists you created that match the selected
Transaction type.

Department • The price is applied to all jobs (matching the transaction type) generated by users within this
department

Price list • Choose the price list that you created specifically for this department and transaction type.
• Only price lists that match the transaction type are shown in the list.

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Repricing Jobs on Release

There are cases where you may prefer to recost a job upon release from a secure queue. If the Cost Preview feature is
enabled or the Print Queue Viewer is installed on the user’s workstation, the user is quoted a price for a print job based
upon the job characteristics and the capabilities of the device they chose to print to. However, if the printer has a
secure queue, and Follow-You Printing is enabled, the user might choose to release the print job on a printer that
might change the calculated job cost.
For example, if the user is working with a color document, but selects a monochrome device when first sending the
job to print, the user is quoted a price based on monochrome properties. If the user then releases the same job from
the secure print queue to a color device, the previously quoted price based on monochrome properties will not
accurately reflect the real cost of the job.
The Reprice after release feature forces CAS to recost the job when it is released from the secure queue, using the
output price list defined for the device.
To enable this feature, open System Manager and navigate to Configuration > Printing > DRE/DRC and Follow-
You Printing and select Reprice after release checkbox in the Settings section.

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Topics
Enabling Secure Printing
Managing Device Pull Groups
Setting Up Follow-You Printing
Setting up the Print Driver Repository
Configuring Send To Printing
Desktop Printing
Mobile Printing

Beyond the basic configuration, Equitrac Office and Express offer several different advanced printing options. This
chapter provides reference information and complete instructions to configure each of these advanced features:
• Secure printing sets up virtual print queues that hold jobs until they are released at a Release Station, Web Release
Station, PageCounter control terminal, or an MFP embedded device by a valid user.
• Device Pull Groups provide a method of organizing compatible printers to allow users to release print jobs from
the secure queue to any device within the pull group on the same print server. Pull Groups extend secure printing
functionality, and are required for Follow-You Printing.
• Follow-You Printing extends the Secure Printing functionality to allow users to pull their print jobs from one
secure print queue to another, even across Print Servers.
• Send To printing allows a user to submit print jobs to the secure queue on behalf of other users.
• Desktop Printing enables print tracking and specialized pricing scenarios to output devices that are not managed
by a DRE print server.

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Enabling Secure Printing

Secure printing holds documents in a secure print queue until the user releases the document from either a client
application (e.g. Release Station), or from a control terminal (e.g. PageCounter).
In environments where users print proprietary or confidential documents, secure printing gives users the power to
control the timing of their output. Equitrac Office/Express holds documents sent to registered devices in DRE’s secure
print queue. Through a client application or control terminal, users can view documents in the queue, then select,
delete, or release documents for printing.
Depending on the needs of your organization, you can setup basic secure printing only or extend the functionality to
use Follow-You Printing and/or Send To printing. In a basic setup (illustrated in the diagram below), the print job is
held in a secure queue until released to the destination printer.

In an advanced Follow-You Printing setup, the user can choose a different destination printer at the Release Station or
control terminal—they do not have to release the job to the printer originally selected at the user workstation. For
more on Follow-You Printing, see Managing Device Pull Groups on page 295. In a Send To printing setup, the user
can release a job to the secure queue on behalf of other users, and the print job appears in the secure queue for each
user selected. For more information on Send To printing, see Configuring Send To Printing on page 306.

CAUTION: If you also configure network printing Routing Rules that hold a job, the rules override the secure printing
settings for all devices that are part of a print rule. When a user submits a print request, Equitrac first checks the print
rules to determine if the job should be held. If no rule exists for the destination printer, Equitrac checks the secure
printing settings for the device. If secure printing is not enabled, the job is released directly to the printer. See
Routing Rules on page 319 for full details.

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Secure Printing Configuration Workflow

You can enable secure printing on any device that is configured to use the Equitrac Port Monitor. Follow this workflow
to enable basic secure printing system-wide.
1 Convert all existing ports to Equitrac Ports.
See Creating Equitrac Printer Ports on page 52 for instructions on converting or adding ports.
2 Enable secure printing on each device queue.
For every device that you want to hold print jobs in a queue, rather than printing directly, enable the secure
printing option on the device’s queue:
a In System Manager, click Devices.
b Switch to Standard view, then expand the device’s port to view the print queue for that printer/port.

c Click the print queue link to open the Print queue summary dialog box.

d In the Behavior section, enable the Secure printing option and click OK.
3 Add printers to one or more Release Stations.
The secure print queue is created on DRE, but the Release Station is populated with print jobs only after you
configure the Station to hold jobs from specific device queues. See Printers Tab on page 417 for instructions to add
specific printers that populate the Release Station with print jobs.
To configure advanced secure printing, see Managing Device Pull Groups on page 295.

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Administering the Secure Print Queue

The Print Queue Viewer provides a tool for Administrators to view and delete documents within the secure print
queue. Each DRE has its own print queue, and therefore its own Viewer. If you deployed multiple DREs you can run
multiple Viewers at the same time. You must specify the DRE print server you want to connect to when you launch the
Viewer.
1 On your Windows desktop, select Start > All Programs > Equitrac Office or Equitrac Express > Print Queue
Viewer. This creates the Viewer icon in the Windows task tray.
2 Double-click the icon to open the Print Queue Viewer.

3 Click any document in the list to select it. Hold down SHIFT or CTRL to select multiple documents in the queue.
You can sort documents in the list by clicking any of the column headings visible in the Viewer.
4 To delete selected documents from the queue, press the Delete key or choose Delete from the Document menu.
Select View > Simple view or View > Full view to change the default view depending on how many document details
you want to display.

NOTE: Start the Print Queue Viewer with the -s option to customize Viewer’s visible columns. Select View > Custom
view, and then select View > Select columns to select or clear columns as desired.

Select View > Hide to close the Viewer without shutting down the service. The Viewer icon remains visible in the
Windows Task tray. Use the Refresh option to update the Viewer document list while the Viewer is open; the list does
not refresh automatically.
To shut down the service, right-click the icon in the task tray and select Exit. You can also select Show/Hide to open
or close the Print Queue Viewer window.

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Managing Device Pull Groups

As you configure devices in System Manager, you can create and manage printer pull groups that group similar
devices together. With secure printing enabled, users can release jobs from the pull group queue to any compatible
device within the pull group. Pull groups are required to support Follow-You Printing.
The groups you create should reflect the needs of your organization. For example, you can group compatible devices
by physical location, by department, by manufacturer, etc.
You can create pull groups that include a selection of devices from a single print server only OR across multiple print
servers.

Two pull groups are created from a Two pull groups are created from
single print server across print servers

Choosing Devices to Group

The key to creating pull groups is to ensure that all device drivers within the group are technologically compatible. If
you want a print job generated for one printer to output successfully on another printer, you must ensure that the
other printer can understand all of the print commands included in the datastream from the driver.
If the user specifies staples for the print job, but the target device does not support staples, Equitrac charges for the
staples if the associated price list specifies a finishing cost. Similarly, if the user specifies the print job as full color, but
releases the job on a machine that supports black and white only, the output is black and white, but Equitrac charges
for color, depending on the price list on the release machine, and color attributes that are recorded in the database.
You can also add the same device to multiple pull groups. For example, if you want to enable users to retrieve all print
jobs (both color and monochrome) at a color device, but only monochrome print jobs at a monochrome device, you
can add the same device to two different pull groups: one groups color devices, the other groups monochrome devices.

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Printer Pull Group Workflow

To create a pull group, follow this workflow:
1 Enable secure printing on all physical devices that you want to add to the pull group.
See Secure Printing Configuration Workflow on page 293 for instructions.
2 Associate a control terminal with each physical device that is part of a control group.
See Control Terminals on page 62 for instructions.
3 Assign two or more devices to one or more pull groups.
a In System Manager, select Devices, then click on one or more physical devices.
Use CTRL-click or SHIFT-click to select more than one device.
b In the Physical Device Summary dialog box, select the Release documents from pull group option. Type in
the name of the Pull group (e.g. PullGroupA), then click OK to apply the change. You only have to type in the
name of the Pull group the first time you use it. Afterward, it appears in the list automatically.

c Repeat steps a and b for each physical device that should be part of a Pull group.
d To add the device to multiple pull groups, enter the name of the pull groups into the Release documents from
pull group field, separated by a semi-colon. For example, PullGroupA; PullGroupB; PullGroupC.

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Setting Up Follow-You Printing

Follow-You Printing extends the basic functionality of secure printing by allowing a user to release a print job to other
compatible devices in the campus, regardless of the printer the user originally specified when submitting the print
request. Even if you deployed multiple DRE print servers, each of which manages a separate set of devices, you can
configure Equitrac Office and Express to allow printing across print servers.
For example, a student who attends classes in different buildings can submit their print job from their computer in
Building A, and while enroute to a class in Building B, the user can walk up to any release device (PageCounter,
Release Station, or embedded device) and pull the job to a compatible printer nearest them.
In a wireless scenario, a student could submit a print job from their laptop within the classroom, then simply go to the
nearest terminal to release the job and take the printout back to the classroom immediately.

When a user submits a print request, they select a destination printer, but the job is actually held in DREs secure print
queue. The user can walk up to any release device (PageCounter, Release Station, or embedded device), and release the
job to any compatible printer in the Pull group. Users may also retrieve Follow-You Printing jobs on a device
connected to a different CAS and DCE/DRE server. For more information, see Follow-You Printing Across Multiple
Accounts Servers on page 301.
Pull groups are simply groups of compatible printers, manually grouped by the Administrator. Devices assigned to a
Pull group can be managed by any DRE print server, allowing the user to print across Print Servers and “pull” their
print job where it is needed. For full details on Pull groups, see Printer Pull Group Workflow on page 296.

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Follow-You Printing Configuration Workflow

To set up Follow-You Printing, do the following:
1 Enable secure printing on each device.
Configure the devices to use secure printing. See Enabling Secure Printing on page 292 for instructions.
2 Create Pull groups, and add physical devices to each Pull group.
If users release documents from Release Stations, you must create Pull groups, then add each device to a Pull
group. See Printer Pull Group Workflow on page 296.
3 Enable Follow-You Printing on each Release Station.
On each Release Station client, open the Release Station Configuration utility, and enable Follow-You Printing on
the Operation tab. See Using Follow-You Printing on Release Station on page 427 for further details.
No further configuration is needed for Control Terminals.

Release Station Behavior

From the user perspective, the Follow-You Printing release functionality follows this workflow:
1 The user sends a document to a printer configured with a secure print queue. If configured to use Release keys, the
user assigns a release key to the print job. Release key is an Equitrac Express feature.
2 DRE associates the print request with the user’s credentials or the release key, and holds the document in the
secure print queue.
3 The user logs on to a Release Station using valid credentials (either Windows login or Release key, depending on
the Release Station configuration).
4 The user selects a destination printer (which can be an entirely different printer than the original device the job
was sent to).
5 The user selects the print job from the list of jobs available in the Release Station list, and clicks Print.
6 Depending on how the Release Station is configured, the user may be prompted for payment at this point, or
immediately after they select a destination printer (step 5).
7 The user clicks OK to release the job.

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PageCounter Behavior
From the user perspective, the Follow-You Printing release functionality uses this workflow on PageCounter
terminals:
1 The user creates and sends a document to a printer configured with a secure print queue.
2 DRE associates the print request with the user’s credentials or release key, and holds the document in the secure
print queue.
3 At the control terminal, the user has one of the following options available for document release, depending on the
release behavior configured for the terminal:

Release Behavior Description Control Terminal Prompt

All are released The device releases all queued documents for the N/A
current user automatically.

First is released The device releases only the first queued document. N/A

Select to release User can select one or more documents to release or Document1.txt
delete. Print Del End

Prompt The device prompts the user to release all documents Select Use:
for that user. All Select End
OR
Select Use:
All Select Find*

* Find replaces End if Multi-server Follow-You is used.

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Configuring Follow-You Printing

To configure Follow-You Printing settings, do the following:
1 In System Manager, navigate to Configuration > Printing > DRE/DRC and Follow-You Printing.

2 Select the Site where you want Follow-You Printing to be accessible from.
3 In the Settings section, select any of the following options:
• Cost the job before printing – sets the price to a print job based on its properties.
• Reprice after release – changes the price of a print job if its properties change after it is released.
• Released document name – enter a name for the document as it will appear in the print queue viewer after the
job has been released from the Equitrac secure print queue.
• Hide document name in Windows print window – select this option if you do not want certain documents
(e.g. confidential) from being viewed in the general print queue.
• Send notifications – select User or Workstation as the notification recipient.
• Release key jobs – (for Equitrac Express only) if prompt for release key is enabled, select how to handle these
jobs in the print queue after they are released—either Delete after release or Keep until expiry.
• Only print released job while user is logged in to device– if the user logs off prior to printing the job, the job
is put back into the print queue without being released, and the re-queued print job is not charged to the user.

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4 In the Space management section, do the following:

a Enter the Job expiry time. This is denoted in hours.
b Enter the Print distribution job expiry time. This is denoted in hours.
c Enter the Minimum disk space required to hold a print job.
5 Select Enabled or Disabled as the global Secure printing default for Follow-You Printing.
6 Select Retrieve username from PJL setting for applications that insert the PJL string into the print job. For
example, HP ePrint Enterprise uses this PJL setting.
7 Click OK to save the settings.

Follow-You Printing Across Multiple Accounts Servers

Users are able to retrieve Follow-You Printing jobs on MFPs connected to several CASs. Follow this workflow to use
multi-server Follow-You Printing:
1 The user must be registered in the database on all relevant CASs with the home server value correctly set. Users
must always print to the e-queue on their home server.
2 The pull group name must be the same on every CAS. See Managing Device Pull Groups on page 295.
3 Both DCE/DRE servers need to be running under the same security credentials. See your operating system’s
documentation for more information on this.

Multi-server Follow-You Printing Prompts on the PageCounter Terminal

When the user logs in at a PageCounter terminal, DRE gathers the user credentials and determines their Home or
local server setting. The user is able to select jobs on the local (or Home) print server regardless of the Release
Behavior configured for the terminal.
However, to allow the user to view jobs on other print servers, the PageCounter Release Behavior must be set to
“Prompt”. After the user logs in and selects Print, the following prompt is displayed:
[X] Documents found on local servers
All Select Find

If the user presses F2 for Select, they can browse the list of jobs on the local server. If they press F3 for Find, they can
locate another print server. The following prompt is displayed:
Choose server name or search all
Choose Search Find

The user can press F1 to view a list of servers, F2 to search for a print server, or F3 to search for a document across
print servers. If F3 was pressed, the user sees the following:
[Print Server Name]
[Print Server Name]

The user can use the arrow keys to select the server that contains the documents they want to release. The terminal
then searches the select print queue for documents printed by this user. The user can then select a document, print or
delete it, or cancel out of the terminal session.

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Setting up the Print Driver Repository

Equitrac Office and Express offer a centralized Print Driver Repository dedicated to managing print drivers on
workstations for DRC printing. When a user submits a print job and logs in to a system-configured MFP to release
their job via Follow-You Printing, the workstation client checks the MFP driver requirements and automatically
downloads and installs the configured print driver if it is not on the user’s workstation. The Driver Repository is
centrally managed by the system administrator to maintain current and new drivers for the networked MFPs.
The Driver Repository maps the print drivers and ports to the associated MFPs on the network. The correct print
driver will be found and installed at the MFP even if CAS service is offline if DRC synchronized its cache before the
CAS service went offline.
To set up the Driver Repository, do the following:
1 In System Manager, navigate to Configuration > Printing > Driver repository.

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2 Click Manage drivers to open the Manage drivers screen, and click New.

3 On the Add printer driver wizard Name and Description screen, do the following:

a Enter a Name for the driver package. This is the Driver name which displays in the Printer driver mapping.
Consider using a detailed naming convention listing the MFP model, bit and OS if you are setting up an multi
manufacture and model environment.
b Add the INF File for the desired print driver. Either enter the file path to the folder where the driver is located
on the system, or click the folder icon beside the field to retrieve the INF file.
c Optionally enter a description for the driver package.
d Click Next.

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4 On the Add printer driver wizard Manufacturer and Processor selection screen, do the following:

a Select a Manufacturer from the drop-down list.

b Select a Processor for the environment. Depending on the driver, the processor can be x64, x86, or both. Some
.INF files may contain multiple models, therefore both x64 and x86 processors may be selectable for a single
driver.
c Click Finish.
NOTE: If the driver is not signed by Microsoft, an error message pops up indicating that the publisher of this driver is
not trusted. Equitrac does not support unsigned drivers.

NOTE: If a driver is signed, but not cross-signed by Microsoft (i.e. signed drivers with untrusted publishers), the
driver's certificate must be added under "Trusted Publishers" for machines in the customer's domain. This is done by
adding the certificate to the AD server as a group policy under "Trusted Publishers" and pushing it down to all users.
See your Microsoft documentation for details.

The new driver is uploaded and added to the list of print drivers in the Driver Repository.

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5 Click New again to continue adding more print drivers to the repository.
6 Click OK after the desired print drivers have been added.
7 On the Driver Repository main page, select an MFP from the Manufacturer drop-down list.

8 Click Add and then select the following from the associated drop-down lists:
• Model name – the list is populated with all available MFPs.
• Environment – either x64 or x86 processor.
• Package name – the print driver package created with the selected INF file.
• Driver name – the name of the driver from the INF file associated with the MFP model. The INF file can
contain multiple driver names.
9 Click Apply when all fields are populated.
10 Continue to Add driver mapping for the appropriate manufacture and models available to the user.
11 Click OK when all driver mapping is complete.

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Configuring Send To Printing

Send To printing allows users to submit print jobs on behalf of other users. For example, a Professor may submit print
jobs on behalf of students to print from any release device (Release Station, PageCounter, or embedded device) prior
to class.

WARNING: When enabled, Send To printing overrides all other client popup functionality on the workstation. The
user can enable or disable the Send To printing popup prior to each print job. When Send To printing is enabled, the
Client Billing, Cost Preview, or Job Rename popups do not appear on the workstations.

The user who submits the print job (called the originating user), can select any combination of User Accounts,
Departments, or Windows Active Directory Groups as the recipients. Alternatively, the user can set a release key for
the job. The originating user can also assign charges or accept costs for the print job themselves.
The diagram below depicts the Equitrac Office/Express workflow when either Equitrac User Accounts or
Departments are selected as recipients. DRE validates the recipient names against the CAS database. The job is added
to the secure queue for all valid recipients. If an invalid recipient is found, DRE sends an error notification message to
the originating user, indicating that a specific recipient was invalid. Valid recipients can release the job from any
control terminal that queues jobs for the destination printers selected by the originating user.

NOTE: Send To printing is not supported in Macintosh environments.

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Send To Printing Configuration Workflow

Follow the steps below to configure Send To printing on both the server and on the user workstations.
1 Enable secure printing on the DRE print queues.
Send To printing holds jobs in the secure print queue until specified recipients release the jobs. Secure printing
must be enabled on the destination printer’s device queue to support this functionality. See Enabling Secure
Printing on page 292 for instructions.
2 Grant Print Distribution permissions within System Manager to all users who use Send To printing.
Create a separate domain group that includes only users who use Send To printing. In System Manager, navigate to
Configuration > Security and authentication > Access permissions, and grant Print distribution access to the
new domain group.

3 Adjust the default job expiry time.

Jobs sent on behalf of others remain in the secure print queue for a specified time only. By default, the job remains
in the queue for one hour. If this time period is too short, change the default in System Manager > Configuration
> Printing > DRE/DRC and Follow-You Printing. The user can override this default when selecting Send To
printing recipients in the client popup.
NOTE: These print jobs consume disk space until they are either released from the secure queue or deleted upon
expiry. Ensure that the control terminals can support the increased amount of disk space required, depending on
the number of users and nature of documents that are held in the queue for others.

4 Install at least one Workstation Client feature on each user workstation that supports Send To printing.
At least one other Workstation Client feature must already be installed on the user workstation. If not, run the
client installation, and install one of the following: Cost Preview, Job Rename or Client Billing. These features
install the Equitrac Print Provider service that is required to support Send To printing.
5 Copy the EQPDToolTray.exe utility to each user workstation that supports Send To printing.
This utility is installed with the DRE component, and is located in the Program Files\Equitrac\Office or
Express\Tools folder on the DRE server. Copy the utility to the Program Files\Equitrac\Office or Express\Client
folder on each user workstation. Double-click the utility to start the service. The Print Distribution icon appears in
the Windows task tray.

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Client Popup Behavior

From the user perspective, the Send To printing functionality follows this workflow:
1 Before printing a document, the user decides whether to enable the Send To printing utility. They can click on the
Print Distribution icon in the Windows task tray, then check Send next job to distribution list.

2 The user submits the print job and chooses a destination printer.
If the destination printer has a secure print queue, the Send To printing popup appears on the users desktop.

3 The user selects one of the following options: Recipients or Release key (Equitrac Express feature) Printing costs,
or Job settings.
4 The user clicks OK to submit the print request.
NOTE: The user cannot recall the print job once it has been sent.

Recipients
Recipients of a print job can be any combination of Equitrac User Accounts, Equitrac Departments, or Windows
Active Directory Groups. Alternatively, users can enter a Release key.
Recipients must meet one of the following criteria:
• a user ID in the current domain
• a domain-qualified user ID, such as rtm\bleatham (where rtm is the domain name)
• a valid Active Directory Groups distribution list
Users can either type these recipients directly in the Users or lists field, or click the Add button to search for recipients.

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NOTE: As a best practice, encourage users to select recipients from the Search dialog box. For users and
departments, these names are validated by Equitrac Office/Express before populating the list. If a user types in a
recipient incorrectly, CAS notifies DRE, and the user receives an notification message that a recipient is invalid. The
print job is not added to the secure queue for any invalid recipients.

For users or departments, clicking Add brings up the Search dialog box. Users can leave the Criteria field blank to
view all users/departments within the database, or they can enter criteria to narrow the search.

After making selections and clicking OK, the recipients are added to the Users or lists field. Recipients selected from
the Search dialog boxs are prefaced with a "D" for departments, or an "AD" for active directory groups. If the user
manually enters a department or Active Directory group, and does not preface the name with an A or AD, Equitrac
Office/Express tries to resolve the name against the User Accounts database first, then against departments, then
against the Active Directory Groups list.
In cases where departments and Active Directory Groups have the same name, the user must enter the correct prefix.
Otherwise, the department name is used to determine the recipients.

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If the user clicks Add Groups, the Select Groups dialog box opens. The user can choose the Object Types or locations
to search, or just type a group name in the Enter field, then click Check Names to verify the name against the list of
available Windows Active Directory Groups.

NOTE: LDAP groups are not supported.

Release Keys
Release keys are Equitrac Express features that must be enabled on the DRE print server in System Manager > User
interaction > Session flow to support the release key option. In addition, you must Enable Release Key Session
Security on the Release Station that manages the destination printer’s queue. See Session Security on page 413.
Users can assign a release key to a print job and allow other users to walk up to any release device (Release Station,
PageCounter, or embedded device), and print any jobs in the queue that were submitted using that release key.

Printing Costs
The originating user can set the Printing Costs before they submit the Send To printing job:
• Charge normal costs to recipient

Applies the system price lists, if configured. See Configuring Price Lists on page 265 for details.
• Charge fixed cost to recipient
Overrides the system price lists and charges a specified fixed price instead. This charge is applied to each recipient.
If the “Reprice after release” feature is enabled, the job may be repriced if the job properties change upon release.
See Departmental Pricing on page 287 for details.
• Accept all costs for this job
The originating user accepts the costs for the print job. The system price lists are applied and their account balance
are validated when they click OK to submit the Send To printing job.

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Job Settings
The originating user can replace the current document name with any name of their choosing. This name appears in
the control terminal queue.

The originating user can also override the default job expiry time. By default, Send To printing jobs remain in the
secure queue for one hour. However, Administrators can change this default within the System Configuration, and
originating users can enter any job expiry time they deem fit. The print job remains in the secure queue for this length
of time, requiring enough disk space to store the jobs until they are either released or expired.

Viewing Send To Printing Jobs in the Secure Queue

Jobs submitted using Send To printing appear slightly different in the control terminal queue. If the originating user
selected one or more recipients, Equitrac Office/Express prefixes the document name with the originating users’
UserID. The released job is charged to the User ID releasing, unless the originating user accepted the print charges.

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Desktop Printing
Desktop printing tracks the use of local printers connected to a user workstation. These printers are not controlled by
a DRE print server. A user may attach a device directly to their user workstation via an LPT or USB connection, rather
than print through an Equitrac print server or the workstation direct IP printing feature in the Equitrac Client
Workstation. Equitrac Office/Express groups these devices as Workstation devices.

CAUTION: Charging for color attributes is also possible but depends upon the properties of the printing application
and the printer driver. If the application and print driver do not differentiate between color and monochrome pages,
color attribute charges for desktop print jobs will not be accurate.

CAUTION: Desktop printing does not enforce Account Limits.

Desktop printing is often deployed when you need to track print volume for users who require private printing
devices. As an example, legal documents, accounting documents, or HR documents are often proprietary and should
not be left unattended on a printer. You can install the Desktop printing feature per device, limiting access and
applying specialized pricing scenarios. You can also create special rules that determine the types of jobs that can print
to these devices.

• user
• userverification
verification
• print
• printcharge
chargecalculations
calculations
• account
• output balance
tracking
management
• output
• account tracking
balance mgmt

The Desktop Port Monitor intercepts print requests to the local printer

NOTE: Desktop Printing is not supported in Macintosh environments.

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User Workflow for Desktop Printing

From the user perspective, the Desktop Printing functionality follows this workflow:
1 The user needs to print a private document, therefore they select the local workstation printer.
2 Depending on the document attributes and the rules set for the device, one of three things occur:
• Equitrac Office/Express allows the document to print on the local device if the user or release key is validated.
• Equitrac Office/Express denies printing to the local device, because the document attributes meet or exceed
criteria defined in the print rules for that device, and delete the print request.
• The user receives a warning that the document attributes meet or exceed criteria defined in the print rules for
that device. The user can choose another printer, or elect to over-ride the warning and print to the local device
anyway.
For complete information on print rules, see Routing Rules on page 319.

Desktop Printing Configuration Workflow

To set up Desktop printing on each user workstation that prints to a device not managed by a DRE Print Server, do the
following:
1 Install the Desktop Printing Utility on the user workstation.
Run the Equitrac Client Installer and select the Desktop Printing feature.
2 Send a test page from the workstation to populate System Manager automatically.
The first time you print from a workstation to a local device, the device is registered automatically in System
Manager > Devices. Switch to Workstation view to see the local printer.
3 Set the device properties.
In System Manager > Devices, click on a local device to view the Workstation summary dialog box. Change the
Name, Description, and if required, apply pricing parameters.
You can apply a default price list or a primary and optional secondary price list as needed. See Basic Print/Copy
Price Lists on page 268 or Advanced Print/Copy Price Lists on page 269 to create price lists.
4 Create rules that limit access to the local printer.
You can limit the users who are permitted to print to this printer. See Creating Desktop Print Rules on page 334.
These rules also allow you to limit access to the printer based on job attributes.
5 Select any applications that are excluded from Desktop Print tracking.
Set system-wide exclusions to desktop print tracking. Exclusions are specific applications that you do not want to
track output for.

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Excluding Applications
The Exclusion list specifies applications that Equitrac Office and Express do not track, and applies to all workstation
devices not managed by a DRE Print Server. Some applications conflict with the resources necessary to invoke the
print tracking within Equitrac Office/Express. If you find that Equitrac is unable to process print jobs from a
particular application, exclude it from the list. By default, the list is populated with known application conflicts.
When Equitrac Office/Express evaluates a print transaction, it first checks whether the document originates with a
tracked application or an excluded application. If the application is on the Excluded list, Equitrac Office/Express
proceeds with the print and does not track any transaction or document data. If the application is included for
tracking, Equitrac assesses the document data to assign the appropriate tracking and popup behaviors.
1 In System Manager, navigate to Configuration > Printing > Desktop printing exclusion list.

2 Click Add to specify an application for desktop printing to exclude.

3 Enter an Application name and Description, and click Add.

4 Click OK to close the Desktop printing exclusion list dialog box to save the changes.

Re-enabling an Excluded Application

You cannot enable print tracking for any of the system default excluded applications, however, you can re-enable an
application within the Additional excluded applications list.
1 In System Manager, navigate to Configuration > Printing > Desktop printing exclusion list.
2 Select an application from the Additional excluded applications list and click Remove.
3 Click Yes to confirm the removal.
4 Click OK the Desktop printing exclusion list dialog box to save the changes.

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Editing an Excluded Application

You can edit the description of an excluded application to make it more identifiable in the list. You cannot edit the
application name because the Exclusion list identifies excluded applications by their executable filename.
1 In System Manager, navigate to Configuration > Printing > Desktop printing exclusion list.
2 Select an application from either the Default or Additional excluded applications list and click Properties.

3 Edit the application’s Description and click OK.

4 Click OK on the Desktop printing exclusion list dialog box to save the changes.

Excluding Printer Ports

Desktop Printing tracks prints based on local printers connected to a user workstation. Some printer software installs
"soft" printers to generate different paperless output, such as PDFs. Equitrac Office/Express can exclude these "soft"
printers from being tracked through desktop printing.
The Port exclusion list specifies port names and definitions that Equitrac does not track through desktop printing.
When Equitrac evaluates a transaction, it checks if the document is sent to a port on the excluded list. If the port name
or description is on the Excluded list, Equitrac does not track any transaction or document data. By default, the
exclusion list is populated with common soft printers.
To add more ports to the exclusion list, do the following:
1 In System Manager, navigate to Configuration > Printing > Port exclusion list.

2 Click Add to specify the Port Name for desktop printing to exclude, and click OK.

3 Click OK to close the Port exclusion list dialog box to save the changes.
To remove a port from the exclusion list, select the port name, click Remove, and click Yes on the confirmation popup.

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Mobile Printing
The Mobile Printing component of Equitrac Office and Express enables users to print to the printers in your
environment without the need for a connection to the local network. Users can print from any smartphone, tablet,
laptop or PC.
Equitrac Office/Express utilizes the PrinterOn Enterprise Solution for mobile printing by emailing documents to a
PrinterOn Enterprise-enabled printer, or by using one of the PrinterOn mobile printing applications available for iOS
and Android devices. Once the print job is routed through PrinterOn, the job is passed to Equitrac and tracked in the
same manner that documents printed through any Equitrac implementation are tracked.

CAUTION: This process assumes that you have correctly set up, configured and licensed all PrinterOn and Equitrac
components. Complete instructions on installing and setting up PrinterOn is beyond the scope of this document.
Please see the PrinterOn documentation for detailed instructions on how to set up PrinterOn.

Requirements
• Equitrac Office or Express version 5.2 (or higher)
• PrinterOn version 1.9 R2 (or higher)
• One Mobile Printer license per printer enabled for Mobile Printing

Enabling Devices for Mobile Printing

A Mobile Printer license must be assigned to the each printer that will be used for Mobile Printing. Each printer
requires its own license. Only those printers that have been licensed for Mobile Printing will be available to print
documents through PrinterOn:
To assign a Mobile Printer license, do the following:
1 Open System Manager, and select Licensing in the left pane.
2 Select the Assignment View tab to open the list of all assigned licenses.
3 Expand or right-click the Mobile Printer license option, and select Add to open the Assign license dialog box.

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4 On the Assign license dialog box, select the checkbox for the devices to assign the Mobile Printer license to.
At the bottom of the dialog box is a counter displaying the number of available licenses and available devices.
These numbers decrease with every license assigned.
5 Click OK after the licenses have been assigned to the desired devices.
The devices assigned for Mobile printing now display under the Mobile Printer license option.

To remove an assigned license from a device, right-click the device and select Remove assignment. The number of
used licenses will be adjusted accordingly.

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Topics
Rules Overview
Creating Print Rules
Working with Routing Groups
Creating Desktop Print Rules
Configuring the Client Message Behavior
Creating Copy Rules

A routing rule defines the conditions under which a network print or desktop print job is intercepted and handled on
its way to the device, or under which a copy request is allowed or denied.
Routing rules are useful when you want to create exceptions to the standard handling you set up per device, port, or
queue. For example, if you enable secure printing on a queue, but you want to automatically allow jobs through to
print for a particular user group, create a print rule to allow jobs associated with users in the group to bypass the
secure queue and print immediately. Jobs sent to the queue by a user outside the group are held in the secure queue
and must be released via Release Station or PageCounter control terminal, but jobs sent by a group member are sent
through to print immediately.
Alternatively, you might want particular color copiers to be accessed by certain users only. You can create a copy rule
that allows only a particular group of users to access the copy functions.
All rules must be part of a Rule Set. Within System Manager, you can create a Rule Set, then create multiple rules
within the set. You can then apply the Rule Set to one or more devices, queues, ports, or control terminals.
This chapter provides information to determine:
• the rule types you need to define
• the attributes to assign to each rule to get the result you want
• the actions that you can assign to a rule and the result of each action
• how to apply a Rule Set to a device
• how to use the Import/Export Wizard for print rules in Web System Manager

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Rules Overview
Each routing rule is comprised of three attributes. A rule is applied only when the type and action match the attributes
of the incoming print/copy job.

Type – Determines if the rule applies to a print, desktop print, or copy jobs. You can also create a rule that applies to all
jobs sent to a device, regardless of type.
Attributes – Sets the characteristics against which the incoming job is compared to determine if there is a match.
Action – If the attributes of the incoming job match the attributes of the rule, take specific action.

Creating Rule Sets

A Rule Set is a grouping of routing rules that are logically related in
some way. You must apply a set of rules to a device, rather than a
single rule—although you can create a Rule Set that contains only a
single rule if needed.
Although there are a number of factors to consider when planning
your Rule Sets, these questions help you get started:
• which devices require exceptions to the standard Equitrac
request handling?
• do you need to limit access to devices based on user group?
• do you need a set of rules that apply to color printing or copying
vs. monochrome printing or copying?

For example, you might want to create a set of rules that apply to
Desktop printing only, but you might also need a set of rules designed to limit printing or copying access during
certain hours.

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Rule Sets contain one or more rules. You can combine rule types (print, copy, desktop print) within a Rule Set to
accommodate multi-function devices. All rules within the set are applied to a device.
To create a Rule Set, do the following:
1 In System Manager, select Rules & routing in the left pane.
2 Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.

3 In the Rule Set dialog box, type a Name and Description for the Rule Set. When you apply the rule set to a device,
you can identify the set by this name.
4 To add rules to the set, click Add. For details on creating rules, see Creating Print Rules on page 324, Creating
Desktop Print Rules on page 334, and Creating Copy Rules on page 342.

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Adjusting the Rule Ranking

Ranking refers to the order in which the rules are applied to incoming requests. The ranking is important because
Equitrac Office and Express process the rules in a set starting with the first rule in the list. When a match is found,
remaining rules are not processed.
For example, create a Rule Set that includes two rules in the following order:
1 - Deny color print jobs larger than 20 pages
2 - Allow color print jobs for Art Dept.
If Equitrac Office/Express finds a match to the “Deny” rule first, all color print jobs sent to the device that exceed 20
pages are denied, even if the user is a member of the "Art Dept" group. Once Equitrac finds a match to the “Deny” rule,
it stops looking for matches to the "Allow" rule.
To ensure that members of the Art Dept group can always print color jobs, regardless of size, the “Allow” rule must be
ranked before the "Deny" rule in the list.
You can change the list order by selecting a rule and use the Up or Down buttons to place it in the desired order.

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Applying a Rule Set

You can apply a Rule Set at the device (physical and embedded), port, or print queue level. If using control terminals
or interfaces, you can also apply a Rule Set at the terminal level. In some cases, you may need to apply a Rule Set to
both the port and queue of a device. In cases where rules are set at different levels (e.g. you set an "allow" color rule at
the physical device level, and set a "deny" color rule at the print queue level), Equitrac processes rules in the following
order:
1 Print Queue
2 Port
3 Control terminal/embedded device (copy rules only)
4 Physical Device
Using the color rule example, color printing to the device is denied because the deny Rule Set on the queue is
processed first.
Before you can apply a Rule Set, you must first create the Rule Set in Rules & Routing. When the Rule Sets are in place,
you can assign rules at the required levels. Click the Devices link, then click on the physical device, queue, port, or
terminal to open its summary dialog box. In the Behavior section, select the Rule set you want to assign from the
drop-down list.

When you make changes to existing print rule criteria, or apply different Rule Sets to queuing actions, the changes
affect all subsequent print jobs. Changes do not affect documents currently in the print queue.
It is also important to note that Rule Sets override the secure printing setting on a device queue. If the following
conditions are met, an Allow rule overrides the secure printing setting, and the job is not held in the secure queue:
• you set secure printing on a queue
• you assign a Rule Set that includes a Print Allow rule to the physical device, port, or queue
• Equitrac matches the Allow rule to the attributes of an incoming print job
For more information on secure printing, see Enabling Secure Printing on page 292.

NOTE: Print rules are only applied at print time and not at release time. In other words, rules are applied at the time
the user prints at their workstation. They are not applied when the user releases a job at a printer.

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Creating Print Rules

Print rules apply to both server based DRE and workstation direct IP printing. For information on workstation direct
IP printing, refer to the Workstation Client on page 23.
When DRE receives a print job, it gathers the job attribute information from the request. DRE then contacts CAS to
determine if there is a Rule Set applied to the device (at the device, queue, or port level). If not, DRE checks the secure
printing setting for the device queue. If secure printing is not enabled, the job is forwarded to the printer immediately.
If secure printing is enabled, the job is held in the secure queue until the user releases it from a PageCounter terminal
or Release Station.
If a Rule Set is applied to the device, Equitrac evaluates the rules in the set according to the rank order applied within
the Rule Set. Equitrac compares the attributes of the print job to the rule type and rule criteria. When a match is
found, the rule action is applied to the print job.
If more than one Print rule is defined within the Rule Set, Equitrac compares the attributes to each rule type until a
match is found. If a match is found, the action associated with the rule is applied, and all other rules are ignored.

1. Gather print job attributes

2. Apply rules logic
Print job

User Workstation

Do job
Is a rule set Yes attributes match Yes Apply rule action
assigned to this any rule
device? definition?

No No

Is secure Yes Hold job in

printing queue for
enabled on release
the queue?

No

Allow job to print

General workflow applied when DRE receives a print job for a monitored printer.

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Print Attributes
Equitrac compares the network print job attributes to the defined rule attributes. For a print rule, you can define any
combination of the attributes listed in the table below. A rule is applied only when all selected rule attributes match the
job attributes.

Rule Criteria Description

Group Any selected Windows group to which the document’s originating user belongs.
To ensure that a rule matches for all intended users, add all sub-groups to the rule as well.

Department Any selected department to which the document’s originating user belongs.

Pages The number of printed pages in the job.

Size The print driver determines job size in bytes after processing. It will not be the same size as the
file that you create with the printing application.

Color A property of the print job—color or black and white.

Duplexing A property of the print job—one or two-sided paper output.

Day of week The rule applies only when the network print job is generated. You can use this field to
differentiate weekday vs. weekend print rules.

Time of day The rule applies only when the print job occurs between specific hours of the day.

Title matches The rule applies to print jobs with a matching document name, specified by the application
sending the print job.
If using server-based printing, where the application name is added to the document title,
enter the application title in the field (e.g. Microsoft Word).
To add multiple titles within a rule, separate each name with a comma.

Application name The rule applies to print jobs generated from a specific application (e.g. Microsoft Word).
This feature is supported only if the Desktop Printing client and the Client Billing option is
installed on the workstation where the job originated.

Device status Use to redirect print jobs based on device status. The device that you apply the rule to must be
a DME-monitored device.
For example, if the job is offline for a particular period of time, you could route any incoming
print jobs to a different compatible printer.

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To create a Print Rule, do the following:

1 In System Manager, select Rules & routing in the left pane.
2 Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.

3 Enter a Name and Description for the rule set.

4 Under the Rule column, click <Add...>. A Rule dialog box opens.

5 Select Apply this rule to server and workstation direct IP printing and click Next.
NOTE: You can also select Apply this rule to printing or copying to have this rule for both printing and copying.

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6 Select a rule action, and click Next. A description of the action is displayed in the field below.

NOTE: Some actions require you to send a message to the user or select a device where jobs can be redirected to. If
you attempt to continue setting the rule without providing this information, an error pops up stating what needs to
be completed.

NOTE: Do not use the "&" character in custom messages, as it does not display correctly in the Client desktop alert
popup.

Force monochrome and force duplex printing rules have the following characteristics:
• They are only supported on some models using PCL5, PCL6 and PostScript data streams. Please confirm
compatibility in conjunction with your printer drivers before implementing into production.
• Not all actions support interactive print rules. For a list of supported actions, see Interactive Print Rules on page 330.
• There is no message option for force monochrome and force duplex. However, it is possible to add a notification
message rule to the rule set. These are the only print actions where a second rule in a rule set is executed. The
criteria of the two rules must match.

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7 Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below.

NOTE: Some rule criteria require you to specify number of pages, departments, groups, and so on. If you attempt to
continue setting the rule without providing this information, an error pops up stating what needs to be completed.

8 Enter a name for the rule, and click Finish if you do not want to have User interaction with the rule.

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9 Select the User interaction checkbox if you want users to be able to interact with the rule.
a Select a timeout value (in seconds) from the Prompt timeout drop-down list.
b Specify a custom message for the user to see on the Client desktop alert popup. For example:

Your job does not contain color pages. Do you want to redirect the print job to a black and white printer?
Click Yes to print to the black and white printer
Click No to print to your original printer
Click Cancel to not print anything and not be charged
NOTE: The job is automatically routed to the black and white printer after 30 seconds

NOTE: Do not use the "&" character in custom messages, as it does not display correctly in the Client desktop alert
popup.

c Click Insert macro if you wish to use predefined attributes to use in your custom message.
d Select a macro from the drop-down list, and click OK.
10 Click Finish.

NOTE: If the global error notifications are set to use Email, the user receives the messages via email in addition to the
popup on their desktop. See Selecting Notification Methods on page 251.

Import/Export Wizard for Print Rules in Web System Manager

Web System Manager offers an Import/Export wizard to transfer print rules. Transferring print rules through the
wizard is useful when:
• upgrading from Equitrac trial version to a full production version
• moving Equitrac to a new server
• installing Equitrac on a new system with different sets of users and devices while keeping already existing print
rules intact

NOTE: Import/export requests are validated by the Core Accounting Server (CAS). The generic usage guideline is to
export data before you carry out any of the above operations, and import it after the operation has completed and
you have verified that your system is working error-free.

To export print rules into a .csv file, do the following:

1 Under Tools, select the Export tab.
2 Specify the target path in UNC format for the output .csv file.
3 Click the Print rules check box.
4 Click Start. You can also check progress status as your request is being processed by clicking Check progress.
CAUTION: Export will overwrite existing files on the specified target path. For example, if print rules were previously
exported to that path, the new print rules .csv file will overwrite the previous file.

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To import price lists from a .csv file, do the following:

1 Under Tools, select the Import tab.
2 Choose the already specified target path in UNC format for the input .csv file.
3 Click the Print rules check box. You can also update existing records by clicking the Print rules check box under
Update existing records.
4 Click Start. You can also check progress status as your request is being processed by clicking Check progress.

Interactive Print Rules

Interactive print rules are server-based print rules designed to interact with the user when running on a Windows
print server. Interactive print rules appear different according to the rule you have chosen.

NOTE: Interactive print rules require workstation licensing. If a workstation client is not installed, the workstation
client is not running on Windows, or it is not licensed, the rule is processed as if it were non-interactive. Interactive
print rules only work in a domain environment. If Interactive rules are set in a workgroup environment, the
workstation will not receive the popup, even if the workstation client is installed.

To configure interactive print rules, do the following:

1 Add a server and workstation direct IP printing rule, choosing any action from the following:
• deny this job
• hold this job for release
• redirect this job
• redirect this job and price it
• route to a device in group
NOTE: The redirect rule does not show unless there is at least one available print queue.

For information on creating print rules, see Creating Print Rules on page 324.
2 Map the rule to a physical device. For information on mapping rules to physical devices, see Managing Devices on
page 43.
3 Configure your devices to routing group. For information on configuring routing groups, see Working with
Routing Groups on page 332.

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Once the interactive print rules are configured, users have access to an interactive print routing dialog box where they
can select which MFP to print from.

NOTE: Clicking No directs the job to the original printer. Clicking Cancel cancels the print job. Users may get a deny,
redirect or hold message asking them to select Yes or No.

Upon successful routing, a message pops up confirming the print job has been redirected to the selected MFP.

Delete and Hold Rules

The user is presented with a custom message, where users have the option to accept (Yes) or decline (No). Accepting
means the rule proceeds with the suggested action, while declining causes printing to continue on the device.

Routing Rules to a Device

The user is presented with a custom message, similar to notification but with the option to accept (Yes), decline (No)
or cancel (Cancel) the routing decision. Accepting means the rule proceeds with the suggested action. Declining
causes printing to continue on the original device, and canceling causes the job to be deleted.

Routing Rules to a Group

For an interactive rule, the user is presented with the (custom) message, similar to notification, and a multi-column
listbox showing the device name, description and document cost. The user is able to select a destination device, and
have the option to accept (Yes), decline (No) or cancel (Cancel) the routing decision. Accepting proceeds as normal.
Declining causes printing to continue on the original device. Canceling causes the job to be deleted. For a non-
interactive rule, the user is presented with a custom message that the job has been automatically re-routed.

NOTE: For all rule types, a rule-specific timeout is applied; if the user does not make a selection within the timeout
period, the processing continues as if the user had selected Yes and accepted the routing decision.

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Working with Routing Groups

As you configure devices in System Manager, you can create and manage routing groups that group similar devices
together. The groups should reflect the needs of your organization. For example, you can group compatible devices by
physical location, by faculty, by manufacturer, etc.
The primary purpose for routing groups is to print to the most cost effective printer in a group. An interactive rule
gives the option of selecting any device in the group. A non-interactive rule automatically routes the print job to the
least cost printer. In the event that there are multiple printers that share the same lowest cost, one of them is selected at
random.
Unlike pull groups, devices in routing groups must be on the same print server.

Choosing Devices to Group

The key to creating routing groups is to ensure that all MFP drivers within the group are technologically compatible. If
you want a print job generated for one printer to output successfully on another printer, you must ensure that the
other printer can understand all of the print commands included in the datastream from the driver.
If the user specifies stapling for the print job, but the target device does not support staples, Equitrac charges for the
staples if the associated price list specifies a finishing cost. Similarly, if the user specifies the print job as full color, but
releases the job on a machine that supports black and white only, the output is black and white, but Equitrac charges
for color, depending on the price list on the release machine, and color attributes that are recorded in the database.
Unlike pull groups, a device can only reside on one routing group.

Managing Routing Groups

Initially, all MFPs are listed under Ungrouped devices.
To create routing groups, do the following:
1 In System Manager, select Devices in the left pane.
2 Click on Routing group view in the top menu to see a list of devices.
3 Create a routing group by right-clicking on any device and selecting Manage routing groups. A Manage groups
dialog box opens.

4 Enter a name for the group and click Add and then OK.

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5 Assign devices to a routing group by right-clicking on any device and selecting Assign to routing group. An
Assign to group dialog box opens.

6 Select a group name to assign the device to and click OK.

NOTE: The devices in a routing group must belong to the same print server. Unlike pull groups, you do not need to
enable secure printing on the devices in a routing group.

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Creating Desktop Print Rules

In some environments that mix network and desktop printing, you may require a method of encouraging users to
print to higher-volume, lower-cost network printers instead of their desktop devices. You could apply pricing that
charges more for desktop printing, or set the Desktop Print Rule to automatically prevent users from printing large
jobs on desktop printers.

NOTE: Create Desktop Print Rules only if you deployed the desktop printing feature within Equitrac Office/Express.
Desktop Print Rules only apply to printers connected locally to a workstation via LPT or USB.

If Equitrac Office/Express locates a Rule Set for the selected desktop device, Equitrac evaluates the rules in the set,
starting with the first rule. If a match is found for both rule type and rule criteria, the rule action is applied to the
request.
For example, you might want to deny users the ability to print to desktop printers when their print job exceeds 50
pages. Or, you could set up a warning message as part of the rule that allows the job to print, but asks the user to
consider printing to a network printer when their jobs exceed 50 pages.

1. Gather print job attributes

2. Apply rules logic

Desktop print job

User Workstation

Is a rule set
Yes Do job
attributes match Apply rule
assigned to this action
device? any rule
definition?

No No

Allow job to
print

General workflow applied when a user sends their print job to a local desktop printer

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To create a Desktop Print Rule, do the following:

1 In System Manager, select Rules & routing in the left pane.
2 Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.

3 Enter a Name and Description for the rule set.

4 Under the Rule column, click <Add...>. A Rule dialog box opens.

5 Select Apply this rule to desktop printing and click Next.

NOTE: You can also select Apply this rule to printing or copying to have this rule for both printing and copying.

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6 Select a rule action, and click Next. A description of the action is displayed in the field below.

CAUTION: Some actions require you to send a message to the user or select a device where jobs can be routed to.
This must be configured; failure to do so results in an error popup.

7 Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below.

CAUTION: Some rule criteria require you to specify numbers or names related to pages, departments, groups, etc.
This must be configured; failure to do so results in an error popup.

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8 Enter a name for your rule and click Finish.

NOTE: Interactive rules are not available with Desktop Printing.

NOTE: If the global error notifications are set to use Email, the user receives the messages via email in addition to
the popup on their desktop. See Selecting Notification Methods on page 251.

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Default Desktop Print Rules

You can specify a particular desktop print rule as a default Rule Set for desktop printing. As with any other type of
print rule, you can create multiple rules for desktop printing. Unlike network print rules, you can select one desktop
print rule to be the default.
Equitrac Office and Express checks to see if there is a default desktop print rule before it checks all other desktop print
rules. If there is a default rule, and it matches the incoming print job, Equitrac will not process any other desktop print
rules for that request.
For example, if you define a default rule that denies color printing on local devices, and a second rule that warns users
if they attempt to print a large B&W document to a local printer, Equitrac Office/Express checks the default first, and,
finding no match for the color document attribute, checks the attributes against the second rule. If the document
exceeds the defined page count limit, the user receives a desktop message.

Workflow applied when a user sends their print job to a local desktop printer and the
Administrator has set a default desktop print Rule Set.

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In the Rules & Routing dialog box, right-click on the Desktop Rule Set that you want to set as the default, and select
Set as default for workstations from the menu.
The Rules list displays the notification for workstation devices under the Default rule set column.

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Configuring the Client Message Behavior

The Equitrac Message Client is a messaging service included with the client install which displays print error popup
messages on the user’s workstation. By default, when an error message is sent to the user’s workstation, a small popup
appears on the bottom right hand corner of the screen indicating a print error has occurred. The user clicks the popup
to open the Equitrac Message Client window to see the complete message.
The messaging application can be configured to bypass the small popup, and immediately open the Message Client
window by configuring the Windows registry. The Message Client can also be configured to display as the topmost
window, to generate trace logs, and to remain active in the system tray.

Bypass the Small Popup Window

To configure the Message Client to bypass the small popup, do the following:
1 Select Start > Run.
2 Type regedit and click OK to open the Registry Editor.
3 In the Registry Editor, navigate to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
4 Select Edit > New > DWORD Value, and enter ShowSmallPopup as the value name.
Alternatively, right-click the value pane and select New > DWORD Value.
5 Double-click the ShowSmallPopup entry to open its edit window.
6 Enter "0" (zero) in the Value data field and click OK.
If the value data is "1" or not specified, then the small popup window will display.
7 Close the Registry Editor.

Display as Topmost Window

To configure the Message Client to display the message window as the topmost window, do the following:
1 Open the Registry Editor, and navigate to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
1 Select Edit > New > DWORD Value, and enter ShowTopMost as the value name.
2 Double-click the ShowTopMost entry to open its edit window.
3 Enter "1" in the Value data field and click OK.
If the value data is "0" (zero) or not specified, then the message window will display.
4 Close the Registry Editor.

Remove the Exit Menu Item

To configure the Message Client to remove the Exit menu item from the system, do the following:
1 Open the Registry Editor, and navigate to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
2 Select Edit > New > DWORD Value, and enter ShowExitMenu as the value name.
3 Double-click the ShowExitMenu entry to open its edit window.

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4 Enter "0" in the Value data field and click OK.

If the value data is "1" or not specified, then the system will have the Exit menu item.
5 Close the Registry Editor.

Hide the Clear Button

To configure the Message Client to hide the Clear button from the popup, do the following:
1 Open the Registry Editor, and navigate to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
2 Select Edit > New > DWORD Value, and enter ShowClearButton as the value name.
3 Double-click the ShowClearButton entry to open its edit window.
4 Enter "0" in the Value data field and click OK.
If the value data is "1" or not specified, then the system will display the Clear button.
5 Close the Registry Editor.

Enable/Disable System Tracing

System tracing requires two registry keys—one to enable/disable tracing, and one to specify the file path to save the
trace logs.
To configure the Message Client to generate trace logs, do the following:
1 Open the Registry Editor, and navigate to HKEY_CURRENT_USER\Software\Equitrac\EqMsgClient.
2 Select Edit > New > DWORD Value, and enter EnableTrace as the value name.
3 Double-click the EnableTrace entry to open its edit window.
4 Enter "1" in the Value data field and click OK.
If the value data is "0" (zero) or not specified, then the system will not generate trace logs.
5 Select Edit > New > String Value, and enter TraceFilePath as the value name.
6 Double-click the TraceFilePath entry to open its edit window.
7 Enter a file path string (e.g. C:\Logfiles\MessageClient.log) in the Value data field to specify where the system
will save the trace logs, and then click OK.
If the value data is "0" (zero) or not specified, then the system will save the trace logs in the default Windows
current folder with the file name EQMsgClient.log.
8 Close the Registry Editor.

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Creating Copy Rules

The diagram below depicts the general workflow applied when a user enters their login credentials at a terminal
device.
After the user logs into the terminal, DCE contacts CAS to determine if there is a Rule Set applied to this device. If not,
the user is able to perform their copying (after Equitrac validates their account status).
If Equitrac locates a Rule Set for this device, Equitrac evaluates the rules in the set, starting with the first rule. If a
match is found for both rule type and rule criteria, the rule action is applied to the request and the user is either able to
proceed with copying, or is denied access to the copy functions on the device.

For example, you might want to prevent users from performing in excess of 25 pages of copying at one time. You can
create a copy rule that denies requests for copying more than 25 pages. This rule is useful for multi-function devices
that perform both printing and copying services. Copying services lock out queued print jobs, allowing the print
queue to back up. If you create a rule that limits users to copying a smaller number of pages, the print queue can
continue to clear between the short copy jobs.

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To create a Copy Rule, do the following:

1 In System Manager, select Rules & routing in the left pane.
2 Select Add rule set under Current tasks, or click <Add...> in the right pane to open the Rule set dialog box.

3 Enter a Name and Description for the rule set.

4 Under the Rule column, click <Add...>. A Rule dialog box opens.

5 Select Apply this rule to copying, and click Next.

NOTE: You can also select Apply this rule to printing or copying to have this rule for both printing and copying.

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6 Select a rule action, and click Next. A description of the action is displayed in the field below.

7 Select the rule criteria and click Next. As criteria are selected, their descriptions are listed below.

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8 Enter a name for your rule and click Finish.

NOTE: Interactive rules are not available for copy rules.

NOTE: You cannot create a custom message for copy rules. PageCounter terminals and embedded devices display
their own message.

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Escape Codes in Custom Messages

When you create a custom message for a custom Rule Set, you can use escape codes to enable Equitrac Office/Express
to provide user information automatically.
In the Custom message field, enter one or more of the following codes to add the relevant data automatically to the
message.

Escape code Description

%n Document name

%o Job owner

%j Job ID

%d Destination device

%s Source device (same as destination device, assuming there is no document routing)

%p Readable document properties string

%% Displays a single readable % in the custom message

%a Date

%t Time

%b Account balance after printing

%c Cost of the job

%f Full user name

%q Remaining color quota after printing

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Topics
Defining a Schedule Recurrence
Scheduling a Report Task
Scheduling a Billing Code Task
Scheduling a Color Quota Task
Scheduling an Account Balance Task
Scheduling a Purge Transactions Task
Suspending, Resuming, or Removing a
Scheduled Task

In System Manager you can create scheduled tasks to run automatically at a preset date, time, and interval.
This chapter provides information about creating scheduled tasks for the following:
• running reports
• synchronizing billing codes
• setting and re-setting color quotas
• setting and re-setting account balances
• purging transactions

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Defining a Schedule Recurrence

The flexibility of the Equitrac Office and Express scheduling feature enables you to define diverse schedules for your
various tasks. By scheduling tasks, you can specify whether you want a particular task to run only once, or on a daily,
weekly, or monthly basis.
The following sections provide information on the various scheduling options available to all task types. Use the New
task dialog box to schedule tasks. To access the New task dialog box, do the following:
1 In System Manager, select Scheduled tasks in the left pane.
2 In the right pane, click <Add...> to open the Add new scheduled task dialog box.
3 Select a task type and click OK to open the New task dialog box.

Scheduling a Task to Run Once

When scheduling a task to run once, you can run the task immediately, or you can specify a future date and time for
the task to run. To run the task immediately, ensure that Once is selected in the Schedule drop-down list, and that the
current date and time are selected, then click OK.

NOTE: The task scheduler uses a twenty-four hour clock.

Scheduling a Daily Task

When scheduling a task to run on a daily basis, you can select the first day, the time of day, the final day, and how
frequently you want the task to run.
Enter the date in the field using the format MM/DD/YYYY

Scheduling a Weekly Task

When scheduling a task to run on a weekly basis, you can select the first day, the time of day, the final day, how
frequently, and on which weekdays you want the task to run.
Enter the first and final date in the fields using the format MM/DD/YYYY.

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Scheduling a Monthly Task

When scheduling a task to run on a monthly basis, you can select the first day, the time of day, the final day, how
frequently, and during which months you want the task to run.
Enter the first and final date in the fields using the format MM/DD/YYYY.

Running Tasks Immediately

When you have defined tasks listed in System Manager, you can select any of the existing tasks to run immediately.
In the Task listing, right-click any task and select Run task now from the menu.
Running an existing task immediately does not interfere with any existing schedule that you have configured for the
task. For example, if you manually run an import task, normally scheduled for the weekend, on a Wednesday, the task
will also run as scheduled at its appointed time.

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Scheduling a Report Task

To add a scheduled Report task, do the following:
1 In System Manager, select Scheduled tasks in the left pane.
2 Select Add scheduled report under Current tasks, or click <Add...> in the right pane and select Report from the
Add new scheduled task dialog box.

3 Enter a Name and Description for the task.

4 Select No from the Suspended drop-down list to run the task at the scheduled intervals. See Suspending,
Resuming, or Removing a Scheduled Task on page 355 for details on suspending a task.
5 Select the desired report from the Report name drop-down list, and click Destination.

NOTE: Only standard and customized site reports appear in the report name drop-down list; customized personal
reports are not included. See Saving a Custom Report on page 364 for details.

6 In the Report destination dialog box, select either Email or File as the report destination.
If you select Email, do the following:
a Select the attachment file type. More than one Attachment type can be sent.
b In the To field, enter the email address of the recipient. To email multiple recipients, separate email addresses
by commas or semi-colons, without any spaces between addresses.
c Enter a Subject and Message (optional) for the email, and click OK.
If you select File, do the following:
a Select the File type.
b Enter the Path\filename for the report, or click the ellipse button to select a destination, and click OK.
7 Schedule the task to occur either once, every day, every week, or monthly.
8 Enter a Start date and Start time for the task to run.
9 Click OK to save the scheduled task.

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Scheduling a Billing Code Task

To add a scheduled Billing Code Synchronization task, do the following:
1 In System Manager, select Scheduled tasks in the left pane.
2 Select Add scheduled billing code synchronization under Current tasks, or click <Add...> in the right pane and
select Billing code synchronization from the Add new scheduled task dialog box.

3 Enter a Name and Description for the task.

4 Select No from the Suspended drop-down list to run the task at the scheduled intervals. See Suspending,
Resuming, or Removing a Scheduled Task on page 355 for details on suspending a task.
5 Enter the File name for the report, or click the ellipse button to browse for the text file containing the list of
current billing codes.
NOTE: If scheduling a billing code sync task in System Manager on a workstation, the local .csv file name must
contain the workstation UNC path, otherwise the file will be considered local to the Scheduler service running on
CAS. (e.g. \\workstation_name\folder\filename).

NOTE: If System Manager is launched from a workstation, manually enter the UNC path for the .csv file to open the
file. If System Manager is launched from the CAS server, the browse button allows for a local file search.

6 From the Behavior drop-down list, select the action that the synchronization task takes when it encounters a
billing code in the Equitrac database that does not exist in the text file.
• Ignore the accounts – Perform no action on accounts found in the database but not in the text file.
• Lock the accounts – The system cannot charge printing to the accounts.
• Delete account information only – Remove accounts from the accounts database. The system retains stored
account transactions for reporting purposes.
7 Schedule the task to occur either once, every day, every week, or monthly.
8 Enter a Start date and Start time for the task to run.
9 Click OK to save the scheduled task.

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Scheduling a Color Quota Task

To add a scheduled Set Color Quotas or Reset Color Usage task, do the following:
1 In System Manager, select Scheduled tasks in the left pane.
2 Select Add scheduled set color quotas under Current tasks, or click <Add...> in the right pane and select Set
color quotas from the Add new scheduled task dialog box.

3 Enter a Name and Description for the task.

4 Select No from the Suspended drop-down list to run the task at the scheduled intervals. See Suspending,
Resuming, or Removing a Scheduled Task on page 355 for details on suspending a task.
5 Select the Task type from the drop-down list.
• Set Color Quotas – You can schedule a different quota task for the same user, department or group. For
example, you can limit User A to print or copy 10 color pages during peak business hours, and then allow that
same user to print or copy up to 30 color pages during off-peak hours.
• Reset Color Usage – Resets the number of color pages used back to "0". The user can then print or copy in color
until they reach their set quota.
6 Apply the task to one of the following:
• All Users – applies to all users, regardless of the department or group they may be assigned to.
• Department – select a department from drop-down list that the users are assigned to.
• Windows Group – click the Browse button to select a group that the users are assigned to.
7 Schedule the task to occur either once, every day, every week, or monthly.
8 Enter a Start date and Start time for the task to run.
9 Click OK to save the scheduled task.

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Scheduling an Account Balance Task

To add a scheduled Account Balance task, do the following:
1 In System Manager, select Scheduled tasks in the left pane.
2 Select Add scheduled set account balances under Current tasks, or click <Add...> in the right pane and select Set
account balances from the Add new scheduled task dialog box.

3 Enter a Name and Description for the task.

4 Select No from the Suspended drop-down list to run the task at the scheduled intervals. See Suspending,
Resuming, or Removing a Scheduled Task on page 355 for details on suspending a task.
5 Select the Task type from the drop-down list.
• Deposit – Adds funds to the account regardless of the current balance.
• Set balance – Adds fund to the account to a set amount.
• Deposit to minimum level – Adds funds to the account when the balance falls below the set minimum
amount.
6 Apply the task to one of the following:
• All Users – applies to all users, regardless of the department or group they may be assigned to.
• Department – select a department from drop-down list that the users are assigned to.
• Windows Group – click the Browse button to select a group that the users are assigned to.
7 Schedule the task to occur either once, every day, every week, or monthly.
8 Enter a Start date and Start time for the task to run.
9 Click OK to save the scheduled task.

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Scheduling a Purge Transactions Task

To add a scheduled Account Balance task, do the following:
1 In System Manager, select Scheduled tasks in the left pane.
2 Select Add scheduled purge transactions under Current tasks, or click <Add...> in the right pane and select
Purge Transactions from the Add new scheduled task dialog box.

3 Enter a Name and Description for the task.

4 Select No from the Suspended drop-down list to run the task at the scheduled intervals. See Suspending,
Resuming, or Removing a Scheduled Task on page 355 for details on suspending a task.
5 Select what to purge from the database:
• Purge Transactions – Purges all transactions.
• Purge DME status change data – Purges SNMP status change messages generated by devices.
• Purge Uplink Tables – Purges uplink tables.
• Purge SDR events – Purges secure documents from the print queue.
6 Purge transactions older than n days, or older than a specified date.
7 Schedule the task to occur either once, every day, every week, or monthly.
8 Enter a Start date and Start time for the task to run.
9 Click OK to save the scheduled task.

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Suspending, Resuming, or Removing a Scheduled Task

You can stop a scheduled task from running by either suspending or removing it. Suspend a task to temporarily
prevent it from running. A suspended task remains scheduled, but does not run. You can resume the task by removing
its suspended status. Remove a task to delete it from the schedule permanently. You cannot resume a task you have
removed.
Use the Modify task dialog box to edit, suspend, resume, or remove an existing scheduled task. If you suspend a task,
you must also manually reinstate it—it will not automatically run again on the next cycle of the schedule.

Suspending a Task
When you suspend a task, the task remains in the task scheduler, but does not run.
1 Select System Manager > Scheduled tasks.
2 In the right pane, select the task to open the Modify task dialog box.
3 Select Yes from the Suspended drop-down list.
4 Click OK. The task is suspended and does not run at its scheduled time.

Resuming a Task
When you resume a task by removing its suspended status, the task runs at its regularly scheduled intervals.
1 Select System Manager > Scheduled tasks.
2 In the right pane, select the task to display the Modify task dialog box.
3 Select No from the Suspended drop-down list.
4 If necessary, modify the task’s End date. Enter the date in the field using the format MM/DD/YYYY, or click the
arrow to display a calendar and select the desired end date.
NOTE: If the task’s end date has passed, you must modify the end date for the task to resume.

5 Click OK. The task runs at its scheduled time.

Removing a Task
When you remove a task, it is delete from the schedule permanently.
1 Select System Manager > Scheduled tasks.
2 In the right pane, right-click the task you want to remove and select Remove scheduled task from the menu.
3 Click Yes to confirm the deletion. The task is removed.

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Topics
About Reports
Running Standard Reports
Customizing Standard Reports
Configuring Savings Reports
Running a Savings Report
Running Dashboard Reports
Printing, Emailing and Exporting Reports
Scheduling Reports to Run Automatically
Running Consolidated Reports

Reports allow you to analyze system performance in order to troubleshoot usage, load balancing, and overall
workflow. You can run either standard or dashboard reports.
Reports Manager provides a set of standard reports and allows you to customize report look and feel, schedule reports
to run at a specific time automatically, and print or export generated reports to a number of file formats or as email
attachments.
Dashboard provides a set of special dashboard reports that displays data in table, pie, or bar graphs.
If you have deployed more than one CAS, you can generate reports using data from all CAS servers, or you can run
reports on individual servers.
This chapter provides information about:
• standard and dashboard reports and when to use them
• working with standard and dashboard reports
• setting report criteria
• customizing reports
• scheduling reports to run as automated tasks
• generating uplinked reports on transaction data uploaded from subsidiary accounting servers

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About Reports
Reports Manager provides a number of standard reports designed to help you analyze your system performance.
These reports are organized into categories, such as Accounts, Analysis, Detailed activity, Summary activity, and Total
activity.

Report Categories
Reports are organized into the following categories.

Report Category Description

Accounts Reports in this category provide data about accounts including:

• how, when, and where accounts are being used
• account balances and transaction histories
• how accounts are organized

Analysis Reports in this category are designed to help you maximize your device usage. They provide
information about your devices including:
• their current status
• when and how often they are being used
• how often they are online or offline
• when and how often they experience faults such as paper jams or toner outages
• total and percentage usage of color, black and white, or monochrome in simplex or duplex pages
by activity type, application, account or network user.
This category also includes a Savings report detailing how much money was saved by not releasing
all jobs sent to the printer (e.g. expired or deleted jobs). Additionally this report details the
environmental savings—such as the number of trees and amount of water saved, plus the volume of
CO2 not released into the atmosphere. See Configuring Savings Reports on page 367.

Detailed activity Reports in this category provide detailed information about the documents users are creating. You
can view information by:
• billing code account
• department account
• device
• network user
• user account
This category also includes reports on the documents currently in a print queue. These reports only
contain data if you have enabled secure printing on one or more device queues.

Summary activity These reports list the number of color, black and white, and monochrome pages created by accounts,
devices, application, network user, organizational structure (membership and account), disposition
of routed documents (by user account and device), etc. Summary of activity reports allow you to
summarize that information by date, device, network user, or transaction type.
This category also includes reports on the documents currently in a print queue. These reports only
contain data if you have enabled secure printing on one or more device queues.

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Report Category Description

Total activity These reports list the number of color, black and white, or monochrome in simplex or duplex pages
created by:
• account type
• billing code account
• department account
• device
• desktop device
• account or network user
• user account
• activity type
• application
• device and user location

Determine Which Report to Run

The following table lists some scenarios and the report to run in each case. Use the table to help determine which
report provides the information you need.

If you want to... Then run this report...

View the account balance for a user Accounts > Account adjustment

View all accounts assigned to a department or billing Accounts > Account listing
code

View a detailed list of a user’s activities Accounts > Account statement

Manage users’ color quotas Account > Color quota summary

Determine which deposit centers are used most Account > Pay Station Deposit Center account adjustment
frequently

Determine which devices are the most reliable Analysis > Device availability, or Analysis > Device faults

Create a maintenance schedule for your devices Analysis > Device faults vs. usage

Identify over- or under-used devices Analysis > Device usage

Identify high- and low-usage times of day for a device Analysis > Hourly activity

View a list of all documents created for a billing code Detailed activity > Detailed activity by billing code account

Determine if a department prints enough color copies Total activity > Total activity by department account
to justify buying a second color printer

View a detailed list of activity by a device within a certain Total activity > Total activity by device location
location

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Change the Currency Symbol Used When Viewing Reports

If your regional settings use a currency symbol other than the dollar sign ($), or if you use any character outside the
standard ascii set (such as the umlaut “ö”), you need to adjust the browser encoding before you can see the correct
symbol within a browser window.
1 Open a web browser.
2 From the View menu, select Character Encoding, then select Unicode (UTF8) from the menu.
3 Run a report to check the result.
Run one of these reports (which contain the currency symbol): Account adjustment, Account listing, Pay Station
Deposit Center account adjustment or Hourly activity.

Running Standard Reports

The process for running standard reports is the same for all reports—only the criteria available to limit the scope of
the report change based on the report you are running.
To run a standard report, do the following:
1 Run Reports Manager.
2 Expand a category node and select the report you want to run. The Select report criteria dialog box opens.
NOTE: The authentication report under the Analysis node provides an authentication audit trail for both successful
and failed authentication attempts at all MFPs.

3 Select the criteria to limit the scope of the report. See Report Criteria on page 360.
4 Click OK to close the Select report criteria dialog box. The generated report displays in the Reports Manager
window.
When the report is generated, you can print, email, or save it in one of several file formats.
You can also customize any standard report once it has been generated and save your customization as a new report
definition. For more information about customizing a standard report, see Customizing Standard Reports on page
362.

Report Criteria
The following table lists the criteria available to limit the scope of a standard report. Not all criteria are available in
every report.

Criteria Description

Account status Filters the report to include all accounts, or only overdrawn, locked, active, or deleted accounts.

Account type Filters the report to include user, department, or billing code account types.

Billing code Filters the report by a specific billing code.

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Criteria Description

By billable Filters the report by billable accounts.

Custom group Filters the report to devices assigned to a specific group.

Date Limits the report to a specific date range. Select one of the pre-defined date ranges, or select
Custom range and enter the start and end dates for the report.
Note: Date range format is dependent on system regional settings.

Department Filters the report by a specific department.

Device name Filters the report by a specific device.

Device type Filters the report by a specific device type.

Disposition type Filters the report by the status of a document in a print queue.

Limit The number of rows that are returned in the report.

Location Filters the report to the physical location of users and devices.

Order by Orders transactions by account, balance or creation date.

Summarize by Orders transactions; options vary by summary report.

Transaction type Filters the report to include all, print, copy, fax send, fax receive, or scan transaction types. Select
or clear multiple transaction types as desired.

User Filters the report by a specific user.

User ID Filters the report by User ID (by network user reports only).

Vending account Filters the report by a specific vending account.

(for Equitrac Express)

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Customizing Standard Reports

You can add your own logo to your reports, and change the specific columns that are included in the standard reports
to create your own custom reports.

NOTE: The Program Files\Equitrac\Office or Express\Database folder contains CAS_SQLServer_Views.sql which can be
run to create views of the transaction data stored in the database. These views can be used for reporting purposes or
to help better understand the underlying data captured.

Adding a Custom Logo

The Equitrac logo appears in all generated reports, by default. You can customize that logo by loading a different
image to the accounting server. Reports Manager supports any graphics file format that Windows Internet Explorer
supports, such as .bmp or .jpg. Every report you generate from that accounting server uses the same logo image.
The logo appears in the upper right corner of the report, and uses 25% of the total table width. As a best practice,
prepare your logo to a maximum width of 180 pixels. Add the logo, then perform an onscreen test and a print test to
ensure the logo is sized appropriately. As a guideline, the Equitrac logo used by default measures 154 x 40 pixels.
To customize the generated reports logo, do the following:
1 Copy your custom image file to Program Files\Equitrac\Office or Express\Accounting Service.

NOTE: This folder exists on the machine where CAS is installed and running.

2 Open a command prompt and navigate to Program Files\Equitrac\Office or Express\Accounting Service.

3 On the command line, type:
eqrptload.exe -a <accounting server> -b imagefilename
where imagefilename is the custom image file you want to appear on all generated reports. For example:
eqrptload.exe -a CASSRV1 -b Acmelogo.bmp
loads the acmelogo.bmp file from the Accounting Service folder.

CAUTION: The image file must be in the working directory. Do not enter the full path to the image on the command
line.

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Creating a Custom Format

In the Reports Manager window, you can customize a report’s format by modifying the column display.

NOTE: In the Configure Report Layout dialog box, applicable generated reports contain an Alt cost column that
displays secondary (dual) pricing data. Secondary (dual) pricing is a licensable option.

To customize the content of a report, do the following:

1 In Reports Manager, select View > Configure report layout.

2 In the Columns to display list, select or clear the column checkbox for each column you want to display or hide in
the generated report. The defaults are pre-selected from the list.
3 Customize the selected columns to display by doing the following:
• Click the Up or Down arrows to re-order the columns to appear in the generated report from left to right.
• Enter a new column title in the Label field. You cannot use the following special characters: '@', '&' or '<'.
• Enter the column width as a percentage of the overall width of the report. The column widths should add up to
a total of 100%. If the selection exceeds 100% of the report’s total columns width, a Configure report layout
warning pops up.

If the warning appears, you have three options:

• Yes – Automatically adjusts the new and existing columns to add up to 100% of the overall report width.
• No – Exits without adjusting the column widths to equal 100%. The column is added to the report, but since
it exceeds the total columns width, it does not display
• Cancel – Return to layout dialog box and enter a different value.
4 Click OK to save the customized formatting and close the dialog box.

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Saving a Custom Report

The standard reports available in Reports Manager are templates from which you can create and save customized
reports, known as report definitions. When creating report definitions, you can configure Reports Manager to prompt
for specific criteria at generation time and save the report definition as a personal or site report.
To save a customized format as a report definition, do the following:
1 Run a report. See Running Standard Reports on page 360 for details.
2 In Reports Manager, select File > Save Definition As to open the Save report definition as dialog box.
3 Indicate whether you want to select criteria each time you run the report, or if you want to save the current criteria
selections as part of the report definition. If you save the current criteria selections, they are used each time the
report is run.
• Select the Prompt for <criteria> option to prompt for filter criteria when the report is generated.
—Or—
• Select the Define in the report definition option and select an option from the drop-down list to save existing
criteria selections in the report definition. For example, if you always want the report to include only copy
transactions, select copy in the list.
4 Click Next to continue.
5 Enter a Name for this report definition.

NOTE: The custom report name cannot be greater than 50 characters.

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6 Select a Report type from the list.

• Select Personal report to save the report to the local machine. Only those with access to the local machine can
access and generate personal reports.
• Select Site report to save the report to the server. Anyone can access and generate site reports.
7 When Site report is selected as the Report type, an additional option is available allowing users to run certain
reports from User Dashboard. Select the Allow users to run this report from user’s personal webpage checkbox
for any of the following reports:
• Account statement
• Detailed activity by network user
• Detailed activity by user account
• Detailed activity for queued documents by user account
• Detailed activity for routed documents by user account
8 Optionally, enter a Description in the field.
9 Click Finish to save the custom report.

NOTE: You can schedule events to generate automatic site reports from existing site report definitions. For more
information, see Scheduling Reports to Run Automatically on page 374. Personal reports cannot be scheduled.

NOTE: A secondary custom site report can be created from an existing custom site report, however, the secondary
report cannot be run in User Dashboard.

Running Custom Reports

Custom reports are displayed in Reports Manager as sub-items under the standard report they are based on.
To run a custom report, do the following:
1 In Reports Manager, select File > Open.
2 Expand the node for the standard report that your custom report is based on, and select the report to run.

If the criteria for the custom report have already been defined, the report displays in the Reports Manager window,
otherwise the Select report criteria dialog box opens. If necessary, select the criteria to limit the scope of the
report. See Report Criteria on page 360.
3 When the report is generated, you can print it, email it, or export it in one of several file formats.

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Deleting Custom Reports

To delete a custom report, do the following:
1 In Reports Manager, select File > Open.
2 Expand the node for the standard report that your custom report is based on
3 Right-click the custom report, and select Delete.

NOTE: You cannot delete a custom report through the Reporting section in System Manager or Accounts Manager.

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Configuring Savings Reports

Savings reports detail the cost savings and environmental impacts associated with using an Equitrac system. These
reports show how many pages have been printed from a workstation, but have NOT been released to the printer (e.g.
expired or deleted jobs). Cost savings can be also measured by the number of force monochrome or forced duplex
pages. Additionally this report details the environmental savings—such as the number of trees and amount of water
saved, plus the volume of CO2 NOT released into the atmosphere by not printing expired or deleted jobs, or by forcing
simplex jobs to be duplexed.
To configure a Savings report for environmental measures, do the following:
1 In System Manager, navigate to Configuration > User interaction > Savings report metrics.

2 Select U.S. or Metric from the Measurement system drop-down list.

3 Enter the number of Letter/A4 pages that One tree is equivalent to.
4 Enter the gallons (or litres) of water that One letter/A4 page uses. The volume unit depends on the measurement
system used—U.S. (gallon) or Metric (kg).
5 Enter the pounds (or kg) of CO2 that One pound (or kg) of paper releases. The volume unit depends on the
measurement system used—U.S. (pound) or Metric (kg).
NOTE: The Reset to defaults button resets ALL fields to their default values.

6 Click OK to close the Savings report metrics dialog box.

NOTE: Equitrac supplies default values based on average global consumption, however, these values can be
changed to suit your geographic location and environment.

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Running a Savings Report

To run a Savings report, do the following:
1 Open Reports Manager.
2 Expand the Analysis node and select Savings.
3 In the Select report criteria dialog box, select the criteria to limit the scope of the report. See Report Criteria on
page 360.
The Savings report can be summarized by User, Department, or Printer.
4 Click OK to close the Select report criteria dialog box. The Savings report displays in the Reports Manager
window.

The Cost column indicates a total cost for Deleted, Expired, Forced monochrome, Forced duplex pages, and number
of sheets not printed. The cost savings can be further measured by listing the individual savings for forced
monochrome, forced duplex, forced mono/duplex pages. These columns are not in the report by default, but they can
be added to display the individual breakdown for each feature.

NOTE: The cost savings for forced monochrome and forced duplex are dictated by the price lists associated for those
features. For example, if the price lists for color pages and for black & white pages are set to the same amount, then
the forced monochrome offers no savings and displays the cost as "0". However, if the price list for a color page is
$0.05, and black & white is $0.01, and 20 color pages where printed with forced monochrome applied, then the cost
savings is $0.80. (i.e. $0.04 price difference x 20 pages = $0.80).

When the report is generated, you can print, email, or save it in one of several file formats.

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Running Dashboard Reports

Dashboard reports are viewed with a web browser. Users may also access their own personal account statements that
include their current balance and account status.
The following is a list of prerequisites to view dashboard reports:
• Data for dashboard reports are generated nightly. If you have just installed or upgraded Equitrac Office or Express
5.2, you have to wait a day before the first set of reports are available.
• Dashboard reports are compatible with the following web browsers: Internet Explorer 6 (or higher), Mozilla
Firefox 3 (or higher), Opera 9.5 (or higher), and Google Chrome 24.
• Active Scripting must be enabled for graphs to display. For information on enabling scripts, see your web browser’s
online help files.
• The user must belong to a group specified in reports permissions. The user must be a member of the Windows-
level group directly and not an associate member of that group. For information on configuring user access to
report permissions, see Configuring Administrative Access on page 36.
• The user account must exist in Accounts Manager. For information on creating user accounts, see Working with
User Accounts on page 208.

NOTE: Dashboard reports are English-only.

To run a dashboard report, do the following:

1 Open an web browser and enter https://<Accounting Server>:2941/dashboard/start.html in the
Address field.
NOTE: Do not append index.html to the URL. This was done in previous releases, and is no longer supported as of
software version 4.2.0.

The Equitrac Logon screen appears.

2 Enter a User ID and Password (if configured for Secondary prompt) and click the Log on button. The Select
dashboard window opens.
NOTE: Credentials include local accounts on the accounting server, as well as domain accounts in the form of
<domain.com>\userID. Users can also log on using primary PINs configured in user accounts using Accounts
Manager.

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3 Select a dashboard to see the report.

Sample Dashboard Reports

The following are samples of what the different dashboard reports look like.

Chart
This sample dashboard is a Chart report of the Top devices from the Pages category.

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Bar
This sample dashboard is a Bar report of the Top accounts from the Cost category.

Pie
This sample dashboard is a Pie report of the Top device from the Simplex category.

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Printing, Emailing and Exporting Reports

When you generate a report, it is displayed in the Reports Manager window. You can either print the report, or export
the report to a file or as an email attachment. When exporting a report, you can select a number of file formats,
including XML, HTML, CSV-Unicode, or CSV-ANSI.

Printing a Report
You can print reports to a configured local or network printer. In the Reports Manager window:
• Select File > Print Setup to configure printer output settings.
• Select File > Print Preview to see a preview of the printed report.
• Select File > Print to send the generated report to the printer.

NOTE: The Print Preview option requires Internet Explorer version 5.5 (or higher).

Emailing a Report
You must ensure that System Manager is properly configured for a valid email server before emailing generated
reports in Reports Manager. See Configuring the Mail Server for Email Notifications on page 256.
To email a report, do the following:
1 Select File > Mail to open the Send Mail dialog box. Alternately, click the Send Mail button at the top of the report
window.

2 Enter email information:

• In the To field, enter the email address of the recipient. To email multiple recipients, separate email addresses
by commas or semi-colons, without any spaces between addresses.
• In the Subject field, enter subject text.
• In the Message field, enter message text.

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3 Select or clear attachment file formats.

To use the selected columns options, ensure that you first open the Report Layout dialog box (View > Report
Layout) and choose the columns you want to show in the report. When you mail the report, all columns listed in
the Report Layout dialog box are exported, regardless of the columns you choose to show. When you select either
Selected columns option in the Send Mail dialog box, only the columns currently displayed in the report are
exported.
4 Click Send.

Saving a Report to a File

To save a report to a file, do the following:
1 In the Reports Manager window, select File > Save as.
2 Select a file location, file name, and file format.
You can save the file in XML, HTML, CSV-Unicode, or CSV-ANSI format.
3 Click Save.
4 To generate reports on a regular basis and save the reports to a selected destination, see Scheduling Reports to
Run Automatically on page 374.

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Scheduling Reports to Run Automatically

When adding a task to generate a report, you must specify:
• the report type
• the desired output destination (email recipient or file location)
• the report format (HTML, XML, CSV-Unicode, or CSV-ANSI)

NOTE: To email a report, you must configure Equitrac Office/Express with a mail server. See Configuring the Mail
Server for Email Notifications on page 256. You can only email a report to a single address.

To add a scheduled Report task, do the following:

1 In System Manager, select Scheduled tasks in the left pane.
2 Select Add scheduled report under Current tasks, or click <Add...> in the right pane and select Report from the
Add new scheduled task dialog box.

3 Enter a Name and Description for the task.

4 Select No from the Suspended drop-down list to run the task at the scheduled intervals. See Suspending,
Resuming, or Removing a Scheduled Task on page 355 for details on suspending a task.
5 Select the desired report from the Report name drop-down list, and click Destination.

NOTE: Only standard and customized site reports appear in the report name drop-down list; customized personal
reports are not included. See Saving a Custom Report on page 364 for details.

6 In the Report destination dialog box, select either Email or File as the report destination.
If you select Email, do the following:
a Select the attachment file type. More than one Attachment type can be sent.
b In the To field, enter the email address of the recipient. To email multiple recipients, separate email addresses
by commas or semi-colons, without any spaces between addresses.

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c Enter a Subject and Message (optional) for the email.

d Click OK.
If you select File, do the following:
a Select the File type.
b Enter the Path\filename for the report, or click the ellipse button to select a destination.
c Click OK.
7 Schedule the task to occur either once, every day, every week, or monthly.
8 Enter a Start date and Start time for the task to run.
9 Click OK to save the scheduled task.

Running Consolidated Reports

If you deployed more than one accounting server, you can uplink the subsidiary CASs to the master CAS. This allows
the subsidiary servers to upload data to the master CAS, while also keeping a copy on its local server. You can then run
consolidated reports on the master CAS to view transaction and account data from all CAS servers, or you can run
reports on individuals’ servers.
Optionally, you can set the subsidiary servers not to post transactions to the master CAS. This allows the master CAS
to act as a license distribution server for users and embedded devices. The transactions remain local to each subsidiary
server.

Configuring CAS Servers

Configuration is required on the master and subsidiary CAS servers.
1 In System Manager, navigate to Configuration > Network environment > Uplink.

2 Enter the Name of the designated master CAS.

3 Select the Uplink time of day for the subsidiary CAS to connect to the master CAS.

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By default, Equitrac Office/Express sets the uplink time at 1:00 am—a time that CAS is not heavily accessed by
DRE, DCE, DME, or client workstations. If your site experiences a heavy load on CAS at 1:00 am, then change this
to a different time. Sites with multiple subsidiary servers should stagger the uplink time.
4 Press the Synchronize enterprise license button to initially license the subsidiary CAS from the master CAS.
Thereafter, at each uplink, the master CAS re-licenses the subsidiary CAS as long as the total number of licenses is
not exceeded.
5 The Transaction set options allow you to configure how the subsidiary and master CAS handle data transactions.
NOTE: The Transaction set options must be set on the Master CAS, not the subsidiary CAS.

• Do not post transactions – the subsidiary servers do not send transactions to the master CAS. This option
allows the master CAS to distribute user and embedded device licenses without transaction data being
uploaded.
• Post individual transactions – the subsidiary servers send individual transactions to the master CAS. This
option allows the master CAS to view transaction and account data from all CAS servers.
• Collate transactions – the subsidiary servers bundle transactions in one of two ways: Daily or Hourly.
Equitrac Office/Express collates daily transactions at the time you selected in Uplink time of day.
You can also select the By Network user option to send or to separate the transactions per network user.
6 Click OK to save the changes.

Running Subsidiary Reports Only

If you want to run reports from the master CAS that contain only the transaction data from the subsidiary CAS, do the
following:
1 Open a command prompt, navigate to Program Files\Equitrac\Office or Express\Accounting Service and
execute the following command:
eqrptload.exe -a <accounting server> -f reports\uplinkreportlist.csv -u

where <accounting server> represents the system name of your accounting server.
For example:
eqrptload.exe -a PRINTSV1 -f reports\uplinkreportlist.csv -u

2 When the command prompt displays the message EQRptLoad success, all of the uplinked reports loaded
successfully. You can select any uplinked report in the Select report to open dialog box.

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Topics
Configuring Scan Destinations
Configuring Workflows
Configuring Workflow Containers
Enabling Scan-to-Me
Configuring Scan Processing and Delivery
Configuring Load Balancing
Configuring SMTP Mail Server for SPE

This chapter contains detailed instructions for configuring and managing scan processing and user workflows in
Equitrac Office and Express.

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Configuring Scan Destinations

Equitrac Office and Express support sending scans to email, network folders, RightFax servers and SharePoint servers
via Equitrac controlled devices. RightFax and SharePoint servers need to be configured with login credentials and
applicable server names or URLs in System Manager in order for users to access these servers to get their documents.
To configure RightFax and SharePoint server scan destinations, do the following:
1 In System Manager, navigate to Configuration > Workflows and scanning > Scan destinations.

When the Scan destinations dialog box first opens, default RightFax and SharePoint server destinations are
displayed. The server information and login credentials for the default destinations can be edited, however the
name cannot be changed. Additionally, custom destinations can be created.
2 To configure a RightFax scan destination, do the following:
a In the Scan destinations dialog box, click <Add...> (or select the RightFax default from the list) to open the
Scan destination definition dialog box.

b Enter a Name for the destination. If using the default, the name cannot be changed.
c From the Type drop-down list select RightFax. If using the default, the type cannot be changed
d Enter the RightFax Server name.
e Enter the Userid and Password credentials.
f From the Post transactions as drop-down list select either One transaction (scan only) or Multiple
transactions (one scan and multiple fax).
g Select the Cover sheet default checkbox to include a cover sheet with the fax.
h Click OK to close the Scan destination definition dialog box.

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3 Click OK again to close the Scan destinations dialog box.

4 To create a SharePoint scan destination, do the following:
a In the Scan destinations dialog box, click <Add...> (or select the SharePoint default from the list).

b Enter a Name for the destination. If using the default, the name cannot be changed.
c Select SharePoint from the Type drop-down list. If using the default, the type cannot be changed.
d Enter the Login and Password credentials.
e Enter the URL for the SharePoint server including the scan destination folder. For example, http://
<sharepoint_server>/Folder/QA. The SharePoint URL must contain the server name, and cannot be in
the form of the server’s IP address.
NOTE: Equitrac does not automatically create folders on SharePoint servers; and the folders must already exist in
order for them to be used as scan destinations. The system administrator must set the appropriate permissions for
the Equitrac service user on the scan destination folder in order for scans to be successfully uploaded to the
SharePoint server.

f Click OK to close the Scan destination definition dialog box.

5 Click OK again to close the Scan destinations dialog box.

NOTE: When scanning to SharePoint, the default behavior is to overwrite an existing file of the same name. In order
to maintain multiple copies of these files, the versioning feature must be enabled in SharePoint. When versioning is
enabled, further scans with the same name are appended with an increasing value. For example, Filename,
Filename(001), Filename(002). Refer to the SharePoint documentation for setup details.

There can be multiple RightFax and SharePoint servers available as scan destinations. Once a destination server is
configured, it is added to the Destination drop-down list in the scan workflows configuration dialog box. See
Configuring Workflows on page 380 for details.

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Configuring Workflows
A variety of scan-related, system-managed, and device-managed workflow types can be configured in System
Manager. Workflows can be configured to be accessible to all users, or only available to users assigned to specific
departments.
Common scan workflows can be configured for email, network and user folders, RightFax and SharePoint servers.
System-managed and device-manged workflows are not configurable, but they can be used to create icons that can be
added to workflow containers allowing quick access to the specific functions at the device.
To create a workflow, do the following:
1 In System Manager, navigate to Configuration > Workflows and scanning > Workflow management.

When the Workflow management dialog box first opens, a list of preconfigured workflows is displayed. Any of
these can be edited to suit the scanning needs of the organization. Additionally, custom scan-related, system-
managed and device-managed workflows can be created.
2 In the Workflow management dialog box, click <Add...> (or select an existing workflow from the list) to open the
Workflow definition dialog box.

3 Enter a Name for the workflow which users can select as a destination option at the MFP.
4 Click the Active checkbox to enable the workflows to be available to use.

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5 From the Scope drop-down list, select either Department or Global. Global workflows are accessible to all users,
while Department workflows are available to users assigned to the specific department.
6 From the Destination drop-down list, select one of the following workflow types:
Scan workflows – contain configurable attributes to define the scan elements and output formats.
• Scan to Email
• Scan to Network folder
• SharePoint
• RightFax
System-managed workflows – create icons on specific devices for quick access to the system-enabled functions.
These are non-configurable predefined workflows that can be added to any workflow container.
• Follow-You Printing
• Release All
• External application
Device-managed workflows – add icons to any workflow container to provide direct access to the specific device
native function. These workflows are non-configurable.
• MFP Native Copy Function
• MFP Native Fax Function
NOTE: Scan destination Network folders must be created by the system administrator. Equitrac does not
automatically create Network folders, and they must already exist in order for them to be specified in a scan
workflow.

7 When configuring a scan workflow, define the scan destination attributes by clicking the ellipsis button (...)
beside the corresponding attribute’s default value. The Define attribute <Attribute> default value dialog box
opens.
a Click <Add...> to add the Attribute elements,

b Add any of the following attribute elements, and then click OK to save the default value.

Element Description

Text Static text

Date User session date

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Element Description

Time User session time

User name Logged in User name

User’s email User’s configured email address

User’s home folder User’s configured home folder

Billing Code User’s billing code

Device name Name of the scan device

Device IP IP address of the scan device

NOTE: Right-click on an existing attribute to either delete it, or move it up and down the attribute elements list.

c Select the Read only checkbox for the attribute if you want to prevent users from changing the value on the
scan destination detail screen at the MFP.
d Select the Hidden checkbox for the attribute if you want the attribute to remain hidden from users at the MFP.
Hidden attributes are automatically also marked as Read only.

NOTE: When defining a RightFax scan workflow, the Fax numbers default value must be entered as one continuous
block of numbers with no spaces or character separators. Multiple fax numbers must be separated with a semicolon
";" with no spaces. For example, 5195551234;5195556789;5195552468.

8 Click the Image preferences button to set the scan workflow resolution and type.

a From the Resolution drop-down list, select the DPI for the specified scan workflow. Alternatively, select
Default to use the global scan resolution set in the Scan configuration dialogue.
b From the Scan type drop-down list, select Color or Monochrome for the specified scan workflow.
Alternatively, select Default to use the global scan type set in the Scan configuration dialogue.
c Click OK.

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9 Click the Output file size button to define the scan file size settings.

a Enter a Max file size value in Mb for the scan output file.
b If the scan output file size is larger than the Max file size, you can split the scan file into separate parts. Enter a
Numbering delimiter to add to the scan name to distinguish the split files while still maintaining the original
scan name. For example, a split file may be named MyScan_01, MyScan_02, MyScan_03.
NOTE: File splitting is only supported for PDF and TIFF formats.

c Select the Delimiter position as a Prefix or Suffix to the file name.

d Click OK.
10 Click the Output formats button to view the list of available scan output formats.

a Select the scan output formats that will be available to users at the scanner. When more than one scan output
format is available for the user to choose from, the option flagged as Default is automatically selected when the
user is presented with the list of options. If only one option is available for users, they are not presented with a
choice, and that selection is automatically used as the scan format.
The default selection can be changed by unchecking the current format tagged as default, and then double-
clicking the desired output format. If the desired format is already checked, click it again to tag it as default.

Format Description OCR

MFP’s output Deliver the unaltered file provided by the MFP.

PDF (image) Basic PDF - Not searchable.

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Format Description OCR

Searchable PDF Basic Searchable PDF. 

TIFFs Single tiff image per page scanned.

Multi-page TIFF Single tiff file that contains multiple pages in the file.

JPEGs Single JPEG image for each page scanned.

PNGs Single PNG graphics file for each page scanned.

Searchable PDF MRC Searchable PDF with additional compression. Useful for black and white 
documents with a large amount of text.

Searchable PDF/A Searchable PDF meeting PDF/A-1b Archiving Standards. 

RTF Real Text Format output for Macintosh and WordPad. Includes basic text 
formatting such as bold, italic, and paragraph breaks.

Word (.doc) - True page Native Word - 2000 to 2003 - Matches most closely with the scanned 
text, but is more difficult to edit.

Word (.doc) - Flowing page Word 2000 to 2003 - Uses Word formatting to simplify editing, but does 
not match as closely to the original.

Word (.docx) - True page Word 2007 and 2010 - Matches most closely with the scanned text, but is 
more difficult to edit.

Word (.docx) - Flowing page Word 2007 and 2010 - Uses Word formatting to simplify editing, but does 
not match as closely to the original.

Excel (.xls) Excel 2000 to 2003. 

Excel (.xlsx) Excel 2007 to 2010. 
Searchable XPS Searchable XPS (Microsoft’s Portable Document Format). 
Text Unicode text with no line breaks (line breaks added at the end of 
paragraphs, but not on the actual line of text).

PDF/A (image) PDF meeting PDF/A-1b Archiving Standards.

b Select the Compress email attachments to a single zip file checkbox to bundle multiple scans into a zip file
prior to delivery.
c In the Limit email file attachments to field, enter the maximum file size allowable for an email attachment.
d Click OK to return to the Workflow definition dialog box.
11 Click OK to save the scan workflow.
12 Click OK again when the all the desired workflows have been configured.

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Configuring Workflow Containers

Workflow containers are place holders for preconfigured user workflows (or functions) as they appear on the front
panel of select PCC-enabled MFPs. Workflow containers may also be used to place additional containers and links to
various device functions. Workflow containers can be configured to be accessible to all users, or only available to users
assigned to specific departments.
To configure workflow containers, do the following:
1 In System Manager, navigate to Configuration > Workflows and scanning > Workflow containers.

When the Workflow containers dialog box first opens, a list of default containers is displayed. Any of these can be
edited to suit the scanning needs of the organization. Additionally, custom containers can be created.
The default workflow containers include the following:
• Launcher – MFP home screen with Follow-You, Scan-to-Me and Scan as the default workflows.
• Quick Shortcuts – MFP navigation menu with Launcher, Follow-You and Scan-to-Me as the default links to
containers and workflows.
• Scan – native MFP scan feature with Scan-to-Me as the default workflow.
2 In the Workflow containers dialog box, click <Add...> (or select an existing container from the list) to open the
Workflow container definition dialog box.

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3 Enter a Name for the workflow container.

4 Click the Active checkbox to enable the container to be available to use.
5 From the Scope drop-down list, select either Department or Global. Global containers are accessible to all users,
while Department containers are only available to users assigned to the specific department.
NOTE: The Launcher and Quick Shortcuts containers are always set to Global and Active. These options cannot be
changed since Launcher is the MFP home screen, and the Quick Shortcuts if the function navigation menu on the
MFP panel.

6 Select the desired workflows and containers to be included in the workflow container on the MFP panel. Once
the workflows and containers have been added, use the Up and Down arrows to arrange their order to designate
the order in which the function buttons display on the MFP panel.
NOTE: Follow-You Printing, Scan-to-Me, Release all and External application are predefined workflows that are
available to add to any workflow container even if they have not been explicitly added as workflows in Workflow
management.

7 Select the Default workflow for the workflow container.

8 Click OK to return to the Workflow containers dialog box.
9 Click OK again when the all the desired containers have been configured.

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Enabling Scan-to-Me
The Scan-to-Me feature allows the user to scan a single or double-sided document and email it to themselves.
To enable this feature, do the following:
1 In System Manager, navigate to Configuration > Devices > Scan-to-Me and select Enable.

2 Under Settings, enable the following options if necessary:

Option Description

Enable advanced When enabled, this adds a manual configuration menu to the system, including Scan
settings settings, Auto density, Feed type, and Filename/type to the Scan-to-Me screen on the
MFP. Users can click on the menu items to change scan settings.

Duplexing Select either Duplex or Simplex. The default setting is Duplex.

Resolution Select the DPI for the scan resolution. The default resolution is 300 DPI.

Scan type Select either Color scan or Monochrome scan. The default setting is Color.

Enable To field When enabled, the To field on the Scan-to-Me screen on the MFP is editable., allowing
users to enter one or more email addresses.

Exclude logged in user When the Enable To field is selected, the email address of the user performing the scan
email address can be exclude from the To field, and not receive the scan in their mailbox. If the To field is
empty, then the user’s email address is automatically put back into this field.

Enable CC field When enabled, adds the Cc field to the Scan-to-Me screen on the MFP, allowing users to
enter one or more email addresses. The scan is sent to users in the Cc list, as well as to the
user who performed the scan.

NOTE: At login, if the user selects the Scan-to-Me function but there is no email address for this user in Equitrac’s
Accounts Manager, they only see the Access Functions screen. The Scan-to-Me option is not available to users
without an email account associated with their Equitrac account.

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3 Enter a default email Subject line and File name that appears on all Scan-to-Me jobs.
a Click the ellipsis button (...) beside the Subject and File fields. The Define attribute <Attribute> default value
dialog box opens.
b Click <Add...> to add the Attribute elements,

c Add any of the desired attribute elements from the list, and then click OK to save the default value.

Element Description

Text Static text

Date User session date

Time User session time

User name Logged in User name

User’s email User’s configured email address

User’s home folder User’s configured home folder

Billing Code User’s billing code

Device name Name of the scan device

Device IP IP address of the scan device

NOTE: Right-click on an existing attribute to either delete it, or move it up and down the attribute elements list.

4 Click OK to save the settings.

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Configuring Scan Processing and Delivery

The Scan Processing Engine (SPE) is responsible for controlling all scan features once user authentication has taken
place. When a scan request is received by DCE, all scan information is passed to SPE to process. Use the Scan
configuration dialog box to set the defaults for all scan processing. The defaults can be overwritten when configuring
individual scan workflows.
To configure scan processing, do the following:
1 In System Manager, navigate to Configuration > Workflows and scanning > Scan configuration.

2 From the Delivery notifications drop-down list, select the destination where the user receives scan job
notifications.
a Select the Notify on Failure checkbox to have the user notified when a scan job fails.
b Select the Notify on Success checkbox to have the user notified when a scan job completes successfully.
c Repeat the notification process for each type of scan destination you want to configure.
3 In the Default configuration section, do the following:
a Click the Language link to open the Language selection dialog box, and select the desired Active language(s)
from the list of OCR languages. Up to five (5) languages can be selected.
b From the Resolution drop-down list, select the scan DPI. 300 DPI is the default setting.
c From the Scan type drop-down list, select Color or Monochrome. Color is the default setting.

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4 In the Output format labels section, you can customize the labels displayed to the user during the scan workflow.
Click the text field beside the label you want to edit and enter the new text. Labels with too many characters are
truncated. Equitrac recommends keeping labels to 25 characters or fewer.

Label Description OCR

MFP’s output Deliver the unaltered file provided by the MFP.

PDF (image) Basic PDF - Not searchable.

Searchable PDF Basic Searchable PDF. 

Searchable PDF MRC Searchable PDF with additional compression. Useful for black and white 
documents with a large amount of text.

PDF/A (image) PDF meeting PDF/A-1b Archiving Standards.

Searchable PDF/A Searchable PDF meeting PDF/A-1b Archiving Standards. 

Word (.doc) - True page Native Word - 2000 to 2003 - Matches most closely with the scanned text, 
but is more difficult to edit.

Word (.doc) - Flowing page Word 2000 to 2003 - Uses Word formatting to simplify editing, but does 
not match as closely to the original.

Word (.docx) - True page Word 2007 and 2010 - Matches most closely with the scanned text, but is 
more difficult to edit.

Word (.docx) - Flowing page Word 2007 and 2010 - Uses Word formatting to simplify editing, but does 
not match as closely to the original.

RTF Real Text Format output for Macintosh and WordPad. Includes basic text 
formatting such as bold, italic, and paragraph breaks.

Excel (.xls) Excel 2000 to 2003. 

Excel (.xlsx) Excel 2007 to 2010. 
Text Unicode text with no line breaks (line breaks added at the end of 
paragraphs, but not on the actual line of text).

Searchable XPS Searchable XPS (Microsoft’s Portable Document Format). 

TIFFs Single tiff image per page scanned.

Multi-page TIFF Single tiff file that contains multiple pages in the file.

JPEGs Single JPEG image for each page scanned.

PNGs Single PNG graphics file for each page scanned.

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Configuring Load Balancing

An SPE requires at least one DCE to operate, and multiple SPEs can be deployed per DCE to manage the scan load
requirements. Scanning requirements for organizations differ based upon the amount of scanning performed, and
how much, if any, OCR processing is used during the scanning process. Typically, a separate SPE server option is
selected only if OCR processing is used. Equitrac recommends planning your installation based upon your scanning
needs.
• Organizations performing minimal amounts of scanning or OCR processing can install the SPE along with all
other Equitrac Core Components on the same server.
• Organizations performing regular scanning and OCR work should consider deploying the SPE onto separate
servers.
• Organizations performing heavy scanning and OCR processing should scale the SPE requirements to their needs.
One or more SPEs can be deployed to their own servers if the shared DCE/SPE server cannot adequately resolve
the scan and OCR needs. Various configurations are possible in such a setup. Equitrac Office and Express can be
configured with multiple SPEs, where some are designated for scans, others for OCR.

NOTE: When scanning highly-detailed documents (e.g. documents with deep color contrast of text and background,
or high quality images), increasing the scan DPI may be necessary to ensure optimum OCR output quality.

To configure load balancing, do the following:

1 In System Manager, navigate to Configuration > Workflows and scanning > Scan configuration.

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2 Click Load balancing. The Equitrac Scan processing and load balancing configuration dialog box opens:

3 In the Available Scan Processing Engine (SPE) nodes section, click <Add...> to add an SPE node.

4 In the SPE node parameters dialog box, do the following:

a Enter the SPE name or IP address.
b In SPE threads, select the number of scan jobs that can be simultaneously processed by SPE. Typically, scan
processing is achieved quickly, and the default value of 5 is acceptable. However, complex operations such as
OCR processing, can be time consuming. The value for SPE threads represents a balance between quick
processing time and system resources.
c In OCR threads, select the number of simultaneous OCR jobs the system can perform. OCR jobs are typically
CPU and memory intensive. OCR threads are a sub-set to SPE threads, and this number represents the number
of SPE threads that are OCR jobs. This number cannot exceed the number of SPE threads.

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d In the Scan job storage path field, enter the local folder used as a scan repository on the SPE server. This folder
stores failed scan jobs until purged by the system.
e Enter the DNS name or IP Address of the Web server hosting the Equitrac Scan Client. This is necessary in
order for SPE to include the URL link with outgoing emails.

NOTE: If the Equitrac Scan Client is running on the same machine as SPE, then enter the name of the SPE server. If
the Scan Client is not running on the same machine as SPE, then enter the name of the IIS web server hosting the
Scan Client.

f Select the SMTP connection from the drop-down list.

g Click OK to close the SPE node parameters dialog box.
h Right-click the newly created SPE node, and select Get Info from the menu.

The SPE counters dialog box opens, verifying that the SPE node can be connected using the provided node
parameters, and that the Scan job storage path is valid and has Available job storage space. The dialog box also
displays the SPE status.
5 In the Scan processing device site assignment section, select a DCE from the DCE Name Or IP column. The list
displays all available DCEs in the current deployment.
6 In the DCE scan overrides dialog box, you can change the global scan default settings if desired:

a Click the Language link to open the Language selection dialog box, and select the desired Active language(s)
from the list of OCR languages. Up to five (5) languages can be selected. Alternatively, select the Use <default>
configuration checkbox.
b From the Resolution drop-down list, select the scan DPI.
c From the Scan type drop-down list, select Color or Monochrome.
d Click OK to close the DCE scan overrides dialog box.

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7 Click Add... in the SPE Name Or IP column, and select any available SPE node. The selected SPE will accept scan
job requests from the DCE selected in the DCE Name Or IP column.
Repeat the above process for all DCEs, adding as many SPEs to each DCE as required.
CAUTION: This process requires advanced knowledge about the requirements of the organization, how many SPEs
may be required for any given DCE, and how many threads or OCR capabilities are needed per DCE. The task of
assigning DCEs to SPEs should only be performed by systems administrators with this knowledge. Improper
configurations can result in longer wait times or resources not being used to their potential.

8 From the Optimize OCR drop-down list, select the quality of OCR processing. You can select to run OCR for
Speed, Accuracy, or a Balanced combination of both. The Accuracy setting requires more processing time and
resources.
9 In the Purge stores of failed jobs after field, enter a value in hours for how long stored scan jobs are held in the
scan jobs storage path. These jobs can be retrieved locally using the Scan Client for further processing. Once this
time interval passes, the jobs are deleted from the Scans tab of the Scan Client. By default, the purge time is set to
96 hours. The minimum time is 24 hours, and the maximum is 999 hours.
10 Click OK to close the Scan configuration dialog box.

Configuring SMTP Mail Server for SPE

Unique SMTP mail server settings can be configured for every Scan Processing Engine (SPE). Separate SMTP servers
will help balance the email load by sending scans through multiple mail servers.
On the server running SPE, do the following:
1 Select Start > Run.
2 Type regedit and click OK to open the Registry Editor.
3 In the Registry Editor, navigate to HKEY_LOCAL_MACHINE\Software\Equitrac.
4 Create an SPE registry key.
5 In HKEY_LOCAL_MACHINE\Software\Equitrac\SPE, create the following string values:
• "SMTPServer" - SMTP server name which local SPE is going to use.
• "SMTPServerUser" - SMTP server user name.
• "SMTPServerPass" - SMTP server user password.
• "SMTPServerAddressForSystemGeneratedMessages" - Mail ‘From’ address for system generated messages.
If the SMTPServer value doesn't exist or is empty, SPE will use the SMTP mail server values configured in System
Manager. If the SMTPServer value does exist, SPE will use the values from the registry.
See Configuring the Mail Server for Email Notifications on page 256 for details.

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Topics
Prompt for Login
Cost Preview
Release Key Prompt
Setting Client-Side Popup Look & Feel
Rename Document Prompt
Cashier
Using the Macintosh Client

This chapter provides installation and configuration information for several different Equitrac features that support
end-user activity:
• Prompt for Login requires users to enter their login credentials any time they submit a print job to an Equitrac-
monitored network printer.
• Rename Document allows users to type a more meaningful name for the document that others users can use to
identify the document within a secure print queue.
• Release Key Prompt requires Equitrac Express users to assign a numeric release key value when they submit a
print request
• Cost Preview gives users a chance to preview the total cost of a print request before sending the document to the
printer.
• Cashier is an Equitrac Express administrative tool used by staff members to adjust balances on user, department,
and billing codes
This chapter also provides information for users who have Equitrac features installed on a Macintosh client.
For information on Desktop printing, see Desktop Printing on page 312. For information on Client Billing, see
Configuring Billing Code Popup Behavior on page 178.

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Prompt for Login

Install the Prompt for Login feature on a user workstation to prevent unauthorized users from printing to Equitrac-
monitored network devices. When the user makes a print request to any printer managed by a DRE print server, a
small popup window appears which requires the user to enter their user ID and Password before they can continue.

The user credentials are authenticated against the CAS database. If the credentials pass authentication, other popups
appear (if configured), and the user can submit the print job.
NOTE: Depending on the logon timeout configuration, the logon dialog box may not appear every time you print.

NOTE: Do not install Prompt for Login if you plan to install the Release Key Prompt (part of the Print Assistant feature
within the Equitrac Express Client installer). These two features are not compatible. Choose one validation method
only.

Cost Preview
Install the Cost Preview feature on a user workstation to provide the user with a print cost summary prior to sending
the document to the printer. A small pop-up window allows the users to review the costs, then decide if they want to
continue with the print job, or cancel it. The popup window provides information about the amount of funds available
to the user, giving the user the opportunity to make changes to the print job characteristics if their funds are low. If the
user has insufficient funds, Equitrac Office/Express will not accept the transaction, and the job will not be queued.

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Display Campus Card Balance

The cost preview popup for Equitrac Express displays a user’s account balance and their Campus Card balance (or
balances in the case of multiple tender keys). The feature is controlled by the Show account balance setting in System
Manager under Configuration > User interaction > Workstation popup behavior. This feature requires that the CAS
account and Campus Card account have been mapped either in the used Campus Card system or via the
CampusCardImport utility. See Import Campus Card Account Information on page 470 for further details.

Select Account
In addition to displaying the balance in CAS and Campus Card accounts, the Equitrac Express user can also select
which account to charge. Once the account has been selected, the job will be printed and charged to the selected
account. A requirement for both of these features is that the print queue not be configured to hold documents for print
release. If jobs are held for release then the user would have the opportunity to select a different account at a Release
Station or PageCounter terminal. Hence, this feature is not available when jobs are held for release (i.e., not compatible
with SDR, Follow-You Printing, and Release Key).

NOTE: Campus Card account balance display and account selection are not supported on Macintosh.

Rename Document Prompt

Install the Rename Document Prompt feature (for Equitrac Express) on user workstations to allow users to assign a
new, unique name to the document they want to print. In an secure printing environment where jobs are held in a
secure queue, this feature makes it easy for the walk-up user or print-desk staff to identify print requests.
The Rename Document Prompt is part of the Print Assistant feature within the Equitrac Express Client installer.

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Release Key Prompt

Install the Release Key Prompt feature (for Equitrac Express) on user workstations to let users assign a unique numeric
key code to a print job. Used in a secure printing environment, any user who knows the release key can enter the key at
a Release Station or control terminal and release the job for printing.
The Release Key Prompt is part of the Print Assistant feature within the Equitrac Express Client installer.

NOTE: This feature is not compatible with Prompt for Login. Do not install both Prompt for Login and Release Key
Prompt on the same user workstation.

Setting Client-Side Popup Look & Feel

You have the option of substituting your own logo for the default Equitrac logo on the Print Assistant popups. The
logo image must be a color Portable Network Graphics (PNG) file with alpha channel (i.e. the background is
transparent), and its size should be no larger than 40 pixels high and 180 pixels wide to fit on the popups.
To replace the default logo, do the following:
1 Navigate to Program Files\Equitrac\Office or Express\Accounting Service\Redist\Logo on the computer where
the CAS is installed.
2 Rename the default PrintAssistantLogo.png image file (e.g. PrintAssistantLogo_old.png), so you can always
recover the default logo later if necessary.
3 Copy your logo file to the Accounting Service\Redist\Logo folder and rename it to PrintAssistantLogo.png.
Now your logo file is used as the Print Assistant popup logo.
4 The new logo will appear at each client computer after it is restarted.
NOTE: For Macintosh workstation clients, do the same as above, except that the logo should be a Macintosh PICT
(PCT) image format and the original EquitracClientLogo.pct file should be replaced with it.

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Cashier
Cashier is an Equitrac Express administrative tool used to adjust balances on user, department, and billing codes.
Designed for use by staff members who perform a role similar to a library cashier, the staff member can collect money
from a user then use Cashier to deposit the equivalent amount into the user's Equitrac Express printing account.
When you launch the Cashier application, you need to select the Accounting Server you want to work with. CAS
processes the account transactions you perform using Cashier, updating balances and writing transaction information
to the accounts database.
To use Cashier, staff members must be granted Cashier Access Permissions. Generally, you should create a separate
Domain group that contains only the staff members who will use Cashier. Then, open System Manager >
Configuration > Security and authentication > Access permissions, and add the new Domain group to the Cashier
permission. For more information on permissions, see Configuring Administrative Access on page 36.
Equitrac Express stores connections between Cashier and the accounting server separately for each logged-on
administrative user. Each Cashier user must connect to the accounting server to manage the accounts database.
Cashier can be installed on any server station within the Equitrac Express deployment.
To use Cashier, do the following:
1 Select Programs > Equitrac > Express > Cashier.

2 Select Search > Criteria from the Toolbar to configure the search criteria.
3 In the Search Criteria dialog box, do the following:

a Select the Account type – User, Department, or Billing Code.

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b Select the search Field for the Account type:

• For User – select User ID, Full name, or Primary or alternate PIN.
• For Department and Billing Code – select Name, Description, or Primary PIN.
c Select the Match criteria for the Field:
• For User ID, Full name, Name, and Description – select Prefix or Containing.
• For Primary or alternate PIN and Primary PIN – Match is the only option.
d Click OK to save the search criteria.
4 Enter a search criteria in the Find field, then click Search.
NOTE: If the search criteria is set to find a User Primary or alternate PIN, then card readers configured as keyboard
emulators can be used to populate the Find User PIN match field. A leading ^ or ` character as well as a trailing ;
character will be ignored when using a card reader in keyboard emulation mode.

NOTE: Before swiping a card, ensure that the cursor is in the Search field first.

5 Select an account from the list.

6 Enter the Transaction Paid amount. The funds are transfered into the selected account’s Paid balance.
Amounts can be positive or negative. To enter a negative amount to remove funds from the account, use a minus (-
) sign before the amount.
7 Enter a Comment for the transaction.
By default, the user is required to enter a comment before the Record button is enabled. However, the
Administrator can change the System Manager > Configuration > Cashier behavior option which allows staff
members to record the transaction without a comment.

8 Click Record to update the account balance.

The new balance displays in the Paid balance and Total balance columns.
9 Print the receipt (optional).
The user is prompted to select a printer where the receipt will be printed. If the user presses cancel, the receipt is
not printed.

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Modifying the Printed Cashier Receipt

Administrators can modify the contents of the printed receipt. A standard receipt is installed in the same folder as the
Cashier executable (Program Files\Equitrac\Express\Tools\cashier.html by default).

To customize the receipt contents, modify the html file, but ensure that the file name remains “cashier.html”. You can
add or replace the variables in the file with any of the following substitutions:

Variable Result

%a Prints the date in the default date format.

%b Prints the account balance.

%c Prints the amount of the last transaction performed on the account.

%f Prints the User’s full name

%r Prints the transaction comment. If no comment was entered for the transaction, "Cashier
transaction" is printed.

%t Prints the time.

%u Prints the name of the staff member who is logged into the Cashier application (using the network
User ID).

%w Prints the Cashier workstation name.

%z Prints the opening balance (prior to recording the last transaction).

%% Prints the percentage % character.

NOTE: To turn the receipt option off, either delete or rename the cashier.html file to any other name. The receipt
option will not appear to the user if the application is unable to locate this file.

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Using the Macintosh Client

When you install the Macintosh client, Equitrac can track printing from Macintosh workstations. You can configure
the Macintosh Client to prompt for a billing code at print time, which can be useful to you if you want to charge your
printing to projects or outside clients, or rename a document at print time to a unique, recognizable job name.
Since Equitrac Office or Express do not support AppleTalk, some printer properties, such as stapling, may not be
available when printing to an Equitrac printer. The printer properties affected depend upon the Macintosh operating
system version in use. You must verify which properties, if any, are affected.

NOTE: To install and configure the Macintosh Client, see Installing the Workstation Client on Macintosh Systems in the
Equitrac Office and Express Installation Guide.

Logging In to Equitrac Office/Express

When you make a print request from a Macintosh workstation, you must log on to the Equitrac Office/Express
system. Equitrac must validate your User ID and password before it sends the print request to the printer.
The login information stays with Equitrac Office/Express until the session expiry time is exceeded. If you make
another print request before the login timeout expires, you do not have to enter information in the login dialog box
again.

NOTE: If your Windows credentials originate from a different domain than the core accounting server, you must
enter the domain with your user ID in the format: domain\userID.

NOTE: Depending on the logon timeout configuration, the logon dialog box may not appear every time you print.

Assigning a Billing Code

If you define billing codes for your organization, you must assign a code to each document before Equitrac Office/
Express processes the print request. In this way, Equitrac can bill print jobs to clients or projects.
Depending on how the Macintosh client is configured, you can choose one of the following options.
• Enter a code in the Billing Code text box. If you enable arbitrary codes, you can either select a code from the list,
or enter a new code.
• Select an available billing code from the list. The list displays the last 20 codes used. You can also browse the list of
all available codes by clicking Browse All. The list of available codes is defined by your administrator. If arbitrary
codes are not allowed, you must select a code from the list.
• Assign the print job to your own printing account by selecting None.
• Identify the print job as non-billable by clearing the Billable box. The application still charges non-billable jobs
against the billing code account, but reports them separately from billable jobs in the Equitrac Office/Express
reporting feature.
After you make a selection in this dialog box, click OK. Equitrac charges the print job to the code or to the user’s
printing account, as specified.
If you click Cancel in this dialog box, Equitrac cancels the print job.

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Changing a Document Name

With the document name change option enabled, you can make your print request easily recognizable in the
document list on a release workstation or terminal listing. When you make a print request, a dialog box appears in
which you can assign a new name to the document.
1 Enter a new document name.
2 Confirm the new name.
3 Press OK to continue, or Cancel to cancel the print request.

Logging Out of Equitrac Office/Express

You can log out from Equitrac Office/Express to ensure that no one who uses the Macintosh workstation subsequently
can charge their printing to your account.
1 Select Equitrac Logout from the Apple menu.
2 In the Confirm logout dialog box, click OK.
3 If you make another print request after you have logged out, provide your User ID and password again.

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 16 Using the Scan Client

Topics
Working with the Scan Client
Logging

The Equitrac Scan Client is a application that allows users to log on to a web browser to search and view the status and
details about their scan jobs. The Scan Client displays user scans sent to all available scan destinations (e.g. email,
network folders, SharePoint servers and RightFax servers) via Equitrac controlled devices.
The Scan Client offers the following features:
• view the status and details of users’ scan jobs
• set the priority for scans in the queue
• access and download partially completed scans
• delete failed scan jobs
• acquire log files

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Working with the Scan Client

The Equitrac Scan Client is used by both system administrators and regular users, however, administrators have access
to addition features and functions.
Regular users would use the Scan Client to:
• View the status of the their own scan jobs
• View detailed information about recent scans
• Access partially completed scans that have failed and download them to their local machine
• Delete their own failed scan jobs.
System administrators can do everything that users do, as well as:
• Monitor the current status of all scan jobs from all systems
• Change the priority of scans in the queue
• Cancel scan jobs
• View scans by department
• View the device where the scans were sent from
To use the Equitrac Scan Client, do the following:
1 Open a web browser and enter http://<web_server_name OR ip address>/EQWebClient in the
Address field.

NOTE: In order for the "Equitrac scan job failure notification" email link to connect to the right server, the server
name entered in the address bar must match the name of the server hosting the Scan Client. This server name was
specified when configuring the SPE nodes for load balancing. See Configuring Load Balancing on page 391.

If Single Sign-On option was enabled during installation of Scan Client, no additional authentication is required, and
you can proceed to Step 3.
2 At the Login screen, use one of the following methods to login to the Scan Client:
• Enter your User name (network login) and Password (network account password) and click Login.

NOTE: External user ID and password authentication must be enabled in System Manager (see User
Authentication on page 245).

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—Or—
• Enter your Equitrac PIN1 and PIN2 and click Login.

NOTE: This login method is available only if the Equitrac Office/Express PIN authentication option is enabled in
System Manager (see User Authentication on page 245).

• Enter your Equitrac PIN1 and network account password and click Login.

NOTE: This login method is available only if the Equitrac Office/Express PIN with external password
authentication option is enabled in System Manager (see User Authentication on page 245).

3 After logging in to the Web Client, you are redirected to the Scan Client, where you can view the status of scans,
alter their priority in the queue, and delete or download failed scans.

Using the Scan Filters

Equitrac Office/Express maintains a history of all queued scan jobs, as well as a record of scan jobs completed in a
particular time frame, as configured in System Manager. Scan jobs that have been performed before the configured
purge interval are listed in the table. Since there can be many scans listed, users may want to filter the results to list
only those scans they want to work with.
Regular users only have access to their own scan jobs. Their search criteria is limited to the scan job name, when it was
scanned, and the job status (e.g completed, failed, processing). When the user logs into the Scan Client, only the
Document name, Submission date, and Job status scan filter fields are visible on the web page.

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Users can use the following scan filters to search through their scan jobs:
• Document name – This option searches for the name of the document created from the scan.
• Submission date – This option searches for scans submitted for scan processing on a particular date. When
clicked, the calendar icon to the right of the field displays a calendar to simplify entering a date.
• Job status – This option searches for scans in a particular state. The drop-down list contains all possible states that
can be searched.
Once the scan filters have been selected, click GO to display the list of scans matching the selected criteria. Click
CLEAR ALL to remove the scan filters. CLEAR ALL also resets the list to display all scan jobs, since the filters have
been removed.

NOTE: Scan filter information cannot be saved. The criteria for any filter must be re-entered each time a search is
conducted.

Administrators have full access to the system, and as such, can search for and view all scan jobs. In addition to the
Document name, Submission date, and Job status scan filters that users have, administrators can also use the following
scan filters:
• User name – This option searches for scans created by a particular user.
• Department – This option searches for scans associated with particular department.
• SPE name– This option searches for scans processed by a particular Scan Processing Engine (SPE).
• Device – This option searches for scans originating from a particular device.
Once the scan filters have been selected, click GO to display the list of scans matching the selected criteria. Click
CLEAR ALL to remove the scan filters. CLEAR ALL also resets the list to display all scan jobs, since the filters have
been removed.

NOTE: Scan filter information cannot be saved. The criteria for any filter must be re-entered each time a search is
conducted.

Sorting the Scan List

Depending upon the scan filters selected, and the privileges of the logged-in user, the list of scans in the Scan Client
can display in a variety of ways. Once the scan filters are set, the list can then be sorted based upon scan attributes (e.g
User name, Job status, Submission date). Each attribute is presented as a link in the column header. Clicking the link
sorts the list based upon that attribute, in either ascending or descending order. A small icon appears beside the
header indicating that the list is sorted by this attribute. Click the icon again to change the order. By default, the list is
ordered by submission date, with the latest date at the top of the list.
The list displays 10 scans at a time. Use the First, Previous, Next, and Last links at the bottom of the list to navigate
through the pages to view additional scans.

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The following table lists the sort attributes.

Attribute Description

Select • The Select radio button is used to select a scan job. When selected, a regular user or administrator
can delete a failed job from the list using the Delete button, or the administrator can modify its
priority using the Set Priority button.
The scan list cannot be sorted by the Select column.

User name • Displays the name of the user who sent the scan.

Billing code • Displays the job’s billing code (if applicable).

Department • Displays the name of the associated department.

This attribute is available only to administrators.

Priority • Displays the order in which scan jobs are processed. The priority of a scan can only be set for jobs
in a Pending or On Hold state. The scan priority can be set to Low, Medium, or High.
This attribute is available only to administrators.

Job status • Displays the status of the job. For example, completed, failed, canceled, pending.

Download • Scans that cannot be routed to the configured destination are available for users to download.
When a scan fails to deliver, an icon displays beside the scan job. Clicking the icon downloads a
local copy of the original scan which can then be processed manually.
The scan list cannot be sorted by the Download column.

Submission date • Displays the date when the scan was submitted for processing.

Source date • Displays the date of the originating device from where the scan was went. The device may be in a
different time zone than the SPE server, thus the source date may differ from the submission date.
This attribute is available only to administrators.

Document name • Displays the name of the scanned document.

SPE name • Displays the name of the SPE server.

This attribute is available only to administrators.

Device name • Displays the name of the originating device from where the scan was went.
This attribute is available only to administrators.

Information • Click the information icon for a specific scan to displays a popup window with the most current,
detailed information about the scan. It contains information, such as Destination type, Job
priority, Job status, and whether the job is billable or not.
The scan list cannot be sorted by the Information column.

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Additional Functions
The Scan Client page contains additional functions that are not scan filters or sorting attributes, but can be used to
modify the scan list itself.
• Refresh – The Refresh button updates the scan table based upon the criteria selected in the scan filters. If there are
no filter criteria, it displays a list of all scans recorded before the purge interval, as set in System Manager. The list
of scans displayed is a recent approximation of their status. It may not include up to the second information about
scans currently in the system.
• Delete – Regular users and administrators can select and delete any failed scan jobs from the list.
• Set Priority – Administrators can set the priority of scan jobs to determine the order in which jobs are processed.
Modifying the priority of a scan is only possible for scans in a Pending or On Hold state. Clicking Set Priority
opens a new dialog where you can set the scan priority to Low, Medium, or High.

Logging
If there is an issue with Web Client, Equitrac technical support may require log files. Complete the following steps to
provide the appropriate log files to support:
1 Switch on logging:
a Start the Internet Information Management console and stop the Equitrac application pool.
b Open web.config from the installation folder of Web Client (by default it is Program Files\Equitrac\ Web
Client) in a text editor (for example, Notepad).
c Find the <configuration>/<appSettings> element.
d Locate the Logging key and change its value to the appropriate value. A help entry can be found above the
Logging key about it.
e Save and close web.config.
f Restart the Equitrac application pool.
2 Use Web Client to reproduce the issue.
3 Collect the log files:
a Start Internet Information Management console and stop the Equitrac application pool.
b Go to the <Common Application Data>\Equitrac\Web Client\Logs folder (usually it is a hidden folder
ProgramData\Equitrac\Web Client\Logs).
c Collect all files and send them to the support.
4 Switch off logging. This is a recommended step as logging decreases the performance of the application.
a Open web.config from the installation folder of Web Client (by default it is Program Files\Equitrac\
WebClient) in a text editor (e.g. Notepad).
b Find the <configuration>/<appSettings> element.
c Locate the Logging key and change its value to the appropriate value. A help entry can be found above the
Logging key about it.
d Save and close web.config.
e Restart the Equitrac application pool.

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Station

Topics
Configuring Release Station Behavior
Changing Release Station Look & Feel
Testing the Release Station Configuration
Vending Device Configuration
Limiting Administrative Access to Release
Station
Campus Card Workflow
Working with Release Station
Configuring Deposit Station
Using Deposit Station

Release Station is a software application that resides on a client workstation. It provides a simple user interface to view
and access documents held on a secure print queue. Release Station can be located near the printers and accessible to
the public, or located in a secure area accessible only to authorized users, such as print desk staff.
You can configure Release Station to operate in a secure mode or a public mode. In secure mode, users provide their
Windows login credentials to view and release their own documents. In public mode, all users can view all publicly-
listed documents.
Deposit Station is a software application used within organizations that implement card-based payment systems.
Installed on a public workstation, Deposit Station lets a user transfer funds from a payment card to an Equitrac
Express printing account.
This chapter provides information about:
• configuring the behavior of the Release Station to operate in either public or secure mode
• changing the look and feel of the Release Station interface
• using the Release Station interface to view and release documents from the print queue
• configuring the behavior of the Deposit Station
• using the Deposit Station to transfer funds to an Equitrac Express account

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Configuring Release Station Behavior

Release Station can function as either a self-serve station or as an operator-controlled workstation. If the Release
Station is in a public area, you can configure the system to require user-assigned release keys (for Equitrac Express).
When the user enters the key, they can see the documents in the queue that are assigned to that particular release key.
Release keys prevent walk-up users from printing or deleting other users’ documents. To create a fully secure printing
environment, you can also require Windows login credentials. Users who login can only see print jobs assigned to
their user ID in the Release Station queue.

NOTE: Release Station does not support the Equitrac delegate printing feature.

To create a public environment, you can eliminate the need for all security, allowing any user to view and release all
documents within the queue.
Use the Release Station Configuration utility to modify the Release Station behavior. For example, you can prevent
users from closing Release Station by disabling the End Session button.
To launch the utility, select Programs > Equitrac Office or Express > Configure Release Station.

Configuration options are divided into three tabs:

• Operation – provides general application parameters, such as options for security, vending hardware, session
time-outs, non-administrator restrictions.
• View – enables you to define window sizing and location parameters for running Release Station on client PCs.
• Printers – enables you to add and remove Equitrac printers to this Release Station’s view.

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Operation Tab
Use the options on this tab to configure the operational behavior of your release workstation.

Session Security
Consider your release workstation and document security requirements when you determine the startup process for
user sessions by selecting one of the following options.

Option Description

None No sessions, best for administrator access. Users view all documents. This is the
default configuration option on startup.
This option disables all other configuration options except Automatic refresh, and
assumes a non-vending environment.

Release key Enter a release key to start a session and view all documents assigned to that release
(for Equitrac Express) key.

Network logon Enter Windows logon credentials to start a session and view all documents assigned
to that logon ID.

Release key or network logon Enter either a release key or Windows logon credentials to start a session.
(for Equitrac Express)

Security
Release Station uses sessions to denote a specific period of usage, which varies depending on your configuration. You
can configure sessions to close automatically after certain actions, to time out, or to remain open.

Option Description

End session after N seconds of The session times out automatically after a specified amount of time. 60 seconds is
inactivity the default option.

Automatically end session after The session closes automatically when a user releases documents to the printer.
document release

Disable exit for General users cannot close the application, users can only end the current session.
non-administrators

Allow anonymous access Allows public documents to appear in the Release Station display.
(for Equitrac Express) If you enable this option, also set the Public documents options provided on the
Operation tab. See Public Documents on page 415.

A session typically begins and ends with a user logging on to the release workstation using Windows login credentials
or CAS account PINs. You can also configure user workstations to prompt the user for a release key, which the user
must assign to the document when a print request is made.
Closing a session only closes that user’s session. Release Station stays open, ready for the next user.

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Vending Hardware
Vending hardware is only available with Equitrac Express. If you plan to use vending hardware, you must specify the
equipment that will be associated with the Release Workstation. Enable Hardware Type, then click Select to choose a
manufacturer and model.

For further details, see Vending Device Configuration on page 421.

Option Description

Hardware type This release workstation uses vending hardware as configured here. Users must pay for prints
before Equitrac Express will release the documents.

Select Click Select to specify the equipment associated with the Release Station, then select a
manufacturer and model from the list. When you click OK, the Vending Configuration dialog
opens automatically.
Note: You must select and configure a vending hardware type in order to select the Show
balances option on the View tab.

Configure Opens the Vending Configuration dialog. See Vending Device Configuration on page 421.
If you change the manufacturer and model at any time, the Configuration dialog opens
automatically.

Prompt for funds after The user will be prompted to pay for the release job immediately after they enter their User ID
user id and before viewing the print job in Release Station.

Prompt for funds prior to The user can view their print job in Release Station, and will be asked to provide the payment
document release before the job will be released.

Automatic Refresh
Select one or more options for determining the refresh rate of the Release Station document list.

Option Description

Refresh document list every N seconds Release Station refreshes the document list after the specified time interval.

When new document arrives, play a Uses a sound file to notify users of new documents on the document list; useful for
sound a staffed workstation at a copy desk or print shop. This feature uses the default
beep or sound defined in your Control Panel > Sound setting, which you can
change by associating a different WAV file in place of the default. If you do not have
a sound card and speakers, Release Station uses the system speaker.

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Non-Administrator Restrictions
Specify one or more options for users releasing or deleting documents in the print queue.

Option Description

Release one document per Enables users to select a single document for release. Users can print multiple
session documents during the same session, but only one at a time during the session.
If you want to prevent users from printing multiple documents at once as a means of
limiting printer monopolization, enable this option. Non-administrative users receive
a message when attempting to release more than one print job at the same time.
Note: To force users to start a new session after releasing one document, you must
also enable the Automatically end session after document release option.

Disable document deletion Users may not delete any documents in the print queue; this works best in
environments where users share accounts.

Disable zero-page, zero-cost Users may not release any document that has no associated cost, or has content that
document release the PageCounters cannot track; this prevents unauthorized “free printing”.

Public Documents
Public Documents are only available with Equitrac Express. Specify what public documents appear in the Release
Station display. Allow anonymous access must be selected in the Security section in order to configure the public
document options.

Option Description

Documents without a release key Documents with release keys are private documents. They do not appear in the list of
public documents in Release Station. All other documents will appear.

Documents printed by specific If your site has public printing workstations that require specific user IDs to start
user IDs Windows, specify the user IDs whose jobs should appear in the queue.
Documents for users not listed in this dialog box are private, and will not appear in the
public document list.

Specify Opens the Specify user IDs dialog box.

Enter the Windows user accounts
names that are used to login to
Windows on the Release Station, then
click Add. Enter as many IDs as needed.

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Features
Select Enable Follow-You printing to allow users to select print jobs in the Release Station and pull them to a specific
destination printer.
After a successful login, the Release Station displays a list of defined printers on the users local and/or Home print
servers. If the printer is part of a pull group, all printers within the pull group are queried for print jobs belonging to
this user.

NOTE: The printer must be assigned to a pull group to enable this functionality. If the printer is not part of a pull
group, the Release Station displays jobs on the current printer only.

See Setting Up Follow-You Printing on page 297 for system configuration information. See Using Follow-You
Printing on Release Station on page 427 for instructions to release documents when Follow-You Printing is enabled.
Select Enable acccount selection for payment if you want the user to choose their payment method at the Release
Station. The user is prompted to provide the payment, but has the option to choose an alternate method of payment. If
the Station is configured to use payment cards, enabling this option provides a link to choose another method such as
payment from a user account or a Campus Card account.

View Tab
View tab options determine the appearance of the Release Station window, as the user sees it.
You can configure Release Station to display all available information associated with a print job in the workstation
window, or just enough information for users to identify their own documents in the secure print queue. You can also
change the order in which the selected columns appear in the Release Station display.

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Select one or more options to determine the appearance of Release Station.

Option Description

Columns to display Check the types of data you want to appear in the Release Station window. Clear the
checkboxes for any information you do not want to appear to the user.
You can select multiple items in this list, and if you have more than one item highlighted, the
selecting or deselecting action applies to all of the highlighted options.

Up/Down Arrows Use the arrows to change the display order of the columns on the Release Station window,
from left to right.
If you have multiple items selected, those items move simultaneously.

Window startup size Determines the size of the Release Station window when it first launches.
Best fit - Opens Release Station to the largest size possible for your desktop screen resolution.
You can enable or disable the minimize and window-sizing features.
Small/Medium/Large - Reads the resolution settings for the Release Station monitor, then
scales the window size accordingly.
Full-screen - Also known as “kiosk mode”. The Release Station window covers the entire
desktop screen, and cannot be minimized. This is the best option if the workstation is a
dedicated Release Station. You can shut down the Release station in an open-access
environment by clicking the Exit button, or in a public/mixed security environment by logging
on as an Administrator to access the Exit button.

Window operations Allow minimize - Allows users to minimize the Release Station window.
Allow sizing and positioning - Allows users to size the Release Station window.
Note: These options are not available for full screen mode.

Status area Show total cost - Displays a total cost for all selected documents.
Show balance - Displays the users remaining balance.

Buttons Remove ’End Session’ button - Enable this option if you do not want users to end a Release
Station session. The End Session button does not appear in the Release Station window.
Remove ’Select All’ button - Enable this option if you do not want users to select all jobs in
the print queue. The Select All button does not appear in the Release Station window.

Printers Tab
Use the Printers tab to establish a connection between a DRE printer and the Release Station Application. DRE and
Release Station pass information about queued documents through this connection.
You must enable secure printing on the devices that send documents to the Release Stations. Before you perform the
instructions below, ensure that the devices have secure printing enabled. See Enabling Secure Printing on page 292
for details.
You must configure each printer separately, and you must configure the printers individually for each Release Station
within the deployment.

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1 Click the Printers tab.

2 Click Add to open the Select server dialog box.

3 Enter the Print server name or IP address for the machine hosting DRE and click Next.

CAUTION: Ensure that you use the server name (or IP address, if preferred) for both the print server in Release
Station and for the user account Home server. If one is set to server name and the other to IP address, then print jobs
are displayed twice in Release Station.

After you establish a connection to the print server, a list of available printers on this machine displays. This list
includes all the devices defined to use an Equitrac Port Monitor. Only printers with a status of “Available - secure
printing enabled” can be added to your printer list. If secure printing is not enabled on a device, it appears in the
list, but shows a status of "Unavailable".
4 Select the printers for which Release Station holds documents and display them in the Release Station queue.
5 Click Finish to add these printers to your Printers list.
6 Click OK to save the settings and close the Release Station configuration dialog box.

NOTE: If you rename a device definition on the print server, you must remove and re-add the printer to the Release
Station printer list.

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Changing Release Station Look & Feel

You can configure the look and feel of the Release Station window by applying a skin to the UI. Options such as display
size, background image, titles, colors, and button appearance are fully configurable.
To open the configuration utility, browse to Program Files\Equitrac\Office or Express\Release Station, and select
ReleaseStationUIConfig.exe.

Title BMP

Background BMP

Text Color

Background Color

Status Text

Main Buttons

Before you change any options, select the interface display size you want to configure from the Configurations menu.
Available sizes are VGA (640x480), SVGA (800x600) or XGA (1024x768). After you complete the changes, use the
Save options on the File menu to apply your changes. You can restore the interface to the default view at any time, but
you cannot revert to an unsaved configuration.

Option Description

Background BMP Background image displayed in the Release Station window

Title BMP Image used for the Title

Background Color Color that appears in the background areas not filled in by the background bitmap

Transparency Color that will fill any transparent areas.

Status Text Color Status Text relates the amount of available funds, and the Total funds required to print the select job.

Main Buttons Main buttons are Print All, Print, Delete, Refresh, and Details
Normal BMP - the bitmap used when the button is in its normal, un-selected state
Down BMP - the bitmap used when the user clicks the button
Choose Font - the font used for the button text
Text Color - the color used for the button text
Highlighted Text Color - the color used for the button text when it is selected

If the button options are not visible in the configuration window, the Release Station window is too large for the
current display. Use the options in the File Menu, General Settings to make changes to the Main buttons.

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Testing the Release Station Configuration

To test your Release Station configuration, release a test document from DRE.
1 Start the Release workstation. Remember that you must use an administrative user account to start Windows and
the Release Station application on the workstation.
NOTE: DRE uses the information from the Windows logon to authenticate communication between the Release
workstation and DRE.

2 Print a test page. On the release workstation, use the Control Panel’s Print feature to send a test page to a secure
Equitrac printer. A secure Equitrac printer is one that:
• uses an Equitrac print monitor.
• resides on a printer port that has secure printing enabled.
• you configure for Release Station using Release Station Configuration.
3 Start the Release Station application. If you have configured the application to request Windows user credentials at
startup, answer the prompt when it appears.
4 Confirm that your document appears in the list.
5 Select the test document from the list. Selecting the document displays a check mark next to it in the listing.
6 Click Print to release the job to the printer.

NOTE: If you install Release Station on a workstation without a valid license, you can still view and delete documents
from the print queue. Using this Release Station Viewer, however, you will not be able to print.

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Vending Device Configuration

If your Equitrac Express deployment requires vending hardware, you must enable the Hardware Type option on the
Operation tab.

1 Click Select to open the Select vendor hardware dialog box, where you can specify the manufacturer and model
of the hardware.

2 Click Configure to open the Vending device configuration dialog box.

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In the Configure vendor hardware dialog box, specify the following information:

Option Description

Communications port Specify the port to which the vendor hardware connects.

Wait for payment for N seconds Specify the number of seconds Release Station will wait for complete payment.

Round debit amounts to Specify the number of decimal places to which Release Station will round debit
amounts.
See the note on the next page for more information.

Using unit cards** Check this box to indicate the use of unit-based payment card with ITC devices
or Equitrac Pay Station Deposit Center stations. The vending device will display
balances in terms of units, but if you associate a cost per unit in the field below,
Release Station will display the card balance as a currency value.
If you are configuring ITC unit cards (specifically 1015 or Coin cards), the ITC
hardware will accept currency value cards as well as the unit cards, and debit
the currency cards accordingly.

Cost per unit** Specify the price per unit that Release Station will debit from the card for each
printed page. Release Station will display unit card balances as a currency value
based on this setting.

Using bill and/or coin acceptor** Check this box to indicate the use of a cash payment collection system.

Wait for full cash payment for...** Specify the number of seconds Release Station will wait for complete payment.

Show page price on device** Check this box to have Release Station display the page price when it prompts
for payment.

Text to display** Specify the price to display.

Prompt Check this box to include a custom prompt for vending payments. Type the
text of the prompt in the field provided.

Vending account Specify the vending account name associated with this release workstation.
This enables users to log on to the release workstation using a vending card
rather than network credentials. Release Station uses this account to record all
vending card transactions. The default account name is the machine name.

** Depending on your selection of vendor hardware, these fields may not be available.
NOTE: Release Station and Release Station Configuration show document costs and vending balances according to
Windows regional settings. If you need to show costs in a different format, such as with three decimal place instead
of two (e.g. PayStation or ITC devices configured for three decimal display), you must change your regional settings
for this release workstation.

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Limiting Administrative Access to Release Station

You may want to consider your users as two distinct user types — system administrators who can configure the
application and printers, and staff users who have limited privileges for the Release Station application, but no access
privileges for the configuration tool.
For example, only system administrative users can:
• configure Release Station appearance and behavior
• view, print, or delete all users’ documents in the print queue
• set page costs for printers

To Configure Administrative Access

1 Select Settings > Control Panel > Administrative Tools > Local Security Policy.
2 In the Local Security Policy window, select Local Policies in the left pane.
3 Select User Rights Assignment.
4 In the right pane, select Act as part of the operating system.
Release Station requires certain privileges to run as expected. This setting configures those privileges.
5 Click Add (or Add User or Group) to add the required Equitrac Office/Express user or group.

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Campus Card Workflow

Equitrac Express users can login to a Release Station by either entering a Release Key or your login credentials (e.g.
primary PIN) using the numeric keypad. Card swipe is not supported for login on Release Stations.
When logging in with Release Key:
Payment account selection depends upon choice of vending dll and account must have available funds.
• For Campus Card vending dll
• you are prompted to swipe Campus Card.
• require standard keyboard wedge reader which reads a track 2 magnetic stripe card.
• only 1 tender key is supported since there is no way to select from multiple tender keys.
• For any other vending dll you are prompted to insert vending card.
When logging in with your primary PIN:
• Select your payment account.
• Campus Card account is a selection if the account has funds available.
• CAS account may be also a selection in the following cases:
• If the primary PIN has identified a CAS account with available funds.
• If there is an associated CAS account with funds for the Campus Card account (association can be made in
the used Campus Card system) (if supported).
• If importing the Campus Card accounts with the CampusCardImport.exe. See Import Campus Card
Account Information on page 470 for further details.
• Value card when vending dll available (do not select CampusCard dll).
No login
• all jobs are displayed (users locate their jobs).
• same workflow as Release Key login.

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Working with Release Station

Release Station holds print jobs in a secure print queue until a network user releases the job to a printer. Full Release
Station functionality is available only if you add a valid Release Station license within System Manager. If you run the
application unlicensed, you are able to view or delete only, and you are not able to print documents in the list.

Starting the Release Station Session

For security reasons, the user logged into Windows on the Release Station workstation must have administrative
privileges in order to start the application. The Administrator must configure the Release Station behavior to
determine the security requirements. See Configuring Release Station Behavior on page 412 for complete
instructions to set the appropriate types of security for your environment.
Secure vs. Unsecure Sessions
A secure session requires the user to start a new Release Station session and login with a release key (Equitrac Express
feature) or a valid Windows user name and password. Users only see the print jobs associated with their user ID or
release key. To enable secure sessions, the Administrator must select Release key or network login from the Session
Security list in the Release Station Configuration Utility. See Session Security on page 413 for details. For information
about enabling Release Keys within Equitrac Express, see Configuring Release Station Behavior on page 412.

NOTE: If the network requires domain qualification, the user must enter the Windows domain information in the
login window. Normally, this field defaults to the last-used domain name.

An unsecure session runs in a public mode that is accessible to all users. A login screen is not required, and all
documents appear in the print queue for all users to see and select. This type of session is designed for staffed or
secure release workstations, where only a small group of trusted users or administrators have access to the document
list. To enable unsecure sessions, the Administrator must set the Release Station behavior Security Setting to None. See
Session Security on page 413 for details.

NOTE: An unsecure environment is the only session type that you cannot configure for vending systems.

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Working with Documents in the Print Queue

To release or delete documents from the print queue, do the following:
1 Select one or more documents. Selected documents display a check mark.

2 Click Print to release the document(s) to print, or Delete to remove the document(s) from the queue without
printing. Click Print All to release all the documents in the list.

Viewing Document Details

Users can review document details for any selected document in the print queue.
1 Select one or more documents in the queue list and click Details.

2 Review such information as document size, cost, request time, and job ID, in the Document details window.
3 Click OK to close the Document details window and return to the Release Station window.

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Administrative Cost Overrides

Administrative users can override print costs shown in Release Station. Use this feature to release documents for free
when necessary, such as in the case of reprints based on previous print job errors, for example.
1 Right-click the required document in the list, and click Override cost.
2 Check the Override cost box, and enter the new job cost.
3 Click OK to apply the new job cost, or Cancel to exit the dialog box without changing the current job cost.

Using Follow-You Printing on Release Station

If the Release Station is configured to control release for multiple printers, and Follow-You Printing is enabled on the
Station, the workflow is slightly different for the user:
1 Login to start a secure Release Station session.
2 Select a destination printer. All printers that are configured to send to this Release Station are listed.
NOTE: If the selected printer is part of a pull group, the Release Station displays all compatible jobs from other
printers in the pull group, from the users Home server (if defined) and on the local print server. For more information
on creating pull groups, see Managing Device Pull Groups on page 295.

Only jobs that the printer is capable of processing are listed in this particular queue. If you selected a destination
printer that does not support the job attributes of the original print request, the job will not appear in the queue.
For example, if you selected duplexing when you originally sent the document to print, but the destination printer
you selected does not support duplexing, the job will not appear in the designated printers queue. However, the job
is still queued at the Release Station, and you can choose a different destination printer that matches the job
attributes that the document requires.
NOTE: The print job may be re-costed upon release if the ‘Reprice after release’ feature is enabled. See
Departmental Pricing on page 287 for details.

3 Select the job to release, then click Print. The list of jobs shown is for the destination printer.

Ending a Session
You can configure a Release Station session to end:
• when the user manually ends the Release Station session
• automatically when the user releases a document
• automatically on a time-out after a period of inactivity
At the close of a session, Release Station resets to the configured size and positioning, and columns resize to the best fit
for current document data.
If you disable the exit for non-administrative users, the Exit (X) button in the top right corner of the window is not
visible. If the user attempts to close the Release Station window using Alt+F4 on the keyboard, the session ends and
the start dialog box appears automatically for the next user.

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Configuring Deposit Station

If you are implementing a card-based payment system in Equitrac Express, you require an additional External Data
Connector license to enable the Deposit Station functionality.
Use the Deposit Station Configuration tool to set operational parameters for the Deposit Station client application,
and to configure the appropriate hardware settings for your card reader.

Changing Hardware Settings

1 Select Start > All Programs > Equitrac Express > Configure Deposit Station.

2 In the configuration dialog box select your card reader Hardware type from the drop-down list.
3 Specify the Port on which the server listens for data from the reader. Select either COM1 or COM2.
4 If available, depending on your hardware selection, type a short line of text for the Card prompt as it will appear to
walk-up users.
5 Specify the Cost per unit.
Some vendors support unit cards in addition to value cards. The cards store a certain number of units. Some
companies use units to give discounts. For example, a company may offer a 500-unit card for $5.00 or a 1000-unit
card for $9.00. In order for Equitrac to accurately render job costs to a unit amount to deduct from a card, Deposit
Station must know the cost per unit.
The availability of this field varies by hardware type.
6 Click OK to save these settings, or Cancel to exit the dialog box.

Securing Deposit Station

In addition to the usual physical precautions taken to protect a public workstation (such as disabling the floppy drive,
setting the boot sequence in the BIOS to start with the hard drive, locking the system unit, etc), you may want to take
measures at a system or network level, to ensure that the Deposit Station installation is secure.
You can set up Deposit Station to run as the shell program on a Windows workstation. This measure will prevent non-
administrative users from accessing the machine’s local settings and other programs.
The process for configuring Deposit Station as a shell differs based on the workstation operating systems. Follow the
instructions for the correct operation systems.

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Run Deposit Station as a Shell

To define a domain-level policy for running Deposit Station as a shell for specific users:
1 On a domain controller, create a global DS Operators group.
2 In the DS Operators group, add the user IDs used to start Windows on the computers that run Deposit Station.
3 Using Active Directory Users and Computers, create a Group Policy Object (GPO) at the domain level.
4 In User Configuration > Administrative Templates > System feature, click Edit and enable the Custom user
interface option.
5 Enter DepositStation.exe in the text box.
6 On the Security tab of the properties of the new GPO, add the DS Operators group. Give the group the Apply
group policy permission.
7 On the release workstation, add the path to
DepositStation.exe to the system environment path variable.
When users assigned to the Group Policy Object log on to a Deposit Station-enabled workstation, Deposit Station will
be the only application available to them.

Defining Policies with System Policy Editor

You may want to limit access to Windows functions on systems that are accessible to the general public. Use the
System Policy Editor to define settings so that users cannot modify the operating system environment.

Policy page Path Policy

User Configuration > Start menu & Task bar Remove Run menu from Start Menu.
Administrative
Templates

Start menu & Task bar Remove and prevent access to the Shut down command.

Desktop Do not save settings at exit.

System Prevent access to registry editing tools.

System Prevent access to the command prompt.

System Run only allowed Windows applications.

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Using Deposit Station

The Deposit Station application for Equitrac Express is installed on a public workstation, and must be attached to a
card reader. The user can login and swipe their payment card, then transfer particular amounts to their Equitrac
Express account.
1 At the Deposit Station login dialog box, enter your domain-qualified user ID (e.g. <domain.com>\userID) and
password.
2 Insert your payment card in the reader.
When the Deposit Station dialog box appears, it displays the balance remaining on your card. It also displays the
balance of the user account associated with your login ID.

3 Specify the amount to transfer from the card to the account.

4 Click OK to save the transfer details, or Cancel to close the dialog box without saving the transaction.

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Supported Hardware
Equitrac Express supports the following hardware devices on Release Station and Deposit Station:
• Absec - Infineer 8552
• ACT 335
• B.E.A.R - DCS-2000
• Cartadis - TC11 / TCRS
• Debitek - Magnetic Card Strip SDD Express
• Equitrac Campus Card Reader
• Equitrac DebitLog
• Equitrac Paystation - Coin / Mag Stripe / Smart Card
• Infineer or Absec 6206 / 6208 / 6406 / 6408 / 8502
• InterCard - AS3880
• ITC - 1015 / 2015 / Coin
• Jamex Payment Controller
• Magna Card
• Magna Carta - MC MagnaBox 1V2
• Schlumberger DANYL - D/AUX
• Schlumberger - Smart Series
• UDCS - Diva
• Xafax - Adazzi / AS6200
• XCP - 5870 (Unit Cards / Value Cards)
• XCP - 5871 / 5571 / 5812 / 5512

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 18 Using Web Release Station & Mobile Web
Release

Topics
Configuring Printers for Web Release
Using Web Release Station
Using Mobile Web Release

Web Release Station is a application that allows the user to log on to a web-based Release Station. Each printer using
this feature requires a web-based release license. Users can access the web page from their workstation, their laptop, or
a conveniently located public workstation near a release printer. Web Release Station provides a simple user interface
to select and access documents held on a secure print queue.
Mobile Web Release is an application that allows users to use smartphones or tablets to initiate print jobs that are
currently held in a secure print queue. Mobile Web Release provides a simple user interface to select and access
documents from a mobile device.
This chapter provides information about:
• configuring printers for Web Release Station
• changing the look and feel of the Release Station interface
• using the Web Release Station interface to select and release documents from the print queue
• using Mobile Web Release to select and release documents from the print queue using a mobile device

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Configuring Printers for Web Release

Before documents can be released from the print queue using Web Release Station or Mobile Web Release, the printers
must be configured in System Manager. Use System Manager to create an embedded device for each printer used by
Web Release Station or Mobile Web Release device. Each printer using Web Release must have a Web-based Release
license.
To create a Web Release embedded device, do the following:
1 In System Manager, navigate to Devices.
2 Right-click on the physical device in the right pane, then select Add embedded device from the list.

3 Select Web Release from the Type drop-down list.

4 Enter a Name for the embedded device. This is a required field, and an error message appears prompting to specify
a device name if you click OK without naming the device.
5 The Description for the embedded device is automatically populated with the physical printer’s name. This can be
changed as desired.
6 Select the Server hosting the DCE associated with the embedded device from the drop-down list.
CAUTION: By default, the local DRE server name appears in the Server field. If you are creating printers on multiple
DREs, you must select the DCE Server in order for the printers on all DREs to appear in Web Release Station or
through Mobile Web Release.

7 From the Prompt for billing code drop-down list in the Behavior section, select if the device requires a billing
code to release print jobs.
If Default is selected, then the Prompt for billing code at job release (at copiers) selection in System Manager >
Configuration > User interaction > Session flow is used at the Web Release Station.
8 Click OK to save the settings.

NOTE: A Web Release embedded device can be added to a physical device that already has an existing embedded
device or single function terminal (SFT) associated with it. However, if multiple users attempt to release print jobs to
the physical device at the same time, then the user logged into the embedded device or SFT will have their jobs
released before the jobs that are sent via Web Release.

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Using Web Release Station

Web Release Station provides a simple user interface to select and access documents held on a secure print queue.
1 Open a web browser and enter https://<DCE server>:2939/webrelease/login.html in the Address bar.

2 Enter your login credentials and click OK to open the Follow-You Printing page.
The Password field displays only if Secondary prompt is configured in System Manager > Configuration >
Security and authentication > User authentication.
If logging on using a Campus Card account that has multiple accounts with available funds, a popup opens
requesting that you select an account to charge the job to.
3 Select a Release Printer from the drop-down list and click OK.
The list is populated by the web release embedded printers created in System Manager. To select a different printer,
press the Change Printer button to return to the list.
NOTE: Active Scripting must be enabled in the web browser in order to populate the list with web release
configured printers. For information on enabling scripts, see your web browser’s online help files.

If there are printers on multiple DREs, then the DRE server name displays in the printer name.

4 Select a document for release from the Follow-You Printing section. Use CTRL-click to select multiple documents,
or click the Select All button.

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The document attributes display in the Current Printer section along with the name of the selected printer. If
multiple documents are selected, attributes such as page count, cost, color, simplex, etc. are additive and increase in
value accordingly.

5 Enter a Release Key, if prompted. (Equitrac Express feature)

The Release Key field displays only if Prompt for release key is configured in System Manager > Configuration >
User interaction > Session flow.
6 Select the Force monochrome option if you want to override the color attributes of a print job.
7 Select the number of copies.
8 There are two options for printing documents: Print or Print & Save.
• Print releases the document and then removes it from the document list and the print queue.
• Print & Save releases the document and keeps it in the document list and the print queue. Choose this option if
you plan to reprint the document later without having to re-send it to the queue.
9 If Prompt for billing code is enabled, then a Billing Code popup opens when a job is printed.

10 Enter the Billing Code and click OK to release the job.

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Using Mobile Web Release

Mobile Web Release is a mobile-optimized view of Web Release Station that allows users to use smartphones or tablets
to initiate print jobs that are currently held in a secure print queue. Typically, users release their documents when
physically standing at the printer. Mobile Web Release allows users to release a print job from any location using
Equitrac’s Follow-You Printing functionality, and then walk up to the printer to retrieve their documents. Any mobile
device capable of connecting to the organization’s WiFi network through a web browser can use Mobile Web Release.
To activate Mobile Web Release, you must have the following:
• A Web-based Release license per device being used for Mobile Web Release. For information about licensing, see
Licensing on page 38.
• A smartphone or tablet that is capable of connecting to the secure print queue through WiFi.
• If using QR code scanning, a camera that can scan QR codes.

QR Code Scan (Optional)

You can create a QR (Quick Response) code that allows users to access Mobile Web Release more quickly. If a QR code
is displayed on a particular printer, the user can scan the code using their camera-equipped smartphone or tablet, and
be directed immediately to the Mobile Web Release login screen.
To set up QR code scanning, do the following:
1 Create a QR code:
a Obtain the URL for the printer that will use the QR code. Typically, this is the IP address of the DCE server,
followed by the printer’s unique identifying information.
For example: https://<DCE server>:2939/webrelease/index.htm?printer=<myprinter>
NOTE: The URL is case-sensitive, as the <myprinter> value consists of the URL encoded name of the printer as it is
displayed on the Mobile Web Release “Select Printer” page. The displayed name has the form [<dre
server>:]<webrelease embedded device name>. To URL encode the name, all spaces are represented by ‘+’
characters and all non-ascii characters are represented in hex %hh format.

b Create a QR code based upon the URL. Any QR code generator available on the Internet or through
applications will work.
2 Print out and display the QR code on the associated printer.
Any device that scans this code from the printer is directed to the Web Print Release login page for that printer.

Sample Workflow
The following workflow is from an iPod Touch device. Depending upon the screen dimensions of the device, some
scrolling may be necessary. The basic work flow is not affected.
To print a document using Mobile Web Release, do the following:
1 Open a web browser in the mobile device and enter https://<DCE server>:2939/webrelease/index.htm
in the Address bar. The URL is provided by the system administrator.

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2 On the Login page, enter your User ID and Password, then touch Login.

NOTE: If a QR code for the printer has been created and displayed on the printer, you can use your smartphone or
tablet camera to scan the QR code instead of manually entering the URL.

3 On the Select Account page, select the account to withdraw funds for the print job. Your primary account is
selected by default. You can swipe forward to continue with this account, or select another.

NOTE: There are persistent features located in the title bar which appear on every page: The row of two-tone circles
indicate which page in the workflow you are currently viewing. You can page forward and backward in the workflow
by swiping left or right anywhere in the display. The Logout icon allows you to log out of the application at any time
in the workflow.

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4 On the Select Printer page, select the printer you want to use from the list of available Mobile Release printers by
touching anywhere on the printer’s row.

5 Enter a Release Key, if prompted. (Equitrac Express feature). The Release Key dialog opens only if Prompt for
release key is configured in System Manager > Configuration > User interaction > Session flow.
6 Select the document(s) from the list of jobs held in the secure print queue.

• You can scroll through the list with a downward or upward swipe. To refresh the document list, pull downward
on the screen. The list of documents for the selected printer displays.
• Touch a document to select it, touch again to deselect.
• Touch multiple documents to select a more than one.
• Touch Select All to select all documents listed.
• Touch Delete to remove the selected document(s) from the secure print queue.

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7 With the document(s) selected, touch Print. The print Details screen displays.

The top of the screen provides information about the document including color setting, finishing options, paper
sizes and price.
8 Set the print options by touching the cell to the right of the option, or using the icons when present:
a Select Print & Save to release the document to the printer and keep it in the secure release queue.
b Select Force monochrome to print the document in black and white, overriding the color settings of the print
job.
c Press the - or + icons to change the number of copies of the document to print. The current number is listed
next to the icons.
d The Billing code is the account to charge the transaction to. You can change this number if another code is
needed. Billing codes are provided by your organization.
e The Billable check mark, when present, indicates that this document will be billed for reporting purposes. This
is provided for your information, and cannot be changed.

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9 Touch Print. A dialog displays stating that the document has been released, and it prints from the selected printer.

10 When finished, touch the Logout icon.

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 19 Using Contact Smart Cards

Topics
Connecting the Smart Card Reader
Preparing to Update the PageCounter Firmware
Updating the PageCounter Firmware
Configuring the PageCounter to Work with a
Physical Device
Configuring the Firewall
Configuring the PageCounter Terminal
Configuring the PageCounter Mini
Uploading Certificates to the PageCounter
Configuring User Authentication
Using Smart Cards with the PageCounter

Equitrac Office and Express support OMNIKEY 3111 Smart Card readers connected directly to PageCounter
terminals or PageCounter minis to provide user authentication via contact Smart Cards at select MFPs.
This chapter provides information about configuring PageCounter devices to work with Smart Cards.

NOTE: The Smart Card solution is only for 64 bit systems.

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Smart Card Setup Workflow

To configure the Smart Card solution to work with the PageCounter control terminals and PageCounter Minis, do the
following:
1 Connect the Smart Card reader to the PageCounter device.
2 Obtain the required PageCounter Terminal Updater and firmware files from the Partner Portal and update the
PageCounter firmware.
3 Enable the Smart Card solution on the PageCounter device.
4 Upload the CA certificates to the PageCounter device using Equitrac SSL Certificate Manager.
5 Configure Smart Card user authentication.
6 Login to the PageCounter device with Smart Card.

Connecting the Smart Card Reader

The Smart Card reader needs to be physically connected to the PageCounter or PageCounter Mini. Equitrac uses the
OMNIKEY 3111 card reader connected to the PageCounter device via specific power cables and serial adapters.
To connect the card reader to the PageCounter device, do the following:
1 Connect the serial dongle to the serial port on the back of the PageCounter device.
2 Connect the serial cable from the smart card reader to the serial dongle on the PageCounter.
3 Connect the single end of the Y-cable (4-pin plug) to the power port on the back of the PageCounter.
4 Connect the PageCounter’s power cable to the 4-pin end of the Y-cable, and the card reader’s power cable to the 6-
pin end of the Y-cable.
5 Plug in the PageCounter device power supply.

Preparing to Update the PageCounter Firmware

Before upgrading the PageCounter or PageCounter Mini firmware, consider the following:
• PageCounters must be equipped with a flash card reader to accept a firmware update. While most PageCounters
have flash card readers as part of their hardware, some legacy models lack the required card reader. In this case,
you must first manually install one. PageCounters without flash card readers result in the terminal updater tool
displaying No Disk under the Status menu.
• Before upgrading a PageCounter to the intermediate 1.2.99 firmware, ensure the hardware is running the latest
"standard" firmware. Hardware with older versions of the firmware may fail the upgrade procedure.
• Ensure you are using the correct version of the EQTerminalUpdater.exe tool. Typically, version 5.1.1.0009 (or
higher) is recommended. Older versions of the EQTerminalUpdater.exe tool may be required to install earlier
versions of the PageCounter firmware. For example, using version 5.1.1.009 of the tool to install version 1.2.99 of
the firmware may cause the upgrade to fail.
• If a PageCounter firmware is updated to version 1.3.17 (or higher), the password to gain access to the PageCounter
is reset. By default, the user name is admin and the password is pagecounter. Reset these as soon as possible to
maintain security.

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Updating the PageCounter Firmware

Updating the PageCounter terminal or PageCounter Mini to work with the Smart Card solution involves a 2-step
firmware upgrade. First, the BIN file needs to be updated to version 1.2.99 to support encryption, and then the
firmware must be updated once more to version 1.3.x via an encrypted BIN file. The BIN file only needs to be updated
once—any further updates use the encrypted BIN files.
To update the PageCounter or PageCounter Mini firmware, do the following:
1 On the workstation, create a folder (e.g. "Terminal Firmware") to store the Equitrac Terminal Updater tool and
PageCounter firmware files.
2 Download the Terminal Updater tool (EQTerminalUpdater.exe) and the latest firmware from the Partner Portal,
and save them to the newly created folder.
3 Open the EQTerminalUpdater.exe file. The Equitrac terminal updater tool opens.

4 In the Equitrac terminal updater tool, do the following:

a Click the Add button and enter the IP address of the PageCounter terminal or PageCounter Mini to be
updated, and click OK. The IP address of the PageCounter device appears in the Terminal device list.
Alternatively, click the Discover button if the IP address of the device is unknown.
b In the Advanced options section, select the Automatically restart after device is updated checkbox.
c Click the Browse button beside Firmware File.
d In the firmware folder, select the BIN (.bin) file, and click Open.

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e Click the Update Firmware button to update the terminal with firmware version 1.2.99.
f Once the terminal reboots and its status displays Idle, click the Browse button beside Firmware File again.
g In the firmware folder, select the Encrypted BIN (.bin.enc) file, and click Open.
h Click the Browse button beside F/W signature file.
i In the firmware folder, select the Firmware Digital Signature (.bin.sign) file, and click Open.
j Click the Enter Password button and enter the PageCounter device password, and then click OK. Use the
default password (EQPageCounter or EquitracMini) unless it has already been changed.
k Click the Update Firmware button to update the PageCounter device with firmware version 1.3.x.
l Close the Equitrac terminal updater.
5 Repeat these steps for all PageCounter terminals and PageCounter Minis that need to be updated.

Configuring the PageCounter to Work with a Physical Device

When the PageCounter terminal or PageCounter Mini is powered-up and connected to the network, DCE registers
the PageCounter device as a Control terminal in System Manager > Devices under the Unassigned control terminals
group. The control terminal (PageCounter device) needs to be assigned to a physical device, and then configured to
work with the physical device.
See Adding and Configuring a Control Terminal on page 65 to configure the PageCounter terminal or PageCounter
Mini to work with a specific physical device.

Configuring the Firewall

Many Equitrac components communicate through firewalls and require certain ports to be open in order for the
servers to communicate properly. To ensure proper communication between the PageCounter terminal or
PageCounter Mini and DCE when running the Smart Card solution, port 4943 must be open.
An inbound connection through port 4943 in the firewall for the EQDCEservice.exe is needed to allow
communication from a PageCounter terminal or PageCounter Mini to the DCE service. If no inbound connection is
created for the DCE service, the firewall will block the connection from the PageCounter device to DCE.
Refer to your firewall documentation for details on how to configure the firewall to allow inbound connection
requests.

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Configuring the PageCounter Terminal

After updating the PageCounter terminal firmware, the default password should be changed, and the Smart Card
solution must be enabled

Change the Default Password

To change the password for the PageCounter terminal, do the following:
1 Open a web browser and enter the IP address of the PageCounter terminal in the Address field. The Equitrac Web
Admin for PageCounter opens.

2 Click the CONFIG tab, and then click RE-INIT.

3 If prompted, enter the PageCounter terminal’s User Name and Password. For example, admin:EQPageCounter.
4 Enter the current (default) password, enter and confirm the new password, and then click the Update password
button. The password must be at least 12 characters.

Enable the Smart Card Solution

To enable the Smart Card solution on the PageCounter terminal, do the following:
1 Power up the PageCounter terminal.
2 During the start-up sequence, press the F2 function key when the terminal displays the message: Loading
Firmware.
3 When prompted, enter a password using the numeric keypad, and press the Enter key to access Manager Mode.
The default password is 2468.
In Manager Mode, use the arrow keys to scroll through the menu options. To select an option, press the
corresponding number key. For example, press the 4 key to select Devices (4:Devices).
4 Press the 4 key to select Devices.

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5 Press the 0 key to select EDI Settings.

6 Scroll through the EDI Settings menu and press the 8 key to select Enable Smart Card.
7 Press the 1 key to select YES to Enable Smart Card.
NOTE: EDI must be disabled when using the Smart Card solution with the PageCounter.

8 To disable EDI, scroll through the EDI Settings menu, and press the 0 key to select Enable EDI, and then press the
2 key for NO.
9 Press the F3 (Back) key 3 times to prompt the terminal to reboot and complete the configuration.

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Configuring the PageCounter Mini

After updating the PageCounter Mini firmware, the default password should be changed, and the Smart Card solution
must be enabled.
To change the password and enable the Smart Card solution for the PageCounter Mini, do the following:
1 Open a web browser, and enter <PageCounter mini IP address>/pc_mini in the Address field. The
Equitrac PC mini Web Admin opens.

2 Click the CONFIGURE tab.

3 If prompted, enter the PageCounter Mini’s User Name and Password. For example, admin:EquitracMini.
4 In the Change password section, enter the current (default) password, enter and confirm the new password, and
then click the Update password button. The password must be at least 12 characters.
5 In the Change EDI settings section, do the following:
a Clear the Enable EDI checkbox. EDI must be disabled when using Smart Cards with the PageCounter Mini.
b Select the Enable Smart Card checkbox.
6 Click the Update EDI settings button.
7 Close the Equitrac PC mini Web Admin page.

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Uploading Certificates to the PageCounter

The PageCounter terminal and PageCounter Mini use trusted certificates when utilizing the Smart Card solution.
Use the Equitrac Certificate Manager (EQSSLCertificateManager.exe) to upload trusted certificates to the
PageCounter device. EQSSLCertificateManager is located in the Program Files\Equitrac\Office or Express\Tools
folder on any machine where Equitrac administration tools have been installed. EQSSLCertificateManager must be
run on a server which has the DCE certificates installed.
To upload certificates to the PageCounter terminal or PageCounter Mini, do the following:
1 Open the Program Files\Equitrac\Office or Express\Tools folder and run EQSSLCertificateManager.exe.

2 From the EQSSLCertificateManager, select the desired certificate and click the PageCounter upload button.
NOTE: If there are no certificates listed in the EQSSLCertificateManager window, then a trusted certificate first needs
to be created and installed on the server before it can be uploaded to the PageCounter. See Creating Trusted
Certificates on page 486.

3 On the Upload to PageCounter dialog box, enter the PageCounter terminal or PageCounter Mini IP address and
Password, and click OK.
4 A popup appears stating that the certificate has been successfully uploaded to the PageCounter. Click OK to close
the popup.
5 Close the EQSSLCertificateManager.

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Configuring User Authentication

In order for users to authenticate at PageCounters and PageCounter Minis with Smart Card
To configure user authentication via Smart Cards, do the following:
1 In System Manager, navigate to Configuration > Security and authentication > User authentication.

2 Select the following Authentication mechanisms:

• Equitrac Office/Express PINs – verifies Equitrac user information.
• External user ID and password – verifies all user information outside of Equitrac.
3 Click OK to save the settings.

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Using Smart Cards with the PageCounter

When the PageCounter terminal or PageCounter Mini is configured to use the Smart Card solution, users can log on
with their card at the Smart Card reader attached to the PageCounter device. If the user does not already exist in CAS,
and System Manager is configured to automatically create new user accounts, the user account will be auto-created
upon successful login with a Smart Card.
Before using the smart card for the first time at a PageCounter terminal or PageCounter Mini, log onto the DCE server
using with the smart card at a USB card reader. Logging on to the DCE server with the smart card sets up the CSP
(Cryptographic Services Provider) which is the software used to decrypt and read the certificate on the card. DCE
auto-discovers the CA (Certificate Authority) that issued the certificate and validates it. Additionally, any vendor-
specific smart card drivers should be installed on the DCE server before using the card. Once the smart card
successfully communicates with DCE, the card can be used to login at the PageCounter devices.

PageCounter Terminal
To login and perform a transaction using a Smart Card at a PageCounter terminal, do the following:
1 Insert the Smart Card into the Smart Card reader attached to the PageCounter.
2 On the PageCounter terminal display, enter the Smart Card PIN using the keypad, and press the Enter key. If more
than one account exists, press the corresponding number key beside the account name, and then enter the Smart
Card PIN. For example, press the 1 key to select 1:accountname.
3 Press the corresponding function key for the task to perform. For example, press the F1 key to select Print.
4 If configured in System Manager to prompt for billing code after user identification, enter the billing code number
via the keypad.
5 Perform the desired transaction.
6 To logout and end a session, remove the Smart Card from the reader. Alternatively, the user can press the End key
on PageCounter terminal.

PageCounter Mini with Xerox MFP

To login and perform a transaction using a Smart Card with a PageCounter Mini at a Xerox MFP, do the following:
1 Insert the Smart Card into the Smart Card reader attached to the PageCounter Mini.
2 On the Xerox MFP display screen, enter the Smart Card PIN on the soft keyboard. If more than one account exists,
select the account, and then enter the Smart Card PIN.
3 Select the task to perform. For example, copy or print.
4 If configured in System Manager to prompt for billing code after user identification, enter the billing code.
5 Perform the desired transaction.
6 To logout and end a session, press the Log In/Out hard key on the Xerox MFP front panel. Alternatively, if
configured in System Manager, the user can remove the Smart Card from the card reader to end the session. See
Enable Logout with Smart Card at PageCounter Mini on page 453.

NOTE: The Xerox embedded device and the PageCounter Mini must be on the same DCE server when using the
Smart Card solution.

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Enable Logout with Smart Card at PageCounter Mini

By default, when a user removes a Smart Card from the card reader at the PageCounter terminal, they are
automatically logged out from their session. This is not the default action for PageCounter Minis attached to Xerox
devices.
To enable logout when removing the Smart Card from the card reader at the PageCounter Mini, do the following:
1 In System Manager, navigate to Configuration > Devices > Embedded devices.

2 Select Xerox Secure Access from the Device type drop-down list.
3 Select the Force logout on swipe checkbox.
4 Click OK.

Using Multiple Smart Card Readers

Multiple Smart Card readers can be connected to a single DCE server. The default number of card readers physically
connected to a single server is eight (8). However, the system can be configured via Registry keys to allow a maximum
total of 64 card readers—combined physical and virtual—to be connected to the system at one time.
Although more than the recommended maximum default number of card readers can be connected, there are
limitations to running large numbers of card readers on the system. A large number of virtual card readers may
impact performance, since the Windows console does not differentiate between virtual and physically connected card
readers, and perceives all connections to be physical. The more card readers added, the longer it may take to start the
Smart Card service.
Additionally, if more than 10 Smart Card readers are physically connected to the system, the Windows console stops
user logins with Smart Cards.

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 20 User Dashboard

Topics
Self-Managing User Accounts
Configuring User Dashboard
Using User Dashboard

User Dashboard enables users to access and manage their personal account via the Internet. User Dashboard offers the
following features:
• view and print their personal account statement and custom detailed user activity reports.
• view and delete their queued print jobs.
• transfer personal funds to another user accounts. (Equitrac Express feature)
• change their user PINs.
• set a default billing code for transactions.

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Self-Managing User Accounts

With User Dashboard, users can access and manage their personal account.
For users to manage their own personal web page, do the following:
1 Open a web browser and enter https://<accounting_server>:2941/webtools/start.html in the
Address field. Where <accounting_server> represents the system name of the accounting server.
For example: https://wat7:2941/webtools/start.html.
2 At the Equitrac Login screen enter a User ID and Password (if configured for Secondary prompt).
NOTE: Users can enter Windows login credentials, including local accounts on the accounting server as well as
domain accounts in the form of <domain.com>\userID. Users can also log on using the primary PIN information
configured in Accounts Manager.

3 Click Log in to view the account status and to access the User Dashboard features.

Some features in User Dashboard must be configured in System Manager before they are accessible to users. See
Configuring User Dashboard on page 457 for details.

NOTE: JavaScript must be enabled in the web browser in order for User Dashboard to function correctly.

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Configuring User Dashboard

Some features must be configured in System Manager before they are available for the user to view or access. The basic
User Dashboard enables users to view their account information, view and print their personal account statement, and
view and delete their queued print jobs. Features such as transferring personal funds, managing their user PINs, and
setting the default billing code for their transactions must be configured in System Manager.

Enabling Account Balance Transfers

As part of the Equitrac Express solution, users can transfer personal funds from their account to another user account.
When a transfer takes place, the money is deducted from their Paid account and is deposited into the Paid account of
the intended recipient. The Allotted account is not used in these transfers, and remains unaltered.
To allow users to transfer funds form their paid account into another user account, do the following:

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

2 Select the Show account transfer page checkbox to enable the Transfer funds link on the main User Dashboard
page. When this option is selected, users can click on this link to transfer personal funds from their Paid account to
another user account.
Within the same User dashboard dialog box, you can also choose whether to display the user’s Paid and Allotted
balances, and/or their Primary PIN on the main User Dashboard page.
3 Select the Show paid/allotted money balances checkbox to display the user’s Paid and Allotted account balances.
If not selected, only the Total balance is displayed on the main page.
4 Select the Show user PIN1 checkbox to display the user’s Primary PIN on the main page.
5 Click OK.

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Enabling PIN Management

To allow users to reset their Equitrac PINs, do the following:
1 In System Manager, navigate to Configuration > Network environment > Automated PIN code management.

2 Select the PIN codes you want to enable users to reset on User Dashboard.
NOTE: At least PIN1 or PIN2 must be selected to enable PIN code management on User Dashboard.

3 Enter the Minimum and Maximum PIN1 length available for users to create their own PIN. The minimum PIN1
length must be less than or equal to the maximum. The minimum/maximum values only apply to new PINs, and
does not affect existing PINs that violate these limits.
4 Click OK.

Adding Custom Reports

The Reports link provides users access to their personal Account statement. The Account statement contains user
account information for the past 30 days. Additionally, custom detailed activity reports can be created and enabled in
Reports Manager for the user to run in User Dashboard.
To allow users to run custom reports, do the following:
1 In Reports Manager, generate one of the following reports:
• Account statement
• Detailed activity by network user
• Detailed activity by user account
• Detailed activity for queued documents by user account
• Detailed activity for routed documents by user account
2 Select File > Save Definition As to open the Save report definition as dialog box.
3 Set the report definition, and click Next to continue. See Saving a Custom Report on page 364 for details.

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4 Enter a Name for this report definition.

NOTE: The custom report name cannot be greater than 50 characters.

5 Select Site report from the Report type drop-down list.

6 Enter a Description for the report.
7 Select the Allow users to run this report from user’s personal webpage checkbox.
8 Click Finish to save the custom report.

NOTE: A secondary custom site report can be created from an existing custom site report, however, the secondary
report cannot be run in User Dashboard.

Enabling Default Billing Code Selection

Users are able to set a default billing code for their transactions. Depending on how Billing code access is configured
in System Manger, users may not have access to all billing codes. You must choose a global access level for the billing
codes that determine which billing codes the users can access.
To determine to billing codes that users can access, do the following:
1 Navigate to System Manager > Configuration > User interaction > Billing code access.

2 Select on the following billing code access options:

• All codes – Users can charge transactions to any billing code.
• Only codes assigned to user’s department – Users can charge only those billing codes defined for the
departments to which they belong.
• Only codes assigned to user – Users can charge to only those billing codes assigned to their user accounts.
• Codes assigned to user or user’s department – Users can only charge to those billing codes assigned to their
user accounts, or the departments to which they belong.
3 Click OK.

NOTE: The Exclude codes with no balance option does not affect the default billing code in User Dashboard.

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Displaying Color Quota

Color quota displays as N/A on the main User Dashboard page if the user has unlimited color quota, or if color quota
is not enabled in System Manager.
To show the user’s color quota in User Dashboard, do the following:
1 Navigate to System Manager > Configuration > Accounting and quotas > Color quota.

2 Select the Enable color quota checkbox and click OK.

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Using User Dashboard

1 Open a web browser and enter https://<accounting_server>:2941/webtools/start.html in the
Address field. Where <accounting_server> represents the system name of the accounting server.
2 At the Equitrac Login screen enter a User ID and a Password.
3 Click Log in.

Depending on how User Dashboard is configured in System Manager, the user can perform the following tasks:
• transfer personal funds to another user accounts (for Equitrac Express)
• change their user PINs
• view and delete their queued print jobs
• view and print their personal account statement and custom detailed user activity reports
• set a default billing code for transactions

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Transferring Funds
To transfer personal funds from your Equitrac Express Paid account to another user account, do the following:
1 Click the Transfer funds to another user link.

2 Enter the name of the user account to transfer funds to in the Transfer to account field.
3 Enter a Paid amount to transfer. Do not enter the currency symbol or a comma in the amount field or the
transaction will fail.
4 Confirm your password. This is the same password used to log in to User Dashboard.
5 In the Comments field, enter information about the transfer.
6 Click Transfer.
A message displays that you Successfully transferred funds into the selected account.
7 Click Back to user dashboard to return to main page.

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Managing User PINs

To change your user PINs, do the following:
1 Click the Manage my user PINs link.

Depending on how PIN code management is configured in System Manager, you may be able to change one or
both PINs. See Enabling PIN Management on page 458.
2 To change your Primary PIN, select the Change PIN1 checkbox and enter a new value in the New PIN1 field.
The new PIN must be within the minimum/maximum length configured in System Manager.
3 To change your Secondary PIN, do the following:
a Select the Change PIN2 checkbox.
b Enter your Current PIN2.
c Enter and Confirm a New PIN2.
4 Click Change PIN to send the information to Accounts Manager.
5 Click Back to user dashboard to return to main page.

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Viewing and Deleting Queued Print Jobs

To view queued print jobs, do the following:
1 Click the View my print jobs link.

2 Select the document(s) in the Jobs view to display the print details.
3 Select the document(s) in the Jobs view you want to remove from the list, and click Delete.
4 Click Back to user dashboard to return to main page.

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Viewing Account Reports

To view your personal account reports, do the following:

1 Click the Select account report link.

2 Select a report from the list, and click View Report. The selected report opens in a new web page.
3 Click Back to user dashboard to return to main page.

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Setting the Default Billing Code

To set the default billing code for transactions, do the following:
1 Click the Set default billing code link.

2 Enter a Default billing code and click Verify.

When the billing code is verified in Accounts Manager, the Submit button becomes active. If the billing code is not
verified, an error message appears, and the Submit button remains inactive.
3 Click Submit to set the selected billing code as the default.
NOTE: If there are 10 or less associated billing codes, then the billing codes are placed in a drop-down list, and you
do not need to enter the billing code in the field provided. Simply select the billing code from the list, and click
Submit.

4 Click Back to user dashboard to return to main page.

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Topics
Enabling SSL Communication
Import Utilities
Import Campus Card Account Information
Directory Synchronization Access Permissions
Purge Database Transactions
Modifying User Accounts from a Flat File
Refining the User Group View
Map LPR User IDs
Creating Trusted Certificates
Print Queue Viewer

Equitrac Office and Express provide several different utilities that can help you speed up the time spent on
configuration tasks. This chapter contains instructions to run some of these utilities. Instructions to use other utilities
are located throughout this guide in the appropriate location. Use the table below to locate instructions for running all
Equitrac utilities.

Utility Description See Page

CampusCardImport.exe Imports Campus Card account information into the Import Campus Card Account
(for Equitrac Express) CAS database. Information on page 470

CardSwipeWizard.exe Determines the encoding and data positions on Determining Code Start and
magnetic or proximity cards. Stop Positions – Known Codes
on page 165

EQAcctMonitor.exe Runs within the System Tray on user workstations Configuring the Account
to provide account balance information. Monitor Popup on page 259

EQAccountRegroup.exe Filters the User Group view when managing a large Refining the User Group View
account base. on page 480

EQCmd.exe Adds, deletes, modifies or query user, department Modifying User Accounts from
and billing code accounts from a flat file. a Flat File on page 473

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Utility Description See Page

EQEnableSSL.exe Enables/disables SSL (Secure Socket Layer) Enabling SSL Communication

communication between Equitrac services and on page 469
clients

EQKIPImport.exe A command line utility to import KIP plot Import Utilities on page 469
transaction data into CAS.

EQLRSVPSXImport.exe A command line utility to import transactions from Import LRS Transactions on
LRS. page 74

EQModifyDeletedContainer Changes the administrative access permissions on Directory Synchronization

Security.exe the deleted objects container in a Windows Active Access Permissions on page 471
Directory.

EQPDToolTray.exe Enables Print Distribution when installed and Send To Printing Configuration
running on a user workstation. Workflow on page 307

EQPrinterConversion Converts existing printer ports to an Equitrac port, Creating Equitrac Printer Ports
Wizard.exe allowing Equitrac to monitor the device. on page 52

EQRightFaxImport.exe Imports RightFax records into CAS. Import Utilities on page 469

EQRptload.exe Adds a custom logo to generated reports, or uplink Customizing Standard Reports
reports to the master CAS. on page 362

EQSAPImport.exe Imports SAP records into CAS. Import Utilities on page 469

EQSSLCertificateManager.exe Installs trusted certificates to use with Equitrac Creating Trusted Certificates on
services.
page 486

EQTransactionPurge.exe Purges transactions from the database. Purge Database Transactions

on page 472

EQToolTray.exe Enables/disables the billing code prompt on a Disabling Billing Code Popups
workstation. on page 192

EQXLPD.exe Modifies incoming LPR print job IDs to match User Map LPR User IDs on page 482
IDs within the Equitrac database

EQXWinConfig.exe Modifies device configuration settings. Adding and Configuring

Embedded Devices on page 492

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Enabling SSL Communication

Communication between Equitrac components running in a Windows environment can utilize SSL (Secure Socket
Layer) if required. To enable this feature, run the EQEnableSSL.exe utility located in the Program
Files\Equitrac\Office or Express\Tools folder.

NOTE: EQEnableSSL.exe must be run on every system running Equitrac software that uses an SSL connection. (e.g.
CAS, DRE, DCE). Shutdown all Equitrac services and utilities (e.g. System Manager) before running this command.

The command-line utility accepts the following command:

EQEnableSSL.exe [-e -d –h]

Listed in the table are the values for each letter:

Value Description

-e Enables SSL communication from this system.

-d Disables SSL communication from this system.

-h Displays this help screen.

No parameters display the current settings.

NOTE: For compatibility reasons, management communications are not currently encrypted even if this feature is
enabled. Non-Windows DREs do not support encrypted connections.

Import Utilities
Equitrac Office/Express also comes with several import utilities for integration with external applications. All import
utilities require an External Data Connector license. The installer places the utility files and instructions on the CAS
server in the Tools and Docs folders respectively.
The following table lists the available import utilities along with a description for each.

Utility Description

EQRightFaxImport.exe A command line utility to import RightFax transaction data into CAS.

EQSAPImport.exe A command line utility to import SAP print transaction data into CAS.

EQKIPImport.exe A command line utility to import KIP plot transaction data into CAS.

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Import Campus Card Account Information

This Equitrac Express features allows Campus Card account information to be imported into the CAS database and
make CAS account assignments, use the CampusCardImport.exe utility located in the Tools subfolder of the Equitrac
Express installation folder (usually Program Files\Equitrac\Express\Tools).
Create a CSV file that contains raw swipe data collected by the Card Swipe wizard and the Windows account name or
User ID of a CAS account (one per line).
For example:
12345,johndoe

NOTE: If the Campus Card system being used (e.g. Blackboard and CBORD) does not provide an export feature to
generate the CSV file, you must create it manually.

From any directory on the Core Accounting Server, type the command:
CampusCardImport.exe -f filename [-c]

where -f filename is the CSV file to import (including the path to the file). The optional -c cleans old account
records on CAS before importing the file.
This command imports the specified file into the Equitrac Express database.

Importing Domain Qualified Users

The Campus Card Import utility recognizes the "\" symbol as an escape character and removes the "\" separator in
domain qualified user names. In order to import domain qualified users, you need to use "\\" as the separator.
For example, the domain qualified user:
my_domain\johndoe

should be specified in the import file as:

my_domain\\johndoe

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Directory Synchronization Access Permissions

EQModifyDeletedContainerSecurity.exe changes the administrative access permissions on the deleted objects
container in a Windows Active Directory, so that Equitrac Office/Express can access the objects during directory
synchronizations.
By default, only Active Directory administrators have access permission. The Windows account running the Equitrac
services need this access if you wish to synchronize deleted accounts between Active Directory and Equitrac Office/
Express.
The account running the EQModifyDeletedContainerSecurity.exe command must be an administrator in the Active
Directory domain.
See Importing Users with Active Directory Services on page 219 for more information on configuring Active
Directory Synchronization options.
Equitrac Office and Express installs this utility on the accounting server in the Program Files\Equitrac\Office or
Express\Tools folder.
The command-line utility accepts commands in the following format:
EQModifyDeletedContainerSecurity.exe <-s server> [-p | {-r} -a accountname]

Parameters enclosed in parentheses < > are mandatory; parameters within square brackets [ ] are optional.

Parameter Description

-s server Server name of the Active Directory domain controller.

-p Display current permissions on the container.

-r Remove access permissions for the specified accountname.

- a accountname Account to be granted access to the container. Access permission is removed if

specified with the -r option.

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Purge Database Transactions

The EQTransactionPurge.exe utility purges transactions from the database.
Equitrac Office and Express install this utility on the accounting server in the Program Files\Equitrac\Office or
Express\Tools folder.
The command-line utility accepts commands in the following format:
EQTransactionPurge.exe [-f] [-u] <-o n | -d yyyy-mm-dd | -i NNNNN> [-t]

Parameters enclosed in parentheses < > are mandatory; parameters within square brackets [ ] are optional.

Parameter Description

-f Force transaction purge.

-u Purge from uplink tables.

-o Purge transactions more than n days old.

-d Purge transactions on given date or older.

-i Purge a single transaction where NNNNN is a 32 digit transaction ID. The transaction ID can be viewed
by running any detailed activity report and using the Configure report layout option to display the
Document ID column.

-t Enable trace logging.

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Modifying User Accounts from a Flat File

Use the EQCmd.exe utility to add, delete, modify and query user, department and billing code accounts from a flat
file. You can also assign users and departments to billing codes. This method is a one-time import and does not
synchronize data beyond the import.
Equitrac Office and Express install this utility on the accounting server in the Program Files\Equitrac\Office or
Express\Tools folder.
The command-line utility accepts commands in the following format:
EQCmd -s<Server> <Action> <Obj_type> <Obj_ID>|All [<Options>]

Execute the command with a batch file:

EQCmd -s<Server> -f<BatchFile>

Command-line parameters enclosed in parentheses < > are mandatory and require a specified value. Parameters
within square brackets [ ] are optional entries and do not need to have a specified value if they will not be included in
the command. Optional parameters that will be in the command, do require a specified value.
Equitrac Office/Express accepts CSV files as batch files. Batch operation allows all the command actions except for the
“query” command. Use the table below to fill in the parameters.

Parameter Variables

Server Specify the name or IP address of CAS.

Action Specify the action to take on the account. Use one of:
• add - Add user, department and billing code.
• assign - Assign a billing code to a user or a department.
• delete - Delete user, department or billing code. It does not use <details> parameter.
• remove - Remove the association between billing code and user or department.
• query - Query database. Output differs based on <Obj_type>.
• modify - Modify an object attribute.
• adjust - Adjust the balance for user, department and billing code; set a new balance to a object
type or set a balance no less than a certain amount.
• lock/unlock - Lock or unlock a user, department or billing code.
• quota - sets the color pages quota to a set amount for a single user or all users within a
department.

Obj_type Use one of:

• ur - user
• dp - department
• bc - billing code

Obj_ID Applies <action> only to the specified object ID. Use double quotes around object IDs that have a
space, for example human resources. To apply <Action> to all accounts of <Obj_type>, use All.
Note: You can use “All” for “Assign”, “Remove”, “Query”, “Adjust” actions. You cannot use it for “Add”,
“Delete”, “Modify”, “Lock” and “Unlock” actions.

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Parameter Variables

Options for Action Specify additional values.

Command • <init_bal> - Initial account balance
• <min_bal> - Minimum account balance
• <desc> - Description
• <user_id> - User ID
• <user_name> - Full user name
• <dept_name> - Department name
• <bc_name> - Billing code name
• <email> - User email
• <amount> - Amount of balance value. The value can be both positive (+) and negative (-).
• <quota> - User color quota
• <primaryPIN> - User Primary PIN
• <secondaryPIN> - User Secondary PIN and Confirm Secondary PIN
• <alternatePIN> - Alternate to user Primary PIN
• <home_server> - DRE print server
• <locked> - User account is locked
• <location> - Location of the user
• <delegate_id> - Delegate user ID
• <default_bc> - Default billing code
• <additional_info> - Additional information about the user
• <home_folder> - User folder on home server

EQCmd Actions

Add
Parameters within the square brackets [ ] must contain values up to and including the final field needed. For example,
if the final field is <primaryPIN>, all fields to the left must have a specified value—those to the right can be excluded
from the command. If you want to leave a field blank (i.e. skip a field), enter 0 (zero) to indicate an empty value. Use
double quotes around values that have spaces. Specify monetary amounts with a period for the decimal separator.
Add a user:
add ur <user_id> [<init_bal> <user_name> <min_bal> <email> <dept_name> <primaryPIN>
<secondaryPIN> <quota> <alternatePIN> <home_server> <locked> <location> 0
<additional_info> <home_folder>]

Example: EQCmd -sMyServer add ur JohnD 35.50 “John Doe” 25.00 [email protected]
Accounting 123 456 20 321 WATSRV lock Waterloo 0 UserX_folder

Add a department:
add dp <dept_name> [<init_bal> <desc> <min_bal> <primaryPIN> <secondaryPIN>]

Add a billing code:

add bc <bc_name> [<init_bal> <desc> <min_bal> <primaryPIN> <secondaryPIN>]

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Assign
Assign a user to a billing code or all available billing codes:
assign ur <user_id> <bc_name>|All

Example: EQCmd -sMyServer assign ur johnd billing1

Assign a user to a default billing code:

assign ur <user_id> <default_bc>

Example: EQCmd -sMyServer assign ur johnd billing1-d (where the "-d" represents default)

Assign a department to a billing code or all available billing codes:

assign dp <dept_name> <bc_name>|All

Example: EQCmd -sMyServer assign dp hr billing1

Assign a delegate to a user:

assign dlg <user_id> <delegate_id>

Assign a user to a department or all available departments in Department Manager:

assign mgr <user_id> <dept_name>|All

Delete
Delete a user:
delete ur <user_id>

Delete a billing code:

delete bc <bc_name>

Delete a department:
delete dp <dept_name>

Example: delete HR department accounts: EQCmd 127.0.52.1 delete dp hr

Remove
Remove an association between a user and a billing code or all available billing codes:
remove ur <user_id> <bc_name>|All

Remove an association between a user and a default billing code:

remove ur <user_id> <default_bc>

Example: EQCmd -sMyServer remove ur johnd billing1-d (where the "-d" represents default)

Remove an association between a department and billing code or all available billing codes:
remove dp <dept_name> <bc_name>|All

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Remove an association between a user and a department or all available departments in Department Manager:
remove mgr <user_id> <dept_name>|All

Remove an association between a user and a delegate or all available delegates:

remove dlg <user_id> <delegate_id>|All

Query
Displays results from query database. Query is only allowed from the command prompt, not in a .csv file batch
operation.
Query a user:
query ur <user_id>|All

It displays:
user_id Full_name Email Balance Limit Dept Status

Query a department:
query dp <dept_name>|All

It displays:
dept_name Desc Balance Limit Status

Query a billing code:

query bc <bc_name>|All

It displays:
bc_name Desc Balance Limit Status

Modify
Modifies the database settings for user, department and billing code.
Modifying requires values up to and including the final modified field. For example, if the final field is <email>, all
fields to the left must have a specified value—those to the right can be excluded from the command. Insert an “!” for
the fields to the left that you do not want to change. Any unmodified field after <email> can be left blank except for
<dept_name>. If the department name variable is left blank, the user is removed from that department.
Modify a user:
modify ur <user_id> [<user_name> <min_bal> <email> <dept_name> <primaryPIN>
<secondaryPIN> <quota> <alternatePIN> <home_server> <locked> <location> <default_bc>
<additional_info> <home_folder>]

Example: Update email address of user johnd and keep the rest of the information:
EQCmd -sMyServer modify ur johnd! ! [email protected] !
Modify a department:
modify dp <dept_name> [<desc> <min_bal> <primaryPIN> <secondaryPIN>]

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Modify a billing code:

modify bc <bc_name> [<desc> <min_bal> <primaryPIN> <secondaryPIN>]

Modify the user default billing code:

modify ur <user_id> <default_bc>

Example: EQCmd -sMyServer modify ur johnd billing1-d (where the "-d" represents default)

To lock a user, set the <locked> value to "1". To unlock a user, use the unlock ur <user_id> command. See
Lock and Unlock on page 478 for details.

Adjust
Allows the administrator to adjust the balance for a certain object type. Adjust has three formats:
...adjust <Obj_type> <Obj_ID>|All <amount>
...adjust <Obj_type> <Obj_ID>|All set <amount>
...adjust <Obj_type> <Obj_ID>|All atleast <amount>

adjust … <amount>
Allows the administrator to adjust a balance to an object type. When adjusting the user balance, there is also a
description field to state what the adjustment was regarding. Use double quotes around the description, with a
maximum string length of 225 characters.
Adjust a user balance:
adjust ur <user_id>|All <amount> <description>

Adjust a department balance:

adjust dp <dept_name>|All <amount>

Adjust a billing code balance:

adjust bc <bc_name>|All <amount>

Example: adjust user balance by $50.00 with a description of the adjustment

EQCmd -sMyServer adjust ur johnd 50 ”deposit funds”

adjust … set <amount>

Allows the administrator to set a new balance to an object type. When adjusting the user balance, there is also a
description field to state what the adjustment was regarding. Use double quotes around the description, with a
maximum string length of 225 characters.
Set a new balance to a user:
adjust ur <user_id>|All set <amount> <description>

Set a new balance to a department:

adjust dp <dept_name>|All set <amount>

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Set a new balance to a billing code:

adjust bc <bc_name>|All set <amount>

adjust … atleast <amount>

Allows the administrator to set the object balance value no less than a certain amount. For example: if a user current
balance is $10.00, if the administrator set atleast amount $5.00, the user's new balance is still $10.00; if the
administrator set the atleast amount $15.00, then the user's new balance is changed to $15.00.
Atleast a user account:
adjust ur <user_id>|All atleast <amount> <description>

Atleast a department:
adjust dp <dept_name>|All atleast <amount>

Atleast a billing code:

adjust bc <bc_name>|All atleast <amount>

Adjust Department
The adjdept parameter adjusts the account balance of all users in a particular department. This command does not set
the overall department balance. It adjusts the balances of users belonging to the department by adding or adjusting the
account balance.
adjdept dp <dept_name> <amount>

As depicted in the examples below, two additional parameters may be used (set and atleast). If neither set nor
atleast are used, the amount is added to each user's account in the department. If you use the set parameter, each
user account belonging to the department is adjusted to the set amount whether the account balance is above or
below that amount. If the atleast parameter is present, account balances below the atleast amount are adjusted
up, but accounts balances above the atleast amount are not adjusted.
Example1: Add $500 to all user account balances in the Marketing department:
EQCMD -sMyServer adjdept dp Marketing 500.00

Example 2: Set all user account balances in the Marketing department to $500:
EQCMD -sMyServer adjdept dp Marketing set 500.00

Example3: Ensure all user account balances in the Marketing department are at least $500:
EQCMD -sMyServer adjdept dp Marketing atleast 500.00

Lock and Unlock

Allow the administrator to lock/unlock a user, department or a billing code.
Lock a user:
lock ur <user_id>

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Lock a department:
lock dp <dept_name>

Lock a billing code:

lock bc <bc_name>

Unlock a user:
unlock ur <user_id>

Unlock a department:
unlock dp <dept_name>

Unlock a billing code:

unlock bc <bc_name>

Color Quota
Use the following syntax to reset color quotas. The first string resets the quota for a specific user ID, and the second
string resets the quota for all users within a specified department.
EQCmd.exe -s<CASServer> quota ur <UserID>|All <newquota|reset>

EQCmd.exe -s<CASServer> quota dp <DeptName> <newquota|reset>

Use a newquota value of -1 (minus 1) to set an unlimited quota.

EQCmd Batch File Process

EQCmd has a batch mode. It accepts a CSV file as an batch file, one file per server.
For Equitrac Office:
[Equitrac Office\Tools file path]\EQCmd –s<Server> –fBatchFileName.csv

For Equitrac Express:

[Equitrac Express\Tools file path]\EQCmd –s<Server> –fBatchFileName.csv

NOTE: Copy the .csv file to the Equitrac Office or Equitrac Express > Tools folder.

CSV File Format

<Action>, <Obj_type>, <Obj_ID>|All, [<Details>]

CSV File Sample

Test.csv file: Create an R&D department and add two users.
add, dp, R&D
add, ur, user1, “10.00”, Sample, “1.00”, [email protected], R&D
add, ur, user2, “10.00”, Sample, “1.00”, [email protected], R&D

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Refining the User Group View

For large installations, you may have a large-enough account base that the User Group view does not provide a
sufficiently refined view of the user or billing code accounts. Equitrac Office and Express include a command line
utility to divide the group listing into smaller sections or sub-sections for easier viewing.
On the CAS server, open a command prompt, and navigate to the Program Files\Equitrac\Office or Express\Tools
folder then type the following command and replace the variables with appropriate values:
EQAccountRegroup [-sCASName] [-f filename] [-q] -t accounttype [-g groupmaxsize]
[-l refinedgroupminimum]

-s identifies the core accounting server hosting the accounts you wish to view.

Argument Result

-t required argument that identifies the type of account listing you want to view:
• use -t bc for billing codes
• use -t ur for user accounts

-s Optional argument that identifies the core accounting server hosting the accounts
If you run the command on the CAS server, you do not need to enter this argument.

-f Identifies the output path for the command log file

Example: diagnostics.txt

-q Hides error details from the console

-g Specifies the limit when the subgroups appears in Accounts Manager.

Example: -g 1500 shows the users in the normal view until the number of users reaches 1500.

-l Specifies the number of users within the subgroups.

Example: -l 100 list at most 100 users in each subgroup

The following example illustrates the overall usage of the command.

Subgroup after
20,000 accounts

EQAccountRegroup -sBora -f diagnostics.txt -t ur -g 20000 -l 100

CAS Output Path User 100 users

Accounts in each subgroup

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The command is invoked on the CAS called Bora, with the command log saved to a file called diagnostics.txt. The
user accounts are grouped, and if there are more than 20,000 user accounts, the tool splits them into viewable groups
of 100.
When you open the User group view dialog box, Equitrac Office/Express sorts the list alphabetically. Using this
example, if there are less than 20,000 users, only views based on first character (0-9, A-Z) are available. When there are
20,000 or more users then the refined groupings are available. The refined groups in this example list at most 100
accounts, though not necessarily 100 accounts in each group.
The refinements are based on first character groups that have over 100 accounts. If a first character group has 100
accounts or less, it is not further refined. For example if there are 99 users with names starting with B, then the tool
does not refine the view of the B accounts. If there are 200 accounts starting with B, then there are two sub-groups of
Bs available in the refined view.

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Map LPR User IDs

The EQXLPD utility extends the existing Equitrac Office and Express functionality to modify the User IDs associated
with incoming LPR print jobs. If the format of the LPR print job User ID does not match the IDs used in the Equitrac
database, you can use this utility to modify incoming IDs to match existing Equitrac IDs.
For example, if the LPR jobs arrive in the format “[email protected]”, Equitrac will not associate the user with a
corresponding ID in the Equitrac database. You can use this utility to remove the domain information, thereby
mapping the LPR job ID with a User ID that Equitrac Office/Express expects.

CAUTION: This utility requires a dedicated External Data Connector license. This license must be applied within
System Manager prior to running the executable.

Installing EQXLPD
The EQXLPD tool is available from the Equitrac Installer, under the Auxiliary Applications sub-folder. It is not
selected in the Installer by default. Click on EQXLPD, and select This feature is installed on local hard drive.

When installed, the tool is located under Program Files\Equitrac\Office or Express\Tools\EQXLPD. There are two
files in this folder:
• eqxlpd.cfg – specifies the actions that are applied when EQXLPD.exe is run
• EQXLPD.exe – maps or modifies User IDs for incoming LPR print jobs
The EQXLPD service is not started automatically after installing Equitrac Office or Express. You must run the
EQXLPD.exe within the command-line utility to add it to the Administrative Tools > Services application, and then
configure the service to start automatically. See Starting the EQXLPD Service on page 485. However, before starting
the service, you must first modify the configuration file. Modifying the Configuration File on page 483.

CAUTION: Only one service can “listen” on the printer at a time. If the Microsoft LPD service is running, the EQXLPD
service is blocked. To determine if a service is running on the printer port, open the command line utility and type
telnet localhost 515. If the result is “connection refused”, no other service is running, and you can proceed with
EQXLPD. If a connection is made, another service is already running, and you must stop it before proceeding.

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Modifying the Configuration File

Prior to running the executable, modify the configuration file to change the User ID mappings. Supported
configuration parameters are listed in the table below. See an Obtaining Debug Logs on page 485.

Parameter Description Example

Spooling: SpoolDir • Directory for the spooled LPR files [Spooling]

SpoolDir=c:/temp

LPQ-status: Banner • Banner text for the LPQ status queries [LPQ-status]
Banner="LPD server"

Username: • If the IP Address is appended to the user ID [UserName]

IncludeIPAddress • 1 = do not append; 0= append IncludeIPAddress=1
• The default value is 1, or do not append

UserName: • The number of POSIX regular expression patterns to [UserName]

RegExPatterns apply to each user ID RegExPatterns=3
• The actual POSIX expression patterns are placed in the
Username-Regex parameter listed below
• If the configuration file contains more expressions than
this value is set to, the remaining expressions are
ignored. For example, if this value is set to 3, but there
are 5 expressions in the configuration file, only the first
3 expressions are applied.

UserName: • If case-sensitivity is enabled or disabled [UserName]

IgnoreCase • 1 = ignore case; 0 = case-sensitive IgnoreCase=1

UserName: • If print jobs from unmapped user IDs are refused or [UserName]
RefuseUnMapped allowed RefuseUnMapped=1
• 1 = allowed; 0 = refused

Username-Regex • Defines the POSIX expressions that are applied to each Ex 1

User ID [UserName]
• Each expression must include a From value and a To RefuseUnMapped=1[UserName-
value. These values determine the User ID to start with, Regex]
and the User ID to stop at when applying the From1=[0123456789]*$
expression.
To1=
• Supported characters include "\" to rearrange values,
"|" to ??, and "^" to indicate the start of a string??.
Ex 2
Placing the syntax within brackets captures a pattern.
• Example 1 to the right matches any number of digits at [UserName-Regex]
the end of each User ID and removes the digits. The From1=ababa
From value is set to 1 and the To value is also set to 1 to To1=babab
apply the expression to all User IDs.
• Example 2 examines all User IDs for the sequence
"ababa" and replaces the sequence with "babab".

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Parameter Description Example

Username-Regex • Example 3 starts examining UserIDs with ID 2, then Ex 3

(continued) looks for all instances of the @ symbol. The expression [UserName-Regex]
then swaps all information before the @ symbol to the
From2=^(.+)@([^.]+)(\..*)?$
end. For example, "[email protected]" is mapped
to "company\person" To2=\2\\\1
• Example 4 examines all User IDs, then strips out all
characters located after a period, up to and including Ex 4
the colon. This expression can be used to strip out a [UserName=Regex]
username suffix for example. All characters to the left From1=^.*:
of the period are left untouched.
To1=

Username-Map • Mapping of disparate User IDs from LPR to match User [UserName-Map]
IDs in Equitrac database AlfredN=aneumann
BobL=blyndham

Printers • Use this setting to support a cluster. [Printers]

• The LPR command to print job.txt is PrinterA=\\VirtualServer1\
LPR-S VirtualServer1-PrinterA job.txt PrinterR
• In the cluster, EQXLPD is set up like EQDRE service.
• An identical CFG is required on each node.
• In the example, PrinterR is the real printer, and PrinterA
is an alias and does not exist as a real queue. EQXLPD
picks up the LPR print job and looks up the mapping to
send the job to the real printer.

Example Configuration File

The following example shows the default configuration file that is installed with EQXLPD. Follow this example to
ensure you are using the correct formatting.

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Starting the EQXLPD Service

The EQXLPD.exe must be run in the command-line utility as an Administrator to add it to the Administrative Tools >
Services application. From the Services application, you can configure how the service starts.
To start the EQXLPD service, do the following:
1 Navigate to Windows\System32, right-click cmd.exe and select Run as Administrator from the menu.
2 In the command line type the following: Tools\EQXLPD\EQXLPD.exe /Service.
3 Select Start > Control Panel > Administrative Tools > Services.
4 Right-click the EQXLPD Service in the right pane and select Properties from the menu.
5 On the General tab, set the Startup type as Automatic (Delayed start), Automatic, or Manual.
6 On the Log On tab, ensure that Local System account is selected.
7 Click Start, and click OK to save the changes.

Obtaining Debug Logs

If the EQXLPD service fails to start, the case name may be incorrect, CAS is unable to find an unallocated External
Data Connector license, or the user is not mapped to the correct Equitrac account. You can check the debug log to
determine the source of the problem.
To produce a debug log, do the following:
1 Select Start > Control Panel > Administrative Tools > Services.
2 Right-click the EQXLPD Service in the right pane and select Properties from the menu.
3 On the General tab, enter /Debug in the Start parameters field.
4 Restart the service, and click OK to save the changes.
The resulting file is named eqxlpd.dbg and is located in the temporary directory of the account running the service. To
end the log, you need to Stop the service. You can examine the file to determine if the mapping is performed correctly
without waiting for the entire process to finish. Remove /Debug from the Start parameters when you no longer need to
generate a debug log.

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Creating Trusted Certificates

A certificate is requested whenever a user logs into any Equitrac web-based tool that uses SSL such as the System
Dashboard reports. When you install an Equitrac service, a self-signed certificate is created. The disadvantage of a
self-signed certificate is that end-users are prompted to accept the certificate the first time they access a web-based
Equitrac tool. There is no such prompt for a trusted certificate.
EQSSLCertificateManager.exe is located in the Program Files\Equitrac\Office or Express\Tools folder on any
machine where Equitrac administration tools have been installed. This tool is designed to assist an administrator in
replacing automatically generated self-signed certificates with certificates signed by a trusted certificate authority.
To replace the self-signed certificate, do the following:
1 Generate a certificate request using EQSSLCertificateManager.
2 Obtain a trusted certificate.
3 Accept the certificate file using EQSSLCertificateManager.
EQSSLCertificateManager must be run on each server that is running Equitrac’s CAS service. If you are using the Web
Release Station, then EQSSLCertificateManager must also be run on the DCE service. When running the tool, two
self-signed certificates may show up for the machine: one with a fully qualified DNS name (e.g. eqserverx.ee41) and
one with an unqualified machine name (e.g. eqserverx).
The certificate with the unqualified name is left over from previous versions of the Equitrac software; newer versions
of the software use fully qualified names in the certificates. The older certificate may be deleted as it is not used by the
newer software.
After upgrading to Equitrac Office or Express software version 5.2, you may be asked to accept the new fully qualified
self-signed certificates.

Select the Authorized User Account

Before running EQSSLCertificateManager, you need to select the user account under which the Equitrac services are
running.
To select the user account to run EQSSLCertificateManager, do the following:
1 Open the Program Files\Equitrac\Office or Express\Tools folder.
2 Right-click the EQSSLCertificateManager.exe file and select Run as from the menu.
3 Select The following user option, and enter the User name and Password of the user account you want to run the
program.
4 Click OK to save the setting.

Generate the Certificate Request

To create a certificate request to replace a self-signed certificate, do the following:
1 Open the Program Files\Equitrac\Office or Express\Tools folder and run EQSSLCertificateManager.exe.
2 Select the self-signed certificate with the fully qualified DNS name, and press Create Certificate Request.

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The Create Certificate Request dialog box opens. The Subject field is pre-populated with an appropriate value
(typically CN=dnsname where dnsname is the fully qualified dns name of the computer).

3 Select the Key size from the drop-down list according to the site’s policy.
4 Press OK and save the .req file (request). The .req file can be saved in any location on your system, as it is only used
to obtain a trusted certificate.

NOTE: Some certificate authorities require more than just the DNS name component to appear in the Subject field. To
create certificate requests for such certificate authorities, manually specify the subject name in a format similar to the
following: CN=ServerName.domain, OU=OrganizationUnit, O=Organization, L=Location, S=State, C=Country.

Obtain a Trusted Certificate

Submit the .req file to a trusted CA (Certification Authority). The CA can be a locally implemented Microsoft Stand-
Alone CA or a third party CA. The CA provides a trusted certificate file (.cer or .crt). It is recommended that you save
the certificate file in the same location as the request file.

Accept the Trusted Certificate File

Run EQSSLCertificateManager, and press Accept Certificate. Select and open the trusted certificate file.

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Cluster Configuration
In order to use the same certificate in a cluster environment, the certificate file must be installed on every cluster node
where the services run on. To generate certificate-authority-signed certificates for all relevant virtual servers and
replicate those certificates to all nodes in the cluster, do the following:
1 Move all Equitrac resource groups onto the same cluster node, and bring them online. This causes a self-signed
certificate to be created on that node for all virtual servers (failover cluster instances) that the Equitrac services
use.
2 Run EQSSLCertificateManager on that node.
3 For each certificate displayed, do the following:
a Select the self-signed certificate.
b Press Create Certificate Request.
c Submit the certificate request to a CA (certificate authority) to obtain a trusted certificate file.
d Press Accept Certificate, and open the certificate file.
4 Press Export All Certificates.
a Enter a self-assigned password to protect the private keys that are exported with the certificates.
b Click OK, and save the equitrac-certificates.pfx file. It is recommended that you save the .pfx file in the same
location as the trusted certificate file for easy retrieval.
5 On each of the other cluster nodes, run EQSSLCertificateManager and press Import Certificates.
a Select and open the equitrac-certificates.pfx file.
b Enter the password, and click OK.
6 Close EQSSLCertificateManager.
7 Take all Equitrac resource groups offline, then bring them back online through Cluster Administrator to begin
using the new trusted certificates.

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Print Queue Viewer

The Print Queue Viewer provides a tool for Administrators to view and delete documents within the secure print
queue. Each DRE has its own print queue, and therefore its own Viewer. If you deployed multiple DREs you can run
multiple Viewers at the same time. You must specify the print server (DRE) you want to connect to when you launch
the Viewer.
The Print Queue Viewer utility is installed as part of the management tools when Equitrac Office or Express is
installed on your system.
The EQPrintQueueViewer.exe file is placed in the Program Files\Equitrac\Office or Express\Tools folder, and a
shortcut is created in the Equitrac Office/Express group under the Windows Start menu.
To open the Print Queue Viewer, do the following:
1 On your Windows desktop, navigate to Start > All Programs > Equitrac Office or Equitrac Express > Print
Queue Viewer. This creates the Viewer icon in the Windows task tray.
2 Double-click the icon to open the Print Queue Viewer.

3 Click any document in the list to select it. Hold down SHIFT or CTRL to select multiple documents in the queue.
You can sort documents in the list by clicking any of the column headings visible in the Viewer.
4 To delete selected documents from the queue, press the Delete key or choose Delete from the Document menu.
Select View > Simple view or View > Full view to change the default view depending on how many document details
you want to display.

NOTE: Start the Print Queue Viewer with the -s option to customize Viewer’s visible columns. Select View > Custom
view, and then select View > Select columns to select or clear columns as desired.

Select View > Hide to close the Viewer without shutting down the service. The Viewer icon remains visible in the
Windows Task tray. Use the Refresh option to update the Viewer document list while the Viewer is open; the list does
not refresh automatically.
To shut down the service, right-click the icon in the task tray and select Exit. You can also select Show/Hide to open
or close the Print Queue Viewer window.

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Running Print Queue Viewer on a Workstation

To run the Print Queue Viewer application on a workstation, choose one of the following options:
• Use Equitrac Installer with one of the management tools, such as System Manager.
The EQPrintQueueViewer.exe file is placed in the Program Files\Equitrac\Office or Express\Tools folder, and a
shortcut is automatically created in the Equitrac Office/Express group under the Windows Start menu.
—Or—
• Copy the EQPrintQueueViewer.exe file to the workstation.
When manually copying EQPrintQueueViewer.exe you need to run it with the -s<DRE_server> option if you want
to customize the Print Queue Viewer columns, and to view other user’s print jobs.
If the -s<DRE_server> option is not used, then the Print Queue Viewer only shows print jobs for the current user.
After running EQPrintQueueViewer.exe, a shortcut is created in the Equitrac Office/Express group under the
Windows Start menu.

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 Appendix: Embedded Devices

Topics
Adding and Configuring Embedded Devices
Xerox JBA Device Configuration
Canon CPCA Device Configuration
SecureJet Device Configuration

This Appendix only applies to embedded devices that do not have a dedicated setup guide.

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Adding and Configuring Embedded Devices

Use the System Manager > Devices link to manually add an embedded device that is associated with a single physical
device in Equitrac Office/Express.

NOTE: For some manufacturers, the embedded device is automatically added during configuration of the MFP to
communicate with DCE.

1 Select a physical device in the right pane, then select Current tasks > Add embedded device. Alternately, you can
right-click on a physical device in the right pane and select Add embedded device from the menu.
NOTE: The layout and options available on the Embedded device popup vary from device to device.

2 The Type is set to automatically match the manufacturer of the physical device. (e.g Canon)
3 Enter a Name for the embedded device. This is a required field, and an error message appears prompting to specify
a device name if you click OK without naming the device.
4 The Description for the embedded device is automatically populated with the physical printer’s name. This can be
changed as desired.
5 The Server defaults to the current DCE host. Change the server, if necessary, by selecting another server from the
drop-down list.
6 The Serial number and Version fields fill automatically once communication is enabled.
7 Click Pricing to configure pricing at the embedded device level.
You can apply a default price list, a primary and optional secondary price list, or a price list for specific
departments for each applicable function on the device.
See Configuring Price Lists on page 265 for details on configuring price lists. See Departmental Pricing on page
287 for details on working with departmental pricing. See Customizing Standard Reports on page 362 for details
on generating reports containing secondary price list data.
NOTE: Select the default price list to configure the embedded device to use the price list for the associated device. If
you select an alternate price list for the embedded device, the embedded device price list overrides the device
setting.

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8 For a Canon CPCA Device, choose the Settings:

Setting Description

Upload by • When enabled, uploads authentication data for only the departments associated with the
department/group device and its controller interface. You must associate a department with a printer to use this
upload feature.
• When not enabled, uploads all authentication data to the physical printer.

Admin ID and • Device-defined authentication values.

Password • System Manager requires both values to update authentication codes at the Canon iR device.
• Refer to the Canon iR device documentation for details on locating this security data

9 For Xerox devices, click the Initialize button under Device Initialization for account tracking to set the device
parameters.
CAUTION: These settings change the configuration on the device itself. If you change these settings, the Xerox
device reboots whether the change is successful or not.

10 Click OK to save these settings, or Cancel to close the dialog box without saving any changes.

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Xerox JBA Device Configuration

Use these instructions to configure job-based accounting (JBA) only.

CAUTION: If you are setting up Xerox Secure Access, refer to the Equitrac Embedded for Xerox EIP Setup Guide.

Ensure your device has a static IP address on the server that hosts the Equitrac DCE service. For information on
configuring the devices on your network, refer to your device documentation.

Xerox Device Prerequisites

To track print jobs by embedded devices, your Xerox devices must meet the following prerequisites.
• JBA-supported Xerox device with Network Accounting module installed and enabled and Authentication
(Network Accounting option) enabled.
• TCP/IP enabled and configured, and HTTP installed and enabled on the devices.
• A static IP address or reserved DHCP IP address (recommended).
• TCP/IP port 80 communication enabled on the network between the Equitrac server and the devices.
• Depending on the Xerox device and server operating system, you may require Xerox Advanced Services
Management before you can enable the Accounting option on the printer driver. See the Xerox device
documentation for details.

Xerox Device and Print Driver Configuration

When tracking print jobs through a controller interface for Xerox, you configure the Xerox device and its print drivers
to accept only authenticated print jobs. Users are prompted to enter a user and an account ID prior to printing. The
controller interface tracks printing and captures appropriate accounting information.

NOTE: On some Xerox models, you cannot enter authentication data with lowercase characters on the panel. Xerox is
case-sensitive when it compares data collected from the print transaction with the accounting codes stored in the
device’s local database. Equitrac Office/Express must convert all account codes to uppercase before uploading to
Xerox devices, and you must enter authentication data in the Xerox print dialog box in uppercase.

In order for Xerox devices to accept authenticated print jobs and the controller interface to track print jobs correctly,
the Xerox device and Xerox print drivers must be configured as described in the following table.

Device and Print Driver Configuration Notes

The Network Accounting module must be Equitrac Office/Express does not support the Internal Auditron
installed and enabled on each Xerox device. authentication method. When you set the authentication mode on the
device, ensure you select the Network Accounting option.

The Network Accounting Configuration > Depending on the Xerox device Authentication configuration, job
Authentication option must be enabled. information can be accurately tracked by the Xerox device regardless of
whether or not the user and account information exists on that device.
See the Xerox device documentation for details on configuring options
for the physical device.

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Device and Print Driver Configuration Notes

Installed Xerox print drivers must have the The location of the Accounting option in the Xerox print driver dialog
Accounting option enabled for each printer to box may not be the same for all printer connections you create.
prompt users for user and account ID prior to The option may be located on the Properties > Document Details or
printing. the Printer Preferences dialog box. You may find that the location of
the Accounting option varies by Windows platform, driver language
type (Postscript or PCL), driver version, or device model.
The Xerox device deletes print jobs to prevent anonymous (un-billable)
printing when any of the following situations apply:
• The Xerox print driver does not have authentication features.
• The Accounting option for the print driver is disabled.

When tracking print jobs through the controller Print jobs are tracked twice if the controller interface for Xerox exists in
interface, installed Xerox printer connections System Manager > Devices to track print jobs through the controller
must use Windows or other non-Equitrac Port interface while the Xerox printer connection uses an Equitrac Port
Monitors. Monitor. Both the Equitrac Port Monitor and the controller interface
track the print job.

Embedded Device Configuration for Xerox Devices

Complete the following procedure to configure a embedded device for a Xerox device. Changes you make to the
embedded device do not affect the Xerox device configuration. See your Xerox documentation for device
configuration details.
1 In System Manager, navigate to Configuration > Devices > Embedded devices.

2 Select or clear the Enable authentication upload option to specify whether or not Equitrac Office/Express
automatically sends specific account data to the Xerox device at specified intervals. The embedded device uses the
account data to verify users, charge the associated account, and print jobs at the printer. When this option is not
enabled, then Off-box authentication is used (i.e. user login is authenticated directly against CAS).
• Select the option to configure Equitrac Office/Express to automatically send account data to the Xerox device.
Manage account information using Accounts Manager.

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• Clear the option to prevent Equitrac Office/Express from automatically sending account data to the Xerox
device. You can manually force Equitrac Office/Express to send account data using the Force an upload option
available in System Manager > Devices. See Forcing a Poll or Upload on page 500.
The PIN information entered at the Xerox device must match the information Equitrac Office/Express has sent to
the device, regardless of whether you choose to enable or disable automatic authentication upload to devices. Users
cannot use the device until they enter correct authentication values.
NOTE: When you configure Equitrac Express to enforce account limits, Equitrac sends account data updates for only
those accounts with balances that match or exceed their defined minimum limit. See Enforcing Account Limits on
page 253 for details. Define minimum account balances using Accounts Manager.

3 Select an authentication Method to configure what account information the Xerox device prompts users for, and
how the Xerox device validates that user. The authentication method you select specifies what account data
Equitrac sends to the Xerox device to correspond with the Xerox device user and account ID fields.

NOTE: Equitrac Office/Express uploads all authentication data to the Xerox device in upper case characters.

The following table lists the authentication methods and how they correspond to the Xerox user and account ID
prompts.

Enter At the User ID Enter At the Account Equitrac Account

Authentication Method
Prompt: ID Prompt: Charged

User and Billing Code Network Logon Billing Code Billing Code

Primary and Secondary PIN Primary PIN Secondary PIN User, Billing Code, or
Codes Department

Primary PIN and Billing Code Primary PIN Billing Code Billing Code

Users Only Network Logon Network Logon User

4 Adjust the Update interval to change how frequently Equitrac Office/Express sends account data to the Xerox
device, when you enable authentication. By default, Equitrac Office/Express sends user account data once every 24
hours (or once every 1440 minutes).
CAUTION: You must create accounts (such as users and billing codes) in Accounts Manager and enable
authentication before Equitrac sends any account data to the Xerox device. If no accounts exist in Accounts
Manager, Equitrac sends empty account tables to the device, and the device denies users access to the machine.

5 Change the Case Conversion setting if the Xerox device requires only upper or lower case text. Consult your
Xerox documentation for case requirements.
6 Enable Automatic release of all print jobs upon validation if you want all print jobs for the user to release
immediately after a successful login. This option is used for off-box authentication only.
7 Adjust the Polling interval to change how frequently Equitrac Office/Express requests job activity details from the
Xerox device. By default, Equitrac requests job activity details once every 30 minutes (or once every 1800 seconds).
See Forcing a Poll or Upload on page 500.

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NOTE: When Equitrac Office or Express is configured to create new accounts automatically, at defined polling
intervals, Equitrac Office/Express requests job activity details from the Xerox device and creates new accounts in the
database. See Creating User Accounts on page 208 for details.

NOTE: When adjusting polling values, include enough time for one poll to complete before the next poll begins.

8 Select or clear the types of transactions that Equitrac tracks or does not track on the Xerox device. Equitrac can
track copy, print, network scan, received fax, and sent fax transactions.
NOTE: Enabling or disabling transaction type tracking on the controller interface does not configure transaction
type support on the Xerox device. For example, if the Xerox device is not configured for fax support (sending or
receiving faxes), tracking received faxes or sent faxes through the controller interface does not change fax support
on the Xerox device.

9 Click OK to save the changes, or Cancel to close the window without saving changes.

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Canon CPCA Device Configuration

Ensure your device has a static IP address on the server that hosts the Equitrac DCE service. For information on
configuring the devices on your network, refer to your device documentation.

Canon Device Prerequisites

To track print jobs by embedded devices, your Canon devices must meet the following prerequisites.
• Canon iR device with Department ID Management. When you enable optional Single Sign-On, you must disable
authentication upload.
• TCP/IP enabled and configured, and HTTP installed and enabled on the devices.
• A static IP address or reserved DHCP IP address (recommended).
• TCP/IP port 80 communication enabled on the network between the Equitrac server and the devices.

Canon CPCA Device and Print Driver Configuration

To track print jobs through a embedded device for Canon, configure the Canon iR device and its print drivers to
accept only authenticated print jobs. Users are prompted to enter a user and an account ID prior to printing. The
embedded device tracks printing and captures appropriate accounting information.
In order for Canon devices to accept authenticated print jobs and the embedded device to track print jobs correctly,
the Canon device and Canon print drivers must be configured as described in the following table.

Device and Print Driver Configuration Notes

The Department ID Management option must be n/a

enabled.

Installed Canon iR print drivers must have the Job The Canon iR device deletes print jobs to prevent anonymous (un-
Accounting option enabled for each printer to billable) printing when any of the following situations apply:
prompt users for User ID and Password prior to • The Canon iR print driver does not have authentication features.
printing.
• The Job Accounting option for the print driver is disabled.
• The Accept print jobs with unknown IDs option on the Canon
iR device is disabled.

When tracking print jobs through the embedded Print jobs are tracked twice if the embedded device for Canon iR
device, installed Canon iR printer connections must exists in System Manager > Devices to track print jobs through
use Windows or other non-Equitrac Port Monitors. the embedded device while the Canon iR printer connection uses
an Equitrac Port Monitor. Both the Equitrac Port Monitor and the
controller interface tracks the print job.

Enable the Canon device setting Accept print jobs Jobs are validated and invalid PINs are rejected. Jobs are not
with unknown IDs. charged to the entered PIN.

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Embedded Device Configuration for Canon CPCA Devices

Complete the following procedure to configure a embedded device for a Canon iR device. Changes you make to the
embedded device do not affect the Canon iR device configuration. See your Canon iR documentation for device
configuration details.

1 Select or clear the Enable authentication upload option to specify whether or not Equitrac Office/Express
automatically sends specific account data to the Canon iR device at specified intervals. The embedded device uses
the account data to verify users, charge the associated account, and print jobs at the printer.
• Select the option to configure Equitrac Office/Express to automatically send account data to the Canon iR
device including primary and secondary PIN information for associated account balances. Manage account
PIN information using Accounts Manager. See Implementing PINs on page 257 for details.
• Clear the option to prevent Equitrac Office/Express from automatically sending account data to the Canon iR
device. You can manually force Equitrac to send account data using the Force an upload option available in
System Manager > Devices. See Forcing a Poll or Upload on page 500.
The PIN information entered at the Canon iR device must match the information Equitrac Office/Express has sent
to the device, regardless of whether you choose to enable or disable automatic authentication upload to devices.
Users cannot use the device until they enter correct authentication values.
As shown in the table below, primary and secondary PIN authentication corresponds to the Canon iR user and
account ID prompts. Configure primary and secondary PINs using Accounts Manager.
See Implementing PINs on page 257 for more information.

Enter At the Department ID Prompt: Enter At the Password Prompt:

Primary PIN Secondary PIN.

If you do not define secondary PINs for accounts, users must enter ’0’ (zero)
as a secondary PIN when prompted.

If a user enters incorrect credentials when prompted, the Canon iR device deletes the associated transaction
without actively notifying users. You can view the job history on the device to determine if a job was automatically
deleted.

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NOTE: When you configure Equitrac Express to enforce account limits, Equitrac sends account data updates for only
those accounts with balances that match or exceed their defined minimum limit. See Enforcing Account Limits on
page 253 for details. Define minimum account balances using Accounts Manager.

2 Adjust the Update interval to change how frequently Equitrac Office/Express sends account data to the Canon iR
device. The update interval value specifies the length of time between each Equitrac Office/Express update of
account information to the device. By default, Equitrac Office/Express sends user account data once every 24
hours (or once every 1440 minutes).
CAUTION: You must create accounts and PINs (such as users and billing codes) in Accounts Manager and enable
authentication before Equitrac Office/Express sends any account data to the Canon iR device. If no accounts and
PINs exist in Accounts Manager, Equitrac Office/Express sends empty account tables to the device, and the device
denies users access to the machine.

3 Adjust the Polling interval to change how frequently Equitrac Office/Express requests job activity details from the
Canon iR device. The polling interval specifies the length of time between device polls. By default, Equitrac Office/
Express polls the device once every 30 minutes (or once every 1800 seconds). See Forcing a Poll or Upload on
page 500.
NOTE: When Equitrac Office or Express are configured to create new accounts automatically, at defined polling
intervals, Equitrac requests job activity details from the Canon iR device and creates new accounts in the database.
See Creating User Accounts on page 208 for details.

When adjusting polling values, include enough time for one poll to complete before the next poll begins.

4 Select or clear the types of transactions that Equitrac tracks or does not track on the Canon iR device. Equitrac can
track copy, print, network scan, received fax, and sent fax transactions.
NOTE: Enabling or disabling transaction type tracking on the embedded device does not configure transaction
type support on the Canon iR device. For example, if the Canon iR device is not configured for fax support (sending
or receiving faxes), tracking received faxes or sent faxes through the embedded device does not change fax support
on the Canon iR device.

5 Click OK to save the changes, or Cancel to close the window without saving changes.

Forcing a Poll or Upload

You can force Equitrac Office/Express to poll the embedded device, or force Equitrac to upload authentication data to
the physical device and its embedded device.
Right-click on an embedded device in the right pane and select:
• Controller synchronization > Force a poll to poll the device for new documentation output details.
• Controller synchronization > Force an upload to immediately upload Equitrac Office/Express account
information to the device.

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SecureJet Device Configuration

If your print environment includes Hewlett-Packard MFP devices that use a SecureJet interface, you must complete
additional configuration steps to track print, copy, fax, or scan usage on these devices. These steps authenticate user
login data against the Equitrac server, and upload account transactions to the Equitrac database. Users can walk up to
an HP MFP device with an embedded SecureJet interface to list, delete and release documents from the external
server.
The following diagram illustrates the communication requirements between the DCE component and the HP MFP
device. Equitrac uses a dedicated FTP server (on DCE) to receive transaction data from SecureJet.

CAUTION: To enable secure printing on the HP device, the DCE and DRE components must be installed on the same
server.

SecureJet Prerequisites
To track print jobs by embedded devices, your HP MFP devices must meet the following prerequisites.

1 Install the SecureJet add-on (PX/FP/SV 4.5D or later) from JetMobile on the required HP devices.
2 Enable TCP/IP port 2000 and FTP Port 21 communication on the network between the Equitrac server and the
devices. You can change the port numbers in System Manager if needed. Navigate to Configuration > Devices >
Embedded devices and change the port assignments as needed.

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SecureJet Device and Printer Driver Configuration

Login to the JetDirect web interface to configure the following options:
1 Open the Authentication Manager and set these options to allow authentication of operations performed via the
front panel of the device:

Option Setting

Authentication Defaults On

Authentication Methods SecureJet

All other settings (that are controlled by SecureJet) Use Authentication Default Mode

2 Click Settings > SecureJet, then click the Configuration option from the left menu. Select the options you want to
track. Also select the MegaTrack® option for XML log file format.
WARNING: Do NOT select SJ Non-Encrypted Jobs. When this option is checked, any Secure Printing jobs
released by the front panel are counted and charged twice.

3 Click the Auto Upload option from the left menu. Enable Use auto-upload, then configure the following settings:

Setting Description

Run Every The interval in minutes between uploading any transactions to the FTP server for
accounting.

IP: Port Specify the IPAddress:Port where the DCE SecureJet FTP server is running. If you changed
the port from Default Port 21 within System Manager, verify the change appears here.

Login Enter any value.

Password Enter any value.

Initial directory Enter the directory path name.

4 Click the Control option from the left menu. In the Reader Settings area, choose the method you want SecureJet to
use when authenticating users. You can configure SecureJet to authenticate users through the front panel, an
external HID/MiFare card reader or a custom method. In the Authentication Mode area, select the Active
Directory through SecureJet PS option.
5 Click the SecureJet PS option from the left menu. To enable the secure printing functionality, specify the address
and port of the server from which the device gathers documents to be released. This is the server running a
controller interface to serve the secure release requests. If you changed the default ports in Equitrac’s System
Manager, ensure you change the port assignments here also.

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Adding a SecureJet Embedded Device

To add and configure a SecureJet-enabled HP MFP device within Equitrac Office/Express, do the following:
1 Run the Add Printer wizard on the Equitrac server to add the device with an Equitrac port. Make sure you select
the correct drivers for each HP MFP device.
2 Open System Manager, then click on Devices.
3 Right-click on the physical device and select Add Embedded device from the menu.
4 In the Add Embedded Device dialog box, choose SecureJet as the controller type and provide a name and
description. No other information is required.
5 To enable secure printing on the device, open the print queue for the device, then set the Secure Printing option to
Enabled. See Enabling Secure Printing on page 292 for more information.

NOTE: The SecureJet integration with Equitrac Office/Express does not support billing codes directly. However,
Equitrac can extract the billing code information from the PIN1 values in Accounts Manager. The user’s primary PIN is
extracted from the card ID, and Equitrac uses this information to authenticate login requests and present the
appropriate list of print jobs. This integration does not support PIN2 values.

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Glossary

Symbols

Caution
When you see this symbol in the margin, the accompanying text provides key information about a step or
action that might produce unexpected results if not followed precisely.

Note
When you see this symbol in the margin, the accompanying text provides cross-reference links, tips, or
general information that can add to your understanding of the topic.

Warning
When you see this symbol in the margin, read the accompanying text carefully. This text can help you avoid
making errors that might adversely affect program behavior.

A-B

Access Permissions
Settings within the System Manager that limit or grant access to the Equitrac Office and Express Administrative
Applications.

Accounting Precision
An option within System Manager that determines the number of decimal places used to calculate printing costs. The
default setting is two decimal places.

Account Limit Enforcement

A minimum balance amount that an account must maintain in order to access devices for prints and copies. Account
limits can be applied to user, department, or billing codes.

Accounts Manager
An Administrative Application used to configure and manage the Core Accounting Server printing accounts database
and transaction records. The accounts database contains information about the users, departments, and billing codes
defined on the Core Accounting Server.

Active Directory Synchronization

ADS provides a method of sharing user data across multiple domains or network. Equitrac Office and Express can link
to existing ADS data to batch import user accounts, then poll for updates at set intervals. This feature can minimize
User Account maintenance significantly.

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Administrative Applications
A set of software tools used to manage all Equitrac Office and Express functionality either locally or remotely.
Administrative Applications can be installed on any Equitrac server component machine.

Alternate Primary PIN

A sequence of numbers that uniquely identifies a user. The Alternate primary PIN can be data encoded on a magnetic
swipe card, or entered into a terminal keypad. Alternate primary PIN can be used for an additional level of security.

Base Price
A base price is an optional fee charged for the job as a whole, regardless of job or page attributes. For example, you can
enter a base price if you want to charge an administrative fee for processing the job. Base price is available when
creating Advanced price lists.

Billing Code
A unique combination of letters and numbers that represent a charge-back group. Users can assign their print jobs to a
particular code, and the Equitrac database tracks the characteristics of jobs printed to the code.

CAS
The Core Accounting Server (CAS) controls the accounting database that stores all printer, user, department, billing
code, transaction and balance information. CAS also verifies users, calculates printing charges and assigns charges to
an appropriate user, department, or billing code.

Campus Card Account

An Equitrac Express account stored by the Campus Card system. A Campus Card account may have several tender
keys; in this case CAS handles them as separate Campus Card accounts. A Campus Card account inside CAS may have
an account name which can be used to identify the print jobs in the print queue.

Cashier
An Equitrac Express application used by staff members who have a role in managing account balances. Generally,
service staff at a print/copy desk use Cashier to add and remove funds from user accounts. This application can reside
on any network client workstation.

Client Billing
A licensed feature that forces uses to enter a billing code to release a print job, and can be configured to provide
desktop printer support and popup billing for selected Windows printers. The Client Billing service must be installed
on the Core Accounting Server, and the client software must be installed on each workstation that can send
documents to output devices.

Client Billing Popup

A prompt that allows users to assign a billing code to a document when submitting a print request.

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Client Workstation
A machine on the network that provides Client Billing, Cost Preview, and User Authentication services.

Cluster
A group of servers and other resources that act like a single system to ensure that resources remain available to client
workstations.

Common Port
The Common port is a generic port created in System Manager on devices that are used for DRC serverless printing.

Control Terminal
A physical device that releases documents and controls copier access. Equitrac Office and Express support
PageCounter, PageCounter with keyboard, PageCounter Mini, and SFT (Single Function Terminal).

Cost Preview
A software feature that enables users to see the entire cost of a print request before sending the document to the
selected output device.

DCE
A core component of Equitrac Office and Express, the Device Control Engine (DCE) provides management of control
terminals and the ability to access the scan and fax features on multi-function devices.

Deposit Station
A self-serve kiosk enabling users to deposit coins and bills, and have Equitrac Express update their dedicated network
print account with that value. Users must authenticate themselves through the device’s numeric keypad or optional
cardswipe to deposit funds into their print account.

Desktop Printing
A service installed on a workstation that tracks the print volume when users print to local LPT and USB desktop
printers.

Departmental Pricing
A feature that allows separate pricing parameters per department or per user.

Device Interfaces
Connections to physical devices that track transactions. There are two types of device interfaces in Equitrac Office and
Express: Control terminals and Embedded devices.

Device Monitoring Console

A licensed Administrative Application that works with the Device Monitoring Engine (DME) component to provide
historical data on device performance.

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Direct IP Printing
Printing from a workstation directly to the IP address of a networked printer.

DME
The Device Monitoring Engine (DME) proactively tracks the status of selected SNMP-enabled devices. DME
monitors SNMP messages generated by specified devices for status information. Each time a status change message is
intercepted, DME logs the information in the database. View DME-related activity in the Device Monitoring Console.

DRC
The Document Routing Client (DRC) is for optional use in installations where there is no DRE (see below), and
therefore no dedicated print server, the DRC is a locally installed version of the DRE that allows for similar
functionality.

DRE
A core component of Equitrac Office and Express, the Document Routing Engine (DRE) enables document flow from
workstations to output devices including printers, plotters, scanner, multi-function devices, copiers, etc. DRE
communicates document characteristics to the Core Accounting Server for processing. In a large deployment,
multiple DREs are often required to manage the device load.

Driver Repository
A centralized repository for managing print drivers on workstations for I-Queue printing. When a user submits a
print job and logs in to a system-configured MFP to release their job via Follow-You Printing, the system checks the
MFP driver requirements and automatically downloads and installs the configured print driver if it is not on the user’s
workstation. The Driver Repository maps the print drivers and ports to the associated MFPs on the network.

Dual Pricing
A feature that allows you to create a primary price list and a secondary price list that is applied under certain
conditions. Equitrac Office and Express uses the primary price list to calculate the actual transaction cost. Secondary
price lists enable the software to calculate another cost that is stored with the transaction for reporting purposes, but
does not factor into any balance calculations.

DWS
The Device Web Service (DWS) is an optional feature of DCE, and is required to handle communication with Xerox
ECSP-enabled MFPs. When a user logs in at a Xerox ECSP device, the login data is sent to DWS, which communicates
with DCE, and then DCE contacts CAS to verify the user account.

E-F

Embedded Device
A software component residing on a particular multi-function device to that allows the device to communicate with
Equitrac Office and Express components. Some Xerox and Canon devices require a controller interface to configure
the behavior and communication requirements of the device so that Equitrac can track printing activity on the device.

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 Glossary

EQCmd.exe
A utility to add, delete, modify and query user, department and billing codes from the command line. You can also use
this utility to assign users and departments to billing codes.

equeue
A proprietary print queue definition that implements secure printing and is not associated with a specific physical
device. When users print, the e-queue holds the documents for release. When users release held documents, Equitrac
Office/Express pulls the documents to a physical device for printing.

Equitrac Account
An account (user, department or billing code) stored and handled by Equitrac. Based on an Equitrac account, several
Equitrac features (limit quotas, rules) are available.

Escape Code
Syntax used to identify variables that should be printed on a print separator page. By default, Equitrac uses the /
character.

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

H-L

Home Server
An attribute assigned to a user account indicating the DRE print server that hosts the devices the user typically prints
to. You can assign a Home Server to each user account using multi-server Follow-You Printing. If looking to release
jobs to devices on a different Print Server, the user can use the Search functionality provided

I-Queue Printing
The I-Queue (Intelligent Print Queue) printing solution allows end users to send their print requests to the I-Queue
printer, and then release their jobs at any available Equitrac configured MFP through secure document release. The I-
Queue printer is accessible through the DRC Workstation client and DRE print servers, and uses the I-Queue Print
Driver, which renders print jobs in XPS format. I-Queue printing uses the Driver Repository for print driver
management.

Job Expiry Time

A Send To printing setting that determines how long print jobs sent on behalf of other users remain in the secure print
queue. By default, the job remains in the queue for one hour, but the originating user can override the setting when
submitting the print request.

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Local Install
All Equitrac Office or Express server components and Administrative Applications are installed on a single server.
This installation type is often used for small office deployments where the overall print and tracking load can be
managed on a single server.

Mailbox Printing
A print job sent to a device with ‘mailbox printing’ or ‘device server’ selected in the device driver. The print job resides
on the device’s hard disk until the user releases the job.

Master CAS
In a deployment involving more than one Core Accounting Server, one CAS must be designated as the master (main)
Core Accounting Server. All other CAS servers within the deployment can uplink their data to the master CAS. This
allows you to run consolidated reports across CAS servers, or run reports on a single CAS server only.

MSDE
Microsoft Data Engine, a database platform that supports basic database functionality.

Offline
A situation where the Core Accounting Server is not available to the other core components. Hardware failures, or
communication failures on the network may cause an offline situation. Equitrac offers Offline support to cache data
locally until CAS is back online.

Originating User
A term used within Send To printing, referring to the user who submits a print job on behalf of another user.

P-Q

PageCounter
A physical device that is integrated with an output device (copier, scanner, printer) to allow the user to release print
document or enable copier access at the physical device.

Passthrough Printer
A printer port that acts as a translator between Equitrac Office/Express and a target printer that cannot communicate
directly with Equitrac. You must convert the printer port to a Passthrough printer port on any devices that use
proprietary communication protocols other than RAW or LPR.

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Physical Device
A printer, scanner, copier, plotter or multi-function unit that translates digital data into hardcopy output.

Physical Disk
A local disk subsystem on a cluster node; a physical disk can be shared, but cannot be used as a quorum disk.

PIN2 Encryption
Equitrac stores the secondary PIN information (called PIN2 in the CAS database) using a two-way AES encryption.

Port
A connection on a device that works with the Equitrac Port Monitor to track printed documents sent to the device.

Port Monitor
Examines print job and page attributes, and passes the necessary information to the Accounting Server. The Port
Monitor communicates with DRE or DCE to control the job requests made to a device.

Price List
A collection of charging rules applied as a set to one or more network printers. These rules define how Equitrac Office
and Express assigns transaction charges to printing accounts based on attributes such as page count, page attributes,
finishing options, and surcharges.

Primary PIN
A sequence of numbers that uniquely identifies a user. The primary PIN can be data encoded on a magnetic swipe
card, or entered into a terminal keypad. Primary PIN can be used for an additional level of security.

Print Assistant
A bundled set of Equitrac Express features that includes Cost Preview, User Authentication, Release Key, and Job
Rename.

Prompt for Login

A client popup feature that is installed on the users desktop. The popup requires the user to enter their login
credentials each time they submit a print request to a monitored printer.

Pull Group
A logical grouping of printers with similar device capabilities. When secure printing is enabled, users can release jobs
from the pull group queue to any compatible device within the pull group.

Queue
A virtual list of jobs waiting to print on the device.

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Release Keys
When a user prints a document, they can assign an alpha-numeric release key to their document, making it easier to
identify the document at the Release Station.

Release Station
A licensed feature that sets up a network station as a point of controlled document release. Users can view, select,
print, or delete documents held in the secure print queue.

Remote Install
A deployment in which the core Equitrac Office or Express components are dispersed among two or more server
machines.

Reports Manager
An Administrative Application used to produce comprehensive summary or detailed reports on accounts, account
activity and printer use.

Routing
The process of intercepting and changing the destination of network print jobs based on a comparison of job
characteristics against routing rule attributes.

S-T

Scan Client
Scan Client is a component of Web Client. Select this optional feature during the installation of the Equitrac Office or
Express Web Client.

Scheduled Task
A pre-defined task that is set to run automatically at a particular time and interval. Tasks can include report
generation, auto-run of command line utilities, synchronizing billing codes, etc.

Secondary PIN
A sequence of numbers that act as a password when used in conjunction with a Primary PIN. After entering (or
swiping a magnetic card) the Primary PIN, the user must enter the Secondary PIN code on a terminal keypad before
the print job is released to a device.

Secure Printing
A means of controlling document release. When a user prints, the document is held in a virtual queue until the user
releases the document at the output device. The goals of secure printing is to ensure that proprietary information does
not sit in on an output device for public consumption. Secure printing uses DREs queuing feature in conjunction with

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 Glossary

a client application such as Release Station or Print Queue Viewer for user-controlled release. You can also release
documents directly from a PageCounter control terminal.

Send To Printing
A feature installed on the users desktop that allows them to submit print jobs on behalf of other users.

Separator Page
A page printed before each released print job on a device. You can configure the job details that appear on the printed
page to assist users when they pick up print jobs output on public printers.

Silent Installation
A method used to install the client features that allows you perform the install on all clients at the same time. Place the
client installation in a central shared folder on a network server, then push the installation to all required clients.

Single Function Terminals

Single Function Terminals (SFT) are network devices with an attached card reader that can be registered and assigned
to a physical device in System Manager. The SFT enables users to swipe their cards at the terminal for secure print
release on the associated printer.

SLP
The Service Location Protocol (SLP) is a standard TCP/IP network service discovery protocol. SLP utilizes unicast
UDP port 427 for communications between Service Agents (SA), Directory Agents (DA), and User Agents (UA). SLP
allows Equitrac services to quickly update the status and location of other services as needed. The SLP is primarily
used by DCE to locate DREs and DRCs that are holding documents for a specific user.

Subsidiary CAS
In some deployments, more than one Core Accounting Server is required to support a large user base. One CAS can
be designated at the Primary (or master) CAS, while all other CAS machines are referred to as subsidiary CAS. If you
license the Uplink feature, the subsidiary CAS machines transfer data to the master CAS for data consolidation.

System Manager
An Administrative Application used to apply system-wide configuration settings, customization of the Accounting
Server and Port Monitor settings.

Transaction
The page count, job information, and printer cost information calculated for a single print/scan/copy/fax job.

U, V, W, X

Unidentified Documents
Transactions for which Equitrac Office and Express cannot identify the associated account, such as a received fax on a
multi-function device.

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User Authentication
A prompt for a user to enter their Windows login credentials when submitting a print request. Equitrac checks the
credentials to ensure that the user is authorized to access the print network.

Web System Manager

Web System Manager is a web-based System Manager that offers a certain set of the standard System Manager
functionality accessible via a web browser. Select this optional feature during the installation of the Equitrac Office or
Express Web Client.

Workstation Device
Peripheral printers attached locally via LPT or USB to a client workstation. The Desktop Printing feature on each
workstation tracks print transactions through the local printer. Equitrac Office and Express add workstation devices
to the database automatically when users print from a workstation to a local printer.

Workstation Direct IP Printing (DRC)

This is a feature of the Workstation Client install. It enables Follow-You Printing for direct IP printing from a
workstation without a print server. DRC refers to the Document Routing Client component that supports this feature.

XPS
XPS stands for Microsoft’s Open XML Paper Specification. OpenXPS is an open specification for a page description
language and a fixed-document format. XPS specifies a set of document layout functionality for paged, printable
documents. This is used as a common Print driver format that most printers and print drivers can read. When the user
prints to the I-Queue printer on their desktop, the print job is rendered in the XPS format and saved in the local
Equitrac Secure Queue of the workstation until the job is released.

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