KYOCERA Fleet Services

Software Information
Ver. 042018

May 24, 2018

Corporate Business Workflow Solutions Division

KYOCERA Document Solutions Inc.
Software information KYOCERA Fleet Services

About this document

1. This document is confidential. For internal use only.

2. This document describes the following software version.
KFS version 1.6
3. Security information is described in KFS security white paper which is distributed separately.
If you would like to know security related topics, please refer its document.
4. Support model is described in another document with FW version information. If you would
like to know support model related topics, please refer its document.

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Revision History

Document Release date Description

version
042018 May 24th, 2018 First release

Glossary

Word Description
KFS An abbreviation for KYOCERA Fleet Services
SMS An abbreviation for Service Management System
Example; Evatic and eAutomate
DRDT Device Registration Diagnostic Tool
DCT Data Collection tool

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Outline

1. What is KFS? .............................................................................................................................................................. 6

Overview ........................................................................................................................................................... 6

1.1.1. KFS concept ........................................................................................................................................... 6

2. Services provided by KFS ..................................................................................................................................... 7

Remote Maintenance Service (Available for only Kyocera product) ........................................ 7

2.1.1. Overview ................................................................................................................................................. 7

2.1.2. Business value of Remote Maintenance Service ..................................................................... 7

Fleet Management Service (For Multi-vender) ................................................................................. 8

2.2.1. Overview ................................................................................................................................................. 8

2.2.2. Business value of Fleet Management Service .......................................................................... 8

Integration service with external system ............................................................................................. 8

3. KFS System................................................................................................................................................................. 9

System overview ............................................................................................................................................ 9

3.1.1. KFS System Map .................................................................................................................................. 9

KFS Manager .................................................................................................................................................10

3.2.1. KFS Manager Main console ...........................................................................................................10

3.2.2. System component, ports and network traffics ....................................................................11

KFS Device .....................................................................................................................................................11

KFS Gateway..................................................................................................................................................12

3.4.1. KFS Gateway Main console ...........................................................................................................12

3.4.2. Gateway for Windows (PC app) ...................................................................................................12

3.4.3. NetGateway Main console .............................................................................................................13

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3.4.4. NetGateway (PC app) ......................................................................................................................13

KFS Mobile .....................................................................................................................................................14

3.5.1. Requirement ........................................................................................................................................14

Device Registration Diagnostic Tool (DRDT) ...................................................................................15

3.6.1. Device Registration Diagnostic Tool console.........................................................................15

3.6.2. Requirement ........................................................................................................................................15

Data Collection tool (DCT).......................................................................................................................16

3.7.1. Data Collection tool (DCT) console ............................................................................................16

3.7.2. Requirement ........................................................................................................................................17

4. KFS Major Functions ............................................................................................................................................18

Device Notification .....................................................................................................................................18

Device Log .....................................................................................................................................................18

List Report ......................................................................................................................................................19

Snapshot .........................................................................................................................................................19

Send File .........................................................................................................................................................20

Panel Note .....................................................................................................................................................20

Maintenance Mode Setting ....................................................................................................................21

Firmware Upgrade ......................................................................................................................................21

Device Setting ..............................................................................................................................................22

Panel Screen Shot ..................................................................................................................................22

Dashboard ................................................................................................................................................23

Graphic Report ........................................................................................................................................24

Maps............................................................................................................................................................25

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HyPAS app remote install ...................................................................................................................25

Data capture.............................................................................................................................................25

On-demand USB Logs ..........................................................................................................................26

Connection mode ..................................................................................................................................26

Import and export for backup data ................................................................................................26

Toner order recommendation (From KFS ver.1.5) .....................................................................26

UI branding (From KFS ver.1.5) .........................................................................................................27

Automatic upgrade of gateway (From KFS ver.1.5) ..................................................................27

Enhancement of gateway preset (From KFS ver.1.5)................................................................27

Early warning: Jams (From KFS ver.1.5) .........................................................................................28

Recycle bin (From KFS ver.1.5) ..........................................................................................................28

Display of Maintenance Kit life cycle (From KFS ver.1.6) ........................................................29

5. Contact information .............................................................................................................................................30

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1. What is KFS?

Overview
Kyocera Fleet Services (KFS) provides a complete device management solution in the
cloud. KFS includes both Remote Maintenance Services as well as Fleet Management Services.
Powerful features ranging from remotely configuring and servicing devices to monitoring,
reporting and collecting device data and firmware management, and more are all easily
accessible through a browser and an internet connection. In addition, KDC will enhance new
product quality and functionality, and will plan new product and service by data analysis.

1.1.1. KFS concept

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2. Services provided by KFS

Remote Maintenance Service (Available for only Kyocera product)

2.1.1. Overview
Remote Maintenance Service reduces service costs and device downtime by allowing
service centers to remotely manage device troubleshooting and perform preventive maintenance
securely over the Internet.
For sales companies and dealers, Remote Maintenance Services can do the following:
 Reduce service costs
 Minimize visits to customer sites by remotely fixing issues.
 Decrease installation and setup time.
 Increase customer satisfaction
 Reduce device downtime by predicting maintenance needs based on the device
history.
 Improve customer support by providing remote guidance.

2.1.2. Business value of Remote Maintenance Service

Dealer / System Integrator End user (IT Dep’t etc.)

 Reduce service costs through remote  Minimize device downtime by preparing

maintenance capabilities and ability to field service engineer in advance
diagnose many devices remotely and Proactively monitoring and servicing the
therefore optimize field visits by bundling devices without waiting for a customer
service calls to one visit call and therefore improving customer
 Decrease incident of service call as dealer service quality
now has better information to perform
preventive maintenance

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Fleet Management Service (For Multi-vender)

2.2.1. Overview
Fleet Management Service is a remote device management service designed to
continuously monitor any MFP, Printer including other than Kyocera product.
Install or set the KFS gateway on a local network at customer side to gain access to the most
accurate not only printing data, but also error message and consumables data.

2.2.2. Business value of Fleet Management Service

Dealer / System Integrator End user (IT Dep’t etc.)

 All devices info can be collected easily for  Full visibility on all the existing devices for
better service and office environment better decision making
design  No need to collect meter reading every
 Stable system and with more precise month as meter can be collected remotely
device info for Kyocera devices compared by vendor
to FM Audit/PrintFleet  Convenient tracking of actual monthly
usage to ensure billing is accurate with
the correct print volume

Integration service with external system

KFS provides integration capability with each RHQ’s ERP/ SMS with using IIB which is
relay server. Thanks to this service, the detailed device information which is sent from KFS will be
utilized in other systems. Please refer to other documentations for more details about API or
others.

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3. KFS System

System overview
KFS system consists of four main components: KFS Manager, KFS Gateway, KFS Mobile,
and KFS Device. KFS Manager takes the central role in the system and provides a lot of services
from cloud. KFS Device is embedded firmware which communicates with KFS Manager directly.
KFS Gateway makes it possible to connect to legacy model and competitor’s model on a local
network. KFS Mobile is application on a smartphone or tablet, which communicates with KFS
Manager by 3G, 4G/LTE and Wi-Fi. It communicates with devices via Bluetooth or USB. In
addition to four main components, KFS users will be provided Device Registration Diagnostic
Tool (DRDT) and Data Collection tool (DCT), which contribute to efficiency and usability for KFS
system.

3.1.1. KFS System Map

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KFS Manager
KFS Manager provides a web-based user interface for remote management of devices,
remote components, and users. Remote management includes tasks such as firmware upgrade,
restart device, and maintenance mode settings. KFS Manager provides device status by
communicating among KFS Device, KFS Gateway and KFS Mobile. Users create settings for
communication, device log reporting, and notifications. KFS Manager resides on an HTTP server
and collects information from remote components- KFS Device in printing device firmware, KFS
Gateway in Linux BOX or Windows application and KFS Mobile on smart phones and tablets. All
remote components must be registered with KFS Manager before they can communicate status
information.

3.2.1. KFS Manager Main console

 Device list

 Device properties

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3.2.2. System component, ports and network traffics

Item Description
Client PC Web Internet Explorer 11, Edge
browser Chrome (Verified with latest version)
Safari (Verified with latest version)
Firefox (Verified with latest version)
Supported English, French, German, Spanish, Japanese, Simplified Chinese, Traditional
languages Chinese, Italian, Dutch, Portuguese (Brazil), Korean
Please refer KFS security white paper if you need more details.

KFS Device
KFS Device resides in the printing device firmware and communicates device
information to KFS Mobile using Bluetooth or USB, and to KFS Manager using XMPP over HTTPS.
KFS Device self-registers when it connects with KFS Manager. A KFS Device ID is generated from
the MAC address of the primary network interface. Based on requests and schedules from KFS
Manager, KFS Device sends device logs, counters, and status pages to KFS Manager. Legacy
models, USB-connected models, and competitor devices that cannot run KFS Device support a
smaller set of device and error information.

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KFS Gateway
KFS Gateway is installed on a local network and communicates device status and
information to KFS Manager via web service and HTTPS. Gateway is used to register KYOCERA
legacy devices and third party devices to KFS Manager. After registration, remote devices
maintenance features including Snapshots, Reports, Device restart and Firmware upgrade can be
performed on the devices. KFS Gateway stores communication and protocol settings, login
information, and the KFS access record, and shares the information with KFS Manager. When KFS
Gateway registers with KFS Manager, KFS generates an ID based on the device serial number or
MAC address of the KFS Gateway. From ver.1.3, single point communication between KFS
Manager and multiple connected devices in same customer location is supported. From KFS
ver.1.6, NetGateway which runs with .NET Framework is provided.

3.4.1. KFS Gateway Main console

3.4.2. Gateway for Windows (PC app)

The installer is available for download on KFS Manager.
Item Description
Supported OS Windows 7, 8, 8.1, 10 [32-bit/64-bit]
Windows Server 2008 R2, 2012 R2, 2016 [64-bit]
Maximum number 1,000 (including competitors model)
of connected
devices
Client PC Web Internet Explorer 11, Edge
browser Chrome (Verified with latest version)
Firefox (Verified with latest version)
Supported English, French, German, Spanish, Japanese, Simplified Chinese,

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language Traditional Chinese, Italian, Dutch, Portuguese (Brazil), Korean

3.4.3. NetGateway Main console

3.4.4. NetGateway (PC app)

The installer is available for download on KFS Manager.
Item Description
Supported OS Windows 7, 8, 8.1, 10 [64-bit]
Windows Server 2008 R2, 2012 R2, 2016 [64-bit]
Maximum number 1,000 (including competitors model)
of connected
devices
Client PC Web Internet Explorer 11, Edge
browser Chrome (Verified with latest version)
Firefox (Verified with latest version)

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KFS Mobile
KFS Mobile allows for basic KFS features via a smart phone or tablet. Through KFS
Mobile, field service personnel can register devices, collect and upload device data to the KFS
Manager, and view device information and event logs even for offline devices. From KFS ver.1.6,
it can also be used as mobile user interface to KFS Manager. In other words, the device
information in the KFS Manager such as counter information, consumables information and
device log can be checked, and task list, notification list and list report list also can be viewed.
The KFS Administrator creates the field service person's account and sends KFS
Manager Login information to them by e-mail. The field service person installs KFS Mobile on a
smart phone or tablet by downloading from KFS Manager over the Internet to the mobile device.
With KFS Mobile installed on a smart phone or tablet, field service personnel can log in to KFS
Manager, view device information, register and unregister devices, manage taking and uploading
photos, capture snapshots from the device directly and upload them to KFS Manager, and
initiate firmware upgrades.
*KFS Mobile communicates with KFS Device by Bluetooth or Wi-Fi Direct or USB.

3.5.1. Requirement
Item Description
Mobile OS Android 4.1 or later
*iOS 8.0 or later
USB Bluetooth Dongle Bluetooth v3.0 and later
(Detailed info is described in
another document.)
*iOS mobile app is able to connect with device only via Wi-Fi-Direct.

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Device Registration Diagnostic Tool (DRDT)

DRDT allows easy multiple device registration. With the tool on a USB drive, a service
representative would visit a new customer and run the tool in customer’s network. The tool
allows users to discover Kyocera devices, configure Registration settings and register devices to
the KFS server they specified. The tool also has a diagnostic feature to troubleshoot problems
like incorrect KFS server settings, connectivity issues, etc.

3.6.1. Device Registration Diagnostic Tool console

3.6.2. Requirement
Item Description
Supported OS Windows 7, 8, 8.1, 10 [32-bit/64-bit]

Windows Server 2008 R2, 2012 R2[64-bit]

Supported language English, French, German, Spanish, Japanese, Simplified Chinese,

Traditional Chinese, Italian, Dutch, Portuguese (Brazil) , Korean

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Data Collection tool (DCT)

DCT allows KFS users to perform a quick assessment with easy snapshot on customer's
network without having to install any software. With the tool on a USB drive, a sales
representative or service representative would visit a new customer and run the tool in
customer’s network. The tool would then discover Kyocera and competitor devices, collect device
data, and display a summary view of collected data which can also be sent to the KFS Manager.
With the collected data, sales teams can demonstrate the functionality of the KFS Manager to
potential customers

3.7.1. Data Collection tool (DCT) console

 Discovery settings window

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 Discovered devices window

 Summary view of collected data

3.7.2. Requirement
Item Description
Supported OS Windows 7, 8, 8.1, 10 [32-bit/64-bit]

Windows Server 2008 R2,2012 R2 [64-bit]

Supported language English, French, German, Spanish, Japanese, Simplified Chinese,

Traditional Chinese, Italian, Dutch, Portuguese (Brazil), Korean

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4. KFS Major Functions

Device Notification
KFS Manager receives device status and notifies by UI and/or e-mail. SC and dealers
can recognize device event immediately and reduce downtime. Customers can also reduce
downtime and reduce the need to call for service
Type Description
System error System error with error code
Device event Paper jam, toner low/empty; replace MK, unknown toner, etc.…

Consumable Specific toner level (%)

Counter Printed/ copied page count

Field service

Request dispatch Visit

KFS
SC (DL) Gateway
Notify by UI/e-mail

Notify
KFS Notify
Manager
KFS
Device
Notify

Device Log
KFS Manager collects and stores device status with Timestamp, and displays the device
log as a statistics data. SC/dealers can analyze frequent issue and how much the device is used
before visiting the customer (may need to replace the machine or parts). Device log is sent to KFS
Manager thorough KFS Device/Gateway once per a day. And also user can set specified time for
that up to 4 times per a day from ver.1.3.
Type Description
System error System error with error code
Device event Paper jam, toner low/empty, replaces MK, unknown toner, Etc.…
Consumable Toner level
Counter Total color, size, 3 tier counters

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List Report
The List Report feature allows the collection and storing of device data and usage info
into downloadable reports. These reports can also be scheduled or created on-demand. List
report function supports CSV and XML format.
Type Description
Charge counter Charge counter report
Device log* System error, Device event, Consumable and Counter report
Device list All registered device list report
License Management Compiled report of all registered devices
*The report of device log can be generated manually only.

Download counter report

Receive counter report
by e-mail KFS
SC (DL) Gateway

KFS Send data

Manager
KFS
Device
Schedule counter report Send data

Snapshot
The state of a device can be obtained remotely via the KFS Snapshot feature.
SC/dealers can check device condition before visiting customer and reduce visits for
maintenance. This avoids the need to ask customers to gather device data manually.
Type Description
KFS Device Status Page, Service Status Page, Network Status Page, Maintenance
Report, Application Status Page, Event Log, USB Log
KFS Gateway Status Page
KFS Mobile Status Page, Service Status Page, Network Status Page, Maintenance
Report, Application Status Page, Event Log, USB Log, FAX report (U670)

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Send File
KFS Manager sends a printable file to the devices in order to check the printing issue.
SC/Dealers may ask the customer to check the printed result or behavior of the device.
*Any pages printed via Send File or Maintenance Mode is not counted in click charge.

Panel Note
KFS Panel Note feature allows service personnel to remotely post a text message on the
device panel, thus informing the users that the device is under maintenance or waiting for a
service call. It may also be used to instruct users of the device on how to fix particular issues.
Customers know if service request is ongoing and receive supports. Also sending message to
multiple device for wide spread is supported.

Ticketing
System

Send service status

SC (DL)
KFS
Device
KFS
Manager

Post message
Send free text message

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Maintenance Mode Setting

KFS Maintenance mode allows the gathering and configuring of device maintenance
settings remotely. This powerful feature eliminates the need to physically operate the device to
make basic configurations. KFS mobile can also set maintenance mode setting on customer
side.

Firmware Upgrade
KFS offers the ability to store and manage firmware packages as well as remotely install
these packages to the device. New firmware can be upgraded on multiple machines remotely
and during non-business hours, thus saving SC/Dealers costly visits and maximizing up-time. KFS
Mobile also supports remote firmware upgrading capability as well.

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Device Setting
SC/Dealers can set up devices remotely after receiving the service request, and copy
device settings from one device to multiple devices according to the customers’ requests.
Multiple device setting can be done only for same models.

Panel Screen Shot

Through KFS Panel Screenshot, Service reps can retrieve the device panel screen and
save them on their local PC. This is especially useful when there is a need to troubleshoot
remotely and see what the customer is seeing on the device in real-time.

Display panel
screen
KFS
SC (DL) Device
KFS
Manager Send panel screen

Request Panel screenshot

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Dashboard
The KFS Dashboard feature allows sales and service representatives to visualize the
customer document environment and usage. Sales people can recognize opportunity for
optimization and selling new solution. Service people can know all devices requiring
maintenance soon and minimize service visits

 Example of dashboard

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Graphic Report
KFS Manager provides this Graphic Report feature which allows sales/service rep to
analyze the customer usage and can be used as a tool for customer solution proposals. Over 20
unique ready-made templates can be used. PDF, Excel, PPT, Word, CSV are supported file
formats.

Templates Type Description

B&W vs Color by Month Comparison of the total value for color and monochrome printing for each

month.

B&W vs Color by Total Comparison of the total value for color and monochrome printing during

the specified period.

Current Meter Values Meter value of each device.

Current Toner Levels Toner level of each device

Days to Empty The number of days until Toner will be empty.

Group Summary The number of Devices for each Management Status.

Inactive Devices (under The Device whose number of total printings is under 200 during the

200 pages) specified period.

Manufacturer Counts The number of Devices for each Manufacturer

Model Counts The number of Devices for each Model.

New Group Device of the Group created during the specified period.

New Devices Device registered during the specified period.

Paper Jam Occurrences The number of jam occurrences during the specified period.

Stale Devices Device which is not updated for past three days.

Toner Replace Summary Toner replacement history

Top10 Problem Devices Top10 for the Device which has any problem

Top Volume Changes Top5 for the Device whose change of the number of printings is large for

the last month and month before.

Volume by Manufacturer The number of printings during the specified period for each Manufacture.

Tiered Copy Color Usage Copy Counter trend for each device.

Tiered Print Color Usage Print Counter trend for each device.

B&W vs Color vs Single Comparison of the total value for color, single color and monochrome

Color by Month printing for each month.

B&W vs Color vs Single Comparison of the total value for color and monochrome printing during

Color by Total the specified period.

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Maps
KFS Manager creates a map placing managed devices on the Map image. Device
administrator can see the current state of the devices at a glance on the map.

 Example of Map

HyPAS app remote install

KFS Manager provides the ability to remotely install HyPAS application.

Type Description
Setup HyPAS app Install/ Activate/ Deactivate/ Uninstall HyPAS App.
Manage HyPAS app Upload Hype’s to KFS Manager

Data capture
KFS Manager can obtain printable data from a registered device. Service user must
request permission at the front panel before data capture can start. Service reps can view the
details of the captured data so that they can investigate printing data remotely when printing
failure is happened.

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On-demand USB Logs

KFS Manager can retrieve USB logs remotely on-demand. Service reps don’t have to visit
customer side to get USB logs. Devices cannot be used during retrieval of USB logs and Devices
will automatically restart after retrieval.

Connection mode
This feature allows executing KFS remote maintenance functions only when end-user
would accept it. Basically KFS can always perform both remote maintenance and data collection,
but some customers don’t prefer to the connection which make service rep. to execute remote
maintenance anytime due to some reasons. This feature can be set per device and it can be done
by CCRX, device panel screen and KFS gateway. From KFS ver.1.6, Net Gateway always runs in
monitor mode.

Import and export for backup data

This feature allows import and exports the device data with using U917. The data
includes address book, job accounting, one touch key and every end user must accept to be
exported the data from device. RHQ level user needs to activate to be able to use this feature on
KFS because default setting is being off.

Toner order recommendation (From KFS ver.1.5)

This feature allows KFS manager to detect toner order timing and to send the e-mail to
the person in charge and the management system to make toner order.

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UI branding (From KFS ver.1.5)

This feature allows KFS users to customize KFS logo and color per delegated group.

Automatic upgrade of gateway (From KFS ver.1.5)

This feature allows KFS gateway to update itself to the latest version automatically. Once
IT administrator enables this feature on gateway setting, KFS gateway will confirm if there is the
latest version on KFS Manager once a day and it starts download automatically if there is the
latest version. Scheduling of download is also available.

Enhancement of gateway preset (From KFS ver.1.5)

This feature allows sales companies and dealers to set up KFS gateway settings on KFS
manager in advance and to inform the link of installer to IT administrator.

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Early warning: Jams (From KFS ver.1.5)

This feature allows KFS users to know the device might cause jam issues soon. There are
two conditions (EWJ1 and EWJ2) that trigger the alert. One of the conditions has to be met
before the user will be alerted.

Recycle bin (From KFS ver.1.5)

This feature allows KFS managers to recover deleted groups within a two-week time
period. If a parent group is deleted, its child groups will also be deleted. Therefore, group
restoration functions the same way. It is not an option to solely restore a child group.

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Display of Maintenance Kit life cycle (From KFS ver.1.6)

This feature allows service representatives to check the life of the Maintenance Kit of the
device and to see when to replace it using the notification feature.

The device list shows the life of the Maintenance Kit.

Based on the life (%), it is possible to notify the users when to replace the Maintenance Kit via e-mail.

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5. Contact information
This document is distributed by Corporate Business Workflow Solutions Division.
If you have any questions or comments, please contact following person in charge.

Hiromasa Akamatsu ([email protected])

Naoki Kuwasaki ([email protected])

Corporate Business Workflow Solutions Division

KYOCERA Document Solutions Inc.
2-28, 1-Chome, Tamatsukuri, Chuo-ku, Osaka 540-8585, Japan

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