Version 6.

10
May 2022

Xerox® Device Manager

User Guide
Xerox Confidential
© 2022 Xerox Corporation. All rights reserved. Xerox®, Altalink®, Phaser®, WorkCentre®, Versalink®,
DocuPrint®, and Xerox Extensible Interface Platform® are trademarks of Xerox Corporation in the United
States and/or other countries. Xerox® is a trademark of Xerox Corporation in the United States and/or other
countries.
Portions of this Product are copyrighted by:
Copyright 2004 - 2008, Extreme Optimization. All rights reserved.
This product includes software developed by Aspose (http://www.aspose.com)
Android is a trademark of Google Inc.
McAfee is a registered trademark or registered trademarks of McAfee, Inc. or its subsidiaries in the United
States and other countries.
Macintosh® is a registered trademark of Apple Inc.
Microsoft®, Internet Explorer®, Windows®, Excel®, SQL Server®, Active Directory®, and AccessTM are
either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other
countries.
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JetDirect™ is a trademark of Hewlett-Packard Development Company, L.P.
AppleTalk™ is a trademark of Apple Inc.
LogRhythm is a registered trademark of LogRhythm, Inc.
Splunk® is a registered trademark of Splunk Inc. in the United States and other countries.
Document version: 6.10 May 2022
Images in this document may not be from the most recent release.

Date Version Description

05/16/2022 6.10 Added support for Microsoft®.NET 4.8 and Windows® Server® 2022. New Actions
tab under Security Certificate Policy. Added the Security Certificate Compliance
Dashboard. Expanded details for Extra Long Impressions to call out black and color
impressions separately. Updated Azure Installation instructions. Added steps for the
Certification Management Test Tool.
10/11/2021 6.9 Updated browser support. Add Security Assessment - Configuration and Security
Assessment - Password tiles to the home screen. Remote Upgrade optimizations.
New settings to export power usage data to Xerox Services Manager.
05/11/2021 6.8 Added support for Chrome browser. Added Firmware Assessment tile to home page
and modified the Security Bulletin tile. Steps to remotely set DBA. Details on auto-
upgrade.
05/11/2020 6.7 Added support for SQL Server 2019.
Added support for multiple card readers.
SAML-authentication for log in.
Ability to disable low toner warning in configuration sets.
New Security Bulletin Dashboard tile.
05/11/2020 6.6 New action menu in policy grids. Added ability to apply policies to empty groups
(except for security monitoring.) New option to create a configuration policy
without a run schedule. Support for Splunk SIEM server. Added a Status Tab under
Security Monitoring Policy to display last Security Audit Run Status, Last McAfee
Security Event Reported, and Last Successful Send to SIEM Server. Audit Notification
tab added to Firmware Policy. Base firmware policy updates.
Date Version Description
10/14/2019 6.5 Added Lockdown and Remediation properties to configuration sets
Added SIEM data to the dashboard and reporting to external solution
Deployment Task renamed Security Certificate Policy and updated
Common name, encryption algorithm, and hash algorithm to Security Certificate
Policy
NDES template and Chain of trust added to Security Certificate Policy
Ability to deploy App Gallery Weblet and related reporting
Added a Base Configuration Policy and a Base Administrator Password Policy
Ability to automatically delete expired certificates
Ability to Configure Certificate authority moved and simplified
05/12/2019 6.4 Removed references to Xerox Print Agent and support for Internet Explorer 9. Added
support for Windows® Server® 2019.
Expanded Certificate Management to include ADCS. Updated Configuration Sets
and Dashboards. Password Policy topics reflect compliance with NIST.
10/15/2018 6.1 Device Firmware Policy and Configuration Policy changes
New security/compliance reporting in the dashboards
New chapter Working with Certificates New Fleet Compliance Report
05/14/2018 6.0 Support for SQL 2017 and Azure SQL Database
Remote SNMP V3 Management
Remote Configuration
Enhanced Security / Compliance Reporting / Dashboard
08/28/2017 5.0 Rebranded. Updated supported version Windows Server and SQL Server. New Work-
ing with Device Passwords section. Added Scheduled Tasks and new firmware
upgrade features.
4/15/2017 4.0 Updated supported browsers, Expanded grouping and cloning capabilities. Added
upgrade AndroidTM tablet feature, configuration policies, touchless install through
configuration sets, firmware upgrades, and compliance dashboards
12/18/2015 3.0 Added Edge and SQL Server 2014 support, limiting concurrent sessions, Audit Log
update, and enhanced security for snmp v3
08/26/2015 2.9 Added an installation example in the Hardware Requirement Section. Updated
supported devices in cloning wizard section.
04/27/2015 2.8 Added updates for audit log reporting, session locks, system use notification, dis-
abling clones, service request notifications, and OS and .NET support changes.
11/07/2014 2.7 Updated for IE 11 support, Importing Customers Active Directory warning, and
added notifications to editable properties for printers (from 5.11)
05/12/2014 2.6 Rewritten for clarity.
11/18/2013 2.5 Updated content to version 5.10.
03/08/2013 2.4 Updated content to version 5.9.
05/31/2012 2.3 Merged Xerox Device Manager documentation set content; updated per Xerox
Device Manager 5.7 Feature Content (July 2012) document; converted to branded
FrameMaker 7.2 template.
06/11/2010 2.2 Updated Network Ports Used by Xerox Device Manager table as per Jeff Mylot.
05/04/2010 2.1 Incorporated changes from Jeff Mylott and Harpreet Kohli.
03/12/2010 2.0 Updated by Documentation Team.
11/04/2009 1.9 Updated figure and page numbers, added feedback from Jeff Mylot.
Date Version Description
10/29/2009 1.8 Updated with feedback from Jeff Mylot.
10/13/2009 1.7 Updated with feedback from Harpreet Kohli.
09/16/2009 1.6 Updated for Xerox® Print Agent.
05/04/2009 1.5 Updated with content and screens from Jeff Mylott.
01/13/2009 1.4 Updated Configuration Sets section with content from Jeff Mylott.
01/12/2009 1.3 Updated per meeting on 01/07/2008. Updated copyright.
12/16/2008 1.2 Updated per meeting on 12/16/2008.
10/06/2008 1.1 Final version as per changes recommended by Harpreet Kohli.
Table of Contents

Introduction 1
Product Overview 1
Key Benefits 2
Enterprise Print Management 3
Multi-vendor View of Printing 3
Using this Document 3
Audience 3
Additional Resources 4
Customer View 4

Getting Started 5
Upgrading the Application 5
Remote Upgrade 5
User Role Configurations 5
Scheduling a Remote Upgrade 6
Manage Files in the Remote Upgrade Portal 6
Azure Installations 7
Checking System Requirements 8
Verifying Hardware Requirements 8
Verifying Software Requirements 9
Verifying Network Printer Discovery/Monitoring Requirements 10
Checking the Systems Infrastructure 10
Using the Network Ports 11
Using Windows® Services in Xerox Device Manager 13
Identifying Software Requirements 13
Verifying Browser Requirements 13
Verifying Browser Settings 13
Considering Additional Recommendations for Browsing to Xerox Office Services 14
Using SNMP Services 15
SNMP V3 Security Enhancements 15
Setting Additional SNMP V3 Encryption and Authentication 16

Xerox® Device Manager 6.10 User Guide Xerox Confidential i

 Using Internet Information Services (IIS) Security 16
Considering IIS Recommendations 17
Logging In 17
Restricting Users and Groups 17
Restricting CWW-Specific Groups 18
Providing Access to User Group Restricted Content 19
Checking the Windows® Firewall Status 19
Locking the Session 20

Configuring Xerox Device Manager 21

Overview 21
Running the Getting Started Wizard 21
Specifying the Site/Administrator Information 22
Using the Quick Configuration Wizard 23
Impacting the Network 24
Setting SMTP and Proxy 24

Using the Interface 25

Overview 25
Exploring the Tabs 25
Using the Icons 25
Reviewing the Home Page Dashboard 25
Security Bulletins 26
Firmware Assessment 27
Security Assessment - Configuration 27
Security Assessment - Password 27
Using the Device Management Dashboard 27
Viewing the Device Options 28
Selecting the Group 28
Using the Navigation Pane 28
Using the Action Menus 29
Using the Table Grid 31
Viewing the Wizards Options 32
Viewing the Reports Options 32
Viewing the Administration Tab 33

Using Xerox Device Manager Discovery 35

Xerox® Device Manager 6.10 User Guide Xerox Confidential ii

 Overview 35
Xerox Device Manager and IPv6 35
Selecting a Discovery Method 36
Using the IP Easy Discovery Method 37
Using the IP Broadcast Method 37
Using the IP Sweep Method 37
Using the SNMP v3 IP Sweep Method 41
Using the IP ARP Cache Method 42
Using the IP Subnet Scan 43
Using IPX Printer Discovery Methods 44
Using IPX Network Scan Discovery 44
Using IPX Servers Discovery 44
Using IPX Addresses Discovery 45
Using Community Strings 45
Using the Printer Re-Discovery Method 47
Using the IP Domain Scan Method 47
Retrieving Available Computer Properties during Discovery 49
Hours Of Operation 50
Restricting Discovery by Manufacturer 50
Name Look Up 50

Managing Devices 51
Overview 51
Working with Groups 52
Creating a New Group 52
Configuring the Groups 53
Using the Table (Grid) View 60
Displaying the Tabs 61
Table View Printer Actions 64
Troubleshooting a Printer 64
Troubleshooting Multiple Printers 65
Exploring the Device Management Dashboards 66
Policy Drill Down 67
Exporting the Dashboards 68

Working with Alert Notifications 69

Xerox® Device Manager 6.10 User Guide Xerox Confidential iii

 Overview 69
Setting E-mail Alerts from Xerox Device Manager 70
Configuring a Group in Xerox Device Manager for E-mail Notifications 70
Configuring E-mail Alert Profiles 72
Accessing Polling and Threshold Timing 74
Using Alert Parsing 74
Enabling and Using Traps 75
Using the Edit Traps Feature 76
Using Traps—Notes 77
Reviewing Alert History and Status History 78

Managing the Print Servers 84

Overview 84
Modifying Advanced (Local and Remote Servers) Settings 84
Using WebDAV to Install the Print Driver for the Windows® Server 84
Creating a Queue 85
Configuring the Queue-Model Profile 86
Managing the Print Server Queue 86
Editing the Queue 87
Editing the Driver Properties 87
Adding or Deleting a Server 87
Adding a Managed Print Server 87
Deleting a Server 88
Working with the Active Directory® 88
Adding or Deleting a Directory 89
Importing Customers from the Active Directory 90

Working with Device Configuration Policy 92

Overview 92
Recommended Usage 93
Using Configuration Sets 94
Search Configuration Properties 94
Pre-Defined Configuration Sets 94
Create a Configuration Set 94
Other Actions 95
Configuring Devices Remotely 96

Xerox® Device Manager 6.10 User Guide Xerox Confidential iv

 Creating Configuration Policies 96
Pre-Defined Configuration Policy 97
Editing a Configuration Policy 98
Scheduled Polices 98
Changing the Scheduled Policy Occurrence 99

Working with Device Password Policy 100

Overview 100
Creating New Password Policies 101
Manually Audit and Update Password Policies 102
Editing Password Policies 102
Viewing and Updating Passwords 102
Applying a Password 102
Importing Passwords from CSV File 103
Scheduled Polices 103
Changing the Scheduled Policy Occurrence 103

Working with Device Firmware Policy 105

Overview 105
Adding / Deleting Files to the Repository 106
Creating a New Firmware Policy 106
Creating an Automatic Firmware Upgrade Policy 109
Manually Releasing an Upgrade 109
Deployment Tasks 110
Editing a Firmware Policy 110
Scheduled Polices 111
Changing the Scheduled Policy Occurrence 111

Working with Certificates 112

Overview 112
Enabling Certificate Management 113
Configuring Certificate Authority 113
Adding a Certificate Authority 113
Deleting a Certificate Authority 113
Creating New Security Certificate Policies 113
Editing Security Certificate Policies 115
Using the Certificate Management Test Tool 115

Xerox® Device Manager 6.10 User Guide Xerox Confidential v

 Working with Security Monitoring Policy 117
Overview 117
Creating Security Monitoring Policy 117
Editing Security Monitoring Policy 118

Managing Xerox Device Manager Users 119

Overview 119
Managing the Customers 119
Configuring Groups 120
Managing Chargeback Codes 121
Importing an Auto Customer File 122
Configuring the Import File 123
Importing the File 123
Matching Customer Data 123
Using the Active Directory Customer Import 124
Importing and Matching Chargeback Codes 125

Using Xerox Device Manager Job Accounting 127

Overview 127
Using Device-Based Accounting 127
Using DBA for Multi-function Devices (MFDs) 127
Remotely Set Devices to Use DBA 128
Using DBA for Phase Devices 129
Using DBA for Production Devices 129
Importing Job Data 129
Configuring the Import File 130
Importing the File 130
Matching Job Data 130
Job Accounting Private Data Exclusion Settings 131

Working with Xerox Print Controls 132

Overview 132
Understanding Print Policy Plans 132
Using Print Control Rules 133
Creating Document Types 133

Generating Xerox Device Manager Reports 134

Overview 134

Xerox® Device Manager 6.10 User Guide Xerox Confidential vi

 Exploring the Reports Available in Xerox Device Manager 134
Standard Graphic Reports 134
Standard Tabular Reports 135
Generating the Reports 136
Exporting the Reports 137
Creating Named Reports 137
Generating Graphical Reports 138

Using the Wizards for Miscellaneous Tasks 139

Overview 139
Using the Getting Started Wizard 139
Using the Install Printers Wizard 140
Using the Troubleshoot Printers Wizard 140
Using the Upgrade Android Tablets Wizard 141
Adding an Android Tablet Upgrade File 142
Scheduling an Android Tablet Upgrade File 142
Stopping or Restarting an Upgrade 143
Deleting an Upgrade 143
Using the Clone Phaser Printers Wizard 143
Using the Clone Printers Wizard 145

Using the Xerox Extensible Interface Platform 147

Overview 147
Using Xerox® Support Service Incident Submit 147
Using Xerox Easy Scan 147
Using Install Mobile Driver 148

Performing Administration Functions 149

Overview 149
Specifying the Site / Administrator Information 149
Setting Up Network Information 150
Configuring E-Mail & External Servers 150
Configuring Network Usage 151
Generating a Network Usage Summary 153
Gathering Historical Data 154
Using Advanced Features 155
Modifying Preferences & Properties 155

Xerox® Device Manager 6.10 User Guide Xerox Confidential vii

 Defining Useful References 156
Custom Metering Assembly 156
McAfee Embedded Control 156
Import Device Passwords 156
Viewing the Action Log 157
Viewing the Audit Log 157
Viewing the E-mail Log 160
Viewing the Event Log 160
Viewing the System Status 161
Using the Initial Tablet Upgrade File 162
Enabling the System Use Notification 163
Updating Xerox Device Manager 163
Device Audit Log Settings 163
System Use Notification 163
Configuring the Xerox Services Manager Suite 163
Using the Status Tab 164
Using the Registration Tab 164
Using the Sync Options Tab 165
Using the Schedule Tab 166
Limiting Concurrent Sessions 168
Licensing 168

Security Configurations, Settings, and Considerations 169

Overview 169
Utilizing McAfee Embedded Controls 169
Device Based Security 169
Application Settings 170

Appendix 172
Terms & Abbreviations 172
Wildcard Definitions 173

Xerox® Device Manager 6.10 User Guide Xerox Confidential viii

Xerox® Device Manager 6.10 User Guide Xerox Confidential
 Introduction

Introduction

Product Overview
Xerox Device Manager collects and manages the data that drives fact-based decisions for your enterprise
device management environment. It is the single tool that installs print queues and configures, manages,
monitors, and reports on both networked and locally connected devices—regardless of vendor—across
your enterprise.

Xerox Device Manager includes a number of functions that improve efficiency of your document output
environment and potentially reduce costs, including:
l Device discovery
l Proactive monitoring
l Remote diagnostics and troubleshooting
l Device configuration
- Device configuration auditing and remediation
- Firmware upgrades
- Meter management

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 Introduction

l Job tracking and visualization

l Print Controls
l Reporting

Key Benefits
The key benefits of Xerox Device Manager include:
l Enterprise device management improves operational efficiency:
- Delivers automatic email notification
- Remotely installs, monitors, and manages your enterprise output environment
l Configuration Management, Auditing, and Remediation
l Remote Diagnostics and Troubleshooting
- Proactive Monitoring
l Enterprise-wide print management:
- Enables tracking and management of your paper and toner consumption
- Creates and manages print queues and print servers
- Manages local and network devices, ensuring you have no document output management blind spots
l Multi-vendor view of printing:
- Makes accurate, timely, and informed enterprise device management decisions regarding all your local
and networked devices
l Securely upgrade the Android Tablet Firmware on select WorkCentre Multifunction Printers.
- Tablet upgrade files can be scheduled to deploy overnight to all discovered devices.
- The upgrades can be stopped, restarted, and deleted as needed.
- Upgrade status and Android Firmware level can also be viewed to determine the results of an Android
Tablet upgrade.

Configuration Management
Xerox Device Manager enables remote, batch configuration management across multiple devices. Remote
configuration capabilities include:
l Print protocol configuration: Allows enabling/disabling printing, as well as changing port numbers.
l Network parameters configuration: Allows remote configuration of various network parameters like DNS
Server, WINS Server, Microsoft Windows, networking and IP address assignment.
l Network scan service configuration: Provides detailed configuration management for multifunction
devices that support network scanning.
l Firmware Management: Configures and deploys firmware upgrades to an entire fleet.
l Configuration Policies: Offers auditing and remediation features for configuration.

Remote Diagnostics And Troubleshooting

When Xerox Device Manager detects a problem, remote troubleshooting capabilities allow you to access
networked devices from any web browser to determine whether a repair technician is needed.

Xerox® Device Manager 6.10 User Guide Xerox Confidential 2

 Introduction

From a remote site, you can perform vital tasks, including: viewing local user interface messages, rebooting
devices, performing ping tests, validating and updating network configuration, and observing current levels
of consumables.
When intelligent dispatch is enabled, technical issues are resolved faster and easier, because the technician
sent already knows what the problem is and how to solve it.
Xerox products provide meaningful, detailed, status information via Xerox Device Manager to enable
business process optimization (e.g., status code for referencing, problem description, repair action, state of
other MFP functions, etc.).

Proactive Monitoring
Xerox Device Manager monitors and manages groups of devices by polling your document output
environment for any signs of problems. When an issue is found, Xerox Device Manager provides automatic
email notification, enabling faster resolution. Problems are detected, supplies can be ordered, service tickets
can be opened, service agents are dispatched, and issues are resolved even before you know any problem
existed.

Enterprise Print Management

Xerox Device Manager contains a comprehensive accounting capability that tracks user-based document
output activity both on and off the network. Device usage patterns are represented graphically in Xerox
Device Manager using a unique visualization tool. The tool utilizes a patented “affinity” algorithm for
determining the relationship of levels of utilization in a specific selection of print devices. The data for this
analysis requires job tracking data collected by Xerox. Set up print controls and policies to monitor and
control printing within the fleet, including access to color, suggest or enforce duplex, suggest less expensive
printers, track usage against a chargeback code, restrict document types, restrict usage to specific groups of
users, and enforce quotas.

Multi-vendor View of Printing

Xerox Device Manager‘s network discovery capability identifies all devices operating on the network,
regardless of manufacturer, as well as an extensive list of device attributes, including serial number,
firmware level, color capability, network addressing, and more.
Use of filters can dynamically group and identify devices using a number of criteria, including network
segment, location, type of device, and device function (i.e., finding all devices that are scan-to-email
enabled). The amount and detailed nature of the information obtained during discovery facilitates
effective device management.
Xerox Device Manager communicates with and reports on a variety of device manufacturers, providing a
holistic view of the status of your enterprise fleet.

Using this Document

This section describes the audience and additional resources necessary to use the Xerox® Device Manager.

Audience

This guide is intended for all users that manage printers for the fleet.

Xerox® Device Manager 6.10 User Guide Xerox Confidential 3

 Introduction

Additional Resources

Please reference the Xerox Device Manager Certification Guide for additional information.

Customer View
Non-administrative Xerox Device Manager users have a read-only Customer view of Xerox Device Manager
Managed Devices, which provides basic device status, alert, and supply information. The customer printer
view is available to any local/domain Windows-authenticated user of the Xerox Device Manager Server that
has user rights, at least.
Client access to Xerox Device Manager is restricted to the Customer View only. The Customer View URL is in
the Advanced setup of the Preferences & Properties section under Administration.
In addition, users in the Customer group who also have Report User credentials can access the Dashboards
and Device grids. This user only can see the dashboard and the device grids. They are not able to create
policies or make any modifications to an individual device. If the Report User attempts to access other
areas of the application, the application prompts him to enter credentials with the correct level of access.
The Report User has the option to only receive a report when it shows there are errors.

Xerox® Device Manager 6.10 User Guide Xerox Confidential 4

 Getting Started

Getting Started

Upgrading the Application

For this release, you may upgrade from either 6.8 or6.9 to 6.10.

Remote Upgrade
Xerox Device Manager is capabile of upgrading remotely. The following sections give an overview of this
capability and discuss scheduling and managing files in the Device Management Upgrade Portal.

User Role Configurations

A user's capabilities in the remote upgrade portal depend on his or her role, which are set up by assigning
users to a distribution list. The authentication and user role privileges are done by Azure AD, based on the
user distribution list. Users send the request to the ESS team, and the ESS team will add the users to the
appropriate distribution list.
Note: Currently, only Xerox AD users can access to the portal.
The user roles and capabilities are described below.

Role Capabilities
Administrator Upload the new Xerox Device Manager version. Can schedule the remote upgrade.
Account Manager Schedule the remote upgrade.
View available and registered Xerox Device Managers in the deployment screen.
Release Manager Can view the application release page and upload files for the remote upgrade.
Standard User Can only view the remote upgrade status and other reporting graphs.

Upgrading To Version 6.10

The auto upgrade process will run silently in the background when a new version of Xerox Device Manager
is made available.
1. Xerox Device Manager checks for updates daily.
2. If a new version is available, then Xerox Device Manager downloads it from Device Management
Upgrade Portal.
3. The remote upgrade runs silently, performing the following tasks without user intervention.
- At each stage of the upgrade process, the upgrade status and the logs are sent to the Azure portal to
keep users aware of the upgrade status.
- Runs the system prerequisites. (Note: The Upgrade Manager does NOT ask for user credentials; the
default credentials will be taken.)
- Backs up the existing Xerox Device Manager database.
- Downloads the Xerox Device Manager installer from Azure AU.

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 Getting Started

- Invokes the background installer service.

- Initiates the additional prerequisites to install Xerox Device Manager.
- Uninstalls the current version of Xerox Device Manager on the server.
- Restarts the Xerox Device Manager server.
- Installs the latest version of Xerox Device Manager.
- Displays a maintenance message on the Xerox Device Manager login page until the auto-upgrade is
complete.
Note: The system automatically restarts the Xerox Device Manager server after completion.

Scheduling a Remote Upgrade

In the Device Management Upgrade Portal, you can schedule the remote upgrade for one or more Xerox
Device Managers.
1. In the Device Management Upgrade Portal go to the Deployments screen.
2. Filter the Xerox Device Managers based on the requirement and click Schedule Upgrade for the selected
device managers..
3. You can schedule the upgrade version and the time to perform the remote upgrade in the selected Xerox
Device Manager deployments.
4. Click Save.
5. The upgrade information is sent to Xerox Device Manager. Based on the selected time and date of
upgrade the selected Xerox Device Managers will start the upgrade process.
You may edit the scheduled time or version of the remote upgrade before it is initiated in Xerox Device
Manager. In the Deployments screen, select the device managers and click Edit. Change the time and
versions as necessary and click Save.
Note: If upgrade was initiated before the edit happens in the schedule, then you can cancel the schedule.
This will abort the upgrade and then you can create a new schedule of upgrade.

Manage Files in the Remote Upgrade Portal

The new version of Xerox Device Manager files and related upgrade manager files upload directly to the
portal. The Application Release user can log in and view the available upgrade versions in the software
release center option. Click New in the software release center to upload the Xerox Device Manager files
and also the upgrade manager files in the provided sub-sections. Once the two files are uploaded
successfully, you can map the Xerox Device Manager executable with the upgrade manager file and make it
ready for the upgrade schedule.
Note: If you have mistakenly uploaded the file, use the delete option in the main screen select the
appropriate Xerox Device Manager version and use the delete option. The delete is a soft delete , so you
may still view the version in the grid, but cannot use it for scheduling.

Xerox® Device Manager 6.10 User Guide Xerox Confidential 6

 Getting Started

Azure Installations
The following prerequisites must be met , and the server must be rebooted prior to installing Xerox Device
Manager.
1. Install Windows Management Framework 5.1 (Windows Server 2016, 2012 R2 or 2012*)
2. The SQL user account must be assigned the Dbloginmanager and Dbmanager roles.

New Azure Installation

1. Create / Configure an Azure SQL Service instance in Azure.
Note: Azure SQL instance requires Firewall rules to allow access from the Xerox Device Manager Server
VM and any outside address that requires access through Microsoft SQL Server Management Studio.
- Install / Configure a version of SQL Server in Azure on that same VM.
2. For a fresh installation of Xerox Device Manager, create a new database in that SQL Server Instance.
3. Install Xerox Device Manager.
a. Select Azure SQL Database as the SQL Database Server option.
b. Supply the Azure SQL server name and SQL credentials when prompted
c. On the Azure SQL Database page, a list of databases will be available in the dropdown.
l For a fresh installation, select the database created in Step 2.

l iFor an upgrade, select the database to be upgraded

d. Follow the remaining prompts to complete the installation.
4. Start Xerox Device Manager.
5. License the Xerox Device Manager application.

Upgrade Existing Installation To Azure VMs

Note: Database being migrated to SQL Azure must be SQL Server 2016 or earlier.
1. Back up the existing Xerox Device Manager database.
2. Uninstall Xerox Device Manager.
3. Install the latest version of Xerox Device Manager; upgrading the database that was backed up in step
1.
4. Configure a SQL Azure container into which the newly upgraded Xerox Device Manager database
migrates.
5. Download and install the Microsoft® Data Migration Assistant to the VM on which the SQL Server is
installed.
6. Run the Data Migration Assistant tool.
a. Enter project details and click Create.
- Project Type = Migration
- Project Name = Anything
- Source Server Type = SQL Server
- Target Server Type = SQL Azure Database
- Migration Scope = Schema and Data
b. Enter Source information.
c. Enter Target information.

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 Getting Started

d. Select the Objects to migrate.

e. Script Schema and Deploy.
f. Select Tables.
g. Migrate Data.
7. Open the Xerox Device Manager Configuration Utility.
8. Update the database to point to the new SQL Azure container.

Checking System Requirements

This section describes the hardware recommendations and software requirements for the Xerox Device
Manager server, as well as the device requirements for network and attached printers.

Verifying Hardware Requirements

Listed below is the minimum hardware recommendation for installing Xerox Device Manager on new
equipment in a production server environment.

Hardware Requirement Recommendations

Processor Intel® Pentium® 4 processor at 3 GHz or Intel® Core 2 duo (AMD-equivalent pro-
cessors are also supported)
Memory 4 GB of RAM, with one of the following versions of SQL Server® installed on the
same system:
l 2012
l 2014 (Recommended)
l 2016 (Recommended)
l 2017 (Recommended)
l 2019 (Recommended)
l SQL Express
Server Separate server with SQL® installed is recommended if:
l The number of groups configured for concurrent status polling is greater than
20, and/or
l The number of alert profiles is greater than 20, and/or
l job data consumption is greater than 100,000 / week
Note: If you install the application in the Azure Cloud on a supported operating
system, you may use Azure SQL database. You may operate Xerox Device Man-
ager off-premise in the Azure Cloud with Azure SQL. Routing protocols are in the
Certification Guide.
Available Disk Space Minimum: 3GB
Recommended: 40 GB on 7200 rpm hard drive, if collecting historical data on
thousands of devices
Examples: Below are our recommendations for hardware, operating systems, and SQL requirements.

Recommended Hardware Operating System And SQL Requirements:

For Installs < 5000 Devices:
l Xerox Device Manager on Windows Server 2016 with off-box SQL*
- 2 CPU cores @2.9 GHz
- 12 GB RAM

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 Getting Started

- 40 GB free space (preferably on a non-system disk)

l Xerox Device Manager on Windows Server 2016 with on-box SQL/SQL Express**
- 2 CPU cores @2.9 GHz
- 16 GB RAM
- 60 GB free space (preferably on a non-system disk)
* Use the newest version of SQL acceptable to the customer.
** On-box SQL is only recommended for very small installations (< 200 devices)
For Installs > 5000 devices:
l Use an off-box SQL Server
l Increase memory by 50%
l Add 2 CPU cores
For Installs 10,000 devices:
l One terabyte disk space
l 16 GB RAM
l Quad Core 3.4 GHz processor
l SQL Enterprise on separate server
If running on a virtual system, all resources need to be dedicated to Xerox Device Manager.
Note: If you need to install Xerox Device Manager on a rack-mounted server, the customer is expected to
provide a keyboard-video-mouse terminal interface to the server.

Verifying Software Requirements

The following table describes the software requirements for the Xerox Device Manager.

Software Requirement Recommendations

Operating Systems Windows® Server® 2012 and 2012 R2
Windows® Server® 2016 SP1 x64
Windows® Server® 2019 x64
Windows® Server® 2022 x64
When installing on Windows Server® right-click the installer and select Run as
Administrator.
Xerox Device Manager does not support Windows® systems running on a Nov-
ell® client, Macintosh®, or non-NTFS partitions.
Xerox Device Manager does not support installation on a domain controller.
Web Server Internet Information Services (IIS) 6.0 or above
The software extension IIS URL Rewrite Modules is also required.
Internet Protocol Working Microsoft® TCP/IPv4 Stack
Browser Microsoft Edge browser based on Chromium
Chrome
Access Components Windows Data Access Components (WDAC)
Note: MDAC changed its name to WDAC (Windows Data Access Components)
with Windows Vista® and Windows Server® 2008. WDAC is included as part of
the operating system and is not available separately for redistribution. Ser-

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 Getting Started

Software Requirement Recommendations

viceability for WDAC is subject to the life cycle of the operating system.
Microsoft® .NET Framework Microsoft®.NET 4.8
Note: The Net Framework is not factory installed with Xerox Device Manager.
You must install it prior to running the installation.
Microsoft® Core XML Services 6.0 required for some of the application's functionality
Database Server Recommended: Use SQL Server® Standard/Enterprise if available in the cus-
tomer’s IT environment.
Note: If using a remote SQL Server, both the remote client on which SQL Server
is installed and the Xerox Device Manager Server client require the Microsoft®
Distributed Transaction Coordinator (MSDTC) service to be enabled and con-
figured in order to allow remote client access. If a firewall is running, an excep-
tion needs to be created for the MSDTC service.
When managing more than 5000 devices, we recommend that you install a
Standard/Enterprise version of SQL Server® on a separate server. The require-
ments for the separate database server should match the requirements for the
Xerox Device Manager server.
Note: The application server and the database server must be set to the same
time zone.
If using an Azure SQL Services installation, the following components need to
be installed and the server rebooted prior to installing Xerox Device Manager:
l Windows Management Framework 5.1 (Windows Server 2016, 2012 R2 or
2012)
l

Verifying Network Printer Discovery/Monitoring Requirements

For successful management by Xerox Device Manager, all SNMP-based printer devices should support the mandatory
MIB elements and groups as defined by the following standards.
Network Printer Recommendations
Discovery/Monitoring Requirements
RFC 1157 SNMP Version 1
RFC 1213 MIB-II for TCP/IP-based Internet
RFC 1514/2790 Host Resources MIB v1/v2
RFC 1759 Printer MIB v1
RFC 3805 Printer MIB v2
RFC 3806 Printer Finishing MIB
Optional: RFC 2271-2275 SNMP v3 Architecture

Checking the Systems Infrastructure

This section describes the systems infrastructure that must be in place to operate the Xerox Device
Manager.

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 Getting Started

Using the Network Ports

Xerox Device Manager relies on a number of TCP/IP network ports (pre-defined by the Windows®
operating system) to perform its activities. Xerox Device Manager features, network protocols, and ports
with the data direction (related to the Xerox Device Manager server) are defined below.

Xerox Device Manager Feature/Function Protocol Port Number Data Direction

Used
l Xerox Device Manager Web page queries HTTP 80 but could be Incoming/Outgoing
l Job accounting data altered via IIS
l Auto Driver Download Administration
l Cloning Wizard
l Scan Template configuration set transfer
l Troubleshoot
l Configuration Sets
l Secure Xerox Device Manager Web page queries HTTPS 443 Incoming/Outgoing
l Secure Xerox Device Manager-to-Hosted data transfer
l Upgrading Android Tablets
l Secure Xerox Device Manager-to-Hosted retrieval of HTTPS 8443 Outgoing/Incoming
device specific licensing
l Secure Xerox Device Manager-to-Cloud Hosted auto- HTTPS 8443 Outgoing/Incoming
upgrade service
l Receive unsolicited printer status notifications SNMP v1 162 Incoming
Trap
l Network printer discovery using Novell® Server queries SAP 452 Incoming
via IPX
l Network printer discovery SNMP V1, V3 161 but could Outgoing/Incoming
l Retrieval of capabilities, status & usage counters vary depending
l Single device configuration upon OS port
SNMP V1, V3 allocation Incoming/Outgoing
l Configuration sets

161
l E-mail alerts SMTP 25 Outgoing

l Printer discovery via Managed Server/Active Directory RPC 135 Outgoing

l Queue-based operations/diagnostics
l Locally-Connected Printer discovery
l Data synchronization
l Retrieval of computer properties WMI over 135 + random Outgoing
RPC port

l Network printer discovery for non-SNMP-enabled print- IPP 631 Outgoing

ers
l Add/Delete Directory LDAP 389 Outgoing
l Scan Service Configuration Set

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 Getting Started

Xerox Device Manager Feature/Function Protocol Port Number Data Direction

Used
l Active Directory Customer Import
l Customer Group Configurations
l Troubleshoot – Print Test Page TCP/IP 515, 9100, Outgoing
l Printer Firmware Upgrade 2000, 2105

l Managed Print Server NetBIOS 137, 139 Outgoing

l Computer property queries
l Network Printer Discovery Troubleshoot / [Test] PING / CMP none Outgoing
l Hard coded for Remote Discovery TCP 8105 Internal Xerox
Device Manager
uses to com-
municate with
Scheduler
l Scheduler (Changeable string entry in the registry) TCP 8085 Internal Xerox
Device Manager
uses to com-
municate with
Scheduler
l Reverse DNS Lookup of discovered devices DNS 53 Outgoing
l SIEM server connection TCP, HTTPS user defined Outgoing
l NDES Certificate Management:
- Xerox Device Manager to Printer HTTP 80 IIS Admin- Incoming/Outgoing
istrator may
alter
- Xerox Device Manager to Certificate Authority HTTP/HTTPS 80/443 IIS Incoming/Outgoing
Administrator
may alter
- ADCS Certificate Management:
- Xerox Device Manager to Printer HTTP 80 IIS Admin- Incoming/Outgoing
istrator may
alter
- Xerox Device Manager to Certificate Authority RPC/DCOM Random Port Incoming/Outgoing
above 1023
- Xerox Device Manager to DC LDAP 389 Incoming/Outgoing
l Device Security Feed HTTP 80 IIS Admin- Incoming/Outgoing
istrator may
alter
l Auto Upgrade Process HTTPS 443 Outgoing
- Registration Status communicates with
https://XDMUpgrade.services.xerox.com
- Download install files and upload logs to Xerox Azure
tenant: https://xd-
mupprdstorageuse.blob.core.windows.net
Ports and Protocols Used by Xerox Device Manager

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 Getting Started

Some customer environments could restrict the routing of ICMP packets across routers using an access
control list to avoid denial of service attacks and worms from impacting their network. As a result, the
following Xerox Device Manager features are adversely impacted:
l Troubleshoot Printers wizard
l Troubleshoot in Printers device view
l Add Printer in Printers device view
l IP Domain Scan for computers in the Discovery Administration tab
l Add Server in Queues device view
l Computer Queue Discovery

Using Windows® Services in Xerox Device Manager

The following Windows®-based services are part of, or are used by, the Xerox Device Manager application:
l Internet Information Service (IIS)
l Windows® Print Spooler
l Remote Procedure Calls
l Windows Management Instrumentation (for detailed computer information)
l SQL Server® Service
The following services are part of the Xerox Device Manager application. These services automatically start
when the system boots and restarts if stopped:
l Xerox® Discovery Service (device discovery and identification and SNMP trap monitoring)
l Xerox® Scheduler Service (automatic and scheduled background tasks, e.g., device polling, discovery)

Identifying Software Requirements

This section describes the requirements for PC access to the Xerox Device Manager web-served application.

Verifying Browser Requirements

Although the Xerox Device Manager server can directly browse to the Xerox Device Manager application, it
is sometimes necessary to access the application from a remote desktop. The supported browsers for Xerox
Device Manager are Microsoft Edge (version 91 and above) or Chrome.
Note: The following must be loaded and operational:
l Transmission Control Protocol/Internet Protocol (TCP/IP)

Verifying Browser Settings

Apply the following settings to any browser connecting to the Xerox® Office Services software.
1. Select Tools > Internet Options > Advanced. The Advanced tab options display.
2. Locate the HTTP 1.1 settings node:

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 Getting Started

a. Select Use HTTP 1.1 if necessary, for normal operation.

b. Select Use HTTP 1.1 through Proxy connections if you are behind a proxy server.
Note: Check with your local Desktop Administrator if you are unsure.
3. Scroll to the Security section.
a. For application Security, uncheck Do not save encrypted pages to disk.
Note: When you uncheck this option, the application performance is heavily degraded. Before selecting
this option, check with your local Desktop Administrator.
b. For application performance, check Do not save encrypted pages to disk.
4. After checking with your local Desktop Administrator, select:
- Use SSL 3.0
- Use TLS 1.0, TLS 1.1, and TLS 1.2. (We recommend TLS 1.2. if supported.)
- Warn if forms submittal is being redirected.
Note: The remaining settings on this tab have no bearing on Xerox® Office Services security or per-
formance.
5. Select Tools > Internet Options > Privacy: Advanced.
Note: This is a required setting, but there are two acceptable settings for this option.
a. Uncheck Override automatic cookie handling. This is the default setting.
b. Check Override automatic cookie handling. if you make this selection, you must also select:
l Accept under the First-party Cookies radio button.

l Always allow session cookies.

Note: The Third-party Cookies option has no bearing for the Xerox® Office Services applications. Verify with
your local Desktop Administrator which cookie handling setting is appropriate for your site.
6. Select one of the options described in the Note above.
7. Select Tools > Internet Options > Privacy: Settings.
a. If the Block pop-ups option is checked, click the Settings button to edit these settings.
b. Add *.services.xerox.com to the list of Allowed Sites. This setting also applies to any third-party popup-
blockers. (Verify this setting with your local Desktop Administrator.)
8. Select Tools > Internet Options > General > Temporary Internet file settings.
a. Verify that Check for newer versions of stored pages is set to Automatically.
b. Verify that the Amount of disk space to use: is set to at least 500 Mb.
9. Select Tools > Internet Options > Security.
a. Click the Trusted sites Web content zone.
b. Click Sites.
c. Add https://office.services.xerox.com and https://reporting.services.xerox.com to the list of Web sites.
d. Verify that Require server verification (https:) for all sites in this zone is selected.

Considering Additional Recommendations for Browsing to Xerox Office Services

If your anti-virus product has a script-scanning feature, do one of the following:

l Disable the feature.
l Add *.services.xerox.com to the list of excluded sites (optional).
Note: Application performance could be heavily degraded if script-scanning is enabled. Verify this setting
with your local Desktop Administrator.
If you are running third party pop-up blockers:

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 Getting Started

l Add *.services.xerox.com to the list of allowed sites.

Using SNMP Services

The Windows® SNMP Service installs an SNMP agent on the server and responds to SNMP-based requests
for information. The Windows SNMP Service has several known security flaws (refer to the Microsoft’s
Security Bulletin MS02-006 referenced at http://www.microsoft.com/technet/security/bulletin/MS02-
006.mspx
l WIN SNMP APIs are not used
Instead of using WinSNMP API to decode and encode packets, Xerox Device Manager uses the Xerox SNMP
encoding/decoding mechanism.
The Xerox Device Manager SNMP communication infrastructure is completely .NET managed, and .NET
runtime provides fundamental security benefits that include, but are not limited to, invalid pointer
manipulations, buffer overruns, and bounds checking. Do the following:
l Disable Microsoft SNMP service on the Xerox Device Manager server, unless there is a local requirement
to use it. The Xerox Device Manager server is only at risk if the Windows® SNMP Service is installed and
running.
l Disable Windows SNMP Trap service.

The SNMP agent service that ships with Windows® platforms is neither installed nor running by default.
l Enable the SNMP protocol. This feature might be disabled on several newer network printers as well. If
this protocol is disabled, the Xerox Device Manager application is not able to discover the newer printers.
l Unblock the SNMP protocol. This feature might be blocked at the router level on one or more of the cus-
tomer’s subnets. If this is the case, the Xerox Device Manager application is not able to discover printers
connected to these subnets.

SNMP V3 Security Enhancements

SNMP is the most widely used in-band management protocol for communication among network
management stations and the devices being managed. In its current form, SNMP's security is limited to
three methods of access:
l Read-Only
l Write-Only
l Read-Write
Access from the management station (Xerox Device Manager to the devices is granted by community
strings, which are the groups to which the devices belong). Although disabling the Write function can
prevent most in-band attacks, SNMP is a relatively insecure protocol, with nothing more than the
community strings acting as passwords.
SNMP V3 includes security and administration. The SNMP V3 framework supports multiple security models,
which can exist simultaneously in an SNMP entity. SNMP V3 messages contain a field in the header that
identifies which security model must process the message. To ensure some form of interoperability, a User-
based Security Model (USM) is implemented to defend against unauthorized modification of managed
elements and spoofing. Although SNMP V3 is a huge step forward in secure manageability, it cannot
prevent denial-of-service attacks. In addition, its security system must stand alone, meaning every device

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 Getting Started

must have a database of users/passwords. Since this is not likely to happen in most companies, all devices
are at risk.
Please note that the more robust security provided by SNMP V3 can slow run times; this is especially true for
printer groups with hundreds of devices. When managing large fleets of devices configured with SNMP v3,
you may notice longer wait times or timeouts when utilizing large group sizes.
There are many factors that can affect response time including network bandwidth, topography, meter
data sizes, device models, etc. For these reasons we recommend smaller groups when the communication
technology is SNMP v3 vs SNMPv1/v2.
Recommendations:
l Xerox® Versalink® Devices – no more than 500 devices per group
l Xerox® Altalink® Devices – no more than 600 devices per group
l Xerox® ConnectKey® 2.0 Devices – no more than 500 Devices per group
Use the above group sizes as a starting point to find a group size that works best for your environment. If
you adhere to these recommendations and still notice long communication times that result in timeouts,
continue to reduce the size of the groups until the issue is resolved.

Setting Additional SNMP V3 Encryption and Authentication

SNMP V3 supports FIPS 140-2, which provides additional encryption and authentication methods. An
Administrator can follow the steps below to enable this additional security.
1. Go to Devices>Printers>New Printer page.
2. In the Manual Printer Addition section, select discovery options for adding printer(s).
3. In the SNMP Access section, select SNMP v3.
4. Enter the User Name and Context Name.
5. Select the Authentication Mode from the dropdown (either MD5 or SHA1). We recommend SHA1.
6. Select the Encryption Method from the dropdown (either DES or AES128). We recommend AES 128.
7. Select Access Method and enter the corresponding authentication keys or passwords.
8. Press Continue.

Using Internet Information Services (IIS) Security

IIS requires particular attention in terms of security. Be sure to apply the latest service packs and critical
updates available from Microsoft. It is also a good idea to run virus detection/removal software regularly on
the server that hosts Xerox Device Manager.
Consider the following regarding IIS:
l Set Basic Authentication off
You can configure IIS to send the user name and password in clear text. With basic authentication, the
username and password are encoded, but are relatively easy to decode. When basic authentication is
turned off, browsers must connect to these secure areas via Windows® authentication, which never
passes the password on the network.
l Authenticated User Access to Xerox Device Manager
Users in the following groups have full administrative access to Xerox Device Manager:

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 Getting Started

- Administrators Group
- CentreWare® Web Users Group.
Unauthenticated users (anonymous) only have view privileges. They cannot modify any settings in
Xerox Device Manager. You can modify the file permissions in the c:\program files\Xerox\Xerox Device
Manager\ folder.
l Change HTTP port number
Native IIS security features, such as changing the default HTTP port number, IP address restriction, and
disabling anonymous access could be utilized to further lock-down the Xerox Device Manager server, if
necessary.

Considering IIS Recommendations

Following are some ways that Xerox Device Manager’s IIS security settings can be enhanced:
1. Consider turning off anonymous authentication to all of Xerox Device Managers.
By default, no password is required to access Xerox Device Manager screens in view only mode.
However, in some environments it is desirable to only allow access to specific users.
To turn off anonymous authentication:
a. Open the Internet Information Service snap-in (in the O/S Administrative Tools).
b. Locate the Xerox Device Manager site.
c. Right-click and select Properties.
d. Click the Directory Security tab.
e. Click Edit.
f. Deselect the Anonymous access check box.
g. Click OK.
2. In IIS, modify the port number for the Xerox Device Manager server to something other than port 80.
Port 80 is the default, and even simple viruses exploit that. Modify this via Properties on the default web
site in the IIS snap-in. After changing this, the URL to connect remotely to Xerox Device Manager is
http://<servername>:<port>/xeroxdevicemanager.
3. In IIS, restrict access to the web site to specific IP Addresses. Modify this via the Properties on the
default web site in the IIS snap-in.

Logging In
Access to Xerox Device Manager is controlled through the User Login dialog. This page requires each user
to enter credentials to gain access to the application. Application credentials include a valid User Name and
Password, which may or may not be synchronized with your network/domain credentials.
Note: The application supports Single Sign On using Security Assertion Markup Language (SAML) v2.0.
When logging in with SAML enabled, the user will have to supply credentials to an IdP interface, which will
validate the credentials & send a SAML response to Xerox Device Manager.

Restricting Users and Groups

Xerox Device Manager restricts access based on the roles assigned to Windows® users including:

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 Getting Started

l Administrator—used during the Xerox Device Manager installation and remote discovery procedures
l Power User—used during print management activity
l User—used for local discovery, view-only display and reporting
Important Privacy Note: User names and passwords are not sent over the network.
If a username is not provided during software installation, the Xerox Device Manager installer creates a
CWW Run As Account user and places it in the local Administrators group.
If a username is provided at installation, that user is authenticated and placed in the local Administrators
group. If the user remains in this group only, she/he is able to manage any network-connected print servers,
but only local printers and queues.

Restricting CWW-Specific Groups

Access restriction is dependent on the groups to which the user is assigned. Xerox Device Manager creates
ten CWW user groups during the install that grant members specific rights to the application.
l CWW Administrators group—Grants full administrative permissions to members.
l CWW Power Users group—Grants print management permissions to users in environments where sysad-
min privileges would neither be required nor desirable. Members of this group can:
- Create/Edit/Delete reports
- Edit and Modify Traps
- Edit Printer/Protocol/Scan Properties printer action
- Apply Configuration Sets/Check Compliance
- Troubleshoot/Reboot faulted printers
- Perform printer group administration
l CWW SQL Users Group grants rights to run the Xerox Device Manager application instead of using the
Network Services account.
l CWW Customer Group grants access rights to the Xerox Device Manager Customer view.
l CWW Customer Administrators Group grants administrative rights to the Xerox Device Manager Cus-
tomer view.
l CWW Configuration Set Admin performs all actions on configuration sets and can edit printers,
troubleshoot, and reset printers.
l CWW Edit Device Admin edits printers, troubleshoots, runs configuration sets, and resets printers.
l CWW Report Display/User has limited access to the Reports tab and may view and send reports.
l CWW Report Edit / Admin performs all action on reports.
l CWW Users Members in this group are granted rights to access the Device Groups if they are a member
of that Group.
To add users to any of these groups, you must use the Windows User management workflow.
1. On the Windows server, navigate to Control Panel > Users and Groups.
2. Select the user group you want to modify.
3. Add the users or domain groups.

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 Getting Started

Note: These users also need access to each individual CWW User Group that they want to work with as part
of the Xerox Device Manager User Group Content Access.

Providing Access to User Group Restricted Content

Users can only view the content of the device groups they are permitted to access. In Xerox Device
Manager, administrators can restrict access to a device group to specified Domain User Groups.
Note: This restriction does not apply to CWW Power Users or CWW Administrators.
By default, this feature is disabled. Navigate to Administration > Advanced > Preferences and Properties
>Group Level Permissions. Xerox Device Manager uses the configured RunAs Account to configure and
access domain groups. If your configured RunAs user does not have domain access, you will not be able to
browse or select other groups.
To grant a user access to Devices in a Device Group:
1. Add any users who need access to a group into the CWW Users Windows group. You may want to add
Domain Users to the CWW Users group to identify all domain users as a CWW user rather than doing so
individually.
2. On the Printer tab, select the group you want users to access.
3. Select Group Actions > Configuration > Configure.
4. Under Advanced, go to the User Access section.
5. Select Actions > Add.
6. Select the domain groups you want to have access to the group.
7. Click Add.
8. Click Save. All the users in the domain group now have access to view the printers in that group.
When accessing the Printer tab, the user is asked to authenticate if their current credentials are not part of
the CWW Users group on the Xerox Device Manager server. After authentication, the user sees all the built-
in groups and any custom groups for which they have permission. Even though the user can see all the
built-in groups, they can only see the content if they have permission for a group.

Checking the Windows® Firewall Status

Certain Windows Firewall settings are required to allow the server to be added as a managed print server,
which allows the Xerox Device Manager to get basic properties from any computer discovery. To retrieve
additional detailed computer properties, you must disable Windows Firewall.
To check the configuration of the Windows Firewall software:
1. On Windows Server® select Start > Control Panel > Windows Firewall.
2. Click Change Settings.
3. Click the Exceptions tab.
4. Enable the File and Printer Sharing program.
5. Click OK.
6. Select Start > Administrative Tools > Windows Firewall with Advanced Security.
7. Select Inbound Rules.
8. Verify that the File and Printer Sharing (Echo Requests) are enabled. The correct enabling should hap-
pen when you enable the File and Printer Sharing Exception.

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 Getting Started

Locking the Session

When a session is inactive for a certain amount of time, the application times out. The default time out
value is 15 minutes. When this period has elapsed, you receive a message that your session has ended. You
may return to the home page and may be required to sign in again.

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 Configuring Xerox Device Manager

Configuring Xerox Device Manager

Overview
After you complete the Xerox Device Manager installation process and licensing, you need to configure the
preliminary settings for Xerox Device Manager, including:
l Specifying the Site / Administrator information
l Selecting the discovery method and schedule
l Selecting SNMP communications
l Selecting hours of operation
l Registering with Xerox Service Manager (requires access to Xerox Service Manager account) (See Con-
figuring the Xerox Services Manager Suite.)
l Defining Alert methodology—local e-mail from Xerox Device Manager. Remote e-mail or incident cre-
ation from Xerox Services Manager require an Xerox Services Manager account.
Additional activities might include:
l Defining custom properties to capture site-specific information
l Defining machine firmware upgrade processes
l Managing print devices with Configuration Sets and Policies
l Generating reports
l Viewing application logs
These processes are described in the following sections.

Running the Getting Started Wizard

The Getting Started Wizard runs when Xerox Device Manager is first installed and configures the number of
printers to find, the outgoing mail server, and proxy server.

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 Configuring Xerox Device Manager

After you complete the Xerox Device Manager installation process and licensing, you must configure the
preliminary settings described earlier. The Getting Started: Completed screen summarizes the three settings
configured during the Getting Started wizard and their status, if applicable. This wizard reappears each time
you start Xerox Device Manager. You can disable this feature by checking Hide this wizard on startup.

Specifying the Site/Administrator Information

Prior to establishing operation of the Xerox Device Manager application, you must specify the
Site/Administrator Information for your installation.
l Site Name: Descriptive name for location of this site.
Note: If you do not specify a site name, the fully-qualified domain name (FQDN) is used to distinguish this
Xerox Device Manager server from others when Xerox Device Manager is registered with Xerox Service Man-
ager.
l Account Name: The account name is referenced in Xerox Service Manager at registration with Xerox Ser-

vice Manager, and is the same for service and contract requirements.
l Name: The name of the administrator for this instance of the Xerox Device Manager server.
l E–Mail: The e-mail for this administrator. Status messages regarding the server or external contacts can
reference the administrator through this e-mail.
l Phone: The phone for this administrator.
l URL: An appropriate URL (beginning with http://), if required.
l Location: Location for this server.
l Comment: Text comment.
When completed, the Administrator information displays on the Home screen for the Xerox Device
Manager server. Links on the left side (Site Name, Account, etc.) link back to the Administrator tab,
Site/Administrator screen. The name links to the URL, if supplied above, and the e-mail is a mailto link, and
starts an e-mail message if e-mail is configured on the client.

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 Configuring Xerox Device Manager

Using the Quick Configuration Wizard

Quick Configuration is useful as a quick test to confirm the basic network requirements for available Xerox
Device Manager discovery operations, and a way to discover IP subnets on a network if you do not have
firsthand knowledge of the company’s IP subnet infrastructure. Because Quick Configuration explores
several router levels to find device addresses, it can be more of a nuisance than a valuable technique.
Because some settings are implied rather than explicitly set, this method is not recommended for daily
operations in a full production environment.
Note: Quick Configuration is a useful tool, but it is not recommended for normal production operation.
Configuring Xerox Device Manager from the Administration tab allows full access to e-mail and proxy
server configuration, as well as providing more options for device discovery.

You can configure Xerox Device Manager to perform an initial device discovery to load into the database
and the frequency at which the status polling is to be performed. The range varies between not discovering
any devices and no status polling, to maximally discovering any device possible and fetching status on the
discovered population every 6 hours.
The Quick Configuration tool consolidates the mechanisms of IP subnet scan and IP sweep into a single
process. With this method, device discovery is driven by the subnet information stored in the customer’s
network routers, where the subnets know which routers are used to sweep definitions for discovery. Before
running this discovery, contact the network support staff and exclude sensitive addresses. This is
particularly important when scanning all subnets within the firewall.
There are three modes of operation. Simple and Intermediate rely on graphic sliders to provide input
information for the discovery process; Advanced provides a more descriptive access to the Xerox Device
Manager discovery process. When the Quick Configuration discovery method is running, you can observe its
progress from the Network Usage Summary screen.

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 Configuring Xerox Device Manager

Since the first part of this method is to perform an IP subnet scan, the first half of this discovery method is
only as accurate as the ARP Cache maintained by network routers. Furthermore, the number of detected IP
subnets depends on the SNMP community names used by routers configured on the SNMP v1/v2 screen. If
the SNMP community name is not known by Xerox Device Manager, those IP subnets are not detected by
this discovery method.
Since the subnet scan yields sufficient subnet information from the router, the second half of this operation
sweeps the obtained subnets. Subnet sweep discovery is considered a more reliable way to discover printers,
because a packet is sent to each IP address in the obtained subnets, regardless of whether or not an actual
device exists at an IP address. Packet collisions are minimal, depending upon the amount of traffic on the
network, which enables Xerox Device Manager to detect each printing device that responds to the initial
sweep packet.

Impacting the Network

The amount of traffic generated by IP Easy Discovery is the combination of the subnet scan and directed
sweep discovery operations. The traffic by the subnet scan-based portion is less than the SNMP-based ARP
cache discovery method, since the traffic is directed towards network routers exclusively. Since only these
routers are queried for live IP addresses, the network traffic is minimal. For the sweep portion, the amount
of network traffic generated is minimized because the requests are directed to specific IP addresses.
Typically, the impact to the network is barely noticeable, although you can see a steady stream of packets.

Setting SMTP and Proxy

If not already set from E-Mail & External Servers, Quick Configuration displays screens to configure the e-
mail and proxy server connections.

Configuring E-Mail Server

The Quick Configuration process supplies the default port for SMTP (25) and the default encoding (utf-8),
but you can change these if required.
To change the settings:
1. Enter the mail server SMTP address or DNS name.
2. Click Test Connection to confirm that the server is visible. If Test returns an error condition, the returned
message should help in correcting the problem.
Note: The SMTP server sends e-mail alerts, reports, and server status messages. Use the From E-Mail
Address when you send these messages.
3. If SMTP security is required, complete this section. The Test E-Mail Destination allows a complete sim-
ulated test for e-mailing from Xerox Device Manager. Typically, use your own e-mail address for this test.

Configuring Proxy Server

The Xerox Device Manager server attempts to detect the designated Proxy server for this network. Uncheck
the User Proxy Service option if it is not required for access. Test attempts an outgoing connection to
http://www.wb.xerox.com using this proxy server.
1. If Proxy security is required, complete this section.
2. Click Test Connection to confirm that the server is correct. If Test returns an error condition, the returned
message should assist in correcting the problem.

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Using the Interface

Overview
This section provides a brief overview of how to navigate through the Xerox Device Manager. For detailed
information about the various functions available with Xerox Device Manager, see the individual chapters.

Exploring the Tabs

There are five tabs in the Xerox Device Manager Interface that provide access to the features of the
software.
l Dashboard: Gain quick access to system statistics, graphs, and policy compliance information.
l Policies: Configure and schedule device, password, and firmware policies.
l Devices: Manage and view devices for your deployment.
l Wizards: Configure and deploy various options for you fleet.
l Reports: Generate and view reports about your system usage.
l Administration: Configure system settings, manage users, and manage groups.

Using the Icons

The table below describes the various icons shown in the Xerox Device Manager. In the rest of this
document, the icons are not shown, they are spelled out.

OK: Printer status is up and running or action Display Icon: Display details or properties
was successful. screen.
Warning Non-catastrophic device status or Edit (pencil) Icon: Edits properties.
action produced a warning.
Error: Attention is required or action failed. Delete Icon: Delete selected item.

Unknown: Status from device is indeterminate. Important Icon: Information important to

know, but not harmful.
Table Preferences: Selects items from a table Check-box Icon: Option selection
list.
WebUI: Direct link to the device WebUI (if avail- Remote Web: Direct access to the Remote Web
able) interface for the device

Reviewing the Home Page Dashboard

When you log in to Xerox Device Manager, an informative, customizable dashboard of tiles displays. At a
glance, you can assess overall device health and determine if there are any new security bulletins.

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Please note one bulletin may correspond to multiple device models and there is not a direct correlation
between the count displayed on the home page tile and the count displayed in the Security Bulletins page.

You can also drag and drop the tiles to display them where you want. Use the Manage Tiles toggle in the
top right to add or remove tiles. Click Reset to return the tiles to their default order. (Note: You may not
remove the System and Administrator tiles.)

Security Bulletins

The Security Bulletins tile shows the number of new and unread security bulletins, and helps assess the fleet
for the latest version of firmware and any SPARs or patches that are available as defined in the Security
Bulletin recommendations.
Under bulletins click the number to next to New or Unread to open Xerox Security Bulletins page. You can
filter the bulletins by model. If there is a blue arrow in front of the model name, there are bulletins
associated with the model. When there is a number in parentheses after the model name, it equals the
number of unread bulletins for the model.
You can configure who will receive security bulletins. Follow the steps below:
1. Click the configure icon on the Xerox Security Bulletins page.
2. Complete the entries below.
- Subscribe to Xerox Security Bulletins. Toggle on or off. 
- Enable Security Assessment. Toggle on or off.
- Send E-mail alert when a new bulletin is available. Toggle on or off. If you enable this feature, then you
may add e-mail recipients.
3. Click Save.
Under Device Security Assessment click the number next to tracked firmware parameter for more
information. For example, click next to SPAR or Patch Available, and a new window opens that displays a
table of the devices that require firmware upgrades or SPAR/Patches. This page offers links to the latest
security bulletins and downloaded firmware files.
You can also hover over the info icon next to Device Security Assessment to see when the last assessment
was performed and when the next assessment is scheduled.

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Firmware Assessment

Similar to the Security Bulletins tile, the Firmware Assessment tile summarizes current firmware of the fleet
against the latest firmware available from Xerox. This tile gives you a graphical visualization of the assess-
ment and is included by default. Hover over the information icon to see when the last assessment occurred,
when the next assessment is scheduled, and to find out if any devices are ineligible for assessment. Click on
the tile to drilldown for more information about the firmware status for the assessed devices.

Security Assessment - Configuration

This tile displays whether parameters for the Xerox device fleet are configured, not configured, or not
supported. Tracked parameters include HTTPS, Immediate Image Overwrite, Rear USB Ports, Front USB
Ports, etc. Hover over the rows to see how many devices are in each category for each parameter. Hover
over the info icon in the tile title see when the last assessment was performed and when the next
assessment is scheduled. There is also a link here to allow you to configure the printers to change the
extended security retrieval schedule for the device group.

Security Assessment - Password

This tile displays whether password policies have been configured for a device. Hover over each segment to
see how many devices are in each category.

Using the Device Management Dashboard

The Device Management Dashboard offers a graphical overview of device health and compliance to both
administrators and customers. In order to access the dashboards, a customer must be part of the CWW
Users group and the Customer Report User group.

The navigation pane (on the left) lets you move through the dashboard views for configuration, firmware,
password policies, and security monitoring. Go to the Compliance Summary view for the overview of your
policy compliance and overall device health in all these areas. For greater detail navigate to the specific

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dashboards or drilldown into the graphics. When you click on a status in the Overall Device Health chart, the
print grid opens and is filtered by the status you clicked.
The right pane displays dashboards and tables in which you can find details about policy compliance. The
Dashboards show compliance information that you can filter to get additional details. How to interpret the
dashboard is discussed in greater detail in the Managing Devices section.

Viewing the Device Options

The Devices tab of the Xerox Device Manager is the most often used and consists of:
l Group Selection Menu

l Navigation Pane
l Printer Actions
l Group Actions
l Table Grid

Selecting the Group

There are three groups available on the Device Groups menu, as described in the following table. The
options change, depending on the group that is currently displayed.

Group Description
Printers Displays any discovered printers on Xerox Device Manager. This is the default view.
Queues Displays any known queues on Xerox Device Manager-managed servers.
Computers Displays any computers discovered if the selection was enabled during a prior Dis-
covery operation.
For the purpose of this document, we will stay in the Printers group.

Using the Navigation Pane

The Navigation pane displays the various options available when you make a particular selection in the
Devices groups; in this case, the Printers group.

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Following is a description of the options displayed when you select the Printers group.

Menu Item Description

New Printer Manually establishes a new printer in Xerox Device Manager. This bypasses the Discovery
activity and might be used if a new printer needs to be added sooner than the next sched-
uled Discovery.
Error Contains those devices that display the Error status icon
Unconfigured Contains those devices for which a Queue is not defined.
All Contains all discovered devices, regardless of state.
Newly Discovered Contains newly discovered devices, regardless of state.
McAfee Embedded Contains all discovered devices with McAfee security software.
Control
Xerox® Services Contains seven subgroups that are automatically populated by specific criteria.
Groups
Remote Man- Contains those devices about which the Xerox Services Manager is allowed to know.
agement
New Group Initiates the dialog to create a custom device group.

Using the Action Menus

There are two Action Menus on the Devices tab in Xerox Device Manager.
l Printer Actions
l Group Actions
These menus are described in this section.

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Printer Actions

Most of these selections provide Printer Action options similar to those described in the following table.
Before selecting one of these options, you must select a device from the Table Grid described in Using the
Table Grid.

Action Description
Install The selected printers are installed as print queues on the selected server. This option
is not available in the All group.
Troubleshoot Xerox Device Manager attempts to perform some basic network and print oper-
ations on the selected printers to provide a preliminary diagnostic.
Modify Traps Print device status can be requested by Xerox Device Manager on a scheduled basis
by polling devices (synchronously) or be sent unsolicited (asynchronously) from the
print device itself by means of a trap.
Configuration Action/Reset Schedules a configuration task to audit/apply configuration information to devices
Action using a Configuration Set, or to schedule a reset of the selected devices.
Retrieve Feature Installation Calls the Licensing Server to obtain the Feature Installation Keys (FIK) for the selec-
Keys ted devices. The communication is logged in the Action Log. This is available to
administrators only.
Delete Printers All device data, history and page metrics are completely erased from the database,
for the deleted devices. This option is not available in the All group. Use extreme cau-
tion when making this selection.
Copy to Groups Copies the database index for the selected printers to the selected groups.
Start Managing Moves devices into the Managed Devices Group, and removes them from the
Unmanaged Devices Group.
Stop Managing Removes devices from the Managed Devices Group and returns them to the Unman-
aged Devices Group.
Retrieve Audit Logs Pulls the device audit logs on newer devices that have the McAfee feature.

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Group Actions

The Group Actions pane offers the actions available for the selected Group, as opposed to individual
printers. Like the Printer Actions menu, they vary for different Groups.

Action Description
Configuration Allows you to configure the group, set the Identity, configure status polling, and
modify the group membership.
Status Alerts Allows you to configure Status Alert Profiles, selecting what alerts to send and where
to send them.
Import Groups Allows you to import multiple groups (including nested groups) using a CSV file. Fur-
thermore, it allows group membership filters to be added to groups using a different
CSV file.
Import Devices into Groups Allows you to import Devices into groups. You can also add devices to existing
groups via a CSV file. If a device does not yet exist in the system, then the system
will perform a discovery for those devices
The preconfigured groups (All, Newly Discovered, Error, Unconfigured, Xerox® Services Group and Remote
Management groups) permit only Configuration and Status Alerts group actions.

Using the Table Grid

The Table Grid displays the results of the selection made in the Navigation pane. To change the fields that
display click Table Preferences above the grid. You must select a device from the grid before making a
selection from the Actions menu described above.

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Viewing the Wizards Options

You can select a Xerox Device Manager Wizard from one of two methods on the Wizards screen:
l Select from the menu on the left, which provides only the name of the Wizard.
l Select from the pane on the right, which provides the name and description of the Wizard.

For a complete description of the Wizards feature, see Using the Wizards for Miscellaneous Tasks.

Viewing the Reports Options

The Reports tab is slightly different than the Wizards tab.
l Select from the menu on the left to display the reports associated with that selection.
l Select from the pane on the right to generate the actual report.

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For a complete description of the Reports feature, see Reports Overview.

Viewing the Administration Tab

The Administration tab is similar to the Reports tab.
l Select from the menu on the left to display the administrative tasks associated with that selection.
l Complete the required information in the pane on the right.

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For a complete description of the Administration feature, see Performing Administration Functions.

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Using Xerox Device Manager Discovery

Overview
The Discovery function allows Xerox Device Manager to identify both printers and computers wherever the
Xerox Device Manager server is connected on the network. Discovering a device consists of a series of steps
that query specific network addresses for device type and information about its configuration via SNMP.
You can schedule this process to recur at a set period, and where probes on the customer’s intranet is off
limits. You can also use SNMP community name strings to allow or disallow SNMP access by Xerox Device
Manager.
Although you can perform the network address selection and device identification querying in parallel in
some Discovery methods, it is best to consider the process as a pipeline where the network address
generator function feeds qualified network addresses to a device querying function, which, in turn, adds
verified devices to the database in Xerox Device Manager. You can obtain these addresses by a:
l Manually entered or pre-defined list (.csv file) of addresses
l Manually entered or pre-defined list (.csv) of subnets
l List generated from a broadcast message
l List generated by interrogation of devices with routing tables
Once a unique network address is identified, an SNMP request for RFC1213 OID is sent to that address. A
response indicates a potential network device. Next, the device is queried for two additional SNMP object
identifiers (RFC 1213 and RFC 1759). The first query determines if the networked device is either a printing
or non-printing device. The second query defines whether or not the printing device is compliant with the
RFC 1759 SNMP printer MIB specification. In both cases, the static device information for either printers
(make, model, finisher capabilities) or computers (make, CPU, Windows® O/S) is obtained and stored in the
Xerox Device Manager database and is exposed in the WebUI of Xerox Device Manager.
Device discovery is essential to identifying and storing networked devices in the database. Since this
procedure extensively uses network resources, you should consider customer’s expectations regarding
device detection and monitoring and minimizing network contention. As a rule of thumb, each discovered
printer can generate as much as 200 Kb of network message traffic. This is fairly trivial when compared to
typical network-based message traffic, except when thousands of devices are polled fairly frequently.

Xerox Device Manager and IPv6

Xerox Device Manager supports the IPv6 communication protocol, which manages devices in IPv6
environments. There are, however, some differences in the behavior of Xerox Device Manager with IPv6 vs.
IPv4.
For IPv6, Xerox Device Manager can:
l Communicate with devices via IPv6
l Import a file of IPv6 addresses for discovery
For IPv6, Xerox Device Manager cannot:

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 Using Xerox Device Manager Discovery

l Automatically discover devices on the network with only IPv6 addresses

l Support Queue management of IPv6 addressed devices
Following is an example of the impact of device discovery to the network infrastructure.

Example Of Discovery Network Impact

In this example, we will assume:
l There are 1000 network printers to be discovered in the customer’s intranet.
l The total number of bytes transferred between Xerox Device Manager and the networked printer is
approximately 200 KB.
Note: We will ignore the fact that some network address will not respond to the printer querying, and some
customer networks are not completely filled with active devices.
l The local account team is responsible for managing all networked printer devices

l In some cases, customers can move, add, and remove devices from the network without Xerox local
account team involvement.
This means that:
l The Xerox account team must discover these changes using the Discovery function
l It is agreed to by both parties (customer and Xerox) that the Discovery process be executed once a week
during after hours.
The calculation for the network bandwidth loading for this monitoring is as follows:
1,000 printers x 200 KB/printer = 200,000 KB or 200 MB per discovery
This amount is equivalent to downloading several large (image intensive) documents or presentations. If
either the discovery procedure frequency or the number of printers in scope increases, monthly traffic
loading increases accordingly. A consensus decision between the customer IT department and the Xerox
managed service account team, therefore, is necessary as part of the deployment of Xerox Device Manager
in the customer’s network intranet.

Selecting a Discovery Method

When selecting the discovery methods, the customer and account team must consider the portions of the
customer intranet that should be monitored and by which discovery means, as well as which portions should
be excluded from the discovery process, if any. Lastly, if the SNMP Community Name Strings for the
customer’s printers have been set to anything other than public or private (the default Community Name
Strings for Xerox Device Manager), the discovery methods must include these Community Name values.
Xerox Device Manager provides multiple IP- and IPX-based discovery methods. Additionally, you can query
the domain controller (Active Directory®) for known printers as part of Discovery. Finally, for SNMP V3
sweeps, you have the option to manage device discovery remotely through Xerox Services Manager.
To configure a discovery method, do one of the following:
l Select the New Discovery from the Discovery Methods webpage.
l Edit an existing configured discovery method and set the appropriate options.

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By configuring subnet and IP-address information, you can tailor Discovery to find individual printers or
specific groups of printers. You can also specify the frequency, date, and time for scheduling automatic
Discovery.
Before beginning any large scale Network Discovery, we recommend you communicate with the customer’s
IT network. Large amounts of sweeping traffic can trigger alarms from some versions of network security
monitors
The following sections describe the different Discovery options in Xerox Device Manager.

Using the IP Easy Discovery Method

The IP Easy Discovery method:

l Provides printer discovery with minimum user intervention.
l Is invoked from the initial Quick Configuration
l Consolidates the mechanisms of IP Subnet Scan and IP Sweep into a single process.
l Drives device discovery by the subnet information stored in the customer’s network routers, where the
subnets known by the routers are used to sweep definitions for discovery.
Before running this discovery, contact the network support staff and exclude sensitive addresses. This is
particularly important when scanning all subnets within the firewall.
There are three modes of operation – Simple and Intermediate rely on graphic “sliders” to provide input
information for the discovery process; the third (Advanced) provides a more descriptive access to the
discovery process. When the Quick Configuration method is running, you can observe its progress by
selecting Administration > Network Usage Summary and checking the IP Easy Discovery.
You can specify Subnet Scan methods in terms of the number of Hops the scan is limited to (i.e., restricting
the scan to a specific number of hops or all subnets within the firewall).
Note: Zero (0) hops means that the search is limited to the local subnet. Also, be sure to configure IP
Exclude before using the All Subnets in the Firewall option. This prevents IP Easy Discovery from
communicating with all subnets within the firewall.

Using the IP Broadcast Method

The IP Broadcast Discovery method is:

l A quick and easy method of populating the Xerox Device Manager database.
l Considered less reliable than the Sweep discovery method (described below) because of the burst of
response packets generated as a response to the broadcast. A sharp spike in network traffic usually
occurs when these devices all respond at once, which create packet collisions. A single packet is broad-
cast to every subnet or IP address range defined within Discovery’s subnet list specification.
Depending on the customer’s network complexity, it may be advisable to adjust the Subnet Timeout value
in the Advanced settings of this Discovery method.

Using the IP Sweep Method

The SNMP Sweep Discovery method (IP Sweep) is:

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 Using Xerox Device Manager Discovery

l The preferred method of accurately discovering printers on a network.

l Results in a more controlled and orderly flow of data between printers and Xerox Device Manager (unlike
the Broadcast method). A packet is sent to every IP address in the user-defined subnet or address range
list. The amount of network traffic generated by a sweep-based discovery is minimized because the
requests are directed to specific IP addresses.
Depending on the customer’s network complexity, it may be advisable to adjust the Timeout value per
printer setting in the Advanced settings for this method. The recommended Timeout per Printer setting is
five seconds and the recommended Retries setting is 1.
With IP Sweep Discovery, you can add the Internet Printing Protocol (IPP) as a last resort during device
querying, in the event that the device fails to respond to SNMP v1/v2 queries. By selecting this option, the
Discovery process may experience significant delay in completing the sweep operation, and could introduce
additional network traffic.
Note: Routers can block or disable the ability to answer SNMP requests on some printers.
When discovering computers, you can select whether or not to use WMI queries through RPC
communication to computers that do not respond to ICMP pings. If not enabled (set by default), those
computers that do not respond to an ICMP ping are considered “disconnected” and the discovery method
moves on. Routers can block the ability to answer ICMP Ping requests or disabled at the computer. By
adding the WMI interface to the Discovery method, more computers are found, but at the possible cost of
additional network traffic due to the WMI RPC calls.

Configuring IP Sweep Discovery

Use the following procedure to set up an IP Sweep Discovery.
To set up a discovery.
1. Select Administration > Discovery > Discovery Methods. The Discovery screen displays.

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 Using Xerox Device Manager Discovery

Note: The Actions pane specifies actions to create or modify an existing discovery, while the Discoveries
pane lists any existing discoveries. IP Easy Discovery (Quick Configuration) is always listed.
2. To create a new IP Sweep, select Actions > New Discovery. The Discovery Types display.
3. Enter a name for the discovery in the Name field.
4. Select the radio button for the correct Discovery type.
5. If there is an existing discovery to use as a template, select from Currently Defined Discovery. Otherwise,
use Blank Discovery.
6. Click Continue.
- Selections are similar between different Discovery types.
- There may be information displayed regarding the data retrieved from the last time this Discovery
method was run.
- Since this is a new Discovery, any existing computers or printers reflect the results of other discoveries.
The Discovery name and type display.
7. If appropriate, schedule the Discovery to repeat at a specific frequency (every x days, weeks or months),
starting at a particular date and time.
Note: Selecting Never means to run on demand when you select Actions > Run Discovery Now.
8. For the selected IP Sweep, enter IP addresses:
- One at a time as a Single Address or DNS Name
- As an address range (e.g., addresses starting at 13.10.20.7 and ending at 13.10.20.18)
- As a subnet, enter a single address and the Mask, and the IP segment is defined
- As a subnet from the list generated from an IP Subnet scan.
Note: Any number or combination of these entries is allowed.
9. Click Add.The values are added to the scan list in the Current IP Addresses box. (Add Local adds the sub-
net of the Xerox Device Manager server.)
10. Select the appropriate Subnet Mask.
Note: The default is 255.255.255.0.
If the site has a list of IP addresses or DNS Names, you can import them as a csv file, which conforms to
the specifications noted.
11. Click Import. The File Import screen displays.
12. Click Browse to locate and select the file.
13. Click Save to import.
14. From the Advanced section, specify a specific Timeout and Retry count. For successive SNMP requests
(all but Broadcast), the timeout period is the wait time after each request is made. The Retry count
repeats the SNMP request for the number of times specified. (A starting value of 3-5 seconds for
Timeout and 1 Retry is a reasonable starting point.)
Note: For Broadcast, the Retry count repeats the entire Broadcast.
15. Select Printers to use IPP to catch devices that do not respond to SNMP v1 or v2. performance penalty.
16. Select Computers to allow ICMP (PING uses ICMP) to identify the Computer or ICMP and WMI.
Note: If Detailed Computer properties are required, you must have access to the target computer and
WMI must be enabled. You can also allow both Computers and Printers in the same discovery.
17. When selections are completed, click Save.
Note: You can configure up to 11 separate and distinct IP Sweeps.

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 Using Xerox Device Manager Discovery

Note: Returning to the Discovery screen, you can select the Discovery to run now or wait for the scheduled
time to start.
18. To run now, check the box by the discovery, and click Run Discovery Now. The Status changes from Not
Running to Running and a Progress button appears.
19. Click Progress to show the current status of the sweep.
20. To stop a discovery, click Stop Discovery. This leaves an uncompleted discovery queued.
21. To remove a queued discovery click Clear Queued or click Delete to delete the Discovery.
Note: Some sites may allow IP Sweeps or Broadcasts for Discovery, but only if certain IP ranges are
excluded.

Discovery Exclusions allow you to specify Addresses, Ranges or Subnets, in the same fashion as selecting the
same for the IP Sweep. Additionally, you can modify Broadcast behavior, if required.
l Some methods are specified in terms of the number of Hops to which the scan are limited--restricting the
scan to a specific number of hops or all subnets within the firewall.
l Zero (0) hops indicates that the search is limited to the local subnet.
l The ability to answer SNMP requests can be blocked by routers or disabled on some printers.
l When discovering Computers, you can select whether or not to use WMI queries through RPC com-
munication to computers that are not responding to ICMP pings. If not enabled (set by default), those
computers that do not respond to an ICMP ping are considered disconnected and the Discovery method
moves on. The ability to answer ICMP Ping requests can be blocked by routers or disabled at the com-

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 Using Xerox Device Manager Discovery

puter. By adding the WMI interface to the Discovery method, more computers are found, but at the pos-
sible cost of additional network traffic due to the WMI RPC calls.
l IP Sweep and IP ARP Cache provide you the ability to add the Internet Printing Protocol (IPP) as a last
resort during device querying, in the event that the device fails to respond to SNMP v1/v2 queries. With
this option, the Discovery process might experience significant delays in completing the sweep oper-
ation, and could introduce additional network traffic.
l When running automated remote device discovery over a REST Service, if you have multiple Xerox
Device Manager services, you must configure a discovery exclusions list.
l It is a good idea to check the completion status of the Discovery to determine if the number of devices
discovered is reasonable.
- If it is much higher than expected, you might be scanning more addresses than you thought you had
specified.
- If it is much lower, you might not be including all address ranges or the discovery is blocked at a router
- A very high value may imply that the Timeout and/or Retry count is too high. Check the duration of the
Discovery.

Using the SNMP v3 IP Sweep Method

The SNMP v3 IP Sweep:

l Is the most reliable method of finding devices configured to use SNMP v3.
l IP Address ranges are swept using SNMP v3 only.
The SNMP V3 Discovery method allows multiple SNMP V3 devices to be discovered at one time. You can set
up a discovery method and import a csv file of device addresses, subnets, or ranges with the V3 credentials.
You can schedule device discovery so that new devices added to the network with the same credentials are
automatically added to Xerox Device Manager. In addition, Xerox Services Manager can be configured to
run SNMP v3 discovery remotely. The discovery method settings are synchronized on both sides during
every import and export.
SNMP V3is considered the most secure and whenever possible should be the selected method of
communication. It uses authentication and encryption to provide enhanced security over what is supplied
by SNMP V1/V2.
Note: Devices that are enabled Federal Information Processing Standard (FIPS) may be discovered using
SNMP v3; however, some steps must be taken prior to discovery. Go to Administrative Tools > Local Security
Policies and select Security Options. Enable the option for System Cryptography: Use FIPS-compliant
algorithms for encryption, hashing, and signing. Reboot before logging in to Xerox Device Manager.
1. In Xerox Device Manager go to select Administration > Discovery > Discovery Methods.
2. Select New Discovery and enter the name of the discovery.
3. Select SNMP V3 IP Sweep as the Discovery Type.
4. Click Continue.
5. Enter the schedule for when the discovery will run and how often.
6. Import the CSV file with the desired addresses, subnets, or ranges with the corresponding SNMP V3 cre-
dentials. Note: A template is provided for the CSV file format.
7. Under Advanced, change the default values for timeouts and retries, if necessary,
8. Click Save.

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Identifying SNMP Response Issues

Discovery connection errors could occur because a device is offline, etc. In order to track and resolve issues
with discovery that are specific to SNMP access errors, the device status SNMP Access Denied is used. Any
devices that are not responding due to SNMP-related issues fall under this category. Knowing that access is
denied for snmp authentication reasons can expedite resolution, Possible issues included in the SNMP
Access Denied status are:
l Invalid Get Community Name
l SNMPV3 Wrong User Name
l SNMPV3 Invalid Auth Key
l SNMPV3 Invalid Privacy Key
l SNMPV3 Invalid Context Name
l Device managers send this status to Xerox Services Manager during an asset export.

Using the IP ARP Cache Method

The SNMP-based ARP Cache discovery method utilizes similar concepts to those deployed by the Address
Resolution Protocol (ARP).
The Address Resolution Protocol:
l Operates at the data-link layer to provide a mapping of IP addresses to physical machine addresses
(MAC Addresses)
l Returns a corresponding MAC address when given an IP address.
l Implements a table, usually called the ARP Cache, on routers to maintain mapping of MAC addresses-to-
IP addresses. This table is exposed via SNMP. Although ARP is not used directly, Xerox Device Manager
queries a router’s MIB-based ARP Cache to find live IP addresses that can then be queried to identify
printers.
l Is not as reliable as the SNMP Sweep discovery method, because it is based on dynamic router inform-
ation
Use the ARP Cache discovery rather than the SNMP Sweep method most often. Like the SNMP Broadcast
discovery, it is a good method for obtaining a quick collection of printers on a network. The traffic
generated by the SNMP-based ARP Cache-based discovery is less than an SNMP Sweep discovery because
the requests are directed to only “live, known IP addresses” instead of every possible address within the
subnet/address range. Typically, the impact to the network is barely noticeable, although a steady stream
of packets is visible. Also, router usage-related logs could grow in size due this discovery method.
You can specify Subnet Scan methods to limit the number of Hops the scan is limited to (i.e., restricting the
scan to a specific number of hops or all subnets within the firewall).
Note: Zero (0) hops indicates that the search is limited to the local subnet. Be sure to configure IP Exclude
before using the All Subnets in the Firewall option. This prevents IP ARP Cache Method Discovery from
communicating with subnets within the firewall.
Depending on the customer’s network complexity, you might want to adjust the Timeout value for each
printer in the Advanced settings. The recommended Timeout per Printer setting is 5 seconds and the
recommended Retries setting is 1.

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IP ARP Cache Discovery configuration provides the ability to add the Internet Printing Protocol (IPP) as a
last resort during device querying, if the device fails to respond to SNMP v1/v2 queries. With this option, the
Discovery process might experience significant delays in completing the sweep operation, and could
introduce additional network traffic.
Note: Routers can disable or block the ability to answer SNMP requests on some printers. When discovering
computers, you can select whether or not to use WMI queries through RPC communication to computers
that are not responding to ICMP pings. If not enabled (set by default), those computers that do not
respond to an ICMP ping are considered disconnected and the Discovery method moves on. Routers can
block the ability to answer ICMP Ping requests disabled at the computer. By adding the WMI interface to
the Discovery method, more computers are found, but at the possible cost of additional network traffic due
to the WMI RPC calls.

Using the IP Subnet Scan

The IP Subnet Scan discovery method does not find printers. Instead, it finds the IP subnets used for printer
discovery. These IP subnets are available to SNMP Broadcast and SNMP Sweep methods. This technique is
very thorough, and can therefore be very time consuming.
This discovery method is only as accurate as the ARP Cache maintained by network routers. The number of
IP detected subnets is dependent on the SNMP community names used by routers that are configured on
the SNMP screen. If the name is not known by Xerox Device Manager, those IP subnets are not detected by
this discovery method.
The amount of traffic generated by an IP subnet scan-based discovery is less than the SNMP-based ARP
cache discovery method. However, it is directed towards network routers exclusively. Since only these
routers are queried for live IP addresses, the network traffic is barely noticeable.
You can specify subnet scan methods in terms of the number of hops to which the scan is limited to (i.e.,
restricting the scan to a specific number of hops or all subnets within the firewall).
Note: Zero (0) hops indicates that the search is limited to the local subnet. Also, be sure to configure IP
Exclude before using the All Subnets in the Firewall option. This prevents IP Subnet Scan from
communicating with subnets within the firewall.

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Depending on the customer’s network complexity, it might be advisable to adjust the timeout value per
printer setting in the Advanced settings of this Discovery method. The recommended Timeout per Printer
setting is 5 seconds and the recommended Retries setting is 1.
The subnets found during the last scan will be listed in the Subnets window.

Using IPX Printer Discovery Methods

Xerox Device Manager also allows you to discover printers using the IPX (Internetwork Packet Exchange)
protocol. This networking protocol is used by Novell Netware network operating systems. To discover
printers using the IPX protocol, utilize the IPX Servers or IPX Addresses features of Xerox Device Manager as
discussed below.
Note: Access to the IPX based discovery methods are disabled (grayed out) when the IPX networking
protocols are not installed on the Xerox Device Manager web server.

Using IPX Network Scan Discovery

The IPX Network Discovery mechanism finds NetWare® servers and IPX networks. This Discovery method
does not find printers, but rather the Netware components (Netware Servers and Networks) that know
where IPX networked printers are located. The results of this scan are returned and displayed on the IPX
Servers and IPX Addresses Discovery configuration screens, making it easier to configure these Discovery
methods. It is recommended that you perform the IPX Network Scan prior to configuring the IPX Printer
Discovery mechanisms. IPX Network Scan is useful when you do not know all of the IPX networks and server
combinations at your site, which makes the Discovery configuration process more efficient and improves
overall Discovery results.
To configure the IPX Network Scan Discovery feature:
1. On the Discovery Methods screen, select Action > New Discovery.
2. Select IPX Network Scan and specify a name.
3. Click Continue.
4. If scheduling this Discovery method is needed, expand the Schedule section and set it in the same man-
ner as the IP Sweep Schedule. You can specify the method of scanning for servers and Networks in terms
of the number of Hops the scan is limited to.
Note: Zero (0) hops means that the search is limited to the local network.
Servers and Networks identified during the last IPX Network Scan are listed in the Servers and Networks
Found in Last Scan screen.

Using IPX Servers Discovery

The IPX Servers Discovery mechanism locates NetWare® servers and active IPX node addresses by querying
routers. You can identify specific Netware IPX servers in the IPX Server discovery setup webpage or select
from a list of IPX Servers that were previously discovered during prior IPX Network scans.
To configure the IPX Server Discovery feature:
1. On the Discovery Methods screen, select Action > New Discovery.
2. Select IPX Server.
3. Click Continue.
4. If scheduling this Discovery method is needed, expand the Schedule section and set accordingly.

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Note: The Communications Settings section specifies the timeout period in seconds per printer and the
number of communication retries. The recommended timeout per printer setting is 5 seconds and the
recommended retries setting is 1.
Note: Increasing the number of retries can significantly increase the discovery duration.
5. In the Server for Printer Discovery screen, identify the specific server(s) to be used during Discovery by
doing one of the following:
- Select the Specify NetWare Server radio button, and then type one or more server addresses to use for
Discovery
- Select the Choose NetWare® Servers from IPX Network Scan radio button, and then highlight specific
servers from the IPX NetWare® Servers list for Discovery. The servers contained in the IPX Network Serv-
ers screen were populated by the last discovery obtained by the IPX Network Scan Discovery invoc-
ation.

Using IPX Addresses Discovery

Whereas IPX Server Discovery allows you to discover IPX network servers that know the IPX network
addresses of IPX network printers, IPX Address Discovery pulls IPX addresses from prior PX Server
discoveries to discover IPX network printers. Thus, IPX printer discovery is essentially a two-phased process’
discovering the IPX Servers where IPX network addresses of printer are found, and using those IPX network
addresses to actually discover the IPX printers.
To configure the IPX Address Discovery feature:
1. On the Discovery Methods screen, select Actions > New Discovery.
2. Select IPX Addresses.
3. Click Continue.
4. If scheduling this Discovery method is needed, expand the Schedule section and set accordingly.
Note: The Communications Settings section specifies the timeout period in seconds per printer and the
number of communication retries. The recommended timeout per printer setting is five seconds and the
recommended retries setting is 1.
Note: Increasing the number of retries can significantly increase the discovery duration.
In the IPX Addresses screen, you can limit the Discovery process to specific networks, which in turn reduces
discovery processing time and resource requirements via the following specification options:
5. Do one of the following:
a. Select the Single Address radio button, and then populate the IPX Network and BPX Address fields
b. Select the Specify Network radio button, and then populate the IPX Network field.
c. Select the Choose Network from IPX Network Scan radio button, and then highlight specific servers
from the IPX NetWare® Servers list for Discovery. The networks contained in the Networks screen are
populated by the last discovery obtained by the IPX Network Scan feature.
6. Click Add to add the networks as specified above to the Current IPX Addresses list.
7. Click Save.

Using Community Strings

If the printers on the customer’s intranet SNMP access community name strings are set to anything other
than “public” for getting SNMP information and “private” for setting SNMP information, Xerox Device

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Manager needs the name strings to access the MIB information stored in the network devices. You can
perform this on the SNMP v1/v2 screen in the Discovery configuration section of Xerox Device Manager.

Xerox Device Manager allows a separate Community Name string to be specified for routers from the same
screen.
Community Strings are used by applications as for device authentication. We recommend that any SNMP
strings should meet minimum requirements to ensure a basic level of security.
l Strings should be a minimum of 20 characters in length.
l Strings should contain multiple character types:
- Uppercase Characters (A through Z)
- Lowercase Characters (a through z)
- Base 10 Digits (0 through 9)
- Special Characters ($, %, @, #, etc)
l Avoid using known words.
l Public and Private strings should not match.
l The router GET community name is used by the IP Subnet Scan and IP ARP Cache to query only the
routers for the attached subnets. This is provided in addition to the printer GET community name to min-
imize discovery performance degradation.
l For some routers, you must also be added to the access list to query the router.

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Using the Printer Re-Discovery Method

The Printer Re-Discovery Method updates known devices with infrequently changing data, like system
name, system location, and printer capabilities (duplex, color, etc.). These parameters are not fetched
during a status scan.
Rather than re-running a complete Discovery, which interrogates All addresses, the Printer Re-Discovery
Method only interrogates those addresses that have an identified printer associated in the database.
Known IP and IPX (when applicable) addresses are scanned for printers.
In addition to devices covered by the traditional IP/IPX discovery settings, printers added to Xerox Device
Manager via Printer Server and Active Directory® enumerations are also included in the Printer Re-
Discovery method.
Since the main purpose of this Discovery method is to capture device attributes that change at a slower
rate than other attributes, it is recommended that this method be scheduled at an interval that reflects the
likelihood of these changes, or that it is run on an as-needed basis to minimize network impact.
Note: You can only configure one Re-Discovery sweep. If one is already defined, the Printer Re-Discovery
selection is unavailable (grayed out). To modify, select the pencil icon in the currently defined Discoveries
list, or, delete the existing Printer Re-Discovery from the list to re-create.
You can schedule the Re-discovery method like the other methods. Communications Settings behave the
same as for other discovery methods: Xerox Device Manager allows a Timeout per Printer for each address
interrogated; for any addresses that do not respond, they are re-interrogated the number of times set for
Retries.
Note: Increasing the number of retries can significantly increase the discovery duration.
To use the Printer Re-discovery method:
1. Select which network devices you wish to re-discover (e.g., printers, computers, or both).
2. Select to what extent computer properties (if applicable) will be retrieved (e.g. basic, basic & extended).
3. Click Save, or click Cancel to exit without making changes.

Using the IP Domain Scan Method

This Discovery method searches selected domains and work groups for computer network addresses and
checks the status of computers found. When a computer is found, this mechanism scans the machine and
stores its parameters in the application database. All computers can report a basic set of properties;
computers that permit WMI access can report a more detailed list of fields. If it is expected that there is
significant flux in the device population known by the domain (or Active Directory®), then this process
might be scheduled more frequently than in those environments that have fairly static device populations.
To configure the IP Domain Scan Discovery method:
1. From the Discovery Methods screen, select Action > New Discovery.
2. In the Schedule section, select the Every radio button to allow scheduling Printer Re-Discovery.
3. Use the Next Scheduled Date and Next Scheduled Time settings to specify when you want the IP
Domain Scan to occur.
Note: Leaving the selection at Never allows this method to be run on-demand.

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If computers are included in the discovery for the IP domain scan, the following options are available:
l Protocol Negotiation: ICMP (Internet Control Message Protocol) only or ICMP and WMI (Windows® Man-
agement Instrumentation).
l The amount of information to be returned: basic or basic and detailed properties.
l Scope of query: All computers found, or only ones with active DNS names.
l Add all queried addresses or only those at which a computer was found, to the Xerox Device Manager
database.
l A computer is considered to have an active DNS name if the name used in the DNS lookup is the same as
that obtained from a reverse DNS lookup of their corresponding IP network address. You can filter inact-
ive computers from view depending on the Computer DNS Name Filter setting.
l IP Domain Scan has advanced switch settings to customize the amount and types of computers dis-
covered.
- Computer Addresses to Query:
l Only Query Computer Addresses with Active DNS Names
l Query All Computer Addresses
- Computers to Add to the Application:
l Only Add Computers that are Contacted on the Network
l Add All Queried Addresses
l Following is what to expect with different combinations of settings:
Scenario A
l Only Query Computer Addresses with Active DNS Names
l Only Add Computers that are Contacted on the Network
l This is used when DNS records are current, and the admin does not care about old computer records in
the domain controller or Active Directory.
l Example: There won't be computers in the database with a status of Reverse DNS lookup failed, and all
computers are live via either ICMP ping or a WMI connection.
Scenario B
l Only Query Computer Addresses with Active DNS Names
l Add All Queried Addresses
l This is used when DNS records are current, but some computers might be turned off or in a remote loc-
ation when discovery runs.
l Example: There won't be computers in the database with a status of Reverse DNS lookup failed, but not
all computers are live via either an ICMP ping or a WMI connection.
Scenario C
l Query All Computer Addresses
l Only Add Computers that are Contacted on the Network
l This is used when DNS records are not current, but the computers must be live on the network.

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l Even if the forward and reverse names are not consistent it will still be queried. This can lead to false
information as to which computer name is using a specific IP address.
l Example: There might be computers in the database with a status of "Reverse DNS lookup failed.", but all
computers are live via either an ICMP ping or a WMI connection.
Scenario D
l Query All Computer Addresses
l Add All Queried Addresses
l This is used when DNS records are not current, and some computers might be turned off or in a remote
location when discovery runs.
l This displays all the computers with DNS issues so they can be fixed.
l Example: There might be computers in the database with a status of Reverse DNS lookup failed, and
some computers might not be live via either an ICMP ping or a WMI connection.
In the Available Domains list screen, candidate domains encountered by Xerox Device Manager are
displayed. You can select from any of the candidate domains to be scanned for printer and computer
entries.
The Communications Settings screen specifies the timeout period in seconds per printer and the number of
communication retries. The recommended timeout per printer setting is 5 seconds, and the recommended
retries setting is 1.
Note: Increasing the number of retries can significantly increase the discovery duration.
To use the IP Domain Scan Discovery method:
1. Select which network devices you wish to re-discover (e.g., printers, computers, or both).
This Discovery method provides the ability to add the Internet Printing Protocol (IPP) as a last resort dur-
ing device querying, if the device fails to respond to SNMP v1/v2 queries. With this option, the Discovery
process may experience significant delay in completing the sweep operation, and could introduce addi-
tional network traffic.
Note: The ability to answer SNMP requests can be blocked by routers or disabled on some printers.
When discovering a computer, you can select whether or not to use WMI queries through RPC
communication to computers that are not responding to ICMP pings. If not enabled (set by default), those
computers that do not respond to an ICMP ping are considered disconnected and the Discovery method
moves on. The ability to answer ICMP Ping requests can be blocked by routers or disabled at the computer.
By adding the WMI interface to the Discovery method, more computers are found, but at the possible cost
of additional network traffic due to the WMI RPC calls.
2. Select to what extent computer properties (if applicable) will be retrieved (e.g. basic, basic & extended)
device properties.
3. Select Save to save, or Cancel to drop any changes.

Retrieving Available Computer Properties during Discovery

The following properties are available with discovery operations on computers without WMI and
Administrator access:
l Status icon
l Computer status

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l Basic status date

l Basic status attempt
l Current and previous domains
l Windows®, DNS and Active Directory® names
l IP and MAC addresses
l O/S name (e.g., Windows® XP) and version (e.g., 5.1.2600)
l Discovery date and method
More detailed information, such as status retrieval dates, OS and device serial numbers, CPU descriptions,
and RAM and storage data require that the computer support WMI access. Select Detailed Properties to
retrieve this information.

Hours Of Operation
You can configure Xerox Device Manager to allow Status Retrieval and Alerts during certain Hours of
Operation. When configured, Status and Extended Data Retrieval is restricted to the set Operational Hours.
This limits Xerox Device Manager’s ability to retrieve Status and Alert updates, and if possible, is not
recommended. By default, Xerox Device Manager is configured for no restrictions, which means that Xerox
Device Manager can perform Status and Extended Data Retrieval during any part of a 24-hour period.
To access Operation Hours for Status Retrieval and Alerts, select Administration > Network > Network Usage
Configuration > Advanced.
Under the Operation Hours for Status Retrieval and Alerts section you may select a schedule for Hours of
operation.
l Select Hours of Operation are the Same Every Day if the desired schedule is the same for each day.
l Select Hours of Operation are the Specified per Weekday if you want varied hours of operation.
l Select the start and the end time that correspond to your operational hours.
Note: If the retrieval of Status, meters, supplies, alerts or other extended data is currently processing, the
tasks will complete regardless of specified hours. In the future, the retrievals will comply with the restricted
schedule.

Restricting Discovery by Manufacturer

You can restrict Xerox Device Manager to only discover Xerox network printers, or it can discover all network
printers. You configure it under Manufacturer Applicability found in Administration > Network Usage
Configuration > Advanced.

Name Look Up
You can specify that the system perform a reverse network lookup after discovery is complete. This will
allow names to be used for printer management when performing HTTP network requests. Enable this
feature for environments that block HTTP requests to IP addresses. This selection will result in additional
network traffic.

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Managing Devices

Overview
Xerox Device Manager uses the processes of discovering network print devices (Discovery), scheduled
device status polling (Polling) and responses to trap events to retrieve MIB data from devices. This data is
translated to displayable fields within Xerox Device Manager and shows:
l Device model and manufacturer
l Page metrics
l Levels for consumables (toner/ink, paper, staples, etc.)
l Device configuration (existence and condition of scanners, finishing components) and overall status of
the device.
Xerox Device Manager provides:
l Real-time access to device status and configuration
l Real-time access to managed device queues and servers
l Email alerting to provide device information and status to designated recipients based on user-selected
device status events on Print Devices or Print Queues.
l Exporting page usage (when registered with Xerox Services Manager), device configuration and status.
This information is used to view and manage devices from Xerox Services Manager and supply data for
reporting in Xerox® Report Manager.
l Triggering of Alert Profiles (specified from Xerox Services Manager) automatically creates incidents in
the Help Desk portion of Xerox Services Manager, or sends e-mail notification of these events to des-
ignated e-mail recipients.
In addition, Xerox Device Manager provides the following tools for printer fleet management at the
installation site:
l Standardize Configuration Sets—standardizes device configuration in the environment, and provides a
monitor to verify that the devices comply with configuration policies.
l Clone Phaser Printers—clones a supported device’s configuration to use on other devices of the same
model and firmware. This option primarily applies to Phaser devices.
l Clone Printers—clones device’s configuration to use on other devices of the same model and firmware.
This option is used by AltaLink® devices or ConnectKey® devices with software versions
073.xxx.147.07400 or later.
l Upgrade Printers—allows propagation of printer upgrade files (firmware upgrade) throughout the print
environment.
l Troubleshoot Printers—provides a simple automated procedure to quickly evaluate the status of one or
more print devices in response to customer problems, or pro-actively validates network changes.
Some available information, and how it may be utilized, is described in the following sections, with special
attention to Print Devices.

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Working with Groups

Xerox Device Manager leverages the technology of device discovery and interrogation with the capabilities
of ordering this information into visual management units, or Groups. A group is a container into which
devices are explicitly selected for inclusion (Static Grouping) or by specifying simple rules, automatically
selected (Dynamic Grouping).
Groups can separate:
l Geographically distinct devices (such as devices on the first floor from those on the second floor, or
devices in Paris, Texas from those in Paris, France)
l Devices needing service from those that are fully operational
l Devices requiring on-site service from those requiring a toner replacement.
Effective fleet management uses Groups to organize and simplify the processes for alerting, upgrading, and
configuring sets.

Creating a New Group

To create a new group:

1. Click Devices > Printers > New Group. The New Group screen displays.

2. Specify the Group Name.

- The comment is visible when you select the Group from the Navigation pane.
- Advanced allows the Administrator to set group level settings, such as information polling values and
parameters. These include: communication and time-out settings, and scheduling for status and history
retrieval and synchronization.
3. Click Save to close and proceed to the Configuration screens.

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Note: There are two types of configuration settings for Groups, a Properties configuration, which includes
the previous Identify and Communications settings, and a Membership configuration for defining rules of
membership.

Configuring the Groups

You can view the group settings and information on the group properties page. To configure a group click
Configure or go to Group Actions > Configure. Configuration is defined by two dialog panes, displayed
when you click Configure: There are two dialog panes.
l Properties
l Membership Filter

Using The Properties

The Properties section shows the settings for Group Identity (name, owner, contact info, and general
comments), Communication Settings, Status Retrieval, Extended Data Retrieval, Extended Security
Retrieval, Audit Log Retrieval, History Retrieval, Data Synchronization, and Certificate Status Audit for the
selected group.
Extended Data retrieval is done on Protocol settings only, and tracks changes to Protocols in the Change
History Report.
Extended Security Retrieval is enabled by default. You may customize the retrieval schedule or switch to
Never if you do not want to pull extended security data. This data displays on the home page in the
Security Assessment - Configuration tile.

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The Certificate Status Audit allows users to retrieve certificate information and make sure that it is current.
This feature must be enabled at installation. You can set the frequency with which you want to check the
certificate status. The fields that display depend on the type of certificate. After the certificate information
is retrieved, the Printer grid updates. Note: You must add these columns to the grid from Table Preferences
first. Different fields update depending on the type of certificate. For example, if the Venafi or MS - NDES
certificate runs, the HTTPS Certificate Name and Is HTTPS Enabled fields populate.

Using The Membership Filter

Membership Filter specifies the parameters for automatic inclusion or exclusion from this group.
Note: For the pre-defined groups:
l Selecting Configuration displays the membership filter for that group.
l For example, the Supplies Replenishment group is automatically populated by any printer in the All
group, which has any of the consumable elements in a low or empty state.
l The options are grayed out. The values are pre-defined and cannot be modified.

Viewing Status Alerts

Alert values used in the dynamic group definition (such as the Supplies Replenishment group) require you to
view the contents of the group to see what devices are included at any point in time. Status Alerts deliver a
notification to specified recipients, when the selected events occur.
For more information about Status Alerts, see Working with Alert Notifications.

Creating A New Subgroup

To build a tree structure within a custom group:
1. Select a custom group.
2. Select New Subgroup,. A New Group creation dialog box displays.
3. Configure the subgroup as necessary.
Note: Groups entered are listed in alphabetical order.
4. Click Save.

Reordering The Groups

To modify the display order of groups at the same level:
1. Select Reorder Group.
2. Reorder the group as desired.
3. Click Save.

Settings Parent Group

Set Parent Group can reassign an existing group to a different Parent group. This simplifies the task of
reorganizing groups of printers. The group stays intact when it is reassigned to the new parent.
To use this function:
1. Select the group to be reassigned.
2. Click Set Parent Group.
3. In the Set Parent Group box, select the New Parent group.
4. Click Save. The group is now shown in the hierarchical view under its new parent group.

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Deleting A Group
Delete Group deletes the currently selected group, and removes any devices that exist as members. The
devices are not deleted from the database.
To delete a group:
1. Select Delete Group.
2. Select the group to delete.
3. Click Save.

Importing Groups
The Import Groups action lets you import csv file data to create groups and the hierarchy of groups. and
add Membership Filters to groups.
The groups support up to 6000 groups and subgroups. You may have up to 20 sub-levels of subgroups.
There are templates for Group and Membership that you can export and use to build your import file.
Follow the steps below to import group and membership files.
1. Navigate to Devices>Printers.
2. Under Group Actions click Import Groups.
3. Follow the instructions to import a csv file to either:
- Create the group hierarchy.
- Add filters to existing desired groups.
4. Click Import.
5. A results screen tells you how many groups have been added, updated, and how many errors there are.
6. Click Back.
7. Your new groups appear in the Printer group list in the left navigation.

Importing Devices Into Groups

The Import Devices into Groups action lets you import csv file data to add device to groups. You can assign
new or existing (already discovered) devices to a group. With a new device, Xerox Device Manager runs a
discovery for the provided IP address and assigns the device to the group. There is an Assign to Group
template you may export and use to build your import file
Follow the steps below to import devices into a group.
1. Navigate to Device >Printers.
2. Under Group Actions click Import Devices to Groups.
3. Follow the instructions to import a csv file.
4. Click Import.
5. A results view show you how many addresses were found and how many entries were assigned suc-
cessfully to existing groups.
6. Click Back.
Notes:
l Group Path is required and can be either the top level group name, or you can specify a group path such
as Grand Parent / Parent / Child where the ”/” delimits between parent and child groups.
l Devices will become members of all groups within the parent/child hierarchy.
l Devices cannot be assigned to special groups (such as Error or New Printer).

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l If the Serial Number and IP Address (or DNS Name) is specified, then the device will only be added if the
new device’s serial number matches what exists on the device.
l If using a serial number without IP Address or DNS Name, only devices that have been already dis-
covered shall be added to the specified group.

Exploring Group Functionality In Xerox Device Manager

Groups are presented graphically in the left Navigation pane of Xerox Device Manager. Represented as
small folder icons, they function similarly to Windows® Explorer folders—they have a name, and the
contents are either objects or other folders.
Xerox Device Manager provides the following default device Groups for printers:
l Error—Contains those devices that display the Error icon for a status.
l Warning—Contains those devices that display the Warning icon for a status.
l Unconfigured—Contains those devices for which a Queue is not defined.
l All—Contains all discovered devices, regardless of state.
l Newly Discovered—Contains all newly discovered devices, regardless of state.
l McAfee Embedded Control—Contains Xerox devices with McAfee security software enabled.
l Xerox® Services Groups—Contains seven subgroups, each of which is automatically populated by spe-
cific criteria.
l Remote Management—Contains those devices about which the Xerox Services Manager components
are allowed to know.
You cannot delete or modify the default Groups. They are pre-defined to furnish a consistent base-level of
functionality.
The New Group folder is not a folder, but a link to begin the creation of a new Custom Group.
You can populate Custom Groups to a maximum depth of 5 levels, including the top level (i.e., subGroup4 of
subGroup3 of subGroup2 of subGroup1 of NewGroup).

Using Static Groups

A Static Group is suited for devices whose selection criteria are not expected to change. Physical location
(building) or devices to upgrade are good candidates for Static Groups.
Without a Membership Filter set in the Group Configuration Group Action on a Static Group, the group is
empty until devices are copied into the Group. Those devices remain in the Group forever until explicitly
removed.

Using Dynamic Groups

Dynamic Groups are created exactly the same way as Static Groups except that the Membership Filter in
the Group Configuration dialog pane is used.
1. Create a Group to demonstrate the ability to reflect the current state.
2. Click New Expression. A series of parameters display.
a. Variable—Select a device parameter from the list.
b. Condition—Based on the selected variable, a list of Conditions to be tested display. Since Printer Status
displays a list of defined values for Printer Status, the condition is either Equals or Not Equal to the
Value selected.

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3. Click Save to enter these criteria. This furnishes up-to-the-minute information (based upon status
retrieval) membership.
Note: Dynamic Filters are easily verifiable. Since they operate on data already in Xerox Device Manager, the
results from the filter are immediately visible.

Additional Features of Dynamic Filtering

Two additional functions give greater flexibility and power to defining Dynamic Membership filtering:
l Inheritance
l Wildcards
Scenario:
l A filter was created to group all Phaser® 6300 and 6350 devices. These are on various subnets, and we
want to select a subgroup of these for a specific action.
l This text match includes as members any devices whose Printer Model name contains the string phaser
63 anywhere in the string (case is ignored).
l The membership filter will include Xerox® Phaser® 6300DN and Xerox® Phaser® 6350DP, so it demon-
strates a valid device selection, but it represents subnets that are outside our range of interest.
l It is desired to select Phaser devices from the 13.62.130.*, 13.62.142.* and 13.62.154.* segments for this
requirement.
To accomplish this, create a subgroup under the Phaser 63xx Group:
1. Select the Phaser 63xx Group in the Navigation Pane.
2. Select Actions > New Subgroup.
3. Complete the Identity dialog pane. This will establish the following subgroup of Phaser 63XX named “IP
segment 62.” After you create the group, navigate to configure and add the following Membership Filter
to the new subgroup. Select New Expression.

“ 13.62.1__.% “
This is translated as:
Match all IP addresses where
The first octet is exactly 13 and
The second octet is exactly 62 and the third octet begins with “1” and is between 100 and 199
(Note - there are two “_” characters)
The fourth octet can be any value.” (“%”)

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Note: While the Wildcards operators (here “_” and “%”) can represent characters as well as numbers, the
context of the IP address constrains the values to be only numeric. Wildcard definitions are included in this
section.
This filter will be applied to the Subgroup to determine the filter’s membership.
These IP addresses are a valid selection from the filter and segments scanned. However, the original group
contained only 7 devices. The Group filter and contents for Parent Group are correct. The problem is
Inheritance:
l In the Membership Filter, Membership Inheritance is set to No Inheritance by default. This means that
the members of the subgroup are completely defined by devices added statically (if any), and by the
Expressions defined for membership.
l Selecting Inherit from Parent forces the filter expression to be applied only to the existing members of
the Parent Group.
Note: If there is no filter expression for the Parent, Inherit from Parent defaults to selection from the All
Group.
l Changing the Inheritance to Inherit from Parent, yields the expected outcome – only those members of
the Phaser 63xx parent Group which also meet the criteria of the subgroup membership filter are
included in the subgroup.
Keep the following in mind when working with groups:
l Deleting a group does not delete the members from the Xerox Device Manager database. If the devices
exist in any other Groups (they at least exist in the All Group), they remain.
l Deleting devices does completely delete any data about them from the database. They no longer exist.
They can be rediscovered, but any Page Usage or Alert History data is lost.
l You can have both Statically placed and Dynamically filtered devices in the same Group.
l You cannot remove a device that is included in a group through use of a Filter Expression. You must
exclude it on the basis of additional parameters in the Filter Expression.
l Filter Expressions for groups constructed for status polling have a performance impact on the Xerox
Device Manager server, as they are re-evaluated each time a status poll is run against the group.
l You cannot remove devices from the All group. You can remove devices from the Newly Discovered
group. This provides a simple method of checking for new or changed IP devices by examining the Newly
Discovered Group—Remove all devices from Newly Discovered before a Discovery process.

Wild Cards
Refer to Wildcard Definitions in the Appendix for a list of wild card strings.

Wildcard Expression Examples

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Any Printer Model with the string “Xerox® DocuPrint N…”, where matching values could include: N24, N32,
N3025, N24/N32/N40, or Nuisance.
The Dynamic Group configured as the following:
l Variable = Printer Model
l Condition = Equals Wildcards
l Value = Xerox® DocuPrint N%
l Could contain the following devices: DocuPrint N17, N205, N2125, etc.
(Note that while “Nuisance” or “Nonsense” both would match the N% wildcard, they would not be found in
the Printer Model name within this string.)

Using wildcards to filter for machine firmware level

Creating a subgroup of WorkCentre Pro 55 devices with the following filter:

l Variable = Firmware Level
l Condition = Does Not Contain
l Value = r01.02.3[67]_.
and
l Variable = Firmware Level
l Condition = Does Not Contain
l Value = R01.0[3-8].%

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Will populate the subgroup with all WorkCentre Pro devices where the ESS version level does not contain
R01.02.36x. or R01.02.37x., or if the second firmware notation .02. is greater than 2 but less than 9.

Using the Table (Grid) View

The default view into a group is presented by the Table view. This is the result view of a graphical query to
the Xerox Device Manager SQL database.

The Table Grid has the following features:

l The fields specified at the top of the view represent some of the 130 plus device-specific fields; up to 30
of which can be displayed concurrently. Clicking on the field name re-sorts the records by that field order.
l The status display icons provide simple visual indicator for printer (queue) status. See Using the Interface
for an explanation of the icons.
l Table Preferences allows selection and placement of these fields as columns in the display.
l The Find query allows selection of any portion of the data from any of the fields, and displays all the
matching records for that query.

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l The status line at the bottom provides information on the number of records and buttons to change
your location in the current display.
l Refer to the Appendix.

Examining Device Data

For devices that are compliant with the IETF SNMP Print Device RFCs, a wealth of data is available for Asset
Management, Device Configuration, Problem Analysis and Troubleshooting.
l The Table view presents information for all devices in the view, based on the Table Preferences settings.
l You can select up to 30 of the available fields for display. Fields marked with [1] produce drop-down
menus—any values currently in the group selected are available for selection.
Note:
- The information is current at the time of view; If the view is left on the screen it might not reflect the
current state of the device. You can refresh the screen. By setting a refresh feature to update the
screen every x minutes, the Table view refreshes automatically.
- Increasing the refresh rate will have a negative performance impact on the Xerox Device Manager
server.
l Altering this view to include queue fields as Last Queue Status Attempt, Print Server, Queue Name and
Share Name, will display devices defined as print queues, but with a separate entry for each queue with
which they are associated.
l The icons give a quick visual indicator of the device status for the groups in view at the time of exam-
ination.
l Selecting a device link brings up a detailed information access screen for the device.
l The page header specifies the device name and printer model. The tabs provide entrance to detailed
functional views of this device.
l Printer Actions provide specific access to functions for this device in the Xerox Device Manager database.
l Edit Actions provide access to modifying specific properties of this device.

Software Level Reporting

When enabled, any multi-function printer or connected tablet discovered Xerox Device Manager can report
its current software level. Once the Software Level Reporting Service is complete, the reported software
levels display in the Firmware column of the printer listing page.
To view the software levels of tablets, be sure to add the following fields to the list of Included Fields in
your Table Preferences; they are disabled by default.
l Android Device: Indicates whether a tablet is connected to a printer.
l Android Firmware: Specifies the firmware level of the tablet.
These fields can also be viewed in the printer properties. Go to Properties>Asset>Printer Information to find
these fields. Note: The Android Tablet information displayed cannot be modified.

Displaying the Tabs

This section describes the features on the various tabs in the Printers view.

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Using The Device Tab

The Device tab displays detailed information of the device status, consumable levels, printer information,
and counters.

Status

l General Status indicates when the last device status was delivered to Xerox Device Manager, when the
last attempt was made to renew status, and overall connect time.
l Alert Details are copied from the internal device status history at the time of the last communication
with Xerox Device Manager.
Note: To read this level of detail from the devices requires that the Status Retrieval be set to Full.
l If configured, the Target Volume is a reference to measure Utilization Percentage for ad hoc printing
optimization.
l Detailed Billing Meters and Usage Counters are presented, including Totals for Color and Monochrome,
Print, Copy and FAX, as appropriate for the device.
Note: Detailed usage counters are available for export to Xerox Services Manager.
l Device Audit Details provides:.
- Overview of the Last Audit Check
- Apply Configuration
- Firmware upgrade performed on the device
- Status of the operation
l Front Panel/Console information (if available)

Consumables

Information regarding the Toners, Drum, Fusers, waste containers, paper trays, etc is available on this
screen. Supplies are displayed along with the levels remaining, serial numbers and a chart sowing
consumption.

Information

l Information supplies detailed device information including:

- Firmware Level, Device Serial Number, Customer Asset Number, Xerox Asset Number, Network inform-
ation and whether or not the device IP has been changed. (If it has, the Clear button becomes enabled
to reset the “changed” flag).
- IPX information in a Netware environment.
- Printer location and contact.
- Information on the Discovery Method and time of discovery.
l Peripherals: If supported and enabled for a device, card reader information may be pulled via an API.
Information includes type, interface, vendor and product IDs, serial number, firmware version, and hard-
ware type. The vendor and Product IDs are converted into hexadecimal values. If multiple card readers
are enabled, the total number of card readers displays. However, the details only display for the first card
reader. (Versalink does not support multiple card readers.)
Note: This does not apply to the Elatec TWN4 model.

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l Device Capabilities: MIB data from RFC 1759 and 3805 are displayed as English text detailing tech-
nology, capacities and capabilities of the device.
Note: The mark [1] indicates you can edit this information (Finishing Options). This is useful in cases
where the finishing features are not reported in the device MIB information. Device Status information
includes:
- Alert Details
- Device Audit details
- Front Panel/Console display information.
l Service Details Supported: What services are available on the device and if they are configured.

Usage Statistics

Statistics relating to the device usage are available from this screen.
l Target Volume (per month)
l Utilization Percentage
l 2 Sided Percentage
l Average Cyan Coverage Percentage
l Average Magenta Coverage Percentage
l Average Yellow Coverage Percentage
l Average Black Coverage Percentage
l Extra Long Impressions (with a separate listing for black and color extra long impressions)

Device Counters

l Page Count
l Total Impressions
l Printed Impressions
l Fax, Email and Copy counter information

Using The Properties Tab

The Properties tab allows a closer examination of the print device configured properties. This includes Asset,
Printer Defaults, and Protocol/Scan/Security configuration setups, as well as Job Accounting information.

Using The Queue Tab

The Queue View shows all of the queues for a selected printer. The queue information includes the server
where the queue resides, each queue installed, the driver installed, and the port type for that printer.

Using The Group Tab

The Group View presents all the groups in which the specified device is a member.

Using The History Tab

The History tab displays the alert, status, usage counter, and change history. You can define a date range
to review historical details.

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Power

The Power tab displays read-only power usage data. The data includes Power Usage Summary in kilowatt
hours, the Cumulative Time in State for the current and previous month, and the Timeouts.

Table View Printer Actions

When you select a printer from the Table View (by clicking on the magnifying-glass icon, System Name or
IP Address link), the specific Printer Actions menu is available.

l Edit Properties: Edit or modify all the different printer configurations, including Printer Information, Noti-
fications, Protocols, Scan Services, Security, and Job Accounting information.
l Save As New Configuration Set: Makes a copy of the current device settings and makes them a con-
figuration set.
l Add to Group: Adds the device to device groups.
l Printer Web Page: If the http server is enabled for the device, this is the same as browsing to the IP
address of the printer.
l Asset in Xerox Services Manager: Accesses the selected asset in Xerox Services Manager.
l Install: Installs the selected printer on a print server.
l Troubleshoot: A series of simple tests are generated against the selected printer.
l Reset Printer: Sends a reset (reboot) request to the device; compliant devices reboot.
l Refresh Data: Acquires up-to-date data from the device.
l Retrieve Job Data: Immediately retrieves the job data from a device.
l Delete Printer: Removes all data for this device from this Xerox Device Manager server.

Troubleshooting a Printer

By selecting a printer and clicking Troubleshoot, Xerox Device Manager performs a series of tests, starting
with a Printer Ping test, and then querying the device status using SNMP. Additional tests are then
performed on associated queues and print servers. The results display in the Troubleshoot Device window.
To troubleshoot the printers:

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1. Click All from the Printers navigation tree.

2. Click on the selection box associated with the desired printer.
Note: Avoid selecting any printers whose status is Not Communicating.
1. Select Printer Actions > Troubleshoot, and then click Go.
Note: If the Printer Actions dialog is expanded, clicking Troubleshoot immediately initiates the process.
Once selected, Xerox Device Manager begins its troubleshooting process by initially performing an ICMP
ping test to see if the device responds to this form of communication. If the device responds, the current
status of the device is queried through Xerox Device Manager’s SNMP interface. If the device has a print
queue on one of Xerox Device Manager’s managed servers, then the print server’s health and the current
status of the print queue is also checked. A “progress” busy waiting dialog displays.
When Xerox Device Manager completes its testing, a Troubleshoot Results screen displays.

When you select Details/Test in the Troubleshooting Results window, the Troubleshoot Device details
webpage is visible. The Troubleshoot Device Details page allows you to perform the following remedial
actions in troubleshooting device problems:
l Open up a separate browser to display the printer’s embedded web server. This function is also access-
ible from the printer’s Detailed Status window.
l Generate a test print by clicking Print Test Page Directly.
Note: This test will not succeed if the printer does not support port 9100, 2000, 2105 or LPR through port
515. These are the standard ports used to send a test print directly to a printer.
l Reset (reboot) the printer
l Directly manage any of the print queues found on Xerox Device Manager
l Print a test page through any of the print queues.
In addition to these functions, the Troubleshoot Device details page lists any current error or warning status
conditions, including detailed information on the skill level involved in correcting the problem along with
detailed descriptions and age of condition. This functionality requires the device to be compliant with
standard MIB interface provided by Xerox Device Manager.

Troubleshooting Multiple Printers

Xerox Device Manager allows you to activate the Troubleshoot feature for multiple printers.

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To activate the troubleshoot feature for multiple printers:

1. Click All from the Printers navigation tree.
2. Select the check boxes to choose multiple printers to be tested in the All printers group table view screen.
3. Select Action > Troubleshoot. When the tests complete, the results for each printer display in the
Troubleshoot Results screen.
4. To perform more advanced tests, click Test. This takes you to the Troubleshoot Device feature, as
described in the Troubleshoot single printer feature above.
5. Click Back to return to the Troubleshooting Results screen and proceed with tests on the rest of the print-
ers.

Exploring the Device Management Dashboards

The Device Management Dashboards allow you to monitor devices and resolve issues to ensure that they
remain in the desired configuration state. Drill down features make it easy to see and understand the policy
compliance at each device level. The detailed views display specific errors relating to device policy
compliance.

In the left navigation choose which compliance information to display. Most dashboards can display either
by percent or count. You can click on the graphs to drill down for greater detail.
In each of the policy charts or bars, click on a ring or bar to drill down for more information about the policy.
Click again to view a list of compliant or non-compliant devices. From this view you can enforce the policy.
l Compliance Summary: Shows overall compliance by policy in a doughnut chart. Each ring is a different
firmware, configuration set, or password policy. You can filter these views by one or more device groups.
When you click on a status in the Overall Device Health chart, the print grid opens and is filtered by the
status you clicked. This feature is only functional when a device group is associated with a policy, rather
than individual printers.
l Configuration Compliance: Shows compliance for the configuration policies you have set. The dash-
boards present information in an overall view, by each policy, by model, and by trend.

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l Password Compliance: Shows compliance for the password policies you have set. The dashboards
present information in an overall view, by each policy, by model, and by trend.
l Firmware Compliance: Shows compliance with firmware policies you have set. You must have a policy
type of Monitor or Monitor and Automatically Upgrade in order for the firmware policy to appear in the
dashboards.
l Security Monitoring: Monitors devices discovered by Xerox Device Manager that have McAfee Embed-
ded Control enabled and have been registered to communicate with Xerox Device Manager if any secur-
ity breaches happen on a device. These charts display by count only.
- The McAfee Security Monitoring dashboard chart shows the security threats that occurred during the
last 30 days. The threat detected can be verified by clicking on the chart to drill down. The detailed
threat message is then displayed from the device, and the user can audit the individual threat with an
appropriate audit determination.
- The Security Audit Monitoring shows a historical view of security events by month for the last 12
months.
- SIEM Security Monitoring and Security Trend charts track security information and events by severity
(e.g., Emergency, Informational, Alert, Warning, and Notice) for external SIEM solutions.
l Security Certificate Compliance: Displays certificate status audit results that let the user know about the
security status of the device fleet with respect to the signed device security certificates. This graph only
has data when the security certificate policy has Certificate Status enabled, and it has run prior.
- Security Certificate Compliance: Displays the overall data of the policies that have enabled and run the
status audit at least once.
- Security Certificate Trend: Displays the accumulated data of the devices of every policy that have
enabled and run the status audit at least once based on each calendar month.
- Security Compliance by Policy: Displays the accumulated data of the devices of each policy that have
enabled and run the status audit at least once in the policy level.
- Security Compliance by Model: Displays the accumulated data of the devices of each policy that have
enabled and run the status audit at least once in the device model level.

Policy Drill Down

When you want more information than the high-level dashboards present, click on a ring or bar for more
details. Click again to view a list of compliant or non-compliant devices. If you have the appropriate
permissions, you can enforce the policy from this view. Customer Report Users will not see the Enforce
button, and it will not display on the Security Monitoring drilldown view.
Below you can see the Compliance by Policy view, which is showing compliance by percent for firmware.
You can apply filters to display different views of the dashboard depending on the data you need. You can
see there are several policies out of compliance. Hover over the bar to see the full policy name and percent
of devices out of compliance. Click on the bar for a list of the devices and details about their level of
compliance. The list view shows you the model and reasons for non-compliance, as well as the other
pertinent information for remediation.

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Exporting the Dashboards

Each of the dashboards can be exported and stored locally to support tracking and resolving compliance
issues. You can export syslog text files of event data in Standard Event Format (SEF) and Common Event
Format (CEF) from the SIEM Security Monitoring chart in the Security Monitoring dashboard. Follow the
steps below to export a dashboard.
1. Click the Export icon above the dashboard.
2. In the Export to File pop-up window complete the following fields.
- Row Grouping: Choose to group by policy or device.
- Included Fields: Either use the defaults our custom set the fields you want to include in the export
- Time Span: Set the range of days to include in your export. You can choose all data, a set number of
previous days, or a specific date range.
- Format: In the drop-down select CSV or HTML
- Language: Choose the language of your export to translate the field names.
3. Click Download.
4. Save the file.

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Working with Alert Notifications

Overview
While there is an enormous amount of information available from the Xerox Device Manager user
interface, for large print environments, a mechanism to generate notifications on the basis of abnormal
conditions—without user intervention—is mandatory.
Xerox Device Manager can discover printers in Novell or Microsoft® print server environments, defined in
queues or as TCP/IP-connected print devices. Once discovered, you can recover the status of these devices
through scheduled SNMP status polling, or by traps sent by print devices.
Remote Alerts are the result of events that are for which Xerox Device Manager monitors. When the system
detects specific conditions, an alert is generated and sent. These conditions are defined through Alert
Profiles and act as filters of all notifications.
For example, a Low Toner alert might generate a message to a supplies specialist or an on-site technician
for a toner replacement and/or restock order. Note: Some devices will provide actual supply levels; whereas,
others will simply note if a supply is empty or full.
The groups Error, Unconfigured, All, Newly Discovered, and the subgroups in Xerox Services Groups, are
preconfigured for specific membership rules. For example:
l All discovered devices with an error condition appear in the Error group
l All devices that do not respond to the MIB specifications of RFC1759 appear in the Non-Compliant
Group.
You can configure the Remote Management subgroups for alert notifications, but only through Xerox
Services Manager. The Custom groups (e.g.: Phaser 63xx) are completely defined at the Xerox Device
Manager application.
Status information in Xerox Device Manager can be gathered in two distinct modes:
l Manual: Does not generate a notification, and must be examined on a regular basis to evaluate changes
in device status.
- Devices discovered and/or updated through rediscovery, selecting the device in Xerox Device Manager
to view, or having regular status retrieval set reflect the current device status as an icon, and you can
manually view it in detail.
l Automatic: Generates a notification based on a specific event occurring. The recipient examines the
status when the notification is received.
- Devices in a group with e-mail alerting configured for a specific alert event or events. The alert action
initiates the e-mail alert notification process.
- Devices to be managed by Xerox Services Manager. You can configure these devices to send an e-mail
notification, generate a Help Desk incident, or both, when a specific alerting event occurs.

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Setting E-mail Alerts from Xerox Device Manager

Generating e-mail alerts in Xerox Device Manager from devices discovered by Xerox Device Manager
requires:
l A fully compliant device connected and functioning in the same network that Xerox Device Manager is
connected and functioning,
l A Xerox Device Manager group containing the device, for which an alert profile is defined
l A status event that matches the alert profile conditions, and exists for a period of time equal to or
greater than the alert threshold time.
Note: The local Xerox Device Manager group must be a user-created custom group. All and Newly
Discovered are not recommended by default, and you cannot modify alert profiles from Xerox Device
Manager in the other groups.
Starting with the required Xerox Device Manager configuration:
1. From the Administration tab, verify that at a minimum, the following are enabled in the Application
Wide Network Traffic Switches section:
- Status Alerts
- Status
- History Retrieval
2. Confirm that the Hours of Operation include the times when the e-mail alerts are to be sent.
For example, if the hours of operation requires that notification occur only between the hours of 8AM
to 7PM, verify that operating hours include that time.
Limiting the hours of operation affects when you can start status retrieval from the printers, servers,
and active directories. Currently running retrievals are completed if the process runs past the closing
time. This limit does not affect discovery, historical data retrieval, data synchronization, and services
manager data exchange, which are scheduled separately.

Configuring a Group in Xerox Device Manager for E-mail Notifications

After setting the traffic switches and hours of operation, the next step is to create a device group in Xerox
Device Manager that sets the alert profile.
In this example, the group is named Full Status Retrieval and will be configured for alerts. Subsequently,
specific devices could be added as static or dynamic members. In either case, the alert functions behave
identically.

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Other settings in the Advanced group that you should examine prior to defining the alerting parameters
are:
l Communication
l Status Retrieval
l History Retrieval
The Timeout/Retry settings for a group might be different from the values set under Network Usage
Configuration from Administration > Network. Changes to these parameters might be required for certain
groups whose members may be on long-delay segments of a network.
You can configure Group Status Retrieval to accept the default defined under Network Usage
Configuration, or be explicitly set on a group basis. For this example, the polling frequency for examining
status will be run every 30 minutes during the hours of operation. In addition, Full Status retrieval is
selected to:
l Enable use of the technician dispatch alert
l Provide a greater detail for analysis of the alert history

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Configuring E-mail Alert Profiles

The following example sets the various parameters to recover specific critical alerts in the group Full Status
Retrieval. The Membership filter is not yet set—you can apply these alerts to members of a static group,
dynamic group, or a combination.
To configure the email alerts:
1. Select Group Actions> Status Alerts. For a group with no existing alert profile, a message is generated
indicating that the Network Traffic Switches need to be set and that a valid e-mail server is required.
2. Select New Profile.
Note:
- To use the profile, you must assign it a name and enable it.
- You can flip the Enabled check box to not enabled. This stops the selected alerts from signaling without
deleting them.
There are nine Alerts that apply to locally connected printers (not directly attached to the network or a
print server), and 96 Alerts that are for networked print devices.
Alerts with a [1] require a device with RFC 2790 2-byte alert compliance.
Alerts with a [2] are Extended Status Alerts - These items are only supported when the group is con-
figured for Full Status retrieval.
Note: In addition to the standard device-generated alerts, Xerox Device Manager also supports extended
alerts that are derived from the device status for Xerox printers and provide greater insight into a printer’s
condition. Conditions that were previously grouped under Intervention Required alerts are differentiated
and reported separately. For example, a fuser reaching its end of life is reported as such instead of as
Intervention Required. Xerox Device Manager also provides alerts on other important subsystems in a
printer, including the Xerographic, Scanner, Finisher, Toner, and data subsystems. The functionality of some
of these extended alerts might be dependent on the particular printer model.
1. Highlight and use the arrows to select and move the desired alerts from Available Alerts to Included
Alerts.
2. Scroll to the Alert Threshold selection.
The polling frequency (set as Status Retrieval value) indicates how often to check a device for a status
change, while the Threshold Time specifies how long the device must remain in the selected alert(s)
state to signal a valid alert.
Note:
l Typically, when a device enters an alert state (e.g., Toner/Ink Low), it remains in that state and waits for
two conditions to be achieved: alert detected and threshold met, which indicates low toner. However,
since the alert signal at the start of the event and the re-check status occurs when the threshold timer
ends, the device can fluctuate between an alert condition and a no-alert condition, and either be suc-
cessfully caught or ignored. Decreasing the status polling interval (checking the status more frequently)
might avoid this fluctuation, but a more efficient route is to evaluate the device Alert History, which is
captured during each Full Status Retrieval, for problematic devices.
l Trailing Edge for local alerts reduces non-value add remote alerts due to device behavior in cycling in and

out of the same error state. A Device Remote Alert Profile can specify a threshold for specific alerts,
whereby a new incident is not created until the threshold is met and whether or not the alert still exists.
In the above example, a Status Retrieval value of 30 minutes and a Threshold of 10 minutes indicates that
if a device is in an Offline & Intervention Required state at any time during the poll, it must remain in this

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 Working with Alert Notifications

state for the next 10 consecutive minutes before it signals an alert. The logic that tracks the threshold timer
is independent of the polling process. When the threshold timer expires (in this example, when the 10-
minute time period has elapsed), another SNMP query is sent to that device to get the most recent status
conditions.

Adding Information
You can add information already captured by Xerox Device Manager to the e-mail alert using the same
mechanism of moving fields from Available Fields to Included Fields. This information helps identify the
Site Location or System Contact, or supply additional information for a remote Asset Coordinator or CSE.
To complete configuring the e-mail alert:
1. Check the Send E-Mail Alert check box.
2. Add the recipients’ e-mail addresses.

The recipient e-mail can be any valid e-mail address.

1. Configure the e-mail message (subject and text, if required).
2. Click Save. The alert profile is summarized:

Constructing E-mail Parameters

You can construct the e-mail subject with information in Xerox Device Manager for this device. Using the
substitution scheme below, include:
l Subject: Xerox Device Manager Warning: Input Tray Missing with WCP55-118 at Betelgeuse S/N NWL-
026094
Note: You can send the subject line as a text-page message for remote support personnel.
The Custom Subject can include the following field descriptors:
- %v = Severity (Error / Warning)
- %p = System Name
- %g = Site Name
- %s = Printer Status
- %1 .. %5 = Custom Property 1 .. 5 (appears in the subject once enabled on the customize page)
- %c = Location
- %m = MAC Address
- %f = Manufacturer
- %n = Serial Number
- %% = % character
After expansion, the maximum allowed subject line is 255 characters.

Constructing The E-mail Message

The subject of the e-mail message is the name of the group that has the alert profile with Input Tray
Missing as a selected alert condition. The message itself contains a description of the relevant fields, as well
as a description of the alert.
Note: If the page device accepts Web-links, you can use the Device screen and the Detailed Device screen
via this service.

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 Working with Alert Notifications

Accessing Polling and Threshold Timing

The Xerox Device Manager network events (sweep, discovery, status polling, history retrieval) and Xerox
Services Manager traffic events (data export, status and history retrieval) are listed on the Network Usage
Summary screen.
Note:
For an overview of how the polling and threshold timing works, reference the Remote Alerting White Paper.
Note: To access the polling and threshold timing:
1. Select Administration > Network > Network Usage Summary.
2. To expand a selection for up to the past thirty events, select the magnify-glass icon for the Alert Profile
of the group under investigation.

Using Alert Parsing

Alert Parsing customizes alerts using additional rules defined in a group’s alert configuration. You can base
this customization on the alert skill level, alert type, or key words contained in the alert description. You can
configure multiple rules for a given alert.
Alert Parsing is accessed through Group Actions >Status Alerts, and is located on the New Printer Status
Alert Profile page.
To configure alert parsing:
1. From a group view, select Group Actions > Status Alerts > New Profile.
2. Enter a name in the Profile Identity field.
3. Select the Device Alert (or alerts) To Send from the list of Available Alerts.
4. Click on the appropriate radio button.
a. AND—Select if the desired behavior is that both the Device Alerts and the Detailed Device Alerts must
be satisfied for an e-mail alert to be generated.

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 Working with Alert Notifications

b. OR—Select if the desired behavior is that either the Device Alerts or the Detailed Device Alerts must be
satisfied for an e-mail alert to be generated.
5. Click New Expression In the Detailed Device Alerts field. The New Printer Status Alert Profile screen dis-
plays and is where the new alert profile is defined.
6. Select the desired Variable from the drop-down menu. The available options are:
a. Alert Type
b. Alert Description
c. Skill Level
7. Select the Condition from the drop-down menu. The options available in this menu vary depending on
the variable previously chosen. For example, while the Alert Type variable only offers 2 conditions,
Equals and Not Equal, offers nine conditions to choose from.
8. Click Save.The new alert is saved.
Alert messages are now generated based on the selected alert conditions, the new printer status alert
profile, and the alert relationship chosen earlier.

Enabling and Using Traps

An SNMP trap is an asynchronous SNMP message from the device to a network manager (in this case,
Xerox Device Manager) indicating that a significant event has occurred on a network device. Traps can
occur at any time and typically have minimal impact on network traffic. Enabling alerting by traps can
allow reduction in polling traffic. Since traps are delivered via the UDP mechanism of TCP/IP, there is no
guaranteed delivery or notification of receipt for traps.
The downside is that there can be events (NIC failure, power outage, etc.) that might not be sent as trap
messages to Xerox Device Manager. To avoid this, and to allow for devices that do not support trap
notification support, it is recommended you have Status Polling enabled for alerting, but at a reduced
frequency (longer interval) when traps are enabled on devices.
If it is possible to register all Managed Devices for traps, you could extend any scheduled Status Retrieval
for this group, and rely on the status information returned from the trap poll. However, there are some
significant trade-offs.
When you enable device traps, Xerox Device Manager interrogates the device for status and alert history.
Warnings, which can be detected in standard Xerox Device Manager polling, are typically not available
from a trap that signals only significant events, such as:
l Device power cycle
l Error event
l Unauthorized SNMP access
This might leave a support gap because Low consumable alerts are not detected.
Xerox Device Manager allows you to conduct SNMP trap configuration modifications such as:
l Registering for traps
l Clearing traps for the Xerox Device Manager server
l Clearing all traps in the printer (for all destinations)
This feature enhances the capabilities of Xerox Device Manager to detect and provide notification of
printer status. You can complete these activities for several multi-vendor printers via the Modify Trap
feature. In Xerox Device Manager, traps are configurable on an individual printer and a per-group basis.

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 Working with Alert Notifications

Note: Not all printers support traps, and for those printers trap actions are ignored. Xerox Device Manager
provides Traps Supported and Traps Enabled device attributes for determining suitability for use with Xerox
Device Manager trap support.
You can configure Xerox Device Manager to register for traps on all newly discovered printers, as an
alternative to manually registering on an individual printer or per-group basis.
Modify Trap allows you to perform per-group configuration for the following features:
l Register for Traps: Registers to receive trap alerts from printers that support traps.
l Clear Traps for this Server: Clears the traps registered on the local server where Xerox Device Manager is
installed.
l Clear All Traps in Printer (for All Destinations): Clears all traps displayed in Xerox Device Manager for the
associated printers.

Selecting this option de-registers all the displayed traps, not just those registered with the local server.
To use the Modify Trap feature:
1. Select a local group or All from the Printers navigation tree.
Note: Use the Table Preferences feature to display the Traps Supported column.
2. Click on the selection box(es) associated with one or more of the printer(s).

Select only printers that support traps.

1. Select Printer Actions > Modify Traps. The Modify Traps screen displays the following three options:
- Register for Traps
- Clear Traps for this Server
- Clear All Traps in Printer (for All Destinations)
2. To register printers for traps, click on the associated radio button and click Confirm. Xerox Device Man-
ager contacts the printer(s) through SNMP communications using the SNMP Get and Set Community
name strings as authentication credentials and attempts to register its network address with the printer
(s) for traps.
The Register for Trap progress screen displays the results of the trap registration transaction.
All of the printers selected above (that support traps) are now registered to receive the traps specified
by the individual printer manufacturer.
Selecting a device thus enabled sets the printer Icon to yellow or red, indicating that the printer status
has changed from Up and Running to a Trap Detected fault status.
You can evaluate Clear Traps for this Server and Clear All Traps in Printer in a manner similar to the steps
described above.

Using the Edit Traps Feature

Edit Trap allows you to configure traps on an individual printer basis. You can view the registered traps
specific to the selected printers:
l Network Protocol: IP,IPX
l Trap Destination: Xerox Device Manager server (or any other SNMP manager) for which the trap is
registered

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 Working with Alert Notifications

l Port: Typically: 162

l Traps: Type: coldstart, warmstart, link up/down, authentication failure or all: Pass Everything
You can also configure individual printers for the following features on a per-device basis:
l Register for Traps: Registers to receive trap alerts from the selected printer. (The printer must support
traps.)
l Clear Traps for this Server: Clears the traps registered on the local server where Xerox Device Manager is
installed.
l Clear All Traps in Printer (for All Destinations): Clears all the traps for the associated printers.
Note: Selecting this de-registers the Xerox Device Manager server from receiving all the displayed traps, not
just those registered with the local server.
l Clear Selected Traps: Clear specifically selected Traps
To use the Edit Trap feature:
1. From the Printers Display grid select Edit Printer Properties for your selected device.
2. Navigate to Protocols > Traps. The Traps screen displays the following options:
- Register for Traps
- Clear Selected Traps
- Clear Traps for this Server
- Clear All Traps in Printer (for All Destinations)
3. Select the Clear Traps for this Server radio button and click Confirm. The Current Traps field in the
Printer table is updated to show that the printer is no longer configured to receive traps and the printer
attribute for Traps Enabled is set to No.

Using Traps—Notes

Traps can be a valuable tool for managing large network infrastructures and reducing the frequency of
device status polling. However, the following should be understood:
l Not all devices can register for traps; Xerox Device Manager provides a mechanism for identifying those
devices (Traps Supported / Traps Enabled fields)
l The particular site mix of devices that can register for traps might affect the needs for polling specific
subnets
l Network outages and certain device failures do not send traps at the point of failure, but only after the
return from the failure; this warrants polling as an adjunct to trap recognition.
l Not all device events generate trap messages; errors, reboots, and SNMP authentication generate trap
messages, but warning messages, which may be relevant to fleet management, do not.
l The RFC for traps (1157obsolete/1905obsolete/3416/3418) allows specific information to be sent with
a trap; Xerox Device Manager does not read this because of the low levels of standardization on the
data format, instead, it interrogates the device for complete status information.
l Registering for traps requests that Xerox Device Manager query the device whenever a coldstart, warm-
start, authentication failure, or critical device failure is detected on the device.
l For Xerox® Office Services 4.2 and up, all managed devices transmit full status on schedule.

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 Working with Alert Notifications

Reviewing Alert History and Status History

Reviewing the Alert History and the Status History (which must be selected with the Full Status option in
Status Retrieval polling) can furnish a background on the types of events that should be detected, and
which alerts you should select for the alert profile.
The Alerts are listed along with their criticality (Warnings: Input Tray Missing, Non-Compliant Warning
Received) and time.
The Status History is only populated whenever a new status is detected from the network printer. This data
is gathered either when status polling is enabled on printer groups, managed print servers or active
directories, or when an SNMP trap is received from a network printer.
Below is the corresponding Alert History from this device.
l The Alert History is only populated whenever a new alert is detected from the network printer’s alert
table. This data is gathered when:
- Retrieve Alerts is enabled for status polling on printer groups, managed print servers, or active dir-
ectories
- Collect Alert History is enabled for historical data gathering on printer groups, managed print servers, or
active directories
- Historical data gathering with Collect Alert History is enabled on the Administration tab
- Device Alerts is included in an E-mail Alert message
- An SNMP trap is received from a network printer.
l The Alert History can supply:
- Complete device error code and description of that error code
- Criticality
- Skill level recommended
- Time-stamp.
You can use this additional information in the remote alert profile in Xerox Services Manager for
configuring the action of an event (i.e., whether or not to send an e-mail or create an incident), but Xerox
Device Manager can only supply the alert type as a trigger.
Correlating the Status History (Xerox Device Manager’s alert filtering) and the Alert History from the device
supports intelligent Alert Profile decisions.
The following table has combined the Status and Alert History from a typical device, and has arranged the
data by time-stamp.
Note: Status polling (full status alert retrieval) was set for 25 minutes and traps were enabled. Gaps in
polling reflect Xerox Device Manager operations—power-cycle and upgrading).
Alerts that can be set and identified in Xerox Device Manager are shown in bold. These consist of Offline,
Low Paper, Paper Jammed, Intervention Required, and No answer from device.

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 Working with Alert Notifications

Status Description Timestamp

Up and Running 8/10/2017 10:00:27
No answer from device 8/9/2017 17:00:54
No answer from device 8/9/2017 16:47:27
Up and Running 8/8/2017 17:42:37
Unavailable for any use Errors: Door Open, Offline, Paper Jammed, Intervention 8/8/2017 17:34:01
Required
Untrained Jam condition detected, prtAlertCode=0 [Paper Jammed] 8/8/2017 17:32:46
Unavailable for any use Errors: Offline, Low Paper, Paper Jammed, Intervention 8/8/2017 17:17:38
Required
Untrained 22-513.04 38-02 Job(s) are held in the printer queue because 8/8/2017 17:13:05
none of the paper trays are configured with the proper media
resources. User intervention is required to resolve media
resource conflicts at the local user interface. Printing can con-
tinue. [Intervention Required]
Untrained 22-511.04 16-30 A paper tray-related problem has been 8/8/2017 17:12:03
detected. User intervention is required to check either the act-
ive Alert Table (remote UI) or the active message screen
(local UI) for previous tray-related problems. Printing has
stopped. [Intervention Required]
Untrained 10-565 09-10 The machine has detected paper in area 4 8/8/2017 17:12:02
(duplex path). User intervention is required to clear paper jam
(instructions provided at the local UI). Printing has stopped.
[Intervention Required, Paper Jammed]
Untrained 8-555 09-06 The machine has detected a paper jam in area 2 8/8/2017 17:12:01
(paper registration). User intervention is required to clear
paper jam (instructions provided at the local UI). Printing has
stopped. [Intervention Required, Paper Jammed]
Untrained 7-525.01 41-02 Tray 1 is empty. User intervention is required 8/8/2017 17:11:50
to add paper. Printing can continue if the proper media is
available from other trays. [Intervention Required, Out of
Paper]
Up and Running 8/8/2017 13:07:39
Functioning but has one or Warnings: Intervention Required 8/7/2017 15:55:07
more warnings
Functioning but has one or Warnings: Intervention Required 8/7/2017 15:30:07
more warnings
Functioning but has one or Warnings: Intervention Required 8/7/2017 13:16:24
more warnings
Untrained 22-513.04 38-02 Job(s) are held in the printer queue because 8/7/2017 13:10:14
none of the paper trays is configured with the proper media
resources. User intervention is required to resolve media
resource conflicts at the local user interface. Printing can con-
tinue. [Intervention Required]
Up and Running 8/7/2017 10:04:44
No answer from device 8/7/2017 9:37:41
No answer from device 8/7/2017 9:12:41

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 Working with Alert Notifications

Status Description Timestamp

No answer from device 8/7/2017 8:58:21
No answer from device 8/7/2017 8:47:41
Up and Running 8/7/2017 8:22:54
Combined Status and Alert History

Available Xerox Device Manager Alert Events

Communication Error External [2]
Communication Error Internal [2]
Consumable Missing[1] Direct Printer Access Denied
Direct Printer Initializing Direct Printer Manual Feed Required
Direct Printer Out of Memory Direct Printer Page Punt
Direct Printer Paper Problem Direct Printer Paused
Direct Printer User Intervention Required Direct Printer Waiting
Door Open Drum Invalid [2]
Drum Missing Drum Reorder
Drum Replace Invalid Tray Empty [2]
Input Tray Missing[1] Intervention Required
Finisher Failed [2] Finisher Full [2]
Fuser Invalid [2] Fuser Overtemp [2]
Fuser Reorder [2] Fuser Replace [2]
Fuser Undertemp [2] Hard Disk Missing [2]
Hole Punch Waste Full [2] Image Disk Error [2]
Input Tray Empty [1] Input Tray Missing [1]
Intervention Required [1] Job Accounting Log Corrupted [2]
Job Accounting Log Full [2] Low Paper
Machine Configuration Incorrect [2] No answer from device
No Toner/Ink Non-Compliant Error Received
Non-Compliant Warning Received Offline
Offline & Intervention Required Offline Only
Out of Memory [2]
Out of Paper Output Bin Full[1]
Output Bin Near Full[1] Output Tray Missing[1]
Overdue Preventative Maint[1] Paper Jammed
Scanner Failed [2] Scanner Feed Roller Reorder [2]
Scanner Feed Roller Replaced [2] Stapler Malfunction [2]
Staples Empty [2] Staples Invalid [2]
Staples Low [2] Staples Missing[2]
Technician Dispatch Required Toner Level: 10% Low Black [2]
Toner Level: 10% Low Cyan [2] Toner Level: 10% Low Magenta [2]

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 Working with Alert Notifications

Available Xerox Device Manager Alert Events

Toner Level: 10% Low Yellow [2] Toner Level: 20% Low Black [2]
Toner Level: 20% Low Cyan [2] Toner Level: 20% Low Magenta [2]
Toner Level: 20% Low Yellow [2] Toner Level: 30% Low Black [2]
Toner Level: 30% Low Cyan [2] Toner Level: 30% Low Magenta [2]
Toner Level: 30% Low Yellow [2] Toner Level: 40% Low Black [2]
Toner Level: 40% Low Cyan [2] Toner Level: 40% Low Magenta [2]
Toner Level: 40% Low Yellow [2] Toner Level: 50% Low Black [2]
Toner Level: 50% Low Cyan [2] Toner Level: 50% Low Magenta [2]
Toner Level: 50% Low Yellow [2] Toner Level: Low Black [2]
Toner Level: Low Cyan [2] Toner Level: Low Magenta [2]
Toner Level: Low Yellow [2] Toner Level: No Black [2]
Toner Level: No Cyan [2] Toner Level: No Magenta [2]
Toner Level: No Yellow [2] Toner/Ink Low
Tray Configuration Incorrect [2] WasterBottle Full [2]
Waste Bottle Near Full [2] Xerographic Module Invalid [2]
Xerographic Module Missing [2] Xerographic Module Reorder [2]
Xerographic Module Replace [2]
2 Sided Percentage 2 Sided Sheets
Advanced Finishing Supported Analog Fax Capable
Analog Fax Description Analog Fax Modem Installed
Analog Fax Phone Number Black Copied Impressions
Black Copied Large Sheets Black Impressions
Black Large Impressions Black Printed Impressions
Black Printed Large Sheets Black Rated PPM
Color Capable Color Copied Impressions
Color Copied Large Sheets Color Impressions
Color Large Impressions Color Printed Impressions
Color Printed Large Sheets Color Rated PPM
Console Language Copied 2 Sided Sheets
Copied Impressions Customer Asset Number
Detailed Device Page Discovery Date
Discovery Method Discovery Type
DNS Name Duplex Capable
E-Mail Images Sent Embedded Fax Images Sent
Embedded Fax Impressions Embedded Fax Large Sheets
Fax Impressions Finishing Options
Firmware Level Hard Disk Present
Hard Disk Size MB Images Sent
Internet Fax Images Sent IP Address Changed

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 Working with Alert Notifications

Available Xerox Device Manager Alert Events

IP Default Gateway IP Source
IPX Address IPX External Network Number
IPX Print Server Name Large Impressions
Last Known IP Address Last Status Attempt
Machine Up Time Manufacturer
Marking Technology Network Scanning Images Sent
Page Count Page Count since Power On
Physical Memory Total MB Printed 2 Sided Sheets
Printed Impressions Printer Location
Printer MIB Language Printer Web Page
Printer Web Server Enabled Protocol Version
Queue Information Scan to E-Mail Capable
Scan to File Capable Scan to Internet Fax Capable
Scan to Server Fax Capable Scanner Description
Scanner Installed Serial Number
Server Fax Images Sent Site Name
Status Date Subnet Address
Subnet Mask Supply Levels
System Contact Target Volume
Total Impressions Traps Enabled
Traps Supported Utilization Percentage
Xerox® Asset Number

Available Xerox Device Manager Alert Events

See the Description of Printer Alert Selections table in the Appendix for further information.

Available Xerox Device Manager Alert Print Fields

2 Sided Percentage 2 Sided Sheets
Advanced Finishing Supported Analog Fax Capable
Analog Fax Description Analog Fax Modem Installed
Analog Fax Phone Number Black Copied Impressions
Black Copied Large Sheets Black Impressions
Black Large Impressions Black Printed Impressions
Black Printed Large Sheets Black Rated PPM
Color Capable Color Copied Impressions
Color Copied Large Sheets Color Impressions
Color Large Impressions Color Printed Impressions
Color Printed Large Sheets Color Rated PPM
Console Language Copied 2 Sided Sheets

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 Working with Alert Notifications

Available Xerox Device Manager Alert Print Fields

Copied Impressions Customer Asset Number
Detailed Device Page Discovery Date
Discovery Method Discovery Type
DNS Name Duplex Capable
E-Mail Images Sent Embedded Fax Images Sent
Embedded Fax Impressions Embedded Fax Large Sheets
Fax Impressions Finishing Options
Firmware Level Hard Disk Present
Hard Disk Size MB Images Sent
Internet Fax Images Sent IP Address Changed
IP Default Gateway IP Source
IPX Address IPX External Network Number
IPX Print Server Name Large Impressions
Last Known IP Address Last Status Attempt
Machine Up Time Manufacturer
Marking Technology Network Scanning Images Sent
Page Count Page Count since Power On
Physical Memory Total MB Printed 2 Sided Sheets
Printed Impressions Printer Location
Printer MIB Language Printer Web Page
Printer Web Server Enabled Protocol Version
Queue Information Scan to E-Mail Capable
Scan to File Capable Scan to Internet Fax Capable
Scan to Server Fax Capable Scanner Description
Scanner Installed Serial Number
Server Fax Images Sent Site Name
Status Date Subnet Address
Subnet Mask Supply Levels
System Contact Target Volume
Total Impressions Traps Enabled
Traps Supported Utilization Percentage
Xerox® Asset Number

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 Managing the Print Servers

Managing the Print Servers

Overview
Xerox Device Manager can manage local and remote Microsoft® print servers from a single administrative
interface. Xerox Device Manager provides:
l Queue enumeration
l Driver installation
l Queue creation, editing, and deleting
By default, the Xerox Device Manager installer creates the Xerox Device Manager user to administer the
local server’s print queues and places the account in the Administrator’s Group.
If you use Xerox Device Manager to administer print queues on remote print servers, you must obtain the
necessary administrator credentials for those print servers, either during Xerox Device Manager installation
or by utilizing the Xerox Device Manger Configuration Utility. If the credentials were not supplied during
installation, you can configure them into Xerox Device Manager as described in the following section.

Modifying Advanced (Local and Remote Servers) Settings

To modify the Run As user for Xerox Device Manager after installation, use the Xerox Device Manger
Configuration Utility. After changes are made reboot the server so that the components hereafter
automatically start as the newly selected user.
Note: When you configure the Xerox Device Manager Run As user with administrative privileges for remote
servers, any authenticated Xerox Device Manager user can perform queue administration on those servers.
This includes print-driver installation and print-queue deletion. When enabling the Run As account for
remote print server administration, use care when adding users to the Xerox Device Manager Users Group.
Domain or Local System Security Policies that mandate password updates will also affect this account. If
possible, exclude Xerox Device Manager Run As from these policies.

Using WebDAV to Install the Print Driver for the Windows® Server
Xerox Device Manager utilizes Web-based Distributed Authoring and Versioning (WebDAV) to download
and install the requested print drivers for the print server. WebDAV is the Microsoft® implementation of the
Distributed Authoring and Versioning extension to HTTP/1.1 that facilitates efficient, secure maintenance
of remote Web servers. It provides a network protocol for creating inter-operable, collaborative applications.
When you upload a print driver to either the Xerox Device Manager server or to a print server using Xerox
Device Manager, a web service within Xerox Device Manager uploads the driver files to a web folder on the
target machine. To take a more proactive stance against malicious users and attackers, IIS 6.0 is not
installed on some members of the Windows® Server family by default. When you initially install IIS, the
service is in a highly secure and locked mode. By default, IIS serves only static content—features like ASP,
ASP.NET and Server-Side Includes.

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 Managing the Print Servers

You must enable WebDAV publishing to make it functional. Since Xerox Device Manager’s driver file
installation facility requires the use of a WebDAV-based web service, you must enable the WebDAV request
handler, called WebDAV web service extension.
Note: “The WebDAV web service extension is not enabled by default to prevent possible malicious use.
Before enabling WebDAV, you should thoroughly consider the additional risk it entails. Remember,
WebDAV enables access to documents using Microsoft® Office, many versions of IE, and other products
that meet the HTTP/1.1 WebDAV specification. It does so over port 80. Therefore, unlike file sharing, which
can be blocked at the firewall, WebDAV manipulation of this data can be accomplished across a port
commonly open on the firewall. If you intend to allow such access, you must ensure that other controls are
in place. If you will be using WebDAV on your intranet only you must still take the appropriate action to
block external access to port 80 of the WebDAV-enabled IIS server on your internal network.” Excerpted
from the free eBook “The Tips and Tricks Guide to Securing Windows Server 2003 (realtimepublishers.com)
written by Roberta Bragg and available at http://www.netiq.com/offers/ebooks.(Xerox Device Manager Job
Tracking is discussed later in this document.)
To enable WebDAV request handler:
1. From Computer Management, select Internet Information Services > Web Service Extensions.
2. In the Details pane, click the Web Service Extension that you want to enable or disable.
3. To enable a Web service extension, click Allow.
4. To disable a Web service extension, click Prohibit.
5. Click OK.

Creating a Queue
The easiest way to evaluate the queue management features of Xerox Device Manager is to create a
queue on the same server where the Xerox Device Manager server is hosted, and then use Xerox Device
Manager’s Queue view.
To create a queue:
Note: If you have not previously configured the local Xerox Device Manager server to be a managed server,
do that first so you can verify the queue installation via the Queues view.
1. On the Printers Page, click the check box next to the printer for which you want to create a queue.
2. Click Install. You are promoted to select a server. The local server is selected by default.
3. Select the appropriate server, if not the local server.
4. Click Continue. The saved configuration settings for this type of printer are displayed.
5. Check the driver signing policy displayed.
- If Xerox Device Manager indicates that this server is accepting only signed drivers and the print drivers
that will be used are unsigned, change the server’s driver signing policy appropriately.
Note: Most versions of Windows require that the printer driver used must be a signed printer driver. These
operating systems do not allow Xerox Device Manager to install an unsigned printer driver, regardless of
the driver signing policy setting.
If there is a Domain policy for driver signing, it takes precedence over the local server policy.
If this model of printer has never been installed using Xerox Device Manager, you probably need to
configure Xerox Device Manager’s queue setting using the Configure button. Refer to Configuring the
Queue-Model Profile.

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 Managing the Print Servers

1. If you are prompted with a Security Warning for a custom control from Xerox Corporation (XrxDriver-
Upload.CAB), click OK.
2. Select Install. This enables Xerox Device Manager’s Have Disk option to download the driver to the
server.

Configuring the Queue-Model Profile

To create the profile:

1. Verify that the port settings are correct for the type of print device you are installing. Consult the man-
ufacturer’s specifications for the printer.
2. Verify that the Run As user has Administrator rights on a server to the destination print server.
3. If the customer uses DNS/DHCP for printer addresses, select the Print Via Printer’s DNS name option. The
Queue/Share Name allows for a queue name template definition, where you can select between two pre-
defined naming conventions or No Automatic Naming convention for print queues.
4. Select the print driver the print server is to use when auto-installing print drivers for driver “point and
click” installation from the Install Drivers drop-down menu. Select one of the following:
- Directly from Windows® server (but is not currently installed): No asterisk appears next to the driver
name in the drop-down menu.
- Drivers currently installed on the server: Denoted by a single asterisk next to the driver name in the
drop-down menu.
- Xerox Device Manager’s Driver Repository: Denoted by two asterisks next to the driver name in the
drop-down menu.
5. Click Have Disk to upload any print driver to Xerox Device Manager to install on the print server.
6. For the queue name, port name, share name. and queue comment, either accept the queue-model pro-
file default or specify other names as required by local policy.
7. Set the printer location field stored in the device. When the queue is successfully installed, a green check
mark displays in the results.
8. Add the successfully installed printer to some designated group.
9. Click on the printer’s IP address to select the printer that you just installed.
10. Click Troubleshoot. The Xerox Device Manager Printer Troubleshoot dialog displays, giving immediate
status on the printer. You can perform several remote diagnostic actions, including accessing the
printer’s internal web page, printing a test page, resetting the printer, and linking to the printer’s online
technical support.
11. Select Print Test Page Directly. A test print is sent to the print queue.
12. Verify that the test page printed.
13. To view the print server’s print queue, click Manage Queue. There you can directly communicate with the
print server’s print queue interface.
14. To view the status and manage all of the print queues on a server, select Queue on the menu bar.
15. Once the servers are added, Xerox Device Manager enumerates all print queues.

Managing the Print Server Queue

This section describes how you can manage the print server queue, including the driver properties, adding or
deleting a queue, etc.

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Editing the Queue

Xerox Device Manager provides the capability to change/edit several print queue properties that are
managed by the application, including:
l Name
l Share Name
l Location
l Comment
l Share
l Published in Active Directory®
Note: To evaluate the Edit Queue Properties capability of Xerox Device Manager, a print queue for a printer
on a print server must be currently installed.
1. Select Device Groups > Queues on the Devices tab. The details for the queues displays.
2. Select the managed print server for the previously created queue.
3. Use the View Printer Properties icon to display the Printer Properties screen.
4. Click the Queue menubar located at the top of the webpage, and select Edit associated with print server.
The Edit Properties screen for that queue displays.
5. Change queue properties, as necessary.
6. Verify that the queue properties modified are in effect on the print server.

Editing the Driver Properties

Xerox Device Manager provides the capability to redefine which print drivers are distributed by the print
server when the shared queue is selected using Microsoft’s Point and Print print queue sharing services. You
can configure the print server driver repository with Windows® print drivers.
To configure the print server driver repository:
1. Click the Queue menubar located at the top of the webpage and select Edit associated with print
server’s drivers. The Driver Edit Properties screen for the print server displays.
2. Change driver properties, as necessary.
3. Verify that the queue driver properties modified are in effect at the print server.

Adding or Deleting a Server

The Xerox Device Manager Server enables you to centrally administer print servers without the need to use
standard Windows® administration tools (e.g., Add printer wizard, etc.,) on each of your network print
servers. This feature minimizes the time-consuming process of remote print server administration. Xerox
Device Manager can manage most Windows® print servers.
Xerox Device Manager can also browse a network for available domains and Active Directory® partitions.
Additionally, Xerox Device Manager supports the selection of multiple computers per domain when adding
a new print server.

Adding a Managed Print Server

Use the procedure below to add a managed print server to your system.

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To add a managed print server:

Important! Obtain administrative privilege credentials for any print servers that will be added in this test.
1. Select Device Groups > Queues on the Devices tab.
2. Select Managed Print Server > Add/Delete Server.
3. Enter a Server name or IP Address in the New Server IP Address or DNS Name field.
Note: You could also select from a list of servers in a particular domain visible to the Xerox Device Manager
server. This list is generated after you select the domain from Domain > Show computers. Click the right
arrow to select the print server as a “managed print server”.
Immediately, Xerox Device Manager begins the process of installing the selected print server as a man-
aged print server and enumerates the queues discovered.
4. Select the print server in the Managed Print Server navigation tree to verify that the new server now
appears for the newly configured print server.

Deleting a Server

Use the following procedure to delete a server from your system.

To delete a server:
1. Select Device Groups > Queues on the Devices tab.
2. Select Managed Print Server > Add/Delete Server.
3. Enter a Server name or IP Address in the New Server IP Address or DNS Name field.
Note: You could also select from a list of servers in a particular domain visible to the Xerox Device
Manager server. This list is generated after the you select the domain from Domain > Show Computers.
Click the left arrow to select the print server you want to delete.
A confirmation dialog box appears asking you to verify that the print server is no longer considered a
“Manage Print Server” and to remove it from the Managed Print Server.
4. Verify that the server was removed from the Queues folder.

Working with the Active Directory®

Active Directory is Microsoft’s directory service, which is a collection of objects that represent physical and
logical enterprise resources such as computers, printers, servers, shared folders, user accounts, groups, etc. A
collection of these resource objects can be organized in a hierarchical, upside down tree-like fashion and
stored in a database.
The Xerox Device Manager Server enables you to query a Windows® Global Catalog server and an Active
Directory® Partition for those network printers that have associated Windows-based print server(s). Xerox
Device Manager automatically queries the Global Catalog server and provides a list of available Active
Directory Partitions. You can then select the appropriate Active Directory Partitions you want Xerox Device
Manager to check for network printer/queues.
When a network printer is detected from the Active DirectoryPartition, Xerox Device Manager checks its
database to determine if the printer needs to be added. If the printer does not exist in the Xerox Device
Manager Server’s device database, it is added. If the printer does exists in the database, the Active Directory
Partition attribute is then updated for that printer’s record.

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Xerox Device Manager also allows you to query Global Catalog servers. In any event, the Xerox Device
Manager Active Directory feature causes more printers to appear in the default All printer group. This could
be considered another form of printer discovery.

Adding or Deleting a Directory

Use one of the following procedures to add or delete a directory from your system.
To add an Active Directory:
1. Verify that you have administrative privileges for any active directories that will be added in this test.
2. Select Device Groups > Queues on the Devices tab.
3. Select Managed Print Server > Add/Delete Directory.
4. Enter an Active Directory name in the Manual Entry field.
Note: You can also select the directory from the Available Directories list, and click the right arrow. The
Active Directory will have been added and is queried. Depending upon the number of printers, it may
take several minutes for the detailed information about the printers to display. Select the added dir-
ectory to view the contents.
5. Verify that the new Directory now appears in the Active Directories portion of the Managed Print Server
navigation tree.
To delete an Active Directory:
1. Select Device Groups > Queues on the Devices tab.
2. Select Managed Print Server > Add/Delete Directory.
3. Select the directory from the Available Directories list and click the left arrow.
4. Verify that the Directory was removed from the Queues folder.

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Importing Customers from the Active Directory

There are two modes in which you can automatically import customers from the Active Directory of your
account:
l Connected Mode
l Disconnected Mode
In Connected mode, Xerox Device Manager reads in data and syncs it with Xerox Services Manager. In
Disconnected mode, the data is loaded into Xerox Device Manager. The benefit of importing customers
from Active Directory is that in managing users, you do not have to obtain an import from the customer;
you can sync directly to Active Directory and auto-update via Xerox Services Manager. In both modes
however, you cannot edit the data being imported.
In Disconnected mode, if there is an import currently in progress, Xerox Device Manager displays the <>
symbol, and the screen alerts you that the import process is busy. Similarly, in Connected mode, if there is
an import currently in progress, Xerox Device Manager displays the <> symbol and the screen alerts you that
the Import process is busy. Xerox Device Manager then directs you to Xerox Services Manager, where it
reports the status of the operation in the Import / Export log.
Note: Customers are only available in Xerox Device Manager after a sync operation is executed. You may
click Disable Import Now to cancel the operation. If all the required fields are not completed for an Active
Directory import, then a warning message displays at the top of the page and a red x displays next to the
required fields that need to be completed.

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Exploring The Active Directory Customer Import Screen

The following table describes the sections on the Active Directory Customer Import screen.

Section Description
Import Status Displays details about the last import made:
l Last Import Start Date – date and time the last import began
l Last Import End Date – date and time the last import completed
l Last Import Status – whether or not the import completed successfully
l Records Added – number of records added
l Records Updated – number of records modified
l Records Deleted – number of records removed
l Records with Errors – number of records with errors after the operation
Active Directories Manually enter the Active Directory that you wish to connect to or select it from a list
of Active Directories. If you enter a name, the LDAP fields are loaded when the page
is loaded.
You can specify up to 10 Active Directories from which to import.
Import Option Use this option to import entries from Active Directory. The system creates customers
based on the entries in your Active Directory, so that you do not have to enter them
manually. If you are not going to run the import immediately, schedule the import
and whether to create, update, or delete the records.
Field Mapping The Test button displays the mapping between the fields in the system and those
obtained using the import from Active Directory. Complete the required fields marked
by [1] when creating new customers.
The Identification settings default to the expected value. Xerox Device Manager only
displays the first several entries.
In Connected mode, Xerox Device Manager sends the imported customers directly to
Xerox Services Manager where Xerox Services Manager reports the status as an
import in the Import / Export log.
Customers are available in Xerox Device Manager after a sync operation is executed.

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Working with Device Configuration Policy

Overview
In any managed site, there is a need to efficiently and effectively manage the settings common to a
particular class of machine. In Xerox Device Manager, you can create policies and associate configuration
sets with these policies. This can significantly aid in conformance stability, especially in a large fleet of
devices and/or where there is a high level of device Moves, Adds or Changes. Configuration Sets provide a
re-usable template to both monitor and set various device configuration parameters. To apply settings to
these devices, you must first configure the Configuration Set.

Xerox Device Manager Configuration Sets provide the tool to record and maintain templates of device
configuration settings. These configuration settings include:
l Asset
l Defaults
l Protocols
l Scan Services
l Security
l Job Accounting
The settings in each group display in the user interface in a tree-view format. You can also configure
settings for non Xerox devices. Currently, this area supports only HP device-specific settings that are not
related to Protocol settings. HP Protocol settings are configured in the same manner as Xerox devices. You

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can then schedule the Configuration Set templates to be applied to devices or to check compliance using
Configuration Policies.
Xerox Device Manager Configuration Policies provide a task-based mechanism to schedule and monitor the
application of Configuration Sets. Configuration Policies can have a set schedule, or can run on a device
discovery. You can create multiple Configuration Policies to apply different configured Configurations Sets
to devices based on existing groups in Xerox Device Manager, or on a specified filtered list of devices.
Periodic application of Configuration Sets can identify non-compliant devices (Audit Check Action) and also
reset specific fields to conform to site requirements (Apply Configuration Set or Audit Check/Apply
Configuration Set). You can create Configuration Sets from a blank template or from a pre-configured
device to pre-populate a template. You can apply Configuration Sets to a single device or a group of
devices for both checking and setting configuration.
Note: You can create a Configuration Set using a mix of device settings. Example: A Configuration Set can
include a combination of some Protocol, Security, and Network Scanning settings.
Some fields in a Configuration Set are appropriate only to a specific model, some are generic and can be
applied to any model, and some are appropriate for only a specific support or service function, but
appropriate for many model types.
Each Configuration Policy maintains the result of the policy, providing valuable information on what task
was performed and against what devices. The results show what happened the last time the Configuration
Policy ran. The results can also be e-mailed to any recipients by enabling the Configuration Policy Audit
Notification on the Audit Notification tab in the Configuration Policy. You must also configure the Xerox
Device Manager Server for an E-Mail server in Administration > Network > E-Mail & External Servers.
The Audit Check Report reports the results of multiple Audit Check Configuration Policies simultaneously,
providing an audit history. The Audit Check Report is in the Reports menu option.

Recommended Usage
l Apply policies to groups and monitor them for compliance and remediation in the dashboard.
l Use the Check Configuration Set to confirm which settings need to change and which should remain.
There might be specific printers that require settings that are different from standards; individual require-
ments should be confirmed.
l Test the configuration. Apply the Configuration to one device while that printer status is visible.
l Confirm that the outcome of the new device settings is as expected. Different firmware levels in the
same product family might behave differently—multiple firmware levels on the devices in the same fam-
ily might suggest multiple tests.
l Apply the Configuration to a known group of printers and confirm the status and setting.
l Use the Audit Check to audit devices against defined configurations.
l Use the Audit Check /Apply Configuration to the first audit devices and then to reapply the appropriate
configuration.
l Use Reset Devices to schedule a device reboot for devices selected. This does not check or apply con-
figuration settings.

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Using Configuration Sets

This section describes how you can create, delete, or copy an existing Configuration Set, or create a
Configuration Set by copying the settings from a device that has the desired settings.
Automated remote discovery is available for configuration sets. A device can initiate contact to a Xerox
Device Manager server through a REST Service. The Xerox Device Manager responds by running discovery
on the calling device, which either adds the device to Xerox Device Manager or updates information for the
existing device. During the discovery process, Xerox Device Manager will write its address to the managed
by server field on the device.
Follow the steps below to create a Configuration Set.
To navigate through the possible configuration settings and property panels, use the arrows on the left
navigation to expand and collapse features and sub-features.

Search Configuration Properties

You can also search for device configuration properties. In the search text box enter the device property in
which you are interested and click Enter. To search on multiple keywords use a plus sign (+) to add terms.
Click X" to clear the results. The tree view filters to list only the nodes for the property on which you
searched.

Pre-Defined Configuration Sets

Some commonly used configuration sets with pre-defined values are available by default. These include:
l Xerox Base Configuration Set: Collection of typical settings used by the Device Customization Center.
l Xerox Sample Initial Install Wizard Configuration Set: Collection of typical settings used when initially set-
ting up a device.
l Xerox Sample XPSAS Configuration Set: Collection of typical settings used for Xerox Print Security Audit
Service.
Click the View icon to see the summary screen of the settings.
These sets cannot be edited or deleted. You can copy these configuration sets as a starting point for
custom configuration sets that support your installation. This is useful, when you want to use the
configuration set as part of a configuration policy.
There is a toggle to hide the default configuration sets, if you do not want to see them.

Create a Configuration Set

1. Select Policies > Configuration > Configuration Sets.

2. In the Action menu select New and click Apply.
3. On the Identity tab configure the Set Identity Information. Configuration Set Name is required to
uniquely identify the Configuration Set.
4. Configure the settings on the following tabs:
- Asset: In this section, you can add an EIP weblet or application in order to deploy App Gallery weblets
to devices. Use this section to standardize EIP apps across the device fleet. See the Other Actions sec-

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tion below for more information.

- Defaults
Note: You can opt to suppress toner warnings in the Display Low Supply Warnings on Local UI sec-
tion.
- Protocols
- Scan Services
- Security
- Job Accounting
- Other: The Other tab contains settings for non Xerox devices, and currently only supports HP default
settings. HP Protocol settings are configured along with Xerox® Protocol settings. All other HP settings
that are configurable are contained in the Other tab.
- Summary: The Summary tab displays the device property path and the value set. Click on the path to
go the specific feature setting.
5. Click Save. The Configuration Set is saved.

Other Actions

To Install Weblets to Ensure All Devices in Fleet Have Same Set of Apps
Before getting started create a printer group and map the Xerox devices to that group. Be sure to enable
the [Extended Data Retrieval] option from the Group Config Settings. This allows you to to run an EIP
report after the process is complete, and check if your Apps are pushed to devices.
Follow the steps below to push weblets to devices.
1. Follow the process to add a configuration set. Go to Asset > EIP Node.
2. In the EIP Actions section, select the Add/Update the EIP applications specified below radio button.
3. Enter the weblet files in the EIP Weblet Upload section.
4. Once all the required weblets are added, save the configuration set.
5. Use this configuration set to create a configuration policy, and run it in Enforce mode. This is the normal
configuration policy workflow.
6. Use the appropriate options available in the section to add or remove individual apps with the same
method. 

To delete a configuration set once it has been saved:

1. Select Policies > Configuration > Configuration Sets.
2. Check a Configuration Set you want to delete.
3. In the Action menu select Delete Sets and click Apply. Click OK to confirm your decision. The Con-
figuration Set is deleted.

To copy a Configuration Set once it has been saved:

1. Select Policies > Configuration > Configuration Sets.
2. Check each Configuration Set you want to copy.
3. In the Action menu select Copy Set and click Apply. The Configuration Set is copied and the Edit - Copy

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 Working with Device Configuration Policy

of [Configuration Set] opens.

4. Rename your configuration set and revise any properties. Click Save.
To create a Configuration Set from a device:
1. Select Devices > Printers.
2. Select the View icon for the desired printer from the printer list.
3. Select Actions> Save as New Configuration Set.
4. Use the default Set Name, or define a new one.
5. Edit the New Configuration Set, if necessary.
6. Click Save. The Configuration Set is saved.

Configuring Devices Remotely

You can use configuration sets to configure a newly installed device remotely. Rather than have a carrier
perform the initial set up at delivery on site, the Xerox Device Manager administrator can create and
schedule a configuration set and policy to perform this function. They then turn off the Install Wizard
screen for the device.
Requirements:
l This is supported for devices initially set for Dynamic Host Configuration Protocol (DHCP) only.
l The device must be connected to a working network that is reachable by Xerox Device Manager.
l Available only for devices that support remote Install Wizard settings.
To use this feature follow the steps below:
1. Create a configuration set that includes disabling the Install Wizard screen (Security/Disable Services
tabs)
2. Create a policy.
a. Add the configuration set that was created in Step 1.
b. Set the policy to run on newly discovered devices - or - select devices for which to apply the policy.
3. Run Discovery that includes the subnet for the new device (either through schedule or on demand).

Creating Configuration Policies

Policies allow you to manage a fleet’s configuration—both firmware and configuration sets. There are
extensive configuration options that can be linked to individual or multiple groups. Configuration policies
offer a more intuitive way to update and audit device settings. When you create a policy and apply it to
groups, it is used as the basis for policy execution and reporting. Taken in conjunction with the Dashboard,
which is a graphical display of compliance successes and issues that you can drill down into for details,
configuration policies are a powerful tool for fleet management.
1. Go to Policies > Configuration > Configuration Policies.
2. In the Action menu select New and click Apply.
3. On the Identity tab click Enable to turn on the policy. Enter a name and description. Click Next.
Note: This tab also contains details about when the policy was last run or edited.
4. On the Actions tab complete the following fields as needed, and click Next.
- Actions Section:
l Audit: Select to check whether the specified devices match the configuration set.

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 Working with Device Configuration Policy

l Enforce: Applies the configure settings to devices.

l Reboot Devices Only: This is unselected by default. Use this option for troubleshooting devices. It
will not check or apply settings.
- Configuration Profile Section:
l Choose one or more configuration sets from the drop down.
l If you select Skip non-compliant settings at Configuration Task Runtime, at runtime the task will
compare all settings in the configuration set against the Compliance Database in Xerox Device
Manager and ignore settings that are not compliant for each individual device. Skipped settings will
be logged in the task and policy results tabs. Skipped settings will not be counted against policy
compliance on the dashboard screens.
- Schedule Options Section set the frequency and the next date and time.
l If you do not want to schedule a run date/time for the policy, set the frequency to Run Manually.
This disables the scheduler. You can edit the schedule options later if you no longer wish to run the
policy manually.
l You have the option to apply the policy to a device when it is first discovered.
4. On the Assign tab, select the groups or individual devices to which you will apply the policy. You may
assign groups that do not contain any printers; however, the policy will neither audit or enforce until
devices are added to the group.
Note: You must assign printers by group, in order for those devices to report on the Dashboard.
- Assign: Choose the device expressions or device groups.
l Group: From the drop-down list choose the groups to which you will apply the policy.
l Assign Printers: Select the desired printers to be part of the policy (if the policy is not linked to a
group)
- Advanced: Create a device expression that further specifies to which printers the policy is assigned.
- Device Admin Password: Choose Auto to use the default password, or select Specified and enter the
Administrator user name and password.
5. On the Audit Notification tab indicate who will receive emails about configuration policy status and
what the notification will contain. Send E-Mail Notification to turn the notifications on and open the
fields for updates; it is off by default. You have the option to only send notifications for errors or warn-
ings.
6. Click Save.
7. After a policy runs, go to the Dashboard to view the compliance dashboards.

Pre-Defined Configuration Policy

The Base Configuration Policy contains the Xerox Base Configuration Set by default, which allows the user
to quickly manage their printers’ settings. This policy may be edited; in the Details section you may modify
the devices or groups of devices to which the policy applies, and you can change when the policy runs. By
default, the policy runs nightly at 3:00AM. If further customization is needed including reports, reports on
error, audit only, please use the standard policy workflow.
Rather than send a report, you may download the results from the dashboard csv output option.
Note: The Base Configuration Policy may not be deleted. You may disable it.

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Editing a Configuration Policy

Follow the steps below to edit a firmware policy. You cannot edit a policy that is running.
1. In the Configuration Policies screen, select a policy and click the Edit icon.
2. You may modify the settings on the Identity, Actions, Assign, and Audit Notification, as needed.
3. In addition, in the Edit Details view, the Identity tab has a Last Run Details section for the policy. This
shows the last change that took place. Click Result to link to the results. In the Results table, click a row to
see details from that instance.

In Addition To The Actions Described Above, You Can Also Do The Following:
l Run: Enforces the selected Configuration Policy.
l Delete: Deletes a selected Configuration Policy.
l View Results: Click the pie chart icon in the table to see the current status and progress of a selected Con-
figuration Policy and the results of a completed Policy.
l Conflict Status: In the Policy Status column click the conflict status to see details about the conflict. fea-
ture, sub-feature, and configuration sets.

Scheduled Polices
Once a configuration policy, firmware policy, and password policy have a scheduled time, then all the
scheduled tasks display. You can access the schedule from Policies > Scheduled Policies.

l Use the checkboxes at the top to choose which types of policies display. The color for the policy type in
the header corresponds to the color of the scheduled task in the calendar.
l Use the buttons above the calendar to choose whether to display scheduled tasks by day, week, or year.
Use the navigation buttons on the top left to move backwards and forwards through the calendar.
l Hover over the scheduled task to see details about the policy.

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Changing the Scheduled Policy Occurrence

If you find conflicts in the scheduled task calendar, you can change the schedule.
1. Go to Policies > Scheduled Policies.
2. Select the policy you want to reschedule and drag it to its new time. A policy scheduled to run once is
done after this step.
3. If the policy is recurring, when you drag it to the new time, the Configuration Policy Schedule pop-up
opens. Set the frequency for a periodic schedule (Once, Hourly, Daily, Weekly). Set a start date and time
for the periodic schedule.
4. Click Save.

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 Working with Device Password Policy

Working with Device Password Policy

Overview
Device Password Policies allows you to manage the password policies for multiple devices across an
account. This section is subdivided into:
l Password Policies
l Stored Device Passwords
Xerox Device Manager can support password updates at scale (i.e., 1000 devices as part of
policy/configuration set). This feature includes the following capabilities:
l Ability to track previous passwords for each device in Xerox Device Manager.
l Ability to track when a password was set in Xerox Device Manager.
l Ability to audit known device passwords.
l Option to retry last passwords and even the default admin password to find and update the incorrect
one stored in Xerox Device Manager.
l Ability to change passwords using the list of devices and show password to administrators.
l Audit Report for verified passwords (admins only).
l Audit page for verified passwords (admins only).
l Ability to change passwords for single devices or a set of devices.
l Enable a unique password for each device that is either system-generate or user-generated
l Ability to create unique password per device by using uniqueness pattern by prefixing Serial Num-
ber/MAC Address.
l Create unique password per device by appending a sequence number or date stamp with the password.
l At installation, apply a Base Administrator Password policy by default and create a default Xerox device
group.

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 Working with Device Password Policy

The Password Policies grid shows the policies that have been created and their status. Within the grid you
can create, delete, audit, update, and stop policies. You also have the capability to edit and view the status
of the policy in the dashboard.
Note: Password policies created in versions prior to 6.4 display interface options that correspond to the
version in which they were created.

Creating New Password Policies

Follow the steps below to create a new password policy for a group of devices.
1. Go to Policies > Passwords>Password Policies.
2. In the Action menu select New and click Apply. The New Password Policy screen displays. Complete the
Identity, Actions, Assign, Audit Notification, and Results Options tabs.
3. On the Identity tab click Enable to turn on the policy. Enter a name and description. Click Next.
4. On the Actions tab complete the applicable fields and click Next. One or both of the sections must be
enabled.
- Monitor and Remediate Password section
- Update Password section: You may opt to have a user-generated or system-generated password. If you
select a system-generated password, you can further configure the password complexity and length.
- You can have the policy create device unique passwords for user-generated sources by appending a
unique identifier and/or the date. The password complexity for system-generated passwords is defined
as follows:
l Low: A random string containing only digits (0-9). (eg. ‘14128’)
l Medium: A random string containing letters (a-z and A-Z) and digits (0-9). (eg ‘q8TuvW51’)
l High: A random string containing letters (a-z and A-Z), digits (0-9), and the following characters: ! #
$ % & ' * + - / = ? ^ _ ` { | } ~ ; . (eg. ‘Uz$8rS*!Oq’)
5. On the Assign tab you can select the printers to which the policy applies. Then click Next. You may
assign groups that do not contain any printers; however, you can neither audit nor enforce the policy
until devices are added to the group.
- Group: From the drop-down list choose the groups to which you will apply the policy. If you toggle on
the option to Link the Policy to Selected Group(s) then the policy will automatically be applied to any
devices added to the group. The policy will also be disassociated from any printers that leave the
group.
- Assign Printers: Select the desired printers to be part of the policy (if the policy is not linked to a group).
6. On the Audit Notification tab indicate who will receive emails about password policy status and what
the notification will contain. Enable Send E-Mail Notification to turn the notifications on and open the
fields for updates; it is off by default. Click Next.
7. On the Result Options tab customize what data you want to include in the dashboards and the noti-
fications.
8. Click Save.
After a policy runs, go to Dashboards> Password Compliance to view the related compliance dashboards.
To delete a policy file, select it from the grid, choose Delete in the Action menu and click Apply. Confirm
your selection.

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Manually Audit and Update Password Policies

You have the option to manually initiate a password policy audit or password update. In order to manually
audit or update, the policy must support these options.
1. Select the policy you want to manually audit or update in the grid.
2. Choose an action.
- Select Audit Now and click Apply to check the passwords for compliance. If the audit finds passwords
that are out of compliance, it will attempt a remediation.
- Select Update Now and click Apply to cause the policy to update the passwords.
3. Click the View Results icon to see the progress and results of the audit or update.

Editing Password Policies

Follow the steps below to edit a password policy. You cannot edit a policy that is running.
1. In the Password Policies screen, select a policy and click the Edit icon.
2. You may modify the settings on the Identity, Actions, Assign, Audit Notification, and Result Options tabs,
as needed.
Note: Editing options are limited for the Base Administrator Password Policy. You may modify the
assigned groups, the daily audit time, and the next password update, and enable/disable the policy.
In addition, the Edit Details view shows the change history for the policy. Click Result to link to the results. In
the Results table, click a row to see details from that instance.

Viewing and Updating Passwords

In the Stored Device Password section you can manage the passwords for devices. The grid displays all the
printers in the selected groups for password policies. The grid also shows passwords for any devices in the
database for which Xerox Device Manager knows the password (i.e., manually entered in the device edit
properties). By default, the password is hidden, but you can select devices in the grid and click Show All
Passwords to display the actual passwords in the Password column.

Applying a Password

Note: Updating the password within the Stored Device Password only updates it in the database to match
what is currently on the device. It does not change the password on the device.
1. Go to Policies > Passwords> Stored Device Passwords.
2. In the Update Stored Device Admin Password field enter a new password. The password must be
between 4 and 63 characters.
3. In the Verify Password field re-enter the same password.
4. In the grid, select the printers to which you want to apply the new password.
5. Click Apply to Selected.

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Importing Passwords from CSV File

1. On the Stored devices page click the Import Passwords from CSV File link. This takes you to Admin-
istration > Advanced > Import Device Passwords.
2. On the Import Device Passwords screen enter or browse for the correct CSV file and click Import.
3. If you do not have a CSV file of passwords, you can click Export Template. Complete the Admin User
Name, Password, Serial Number, and MAC Address fields and save the file.
4. Click Import.

Scheduled Polices
Once a configuration policy, firmware policy, and password policy have a scheduled time, then all the
scheduled tasks display. You can access the schedule from Policies > Scheduled Policies.

l Use the checkboxes at the top to choose which types of policies display. The color for the policy type in
the header corresponds to the color of the scheduled task in the calendar.
l Use the buttons above the calendar to choose whether to display scheduled tasks by day, week, or year.
Use the navigation buttons on the top left to move backwards and forwards through the calendar.
l Hover over the scheduled task to see details about the policy.

Changing the Scheduled Policy Occurrence

If you find conflicts in the scheduled task calendar, you can change the schedule.
1. Go to Policies > Scheduled Policies.
2. Select the policy you want to reschedule and drag it to its new time. A policy scheduled to run once is
done after this step.
3. If the policy is recurring, when you drag it to the new time, the Configuration Policy Schedule pop-up
opens. Set the frequency for a periodic schedule (Once, Hourly, Daily, Weekly). Set a start date and time

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for the periodic schedule.

4. Click Save.

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 Working with Device Firmware Policy

Working with Device Firmware Policy

Overview
A firmware upgrade policy gives you the ability to manage and deploy firmware changes to an entire fleet
of printers in order to improve printer capabilities and functions. The Firmware Version Policies pages have
a streamlined look and additional functionality, such as scheduling retries for failed upgrades, and adding
options to restart only failed upgrades.
In addition to our standard method of updating firmware on your devices, we also offer a hub and spoke
model for firmware deployment for Xerox® Altalink® devices. We are also compatible with Fleet
Orchestrator; a hub and spoke model for firmware deployment to Xerox® Altalink® devices.
Firmware upgrades can:
l Supply corrective actions
l Enable new features
l Extend support capabilities for existing print devices
Xerox Device Manager provides a simple procedure to:
l Organize printer firmware upgrade files
l Select a population of devices for upgrade
l Schedule the upgrade
l Report back on the success or failure for each device
l Schedule retries for failed upgrade and restart upgrades that have failed.
To navigate to this screen go to Policies > Software > Firmware Policies.

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The Firmware Versions Policies grid shows the policies that have been created and their status. Within the
grid you can edit and copy policies. You also have the capability to create a new policy, delete it, or perform
a release upgrade.
We support updating Xerox printers, HP printers, and HP JetDirect cards, Lexmark, and Honeywell. The
manufacturers whose devices we support continues to expand.
Notes:
l The task list of printers to be upgraded is kept in the database so if there is a failure in the Xerox Device

Manager server, the process restarts at the last stage of the upgrade task.
l An upgrade task in progress can be Stopped, Restarted or Deleted. A new upgrade task cannot be started

until the final device of the previous upgrade task has reached the verifying state.
l Typically, the device goes offline as it reboots to apply the upgrade file. It must be contacted again to

confirm the upgrade was successful.

Adding / Deleting Files to the Repository

Use the Software File Repository to house the files you need to support upgrades. Generally, these files can
be downloaded from the device manufacturer’s site.
1. Click Software File Repository to view the Software File Repository grid.
2. If the appropriate upgrade file is not available, in the action menu select Add File and click Apply.
3. Select the Manufacturer from the drop-down list. A link to the manufacturer’s website displays.
4. Select either the exact model printer for which these files are appropriate from the drop-down menu, or
when a file may be appropriate for multiple members of a family, select Printer Model Contains, and spe-
cify the string to be matched.
Note: For HP devices, only the Printer Model Contains option is available.
1. Click Browse next to Upgrade File. You can now upgrade the uncompressed file.
2. Highlight the file and select [Open] in the Choose File box.
3. By default, Qualify is set to Off for all upgrade files. When Qualify is off, the upgrade file may only be
sent to one device at a time. You may also change the Qualify setting from the Firmware File Repository
grid. Change Qualify to On, if you want to send the file to any number of devices simultaneously.
4. If there is relevant documentation associated with this particular upgrade, select Attachment, and then
select the appropriate file. You should attach Word (.doc), text (.txt), PowerPoint (.ppt) or Adobe (.pdf)
files.
5. Enter a short explanation for why or when to use this file in the Description field.
6. Click Save to return.
To delete an upgrade file, select it from the grid, in the action menu select Delete File, and click Apply.
Confirm your selection.

Creating a New Firmware Policy

This section describes how to create a firmware policy. To create a firmware policy:
1. Select Policies > Software > Firmware Policies. The Firmware Version Policies screen displays.
2. In the Action menu select New and click Apply. The New Firmware Policy screen displays. Complete the
Identity, Assign, and Schedule tabs.
3. On the Identity tab, complete the following fields as needed, then click Next.

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- Enable: Toggle to enable/disable the policy.

- Policy Name: Enter a unique name.
- Type: From the drop-down list choose the policy type. The policy type drives the rest of the con-
figuration within the policy. When you choose Monitor or Monitor and Automatically Upgrade, these
policies report through the Dashboard, so that you can see how compliant the fleet is to a given version
of firmware.
l Monitor Only: Monitors the firmware upgrade for the desired versions.
l Schedule Only: This allows you to upgrade the firmware to the desired version without any mon-
itoring. Note you cannot downgrade firmware remotely. This is most similar to earlier version’s
Upgrade Printer Wizard.
l Monitor and Automatically Upgrade: Monitors the firmware version and attempts to upgrade if the
version is not on the desired version. Note, you cannot downgrade firmware remotely.
- Model Selection: Choose a printer model from the drop-down list or the Printer Model contains option.
- Use Fleet Orchestration Method: When you choose a printer model that supports the Fleet Orches-
tration Method this option is enabled by default. The Fleet Orchestrator method configures devices to
pull the file at the scheduled runtime of the policy. The default topology for this distribution is flat; in
other words, all devices in the schedule will make a request to Xerox Device Manager, and Xerox Device
Manager will respond with the file.
Note: Currently, we only support Xerox® Altalink®devices.
- Description: Enter a short explanation for why or when to use this file.
- Monitor: For a Monitor task or a Monitor and Automatically Upgrade task, you need to set a version for
which to check. For Monitor and Automatically Upgrade only, you also have the option to upgrade for
multiple versions of the firmware if you enable the version range. In this case, the policy only upgrades
when the firmware of the device is within a specific range of versions. If the major version were
upgradeable to 073 firmware only when the device is on 072, then the range would be set to min 072
and max 072. Then, when the firmware is not on the desired version and it is within the version range,
the system will trigger the upgrade at the scheduled time. You can then set up multiple policies to cover
the entire range of possible firmware versions, and the firmware will upgrade each night when it isn't
on the desired version.
- Upgrade: Click Select to choose a single file for upgrade. In the Upgrade Files pop-up choose a file.
These files are typically downloaded from the device manufacturer site. If they are in compressed file
format (Zip, Rar, or other), uncompress them to a known file location. The list of upgrade files can be
modified through the File Repository.
Note: For the following devices, you must have the admin user name and password saved in Xerox
Device Manager in order to upgrade them: PX4i, PX6i, I-Class, H-Class, M-Class, A-Class.
4. On the Assign tab you can select the printers to which the policy applies. You may assign groups that do
not contain any printers; however, you can neither audit nor enforce the policy until devices are added
to the group.
- Group: From the drop-down list choose the groups to which you will apply the policy. If you toggle on
the option to Link the Policy to Selected Group(s) then the policy will automatically be applied to any
devices added to the group. The policy will also be disassociated from any printers that leave the
group.
- Use Hub and Spoke Mode: Toggle to enable/disable the method of firmware policy upgrade. When
enabled, the system will assign a device on the subnet as hub and the remaining devices will be spokes.

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This improves overall deployment speed to a fleet of devices, as it distributes the network load across
the network since devices can request the file from other devices, rather than all devices requesting it
from Xerox Device Manager.
- Assign Printers: Select the desired printers to be part of the policy (if the policy is not linked to a group).
5. Click Next to continue.
6. On the Schedule tab you can schedule the time to monitor, monitor and upgrade, or schedule a date/-
time to run an Upgrade Only. You can schedule when, and how often to poll the results from the printer.
You can set retry attempts for any devices that the version does not change after the polling window.
- Schedule: The options vary depending on the policy type.
l Schedule Upgrade Only: You can choose to Upgrade Now or Upgrade Later and set a start time.
l Monitory Policy Types: Set the Policy Check Start time.
l Regardless of policy type, you have the option to Hold Auto Upgrade for Manual Release. This
means that you can perform a verification before the upgrade is set.
l The Advanced settings are available with Fleet Orchestrator and offer greater flexibility for when
the policies download and actually install. In addition to setting different download and install
times, you can set a delay interval so that devices do not all communicate with Xerox Device Man-
ager at the same time when they call to request the file.
- Checking the Upgrade Results: Polling allows us to determine if the upgrade is successful because we
can check if the firmware version changed.
l Poll every: Set time in minutes.
l Poll for a duration of: Set time in minutes.
- Retry: For Scheduled Upgrades you can allow up to 5 retries. For Monitor policy types, only one retry is
allowed.
l Enabled: Toggle on and off.
l Number of Retries: Options depend on your policy type.
l Hours Between Retries: Choose how many hours between retries. For example, if a retry is unsuc-
cessful because a device is turned off, it might be better to wait before trying again, so that the
device has time to come back online.
l Retry Window Enabled: Enable to specify the times during which retries can run. For example, you
could set the retry window to exclude morning hours.
l Retry Window Start Time: Enter start time for retry window.
l Retry Window End Time: Enter end time for retry window.
7. On the Audit Notification tab indicate who will receive emails about firmware policy status and what the
notification will contain. Toggle send E-Mail Notification to turn the notifications on and open the fields
for updates; it is off by default. You have the option to only send notifications for errors or warnings.
8. Click Save.
Firmware Upgrade Policies that are set as Monitor or Monitor and Automatically Upgrade are also reported
through the Device Dashboard if enabled, so that you can see how compliant the fleet is to a given version
of firmware.

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Creating an Automatic Firmware Upgrade Policy

Automatic Firmware upgrade is a quick and easy way to set up a firmware upgrade policy and show
dashboard compliance with minimal setup. This is useful when a customer wants to be on the latest Xerox
Firmware for the latest Xerox models and have a less stringent change control process for their devices.
Follow the steps below to set up an automatic firmware upgrade policy.
1. Select Policies > Software > Firmware Policies. The Firmware Version Policies screen displays.
2. In the Action menu click the edit button on the row called ‘Automatic Firmware Upgrade Policy’
3. Complete the following fields as needed, then click Save
- Enable: Toggle to enable/disable the policy.
- Select the Groups you want to monitor and deploy to. By default, All Xerox Devices are selected.
- Model Families: Select the model families that need to be included. By default, all families that support
the ‘Automatic Firmware Upgrade Policy’ are selected.
- Set the daily time for the policy to run
4. Click Save.
When you choose Save, all firmware necessary to upgrade the selected models will begin downloading
directly from Xerox and will appear in the Software File Repository. The version downloaded will correspond
to the Xerox.com latest version released.
When it is time for the policy to run, the policy will check devices for compliance, and any device that is out
of compliance will receive the next necessary version of firmware in the repository to bring it into
compliance. Multiple files may be required, and only one upgrade will happen at the scheduled time, so it
may take several firmware upgrade deployments bring the device into compliance. For example, if the
policy ran at 11pm, the first file necessary will deploy the first night at 11pm, the second file the second
night at 11pm until it is brought into compliance. You may set a time period for firmware upgrades so that
it does not interrupt daily device usage. Go to Performing Administration Functions > Using Advanced
Features > Advanced > Preferences and Properties to set the Firmware Upgrade Window.

Manually Releasing an Upgrade

If you have set the Hold Auto Upgrade for Manual Release option on the Schedule tab, you will need to
manually release the policy upgrade from Firmware Version Policies.
1. Select the policies that you want to release in the table. The Policy Status will be Hold for the policies
you want to release. You can select multiple policies.
2. Click Yes in the confirmation pop-up.
3. Click Release Upgrade.
When upgrading the printer firmware:
l Use meaningful names for software upgrade files uploaded to Xerox Device Manager.
l Add release notes and clear descriptions to identify reasons for the upgrade.
l Use dynamic groups to organize printers that need to be upgraded.
l Ensure all faults are cleared from the target devices before applying the upgrade.
l Test the upgrade file on the target machine before applying it to the fleet.
l Apply software upgrade files after regular business hours to increase the probability of success.
l Rediscover newly-upgraded printers so Xerox Device Manager can detect changes in FW/SW levels.

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 Working with Device Firmware Policy

Deployment Tasks

Each deployment task is associated with a single policy. When the policy is Monitor only or Monitor and
Upgrade Only, no Deployment Task is created. For any other case, there should always be one task for each
policy. Think of the deployment task being created or updated to enforce the policy. The table tracks the res-
ults of the policy.

Editing a Firmware Policy

Follow the steps below to edit a firmware policy. You cannot edit a policy that is running.
1. In the Firmware Version Policies screen, click the Edit icon for the policy you want to revise.
2. You may modify the settings on the Identity, Assign, and Schedule tabs, as needed.
3. In addition, in the Edit Details view, there is a History tab for the policy. This shows the last change that
took place. Click Task History to link to the results. In the Results table, click a row to see details from that
instance.

Miscellaneous Tips
l The task list of printers to be upgraded is kept in the database so if there is a failure in the Xerox Device
Manager server, the process restarts at the last stage of the upgrade task.
l An upgrade task in progress can be Stopped, Restarted or Deleted. A new upgrade task cannot be started
until the final device of the previous upgrade task has reached the verifying state.
l Typically, the device goes offline as it reboots to apply the upgrade file. It must be re-contacted to con-
firm the upgrade was successful.

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 Working with Device Firmware Policy

Scheduled Polices
Once a configuration policy, firmware policy, and password policy have a scheduled time, then all the
scheduled tasks display. You can access the schedule from Policies > Scheduled Policies.

l Use the checkboxes at the top to choose which types of policies display. The color for the policy type in
the header corresponds to the color of the scheduled task in the calendar.
l Use the buttons above the calendar to choose whether to display scheduled tasks by day, week, or year.
Use the navigation buttons on the top left to move backwards and forwards through the calendar.
l Hover over the scheduled task to see details about the policy.

Changing the Scheduled Policy Occurrence

If you find conflicts in the scheduled task calendar, you can change the schedule.
1. Go to Policies > Scheduled Policies.
2. Select the policy you want to reschedule and drag it to its new time. A policy scheduled to run once is
done after this step.
3. If the policy is recurring, when you drag it to the new time, the Configuration Policy Schedule pop-up
opens. Set the frequency for a periodic schedule (Once, Hourly, Daily, Weekly). Set a start date and time
for the periodic schedule.
4. Click Save.

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 Working with Certificates

Working with Certificates

Overview
Security Certificate Policies allows you to manage the certificates for multiple devices across an account.
The certificate must be enabled as part of application installation and setup.
This feature includes the following capabilities:
l Certificate installation feature is disabled by default.
l Create Security Certificate Policies on selected devices on a regular basis based on the Certificate Expiry
Date.
l Configure Microsoft Active Directory Certificate Services (ACDS), NDES Server or Venafi CA URL and their
credentials.
l Configure the Certificate Request parameters.
l Communicate with ADCS server, MS NDES (SCEP) server, or VenafiUUM to get a signed certificate.
l Retrieve HTTPS and 802.1x Status and certificate info using Certificate Status Audit.
l Install downloaded certificate on a device, and using the same Certificate configure HTTPS / 802.1x
using EIP calls.
l View the security certificate policy results and export in the PDF or Excel format.
l Display the HTTPS and 802.1x status and Certificate Info in the printer grid.

The Security Certificate Policies grid shows the policies that have been created and their statuses. Within
the grid you can create, delete, restart, and stop policies. You also have the capability to edit and view the
status of the policy in the dashboard.

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 Working with Certificates

Enabling Certificate Management

Follow the steps below to use the Configuration Utility to enable certificate management.
1. Launch the Configuration Utility.
2. Go to the Feature Enablement tab.
3. Email [email protected] to turn on the feature. Specify the feature identifier to enable
certificate management.
4. Xerox will share a feature key for the requested feature. Enter this information in the Feature Enable-
ment Key text box and click Apply.
Note: Once the feature key is successfully applied, relaunch the application and the certificate man-
agement feature will be on.

Configuring Certificate Authority

After certificate management is enabled in the Configuration Utility, you can set the remote location
(applies to ADCS Server, Venafi Certificate Authority URL, and NDES Server) and credentials for the
certificate. Once a certificate authority is configured, you can configure security certificate policies.

Adding a Certificate Authority

1. Go to Policies > Certificate > Configure CA.

Note: By default, a Device Self Signed certificate authority is enabled to install and configure the cer-
tificate using the self-signed capability of the device. You may not delete this certificate; however, you
may disable it from the Edit view. You may also change the name and add a description. Device Self
Signed certificates do not support encryption algorithms.
2. To add another certificate, click Add.
3. In the Add New Certificate Authority screen, complete the required fields.
- Enable: Toggle enable to on, in order to make the certificate authority available to a security certificate
policy.
- Certificate Authority: Choose the provider from the drop-down (Microsoft ADCS Enterprise, Microsoft
NDES, or Venafi). Depending on the provider you choose, the remaining required fields or the appro-
priate Server formats change.
4. Click Save. The newly created certificate authority displays in the Configure Certificate Authorities grid.

Deleting a Certificate Authority

To remove a certificate authority, select it in the grid and click Delete.

Creating New Security Certificate Policies

Follow the steps below to create a security certificate policy for a group of devices.

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 Working with Certificates

1. Go to Policies > Certificates > Security Certificate Policies.

2. In the Action menu select New and click Apply. The New Security Certificate Policies screen displays.
Complete the Identity, Actions, Assign, Certificate Request, and Schedule tabs.
3. On the Identity tab, enter a policy name and choose a type from the drop-down list. You can also specify
the CSR Source from a drop-down. Complete the Device Admin Password fields. Enable to turn on the
policy. Click Next.
Note: The fields you need to complete depend on the type of security certificate policy you select.
4. On the Actions tab, you can perform the following tasks, then click Next to advance.
a. Enable Certificate Status Audit. This is on by default. Choose the appropriate protocols. When enabled
this data displays in the security certificate dashboard.
b. Install Certificates and Configure Protocols. This is off by default. (When enabled, the Certificate
Requests tab becomes available.) Choose the appropriate protocols. You can also select an option to
delete older certificates, and then set the desired time frame. When enabled this data displays in the
security certificate dashboard.
c. Cleanup Certificates. This is off by default. If you select Cleanup Certificate as the policy type, the type
of certificate to delete is set to Signed Device Certificate. IMPORTANT! Cleanup Certificate also deletes
trusted root certificates within the specified date range. This may impact device workflows that rely
upon these certificates. Only the certificates that are currently used in the device for configuring HTTPS
or 802.1x will not be removed.
d. Install Root Certificates. This is off by default. You can browse to select the root certificate to install.
5. On the Assign tab, you can select the printers to which the policy applies. Then click Next. You may
assign groups that do not contain any printers; however, you can neither audit nor enforce the policy
until devices are added to the group.
- Group: From the drop-down list, choose the groups to which you will apply the policy. If you toggle on
the option to Link Policy to Selected Group(s) then the policy will automatically be applied to any
devices added to the group. The policy will also be disassociated from any printers that leave the group.
- Assign Printers: Select the desired printers to be part of the policy (if the policy is not linked to a group).
6. On the Certificate Request tab the 2 Letter Country Code, State/Province Name, Organization Name,
and Organizational Unit fields are required. Check Include Chain of Trust if you want to validate each
component from the end entity to the root certificate.
- Common Name: Use this field to manage a unique common name across the printers. Choose either
the serial number or MAC address.
- Encryption Algorithm: Based on the Encryption standards selected, the Certificate also will be in the
encrypted formats for added security. The Encrypted certificate is sent to the printer which will be
installed. Self Signed certificates do not support Encryption algorithm.
- Hash Algorithm: Choose the desired hash function.
- Include Chain of Trust: This option is available with Microsoft NDES certificates. Note: For Altalink and
ConnectKey 2.0 devices, do not use friendly name if you enable this option, as it will cause the install-
ation to fail.
7. On the Schedule tab set when the policy should run.
- If you are creating a CleanUp Certificate, indicate whether you want to clean up all expired certificates
on the devices or if you want to delete certificates that expire within a certain number of days.
8. Click Next.
9. Click Save.
To delete a policy, select it from the grid and click Delete. Confirm your selection.

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 Working with Certificates

Editing Security Certificate Policies

Follow the steps below to edit a security certificate policy. You cannot edit a policy that is running.
1. In the Security Certificate Policies screen, select a policy and click the Edit icon.
2. You may modify the settings on the Identity, Assign, Certificate Request, and Schedule tabs, as needed.
In addition to the actions described above, you can also do the following:
l Delete: Deletes a selected security certificate policy.
l Restart: Runs a stopped or completed security certificate policy.
l Stop: Stops a security certificate policy that is currently running.
l View Results: Click the pie chart icon in the table to see the current status and progress of a selected
security certificate policy and the results of a completed security certificate policy.

Using the Certificate Management Test Tool

The Certificate Management Test tool is an independent tool that tests communications between Xerox
Device Manager and Certificate Authority (CA). You can check whether the CA configuration is correct by
requesting a CA signed certificate using a device CSR (certificate signing request) without a device
manager in the vicinity.
Contact Xerox support to request the tool. In order to use the tool, you must be added to the Domain
Admin groups in the AD.
The test tool supports the following certificate authorities:
l Microsoft ADCS (Active Directory Certificate Services)
l Microsoft NDES (Network Device Enrollment Service)
Note: If the AD and CA are on different servers, then you need to be added in the domain admin group in
AD server.
The tool can be used either through HTTPS (via port 443) or through HTTP (via port 80) depending on the
user requirements.
Follow the steps below to validate the CA.
1. Launch the Security Certificate Test Tool.
2. Go to the New tab.

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 Working with Certificates

3. Complete the following fields:

d. CA Type: Choose from the drop-down list.
Note: For ADCS the tool fetches templates from the certificate authority, if the configuration of the
server is as expected.
e. Server: Click the Info icon for details on the correct format for the server name. Do not simply provide
an IP address/DNS name.
f. User ID: Provide the domain admin user ID.
g. Password: Provide the domain admin password.
h. Certificate Templates: This field displays when you select the ADCS certificate authority. Once you have
entered your domain admin credentials, click Fetch Template to retrieve the certificate templates avail-
able in the CA. Only templates for which the domain admin user has permission will be fetched. If the
domain admin password expires, you will be unable to fetch the templates.
Note: You cannot use the tool to test for ADCS if the templates are not fetched.
i. Encryption Algorithm: Choose from the drop-down list.
j. Hash Algorithm: Choose from the drop-down list.
k. SSL: Check this box if you want the tool to communicate to the device via port 443(HTTPS) in a secured
route.
12. Click Test.
13. The Results tab opens. If the test returns “Success” for each step in the process, then the device and Cer-
tificate Authority are communicating as expected. This means the CA can be used in Xerox Device Man-
ager as part of the certificate management. If the test failed, review the results table to see where the
issue occurred, in order to update configurations and correct the errors.

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 Working with Security Monitoring Policy

Working with Security Monitoring Policy

Overview
Users will create Security Policies, choose the level of monitoring they desire, assign printers to the policy,
and create notification rules to send emails based on the events. Users can view the events via the security
Dashboard drilldowns or through emailed notification.
The Security Policy can retrieve logs from devices that contain events related to security from Audit Logs,
McAfee, and LogRhythm. The logs are parsed and events aggregated to display in a Security Dashboard.
This provides Administrators an easier way to analyze security events in their fleet.
Once you have enabled the McAfee security monitoring, select the devices to monitor and configure an
email notification.
You can also elect to send security data to an external SIEM (Security Information and Event
Management) solution using TLS.

Creating Security Monitoring Policy

Follow the steps below to create a Security Monitoring Policy.
1. Go to Policies > Security Monitoring> Security Monitoring Policies.
2. In the Action menu select New and click Apply.
3. On the General tab complete the following fields as needed and click Next.
- General section: Enter the policy name. It is option to enter a description and owner contact inform-
ation.
- McAfee Security Monitoring section
l Enable: Toggle to enable/disable the policy.
l Security Level: Choose between Enhanced Security and Integrity Control. The lists of Alerts Mon-
itored changes to reflect your selection.
- SIEM Server section: Enable this option if you want to send security data to an external SIEM solution.
We support McAfee, LogRhythm, and Splunk. Complete the format, server name, and port information.
Optionally, you may test the connection.
Note: If you choose Splunk, the only supported export format is SEF. You will also need to complete
the Token field. The token is generated on the Splunk server when setting up an HTTP collector. Enter
that token in this field.
3. On the Devices tab select the groups or individual devices to which you will apply the policy. By default
the All groups option is selected.
Note: You must assign printers by group, in order for those devices to report on the Dashboard. The
groups must already contain devices.

- Assign: Choose the device expressions or device groups.

l Group: From the drop-down list choose the groups to which you will apply the policy.

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l Assign Printers: Select the desired printers to be part of the policy (if the policy is not linked to a
group)
- Device Admin Password: Choose Auto to use the default password, or select Specified and enter the
Administrator user name and password.
4. On the Notification tab indicate who will receive emails about policy status and what the notification will
contain.
Enable Send E-Mail Notification to turn the notifications on and open the fields for updates; it is off by
default. You can configure the level of McAfee or security audit alerts received.
5. On the Status tab you can review:
- Last Security Audit Run Status. This section shows the start and end date.
- Last McAfee Security Event Reported. This section shows the event date.
- Last Successful Send to SIEM Server. This section shows the event date.
4. Click Save.
5. After a policy runs, go to the Dashboard to view the compliance dashboards.

Editing Security Monitoring Policy

Follow the steps below to edit a security monitoring policy. You cannot edit a policy that is running.
1. In the Security Monitoring Policies screen, select a policy and click the Edit icon.
2. You may modify the settings on the General, Devices, and Notification tabs, as needed.
3. In addition, in the Edit Details view, the General tab has a Last Run Details section for the policy. This
shows the last change that took place. Click Result to link to the results. In the Results table, click a row to
see details from that instance.

In Addition To The Actions Described Above, You Can Also Do The Following:
l Run Now: Enforces the selected Security Monitoring Policy.
l Delete: Deletes a selected Security Monitoring Policy.
l View Results: Click the pie chart icon in the table to see the current status and progress of a selected Con-
figuration Policy and the results of a completed Policy.

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 Managing Xerox Device Manager Users

Managing Xerox Device Manager Users

Overview
If Xerox Device Manager is connected to Xerox® Services Manager, you can complete most user
management in Xerox Services Manager, except for a few features and settings that you must configure in
Xerox Device Manager. You can only view the features configured in Xerox Services Manager in Xerox
Device Manager. If not connected to Xerox Services Manager or customer synchronization is not enabled,
users are managed in Xerox Device Manager.

Managing the Customers

Xerox Device Manager provides the capability to add and edit customers. You can create or modify the list
of customers on the Customer Management screen.
To manage customers:
1. Select Administration > User Management > Customers(End Users). The Customer Management screen
displays.

2. Complete the information, as necessary

- Customer Actions:
l New Customer: Add a new customer
l Import Customers: Import an existing customer from a file
l Delete Customer: Remove an existing customer

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l Export Customers: Export the existing customers to a file

l Set Availability: Sets the availability
l Set Print Quotas: Set the user’s print quotas
- User Configurations:
l Identity: Customer properties, such as first name, last name, email address
l Chargeback: Customer-associated chargeback codes
l Easy Scan: Customer-specific settings for the feature
l Mobile Printing: Customer-specific settings for the feature, such as whether the customer is enabled
for mobile printing
l Print Quotas: Periodic quota allocation specific to the customer
l You can add customers manually or import them via a CSV file.
To import customers:
1. Select Customer Actions > Import Customers. The Import Customers screen displays.
2. Enter the file name or browse to and select the file.
3. Click Import. The Import Users screen displays.
Note: For the import file format, use the “Export Template” option.
You can also export a file of customers from Xerox Device Manager.
To export customers:
1. Select Customer Actions > Export Customers.
2. Click All Customers to export the entire listing of customers. Click Customers to export only those cus-
tomers checked in the Customers and Chargeback Codes view.
3. Click Download. The file is saved.

Configuring Groups
Xerox Device Manager provides the ability to group customers. You can create or modify the group on the
Group Configuration Management screen.
To configure groups:
1. Select Administration > User Management > Group Configuration. The Group Configuration Man-
agement screen displays.

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2. Complete the fields, as necessary.

- Customer Actions:
l New: Add a new group
l Edit: Change configurations for an existing group
l Copy: Create a copy of an existing group
l Delete: Remove an existing group
- Group Configurations:
l Details: Group identity details, such as group name and description
l Print Quotas: Periodic quota allocation assigned to all the customers in this group
l Customers: Customers that are part of this group. You can add existing customers known to Xerox
Device Manager.
l Domain Groups: AD (windows domain) groups. If an AD group is included, all users in that group
are automatically part of this group. You can include groups from active directories that are trusted
by the COM+ identity of the Xerox Device Manager Server.

Managing Chargeback Codes

Xerox Device Manager provides the ability to manage chargeback codes. You can create or modify
chargeback codes on the Chargeback Code Management screen.
To manage chargeback codes:
1. Select Administration > Job Accounting > Chargeback Codes.The Chargeback Management screen dis-
plays.
- Actions:
l New: Add a new chargeback

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l Edit: Edit an existing chargeback.

l Delete: Remove an existing chargeback
l Export: Export a list of chargebacks
- Chargeback Code Configuration Items:
l Name: Official name of the chargeback code
l PIN: Identifier for the code
l Description: Optional text description of the code
Note: You can associate selective chargeback codes with customers, and configure the list of asso-
ciated chargeback codes with any customer on the Customer Management screen.
2. Manage the codes as necessary.

Importing an Auto Customer File

You can schedule and automatically import customers to Xerox Device Manager using the Auto Customer
File Import feature.
To perform an Auto Customer File import:
1. Select Administration > User Management > Auto Customer File Import. The Auto Customer File Import
Management screen displays.

2. Check the Enable Scheduled Import option.

3. Enter a directory reachable from Xerox Device Manager in the Import Directory Path field. If the defined
directory does not already exist, Xerox Device Manager creates it.

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Configuring the Import File

The files exported from the third-party tool must be in .CSV format. It is unlikely that any third-party tool
will be able to directly create a valid file that Xerox Device Manager can import (with all required fields and
attributes/column headings). One of the following is likely required:
l Pre-processing the data between exporting from the third party tool and importing into Xerox Device
Manager.
l Developing a custom method for pulling the required data and adding the required attribute/column
headings.
l Refer to the Export Template option to view the correct layout and column labels for a Customer Import
File.

Importing the File

If you export files in a suitable format from the third-party application into the Import Directory defined
above, within a few minutes Xerox Device Manager processes them. The first time that happens, Xerox
Device Manager creates two sub-directories in the Import Directory called done and exec. When Xerox
Device Manager is ready to process the import file, it moves the file from the Import Directory to the exec
subdirectory. Processed files are then moved from the exec sub-directory into the done sub-directory.
Depending the success of the import, the output can vary:
l If the import was completely successful:
- The import file is moved to the done directory and no other output file is created.
- Xerox Device Manager is populated with all the data from the import file
- The Windows Application Event Viewer shows two informational events on the success of the import
l If the import was partially successful, but some records could not be imported (e.g., because they had no
entry in a required field):
- The import file is moved to the done directory and a new file with the same name, but with “_errors”
appended, is also created and contains a copy of records not imported. There is no indication as to
which fields are in error or the actual nature of the error
- Successfully imported records are added to the users table in the Xerox Device Manager database.
- The Windows Application Event Viewer shows two events: one that the import has completed and one
showing the number of records that could not be imported and the total number of records in the
import file.
l If the import file cannot be read at all by Xerox Device Manager (e.g., the file format is not a supported
CSV format):
- The import file is moved to the done folder, but no error file is created.
- No users are added to the Xerox Device Manager table.
- The Windows Application Event viewer shows one error, indicating the import failed.

Matching Customer Data

Xerox Device Manager uses the Network User Name field to match customer records. Therefore, if a
customer with same Network User Name does not already exist, a new customer record is created. If record

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already exists, it is updated. Importing and Matching Chargeback Codes

You can also import customer association of chargeback codes.
To import the customer association of chargeback codes:
1. Set the Restricted to Chargeback codes field in the CSV to one of the following values:
l Set “*” to mean No restriction, thus, the customer can use any existing code.
l Set to an Empty value to mean that the customer is restricted from using any existing code.
l Example: Delta:Pin1means the customer is associated with chargeback code named “Delta” and PIN is
“Pin1”.
l Example: Delta:Pin2;Golf:Pin2 means the customer is associated with two chargeback codes, first code is
named “Delta” and PIN is “Pin1,” and the second code is named “Golf” and PIN is “Pin2”.
Example: Pin1,:Pin2 means the customer is associated with two chargeback codes, first PIN as “Pin1,” and
second PIN as “Pin2”.
The import process is capable of automatically creating chargeback codes, if they do not exist, provided the
syntax provides the chargeback code name. If only PIN is provided, the code is not created and the import
for the customer record may only partially succeed.

Using the Active Directory Customer Import

If the customer keeps user information up-to-date in the active directory, the Active Directory Customer
Import is the most preferred way to replicate the customer information into Xerox® Office Services suite.
You can access multiple active directories at one time and also select specific containers to restrict the
import to only few departments in the customer account.
To use the Active Directory Customer Import:
1. Select Administration > User Management > Active Directory Customer Import. The Active Dir-
ectories/Containers screen displays.

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2. Verify that the active directories or specific containers to import are populated in the Include Containers
list box.
Note: If multiple active directories are selected, it is assumed that the active directory schema is consistent
across these directories.
3. Map the customer fields correctly to active directory user fields. If you do not want to import a given
field, leave the mapping list box blank and it is not imported.
4. Click Test to browse the active directory user records as per the configured mapping, thus verifying the
expected results.

Importing and Matching Chargeback Codes

You can import customer association of chargeback codes.

To import the customer association of chargeback codes:
1. Set the Restricted to Chargeback codes field in the CSV to one of the following values:
a. Set “*” to mean No restriction, thus, the customer can use any existing code.
b. Set to an Empty value to mean that the customer is restricted from using any existing code.
l Example: Delta:Pin1 means the customer is associated with chargeback code named “Delta” and

PIN is “Pin1”.

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l Example: Delta:Pin2;Golf:Pin2 means the customer is associated with two chargeback codes, first
code is named “Delta” and PIN is “Pin1,” and the second code is named “Golf” and PIN is “Pin2”.
l Example: Pin1,:Pin2 means the customer is associated with two chargeback codes, first PIN as
“Pin1,” and second PIN as “Pin2”.
This is as done exactly like the CSV import configuration of field “Restrict to Chargeback Codes.” Refer to
the same section under Importing an Auto Customer File.

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 Using Xerox Device Manager Job Accounting

Using Xerox Device Manager Job Accounting

Overview
Xerox Device Manager can archive job accounting information for Print/Fax/Copy/Scan jobs. You can
collect the information in one of the following ways:
l Device-Based Accounting (DBA): Identifies and reports on jobs processed by devices capable of job-
based accounting (JBA); either walk-up functions such as Fax/Copy/Scan, or both walk-up functions and
printing. Jobs are associated by customer and chargeback code.
l Import Jobs: Imports job data from a third-party tool such as Equitrac or Pharos.
Xerox Device Manager provides accurate and detailed information about your printing environment with
reliability and simplicity. This data makes print technology decisions easier to implement. You can use this
data for user, department, or project-level chargebacks.

Using Device-Based Accounting

Xerox Device Manager supports device-based accounting by which jobs are tracked on the printer but
collected centrally by Xerox Device Manager. The printer records the user and printing attributes for each
print job, and this data is then made available to Xerox Device Manager.
For a list of printers that support DBA and are supported by Xerox Device Manager, check the Xerox Device
Manager website.

Using DBA for Multi-function Devices (MFDs)

Job accounting on MFDs can track all different job types: Print, Scan, Copy, and Fax. As part of the device-
based accounting, the device can provide user validation against a list of approved customers on-box
validation, or via a separate server; off-box validation. The Xerox Device Manager server itself can function
as the off-box validation server. Xerox Device Manager also provides you with the means to create and edit
the lists of approved customers, as well as the associated chargeback codes for job accounting.

Configuring Multi-Function Devices For Device-Based Accounting

You must configure printers capable of device-based accounting (called Job Based Accounting or Xerox®
Network Accounting) for service and data retrieval. One simple way to determine which devices support
DBA is to enable the device accounting state for devices. Those DBA-capable devices show the accounting
state as Running versus Unknown or Not Supported.
To enable DBA for a device:
1. Access the device’s Detail screen from the Devices view and click the Edit Actions > Edit Job Accounting
Properties. The Edit Job Accounting Properties screen displays.
2. Select Device Based Accounting from the Print Job Accounting drop-down menu. If the device also
provides walk-up job accounting, this is selected in a similar fashion.
3. Select the DBA protocol settings. The supported protocols are automatically determined.
4. Select the Validation Mode.

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- - Off-Box Validation: An external server is used when validation is required.

- - On-Box Validation: The user list is maintained on the device itself.
5. Select whether to validate only walkup users or print job and walkup users via the Validation Scope radio
buttons.
- For Off-Box Validation, select the Validation Server. The Communication Failure Policy determines
device behavior in the event communication fails with the validation server. You can either grant or
block access to the device. After all of the settings are configured, click Save to apply them to the
chosen device. Alternately, click Save as New Configuration Set to create a configuration set that you
can then apply to a multitude of printers.

Configuring Validation Codes

You can validate using two fields: userid and accounted. In Xerox® Office Services, userid is the Accounting
User Name and accountid is the Chargeback Code PIN, and you can configure them for each customer in
the User Management section. Refer to Managing Xerox Device Manager Users.
As customers utilize printing services on a specific device, the data necessary for establishing the associated
printing charges for each job is assigned to the selected chargeback code. This allows the printing charges
to be allocated to the various chargeback projects.

Enabling Data Retrieval

You must enable data retrieval to access the DBA data from the printers.
To enable data retrieval:
1. Select Administration > Job Accounting > Device Based Accounting. The Device Based Accounting screen
displays.
2. Select the retrieval date and time.
3. Select the other options.
4. Click Save.
Note: You can retrieve the data every 6, 12 or 24 hours. Data can also be retrieved immediately by clicking
Retrieve Now.

Using E-mail Notification

Xerox Device Manager can inform users via an e-mail alert message whenever it fails to pull accounting
data from a device. This is configured via the E-mail Alerts section of the Device Based Accounting screen.

Remotely Set Devices to Use DBA

Network accounting can be set remotely as the accounting method on Xerox devices that support this
property. You may use device edit or configuration sets to configure this feature.
Note: network accounting method must be enabled in order to use device-based accounting.
Follow the steps below to remotely set devices to use DBA via device edit:
1. Go to Properties > Job Accounting tab > Job Accounting Options.
2. Set Accounting Method to "Network Accounting" and save.
3. Re-discover the device from the Discovery page.
4. Go back into Device Edit.
5. Go to Properties > Job Accounting tab > Job Accounting Options.
6. Set Print Job Accounting to Device Based Accounting.

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7. Optionally, set Walk Up Accounting to Device Based Accounting.

8. Click Save.
Follow the steps below to remotely set devices to use Device Based Accounting using configuration sets:
1. Create a new configuration set.
2. Go to Job Accounting Options.
3. Set Accounting Method to Network Accounting and save.
4. Create a second configuration set.
5. Go to Job Accounting Options.
6. Set Print Job Accounting to Device Based Accounting.
7. Optionally, set Walk Up Accounting to Device Based Accounting,
8. Save the configuration set.
9. Create and run a policy to run the configuration set created in Step 1.
10. Re-discover the device(s) from the Discovery page.
11. Create and run a policy to run the configuration set created in step 4.
12. Delete this text and replace it with your own content.

Using DBA for Phase Devices

Xerox® Phaser printers come with built-in support for job accounting (also called phaser accounting). Sim-
ilarly to MFDs, phaser printers track user and job attributes for each job printed. This information can be col-
lected centrally by Xerox Device Manager from multiple printers. Make sure the printer is added with the
hard disk enabled, as all job data is cached temporarily in memory and data is prone to be lost if the printer
is rebooted. When the hard disk is enabled, the data is written to the drive and is safely stored and retrieved
by Xerox Device Manager at a configured interval.

Using DBA for Production Devices

Accounting for production devices is mostly supported by front-end controllers such as Docusp, EFI Fiery,
and Creo. Xerox Device Manager supports many production devices, depending on the accounting features
supported by the controllers. Similar to the above families, Xerox Device Manager can periodically poll pro-
duction devices to pull job accounting logs from production device controllers. For a complete list of printers
that support DBA and are supported by Xerox Device Manager, see the Xerox Device Manager C website.

Importing Job Data

To import job data:
1. In the Administrator tab of Xerox Device Manager, go to the Auto Job File Import screen of the Job
Accounting section.
2. Check the Enable Scheduled Import option.
3. Enter the Import Directory Path; a directory reachable from Xerox Device Manager and also from the
server running the third part software. If the defined directory does not already exist, it is created by
Xerox Device Manager.

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Configuring the Import File

The files exported from the third-party tool must be in .CSV format. It is unlikely that any third-party tool
will be able to directly create a valid file that Xerox Device Manager can import (with all required fields and
attributes/column headings). One of the following is likely required:
l Pre-processing the data between exporting from the third party tool and importing into Xerox Device
Manager.
l Developing a custom method for pulling the required data and adding the required attribute/column
headings.
l Refer to the Export Template option to view the correct layout and column labels for a Customer Import
File.

Importing the File

If you export files in a suitable format from the third-party application into the Import Directory defined
above, within a few minutes Xerox Device Manager processes them. The first time that happens, Xerox
Device Manager creates two sub-directories in the Import Directory called done and exec. When Xerox
Device Manager is ready to process the import file, it moves the file from the Import Directory to the exec
subdirectory. Processed files are then moved from the exec sub-directory into the done sub-directory.
Depending the success of the import, the output can vary:
l If the import was completely successful:
- The import file is moved to the done directory and no other output file is created.
- Xerox Device Manager is populated with all the data from the import file
- The Windows Application Event Viewer shows two informational events on the success of the import
l If the import was partially successful, but some records could not be imported (e.g., because they had no
entry in a required field):
- The import file is moved to the done directory and a new file with the same name, but with “_errors”
appended, is also created and contains a copy of records not imported. There is no indication as to
which fields are in error or the actual nature of the error
- Successfully imported records are added to the users table in the Xerox Device Manager database.
- The Windows Application Event Viewer shows two events: one that the import has completed and one
showing the number of records that could not be imported and the total number of records in the
import file.
l If the import file cannot be read at all by Xerox Device Manager (e.g., the file format is not a supported
CSV format):
- The import file is moved to the done folder, but no error file is created.
- No users are added to the Xerox Device Manager table.
- The Windows Application Event viewer shows one error, indicating the import failed.

Matching Job Data

If the job data contains an entry in the DeviceIP field, Xerox Device Manager uses this to match the job
data with a device in its database. This is done by a background process within a few minutes after the job

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data is imported. Currently, only the IP number is used for matching (e.g., the MAC address is not used).
Carefully ensure that if the job data contains a DeviceIP entry, there is a device in Xerox Device Manager
with the same IP number. Otherwise, Xerox Device Manager keeps trying to match devices and the
Windows® Application log fills with error events.
The job data needs to include data in either the NetworkUser field or both the DeviceUserAccountID and
DeviceUserID fields, or the data will be invalid.

Job Accounting Private Data Exclusion Settings

Sometimes you might require that certain print job attributes are stripped from the metadata stored in the
Xerox Device Manager server, in the interest of user privacy or security concerns. You can configure Xerox
Device Manager to require the following print job attributes to be stripped form the job metadata:
l Document Name—Title of the print job
l [Document] Owner User—Account name for the print document
l Client Machine Name—Computer where the print job was submitted
l Print server Name—Computer that delivered the job to the physical device
You can configure the above job accounting exclusion settings from the Administration > Network Usage
Configuration sections under Advanced.
The ramification for removing these fields from being collected and sent to Xerox Device Manager is that
several of the job tracking reports in Xerox Device Manager or other Xerox report platforms will provide
significantly less information. For example:
l If the option to Send Owner User metadata is not enabled, the User Summary Report suffers. The only
user that appears in this report is the ***\**** user.
l If the Print Server Name is not collected, it is replaced in the database and reports by the computer’s
MAC address.
l If all job attributes capable of being disabled are disabled, the report excludes a significant amount of
job-related information about each job, which may be a requirement in the customer environment, but
does restrict close monitoring of print jobs.

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 Working with Xerox Print Controls

Working with Xerox Print Controls

Overview
Print controls enable customers to control submitted print documents and force them to enter chargeback
codes based on print policy rules and plans.
Note: More detailed information on the deployment of print controls or Enterprise Print Governance (EPG)
functionality is available in the Print Controls Deployment Guide.

Understanding Print Policy Plans

A policy plan is a container of print rules. You can select from the Actions menu to create a new plan, or edit,
delete or copy an existing plan. Administrators can also configure a Print Policy Plan to recommend
alternative printers, request the user to modify their print job to comply with Print Rules, track the Users
Chargeback code, and count prints against a defined Print Quota.

You can also:

l Include existing print rules into any plan.
l Associate discovered printers to any one plan one at a time by including printers into the plan or by dir-
ectly accessing the printer properties under prints view.
Allow Job Modification will recommend that you change your job to complete with a modification option.
For example, Allow Modification from 1-Sided to 2-Sided will modify a single sided job to print Duplex. In
addition, you can also modify a color job to print Black and White.
A Print Quota applies to all printers that are in a specified Print Plan. When selected, any prints that you
create will count against your quota. This is useful in a situation where the customer wishes to reduce the
number of pages completed.

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Using Print Control Rules

A print rule is combination of print document conditions. If a print document meets these conditions, a
specified action such as Confirm Print or Cancel Print is taken.
You can select from the Actions menu to create a new rule, or edit, delete or copy an existing rule.

You enter the rule identity in the Details tab and configure the rule for message information that is
displayed when the rule is triggered.
On the Conditions tab, select the conditions you want from the Actions menu.
If you are using conditions such as Submission time, Document Types, or Customer Groups, use the
corresponding tabs to specify the additional information. The Plans tab is a read-only page that
automatically displays a list of plans that are using the rule you are currently viewing.

Creating Document Types

The Document Types screen displays the document types list. The system document types are already
defined for you and are read-only. If they are not sufficient for your needs, you can create custom
document types by selecting a new name and string to match.

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 Generating Xerox Device Manager Reports

Generating Xerox Device Manager Reports

Overview
The Reports screen provides a reporting facility to generate and either view or e-mail links to the reports
about devices discovered by Xerox Device Manager. The primary application of these reports is ad hoc
reporting, or generation of operational data for baseline asset evaluation or print-device utilization.

Xerox Device Manager provides both graphical and tabular reports for a variety of conditions and functions.
Graphical reports are offered in pie, bar and line formats. You can customize both the graphical and tabular
reports and assign a unique name under the Named Reports function.

Exploring the Reports Available in Xerox Device Manager

The following tables describe both the standard graphical reports and standard tabular reports you can
generate in Xerox Device Manager.

Standard Graphic Reports

This table describes the Standard Graphic Reports available in Xerox Device Manager.

Report Name Description

Function-Usage Report Compares print Impressions, copy Impressions, fax Impressions and
images sent for the specified printers.
Color-Usage Report Graphs the usage of color and monochrome printing.

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Report Name Description

Color by Function-Usage Report Compares color and black impressions for print and copy functions
for the specified printers.
2-Sided Usage Report Compares 1-sided and 2-sided printing usage.
Large-Impression Usage Report Compares the usage of large impressions and normal-size impres-
sions.
Image Sent-Usage Report Graphs the usage of scanned images.
Manufacturer Device-Count Report Provides a count of devices by manufacturer.
Printer Model Device-Count Report Provides a count of devices by model.
Printer Type Device-Count Report Provides a device count by printer type (networked, non-networked,
non-compliant, etc.)
Summary Condition Device Count Report Provides a device count by the overall printer status.
Printer Status Device Count Report Provides a device count by the printer status, such as “up and run-
ning”, “door open”, etc.
Faults by Manufacturer Device Count Report Displays the count of devices in an error condition by manufacturer.

Standard Tabular Reports

This table describes the Standard Graphic Reports that are available.

Report Name Description

Printer Asset Report Printers discovered on network by Xerox Device Manager.
Printer Status Report Printers that might need attention.
Usage Counter History Report Page counts for printers in a selected group. You must enable historical
data collection from the Administration screen. Xerox Device Manager
requests information in the printers SNMP daily page count as sched-
uled.
Alert History Report Alerts for printers in a selected group. You must enable historical data
collection from the Administration screen. Xerox Device Manager
requests information provided in the printers SNMP alert table on a
daily basis as scheduled.
Status History Report Historical list of status and detailed alerts for printers contained in the
Xerox Device Manager database.
Job Accounting Report A report of the job tracking data, by device. The report contains a row
for each job.
Enterprise Summary Report This report summarizes usage across the enterprise.
Computer Asset Report List of all computers in the Xerox Device Manager database.
User Summary Report A report on the job tracking data by user.
Volume Breakdown Report A report on the print account data per printer, summarized by the
source of the printing volume.
Unmanaged Directly Connected Printers List of directly connected print queues by querying remote machines on
Report the LAN.
Unmanaged Network Printers Report List of network queues that are not installed on a managed server.
Active Directory® Dead-Entries Report List of “dead queue” entries (printers listed as installed queues but no
longer active) in the Active Directory.
Change History Report List of changes applied to printers on a device-by-device basis.
Examples include IP address, printer location, and system contact.

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Report Name Description

Security Audit Report List of common printer-security attributes, such as open ports, trap sub-
scribers, and whether or not the device is acting as a router.
Firmware Upgrade Report A report for auditing printer firmware upgrades performed by Xerox
Device Manager over a specified time period.
Audit Check Report Reports on specified audit check tasks performed against devices over a
specified time period.
Application Configuration Audit Report Report for auditing Xerox Device Manager Application Settings.
Fleet Security Report Report detailing security-related settings for Xerox printers.
McAfee Embedded-Control Report Report on McAfee Embedded Control events.
Supply Report Report displaying the supply names and current levels for each selected
device. Enables you to check supply levels and re-order supplies before
the device triggers an alert that the supply is low.
Password Audit Report A report for seeing the history of password updates and audits on
devices
EIP App Distribution Report Provides a snapshot of app distribution across the fleet of devices.

Generating the Reports

You can generate reports in any one or combination of the following file formats:
l CSV: Comma-separated value for import to Excel®, AccessTM, or other database applications.
l HTML: Hyper Text Markup Language for on-screen display or export to Web page.
l XML: Extensible Markup Language for import into XML-input applications.
You can customize the amount of data and the order the data appears in these reports. You can define
both the data fields and the column position for its reports.
Some reports include additional default user-defined fields. For example, the Page Count History report
adds a page-count column and a page-difference column to the user -defined fields, while the Alert History
report adds the polling date and detailed machine status information to the user-defined fields. As a result,
the report file sizes can vary greatly. For large corporations with thousands of printers, it is common to have
report sizes in excess of 2-3 MB.
You can obtain reports by clicking on the eye icon or Display Report link, or via an e-mail message that
contains up to 3 URLs (one for each report format) pointing to the actual files stored on the server. Xerox
Device Manager only maintains the last report that was generated by the server; there is no repository for
previously generated reports. The URL links to the actual files on the Xerox Device Manager server can
minimize the impact Xerox Device Manager has on a customer’s e-mail system.
Note: To generate meaningful report data for the Usage Counter History Report and the Alert History
Report, you must enable the Historical Data Gathering function.
The Xerox Device Manager database can store up to two years of report-related data generated by the
Historical Data Gathering function. Each report contains both a site and server name, for the server that
generated a report. This is useful when multiple servers are deployed within a large enterprise.
Note: You must configure Xerox Device Manager to specify a valid SMTP server. If this was not done at
installation, you must complete this prior to sending reports via e-mail.
To specify a valid SMTP server:

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1. Select Administration > Network.

2. Click E-Mail & External Servers.
3. Enter data for the SMTP server and e-mail address.
4. Click Test to confirm that the server specified is active.
5. Click Save to apply the settings.

Exporting the Reports

You can export reports directly from the Report Edit screen. The exported file contains the report in the
selected report format.
1. On the Reports tab, select the report you want to export.
2. Select Export Report.
3. Click Save. The contents are saved to your local system.

Creating Named Reports

Named reports provide the ability to define the fields included in any of the standard reports, and to save
that configuration with a unique name to be recalled and used at a later date or time.
To utilize the Named Reports feature:
1. Select Reports > Named Reports. The Named Reports screen displays.

2. Select Report Actions > New Named Report.

3. Select the type of report. The screen refreshes after the selection.
4. Select the report template. The report template can be either an existing report or blank.
5. Click Continue.The Configure Report: New Report dialog box displays.
6. Enter a name for the report in the General Properties screen.
7. Use the arrows to select the Included Fields from the list of Available Fields.
8. Select Schedule Period frequency if the report is to be recurring. This option never allows ad hoc report-
ing.

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9. Scroll to the bottom of the dialog box and click Save to navigate back to the Named Reports screen. The
new report displays in the Named Reports screen.
10. Select the eye icon that corresponds to the new Named Report to view the output of the report. The new
Named Report, containing the defined fields, is displayed.

Generating Graphical Reports

Graphical reports provide a convenient way to quickly assess a wide variety of parameters related to your
printing environment. Data that might otherwise be buried in a tabular report often stands out visually in a
graphical report.
A typical graphical report might show the overall usage for color vs. black & white printing and copying for a
group of printers. Graphically, it is immediately obvious the most often used service for the selected group
of printers. In addition to the visual relationships, you configure the report to include the actual counts in
this graph.
To configure a graphical report:
1. Select the type of graphical report.
2. Choose the group or groups to report about.
3. Select the Chart Type.
4. Select the Display Values check box if you want to include the numeric data in the chart.
5. Select the time span for the data to be displayed.
6. If the report is to be e-mailed, configure the recipients and any accompanying message.
7. Select the Report Colors.
- Saturated Colors creates bright, vivid graphs
- Pastel Colors is a more subdued pallet
- Greyscale is useful for printing on monochrome devices where some color subtleties may otherwise be
lost
8. Select the Schedule Period and report Language.
9. Click Save.
10. To directly view the report, return to the top of the page and click Display Report in the Report Actions
box.
Note: The Alert History report is only gathered once daily (when enabled) and does not contain
intermediate printer alerts that were cleared before the historical data gathering occurred.
The Job Accounting Report, Enterprise Summary Report, User Summary Report, and Volume Breakdown
Report all require job accounting to be enabled.

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Using the Wizards for Miscellaneous Tasks

Overview
The Wizards screen provides step-by-step procedures for accomplishing tasks that are run on an infrequent
basis from Xerox Device Manager.

Using the Getting Started Wizard

The Getting Started wizard runs after the application is first installed. It sets how many printers to find and
configures the outgoing mail and proxy servers.

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Using the Install Printers Wizard

The Install Printers wizard installs one or more printers in the server queues or on a server.

To install printers:
1. From the Wizards Menu screen, select Install Printers. The installation begins.
2. Select the printer group to install from the drop-down menu.
3. Click Continue.
4. Select the printer(s) to be installed from the drop-down menu.
5. Click Continue.
6. Select the server to install the printer on from the drop-down menu.
7. Click Continue.
Note: Verify the queue and printer driver settings and then click Continue. You might be prompted with a
security warning.
8. The Install Results screen displays, showing that the printer was successfully installed.
9. Click OK.

Using the Troubleshoot Printers Wizard

The Troubleshoot Printers wizard tests one or more printers for pinging, direct printing, or printing via the
queue.

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The Troubleshooting Wizard helps triage network printing related problems for multiple print
servers/multiple printers; up to 25 print servers/printers at one time. Once the desired printers are selected
for analysis, the Troubleshooting Wizard automatically pings those printers and any associated print
servers.
The Troubleshooting Wizard queries two printer status-related OIDs and makes a Remote Procedure Call
(RPC) to any associated print server to retrieve the latest print queue status. The results of the ping test and
the status queries then display on the screen. You can initiate additional testing on an individual printer
from the printer’s web page, if desired.
You can click Manage Queues to access the Print Server’s Windows® Internet Print Service web page to
submit a test page directly to the:
l Printer via Port 9100 to verify a print path
l Associated print queue via an RPC
To test the Troubleshooting Wizard:
1. Initiate a fault into your favorite printer (e.g., open a cover when running a print job, open a paper tray,
pull out the printer cartridge, etc.).
2. Insert a related fault on another printer’s associated print server. (e.g., pause the queue, select the
printer Properties screen to change the security settings, etc.).
3. Select Troubleshoot Printers from the Wizards tab.
4. Select All from the Group drop-down menu. Available printers are queried.
5. Select the faulted printer and the printer with the associated print server fault for troubleshooting.
6. After several moments, Xerox Device Manager displays the troubleshooting results.
7. Click Details/Test for further details and available actions.

Using the Upgrade Android Tablets Wizard

In order to use this feature, Upgrade Android Tablet must be enabled under Administration > Advanced >
Preferences & Properties.

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This enables an administrator to upload and schedule the software package. The multifunction printer must
be discovered by Xerox Device Manager for it to access package upgrades. Xerox Device Manager supports
more than one Android Upgrade package.

Adding an Android Tablet Upgrade File

Follow the steps below to add a new Android tablet upgrade file
1. Go to Wizards>Upgrade Android Tablets.
2. Click Add / Delete Files in the Upgrade File Actions menu.
3. Under File Actions click Add.
4. Complete the fields on the Add Android Tablet Upgrade File page.
- Upgrade Type: Choose Printer or Android.
- Upgrade File: Browse to the file you want to upgrade.
- Attachment: If applicable, upload relevant documentation for the upgrade. Word, (.doc). text (.txt),
PowerPoint,(.ppt), and Adobe (.pdf) files are supported.

5. Click Save. The file is uploaded and displays in the list of upgrade files.
You may overwrite this file with a new file or delete it from the Upgrade Android Tablet page. To edit, click
the pencil icon and then upload new files to overwrite the current files. To delete select the file and click
Delete from the File Actions menu.

Scheduling an Android Tablet Upgrade File

Administrators can create a new schedule to upgrade software for multifunction printers. Administrators
can select one or more android enabled printers to upgrade using the schedule. The uploaded software
package will be available for the android device at the scheduled time.

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The device can report the installation status to Xerox Device Manager, and Xerox Device Manager can
record the installation status. Administrators can also see the progress in a detailed view of the schedule.
Follow the steps below to schedule an upgrade.
1. Go to Wizards>Upgrade Android Tablets.
2. Click Schedule Upgrade.
3. Either select an upgrade file and click Continue, or click Add/Delete Files if there is not an upgrade file
available. Follow the steps in the Adding an Android Tablet Upgrade File section above. Click Back to
return to the scheduling workflow.
4. In the Group drop-down, choose the printer group to have its tablets upgraded. Click Continue.
5. In the next screen select the printers that have an attached Android tablet to upgrade. Only Android tab-
lets display. If you have not done so already, you should go to Table Preferences and make sure that the
Android Device and Android Firmware columns display in the grid. Click Continue.
6. Set a task name and schedule you time. You may opt to upgrade now or enter a future time and date to
upgrade. Click Finish.
7. The task displays on the Upgrade Android Tablets screen. The default task status is Pending.

Stopping or Restarting an Upgrade

Administrators can stop an upgrade task, so that upgrades are not available to the Android tablets.
Upgrade tasks can be stopped while their status is Running or Pending.
Follow the steps below to stop an upgrade.
1. Select a task and click Stop Upgrade.
2. The task status and individual printer status change to Stopped. Tasks with a status of Completed, Error,
or Completed with Errors cannot be stopped.
Though a task is stopped, an Android tablet can report the status of the installation if the upgrade package
has already been downloaded before the task was stopped. Xerox Device Manager accepts this request and
each corresponding status is updated.
You may also restart an upgrade task. All tasks, regardless of their status, can be restarted. A restarted task
works the same way a newly scheduled task works. The task status changes to pending after restart.
Follow the steps below to restart an upgrade:
1. Select a task and click Restart Upgrade.
2. The task status and printer status change to Pending.
3. If the upgrade package has been downloaded before the task is restarted, the tablet can still report the
status using the Report Software Update Status.

Deleting an Upgrade

You may delete an upgrade regardless of task status. However, please be aware that once you delete an
upgrade task all the information related to the upgrade will be removed from the application.

Using the Clone Phaser Printers Wizard

The Clone Phaser Printers wizard clones the settings of one or more printers. This option is used by some
Phaser devices. To clone AltaLink® or WorkCentre® devices with software versions 073.xxx.147.07400 or
later, go to Using the Clone Printers Wizard. To clone all other devices use the Upgrade Wizard.

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The Clone Phaser Printers Wizard simplifies the printer configuration process that System Administrators
(SA) perform each time a printer is deployed across a corporation. This feature enables the SA to copy the
configuration settings from one printer to a maximum of 25 printers of the same model running at the
same firmware level.
Examples of Xerox® printers that support the Cloning Wizard, are: DocuPrint models N17/24/32/40, C55,
NC60, N2025/2825, N2125, N3225/4025, N4525, Phaser 1235/5400
The Clone Phaser Printers Wizard does not transfer firmware/software to the target printers; it only transfers
the printer configuration settings.
Note: This operation requires that HTTP be enabled on clone capable Xerox® printers.
To use the Clone Phaser Printers Wizard:
1. Select Clone Phaser Printers from the Wizards tab.
2. Select All printers from the Group drop-down menu to query for available source printers.
3. Select the printer configured as the source printer. Xerox Device Manager checks to confirm that the
printer supports a compatible type of cloning.
4. Select All printers from the Group drop-down menu to query for available target printers.
5. Select the target printers from the list of qualifying target printers and then click Finish. Xerox Device
Manager clones the settings from the source printer to the selected target printers. The results of the
cloning process display when the operation is complete.
6. Generate another configuration page at the target printer and then compare similar attributes to the ori-
ginal target printer’s configuration page. Configuration values should now be different from the original
target printer’s configuration page. However, similar attributes from the newly cloned printer’s con-
figuration page should be identical, in most cases, to the source printer’s configuration page.
Note: Cloning may be disabled for a device from the Devices tab. Select the device you want to modify. In
the Action menu choose Edit Properties. Go to Security>Disable Services. In the Disable Services section in
the Cloning field, choose Yes from the drop menu.

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Using the Clone Printers Wizard

Use this wizard to clone ConnectKey® devices by communicating with the device and receiving a status
back. To clone AltaLink® or WorkCentre® devices with software versions 073.xxx.147.07400 or later, go to
Using the Clone Printers Wizard. To clone all other devices use the Upgrade Wizard.

Follow the steps below to add a clone file.

1. Select Clone Printers from the Wizards tab.
2. Click Add/Delete Files from the Clone File Actions menu.
3. In the File Actions menu select Add.
4. On the Add File complete the following fields
- Choose a Model from the drop-down list.
- Browse to the Clone File (.DLM).This is the file that contains all the settings for the model you are clon-
ing.
- Add an Attachment if you want to include instructions.
- Enter a Description.
- Click Save. This clone file is now available on the Add / Delete Clone Files page.
To delete a clone file, simply select the file you wish to delete in the Add / Delete Clone Files page and click
Delete. Please note, if the clone file is associated with any tasks you will not be allowed to delete it.
Follow the steps below to clone a printer.
1. Select Clone Printers from the Wizards tab.
2. In the Clone Tasks menu select Schedule Clone.
3. Step 1 displays a list of clone files. Although deleted clone files still display in the list, you may not select
them. Choose a clone file and click Continue.

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4. In Step 2 select the group that contains the printers you want to clone. (You will choose the specific print-
ers later). Click Continue.
5. In Step 3 select the devices you want to clone and click Continue. There is a filter to choose the model of
the clone file; the model of the clone file must match the target device model.
6. In Step 4 schedule the clone process. Complete the following fields.
- Enter a name for the Clone Task Identity.
- Choose to run the clone process as a device administrator or a network user. If you select network user,
because it is a more secure option, you will need to enter your user credentials.
- Schedule the cloning. Click Clone Now to run the clone process immediately. or click Clone Later and
enter a date and time.
7. Click Finish.
8. Check your progress in the View Clone Task Details page.

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Using the Xerox Extensible Interface Platform

Overview
Xerox Extensible Interface Platform® (EIP) is a software platform that allows developers to use standard
Web-based tools to create server-based applications to configure for the touch-screen user interface (UI)
for a multi-function printer.

Using Xerox® Support Service Incident Submit

The Incident Submit feature of Xerox Support Services allows you to view, edit, and submit incidents in
Xerox Services Manager from any Xerox Extensible Interface Platform®-enabled Xerox device asset that is
registered with Xerox Services Manager and connected via Xerox Device Manager. On-site service providers
can quickly and easily enter and interact with incidents directly from a device.
Xerox Extensible Interface Platform-enabled devices connected via Xerox Device Manager to Xerox Services
Manager have the following capabilities:
l Customer can view or create incidents
l Email notifications can be sent to users to confirm successful or failed service requests.
l Xerox Services Manager users can view or close incidents (requires “Create, Edit Incident” Permission in
Xerox Services Manager)
l You can email the Incident information to the customer. You can enable or disable Xerox® Support Incid-
ent features for access at the local device on the Administration > EIP Applications > Xerox Support Ser-
vices screen, allowing for customization of the features available in Xero® Support Services.

Using Xerox Easy Scan

This feature enables customers to scan to a network location by selecting from a list of users stored in
Xerox Device Manager.
To set up Easy Scan:
1. Select Administration > EIP Applications> Xerox Easy Scan.
2. Configure the Image Settings.
3. Configure the Credentials used to access the file store locations.
Note: Only one credential is allowed for all file store locations. There are no individual login/passwords
for each user/customer.
4. Enter a Default File Store location where the scan jobs will be sent. This is the location where the Storage
Credentials needs write access.
Note: You can specify individual user/customer file store locations in User Management. If they are not
specified in User Management, Easy Scan creates the file store locations at scan time in the specified
default file store locations.

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5. Click Save.
6. To enable Easy Scan on Xerox Extensible Interface Platform®-enabled devices, select Edit Asset Prop-
erties > EIP.
7. Select EIP Applications > Xerox Easy Scan.
8. Click Confirm.
Note: You can enable Easy Scan on multiple Xerox Extensible Interface Platform-enabled printers using a
Configuration Task.
To use Easy Scan:
1. On an Easy Scan-enabled device, select the Services section on the device UI.
2. Click Xerox Easy Scan.
3. Select the user/customer you want to receive the scanned document.
Note: You can filter the users by selecting the first letters of the user.
4. Select the basic Scan Properties (Output Color, Orientation, 2-sided Scanning).
5. Click Scan Now. The scanned document is now at the user file store location.

Using Install Mobile Driver

Install Mobile Driver provides walk-up users the ability to send an installation link for the Xerox® Mobile
Express driver to a specified email address. The link walks the user through driver installation for that printer.
To set up Install Mobile Driver:
1. Check Digital Certificate. A digital certificate for the Xerox Device Manager server to use for this applic-
ation is created.
2. Select one of the following
a. Upload a digital certificate and provide its location.
b. Create a self-signed certificate, and provide the information necessary for this action.
3. Click Save.The certificate is saved.
4. Enable Install Mobile Print Driver on Xerox Extensible Interface Platform®-enabled devices.
5. Select Edit Asset Properties > Asset > EIP.
6. Select Actions > New.
7. Select EIP Applications > Install Mobile Print Driver.
8. Click Confirm. The Install Mobile Print Driver is enabled on the device.
9. Click Save or Apply.
Note: You can enable Install Mobile Print Driver on multiple Xerox Extensible Interface Platform®-enabled
printers using a Configuration Task.

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Performing Administration Functions

Overview
This section describes the various tasks performed from the Administration screen of Xerox Device
Manager. You can:
l Specifying the Site /Administrator Information
l Set up Network Information
l Use Advanced Features
l Configure the Xerox Services Manager Suite
l Update the System License
Those features are described in the following sections.

Specifying the Site / Administrator Information

The Administrator screen enables you to enter system administrator or support contact information for this
Xerox Device Manager installation. The information is then available to all users from the Home screen.
Prior to establishing operation of the Xerox Device Manager application, you should specify the
Site/Administrator information for your installation.

The Administrator setup information fields identifies this server to users. The Site Name and Identify
information are displayed on the Xerox Device Manager Home screen; Identity also displays on the Xerox
Services Manager, if Xerox Device Manager is registered.

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1. Enter the appropriate settings.

- Site Name: Descriptive name for location of this site. If you do not specify a site name, the fully-qual-
ified domain name (FQDN) is used to distinguish this Xerox Device Manager server from others when
Xerox Device Manager is registered with Xerox® Service Manager.
- Account Name: The account name is referenced in Xerox Service Manager at registration with Xerox
Service Manager and is the same for service and contract requirements.
- Name: The name of the administrator for this instance of the Xerox Device Manager server.
- E –Mail: The e-mail for this administrator. Status messages regarding the server or external contacts
can reference the administrator through this e-mail.
- Phone: The phone for this administrator.
- URL: An appropriate URL (beginning with http://), if required.
- Location: Location for this server.
- Comment: Text comment.
2. When completed, the Site / Administrator information displays on the Home screen for the Xerox Device
Manager server. Links on the left side (Site Name, Account, etc.) link to the Administrator tab, Site /
Administrator screen. The name links to the URL, if supplied above. The e-mail is a mail to link, and starts
an e-mail message if e-mail is configured on the client.
3. Click Save to save your changes, or Cancel to exit without making changes.

Setting Up Network Information

The Network screens enable you to set configuration options for Xerox Device Manager to specify how the
application will work on your network.

Configuring E-Mail & External Servers

The E-Mail & External Servers screen allows you to configure the Outgoing Mail Server, Incoming Mail
Server, and Proxy Server information.

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The Outgoing Mail Server option specifies which Simple Mail Transport Protocol (SMTP) mail server to use
when reports are e-mailed from Xerox Device Manager, and the e-mail address to use as the sender of
reports. The Mail Server option also allows you to specify which Message Encoding standard is supported
(e.g., UTF-8, etc.), the Maximum Attachment Size, Attachments Options for Reports, and the User Name
and Password, if required, for SMTP security. You can also determine whether the specified server is
listening on the defined port (Test Connection), and whether the specified e-mail address is correct (Send
Test).
Proxy Server settings are required if you intend to use the Auto Driver Download feature and your network
uses a proxy server for Internet access. For convenience purposes, Xerox Device Manager attempts to
determine the proxy settings from your browser during the installation process. If Xerox Device Manager
can determine the proxy settings, they automatically populate the Proxy Server Name and Proxy Server
Port fields.
After defining the e-mail and server settings, click Save to save the settings (or changes) and exit the
screen, or Cancel to exit the screen without saving the settings.

Configuring Network Usage

The Network Usage Configuration screen allows you to restore default settings and enable, disable, or
configure various device or feature-specific functions related to data extraction.

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You can restore the screen to the default settings, and provide a link to the network Usage Summary screen
from the Actions menu.
You can individually enable/disable features from an application-wide perspective from the Application
Wide Network Traffic Switches pane. Features are enabled when the corresponding box is checked.
Checking All enables all of the listed features. Features are disabled when both the feature check box and
the All check box are unchecked. For example, removing the check marks from All and Discovery disables
the Discovery feature and prevents you from running any discovery methods, as shown in the Discovery
screen below.

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From the Network Usage Configuration screen, you can:

l Select Advanced to present or hide further Network Usage Configuration selections.
l Reset all groups and discoveries to the system defaults in the Group and Discovery Actions.
l Restrict when status retrieval occurs to only certain hours for the entire week, e.g., between 8:00PM and
1:00AM or to certain times for specific weekdays, e.g., Monday between 8:00AM and 12:00 PM, Tuesday
1:00PM and 6:00PM, etc., with Operational Hours for Status Retrieval
l Allows the time to wait for a reply and the number of retries to be defined, for retrieving printer status
and adding individual printers, with the Communications Settings.
l Control when the application retrieves printer status information, with Status Retrieval You can set the
application to never retrieve this information or to retrieve it regularly at a specified interval.
l Specify whether scheduled discoveries include all printers or only Xerox® printers with Manufacturer
Applicability. This setting does not apply to directly connected printers or printers added manually. Addi-
tionally, it does not apply when adding a managed print server or an Active Directory®.
l Enable/disable reverse DNS name lookup, with DNS Names. If available, DNS names is used for printer
management when performing HTTP network requests. The DNS name is used in environments that
block HTTP requests to IP addresses.
Note: After defining the Network Usage Configuration settings, click Save to save the settings or Cancel to
exit the screen without saving.

Generating a Network Usage Summary

The Network Usage Summary screen displays a list of available network services operations that can be
individually accessed to display the last 30 occurrences.
To evaluate the Network Usage Summary feature:
1. Select Administration > Network > Network Usage Summary. The Network Usage Summary screen dis-
plays. In this example, the Operations and the default included fields are shown.

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2. Click the Display icon (magnifying glass) for any operation to navigate to the corresponding Network
Usage History screen.
As with most lists, you can select the fields to include in the Network Usage Summary screen using the
Table Preferences icon . Additionally, you can enable or disable automatic display refresh and define the
refresh rate.

Gathering Historical Data

Historical data gathering enables the capture of page count and alert data for use in the Page Count
History and Alert History reports. This information can be gathered at a specified time and for selected
groups of printers. Historical data is kept in Xerox Device Manager's database for one year. Any historical
data older than two years is automatically deleted.
This feature can evaluate using either the Page Count History or the Alert History Report. For the purpose of
this evaluation, the Page Count History report is used. A more detailed evaluation of the Page Count History
and Alert History reports is covered in Generating Xerox Device Manager Reports.

The History Retrieval option specifies if and when historical data gathering is to occur.

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To enable data collection

1. Select the Every radio button.
2. Set the retrieval interval and the start date and time using the Next Scheduled Date and Next Scheduled
Time settings.
3. Select the Collect Page Count History and Collect Alert History radio buttons to enable the collection of
this data.
4. Specify how long the historical data should be retained in the Retain Historical Data section.
5. You can manually clear historical data by selecting your desired date range and clicking Clear Historical
Data Now.
6. Click Save, or Cancel to exit without making changes.

Using Advanced Features

The Advanced section enables you to modify several more advanced features in Xerox Device Manager.
l Preferences and Properties
l Useful References
l Custom Metering Assembly
l McAfee Embedded Control
l Import Device Passwords
l Action Log
l Audit Log
l Email Log
l Event Log
l System Status
l Xerox Device Manager Updates
l Device Audit Log Settings
l Initial Android Tablet Upgrade File
l System Use Notification
These features are described in further detail in this section.

Modifying Preferences & Properties

The Preferences & Properties section allows modification to some of the basic behaviors in Xerox Device
Manager.
l User Interface Customization: Esthetic choices for Xerox Device Manager.
l Currency Symbol: Default Currency symbol used by Xerox Device Manager.
l Detailed Device Page: Refresh device status as soon as you select the device screen or only when the
device status is [xx] minutes old. You can select between 1 and 60 minutes.
l Customer View: Non-admin Xerox Device Manager users are restricted to a read-only Customer view of
Xerox Device Manager Managed Devices, which provides basic device status, alert, and supply

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information, and if configured by the Xerox Device Manager admin, access to unmanaged device inform-
ation and basic printer actions.
l Group Level Permissions: Controls access to functionality based on user group.
l Specialized Printer Features: Specific Xerox Device Manager options for view to enable or disable. This
includes options to clone printers, upgrade Android® tablets and more.
l Firmware Assessment: By default this is enabled. This displays a summary tile of the state of the Xerox
fleet of devices against the latest released firmware versions.
l Firmware Upgrade Window: By default this is disabled. When enabled you can set a time range when
firmware policies run. Policies set outside of this time range will start running the next time the range is
reached.
l Maximum Concurrent Firmware Upgrade: Set how many upgrades may run simultaneously. This is
capped at 25.
Recommendation: How many files can transfer over the network at one time depends on your network.
For initial upgrades, you may want to run fewer than 10 upgrades until you know what your network can
handle.
l Printer Password History Check Limit: Set a value between 0 and 25 to indicate how many previous pass-
words are checked during password reset.
l Icon Origin: Device status (warning, OK, error) furnished by the device or set for the site.
l Define Error/Warning Icon: Based on site requirements, re-prioritizing individual statuses in the display.
l Status Sort Order: Xerox Device Manager’s status sort order.
l Define Custom Property: User-defined fields for an Xerox Device Manager device attribute which is vis-
ible to Xerox Services Manager.
l Scheduled Task Settings: You may set the duration of the configuration policy. You can also set the rate
at which a firmware file transfers.

Defining Useful References

The Useful References screen allows you to define up to five printer references, consisting of a device
manufacturer and Web site. The links to these resources display on the Printer Properties screens.

Custom Metering Assembly

This feature is used to enable reading the usage counters from devices not natively supported by the
application. Whenever a usage counter reading is required from a device, the available usage counters are
first read from the device and then the Metering Assembly (DLL) is called to read omitted usage counters or
to adjust existing usage counters before they are stored in the database.

McAfee Embedded Control

The McAfee Embedded control security email notifications can be configured from this screen. Specify
recipients and the message contented.

Import Device Passwords

Administrators can import a CSV file of devices and their assigned passwords. This can also be accessed
from the Devices > Password Policies.

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Viewing the Action Log

This screen enables you to view any administrative actions that occur during administration of the Xerox
Device Manager. The Administration Category and Sub-Category that was performed, who performed the
activity, time, and date of the activity are shown on the screen.

1. Click the Display icon for further details regarding individual actions. Using the arrow buttons, you can
scroll through the list. In addition, you can export the Action Log as a csv file for subsequent analysis.
2. Click Export Log.
Note: When saving the file, change the name to .CSV.

Viewing the Audit Log

This screen enables you to view a log that tracks changes made to critical areas of the Xerox Device
Manager Server. The Audit Log tracks who made the changes and what was changed. Critical areas include
Discovery Setups, Xerox Services Manager settings, Discovery exclusions, and Status polling configuration.

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Retrieving Audit Log Management On Multifunction Devices

You can retrieve the audit log on a Xerox multifunction device and save the log to the Xerox Device
Manager server by selecting the devices in a group and using the Retrieve Audit Log option from the
Printers action, or by scheduling the audit on a specific group. The system can retrieve the audit log once
per day and store it on the Xerox Device Manager server. A new folder is created each day a retrieval occurs.
You can specify how long the saved log remains on the server. The folder structure for the device audit log
file storage is: Parent Folder > Retrieval Date > audit log file name (e.g., C:\DeviceAuditLogs\20130219)
Note: If the audit log retrieval is performed more than once per day, the existing audit log file for a device is
overwritten by the latest retrieved file.
To retrieve the device audit logs:
1. On the Xerox Device Manager server, go to User Groups and open the group of printers whose audit logs
you want to retrieve.
2. Select the printers for audit log retrieval.
Note: You can select a maximum of 500 printers.
1. Select Action > Retrieve Audit Logs.The screen refreshes and the action changes to In Progress.
2. Select the In Progress printer action to view the Device Audit Log Status screen. The Device Audit Log
Status screen provides an updated status on:
- Start date
- Duration
- Completion percentage
- Number of printers succeeded
- Number of printers failed
- Number of printers not supported
- Number of current / total number of printers in progress
Note: We recommend that you group all the devices for which you want to receive audit logs and then set
the scheduled retrieval on that group.

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Accessing Additional Audit Logs

An additional set of audit logs (XDM Audit Log) is available through the Windows Event Viewer. These logs
allow users to ascertain the security level being maintained, and they provide forensics data in case of a
security issue. The XDM Audit Log is in XML format and contains Event IDs that reflect the source of the
logged event/function.

Auditable Sections Sub-Section Function/Event Event ID

Administration XOS Suite Settings Add/Edit/Delete 100
Discovery Settings Add/Edit/Delete 200
Network Configuration Set- Add/Edit/Delete 500
tings
Application Usage Configuration 600
Add/Edit/Delete
User Management Customers Add/Edit/Delete 800
Customer Import 900
Customer Export 1000
Auto Customer File Import 1100
Active Directory File Import 1200
Job Accounting Changes to Email Recipient(s) 1300
Advanced/McAfee Embed- Changes to Email Recipient(s) 1400
ded Control
Devices Printers Group Communication Settings 1500
Add/Edit/Delete

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Auditable Sections Sub-Section Function/Event Event ID

Status Alert Profiles Email Recipient 1600
Changes
Changes to Email Recipient(s) 2100
Device Groups Printers Edit 1700
Wizards Firmware Upgrades Schedule & File Add/Edit/Delete 2300
Execution Results 2400
Reports All Changes to Email Recipient(s) 2700
XDM Configuration Utility Run as User Changes to Username/Password 2800
Database Server Changes to DB Server 2900

Viewing the E-mail Log

This screen enables you to view all e-mails sent out by Xerox Device Manager. The log contains information
on recipients of the email, date and time of email, subject, application source and email message body.
Click the Display icon to view details of the log entry.

Viewing the Event Log

This screen enables you to view the print server’s event log, specifically, informational and error messages.
The type of event, date, source, category, and identity information are shown.

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 Performing Administration Functions

To use the Event Log:

1. Click Refresh to update the information on this screen.
2. Click the Display icon for further details regarding individual events.

Viewing the System Status

System Status displays the version, status, and basic statistics about the system. The summarized key
properties of the server housing Xerox Device Manager, Xerox Device Manager itself, and related network
services display

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The application and operating system services defined as critical for the proper operation of the Xerox
Device Manager are listed next.

Using the Initial Tablet Upgrade File

Administrators can upload and deploy Android Software Packages as the Initial Android Tablet Upgrade
File. The initial android package is available for any Multifunction Printer. The printer does not have to be
discovered for the multifunction printer to download the package.
Unlike the other schedules, Xerox Device Manager does not track the progress of Initial Software upgrade.
This status is stored in Xerox Device Manager as an Android Event log.
1. Go to Administration > Advanced > Initial Android Tablet Upgrade File.
2. In the Upgrade File field click Browse... to upload the Initial Software package to deploy.

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3. Click Save. This will upload the initial software package in the Xerox Device Manager server. The Tablet
can download these files. Only one initial software package file is allowed at a time.
You may overwrite this file with a new file or delete it from the Initial Android Tablet Upgrade File page.

Enabling the System Use Notification

When you enable the system use notification, the user receives a notification before they may log in to the
application. By default, this feature is disabled.
1. Go to Administration > Advanced >System Use Notification.
2. Click the Enable checkbox to use this feature.
3. Provide the default text for the notification message. There is a section for each language.
4. Select Save.

Updating Xerox Device Manager

The Xerox Device Manager Updates menu will upgrade this tool and add support for the latest supported
devices.

Device Audit Log Settings

This setting allows an administrator to configure the number of days to maintain Device Audit Logs. The
default is 5 days.

System Use Notification

When enabled, an administrator can configure and display a message to users regarding system use and
requirements.

Configuring the Xerox Services Manager Suite

This section describes the features on the four tabs of the Xerox Services Manager Configuration screen.
To access Xerox Services Manager Registration:
l Select Administration > XOS Suite > Xerox Services Manager.
l Click Export Settings to export the current settings/data to Xerox Services Manager.
Note: If you want to manage SNMP V3 discovery through Xerox Services Manager, use the Export set-
tings option to sync the Xerox Device Manager device discovery information with Xerox Services Man-
ager. You can check the status of this activity in the Xerox Services Manager Operation Log.
l Click Import Settings to import settings/data from Xerox Services Manager.

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Using the Status Tab

This section describes the features on the Summary and General screens on the Status tab.

Summary
This screen manages the connections to Xerox Services Manager and includes status information about
registration and remote communication with the Xerox Services Manager site.
Note: Check with Xerox® Office Services support or support documentation for information about proper
site configurations for Xerox Device Manager and Xerox Services Manager.
You can only use one account from Xerox Services Manager with each installation of Xerox Device
Manager.

General
This screen displays status information about communication and synchronization with Xerox Services
Manager.

Managed Devices
This section displays information regarding the status of managed device data exported to Xerox Services
Manager. It shows the date of the last export as well as the next scheduled export.

Unmanaged Devices
This section displays information regarding the status of unmanaged device data exported to Xerox
Services Manager. It shows the date of the last export as well as the next scheduled export.

Using the Registration Tab

This screen displays the registration status with Xerox Services Manager. If you are not connected to Xerox
Services Manager, click Request Registration after entering the Xerox Services Manger URL and appropriate
Account ID.

Communicating With Xerox Services Manager

Information from Xerox Device Manager is exported to Xerox Services Manager via the Web for on-site
servers.

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 Performing Administration Functions

To communicate with Xerox Services Manager:

1. Select Web Service Call.
2. Enter the URL and Account ID.
- You can obtain the Account ID from the Accounts screen in Xerox Services Manager. No data is expor-
ted until the server is registered with Xerox Services Manager.
3. Click Save.
Select Disable Communication to disable communication with Xerox Services Manager.

Using the Sync Options Tab

This option synchronizes Xerox Device Manager device information with Xerox Services Manager set
information, so that device location information is accurate and consistent in both applications. Xerox
Device Manager pulls information from Xerox Services Manager or a device using synchronization settings
specified on this screen.
Note: Check with Xerox® Office Services support or support documentation for information about proper
site configurations for Xerox Device Manager and Xerox Services Manager.

Following Are The Features You Can Configure On The Sync Options Tab:
l Customers and Chargeback Codes—Specify whether or not to synchronize customers and chargeback
codes with Xerox Services Manager or to manage them locally.
l Disable Remote Commands—Specify which Remote Commands can be executed by the Xerox Device
Manager server. Any Remote Command disabled is not accessible from Xerox Services Manager. This
allows customization of available Remote Commands for High Security accounts. Xerox Services Man-
ager can also disable Remote Commands remotely. If Xerox Device Manager is in “Locked Down” Cor-
porate Security Mode, Xerox Services Manager cannot modify the Remote Commands.
l Exclude Data Elements—Specify which device data elements to exclude from data export. This provides
a way to comply with account security requirements that might require certain security-related data to
be excluded from export from the customer’s network. You can see in Xerox Services Manager which
data elements are excluded by looking at the Data Connection screen of the appropriate Device Man-
ager.
l Exclude Print Governance data—Specify what Print Governance data to exclude from data export. This
provides a way to comply with account security requirements that might require certain security-related
data restrictions.
l Chargeback Price per Impression—Specify whether or not to synchronize chargeback price with Xerox
Services Manager or to manage them locally.
l Data Source—Enables the synchronization and specifies where to obtain the location information.
- Select Do Not Synchronize to disable data synchronization.
- Select Synchronize from Services Manager to use the location from the asset record when location
information is modified in Xerox Services Manager.
- Select Synchronize from Printer to use the SNMP system location when location information is mod-
ified on the device.
- You may also choose Write Location to the Printer Queue. Only the location is stored with the queue in
the server or Active Directory if present. There can be multiple queues for a particular printer.

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 Performing Administration Functions

l Audit Log Options—Specify whether to export the Xerox Device Manager Audit Log entries to Xerox Ser-
vices Manager. This enables the Xerox Device Manager Xerox Services Manger Audit report, which reports
on changes made to the Xerox Services Manager configuration in Xerox Device Manager.
l Communication Encryption—When enabled, provides an additional level of encryption above SSL encryp-
tion to traffic to Xerox Services Manager.
l Corporation Security Mode—Enable this option for use in situations that require high security. The Cor-
porate Security Mode setting is exported to Xerox Services Manager so that you can view what mode
Xerox Device Manager is configured for. If this option is enabled, Xerox Device Manager:
- Prevents the IP address and DNS name of the Xerox Device Manager server from being sent to Xerox
Services Manager
- Disables midnight syncs with Xerox Services Manager
- Prevents the IP addresses and DNS of discovered devices to be sent to Xerox Services Manager
- Prevents Discoveries from being uploaded/downloaded from Xerox Services Manager.

Even if you enable Process Remote Web Requests from Xerox Services Manager, Xerox Device Manager con-
tinues to poll for commands if you enable polling under Remote Commands from Xerox Services Manager.
However, Xerox Device Manager does not send the IP address and DNS name of the Xerox Device Manager
server to Xerox Services Manager.
l Excludes Quota Information (for Security Purposes—Select to exclude any quota data from being sent to

Xerox Services Manager.

Note: You can select this to pull the chargeback price for each print from Xerox Services Manager .

Using the Schedule Tab

This section describes the features on the Schedule tab.

General

Look for Remote Commands from Xerox Services Manager

Xerox Device Manager can respond to commands issued by Xerox Services Manager. Xerox Device Manager
periodically checks Xerox Services Manager for the issuance of commands.
To activate this feature, select one of the options below:
l Instant Commands (Recommended)—Improves external command performance because a connection
with Xerox Services Manager is opened and remains open, allowing Xerox Device Manager to stay con-
nected to Xerox Services Manager at all times. Whenever a command is issued, Xerox Device Manager
immediately executes and returns it rather than waiting to retrieve it during a poll or for the customer to
check for new commands manually.
l Poll for Commands—Check for commands at an interval specified in minutes.
l Never Check for Commands – this method allows you to specify that the application not poll for com-
mands at all. You can click the Check Now button to manually check for commands.
Note: The are potential delays based on the network settings and the current volume of remote command
data being synced with Xerox Services Manager.

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Reporting Application Status to Xerox Services Manager

Xerox Device Manager can report its operational status to Xerox Services Manager at predetermined
intervals.
To activate this option:
l Select Report Every, followed by the interval in minutes that Xerox Device Manager waits between status
submissions.
l Select Never Report Status to disable status reporting. You can click the Send Now button to manually
send Application Status.

Synchronization Schedule

Specifies when to perform synchronization. Select Every and then select when the synchronization is to
process.
l Select Never to disable synchronization.
l Click Synchronize Now to manually synchronize.

Process Remote Web Requests from Xerox Services Manager

Choose Enabled to process remote web requests from Xerox Services Manager Choose Disabled to prevent
remote users of Xerox Services Manager from viewing Xerox Device Manager Web screens.

Managed Devices
Specifying Managed Device Status Retrieval and Data Export allows you to control automatic retrieval of
managed device status information to Xerox Services Manager.

Managed Device Status Retrieval

l Polling interval. Select Never if you do not want to retrieve device status.
l Select Every and then select when the synchronization is to process.

Managed Device Data Export

l Choose the Export Interval. Choose Never to turn off Managed Device Data Export. You can click Export
Now to manually export data.
l Select Additional data to export, if desired: Power Usage Data, Job Accounting Data, and Printer Status
and Alert History
l Xerox Device Manager displays the last successful export below the available options.

Unmanaged Devices
Specifying Unmanaged Device Status Retrieval and Data Export allows you to control automatic retrieval
of unmanaged device status information to Xerox Services Manager.

Unmanaged Device Status Retrieval

l Polling interval. Select Never if you do not want to retrieve device status.
l Select Every and then select when the synchronization is to process.

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 Performing Administration Functions

- Choose Basic Status or Full Status

Managed Device Data Export

l Choose the export interval. Select Never to turn off Unmanaged Device Data Export. You can click Export
Now to manually export data.
l Select Additional data to export if desired: Power Usage Data, Job Accounting Data, and Printer Status
and Alert History.
l Xerox Device Manager displays the last successful export below the available options.
l Under Non-Networked Printers, select either Delete Non-Networked Printing Devices (recommended) to
delete the printers after export to Xerox Services Manager, or Leave Non-Networked Printing Devices to
allow the printers to remain in Xerox Device Manager after you export them to Xerox Services Manager.

Limiting Concurrent Sessions

To comply with certain security guidelines for government accounts, an Administrator may limit the number
of concurrent sessions the same user can have in the application. By default, this feature is disabled. The
feature is not set through the user interface; it is set at initial configuration through a script. Contact Xerox
support for script details.

Licensing
License information can be viewed under Administration > Licensing. The current license and expiration is
displayed. Contact a Xerox support for additional assistance.

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 Security Configurations, Settings, and Considerations

Security Configurations, Settings, and Considerations

Overview
In order to maintain a secure installation and operating environment, Xerox Device Manager is constantly
adding and enhancing functionality to provide access to the latest security options.
Configuring security settings can include:
l Utilizing McAfee Embedded Controls
l Configuring and using TLS and SNMP v3
l Device based security
l Application settings
l Job Data Export modification
These features are described in the following sections.

Utilizing McAfee Embedded Controls

McAfee embedded controls add McAfee scanning and security capabilities to a device. Devices with this
capability block unauthorized applications and changes on fixed-function, point-of-service infrastructures
and office equipment. Violations will generate notifications that are forwarded to the configured users.
Configuration of notifications is done via the McAfee configurations pages under Administration.
Administrators can:
l Configure the recipients of email notifications.
l Define the subject and body text of the email.

Device Based Security

Administrators use secure methods of device communication, including SNMP V3 in their deployment. Prior
to establishing operation of the Xerox Device Manager application, you should specify the
Site/Administrator information for your installation.
SNMP v3 includes two important services: authentication and privacy.

Authentication
The authentication mechanism in SNMP v3 assures that a received message was, in fact, transmitted by
the principal whose identifier appears as the source in the message header. In addition, this mechanism
assures that the message was not altered in transit and that it was not artificially delayed or replayed.
In order to retrieve data from the device, a username is required. Administrators may set up as many user
names as necessary, on a device by device basis.

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 Security Configurations, Settings, and Considerations

Privacy Using Encryption

The SNMPv3 USM privacy module enables the application to encrypt messages to prevent eavesdropping
by third parties. Privacy encrypts the contents of the SNMP message, ensuring that it cannot be read by
unauthorized users. Any intercepted messages will be garbled and unreadable. The encryption is handled
based on the type of encryption you have configured the system to use.
Administrators can also manage the local aspects of security on devices using Xerox Device Manager.

Local Administration Accounts

Local Administration accounts on the device can also be managed using the Password Management
feature of Xerox Device Manager. Administrators can configure a policy to automatically update the local
passwords for the device on a scheduled basis. Policies will also report on any devices that are using the
factory default passwords. See Password Policies for more information.

USB Ports
Some devices include USB ports to allow users to print from and scan to a local device. These ports can be
disable if the device supports it.
Navigate to Devices > Edit Printer > Security > Disable USB Port. From this screen you can disable the front
and rear USB ports (if available).

Service Disablement
Many services are available on devices. The exact list depends on the model. Examples include LPR, NFC,
IPP, AppleTalk, etc. Specific services can be enabled and disabled by the administrators via the Printer
Security details tab. Careful consideration and research should be taken before modifying the available
services. Changes to this configuration can result in system instability or erratic behavior.

Console Lockout
When enabled, the Console Lockout option will disable the local console, preventing access to the device
from non-authenticated users.

Application Settings

Xerox Device Manager provides several application settings to help enhance the security of a deployment.

Limit Concurrent Connections To The System

An Administrator may limit the number of concurrent sessions the same user can have in the application. By
default, this feature is disabled. The feature is not set through the user interface; it is set at initial
configuration through a script. Contact Xerox support for script details.

Control Access To Various Functions Utilizing The Windows Authentication Service

Xerox Device Manager creates several user groups during the install that grant members specific rights in
the application.
l CWW Administrators Group: Grants full administrative permissions to members.
l CWW Power Users Group: Grants print management permissions to users in environments where sysad-
min privileges would neither be required nor desirable, Members of this group can:
- Create/Edit/Delete reports
- Edit and Modify Traps

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 Security Configurations, Settings, and Considerations

- Edit Printer/Protocol/Scan Properties printer action

- Apply Configuration Sets/Check Compliance
- Troubleshoot/Reboot faulted printers
- Perform printer group administration
l CWW SQL Users Group: Grants rights to run the Xerox Device Manager application instead of using the
Network Services account.
l CWW Customer Group: Grants access rights to the Xerox Device Manager Customer view
l CWW Customer Administrators Group: Grants administrative rights to the Xerox Device Manager Cus-
tomer view.
l CWW Configuration Set Admin: Performs all actions on configuration sets and can edit printers,
troubleshoot, and reset printers.
l CWW Edit Device Admin: Edits printers, troubleshoots, runs configuration sets, and resets printers.
l CWW Report Display/User: Has limited access to the Reports tab and may view and send reports.
l CWW Report Edit / Admin: Performs all action on reports.
To add users to any of these groups:
1. On the Xerox Device Manager server select User Groups.
2. Select the user group you want to modify.
3. Add the users or domain groups.
Note: These users also need access to each individual CWW User Group that they want to work with as
part of the Xerox Device Manager User Group Content Access.

Set And Display A System Usage Warning For Users

When enabled and administrator can configure and display a message to users regarding system use and
requirements. Configure this at Administration > Advanced > System Use Notification.

Control And Configure The Export Of Data To External Reporting Services

When Job Accounting data is reported to external reporting services, Administrators can configure the
system to remove selected information. This can include specific data elements as well as print governance
data.

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 Appendix

Appendix

Terms & Abbreviations

Terms and Abbreviations used in this document.

Abbreviation Description
CAL Client® Access License
CD-RW Compact Disk- Read/write
CRU Customer Replaceable Unit (typically toner cartridges, and the like)
DNS Domain Naming System
DSN Data Source Name (reference ODBC compliant DB)
GB Gigabyte
HTML Hypertext Markup Language
https HyperText Transfer Protocol, Secure. For Xerox® Office Services hosting this is 128-bit encryp-
tion.
ICMP Internet Control Message Protocol
IIS Internet Information Server/Services [Microsoft®]
IP Internet Protocol
ISP Internet Service Provider
IPX Internetwork Packet Exchange (Novell connectionless datagram)
KB Kilobyte (variously 1024 or 1000 bytes, the latter is IEC definition)
LAN Local Area Network
LDAP Lightweight Directory Access Protocol
LPR Line Printer Remote
MB Megabyte (variously 1,024 x 1,000 KB, or 1,000,000 bytes – IEC)
MFD Multifunction device, refers to Printers also capable of FAX, Scan, and Copy functions
MIB Management Information Base (as in Printer MIB for SNMP management)
MS Microsoft® Corporation
MTS Microsoft® Transaction Server [Microsoft®]
NIC Network Interface Card (Like PIN number and UPC code, “NIC card” is redundant)
NT Windows® New Technology [Microsoft®] v4.x
OID Object Interface Definitions (as in Printer MIB for SNMP management)
ODBC Open Database Connectivity (SQL Access Group, 1992)
OS, O/S Operating System
POP3 Post Office Protocol [Internet]
RFC Request For Comments [Internet]
RPC Remote Procedure Call

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 Appendix

Abbreviation Description
SAP Service Advertising Protocol [Novell IPX]
SMB Server Message Blocks
SMTP Simple Mail Transfer Protocol [Internet]
SNMP Simple Network Management Protocol [Internet]
SQL Structured Query Language
SQLExpress SQL Server® 2008 Express (Microsoft®) (SQL 2008 “lite”)
TCP/IP Transmission Control Protocol/Internet Protocol
WAN Wide Area Network
XP Windows®: The Experience [Microsoft®]
WSDL Web Services Description Language
XML Extensible Markup Language
< Used to abbreviate “less than”
> Abbreviation of “greater than” or Used to show navigation path
Abbreviations

Wildcard Definitions

Operator Operations
% Any string of zero or more characters.
_ Any single character, letter or numeral
[ ] Any single character within the specified range (for example, [a-f]) or set [abcdef]). If a single
character is enclosed, it is an exact match for that character.
[^] Any single character not within the specified range or set
[^a-f] or [^abcdef] would evaluate as all lowercase letters g through z
- (dash) Through; as in the numbers 2 through 7: [2-7]
/ Escape for [ , ] or % operators to be used as explicit characters

Sample Expressions using Wildcards

co% Searches for all strings that begin with the letters co, such as copier, console, color.
%er Searches for all strings that end with the letters er, such as power, paper, printer, scanner.
%an% Searches for all strings that contain the letters an anywhere in the string, such as scanner, panel,
ocean.
[c-z]old Searches for all strings ending with the letters old that begin with any single letter from c
through z, such as cold, sold; but not bold.
p[^a]% Searches for all strings beginning with the letter p that do not have the letter a as the second let-
ter, such as power, picture; but not paper, or panel.
5[%]
5%
[[] Searches for the [ character.
[]] Searches for the ] character.

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 Appendix

Operator Operations
[_]n
_n Searches for two letter words with any first character and n for the second character.
[a-cdf]
%//% Searches for a forward slash (/) anywhere in a string.

The following table lists printer status messages that can be received by Xerox Device Manager. Some of
these statuses are generated by Xerox Device Manager itself; others are the responses from RFC 2790
Device Status, Printer Status, and Printer Detected errors.

Status Description of Condition Message Source

Communication A communication error has occurred with the network con- Xerox Device Manager
Error External troller or communication has been lost. A machine power off/- Unique
power on might help. If the problem persists, service might be
required. Printing has stopped.
Communication An internal communication error has occurred with one or Xerox Device Manager
Error Internal more printer components. A machine power off/power on Unique
might help. Printing might be disabled.
Consumable Missing A consumable that is involved with the generation of images RFC 2790 - hrPrint-
on paper (e.g., fuser, waste collection, photo drum, print cart- erDetectedErrorState
ridge, xerographic module, etc.) has been removed from the Bit 10
machine. This state is only generated on those printers that
comply w/ RFC 2790 Host Resources MIBv2.
Door Open A cover or an interlock has been opened on the machine, RFC 2790 - hrPrint-
which caused the machine to stop print operations. (Typically erDetectedErrorState
for safety reasons) Bit 4
Drum Invalid The machine has detected an invalid photo conductor drum. Xerox Device Manager
User intervention is required to verify the make and model of Unique
the installed drum. Printing cannot start.
Drum Missing The machine cannot detect the photo conductor drum. User Xerox Device Manager
intervention is required to reseat the drum module. Service Unique
might be required if the problem persists. Printing cannot start.
Drum Reorder The machine has detected that its photo conductor drum is Xerox Device Manager er
nearing the end of its useful life. A new drum module should Unique
be ordered soon. Printing can continue.
Drum Replace The machine has detected that photo conductor drum has Xerox Device Manager
reached the end of its useful life. A new drum module should Unique
be installed now to maintain image quality and ensure that
print operations are not interrupted.
Finisher Failed The machine has detected a failure within the finisher mod- Xerox Device Manager
ule. Service is required to repair the finisher. Printing can con- Unique
tinue but the finisher is disabled.
Finisher Full The finisher is full. User intervention is required.Unload the fin- Xerox Device Manager
isher. Printing has stopped for the current job. Unique
Fuser Invalid The machine has detected an invalid fuser module. User inter- Xerox Device Manager
vention is required to verify the make and model of the fuser Unique
module. Printing cannot start.
Fuser Overtemp The fuser has exceeded its normal operating temperature. Xerox Device Manager
User intervention is required to power off/power on the Unique

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 Appendix

Status Description of Condition Message Source

machine. The fuser should be replaced if the problem persists.
Printing is disabled.
Fuser Reorder The machine has determined that it is time to reorder a fuser Xerox Device Manager
module. User intervention is required to reorder the fuser mod- Unique
ule to avoid an interruption of print service. Printing can con-
tinue.
Fuser Replace The fuser module has reached its end-of-life and must be Xerox Device Manager
replaced. User intervention is required to replace the fuser Unique
module. Printing has stopped.
Fuser Undertemp The fuser module has failed to reach the proper operating Xerox Device Manager
temperature in the appropriate amount of time. Replace the Unique
fuser. Printing has stopped.
Hard Disk Missing The machine cannot detect the hard disk. It might have been Xerox Device Manager
removed or has failed. User intervention is required to verify Unique
that the disk is present and operational. Printing is disabled.
Hole Punch Waste The machine has detected that the finisher’s hole punch Xerox Device Manager
Full waste container is full. User intervention is required to Unique
empty/replace the hole punch waste container. Printing can
continue.
Image Disk Error The printer has detected either an image disk read/write prob- Xerox Device Manager
lem or has received bad data from the image disk. Xerox ser- Unique
vice is required. Printing has stopped.
Input Tray Empty One of the machine’s paper trays has exhausted its supply of RFC 2790 - hrPrint-
paper. However, printing can continue if media is available erDetectedErrorState
from other paper trays. Bit 13
Input Tray Missing One of the trays that supply paper to the printer has been RFC 2790 - hrPrint-
removed from the machine. This state is typically used for low- erDetectedErrorState
volume printers that require a paper tray to be removed in Bit 8
order to load paper. This state is only generated on those
machines that comply w/ RFC 2790 Host Resources MIBv2.
Intervention There is either a critical or non-critical condition in a printer RFC 2790 - hrPrint-
Required that requires either simple user intervention (e.g., to close a erDetectedErrorState
door or paper tray, confirm a local UI setting, etc.) or a field Bit 7
service technician (e.g., replace a faulted board, run intrusive
diagnostics to calibrate image quality, etc.)
Job Accounting Log Xerox Device Manager
Corrupted Unique
Job Accounting Log The machine's accounting log is full. An account administrator Xerox Device Manager
Full needs to retrieve the accounting data from the machine in Unique
order to restore machine operation. All machine functions are
disabled.
Low Paper The supply of paper has reached a level where it will soon RFC 2790 – hrPrint-
need to be replaced to ensure the print operations are not erDetectedErrorState
interrupted. The number of images that the printer can gen- Bit 0
erate during this state varies among printer vendors
Machine Con- A hardware configuration mismatch was detected during Xerox Device Manager
figuration Incorrect power up. Service is required. The machine is unavailable for Unique
any printing.
No Answer From A printer was queried for status, but that printer has not Xerox Device Manager

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 Appendix

Status Description of Condition Message Source

Device responded to the request due to one of any number of reas- Unique
ons (e.g., communications problem, device turned off, SNMP
routing disabled, etc.)
No Toner / Ink The machine has exhausted its supply of dry ink/solid ink and RFC 2790 - hrPrint-
can no longer generate images on paper. erDetectedErrorState
Bit 3
Non-Compliant Error The printer’s MIB instrumentation has incorrect values Xerox Device Manager
Received exposed for a critical machine state. The printer-alert table Unique
must be used to determine the true status of the printer.
Non-Compliant The printer’s MIB instrumentation has incorrect values Xerox Device Manager
Warning Received exposed for a non-critical machine state. The printer-alert Unique
table must be used to determine the true status of the printer.
Offline A generic state that is typically used to indicate when a RFC 2790 - hrPrint-
machine has stopped printing. This state is usually accom- erDetectedErrorState
panied by another more critical fault state. (e.g., door open + Bit 6
offline; service requested + offline; etc.)
Offline & Inter- Represents other unique machine fault conditions that are not Xerox Device Manager
vention Required specifically enumerated by the industry standard MIB imple- Unique
mented by printers (e.g., intrusive diagnostic mode active, a
board has failed within the imaging module, a job handling
process has died within the network controller, etc.)
Offline Only Depending on the printer’s MIB implementation, this might Xerox Device Manager
indicate; A) a machine’s input queue might be disabled from Unique
receiving jobs because an Admin has entered the con-
figuration screens within the machine’s local UI; or, B) a
machine is recovering from a fault condition that has stopped
printing; or C) a machine is in the process of powering-up.
Out of Memory The machine has run out of memory while performing the cur- Xerox®Device Manager
rent operation. User intervention is required to Power OFF/On Unique
the machine; otherwise an SA is required to install additional
memory if the problem persists. Printing is disabled.
Out of Paper The machine has completely exhausted its supply of paper, RFC 2790 – hrPrint-
which has caused the print operation to stop. erDetectedErrorState
Bit 1
Output Bin Full The tray that collects finished documents produced by the RFC 2790 - hrPrint-
printer cannot accept any additional documents and has erDetectedErrorState
caused printing to stop. This state is only generated on those Bit 11
printers that comply w/ RFC 2790 Host Resources MIBv2.
Output Bin Near Full The tray that collects finished documents needs to be emp- RFC 2790 - hrPrint-
tied; the machine will eventually stop printing. This state is erDetectedErrorState Bit 12
only generated on those printers that comply w/ RFC 2790
Host Resources MIBv2.
Output Tray Missing One of the trays that collect finished documents produced by RFC 2790 - hrPrint-
the printer has been removed. This state is typically used for erDetectedErrorState
those printers that have removable output trays. This state is Bit 9
only generated on those printers that comply w/ RFC 2790
Host Resources MIBv2.
Overdue Pre- The machine has detected that the interval between main- RFC 2790 - hrPrint-
ventative Main- tenance checks has been exceeded. This state is only gen- erDetectedErrorState
tenance erated on those printers that comply w/ RFC 2790 Host Bit 14

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 Appendix

Status Description of Condition Message Source

Resources MIBv2.
Paper Jammed Paper has become lodged in some portion of the machine’s RFC 2790 - hrPrint-
image path, which prevents printing. erDetectedErrorState
Bit 5
Scanner Failed The machine has detected a failure in the scanner that dis- Xerox Device Manager
ables printing and scanning services. User intervention is Unique
required to power off/power on the machine. Service is
required if the problem persists.
Scanner Feed Roller The machine has determined that it is time to reorder a scan- Xerox Device Manager
Reorder ner feed roller. User intervention is required to reorder the feed Unique
roller to avoid an interruption of scanning services. Printing
can continue.

Scanner Feed Roller The machine has determined that the scanner feed roller has Xerox Device Manager
Replace reached the end of its life. User intervention is required to Unique
replace the feed roller to avoid an interruption of scanning ser-
vices. Printing can continue.
Stapler Malfunction A malfunction has occurred in the finisher’s stapler unit. User Xerox Device Manager
intervention is required to correct the malfunction. Printing Unique
can continue but stapling is disabled.
Staples Empty The finisher’s stapler cartridge is empty. User intervention is Xerox Device Manager
required to replace the cartridge. Printing can continue but Unique
stapling is disabled.
Staples Invalid The finisher’s stapler cartridge is not correct for the device. Xerox Device Manager
User intervention is required to remove the cartridge and Unique
replace it with the correct unit. Printing can continue, but stap-
ling is disabled.
Staples Low The finisher's stapler cartridge is low on staples; only 19 more Xerox Device Manager
sets can be stapled. User intervention is required to replace Unique
the cartridge. Printing can continue.
Staples Missing The finisher’s stapler cartridge is missing or incorrectly Xerox Device Manager
installed. User intervention is required to replace the Cartridge. Unique
Printing can continue but stapling is disabled.
Technician Dispatch A critical condition in a printer requires a field service tech- RFC 2790 - hrPrint-
Required nician (e.g., replace a faulted board, run intrusive diagnostics erDetectedErrorState
to calibrate image quality, etc.) Bit 7 AND PrtAler-
tTrainingLevelTC=5
Toner level: 10% A printer’s black toner is depleted to a level of 10% of capa- Xerox Device Manager
Low Black city for devices that comply with RFC-1759, Marker Supplies Unique
and Marker Colorant tables.
Toner level: 10% A printer’s cyan toner/ink is depleted to a level of 10% of capa- Xerox Device Manager
Low Cyan city for devices that comply with RFC-1759, Marker Supplies Unique
and Marker Colorant tables.
Toner level: 10% A printer’s magenta toner/ink is depleted to a level of 10% of Xerox Device Manager
Low Magenta capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 10% A printer’s yellow toner/ink is depleted to a level of 10% of Xerox Device Manager
Low Yellow capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.

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 Appendix

Status Description of Condition Message Source

Toner level: 20% A printer’s black toner/ink is depleted to a level of 20% of Xerox Device Manager
Low Black capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 20% A printer's cyan toner/ink is depleted to a level of 20% of Xerox Device Manager
Low Cyan capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 20% A printer’s magenta toner/ink is depleted to a level of 20% of Xerox Device Manager
Low Magenta capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 20% A printer’s yellow toner/ink is depleted to a level of 20% of Xerox Device Manager
Low Yellow capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 30% A printer’s black toner/ink is depleted to a level of 30% of Xerox Device Manager
Low Black capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 30% A printer’s cyan toner/ink is depleted to a level of 30% of capa- Xerox Device Manager
Low Cyan city for devices that comply with RFC-1759, Marker Supplies Unique
and Marker Colorant tables.
Toner level: 30% A printer’s magenta toner/ink is depleted to a level of 30% of Xerox Device Manager
Low Magenta capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 30% A printer’s yellow toner/ink is depleted to a level of 30% of Xerox Device Manager
Low Yellow capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 40% A printer’s black toner is depleted to a level of 40% of capa- Xerox Device Manager
Low Black city for devices that comply with RFC-1759, Marker Supplies Unique
and Marker Colorant tables.
Toner level: 40% A printer’s cyan toner/ink is depleted to a level of 40% of capa- Xerox Device Manager
Low Cyan city for devices that comply with RFC-1759, Marker Supplies Unique
and Marker Colorant tables.
Toner level: 40% A printer’s magenta toner/ink is depleted to a level of 40% of Xerox Device Manager
Low Magenta capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 40% A printer’s yellow toner is depleted to a level of 40% of capa- Xerox Device Manager
Low Yellow city for devices that comply with RFC-1759, Marker Supplies Unique
and Marker Colorant tables.
Toner level: 50% A printer’s black toner/ink is depleted to a level of 50% of Xerox Device Manager
Low Black capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 50% A printer’s cyan toner/ink is depleted to a level of 50% of capa- Xerox Device Manager
Low Cyan city for devices that comply with RFC-1759, Marker Supplies Unique
and Marker Colorant tables.
Toner level: 50% A printer’s magenta toner/ink is depleted to a level of 50% of Xerox Device Manager
Low Magenta capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: 50% A printer’s yellow toner/ink is depleted to a level of 50% of Xerox Device Manager
Low Yellow capacity for devices that comply with RFC-1759, Marker Sup- Unique
plies and Marker Colorant tables.
Toner level: Low Black toner/ink is depleted to the low level defined within the Xerox Device Manager

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 Appendix

Status Description of Condition Message Source

Black machine. User intervention is required to order replacement Unique
toner/ink. Printing can continue.
Toner level: Low Cyan toner/ink is depleted to the low level defined within the Xerox Device Manager
Cyan machine. User intervention is required to order replacement Unique
toner/ink. Printing can continue.
Toner level: Low Magenta toner/ink is depleted to the low level defined within Xerox Device Manager
Magenta the machine. User intervention is required to order replace- Unique
ment toner/ink. Printing can continue.
Toner level: Low Yel- Yellow toner/ink is depleted to the low level defined within the Xerox Device Manager
low machine. User intervention is required to order replacement Unique
toner. Printing can continue.
Toner level: No Black Black toner/Ink is completely depleted. User intervention is Xerox Device Manager
required to replace the toner/ink cartridge. Printing is stopped. Unique
Toner level: No Cyan Cyan toner/ink is completely depleted. User intervention is Xerox Device Manager
required to replace the toner/ink cartridge. Printing is stopped. Unique
Toner level: No Magenta toner/ink is completely depleted. User intervention is Xerox Device Manager
Magenta required to replace the toner/ink cartridge. Printing is stopped. Unique
Toner level: No Yel- Yellow toner/ink is completely depleted. User intervention is Xerox Device Manager
low required to replace the toner/ink cartridge. Printing is stopped. Unique
Toner / Ink Low The machine’s supply of dry ink/solid ink has reached a level RFC 2790 - hrPrint-
where it will need to be reordered and/or replaced to ensure erDetectedErrorState
the print operations are not interrupted. The number of Bit 2
images that the printer can generate during this state varies
among printer vendors.
Tray Configuration Tray settings conflict with those required for the current job. Xerox Device Manager
Incorrect User intervention is required to confirm the paper size settings Unique
of the tray for the current job at the local UI. Printing has
stopped for the current job.
Waste Bottle Full The waste bottle/developer collector is either missing or full. Xerox Device Manager
User intervention is required to replace the waste Unique
bottle/developer collector.
Waste Bottle Near The waste bottle/developer collector is nearly full. User inter- Xerox Device Manager
Full vention is required to reorder the waste bottle/developer col- Unique
lector.
Xerographic Module The machine has detected an invalid Xerographic module. Xerox Device Manager
Invalid User intervention is required to verify the make and model of Unique
the installed Xerographic module. Printing cannot start.
Xerographic Module The machine cannot detect the Xerographic module. User Xerox Device Manager
Missing intervention is required to reseat the Xerographic module. Ser- Unique
vice might be required if the problem persists.
Xerographic Module The Xerographic module is nearing the end of its useful life. A Xerox Device Manager
Reorder new Xerographic module should be ordered soon. Unique
Xerographic Module The Xerographic module has reached the end of its useful life. Xerox Device Manager
Replace A new Xerographic module should be installed now to main- Unique
tain image quality and ensure that print operations are not
interrupted.

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 Appendix

DIRECT Printer Errors

Status Description of Condition Message Source
Direct Printer Access Network, Server or Credential error Xerox Device Manager
Denied Unique
Direct Printer Ini- The printer fuser/marking engine is warming up or the print Generated from Microsoft®
tializing engine is restarting. Win32 code
Direct Printer Human intervention required for special paper or job require- Generated from Microsoft®
Manual Feed ments. Win32 code
Required
Direct Printer Out of Upper printer memory limit has been reached Generated from Microsoft®
Memory Win32 code
Direct Printer Page Page is ejected from the printer after some event caused it Generated from Microsoft®
Punt not to print or not complete; e.g., not receiving a formfeed Win32 code
from the application.
Direct Printer Paper Paper has become lodged in some portion of the machine’s Generated from Microsoft®
Problem image path, which prevents printing. Win32 code
Direct Printer The printer queue has been suspended. Generated from Microsoft®
Paused Win32 code
Direct Printer User A condition in the printer has forced an error that requires Generated from Microsoft®
Intervention human intervention. Win32 code
Required
Direct Printer Wait- Idle Generated from Microsoft®
ing Win32 code

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