[The BSD License] Copyright (c) Jaroslaw Kowalski

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2 Software used by portions of this application require the following license statement: [The BSD License] Copyright (c) Jaroslaw Kowalski All rights reserved. Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met: Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer. Redistributions in binary form must reproduce the above copyright notice,this list of conditions and the following disclaimer in the documentation and/or other materials provided with the distribution. Neither the name of Jaroslaw Kowalski nor the names of its contributors may be used to endorse or promote products derived from this software without specific prior written permission. THIS SOFTWARE IS PROVIDED BY THE COPYRIGHT HOLDERS AND CONTRIBUTORS "AS IS" AND ANY EXPRESS OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE COPYRIGHT OWNER OR CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OFSUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.

3 INTRODUCTION 1-1 LICENSING AND INSTALLATION 2-1 SETTING UP YOUR SYSTEM 3-1 MONITORING YOUR SYSTEM 4-1 GENERATING REPORTS AND SCHEDULING UPDATES 5-1 TROUBLESHOOTING 6-1 APPENDIX A & B

4 1 Introduction Contents Supported scanners and level of support Customizing your system System requirements Kodak Asset Management Software is designed to help you manage your Kodak Scanners. With the Asset Management Software you can monitor scanner usage, maintenance, errors and update scanner drivers. Kodak Asset Management Software consists of the Kodak Asset Management Software Server Module, which includes an Administrative GUI launched via a web browser, and the Kodak Asset Management Software Client Module. The Kodak Asset Management Software Server Module provides the following capabilities: Scanner Alerts messages can be sent indicating a scanner condition that requires attention. For example, if too many document jams are occurring because of poor document preparation. Reminders indicate that it is time to clean the scanner or to replace consumables. Because replacement rates vary based on your scanning requirements, thresholds may be set to replace consumables at the optimal rate to ensure efficiency. Reminder e- mails will be sent until maintenance is completed and reset. Configuration Management provides a way to upgrade client software using update packages. Deployment of these updates can occur on one scanner or a set of scanners based on a user-defined schedule and group. Easy to Access Log Files log files are currently available on most Kodak Scanners. You can easily retrieve the log files from each scanner and prepare them for transmission to Kodak Service or other authorized support staff. Group Assets group your assets based on user-selected criteria such as, model, location, area, etc. Reports run reports based on an individual asset or groups of assets. NOTE: For the purpose of this manual, assets refers to Kodak Scanners. A August

5 The Kodak Asset Management Software Client Module is resident on a host PC that the scanner is connected to. It communicates with the server to provide status and look for updates from the server. The client software monitors the asset through the scanner driver on the host PC. It also provides warnings when critical events occur and alerts the operator when pre-defined maintenance or error thresholds are reached. The client software retrieves updates or requests that have been scheduled using the server software. Upon receipt of the request, the client software uses pre-defined settings to perform the requested updates. The client software may also send an acknowledgment to the server that the maintenance was completed. The Kodak Asset Management Software Administrative GUI provides a view into the scanner operations which will enable you to maximize uptime and maintain an efficient use of all of your scanners. It also provides a way for scheduling updates and running reports. Supported scanners and level of support Kodak Asset Management Software supports the following scanners: Scanner Kodak i920 ScanMate Scanner Kodak i940 ScanMate Scanner Kodak i30 and i40 Scanners Kodak i1100 Series Scanners Kodak i1150/i1180 Scanners Kodak i1200series Scanners Kodak i2400/i2600 Scanners Kodak i1300series Scanners Kodak i405 Scanner Kodak i2800 Scanner Kodak i2900 Scanner Kodak i1410, i1420, i1440 Scanners Kodak i3200/i3400 Scanners Kodak i4200/i4600 Scanners Kodak i600 Series Scanners Kodak i700 Series Scanner Kodak i5200scanner Kodak i1800 Series Scanners Kodak i5600/i5800 Scanners Supported Driver version Basic 2.0 and later Advanced 2.0 and later Advanced 2.22 Register only 1.02 and later Basic and later Advanced 3.33 Basic 4.4 and later Advanced 1.3 Basic 1.17 and later Advanced 3.33 Basic 2.33 Basic 1.3 Basic 1.17 and later Advanced Advanced 2.33 Basic Advanced 1.56 Basic 2.0 and later Advanced 1.7 and later Basic 1.0 and later Basic 1.2 Basic 1.13 Advanced 1.03 and later Basic 1.3 Basic 1.13 Advanced 1-2 A August 2014

6 Register only You can register the scanner and upload drivers. NOTE: When an asset is registered, it is recognized by the Kodak Asset Management Software Server Module. Basic Kodak Asset Management Software cannot access the scanner if it is in use and some features are not available (e.g., jams and multi-feeds). Advanced Kodak Asset Management Software can access the scanner when it is in use and all features are available. NOTE: Additional scanners may be added in the future; contact your Kodak representative. A August

7 Customizing your system The Kodak Asset Management Software is designed for flexibility. No matter how small or large your organization is, you can customize your system to meet your business needs. You can create as many groups of scanners as desired (or create no groups) and assign scanners to one or multiple groups. Users can be assigned viewing privileges or administrator privileges depending on their role. You can also create reports. Depending on what information you want to gather, you can include a variety of tasks, such as: total pages scanned, pending maintenance, errors and scheduled update status. System requirements Before installing Kodak Asset Management Software be sure your system meets the following requirements: Kodak Asset Management Software Module Server Module Browser Support All browsers require Microsoft Silverlight Plug-in Microsoft Internet Explorer, Version 8 or higher Mozilla Firefox, Version 9 or higher Google Chrome, Silverlight supports Version 12 and higher Server: Operating Systems Windows Server 2008 R2 (64-bit) Standard Edition Windows Server 2008 R2 (64-bit) Web Edition Windows Server 2012 Server: Hardware Configuration Processor Recommended: 2.6 GHz or faster Memory Recommended: 3 GB or higher Free Disk Space Minimum: 32 GB or greater (for software and database) NOTE: More disk space is required depending on the number of assets, the frequency settings and the retention settings. Kodak Asset Management Software Module Client Module Client: Operating Systems Windows XP SP3 (32- and 64-bit) Windows 7 SP1 (32- and 64-bit) Windows 8 (32- and 64-bit) Windows 8.1 (32- and 64-bit) Client Hardware Configuration - the client hardware must be the same or higher than the recommended configuration of the attached scanner. Refer to the User s Guide for your scanner for product specifications or go to the Kodak website: A August 2014

8 2 Licensing and Installation Contents Before installing the software Enable IIS Download and install SQL Express with Advanced services Configuring SQL Express after installation Installing the server software Installing the client software Manual installation Silent installation Before installing the software Enable IIS Before installing the Kodak Asset Management Software Server Module configure the Windows server and install Microsoft SQL Server Express or another version of SQL Server version (if not already installed). From the Server Manager screen: 1. Select Roles, then click Add Roles. A August

9 The Select Server Roles screen will be displayed. 2. Check Web Server (IIS), then click Next. The Web Server (IIS) screen will be displayed. 3. Click Next. 2-2 A August 2014

10 The Select Role Services screen will be displayed. Check the following on the Role Services screen: ASP.NET Windows Authentication Default Document.NET Extensibility Static Content Request Filtering ISAPI Filters ISAPI Extensions then click Next. The following screen will be displayed. 4. Click Add Required Role Services. 5. Click Install. When the installation is complete, exit the Server Manager. A August

11 Download and install SQL Express with Advanced services Configuring SQL Express after installation NOTE: If the Microsoft SQL Server is not already installed, follow these procedures to download and install SQL Express. 1. Obtain the installer from this URL: download/en/details.aspx?id= Run SQLEXPRADV_x64_ENU.exe. 3. Accept all of the default settings during installation. When you run SQL Management Studio for the first time, the Microsoft SQL Server 2008 R2 screen will be displayed. 1. Enter YourServerName\sqlexpress in the Server name field. 2. Enter Windows Authentication in the Authentication field and click Connect. The SQL Server Management Studio main screen will be displayed. 2-4 A August 2014

12 3. Enable Windows Authentication mode in SQL Express. Right-click the highest level node in the left pane of SQL Server Management Studio, select Properties and then click Security. Select Windows Authentication mode and click OK. 4. Enable Filestream capabilities. Right-click the highest level node in the left pane of SQL Server Management Studio, select Properties and then click Advanced. Select Full access enabled for FileStream Access Level. Click OK and exit the SQL Server Management Studio. A August

13 5. Run SQL Server Configuration Manager and right-click SQL Server Services, then click Open. 6. Right-click SQL Server (SQLEXPRESS) and select Properties to display the SQL Server (SQLEXPRESS) Properties screen. 7. Select the FILESTREAM tab and check Enable FILESTREAM for Transact-SQL access and Enable FILESTREAM for file I/O streaming access. 8. Click OK on the SQL Server (SQLEXPRESS) Properties screen. 2-6 A August 2014

14 9. Right-click SQL Server (SQLEXPRESS) in the right pane and select Restart. 10.When the restart is complete, exit the SQL Server Configuration Manager. A August

15 Installing the server software 1. Go to the Kodak website: AssetManagement and click on the Support tab to download and run the Kodak Asset Management Software Server Module. 2. Click Next when the Kodak Asset Management Software Server screen is displayed. NOTE: Pre-requisites are required for this software to install and run properly. If the Requirement screen is displayed, install the required components before continuing with the installation. The License Agreement screen will be displayed. 3. Click Yes after you have read and agreed with the terms of the Software License Agreement. 2-8 A August 2014

16 The Choose Destination Location screen will be displayed. 4. Browse to the folder where you want to install the server software website files or keep the default setting, then click Next. NOTE: It is recommended that you accept the default setting. The Choose Destination Location screen will be displayed. 5. Browse to the folder where you want to install the server software application files or keep the default setting, then click Next. NOTE: It is recommended that you accept the default setting. A August

17 The Database Credentials screen will be displayed. 6. Enter or browse to the location of the database server and select how you want to connect to the SQL Server user interface, either: Windows authentication or SQL Server Authentication, which requires using a login ID and password when connecting to the SQL Server user interface. Click Next. The Choose Destination Location screen will be displayed. 7. Browse to the folder where you want to install the database files or keep the default setting, then click Next. NOTES: It is recommended that you accept the default setting. If the SQL database is on another server, this folder must correspond to a folder on the remote server A August 2014

18 The Virtual IIS Directory screen will be displayed. 8. Click Next. The virtual directory will be used to specify the directory in the URL string that is entered in your browser to navigate to the Kodak Asset Management Server Software. For example, if your server name is My Server, and you kept the default of KodakAssetManagement, you would enter the following in your browser s location bar: MyServer/KodakAssetManagement Enter your TCP port number and a site name. 9. From the Ready screen, click Install. A August

19 The installation will start and progress screens will be displayed. 10. When the installation is complete, click Finish to exit the installer A August 2014

20 Installing the client software Manual installation The client software can be manually or silently installed on the host PC. To install the client software manually on the host PC: 1. Download and run the Kodak Asset Management Software Client Module from the Kodak website: AssetManagement. The Welcome screen will be displayed. 2. Click Next. The Software License Agreement screen will be displayed. 3. Click Yes after you have read and agreed with the terms of the Software License Agreement. A August

21 The Choose Destination Location screen will be displayed. 4. Browse to the folder where you want to install the Kodak Asset Management Software Client Module or keep the default setting, then click Next. NOTE: It is recommended that you accept the default setting. 5. Enter the Kodak Asset Management Software server s network address (URL). This is the same address and virtual directory you used to browse to the Kodak Asset Management Server Software, i.e., MyServer/KodakAssetManagement A August 2014

22 6. Click Next. 7. Click Install. The installation will start and a progress screen will be displayed. 8. Click Finish when the installation is complete. Silent installation To create a silent install for the client installer, first create an INSTALLSHIELD "response" file, which is typically called "setup.iss". To create it, run the client installer manually with some additional command line switches: AssetMgtClient.exe /r /f1"c:\temp\setup.iss" The /r switch tells INSTALLSHIELD to create a response file, and /f1 tells INSTALLSHIELD the name of the response file. NOTE: There is no space between the /f1 and the name of the file. It is suggested that you wrap the file's path in quotes. As you go through the manual installation, your responses to each of the dialog boxes will be recorded in the response file. Once you have the response file, you can do a silent installation with the /s command line switch: AssetMgtClient.exe /s /f1"c:\temp\setup.iss" NOTE: This procedure is standard for most INSTALLSHIELD installers. If you need to edit your response file, use notepad.exe. To facilitate the deployment of the client to multiple clients, you can put the response file and installer on a shared network drive. You can also put the silent install command in a batch file which can be run on the client machines. A August

23 3 Setting up Your System Contents Configuration planning Before you begin System overview Accessing the Asset Management server console Icons Quick conversion Administrative roles Establishing system defaults Configuring SMTP settings Configuring retention settings Creating a User list Adding a user Changing user settings Deleting a user Log area About area Groups Adding a group Adding assets to groups Assets Editing asset details Viewing asset events Viewing asset history Deleting assets Examples Configuration planning Before using the Kodak Asset Management Software you should review this chapter and plan how you want to configure your system. Consider the following: Decide if you need or want to change the Kodak default settings for the maintenance and error thresholds. Decide what system users to create and the privileges you want to grant to them. Decide if you want to setup groups of assets. If you are setting up groups: - Determine which assets will belong to which groups (e.g., by model, location, or use). - Determine which users will be assigned to which groups and the privileges you want to grant to them. A August

24 Decide what reports you want to generate.decide which assets you want to monitor. See the section entitled, Supported scanners in Chapter 1 to be sure they are supported. Before you begin Before you get started, consider the following: If security is important, consider enabling HTTPS vs. HTTP. See Appendix A, Configuring HTTPS. User accounts must exist on the server for the individuals that need to access the Kodak Asset Management Software. Keep in mind that there is a one-to-one relationship between server user accounts and users created in the Kodak Asset Management Software Administrative GUI. Before you install the Kodak Asset Management Software, if you already use SQL Server, decide if you want the Kodak Asset Management Software database to reside in your current copy of SQL Server, or if you want to install another instance of SQL Server and dedicate it to the Asset Management Software database. Before you install the Kodak Asset Management Software, think about the URL, website and port number you want to assign to the Kodak Asset Management Software Administrative GUI. By default, users will access the software through their browser by entering /YourServerName/KodakAssetManagement in their browser s address bar. You may want to substitute KodakAssetManagement for something more closely associated with your business. The Kodak Asset Management Software Administrative GUI allows you to assign your assets into groups. Think about how you can use this option to make it easier to keep track of your assets. See the section entitled, Adding assets to groups later in this chapter. If you plan to use s to notify personnel of maintenance and error alerts, you will need to understand how your SMTP server is configured. Before you start adding assets to the system, become familiar with the System Default screen in the Kodak Asset Management Software Administrative GUI. This is where you will define automatic asset attribute assignments, the addresses for error and maintenance alerts, and HTTPS vs. HTTP settings. See the section entitled, Establishing system defaults later in this chapter. You should also become familiar with the System Retention screen. The amount of system and asset information that is retained is determined by the parameters on this screen. These settings will have a direct effect on your server s resources and available disk space. See the section entitled, Configuring retention settings later in this chapter. 3-2 A August 2014

25 System overview From the main window, you can manage groups, assets, reports, software updates and system settings (including users). Depending on how you want to set up your system, it is recommended that you create a list of users. You can assign a user to be a System Administrator which allows them to change anything in the system, you can allow them to see assets not currently in a group or you can just give them read-only (view) rights to the system. Groups provide a way of organizing your assets (scanners). Depending upon your preferences, assets do not need to be assigned to groups. However, if you want to place your assets into groups, you can set up your groups any way that works well for your organization. For example, groups may be organized by location, scanner model, department, etc. After you have set up groups, you can assign users and assets to these groups. See the section entitled, Groups later in this chapter for information and procedures on creating groups. Assets are the scanners that will be monitored by the Kodak Asset Management Software. When an asset is first connected to a client PC, it will automatically be listed in the server as an unassigned asset because it does not belong to any group. Users can view, add, modify and delete assets depending on their privileges. See the section entitled, Assets later in this chapter for information and procedures on managing assets. Reports can be created to provide information on the collected asset or group data. The data can be formatted into a table for a specific time period. Report types include: total pages, pending maintenance, errors and scheduled update status. Users can view, add, modify and delete reports depending on their privileges. See Chapter 5 for information and procedures for setting up and running reports. Updates allow you to create update packages for drivers, client software, TWAIN Setting Shortcuts, Smart Touch, etc. as well as schedule updates for assets. See Chapter 5 for information and procedures for setting up and maintaining updates. System allows you to set up or change the following settings: system default, SMTP, retention and user. You can also access the Log and About windows from the System window. For more information about the options on the System Defaults window, see the section entitled, Establishing system defaults later in this chapter. A August

26 Accessing the Asset Management Software server console IMPORTANT:Before users can log into the Kodak Asset Management Software Administrative GUI your corporate IT System Administrator must give each user access to the server. The Kodak Asset Management Software Administrative GUI is launched via a web application. 1. Open your internet browser. 2. Go to the server software virtual directory on the server s website (e.g., 3. Enter your credentials to gain access to the server. 4. While the Kodak Asset Management Software Administrative GUI is loading, the system will verify that the required version of the Microsoft Silverlight plug-in is installed on your PC. If it is not, you will be prompted to download and install it. 5. After the Silverlight plug-in is verified or the required version is downloaded, the main window will be displayed. NOTE: Until users are added, anyone who can log into the server is treated as a System Administrator. It is recommended that you create users, and decide user rights/privileges as soon as possible. 3-4 A August 2014

27 Icons The following icons are used throughout this manual Refresh when clicked, refreshes the information currently displayed on the screen. Details allows you to view and edit details for an asset, group, location, support contact, etc. New allows you to create a new group, asset, location, support contact, etc. Delete allows you to remove a group, asset, location, support contact, etc. Add allows you to add assets to a group. Remove allows you to remove assets from a group. Quick conversion Following is a list of conversions from minutes to hours to days. This may be helpful when making your frequency settings. Minutes Hours Days A August

28 Administrative roles System Administrator a System Administrator has complete control of the Kodak Asset Management Software and is allowed to make any changes to the system. A System Administrator is the only one who can view SMTP settings and also manages the list of users that can access and use this software. Group Administrator a Group Administrator has control of their group(s). They are allowed to add, remove and manage the assets that belong to their group(s). Any user can create a group but only assets that they have access to can be added to that group. The System Administrator typically assigns Group Administrators and Unassigned asset privileges. The user that creates a group is automatically the Group Administrator for that group. As the Group Administrator, you can add other users to your group; you can give these users administrator privileges or just viewing privileges to your group. Asset Administrator an Asset Administrator has control of specific asset(s). Any user of the system can be assigned by the System Administrator as an Asset Administrator. They can manage this asset(s) and delete it from the system. Keep in mind that Asset Administrators can delete assets from the system which will also delete all saved information for it. However, the asset will re-register/ recognized by the system at the next scheduled update by the client PC. Report Administrator any user of the system can create a report. The person who creates the report automatically is the Report Administrator. Update Package Administrator any user of the system can create an update package. The person who creates the update package is automatically the Update Package Administrator. Schedule Update Administrator any user of the system can schedule an update. The person who schedules the update is automatically the Schedule Update Administrator. NOTE: The last person to modify an update package and/or a scheduled update, is automatically the Update Package Administrator or Schedule Update Administrator. For example, a user creates an update package and schedules it to run at 1:00 AM Pacific time; however, the System Administrator wants this update to run at 3:00 AM Pacific time. When the System Administrator modifies this scheduled update, they automatically become the Schedule Update Administrator for that update package. 3-6 A August 2014

29 Establishing system defaults After the Kodak Asset Management Software Server Module is installed, each person that logs into the Kodak Asset Management Software Administrative GUI is considered a System Administrator until users are created. Before setting up users and groups, it is beneficial to set your system defaults. If groups are created, the values you set on the System Defaults window will pre-populate the corresponding group settings. For example, the location information defined on the System Default window will be used when creating a new group. The Assign on Add option provides a convenient way to automatically assign values to any asset when it is added to the system. This option is available for Location, Support Contact, Update frequency and Maintenance and Error thresholds. Use these options on the System window if you do not plan to use groups or want the same settings for all assets. If you need to change these values after an asset has been added to the system, use the Asset Details window, or assign an update after an asset has been added to a group by clicking the Assign Now button. The Maintenance and Error Thresholds are typically different based on scanner model. The Kodak scanner defaults are sent to the server when the scanner first connects to the system. Therefore, you only need to specify values if you want to override the Kodak defaults. 1. From the main window, click System. 2. Click Defaults. The Defaults area will be displayed. 3. In the Maintenance field enter the address of the person who will be notified when the maintenance threshold of an asset is reached or exceeded. NOTES: If an asset belongs to a group and the group has a value for Maintenance , the group s address will be used. If more than one person should receive this , you will need to set up a group address. You can specify multiple addresses, separated by a comma, up to 64 characters. A August

30 4. In the Error field enter the address of the person who will be notified when the error threshold of an asset is reached or exceeded. NOTES If an asset belongs to a group and the group has a value for Error e- mail, the groups s address will be used. If more than one person should receive this , you will need to setup a group address. You can specify multiple addresses, separated by a comma, up to 64 characters. 5. Click the location Details icon to display the Location window where you can enter or change any information in the location fields. 6. Click the support contact Details icon to add the support contact information for the assets in the system. 3-8 A August 2014

31 7. From the Update Frequency drop-down box, select how often (in minutes) you want the client PC to send asset information (i.e., page counts, meter values, paper jams, multifeeds, etc.) to the server. The update frequency also determines when information about updates is sent to the asset. Therefore, when a change is made, it will not take effect until the client PC communicates with the server again. When deciding what Update Frequency value to set, you will need to consider the size of your database, how long you want to keep the information (retention) and how frequently you want to run reports. By default, the frequency setting is 1440 minutes (1 day). Depending on your scanning volumes, you may need to increase or decrease this setting. The more frequently the client PC communicates with the server, the more information will be written to the database. NOTE: Partial updates will continue even if a registered scanner is disconnected from the host PC. This will allow the client to check to see if the asset was deleted and also allow for the handling of error and maintenance clearing. Partial updates will not update the Last Update Time field in the Asset Detail window while the asset is disconnected. 8. Click the maintenance thresholds Details icon to change the Maintenance threshold settings. NOTE: All of the maintenance thresholds will be displayed, however, depending on the scanner model only the maintenance thresholds that your scanner supports will be reported to the server. The values in these fields will be 0 until assets have been added to the system. A August

32 The values in the Frequency, Reminder and Escalate fields are set to scanner model-specific defaults. It is suggested that you keep the default settings until you evaluate the usage of your assets. For example, you may need to increase or decrease the settings based on the number of pages being scanned in a day, paper types being scanned, environmental conditions, etc. The client software that runs on the PC that the asset is connected to sends the default values for the maintenance thresholds to the server. If you need to change these defaults to accommodate your scanning needs, you can make any required changes on the Maintenance Thresholds window. If you check Assign on Add, these new settings will override the manufacturing default settings. These new settings will take effect the first time the client PC communicates with the server. The maintenance threshold values are set via the server software, however, only the client software can reset these values once the maintenance has been performed. For example, if the user replaces the feed module tires, this information is entered using the client software and will be updated the next time the client PC communicates with the server. Change any of the values in the Frequency, Reminder and Escalate columns as desired, then click OK. - Frequency displays the number of pages that can be scanned before maintenance needs to be completed. You can enter a number from 0 to The number displayed in this field is the default value that is recommended in the scanner User s Guide. - Reminder enter the number of pages (0 to ) that can be scanned before the user will be reminded to perform maintenance after the frequency threshold has been reached or exceeded. The Reminder value is also used to determine how many pages can be scanned before a maintenance status goes from green to yellow. For example, if the frequency is set to 1000 and the reminder is set to 100, when 901 pages have been scanned, the maintenance status will go from green to yellow and a message will be displayed to the user on the client PC. The default number displayed in this field is the value displayed in the Frequency field divided by Escalate enter a number from 0 to to indicate the number of pages scanned after which an escalation will be sent to a user. This is typically some number of pages beyond the number of pages specified in the Frequency field. For example, if the maintenance threshold frequency setting for cleaning the scanner is every 1000 pages and the escalate setting is set to 200 and the user does not clean the scanner when 1200 pages have been scanned, an escalation will be sent every time the client PC communicates with the server. The default number displayed in this field is the value displayed in the Reminder field multiplied by 5 plus the number displayed in the Frequency field A August 2014

33 9. Click the error thresholds Details icon to change the error threshold settings. NOTE: All of the error thresholds will be displayed, however, depending on the scanner model only the error thresholds that your scanner supports will be reported to the server. The client software that runs on the PC that the asset is connected to sends the default values for the error thresholds to the server. If you need to change these values, you can make any changes from the Error Thresholds window. If you check Assign on Add, these new settings will override the manufacturing default settings. These new settings will take effect the first time the client PC communicates with the server. Unlike maintenance thresholds, only the server software can reset error thresholds. For example, if the error threshold for paper jams has been reached or exceeded, only a System, Group or Asset Administrator can reset this value. The reset will occur the next time the client PC communicates with the server. If desired, change the value in the Frequency field which indicates how many events can take place before it is considered a problem. If desired, enter the number of days in the Period column that an error can occur within this frequency before it is considered a problem. For example, if the Period is set for 1 day, and the frequency for a paper jam is set to 5 times and the scanner has encountered 3 paper jams in 1 day, an notification will not be sent. The paper jam count will be reset for the next day. Click on the Escalate checkbox to send an to the address entered in the Error field when the threshold frequency has been reached. Click OK. 10.If you previously set up your database to use HTTPS, then click the Use HTTPS connection checkbox. This will provide secure and encrypted communication between the client PC and the server. For more information, see Appendix A, Configuring HTTPS. 11. When finished making changes on the System Defaults window, click Apply. A August

34 Configuring SMTP settings For the Kodak Asset Management Software to send information to e- mail recipients you must define how the software will access your e- mail server. The SMTP screen is only available if you have System Administrator privileges. 1. From the main window, click System. 2. Click SMTP. The SMTP area will be displayed. 3. Enter the network address of the SMTP server for sending s (e.g., mailserver.mycompany.com) in the Server s network address field. 4. Most servers communicate on Port 25. If your server communicates on a different port, select the correct port number from the Server s port drop-down box. 5. If needed, enter a User domain, User name and User password for the server account that the Kodak Asset Management Software will log into for sending s. 6. Enter the address for s sent from the SMTP server in the From address field. 7. Select the type of connection security you want to use. Selections are: None, SSL/TLS and STARTTLS. 8. Select the type of authentication method to use when communicating with the SMTP server. Selections are: Automatic, None, Login, Plain, CRAM-MD5 and NTLM. 9. Enter the maximum size allowed for an attachment. Enter a value from 1 to 1024 MB. NOTE: Your server may restrict the maximum size to something smaller. 10.Click Test Settings to verify the SMTP settings. 11. Click Apply A August 2014

35 Configuring retention settings Use the Retention window to setup how long you want to keep information on assets, the system log and updates. The size of your database will determine how much data you should keep. By default, all retention settings are set to All. It is recommended that you change these settings to Based on the number of entries or Based on number of days. Keeping the default setting of All will quickly fill up your database storage capacity especially if you have the free version of Microsoft SQL Server Express and have many assets. It is important to balance your database size, your retention settings, how frequently the client PC communicates with the server, the number of assets in the system and how frequently reports are run. It is recommended that you use the full version of Microsoft SQL if you have a significant number of assets and your client PCs communicate frequently with the server. Keep in mind that how long you retain information in the database may impact your reporting history. This information is gathered from each asset in the system. For example, if your retention setting is set to 1 day and you have 100 scanners, then your report will only have 1 day s worth of information for each of the 100 scanners, even if you run the report for 5 days. If you wanted 5 days worth of information, you would have to set your retention setting to 5 days or more. 1. From the main window, click System. 2. Click Retention. The Retention area will be displayed. 3. From the Asset event, Asset history, Schedule update and System log drop-down boxes, select one of the following: All keeps all information. Based on number of entries keeps only a certain amount of information; the oldest information is deleted first. Based on number of days keeps information only the number of days entered in this field. 4. Click Apply. A August

36 Creating a User list Adding a user The Users area allows you to add, delete and modify user settings. You can also assign System Administrator privileges to specific users. When you assign System Administrator privileges to a user, they will be able to change all Kodak Asset Management Software settings. You can allow users to see assets that are not in any group by granting them the Unassigned asset privilege. This privilege is good for users who will be adding assets to the system and need to assign those assets to a group they created. 1. From the main window, click System. 2. Click Users. The Users area will be displayed. 3. Click the New icon. The User Details window will be displayed. 4. Enter the user s login name that they will use to gain access to the server s web page. You can enter up to 64 characters in this field. 5. Enter a nickname for this user in the Nickname field. This is recommended because the nickname will be more easily identifiable than the user login name on many of the windows that can be accessed within the system. Duplicate nicknames are not allowed A August 2014

37 6. If desired, enter the user s address in the field. If entered, this will automatically be used when this user creates reports and updates. 7. If you want this user to have System Administrator privileges, check the System administrator checkbox. Users that have System Administrator privileges will be allowed to change all Kodak Asset Management Software settings. 8. If you want this user to see newly added assets to the system or any asset that is not assigned to a group, check the Unassigned assets checkbox. 9. Click OK. Changing user settings Although users can change their nickname and address, only System Administrators can change the login and give a user System Administrator and Unassigned asset privileges. 1. From the user list, select the user you want to modify settings for. 2. Click the Details icon. The User Details window will be displayed. 3. Make any desired changes. 4. Click OK. Deleting a user Only System Administrators can delete a user from the system. Users cannot delete themselves from the system. 1. Select the user you want to delete from the system. 2. Click the Delete icon. The message, Are you sure you want delete user XXXX? will be displayed. 3. Click Yes. A August

38 Log area The Log area displays a listing of Kodak Asset Management Software log messages. The following messages may be added to the log area: Asset was deleted System: unknown error System: database conflict System: connection failed Group: created Group: changed Group: assets added Group: asset removed Group: asset Locations changed Group: asset Support Contacts changed Group: asset Update Frequency changed Group: asset Maintenance Threshold changed Group: asset Error Threshold changed Group: deleted Asset: created Asset: changed Asset: events deleted Asset: history deleted Asset: failed Scheduled Report: created Scheduled Report: changed Scheduled Report: deleted Scheduled Report: failed to run Scheduled Report: failed Scheduled Report: failed Update Package: created Update Package: changed Update Package: deleted Schedule Update: created Schedule Update: changed Schedule Update: deleted Schedule Update: cancelled Schedule Update: failed to run Schedule Update: failed Schedule Update: failed 3-16 A August 2014

39 System Defaults: changed System SMTP: changed System Retention: changed System Retention: completed System Retention: failed User: created User: changed User: deleted User: not authorized You can delete selected items from this list by clicking the Delete icon. About area The About area displays the version and copyright information of the Kodak Asset Management Software Server Module. The information on this screen may be required if you need to contact Kodak Service. A August

40 Groups Setting up groups of assets is not required, but creating groups is a convenient way to manage them, especially if you have responsibility for many scanners. It is not necessary to assign assets to groups, however assets are more easily managed when they are assigned to a group. An asset can be assigned to more than one group depending on how you want to configure your system. A group can be named anything that is meaningful to you based on how you want to manage that group. You can assign as many assets to a group as needed. For example, if you have 80 Kodak ScanMate i940 Scanners, you may want to create an i940 Scanner group and assign all 80 scanners to this group. Or, you can create two groups; one for the i940 Scanners in your Accounts Payable group and one for the i940 Scanners in another department. You can create groups based on scanner type, location, business function, or some other criteria. The user who creates a group is automatically the Group Administrator. As a Group Administrator, you can allow other users to be Group Administrators or just have read-only access to the group for viewing and reporting purposes. For example, if you want your supervisor to be able to view the information but not make any changes, you would give them read-only access. When you select Groups, any groups that you have access to, and the assets associated with those groups, will be displayed A August 2014

41 NOTES: When you first launch the Kodak Asset Management Software, the Groups pane will be displayed with no groups and the Assets In Group pane will be displayed with no assets. If an asset belongs to more than one group, and changes are made to this asset, the change will carry over into the other groups. The last modification to an asset becomes the current values across the groups. Groups can be very useful especially when a common change needs to be made across a group. If, for example, the support contact s phone number changes, you can easily make this change just for this group. All of the assets that belong to this group can be updated with this new information using the Assign Now option on the Group Details window. Adding a group 1. From the main window, click Groups. The Group window will be displayed. NOTE: When you first launch the Kodak Asset Management Software, the Groups pane will be displayed with no groups and the Assets In Group pane will be displayed with no assets. 2. Click the New icon in the Groups pane. The Group Details window will be displayed. A August

42 NOTE: The group values will automatically be filled in with the respective system defaults. The group values can be changed as desired. 3. Enter the name of the group in the Name field. Duplicate group names are not allowed. 4. Enter a description of the group in the Description field. 5. In the Maintenance field enter the address of the person who will be notified when the maintenance threshold for an asset in the group reaches or exceeds the designated threshold. 6. In the Error field enter the address of the person who will be notified when an error threshold reaches or exceeds the value designated for any asset in the group A August 2014

43 7. Click the user Details icon to display the current list of assigned users. If you want to add users, click the Add icon. The Add Users to Group window will be displayed. Check the box next to the name of the user(s) you want to add to this group and click OK. If you want a user to be a Group Administrator, check the Administrator checkbox on the Group Users window, then click OK; otherwise they will just have viewing privileges. If you want to delete a user from the group, select them and click the Remove icon on the Group Users window. 8. Click the location Details icon to change the location information for the selected group, then click OK. A August

44 9. Click the support contact Details icon to change the support contact information for this group, then click OK. 10.Enter a numeric value (in minutes) from 1 to (one week) in the Update frequency field indicating how often a client PC will communicate with the server. 11. Click the maintenance thresholds Details icon in the Maintenance thresholds field to change the default values of how frequently a consumable should be cleaned or replaced. NOTE: All of the maintenance thresholds will be displayed, however, depending on the scanner model only the maintenance thresholds that your scanner supports will be reported to the server A August 2014

45 Change any of the values in the Frequency, Reminder and Escalate columns as desired, then click OK. - Frequency displays the number of pages that can be scanned before maintenance needs to be completed. You can enter a number from 0 to Reminder enter the number of pages (0 to ) that can be scanned before the user will be reminded to perform maintenance after the frequency threshold has been reached or exceeded. The Reminder value is also used to determine how many pages can be scanned before a maintenance status goes from green to yellow. For example, if the frequency is set to 1000 and the reminder is set to 100, when 901 pages have been scanned, the maintenance status will go from green to yellow, and a message will be displayed on the client PC. - Escalate enter a number from 0 to to indicate the number of pages scanned after which an escalation will be sent. This is typically some number of pages beyond the number of pages specified in the Frequency field. For example, if the maintenance threshold frequency setting for cleaning the scanner is every 1000 pages and the escalate setting is set to 200 and the user does not clean the scanner when 1200 pages have been scanned, an escalation will be sent every time the client PC communicates with the server. 12.Click Error Thresholds to set or change how many events can occur before an error notification is sent. NOTE: All of the error thresholds will be displayed, however, depending on the scanner model only the error thresholds that your scanner supports will be reported to the server. Enter a value in the Frequency field indicating how many events can take place before it is considered a problem, then click OK. - If desired, enter the number of days in the Period column that an error can occur within this frequency before it is considered a problem. - Check Escalate if an should be sent when the error threshold value is reached. NOTE: If you click Assign Now on the Group Details window for any of the Location, Support Contact, Update frequency, Maintenance thresholds or Error thresholds fields, the message, This will assign the XXXX for all assets in the group. Continue? will be displayed. Click Yes. A August

46 Adding assets to groups To add assets to a group: 1. From the main window, click Groups. 2. Select the group to update in the Groups pane, then click the Add icon in the Assets In Group pane. The Add Assets to Group window will be displayed. 3. Select one of the following assets to display in the list: Unassigned: displays all assets that have not been assigned to any group. This option is only visible if the user has Unassigned asset privileges. All: displays all assets the user has Asset Administrator rights for. In group: select the group you want to display from the dropdown box. The assets from the selected group will be displayed. A user will only see the groups they have access to. 4. Check any assets that you want added to the group. If you want to add all assets that are currently displayed, including those assets not displayed on current page, click on the checkbox in the table header. If there are multiple pages of assets, all of them will be checked (i.e., if there are 5 pages of assets, all 5 pages of assets will be affected). NOTE: If assets with different rights (i.e., read only) are added to a group, the rights of that asset remain intact. Asset selected Asset not selected Asset selected with different rights 5. Click OK A August 2014

47 Assets When the client software is installed and the asset is recognized, it will automatically show up on the server as an unassigned asset. The Assets area displays the status of all assets the user has rights to view. System Administrators and users with Unassigned asset privileges will be able to see this asset and, if desired, add it to a group. When you click All, all assets you have the right to view are displayed in this list; including assets that are already assigned to a group. When you click Unassigned, only assets that do not belong to a group will be displayed. Users that have unassigned asset privileges, will see the All/ Unassigned menu. Users that can see assets can assign Asset Administrator privileges to other users. Asset Administrators can view, modify and delete the asset. NOTE: The Time column in the Assets list corresponds to when the client last collected new data from a connected/registered asset. A August

48 Editing asset details The Asset Details window allows you to view and edit the settings for an asset and assign an Asset Administrator. You can also view events and history information for a selected asset. NOTE: The settings on the Asset Details window may not match the group or system default settings. 1. From the main window, click Assets or click Groups and select a group. 2. Select the asset you want to edit. 3. Click the Details icon. The Asset Details window will be displayed. NOTE: If Assign on Add was checked when you set the system defaults or checked on the Group window when you added an asset to the group, the asset detail values will automatically be filled in with the respective system or group defaults. The individual asset values can be changed as desired. 4. Click the location Details icon to add or change the location information of this asset. 5. Click the support contacts Details icon to add or change the support contact information for this asset A August 2014

49 6. Enter a numeric value (in minutes) from 1 to (one week) in the Update frequency field indicating how often an asset will send information to the server. 7. Click the maintenance thresholds Details icon to display the Maintenance Threshold window and change any Frequency, Reminder or Escalate settings. 8. Click the error thresholds Details icon to display the Error Threshold window and change any Frequency or Escalate settings. 9. If you want to assign an Asset Administrator for this asset, click the administrator Details icon to display the Asset Administrators window. Click the Add icon to display the Add Administrators to Asset window. Click the checkbox next to the name of the user(s) that you want to be an Asset Administrator and click OK. A August

50 Viewing asset events The Asset Events window displays information regarding events that occur along with the status of each event. The list of the events is based on the retention setting that was selected on the System: Retention window. Therefore, if you set Asset event to Based on number of days and if 5 days was selected, only the events for the last 5 days would be displayed. To view asset events: 1. From the Asset Details window, click Events. The Asset Events window will be displayed. Check Show only last occurrence of each event if you want to display the most recent occurrence of each event message. If unchecked, all events will be displayed. To delete an event, select the event you want to delete and click the Delete icon. The message, Are you sure you want to permanently delete the selected events? will be displayed. Click Yes. More than one event can be deleted at the same time. 2. Click Done to close the Asset Events window A August 2014

51 The following is a list of events/status messages that can be displayed in this window: Clean transport and imaging areas: maintenance completed Replace Feed Module Tires: maintenance completed Replace Feed Module: maintenance completed Replace Separation Module Tires: maintenance completed Replace Separation Module: maintenance completed Replace Pre-separation Pad: maintenance completed Paper Jam: count reset Multi-feed: count reset Other Errors: count reset Schedule Update: completed successfully Clean transport and imaging areas: maintenance needed soon Replace Feed Module Tires: maintenance needed soon Replace Feed Module: maintenance needed soon Replace Separation Module Tires: maintenance needed soon Replace Separation Module: maintenance needed soon Replace Pre-separation Pad: maintenance needed soon Schedule Update: retrying Schedule Update: cancelled Clean transport and imaging areas: maintenance overdue Replace Feed Module Tires: maintenance overdue Replace Feed Module: maintenance overdue Replace Separation Module Tires: maintenance overdue Replace Separation Module: maintenance overdue Replace Pre-separation Pad: maintenance overdue Paper Jam: too many events Multi-feed: too many events Other Errors: too many events Schedule Update: failed Clean transport and imaging areas: escalated, maintenance overdue Replace Feed Module Tires: escalated, maintenance overdue Replace Feed Module: escalated, maintenance overdue Replace Separation Module Tires: escalated, maintenance overdue Replace Separation Module: escalated, maintenance overdue Replace Pre-separation Pad: escalated, maintenance overdue Paper Jam: escalated, too many events occurred Multi-feed: escalated, too many events occurred Other Errors: escalated, too many events occurred Schedule Update: failed, maximum retries was reached A August

52 Viewing asset history The Asset History window displays a list of each time the client PC communicated with the server. This information includes: the number of paper jams, multifeeds and errors encountered; number of pages scanned, number of hours the scanner has been on, and number of hours the transport, front lamp and rear lamp have been on. Depending on your scanner model, only the information that is supported by your scanner is displayed (i.e., if you have a simplex scanner, the information for rear lamps will not be displayed). The list of the instances that are displayed is based on the Asset history setting on the System: Retention window. Therefore, if you set Asset History to Based on number of days and selected 1 day, only the instances for 1 day would be displayed A August 2014

53 To view asset history: 1. From the Asset Details window, click History. The Asset History window will be displayed. To delete an entry, select the entry you want to delete and click the Delete icon. The message, Are you sure you want to permanently delete the selected entry? will be displayed. Click Yes. More than one entry can be deleted at the same time. NOTE: The Time column displays the time that corresponds to the last time the asset communicated with the server, 2. Click Done to close the Asset History window. A August

54 Deleting assets Occasionally you may need to remove an asset from the server. For example, if an asset is permanently removed from service. Only a System Administrator or Asset Administrator can delete assets from the system. Before removing assets: it is recommended that you backup or take a snapshot of your database. be sure that any communication between the asset and the server is completed. be sure the asset is not in use by any scheduled update. If the asset is in use and has a status of Sent or Retrying, it cannot be deleted but can be deleted at a later time. make sure the scanner that is being deleted is disconnected from its host PC before deleting the scanner from the server. If the scanner is left connected, the client software will re-add it to the server database. Run and save any last reports for that asset for historical purposes. For more information see Chapter 5, Generating Reports and Scheduling Updates. 1. From the main screen, click Assets. 2. Select the asset you want to delete. 3. Click the Delete icon. The message, This will permanently delete the asset from the server. All information, including events and history will be deleted. Are you sure you want to permanently delete asset XXXX? will be displayed. 4. Click Yes. The asset will be permanently deleted from the server as well as any asset-related information. When an asset is deleted, an entry will be added to the server system log A August 2014

55 Examples Example 1: Managing assets without groups Example 2: Managing your system with some assets within groups This section provides some examples of how you may want to configure your system. For detailed procedures, see the earlier sections in this chapter. I have a small organization with 10 scanners. All scanners are the same model. How do I set up my system? Because all of your scanners are the same model and you are a small organization, setting up groups is not necessary. 1. Set up your system defaults. See the section entitled Establishing system defaults for more information. I have a small organization with 20 scanners all in one location. The scanners are different models. I have 13 ScanMate i9xx Scanners and 7 i2xxx Scanners and I would like to put them into groups. How do I set up my system? Because you have different scanner models and you are a small organization, setting up groups is beneficial. It is suggested that you set up groups by scanner model. 1. Select Groups on the main window and click the Add icon. The Groups Details window will be displayed. 2. For the first group, enter i9xx Scanners in the Name field. 3. Enter all the desired information in the other fields on the Group Details window and click OK. 4. For the second group, click the Add icon on the Groups main window. The Groups Details window will be displayed. 5. Enter i2xxx Scanners in the Name field. 6. Enter all the desired information in the other fields on the Group Details window and click OK. You have created two groups and can now easily schedule updates and run reports. A August

56 Example 3: Setting up users, groups and assets Paul is the System Administrator and creates a list of these users. Joe I want Joe to be my back-up System Administrator. So, I assign him System Administrator privileges. Mike, Rob, Kelly I want Mike, Rob and Kelly to be users of the system and be able to see unassigned assets, which will allow them to create groups and assign assets to their groups. Bob, Sue I want Bob and Sue to be users of the system, but only have read-only access to some groups. Mike and Rob have responsibility for 100 scanners. Mike decides to create 2 groups and assign the assets that he is responsible for to these groups. The first group Mike creates is named i940 Accounting Department. Mike adds all of the i940 Scanners that he is responsible for to this group. Kelly is Mike s back-up so Mike adds Kelly to this group as a user and checks Administrator. Mike also wants Sue to be a user of his group and assigns Sue to the group. Mike does not give Sue administrator privileges because she only needs to look at the group s asset status. The second group Mike creates is called i2400 Scheduling Department. He adds all of the i2400 Scanners he is responsible for into this group. Again, he adds Kelly to the group and gives her Group Administrator privileges. Because Kelly has Group Administrator privileges for both of Mike's groups, she can also make changes to these groups. Rob can also set up groups because he is a user of the system and can see unassigned assets. Rob sets up his groups, adds his assets that he is responsible for to the groups and assigns users (if desired) to his groups. Because Kelly is his backup, Rob adds Kelly to his groups and gives her Group Administrator privileges. Rob also wants Bob to be a user of his group and assigns Bob to the group. Rob does not give Bob administrator privileges because he only needs to look at the group s asset status. Because Rob is a user of the system, but is not a user of Mike s groups, he cannot see or view the assets that are in Mike s group and vise versa. Since Bob and Sue are just users of the group, but not Group Administrators, they can only view the assets that are in the specific groups that they are users of. In summary Mike has created two groups: the i940 Accounting Department group and the i2400 Scheduling Department group. Kelly and Sue are both users, but Kelly is also the Group Administrator for these groups. Mike, Joe, Kelly and Sue all have the ability to see the assets in these groups. Since they can see the assets, they can all create reports, update assets and schedule updates A August 2014

57 4 Monitoring Your System Once you have configured the Kodak Asset Management Software, you can use the software to monitor your scanner usage and maintain your assets. The notification feature of the Kodak Asset Management Software notifies you when there is a problem with the system, thus eliminating the need to frequently monitor the assets manually. NOTE: Because the Kodak Asset Management Software is not a realtime system, asset settings are not implemented or updated instantaneously. For example, if changes are made to any of the settings, this information will be sent to each asset the next time the client PC communicates with the server. Therefore, if your update frequency is set to 1 day, and you change it to 12 hours, this change will not go into effect until the client PC has completed the 1-day cycle. On the Asset History window, you can view the maintenance thresholds to monitor page counts and asset usage. Each maintenance threshold has a status indicator as shown on the Assets main window: If the green threshold status icon is displayed, no attention is required. If the yellow warning symbol is displayed, the asset is approaching the designated setting indicating when the asset will require attention. If the red error symbol is displayed, the asset has reached or exceeded the designated setting and the asset requires immediate attention. Error handling Depending on the frequency of asset errors, specific maintenance may be required before a maintenance threshold has been reached. For example, if a scanner is experiencing too many paper jams, then the scanner may need to be cleaned more frequently, consumables may need to be replaced sooner, or the user may need to be sure that the documents are prepared properly before scanning. In addition, based on the frequency of errors, you may also want to change your frequency settings and/or your maintenance thresholds. For information about cleaning and maintaining your scanner, refer the User s Guide for your scanner. A August

58 5 Generating Reports and Scheduling Updates Contents Reports Setting up reports Editing a report Deleting a report Examples Updates Creating an update package Editing an update package Deleting an update package Scheduling updates Adding an asset to a scheduled update Removing an asset from a scheduled update Cancelling a scheduled update Undoing a scheduled update cancel request Editing a scheduled update Deleting a scheduled update Example: Scheduling an update package Reports Reports provide a method of tracking asset activity and maintenance status. The Reports area provides an overview of all scheduled reports. Any user can create a new report. However, some selections will be restricted based on the user s privileges. For example, the user can only select a group that they manage or have been added to. Only Report Administrators can modify existing reports. When a scheduled report is created, the user creating the report is automatically assigned as that report s administrator. There are four types of reports that can be generated: Total pages Pending maintenance Errors Scheduled Update Status A August

59 Setting up reports After you have determined what type of report you want to generate and how often you want to schedule a report, click Reports, then Schedules on the main window to display the Reports area. The Reports area displays a summary of each report including: a description of the report type of report the corresponding group or scheduled update to include in the report how often the report is run, including the date, time and time zone how much data (number of days, weeks, months) is included in the report the address of the person who will receive the report the name of the person who updated the report last along with the date and time 5-2 A August 2014

60 To schedule a report: 1. From the Reports area, click the New icon. The Create New Scheduled Report window will be displayed. 2. Enter a name for the report that is meaningful to you in the Description field. 3. Select the type of report you want to add from the list of available reports: total pages for one group total pages for my groups total pages for all assets* pending maintenance for one group pending maintenance for my groups pending maintenance for all assets* errors for one group errors for my group errors for all assets* scheduled update status for one update scheduled update status for my updates * These reports can only be run by a System Administrator. A August

61 4. From the For field, select the corresponding group to include in this report. 5. From the Frequency field select how often the report will be run (e.g., once, daily, weekly, monthly). 6. From the On field select the first day of the week or month the report will be run. 7. Select how much data from the Duration field will be included in the report. This is based on the days/weeks/months before the day the report is scheduled to run. For example, if running a daily report that is scheduled to run on 12/25 and the duration is 5, then the days included in the report will be: 12/20, 12/21, 12/22, 12/23 and 12/24; even if the report runs on a later date because the server was down. 8. Select the interval of time before the report is run again. If the frequency is Once, nothing is displayed. The value you select in the Interval field is based on the setting (Daily, Weekly, Monthly) in the Frequency field. 9. Select the date and time the report will be run from the Date and Time fields. Select a value that allows all of your client PCs adequate time to communicate with the server. For example, if your client PCs communicate with the server at 9:00 PM you should set this value to 11:00 PM. This time is relative to the time zone selected. 10.Select the desired time zone. By default it is set to your time zone. An example of when you would change the time zone is if you are in the Eastern time zone and you are running a report for assets in California. Set the time zone to (UTC-08:00) Pacific Time (US & Canada). 11. Click HTML to create a report with formatted data for easy viewing, and/or click the CSV checkbox to include raw data in a commaseparated file that can be used to import the report data into another application. 12.Enter the address(es) of the person(s) who you want to receive the results in the address field. If you are entering more than one address, use a comma to separate addresses. 13.Click the administrators Details icon to display the Scheduled Report Administrators window. 5-4 A August 2014

62 14.Click the Add icon to display the Add Administrators to Scheduled Report window. 15.Check the box next to the name of any users that you want to be a Report Administrator and click OK. If there are more users listed than displayed on the window, use the scroll arrows to see additional pages. Editing a report Deleting a report If you are a Report Administrator and you want to make changes to an existing report, do the following: 1. Select the report that you want to edit from the Reports area. 2. Click the Details icon to display the Scheduled Report Details window. 3. Make any desired changes and click OK. If you are a Report Administrator and you want to delete a report, do the following: 1. Select the report you want to delete. 2. Click the Delete icon. The message, Are you sure you want to delete scheduled report XXXX? will be displayed. 3. Click Yes. A August

63 Examples Example 1: Running a daily report I want to run a daily report to see the daily pending maintenance of my Production group, how do I do this? 1. From the Reports area, click the New icon. The Create New Scheduled Report window will be displayed. 2. Enter a name for the report that is meaningful to you in the Description field (e.g., Daily Pending Maintenance for Production group). 3. Select Pending maintenance for my groups from the list of available reports. 4. Select Production from the For field. 5. Select a frequency value of Daily. 6. Select a duration of 1 day. 7. Select an interval of 1 day. 8. Select the date and time you want to start running the report. 9. If you want an HTML or CSV file (or both), click these checkboxes. 10.Enter the address of where you want the files sent. 11. Click OK. 5-6 A August 2014

64 Example 2: Running a report in a different time zone My server is in Atlanta, Georgia and I want to run a quarterly report for total pages for my Accounts Payable group located in Portland, Oregon. I want the report to run at midnight and updates are sent from the client PCs at 11 PM and finish well before midnight. What should my settings be? 1. From the Reports area, click the New icon. The Create New Scheduled Report window will be displayed. 2. Enter a name for the report that is meaningful to you in the Description field (e.g., Quarterly total pages for Accounts Payable, Portland, Oregon). 3. Select Total Pages for one group from the list of available reports. 4. From the For field, select the Accounts Payable group. 5. Select a frequency value of Monthly. 6. Select a duration value of 3 months. 7. Select an interval of 3 months. 8. Select the date and time you want to start running the report. 9. Select a time zone setting of (UTC-08:00) Pacific Time (US & Canada). 10.If you want an HTML or CSV file (or both), click these checkboxes. 11. Enter the address of where you want the files sent. 12.Click OK. The report for the Accounts Payable group in Portland will be run once every 3 months and will have 3 months worth of data as long as your retention setting is set at 3 months or longer. A August

65 Updates Creating an update package The Kodak Asset Management Software allows you to schedule updates for assets and create update packages. Updates allow you to efficiently maintain your asset software. NOTES: Changes to scheduled updates or update packages can only be made by the person who created the package or a System Administrator. An update package cannot be changed if it is in use by any scheduled update. A user must have administrator privileges to view an asset to schedule an update. To create an update package: 1. Select Updates from the main window. 2. Select Packages and click the New icon. The Create New Update Package window will be displayed. 3. Enter the name for the package that is meaningful to you and other Asset Administrators in the Description field. 5-8 A August 2014

66 4. Select the type of package from the Type field. Types include: CD Installer (i.e. TWAIN, ISIS, etc.) TWAIN Setting Shortcuts Smart Touch Installer Smart Touch Task Shortcuts Asset Management Software Client Module Installer 5. Click the model Details icon to display the Update Package Models window. 6. Click the checkbox next to the scanner models that this package is valid for and click OK. 7. Browse to the update package file. For example, these are the files you that retrieved from the Kodak website or from a Setting Shortcut that you created by using the export feature of the TWAIN Datasource. 8. Click OK. NOTES: The file is uploaded to the server to a temporary location. During this process, an uploading window will be displayed. If there are errors, see Chapter 6, Troubleshooting. There is no audit to check that the uploaded file is specific to the selected scanner model(s). Editing an update package Deleting an update package If the package is not in use and you want to make changes, do the following: 1. From the Packages window, select the update package you want to change. 2. Click the Details icon to display the Update Package Detail window. 3. Make any desired changes and click OK. If the package is not in use and you want to delete the package, do the following: 1. From the Packages window, select the update package you want to delete. 2. Click the Delete icon. The message, Are you sure you want to delete update package XXXX? will be displayed. 3. Click Yes. A August

67 Scheduling updates. To schedule an update: 1. Click Updates on the main window. 2. Click Schedules. 3. Click the New icon. The Create New Scheduled Update window will be displayed. 4. Enter the name for the schedule that is meaningful to you and other administrators in the Description field. 5. Select the package you want to use for this update. NOTE: If assets have been added to the schedule, the package cannot be changed. All assets must be removed before changes can be made to the package A August 2014

68 6. Select the start date and end date from the Start Date and End Date fields. The start date is the first day the update is allowed to run; the end date is the last date the update is allowed to run. 7. Select the start time and end time from the Start Time and End Time fields. The start time is the time of day the update will run, the end time is the last time of the day the update is allowed to run. 8. Select the number of times (0 to 9) the software will attempt to try the update if the update fails during the first attempt in the Retries field. 9. Select the number of minutes (1 to 10080) to wait before retrying the update in the Interval field. NOTE: If you want to run the update over 3 days, but your retry interval is set to 5 minutes, the update will only be tried during that first day. For example, your interval was set to 5 minutes and your retries were set to 4, even though you scheduled it for 3 days, and the update fails, it will retry 4 times every 5 minutes and then it is complete. If you wanted to retry the update each day, then you would want to increase your interval time to 720 minutes (12 hours). The number of retries and your interval time determines how long the update will run. 10.If desired, enter the address of the person who will be notified if the update fails in the Escalation field. The list at the bottom of the Create New Schedule Updates window displays the assets that the update package will be applied to. This list displays the scanner model, serial number and location of the asset, as well as the status for the asset s update and whether the request to cancel the selected asset s update is on. 11. Click the Add icon to add more assets for the update package or click the Remove icon to take assets out of the list. See the following sections for procedures on using these options. 12.Click OK. A August

69 Adding an asset to a scheduled update You can only add an asset to a scheduled update if the status of the schedule is Scheduled and not in process. To add an asset to a scheduled update: 1. Click the Add icon on the Scheduled Update window. The Add Assets to Schedule window will be displayed. 2. Click All to display all of your assets or click In Group and select the desired group of assets you want to display. Only the assets that match one of the models in the update package will be displayed. NOTES: Only assets that you have Administrator privileges for will be displayed in the list. You can select the checkbox in the table header to quickly select all assets in a group. 3. Click the checkbox next to the asset(s) that you want to add to the scheduled update. 4. Click OK. Removing an asset from a scheduled update You can remove an asset from a scheduled update if the schedule s status is Scheduled. 1. From the Scheduled Update window, select the asset you want to remove. 2. Click the Remove icon. The asset will be removed from the scheduled update A August 2014

70 Cancelling a scheduled update You can request to cancel a scheduled update for an asset under the following conditions: if the status is Sent or Retrying (i.e., information is sent to the asset and the update is not complete) if there is no pending cancel request if the current user matches the Updated By field on the main Schedules window or is a System Administrator. 1. From the Scheduled Update Details window, select the asset whose scheduled update you want to cancel. 2. Click the Cancel icon. NOTES: This scheduled update will not be cancelled until the next time the client PC communicates with the server and sees the request to cancel. Therefore, if the scheduled update is completed before the client PC communicates with the server, the update will not be cancelled. The status of Pending will be displayed in the Cancel column on the Create New Scheduled Update screen. A August

71 Undoing a scheduled update cancel request You can undo a request to a cancel a scheduled update under the following conditions: if its status is Sent or Retrying (i.e., information is sent to the asset and the update is not complete) if there is a pending cancel request if the current user matches the Updated By field on the main Schedules window or is a System Administrator. 1. From the Scheduled Update Details window, select the asset whose scheduled update cancel request you want to undo. 2. Click the Undo icon. (The Pending status will be removed from the Cancel column). Editing a scheduled update Deleting a scheduled update You can only edit the scheduled update until it has been sent to any asset. 1. Click Updates on the main window. 2. Click Schedules and select a scheduled update. 3. Click the Details icon. The Scheduled Update Details screen will be displayed. 4. Change any information as needed and click OK. You can only delete a scheduled update if the status is not complete. 1. Click Updates on the main window. 2. Click Schedules. 3. Select the scheduled update that you want to delete. 4. Click the Delete icon. The message, Are you sure you want to delete scheduled update XXXX? will be displayed. 5. Click Yes A August 2014

72 Example: Scheduling an update package A new version of software driver is available for the Kodak i2000 Series Scanners. How do I update all of my i2000 Series Scanners? I want to schedule this update at 1:00 AM Eastern Standard time. All of my assets are located in the same time zone as the server. How do I set this up? Before scheduling an update, you need to create a package and upload the new driver to the server. 1. Select Update from the main window. 2. Select Package and click the Add icon. The Create New Update Package window will be displayed. 3. Enter the name of the package in the Description field (i.e., i2000 Series Driver Update). 4. Select CD Installer from the Type drop-down box. 5. Click the Models: Details icon. The Update Package Models window will be displayed. Check all of the i2000 Series Scanners (e.g., i2400, i2600, i2800) and click OK. 6. Click Browse to locate the file you want to upload and click OK. You have just created an update package that you will use when you schedule the update. Now schedule the update. 7. Select Schedules. A August

73 8. Click the New icon. The Create New Scheduled Update window will be displayed. 9. Enter a description of the new update. 10.From the Package drop-down box, select the package you just created in Step 3 (i2000 Series Driver Update). 11. Select the start and end date that you want to run the update. 12.Enter 1:00 AM in the Start time field. 13.Enter the desired end time in the End time field. If, for example, you do not want the update to run any later than 5:00 AM, enter 5:00 AM in this field. 14.Select the number of times the software will attempt to try the update if the update fails during the first attempt. 15.Select the number of minutes to wait before retrying the update in the Interval field. NOTE: If you want to schedule an update to run over 3 days, but your retry interval is set to 5 minutes, the update will only be tried during that first day. For example, your interval was set to 5 minutes and your retries were set to 4, even though you scheduled it for 3 days, and the update fails, it will retry 4 times every 5 minutes and then it is complete. If you wanted to retry the update each day, then you would want to increase your interval time to 720 minutes (12 hours). The number of retries and your interval time determines how long the update will run. 16.Enter the address of the person who will be notified if the update fails in the Escalation field. 17.Click OK A August 2014

74 6 Troubleshooting Problem solving Use the chart below as a guide to check possible reason/solutions to problems you may encounter when using the Kodak Asset Management Software. Description General errors Unexpected error. The database connection may have been lost or there may not be enough memory to perform this operation. Unexpected error. The database may have been changed since the last time this window was opened. Update Package window upload errors Unable to create the temporary file on the server. Contact your System Administrator. Unable to read the file. Unable to write to a temporary file on the server. Contact your System Administrator. Unable to save the file in the database. There may not be enough memory on the server to perform this operation. Contact your System Administrator. Unable to delete the temporary file on the server. Contact your System Administrator. Possible Reason/Solution Your internet connection may have been dropped. The server did not respond in an adequate amount of time. The database may have been changed by someone else since the last time data was retrieved for you. For example, you are a viewing a table with 10 entries and someone deleted one of those entries and then you tried to view it. Unable to create a file in the AppData folder on the server which is located where the Kodak Asset Management Software Server Module is installed. Verify the file permissions for that folder. There may be read-access issues with reading the file that is being uploaded to the server. Verify that the user has read-access to the file and the file is still available and not in use by another application. Verify that there is adequate space on the server to store the file. Verify that there is adequate space in the database to store the file. Verify that there is adequate memory for the SQL Server to read and save the file. This is an unexpected error; but if you do encounter it, have your System Administrator clean up the AppData folder on the server which is located where the Kodak Asset Management Software Server Module is installed. A August

75 Appendix A Configuring HTTPS When establishing system defaults (see Chapter 3), there is an option for using a HTTPS connection. If you want to do this, follow this procedure to configure HTTPS. 1. Add a HTTPS binding to your default website. In IIS Manager, right-click on the default website and select Edit Bindings and click Add. Select HTTPS from the pull-down menu. The default settings: Port:443 and All Unassigned IP Addresses should be selected. Select the certificate for your site. This can be a previously added certificate from a certified certificate authority (e.g., VeriSign) or a certificate from your domain s certificate authority. If you select the domain certificate authority, all PCs that have the Kodak Asset Management Software Client Module must be in the same domain. Also, the address of the server must match what is in the certificate or the validation will fail. Click OK to add the binding, then click Close on the Edit Bindings dialog box. 2. Access the Kodak Asset Management Software Server Module and select System: Defaults. On the Defaults window, check Use HTTPS connection. A August 2014 A-1