HP Web Jetadmin Report Generation Plug-in

Transcription

1 HP Web Jetadmin Report Generation Plug-in

2

3 HP Web Jetadmin Report Generation Plug-in Reference Manual

4 Copyright notice 2006 Copyright Hewlett-Packard Development Company, L.P. Reproduction, adaptation or translation without prior written permission is prohibited, except as allowed under the copyright laws. The information contained herein is subject to change without notice. Trademark notices Microsoft is a U.S. registered trademark of Microsoft Corporation. The software is based in part on the work of the Independent JPEG Group. The software is based in part on the work of the FreeType Team. The only warranties for HP products and services are set forth in the express warranty statements accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein. Edition 1, 10/2006. This document supports HP Web Jetadmin 8.1 and HP Web Jetadmin Report Generation Plug-in 3.1.

5 Documentation conventions This document uses the following conventions. Bold Bold is used to identify the names of options, buttons, and pages within HP Web Jetadmin software, and options that the user types within HP Web Jetadmin. Italic Italic is used for emphasis. Monospace font Monospace font is used to identify a command that the user types on the command line. Blue, underlined text Blue, underlined text is used to identify hypertext links. Depending on the settings in a particular user s browser, these links might be formatted differently. Page references HP Web Jetadmin documentation contains references to pages within the software. These references tell you how to navigate to that page using the expandable tree in the Navigation area. For example, to navigate to the Device Management > Device Lists > All Devices page, select Device Management from the Navigation drop-down list, expand the Device Lists folder, and click All Devices. Notes, cautions, and warnings NOTE Notes contain important information. CAUTION Caution messages appear before procedures that, if not observed, could result in loss of data or damage to equipment. WARNING! Warning messages alert the reader to a specific procedure or practice that, if not followed correctly, could cause personal injury or catastrophic loss of data or equipment. ENWW iii

6 iv Documentation conventions ENWW

7 Table of contents Section 1 HP Web Jetadmin Report Generation Plug-in 1 Introducing HP Web Jetadmin Report Generation Plug-in HP Web Jetadmin Report Generation Plug-in Overview... 3 Benefits... 4 Installation HP Web Jetadmin Database Connector Database connector overview... 7 Comparing database management systems... 8 Microsoft Access... 8 Database size... 8 Scalability and limitations... 8 MySQL Server... 8 Microsoft SQL Server Desktop Engine... 8 Database size... 8 Scalability and limitations... 8 Microsoft SQL Server... 8 Configuring the external database... 9 Configuring a Microsoft Access database... 9 Configuring a MySQL Server database... 9 Configuring a Microsoft SQL Server Desktop Engine or Microsoft SQL Server database Collecting data Data collection overview Working with data collections Creating a new data collection schedule Enabling user data collection Viewing a summary of data collection schedules Viewing the inconsistent device data log Managing the external database Retaining collected data in the external database Clearing collected data from the external database Delete device and user information Viewing the error log ENWW v

8 4 Creating reports and graphs Reports and graphs overview Creating reports Predefined report types Automating the supply reorder process with custom reports Customizing table reports Customizing graph reports Available report types Media utilization Supply management Inventory Error log By-user tracking Defining custom fields Creating custom labels Entering custom values Importing custom field values Viewing and exporting reports Exporting reports Scheduling reports for delivery Viewing a summary of scheduled reports and graphs Glossary Index vi ENWW

9 Section 1 HP Web Jetadmin Report Generation Plug-in This section contains the following chapters: Chapter 1, Introducing HP Web Jetadmin Report Generation Plug-in Chapter 2, HP Web Jetadmin Database Connector Chapter 3, Collecting data Chapter 4, Creating reports and graphs ENWW 1

10 1 Introducing HP Web Jetadmin Report Generation Plug-in This section contains the following topics: HP Web Jetadmin Report Generation Plug-in Overview Benefits Installation 2 Chapter 1 Introducing HP Web Jetadmin Report Generation Plug-in ENWW

11 HP Web Jetadmin Report Generation Plug-in Overview HP Web Jetadmin Report Generation Plug-in is a plug-in that provides reporting capabilities for printers managed via HP Web Jetadmin. When it is installed, HP Web Jetadmin Report Generation Plug-in collects, stores, and displays peripheral and supplies usage data. The data is collected in a database that can be used to generate reports and graphs. HP Web Jetadmin Report Generation Plug-in version 3.1 is specifically for HP Web Jetadmin 8.1. Additional information and white papers on HP Web Jetadmin Report Generation Plug-in are available at ENWW HP Web Jetadmin Report Generation Plug-in Overview 3

12 Benefits HP Web Jetadmin Report Generation Plug-in helps you make asset management decisions based on real data. That data can be used to create accurate usage reports and graphs. The information in standard and customizable reports allows you to streamline your budgeting process, reduce costs, and increase productivity. HP Web Jetadmin Report Generation Plug-in can help you maximize the return on your imaging and printing investment. Balance asset deployment. Detailed usage tracking ensures that you have the right feature availability, right usage levels, right device placement, and right costs of operation in a balanced deployment that matches your business. Trend reports can assist in making load-balancing decisions in order to reduce printer wait time. Create customized trending reports and graphs. Reports can streamline budgeting processes and maximize printer investment. Information Technology can save time by providing online reports and graphs showing printer usage. Track and forecast supplies usage. This plug-in works with HP Smart printing supplies. Monitor the supplies and forecast purchases to streamline device management and budgeting. Track device assets. Take advantage of detailed device and accessory asset tracking to highlight changes in the printing environment. Track error logs. Trace history and trends in error reports to predict and avert problems before they occur. Receive reports automatically. Schedule automatic s of trend-analysis reports across any designated time period from a single day to when you first began collecting data. 4 Chapter 1 Introducing HP Web Jetadmin Report Generation Plug-in ENWW

13 Installation To make HP Web Jetadmin Report Generation Plug-in operational, you must first install it. Refer to the Readme file and Installation Guide available at In general, perform the following: 1. Use the Product Update feature in HP Web Jetadmin to install HP Web Jetadmin Report Generation Plug-in. HP Web Jetadmin Database Connector will also be included in the installation process. 2. Configure HP Web Jetadmin Database Connector. See Chapter 2, HP Web Jetadmin Database Connector for more information about choosing a database management system (DBMS) and configuring an external database. ENWW Installation 5

14 2 HP Web Jetadmin Database Connector This chapter contains the following topics: Database connector overview Comparing database management systems Configuring the external database 6 Chapter 2 HP Web Jetadmin Database Connector ENWW

15 Database connector overview HP Web Jetadmin Database Connector provides an interface layer between HP Web Jetadmin Report Generation Plug-in and a database management system (DBMS). HP Web Jetadmin Database Connector uses Open Database Connectivity (ODBC) to connect to a DBMS. This allows HP Web Jetadmin Report Generation Plug-in to share data without conflict. HP Web Jetadmin Database Connector defaults to an internally-generated Microsoft Access database. When using this default, it is not necessary to install Microsoft Access. Specifically, HP Web Jetadmin Database Connector supports the following database management systems: Microsoft Access MySQL Server Microsoft Desktop Engine (MSDE) Microsoft SQL Server See the HP Web Jetadmin Report Generation Plug-in Readme file for supported version numbers. Once you create a connection to a new external database using HP Web Jetadmin Database Connector, HP Web Jetadmin Report Generation Plug-in can create the tables and start collecting and storing data from devices. You can also configure HP Web Jetadmin Database Connector to use an existing database containing data that has already been collected from devices. ENWW Database connector overview 7

16 Comparing database management systems This section provides information about the database management systems (DBMS) that HP Web Jetadmin Database Connector supports. This information will help you select which DBMS you want to use. Microsoft Access Database size Microsoft Access is a file-based, relational database. For more information about Microsoft Access, go to Microsoft Access supports up to 2 GB per database. Scalability and limitations HP recommends the following: Have no more than 20 concurrent connections to the database. Create the Microsoft Access MDB file on the server where HP Web Jetadmin Database Connector is installed. MySQL Server MySQL Server is an open source, enterprise class database server. For more information about MySQL Server, go to Microsoft SQL Server Desktop Engine Database size Microsoft SQL Server Desktop Engine (MSDE) is a local 1-2 processor data engine that can be shared. MSDE is essentially a scaled-down version of Microsoft SQL Server. For more information about MSDE, go to MSDE supports a database that is a maximum of 2 GB. This limitation is per database, not per server. A single server with MSDE installed can support multiple databases, each a maximum of 2 GB in size. Scalability and limitations HP recommends that you have no more than five concurrent batch requests on the server. If your solution must support more than five concurrent batch requests, HP recommends that you migrate to Microsoft SQL Server for this higher level of scalability. Microsoft SQL Server Microsoft SQL Server is an enterprise class DBMS. For more information about Microsoft SQL Server, go to 8 Chapter 2 HP Web Jetadmin Database Connector ENWW

17 Configuring the external database Once you have installed HP Web Jetadmin Report Generation Plug-in, you must create and configure a new external database or configure an existing external database. You can configure the external database by navigating to External Database Connector > Database Configuration on the navigation tree. You must use an external database that has at least 1 GB of space available. Configuring a Microsoft Access database You should use HP Web Jetadmin Database Connector to configure and connect to a new Microsoft Access database so that HP Web Jetadmin Report Generation Plug-in can create the tables in the database. It is not necessary to install Microsoft Access. The Windows operating system provides the necessary components for creating the database file. To create a Microsoft Access database file, you must specify the full path name, including the file name, where you want to create a new database file or where an existing database file resides. The following is the default location and recommended file name: C:\Program Files\HP Web Jetadmin\doc\plugins\hpjdb\hpjdb.mdb To optimize performance, you should create the database file on the host machine where HP Web Jetadmin is running. Configuring a MySQL Server database To configure a MySQL Server database, you must specify the following information: The hostname or IP address of the server where MySQL Server is installed and configured. For example, if MySQL Server is installed on a server called dbserver that has an IP address of , you can type either dbserver or The port where MySQL Server listens. The default port is The login name of a user who has rights to create a database. When MySQL Server is installed, the user name root is created with the appropriate rights. The password for the login name that you specified. When MySQL Server is installed, root has a blank password. The Database Name: the default name is HPWebJetadminDB. A user-defined database name can be used, allowing one installation of the DBMS the ability to host multiple HP Web Jetadmin Report Generation Plug-in databases. Configuring a Microsoft SQL Server Desktop Engine or Microsoft SQL Server database To configure a Microsoft Desktop Engine (MSDE) or Microsoft SQL Server database, you must specify the following information: The hostname or IP address of the server where MSDE or SQL Server is installed and configured. For example, if MSDE or SQL Server is installed on a server called dbserver that has an IP address of , you can type either dbserver or The port where MSDE or SQL Server listens. The default port is Type the login name of a user who has rights to create a database in the User Name text box. ENWW Configuring the external database 9

18 Type the password in the Password text box. The Database Name: the default name is HPWebJetadminDB. A user-defined database name can be used, allowing one installation of the DBMS the ability to host multiple HP Web Jetadmin Report Generation Plug-in databases. NOTE If you want HP Web Jetadmin Report Generation Plug-in to log into the database using the local domain user account, select the Use Trusted Connection checkbox. Selecting this option disables the User Name and Password text boxes. 10 Chapter 2 HP Web Jetadmin Database Connector ENWW

19 3 Collecting data This chapter contains the following topics: Data collection overview Working with data collections Managing the external database Viewing the error log ENWW Configuring the external database 11

20 Data collection overview HP Web Jetadmin Report Generation Plug-in must collect data about devices before you can create reports and graphs. Before HP Web Jetadmin Report Generation Plug-in can collect data about devices, you must create a data collection schedule for individual devices, for device groups, or for all devices in HP Web Jetadmin s cache. NOTE To create a device group, go to the Device Management > Device Groups page. This chapter provides information about working with data collections, creating data collection schedules, viewing a summary of data collection schedules, managing the external database, and viewing the error log. 12 Chapter 3 Collecting data ENWW

21 Working with data collections You can configure HP Web Jetadmin Report Generation Plug-in to collect customized data at a specified interval using the data collection feature. You can also enable HP Web Jetadmin Report Generation Plug-in to collect data about users. The following sections describe how to use these features and how to view data collection schedules. Creating a new data collection schedule You can create a data collection schedule by navigating to the Report Generation > Asset Utilization > Data Collection page and clicking on Create New... You can schedule data collections for an individual device, a device group, or all devices in the cache. Select the devices or device groups that you want to create a data collection for and click Schedule Device Data Collection. The data collection feature allows you to specify a schedule for HP Web Jetadmin Report Generation Plug-in to collect data. The data collection categories are: Device Utilization, Supply Utilization, Error History, Device Inventory Management, and Accessories Inventory Management. Collecting Device Utilization data allows you to gather information on page counts for color, black and white, simplex pages, duplex pages, and total page counts. This data collection specifies how much each device is being used. Collecting Supply Utilization data allows you to determine past supply use, forecast future use, and predict supply replacement dates. Collecting Error History data allows you to gather information about device errors. After collecting error data for a period of time, you can use the information to determine whether a device should be replaced. Collecting Device Inventory information allows you to monitor, on a regular basis, which devices are still active on the network. HP Web Jetadmin Report Generation Plug-in looks for each device during the collection interval to determine whether that device still exists on the network. This data collection also allows for a current status report to be created. Collecting Accessories Inventory data allows you to monitor accessories installed on a device. You can use this report to quickly determine changes to installed accessories. Enabling user data collection Enable user data collection to collect print job information, including job type, job size, and information about the user who requested the job. User data is collected whenever a print job is detected on the network, and does not require a schedule. To enable user data collection 1. Navigate to the Report Generation > Asset Utilization > Data Collection page and click on Create New On the next page, click on Enable User Data Collection and then select the Enable User Data Collection check box. NOTE By enabling user data collection, Personal Identifiable Information, PII, is retrieved from devices and stored in the HP Web Jetadmin Report Generation Plug-in database for reporting purposes. The use of such information should adhere to the privacy standards of your organization. By offering this capability, HP Web Jetadmin Report Generation Plug-in enables your organization to better assess how devices are utilized, and assumes no responsibility for how PII is handled, distributed, or used. ENWW Working with data collections 13

22 NOTE User data is collected whenever a print job is detected on the network and does not require a schedule. When user data collection is enabled, it displays as a separate listing on the schedule page. Viewing a summary of data collection schedules The Report Generation > Asset Utilization > Data Collection page displays a list of all of the data collection schedules that you have created. You might need to collect data more or less often than a current schedule or you may no longer need to collect data about a device or device group. When reporting needs change, you can use this page to delete a data collection schedule or access the appropriate page where you can change a data collection schedule. You can also use this page to create a new data collection schedule by clicking Create New. NOTE The more frequently that data collections occur, the faster the external database increases in size. See Managing the external database for more information. The data collection pages for devices and device groups contain a Data Collection column that indicates if a schedule is defined for a device or device group and a Data Stored column that indicates if there is data about a device or device group stored in the external database. Viewing the inconsistent device data log In order for data collection to be accurate, the combined serial number and model number for each device must be unique. If the serial number of a device matches a pattern from the list of suspected serial number formats, it is displayed on the inconsistent device data log. Some of the printers that HP Web Jetadmin Report Generation Plug-in collects data from may provide inconsistent page count information. The page counter in the printer may not be counting correctly, or it may be counting backwards. If HP Web Jetadmin Report Generation Plug-in detects inconsistent page count information being reported from a particular printer, it is displayed on the inconsistent device data log. To view the inconsistent device data log, go to Report Generation > Asset Utilization > Data Collection and click View Inconsistent Device Data Log. Use this log to identify which devices have inconsistent data. You can also remove listed devices from the log. HP Web Jetadmin Report Generation Plug-in does not collect data from any device listed on the inconsistent device data log. 14 Chapter 3 Collecting data ENWW

23 Managing the external database You can use the Report Generation > Asset Utilization > Maintenance > Clear Collected Data page to efficiently manage the external database. You can define how long HP Web Jetadmin Report Generation Plug-in stores collected data in the external database and you can delete any data in the external database that HP Web Jetadmin Report Generation Plug-in collected before a specified date. Back up the data in the external database by using the backup feature in the DBMS being used. NOTE See your database administrator for more information about the requirements for the database management system that HP Web Jetadmin Report Generation Plug-in is using. Retaining collected data in the external database You can use the Clear Collected Data page to define how long HP Web Jetadmin Report Generation Plug-in stores collected data in the external database. You can specify that collected data is stored forever or stored only for a specific length of time (for example, days or months). If you select the Forever option, HP Web Jetadmin Report Generation Plug-in deletes collected data when the external database exceeds its specified size. HP Web Jetadmin Report Generation Plug-in uses the First In, First Out (FIFO) method to delete collected data, which means that the oldest data in the external database is deleted first. If you select the For option, HP Web Jetadmin Report Generation Plug-in checks the calendar date every day and deletes any data that was collected before the specified date. For example, if you specify five days, HP Web Jetadmin Report Generation Plug-in deletes any data that was collected six days before the current day. If the current day is Monday, HP Web Jetadmin Report Generation Plug-in deletes any data that was collected on Tuesday of the previous week. Clearing collected data from the external database You can use the Clear Collected Data page to immediately delete any collected data in the external database that HP Web Jetadmin Report Generation Plug-in collected before a specified date. You can also use the Clear Collected Data page to specify how long the external database maintains the data before deleting it. Delete device and user information Use the Report Generation > Asset Utilization > Maintenance > Delete Information page to permanently delete information about a user, device, or a group of devices. Deleting information keeps the database free of unnecessary information. For example, if a device is no longer on the network and will not return to service, the data related to that device can be purged. CAUTION This operation is irreversible. ENWW Managing the external database 15

24 Viewing the error log The Report Generation > Asset Utilization > Maintenance > Error Log page displays a list of the errors that occurred when HP Web Jetadmin Report Generation Plug-in collected data from devices. Technical support can use the information in the error log to help resolve problems. NOTE The error log file is limited to 1 MB. When the error log file reaches 1 MB, HP Web Jetadmin Report Generation Plug-in deletes error information, beginning with the oldest entries. 16 Chapter 3 Collecting data ENWW

25 4 Creating reports and graphs This chapter contains the following topics: Reports and graphs overview Creating reports Available report types Defining custom fields Viewing and exporting reports ENWW Viewing the error log 17

26 Reports and graphs overview HP Web Jetadmin Report Generation Plug-in must collect data about devices before you can create reports and graphs. See Chapter 3, Collecting data for more information. Once you have created a report, you can print the report, send the report in an to one or more recipients, automatically generate and send the report on a regular basis, save the report to a file, and display the report in a graph format. You can use the information in the reports and graphs to see how your assets are being used. Reports display the data in a table. You might find it more helpful to display the same data in a graph (line, bar, or pie chart). Once you have created a graph, you can print the graph, send the graph in an to one or more recipients, save the graph to a file, and automatically generate and send the graph on a regular basis. Also, because reports and graphs are based on data stored in the external database, you can create reports and graphs for devices that are no longer stored in HP Web Jetadmin s database. 18 Chapter 4 Creating reports and graphs ENWW

27 Creating reports You can create a report for any defined device groups, including the "All Devices (in Database)" group. To do so, navigate to Report Generation > Asset Utilization > Reports and Graphs and click Create New... Select the device groups you want to create a report for and click Next. You can configure the report on the following page. NOTE To create a device group, go to the Device Management > Device Groups page. Predefined report types HP Web Jetadmin Report Generation Plug-in allows you to select from a variety of predefined report types to quickly create a report that contains typical reporting information. Report types are divided into main categories and subcategories, as described below. Media Utilization Supply Management Inventory Error Log By User Tracking You can specify the report start and end date and how the data is organized (for example, daily or monthly). You can also specify whether the report is viewed as a table or a graph. NOTE For most reports, you can only specify a date range that is in the past because the report can only be generated from data that was previously collected. The exceptions are the Forecast and Estimated Replacement Dates reports in the Supply Management category. Those reports can be generated based on future dates. NOTE Graph reports are not available for all report types. See Available report types. Automating the supply reorder process with custom reports You can select a report named HP SureSupply Ordering in the Supply Management category. This report is used to identify when expendable supplies on monitored assets require replacement. When scheduled for delivery, this report is delivered as an with an Order Now button that allows the recipient to order replacement supplies directly from the HP SureSupply Web site. This report is an easy and convenient way to prevent downtime for users due to depleted supplies. Customizing table reports HP Web Jetadmin Report Generation Plug-in allows you to customize table reports so that they contain only the information that you are interested in viewing for devices. To customize a table report, make sure the Table viewing format is selected and click Show Advanced Options on the Create Reports page. If the report contains multiple devices, you can specify the order that the devices are sorted and listed in the report (for example, by IP address). You can also specify an optional title and subtitle for the report. You can choose what device-related information appears on the report. HP Web Jetadmin Report Generation Plug-in automatically includes the device host name, model name, IP address and hardware ENWW Creating reports 19

28 address. You can include a variety of page volume data, such as total pages printed, the number of simplex (1-sided) letter pages printed, and any custom fields that you have defined. See Defining custom fields for more information. You can also determine the order of the device information fields on the report by moving them up or down in the Fields to Show list box. Each report has specific data fields associated with it. You can choose which data fields appear in the report by adding or removing them from the Fields to Show list box. You can also determine the order of the data fields on the report by moving them up or down in the Fields to Show list box. By default, all associated fields appear in the Fields to Show list box. Customizing graph reports By default, reports display data in a table. You might find it more helpful to display the same data in a line, bar, or pie chart. To create a graph style report instead of a table style report, select Graph as the report viewing format. HP Web Jetadmin Report Generation Plug-in allows you to customize graph reports so that they display the data in the desired format. To customize a graph report, make sure the Graph viewing format is selected and click Show Advanced Options on the Create Reports page. You can specify the graph type, graph colors, the values for the x-axis, and whether the graph displays details. You can also specify an optional title and subtitle for the report. 20 Chapter 4 Creating reports and graphs ENWW

29 Available report types HP Web Jetadmin Report Generation Plug-in 3.1 offers many report types: Media Utilization offers various page count-related reports. Supply Management offers various consumables-related reports. Inventory offers two types of inventory-related reports. Error Log offers three types of error history-related reports. By-User Tracking offers seven types of reports for capturing by-user and application data. Media utilization Device Pages : Color/Black and White : By Reporting Period Shows color and black and white page counts along with Total Page Count. This report is available in table and graph format. Color/Black and White : By Device : Time Interval Summary Summary report for Color, Black and White, and Total Page Counts. This report is available in table and graph format. Device Pages : Simplex/Duplex : By Reporting Period Shows single and double-sided printing usage. This report is available in table and graph format. Simplex/Duplex : By Device : Time Interval Summary Summary report for single and doublesided printing usage. This report is available in table and graph format. Device Pages : Media Size : By Reporting Period Shows media size (Letter, Legal, A4, A3, etc.) usage. This report is available in table and graph format. Media Size : By Device : Time Interval Summary Summary report for media size. This report is available in table and graph format. Device Pages : Job Type : By Reporting Period Shows job type (Copy, Scan, Digital Send, and Fax) usage. This report is available in table format only. Job Type : By Device : Time Interval Summary Summary report for job type. This report is available in table format only. Device Pages : Fax : By Reporting Period Shows incoming and outgoing fax pages and fax jobs. This report is available in table format only. Fax : By Device : Time Interval Summary Summary report for fax usage. This report is available in table format only. Device Units : Media Usage : By Reporting Period Shows units of media usage based on a reference of Letter or A4 equaling 1.0 unit, with other media sizes being a factor of the Letter/A4 unit. For example, Legal equals 1.3 units and A3 equals 2.0 units. This report is available in table format only. Media Usage : By Device : Time Interval Summary Summary report for media usage. This report is available in table format only. Device Pages : Custom Page Count : By Reporting Period Shows a customized report that includes user-defined content. This report is available in table format only. ENWW Available report types 21

30 Supply management Inventory Error log Device Detail : Replacement Forecast : By Supply Shows an Estimated Replacement Date, indicating when a supply will need replacing. This report is available in table format only. Device Detail : Forecast : By Supply Shows an Estimated Quantity Forecast, indicating how many supplies of a specific type will be needed in a future time period (based on usage in the same previous time period). This report is available in table format only. Forecast : By Supply : Time Interval Summary Summary report for Estimated Quantity Forecast. This report is available in table format only. Typical Replacement Rate : By Supply : Time Interval Summary Summary report showing the replacement rate for specific supplies. This report is available in table format only. HP SureSupply Ordering : By Supply : Time Interval Summary Generates an report that can be used to automatically forward a shopping list of needed supplies to the HP SureSupply ordering system. This report is available in table format only. Generic Supplies Ordering : By Supply : Time Interval Summary Generates an report that can assist in manually entering needed supplies into a generic ordering system. This report is available in table format only. Device Detail : Supplies Use : By Supply Shows a history of how supplies have been used over time. This report is available in table format only. Device Changes : Asset Tracking : Time Interval Summary Shows an inventory report indicating whether a printer is still available on the network. This report is available in table format only. Device Detail : Accessory Changes : By Accessory Shows a list of accessories specific to a printer, along with status of the accessory. This report is available in table format only. Device Detail : By Device : Current Status Shows the status of each device at the time the data was collected including host name, model number, serial number, and installation date. This report is available in table format only. Device Detail : By Model : Current Status Summary Shows an inventory report listing the devices currently available on the network in the reporting group. This report is available in table format only. Device Detail : Error Log : By Error Type Shows Error Type, specific Code, Page Count, and date error data was collected. This report is available in table format only. Device Detail : Error Type : By Reporting Period Shows Printer Error, Paper Jam, and Service Error counts per printer. This report is available in table and graph format. Error Type : By Device : Time Interval Summary Summary report for Error Type. This report is available in table and graph format. 22 Chapter 4 Creating reports and graphs ENWW

31 By-user tracking Device Pages : Color/Black and White : By User Shows each printer with all the various users that have printed to it, capturing Color, Black and White, and Total Page counts for each user. This report is available in table format only. Device Pages : Simplex/Duplex : By User Generates a report on the total number of simplex (1 side) or duplex (2 sides) pages processed by a user. This report is available in table format only. Device Pages : Media Size : By User Shows each printer with all the various users that have printed to it, capturing various media size (Letter, Legal, Envelope, A3, and A4) page counts for each user. This report is available in table format only. Device Pages : Job Type : By User Shows each printer with all the various users that have printed to it, capturing job type (Print, Copy, Digital Send, and Incoming Fax) page counts for each user. This report is available in table format only. User Pages : Color/Black and White : By Device Shows each user with all the various printers they printed to, capturing Color, Black and White, and Total Page counts the user sent to each printer. This report is available in table format only. User Pages : Simplex/Duplex : By Device Generates a report on the total number of simplex (1 side) or duplex (2 sides) pages processed by a device. This report is available in table format only. User Pages : Media Size : By Device Shows each user with all the various printers they printed to, capturing various media size (Letter, Legal, Envelope, A3, and A4) page counts the user sent to each printer. This report is available in table format only. User Pages : Job Type : By Device Shows each user with all the various printers they printed to, capturing job type (Print, Copy, Digital Send, and Incoming Fax) page counts the user sent to each printer. This report is available in table format only. Application : By User : Time Interval Summary Summary report of application names and users, showing the number of pages each user has printed using each application. This report is available in table format only. ENWW Available report types 23

32 Defining custom fields You might find it useful to include data in reports and graphs that helps you quickly identify a device or device group. If you need to include additional data in your reports and graphs, you can use custom fields to store the data in the external database. For example, you can define custom fields that identify the building and floor where each device is installed. Once you have assigned values for the custom fields to devices, you can include that information in reports when you customize table reports. Creating custom labels You can use the Report Generation > Asset Utilization > Custom Fields > Labels page to define custom fields. The first time you access this page after installing HP Web Jetadmin Report Generation Plug-in, the label text boxes are blank. You can create labels by entering alphanumeric values, up to a maximum of 40 characters in the blank text boxes. Once you have assigned labels, HP Web Jetadmin Report Generation Plug-in displays those labels each time you access this page. Entering custom values You can then use the Report Generation > Asset Utilization > Custom Fields > Values page to assign alphanumeric values, up to a maximum of 255 characters, for the custom fields to one or more devices. You can select multiple devices from the device list and assign the same values to each of the devices that you select. HP Web Jetadmin Report Generation Plug-in then displays those values in columns in the device list. Importing custom field values Once you have created the custom labels, you can manually assign values to each label using the Values page or you can import a comma-separated value (CSV) file to assign values to multiple devices all at once. NOTE To create a CSV file you can type the information into a text editor or spreadsheet document, or create the document using a third-party program. The CSV file must contain at least one row of data. The data values must be listed in the following order: Hardware address, Port, Custom Field 1, Custom Field 2, Custom Field 3, etc. For example, the values 001E636B7C1, 1, Building 2 correspond to Hardware address, Port, Custom Field 1. NOTE If there is a comma within a value, enclose the value with quotation marks. If you do not want to change the value for a custom field but want to provide values for fields further down the field list, enter the commas in the file, but do not type a value. NOTE The character limit for a line in the CSV file is 256 characters. When the CSV file is imported, HP Web Jetadmin Report Generation Plug-in searches the list of devices for any devices that match the hardware addresses and port numbers in the file. When a match is found, the entry in the device list is updated with the values for the custom fields. 24 Chapter 4 Creating reports and graphs ENWW

33 Viewing and exporting reports After you have selected the desired report, selected a date range, and specified custom report options, you can click View Report/Graph to view the report or click Schedule Report/Graph to schedule the report for delivery. If you choose to view the report first, you can schedule the report by clicking / Schedule on the preview page. Exporting reports If you need to save a copy of a report that HP Web Jetadmin Report Generation Plug-in generated, you can do so by either exporting the report as a comma separated values (CSV) or HTML file, or by ing it. To export the report as a CSV or HTML file, click Export on the report preview page. Scheduling reports for delivery If you need to save a copy of a report that HP Web Jetadmin Report Generation Plug-in generated, you can send the report as a CSV or HTML file attached to an . You can then save the file to a permanent location. You can also deliver the report to an address at regular intervals by scheduling the report. NOTE Before you can send a report in an , you must configure HP Web Jetadmin SMTP server on the General Settings > SMTP (Mail) page. On the Report/Graph page, select the delivery format and enter the addresses separated by semicolons. If you want to send the report immediately, select the Now checkbox and specify the addresses. If you want to schedule the report for regular delivery, select the Schedule checkbox and specify the schedule information. Click OK to save the report schedule. NOTE Graph reports cannot be sent in CSV or HTML format. They are sent in JPEG format instead. Viewing a summary of scheduled reports and graphs The Report Generation > Asset Utilization > Scheduled Reports page displays a list of the reports and graphs that you have scheduled HP Web Jetadmin Report Generation Plug-in to automatically generate. The Title column displays the report title that you specified when you created the report. If you did not specify a report title, HP Web Jetadmin Report Generation Plug-in creates one that consists of the report type (for example, Device Pages: Color/Black and White: By Reporting Period) followed by the device model name, device group name, or the text Temporary Device Group. When your reporting requirements change, you can use the Scheduled Reports page to modify the scheduled report's /schedule settings, to modify or view the scheduled report, or delete the scheduled report. ENWW Viewing and exporting reports 25

34 26 Chapter 4 Creating reports and graphs ENWW

35 Glossary About page A page that displays information about HP Web Jetadmin Report Generation Plug-in, such as the version number, license number, date the software was installed, HP Web Jetadmin version, browser version, and installation directory. application plug-in Optional software that is added to HP Web Jetadmin to increase its functionality. clearing collected data The process of deleting data from HP Web Jetadmin Report Generation Plug-in s external database to prevent the external database from exceeding its size limit. content area The main area of each HP Web Jetadmin page. This is where HP Web Jetadmin displays information, where you can apply settings, and where you can perform other tasks. context help area The area on each HP Web Jetadmin page where the context help is displayed if you have HP Web Jetadmin set up to display it within the software. By default, HP Web Jetadmin displays the context help in a separate browser window. custom field A field that you can define to store additional data in HP Web Jetadmin Report Generation Plug-in s external database that helps you quickly identify devices. You can then include the custom field in a report or graph. data collection The process of collecting data about devices. You can schedule data collections as often as every 60 minutes or as seldom as once a year. data collection schedule A mechanism for HP Web Jetadmin Report Generation Plug-in to automatically collect data from devices on a regular basis. device Any peripheral, such as a printer or scanner, that you can attach to the network. Device usually refers to one of the devices that HP Web Jetadmin manages, including Standard Printer MIB-compliant printers, HP Jetdirect print servers, and HP network scanners. Also see device group. device cache The file where HP Web Jetadmin stores information about the devices that it discovered on the network. Web browsers can access data in the device cache faster than it can access data outside of the device cache, which reduces network traffic. device group A group of devices and other resources. You can group devices based on location, workgroup, owner, or other identifiers. error log devices. A list of the errors that occurred when HP Web Jetadmin Report Generation Plug-in collected data from feature A characteristic of a device, such as duplex (2-sided) printing. You can use HP Web Jetadmin Report Generation Plug-in to create reports and graphs that you can use to see how your devices features are being used. graph A bar, line, or pie chart. HP Web Jetadmin Report Generation Plug-in generates graphs based on the information in a report that you create. ENWW Glossary 27

36 hardware address A unique address that the manufacturer assigns to a network interface card. Also known as the media access control (MAC) address. hostname A user-friendly name assigned to a device that eliminates the need to use an IP address to communicate with the device. The hostname can reside on the device itself or on a name server such as DNS. HP Web Jetadmin An application that you can use to remotely manage a wide range of network-connected devices across platforms from anywhere in the world that you can access your local intranet. IP address A unique identifier assigned to a computer that lets you use the TCP/IP protocol to communicate with the computer. SMTP server The SMTP mail host that HP Web Jetadmin uses to send messages. temporary device group One or more devices that you select from the device list so that you can perform a one-time task, such as creating a data collection schedule, for all of the devices at once. HP Web Jetadmin Report Generation Plug-in deletes a temporary device group after you have performed the action on the devices in the device group. 28 Glossary ENWW

37 Index B backing up external database 15 C collected data clearing external database 15 retaining in external database 15 collecting data 11 configuring external database 3 configuring external databases 9 conventions, documentation iii custom fields custom labels 24 custom values 24 importing values 24 custom graph reports 20 custom report supply reorder 19 custom table reports 19 D data collection error log 16 overview 12 scheduling 13 summary of schedules 14 working with 13 database management systems (DBMS) comparing 8 supported 7 database, external backing up 15 clearing collected data 15 delete device information 15 managing 15 retaining collected data 15 databases, configuring external 9 device delete device information 15 documentation conventions iii E automatically generating and sending reports 25 sending reports 25 enabling user data collection 13 error log data collection 16 exporting reports 25 external configuring 3 external database backing up 15 clearing collected data 15 configuring 3 delete device information 15 managing 15 retaining collected data 15 external databases, configuring 9 G glossary 27 graphs custom fields 24 exporting 25 overview 18 summary of schedules 25 viewing 25 I import custom field values 24 installing software 3, 7 M Microsoft Access configuring databases 9 database size 8 limitations 8 overview 8 scalability 8 Microsoft Desktop Engine (MSDE) configuring databases 9 database size 8 limitations 8 overview 8 scalability 8 Microsoft SQL Server configuring databases 9 overview 8 MySQL Server configuring databases 9 overview 8 O overview, product 3, 7 P predefined report types 19 R reports automatically generating and sending in 25 creating 19 custom 19, 20 custom fields 24 exporting 25 overview 18 predefined types 19 sending in 25 summary of schedules 25 viewing 25 ENWW Index 29

38 S schedules data collection 13 software installing 3, 7 uninstalling 3 summary of data collection schedules 14 summary of scheduled reports and graphs 25 supply reorder custom report 19 U uninstalling software 3 user data collection enabling Index ENWW

39

40 2006 Hewlett-Packard Development Company, L.P.