USER MANUAL. > analyze. reduce. recover

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1 USER MANUAL > analyze > reduce > recover

2 Table of Contents COPY AUDIT... 1 OVERVIEW... 1 IMPORTANT NOTES FOR PRINT AUDIT 4 CUSTOMERS... 1 COMMUNICATOR TECHNICAL NOTES... 2 COPY AUDIT SOFTWARE... 2 INSTALLING THE PRINT AUDIT 4 COPY AUDIT SOFTWARE... 2 SOFTWARE OVERVIEW... 8 COPY AUDITING DEVICES TAB... 9 To start/stop the Print Audit Copy Audit Communicator:... 9 To add Copy Audit boxes:... 9 To edit Copy Audit boxes: To delete Copy Audit boxes: To take a Copy Audit box offline/online: COPY AUDIT BOX EDIT WINDOW Overview User Security Quotas Application Security USERS AND SECURITY TAB To change application security: To add users: To edit users: To delete users: To import users from a list: To export users to a list: User Edit Window VALIDATED VALUES Overview Validated Values Tab To set the validated field name: To add values: To edit values: To delete values: To import values from a list: To export values to a list: Value Edit Window... 20

3 COPY AUDIT HARDWARE INSTALLING THE COPY AUDIT HARDWARE Connecting the Copy Audit terminal to the Network USING THE COPY AUDIT BOX HARDWARE Tracking Walk-up Copying "Holding" the Copier Tracking Copying with Quotas Using the Function Keys Entering Postage Information (F1) Entering Courier Information (F2 if option set to "Courier") Putting the Copy Audit Box in "Scan" mode (F2 if option set to "Scan") Entering Miscellaneous Costs (F3 if option set to "Misc") Entering External Copies (F3 if option set to "External Copies") Entering Fax Pages (F4) PRINT AUDIT 4 VIEWER OVERVIEW VIEWING PRINT JOBS Searching for Print Jobs To search for jobs for a specific Print Audit user: To search on the validated field: To search on a specific printer or port: To search for a value in a user-defined field: To search for a specific date: Setting up the View To total the information on a specific column: To change the position of a column: To hide a column: To change the width of a column: To resize all of the columns to fit the data: Saving, Changing and Deleting Views To save the current view: To select a view: To copy a view: To delete a view: PRINT JOB COLUMNS EXPORTING PRINT JOBS Overview Managing Custom Exports To create an export configuration: To edit an export configuration: To delete an export configuration:... 34

4 Exporting Search Results To export what you see on the grid: To export search results: EXPORTING FOR ACCOUNTING To export for accounting in the Viewer: To export for accounting from the command line: To clear an accounting run: Export Configurations Window Options Tab Columns Tab Date Formats PRINT JOBS Searching for Print Jobs To search for jobs for a specific Print Audit user: To search on the validated field: To search on a specific printer or port: To search for a value in a user-defined field: To search on a specific network user: Printing Print Jobs Print Jobs Window Formatting Options Tab Columns Tab... 42

5 COPY AUDIT OVERVIEW Thank you for purchasing Print Audit s Copy Audit system. This software and hardware combination allows you to track walk-up copying to your copiers. This solution consists of four main components: Copy Audit Administration This program allows you to configure the Copy Audit boxes, enter users for PIN code validation, validated values for code validation and start/stop the Communicator. Click here for detailed information on how to use the Copy Audit Administration tool. Copy Audit Communicator This program handles all of the communication between the Copy Audit boxes and the Print Audit database. Click here for technical details on the Communicator. Copy Audit Hardware These are one or more boxes that connect to your network and to your copier. These devices "talk" to the Communicator to validate user entry and store the number of copies made to the Print Audit database. You must have one Copy Audit box for every copier to which you want to track walk up copying. Print Audit 4 Viewer This is the same Viewer tool that ships with Print Audit 4. It allows you to view and report on your copy and printing information. For more information on the Viewer, please see the Viewer help section. IMPORTANT NOTES FOR PRINT AUDIT 4 CUSTOMERS Print Audit Copy Audit works alongside our Print Audit 4 product. There are some issues however that Print Audit 4 customers need to be aware of. 1. Changes you make to the Users and Security tab and our Validated Values tab in the Print Audit Copy Audit tool may be changed in the Print Audit 4 Administration tool as well as they can share the same database. 2. PIN codes and Validated Value codes must be completely numeric to be used with Print Audit Copy Audit due to the Copy Audit boxes only having a numeric keypad. 3. Print Audit Copy Audit and Print Audit 4 share some software components. If you install Print Audit 4 and Print Audit Copy Audit on the same computer, uninstalling one of them could cause the other not to work. If this occurs, simply re-install the one product you want to keep. 4. If you have Print Audit 4 installed you do not need to create a separate database for copy tracking. 1

6 COMMUNICATOR TECHNICAL NOTES The Copy Audit Communicator runs as a service on NT-based operating systems or as a regular program on Win9x operating systems. You must be running a TCP/IP network in order to use Print Audit Copy Audit. The Communicator communicates with the Copy Audit box hardware devices on TCP/IP port If anything else on the network relies on port this could cause conflicts. The Communicator writes any errors that occur to the Event Viewer if running on a NT based operating system, or to a file called "cterror.log" in the copytrack sub-directory of the install. For example: "C:\Program Files\Print Audit 4\copytrack\cterror.log". COPY AUDIT SOFTWARE INSTALLING THE PRINT AUDIT 4 COPY AUDIT SOFTWARE Step 1 How to install: 1. Close all open applications. 2. Insert the Print Audit Copy Audit CD into your CD-ROM drive. 3. The Print Audit Copy Audit installation program should start automatically. If it does not, proceed to step Select "Run" from the windows Start menu. 5. Type "x:\setup.exe" in the Run window, where "x" equals the CD-ROM drive letter. 6. Click the OK button on the Run window. The set up should now start. 2

7 Step 2 Please read the License Agreement. If you agree with the terms of the License Agreement, press the Yes button to continue. Step 3 The welcome screen will now appear. Close all running Windows programs and press the Next button when you are ready to begin the installation. 3

8 Step 4 This screen allows you to choose a default directory to install Print Audit Copy Audit to. In most cases the default directory is fine. Click on Next to continue. Step 5 Specify the database type your organization uses and press Next to proceed. 4

9 Step 6 A Print Audit 4 database must be created the first time you install Print Audit 4 Copy Audit. If you have not already created a database, you should do so now. If you have already created a database, please proceed to Step 7. Step 6(a) To create a database, click on the box to the left of Create a database and press next to continue. 5

10 Step 6(b) Press the Browse button to choose a destination folder for your database. Step 6(c) After choosing a folder and filename for the database, press Save. If more than one person is going to use Print Audit 4 Copy Audit, you should install the database in a shared folder that all users can read and write to. 6

11 Step 6(d) Click on the Next button to accept the database path. Step 7 You are now ready to install Print Audit 4 Copy Audit. Press the Next button to continue the installation. 7

12 Step 8 Print Audit 4 Copy Audit has been successfully installed. Click on the Finish button to complete the installation. SOFTWARE OVERVIEW The Print Audit 4 Copy Audit Administration program allows for configuration of Print Audit Copy Audit. The Copy Audit Administration tool is divided into three sections. Copy Auditing Tab Users and Security Tab Validated Field Values Tab 8

13 COPY AUDITING DEVICES TAB This tab allows you to add, edit and delete references to Print Audit Copy Audit hardware. You need to add a reference for every Copy Audit box you have. For more information on how Print Audit handles copy tracking, see the Copy Audit Overview. When you add or edit Copy Audit boxes, Print Audit needs to connect to the Copy Audit box to successfully complete configuration. Please ensure you connect the hardware to the network. To start/stop the Print Audit Copy Audit Communicator: 1. Click the Start/Stop button to start or stop the Copy Audit Communicator. The current status displays to the left of the buttons. When stopped, no communication takes place between the Copy Audit boxes and the Print Audit database. For more information on what the Copy Audit Communicator does, see the Copy Auditing Overview. To add Copy Audit boxes: 1. Click the Add button. The Copy Audit box edit window appears. 2. Enter the information for the new Copy Audit box. 3. Click the Add button on the Copy Audit Box Edit window. Print Audit saves the information and closes the window. 9

14 To edit Copy Audit boxes: 1. Click on the row that corresponds to the Copy Audit box you want to edit. 2. Click the Edit button. The Copy Audit Box Edit window appears. Please note that while editing a Copy Audit box it will not respond to copying requests. The Copy Audit box will still accept copies being made, but no validation takes place. 3. Make the changes you want to make. Click here for more information on the Copy Audit Box Edit window. 4. Click the Save button on the Copy Audit Box Edit window. The window closes and the changes show in the grid. To delete Copy Audit boxes: 1. Click on the row that corresponds to the Copy Audit box you want to delete. OR 1. Use standard Windows CTRL and SHIFT clicking procedures to select multiple rows. Selected rows are highlighted. 2. Click the Delete button. A message box appears to confirm that you want to delete the Copy Audit boxes. 3. Click the Yes button on the message box to delete the Copy Audit boxes. Print Audit deletes the Copy Audit boxes. NOTE: Once deleted, Copy Audit boxes will no longer validate user entries against the database, nor will copy jobs be saved to the database. To take a Copy Audit box offline/online: 1. Click on the row that corresponds to the Copy Audit box you want to take offline/online. 2. Click the Online button to bring the unit online, or click Offline to take it offline. When offline the Copy Audit box cannot validate user entries or store copy jobs. However it will continue to collect data and report it the next time you connect. COPY AUDIT BOX EDIT WINDOW This window allows you to add and edit references to your Copy Audit boxes. You must add Copy Audit boxes so that they can communicate with the Copy Audit Communicator. Click here for an overview on Print Audit Copy Auditing. 10

15 The fields are as follows: Name This field contains the name you give the Copy Audit box. This name will be reported as the "Printer" in the Viewer. MAC address This field consists of six groups of two digits each. This is a unique network hardware address that you must enter when adding the Copy Audit box. Each Copy Audit box has its MAC address on a sticker somewhere on the device. You cannot change this field once you add the Copy Audit box. IP address This field consists of four groups of three digits each. This is the IP address Print Audit will assign to the Copy Audit box. This IP address must be unique on the network or you could experience network problems. If you are not sure what a good IP address would be for the unit you need to speak to the person responsible for supporting your network. This address must be a static address. This field will be reported as the "Port" in the Viewer. Simulated copy mode If checked a person using the Copy Audit box can press the "White" button on the Copy Audit box to increase the copy count while in a transaction. You should have this checked only for testing purposes. Save/Add Button Click this button to save changes to the Copy Audit box. If adding the Tracker the button will read Add, otherwise it will read Save. Cancel/Close Button Click this window to cancel changes to the Copy Audit box, or to close the window and continue. On the General tab: Prompts Use this option to select what information you require the user to enter before they can begin copying. The options are: PIN code: The user must enter a valid PIN code before they can begin copying. The PIN code corresponds to a user entered on the Users and Security tab. Click here for more information on Print Audit Users. Job code: The user must enter a valid Validated Value code before they can begin copying. The code corresponds to a value entered on the Validated Values tab. Click here for more information on Validated Values. Both: The user must enter both a PIN code and a Job code before they can begin copying. Cost per copy This is the amount to charge per copy page on this device. Delimiter key This is the character to use when a user presses the "-" key on the Copy Audit box. Unit password This is the password required to enter into the "Service Mode" on the box. This defaults to

16 On the Timeouts tab: Server response This is how long the Copy Audit box will wait to get a response from the Communicator. Once the timeout is up the Copy Audit box continues to the next prompt or action. Field Inactivity This is how long the Copy Audit box will wait for a user to enter something at a prompt. If nothing entered within this time limit the Copy Audit box will go back to displaying the date and time. Walkaway This is how long the Copy Audit box will wait for the user to make copies before it goes back to displaying the date and time. Hold timeout This is how long a user can extend the Walkaway timeout. It is a multiplier of the Walkaway timeout. On the Function Keys tab: Enable function keys If checked the function keys on the Copy Audit box are active. The user can use these keys to enter business costs other than making copies. Click here for more information on the function keys and how to use them. Use F3 as Misc/External Copies Use this to set if you want to use the F3 key on the Copy Audit box to enter miscellaneous business costs, or to enter information about copies made externally to your company. Use F2 as Courier/Scan Use this to set if you want to use the F2 key on the Copy Audit box to enter courier costs, or to set the Copy Audit box to "scanning" mode. Scan timeout This indicates how long the Copy Audit box will remain in "Scan mode" until it resets to the time/date prompt. Only used if the F2 key is set to "Scan". USERS AND SECURITY Overview Users in Print Audit serve three important functions: copy job validation, application security and quotas. A description of each of these follows. User Security: You can require your users to enter a PIN code before they can make copies. To activate PIN code validation, set the prompt option on the Copy Audit Box to PIN code or Both. To add and edit users, use the Users and Security Tab. User Quotas: You can now assign a quota to a user. This functionality is ideal in a "pay to copy" situation 12

17 where someone has purchased an amount of copying, or when you just want to control the amount of copying a user is doing. You can assign each user a quota. Then every time that user makes a copy Print Audit subtracts the cost of the job from their quota. Once they hit zero, they can no longer make copies. A Copy Audit box must be set up to use the PIN code prompt to use quotas. To add and edit users and change their quota information, see the Users and Security Tab and the User Edit Window. User Security Print Audit Copy Audit supports user validation of copies. This allows you to define users in the Print Audit database and assign them PIN codes. If you are not concerned about securing copying on a user-by-user basis, you do not need to use user validation. If you set the Copy Audit boxes to display the PIN code prompt, the user must enter a valid PIN code on the Copy Audit box before they can make copies. Print Audit checks to ensure the PIN code is correct and stores the user who made the copies in the database. If the user does not have a valid PIN code, they cannot make copies. Please note that to use PIN codes with Copy Audit boxes the code must be numeric. You can enter users on the Users and Security Tab of the Print Audit Copy Audit Administration tool. You can add as many users as you want, the only restriction is that PIN codes must be unique across users. Quotas Print Audit allows you to specify a dollar value for a user that acts as a quota. Every time a user makes copies, Print Audit subtracts the cost from their quota. Once the quota reaches zero, that user can no longer make copies. To use quotas, you must configure the Copy Audit boxes to use the PIN code prompt. You can then add users on the Users and Security Tab, and turn on the quotas and enter quota amounts for the users. Application Security Print Audit implements two types of security. Application level security and copy job level security. Copy job security is implemented through user validation. Click here for more information on user validation. Application security requires the user to enter a valid PIN code before they can use the Copy Audit Administration or Viewer tools. You can enter users on the Users and Security Tab of the Print Audit Copy Audit Administration tool. You can add as many users as you want, the only restriction is that PIN codes must be unique across users. To turn on security for the Copy Audit Administration tool, check the Administration requires PIN code option on the Users and Security tab of the Copy Audit Administration tool. Once checked, the next time someone goes to use the Copy Audit Administration tool they must supply a PIN code. The user for that PIN code must have Administrator rights. To turn on security for the Viewer tool, check the Viewer requires PIN code option on the Users and Security tab of the Copy Audit Administration tool. Once checked, the next time someone 13

18 uses the Viewer tool they must supply a PIN code. A user can have three different levels of viewer access. None, Own Data or All Data. If None, they cannot enter the viewer. If Own Data they can enter the viewer tool but they can only see their own copy jobs. If All Data, then they can view all users copy jobs. USERS AND SECURITY TAB This tab allows you to search for, add, edit and delete Print Audit users. If you do not need any type of security for the Copy Audit boxes or for using the different Print Audit tools, you do not need to do anything on this tab. For more information on Print Audit users, see: Print Audit Users. To change application security: 1. Click the Administration requires PIN code checkbox to require a PIN code to enter the Administration tool. A user must have Administrator privileges to then be able to use the Administration tool. If the checkbox is clear anyone can use the Administration tool. OR 1. Click the Viewer requires PIN code checkbox to require a PIN code to enter the Viewer tool. A user must have some level of Viewer privileges to be able to use the Viewer tool. For more information on users and security levels, see Print Audit Users. 14

19 To add users: 1. Click the Add button. The User Edit window appears. 2. Enter the information for the new user. Click here for more information on the User Edit window. 3. Click the Add button on the User Edit window. Print Audit saves the information and clears the window. 4. Repeat steps 2 and 3 for as many users as you want to add. 5. Click the Close button on the User Edit window to close the window. The list of users refreshes. To edit users: 1. Type the partial or full name of the user you want to find in the Search text box. The list of matching users display in the grid below. 2. Click on the row that corresponds to the user you want to edit. OR 2. Use standard Windows CTRL and SHIFT clicking procedures to select multiple users. Selected rows are highlighted. 3. Click the Edit button. The User edit window appears. Some fields appear grey as you can only edit some values for multiple users at once. If the value you want to change is greyed you must edit the user singularly. 4. Make the changes you want to make. Click here for more information on the User Edit window. 5. Click the Save button on the User Edit window. The window closes and the changes show in the grid. To delete users: 1. Type the partial or full name of the user you want to find in the Search text box. The list of matching users display in the grid below. 2. Click on the row that corresponds to the user you want to delete. OR 2. Use standard Windows CTRL and SHIFT clicking procedures to select multiple users. Selected rows are highlighted. 3. Click the Delete button. A message box appears to confirm that you want to delete the users. 15

20 4. Click the Yes button on the message box to delete the users. Print Audit deletes the users. NOTE: You cannot delete users that have jobs in the database. You must also always have one Administrator user. To import users from a list: 1. Click the Import button. A standard Windows open file dialog appears. 2. Use the dialog to select a comma-delimited file containing the users you want to import. 3. Click the Open button. The open dialog closes and Print Audit starts importing the users. Print Audit displays any errors after the import completes. Click here for more information on the format required for importing users. To export users to a list: 1. Click the Export button. A standard Windows save dialog appears. 2. Use the dialog to choose the name of the file you want to export to. 3. Click the Save button on the dialog. Print Audit starts exporting the users to a commadelimited file. NOTE: The exported file contains the decrypted PIN codes. There is a security risk if this file is not kept track of. User Edit Window This window allows you to add or edit Print Audit users. A description of each of the fields follows. For more information on Print Audit users, see Print Audit Users. PIN code This field contains the PIN code of the user. These codes are deliberately obscured when loaded as an extra security measure. You must enter a unique PIN code for each user. Please note that PIN codes must be numeric to be able to be used in copy tracking. Name This field contains the name of the user. This name displays in all reporting and displays so ensure it is meaningful. You must enter a name for each user. Use quotas Check this box to turn on quotas for this user. For more information on quotas see Print Audit Users. Quota amount This field contains the amount remaining in the quota. If zero or less than zero then the user can no longer print. This value can be less than zero in some cases when they exceed their quota when printing multiple copies. 16

21 Administrator Check this box to allow this user to use the Administration utility. This setting is effective only if the Administration requires PIN code box on the Users and Security Tab is checked. Viewer Rights Click on this combo box to select the Viewer security for this user. This setting is effective only if the Viewer requires PIN code box on the Users and Security Tab is checked. The three possible values are: None The user cannot use the Viewer. Own Data The user can use the viewer, but can only see their own data. All Data The user can use the viewer and has access to all users data. Previous Button Click this button to move backwards through the list of users you added. This list of users is only valid until you close the window. This button is only available while adding users. Next Button Click this button to change to move forward through the list of users you added. Once you hit the end of the list the window is blank and you can add another user. The list of users is only valid until you close the window. This button is only available while adding users. Save/Add Button Click this button to save changes to the user. If adding the user the button will read Add, otherwise it will read Save. Cancel/Close Button Click this window to cancel changes to the user, or to close the window and continue. VALIDATED VALUES Overview Print Audit allows you to set up custom codes that correspond to projects, clients, departments, etc. You can then configure Copy Audit boxes to request a valid code from the user making copies. You enter values the user can validate against on the Validated Values tab in the Copy Audit Administration tool. You can enter as many values as you want; the only restriction is that the code field for each value be unique within the database. Please note that to use values with the Copy Audit boxes the value must be numeric. You can also specify a cost modifier for a validated value, which Print Audit uses when calculating the cost of a copy job. 17

22 Validated Values Tab This tab allows you to search for, add, edit and delete values for your validated field. If you do not want to use codes on the Copy Audit boxes, you do not have to do anything with this tab. To set the validated field name: 1. Type the name you want for the field in the Validated field name box. You can enter a maximum of 14 characters. 2. Click the Set Name button. Print Audit saves the name. Please note that prompts will not automatically change on the Copy Audit boxes. You must edit each Copy Audit box and hit Save to reset the prompts. To add values: 1. Click the Add button. The Value Edit window appears. 2. Enter the information for the new value. Click here for more information on the Value Edit window. 3. Click the Add button on the Value Edit window. Print Audit saves the information and clears the window. 4. Repeat steps 2 and 3 for as many users as you want to add. 18

23 5. Click the Close button on the User Edit window to close the window. The list of users refreshes. To edit values: 1. Type the partial or full code of the value you want to find in the Search text box. The list of matching values display in the grid below. You can click either Code or Description depending on which type of search you want. 2. Click on the row that corresponds to the value you want to edit. OR 2. Use standard Windows CTRL and SHIFT clicking procedures to select multiple values. Selected rows are highlighted. 3. Click the Edit button. The Value Edit window appears. Some fields appear grey as you can only edit some fields for multiple values at once. If the field you want to change is greyed you must edit the value singularly. 4. Make the changes you want to make. Click here for more information on the Value Edit Window. 5. Click the Save button on the Value Edit window. The window closes and the changes show in the grid. To delete values: 1. Type the partial or full code of the value you want to find in the Search text box. The list of matching values display in the grid below. You can click either Code or Description depending on which type of search you want. 2. Click on the row that corresponds to the value you want to delete. OR 2. Use standard Windows CTRL and SHIFT clicking procedures to select multiple values. Selected rows are highlighted. 3. Click the Delete button. A message box appears to confirm that you want to delete the values. 4. Click the Yes button on the message box to delete the values. Print Audit deletes the values. To import values from a list: 1. Click the Import button. A standard Windows open file dialog appears. 2. Use the dialog to select a comma-delimited file containing the values you want to import. 19

24 3. Click the Open button. The open dialog closes and Print Audit starts importing the values. Print Audit displays any errors after the import completes. Click here for more information on the required format of the import file. To export values to a list: 1. Click the Export button. A standard Windows save dialog appears. 2. Use the dialog to choose the name of the file you want to export to. 3. Click the Save button on the dialog. Print Audit starts exporting the values to a commadelimited file. Value Edit Window This window allows you to edit and add values for the validated field. A description of each of the buttons and fields follows. Code This field contains the code for the value. This code must be unique. Please note that to use the code in copy tracking it must be numeric. Description This field contains the description of the value. This description can be anything. Active This checkbox determines whether or not the value is active. If not active the user cannot select it on the Print Audit Popup window. Cost Modifier This contains the cost modifier percentage for the value. You use this to dynamically adjust the base cost of the current print job. For example, you could have a value with a code of 9999 that corresponds to an internal account for zero cost printing. You would then specify that the value has a cost modifier of 0%, which means every job with this value has 0% of the final job cost. Previous Button Click this button to move backwards through the list of values you added. This list of values is only valid until you close the window. This button is only available while adding values. Next Button Click this button to change to move forward through the list of values you added. Once you hit the end of the list the window is blank and you can add another value. The list of values is only valid until you close the window. This button is only available while adding values. Save/Add Button Click this button to save changes to the value. If adding the value the button will read Add, otherwise it will read Save. Cancel/Close Button Click this window to cancel changes to the value, or to close the window and continue. 20

25 COPY AUDIT HARDWARE INSTALLING THE COPY AUDIT HARDWARE The Copy Audit terminal must be installed by your copier dealer. Your dealer needs to install a harness kit provided by the copier manufacturer that connects to the Copy Audit terminal. Connecting the Copy Audit terminal to the Network The ideal configuration for the Copy Audit, use in conjunction with a connected photocopier, is to have separate LAN connections for both the photocopier and the Copy Audit unit as shown below. 21

26 If the Copy Audit and the connected photocopier will share the same LAN connection, you will need to use a 10/100 auto-sensing mini-switch or hub and the applicable number of Ethernet cables as shown below. The purpose of the 10/100 mini-switch or hub is to ensure throughput at optimal speeds. If the photocopier is not connected to the network, the Copy Audit unit will have its own dedicated LAN connection. *The copier connector consists of both a copier interface cable and key switch. For many copier models a harness kit is also required. The harness kit is supplied and installed by the copier dealer. 22

27 USING THE COPY AUDIT BOX HARDWARE Once you have the Copy Audit box connected to your copier and to the network and have the Print Audit software setup and configured you are ready to track all of your walk-up copying information. Below is the list of activities you can track with the Copy Audit box. Tracking Walk-up Copying The Copy Audit box connects to your copier and disables copying until the user successfully enters the information you require. To track walk-up copying: 1. Press the Enter key on the Copy Audit box keypad. Depending on how you configured the device it will either ask for a PIN code or for a code corresponding to a project, client, etc. 2. Enter in a valid code and press the Enter key. If not valid, the Copy Audit box beeps and resets to the time and date. If valid the Copy Audit box either asks for the next prompt or switches over to wait for you to make copies. 3. If it asks for a second value, enter a valid code and press Enter to switch the Copy Audit box into copying mode. 4. Once in copying mode simply make copies as usual. 5. When done making copies, press the Cancel key to set the Copy Audit box to wait for the next user. The copy information is saved to the Print Audit database. "Holding" the Copier There are some situations after you begin copying where you need more time than the normal "walkaway" timeout would permit to finish your copying. If more time is needed you can put the Copy Audit box in a "hold state." To do so: 1. While copying, press the back arrow key on the Copy Audit box. This puts it in hold mode. Once you start making more copies the hold mode automatically cancels. Tracking Copying with Quotas If you have setup the Copy Audit box to ask for PIN codes and have set that PIN code in the Copy Audit Administration to use a quota the following things happen. 2. If a user enters a PIN code that has a zero balance, the Copy Audit box displays an error message to the user and goes back to the time and date. It will not allow the user to make copies. 3. If a user exceeds their quota while making copies, the Copy Audit box automatically stops copying and switches back to the time and date. 23

28 Using the Function Keys If you have the function keys enabled on the Copy Audit box you can use them to enter other business transactions you want to keep track of into the Print Audit database. Below are the transactions you can enter using the function keys. Entering Postage Information (F1) 1. Press the F1 key on the Copy Audit box keypad. The Copy Audit box prompts the user for valid codes. For more information on this process, see the section above called Tracking Walk-up Copying. 2. Enter valid codes. The Copy Audit box prompts for the quantity. 3. Enter the quantity and press the Enter key. The quantity corresponds to the number of pieces mailed. The unit prompts for the cost. 4. Enter the postage for the mail and press the Enter key. Do not enter a decimal, the Copy Audit box automatically assumes two decimal places. For example if you enter "37" it gets translated to Print Audit records the final transaction amount as the quantity you entered multiplied by the cost. For example, if you entered a quantity of 10 pieces of mail at.45 cost the total cost would be $4.50. Entering Courier Information (F2 if option set to "Courier") 1. Press the F2 key on the Copy Audit box keypad. The Copy Audit box prompts for valid codes. For more information on this process, see the section above called Tracking Walk-up Copying. 2. Enter valid codes. The Copy Audit box prompts for "Courier". 3. Enter the total courier cost and press the Enter key. Do not enter a decimal, the Copy Audit box automatically assumes two decimal places. For example, if you enter "1000" it gets translated to $ Print Audit records the courier transaction and the Copy Audit box goes back to displaying the time and date. Putting the Copy Audit Box in "Scan" mode (F2 if option set to "Scan") The Copy Audit box hardware supports a "Scan" mode. While in this mode the copier is unlocked for scanning and can have a long (30 minute max) timeout. Nothing is tracked in this scan mode, it is simply there to better accommodate multi-function devices with scanning capability. 1. Press the F2 key on the Copy Audit box keypad. The Copy Audit box prompts for valid codes. For more information on this process, see the section above called Tracking Walk-up Copying. 2. Enter the valid codes. The Copy Audit box switches to scan mode. 24

29 3. Complete your scanning and press the Cancel key. The Copy Audit box goes back to displaying the time and date. Entering Miscellaneous Costs (F3 if option set to "Misc") 1. Press the F3 key on the Copy Audit box keypad. The Copy Audit box prompts for valid codes. For more information on this process, see the section above called Tracking Walk-up Copying. 2. Enter the valid codes. The Copy Audit box prompts for "Misc." 3. Enter the total miscellaneous costs and press the Enter key. Do not enter a decimal, the Copy Audit box automatically assumes two decimal places. For example, if you enter "1000" it gets translated to $ Print Audit records the transaction and the Copy Audit box goes back to displaying the time and date. Entering External Copies (F3 if option set to "External Copies") 1. Press the F3 key on the Copy Audit box keypad. The Copy Audit box prompts for valid codes. For more information on this process, see the section above called Tracking Walk-up Copying. 2. Enter the valid codes. The Copy Audit box prompts for "# of copies" 3. Enter the total number of copies and press the Enter key. Print Audit records the transaction and the Copy Audit box goes back to displaying the time and date. Entering Fax Pages (F4) 1. Press the F4 key on the Copy Audit box keypad. The Copy Audit box prompts for valid codes. For more information on this process, see the section above called Tracking Walk-up Copying. 2. Enter the valid codes. The Copy Audit box prompts for "# of pages" Enter the total number of pages and press the Enter key. Print Audit records the transaction and the Copy Audit box goes back to displaying the time and date. For tracking fax pages Print Audit uses the same cost per page as you have set for the copier. 25

30 COPY AUDIT BOX HARDWARE FEATURES Dimensions 7.5"L x 4"W x 3"H Weight 12 ounces Memory Unlimited number of User and Account codes Battery-backed RAM memory for off-line data storage Battery Lithium power cell 10 year life Display 2 line by 16 character LCD display Keyboard Large full-travel 20 key numeric keyboard Includes special function keys for entering postage data, fax pages and other miscellaneous entries Network Interface Interface Ethernet 10/100 Auto-Sensing Connection RJ-45 Protocol TCP/IP Configurable User-definable field prompts, function keys, walk-away and hold timeouts Power Requirements North America standard 110V outlet Europe requires universal adapter Copier Interface Optocoupled, key-operated bypass module provides a generic, isolated electrical copier interface 26

31 PRINT AUDIT 4 VIEWER OVERVIEW Print Audit 4 Viewer gives you access to your printing data. You can use it to view the information, export the information in virtually any type of flat file format as well as do a quick print of the data in a tabular format. The Viewer also allows you to do export the information for accounting purposes. Print Audit keeps track of which jobs have previously been exported for accounting so you can be sure that all data is captures once and once only. Below is a list of all the main functions supported in the Viewer. Searching for Print Jobs Customizing Your View Exporting the Print Jobs Using Print Audit for Accounting Printing Print Jobs 27

32 VIEWING PRINT JOBS Searching for Print Jobs The first step in using the Print Audit Viewer is to search for the jobs you want. You can search on several different fields, outlined below. You can use any combination of the fields, or use none. Please note that the larger the number of jobs, the slower any operation is on the data, so make sure that you are only getting the data you need. Please note that any search criteria on the window, such as date, user, etc. taken into consideration for the search. Click here for information on the columns Print Audit returns. To search for jobs for a specific Print Audit user: 1. Type the full or partial user name in the User field. Depending on your security this field might be read-only with your name already in it. In this case you can only view your own jobs. 2. Click the Results button to display any print jobs matching the user. To search on the validated field: 1. Type the full or partial code or description of your validated field in the box. Note that the name of this field depends on your setting in the Administration application. 2. Click the Search button to the right of the box to validate the information. If the text turns black, you have selected the value, so proceed to step On the Search window, click on the grid row containing the value you want. If no rows appear on the window then no matches were found. Use the search window to find the value you want. 4. Click the Select button to select the value and close the window. OR 4. Click the Cancel button to return to the main Viewer window. 5. Click the Results button to display any print jobs matching the value. To search on a specific printer or port: 1. Type the full or partial name of the printer for which you want to find jobs in the Printer box. OR 1. Type the full or partial port of the printer for which you want to find jobs in the Printer box. 28

33 2. Click the Results button to display print jobs matching the printer. To search for a value in a user-defined field: 1. Type the full or partial value you want to search for in one of the user defined field boxes. These fields are named differently depending on your administration settings. 2. Click the Results button to display print jobs containing the user-defined value. To search on a specific network user: 1. Type the full or partial name of the network user for which you want to find jobs in the Network User box. 2. Click the Results button to display print jobs matching the selected network user. To search for a specific date: 1. Click on the From Date drop down box. A miniature calendar appears below the box. 2. Use the calendar to choose the starting date for which you want to search. 3. Click on the To Date drop down box. A miniature calendar appears below the box. 4. Use the calendar to choose the ending date for which you want to search. 5. Click the Results button to display print jobs matching the selected date range. Setting up the View Below are instructions on configuring your view of the data. For general information on views see Customizing Your View. To total the information on a specific column: 1. Follow the instructions in Searching for Print Jobs to get the jobs you want. 2. Ensure that you check the Calculate totals checkbox. 3. Right-click on the column header for the column you want to total on. A popup menu appears. 4. Click on the Total on Column menu. The column moves to the left and the data sorts and totals on that column. 5. You can use the Expand, Collapse buttons and the plus/minus signs at the left of the columns to view or hide the detail rows for the totals. NOTE: You can only total on the columns with highlighted headers. 29

34 To change the position of a column: 1. Click and hold the left mouse button on the header of the column you want to move. The header changes to look "pressed". 2. Move the mouse in the direction you want to move the column. An outline appears in the new column position. 3. Release the mouse button once it is in the position you want. The column moves to the new position. To hide a column: 1. Right-click on the column header for the column you want to hide. A popup menu appears. 2. Click on the Hide Column menu. The column disappears. To show hidden columns: 1. Click the View->Reset View menu item. The view resets to the default view. OR 1. Reselect the view, if any, that you are currently on. If you have not saved the view since you hid the columns you will revert to the old view. To change the width of a column: 1. Move the mouse to the right edge of the header for the column you want to resize. The cursor will change to a re-size cursor when you are in the right spot. 2. Hold down the left mouse button and move the mouse right to make the column larger, left to make it smaller. An outline draws to show you the new column size. 3. Release the mouse button when the column is the size you want. The column resizes. To resize all of the columns to fit the data: 1. Click the View->Size To Fit menu option. A dialog appears asking you if you want to continue. Sizing the columns can take quite some time on larger amounts of jobs. 2. Click the Yes button to continue. Print Audit resizes all of the columns to the minimum size they need to be to fit the text in the columns. Saving, Changing and Deleting Views Below are instructions for managing your views. For general information on views, see Customizing Views. 30

35 To save the current view: 1. Click the Save View button. If a new view, a message box appears asking you for the name of the view. Otherwise you are done. To select a view: 1. Click the View dropdown combo box. A list of all of your saved views appears. 2. Click the view you want to switch to. The columns reset to that view. To copy a view: 1. Select the view you want to copy using the View dropdown box. 2. Click the Save View As button. A message box appears asking for the name of the new view. 3. Enter the name of the new view. 4. Click the OK button. The window closes and your new view displays. To delete a view: 1. Select the view you want to delete using the View dropdown box. 2. Click the Delete View button. A message box appears to confirm that you want to delete the view. 3. Click the Yes button on the message box. The message box closes and the view deletes from the list. PRINT JOB COLUMNS Below is a list of all the columns Print Audit returns when searching for print jobs. All of these columns are available for both printing and exporting. The columns are listed in their default left to right order. Value Code This column contains the code of the validated field value. The full name of this column depends on what you named the validated field. This column contains "unknown" if the job was tracked without a popup or if you chose not to use the validated field. Value Description - This column contains the description of the validated field value. The full name of this column depends on what you named the validated field. This column contains "unknown" if the job was tracked without a popup or if you chose not to use the validated field. User This column contains the name of the Print Audit user who printed the job. This column contains "unknown" if the job was tracked without a popup or if you chose not to use the validated field. 31

36 Network User This column contains the windows network login name of the user who printed the job. This column contains "unknown" if there was no network present. Computer This column contains the windows network computer name of the user who printed the job. Process This column contains the name of the program that printed the job. Printer This column contains the printer name or description of the printer the job was printed to. This corresponds either to the desktop name of the printer or the name of a Print Audit Printer if a match was found. Port This column contains the port the printer was connected to. Paper Type This column contains the paper type the user chose when printing the job. This column contains "unknown" if you do not use paper types or if the job was tracked without a popup. Color This column indicates if the job printed was a color job. Document This column contains the document name that was printed. User Defined One This column contains the user entered value for the first non-validated user field. This column contains "unknown" if you are not using the user-defined field or if the job was tracked without a popup. User Defined Two This column contains the user entered value for the second non-validated user field. This column contains "unknown" if you are not using the user-defined field or if the job was tracked without a popup. Date Printed This column contains the date the job was printed. Paper Size This column contains the name of the paper size used to print the job. Paper Width (In) This column contains the width, in inches of the paper size used to print the job. Paper Height (In) This column contains the height in inches of the paper size used to print the job. Pages This column contains the number of pages in the job. Copies This column contains the number of copies used to print the job. Note that depending on the printer driver and if Collate was used, this value may be "1" even if more copies were printed. In this case, the number of pages is still correct. Units This column contains the unit of measure used to calculate the job cost. 32

37 Unit Cost - This column contains the cost per unit for the job. Total Units This column contains the total units for the job. Calculated by multiplying pages by copies. Further calculations are done to convert the paper width and height to a square foot value if the unit of measure is square feet. Job Cost This column contains the total cost of the job. Calculated by multiplying the unit cost by the total units. EXPORTING PRINT JOBS Overview Print Audit allows you to export your print job information in virtually any format you need. You can setup these custom exports and save them. Once they are created you can use them to export the data at any time. The data can then be imported into any program to further massage the data, for accounting purposes or whatever. See the points below for more information on exporting jobs with the Viewer. Managing Custom Exports Exporting Search Results Exporting for Accounting Managing Custom Exports To create an export configuration: 1. Click the Tools->Export->Configurations menu item. The Export Configurations Window appears. 2. Make the changes you want to the export configuration. For more information on the export configuration fields and what they do, see the Export Configurations Window. 3. Click the Save As button. A message box appears asking you for the name for the new configuration. 4. Enter the name of the new configuration. 5. Click the OK button. The message box closes and you are done. To edit an export configuration: 1. Click the Tools->Export->Configurations menu item. The Export Configurations Window appears. 33