Equitrac Embedded for Ricoh Basic. Setup Guide Equitrac Corporation

Equitrac Embedded for Ricoh Basic 1.1 Setup Guide 2012 Equitrac Corporation

Equitrac Embedded for Ricoh Basic Setup Guide Document History Revision Date Revision List November 2, 2012 Update for Equitrac Office/Express version 4.2.5 May 2, 2012 Update for Equitrac Office/Express version 4.2.4 December 16, 2011 Update for Equitrac Office/Express version 4.2.3 July11, 2011 Update for Equitrac Office/Express version 4.2.2 July 8, 2010 Update for Equitrac Office/Express version 4.2.0 July 23, 2009 Update for Equitrac Office/Express version 4.1.1 November 21, 2008 Initial document release for Equitrac Office/Express version 4.1.0 2012 by Equitrac Corporation All rights to this document, domestic and international, are reserved by Equitrac Corporation. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise) without prior written permission of Equitrac. Trademarks Equitrac, Equitrac Express, Equitrac Office, and Follow-You Printing are registered trademarks of Equitrac Corporation. All other brands and their products are trademarks or registered trademarks of their respective holders, and should be noted as such. Symbols Used in This Guide The following symbols are used in the margins of this guide: Caution The accompanying text provides key information about a step or action that might produce unexpected results if not followed precisely. Note Warning The accompanying text provides cross-reference links, tips, or general information that can add to your understanding of the topic. Read the accompanying text carefully. This text can help you avoid making errors that might adversely affect program behavior.

Contents 1 Introduction......................................................................... 5 Product Overview...................................................................................... 6 Requirements.......................................................................................... 7 Supported MFPs................................................................................................ 7 System Requirements........................................................................................... 7 Additional Documentation.............................................................................. 7 2 Installation and Configuration........................................................ 9 Installation Requirements.............................................................................. 10 Installation Workflow.................................................................................. 10 License the Embedded Device.......................................................................... 11 Run the EQRicohBasicCfg.exe File....................................................................... 13 Uploading User Accounts..................................................................................... 14 Uploading PINs by Department/Group........................................................................ 14 Add a Test User Account to the MFP..................................................................... 15 Enable User Code Authentication on Each MFP.......................................................... 16 Run the EQRicohLogTransfEnabler.exe File.............................................................. 17 Force DCE to Auto-Create the Device.................................................................... 18 Verify the Device Appears in System Manager........................................................... 19 Uninstall the Embedded Solution....................................................................... 19 3 User Workflow..................................................................... 21 Using the MFP......................................................................................... 22 4 Troubleshooting................................................................... 23 Equitrac Embedded for Ricoh Basic Setup Guide 3

Contents 4 Equitrac Embedded for Ricoh Basic Setup Guide

1 Introduction Topics Product Overview Requirements Additional Documentation Equitrac Embedded for Ricoh Basic is an embedded application for select Ricoh MFP devices and is designed to control user login to the MFP and to capture copy attributes. When a user approaches the MFP, selected device functions are locked until the user enters a valid Personal Identification Number (PIN) via the numeric keypad. The PIN is authenticated against information stored in the MFP s local cache, and the selected device function is unlocked when the PIN is validated. Each time the user completes a transaction at the MFP, the embedded application reports copy tracking details to Equitrac s DCE service, which then posts the information to Equitrac s CAS for reporting purposes. The embedded application locks down selected MFP functions when the network is down (offline) because all PIN data is stored in local MFP cache, and is updated during preset upload intervals. Details for copy transactions completed while the MFP is offline from Equitrac s DCE service are held in cache until a network connection is established. Equitrac Embedded for Ricoh Basic Setup Guide 5

Chapter 1: Introduction Product Overview The Equitrac Embedded for Ricoh Basic software communicates with Equitrac Office or Express version 4.2.5. This version of the Equitrac Embedded application provides the following functionality: PIN Authentication against Equitrac s Core Accounting Server Support for up to 50 all numeric PINs Support for account limit enforcement PIN upload by department/group Polling interval updates of PIN cache Offline functionality Server-based licensing Copy tracking and reporting of the following attributes: copy count page size number of pages NOTE: This version of the Equitrac Embedded application does not support single sign-on authentication, card readers, copy rule enforcement, and color quota enforcement. In addition, secondary PINs, billing codes, and alternate PINs are not supported. If you require these features, please consult your Ricoh dealer or sales agent for details on the Equitrac Print & Copy Control product. 6 Equitrac Embedded for Ricoh Basic Setup Guide

Chapter 1: Introduction Requirements This version of Equitrac Embedded for Ricoh Basic is compatible with Equitrac Office/Express version 4.2.5. If you are currently running Equitrac Office/Express lower than 4.2.5, please contact Equitrac support for a hotfix. Supported MFPs Equitrac Embedded for Ricoh Basic is compatible with models supported by Ricoh s Web Smart Device Monitor. For a list of Equitrac Embedded for Ricoh Basic supported MFPs, visit http://www.equitrac.com/ricoh.html. System Requirements To review the system requirements for the machine or machines hosting the Equitrac server components (Core Accounting Server and Device Control Engine), see the Equitrac Office or Equitrac Express Installation Guide. Additional Documentation In addition to this guide, ensure you have any documentation related to your Equitrac product suite and documentation for your MFP. This guide does not provide any information for third-party software (including databases) or operating system support. It may be necessary to refer to one of the following documents when performing some server-side configuration tasks. Guide Equitrac Office/Express Planning Guide Equitrac Office Installation Guide Equitrac Express Installation Guide Equitrac Office Administration Guide Equitrac Express Administration Guide When to refer to this guide Before installing Equitrac Office or Express, use this guide to select the appropriate combination of product variables to support the needs of your institution or organization. Use this guide to perform an initial installation or upgrade. After installing Equitrac Office or Express, use this guide to configure advanced options for use on your campus or in your organization. Equitrac Embedded for Ricoh Basic Setup Guide 7

Chapter 1: Introduction 8 Equitrac Embedded for Ricoh Basic Setup Guide

2 Installation and Configuration Topics Installation Requirements Installation Workflow License the Embedded Device Run the EQRicohBasicCfg.exe File Add a Test User Account to the MFP Enable User Code Authentication on Each MFP Run the EQRicohLogTransfEnabler.exe File Force DCE to Auto-Create the Device Verify the Device Appears in System Manager Uninstall the Embedded Solution Installing Equitrac Embedded for Ricoh Basic requires installation of two executable files on the Equitrac core accounting server, (CAS) and subsequent configuration within both the MFP s Web Image Monitor and Equitrac s System Manager. Equitrac Embedded for Ricoh Basic Setup Guide 9

Chapter 2: Installation and Configuration Installation Requirements Before you start the installation: Obtain the IP Addresses of all MFP s that you are installing the embedded software on. Confirm the Administrator username and password for each MFP. Ensure you have access to each MFP s Web Image Monitor in order to enable the MFP s Authentication settings. You need the Administrator username and password to enable these settings. Ensure you are running Equitrac Office or Equitrac Express version 4.2.5. Confirm you have Administrator access on the CAS in order to install new files and set the configuration options in System Manager. Confirm the following installation files are in the Program files\equitrac\office or Express\Tools folder. EQRicohBasicCfg.exe Configuration utility run on the Equitrac server which updates Ricoh Basic configuration settings. EQRicohLogTransfEnabler.exe Enables communication between the MFP and the DCE service to allow the MFP to transfer the copy logs to Equitrac for accounting purposes. NOTE: If the files are not in the Tools folder, you can download them from http://partners.equitrac.com under Tech Support > Software Downloads > Equitrac [Office or Express]. Installation Workflow This section provides the procedures required to install and configure the embedded device through the Equitrac Office/Express application. This workflow assumes you have already registered the physical device in System Manager as detailed in the Equitrac Office or Equitrac Express Administration Guide. NOTE: These steps must be performed in the following order otherwise the installation will fail, and communication between the MFP and Equitrac Office/Express will not function correctly. 1 License the Ricoh Basic embedded device. 2 Run EQRicohBasicCfg.exe from the command prompt on the machine hosting the CAS service. 3 Add a test user account to the MFP. You can add a test user either through the MFP control panel, or through the MFP s Web Image Monitor. 4 Login to each MFP s Web Image Monitor and enable User Code Authentication. 5 Run EQRicohLogTransfEnabler.exe from a command prompt on any networked server. If Log Transfer is successfully enabled on the device, continue to the next step in the workflow. If the device does not support Log Transfer, you must manually create the device in System Manager. 6 Force DCE to auto-create the device in System Manager by logging in to the MFP using the test user account and making a copy. 7 Verify that both the physical and embedded devices appear in System Manager s Devices list. 10 Equitrac Embedded for Ricoh Basic Setup Guide

Chapter 2: Installation and Configuration License the Embedded Device You require one embedded device license for each physical Ricoh Basic MFP hosting the Equitrac Embedded application. Licensing requires a combination of a serial number and an activation code to enable each Equitrac Embedded device. Although the serial numbers are supplied with the software, you must also enter an activation code. You can enter this code automatically through an internet connection or manually by requesting the codes by telephone or e-mail. Regardless of the method used, follow the instructions below to apply licenses and activate components. 1 Open System Manager by selecting Start > All Programs > Equitrac Office/Express > System Manager. 2 In the Select Accounting server dialog, choose the CAS with which Equitrac System Manager is associated, then click Connect. If the server is not listed, enter the host name or IP address in the server field. 3 When System Manager opens, click Licensing in the left menu pane. 4 Under Current tasks, click Add license, or click <Add...> in the right pane. 5 When the Equitrac activation window opens, click Next to begin the activation process. 6 Enter the serial numbers for the components you want to activate. These serial numbers were supplied with your software. After you enter each complete serial number, click Add to add it to the list, then enter additional serial numbers as required. 7 When all numbers are entered, click Next. 8 Select Automatic online activation or Manual activation, and click Next. NOTE: If you do not have a connection to both the Internet and CAS, choose Manual activation. 9 For Manual activation, do the following: a Contact Equitrac at http://www.equitrac.com or by telephone to obtain the corresponding activation codes. b After receiving the required activation codes, click Finish to continue. c On the Add licensing Information dialog box, enter the Activation code, and click Add. The activated software license appears in System Manager. Equitrac Embedded for Ricoh Basic Setup Guide 11

Chapter 2: Installation and Configuration 10 For Automatic online activation, do the following: a b c d In the Embedded device licensing screen, select Ricoh from the Manufacturer list, then click Next. Follow the Activation wizard prompts to provide contact information. If you have already registered one or more Equitrac components, the Activation wizard fills the form with previously-collected data. The Activation wizard displays a Collecting information... message while retrieving system data. If you want to omit technical details about your system, click the Show technical details button and select the information you do not want to transmit. You must transmit the following: Accounting server serial number Domain-qualified print server name Organization name as registered in Windows Fully-qualified server DNS name When the Activation wizard is ready to transmit the information, review the collected data. Choose whether to send optional data with your activation request. NOTE: The Activation wizard transmits the data using an HTTP connection to the Equitrac activation server. If the connection fails, the Activation wizard prompts for verification that you have configured the default gateway correctly, and that the Internet is accessible from this machine. You can retry or cancel the activation request at this point. If you cancel, the Activation wizard prompts you to use manual activation instead. e Once the Activation wizard sends the activation data and Equitrac returns the activation code, the Wizard automatically records the license activation in System Manager, and displays a summary of the activation results: Activation code Description Serial number Status (Success; Invalid- the serial number is invalid, or Denied- the serial number was valid but not accepted) If the License is Invalid If the status is Invalid, ensure that you entered all serial numbers and activation codes precisely. Each component requires a separate license unless you purchased a suite license. If the problem persists, contact the Equitrac Customer Support Center to resolve this problem. If the Serial Number is Denied If the status is Denied, the serial number may already be registered to a different system ID. Contact the Equitrac Customer Support Center to resolve this problem. Switch to the Assignment View in System Manager, to see the number of licenses purchased and the number of licenses used. 12 Equitrac Embedded for Ricoh Basic Setup Guide

Chapter 2: Installation and Configuration Run the EQRicohBasicCfg.exe File The EQRicohBasicCfg.exe file sets global Ricoh Basic device configuration variables, including the MFP Admin account name and password. WARNING: This executable file sets global configuration options, therefore, all Ricoh MFPs running Equitrac Embedded for Ricoh Basic must have the same Administrator account name and password. If the user name or password is incorrect, the DCE service will not connect to the MFP to upload PIN information into the MFP cache. 1 On the machine running the CAS, open a command prompt. 2 In the command prompt window, run the executable file with the following parameters: Parameter Description -a Ricoh MFP Administrator account name -w Ricoh MFP Administrator account password -i User account PIN upload interval in minutes. The DCE uploads the first 50 non-empty all numeric PINS to the local cache on the MFP at this interval. -d Upload users by group/department. When you run the executable file and include this parameter, the PINs are uploaded by department. See Uploading PINs by Department/Group on page 14 for details. If you do not include this parameter, the first non-empty 50 numeric PINs located in the CAS database are uploaded instead. -t Request timeout seconds -v Set verbose level -l Set log path For example, EQRicohBasicCfg.exe -a Admin_name -w pword -i 15 -d -v 0 indicates that the MFP Administrator account name is "Admin_name", the password is "pword", the upload interval is "15" minutes, the PINs will be uploaded by department/group and the install will proceed in silent "0" mode. Equitrac Embedded for Ricoh Basic Setup Guide 13

Chapter 2: Installation and Configuration Run the command without parameters to view a full list of accepted usage parameters. 3 When the configuration is successful, the command prompt indicates succeeded. 4 Close the Command Prompt window. Uploading User Accounts Equitrac Embedded for Ricoh Basic uploads account PIN information from the CAS database into the MFP cache. The PIN information is updated at the preset upload intervals. At upload time, accounts in the MFP cache are deleted if they do not exist in the CAS database. If an account is not on the MFP, and there is room in the Address book, then CAS adds the account to the MFP cache. If an account exists on both the MFP and in CAS, then the account is left unchanged at upload time. NOTE: In you have existing accounts already setup in the MFP, you can export these accounts via Ricoh SmartDeviceMonitor for Admin and import them into Equitrac Office/Express using EQCmd. Uploading PINs by Department/Group This version of Equitrac Embedded for Ricoh Basic supports up to 50 PINs per MFP. If you have more users than this limit, you can use department accounts to support your user base. For example, if you have 200 users, you can create four departments, and assign 50 user accounts to each department. You must ensure that the physical MFP belongs to a Device Group that has an identical name as a department. When you run the EQRicohBasicCfg.exe with the -d parameter, the DCE will upload the first 50 numeric user PINs belonging to the department, and users can login with their PIN. CAUTION: If you do not associate the physical Ricoh MFP with a Device/Group that has a corresponding Department Name, the first 50 all numeric PINs in the CAS database are uploaded to the MFP cache. Follow the instructions in the Equitrac Office or Equitrac Express Administration Guide to associate the MFP device with a device group, then to associate a device group with a department. Once this configuration is complete run the EQRicohBasicCfg.exe file and set the -d parameter to true. 14 Equitrac Embedded for Ricoh Basic Setup Guide

Chapter 2: Installation and Configuration Add a Test User Account to the MFP You must add a test user account to each MFP that you want to control with Equitrac Embedded for Ricoh Basic. This method is only required to initialize the device, and typical users and PINs must be added to the system as described in the Equitrac Office or Equitrac Express Administration Guide. You can either create this test account via the MFP s control panel, or you can use the MFP s Web Image Monitor. NOTE: You must repeat this procedure for each MFP that you want to control with Equitrac Embedded for Ricoh Basic. To create a test account via the Web Image Monitor, do the following: 1 Open a web browser, and enter the MFP s IP Address in the Address field. 2 Login as Administrator. 3 On the left side of the screen, click Address Book. 4 In the Address List screen, click Add User. 5 In the Add User screen, enter a name for the user account. If you do not enter a name, the new account will not be added. 6 Enter the User Code. 7 Ensure that the Copier functions are enabled for this account. 8 Click OK to save the new account. Equitrac Embedded for Ricoh Basic Setup Guide 15

Chapter 2: Installation and Configuration Enable User Code Authentication on Each MFP You must enable User Code Authentication on each MFP that is controlled by Equitrac Embedded for Ricoh Basic. When User Code Authentication is enabled, the user must enter their PIN via the keypad before they can access the copy functions. 1 In the Web Image Monitor, click Configuration from the left side of the screen. 2 Under Device Settings, click User Authentication Management. 3 Select User Code from the User Authentication Management drop-down list. 4 Under the User Code Authentication Settings, select the Copier options to lock down. If you want users to enter their PIN for color copy jobs, but not for black & white jobs, ensure that Full Color is checked, but Black & White is not. When the user is at the MFP, they can press the function button that they want to use, and any checked functions will present a login screen before the user can proceed. Any functions that are unchecked are available to the user without PIN entry. NOTE: Equitrac Embedded for Ricoh Basic does not support color quotas. In addition, mixed color/monochrome jobs are reported as all color or all monochrome only. 16 Equitrac Embedded for Ricoh Basic Setup Guide

Chapter 2: Installation and Configuration Run the EQRicohLogTransfEnabler.exe File This executable file enables the Log Transfer from the MFP to Equitrac s DCE. You must run this command for each MFP device you are configuring to work with Equitrac Embedded for Ricoh Basic. WARNING: If you run EQRicohLogTransfEnabler.exe against a device which does not support Log Transfer, the following error message appears. Can't get device protocol version. HTTP error: 500 Device does not support logs transfer. Please manually create Physical device and child 'Ricoh Basic' device in System Manager. NOTE: A child Ricoh Basic device refers to the Equitrac Embedded device. See the Equitrac Office or Equitrac Express Administration Guide to manually create devices in System Manager. 1 On the machine running the CAS, open a command prompt. 2 In the command prompt window, run the executable file with the following parameters: Parameter Description -m IP Address of the Ricoh MFP on which you are enabling the Log Transfer -a Ricoh MFP Administrator account name -w Ricoh MFP Administrator account password -s IP Address of the Equitrac DCE Service -p Port number that the EQ DCE Service will listen on for Log Transfer messages from the MFP Set this option to port 2939 -v Set verbose level -k Forces the program to wait for confirmation before closing -l Set log path For example, EQRicohLogTrasnfEnabler.exe -m 192.xxx.xxx.50 -a Admin_name -w pword -s 192.xxx.xxx.100 -p 2939 -v 0 indicates that the MFP IP Address is 192.xxx.xxx.50, the MFP Administrator account name is "Admin_name", the password is "pword", the DCE IP Address is 192.xxx.xxx.100, the DCE port is 2939 and the install will proceed in silent "0" mode. Equitrac Embedded for Ricoh Basic Setup Guide 17

Chapter 2: Installation and Configuration If you set the verbosity to 1, a series of status messages appears in the 3 When the configuration is complete, close the Command Prompt window. NOTE: If you receive the error message stating that the Device does not support logs transfer, then you must manually create the device in System Manager. See the Equitrac Office or Equitrac Express Administration Guide for detailed instructions. Force DCE to Auto-Create the Device After running the EQRicohLogTransfEnabler.exe file, Equitrac Office/Express automatically creates the device in System Manager after the first successful Log Transfer. To force DCE to auto-create the device in System Manager, login at the MFP console with the test user account PIN and make a copy. After the copy job is complete, the MFP immediately attempts to contact DCE to transfer the transaction log file. If the contact is successful, DCE forwards the information to CAS, and the device appears in the System Manager Devices list. 18 Equitrac Embedded for Ricoh Basic Setup Guide

Chapter 2: Installation and Configuration Verify the Device Appears in System Manager To verify that the device appears in System Manager, do the following: 1 Select Start > All Programs > Equitrac Office/Express > System Manager. The System Manager window opens. 2 In the left pane, select the Devices link. The right pane displays the devices registered in System Manager. You should see two new entries: one is the physical MFP, and the other is the embedded device. If you do not see these devices in the list, see Troubleshooting on page 23. NOTE: If the device does not appear in the Devices list, run the EQRicohLogTransfEnabler.exe file again and force DCE to auto-create the device. If the device still does not appear, then you must manually create it in System Manager. See the Equitrac Office or Equitrac Express Administration Guide for detailed instructions. Uninstall the Embedded Solution In order to uninstall (or disable) the Equitrac Embedded for Ricoh Basic solution, do the following: 1 Disable the Log Transfer option through the MFP Web UI. Refer to the Ricoh MFP user guide for the location of the control options. 2 Disable User Code Authentication on the MFP through the Web Image Monitor, a b c d e Click Configuration from the left side of the screen. Click User Authentication Management under Device Settings. Select User Code from the User Authentication Management drop-down list. Uncheck the Copier options under User Code Authentication Settings. Click OK. 3 Delete the Ricoh Basic device from System Manager. To delete the device, right-click the physical device, and select Delete for the menu. Equitrac Embedded for Ricoh Basic Setup Guide 19

Chapter 2: Installation and Configuration 20 Equitrac Embedded for Ricoh Basic Setup Guide

3 User Workflow Topics Using the MFP This section describes the workflow for users wanting to access the available Equitrac Embedded features on a Ricoh Basic MFP, including: Printing Copying Scanning Sending or receiving faxes Equitrac Embedded for Ricoh Basic Setup Guide 21

Chapter 3: User Workflow Using the MFP A user session begins when users log in with valid credentials through the MFP interface. Once their login ID has been authenticated by the Equitrac Core Accounting Server (CAS), users can access any of the MFP features, such as copying, scanning, printing and faxing. To start a user session, do the following: 1 At the MFP, the user selects one of the available functions: Copy, Scan, Print, or Fax. 2 If the Administrator locked the selected function, the Login screen appears. To use the following, enter user code > [OK] 3 The user enters their PIN via the keypad, then presses the OK key on the MFP panel to proceed. If the PIN is valid against the local cache, the function is unlocked, and the user can proceed. Upon successful login, the user is able to make unlimited copies (in-session copy stop is not supported). NOTE: Equitrac Embedded for Ricoh Basic supports primary PINs only. Alternate PINs, secondary PINs and billing codes are not supported. Each time a user completes a copy transaction, the transaction details are transferred to the DCE server, which handles transfer to the CAS. Tracked transaction details include copy count, page size, and number of color/monochrome pages. Mixed color/monochrome jobs are reported as either all color or all monochrome only. 22 Equitrac Embedded for Ricoh Basic Setup Guide

4 Troubleshooting If you encounter any problems while performing the installation or configuration, check the topics below for assistance. Symptom The Physical Device does not appear in the Devices List in System Manager The MFP displays a message "Log Transfer failed. Contact Administrator" after creating a copy as a test user The Test User PIN I created does not allow me to login to the MFP Some users are able to login, but others are not It appears as though DCE is unaware of the configuration changes Possible Solution Refresh the Devices List. If the device still does not appear, the Log transfer from the MFP to the DCE service has failed. Go to the MFP and login with a valid PIN, then make a copy. Watch the MFP display. If you see a message stating "Log Transfer failed", refer to the next troubleshooting item below. If you do not see this message, check System Manager again. The MFP cannot connect to DCE. Try the following: Ensure the network connection is live. Check the install log generated when you ran the EQLogTransfEnabler.exe script and ensure that all IP addresses and ports were set correctly. If you find an error, run the executable again. Forward the log to Technical Support. Log into the MFP s Web Image Monitor and ensure that the account you created is in the Address Book. If not, create the user, then try to login to the MFP again. If you did not enable upload by department/group, only the first 50 PINs located in the database are uploaded to the MFP cache. If you have more than 50 users, you must upload PINs by department instead. See Uploading PINs by Department/Group on page 14 for instructions. You can also access the MFP s Web Image Monitor to determine if the user account exists in the Address Book. Only ID s listed in the Address Book can access the MFP. If you change the settings in System Manager, and the changes are not reflected on the MFP, stop and restart the DCE service. This forces DCE to download data from the CAS. Equitrac Embedded for Ricoh Basic Setup Guide 23

Chapter 4: Troubleshooting 24 Equitrac Embedded for Ricoh Basic Setup Guide