Embedded Connector for IKON DocSend Setup Guide Version 1.1 2016 IKON-20160314
Equitrac Embedded Connector for IKON DocSend Setup Guide Document History Date Description of Change April 18, 2013 Updated for Equitrac Office/Express version 5.0 November 1, 2012 Updated for Equitrac Office/Express version 4.2.5 May 2, 2012 Updated for Equitrac Office/Express version 4.2.4 October 25, 2011 Updated for Equitrac Office/Express version 4.2.3 July 15, 2011 Updated for Equitrac Office/Express version 4.2.2 July 8, 2010 Updated for Equitrac Office/Express version 4.2.0 April 1, 2008 Initial document release 2016 Nuance Communications, Inc. All rights reserved. All rights to this document, domestic and international, are reserved by Nuance Communications, Inc. 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 Nuance. Trademarks Equitrac, Equitrac Express, Equitrac Office, Follow-You Printing, and PageCounter are registered trademarks of Nuance Communications, Inc. 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: Note Caution The accompanying text provides cross-reference links, tips, or general information that can add to your understanding of the topic. The accompanying text provides key information about a step or action that might produce unexpected results if not followed precisely. Warning Read the accompanying text carefully. This text can help you avoid making errors that might negatively affect program behavior. IKON-20160314 Equitrac Embedded Connector for IKON DocSend Setup Guide 2
Contents 1 Introduction and Requirements......................................................... 5 Hardware and Software Requirements...................................................................... 7 Configuration Prerequisites and Notes............................................................................. 7 Configuration Workflow................................................................................... 8 2 Device and Server Configuration........................................................ 9 Configuring and Connecting the PageCounter Mini Terminal................................................ 10 Adding the PageCounter Mini Default Static Domain............................................................. 10 Changing your Web Admin Password............................................................................ 11 Assigning the PC Mini and DocSend station IP Addresses......................................................... 11 Connecting the PageCounter Mini Terminal...................................................................... 12 Resetting PC Mini Configuration Using the Bypass Key............................................................ 12 Installing the Equitrac Client Connector.................................................................... 13 Installing the Equitrac DocSend Client..................................................................... 13 3 User Workflow....................................................................... 15 Logging into IKON DocSend............................................................................... 16 Entering Billing Codes.................................................................................... 16 Search Billing Information....................................................................................... 17 Communication Workflow................................................................................ 18 Validation Workflow............................................................................................. 18 Scan Transaction Workflow....................................................................................... 18 IKON-20160314 Equitrac Embedded Connector for IKON DocSend Setup Guide 3
Contents IKON-20160314 Equitrac Embedded Connector for IKON DocSend Setup Guide 4
1 Introduction and Requirements Topics Hardware and Software Requirements Configuration Workflow IKON DocSend depends on both an Equitrac Embedded for DocSend solution and an Equitrac PageCounter Mini (PC Mini) for coordinating scan tracking and to communicate user authentication and transaction data between DocSend and the Equitrac CAS server. with Equitrac DocSend client installed on CAS Database Ethernet PC Mini with copy control cable DocSend Station DocSend server Equitrac Embedded for IKON DocSend Physical Device Setup IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 5
Chapter 1: Introduction and Requirements The Equitrac DocSend client allows the user to authenticate themselves directly on the DocSend station via the Equitrac login screen. The hidden PC Mini controls access to the MFP and forwards requests to unlock a MFP if a user logs in to the popup successfully. All communication with the Core Accounting Server is handled by the Equitrac DocSend client installed on the DocSend station. The Equitrac DocSend client, installed wherever the DocSend station resides, enables Equitrac Office/Express to communicate with the DocSend scan device. Users must validate their user and billing data through a version of the Equitrac popup that the Equitrac DocSend client displays on the DocSend station before accessing the scanning functions. In a typical DocSend scan environment (no Equitrac Office/Express integration), the user uses the DocSend station to set up the scan and select a destination (output device or recipient email address, for example). The DocSend station controls the user s access to the MFP s scan features. There is no user authentication or cost recovery involved. In an IKON DocSend/Equitrac Office/Express integrated environment, the Equitrac DocSend client generates an Equitrac popup to collect the user s validation details (login credentials and billing data). When a user enters validation data in the popup, the Equitrac DocSend client validates the data with the CAS, then sends two signals, one to the DocSend server to unlock the DocSend station, and the other to the PC Mini to unlock the MFP s front panel through the external copy control cable. When the user ends their session on the DocSend station, the DocSend server tells the Equitrac DocSend client that the session is closed and the Equitrac DocSend client signals the PC Mini to lock the MFP s front panel. NOTE: The system transmits scan transaction data when each scan is completed; it only transmits scan data at the end of the user session, however, once the PC Mini locks the device. IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 6
Chapter 1: Introduction and Requirements Hardware and Software Requirements This solution requires the following Equitrac and DocSend components: IKON DocSend 4.0 or later IKON DocSend s Equitrac Client Connector version1.03 or higher (separate software installation on the DocSend station) Equitrac Office/Express Software Equitrac DocSend client (separate software installation on the DocSend station) An Equitrac External Data Connector license for each DocSend station PC Mini device for each DocSend station Copy control cable required if also controlling MFP copying Configuration Prerequisites and Notes Equitrac Office/Express supports all IKON DocSend scan output formats integrated with Equitrac Office/ Express s scan price list. You can only assign one DocSend station to each instance of the Equitrac DocSend client to record transactions. Ensure that port 2939 is open for communication between the Equitrac DocSend client and PC Mini and that port 2910 is open for communication between the Equitrac DocSend client and CAS (these should be default settings) NOTE: There is no card reader support for logging into the Equitrac DocSend client. IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 7
Chapter 1: Introduction and Requirements Configuration Workflow Follow this workflow to integrate your Equitrac Embedded for DocSend solution with IKON DocSend. This workflow assumes that Equitrac Office/Express is installed and configured as per instructions in the Equitrac Office or Equitrac Express Installation Guide and the Equitrac Office or Equitrac Express Administration Guide. Your copier technician should have already connected the MFP to the network, as well as installed and configured your DocSend products. 1 Connect the PageCounter Mini terminal to the MFP and configure it to communicate with the Equitrac DocSend client on the DocSend station. See Configuring and Connecting the PageCounter Mini Terminal on page 10 for more information. 2 Install the Equitrac Client Connector on the DocSend station. See Installing the Equitrac Client Connector on page 13 for instructions. 3 Install the Equitrac DocSend client on the DocSend station. See Installing the Equitrac DocSend Client on page 13 for instructions. 4 Configure the popup behavior in System Manager. a Configure user authentication and, if billing codes are required, configure popup behavior. b Create a default price list for scan transactions. IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 8
2 Device and Server Configuration Topics Configuring and Connecting the PageCounter Mini Terminal Installing the Equitrac Client Connector Installing the Equitrac DocSend Client This chapter includes information on configuring and connecting your PageCounter Mini, as well as information on installing and setting up your Equitrac DocSend client. IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 9
Chapter 2: Device and Server Configuration Configuring and Connecting the PageCounter Mini Terminal Configure PageCounter Mini terminals using Web Admin, a web-based administration tool that enables you to: view terminal settings including terminal status and current terminal options set configuration options such as terminal and server IP addresses. CAUTION: If you are using a DHCP server to assign IP addresses, you must configure the terminal before connecting it to the network. Be sure you have correctly followed the steps in Configuring and Connecting the PageCounter Mini Terminal on page 10 before you connect the terminal to the network. If you assign the terminal an IP address before completing the configuration, you must use the bypass key to reset the terminal to the factory default settings. For more information, see Resetting PC Mini Configuration Using the Bypass Key on page 12. PageCounter Mini terminals have a default static IP address of 192.168.2.1, which you must add to the system you will use (e.g. a laptop) to access Web Admin before you can configure the terminal. Adding the PageCounter Mini Default Static Domain To add the default static domain to the laptop that will use the PC Mini s Web Admin application, follow these steps: 1 Navigate to Network Connections > Local Area Connection > Properties in the Windows Control Panel. 2 Double-click on Internet Protocol (TCP/IP), then click Advanced. 3 Click Add in the IP addresses secton. 4 Enter the following: IP Address: 192.168.2.<x> (where x is an IP address that is not currently being used) Subnet mask: 255.255.255.0 5 Click Add. To configure the PC Mini, connect the uplink port on the PC Mini to the laptop using a regular ethernet cable. Use the power cable supplied with the PC Mini to connect the terminal to an electrical outlet. Once connected, PC Mini begins its boot sequence. When the boot sequence is complete, you can configure PC Mini using the Web Admin. To open Web Admin in a browser window, enter http://192.168.2.1 into the Address bar. IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 10
Chapter 2: Device and Server Configuration Changing your Web Admin Password Some Web Admin functionality, such as PC Mini configuration, is password protected. The default user name and password are as follows: User name: admin Password: equitrac NOTE: For security reasons, you should change your password the first time you use Web Admin. Follow these steps to change your password: 1 Launch Web Admin and click on the CONFIGURE link. 2 Enter the default user name and password above or your current user name and password if you have already changed the defaults. 3 Enter the following in the Change Password section: your current password your new password your new password again to confirm. 4 Click the Update password button. Assigning the PC Mini and DocSend station IP Addresses Follow these steps to assign the PC Mini and DocSend station (which hosts the Equitrac DocSend client component) IP addresses: 1 Click the CONFIGURE link within Web Admin. 2 Enter your user name and password if you are prompted for them. 3 Select the Addressing mode for the terminal in the Configure PageCounter Mini section. 4 If you selected static IP as the addressing mode, enter a static IP address, mask, and default router for the terminal. If the terminal s IP address will be assigned by a DHCP server, you do not need to fill in these fields. 5 Enter the IP address of your ScanStation client system in the Configure server section. 6 Click on the Update Configuration button. A summary of your changes is shown. 7 Click the RESTART link and then click on Click here to confirm restart to restart the terminal. NOTE: Any time you change a PC Mini s IP address you must restart the PC Mini. NOTE: Remember to reconfigure the laptop s internet protocol (TCP/IP) properties when you are finished. IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 11
Chapter 2: Device and Server Configuration Connecting the PageCounter Mini Terminal Follow these steps to connect the PageCounter Mini: 1 Mount the PageCounter Mini on or near the MFP. Use double-sided tape, and attach the device to the back of the MFP or on a wall near the MFP. 2 If you are using the PageCounter Mini to count copies on the MFP, have your copier technician connect the PageCounter Mini to the MFP using a copier cable or foreign interface cable. NOTE: Change the copier settings to use the key counter or vendor interface. 3 Connect the PC Mini to the network. 4 Connect the power supply using the power cable supplied with the PageCounter Mini. Once connected, the PC Mini begins its boot sequence. When the boot sequence is complete, the PC Mini is in Idle mode. Resetting PC Mini Configuration Using the Bypass Key The default setting for the PageCounter Mini is locked (users cannot change or restore settings). Inserting the bypass key and turning it 90 degrees clockwise puts the device in bypass mode, which enables users to unlock the device and/ or reset the device to factory settings. To put the device into reset mode, do the following: 1 Insert and turn the key 90 degrees clockwise. 2 Within a 5 second time frame, turn the key back 90 degrees (counter-clockwise). 3 Repeat steps 1 and 2 three times to set the device in reset mode. To reset your terminal configuration to the default settings, do the following: 1 Insert the bypass key into the key slot. 2 Turn the key a quarter turn toward you. 3 Turn the key back to the original position. NOTE: The terminal beeps every ten seconds if you do not return the bypass key to the original position. IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 12
Chapter 2: Device and Server Configuration Installing the Equitrac Client Connector The Equitrac Client Connector is an application provided by IKON and must be present to enable communication between IKON DocSend and Equitrac products. The application must be installed before attempting to run the Equitrac Client. To install the connector, do the following: 1 Copy Equitrac Client Connector Setup.exe to the DocSend station. 2 Run the file and follow the prompts. There is no further configuration. Installing the Equitrac DocSend Client The Equitrac DocSend client must be installed by a DocSend representative on every DocSend workstation you plan to use. To install the Equitrac DocSend client, do the following: 1 Log into the DocSend station using an account with administrative privileges. Close all applications on the DocSend station prior to running the Equitrac DocSend client installation wizard. 2 Launch the Equitrac DocSend client installation wizard. If you are installing from a CD, insert the CD into client system CD-ROM drive and run the installation wizard and install only the Equitrac DocsSend client. Or If you are trying to install the Equitrac DocSend client from an electronic distribution site, download the installation package to the DocSend station and run the EquitracDocSendClient.exe file. 3 Click Next to begin the installation process at the welcome screen. 4 Review the Software License agreement and select the option to accept the terms and click Next. 5 If desired, click Change to select an installation path and destination: a b Use the file browser to navigate to the desired location or type the full path and destination in the Folder name field. When you have selected the desired installation destination, click OK. 6 Click Next to continue the installation process when you are satisfied with your installation settings and destination. 7 Enter the DNS name or IP addresses of your Accounting server and click Next. IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 13
Chapter 2: Device and Server Configuration 8 Select the Copier Type from the list, if applicable. NOTE: An extended attribute cable is required to capture extended copy attributes such as color. 9 Enter the IP address of the copier connected to the DocSend station and click Next. 10 Click Install to complete the installation. The installation wizard copies files and sets up services. The installation wizard starts the services when the installation is complete. 11 Click Finish to exit the installation wizard. 12 Reboot the Equitrac DocSend client and log in using the generic user account. NOTE: It may take a minute or two for the Equitrac popup to appear for the first reboot only. Afterwards, the Equitrac popup will appear without delay. The Equitrac popup interface appears over top of the DocSend interface. IKON-20140317 Equitrac Embedded Connector for IKON DocSend Setup Guide 14
3 User Workflow Topics Logging into IKON DocSend Entering Billing Codes Communication Workflow Users unlock the DocSend station by entering an ID and password in the authentication popup displayed by the Equitrac DocSend client. If tracking by billing codes, an additional popup will prompt for a billing code. Upon validation, the user is presented with the scanning interface on the DocSend station. IKON-20160314 Equitrac Embedded Connector for IKON DocSend Setup Guide 15
Chapter 3: User Workflow Logging into IKON DocSend Before users may perform a scan, they must login on the DocSend station via the Equitrac DocSend client. The Equitrac Office/Express login screen authenticates users, based on the authentication configuration settings in System Manager. Refer to the Equitrac Office or Equitrac Express Administration Guide for more information. To login, enter your ID and Password, and click OK. Entering Billing Codes Upon successful login, an optional billing code popup may appear. The billing code popup is designed for users to choose a billing account to charge the scan transaction to. For more information on configuring billing codes, see the Equitrac Office or Equitrac Express Administration Guide. IKON-20160314 Equitrac Embedded Connector for IKON DocSend Setup Guide 16
Chapter 3: User Workflow Search Billing Information The search function is a powerful tool for searching billing information in case users may not remember billing information off-hand. To search for specific billing information, do the following: 1 Click on the icon. A search dialog box will popup. 2 Enter your word or phrase in the Criteria field. 3 Click on the Search button. 4 Select a code from the results list. 5 Click OK to return to the previous popup. 6 Click OK to continue. The user will now have access to the scan functionality of the DocSend station and, optionally, the copy functionality of the MFP. IKON-20160314 Equitrac Embedded Connector for IKON DocSend Setup Guide 17
Chapter 3: User Workflow Communication Workflow The following diagrams depict the component-service workflows that occur during validation and scan workflows. Validation Workflow 1 At the DocSend station, the user logs in to the Equitrac Office/Express login screen. 2 The Equitrac DocSend client communicates with the CAS to validate authentication and billing information. 3 If valid, the Equitrac DocSend client sends a signal to the PC Mini to unlock the MFP copy panel and to the DocSend server to unlock the DocSend station functions. The user may now scan as needed. 1. User logs in via Equitrac DocSend client CAS Database 3a. Unlock MFP Panel 3a. Unlock MFP with Equitrac DocSend client installed on DocSend PC Mini 2. Validation request DocSend Station 3b. Unlock DocSend station 3b. Unlock DocSend server Equitrac Embedded for DocSend Validation Workflow Scan Transaction Workflow 1 The user accesses the DocSend client functions on the DocSend station to perform a scan. The user presses DONE to indicate a complete scan. The user remains logged in and is able to continue scanning. 2 The DocSend server sends the scan information to the Equitrac DocSend client, which then forwards the scan information to the CAS. 3 The user presses LOG OFF on the DocSend screen to end their current session. 4 The DocSend server signals the Equitrac DocSend client to logout. IKON-20160314 Equitrac Embedded Connector for IKON DocSend Setup Guide 18
Chapter 3: User Workflow 5 The Equitrac DocSend client signals PC Mini of the logout. The PC Mini locks the copy panel and sends any copy transactions to the CAS. CAS Database PC Mini 5. PC Mini locks copy panel and sends copy information to CAS MFP 3. User presses LOG OUT with Equitrac DocSend client installed on DocSend 1. User accesses DocSend station to perform scan. User presses DONE 2. Scan information forwarded 4. Signal to logout DocSend server Equitrac Embedded for DocSend Scan and Copy Transaction Workflow IKON-20160314 Equitrac Embedded Connector for IKON DocSend Setup Guide 19
Chapter 3: User Workflow IKON-20160314 Equitrac Embedded Connector for IKON DocSend Setup Guide 20