Equitrac Embedded for Kyocera Mita 1.3 Setup Guide 2012 Equitrac Corporation 2012 Equitrac Corporation
Equitrac Embedded for Kyocera Mita Setup Guide Document Revision History Revision Date Revision List November 1, 2012 Updated for Equitrac Office/Express version 4.2.5 May 2, 2012 Updated for Equitrac Office/Express version 4.2.4 November 10, 2011 Updated for Equitrac Office/Express version 4.2.3 July 6, 2011 Updated for Equitrac Office/Express version 4.2.2 February 10, 2011 Updated for Equitrac Office/Express version 4.2.1 Added swipe card self-registration July 12, 2010 Updated for Equitrac Office/Express version 4.2.0 June 29, 2009 Updated for Equitrac Office/Express version 4.1.1 May 28, 2008 Initial release for Equitrac Office/Express version 4.1 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 and Requirements....................................................... 5 About User Authentication.............................................................................. 6 About Secure Document Release........................................................................ 7 Installation and Configuration Requirements............................................................. 8 Licensing, Server, and MFP Requirements........................................................................ 8 Supported MFPs........................................................................................ 8 Supported Card Readers................................................................................ 8 List of Terms............................................................................................ 9 Additional Documentation............................................................................. 10 2 Device and Server Configuration.................................................... 11 Licensing Embedded Devices........................................................................... 12 Configuring Printer Ports.............................................................................. 14 Add a New Printer in a TCP/IP Printer Port...................................................................... 14 Convert a TCP/IP Port to Equitrac Port with Wizard............................................................. 15 Add a New Printer on an Equitrac Printer Port.................................................................. 15 Enabling Secure Printing on the Queue........................................................................ 16 Creating and Configuring Embedded Devices........................................................... 17 Automatically Creating Embedded Devices.................................................................... 17 Manually Creating Embedded Devices......................................................................... 17 Configuring Authentication Prompts.................................................................... 20 Configuring Card Self-Registration...................................................................... 21 Configuring Billing Code Popup Behavior............................................................... 22 Enabling Release Keys................................................................................. 23 Configuring Follow-You Printing........................................................................ 23 Configuring Copy Enforcement......................................................................... 24 Color Quota Enforcement..................................................................................... 24 Configuring the MFP Through a Web Interface........................................................... 24 3 User WorkFlow.................................................................... 27 Authenticating at a Card Reader........................................................................ 28 Authenticating With a Magnetic Stripe Card................................................................... 28 Authenticating with a Proximity or Smart Card................................................................. 28 Using Follow-You Printing.............................................................................. 29 Equitrac Embedded for Kyocera Mita Setup Guide 3
Contents 4 Equitrac Embedded for Kyocera Mita Setup Guide
1 Introduction and Requirements Topics About User Authentication About Secure Document Release Installation and Configuration Requirements Supported MFPs Supported Card Readers List of Terms List of Terms This guide provides instructions for installing and configuring the Equitrac Embedded for Kyocera Mita application within an Equitrac Office/Express environment. This chapter includes: An overview of the Equitrac user authentication process An overview of the secure document release process A list of supported Kyocera MFP devices and card readers Installation and configuration prerequisites A list of unique terms and related documents Equitrac Embedded for Kyocera Mita Setup Guide 5
Chapter 1: Introduction and Requirements About User Authentication Equitrac Embedded for Kyocera Mita controls access to the print, copy and scan functions of Kyocera multifunction devices (MFP) by requiring users to enter login credentials, either by using a card or manually entering data on the MFP front panel. This login action initiates an access request. The Equitrac Device Control Engine (DCE) handles all communication with the MFPs. Using the Authentication Agent API, the MFP forwards the login request to DCE, which then contacts the Core Accounting Server (CAS) to verify the user account data associated with the login ID. If CAS verifies the user, the MFP panel unlocks and is ready for use. If the user is not verified, the MFP remains locked and the user cannot perform any tasks at the device. 3 Request to verify user sent to CAS 2 Authentication request sent to DCE Card Reader CAS DCE Database 4 User verification 5 sent to DCE Request to unlock device sent to MFP 1 User enters login ID at MFP through card swipe or keypad With card swipe only, card data sent to MFP MFP Equitrac User Authentication Process If the user wants to scan documents, CAS provides the network user ID to the compatible MFP; the MFP can then use the ID to implement single sign-on functionality and automatically authenticate for scanning. 6 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 1: Introduction and Requirements About Secure Document Release If you configure CAS to support secure document release, the MFP screen panel can include a Follow-You Printing screen. This screen displays queued print jobs for the current user, who can then select one or more jobs, and release or delete them directly from the MFP. If you enable multi-server Follow-You Printing on CAS, the user can also view print jobs on other servers. For additional information on multi-server Follow-You Printing, see the Equitrac Office or Equitrac Express Administration Guide. The following illustration shows the process flow that occurs after a user submits a print job to a controlled queue. After sending the print job, the user can access the Follow-You Printing screen on the device panel and use the Equitrac Embedded secure document release functions. Client Workstation Secure Print Queue 1. Doc 1 2. Doc 2 MFP 4 Document list retrieved 1 User prints document in a secure printing 2 environment Document is held in a secure print queue 3 User authenticates at the MFP 5 User accesses the Follow-You Printing screen on the front panel to view documents in secure queues Print Job Release Process Equitrac Embedded for Kyocera Mita Setup Guide 7
Chapter 1: Introduction and Requirements Installation and Configuration Requirements If you have already set up and configured your Equitrac Office/Express server, you do not need to install the basic Equitrac Embedded for Kyocera Mita application; you only need to follow the configuration procedures. For instructions on installing and configuring Equitrac Office/Express, see the Equitrac Office or Equitrac Express Installation Guide and the Equitrac Office or Equitrac Express Administration Guide Before configuring Equitrac Embedded for Kyocera Mita, you need the following: The USB key supplied with USB Activating Kit (A) inserted into the USB memory slot of the MFP. Enter the activation code "UAEQ000002" on the front panel of the MFP. The IP address of the Device Control Engine (DCE) server. You need this address when configuring the MFP to communicate with the DCE server. Administrative access to Equitrac System Manager. For details, see Configuring Administrative Access in the Equitrac Office or Equitrac Express Administration Guide. Licensing, Server, and MFP Requirements To enable the Equitrac Embedded application, you must have the following: 1 Equitrac server software suite: Equitrac Office/Express Version 4.2.5 Equitrac Embedded for Kyocera Mita requires configuration of the Equitrac CAS and the MFPs, as described this guide. 2 One Equitrac embedded license per MFP Each MFP requires an Equitrac embedded license that is applied in Equitrac s System Manager. For example, if you plan to control 20 Kyocera MFPs, you need to obtain 20 corresponding embedded licenses (enabled for Kyocera) from Equitrac. See Licensing Embedded Devices on page 12. 3 Kyocera MFPs Supported MFPs For a list of Equitrac Embedded for Kyocera Mita supported MFP models, visit http://www.equitrac.com/ kyocera.html. If you plan to install the Follow-You Printing extension, ensure that your MFP devices are supported models before configuring the embedded application. Please contact your local Kyocera Mita Sales Representative for more information. Supported Card Readers For a list of Equitrac Embedded for Kyocera Mita supported card readers, visit http://www.equitrac.com/devices/ card_readers.html. All card readers are preconfigured from the manufacturer and require no further configuration. 8 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 1: Introduction and Requirements List of Terms The following is a list of unique terms used within this guide. Term Alternate Primary PIN Authentication Core Accounting Server (CAS) Device Control Engine (DCE) Device Routing Engine (DRE) Follow-You Printing Follow-You Printing screen Multi-server Follow-You Print Tracking Primary PIN Secondary PIN Secure Document Release (SDR) Description A sequence of personal identification numbers that uniquely identifies a user who wants to release a print job. The alternate primary PIN can be data encoded on a magnetic swipe card or entered into an MFP keypad. The process of entering a primary and optional secondary personal identification number to gain access to a controlled MFP. Users can authenticate via a card reader, or through the MFP control panel. The Core Accounting Server is a core component of Equitrac Office/Express. This service controls the accounting database that stores all printer, user, department, transaction and balance information. CAS also verifies users, calculates printing charges and assigns charges to an appropriate user or department. A core component of Equitrac Office/Express, DCE communicates with terminals that control access to MFPs. A core component of Equitrac Office/Express, DRE enables document flow from workstations to output devices. When a job is released, DRE captures the job characteristics and communicates the characteristics to CAS. A secure printing feature that holds print jobs in a virtual print queue until the user pulls the print job to a selected device. A user can select a particular printer when they submit a print request, then walk to an entirely different compatible MFP and pull the job to that device. An additional screens that appears as a custom service on the MFP when the Follow-You Printing extension is configured. Users can select one or more jobs from different print servers. A secure printing feature that extends the Equitrac Follow-You functionality to allow users to view and release secure print jobs from different print servers. The ability to track the attributes of a released network print job. (i.e., number of pages, page size, color, etc). You can configure Equitrac Embedded for Kyocera Mita to track printing through the embedded device or through an Equitrac Port. A sequence of numbers that act as a user ID to uniquely identify a user who wants to release a print job. The primary PIN can be entered on the MFP keypad. A sequence of numbers that act as a password when used in conjunction with a Primary PIN. After entering the Primary PIN, the user must enter the Secondary PIN code on a MFP keypad before the print job is released to a device. Secondary PINs are an optional configuration. An Equitrac Office/Express feature that holds network print jobs in a secure virtual print queue. Users must authenticate at an MFP to release jobs from the secure queue. The goal of secure printing is to ensure that proprietary information does not sit at an output device for public consumption. Equitrac Embedded for Kyocera Mita Setup Guide 9
Chapter 1: Introduction and Requirements Additional Documentation You may need to refer to one of the following documents when performing server-side configuration tasks. These documents are located on the Equitrac product CD s, and are installed automatically with any server-side component in the Program Files\Equitrac\Office or Express\Docs folder. 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. 10 Equitrac Embedded for Kyocera Mita Setup Guide
2 Device and Server Configuration Topics Licensing Embedded Devices Configuring Printer Ports Creating and Configuring Embedded Devices Configuring Authentication Prompts Configuring Card Self-Registration Configuring Billing Code Popup Behavior Configuring Follow-You Printing Configuring Copy Enforcement Configuring the MFP Through a Web Interface To enable Equitrac Embedded for Kyocera Mita, you must configure the MFPs and the Equitrac Core Accounting Server (CAS). This chapter includes instructions for configuring your MFP devices and the Equitrac server for Equitrac Embedded for Kyocera Mita. Equitrac Embedded for Kyocera Mita Setup Guide 11
Chapter 2: Device and Server Configuration Licensing Embedded Devices Each MFP requires a single Equitrac Embedded license configured for Kyocera Mita. Obtain these licenses before configuring CAS or adding embedded devices. You can buy a single license or a license pack as needed. 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 Start System Manager by selecting Start > All Programs > Equitrac Office/Express > System Manager. 2 In the Select accounting server dialog box, choose the CAS with which System Manager is associated, then click Connect. 3 Click the System Manager > Licensing in the left menu pane. 4 Under Current tasks, click Add license, or click <Add...> in the right pane. 5 When the activation window opens, click Next to start 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 Choose Automatic online activation or Manual activation, then 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. 12 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 2: Device and Server Configuration 10 For Automatic online activation, do the following: a b c d In the Embedded device licensing screen, select Kyocera Mita 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 to confirm 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 (either Success, Invalid; the serial number and activation code is an invalid combination, 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. Equitrac Embedded for Kyocera Mita Setup Guide 13
Chapter 2: Device and Server Configuration Configuring Printer Ports Controlled Kyocera Mita MFPs must use an Equitrac Port (rather than standard TCP/IP ports) to enable secure printing. If you are configuring a secure print environment, ensure that your devices comply with this requirement. You can create Equitrac printer ports for new devices directly, or you can create standard TCP/IP ports first, and then convert them to Equitrac ports. Use the Equitrac Printer Conversion Wizard to convert from a TCP/IP port. Converting from TCP/IP to Equitrac ports allows them to be quickly converted back to TCP/IP ports to determine if errors within the print environment are due to the Equitrac server or the normal print environment. Add a New Printer in a TCP/IP Printer Port NOTE: The following procedures outline how to add a printer in a Windows environment. Equitrac Office/Express also supports Unix print servers. For printer setup details, refer to the Unix Print Server Guide. If you have existing devices already set up using TCP/IP ports, skip to Convert a TCP/IP Port to Equitrac Port with Wizard on page 15. 1 Using the standard Windows interface, open the Add Printer wizard. 2 Follow the prompts to add a local printer and create a new port. 3 Select Standard TCP/IP Port as the type of port you want to create and click Next. The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on, connected to the network, and properly configured. 4 Specify a Printer name or IP Address, and click Next. The wizard supplies a Port name based on the printer name or IP address. If another naming convention is preferred, rename the port accordingly. 5 Click Finish to complete the Standard TCP/IP Port Wizard. 6 Specify the Manufacture and printer model, and click Next. NOTE: If the device is part of a pull group, it must use the same drivers as all other devices in the pull group. You must select the model of the pull group driver, not the model of the device. NOTE: If the DRE is a 64 bit server you must remember to also load the 32 bit driver to the server. 7 Specify the physical Printer name. This is the name of the device that is displayed in System Manager. 8 Complete the remaining steps in the Wizard, and select Yes when prompted to print a test page. 9 Review the details for this new port and device registration, and click Finish to close the Add Printer wizard, or Back to change any of the settings. 10 Confirm that the test page printed successfully. 14 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 2: Device and Server Configuration Convert a TCP/IP Port to Equitrac Port with Wizard Use the Equitrac Printer Conversion Wizard to convert from a TCP/IP port. Converting from TCP/IP to Equitrac ports allows them to be quickly converted back to TCP/IP ports to determine if errors within the print environment are due to the Equitrac server or the normal print environment. 1 Select Start > All Programs > Equitrac Office/Express > Printer Conversion Wizard. 2 Click Next on the Welcome screen to continue with the conversion. 3 Set the Print server location to Local machine if the printers are on the same server where you are running Printer Conversion Wizard, or use Remote server if the printers on are a different server such as a cluster environment. 4 Select Convert printers to use Equitrac Port. 5 Optional uncheck the Auto-discovery model option. 6 Click Next. 7 Select all of the printers to be converted, and click Next. 8 When the conversion process is complete, click Finish. 9 In the Printers and Faxes window, print a test page for EACH converted printer. 10 Confirm that the test page printed successfully. 11 Verify that the physical device and its corresponding printer port and print queue appear in System Manager > Devices. 12 Produce a Detailed activity by device report and verify that the test page appears in the report. See the Creating & Running Reports chapter in the Equitrac Office or Equitrac Express Administration Guide. Add a New Printer on an Equitrac Printer Port Alternately, you can create Equitrac printer ports for new devices directly, instead of creating and converting standard TCP/IP ports. 1 Using the standard Windows interface, open the Add Printer wizard. 2 Follow the prompts to add a local printer and create a new port. 3 When prompted, select Equitrac Port as the type of port you want to create and click Next. The Add Equitrac Printer Port wizard displays and you are prompted to ensure that the printer device is turned on, connected to the network, and properly configured. 4 Click Next and select Physical printer as your Device Type from the drop-down list. 5 Specify a Printer name or IP Address. The wizard supplies a Port name based on the printer name or IP address. If another naming convention is preferred, rename the port accordingly. 6 Click Next to continue with the port configuration options. The Port Configuration screen displays. The Detected device information displays automatically if the wizard is able to collect this data from the printer. Equitrac Embedded for Kyocera Mita Setup Guide 15
Chapter 2: Device and Server Configuration 7 Click Next and specify the Physical device name. This is the name of the device that is displayed within Equitrac Office/Express System Manager. 8 Review the details for this new port and device registration, and click Finish to close the Add Equitrac Printer Port wizard, or Back to change any of the settings. 9 Specify the Manufacture and printer model, and click Next. NOTE: If the device is part of a pull group, it must use the same drivers as all other devices in the pull group. You must select the model of the pull group driver, not the model of the device. NOTE: If the DRE is a 64 bit server you must remember to also load the 32 bit driver to the server. 10 Complete the remaining steps in the Wizard, and select Yes when prompted to print a test page. 11 Confirm the Windows printer details and click Finish to exit the wizard, or Back to change settings as necessary. 12 Confirm that the test page printed successfully. 13 Verify that the physical device and its corresponding printer port and print queue appear in System Manager > Devices. 14 Produce a Detailed activity by device report and verify that the test page appears in the report. See Creating & Running Reports in the Equitrac Office or Equitrac Express Administration Guide. Enabling Secure Printing on the Queue If you are configuring a secure print environment, the queue must be configured to hold print jobs. 1 Open System Manager and click Devices the left menu pane to view a list of Kyocera Mita devices. 2 Select the print queue of the physical device you want to configure. NOTE: The print queue is created automatically the first time a user prints to the controlled device, including when you print a test page upon configuration. If a print queue does not appear beneath the physical device name, send a print job to the MFP, then wait about 30 seconds and refresh System Manager. 3 In the Print queue summary dialog box, select Enabled from the Secure printing drop-down list from the Behavior section. 4 Click OK to save the change. 16 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 2: Device and Server Configuration Creating and Configuring Embedded Devices Each embedded device entry in System Manager must be associated with a physical device (MFP). Once the embedded application installed on the MFP communicates with the DCE specified during installation, an embedded device entry is automatically created in System Manager providing there is a physical device entry for the MFP, and there are licenses available. There are two methods of registering Kyocera Mita MFPs as devices in System Manager: Through automatic creation (the default method) By manual registration and configuration Automatically Creating Embedded Devices Equitrac Office/Express automatically creates Equitrac Embedded devices assuming you have enough licenses available and have already configured the device with the location of DCE. When you connect an MFP that hosts the Equitrac Embedded application to the network and turn it on, the application automatically looks for DCE. DCE provides license confirmation to the device, as well as pass the device information to System Manager. After a successful connection and licensing approval, the embedded application appears in the System Manager > Devices listing. You can rename the auto-created entries as needed using terms and descriptions appropriate for your organization by right-clicking on an entry and selecting edit. For more detailed instructions on editing entries, see the Equitrac Office or Equitrac Express Administration Guide. Manually Creating Embedded Devices Use the System Manager > Devices link to manually add an embedded device that is associated with a single physical device. This configuration also includes enabling secure document release (SDR) and release behaviors, as well as copy, scan and fax access, on a per-mfp basis. Before installing and registering each Kyocera Mita MFP as an Equitrac Office/Express device, ensure that you have activated the appropriate Equitrac Embedded license for the device on the Equitrac Core Accounting Server (CAS). The following procedure assumes you have already registered the physical device hosting the Equitrac Embedded application within System Manager. For details on performing this procedure, see the Equitrac Office or Equitrac Express Administration Guide. Equitrac Embedded for Kyocera Mita Setup Guide 17
Chapter 2: Device and Server Configuration To register each Kyocera Mita device with CAS, perform the following procedure on an Equitrac Office/Express administrative workstation. 1 Open System Manager and select the Devices link. The right pane displays the devices registered in System Manager. 2 Right-click on the device and select Add embedded interface to open the Embedded device dialog box. 3 Enter a Name and Description for the embedded device. 4 Specify the Server hosting the DCE associated with this physical and embedded device. 5 Select Kyocera Mita from the Type drop-down list. 6 Enter the Serial number for the device. This must match the serial number as shown on the MFP itself. 7 Select the Card Reader HID decoding from the drop-down list. For details on HID decoding, see the Equitrac Office or Equitrac Express Administration Guide. 8 Click Pricing to configure pricing at the embedded device level. You should apply a default price list or a price list for each applicable function on the MFP. For details on configuring price lists, see the Equitrac Office or Equitrac Express Administration Guide. NOTE: To configure the Equitrac Embedded application to use the price list for the associated device, select the default price list. If you select an alternate price list for the Equitrac Embedded application, the alternate price list overrides the device setting. 9 To override the default tracking options for the particular device, click the link beside Tracked activities. In the Embedded device configuration dialog box, select the Override default tracking options checkbox to select the options you want track, and click OK. 10 If you have defined Rule sets in System Manager, select one from the drop-down list to apply to this embedded device. For details on creating rule sets, see the Equitrac Office or Equitrac Express Administration Guide. 18 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 2: Device and Server Configuration 11 In the Offline access field, select the type of Offline access users will have when the device cannot connect to DCE. None: This option denies all normal user access to the device. System administrators can still access the System Administration functions. Allow all: This option permits any user credentials for login and many billing values for access to device features. If a user had previously logged in while the device was online, the user receives the standard billing prompts as configured in Equitrac Office/Express. 12 Select a Prompt for billing code option from the drop-down list. These options allow you to configure billing codes on a per device level. For details on globally configuring billing code prompts, see the Equitrac Office or Equitrac Express Administration Guide. Default: This option uses the global billing code settings configured in System Manager. Prompt: This option prompts the user for a billing code even if billing code prompts are not enabled globally. Do not prompt: This option disables the billing code prompts even if they are enabled globally. 13 To enable the secure document release (SDR) features, select the Enable secure document release checkbox. Specify how the Equitrac Embedded application will handle Release behavior for documents at the device: Prompt: Prompts the user to release all or select documents for that user. Release all at login: Releases all queued documents for the current user automatically after successful login. 14 Click OK to save your configuration changes. Equitrac Embedded for Kyocera Mita Setup Guide 19
Chapter 2: Device and Server Configuration Configuring Authentication Prompts The user authentication prompts on the MFP login screen are determined by the configuration options set in System Manager. 1 Open System Manager and navigate to Configuration > Security and authentication > User authentication. 2 Select one of the following Authentication options from the Input type drop-down list: Card swipe only Users authenticate with a swipe card. Card swipe or keypad entry Users authenticate with a swipe card or at the MFP front panel. Keypad only Users authenticate at the MFP front panel 3 Select one of the following options from the Secondary prompt drop-down list: Always User must enter a secondary PIN via the keyboard after they swipe their card. If PIN2 available This option does not apply to Kyocera Mita devices. If PIN2 available or keyboard login This option does not apply to Kyocera Mita devices. Never Secondary PIN is not required. Only with keyboard login User must enter a secondary PIN if they entered their primary PIN via the keyboard (rather than with a swipe card). This option prevents users from typing in someone else s primary PIN while still allowing valid users to login without a card. NOTE: If a change is made to the Secondary prompt option, then you must reboot the MFP in order to enable the new selection. 20 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 2: Device and Server Configuration 4 In the Card setup section, enter the data start and stop position in the Use data from position fields. For details on entering HID decoding parameters, refer to the Using PageCounters chapter in the Equitrac Office or Equitrac Express Administration Guide. 5 Select the Auto-register primary PINs checkbox if you want users to self-register their swipe cards. Optionally, you can select Register as alternate PIN to record the PIN as the Alternate PIN instead of the Primary PIN. See Configuring Card Self-Registration on page 21 for details. 6 Click OK to save the changes. For more details on configuring user authentication options refer to Accounts System Configuration in the Equitrac Office or Equitrac Express Administration Guide. NOTE: The DCE service must be restarted after the Auto-register primary PINs or Register as alternate PIN options have been changed in System Manager before they are applied. Configuring Card Self-Registration If you want users to self-register their swipe cards, you must enable this option in System Manager. When a user swipes an unregistered card for the first time at an MFP, they are required to login with valid User ID and Password. The User ID must already exist in CAS, or in the External authority defined to allow self-registration. The Password comes from one of the defined external authorities. Two-level authentication is required to register new cards, and the user must manually enter both primary and secondary login credentials. 1 Open System Manager and navigate to Configuration > Security and authentication > User authentication. 2 Select Card swipe only from the Input type drop-down list. 3 Select Always or Only with keyboard login from the Secondary prompt drop-down list. The If PIN2 available and If PIN2 available or keyboard login options are not supported by Kyocera Mita devices. 4 Select the Auto-register primary PINs checkbox. Optionally, you can select Register as alternate PIN to record the PIN as the alternate PIN instead of the primary PIN. 5 Select one or more Authentication mechanisms: Equitrac Office/Express PINs Select to connect an Equitrac print account with login information. External user ID and password Select to verify all user information outside of Equitrac. Equitrac Office/Express PIN with external password Select if users swipe their cards for identification, and must also enter their domain user account password. Equitrac cross-checks the database for the corresponding Equitrac account name, then verifies the credentials against the selected external authority for network logon. 6 Click OK to save the changes and close the User authentication dialog box. 7 Navigate to Configuration > Security and authentication > External authentication and select an External authority Windows, NetWare or LDAP. Refer to External User Authentication in the Equitrac Office or Equitrac Express Administration Guide for more details on setting up an external user authentication method. The next time the user swipes the card, their account information is automatically associated with the card, and they can login without manually entering their user credentials. However, if Secondary prompt is set to Always in System Manager, the user must enter a secondary PIN, or an external authority password after they swipe their card. Equitrac Embedded for Kyocera Mita Setup Guide 21
Chapter 2: Device and Server Configuration Configuring Billing Code Popup Behavior Client Billing prompts users at the workstation for a billing code each time they attempt to print a document. These prompts are referred to as "popups". You can configure the behavior of the billing code popup on workstations, PageCounter terminals and, where supported, on embedded devices. You can prompt users for billing codes after they authenticate themselves at copiers. This is useful so that you may track jobs and billback clients at the device level. The billing code prompts are highly customizable and you may choose optional display fields for a user s account. To configure billing codes for Kyocera Mita devices, do the following: 1 In System Manager, navigate to Configuration > User interaction > Session flow. 2 Select Prompt for billing code after user authentication (at copiers). The user must enter a billing code before they can access the copy, scan and fax functions. 3 Select Prompt for billing code at job release (at copiers). The user must enter a billing code before they can release a print job. If you are printing from a workstation hosting the Client Billing service, this option will override the workstation client billing code. 4 Select the Billing code prompt details you wish to be displayed at the MFP. Required field User must enter a billing code. Search Adds a search function where users can search for billing codes. Security mode Billing code is displayed in asterisk characters. Show most recently used Shows the most recently used billing codes. Default to the previous billing code Shows the previously used billing code. NOTE: Kyocera Mita embedded clients are not prompted for a billing code if only one code is available. Instead, the client assumes the use of the code and behaves as if the user had selected it. 5 Enter a name for the Billing code label on the MFP panel (e.g. Billing Code). 6 Select Prompt for billable to enable users to select if they wish to be billed for the particular job. 7 Enter a name for the Billable label (e.g. Billable). 8 Validate billing codes against CAS when it is available and/or unavailable in their respective fields. Validating billing codes when CAS is unavailable only applies to workstations. 9 Click OK to save the settings. 22 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 2: Device and Server Configuration Enabling Release Keys Release key is an Equitrac Express feature that lets users assign a key value to their documents when they submit print requests. Users can also assign a release key to a print job allowing other users to walk up to any embedded device, and print any jobs in the queue that were submitted using that release key. The job is tracked and charged to the user releasing the job, not the user who assigned the release key. When prompted for a release key at an embedded device, users are required to enter the same alpha-numeric key value used at print time to release a job from the secure print queue. To enable release key prompts on the embedded device, do the following: 1 Open System Manager, and navigate to Configuration > User interaction > Session flow. 2 Select Prompt for release key in the Other prompts section if release keys are to be enabled. 3 Click OK, to save the setting. Configuring Follow-You Printing Follow-You Printing extends the basic functionality of secure printing by allowing a user to release a print job to other compatible devices in the organization. Even if you deployed multiple DRE print servers each of which manages a separate set of devices you can configure Equitrac Office/Express to allow printing across multiple print servers. For example, a user who works in two different buildings can submit a print job from their computer in Building A, and while on the way to a meeting in Building B, they can walk up to any predefined MFP (with the embedded application installed on it) and "pull" the job to the device which then prints the job. If you want to deploy the Equitrac Embedded application in a single-server or a multi-server Follow-You Printing environment, do the following: 1 Enable secure printing on each MFP. Secure printing enables the Equitrac print queue which holds jobs until they are released at the embedded device by a valid user. 2 Create and manage Pull groups. To allow users to release print jobs to multiple compatible devices with the Equitrac Embedded application, you must create Pull groups, then add each physical device hosting the embedded application to a Pull group. 3 Configure the Follow-You print settings. Determine the site where you want Follow-You Printing to be accessible from, and choose whether the print job is priced based on its properties before or after it is released. 4 Enable multi-server Follow-You to allow users to direct jobs across multiple servers. (optional) This option enables users to retrieve Follow-You print jobs on a device connected to a different CAS and DCE/DRE server. See the Advanced Printing Configuration chapter in the Equitrac Office or Equitrac Express Administration Guide for details on configuring secure printing, Follow-You Printing, and pull groups. Equitrac Embedded for Kyocera Mita Setup Guide 23
Chapter 2: Device and Server Configuration Configuring Copy Enforcement Equitrac Embedded for Kyocera Mita can enforce limits on the number of copies that any user can make, based on their user account quota limits. If configured to do so, Equitrac Embedded for Kyocera Mita can stop color or black-and-white printing and copying when a user s quota has already been reached or will be reached with the current jobs. You can create and enforce limits by creating copy and print routing rules. For information about copy rules, see Creating Copy Rules in the Equitrac Office or Equitrac Express Administration Guide. Color Quota Enforcement Even if color quota limits have been reached, users can still use the device for black-and-white copies as long as they have not reached their black-and-white quota. Color quotas are configured through Equitrac System Manager. For instructions on setting and enforcing color quota limits, see Managing User Accounts in the Equitrac Office or Equitrac Express Administration Guide. Configuring the MFP Through a Web Interface You must configure the Kyocera Mita MFP to communicate with the DCE Server. Kyocera offers a web-based interface for configuration. 1 Open a web browser, and enter the IP address of the Kyocera Mita device in the Address field. 2 Login with Administrator Username and Password, if required. The Kyocera Command Center opens. 3 Click the Advanced tab, and then click Authentication in the left menu pane. The Authentication page opens. 24 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 2: Device and Server Configuration 4 From the Authentication Mode drop-down list, select Expansion Authentication. 5 Click Setting to open IP Address / Server Name entry page. 6 In the IP Address/Server Name field, enter the IP address or host name of the Equitrac DCE server and click OK. 7 Click Submit to save your configuration changes. Equitrac Embedded for Kyocera Mita Setup Guide 25
Chapter 2: Device and Server Configuration 26 Equitrac Embedded for Kyocera Mita Setup Guide
3 User WorkFlow Topics Authenticating at a Card Reader Using Follow-You Printing This chapter provides: Basic instructions on how users can authenticate and use the Equitrac Embedded functions at the Kyocera Mita MFP Procedures for configuring some user workflow functions Equitrac Embedded for Kyocera Mita Setup Guide 27
Chapter 3: User WorkFlow Authenticating at a Card Reader When Equitrac Embedded for Kyocera Mita controls an MFP, users must authenticate with a magnetic stripe card, proximity card or smart card before they can use the device functions. Authenticating With a Magnetic Stripe Card To authenticate at a magnetic stripe card reader, do the following: 1 Insert the magnetic card into the guide track with the magnetic stripe facing away from the terminal. Ensure the card is pressed firmly against the guide. 2 Pull the card down through the guide track and remove the card. NOTE: Do not run the card through at an angle or the terminal will not accept the data. 3 If the terminal cannot read the entry, the LED flashes red. Reinsert the card into the guide track and run the card through the reader again. 4 If secondary PINs are enabled and a secondary PIN has been assigned in the database, the user must enter their password on the MFP front panel when prompted. If the user has not been assigned a secondary PIN in the database, they can leave the field blank to proceed. Authenticating with a Proximity or Smart Card To enter data using a proximity card or smart card, pass the card within 1 inch or 2.5 centimeters of the proximity symbol located on the top of the card reader device or the data reader module. Pass the proximity card over this symbol on the card reader If secondary PINs are enabled and a secondary PIN has been assigned in the database, the user must enter their password on the MFP front panel when prompted. If the user has not been assigned a secondary PIN in the database, the user can leave the field blank to proceed. 28 Equitrac Embedded for Kyocera Mita Setup Guide
Chapter 3: User WorkFlow Using Follow-You Printing If you installed the Follow-You Printing extension, users can access the Follow-You Printing screen to view their print jobs from one or more secure queues, and then release or delete the jobs as required. To use the Follow-You Printing feature, do the following: 1 After authenticating, press All Services. 2 Press Follow-You Printing. 3 All documents on the users Home print server, default server, or both are shown in the screen. Users can then perform the following functions at the device: Function Print Print & Save Delete Select All Server Description Touch one or more documents in the list, then press Print to print the documents and delete the jobs from the list. If the number of copies is set to more than one, click OK to confirm the request. Touch one or more documents in the list, then press Print & Save to print the documents but keep the jobs in the list. If the number of copies is set to more than one, press OK to confirm the request. Touch one or multiple documents in the list, then press Delete to delete the jobs from the queue without printing them. Selects all jobs in the list, after which you can press Print, Print & Save, or Delete. If multiserver Follow-You Printing is enabled on the Equitrac server, press Server to display a list of authorized network print servers. If you select another server from the list, the Follow- You Printing screen refreshes to show any print jobs waiting on the other server. If multiserver Follow-You is not enabled, you will only see the local server listed. For multiserver Follow-You Printing configuration information, see the Advanced Printing Configuration chapter in the Equitrac Office or Equitrac Express Administration Guide. Equitrac Embedded for Kyocera Mita Setup Guide 29
Chapter 3: User WorkFlow Function Refresh Exit Copy Description Checks the DCE server to determine if any new pending jobs are available for the current user. If any print jobs are found, they are added to the bottom of the document list. Returns to the Custom Services screen. Use the left or right arrow buttons to change the number of copies you want to print. If the number of copies is set to more than one, a confirmation dialog appears when you press Print or Print & Save. To print the selected number of copies, press OK. To change the number, press Cancel, then enter the correct number of copies using the number pad on the MFP front panel. Press either Print or Print & Save to release your job. 4 Press Log In/Out on the device keypad to end the user session. 30 Equitrac Embedded for Kyocera Mita Setup Guide