HP SmartTracker User Manual
HP SmartTracker
User Guide
© Copyright 2021 HP Development Company,
L.P.
Edition 7
Legal notices
The information contained herein is subject to
change without notice.
The only warranties for HP Products and
services are set forth in the express warranty
statement accompanying such products and
services. Nothing herein should be construed as
constituting an additional warranty. HP shall not
be liable for technical or editorial errors or
omissions contained herein.
NOTE: HP SmartTracker software is only
compatible with Original HP ink supplies.
Safety notice
Read and follow the operating and safety
instructions before starting the printer.
Trademarks
Microsoft® and Windows® are U.S. registered
trademarks of Microsoft Corporation.
Table of contents
Your HP SmartTracker software application ............................................................................................................................................. 1
Introduction ............................................................................................................................................................................... 1
Launching HP SmartTracker the rst time ........................................................................................................................... 1
Connectivity ............................................................................................................................................................................... 2
HP SmartTracker’s email service ....................................................................................................................... 3
Server address conguration ............................................................................................................................. 4
Conguration via Active Directory (AD) ............................................................................................................. 4
Advanced Network Interface .............................................................................................................................. 6
Printers ....................................................................................................................................................................................... 7
Conguring printers ............................................................................................................................................. 7
Editing a printer ................................................................................................................................................. 10
Creating a group of printers ............................................................................................................................. 10
Editing a group of printers ............................................................................................................................... 12
Deleting a group of printers ............................................................................................................................. 13
Permissions ............................................................................................................................................................................. 14
Options ..................................................................................................................................................................................... 16
Setting the application language .................................................................................................................... 16
Setting the application units ............................................................................................................................ 16
Setting the currency .......................................................................................................................................... 16
Setting the costs and prices conguration .................................................................................................... 16
Setting a company logo for reports ................................................................................................................ 16
Selecting the required touch points ................................................................................................................ 16
Touch points .................................................................................................................................. 16
Costs ......................................................................................................................................................................................... 17
Prices ........................................................................................................................................................................................ 18
About the home screen ......................................................................................................................................................... 19
Conguring users of printers and printer groups .............................................................................................................. 20
Marking a job as billable ........................................................................................................................................................ 22
Filtering .................................................................................................................................................................................... 22
Removing a lter .................................................................................................................................................................... 23
Projects .................................................................................................................................................................................... 23
Departments ........................................................................................................................................................................... 23
Import/Export CSV ................................................................................................................................................................. 24
Conguration — Import CSV ........................................................................................................................... 24
Export CSV .......................................................................................................................................................... 26
Generating reports ................................................................................................................................................................. 26
Summary ................................................................................................................................................................................. 27
Reports .................................................................................................................................................................................... 30
Custom ..................................................................................................................................................................................... 33
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Raw data .................................................................................................................................................................................. 35
Custom logo ............................................................................................................................................................................ 35
Scheduling and emailing reports ......................................................................................................................................... 36
Schedule and email Users, Projects or Departments Reports ....................................................................................... 38
Printing workow authentication ........................................................................................................................................ 38
Printing from the user’s PC .............................................................................................................................. 38
Authentication error cases ............................................................................................................................... 39
Printing, scanning or copying from the printer’s front panel ..................................................................... 40
Database management ........................................................................................................................................................ 41
Backup/restore database ................................................................................................................................. 42
Restore ................................................................................................................................................................ 43
Cleanup database .............................................................................................................................................. 43
Support tool ............................................................................................................................................................................ 44
Manual update ........................................................................................................................................................................ 49
Logging out ............................................................................................................................................................................. 49
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Your HP SmartTracker software application
Introduction
HP SmartTracker has been designed to help you control your printing costs and accurately charge your
customers for the prints you do for them.
NOTE: HP SmartTracker software is only compatible with Original HP ink supplies.
Launching HP SmartTracker the rst time
The rst time you access the application, a popup with the EULA (End User License Agreement) terms is
displayed, as shown below:
You must accept these terms and click Save in order to use HP SmartTracker.
If at any time you want to stop sending personal data, if logged-in as an administrator, you can opt out. To do so,
or to review the data collection terms and conditions, click the icon on the main screen and choose Product
Improvement. A window opens as shown below:
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Choose whether you want to participate or not and click the Save button.
Connectivity
The very rst time that the HP SmartTracker application opens, the Preferences panel is automatically displayed.
The Connectivity tab is selected by default:
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HP SmartTracker’s email service
HP SmartTracker has an email service that it uses whenever it needs to send messages. It is highly
recommended to congure this service during setup. To congure this service, click the Congure button. The
following window is displayed:
Congure the preferred e-mail service, then press Next. The following window is displayed:
Enter the email address and port in the corresponding elds of this window. Select the attachment size limit
from the drop-down list. The Test button can be used to send an email to the administrator, using the settings
you make here, and allows you to check the conguration before applying it.
You can also enable the use of SSL certicates and authentication by marking the corresponding checkboxes.
Once you have entered all the data, click the Apply button to return to the Preferences panel.
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Server address conguration
When setting the HP SmartTracker server address and port number, make sure that you enter the same server
address and port number as you used during the installation of HP SmartTracker Server, by default the port
number is 7087. Next, click the Connect button to validate the data.
Once you have entered all the necessary data, click the Next button.
Conguration via Active Directory (AD)
If you want HP SmartTracker to make use of your active directory, you need to congure Active Directory
Conguration in the Preferences panel.
Go to the Connectivity tab and click the corresponding Congure button.
The Server does not require authentication option is enabled by default. The Username and Password elds are
disabled, as illustrated below:
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Add the address of your Active Directory server in the AD Server Address and Port elds.
If the Active Directory server has been congured to use a secure connection (SSL), check the Use a secure
connection (SLL) checkbox.
If the Active Directory server has been congured to request authentication, select the Server requires
authentication option, the Username and Password elds will be enabled, enter here the details of a user that
has permissions to search in the active directory.
The Path to start search (Base DN, Search Root) is the location where the search in the active directory tree will
start. This is a compulsory eld.
In the AD Search Attribute eld, add the SAM Account Name Attribute eld of the AD tree structure to search for.
This is a compulsory eld.
In the AD Filter Condition eld, add a complex lter to be applied during the search for the user. This is a optional
eld.
Click the Test button to verify the connection before saving changes.
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Click the Apply button to save the changes, at the same time a background test for the connection is performed.
If an error is encountered, a warning will be displayed.
Click the Cancel button to close the window without saving any changes.
NOTE: In order for the AD to work, locker of users must be Use Active directory.
Advanced Network Interface
Log in as administrator, access the Preferences > Connectivity, and the Advanced Network Interface is visible. As
HP SmartTracker requires all setup to be done within the same network, it is possible that in environments
where more than one LAN is dened, communication between the client-server printer could fail. With this
feature an administrator can select the desired network Interface.
When conguring the network Interface, a popup window appears to apply the changes. The network interface
HP SmartTracker detected is used as the default.
If you want to select a dierent network, it can be manually changed by adding a new IP.
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IMPORTANT: When changing the network interface, this message appears:
This message informs you as administrator that the printers already added to HP SmartTracker need to be
removed and added again for them to "be informed" about the latest manually introduced IP:
If the administrator clicks on Accept it changes the default network interface to the new one, if they click on
Cancel it goes back to the previous window.
Printers
Conguring printers
You can, at any time you choose, search for and add printers. Here we explain how to do that:
In the case where you have completed all the conguration steps and you have no printers already congured,
the screen illustrated below will automatically be displayed the rst time the HP SmartTracker application is
launched:
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Clicking the Add printers button in the window illustrated above, or alternatively, when you have printers already
congured, by going to the Preferences panel and opening the Printers tab, a window similar to the one shown
below will open:
Any previously added printers will appear in the list illustrated above.
NOTE: Printers to be managed by HP SmartTracker MUST have been congured with an Administrator
password in both the printer itself and in HP SmartTracker.
Click Add printers and HP SmartTracker will automatically search for any supported printers that are connected
to your network as illustrated below:
Select the printer you want to add and click the Add button.
As an alternative to choosing the automatic discovery mode you could stop the discovery process and, without
selecting any printer, click the Add button. In this case you will see the following screen:
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Enter the name you would like to assign to the printer, its IP address/hostname, the Administrator password, and
assign an existing group[1] where the printer will be placed, or create a new one if desired. Below is an example:
Once you have lled in all the required elds click the Add button and, if they are correct, the printer will be added
to HP SmartTracker.
[1] Groups can be used to aggregate dierent printers under the same clump. This can interact when being in the
Summary/Reports view as when selecting the group name, the view will show the consumption of the whole
group.
NOTE: Printers that are to be used with HP SmartTracker MUST have an Administrator’s password that has
been congured using the printer’s embedded web server. Please refer to the HP SmartTracker Installation Guide
for further information.
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Editing a printer
Click the Printers tab in the Preferences panel.
Click the icon alongside the printer you want to edit, choose Edit from the menu that opens and you will
see a screen as illustrated below:
By default, Graceful Failover mode is selected.
Graceful failover mode determines printing behavior in the event that the server fails. If it is enabled in a printer, it
means that even if HP SmartTracker fails, jobs will still be printed. If it is not selected and the server fails, no jobs
will be printed.
NOTE: If there is a server failure, any jobs that have been printed will be included in the reports and assigned to
“Unknown”.
You can edit the printer name and/or password.
Make the changes and click the Save button.
Creating a group of printers
Ensure there are printers available.
Click the Printers tab in the Preferences panel.
Click the Create group button. You will see the following screen:
Enter the group name.
Click the Create button.
Next, select the printers you want to add and drag-and-drop them into the group.
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Click the Next button.
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Editing a group of printers
Use the icon to edit a particular group of printers.
Click the icon.
Make the changes.
Click the Done button.
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