Kyocera KMNET VIEWER User Manual

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KMnet Viewer

User Guide

Legal Notes

Unauthorized reproduction of all or part of this guide is prohibited.

The information in this guide is subject to change without notice.

We cannot be held liable for any problems arising from the use of this product, regardless of the information herein.

Regarding Trademarks

Microsoft Windows is a registered trademark of Microsoft Corporation in the U.S. and/or other countries.

All other brand and product names herein are registered trademarks or trademarks of their respective companies.

Examples of the operations given in this guide support the Windows 7 printing environment. Essentially the same operations are used for Microsoft Windows Vista, Windows XP, Windows Server 2003, and Windows Server 2008 environments.

Table of Contents

1 Quick Start .......................................................................................................................... 1

Starting and Logging in ........................................................................................................... 1

Editing Authentication Options ............................................................................................... 1

Device Discovery .................................................................................................................... 2

Adding Devices .......................................................................................................................2

Custom Options for Adding Devices ...............................................................................3

Automatic Device Discovery ...................................................................................................3

Scheduling Automatic Device Discovery .........................................................................3

Excluded Devices ...................................................................................................................4

Excluding a Device from Discovery .................................................................................4

Including a Device ...........................................................................................................4

User Interface ......................................................................................................................... 4

Main Menu ..............................................................................................................................5

My Views Pane .......................................................................................................................5

Default Views Pane ................................................................................................................5

Device List Pane .....................................................................................................................5

Identifying Status Icons ...................................................................................................5

Customizing the Device List ............................................................................................6

Showing or Hiding Columns ............................................................................................6

Changing the Width of a Column ....................................................................................6

Changing the Position of a Column .................................................................................6

Sorting Rows in the Device List ......................................................................................6

Expanding a Row in the Device List ................................................................................7

Closing the Application Window ............................................................................................. 7

2 View Management .............................................................................................................. 8

View As ................................................................................................................................... 8

Default Views .......................................................................................................................... 8

Map View ............................................................................................................................. 10

Importing a Map Background ....................................................................................... 10

Adjusting the Map Size ................................................................................................. 10

Clearing a Map Background ......................................................................................... 10

My Views .............................................................................................................................. 11

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Adding a New Folder to My Views ........................................................................................ 11

Renaming a Folder or View ................................................................................................. 11

Removing a Device or Account from View .......................................................................... 11

Searches ............................................................................................................................... 12

Search ................................................................................................................................. 12

Advanced Searching ........................................................................................................... 12

Dynamic View ....................................................................................................................... 13

Adding a Dynamic View ....................................................................................................... 14

Manual View ......................................................................................................................... 14

Adding a Manual View Using Selection ............................................................................... 14

Folder Reports ...................................................................................................................... 15

Creating and Exporting a Folder Report .............................................................................. 15

Updating a View.................................................................................................................... 16

Duplicating a View ................................................................................................................ 16

Renaming a View.................................................................................................................. 16

Deleting a View ..................................................................................................................... 17

Resizing the View Areas ....................................................................................................... 17

Refresh ................................................................................................................................. 17

Refresh Device ............................................................................................................. 17

Refresh All .................................................................................................................... 17

3 Device ............................................................................................................................... 18

Device Properties ................................................................................................................. 18

Basic device settings .................................................................................................... 18

Device alert................................................................................................................... 18

Media input ................................................................................................................... 18

Capabilities ................................................................................................................... 18

Counters ....................................................................................................................... 18

Firmware versions ........................................................................................................ 18

Memory ......................................................................................................................... 19

Asset ............................................................................................................................. 19

Displaying Device Properties ............................................................................................... 19

Displaying Device Home Page ............................................................................................. 19

Administrator Login ............................................................................................................... 19

Address Book ....................................................................................................................... 20

Adding Contacts .................................................................................................................. 20

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Adding Groups ..................................................................................................................... 21

Adding a Contact to a Group ............................................................................................... 21

Deleting a Contact From a Group........................................................................................ 21

Deleting Contacts and Groups ............................................................................................ 22

Editing Contacts and Groups ............................................................................................... 22

Copying Contacts and Groups ............................................................................................ 22

Searching the Address Book ............................................................................................... 23

One Touch Keys .................................................................................................................. 23

Adding One Touch Keys .............................................................................................. 23

Viewing and Editing One Touch Key Properties .......................................................... 24

Searching One Touch Keys ......................................................................................... 24

Device Users ........................................................................................................................ 25

Adding Device Users ........................................................................................................... 25

Setting a Simple Login Key ................................................................................................. 26

Searching the Device User List ........................................................................................... 27

Jobs ...................................................................................................................................... 27

Showing Job Detail .............................................................................................................. 27

Exporting the Job Log .......................................................................................................... 27

Searching a Job List ............................................................................................................ 28

Stored Jobs ........................................................................................................................... 28

Viewing Stored Jobs ............................................................................................................ 28

Printing Stored Jobs ............................................................................................................ 28

Printing a Stored Job List .................................................................................................... 29

Deleting Stored Jobs ........................................................................................................... 29

Document Box ...................................................................................................................... 30

Viewing and Editing a Document Box ................................................................................. 30

Adding a Document Box ...................................................................................................... 31

Deleting a Document Box .................................................................................................... 32

Exporting a Document Box List ........................................................................................... 32

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Document Properties ........................................................................................................... 32

Document Views .................................................................................................................. 32

Downloading a Document ................................................................................................... 33

Searching a Document Box ................................................................................................. 33

Moving Documents Between Document Boxes .................................................................. 33

Virtual Mailbox ...................................................................................................................... 33

Viewing Virtual Mailboxes .................................................................................................... 34

Deleting Virtual Mailboxes ................................................................................................... 34

Exporting a Virtual Mailbox List ........................................................................................... 34

Advanced Virtual Mailbox Options....................................................................................... 35

Selecting Advanced Virtual Mailbox Options ............................................................... 35

Adding a New Virtual Mailbox ...................................................................................... 36

Editing a Virtual Mailbox ............................................................................................... 36

Device Notification Settings ................................................................................................. 36

Setting a Device Notification ........................................................................................ 37

Advanced Menu ................................................................................................................... 37

Authentication Settings ........................................................................................................ 38

Setting User Authentication .......................................................................................... 38

Setting Network User Properties .................................................................................. 39

Permitting Jobs with Unknown IDs ............................................................................... 40

Enabling Simple Login .................................................................................................. 41

Setting ID Card Login ................................................................................................... 41

Network Groups ................................................................................................................... 41

Network Groups List ..................................................................................................... 42

Adding or Editing a Network Group .............................................................................. 42

Deleting Network Groups ............................................................................................. 43

Setting Group Authorization ......................................................................................... 44

Searching the Group List .............................................................................................. 44

TCP Send Data.................................................................................................................... 44

Sending TCP Data ....................................................................................................... 45

4 Account ............................................................................................................................. 46

Administrator Login ............................................................................................................... 46

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Adding Account Devices ....................................................................................................... 46

Creating a New Account ....................................................................................................... 46

Account Properties ............................................................................................................... 47

Usage Restrictions ....................................................................................................... 48

Device Accounts ................................................................................................................... 48

Account Devices ................................................................................................................... 49

Viewing Accounts and Devices ............................................................................................ 49

Counter Reports ................................................................................................................... 49

Automatic Counter Reset .................................................................................................... 50

Creating a Counter Report .................................................................................................. 50

Viewing and Changing Counter Report Settings ................................................................. 50

Manage Device ..................................................................................................................... 51

Managing an Account Device .............................................................................................. 51

Hiding or Showing Unmanaged Devices ............................................................................. 51

Reset Counters ..................................................................................................................... 51

Resetting Job Accounting Counters .................................................................................... 51

Accounting Notification Settings ........................................................................................... 52

Setting an Accounting Notification ....................................................................................... 52

Device Accounting Settings .................................................................................................. 52

Accessing Device Accounting Settings ............................................................................... 53

Enabling or Disabling Job Accounting ................................................................................. 53

Selecting Media Type Counters .......................................................................................... 54

Handling Errors .................................................................................................................... 54

Setting Permit Processing and Copy Counter ..................................................................... 55

Accounting Multi-Set ............................................................................................................. 55

Setting Multiple Accounting Devices ................................................................................... 56

Selecting Accounting Settings in Multi-Set .......................................................................... 56

Selecting Accounting Source Settings ................................................................................ 56

Creating Settings From a Device ................................................................................. 57

Creating Settings From a File....................................................................................... 57

Creating New Settings .................................................................................................. 58

Export ................................................................................................................................... 58

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Exporting Accounting Information ........................................................................................ 59

Exporting Counter Information ............................................................................................. 59

Exporting Account ID List .................................................................................................... 60

5 Communication Settings ................................................................................................... 61

Setting Device Communications ........................................................................................... 61

TCP/IP Port ........................................................................................................................... 61

Setting the Port Number in Command Center ..................................................................... 61

Communication Timeout ....................................................................................................... 62

SNMP Communication Retries ............................................................................................. 62

Secure Protocol Settings ...................................................................................................... 62

Login Settings ....................................................................................................................... 62

Account Polling Settings ....................................................................................................... 63

Device Polling Settings ......................................................................................................... 63

6 Multi-Set ............................................................................................................................. 64

Setting Multiple Devices ....................................................................................................... 64

Selecting Settings in Multi-Set .............................................................................................. 64

Creating Settings From a Device......................................................................................... 65

Creating Settings From a File .............................................................................................. 66

Creating New Settings ......................................................................................................... 67

Overwriting Settings ............................................................................................................ 67

7 Firmware Upgrade ............................................................................................................. 69

Firmware Upgrade Risks ...................................................................................................... 69

Firmware Upgrade Risks and Recovery Options ................................................................ 69

Danger period during an upgrade ................................................................................ 69

Upgrade completion indicators ..................................................................................... 70

Upgrade error indicators ............................................................................................... 70

Upgrade error recovery ................................................................................................ 71

Performing Firmware Upgrade ............................................................................................. 71

Acknowledgement of Risks ................................................................................................. 71

Selecting a Firmware Upgrade File ..................................................................................... 71

Confirming Selected Firmware ............................................................................................ 72

Verifying Upgrade Settings .................................................................................................. 72

Authorizing Firmware Upgrade ............................................................................................. 72

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Beginning Firmware Upgrade ............................................................................................... 73

Canceling Firmware Upgrade ............................................................................................... 73

Saving the Firmware Upgrade Export File ........................................................................... 73

8 Workspaces ....................................................................................................................... 75

Adding a New Workspace .................................................................................................... 75

Opening an Existing Workspace .......................................................................................... 75

Import and Export Workspaces ............................................................................................ 76

Importing a File to a New Workspace ................................................................................. 76

Exporting a Workspace to a File .......................................................................................... 77

Exporting a View to a File ..................................................................................................... 77

Exporting a List, Devices, or Account

Information to a File .............................................................................................................. 77

Viewing Recent Workspaces ................................................................................................ 78

9 Options ............................................................................................................................. 80

Editing Device Polling Options ............................................................................................. 80

Editing Account Polling Options ........................................................................................... 81

Editing SNMP Trap Options ................................................................................................. 82

Editing E-mail Options .......................................................................................................... 82

Editing Authentication Options ............................................................................................. 83

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1 Quick Start

Many features are available to help you organize and monitor network device information.

These features are available for starting the application, discovering devices, and getting familiar with the user interface.

Starting and Logging in

1. Open the application.

2. If you have administrator rights, your last saved workspace appears and you can proceed with your tasks. If you have administrator rights, and you are starting the application for the first time, proceed to step 4.

3. If you do not have administrator rights, the network administrator must set up a user login password for you. If no password has been set up, the application does not start, and an access error message appears.

Type your password in the login text box, and click Submit. A password is a maximum of 32 characters. A blank password is allowed.

If your submitted password is accepted, your last saved workspace appears, unless it is your first time starting the application. If it is the first time, proceed to step 4.

If the password is not correct, the application displays the dialog box and asks you to enter the password again. If you incorrectly enter the password three times, an error message appears, and the application does not start. If this happens, see the network administrator about your password.

4. If you just installed the application, and it is the first time you are starting it, a dialog box appears after you have started and successfully logged in. You are asked to specify a workspace file. After you specify your workspace file, the application opens and displays the Add Device wizard to help you search for network devices and create the device list.

Editing Authentication Options

If a user does not have administrator rights on the computer with the application installed, the network administrator can set up a

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user login password. If no password has been set up for a user without administrator rights, the application does not start, and an access error message appears.

1. In the menu bar at the top left of the screen, click Edit >

Options. In the Options dialog box, click Authentication.

2. Select Enable local password.

3. In the New password text box, type a password for a local user. A password is a maximum of 32 characters. A blank password is allowed.

4. In Confirm password, type the password again.

5. Click OK to save the password.

Device Discovery

Discovery is a process that checks networks for printing devices.

If new devices are found, then the application updates its database with information about the device. This process can be performed manually for single or multiple devices, or it can be scheduled to run automatically according to a set schedule. It is also possible to exclude devices from being discovered.

When the application is launched for the first time, or when a new workspace is opened, the Add Device wizard automatically launches.

Adding Devices

You can use the Add Device wizard to add devices to the view list.

1. Click Device > Discovery > Add Devices.

2. In the Add Device wizard, select a method for adding devices:

Express

Uses predefined communication settings to find devices in the local network.

Custom

Lets you select settings to find devices on any network.

3. For the selected method, complete the wizard and click Finish to begin discovery.

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Custom Options for Adding Devices

Custom options are available when Custom is selected in the Add Device wizard. You can select the discovery process to run

on your local network, a specific IP address, or a range of IP addresses. Continue through the wizard to select the following options:

On your local network

Select discovery type, TCP/IP port, SNMP options, SSL options, and discovery start time.

By IP address

Type specific IPv4 or IPv6 addresses or host names and click Add to add them to the Selected targets list. You can also click Import to search for a valid IP address list (.CSV or .TXT). An entry can be removed from the Selected targets list by selecting it and clicking Remove. Click Next to continue through the wizard and select TCP/IP port, SNMP options, SSL options, and discovery start time.

By IP address range

Type valid starting and ending IPv4 addresses and click Add to add them to the Selected network segments list. An entry can be removed from the Selected network segments list by selecting it and clicking Remove. Click Next to continue through the wizard and select TCP/IP port, SNMP options, SSL options, and discovery start time.

Automatic Device Discovery

You can set up a regular schedule for performing the discovery process. If devices are frequently added to or removed from the network, performing discovery on a regular basis will keep the device database up to date.

Scheduling Automatic Device Discovery

You can set a schedule for device discovery.

1. Click Device > Discovery > Automatic Discovery. The Scheduled Discovery dialog box opens.

2. If there is an existing discovery mode you would like to edit, select it and click Properties, make your selections in each window to set up a recurring schedule and click Apply changes.

3. Click Add to create a new discovery mode. In the Add Device wizard, make your selections in each window to set up a recurring schedule. On the Confirm Discovery page, click Finish to

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save your changes.

4. The new discovery mode is added to the list. Click Close to save your changes and close the

Scheduled Discovery dialog box.

Excluded Devices

A printing device can be deleted, which excludes the device from the discovery process. This may be done if the device is not managed by the IT department, or if the device is to be made not visible for security reasons.

Devices can be restored to the device list from the Excluded

Devices window.

Excluding a Device from Discovery

This option removes the device from the device list, and displays it in the Excluded Devices window. Information about the device is not deleted from the application.

Including a Device

A printing device that was deleted can be included again. When a device is included, it is available to be found the next time Discovery is performed.

1. Click Device > Discovery > Excluded Devices.

2. In the list, select an excluded device to include.

3. Click Include device.

User Interface

The user interface is designed to help you quickly get the information you need about your network devices.

The screen is divided between left and right panes. On the left pane, you can select which view appears in the device list in the right pane. A view is a specified organization of columns and rows (list), or a layout (map) of the device data.

1. In the device list, select the device to exclude.

2. Right-click on the selected device, and click Delete Device.

The application offers two types of views: custom views that are listed under the My Views heading, and standard views defined by the application that are listed under Default Views.

The device list in the right pane displays all devices found during network discovery. There is one row of information per device.

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There is one row of information per Account when Accounts

View is selected in the left pane.

Main Menu

The main menu is located in the upper left corner of the screen. Basic operations that affect the application are in this menu. The main menu operates like a standard Microsoft Windows main menu.

My Views Pane

My Views are located in the left pane of the screen. My Views are lists or maps you can create from Default Views or other My Views. This lets you customize the type of information you want

to see. My Views are organized in a tree structure that displays folders and My Views nodes. When you select a My Views node, the application displays the view (list or map) in the right pane. You can create folders to organize and manage My Views. Add information to My Views by clicking View > Add Dynamic View, or View > Add Manual View Using Selection.

Default Views Pane

Default Views are located in the left pane of the screen. Default Views are standard list or map views shipped with the application.

Under Default Views, six standard Device views and two standard Account views are available that cannot be removed.

When you select a particular default view, the application displays the view (list or map) in the right pane.

Device List Pane

The device list is located in the right pane of the screen. It provides device information in a customizable list or in a map

format. Information can be organized and sorted to the user’s

preference. Each row represents a device and columns represent categories. Each device row can be expanded to display more information.

Identifying Status Icons

In the device list, status icons provide quick information about the condition of each device. Click the triangle icon to expand the row and see a description of the condition. For further information, refer to the Operation Guide.

Ready

Green icon with a white check mark. This icon indicates that the device is ready to print, or is in the process of printing.

Error

Red icon with white ―X‖. This icon means the device is

unable to print and needs immediate attention.

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Warning Yellow icon with a white exclamation mark. This icon indicates that the device can print, but is approaching error status.

Disconnected Orange icon with a white broken circuit. This icon means the application is unable to communicate with the device.

Busy Gray clock icon. This icon indicates that the device is operational, but occupied with a task.

Customizing the Device List

The application provides the ability to arrange the information in the device list to suit your needs. Changes made to My Views are saved with the view. You can update changes to My Views by clicking Update View in the toolbar. Changes made to Default

Views are not saved after you leave the view.

Showing or Hiding Columns

Find the column to the right of where you want a new column to appear. Right-click on the column heading to open the selection list of columns. A column that appears in the view has a check mark next to it in the selection list. Select a new column for the view by clicking on the desired column name. The column will now appear in the view.

To hide a column from the view, click any column heading to open the selection list of columns. Click on a column name that has a check mark next to it that you want to hide. The column will no longer appear in the view.

Changing the Width of a Column

To adjust the width of a column, position the cursor over the column divider until you see the double-headed arrow. Left-click, and then drag the arrow left or right until you have the desired column size. Release the mouse button.

Changing the Position of a Column

To move a column to another position in the view, left-click on the desired column heading, and then drag the cursor to a column heading name that is to the left or right of where you want the moved column to appear. Release the mouse button.

Sorting Rows in the Device List

You can sort the information in the device list. Click the column heading to change the sort order of the rows in the view, using the data in that column as the sort criteria. An upward triangle

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indicates rows sorted in ascending order; a downward triangle indicates rows sorted in a descending order.

Expanding a Row in the Device List

You can expand a row in the device list to reveal more information about a device. Click the right-pointing triangle icon in the row of the device for which you want to see additional information. The row expands to display a 3–D picture of the device with all installed options. Other information about the device is also displayed, such as model, status, IP address, and print speed.

To collapse the row back to regular device list size, click the triangle icon again.

Closing the Application Window

You can close just the application window so that the device list is no longer visible on the screen, but the application continues to run in the system tray. This is useful if you want to reduce the number of open windows on your desktop, or if you are running a task that does not need visual monitoring. In the menu bar at the top left of the screen, click File > Close Window. To reopen the window, double-click the icon in the system tray; or right-click the icon, and then click Restore.

To exit the application, click File > Exit. The application saves the currently displayed workspace before exiting. This saved workspace appears the next time the same user opens the application.

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2 View Management

The application offers two types of views: custom views that are listed under the My Views heading, and eight standard views defined by the application that are listed under Default Views. The default views are:

Device:

General View, Capability View, Counter View, Firmware View, Asset View, Map View

Account:

Accounting Devices View, Accounts View

You can create, change, or delete views in My Views. In the Default Views, you can customize the appearance of the lists, but the

changes are not saved after you leave the view. You cannot make permanent changes to the views in Default Views.

View As

You can switch to a different view by using the View As feature in the View menu. Select the view you want to change, click View > View As, and click the new view from the list.

This feature is not available for Accounting Devices View,

Accounts View, or custom account views under My Views.

Default Views

If the original view is under Default Views, the view switches to the selected default view.

If the original view is under My Views, the view itself changes to the selected view. To save the view, click Update View.

The application provides eight standard views under Default Views that cannot be removed or edited. Display Name, IP Address and

Host Name are included in all views except Map View and Accounts View.

In any view except Map View, you can add or remove columns from the table temporarily. Right-click on the column heading and select or clear the desired item or items. The modified views are not saved when you switch to a different view.

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The following default Device views are available:

General View

Displays general information, such as display name, IP address, host name, toner level, description, location, and model name.

Capability View

Displays support for various device capabilities, such as color or black & white, print speed, duplex, total memory, hard disk, scan, FAX, staple, punch, address book, document box, user list, and job log.

Counter View

Displays the device counters for total printed pages, copier printed pages, printer printed pages, FAX/i-FAX printed pages, black & white printed pages, single color printed pages, full color printed pages, total scanned pages, copier scanned pages, FAX scanned pages, and other scanned pages.

Firmware View

Displays firmware information, including system firmware, engine firmware, scanner firmware, FAX firmware (Ports 1 and 2), panel firmware, and NIC firmware version.

Asset View

Displays asset information, including MAC address, serial number, and asset number.

Map View

Displays printing devices on a background map of your office.

The following default Account views are available:

Accounting Devices View

Displays general information and counters for devices that support accounting.

Accounts View

Displays account information for managed devices, such as counter totals for print, copy, FAX, and scan.

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Map View

Use Map View to display printing devices on a background map of your office. Printing device properties can be viewed and managed from Map View. The use of an office map helps to visualize the location of devices throughout an office.

Under Default Views, click Map View. The initial map view displays all devices as icons against a white background. You can import an image of your office layout to appear in the background, then click and drag each device icon to its office location. The map is shared by all map views in the current workspace.

Information about a device can be viewed by moving the pointer over the icon.

Importing a Map Background

You can import an image of your office layout to appear in the map view background. After an image is imported, you can replace it with another image by following the same procedure.

1. Under Default Views, select Map View.

2. Click Device > Import Map Background.

3. Click Browse to select an image file (.BMP or .JPG).

4. Click OK in the Import Map Background dialog box.

Adjusting the Map Size

You can change the size of the map image within the view window. Use any of the following methods to change the image size:

Click Zoom In to increase the size of the image one step. Click Zoom Out to decrease the size of the image one step. Click Zoom to Fit to place the entire image within the screen. If

you change the screen size, click Zoom to Fit again. Type a percentage between 50% and 300% in the Zoom box

and press Enter.

Clearing a Map Background

You can remove the background image from the map view. All device icons will retain their position after the map image is removed.

In the Device menu, click Clear Map Background.

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My Views

You can set up custom views in addition to the default views. Custom views appear on the left side of the screen under My Views. Dynamic or manual views can be created or deleted. If desired, views can be placed in folders.

My Views lets you customize the devices or accounts being displayed, as well as column order, number of columns, and other view settings. To save the view, click Update View.

Adding a New Folder to My Views

You can create folders under My Views so that custom views can be placed in folders.

1. In the menu bar at the top left of the screen, click File > New Folder. A folder with the temporary name of New Folder is created in the My Views pane for the active workspace.

2. Click in the text box, and type a name for the folder. The name cannot be the same as that of an already existing folder.

3. To save the new folder name, click outside the text box, or press Enter.

Renaming a Folder or View

You can change the name of a folder or view in My Views. In the My Views pane at the left of the screen, click to highlight the

view or folder you want to rename.

1. In the menu bar at the top left of the screen, click Edit > Rename.

2. Type the new name, replacing the old name in the text box.

3. To save the new name, click outside the text box, or press

Enter.

Removing a Device or Account from View

You can remove a device or account so that it does not appear in a custom view under My Views. This does not delete the item from the database. Only devices or accounts in a manual view can be removed from view.

1. Select a custom view under My Views.

2. Select a device or account to be removed from view. Multiple items can be selected by pressing Ctrl or Shift + click.

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Searches

3. In the menu bar at the top of the screen, click Edit > Remove From View.

Note: There is no confirmation dialog box after you click Remove From View.

Two types of searches are available for finding devices and accounts with particular characteristics. Search searches data in the currently displayed view. Search entries are not saved when you move from view to view, or change to Advanced Search. Advanced Search searches all devices or accounts in the database for the values selected in the search dialog box.

The Search feature is located in the upper right of the screen. The Search Text box accepts input in all supporting languages. The

search can find exact matches for full or partial terms in the following columns in the Map View.

Device search: Display name, IP Address, Host name, Model name

Account search: Account ID

The data is searched even if columns have been removed from view.

Note: Search does not search the text in the expanded information areas of the devices. Search results are not saved when you move from view to view, or perform an Advanced Search.

1. Type an alphanumeric search term (64 character maximum) in the text box. As you type, the search examines the data of all the devices or accounts in the original view.

2. To clear the search term, click the icon next to the Search Text box. This removes any text in the text box, and restores the view to the original list of devices or accounts before the search.

Advanced Searching

The Advanced Search feature is available for Default Views. It finds all printing devices or accounts in the database that match the selected criteria. Up to six properties can be defined for the search. The search results are displayed until you change to another view, or perform another Advanced Search.

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1. Select a default view.

2. Click Edit > Advanced Search, or click the Advanced Search icon in the application toolbar above the device list. The Advanced Search dialog box opens.

3. Select a search logic:

Match all criteria

This option searches for devices or accounts that meet all the search terms specified under Criteria.

Match any criteria

This option searches for devices that meet at least one of the search terms specified under Criteria.

4. Under Criteria, select device features or properties to find in

5. Click OK. The application searches through all devices or

Dynamic View

the search.

Left column

Select one device property per property list. There are six property lists available. Properties vary by device model.

Middle column

Available conditions depend on the selected property.

Right column

Type a value in the box.

accounts, and displays those that match the selected Criteria. In Map View, the search result devices appear in their saved position in the office map.

A dynamic view is a copy of a default or custom view that you create under My Views. A dynamic view will match the current display in the right pane:

Device

General View, Capability View, Counter View, Firmware View, Asset View, Map View

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Account

Accounting Devices View, Accounts View

Once created, you can name and modify the dynamic view as desired.

A dynamic view cannot be created when a manual view is selected under My Views.

Adding a Dynamic View

You can modify an existing view and save it as a custom view under My Views.

1. Select a view under Default Views or My Views, except a manual view.

Manual View

A manual view is a custom view that includes devices or accounts selected from an existing view. A manual view will match the current view in the right pane:

Once created, you can name and modify the manual view as desired. Advanced Search is unavailable for a manual view. A device or account can be added to a manual view by selecting it in another view and dragging it to the manual view.

2. Modify the view as desired, then click View > Add Dynamic View.

3. Type the name of the new view, up to 64 characters.

Device:

General View, Capability View, Counter View, Firmware View, Asset View, Map View

Account:

Accounting Devices View, Accounts View

Adding a Manual View Using Selection

You can create a view of selected devices or accounts and save it under My Views.

1. With any view displayed, select one or more devices or accounts from the list or map. Press Ctrl or Shift + click to

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2. Click View > Add Manual View Using Selection.

3. Type the name of the new view, up to 64 characters.

4. If desired, modify the view, then click Update View.

Folder Reports

Folder reports provide detailed information about accounts or accounting devices for all views in a custom folder. The folder must contain custom views created from Accounting Devices View or Accounts View. Once a folder report is created, it can be exported and saved in .CSV or .XML format.

select multiple devices.

An accounts report can be created if the folder contains at least one accounts view. Only the accounts selected in the Accounts Folder Report dialog box are included in the exported report.

An accounting devices report can be created if the folder contains at least one accounting devices view. Only the devices selected in the Accounting Devices Folder Report dialog box are included in the exported report.

Creating and Exporting a Folder Report

After creating a folder under My Views and adding custom views from Accounting Devices View or Accounts View, you can create and export an accounts or accounting devices report.

1. Right-click on the desired folder and select Folder Report, then select Accounts or Accounting Devices.

2. In the Accounts Folder Report or Accounting Devices Folder Report dialog box, select one or more accounts or devices to include in the report.

3. Click Export to open the Export View to CSV / XML dialog box.

4. Select the format type, name the report, and click Save to save the file.

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Updating a View

When any view under My Views is changed, an asterisk appears after its name in the title bar until it is saved. You can save the updated view by clicking View > Update View. Use this feature after any of the following:

Modifying the displayed devices or accounts with Search or Advanced Search.

Changing the column width or column order, adding or removing columns.

Using View > View As to change the view type.

Sorting the information in list columns.

Duplicating a View

You can create a copy of a view in My Views. This is useful if you want to create a new view that is only slightly different from an existing view.

1. Under My Views, select the view to be copied.

2. Click the arrow button next to My Views, and click Duplicate.

3. Type the new name, up to 64 characters, replacing the old name in the text box.

4. To save the new name, click outside the text box, or press Enter.

5. Modify the new view as needed.

Renaming a View

You can change the name of a view in My Views. Default views cannot be renamed.

1. Under My Views, select the view to be renamed.

2. Click Edit > Rename.

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3. Type the new name, up to 64 characters, replacing the old

4. To save the new name, click outside the text box, or press

Deleting a View

You can delete a custom view from My Views. A deleted view cannot be restored. Default views cannot be deleted.

1. Under My Views, select the view to be deleted.

2. Click Edit > Delete View. There is no confirmation dialog

name in the text box.

Enter.

box after you click Delete View.

Resizing the View Areas

If many views have been saved under My Views, or if your views have long names, you can see the view list more easily by changing the size of the viewing area in the left pane.

To change the width of the left pane, click the border between the left and right panes and drag it right or left.

To change the height of the My Views area, click the top of the

Default Views border and drag it up or down.

Refresh

Printing device information, such as counters and toner levels, is automatically updated according to the polling schedule. At any time, you can manually update this information for one or more devices. The following Refresh options are available:

Refresh Device

Select one or more devices and click View > Refresh Device to update the selected devices.

Refresh All

Click View > Refresh All to update all displayed devices.

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3 Device

The Device menu is used for finding devices and managing device settings.

Device Properties

The Properties dialog box displays settings and status information about the selected device. To open device properties, select a device, and click the Properties icon. Alternatively, right-click on the device, and then in the context menu click Properties. Settings may differ depending on your selected device. The settings can include:

Basic device settings

This area shows the Display name, Model, Status, IP address, Host name, Location, and Description of the printing device. The Panel message box shows the information currently displayed on the device operation panel. Display name, Location, and Description can be edited.

Device alert

This area describes alerts that are currently occurring, and any troubleshooting measures that can be taken.

Media input

This area shows the trays and cassettes that are currently installed, their capacity, and roughly how much paper they currently contain.

Capabilities

This area shows some of the key specifications of the currently selected device.

Counters

This area shows a variety of counters for different types of paper or media and output.

Firmware versions

This area lists the versions of firmware for various parts of the system.

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Memory

This area shows the space available on the hard disk, memory card, optional ROM, and in the RAM disk.

Asset

This area shows the MAC address of the network adapter in the device, the Serial number of the device itself, and the Asset

number which may be assigned by your organization.

Displaying Device Properties

1. You can view the properties of a printing device.

2. Select a device in the view pane.

3. Click the Properties icon to display information about the selected device. Alternatively, right-click on the device, and then in the context menus click Properties.

4. Click Refresh to update any settings that might have been changed on the device while this dialog box was open.

Displaying Device Home Page

Printing devices that contain web servers can display a web page containing information about the device's current status and settings. The layout and information shown on this page differs by printing device model. Click Device > Device Home Page to display this web page. Alternatively, click the Device Home Page icon, or right-click on the device, and then in the context menu click Device Home

Page.

Administrator Login

For some models, administrator authentication is required to access selected features in the Device and Account menus. Available features vary by model. When you select the feature from a menu or context menu, you are prompted to type one of the following in the

Administrator Login dialog box:

Command Center password

Administrator Login and Administrator Password (with optional Use local authentication)

Accounting administrator code

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Operations on multiple devices do not prompt for the administrator login. Login options must be selected in the Login section of the

Communication Settings dialog box.

Address Book

The Address Book is a list of individuals and their contact information that is stored on the device. Each entry for an individual is called a Contact, and Contacts can be organized into Groups. This contact and Group information is stored on the device, and is used for faxing and scanning operations.

To open the address book, select a device in the device list, and select Device > Address Book.

Note: If authentication is set, accessing the address book requires the correct Login user name and Password in the Communication Settings for the device. If authentication on the device is not set, the login dialog box does not appear so a user name and password is not needed.

The information that can be stored for each includes:

Name (and furigana, if applicable) Cover page (recipient, company, department). This information is

transmitted on a Network FAX.

E-mail FTP (File Transfer Protocol) SMB (Server Message Block) FAX Number Internet FAX Address

Adding Contacts

You can add individuals to the address book stored on a device.

1. In the menu bar at the top left of the Address Book, click Add Contact. The Contact Settings dialog box appears.

2. Enter the name of the contact in the Name box. This information is required.

3. Enter other information that is needed.

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4. Click OK to save the new address book entry.

Adding Groups

Contacts in the address book can be organized into groups. This is useful when the device sends out notifications of certain types of events, for example.

1. In the menu bar at the top left of the Address Book, click Add Group. The Group Settings dialog box appears.

2. Enter the name of the new group. The name does not have to be unique.

3. Click OK to send the information to the device.

Adding a Contact to a Group

You can search for contacts and add them to an existing group. Each step requires communication with the device, which may be slow depending on network conditions.

1. Double-click on an existing group to open the Group Settings dialog box. Alternatively, select the group, then click the Properties icon to open the dialog box.

2. In the menu bar at the top left of the dialog box, click Add members. The user list is downloaded from the device and appears in the dialog box.

3. Select one or more users to add, and click Add.

4. Click OK in the Add Group Members and Group Settings dialog boxes.

Deleting a Contact From a Group

Contacts can be deleted from a group when they are no longer needed.

1. Double-click on an existing group to open the Group Settings dialog box. Alternatively, select the group, then click the Properties icon to open the dialog box.

2. Select one or more contacts to delete.

3. In the menu bar at the top left of the dialog box, click Remove members, then click Yes to confirm.

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Deleting Contacts and Groups

Contacts and groups can be deleted from the address book when they are no longer needed.

1. Select one or more contacts or groups.

2. In the menu bar at the top left of the dialog box, click Delete, then click Yes to confirm.

The updated information is sent to the device.

Editing Contacts and Groups

The information saved in the Address Book dialog box for each contact or group can be edited if necessary.

Select a contact or group item. Right-click and select Properties. The Contact Settings or Group

Settings dialog box for the selected contact or group opens. Edit the information in the dialog box, and click OK to save the

changes.

Copying Contacts and Groups

Contacts and groups can be copied. This can save time when creating address book entries that are very similar to existing entries.

Note: When performing this copy and paste operation, you should be aware that the modifications will be applied after the Paste command.

1. Select the contact or group to copy, and click the Copy icon.

2. Click the Paste icon.

3. Modify the new contact or group as needed.

Each time a contact or group is copied, the name is changed as follows:

First time: "Copy" is added to the name.

Second time: "Copy 2" is added to the list.

Third time: "Copy 3" is added to the list.

The naming continues to follow this pattern.

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Searching the Address Book

You can search the device address book in order to update contact or group information. Address book information can be searched by

Number, Name, E-mail, FTP, SMB, FAX number or Internet FAX address.

1. In the Searchable fields drop-down list box, choose the field to search.

2. Enter the name or part of a name (or furigana, if applicable) to find in the adjacent Quick Search Text box.

3. To clear the search results and display the entire address book again, click the Clear Search icon.

One Touch Keys

This feature lets you access Address Book entries for contacts or

groups by pressing one key on the printing system’s operation panel. The number of One Touch Keys that can be created for each

address book varies according to printing system model.

Adding One Touch Keys

You can create a list of One Touch Keys for an Address Book.

1. In any Device view, select a printing system with an address book.

2. Click Device > Address Book.

3. In the Address Book dialog box, click Show One Touch Keys > Add One Touch Key.

4. In the Add One Touch Key dialog box, select settings.

Name

Type a name (maximum of 24 characters).

Number

Select a specific number or select Auto to assign the next available number.

Destination Click Add destination, and select a user or group.

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5. Click OK in all dialog boxes.

To delete an entry from the One Touch Keys dialog box, select it in the list and click Delete in the toolbar.

Viewing and Editing One Touch Key Properties

You can view and edit information about One Touch Keys for users and groups by double-clicking on an existing group.

1. In any Device view, select a printing system with an address book.

2. Click Device > Address Book.

3. In the Address Book dialog box, click Show One Touch Keys.

4. In the One Touch Key dialog box, select a list item and click One Touch Key Properties to view the One Touch Key details.

5. In the One Touch Key Properties dialog box, you can edit the Name and and click Edit destination.

6. Click OK in all dialog boxes.

Searching One Touch Keys

In the One Touch Key dialog box, you can search by Number, Name, Address Number and Address Type. In the One Touch Key Destination dialog box, you can search by Number, Address Type, Name, and Destination.

1. In the Searchable fields list, select the field to search.

2. Type a full or partial search string in the adjacent Quick Search Text box.

3. To clear the search results and display the entire list again, click the Clear Search icon.

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Device Users

Device users who are authorized to use a device are on a user list with their login information and passwords. When user authentication is set, only users who are administrators on the device are able to use the various functions of the device.

Note: To access the user list of a device, the correct Login user name and Password must be in Communication Settings for the

device. Regardless of the authentication setting on the device, the user has to log in for authentication. If an administrator password is set for the device, then only an administrator can change the user list.

Adding Device Users

You can add users to the user list located on the device. The Device User List can be used to control which users are able to operate or

access the device.

1. Select a device.

2. Click Device > Users.

3. In the Users dialog box, click the Add User icon.

4. Type information about the user in the dialog box.

5. Click Select to choose from available Account IDs.

6. Select Allow administrator access to give the user permission to change device settings. When cleared, the user only has user access.

7. Click Advanced to select additional options:

Language

Select the default operation panel language for the user.

Default screen

Select the default operation panel screen for the user. If

Send or FAX is selected, choose the Default screen for Send/FAX.

ID card information

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Enter the alphanumeric information from the ID card.

Authorization

Select permissions for each available printing feature.

8. Click OK to create the new device user.

You can edit a device user by selecting it from the list and clicking Properties.

You can delete a device user by selecting it from the list and clicking

Delete User.

Setting a Simple Login Key

You can select simple login settings for your device.

1. Select a device.

2. Click Device > Users.

3. In the Users dialog box, click Show Simple Login keys.

4. In the Simple Login Keys dialog box, click Add Simple Login Key.

5. In the Add Simple Login Key dialog box, select a Specific number (from 1 to 20); or select Next available number to set the number automatically.

6. Select an icon and type a name (maximum of 32 characters).

7. Select local or network authorization.

If local authorization is selected, click Select from user list, and select a login user name.

If network authorization is selected, type a login name and password.

8. Click Add to create the simple login key.

You can edit a simple login key by selecting it and clicking Properties.

You can remove a simple login key from the list by selecting it and clicking Delete Simple Login Key.

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Jobs

Searching the Device User List

You can search the User list in order to update device user information. User list information can be searched by Login user name or User name.

1. In the Searchable fields drop-down menu, select Login user name or User name.

2. Enter the name or part of a name to search in the adjacent Quick Search Text box.

3. To clear the resulting list, click the Clear Search icon.

The Jobs command opens the Jobs dialog box, where you can view information about jobs currently in the queue for the device. Job logs show information about recent jobs that were processed.

Three types of status are available: Print Jobs Status, Send Job Status, Store Job Status, and Scheduled Job Status.

Three types of job logs are available: Print Job Log, Send

Job Log, and Store Job Log.

Showing Job Detail

You can view detailed information about a particular job. The types of information displayed depend on the type of job.

1. Select a device.

2. Select Device > Jobs.

3. In View As, select a job status or job log.

4. In the job list, select a job.

5. Select Properties. A Job Detail dialog box appears.

Exporting the Job Log

Job logs can be exported to files for use in other applications.

1. In the menu bar at the top of the Jobs dialog box, click Export.

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2. From the drop-down list, select a job log to export.

3. Click Browse to select the file name and location to save the file.

4. In Maximum entries, select or enter the number of lines to save in the log.

5. Click OK to save the log.

Searching a Job List

You can search a Jobs list by Job name or User name to find a specific job.

1. In the Searchable fields drop-down list, select Job name or

User name.

Stored Jobs

The Stored Jobs command opens the Stored Jobs dialog box, where you can view Temporary and Permanent print jobs stored on the hard disk. Stored print jobs can be printed or deleted from hard disk memory. You can also print a list of stored jobs. This feature is supported for some models with a hard disk installed.

Viewing Stored Jobs

You can view information about Temporary or Permanent print jobs stored on the hard disk.

2. Enter the name or part of a name in the adjacent Search Text box.

3. After viewing the job information, click the Clear Search icon.

1. Select a device.

2. Select Device > Stored Jobs. The Stored Jobs dialog box opens.

3. At any time, click Refresh to update the view.

Printing Stored Jobs

You can print selected Temporary or Permanent jobs stored on the hard disk.

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1. Select a device.

2. Select Device > Stored Jobs. The Stored Jobs dialog box opens.

3. Select a job to print. Press Ctrl or Shift + click to select multiple jobs.

4. Click Print and select Print Selected Jobs.

5. In the confirmation dialog box, click Yes to print.

Printing a Stored Job List

You can print a list of Temporary or Permanent jobs stored on the hard disk.

1. Select a device.

2. Select Device > Stored Jobs. The Stored Jobs dialog box opens.

3. Click Print and select Print Temporary Job List or Print

Permanent Job List.

Deleting Stored Jobs

You can delete one or more Temporary or Permanent print jobs from hard disk memory.

1. Select a device.

2. Select Device > Stored Jobs. The Stored Jobs dialog box opens.

3. Select a delete option:

Select a print job from the list. Press Ctrl or Shift + click to select multiple print jobs. Click Delete > Delete Selected Jobs.

To delete all Temporary jobs, select Delete > Delete Temporary Jobs.

To delete all Permanent jobs, select Delete > Delete Permanent Jobs.

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4. Click Yes in the confirmation dialog box to finish.

Document Box

A Document Box is a type of virtual mailbox on a device. It is used by individuals and groups to manage files that are stored on the device.

To check if a device supports the Document Box feature, switch to the Capability View and look in the Document Box column in the device list.

Note: If authentication is set, accessing the document box requires the correct Login user name and Password in the Communication Settings for the device. If authentication on the device is not set, the login dialog box does not appear so a user name and password is not needed.

To delete all jobs stored in the device, select Delete All

Jobs.

Viewing and Editing a Document Box

You can view and edit information about jobs stored in document boxes on the hard disk.

1. Select a device.

2. Select Device > Document Box to view the number, name, and owner for all document boxes.

3. To search the list, select a Searchable fields option and type all or part of a value in the Quick Search Text box.

4. To clear the search results and display the entire list again, click the Clear Search icon. At any time, click Refresh to update the view.

5. To view detailed information, select a box and click Box properties. In the Properties dialog box, you can edit selected information:

Name Type the new box name.

Number

Select an available box number. Owner

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If available, select a new owner from the list. Owner setting Select the type of owner from the list. Restrict usage (MB) When available, set the value from 1 to 30000 MB. Automatic file deletion delay (days) When available, select the time the file is saved in device

memory, from 1 to 31 days. Shared Select to enable the box for multiple users. Password change Set a password for the box, if desired. Overwrite setting Select to permit a new document to replace an existing

document with the same name. Sub address Type the sub-address. Available with FAX boxes.

Adding a Document Box

If supported by the device, a new document box can be created.

1. Select a device.

2. Select Device > Document Box.

3. Click on the Add box icon.

4. Specify the Name for the new box. This information is required.

5. The default box type is Custom. Some devices also support a FAX box for receiving faxes. The FAX option only appears when it is supported.

6. Specify the password, if you want to create a passwordprotected document box.

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7. Specify values or use the default values for the other settings.

8. Click OK to add the new box.

You can delete a document box by selecting it from the list and clicking Delete box.

Deleting a Document Box

If a document box is no longer needed, it can be deleted, even if it contains files.

1. In the Document Box dialog box, select the document box.

2. Click Delete box. Alternatively, right-click on the document box in the list, and select Delete box.

Exporting a Document Box List

You can save the document box list in your computer or network. Once saved, it can be imported into a printer driver.

1. Select a device.

2. Select Device > Document Box. The Document Box dialog box opens.

3. Select a box from the list. Press Ctrl or Shift + click to select multiple boxes.

4. Click Export.

5. Name and save the file.

Document Properties

Select a document in the document box and click Document properties to display information about the document, such as the

name, number of pages, and document size. You can change the name of the document in the Properties dialog

box.

Document Views

An image of a document in the document box can be displayed as a thumbnail, or in a preview pane by selecting a document and clicking on the View icon. When a document is displayed in the preview pane, you can zoom and rotate the image of each page, one page at

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time. You can use the arrows or the menu to move to the next or the previous page.

Downloading a Document

You can download a document from a document box to your local computer.

1. Select a document to download.

2. Click the Download document icon, or right-click on the file and click Download document in the context menu.

3. In the Save As dialog box, select a location to save the file to, type a file name, select PDF, TIFF, JPG, or XPS file type, and click OK.

Searching a Document Box

In a document box, you can search by name to find a specific file.

1. In the Searchable fields drop-down list box, choose the field to search.

2. Enter the name or part of a name to find in the adjacent Quick Search Text box.

3. To clear the search results and display the entire list again, click the Clear Search icon.

Moving Documents Between Document Boxes

You can drag and drop documents between document boxes on the same device.

In the left-side tree view, select the document box containing the file to move.

Select one or more files, and move them by dragging from the rightside view to the destination document box. A confirmation dialog box appears.

Click Yes in the confirmation dialog box to finish.

Virtual Mailbox

The Virtual Mailbox dialog box lets you view the details of virtual mailboxes created on the hard disk.

This feature is supported for some models with a hard disk installed. A maximum of 255 virtual mailboxes can be created.

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Viewing Virtual Mailboxes

You can view information about virtual mailboxes on the hard disk.

1. Select a device.

2. Select Device > Virtual Mailbox to view the ID, name, password, job, and size information for all virtual mailboxes.

3. To search the list, enter the name or part of a name to find in the adjacent Quick Search Text box.

4. To clear the search results and display the entire virtual mailbox list again, click the Clear Search icon.

5. At any time, click Refresh All to update the view.

Deleting Virtual Mailboxes

You can delete a virtual mailbox from hard disk memory. Only one virtual mailbox can be deleted at a time.

1. Click to select a device from the device list.

2. Select Device > Virtual Mailbox. The Virtual Mailbox dialog box opens.

3. Select a virtual mailbox from the list.

4. Click Delete Mailbox, then click Yes to confirm. If a password was set, type the password. If the typed password is not correct, the virtual mailbox is not deleted.

Exporting a Virtual Mailbox List

You can save the virtual mailbox list to your computer or network. Once saved, it can be imported into the printer driver.

1. Select a device.

2. Select Device > Virtual Mailbox. The Virtual Mailbox dialog box opens.

3. Select a virtual mailbox from the list. Press Ctrl or Shift + click to select multiple mailboxes.

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4. Click Export List.

5. Name and save the file.

Advanced Virtual Mailbox Options

You can change the following virtual mailbox settings if you have administrator privileges:

Maximum VMB size

A numerical value, varying by model, can be set from 0 to 9999 MB. Select "0" to prevent use of the virtual mailbox.

Change Master Password

A numerical value can be set from 1 to 65535, or the password can be removed. An administrator can use the master password to override or change virtual mailbox passwords.

Delete all virtual mailboxes

Erases all virtual mailbox data from the hard disk.

Selecting Advanced Virtual Mailbox Options

You can change selected virtual mailbox options.

1. Select a device.

2. Select Device > Virtual Mailbox. The Virtual Mailbox dialog box opens.

3. Click Advanced. If a password has been set, enter the password and click OK.

4. Select the desired settings:

Maximum VMB size Enter a value for virtual mailbox size; or click the up or down arrow

buttons to select the value. Change Master Password Click Password, then enter the old and new passwords, and reenter

the new password. To remove the password, leave the New password and Confirm new password boxes blank.

Delete all virtual mailboxes

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1. Click Delete all, then click Yes to confirm.

2. Click OK in the Advanced dialog box.

3. Click Close in the Virtual Mailbox dialog box.

Adding a New Virtual Mailbox

You can create a new virtual mailbox on the hard disk. A maximum of 255 virtual mailboxes is supported.

1. Select a device.

2. Select Device > Virtual Mailbox. The Virtual Mailbox dialog box opens.

3. Click New Mailbox.

4. Enter a new ID, name, new password, confirm the password, and click OK. The same name cannot be used for two virtual mailboxes.

Editing a Virtual Mailbox

You can set the name and password of a virtual mailbox stored on the hard disk. If you click Refresh All with one virtual mailbox selected, all virtual mailboxes are refreshed.

1. Select a device.

2. Select Device > Virtual Mailbox. The Virtual Mailbox dialog box opens.

3. Select a virtual mailbox and click Properties. The Properties dialog box opens.

4. Type a new Name, and type a password (from 1 to 65535). In Confirm new password, type the password again.

5. Click OK.

Device Notification Settings

The Notification feature is used to inform users of changes in the status of the printing device. There are three types of notifications

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available: a pop-up window, opening of the Windows event log, or an e-mail to a specified list of e-mail addresses.

To send e-mail notifications TCP port 25 must be available and not blocked by a firewall or virus scanner. Also, the e-mail sending feature must be configured. If it is not configured, then e-mail notifications are unavailable.

Several types of events can trigger a device notification, depending on the model. For example, a paper jam can be set to trigger a notification.

Setting a Device Notification

You can select devices from the device list for displaying alerts about printing device activity. The Notification Settings dialog box provides the alert option for the selected devices.

1. Select a device. To set the same notifications for more than one device, press Ctrl or Shift + click to select devices.

2. In the menu at the top of the screen, click Device > Notification Settings. The Notifications Settings dialog box opens. You can also open the dialog box by right-clicking on the selected devices in the device list, then selecting Notifications Settings from the list.

3. Under Actions, select how the notification will be communicated.

4. If you select Send e-mail, enter one or more e-mail addresses, to a maximum of three.

5. Under Notifications, select the events that will trigger a notification.

6. To save your selections and close the dialog box, click OK.

Advanced Menu

In the Device menu, click Advanced. You can also right-click on a device and select Advanced. The following selections appear:

Set Multiple Devices

This sends configuration parameters to multiple devices at the same time.

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Upgrade Firmware

This wizard guides you in installing the most current firmware on devices.

Device Default Settings

This sets the default settings of the selected device, such as duplex, print quality, paper input and output; plus copy, scan, and FAX settings. Only one device may be selected at a time. Settings vary by model.

Device System Settings

This sets the default settings of the selected device, such as operation panel language, timer settings, and panel lock. Only one device may be selected at a time. Settings vary by model.

Device Network Settings

This sets the network settings of the selected device, such as IP address, e-mail settings, SNMP settings, FTP and SMB client settings, and protocol settings. Only one device may be selected at a time. Settings vary by model.

Authentication Settings This sets the authentication settings of the selected device, such as

user login and LDAP settings, and permitting jobs with unknown IDs. Only one device may be selected at a time. Settings vary by model.

Network Groups This manages certain user access properties for an entire group of

devices. TCP Send Data This sends data directly to the interface of one or more selected

devices.

Authentication Settings

Authentication Settings provide a convenient way for

administrators to manage user authentication and network user properties. Only one Authentication Settings dialog can be opened per device. A maximum of three dialogs can be open (for three different devices) at the same time.

Setting User Authentication

With Authentication Settings, an administrator can configure some MFP devices to require a user login before it is accessed. If you select Use local authentication, the device uses the Device User

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List to authenticate the login user. If you select Use network authentication, the device uses the domain server to authenticate the login user. If authentication settings are unavailable, the selected device does not support authentication. Support varies by model.

1. Click to select a device in the device list.

2. In the menu bar at the top of the screen, click Device > Advanced > Authentication Settings.

3. If you want to set user authentication as a device setting, click Enable user login.

4. Select one of the options for authentication: Use local authentication or Use network authentication.

5. If you selected Enable user login, you can proceed through the rest of the dialog box, or you can click OK to save your settings and close the dialog box.

If you selected Use network authentication, the related text boxes below it become available. Only ASCII characters are allowed in the text boxes.

6. Type a domain name in the Domain name text box (maximum length is 254 characters).

7. Select a Server type from the list.

8. Type a server name or IP address in the Host name text box (maximum length is 62 characters).

9. You can proceed through the rest of the dialog box, or you can click OK to save your settings and close the dialog box.

Setting Network User Properties

An administrator can set network user properties as a device setting. Settings for user properties vary by model.

1. Click to select a supported MFP in the device list.

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2. In the menu bar at the top of the screen, click Device > Advanced > Authentication settings.

3. Click Network user properties.

4. If you want to get the network user properties, select the Obtain network user properties check box.

5. Type the server name in the Server name text box. The maximum is 64 characters.

6. Select the Port number from the list. Available port numbers range from 1 to 65535.

7. Select the Search timeout (seconds) from the list. Available numbers of seconds range from 5 to 255.

8. Select Encryption from the list. The LDAP encryption can be saved to SSL/TLS, STARTTLS, or it can be set to Off.

9. The device uses the Acquisition of user information settings for search and retrieval of login user information from the LDAP server.

Type a valid username in the Name 1 text box. The maximum length is 32 characters.

Type another valid username in the Name 2 text box. The maximum length is 32 characters.

Type a valid e-mail address in the E-mail address text box. The maximum length is 32 characters.

10. Click OK, and click OK again in the Authentication Settings dialog box to save your settings and close the dialog box.

Permitting Jobs with Unknown IDs

If you want a device to have no user restrictions and accept print jobs without a user login and password, you can select the Permit jobs with unknown IDs check box. The check box is cleared by default.

1. Select a device in the device list. In the menu bar at the top of the screen, click Device > Advanced > Authentication

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Settings. The Authentication Settings dialog box opens.

2. At the bottom of the dialog box select the Permit jobs with unknown IDs check box. Click OK to save all your settings.

If you want to restrict the device with a user login, clear the Permit jobs with unknown IDs check box. In the printer driver for the device, you must also click Device Settings > Administrator, and select User login. Type the user name and password for a specific user, or choose to have the device prompt for the user name.

Enabling Simple Login

You can enable simple login for a printing system.

1. In any Device view, select a printing system.

2. Click Device > Advanced > Authentication Settings. If authentication is required, enter a login and password.

3. Select the Simple login check box.

4. Click OK.

Setting ID Card Login

You can select ID card login settings for your device. ID card login varies by model and is available when an ID card authentication kit is activated. Support for this feature varies by model.

1. In any Device view, select a printing system.

2. Click Device > Advanced > Authentication Settings. If authentication is required, enter login and password information.

3. Under ID card login settings, select Allow keyboard login to enable login. Clear the check box to disable this feature.

4. Select Password login to require a password. Clear the check box to disable this feature

Network Groups

You can add, delete, edit, authorize, and search for groups. The maximum number of groups that can be added to the list is 20.

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Network Groups List

The device display name and IP address appearing in the title at the top of the Network Groups dialog box represent the selected printing system. Below the title, a toolbar with icons lets you to add, delete, edit, authorize, and search for groups. The list of groups can be refreshed to show the latest additions and deletions. The number of groups currently selected and the total number of groups is shown at the bottom left of the dialog box. The dialog box can be resized horizontally and vertically, minimized, maximized, or restored.

The Network Groups list occupies most of the dialog box. It contains up to 20 groups, plus the Other group which is needed by the application. The information for this group is displayed in bold font, and represents standard authorization. The columns in the list contain the ID and Name assigned to each of your groups when added or last edited. The list can be sorted by either column in ascending or descending order by clicking one of the column headers.

Adding or Editing a Network Group

You can add a new network group, or edit the information of an existing group. You can also edit the Job authorization settings of the group named Other that is used by the application.

1. In the menu bar at the top of the screen, click Device > Advanced > Network Groups. Alternatively, right-click on the device, and then in the context menus click Advanced > Network Groups.

2. To add a group, in the Network Groups toolbar, click Add Group.

3. To edit a group, in the Network Groups list, click to select one group. In the Network Groups toolbar, click Properties.

4. The Add Group dialog box and the Edit Group dialog box contain the same settings. For the group named Other, the

Group ID and Group name cannot be edited, but the Access level and Job authorization settings can be

edited.

5. In the Group information section, in the Group ID text box, type an identifying number (up to 10 numeric characters).

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6. In the Group name text box, type a name for the group (maximum number of alphanumeric characters is 32).

7. For Access level, select either User or Administrator. The default is User.

8. In the Job authorization settings, there is a list of printing system properties. You can select to either Permit or Prohibit each of the properties. If you want to permit all the properties, click Permit all at the top of the list. If you want to prohibit all the properties, click Prohibit all at the top of the list.

9. Click OK at the bottom of the dialog box to save all of your changes. The new group will be added to the group list for the selected device, or your edits will be saved to the existing group. If you want to discard the added or edited information, click Cancel.

You can delete a Network Group by selecting it in the list and clicking Delete Group. The group named Other is used by the application and cannot be deleted

Deleting Network Groups

You can delete one or more groups at a time from the Network Groups list. However, the group named Other is used by the application and cannot be deleted.

1. Click to select one device in the device list.

2. In the menu bar at the top of the screen, click Device > Advanced > Network Groups. Alternatively, right-click on the device, and then in the context menu click Advanced > Network Groups.

3. In the Network Groups list, select the desired group for deletion. Press Ctrl or Shift + click to select multiple network groups. Click the Delete Group icon. The Confirm delete dialog box appears.

4. In the dialog box, click Yes to delete. The selected groups are removed from the Network Groups list.

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Setting Group Authorization

Group Authorization means all users can operate within permissions set for the group. You can activate or deactivate Group Authorization for all groups listed in the Network Groups dialog

box.

1. In the menu bar at the top of the screen, click Device > Advanced > Network Groups. Alternatively, right-click on the device, and then in the context menus click Advanced > Network Groups.

2. In the toolbar, click the Authorize Groups icon.

3. Click On to activate group authorization. Click Off to deactivate group authorization. Click OK to save your choice.

Searching the Group List

You can search for groups in the Network Groups list.

1. Click to select one device in the device list.

2. In the menu bar at the top of the screen, click Device > Advanced > Network Groups. Alternatively, right-click on the device, and then in the context menu, click Advanced > Network Groups.

3. In the Network Groups toolbar, click the Searchable fields text box. In the list, select the column or columns you want to search.

4. In the Quick Search Text box, type the text for the search.

5. Records that match the Quick Search Text appear in the Network Groups list.

6. Click the Clear Search icon to clear the Quick Search Text.

TCP Send Data

TCP Send Data lets you send data (files, text, or device commands)

directly to the interface of one or more selected devices.

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Warning: This is an advanced feature. Incorrect use can cause the device to become inoperable.

Sending TCP Data

To send data to the device interface:

1. In the device list, select a device. To set the same notifications for more than one device, press Ctrl or Shift + click to select devices.

2. In the menu at the top of the screen, click Device > Advanced > TCP Send Data.

3. In the TCP Send Data dialog box, select the TCP port or IPPS path. You can select the default or a specific TCP port on the device. The port number must match that of one of the Logical Printers defined in the Command Center for the device. The range is 1-65535.

4. To send data from a file, click the Browse button and select the file. Use this option to send macros or printable files, such as PDF or PRN.

5. To send data as text, type the text in the box. Use this option to send PRESCRIBE commands. Click History to retrieve a previously sent text string. The History retains up to 10 previously sent text strings.

6. Click Send to send the data.

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4 Account

The Account menu is used to find accounts and manage account settings.

Administrator Login

Administrator Login dialog box:

Command Center password

Administrator Login and Administrator Password (with

optional Use local authentication)

Accounting administrator code

Communication Settings dialog box.

Adding Account Devices

You can add network devices to an existing account. Only managed devices can be added.

1. In Accounts View, select an account.

2. In the Account menu, select Add Devices to Account.

3. In the Add Devices to Account dialog box, select one or more available devices.

4. Click OK to add the device.

Creating a New Account

You can create an account for a device.

1. In Accounting Devices View, select one or more managed devices.

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2. In the Account menu, click New Account.

3. In the Add New Account dialog box, type an Account ID (up to 8 digits) and an Account name (up to 32 characters). If applicable, type furigana (up to 32 characters).

4. Click OK, then click Yes to confirm.

Account Properties

The Account Properties dialog box contains information about counters and usage restrictions for an account. To view the dialog box, click Account > View Accounts on this Device, and then select Account Properties. Alternatively, right-click in the Device Accounts view, click on View Accounts on this Device, then right click on an account and select Properties.

General

Account ID: ID number of the account

Account name (and furigana, if applicable): Name of the account

Counters by Function

Counters for number of pages printed, copied, or faxed.

Counters by Media

Counters for number of pages used of various media types.

Counters by Duplex/Combine

Counters for duplex, simplex, and combined printing (none, 2 in 1 and 4 in 1).

Counters for Scanned pages

Counters for number of pages scanned for the copy, FAX, or other functions.

Counters for FAX Transmission

Counters for number of pages transmitted, and the total transmission time.

Timestamp

The date and time when the counters were last updated.

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Usage Restriction by Print

Enables limiting the number of pages allowed for printing in full color or single color.

Usage Restriction by Copy

Enables limiting the number of pages allowed for copying in full color or single color.

Usage Restriction by Scan

Enables limiting the number of pages allowed for scanning.

Usage Restriction by FAX

Enables limiting the number of pages allowed for sending by FAX.

Reset Counters

Resets all of the above counters to zero.

Usage Restrictions

Restrictions can be placed on individual accounts on a given device to limit the number of pages that can be output. Restrictions can be specified for each function of the device, such as printing and copying, and limited to the number of full color or single color pages output, or to the total number of pages output.

Each Usage Restriction has three settings:

Off

The restriction is not applied.

Counter limit

A count is kept of the number of pages output or scanned by the associated function. When the limit is reached, the user cannot use the function until the counter is reset by the administrator.

Reject usage

The user cannot use this function.

Device Accounts

To view the Device Accounts, select Accounting Devices View, right click on a device, and select View Accounts on this Device.

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This dialog displays information about accounts associated with this device. Accounts can be created on the device, and existing accounts can be added or deleted. Reports can be made about this account with information regarding account IDs, counters, or general account information. A Search Text box is also available to search the list of printing devices.

Account Devices

To view the Account Devices dialog box, select the Accounts View, right click on an account, and select View Devices for this Account.

The dialog box displays a list of the various devices that are associated with this account. The information shown includes the model name of each device, its network information and counter information. Devices can be added to or removed from this account. Reports can be made about this account with information regarding account IDs, counters, or general account information. (See: File menu > Export > Accounts.). A Search box is also available to search the list of printing devices.

Viewing Accounts and Devices

You can view the accounts on each device and the devices associated with each account. Only managed devices can be displayed.

1. Select a device or account:

In Accounts View, select an account.

In Accounting Devices View, select a managed device.

2. In the Account menu, select View Devices for this

Account or View Accounts on this Device.

Counter Reports

Counter reports provide detailed information drawn from printing system counters. Counter reports can be scheduled to send this information by e-mail to one or more recipients. Counter reports are available when the Mail Settings have been set up in Edit > Options.

A counter report is created for a view. The report contains the same printer system and counter information that is shown in the view. Each view can have one counter report, and a total of 5 counter reports can be created.

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The counter report has a user-specified name, and can be sent to the e-mail addresses specified in a list. The report can be sent daily, weekly, or monthly. The time of day, day of the week, or day of the month to send the report can be specified. The e-mail can contain a user-specified message in the subject line. The attached file can be in CSV or XML format.

Automatic Counter Reset

This function resets the counters on a printing system to zero when a counter report is successfully sent. If the counter report is not successfully sent, the reset is not performed.

Creating a Counter Report

To create a counter report for a selected Account view, follow these steps:

1. In the My Views panel, highlight an Account view for which to create a counter report and select Account > Add Counter Report. Alternatively, right-click the view icon and select Add Counter Report. The Add Counter Report dialog box appears, already populated with the default settings.

2. Change the default settings as needed.

3. Click OK.

Viewing and Changing Counter Report Settings

You can view and change counter report settings as needed.

1. In the My Views pane, select an Account view.

2. In the main menu, click Account > Counter Reports.

3. In the Counter Reports dialog box, select a report and click Properties.

4. In the Counter Report Properties dialog box, change any settings as needed.

To change the content or layout of the report, change the content and layout of the view itself.

5. Click OK.

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Manage Device

When an accounting device is managed, you can use notification and reporting features, create and view accounts, and reset counters. An unmanaged device can only use a limited set of features.

Managing an Account Device

To manage an accounting device, follow these steps:

1. In Accounting Devices View, select an unmanaged device.

2. In the Account menu, click Manage Device.

To unmanage a device, select a managed device, click Accounts >

Don’t Manage Device, then click Yes to confirm.

Hiding or Showing Unmanaged Devices

In Accounting Devices View, you can view all account devices or view only the managed devices.

In the toolbar, click Hide Unmanaged Devices to remove unmanaged devices from view.

In the toolbar, click Show Unmanaged Devices to view unmanaged devices.

Reset Counters

The job accounting counters of one or more devices can be reset to zero. To use this feature, the device must be set as managed in

Accounting Devices View.

Resetting Job Accounting Counters

You can reset job accounting counters.

1. In Accounts View or Accounting Devices View, select one or more accounts or managed devices respectively.

2. In the Account menu, click Reset Counters, then click Yes to confirm.

Alternatively, in Accounts View, access the Account Devices dialog, right-click on a device and select Reset Counters from the context menu.

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Accounting Notification Settings

The Notification Settings feature is used to inform users of changes in the counter status of the printing device. The types of notifications include opening a pop-up window or Windows event log, or sending an e-mail to a designated e-mail list. To send e-mail notifications, TCP port 25 must be available and not blocked by a firewall or virus scanner. The e-mail sending feature must be configured. If it is not configured, then e-mail notifications appear as unavailable.

Setting an Accounting Notification

You can select devices from the account list for displaying alerts about printing device activity. The Notification Settings dialog box provides the alert option for the selected devices.

1. In Accounting Devices View, select a managed device.

To set the same notifications for more than one managed device, press Ctrl or Shift + click to select managed devices.

2. In the menu at the top of the screen, click Device >

Notification Settings. The Notifications Settings dialog box opens. You can also open the dialog box by right-clicking on the selected managed devices in the device list, then selecting Notifications Settings from the list.

3. Under Actions, select how the notification will be

communicated.

4. If you select Send e-mail, enter one or more e-mail

addresses to a maximum of three, in the adjacent box.

5. Under Notifications, select the events that will trigger a

notification.

6. To save your selections and close the dialog box, click

OK.

Device Accounting Settings

The Device Accounting Settings dialog box provides options for controlling or monitoring a device. To connect to the selected device, either the Login user name and Password must be set correctly, or the Accounting administrator code must be set correctly, depending on the type of authorization method used by the device.

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Information is read from the device and displayed at the top of the dialog box under General. This list of information is open by default when the dialog box is opened. It is not available for editing. The other lists of settings are closed by default. Click on the list name row to open and close the list of options.

Model

IP address/Host name

Number of accounts

Base unit of counter limit

Available maximum counter limit

Options can then be specified for Job Accounting, Media Type, Error Handling, Permit processing job without account ID, and Copy counter setting. If a property is not supported by the selected

device, it is shown as unavailable.

Accessing Device Accounting Settings

You can open a dialog box that provides options for controlling and monitoring devices.

1. In Accounting Devices View, right-click on a managed device, and in the context menu, click Device Accounting Settings. The Device Accounting Settings dialog box opens. It can also be opened by clicking the Device Accounting Settings icon in the Device Accounts dialog box.

2. For the selected device you can select options for:

Job Accounting

Media Type

Error Handling

Permit processing job without account ID

Copy counter setting

Enabling or Disabling Job Accounting

You can enable or disable Job Accounting settings to keep count of certain functions on a selected device.

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1. In the Device Accounting Settings dialog box, click Job Accounting. The list of options is expanded.

2. Select to enable Job Accounting, and enable or disable counts for the following printing system functions:

Job accounting for copying

Job accounting for printing

Job accounting for scanning

Job accounting for FAX

3. If you are finished selecting Job Accounting options, you can select other options in the dialog box, or you can save all your selections by clicking OK. If you do not want to save any of your selections, click Cancel. The dialog box closes and the application returns to the Accounting Devices View or Device Accounts dialog box.

Selecting Media Type Counters

You can select counters to track the number of pages by size and type of media for a device.

1. In the Device Accounting Settings dialog box, click Media Type. The list of options is expanded.

2. For each desired counter, select a page Size and Type from the lists.

3. If you are finished selecting Media Type options, you can select other options in the dialog box, or you can save all your selections by clicking OK. If you do not want to save any of your selections, click Cancel. The dialog box closes and the application returns to the Accounting Devices View or Device Accounts dialog box.

Handling Errors

You can select how to handle the job when an error has occurred.

1. In the Device Accounting Settings dialog box, click Error Handling. The list of options is expanded.

2. You can print reports for one or both of the following errors:

Print report on illegal account error

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Print report on exceeded counter limit

3. You can cancel the job, or issue a warning, for the following errors:

Cancel job on illegal account error

Cancel job on exceeded counter limit

From each of the lists, select Cancel, Cancel Immediately, or Warning only.

4. If you are finished selecting Error Handling options, you can select other options in the dialog box, or you can save all your selections by clicking OK. If you do not want to save any of your selections, click Cancel. The dialog box closes and the application returns to the Accounting Devices View or Device Accounts dialog box.

Setting Permit Processing and Copy Counter

You can permit or prohibit processing jobs without an Account ID.

1. In the Device Accounting Settings dialog box, click Additional. The list of options is expanded.

2. If you want to require that an account ID be submitted before job processing, select Reject from the Permit processing job without account ID list. If you want to allow job processing without an account ID, select Permit.

3. If you want the count of copy pages separate from the count of print pages, select Individual from the Copy counter setting list. If you want the count of copy and print pages added together, select Total.

4. If you are finished selecting Additional options, you can select other options in the dialog box, or you can save all your selections by clicking OK. If you do not want to save any of your selections, click Cancel. The dialog box closes and the application returns to the Accounting Devices View or Device Accounts dialog box.

Accounting Multi-Set

Accounting Multi-Set lets you send configuration parameters for device accounting to multiple devices simultaneously.

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Setting Multiple Accounting Devices

To start the accounting Multi-Set, follow these steps:

1. In the device list, select the devices that will receive settings by pressing the Ctrl key, and clicking on the devices. You can also select groups of devices by pressing the Shift key and clicking the first and last of adjacent devices in the list.

2. In the menu bar at the top of the window, click Device > Advanced > Set Multiple Accounting Devices. Alternatively, you can right-click on a selected device, and select Set Multiple Accounting Devices from the context menu.

The Multi-Set wizard opens.

3. In the Device Group page, the application has filtered the selected devices by those Multi-Set supports. The devices are organized by product group.

4. Select one group to apply settings to, and click Next.

Selecting Accounting Settings in Multi-Set

The following options may vary on the Settings page, depending upon the destination device:

Device Accounting Settings

These are settings for job accounting, media type, error handling, permitting job processing without an account ID, and copy counter.

Account List

This is a list of device accounts with information about print, copy, scan and FAX counts.

On the Settings page, select the category of settings to copy to the destination devices. Only one category of settings can be selected for each Multi-Set process. Click Next.

Selecting Accounting Source Settings

You can select different ways to create settings for your destination device.

Warning: When Account List is selected in Settings, if the check box labeled Overwrite settings on target device at the bottom of the Method page is selected, the source device settings will be

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copied over the destination device settings. Clear this check box to preserve the destination device settings

Creating Settings From a Device

You can copy settings from the source device.

1. On the Method page, click Create from device. Click Next.

2. Click on one source device from the list. Click Next.

3. The Confirmation page shows a list of the settings you have made. You can click Edit settings to open a dialog box to make changes to the settings. If you want to save your settings to a file, click Save to file. The settings are saved to a file with the extension .XML. Click Finish.

If the process completes successfully, the properties or settings are copied from the source device to the destination device. Click Close.

If the process does not complete successfully, you can click Details to see a list of the errors. If you want to save the error list, click Export to open a dialog box for saving to a log file. Browse or type a file name with an extension of .CSV. Click Save, and then click

Close.

Creating Settings From a File

You can create a settings template from an existing file.

1. On the Method page, click Create from file. Click Next.

2. Type a File path, or click Browse to locate and select a file you want to use. You have the option to open the following format: Multi-Set template from the current software version (.XML)

3. Click Open, and then click Next.

4. The Confirmation page shows a list of the settings you have made. You can click Edit settings to open a dialog box to make changes to the settings. If you want to save your settings to a file, click Save to file. The file is saved in .XML format.

5. Click Finish.

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If the process completes successfully, the properties or settings are copied from the file to the destination device. Click Close.

Close.

Creating New Settings

You can create a new settings template.

1. On the Method page, click Create new. Click Next. A dialog box opens containing settings for the option you selected on the Settings page. Make your changes to the settings.

Export

2. When you are done making settings, click OK or Close to save your changes.

4. Click Finish.

If the process completes successfully, the new properties or settings are copied to the destination device. Click Close.

When viewing device accounts or account devices, the displayed information can be exported and saved to a .CSV or .XML file in your computer or network. The following export options are available:

Account IDs: Displays the Account ID list. This file can be imported into a printer driver.

Counters: Displays job accounting counters by Account ID.

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Information: Displays all accounting counters.

Exporting Accounting Information

You can export a device’s accounting information to a .CSV or .XML

file.

1. Under My Views or Default Views, select an account or a device that supports accounting:

Accounts View: select the desired account

Account Devices View: select a managed device

2. Depending on the selection in step 1, in the Account menu, select View Devices for this Account or View Accounts on this Device.

3. Select one or more devices or accounts.

4. In the toolbar, click Export > Accounts > Information.

5. Select .CSV or .XML as the file type.

6. Name and save the file.

Exporting Counter Information

You can export a device’s counter information to a .CSV or .XML file.

1. Under My Views or Default Views, select an account or a device that supports accounting:

Accounts View: select the desired account

Accounting Devices View: select a managed device

2. Depending on the selection in step 1, in the Account menu, select View Devices for this Account or View Accounts on this Device.

3. Select one or more devices or accounts.

4. In the toolbar, click Export > Accounts > Counters.

5. Select .CSV or .XML as the file type.

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6. Name and save the file.

Exporting Account ID List

You can export a device’s account ID list to a .CSV file.

1. In My Views or Default Views, select an account or select a device that supports accounting:

Accounts View: select the desired account

Accounting Devices View: select a managed device

2. Depending on the selection in step 1, in the Account menu, select View Devices for this Account or View Accounts on this Device.

3. Select one or more devices or accounts.

4. In the toolbar, click Export > Accounts > Account IDs.

5. Name and save the file.

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5 Communication Settings

Communication Settings control the network communications with

each device. Available settings vary depending on the model and can include Network interface settings, Secure protocol settings,

If authentication is enabled, the Login user name and Password must be set correctly in order to access several functions of the device, such as Address Book, Users, or Document Box.

Setting Device Communications

You can change the various communications-related settings in the

Communication Settings dialog box for the selected device.

TCP/IP Port

Some operations send a command or command file via a logical printer port. The default logical printer port numbers begin with 9100. The valid range for port numbers is 1024 to 65534. The number must match the port number of one of the Logical Printers defined for a device. To determine the port number, see the Logical Printers web page in the Command Center or the device home page.

1. In any Device view or in Accounting Devices View, select a device.

2. In the menu bar at the top of the screen, click Device > Communication Settings. Alternatively, right-click on your chosen device, and then in the context menu click Communication Settings.

3. In the field next to the communication setting to be changed, enter the new value. You may be able to use a selector or drop-down menu if available.

4. Click OK to save the updated value. There is no confirmation message; the changes are saved immediately.

Setting the Port Number in Command Center

1. To access the Command Center, select a device.

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2. Click Device > Device Home Page in the menu bar.

3. Login to the device from the Command Center, and click the Advanced tab at the top of the page.

4. To the left of the page, under Protocols, select TCP/IP and then select Logical Printers. The TCP/IP port is displayed for each logical printer. One of these logical printer ports must match the port number entered in Communication Settings.

A restart may be required for logical printer changes to take effect. Use the Reset page in the Command Center Basic tab.

Note: In older models, set the port number from the device home page. Select Networking > Logical Printers. To restart, select

General > Reset.

Communication Timeout

Enter the number of seconds the server should wait for the printing device to respond to an SNMP or SOAP request. The available range is from 5 to 120 seconds.

SNMP Communication Retries

Enter the number of times, after an initial failure, the application should attempt to establish SNMP communication with the printing device. The available range is from 0 to 5 retries. A higher number will increase network traffic, while a lower number can improve performance.

Secure Protocol Settings

Secure Sockets Layer (SSL) is a cryptographic protocol that provides security for network communications. SSL support varies by network interface model.

Select SSL to use HTTPS for device communication.

Clear SSL to use HTTP for device communication.

The Login section lets you set user login information. The feature can be set if at least one selected device supports the User Login feature.

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For an account device, select whether to use Apply same user information as Device Management (available when user information is stored in Communication Settings) or Use another user’s information. If Use another user’s information is selected, enter the Login user name and Password for the device.

For some models, select whether to use local or device authentication.

Account Polling Settings

Printing devices are interrogated at specific intervals to check for account counter information. When a device is selected from an

Accounting Devices View, the following polling mode is provided.

Account counter polling

Information is gathered about the counters for each account, including total number of prints, copies, FAX, scans, page sizes, duplex pages, and pages per sheet. Select an interval, a day or date, and time of day.

Device Polling Settings

Printing devices are interrogated at specific intervals to check for error conditions, operational status, and low toner levels. When a device is selected from a Device view, the following polling modes are provided.

Status polling

Information is gathered about the current operational state of the device, such as error conditions, panel messages, and operating mode. The available range is between 5 and 300 seconds.

Counter polling

Information is gathered about the values held by various counters in the device, such as number of color pages printed, number of black and white pages, number of faxes received, and so on. The available range is between 1 and 10000 minutes.

Toner level polling

Information is gathered about the current level of toner in the device. The available range is between 1 and 10000 minutes.

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6 Multi-Set

Multi-Set lets you send configuration parameters to multiple devices

simultaneously.

Setting Multiple Devices

To start the Multi-Set wizard, follow these steps:

1. In the device list, select the devices that will receive settings by pressing the Ctrl key, and clicking on the devices. You can also select groups of devices by pressing the shift key and clicking the first and last of adjacent devices in the list.

2. On the menu bar at the top of the screen, click Device > Advanced > Set Multiple Devices. Alternatively you can open the wizard by right-clicking on one of the selected devices in the device list. In the context menu, click Advanced > Set Multiple Devices.

3. In the Device Group page, the application has filtered the selected devices by those Multi-Set supports. The devices are organized by product group.

Select one group to apply settings to, and click Next.

Selecting Settings in Multi-Set

You can select available settings on the Settings page of the MultiSet wizard.

Note: If local authentication is on, an administrator must type a Login user name and password in Device > Communication Settings > Login. All settings and passwords for the source and

destination devices must be correct in Communication Settings for a successful Multi-Set completion.

The following options may vary on the Settings page, depending upon the destination device:

Device System Settings

Basic device settings including operation panel language, timers, and security options including panel and interface locks. Some functions may require the printing system to be restarted.

Device Network Settings

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Basic settings for TCP/IP, security and network configurations. Some functions may require the printing system or the network to be restarted.

Device Default Settings

Settings that define default behavior for print, copy, scan and FAX jobs including paper size, print and scan quality, and default media types.

Authentication Settings

Settings that define local or network authorization for accessing a device. These settings vary by device.

Device User List

Login user name, user name (and furigana, if applicable), password, e-mail address, account name, account ID on the device, and administrator access permission.

Device Address Book

Number, name, furigana (if applicable), e-mail, FTP address, SMB address, FAX, Internet FAX addresses, and address groups.

Device Document Box

Users' Custom and FAX boxes.

Device Network Groups

Creation of groups used for group authorization, and enabling/disabling of groups. The availability of these settings depends upon the device.

Device Virtual Mailbox

Virtual mailboxes, including ID, name, and maximum VMB size are included.

To select source device settings to copy, follow these steps: On the Settings page, select the category of settings to copy to

the destination devices. Only one group of settings can be selected for each Multi-Set process.

Click Next.

Creating Settings From a Device

You can copy settings from the source device.

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1. On the Method page, click Create from device. Click Next.

2. Click on one source device from the list. Click Next.

4. Click Finish.

If the process completes successfully, the properties or settings are copied from the source device to the destination device. Click Close.

Close.

Creating Settings From a File

You can create a settings template from an existing file.

1. On the Method page, click Create from file. Click Next.

2. Type a file path, or click Browse to locate and select a file you want to use. You have the option to open the following formats:

Multi-Set template from the current software version (.XML) Address Editor data file (.AED) Address Editor for FAX data file (.FED) Address Book export file from the previous software version

(.ADF or .CSV) User list export file (.CSV)

3. Click Open, and then click Next. The Confirmation page shows a list of the settings you have

made. You can click Edit settings to open a dialog box to make changes to the settings. If you want to save your settings to a file, click Save to file. The file is saved in .XML format.

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4. Click Finish.

If the device must be restarted to save the settings, a message appears. Click OK to close.

If the process completes successfully, the properties or settings are copied from the file to the destination device. Click Close.

Close.

Creating New Settings

You can create a new settings template.

1. On the Method page, click Create new. Click Next.

2. When you are done making settings, click OK or Close to save your changes.

4. Click Finish. If the process completes successfully, the new properties or

settings are copied to the destination device. Click Close. If the process does not complete successfully, you can click

Details to see a list of the errors. If you want to save the error list, click Export to open a dialog box for saving to a log file. Browse or type a file name with an extension of .CSV. Click Save, and then click Close.

Overwriting Settings

You can overwrite settings on the destination device. On the Method page, select the Overwrite settings on target device check box, which appears when you have selected any of these options on the

Settings page:

Device User List

Device Address Book

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Device Document Box

Device Network Groups

Device Virtual Mailbox

If this check box is selected, the setting template will be copied over the destination device settings. Clear this check box to ensure that only settings that do not overlap with existing settings are written.

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7 Firmware Upgrade

The Firmware Upgrade Wizard provides a quick and easy means of installing the most current firmware on devices. The upgrade will be performed only on models that match the selected master firmware file. The master firmware file must be obtained from the administrator in advance.

Firmware Upgrade is not available for all models. For a list of supported models, see the Readme file.

Before performing a firmware upgrade, TCP ports 800-810 must be available and not blocked by a firewall.

Firmware Upgrade Risks

There are potential risks associated with using the Firmware Upgrade wizard. Before you select any options for the upgrade, the beginning page in the upgrade wizard requires that you acknowledge, understand, and accept the potential risk. When preparing a firmware upgrade, review the process with your dealer or service organization and establish contingency plans.

Warning: If a device is turned off or loses power at a critical point during the upgrade, the device could become inoperable and require servicing to replace damaged components.

Risks and recovery options can differ depending on the type of upgrade. The Firmware Upgrade Risks and Recovery Options section describes some of the issues involved.

Firmware Upgrade Risks and Recovery Options

The following sections describe different states of the system when errors can occur and their recovery options for the device and the warning or an action to be taken.

Danger period during an upgrade

Any Device

Do not turn off the device when the Status in Firmware View displays the device as Upgrading. Check for the new firmware version in the Firmware View to ensure the device has completed the upgrade.

System/FAX

Do not turn off the device when the device operation panel displays Erasing, Writing, or Downloading. For the System,

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processing time is about 3 to 5 minutes; for FAX, processing time is 1 to 2 minutes.

IB-2x

No indication of the upgrade is displayed on the device operation panel. Check for the new firmware version in Firmware View to ensure whether the upgrade has completed for each device. Processing time is about 30 seconds.

Upgrade completion indicators

Any device

Use any of the following methods:

Check the log file.

Look for the appropriate firmware in Firmware View. If the new firmware version appears, the upgrade is complete.

To open the device home page, right-click on the device in the list. Select Device Home Page from the context menu. If the new firmware version appears on the home page, the upgrade is complete.

System/FAX

The device operation panel displays the new version number, or the word Completed.

Upgrade error indicators

Any device

The result of the device upgrade is recorded in the log file as Failed.

System

The device does not pass the power-on self-test.

FAX

Faxing does not operate.

IB-2x

No link light appears, and Option (or on some models Network) does not appear on the Interface menu on the operation panel.

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Upgrade error recovery

System

The DIMM in the device must be replaced. The old DIMM, however, is not physically damaged, and can be erased and reloaded using a DIMM writer.

FAX

The FAX board must be replaced.

IB-2x

There is a special recovery mode for the IB-2x called Boot Loader mode. The IB-2x is set to Boot Loader mode with a jumper setting: SW1 on IB-20/21 and IB-21E, or J2-1 on IB-22. Once in Boot Loader mode, a special Windows utility named

IBVERUP can be used to load a new firmware file.

Performing Firmware Upgrade

The Firmware Upgrade Wizard initiates the firmware upgrade. The upgrade wizard guides you with step-by-step instructions.

There are several ways you can start the upgrade wizard: Right-click on a device. On the menu that appears, click Advanced >

Upgrade Firmware. To continue the wizard process, in each page, click Next. To go back

to the previous page, click Back. To cancel the wizard and return to the device, click Cancel.

Acknowledgement of Risks

The first page of the wizard contains cautionary statements and requires an acknowledgement of the risks. To continue to the selection pages, select the acknowledgement check box, then click Next. If you do not select the acknowledgement check box, the Next button remains unavailable, and the wizard will not continue. To exit the wizard at this point and return to the Device view, click Cancel.

Selecting a Firmware Upgrade File

The Firmware Upgrade Wizard lets you access a firmware file that matches the model being upgraded. In the case of a group, there must be at least one matching model in the group. When multiple devices are selected for a firmware upgrade, any devices in that set that do not match the selected firmware files will not be upgraded.

Type the path for the firmware file, or browse to find the file on your local system. Click Next.

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Note: Firmware files are not provided with this application. Consult your dealer.

Confirming Selected Firmware

When upgrading multiple devices, the process bypasses any devices that do not match the model(s) for the selected firmware. If there are no matching devices that require a version upgrade, the wizard displays an error message.

If the selected firmware file version is lower than the currently installed version in a single device, then the installed firmware will be downgraded. If the selected firmware file version is the same as the currently installed version, then the firmware will be installed again.

After confirming the selected firmware, click Upgrade.

Verifying Upgrade Settings

When upgrading multiple devices, the process bypasses any devices that do not match the models for the selected firmware. If the firmware cannot be validated for any of the devices you have selected, you will receive a message informing you.

The Firmware Information page displays a summary of the settings you have chosen for the firmware upgrade before the upgrade begins. The summary can include:

Firmware Information

Displays the firmware type for the upgrade and the version of the new firmware.

Model List

Displays the device model being upgraded.

Review the summary of settings for accuracy and completeness.

Click Back and return to the page of your choice if there is anything in the settings you want to change.

Click Cancel if you want to start the wizard over from the beginning and reenter settings.

Click Upgrade if the summary of settings is correct.

Authorizing Firmware Upgrade

The firmware upgrade cannot be performed without proper login authorization for each device. Login authorization must be provided before the firmware upgrade process is started.

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Authorization depends on the type of user name and password available on the printing system.

For some print systems, the correct Login user name and Password must be set in Communication Settings.

For other print systems, the correct Command Center administrator password must be set in Communication Settings.

For multi-function devices, the user must be registered in the Device User List, with administrator privileges. Alternatively, the master Login user name and Password must be provided.

Beginning Firmware Upgrade

If there is anything in the settings you want to change, click Back and return to the page of your choice. If you want to start the wizard over from the beginning and reenter settings, click Cancel. If you are sure you want to start the upgrade process, click Upgrade.

Once you click the Upgrade button the upgrade process begins on the target device.

Note: The Start of Job String must be blank for the logical printer used for the firmware upgrade.

Warning: If a device is turned off or loses power at a critical point during the upgrade, the device could become inoperable and require a service visit to replace damaged components.

Canceling Firmware Upgrade

You have the option to abort the upgrade process between actual device upgrades. If there are no devices remaining to be upgraded after the one currently processing, a warning message directs you to try again later.

Note: Aborting an active upgrade session does not stop upgrades that are currently processing, for example, downloading firmware to a device. Therefore, aborting an upgrade may take several minutes until downloading to the current device or devices is completed.

Saving the Firmware Upgrade Export File

All firmware upgrade information is displayed. The export file contains the results for each device. If the upgrade for that device failed, the reason for the failure is noted. The firmware versions

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before and after the upgrade are also recorded. In the case of failures, the Firmware Version box will be blank.

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8 Workspaces

A workspace is a collection of files including device information and view settings. The workspace data appears in the device list or map, and the left pane of the screen.

A workspace is identified with a user name and password. When a user opens the application, the last workspace from that user's history is automatically opened. When the user closes the application, the workspace is automatically saved. Normally a user needs only one workspace, but if there is more than one location, with a list of different devices, additional workspaces can be defined.

You can import a file into a workspace, or export a workspace to a file. A workspace can also be exported to another filename for backup purposes. A list (current view) can be exported to a file, and current workspace devices can be exported to a file.

Adding a New Workspace

You can create a new workspace on your computer or network.

1. In the menu bar at the top left of the screen, click File > New Workspace.

2. Browse to the desired location for the new workspace folder.

3. Select an existing folder or click Make New Folder.

4. Type a name for the new folder, and click OK. The current workspace is saved and closed before opening the new workspace.

Opening an Existing Workspace

You can open a workspace that has been created on your computer or network. A workspace created for an older version of the application (5.x) is converted for the newer version and cannot be changed back.

1. In the menu bar at the top left of the screen, click File > Open Workspace.

2. Browse to the location of an existing workspace and click that workspace folder.

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3. Click OK. The current workspace is saved and closed before opening the selected workspace.

Import and Export Workspaces

A workspace is a collection of files including device and UI information. You can bring in a workspace from a different version of the application or from another user.

The file extension of a workspace imported from version 4.x is .KV3.

The file extension of a workspace imported from version 5 or later is .KVX.

The file extension of a workspace imported from KM-NET for Accounting is .XML.

To make it possible to reuse the device data and UI information created in the older version, you can import and convert the older workspace to the new workspace.

You can also share a workspace with another user. To protect the integrity of the data, a user—even an administrator—cannot access another user's workspace. To copy a workspace to another user, you must export the workspace, then the other user must import it. A workspace is identified with a user name and password, but personal information is not exported with the file.

Importing a File to a New Workspace

You can bring in a workspace exported from another user or from the

4.x version of the application. You can also import from a KM-NET for Accounting database.

1. In the menu bar at the top left of the screen, click File >

Import to New Workspace. The Import To New Workspace dialog box opens.

2. Under File, type a file path or click Browse to select a workspace file. The file must have an extension of .KVX, .XML, or .KV3.

3. Under Workspace folder, type a file path or click Browse to select a folder to save the workspace file in.

4. Click OK. The application automatically saves the previous workspace, and opens the imported one.

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Exporting a Workspace to a File

You can copy a workspace from a user or from the application version 5.x to a file that can be imported to another user or a newer version.

1. In the menu bar at the top left of the screen, click File > Export > Workspace.

2. Specify a destination for the export.

3. Click Save. Click OK.

Exporting a View to a File

You can select a view and save all view information to a file.

1. In the menu bar at the top left of the screen, click File > Export > View. The Export View to CSV / XML dialog box opens.

2. Select XML Files or CSV Files as the file type.

3. Specify a destination for the export.

4. Click Save.

Exporting a List, Devices, or Account Information to a File

You can specify a file and export current device information (all available data) to it.

Selectable items are different depending on whether the currently displayed view is under Device or Account.

1. In the menu bar at the top of the screen, click File > Export.

2. Click one of the following information export types:

If a Device view is displayed:

List

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This option exports current view device information to a .CSV or .XML file. The .CSV export uses UTF-8 encoding.

Devices

This option exports current information for all workspace devices to a .CSV or .XML file. The .CSV export uses UTF-8 encoding.

If an Account view is displayed:

List

This option exports the current view device data to a .CSV or .XML file. The .CSV export uses UTF-8 encoding.

Accounts

Account IDs

Exports the Device Account ID List to a .CSV or .XML file.

Counters

Exports device counter information to a .CSV or .XML file.

Information

Exports device accounting information to a .CSV or .XML file.

3. The Export dialog box opens. Type or select a file path. The file must have an extension of .CSV or .XML.

4. Click Save.

Viewing Recent Workspaces

You can view and use recently opened workspaces. The last five workspaces are displayed in the list.

1. In the menu bar at the top left of the screen, click File > Open Recent.

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2. Select the desired workspace from the list. If another workspace was already open, the application automatically saves and closes it before opening the selected workspace.

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9 Options

You can choose settings for certain system authentication and communications options. You can set or change a local password for users who do not have administrator rights on a computer. You can configure the application to send e-mail notifications to users about certain device conditions. The application also lets you set default device or account polling settings for new devices. You can also choose settings for the trap server, the SNMP trap packet receiver which runs in the application.

Editing Device Polling Options

The application lets you set default device polling settings for new devices. These settings determine the initial values of the Communication Settings when a device is added. The settings do not affect devices that already have been added.

1. In the menu bar at the top left of the screen, click Edit > Options.

2. In the Options dialog box, click Default Device Polling Settings.

3. Select Status polling, if you want to track the condition of devices, such as whether a device is offline, or has a cover open. Type the number of seconds or click the up and down arrows to select a polling Interval (seconds). The available range is between 5 and 300 seconds. The default value is 60 seconds.

4. Select Counter polling, if you want to count pages, such as total printed pages, or printed color pages. Type the number of minutes or click the up and down arrows to select a polling Interval (minutes). The available range is between 1 and 10000 minutes. The default value is 60 minutes.

5. Select Toner level polling, if you want to track the amount of toner available in the devices. The toner level column in the device lists shows the relative amount of toner in a rectangular icon. If the toner is empty, an exclamation mark shows in the icon. Toner level polling shows the amount of black toner for black and white devices. For color devices the polling shows the amounts of black, cyan, magenta, and yellow toners.

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Type the number of minutes or click the up and down arrows to select a polling Interval (minutes). The available range is between 1 and 10000 minutes. The default value is 1440 minutes.

6. To save your settings and close the Options dialog box, click

OK.

Editing Account Polling Options

You can specify settings for default account counter polling for new devices.

1. In the menu bar at the top of the window, click Edit > Options.

2. In the Options dialog box, click Default Account Polling Settings.

3. Select the Default account counter polling for new devices check box.

4. For the Account counter polling interval, select Daily, Weekly or Monthly from the list.

5. In the Time text box, type a valid time that you want polling to occur, or use the up-and-down arrows to select a time.

6. If you selected Weekly for the Account counter polling interval, select the day of the week you want polling to occur from the Day list.

7. If you selected Monthly for the Account counter polling interval, select the numeric day of the month you want polling to occur from the Date list.

8. Select a Warning level. The polling action issues a warning when either 60% or more of available accounts are counted, or 80% or more of available accounts are counted. The default is 60%.

9. Click OK to save your account polling settings. If you do not want to save the settings you just made, click Cancel.

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Editing SNMP Trap Options

The SNMP protocol is used for providing and transferring management information within the network environment. Should an error occur, such as Add paper, the device automatically generates a trap. The trap sends an error message to one or two predetermined trap recipients. The trap server is the SNMP trap packet receiver which runs in the application. To receive trap packets, the user has to start the trap server and then configure the SNMP trap on the device as described in the device documentation. TCP port 162 must be available and not blocked by a firewall.

1. In the menu bar at the top left of the screen, click Edit > Options. The Options dialog box opens.

2. In the Options list, click Trap.

3. Server Status shows whether the trap server is running or not. If the trap server is not running, you can click Start. The server status will change to indicate it is running.

A message will appear if the start of the trap server is not successful. See the log file under the log folder for an error message as to why the trap server failed to start. Correct the error, and try again to start the trap server.

If the trap server is running, you can click Stop to halt it. The server status will change to indicate it is not running.

4. If you want to allow the receipt of SNMP trap packets that have the same community name as the trap community (which is stored in the application), type the trap community name in the Trap Community text box. The default is public.

5. If you want to start the trap server whenever the application is started, select Automatically run trap server when the program starts. The default is for the option to be cleared: to not allow the trap server to start automatically.

6. To save your settings and close the Options dialog box, click

OK.

Editing E-mail Options

You can configure the application to send e-mail notifications to users about certain device or counter conditions, such as cover open, paper jam, or counter exceeding the limit. You can set the mail

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server, authentication, and sender for the notifications.

1. In the menu bar at the top left of the screen, click Edit > Options. The Options dialog box opens.

2. In the Options list, click Mail Settings.

3. In the Host text box, type the SMTP (e-mail) server name, and in Port, type the port number.

4. To use authentication, select Require Authentication. In the User Name text box, type the user name needed to log in to the SMTP server, and in Password, type the user password needed to log in to the SMTP server.

5. In the Sender Name text box, type the name to show who the e-mail is from, and in Sender Address, type the e-mail address to show what address the e-mail is from.

6. To test the connection to the SMTP server, click Test Connection. A message appears to indicate whether the application was able to successfully connect to the SMTP server. If necessary, correct the host name and port number and test the connection again.

Note: Test Connection does not check the validity of the user name and password.

7. To save your settings and close the Options dialog box, click

OK.

Editing Authentication Options

If a user does not have administrator rights on the computer with the application installed, the network administrator can set up a user login password. If no password has been set up for a user without administrator rights, the application does not start, and an access error message appears.

1. In the menu bar at the top left of the screen, click Edit > Options. In the Options dialog box, click Authentication.

2. Select Enable local password.

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3. In the New password text box, type a password for a local user. A password is a maximum of 32 characters. A blank password is allowed.

4. In Confirm password, type the password again.

5. Click OK to save the password.

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Rev. 5.2 2011.3

Kyocera KMNET VIEWER User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

1 Quick Start

2 View Management

3 Device

4 Account

5 Communication Settings

6 Multi-Set

7 Firmware Upgrade

8 Workspaces

9 Options