Oki C330dn PrintSuperVision 4.0 User Guide

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PrintSuperVision 4.0

Enterprise and Professional Editions

Installation, Configuration

and Users Guide

V. 1.0 1 January 2014

Contents

Introduction ........................................................................................................ 6

What’s New in Version 4.0 ................................................................................... 7

Installing the Software ........................................................................................ 8

Setup and Configuration: Using the Setup Tool ................................................. 10

Selecting a Location/Language ............................................................................. 10

Selecting a PSV Edition: Features Tab .................................................................. 11

Entering a Software License Key: Enterprise Edition Only ....................................... 12

Selecting a Database: Database Tab .................................................................... 12

Assigning server memory limits to SQL server: Database Tab: ................................ 15

Database Housekeeping Features: Database Tab: ................................................... 16

Selecting a Web Server: Web Config Tab .............................................................. 17

Configuring an Internal Web Site: Web Config Tab ................................................. 18

Configuring a Public Web Site: Web Config Tab ..................................................... 19

Assigning Admin Username and Password: Administrator Tab ................................. 20

Configuring your E-mail server: Alerts Tab ............................................................ 21

Data Synchronization: Data Synch Tab .................................................................. 22

Software Registration: Registration Tab ................................................................ 24

Identifying PSV Version Numbers: Program Tab .................................................... 25

Getting Started .................................................................................................. 26

Context Sensitive Help ........................................................................................ 26

User Access ....................................................................................................... 26

Adding a User / Assigning Individual User rights: .................................................... 27

Importing a List of Users ..................................................................................... 27

Creating User Groups: ......................................................................................... 28

Changing Your Password: .................................................................................... 28

Creating / Editing Groups of Devices: .................................................................... 28

Adding/Removing a Device to/from a Group: ......................................................... 30

Adding Maps and Floor Plans to a Group ................................................................ 32

Discovering Devices ........................................................................................... 35

Configuring Timeouts .......................................................................................... 43

SNMP Discovery Delay ........................................................................................ 43

Status Icon Timeout............................................................................................ 43

Retry Interval / Retry Maximum Wait .................................................................... 43

Use DNS Addresses ............................................................................................ 43

Importing IP Addresses from a text file: Making Discovery Easier ............................ 44

Discovering Network Devices: Easy Configuration .................................................. 46

My Printers ........................................................................................................ 46

Near Me ............................................................................................................ 47

Computers with Agents ....................................................................................... 48

Status of Print Devices ........................................................................................ 49

Configuring Email Alerts .................................................................................... 52

Usage-based Alerts ............................................................................................. 53

Status-based Alerts: ........................................................................................... 54

Configuring an Email Server for Alerts: ................................................................. 56

Testing The Email Alert Configuration: .................................................................. 58

Configuring Status Events: .................................................................................. 58

Customizing Status Codes: .................................................................................. 60

Processing Alerts /Generating Alert Logs: .............................................................. 61

Processing Alerts: Setting the Data Collection Interval ........................................... 63

Configuring Print Devices Remotely .................................................................. 64

Configuration: Behind the Scenes: ....................................................................... 64

Configuring Individual devices:............................................................................. 65

Configuration Requirement: Device Web Password................................................. 66

Obtaining Current Configuration Values from each Device: ...................................... 67

Configuring Several Devices at Once: .................................................................... 69

Saving Attributes to the PSV Database: ................................................................. 69

Set Values from Attributes ................................................................................... 71

SNMP Test Connection Checkbox: ......................................................................... 72

Exporting / Importing Configuration Data: ............................................................. 73

Sample Configuration Exercise: ............................................................................ 75

Configuring Email Address Book and Fax Phone Book .............................................. 76

Exporting / Importing Email Address Book and Fax Phone Book values...................... 77

Configuring Scan Profiles: .................................................................................... 78

Getting and Setting a Scan Profile to one MFP device: ............................................. 80

Configuring Scan profiles to several devices:.......................................................... 81

Editing Common Scan Profiles and Attributes ......................................................... 84

Exporting / Importing Scan Profiles from CSV: ....................................................... 85

Configuring MFP Devices ................................................................................... 89

Scan Profiles: ..................................................................................................... 89

Using PSV to Configure MFP Devices: .................................................................... 91

Interactive Configuring of Scan Profiles ................................................................. 91

Adding a Scan Profile .......................................................................................... 91

Editing and Deleting a Scan Profile........................................................................ 92

Scan Destination: Share Folder or a Server: .......................................................... 92

Using Scan Templates: ........................................................................................ 93

Adding a New Scan Template: .............................................................................. 93

Editing Scan Templates: ...................................................................................... 93

Applying Scan Templates ..................................................................................... 94

Hierarchy of Group Templates .............................................................................. 94

Using PSV “Attributes” to Customize Scan Templates: ............................................. 95

Date/Time and Document Number in Filename: ..................................................... 96

Show State: ....................................................................................................... 96

Show Logs ......................................................................................................... 97

Using a Scan Profile from the MFP device’s Control Panel ......................................... 97

Group Configuration .......................................................................................... 99

Configuring Static IP Address .......................................................................... 100

Configure Static IP Address: .............................................................................. 100

Getting Prepared: ............................................................................................. 102

Preparing the CSV file: ...................................................................................... 102

Importing a CSV file to create Subnets in PSV: ..................................................... 103

Discover printers in the subnets: ........................................................................ 104

Configuring PSV for IP Address Configuration ....................................................... 104

Configure Supported Printers from all subnets in database: ................................... 105

Discover single subnet: ..................................................................................... 107

Configure Dynamic IP ....................................................................................... 109

Configuring Static IP Addresses: ......................................................................... 110

Enabling “Configure Static IP Address” in Public Web Site using PSV Setup tool:....... 111

Configure One: Gateway, Subnet ....................................................................... 112

Fix Many: Gateway, Subnet ............................................................................... 114

Supplies Ordering ............................................................................................ 116

Searching for a supply item ............................................................................... 117

Items for Local Printers: .................................................................................... 117

Customizing Supplies Orders .............................................................................. 117

Configuring the Supplies List .............................................................................. 119

Enabling / Disabling Online Supplies Ordering: ..................................................... 119

Editing the Supplies List: ................................................................................... 119

Selecting an Alternative Supplies List .................................................................. 121

Disabling Supplies Ordering: .............................................................................. 121

Supplies Ordering Calendar: .............................................................................. 122

Reporting ........................................................................................................ 123

Available Reports: ............................................................................................ 123

Configuring Report Properties: ........................................................................... 124

Printing Report: ................................................................................................ 125

Low Supplies Report ......................................................................................... 128

Toner Changes Report ....................................................................................... 130

Supplies Usage Report ...................................................................................... 132

Printed Pages Report ......................................................................................... 137

Exporting Device Properties and Attributes Report ................................................ 138

Usage Report ................................................................................................... 139

Windows Print Job Logs ..................................................................................... 141

Printers Log Report ........................................................................................... 142

Device Job Logs Report ..................................................................................... 145

Meter Reading Report ....................................................................................... 147

Print Accounting .............................................................................................. 149

Main Elements of the System ............................................................................. 149

Workflow ......................................................................................................... 150

Configuring PSV Server Accounting ..................................................................... 150

Options => Users ............................................................................................. 151

Accounting => Accounting Options ..................................................................... 151

Accounting => Directory Users .......................................................................... 152

Adding new Directory Users ............................................................................... 153

Sync with Active Directory ................................................................................. 153

Import from a CSV File ...................................................................................... 154

Manually Adding Users ...................................................................................... 154

Accounting => Managed Print Devices ................................................................ 155

Accounting => Device Job Accounting Logs ......................................................... 160

Accounting => Directory Printers ....................................................................... 162

Accounting => Print Usage Report ...................................................................... 163

Services => Data Synchronization ...................................................................... 163

Managed Device Data Synchronization ................................................................ 163

User Info from Active Directory .......................................................................... 165

Services => Print Agents ................................................................................... 166

Options => Features Access Rights ..................................................................... 167

Adding Device Attribute Data .......................................................................... 168

Monitoring Locally Connected Devices ............................................................. 170

Introduction to PSV Agent ................................................................................. 170

Main Features .................................................................................................. 170

PSV USB Agent Installation ................................................................................ 170

Configuring PSV USB Agent ............................................................................... 172

Options Tab ..................................................................................................... 172

Service Tab...................................................................................................... 173

About Tab ........................................................................................................ 174

Installing PSV USB Agent From a Command Line .................................................. 174

Uninstalling PSV USB Agent ............................................................................... 175

Installing the PSV Agent Using PSV Director: Option 2 ......................................... 175

PSV Assistant ................................................................................................... 178

Performing Day to Day Tasks ........................................................................... 182

Viewing Device Status ....................................................................................... 182

Quick Search ................................................................................................... 183

Changing the Device Properties Displayed ........................................................... 183

Additional Configuration Settings ........................................................................ 185

Changing Languages ......................................................................................... 187

Downloading Oki Drivers ................................................................................... 187

Sending Files / Updating Firmware from PSV .................................................. 188

Firmware Upload .............................................................................................. 190

Configure Options ............................................................................................. 190

Firmware Upgrade ............................................................................................ 192

Multi File Printing Log ........................................................................................ 192

Creating a Maintenance Log / Managing Supplies Inventory ........................... 195

Public Web Services ........................................................................................ 197

Introduction

PrintSuperVision (referred to as PSV throughout this document) is a Windows server application designed for managing and monitoring printing and copying devices. The core application is server–based and is accessible from any browser enabled device connected to a network. Popular browsers supported include Internet Explorer, Firefox, Chrome and Safari.

The application is available in two editions: Professional Edition and Enterprise Edition.

The Professional Edition is a subset of the Enterprise edition and shares the same menu structure and many of the same features. Notations will be made throughout this document to indicate differences between the Enterprise and Professional Editions.

One notable feature in the Professional Edition that does not exist in the Enterprise Edition is the Single-user “Easy Configuration” option. The Single-user option can be installed in a non-server configuration on network-connected laptops and desktops.

The Single-user Easy Configuration option allows users to check status of supply levels, monitor consumable life remaining and collect printed page counts while providing the ability to order supplies on line. The easy configuration option is designed for very small offices and does not support the automatic delivery of device Alerts through email.

Some of the common features of both PSV Professional and PSV Enterprise Editions include:

 Discovers and configures devices  Helps pinpoint devices on the network  Assists in remote trouble shooting  Automatically identifies device status and emails alerts  Produces reports and automatically delivers them via email  On-line supplies and consumable ordering (configurable by region)  Manage devices including detailed job accounting reports  Monitor locally connected OKI devices with PSV Agent, PSV Assistant

What’s New in Version 4.0

Perhaps the most important enhancement in version 4.0 Enterprise Edition is the accounting features that help manage Oki devices. When configured, this feature collects detailed user and device job accounting data and provides reports. Using this feature, print quotas can be set for users and enforced on the device. Users can now be managed by synchronizing the list of users with Active Directory.

Several other noteworthy enhancements have been made to both PSV Pro and PSV Enterprise Editions in version 4.0 and include:

 Windows 8 and Windows Server 2012 support added  Support for SQL Server 2008 Express R2 and SQL Server 2012 Express has been

added, allowing up to 10 GB of database storage.

 “Device Job Logs” enhanced to show print job data for selected devices  Enhanced the file download feature to support remote firmware installation in

Enterprise Edition

 “Configure Print Devices” feature in Enterprise Edition allows remote configuration

of a fleet of similar printing devices. The desired printer properties can be configured in a CSV file and imported to PSV and the changes applied to the devices.

 “Configure MFP Devices” feature in Enterprise Edition allows automation of scan

profiles, scan templates for select OKI printing devices

 “Low Supplies Report” helps in replenishing the consumables of devices that are

running low

 “Printing Report” in Enterprise Edition provides the number of color and mono

pages printed, and shows daily/monthly usage

 Supplies Forecast Report added to provide a summary of projected consumables

replenishment within 90 days

 SNMP Community Name supported for discovering devices. SNMP delay option is

added to allow discovering all devices in a slow network.

 Enhancements to the User Interface to support better access from iPhone, iPad

browsers – changes made for easier navigation in those devices

Installing the Software

PSV Professional and Enterprise Editions are available from www.okidata.com at http://www.okidata.com/printsupervision-downloads-and-faq.

Both Enterprise and Professional editions downloaded from the web include the PSV Server application. PSV Enterprise also includes the PSV Director application described later. The PSV Agent and PSV Assistant applications are available as separate downloads from the web and operates only with PSV Enterprise.

During installation, PSV checks the target server to see if .NET 2.0 (or above) is installed. If the .NET platform is not detected, PSV will link the user to the Microsoft website to download and install the .NET software. PSV also provides the option to download and install Microsoft’s free versions of SQL databases such as the Express Edition and Compact Edition.

To install PrintSuperVision, locate the executable file that was downloaded from the Oki website, and click on it. A standard licensing agreement is displayed. If you agree with the license agreement, click Next.

Both editions allow you to select the desired components to install. The following dialog box displays the options that can be installed in the Enterprise Edition. Fewer choices are available from the same dialog box when installing the Professional edition.

An application called PSV Director can be installed along with the core server (web) application and other options. PSV Director provides Windows domain administrators the ability to remotely install, upgrade, uninstall, monitor, and configure the PSV Agent (which is a separate download).

The Director can also collect information about printer queues, drivers, and ports on either a single computer or all computers in a domain. PSV Director will be discussed in more

detail in the Monitoring Locally Connected Devices section. Click the PSV Director check box if you wish to install that module.

Note: When PSV Director is installed, you can find it later by clicking Start /All Programs /PrintSuperVision. It is not accessible from the setup wizard discussed in

the following section.

You also have the option to install free versions of SQL Express or SQL Compact Editions which PSV uses to collect device information and subsequently to run reports.

If you do not install SQL Express or SQL Compact edition you will still be able to use PSV’s built-in Microsoft Access database but it is limited in storage capacity, so if you are monitoring a large fleet we suggest using SQL Compact, SQL Express or a purchased version of SQL.

Setup and Configuration: Using the Setup Tool

Immediately following installation, the PSV setup tool (wizard) is launched. Follow the step by step process to configure PrintSuperVision. Keep in mind that many of the configuration options are also available from within the PSV server application so it is not imperative to complete all configuration settings during the initial setup process.

You may also return to the PSV Setup Tool at any time. It is available from the Windows Start menu by clicking All Programs / PrintSuperVision / PrintSuperVision Setup.

Note: Certain changes using the PSV setup tool can only be made when the web application and PSV Engine services are not running. For example, in order to change the web server component from “embedded” to “IIS”, the web service application must not be running.

Selecting a Location/Language

The PSV setup tool launches directly into the Locale tab and displays the Region/ Language selection screen first.

1. Select a default region / language for all users

2. Click Apply and Next

Each user can later change his/her language preference directly from the application. Use caution however when selecting the desired language since it is changed as soon as the user clicks “Apply”.

Note: The region/language selected effects enabling or disabling the On-Line supplies ordering feature in PSV. Selecting “North and South America” region will enable the OnLine ordering feature. Selecting any other region disables the ability to order supplies online from links that appear within the application.

Selecting a PSV Edition: Features Tab

After choosing a language and clicking Next you will be prompted to select the PSV edition that you would like to use.

If you installed the Enterprise Edition you are offered the choice to install either the Enterprise or Professional Edition (but not the single-user Easy edition).

Select the desired PSV configuration, Click Apply and Next.

If you installed the Professional edition you have the choice of selecting the Single-user “Easy” edition or the standard server-based Professional edition. Select the appropriate configuration and click Apply and then Next.

Entering a Software License Key: Enterprise Edition Only

If you selected the Enterprise Edition you will be prompted to enter a valid license key.

Keys can be requested from Oki Data Customer Support via email at psvlicensekey@okidata.com or by calling 800-okidata.

Enter a valid license key and Click OK

Selecting a Database: Database Tab

The next step is to select the type of database you would like to use with PrintSupervision. As mentioned previously, both editions of PrintSuperVision utilize a built-in Microsoft Access database, but you may choose other options as well.

If you do not wish to use the built-in Access database, PSV allows you to select SQL Compact Edition (in the Pro edition) as well as SQL Server Express in the Enterprise edition. Both versions of SQL were provided as optional choices when installing PSV Enterprise.

While in the Database tab, Click the Setup tab and select the desired database from the dropdown menu.

Note: The previous Screen shot is from PSV Enterprise. PSV Professional does not provide the option to enter a name for the server or database.

Also note that the SQL Server Tab is dynamic and will only appear if you have a full version or express version of SQL server installed on the server/computer.

Click Apply, and the following options are presented:

Please note that even if you already have a compatible database such as SQL Compact Edition installed on your server, you still must complete the following steps to “create” it so that PSV knows where to save data.

Click one of the following options:

 Migrate: Migrates your current database to a new one  Change: Switches to an existing database  Create: Creates a new database

For new PSV Installations click Create which creates a new (empty) database.

To switch to an existing database without saving any previous data click Change.

To create a new database and copy existing data to the new database click Migrate.

Click Start to process the database selection and click OK when the operation is complete.

To restore PSV database generated by another instance of PSV, use the Restore option if the database is SQL Express.

If the requirement is to switch to a SQL server from SQL Express – when the database size exceeds the SQL Express limit – the following steps are recommended:

 Copy the SQL database to the SQL server  Ensure that SQL authentication is used and not Windows authentication if the

database is located in another computer

 Run PSV Setup utility, and in the database tab, enter the name of the SQL server

and the database name

 Click Apply to save the changes  The pop up screen with the 3 options – Create, Change, Migrate – will appear.

Select Change.

 Note that if SQL server is used, to backup and restore the PSV database, use the

SQL management tools such as SQL Server Management Studio.

Notice in the Enterprise Edition (not available in Pro) that you may also test the connection to the server and enter a new name for the server if you selected SQL Server Express or another SQL database such SQL 2000, 2005, 2008, 2012 that have already been installed on the server.

Assigning server memory limits to SQL server: Database Tab:

If the server you are installing PSV on already has a full version (or express version) of SQL installed, the SQL Server tab will appear in the Database section.

This tab allows you to assign a maximum amount of memory that SQL can use and may prevent SQL from consuming a significant part of your server’s memory.

To check the amount of memory (RAM) that SQL is currently using, click the Get button. A numeric value will be displayed. To allocate a larger or smaller amount of RAM to the database application, type in an amount (in megabytes) in the Max Memory field and click the Set button.

You may also click the Properties button to see the accumulated size of your database files.

Note: The SQL Server tab is not available in the PSV Pro edition

Database Housekeeping Features: Database Tab:

While in the database section, you may also click the Data Tab for several other database

“housekeeping” options such as backing up and restoring a database, exporting data, erasing, copying, and trimming data from an existing database.

A noteworthy feature in the Data section is the Read Only Mode.

By checking the Read Only Mode box it prevents PSV from discovering devices. This is particularly useful when a device database has been imported for diagnostic purposes and you do not want PSV to discover those devices. But use caution and do not check the Read Only Mode box for normal operation.

Perform the desired functions and click Next to move to the next setup module.

Selecting a Web Server: Web Config Tab

PSV supports both Microsoft IIS web server and/or an Embedded Web Server that is packaged with the PSV application. It is strongly recommended to use IIS if you will be monitoring large networks with hundreds or thousands of devices. The embedded server provides the same functionality as IIS but performance can be affected when using it in large network installations.

If IIS is not installed on the target server/computer, it will not be visible in the Web Server drop down box displayed below.

Select the desired web server from the drop down box and click Apply.

The server status box indicates whether the service is running, you also have the ability to start it or stop it. Additionally there is an option to select how the web server should start: automatically, manually or disabled. Make the desired settings and click Apply.

Configuring an Internal Web Site: Web Config Tab

PSV provides an option to select a pre-defined web site rather than using the default web site. When multiple web sites are created and configured in IIS, the website names will appear in the website selection drop down box. Select the appropriate web site or use the default if no web sites have been previously configured.

PSV also provides the option to use a unique virtual directory name or use the default name, which is configured as "PrintSuperVision".

The Authentication option eliminates the need for an Admin to log in to PSV if they have previously been authenticated on their domain. Select Windows Integrated Authentication to take advantage of this time saving feature.

To require Admin log-in every time, keep the default setting which is PrintSupervision Authentication.

Click Apply to save changes.

Configuring a Public Web Site: Web Config Tab

The Public Web Site tab is only supported in PSV Enterprise edition and will appear only if IIS is selected as the web server.

The Public Web Site feature allows you to create an intranet or internet site that can receive data from multiple PSV server sites or from multiple PSV Agents. This can be particularly helpful in retrieving device page counts and other supply status information from one designated site rather than requiring users to access multiple PSV server sites.

An additional feature in PSV v4.0 allows you to change IP address configurations (on Oki Devices only) from dynamic to static by using an intranet web page without the need to access the core PSV server application. In this scenario, a technician, who does not have PSV Admin rights can simply access an intranet web page rather than having to run a standalone utility.

You must create the intranet web page by adding a Virtual Directory prior to entering the virtual directory name and/or selecting the Configure Static IP Address check box in the setup routine. A new virtual directory can be created from the IIS section in your OS.

Note: This feature is intended for Intranet usage only, so if the PSV public website is configured for public internet, the check box should not be selected.

Assigning Admin Username and Password: Administrator Tab

Newly installed versions of PSV come with a single user account called “Admin” which has all Administrator Access rights. It is strongly recommended to enter a new Username and Password for the global Administrator.

The Global Administrator can later add other administrators or standard users from within the application.

Click Apply after a new username and password have been created. The Global administrator can reset the login password using the Setup utility.

If you selected Windows Integrated Authentication mode described in the last section, the following screen will be displayed just for verification.

Click Next to go to the next setup module.

Configuring your E-mail server: Alerts Tab

In order for PSV to send out device related alerts via email, you must first enter the necessary information such as the address of your email server, username, password, the email address of the recipient, etc.

Enter the desired Email Server Address and SMTP server port (default port number is 25 and 456 or 587 if using SSL/ TLS).

Select the appropriate email sending method. PSV provides 4 methods that define how the email message is sent:

Method 1 – This is the Default setting. It uses a SMTP library from IP Works Method 2 – Permits streaming. Emails are sent without buffering once the

connection is established

Method 3 – Uses Webmail library from .NET 1.1 Method 4 – Content of email is saved as a file attached to an email message

Method 1 is recommended, but you may try methods 2, 3 and 4 if emails are not successfully sent using the default setting.

If your email server requires authentication, indicate the appropriate username and password in the fields provided. Click the TLS / SSL checkbox if your organization uses these communication protocols.

Enter the email address of the recipient in the Admin Email field.

As an added convenience, PSV allows you customize the header and subject line of all email messages sent. Add the desired words to the “Email From” and “Email Subject” fields or keep the defaults which are PrintSuperVision and Alerts.

Indicate the interval time (in minutes) for PSV to wait to obtain device status. Set to a larger number if network traffic is a concern. Set to a smaller number if you would like more frequent updates reported from your print/copy devices.

Finally, another added convenience allows you to start and stop the PrintSuperVision Service from the set up menu and select whether the PSV Services should start automatically, manually or are disabled.

You can test the email connection by clicking the Test button (located next to the Admin Email field). PSV will attempt to send an email message to the address you specified.

If an email is received successfully, click Apply to save your settings and click Next to go to the next setup module.

Data Synchronization: Data Synch Tab

Making configuration settings in the Data Sync section are only required when multiple PSV servers are installed and are configured to communicate with each other.

Disregard this section and click Next if you have a single PSV server /site that does not communicate with any other PSV server.

Note: PSV Enterprise Edition can receive and send data while PSV Professional Edition can only send data, therefore an Enterprise Edition must be designated as a receiving site.

Each PSV Enterprise server (site) can send and receive data which can help streamline the reporting process by collecting and saving data in one central location. Thus an admin may run reports from other PSV sites while being logged into one server designated as the “receiving site”.

To receive data from other PSV sites, simply enter the name of the receiving PSV site in the “Local Site Name” field. If no data will be sent from the receiving hub PSV site, leave the Send Data to URL field blank.

It is important that the Local Site Name is specified. If a name is not entered, data will not be sent during data synchronization.

Each remote PSV site must also be configured to send data to the central hub PSV receiving site. To do that, you must log into each remote PSV site, assign a local site name as we just did, and indicate the address / URL of the receiving PSV site in the Send Data to URL field.

The data synch feature also allows you to specify a proxy server should one be required to connect to the PSV receiver site.

Keep the default setting checked “Use IE Connection Settings” if you would like the proxy configuration to be fetched from the current user’s Internet Explorer configuration. Otherwise, check the Use Proxy Server box and enter the appropriate proxy address and port number.

Click Apply to save changes.

To schedule how often data synchronization should take place among PSV sites, click the Schedule tab and enter the appropriate time and interval.

If no interval values are entered, PSV assigns a default value of 1 hour. The minimum value is 1 hour and the maximum interval value is 24 hours.

Click Apply to save changes and click Next to proceed to the next section

Note: The ability to configure the Data Synchronization feature is also available from within the PSV application and will be discussed later in this guide.

Software Registration: Registration Tab

You can register your new PrintSuperVision software with Oki Data Americas on-line by clicking the Register button.

Registering your name and email address with Oki Data will help us keep you informed of new product releases and PSV related information. All registration information supplied is kept in strict confidence.

Select the appropriate language / location to register. Enter your user information including your email address and click Save.

A validation email will be sent to the email address indicated. Click the validation link in the email message when you receive it and your information will be registered.

Back to the registration Process: If the PSV Setup tool is still running, click on the PSV Setup tool icon in the tool bar to return to the Setup process. Click Next to go to the next setup module.

Identifying PSV Version Numbers: Program Tab

The Program tab is provided as a means to quickly identify the version numbers of each major component in PrintSuperVision.

Click the Readme button to view the PSV Readme file, or

Click Back to return to a previous section, or

Click Run to complete the setup process and begin using the PSV application.

Getting Started

Now that you have installed and initially configured PrintSuperVision, you may use any browser-enabled computer or device connected to your network to access the PSV application.

Open your browser and type the IP address of the PSV server followed by /printsupervision. For example: http://12.34.56.78/printsupervision

If you are the Global Administrator or have Admin rights, click Login, and type your user name and password. If you have not changed the login username and password, the default is admin and password.

Context Sensitive Help

Throughout the PrintSuperVision application, help is just a click away. For context sensitive help, click the icon located in the upper right corner (next to the printer icon)

on every page.

User Access

One of the first things to determine is the level of access rights to assign to each user. There are 3 ways a user can access the PSV application from any browser:

 Without Logging into PSV  Logging in as a User  Logging in as an Administrator

Be aware that certain menu options are only available to users with Admin rights that have logged into PSV. For example, in the following screenshot the user is not logged in:

In this example a user is logged in as an Administrator

If a user does not log in, the areas that are not accessible are Services, Reports, and Accounting and the following functionality will not be available

 Cannot view, add, or configure Alerts  Cannot generate any type of report or configure email sending  Cannot add or delete devices or users  Cannot access accounting options including setting quota, obtaining device job logs

Adding a User / Assigning Individual User rights:

To add an individual user to the system:

1. Select Options from the main menu

2. Click Users from the drop down box

3. Click the Add User button and fill in the user’s information. Make sure that you

include a password that contains at least 6 digits.

4. Before clicking Save, assign the appropriate user rights by Selecting

Administrator from the Add to Group drop-down box or leave it blank for Standard User rights.

5. Click Save

A list of users will be displayed. Notice that individuals with Admin rights are displayed with a red line under the icon while those with Standard User rights are displayed with a blue line under the icon.

Note: User attributes can be changed at any time by clicking the icon in the Edit column and entering new information.

Importing a List of Users

It may also be helpful to take advantage of the Import Users feature to save time. You can import users into the application from a text file using a comma separated format. The fields available for data import are the same fields listed in the Add User section.

Fields cannot be left empty with the exception of Password. If passwords are not supplied in the text file, PSV will set it to the word “password” by default.

To import a list of users:

1. From the main menu click Options

2. Select Users

3. Select the Import Users button

4. Specify the text file location or click Browse to locate the file

5. Click the Import Users button.

PSV will add users one by one into the application. When complete, the number of users imported successfully will be displayed as well as details of any errors that may have occurred.

Creating User Groups:

In large organizations it may be helpful to organize users into groups based on admin status, user status or by any number of criteria. This feature should not be confused with creating groups of print devices which is also possible in PSV and described in the next section.

To create a group of users:

1. Click your browser’s back button or select Options from the main menu

2. Select User from the drop down box.

3. Click the User Groups button

4. Click the Add User Group button

5. Enter a name for the user group

6. Click Save. A list of groups will be displayed.

You will notice that the new group name is automatically added to the Add to Group drop down menu when adding an individual user.

For convenience, the All Users button has been provided in the User Groups area to help identify if an individual has been assigned to a group.

Changing Your Password:

1. Select Options from the main menu

2. Click Change Password

3. Enter your current password, then enter your new password and confirm the new

password by typing it again

4. Click Change to save new password

Creating / Editing Groups of Devices:

Before discovering the devices on your network, it may be beneficial to organize them into logical groups in order to monitor and manage them in an efficient manner.

 A Group can have attributes assigned to it such as location, contact person, SNMP

community and even images of maps and floor plans which are used to quickly locate individual devices

 Groups can be arranged in a hierarchy where a “parent group” can contain sub

groups. A device can also be a member of more than one group

 You can assign a subnet or a range of IP addresses (for discovery purposes) to a

group, and as an added convenience, a link to the discovery screen is provided when groups are displayed.

To create or edit a Group:

1. Click Printers from the main menu and Printer Groups, Maps from the drop down

menu to view a list of groups already created.

2. Click the Add Group/Map button to create a new group of devices

3. Assign a Parent group, a group name, location, contact person responsible for the

group, a map or floor plan and the SNMP community name. If Model Names are entered in the Models in Group field, the group will be populated with the model names that match. Whenever a new device is discovered or added to PSV that matches the model name, that device will be added to the group.

4. Click the Save button

Adding/Removing a Device to/from a Group:

To add a device to an existing Group

1. Click Printers from the main menu and Printer Groups, Maps from the drop down

menu view a list of groups already created

2. Click Edit in the Edit Column of the group you wish to modify.

3. Click Add Printer

4. Select the appropriate device from the Printer drop down menu and click Save

If the group was initially empty, you will see the added device listed after clicking save. If the group already contained devices you will see an updated list of all devices in that group.

To remove a device from an existing group

1. Click Printers from the main menu and Printer Groups, Maps from the drop-down

menu to view a list of groups already created

2. Click Edit in the Edit Column

3. Select the devices from the list of grouped devices displayed on the Edit Printer

Group screen and click Exclude. The devices will be deleted from the selected group. You can also add the selected devices to another group by selecting the devices and a different group name and click Add to Group.

Adding Maps and Floor Plans to a Group

Groups can also have images of maps, floor plans, etc. assigned to them, which in turn allows PSV to display the location of a device icon on an associated map or floor plan.

Several popular image file formats for maps and floor plans are supported, such as .gif, .jpg, .bmp, or .png.

You can assign a map or floor plan image to a new group as soon as you create the group or you can add a map / floor plan image to an existing group at any time.

To add the image while creating the group:

1. Select Printers from the main menu and click Printer Groups, Maps.

2. Select a saved image file from the drop down menu and click Save or click Upload

New Map to browse for your desired image. Once an image has been located, click Upload.

3. Place a device icon on the map or floor plan

Note: Remember the individual device must be a member of a group before it can be placed on the map.

4. From the main menu select Printers and Printer Groups from the drop down box. If

you have successfully linked an image with a group, you will see an icon in the map column.

5. Click the map icon and the image will be displayed.

6. Click Place on Map, and select a device from the drop down menu.

7. Click on the image and the device icon will be placed where your mouse pointer is

positioned

To move the device icons at any time, click the Place on Map button and drag and drop the icon to the desired location on the map. Left click once more to activate.

Remember, when viewing the map or floor plan, the interactive icons can be clicked at any time to go directly to the device’s status page (displayed below).

While on the Device Status Page, you can link back to the map or floor plan by clicking the On Map button.

Note: If you return to the map or floor plan from the Device Status Page by clicking the On Map button you will only see that device’s icon displayed on the image. To see all devices on the map or floor plan, click Printers from the main menu and select Printer Groups, Maps from the drop down box. Click the map icon associated with a particular group.

Discovering Devices

To discover devices on your network, click Printers from the main menu and select Discovery from the drop down menu. PSV is capable of discovering any device that is

compliant with Public MIB Specification RFC 3805.

Click Start Discovery if you want to discover all of the compatible devices on your network. For large organizations, see Importing IP Addresses from a Text File: Making Discovery Easier: section before starting the discovery process.

For Enterprises with several hundred or even several thousand devices, it may be time consuming to discover all devices at once.

PSV provides the flexibility to selectively discover individual subnets or ranges of IP Addresses by simply selecting the appropriate check box and clicking Start Discovery.

Discovery: Add Button

Click the Add button to selectively discover devices.

The Add button allows you to:

 Add an IP address of a device to the discovery database  Create a discovery list based on IP subnet entered  Create a discovery list based on a range of IP addresses indicated

Click the IP Address radio button and click Next.

When adding a specific IP address to the discovery database, PSV provides an option to assign the device to a specific group of devices and associate the group to a specific SNMP community.

Enter an IP address, select a group name from the Printer Group drop down menu and type the desired SNMP community. Click Add to save your changes.

Similar to adding a single IP Address to a database, click the IP Subnet or IP Range radio buttons to create a discovery list for a specific IP Subnet or Range of IP addresses.

PSV also provides the option to assign a group name to the subnet or the IP address range by selecting a predefined name from the group drop down menu or by clicking on the map/group button if you would like to create a new group name.

Enter the appropriate information and click Save.

Discovery: Exclude Button

Use the Exclude button to exclude a specific IP address or IP address range from the discovery process.

1. Click the Exclude button and select either Exclude IP address or Exclude IP range

and Click Next

Notice that PSV displays all IP Addresses and IP Address Ranges that have been excluded previously.

2. Enter desired IP address to exclude and click Save, or for IP Range, enter the range

of IP addresses to exclude and click Save.

3. To include an IP address that was previously excluded, return to the Discovery section,

click the Exclude button, Click on one of the IP addresses listed as previously excluded and click the Delete button.

Discovery: Windows Button

From the Discovery screen, click the Windows button.

The Windows button provides a list of devices that have been saved in the local system’s Windows Print Queue. The local system is defined as the desktop or server that PSV is running on. Each device listed can be selectively saved to the discovery database.

1. Click the check boxes to select the devices to add to the discovery database

2. Click the Start Discovery button.

Discovery: Schedule Button

Discoveries can be scheduled to occur on a regular basis by clicking the Schedule button.

Click the Add Discovery Schedule button

Indicate the appropriate date, time and a recurring interval that you desire for the discovery to take place. PSV can also send you an email each time discovery takes place. Enter the appropriate email address if desired. Click Save to save the discovery schedule.

Discovery: Logs Button

PSV records a log of all discoveries performed (and several other system activities) and indicates whether the discovery was successful or not.

Click the Logs button to view the system activity log.

To obtain just a Discovery log, select Discovery from the Type drop down box, indicate time frame by entering desired dates and click Show to display the log.

Note: This feature creates activity logs for all other activities supported in the drop down box.

Caution: Clicking Clear Log will delete all discovery log entries permanently.

Discovery: Show Addresses check box

Selecting Show Addresses displays a list of all IP addresses that PSV attempts to discover when a Discovery is performed.

Discovery: Start Discovery Button

Clicking the Start Discovery button begins the discovery process for all subnets and IP address ranges selected.

After the discovery process is complete, clicking the Printers button at the bottom of the screen will display a list of the devices that were previously discovered with refreshed status.

Clicking the Discovery button takes you back to the main discovery screen.

Clicking the Collect Data Now button collects more printing device data from and saves in PSV database.

Discovery: Settings Button

By clicking the Settings button you are linked to a universal page that is not specific to just Discovery options.

Settings specific to Discovery are circled in the screen shot below:

Configuring Timeouts

The SNMP Get timeout value controls the length of time PSV will wait for a response from the device before timing out. Keep in mind the greater the SNMP Get timeout value, the longer the overall discovery will take.

SNMP Discovery Delay

The SNMP Discovery Delay value can also be configured. This value sets the delay between each discovery request. This value may have to be tuned to suit the network configuration considering the number of devices being discovered.

Status Icon Timeout

The status icon timeout value sets the time interval that PSV waits for a response from a device before turning the status icon gray (status icon is displayed in the Printers List). Notice that after clicking Refresh, the status icons are returned to an active state. Enter a desired value for each option and click Save.

Retry Interval / Retry Maximum Wait

The Retry Interval / Retry Maximum Wait values can be configured, and may have to be tuned to suit the network configuration.

Use DNS Addresses

Use DNS Addresses translates IP addresses to DNS names if possible, and saves them in the PSV database. When a list of devices is displayed in other areas of PSV, you will see the DNS address name displayed instead of the IP address. This is particularly helpful when an organization uses DHCP.

Importing IP Addresses from a text file: Making Discovery Easier

As an alternative to running discovery, you may also import a list of devices using a CSV file.

In some organizations, IT departments may keep track of the IP addresses of their print and copy devices in a text file. If such a file exists, you can use PSV’s “Import” feature to speed the discovery process. This is done by simply importing the text file:

1. From the main menu click Printers and select Import Printers & Attributes

2. Click Browse to locate the desired file. The text file should be formatted so that one

device address is on each line of the file. For more detailed instructions click the Instructions button.

3. Select an appropriate group name from the Printer Group dropdown box (or leave

blank).

4. Select the way the file is delimited by selecting comma, semi colon or tab

5. Select the format of the text file: UTF-8 is the normal format. Select the format out of

the list shown in the drop down list.

6. To add only new devices added to the CSV file since the last discovery, select Skip

addresses that are already in the database checkbox.

You may click Preview to view the data before importing it or Click Import to add the devices immediately. The import process can also be automated and scheduled to occur on a regular basis. To schedule an import:

1. Click the Scheduled Import button

2. Enter the location of the file to be imported in the Import File Path field

3. Enter a printer group if you want the imported devices to be placed in a specific group

4. Select the way the file is delimited by selecting comma, semi colon or tab

5. Select the text file format

6. To add only the new devices added, check Skip addresses that are already in the

database checkbox

7. Click Save

8. Click the Import Schedule link to indicate when the file should be imported

9. Click the Add Import Schedule button

10.Enter date, time, recurring interval and who should receive the confirming email, click Save

Discovering Network Devices: Easy Configuration

If you have installed the single-user “Easy Configuration” option from PSV Professional Edition you will notice there are fewer discovery options.

Click Printers from the main menu and select Discovery from the drop down box. The two options available are: Add Subnet and Exclude. Both features are included in PSV Enterprise. See previous discussion for a complete description of these features.

My Printers

An alternative way to group devices together is to use the My Printers feature. It’s an easy way to view device status with minimal mouse clicks.

1. From the main menu select Printers and My Printers from the drop down box. You

will see a list of devices that have been added to the My Printers group.

2. To add a device to the My Printers group, simply click the Add Printer button, choose

the desired device and click Save.

3. To delete a device, click the trash can icon / Delete button listed in the right column.

Near Me

Another time saving, grouping feature available in PrintSuperVision is called Near Me. From the main menu select Printers and Near Me from the drop down menu. Device status in the Near Me group will be displayed

Near Me allows a user to quickly view the status of devices that are conceptually located near the PC being used, without the need to configure or group devices.

PSV detects and locates devices that have similar network addresses to the client computer (or browser enabled device) being used to access the PSV application and automatically includes those devices in the Near Me group.

Note: Devices cannot be added or deleted from the Near Me group.

Computers with Agents

If you have installed the PSV Agent on desktops or laptops within your organization to monitor USB-connected Oki print devices, you have the ability to search for and view those client computers from PSV.

Click Printers from the main menu and Computers with Agents from the drop down menu.

You can search for the computers on your network that are running the PSV agent by using Site, Search, and whether the Agent is Active or not. Click Show to perform the search.

When the search results are returned, you can view all of the print queues and print drivers that an individual user has installed on their computer and can even obtain consumable status and printed page counts from Oki print devices that are connected via USB.

To view individual print queues, click the Printer Queues link.

To view the status page that contains page counts, supplies status and the current operational status for a device, Click the Printer link.

To view Windows Job Logs return to the Computers with Agents screen and click the Windows Job Logs link. This will display a list of jobs printed and provides many filtering options.

Status of Print Devices

For a quick view of current status of all devices being monitored, click Printers from the main menu and select Status of Print Devices from the drop down menu.

Select a status category from the list on the left. Devices matching that status will be displayed on the right.

To obtain more detailed status of an individual device, select the word “Log”. Historic data collected by PSV will be displayed for that device.

PSV normally uses SNMP to communicate with Print Devices, but from time to time you may want to know if a device is responding by doing a simple Ping. The Ping feature is available from the Status of Print Devices screen.

Click the word Ping in the list of devices or Click the PingDB button or PingCSV button which will indicate whether the device is responding or not.

The Ping DB button only pings device addresses that are saved in the PSV database, while Ping CSV will only ping the devices saved in the CSV file used to import your devices.

The SNMP DB button provides status of all devices saved in the PSV database by using SNMP while the SNMP CSV button provides status of only those devices listed in the CSV file used for device import.

The Optimize button for both Ping and SNMP queries, only targets the devices that did not respond to the earlier request, thus streamlining the process.

Configuring Email Alerts

PSV can notify a helpdesk or network admin that a device has generated an alert.

Alert notifications are available in the Enterprise Edition and the server configuration of the Professional Edition. Alerts are not available in the single-user Easy Configuration option in the Professional Edition.

Note: Only users with Admin rights can edit email alert configurations or set alerts for other users or user groups. A non-Admin user however, may configure and view Alerts just for themselves.

PSV uses email to deliver alert conditions. The email message can be sent to an individual user or a group of users.

An Alert can also be saved in a “log file” or processed by another software application (if you choose to perform the integration).

Each alert can be configured to be processed immediately upon receiving updated status from the device, or processed at specified time intervals.

To add an email Alert:

1. Select Services from the main menu and Alerts from the drop down box

2. Click the Add Alert button.

Adding an alert requires the following information and steps

3. Identify the device or a group of devices to monitor and select it from the Printer:

drop down box

4. Select how often you would like the Alert to be sent from the interval drop down box

5. Next, you have the option to select Usage or Status from the “Based On” drop down

menu. Some explanation may be required before proceeding:

A Status based alert instructs PSV to act upon events that are generated directly by the print device and generally describe a device state such as “cover open” or “paper out”.

A Usage based alert is used for monitoring supplies and maintenance items such as toner, drums, transfer belts and fusers. A greater level of detail can be applied to Usage based Alerts since you can set life remaining thresholds for each item.

Usage-based Alerts

6. Select Usage from the drop down menu

Notice in the screenshot above that you have the ability to choose all supply and maintenance items or just the items that are most important to you.

You also have the ability to set the life remaining threshold that triggers the alert. So in the example above PSV will send an alert email whenever toner or drum exceeds 20% life remaining.

In order to assign different life remaining threshold values to each individual supply or maintenance item you must create separate Alerts for each item.

7. Select the supply items that you wish to create an Alert for

8. Enter a % life remaining threshold in the Value field that applies to each supply item

checked

9. Select the appropriate action from the drop down menu that will occur when an Alert

condition is met. Select Send Email to have the Alert message delivered by email.

Note that there are 2 additional options in the drop down box: Run Program and Log Alert Only. Both will be discussed later.

10.Select the user or group of users the Alert message will be sent to

11.Select the format of the email message (text or html) to be sent. To avoid duplicate alerts, select the Email format option: Individual Email for each Event.

Note that while this option may reduce duplicate alerts, the number of email alerts will multiply since one alert will be sent for each device and each condition.

10. Click Save after the information has been entered

Status-based Alerts:

To select a Status based Alert, return to step 5 above by clicking the Back button or by clicking the Add Alerts button from the main Alerts screen.

1. Select the Event group that will trigger the Alert. For example, select “Error” if you

only want to be notified when the device reports an error condition. Individual status conditions have been grouped in this list for convenience.

Keep in mind that if you have previously added events manually they will automatically be displayed in this drop down box

2. Select the appropriate action from the drop down menu that will occur when an Alert

condition is met. Select Send Email to have the Alert message delivered by email.

Note: As mentioned previously, there are 2 additional options in the Event drop down box: Run Program and Log Alert Only.

Run Program allows PSV to call another windows based application that can be installed on the same PSV server. Using Run Program requires custom integration not included in PSV.

Run Program Action, available in Enterprise Edition only, requires providing full file-path (on the computer where PSV server is running) or the program to be called when the Alert match is found.

The program is called by the PSV server with a standard set of arguments.

For example: .BAT file: 1:date 2:time 3:address 4:model 5:supplies_type 6:supplies_level 7:supplies_sku

Log Alert Only adds the Alert into a running log file.

3. Select the user or group of users the Alert message will be sent to

4. Select the format of the email message (text or html) to be sent. To avoid duplicate

alerts further, select the Email format option: Individual Email for each Event.

5. Click Save after the information has been entered.

Note: For some OKI models, such as the B6500 and some B700 series models, configuring Status Alerts requires the creation of custom events. Usage Alerts are not affected and can be configured as described previously.

To create a custom event and corresponding Status Alert, Click the Add link located next to the Event drop down menu. You will be directed to the Add Alert page.

Create a name for the event and type it in the Name field. Select the severity of the event and describe the status of the event as it appears on the operator panel of the device. Click the Add Event button.

See the Configuring Status Events section on page xx for more detail

Configuring an Email Server for Alerts:

1. To set the parameters for sending alerts in email, click the Configure Email button

from the Alerts page. If you already configured email settings using PSV Setup utility, those settings will be displayed.

2. Enter the following information and click Save:

 The address of your email server  The Administrator’s email address  The Sender’s name that will be placed in the “From” field in the email  The email method  The Username and Password for authentication if required  The SMTP Port  TLS or SSL Encryption  The Subject of email message  The maximum number of message attempts

Note: To test whether the email configuration is correct, click the Send Test Email to Admin button. PSV will attempt to send an email to the address specified.

3. To select the Print device properties to be included in the email alert message, click

the Email Properties Button.

4. Highlight the desired properties to be included in the email alert message and click

the Add button. It will appear in the Selected Properties column. To remove it, simply highlight it and click the Remove button.

For convenience, four pre-populated lists of properties are available by clicking the Load From button. The choices are: Standard, Long List, Toners and Toner Details.

Once selected, you will notice that the properties associated with a pre-populated list are already entered into the “Selected Properties” column. Don’t forget to click Save to save your settings.

Testing The Email Alert Configuration:

For convenience, you can click the Process Alerts Now button to make sure everything is configured properly. PSV will process the alert and send an email message to the assigned recipient.

Note: the “Process Alerts Now” function is system wide and not tied to a particular device or group. Therefore, if you have a large number of devices in your network, it may take an extended period of time to scan your entire fleet of devices and send the alert email.

Configuring Status Events:

PrintSuperVision allows you to customize certain events that trigger notification emails. An “Event” is different than a standard Alert condition where the print device generates the Alert and PSV delivers the Alert in an email.

A customized Event can be created where a single condition or several conditions are assigned to one Event. This can be useful if you only want to be notified when a critical condition is met or when several conditions are met.

1. To add or modify an event, go back to the Alerts page and click the Status Events

button.

A list of default events is displayed. You can add an event by clicking the Add Event button, or review the conditions of each existing event.

2. Click the name of the Event to see a list of conditions that are assigned to that event

category. Click “Toner Low” for example

This Event is configured to send an email alert when toner is less than or equal to 15% remaining.

Notice also that PrintSuperVision translates difficult to understand proprietary error codes displayed by the device into meaningful descriptions.

Click your browsers back button

3. Click the Add Event button

4. Enter a unique name for the customized event

5. Assign a severity level to the event by selecting one of the options from the drop

down box

Note: It is not necessary to fill in the Status Messages field. Entering a description in that field instructs PSV to try and match a similar description of a message that is displayed on the device’s Control Panel. This is an alternative method to adding Alerts by entering a name and severity level described above.

Keep in mind that the description displayed on the device operator panel must match the description you entered in the Status Messages field exactly in order for PSV to recognize the condition and act upon it.

6. Select one or more conditions to assign to the event by selecting the check boxes in

the left margin.

7. Click the Add Event button to save the customized Event.

Customizing Status Codes:

PSV also allows you to customize the severity level of any of the status code conditions. By default, PSV has assigned a predefined severity level to each status code, but you may decide that a code is too critical or not critical enough for the default code so you have the option to change the status code displayed in PSV.

To modify status codes:

1. Return to the Alerts main page and click the Status Codes button.

2. Scroll through the list of conditions or type in a search word to narrow your choices.

3. Click on the severity level icon listed in the Edit Severity column.

4. Select the new severity level from the drop down menu and click Save

The default severity level and the new severity level will both be displayed in the Status Codes page. You may go back and change the severity level at any time.

Processing Alerts /Generating Alert Logs:

This section discusses the functionality of the Users button, the Process Alerts Now button and the Alerts Action Log button.

Click your browsers back button to return to the Alerts main page.

The Users button is provided for navigation convenience and links to the All Users page.

The Process Alerts Now button processes all outstanding Alert conditions immediately. As mentioned previously, it is a system wide command and will scan every device in the network and process outstanding Alerts. If you are monitoring several thousand devices on the network, this process may take an extended period of time to complete.

The Alert Action Log button takes you to the following screen where you can selectively generate a list of all Alerts that have been processed for a single device or group of devices.

This page provides a history of the alert logs that were sent by PSV. The alert logs can be filtered by alert ID, date range, and alert status (active, cleared, deleted).

The Update Time option indicates the amount of time an Alert has been in an Active state (it is calculated by subtracting detected time from updated time).

The Update Time format is displayed in days followed by hours. This feature is particularly helpful in determining response times by viewing the amount of time the Alert was in an Active state, or in other words, the time it took to clear the Alert.

The Working Hours option displays the amount of time (adjusted for work hours) that an Alert has been in an active state, and can also be used to estimate response times.

To change the status of an Alert Log from Active or Cleared to Deleted, click the checkbox in the Delete column of the appropriate row(s). Once selected, click the Delete Selected button to make the change.

Any rows that have their status changed to Deleted will still be shown on the current page even if the Deleted checkbox is unchecked. This will continue until a different set of Alert Log entries is selected or the user moves to a different page in the results.

If you need to change the status of a specific Alert Log or a large number of entries at the same time, from Active or Cleared to Deleted, the following suggestions could make this task easier:

a. If you have a large number of entries, use the Alert ID drop-down list to search

for and work on a single alert

b. Use the From and To dates. For example, you may want to look only at entries

that have not been updated in over one year.

c. Uncheck the Deleted checkbox. If you are not interested in Cleared items, then

uncheck the Cleared checkbox as well

d. Select ‘All Alerts’ from the ‘Number of alerts per page’ drop-down list. All of the

Alert Log entries that match the specified conditions will be shown on a single page.

e. Use the ‘Select All’ button to select all of the entries shown on the current page.

Individual rows can be unselected by clicking the Delete check box of that row.

f. Click the ‘Delete Selected’ button. All of the records with a check in the Delete

column will have their status changed to Deleted.

Processing Alerts: Setting the Data Collection Interval

PSV periodically collects data from print devices and saves it into a database, thereby enabling PSV to create reports or generate Alerts. Users with Admin rights can configure the data collection interval time in hours for basic usage information and in minutes for processing Alerts.

To set the data collection interval:

1. Click Services from the main menu and select Data Collection Services from the

drop down box.

2. Indicate the desired data collection interval times and click Save.

To display a log of previous data collection activity for a selected date range, enter the appropriate date and click Show. PSV will list all data collection activity from the date indicated to the present date.

For added convenience, click the Collect Data Now button and specify options. Click the Start button to begin processing.

Configuring Print Devices Remotely

In addition to monitoring and managing print devices, PSV Enterprise includes tools for automating the configuration of print devices in the field. This is helpful when you are configuring a large fleet of multi-function devices that may require several configuration settings such as populating Email Address Books or Fax Phone Books on each device.

The configuration tool makes it possible to configure all compatible devices with the same parameters, as well as the ability to configure individual devices with desired values.

The configuration values can be saved in the PSV database and later used to re-configure (i.e. clone) all devices to desired default values with one mouse click.

Examples of how the configuration tool can be used are:

 Common configuration values such as “system contact” can be imported into PSV

and then applied to multiple devices.

 Email and fax address books used in MFP devices can be imported and quickly

applied to multiple MFPs. PSV allows an address book to be configured with a combination of shared addresses that are common to all devices and local addresses that apply only to a single device.

 Scan profiles for MB4xx MFP devices can be imported and quickly applied to

multiple MFPs. PSV allows the scan profile to be configured with a combination of shared values that are common to all devices and local values that apply only to a single device.

 Once a device is fully configured, that configuration can be saved and used to

configure similar devices as they are brought online or to restore a device to a previous configuration.

Configuration: Behind the Scenes:

PSV uses HTTP (web) protocol to do most of the configuration of print devices. This means the PSV program helps automate what can also be done manually from a print device’s embedded web page. With large networks, this automation can save a tremendous amount of time and ensure all devices are configured consistently and quickly.

The Configuration tool in PSV can be used in three ways:

 Configuration settings can be applied selectively to one device at a time  Configuration parameters for individual devices can be saved as attributes which

can be used to configure one or more devices.

 Configuration parameters that are the same for all devices can be saved as

common attributes. Once saved to the PSV database, any compatible device can be configured with these values. “Common” attributes have preference over

individual attributes. To help populate the PSV database with attributes, there is an “Export/Import” feature that can import both individual and common attributes from a CSV file. Attribute values can also be exported to a CSV file. This can be used to obtain the required attribute names that need to be in the first line of CSV files.

Configuration settings can be made on a device by device basis or by cloning a selected configuration and sending it to a fleet of devices at one time.

Note: There are two areas within PSV where remote device configurations can be made: Tools / Configure Print Devices and Tools / Configure MFP Devices. Even though the OKI MB460/70/80 are MFPs, you must use the Configure Print Device area to configure those MFP models. For all others, remote configuration is performed from the Configure MFP Device page.

Configuring Individual devices:

PSV uses the devices’ embedded web page to change configuration values, therefore,

when settings are made using this module, it is the same end result as making a configuration change from the device’s embedded web page.

Select Tools from the main menu and Configure Print Devices

Note: The “Configure Print Devices” page is available only to Admins

Configuration Requirement: Device Web Password

Since PSV uses the print devices embedded web page to make configuration changes, it requires the embedded web page password in order to make those changes.

PSV uses the factory-default password unless an alternative value is entered when using the Edit feature. Click the Edit button next to the Print Device drop down menu.

In the Web Password field, enter the password that your organization uses for each device’s embedded web page.

Note: This setting is only needed if the web passwords have been changed from factory

default. For most devices, the factory default password is “aaaaaa” or the last six digits of the device’s MAC address.

You can click the verify button to see if the web password was correct. Don’t forget to click the Save button after verification.

Obtaining Current Configuration Values from each Device:

Before making configuration changes on an individual device you may wish to view current configuration settings for that device.

Select the print device model you wish to make configuration changes on.

The Device Model drop down displays a list of models that are compatible with the automated configuration feature. Only print devices in the PSV database matching the selected models in the drop down menu are able to have their configuration settings retrieved. “All Models” can be selected to read all compatible devices. Click the Select button after choosing a new model from the list.

The Print Device list shows the individual devices in the PSV database that match the Device Model selection. You can use this to restrict configuration to a particular printer. The All compatible selection in the print device drop down menu extends the selection to all printers that match the selected model type.

Config Form is a group of configuration values that are similar in purpose. The Config Form selection controls which configuration values are retrieved from the device.

Select All Forms from the drop down menu to retrieve all available configuration values from the device. Click the Get Values from Devices button after you have made your selections for Device Model, Print Device, and Config Form. PSV will then connect to the appropriate devices and obtain the form values indicated.

From the list of configuration settings you can make changes to the current values by selecting a new value from a drop down menus.

Click the Set to Device button to send and save all configuration changes to the device.

Note: When certain networking options are changed, the device may auto restart. This is necessary for the changes to become active. A device restart will normally complete in about 30 seconds.

If the print devices are configured for “dynamic” network address (DHCP), and network servers do not reserve IP addresses, the IP address of the print device could change after the device restarts, and effectively it could become unreachable from PSV until the new address is found using the Discovery feature. Most of the time this is not an issue since DHCP servers typically re-assign the same IP address to a device.

Configuring Several Devices at Once:

As mentioned previously, configuration data from each print device can be saved in PSV’s

database to be reused later for multi-device configuration and set up. The saved configuration settings are called attributes and each has a unique pre-defined name recognized by PSV, i.e. “SNMPv3_Username”.

Distinct attribute values can be saved for each compatible printer. Attributes can also be saved and shared by all compatible devices. Attributes shared in this way are called common attributes.

The steps to configure several devices at one time are summarized below:

1. Check the Show Attributes & Common box

2. Click the Get Values from Devices button

3. Edit the Current Value fields and select the desired attributes to save into the PSV

database by checking boxes

4. Click the Save as Attribute or Save as Common buttons

Saving Attributes to the PSV Database:

To save Attributes to the PSV database, enter the desired value in the Current Value fields or select the desired value from a drop down list.

Select the values to be saved by clicking the desired check boxes in the Attribute Name column. Click the Save as Attributes button.

Note: Clicking the Save as Common button saves the data as a common attribute shared by all devices.

Any attribute values or common attribute values that have been saved are shown in the “Attribute Value” column. A “*” next to the attribute name indicates it is a common attribute.

To delete a value from the PSV database, click on the “X” next to the value in the Attribute Value column.

Note that common attributes have preference over individual attributes. If both common and individual attributes are defined in the database, the common attribute will be displayed and used.

Set Values from Attributes

When the print device’s configured value is different from the saved attribute or common attribute value, the database attribute value is shown in red.

When a print device’s configured value is the same as the saved value in the PSV database, the value is shown in green.

Click the Set Devices from Attributes button to apply the attribute values in the PSV database to the selected device. The changes are applied to all devices selected in the “Print Device” list. By selecting “All Compatible”, PSV will apply all attributes from the database to all devices that support the selected form.

If “All Forms” is selected for Config Form, the program will apply changes to all forms that match. If “All” is selected for both Print Device and Config Form, the program will make

sure that all devices are in-sync with desired values stored in the PSV database when Set Devices from Attributes is clicked.

To avoid unnecessary delays, PSV first tests if the print device(s) are on the network by using SNMP protocol and provides a list with checkboxes next to addresses of matching devices. Those who respond to SNMP v1 have the checkbox checked.

Click the Set Selected Devices from Attributes button and PSV will apply changes only to the devices that have the checkbox checked next to the IP address.

To verify that the new values have been configured in the device, click the Get Values from Devices button. The attribute values should be listed in green.

Note that “Common” attributes will be visible with all devices, not just with the device selected when saved to the database.

SNMP Test Connection Checkbox:

The “Configure Print Devices” feature uses SNMP v1 to determine if the device is available

on the selected network and verifies that it is the same device in the PSV database.

If the print device is configured to respond only to SNMP v3, uncheck the SNMP test connection checkbox, to make sure PSV is able to communicate with the print device.

Exporting / Importing Configuration Data:

Populating the PSV database with attributes can also be accomplished by clicking the

Export / Import Config Data link. It may be easier to first “Export Attributes” to

create a template file containing the names of the attributes. Such a file can be edited in Excel or a similar tool, and then “imported” back into PSV.

Select Export Attributes from the drop down. Click Select. Choose the appropriate Config form and Click Export. Click the Export CSV button.

Note: The first line of the CSV file is comprised of the PSV attributes contained in the file. The first column must be the address of the print devices (IP or DNS). Import Attributes supports a number of encoding formats.

To import a CSV file that contains a list of devices and their attributes select Import Attributes from the drop down and click Select.

Sample Configuration Exercise:

In this example the goal is to set all network protocols that are not used to disabled, and to set SNMP v3 enabled along with SNMP v1 and v2.

The first step is to select a print device. The attributes we are interested in are part of the

“Network -> Basic Setup” form.

Select this form from the “Config Form” list. Make sure the “Show Attributes and Common” checkbox is checked then click “Get Values from Devices”.

Next, modify the values that we want to be the same for all devices. For example, set

“Netware” to Disable. Check the checkbox next to it (“B7x0_Netware”) and click the Save as Common button.

Finally, click Set Devices from Attributes to apply the changes to the selected device.

Common attributes apply to all compatible devices, so by selecting “All compatible” for “Print Device” and clicking Set Devices from Attributes the selected common values will

be applied to all compatible devices found in the database. This feature can be used to reset device settings to desired values that have been saved to database.

Configuring Email Address Book and Fax Phone Book

For MFP devices that support scan-to-email and fax transmission, you can remotely configure the device to add or change email addresses and fax phone numbers. The configuration process to add or change email addresses or fax phone numbers is similar to the way other device properties are remotely configured.

Caution: When adding or editing email addresses and fax numbers to a device the values must be entered in a specific format, i.e. a specific syntax must be followed (see screen shot below). The syntax may differ between models so check with an OKI technical resource before attempting to add or edit these values.

Note: If the values are not entered correctly, the device will not accept the configuration changes. The top line of data is designated as the header followed by individual email addresses. In this case, the values are comma delimited.

Step 1: Set new values directly to the device through the embedded web page

Step 2: Read the current values from the device clicking the Get Values from Device

button

Step 3: Save the attributes as regular attributes or common attributes by clicking the appropriate button

Step 4: Save the attributes to each device by clicking set the device

Exporting / Importing Email Address Book and Fax Phone Book values

Like other forms, the values in the email address book form and fax phone book form can be exported to and imported from CSV files. However, there is one important difference specific to Email Address Books and Fax Phone Books: their forms can have records that are “shared” (common) among multiple devices.

For example, there may be situations where a common set of fax phone numbers need to be configured in every MFP device, and in addition, some devices require unique numbers aside from the common set of numbers. This is achieved by “merging” records that have a “*” in the address column to all devices in the CSV file. Such a merged list is saved to PSV’s database to be applied to individual devices.

Configuring Scan Profiles:

Many OKI MFPs have the ability to use “scan profiles” which instruct the device to send scanned documents to shared folders, FTP and HTTP resources.

Scan Profiles can be created and configured from the device’s embedded web page one device at a time or by using PSV to configure many devices at one time.

Configuring Scan profiles are performed in much the same way in PSV as configuring other device properties.

There are 2 different methods available to configure Scan Profiles using PSV:

1) The “Common Attributes Template” method

A simple configuration starts by configuring a target MFP device with the desired configuration through its embedded web page. PSV can then be used to obtain the configuration from the target device by reading it and saving it to the PSV database. The configuration template can then be modified as needed and applied to another MFP device, a group of devices, or all compatible devices.

This method is practical when all devices need to have the same set of profiles and only requires optional destination folders for each device or a different destination share server address.

2) “Exporting / Importing Scan Profiles” from CSV

In some cases, MFP devices need to share the same scan profiles but also need unique profiles specific to each individual device. In such cases PSV can “Export” Scan Profiles from one or multiple MFP devices, allow the user to edit the profile in another application such as Excel, import it back into the PSV database and apply to all compatible MFP devices.

Method 1: The “Common Attributes Template” method

The first step to method 1 is to configure a Scan Profile on a target device by accessing and using the devices embedded web page. Login to the device web page with username: root and default password: aaaaaa.

Select Scanner Menu, click Scan to Network PC, click Profile Manager, click New or Modify (New to create a new profile, Modify to edit an existing one).

Make appropriate changes to the profile setting page (displayed on the right side of the split screen above) and click Submit.

It’s useful to try using a scan profile after creating or editing it to make sure it works as expected before applying the same or similar configuration to many other MFP devices using PSV.

Getting and Setting a Scan Profile to one MFP device:

The second step is to acquire the scan profile configuration values from the target machine using PSV. In this example the scan profile values will be applied to one device. The next section will describe applying the values to many devices.

Return to the Configure Print Devices page: Click Tools, click Configure Print Devices, and select an MFP model type from the device model drop down.

Select an individual device from the Print Device drop down. From the Config Form drop down, select the Scan-> Scan Profiles form. Click the Get Values from Devices button.

If any changes to the profile are required, make them now. After making changes, click the Set to Device button to send the configuration values to the device selected.

Note: The first row of text includes names of fields. Each profile starts with number: #nn

Configuring Scan profiles to several devices:

Before describing how to apply a scan profile to many devices, a short discussion on common attributes is needed.

Common Attributes for MFP Scan Profiles

When multiple devices are sending scan files to the same (FTP or CIFS) share server, it is usually required to have those files saved in separate folders: first to make sure files with potentially same names do not override other files and second to be able to know which MFP devices have sent the file to the server.

A very simple method to achieve this “unique folder for each MFP device” is to:

 Get current Scan Profiles from an already configured MFP device  Modify the profiles to add template {Markers} in the CSV text and save it as a

Common Attribute

 Then select a group of devices or all compatible devices and click Set Devices

from Attributes.

Return to the Configure Print Devices page by clicking Tools / Configure Print Devices.

Obtain the Scan Profile values from the target MFP device that you previously configured using its embedded web page.

Select an MFP model type from the device model drop down. Select an individual device from the Print Device drop down. From the Config Form drop down, select the Scan->

Scan Profiles form. Check the Show Attributes and Common checkbox and click the Get Values from Devices button.

The original Scan Profile values will look like this (trimmed for clarity):

EntryNumber,Name,Protocol,TargetURL,PortNumber,… #01,HR_01,FTP,//172.31.44.195/scan/HT_01/172.31.19.95,21…

#02,IT_02,FTP,//172.31.44.195/scan/IT_02/172.31.19.95,21,… #07,SALES_07,FTP,//172.31.44.195/scan/Sales_07/172.31.19.95,21,…

Please observe “TargetURL” field starts with address of server (172.31.44.195), and the destination folder includes address of MFP device (172.31.19.95). The goal is to make this URL unique for each device, so we modify the CSV text to:

EntryNumber,Name,Protocol,TargetURL,PortNumber,… #01,HR_01,FTP,//172.31.44.195/scan/HT_01/{ADDRESS},21… #02,IT_02,FTP,//172.31.44.195/scan/IT_02/{ADDRESS},21,… #07,SALES_07,FTP,//172.31.44.195/scan/Sales_07/{ADDRESS},21,…

Make sure the Scan Profiles checkbox is checked and click the Save as Common button. This will save data to PSV’s database as a generic template, where {ADDRESS} marker will be replaced with the actual address of each MFP device.

Select another device from the list, and click the Set Devices from Attributes button

This will obtain a “Common” template from the PSV database, replace {ADDRESS} marker with actual address of selected MFP device (in this case ‘172.31.19.57’), and apply a new value to the selected device.

Select “All Compatible” devices and apply, and they will all be configured.

Besides {ADDRESS}, the system supports {NAME} and {LOCATION} properties, and any other attribute that can be assigned to print devices as described in previous sections of this document.

Editing Common Scan Profiles and Attributes

To modify a Common Scan Profile template, click on Edit Common link.

Expand text box next to “Scan_Profiles”, edit CSV text, and click Save.

Note: that “Common Attributes” can include any name-value pair. You can add at the bottom of the form both new name and value and save. In this case we have added “FTP_SERVER” attribute, with value “172.31.44.195”. Now, we can make our Common * Scan profiles even better, replacing the address of server with {FTP_SERVER} marker in the CSV text.

EntryNumber,Name,Protocol,TargetURL,PortNumber,… #01,HR_01,FTP,//{FTP_SERVER}/scan/HT_01/{ADDRESS},21… #02,IT_02,FTP,//{FTP_SERVER}/scan/IT_02/{ADDRESS},21,… #07,SALES_07,FTP,//{FTP_SERVER}/scan/Sales_07/{ADDRESS},21,…

The first benefit is that we can now change the address of the FTP server in only one place. The second is that we can have the FTP_SERVER individually assigned as an attribute for each print device, and imported to the PSV database as described in previous sections of this document.

Exporting / Importing Scan Profiles from CSV:

The second method to configure scan profiles for a fleet of similar devices is by creating a CSV file with the configuration parameters and importing it to CSV and applying the changes to the devices.

In some cases there is a need to have different Scan Profiles for each devices, not only different folder, server, or scan option. There could be some common scan profiles that should be applied to all MFP devices, and then individual scan profiles for each MFP device

as desired. This can be done by using “Export / Import Data” tool, “Export Scan Profiles” and “Import Scan Profiles” options.

This technique provides complete control, flexibility and efficiency, but it does require some additional effort to prepare and manage CSV text files with Scan Profiles.

As in a previous example, the first step is to manually configure Scan Profiles on one or more template MFP devices by using the embedded web app on those devices. Then select

Tools => Export / Import Data

-> [Export MFP Scan Profile], [Select]

-> [Device Properties\], [Printer or Group\], [Export]

-> [Export CSV], and [Save]

The resulting CSV file can be edited by any text editor, or by Excel or similar tool.

The rows that have a ‘*’ in the ‘Address’ column will apply to all devices that do not have Scan Profiles with same ‘EntryNumber’ already defined.

Please observe that rows are trimmed for clarity:

Address,EntryNumber,Name,Protocol,TargetURL,PortNumber,… *,#01,ftp_01,FTP,//{FTP_SERVER}/scan/01/{ADDRESS},21,… *,#02,ftp_02,FTP,//{FTP_SERVER}/scan/02/{ADDRESS},21,…

172.31.19.57,#00,ScanToRonsW7PC,0,\\172.31.45.63\SWE_Shared,445,…

172.31.19.57,#01,ScanToJCDsW7PC,0,\\172.31.19.58\SWE_shared,445,…

172.31.19.57,#06,Ubuntu,CIFS,\\172.31.19.134\smbuser,445,…

172.31.19.95,#00,DraganScanMB460,CIFS,\\172.31.44.195\scan\MB460,21,…

172.31.19.95,#03,eng_ftp,FTP,//172.31.1.41/incoming,21,…

In this case Scan Profile #02 for device ‘172.31.19.57’ will be

*,#02,ftp_02,FTP,//172.31.44.195/scan/02/172.31.19.57,21,…

The profile #01 will be as defined for specific device, not from Common, as well as #00 and #06.

In this case Scan Profile #02 for device ‘172.31.19.95’ will be *,#01,ftp_01,FTP,//172.31.44.195/scan/01/172.31.19.95,21,… *,#02,ftp_02,FTP,//172.31.44.195/scan/02/172.31.19.95,21,…

Data can now be imported from CSV text file to the PrintSuperVision database

Now that the values are stored in the PSV database, you can use the “Configure Print Devices” feature as previously described and use Set Devices from Attributes to save to individual devices, to a group of devices or all compatible devices.

Configuring MFP Devices

MFP devices, such as the OKI MC561 and MB491 provide many options when scanning

documents. One option is the use of “Scan Profiles”. For a user of MFP device, Scan Profiles appear as list of names on LCD menu after pressing “Scan” button and selecting “Network PC” menu option. After pressing “Start” button MFP scans a document with pre-

configured options, and sends it to a (file) server on pre-configured location, and with preconfigured filename.

Since files can be sent to the same file server from multiple MFP devices, with multiple “Scan Profiles”, it is important to be able to recognize the purpose and origin of the scanned file by its filename.

In an Enterprise network there could be many MFP devices that need to be configured and managed. This is where the PrintSuperVision “Configure MFP Devices” tool is useful, since it provides an efficient way to configure Scan Profiles on a large number of compatible OKI MFP devices by a “one button click”.

To make filenames from devices different, Scan Profiles in each device can be configured

to indicate location of the MFP device. PSV admin can configure a “Template” for Scan

Profiles that is the same for all managed MFP devices, and it gets adjusted for each device based on data from the database. For example, a new employee may be required to sign and send an “HR-Form1”. Resulting filename can be “HR-Form1_Store- 123_052912133702.pdf”, where “HR-Form1” is for profile, “Store-123” is for location of MFP, and date-time makes filename unique: 052912 is May 29, 2012, 133702 is 1:37:02 PM.

How to use the PSV tool to automate the process is described in this section.

Scan Profiles:

Scan Profiles are a collection of settings that the device uses when one or more documents are scanned. The settings define things such as the resolution and format of the scanned image and the location where the scanned file will be copied to. A user can then select a Scan Profile from the device’s control panel, and the settings defined for that profile are used when scanning. A user can enter the desired scan options each time he or she uses the scan function, but this would be a slow process. It is better to configure the device with Scan Profiles and let the user select from the available choices.

PSV’s Enterprise Edition provides a tool for configuring Scan Profiles.

This tool is most useful when profiles need to be established on a large number of MFP devices connected to a network. PSV can be used to “push” Scan Profiles to a large number of devices.

The system can have a ‘Scan Template’ that can be applied to all compatible devices with a single button click.

 Scan Profiles are configurations in MFP devices used for scanning and sending to

server.

 Attributes are descriptions of print and MFP devices in the PSV database  Scan Templates are shared descriptions of scan profiles saved in the PSV

database. Scan Templates can include Attributes.

Using PSV to Configure MFP Devices:

The main reason for using the ‘Configure MFP Devices’ tool is to configure Scan Profiles in a large number of network MFP devices. However, it can be used to configure individual devices as well.

The tool is accessed by selecting Configure MFP Devices from the Tools menu.

Interactive Configuring of Scan Profiles

OKI MC561 and MB491 devices support up to 99 Scan Profiles. Each profile is numbered from 01 to 99.

To set up Scan Profiles in a particular device, select the device from the dropdown list and click the Get from Device(s) button.

The Scan Profile settings are displayed as a table. The settings displayed depend upon

the selection of the View dropdown list. “Simple” displays only the most important profile settings. “Advanced” shows all of the settings associated with the profile.

Adding a Scan Profile

You can add a scan profile to a particular device by clicking the Add button when that device is selected in the Device dropdown list. Provide the desired values for the various settings. PSV automatically provides the next available Id. Click Apply To Device to add the new profile to the device.

Editing and Deleting a Scan Profile

You can make changes to a scan profile by clicking in the Id column of the profile you want to change. The settings shown depend upon the selection of the View dropdown list. When working in the Advanced view, it is assumed the user has an understanding of what each option represents. Not all combinations of profile values are acceptable. For example, FTP encoding options are not applicable with the HTTP protocol. In some cases the program will automatically adjust obvious mistakes. In other cases, the MFP device may reject a wrong combination of options.

After making any changes, click the “Apply To Device” button. This will save the Scan

Profile back to the device. PSV does not save device scan profiles in its database. You can delete a scan profile by clicking the “Delete From Device” button.

Scan Destination: Share Folder or a Server:

Scan Profiles may specify a server or shared folder that needs to be configured separately. Please make sure to correctly configure security access rights, including username and password as applicable. The available protocols are:

 CIFS: Windows Sharing  FTP: Windows IIS (Internet Information Server) support it; In case of “anonymous”

access FTP server still expect username “ftp” and password that includes character

“@” like in email address.

 HTTP: Be aware that IIS 7 or newer (Windows 2008 and Windows 7) do not support

“anonymous HTTP PUT” so Username and Password must be provided. Make sure to enter correct port number for the selected protocol. Default choices are provided next to “Port No.” field on the form.

Using Scan Templates:

Scan Templates can be used to save scan profile settings to the PSV database. A scan template can be associated with a particular device or a group of devices. When the template is a device template, it essentially provides a way to save an individual scan profile to the database. It is when a template is a group template that it becomes more useful from a configuration standpoint. When a group template is used it gets applied to all compatible MFP devices in that group. This allows you to easily configure the same scan profile to a number of devices.

Adding a New Scan Template:

To add a scan template, select an individual MFP device or printer group from the Device

dropdown list and click the “Add” button. If the “Add” button is not shown, click “Show Templates”. If an individual device is selected, then the template created is a device

template for that particular device. If a printer group is selected, then the template created is a group template for that group. Provide the desired values for each setting.

When you have made all of your changes, click the “Save Database Template” button

instead of the “Apply To Device” button.

Editing Scan Templates:

Editing Scan Templates is very similar to editing Scan Profiles. One visual difference is the

addition of the ‘Template From’ column shown before ‘Id’ column. This column indicates if

the template is a device or group template. Both device and group templates apply to individual devices. This column distinguishes between the two. Only group templates will be shown for a printer group.

In the following example, Scan Template with Id ‘04’ is assigned to this one individual MFP devices, and other three templates (‘02’, ‘03’, ‘10’) are from ‘Group: All’. That is they

apply to the selected device and to all compatible MFP devices.

Applying Scan Templates

For the scan settings represented by a scan template to be used by a particular MFP device, the scan template must be applied to that device. To do this:

1. Select the individual device or printer group where the template has been saved

from the Device dropdown list.

2. Click in the Id column of the template you want to apply.

3. Click the “Set with Templates” button. If a device template is selected, only that

device is updated. If a group template is selected, the template is applied to all

devices in that group. Once the program has completed this, you should see a new profile for each device where the template was applied. You can confirm this by selecting a device from the Device dropdown and clicking the “Get from Device(s)” button.

Hierarchy of Group Templates

Besides the default group ‘Group: All’, devices can be organized into any number of

groups. This allows printers to be grouped by region or department for example. Scan Templates can be assigned to those groups, and then applied to each printer in the group.

In next example, Scan Template ‘04’ is defined for ‘Group: Marketing MC561s’. It applies

to all compatible devices in that group. Care should be taken so that all templates have a

unique Id. When there are scan templates with same “Id” assigned to both group and

individual device, the template for the group is used. This is to make sure that common templates are always visible on all devices in the group, and avoid accidental “hiding” of common templates.

Using PSV “Attributes” to Customize Scan Templates:

Scan Templates allow you to establish the same scan profile in a number of MFP devices. However, there may be cases when you want a part of the scan profile to be different for each device. You could set up a different scan profile for each device, but this would be

time consuming to implement and configure. The “Configure MFP Devices” tool allows you to use PSV “Attributes” as part of a scan profile.

PSV Attributes are named values that are assigned to individual print devices and saved in

the database. For example, each device can have an attribute named “StoreNumber” that

a company uses to identify individual store locations. PSV Attributes can be included in

interactive reports, email alerts, and in tools such as “Configure MFP Scan Profiles”.

Here’s how it works:

In a Scan Template, a special marker with attribute name inside of { } can be used. When the program finds these characters, it tries to find an Attribute with the same name for the device the template is being applied to. If such an attribute exists, then the program replaces the attribute name with the attribute value. This new value is used when setting up the profile for that device. The profile is customized to the device even though the same scan template is used.

‘Address’, ‘Name’ and ‘Location’ are standard attributes. The values for these come

directly from the MFP device. They do not need to be entered by the user.

For example, a Scan Template can have a Filename set as:

“Order_{Address}_{Name}_#n”. When this template is applied to a device with Address “192.168.1.100” and name “OKI-MC561-221037”, the Scan Profile created in the device

will have Filename setting “Order_192.168.1.100_OKI-MC561-221037_#n”. The Address attribute has been replaced with the IP address of the device. The Name attribute has

been replaced with the actual name of the device. The “#n” is replaced by MFP device

with number of scan (to make filename unique) at the time of scanning.

Another example, stores may submit a daily sales summary. A scan template can be set up so that all stores use the same FTP site. The Filename setting can use an attribute so that the name of the file created indicates the store the report is from. The Filename field in the template can have the value

“Sales_{StoreNumber}_#d”. When the template is applied to a device, the program will try to use the attribute “StoreNumber” for that device. The names of the scan file

created by different MFP devices will all have the correct store number in the filename making it easier to identify the source of the file.

Editing and viewing of Attributes can be accessed from “Configure MFP Devices” by clicking the “Edit Attributes” button. Be sure any attribute name you use in a scan

template match exactly the actual attribute name.

Attributes can also be imported from a CSV file, from “Printers | Import Printers and Attributes” tool.

Date/Time and Document Number in Filename:

To help make each scan file name unique, MFP device can insert current date/time and

scan number to each scan file. For example, ‘Filename’ can be defined in Scan Profile as ‘SalesSummary_100_#d_#n’

#d is replaced by current date/time by the MFP device when scanning. #n is replaced by a number that increments for every scan, to form a unique filename.

Using the previous example, a scan document created by an MFP device would have a filename like “SalesSummary_100_052912133702_00001.pdf”. The date/time in the filename is encoded by MFP device as “MMDDYYhhmmss”. The date in the example is “29-May-2012 01:37:02 PM”.

Show State:

The tool keeps track of all ‘Set with Templates’ actions, with date and status. By selecting a device or group and clicking “Show State”, you get the current configuration state of selected devices. “OK” indicates success. “Not Set” means the device was not responding

at the time configuration was tried. If configuration failed, the error is displayed in red.

The ‘address, name, location’ is a link to an individual device. It is a convenient way to directly access a device to configure it again, view current configuration, or edit attributes.

Show Logs

Click on “Show Logs” button presents a list of attempts to configure devices in the

selected group.

Using a Scan Profile from the MFP device’s Control Panel

 Press the “Scan” button.  Select “Network PC” using the up and down arrows on the control panel. 

 Press the “OK” button.  Use the up and down arrows on the control panel to select “Select Profile” from the

menu. Then, press the “OK” button.

 The Profile List will be shown.

 Use the up and down arrows to select the desired Scan Profile.  Press the “Start” button on the control panel to start scanning.

The scan file is sent to configured file server

Group Configuration

Only available in the PSV Enterprise edition, Group Configuration is a more advanced way to configure devices remotely by using the parameters from one device to configure a group of similar devices.

Group configuration uses an XML file as a “Template” to remotely set up groups of devices.

Currently there are 4 sample templates included with PSV.

To use Group Configuration: Click Tools from the main menu and click Printer Group Config from the drop down box.

2. Select a template from the drop down menu.

3. Select the Target Group of devices that will receive the new configuration.

For a list of devices in each group click Show printers. Select the devices that will receive the configuration by clicking the check boxes in the Select column.

The “paper source” configuration from the origin device can be modified before applying the configuration to the group selected.

4. Make desired configuration changes and click Apply.

There are other sample Group Configuration templates provided that perform various tasks.

Configuring Static IP Address

PSV Enterprise Edition includes a tool for automating the configuration of IP addresses. It is accessible from the main Tools menu.

It is frequently requested to configure a print device to use a static IP address, by using some “address scheme”. Typically, printers have “fixed last octet” inside of a subnet.

This tool helps find matching printers inside of selected subnets, detects current configuration of IP address (static, dynamic), and allows changing from dynamic to static and vice versa.

The tool makes it possible to configure all (compatible) devices with the parameters as per policy, as well as to configure individual devices with desired values. The tool can be used to re-configure all devices to desired default values with one mouse click. Specific examples of how this feature can be used are:

 Configure One: Gateway, Subnet - Change IP configuration parameters for one

device at a time. The parameters available are: Static or Dynamic IP Address

(DHCP disabled or enabled) selection, Gateway address and Subnet mask.

 Fix many: Gateway, Subnet – Change Gateway address and Subnet mask to

desired value.

Configure Static IP Address:

This tool helps to automate the configuration of gateway address and subnet mask. These

options can be configured manually using a browser and the device’s embedded web

forms. PSV helps automate the configuration of such options.

The “Configure Static IP Address” page is available only to members of the PSV “Administrators” group. It is accessed by selecting “Configure Static IP Address” from the

Tools menu.

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Oki C330dn PrintSuperVision 4.0 User Guide

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Frequently Asked Questions

User Manual