FreeFlow Accxes
Software Tools
Version 11.0, July 2005
701P43787
Customer Training
Guide
Prepared by:
Xerox Corporation
Global Knowledge and Language Services
800 Phillips Road 845-17S
Webster, New York 14580
©2005 by Xerox Corporation. All rights reserved.
Copyright protection claimed includes all forms and matters of copyrightable
material and information now allowed by statutory judicial law or hereinafter
granted, including without limitation, material generated from the software programs
which are displayed on the screen such as icons, screen displays, looks, etc.
Printed in the United States of America.
XEROX® and all Xerox product names mentioned in this publication are
trademarks of XEROX CORPORATION.
®
XEROX
, WIDE FORMAT PRINT SYSTEM 8850, WIDE FORMAT PRINT SYSTEM 8825, WIDE FORMAT
PRINT SYSTEM 8830, WIDE FORMAT PRINT SYSTEM 510DP, WIDE FORMAT PRINT SYSTEM 721P, 6030
WIDE FORMAT, 6050 WIDE FORMAT, Synergix Scan System, and FreeFlow Accxes are trademarks of
XEROX Corporation.
Internet Explorer is a copyright protected program of Microsoft Corporation.
Mac OS X is a registered trademark of Apple Computer, Inc.
Netscape is a registered trademark of Netscape Communications Corporation.
Sun Sparc is a registered trademark of Solaris.
One or more of the fonts listed within this document may be a registered trademark
of Morisawa & Company, Ltd. or DYNALAB, Inc.
Changes are periodically made to this document. Changes, technical inaccuracies,
and typographic errors will be corrected
in subsequent editions.
ii FreeFlow Accxes Software Tools Training Guide
Table of Contents
Overview........................................................................................................................1
Manual profile ............................................................................................................ 1
Remote access software...................................................................................... 1
Training password................................................................................................2
Job Accounting and Scan-to-Net enablement............................................................ 2
Job Accounting.....................................................................................................2
Scan-to-Net .......................................................................................................... 3
Scan-to-FTP......................................................................................................... 3
Web Printer Manager Tool............................................................................................5
Module introduction.................................................................................................... 5
Web Printer Manager Tool Overview......................................................................... 6
Starting the Web Printer Manager Tool...................................................................... 7
Help Files Installation.................................................................................................8
Using the Web Printer Manager Tool.........................................................................9
Check your understanding of the Web Printer Manager Tool.................................. 11
Answers to Web Printer Manager Tool Questions..............................................13
Account Management Tool (AMT) ............................................................................. 15
Module Introduction .................................................................................................15
Install the Account Management Tool (AMT) and FreeFlow Accxes Client Tools
(ACT)....................................................................................................................... 16
System Requirements and Overview.......................................................................17
Using the Account Management Tool...................................................................... 17
Check your understanding of the Account Management Tool ................................. 19
Operating in SCAN mode ........................................................................................... 25
Overview..................................................................................................................25
Introduction......................................................................................................... 25
Scan Mode ......................................................................................................... 28
Entering SCAN mode......................................................................................... 29
Operations in SCAN mode : machine observations for Scan-to-Net .................. 30
Machine observations - feedback sheet............................................................. 32
Scan-to-FTP....................................................................................................... 33
FreeFlow Accxes Client Tools ................................................................................... 35
Module overview...................................................................................................... 35
Using the Client Tools ........................................................................................ 37
Check your understanding of the FreeFlow Accxes Client Tools........................43
Answers to FreeFlow Accxes Client Tools questions.........................................44
FreeFlow Accxes Software Tools Training Guide iii
Overview
Manual profile
This manual provides a description of the
customer software available for the WIDE
FORMAT PRINT SYSTEMS 8825/ 8830/ 8850/
510DP and 721P. It also provides general
information about installing the software on your
PC and using it with the printer and Scan System.
NOTE: For the 6030 WIDE FORMAT and 6050
WIDE FORMAT printers, which have their own
embedded controller, the FreeFlow Accxes Print
Server is required to use the Web Printer
Manager Tool.
Remote access software
This manual is primarily a training aide. You will
be reading and using various software help files
and sections of two user guides. Study only
those sections of this manual that pertain to
the software that you will be using.
As you go through the training, you can install the
software, as well as set up the system and your
workstation to meet your printing requirements.
The following softwares are covered in this
manual:
Web Printer Manager Tool
Account Management Tool (AMT)
FreeFlow Accxes Client Tools (ACT)
NOTE: If you are already familiar with using these
softwares, you can skip this training document.
Instead, update your understanding by reading
over the “New Features” section of the current
FreeFlow Accxes Release Notes (Go to
www.xerox.com, Wide Format > Drivers &
Downloads link. In the Xerox FreeFlow Access
FreeFlow Accxes Software Tools Training Guide 1
11.0 Controller Firmware & Machine Upgrades
Section, locate the release notes that are under
within the controller firmware section).
Training password
Access to some of the features covered in this
training requires a system password. Only the
key operator or system administrator should know
this password. For this training, the key operator
or system administrator should set up a temporary
password. After the training is complete, the
password should be changed to protect the
system from unauthorized entry.
Have the key operator or system administrator
change the password and make it available to
the training participants.
Job Accounting and Scan-to-Net enablement
Job Accounting
Job Accounting provides a means of tracking all
usage for copy, scan, and print jobs by User ID
and Account IDs. It is an optional feature on the
WIDE FORMAT PRINT SYSTEMS.
Job Accounting has three modes:
Enabled – When Job Accounting is set to
Enabled, users must provide a valid User ID and
Account ID to make copies, scan, or print. Media
usage and Scan System usage data are logged to
the specified user/account.
Disabled – When Job Accounting is set to
Disabled, users can make copies, scan, or print in
the normal manner without entering account
information. No media usage is logged.
Optional – When Job Accounting is set to
Optional, media usage for jobs, with valid User
IDs and Account IDs, is logged in the same way
as when set to Enabled. Media usage for jobs
without user and account IDs is logged to a
generic user/account. Jobs with invalid IDs are
printed with an error page.
2 FreeFlow Accxes Software Tools Training Guide
To set the Job Accounting mode, you must use
the printer control panel, the Scan System control
panel, or the Web Printer Manager Tool. User IDs
and Account IDs are created by the system
administrator with the FreeFlow Accxes Account
Management Tool installed on a workstation
connected to the network.
The data that is created by using the Account IDs
and User IDs is stored in the job log file in the
printer’s controller. The data is retrieved by an
external account server, such as the Account
Management Tool.
To order the job accounting feature, contact your
Xerox representative or authorized reseller.
Scan-to-Net images saved on the hard disk
Scan-to-Net allows you to scan documents and
store them on a hard disk for later retrieval from a
workstation connected to the network.
To order the Scan-to-Net feature, contact your
Xerox representative or authorized reseller.
Scan-to-Net images sent to an FTP Destination
The Scan-to-FTP feature can also be accessed
when the Scan System is in Scan Mode. This is a
security feature to allow Scan-to-Net images to be
transferred to 4 remote FTP destinations. The
scanned image data will not be left on the
FreeFlow Accxes disk. The destination choices
that show on the scan system’s Sample Mode
screen were defined on the Web Printer Manager
Tool page located at Printer Defaults > Utilities >
Scan Destinations. See the Sample Mode section
of this guide for more information on how to use
this feature.
FreeFlow Accxes Software Tools Training Guide 3
Web Printer Manager Tool
Module introduction
This module describes the Web Printer Manager
Tool. It is part of the controller firmware that
supports the WIDE FORMAT PRINT SYSTEMS
8825/ 8830/ 8850/ 510 and 721P. The 6030/6050
WIDE FORMAT PRINT SYSTEM needs to have a
FreeFlow Accxes controller connected to it in
order to use the Web Printer Manager Tool. It is
accessed using a Web browser.
The Web Printer Manager Tool provides the
following functions:
Print job management
Printer default parameter set-up
Job accounting mode selection
Objectives When you have finished this module, you should
be able to:
Log on to the Web Printer Manager Tool
Monitor print jobs
Set printer defaults (key operator or system
administrator).
Materials required You must have the following items before
beginning this module:
WIDE FORMAT PRINT SYSTEM
8825/8830/8850/ 510DP, 721P, or the
6030/6050 WIDE FORMAT printer with the
FreeFlow Accxes Print Server loaded with
FreeFlow Accxes Firmware 11.0
The IP Address of the printer
• A copy of the 11.0 FreeFlow Accxes Firmware
Release Notes
• A copy of the Xerox FreeFlow Accxes System
& Web Printer Manager Tool Setup Guide
The file that contains the Web Printer Manager
Tool help files (example: wenglish.hlp), which
you need to load into the printer. The help file
FreeFlow Accxes Software Tools Training Guide 5
is located on your customer CD and on the
www.xerox.com website in the Wide Format >
Support & Drivers section.
Browser connection (Netscape Navigator 7.0
or higher or Microsoft Internet Explorer 5.5 or
higher)
Web Printer Manager Tool Overview
The Web Printer Manager Tool is a browserbased tool. Although it is not part of the World
Wide Web, the Web Printer Manager Tool has the
look and feel of a Web page. The Web site is the
printer's controller. You can access the Web site
from a client workstation by using either the
Netscape Navigator 7.0 or higher, or Microsoft
Internet Explorer 5.5 or higher browser and
entering the URL address of the printer's
controller. The URL address in this case is the
TCP/IP address of the controller. The monitor on
the workstation used to interface with the
controller must support a minimum resolution of
800 X 600.
Any user can view the Web Printer Manager Tool
pages. However, the printer password is required
to make any changes. The default password is
the number 0. Anyone can change the settings if
the password is left as 0, so it needs to be
changed by the System Administrator in order to
control the settings from being changed by
anyone else.
The Web Printer Manager Tool provides the
following services:
Users
without the printer password can:
- View printer status (including media
inventory) and the print queue
- View the printer defaults
- View the Job Accounting mode for remote
print jobs
- Generate test prints showing configuration
data (such as the Controller's TCP/IP
address)
Users with the printer password can:
6 FreeFlow Accxes Software Tools Training Guide
- Shut down the YKE controller from the
PRINTER DEFAULTS > UTILITIES >
Shutdown screen.
- Change the priority of, or delete any job in,
the print queue
- Set up all printer defaults
- Load stamps
- Specify the Job Accounting mode for
remote print jobs
- Upload controller and printer firmware
updates
- Upload Feature Keys to the Controller,
such as the optional Scan-to-Net, Scan-toPrint, PostScript, and Job Accounting.
- Enable or disable the media mismatch
queue from the Printer Defaults >
Processing Defaults > Media Page of the
Web Printer Manager Tool.
- Use the Rendering Page to change the
printer default settings for such image
rendering parameters as Contrast,
Lightness, Vector Halftone reproduction
(area fill or fine line optimization), and
Fineline Grayscale Rendering (grayscale
rendering of colored lines). You can also
set the printer’s default rendering to a
choice of graphics, photo, or lines & text
document types.
The performance of the Web Printer Manager
Tool, in terms of user wait time, is determined
primarily by:
Network bandwidth and speed
Amount of data being transmitted to or from
the printer's Controller
Network traffic.
Starting the Web Printer Manager Tool
Do the following to connect to the Web Printer
Manager Tool.
FreeFlow Accxes Software Tools Training Guide 7
In the browser URL box enter http://
followed by the printer’s IP address, (for
example, http://13.240.20.38). If you don’t
know the printer’s IP address, see your
System Administrator or the test print set
produced at the time of your printer’s
installation. When the power is switched
on, the controller also sends a test print to
the 721P printer.
6030/6050 WIDE FORMAT printers only:
Configure Remote Printer Page as follows.
- Select PRINTER DEFAULTS >
UTILITIES > Configure Remote
Printer.
- Put in the IP address of the remote
printer, and the job queue name of that
printer, where FreeFlow Accxes will
send the print job data to the 6030/6050.
The remote job queue is in the plt (00-
99) format, with an extension letter of t,
c, h, p, v, or NONE. Your choices will
show on the screen, for example:
(plt00t). An example queue name is
"plt99" when NONE is selected.
Help Files Installation
Press the Update Remote Printer button
to set your choices.
Select Printer Defaults > Network. Check
that the Subnet Mask, IP Address, and
Gateway settings are correct. These are
needed so that your workstation will be
able to communicate with your FreeFlow
Accxes compliant Scan System and printer.
Do the following to load the help files, so that
you will be able to access them
Click on PRINTER DEFAULTS >
UTILITIES > Install Help Files and the
Install Help Files page will display. If you
entered the printer password from the
Session Setup link on the Main Menu, and
the FreeFlow Accxes Controller has a hard
disk, you can use this page to upload the
Web Printer Manager Tool help files to the
printer’s hard disk.
8 FreeFlow Accxes Software Tools Training Guide
Enter the name of the help file in the
indicated text field (example
wenglish.hlp). The help file is supplied in
packed form on the Web Printer Manager
Tool CD. As an aid in finding this file, press
the Browse... button to display the
standard file dialog.
(The help file can also be downloaded from
the Internet. Select www.xerox.com >
Support & Downloads. In the Wide Format
section, select the printer type. On the next
screen, select Drivers & Downloads. In the
Firmware & Machine Upgrades section,
select the Web Printer Manager Tool help
files link. Save the zip file to your hard
drive. After it is downloaded, open the zip
file and extract the files.)
Press the Install button to install the help
files on the hard disk. The FreeFlow
Accxes Controller will send back a
message stating that the "File Uploaded
Successfully".
Press the hyperlink or Back arrow button
to return to the last Web Printer Manager
Tool page.
On any Web Printer Manager Tool page,
you can now select the HELP to access
additional help.
Using the Web Printer Manager Tool
System Requirements: Read over the help
file that describes the software and hardware
that is needed to use the Web Printer
Manager Tool. You get to the help file by
doing the following on the Web Printer
Manager Tool screen.
Select HELP on the top of the screen.
Select
Choose the
Web Printer Manager Tool link.
Index.
System Requirements of
Overview: Read over the help file that gives
you an overview of the Web Printer Manager
FreeFlow Accxes Software Tools Training Guide 9
Tool. You get to the help file by doing the
following on the Web Printer Manager Tool
screen.
Select HELP on the top of the screen.
Select
Choose the Overview of the Web Printer
Manager Tool link.
Index.
Quick Start: Do the quick start (tutorial) to
give you the practical skills for using the user
friendly Web Printer Manager Tool. You get to
the help file by doing the following on the Web
Printer Manager Tool screen.
Select HELP on the top of the screen.
Select Index.
Choose the Quick Start link. The first
section, titled “Starting the Web Printer
Manager Tool’ you can skip over because
you already did it. Instead, start with the
Job Queue and Media Status section.
To become aware of other options for which a
System Administrator might want to change
the defaults, refer to the Index help file or look
in the Xerox FreeFlow Accxes System & Web
Printer Manager Tool Setup Guide. See the
options and navigational paths tables in the
titled sections: “Setting the Printer Setup
Defaults” and “Configuring the Printer
Processing Defaults”.
10 FreeFlow Accxes Software Tools Training Guide
Check your understanding of the Web Printer Manager Tool
1. What are the recommended browsers to
use with the Web Printer Manager Tool?
____________________________________
____________________________________
2. Is a printer password required to make
changes to the Web Printer Manager Tool
printer settings? Yes or No
3. Can the browser access the Web Printer
Manager Tool through a proxy? Yes or No
4. To use the Web Printer Manager Tool, the
printer must be connected through an
_______________ port using
____________________ protocol.
5. What three factors determine wait time on
the Web Printer Manager Tool?
_________________________________
_________________________________
_________________________________
6. Without a printer password, can any user
view the printer default parameters and
Job Accounting mode information? Yes or
No
7. The on-line help files are accessible from
the Web Printer Manager Tool after you
upload the help files. Where do you locate
the file containing the help files that need
to be loaded and what selection do you
make on the Web Printer Manager Tool to
load the file?--------------------------------------
8. After the help files are loaded, how do you
access them on the Web Printer Manager
Tool?-------------------------------------
9. Where can you look on the Web Printer
Manager Tool to see what media size is
located in the printer?------------------------
10. When viewing the list of print jobs on the
Main page, select _______ to update the
status of all the print jobs.
FreeFlow Accxes Software Tools Training Guide 11
11. To view only the active print jobs, on the
Main page, select _________________.
12. If you are using a printer password, how
can you cancel a print job?------------------
13. When you view the print jobs on the Main
page, sometimes the word “mismatch” will
show as the job’s Status. What creates a
mismatched job and how do you solve it so
that you can continue printing?----------------
---------------------------------------------------------
---------------------------------------------------------
14. What page do you go to, as an
Administrator, to select “Optional” as the
Accounting Mode?-------------------------------
12 FreeFlow Accxes Software Tools Training Guide
Answers to Web Printer Manager Tool Questions.
1. What are the recommended browsers to use
with the Web Printer Manager Tool?
Netscape Navigator 7.0 or higher or
Microsoft Internet Explorer 5.5 or higher
2. Is a printer password required to make
changes using the Web Printer Manager Tool
printer settings? Yes
3. Can the browser access the Web Printer
Manager Tool through a proxy. No
4. To use the Web Printer Manager Tool, the
printer must be connected through an
port using
TCP/IP protocol.
Ethernet
5. What three factors determine wait time on the
Web Printer Manager Tool?
Network bandwidth (speed)
Amount of data being transferred to or
from the printer
Network traffic
6. Without a printer password, can any user view
the printer default parameters and Job
Accounting mode information? Yes
7. The on-line help files are accessible from the
Web Printer Manager Tool after you upload
the help files. Where do you locate the file
containing the help files that need to be
loaded and what selection do you make on
the Web Printer Manager Tool to load the file?
The .hlp file is located on the customer CD
or in the Support & Downloads section of
the xerox.com website. To upload the file
to the Web Printer Manager Tool, select
Printer Defaults > Utilities > Install Help
Files.
8. After the help files are loaded, how do you
access them?
Select “Help” near the top of your screen.
9. Where can you look on the Web Printer
Manager Tool to see what media size is
located in the printer?
Select “Back to Main”. The media size for
each of the printer’s drawers is listed.
FreeFlow Accxes Software Tools Training Guide 13
10. When viewing the list of print jobs on the Main
page, select ”Get Status” to update the list of
all the print jobs.
11. To view only the active print jobs, on the Main
page, select “Show active jobs only”.
12. If you are using the printer password, how can
you cancel a print job?
Click on an active print “Job Name” (the
name is a hypertext link) and the Selected
Print Job page will display. Press the
“Cancel” button to cancel this print job.
13. When you view the print jobs on the Main
page, sometimes the word “mismatch” will
show as the job’s Status. What creates a
mismatched job and how do you solve it so
that you can continue printing?
A media mismatch occurs when the size or
type of media (paper) that is loaded in the
printer is not correct for the print job.
For any mismatched job, indicated in the
Status column of the Job Queue, click on
the Mismatched checkbox to obtain
information about how to resolve the
mismatch condition.
14. What page do you go to, as an Administrator,
to select “Optional” as the Accounting Mode?
ACCOUNTING
14 FreeFlow Accxes Software Tools Training Guide
FreeFlow Account
Management Tool (AMT)
Module Introduction
The AMT application provides a means of
retrieving job accounting data from multiple
printers that use FreeFlow Accxes version 7.0, or
greater, firmware. This application replaces the
Accounting Tab functionality of the FreeFlow
Accxes Client Tools (ACT).
NOTE: It is recommended that the AMT software
be loaded on only one workstation that is
password protected.
If you will be in charge of the AMT, then go
through this training module. If you won’t be, then
skip this module and go to the next module.
Objectives When you have finished this module, you should
be able to:
Install the AMT software.
Assign Account IDs, User IDs, and Printer IDs.
Authorize which users and account numbers
can be used on specific printers.
Retrieve media and scan usage data from the
assigned printers.
Tally retrieved data.
Export data to an external software.
Manually back up the data files
Materials required You must have the following items before
beginning this module:
A PC.
The AMT software disc, or the executable file
that has been downloaded from the
www.xerox.com website.
WIDE FORMAT PRINT SYSTEM
8825/8830/8850/510DP, 721P, or the
6030/6050 WIDE FORMAT printer with the
FreeFlow Accxes Software Tools Training Guide 15
FreeFlow Accxes Print Server loaded with
FreeFlow Accxes Firmware 11.0
The IP Address of at least one printer.
Install the Account Management Tool (AMT) and FreeFlow Accxes Client Tools (ACT)
The ACT and the AMT softwares can both be
installed during the same installation. A password
is required for the AMT installation because it
should be loaded on only one computer and used
by only one person per company. No password is
required for installing ACT.
After you have installed the Account Management
Tool, you will be using several of the help files to
complete this part of the training.
Do the following to install both the AMT and
ACT softwares.
Insert the Client Install CD into a CD-
ROM.
If you downloaded the software from the
Internet:
- Open the downloaded zip file.
- Extract the files.
- Select the install.exe file to start the
install software.
On the first install screen, choose the
language.
On the “Enter Password” screen, if you are
loading both AMT and ACT, put in the
password. Ask your system administrator
for the password. If you are installing just
the ACT, press the Next button.
Follow the directions on the screens.
On the “Choose Shortcut Location” screen,
choose where you want the shortcut to
show, such as “On the Desktop”.
On the “Choose Install Set”, choose the
FreeFlow Accxes Client Tools button to
install only the ACT software. To install
both ACT and AMT, select FreeFlow
Accxes Account Management & Client
Tools to install both ACT and AMT. You will
16 FreeFlow Accxes Software Tools Training Guide
need the AMT software for this training
module.
System Requirements and Overview
Read over the information in the Systems
Requirements help file. Do the following to
locate the file.
Select the AMT icon on your desktop to
open the installed AMT software. If it isn’t
there, select Start > All Programs > Accxes
> Account-Tool.
Select Help > Help Topics at the top of the
opened AMT screen.
On the Index screen, select the System
Requirements link.
Read the information in the Overview help file.
Do the following to locate the file.
Select Help > Help Topics at the top of the
screen.
On the Index screen, select the Overview
link.
Using the Account Management Tool
Follow the instructions in the Tutorial help file
to learn how to use the software. It might be
easier to follow if you print out a copy of the
file.
Do the following to locate the file.
Select Help > Help Topics at the top of the
screen.
On the Index screen, select the Tutorial
link.
Backing up the AMT data files
It is important to do a manual backup of the AMT
database files on a regular basis. If you
accidentally corrupt or delete the saved AMT data
they cannot be recovered. Your manually
files,
backed up files would then need to be copied into
the AMT database folder.
FreeFlow Accxes Software Tools Training Guide 17
Go to the location of the data files. In the
Windows environment, the default location of
these data files is C:\ Program Files \AccXES\
AMTdatabase. In UNIX, the files are located
inside the "AMTdatabase" folder that is found in
the install directory (i.e.usually the "AccXES"
folder.) Make a backup copy of the AMT database
files to a different location. The names of the files
to backup are: AccXESjadb.backup,
AccXESjadb.data, AccXESjadb.script,
AccXESjadb.properties.
18 FreeFlow Accxes Software Tools Training Guide
Check your understanding of the Account Management Tool
1. Where do you specify that you are
requiring all users to put in an Account ID
and a User ID to track media and scan
usage data?---------------------------------------
2. When the FreeFlow Accxes firmware is
loaded, can the media and scan usage
data be lost from the controller? Yes or No
3. After you add account, user, and printer
IDs to the AMT database, what tab should
you select to start authorizing which users
and accounts are assigned to which
printers?---------------------------------------------
4. Which toolbar button on the Edit Account
Associations tab should you select to send
the same authorizing (associations)
information to the printers? This will allow
the AMT and printers to communicate with
each other, using the same accounting
information. ---------------------------------------
5. On which tab should you check if there are
any data problems, which are indicated by
checkmarks in the "Unvalidated",
"Configuration Needed", "Authorization
Needed", or "Purge Needed" columns.
--------------------------------------------------------
6. How do you retrieve the job accounting
data that users created on the scan
systems and printers?---------------------------
7. How do you tally the retrieved data?---------
---------------------------------------------------------
---------------------------------------------------------
8. How do you export media usage data from
the Raw or Tallied Job Accounting
Database to an external software?-----------
---------------------------------------------------------
FreeFlow Accxes Software Tools Training Guide 19
---------------------------------------------------------
-----------------------------------------------------
9. After exporting the tallied data, can the
same data be exported again if the records
are not deleted first from the Raw Job
Accounting Database before being retallied? Yes or No
10. Data is automatically deleted in the Raw
Job Accounting Database when the "Keep
Raw Printer Records Interval" (days) is
reached the next time that the AMT
Administrator retrieves data from the
printers' job log files. Where is the Interval
(days) specified?----------------------------------
---------------------------------------------------------
20 FreeFlow Accxes Software Tools Training Guide
Answers to AMT questions
1. Where do you specify that you are
requiring all users to put in an Account
ID and a User ID to track media and
scan usage data?
Select “Enabled” on the Web Printer
Manager Tool Accounting page.
2. When the FreeFlow Accxes firmware is
loaded, can the media and scan usage
data be lost from the controller?
You need to save the data from each
printer controller's job log file that is
using pre - 7.0 FreeFlow Accxes
firmware, or the data will be lost
when a newer version of the
firmware is loaded.
3. After you add account, user, and printer
IDs to the AMT database, what tab
should you select to start authorizing
which users and accounts are assigned
to which printers?
Go to the Edit Account Associations
tab.
4. Which toolbar button on the Edit
Account Associations tab should you
select to send the same authorizing
(associations) information to the
printers? This will allow the AMT and
printers to communicate with each
other, using the same accounting
information.
Select this toolbar button.
5. On which tab should you check if there
are any data problems, which are
indicated by checkmarks in the
"Unvalidated", "Configuration Needed",
"Authorization Needed", or "Purge
FreeFlow Accxes Software Tools Training Guide 21
Needed" columns.
On the Printers tab.
6. How do you retrieve the job accounting
data that users created on the scan
systems and printers?
Go to the Printer Job Accounting
Tab.
Select this toolbar button to
collect the job log file data from each
printer, which includes the scan
data.
7. How do you tally the retrieved data?
On the Printer Job Accounting
Tab, select this toolbar button.
8. How do you export media usage data
from the Raw or Tallied Job Accounting
Database to an external software?
On the Printer Job Accounting Tab,
select whichever "View" toolbar
button will display the data that you
want to export (raw or tallied
database data).
To export the currently
displayed data, select this toolbar
button.
9. After exporting the tallied data, can the
same data be exported again if the
records are not deleted first from the
Raw Job Accounting Database before
being re-tallied?
Yes.
22 FreeFlow Accxes Software Tools Training Guide
10. Data is automatically deleted in the
Raw Job Accounting Database when
the "Keep Raw Printer Records
Interval" (days) is reached the next time
that the AMT Administrator retrieves
data from the printers' job log files.
Where is the Interval (days) specified?
On the Printer Job Accounting
Tab, select this toolbar button to
access the "Select Job Accounting
Options" dialog. In the "Keep Raw
Printer Records Interval" field, enter
the number of days. Select the
Apply button
FreeFlow Accxes Software Tools Training Guide 23
Operating in SCAN mode
Overview
This module discusses operation of the Synergix
Scan System in SCAN mode. Before we discuss
the FreeFlow Accxes Client Tools’ Document
Retrieve Tool, you should understand how to use
the scanner to send documents to the controller's
hard drive, or to an FTP destination. Then you
will retrieve the documents using the FreeFlow
Accxes Client Tools.
Introduction
You may have covered the use of the Synergix
Scan System in your product training. If you feel
that you understand how to scan documents, you
may proceed to the FreeFlow Accxes Client Tools
section.
This module is only for use at sites where the
WIDE FORMAT PRINT SYSTEMS 8825/ 8830/
8850/ 510 DP/ 721P, or 6030/6050 WIDE
FORMAT printer is connected to a network. The
SCAN mode does not operate in non-network
installations.
NOTE: Be sure that the DDS Enabled checkbox
is selected in the Web Printer Manager Tool for
the COPY/SCAN functionality to be enabled. This
is automatically selected in the YKE controller.
For the HFT/PUN controllers, in the Web Printer
Manager Tool, select PRINTER DEFAULTS >
PRINTER SETUP > Miscellaneous to check if the
DDS Enable checkbox is selected.
SCAN mode allows Scan-to-Net documents to be
scanned and stored on the hard disk of the
controller for later retrieval over the network by a
remote workstation. Scanned documents can
also be sent to an FTP destination and the files
are not stored on the controller. If you do not
FreeFlow Accxes Software Tools Training Guide 25
have such a network connection and this
functionality is of interest to you, contact your
Xerox representative or authorized reseller to
arrange such an installation. Training in SCAN
mode operations will then be conducted after the
network installation is complete.
26 FreeFlow Accxes Software Tools Training Guide
Objectives When you have finished this module, you should
be able to:
Ensure that the TCP/IP network protocol is
enabled on the controller using the Web
Printer Manager Tool
Switch from COPY mode to SCAN mode and
back again
Scan in documents and interpret the display
information
Delete the most recently scanned image
Delete all the images previously scanned
Set the FILE DELETION timer to adjust the
time that a scanned file is retained before
automatic deletion
Scan a document to an FTP Destination
Materials required You must have the following items before
beginning this module:
Synergix Scan System with an activated Scan-
to-Net feature key.
FreeFlow Accxes Software Tools Training Guide 27
Scan Mode
In COPY mode, the image is sent immediately to
the printer. However, in SCAN mode, the Scanto-Net image is not printed, but is retained in the
controller’s Scan Directory for the period of time
set by the FILE DELETION timer and then
automatically deleted. The stored images can
later be retrieved from a network-connected
workstation.
The Scan-to-FTP image is scanned and sent to
an FTP Destination, with no file being saved in the
local controller.
Scanned files may be retrieved over the network
by any of the following means:
The FreeFlow Accxes Client Tool’s Document
Retrieve Tool
A File Transfer Protocol (FTP) client
A Web browser that supports FTP.
The Client Tools’ Document Retrieve Tool is the
recommended retrieval tool, since it automatically
manages space on the controller by deleting
retrieved files from the controller’s hard disk.
Use of the Document Retrieve Tool is explained in
the FreeFlow Accxes Client Tools section of this
training guide, in the Quick Start section.
28 FreeFlow Accxes Software Tools Training Guide
Entering SCAN mode
To switch to SCAN mode using the Scanner
Control Panel, first obtain the READY TO
COPY screen. Press the Mode key.
Type in the name of the Scan Directory to
which you will be scanning and retrieving
images. The default directory is “images”.
Press the ENTER key.
The screen switches to the READY TO SCAN
screen, as shown in the following Figure.
READY TO SCAN
INSERT DOCUMENT
TIFF/CCITTG4
1 BIT
400
Menu
A Color feature key license is needed for scanning
colored images. To select the file format for color
scanning. While still in Scan Mode, go to the
Image Quality section of the scanner control panel
and select Photo & Normal. In the Ready to Scan
screen select Next button > Format > Enter button
>JPEG or TIFF >Enter button.
NOTE: Printer default color settings are made on the
Web Printer Manager Tool. Color settings for
individual print jobs, or individual documents, are
made from the Document Submit Tool, which is part
of the FreeFlow Accxes Client Tools.
Previous
Figure 1. READY TO SCAN screen
Enter Next Exit Mode
FreeFlow Accxes Software Tools Training Guide 29
Operations in SCAN mode: machine observations for Scan-to-Net
Record your observations as you perform each
activity.
Go to the XEROX WIDE FORMAT COPY
SYSTEM User Guide (check the Index for the
page numbers) and read the sections entitled
"Understanding the READY TO SCAN
screen", "Selections disabled in SCAN mode",
and "Operating in SCAN mode."
1. Select a document and scan it. Observe the
following icons:
2. What happens to the arrow? What does the dark
area signify?
__________________________________
__________________________________
3. What then happens to the cylinder?
__________________________________
__________________________________
4. What does the dark area on the cylinder signify?
___________________________________
___________________________________
5. Press the Mode key and observe the LEDs in the
Media Selection part of the scanner control panel.
Press the Mode key again.
What happened? Why?
__________________________________
__________________________________
__________________________________
30 FreeFlow Accxes Software Tools Training Guide
6. Before you select the Sets Build key, does the Scan
System need to be in Copy Mode or Scan Mode?
____________
Go to the XEROX WIDE FORMAT COPY SYSTEM User
Guide and read the "Clearing the scanned images"
section (Check the Index for the page number).
7. Press the C/CA key. Follow the procedure in the user
guide to clear all images.
What change did you observe in the cylinder icon? Why
did the change occur?
____________________________________
____________________________________
NOTE: Normally, when a document is scanned,
two files are created and stored on the hard disk
in the controller. A small preview image is stored
as a JPEG file, while the high-resolution image is
stored as a TIFF Group 6, PDF, or CALS1 file.
When an image is retrieved using the DRT, only
the high-resolution image is retrieved. If the
Create Preview option is disabled, then the
preview file is not created.
When you have finished, proceed to the Machine
Observations - Feedback Sheet on the next page.
Check your understanding.
FreeFlow Accxes Software Tools Training Guide 31
Machine observations - feedback sheet
1. Select a document and scan it. Observe the
following icons:
2. What happens to the arrow? What does the dark
area signify?
The arrow becomes partially filled with a dark
area. Then the arrow becomes empty again.
The dark area represents the amount of
Random Access Memory (RAM) used.
3. What then happens to the cylinder?
The cylinder becomes partially filled with a
dark area.
4. What does the dark area on the cylinder signify?
The dark area signifies the amount of hard disk
space being used by stored files.
5. Press the Mode key and observe the three LEDs
in the Media Selection part of the scanner control
panel. Press the Mode key again.
What happened? Why?
The LEDs extinguished when the Synergix
Scan System was in SCAN mode. This is
because those features are disabled in SCAN
mode.
6. Before you select the Sets Build key, does the
Scan System need to be in Copy Mode or Scan
Mode?
Copy Mode. (If you have it in Scan Mode,
multiple beeps are heard, because Sets Build is
not a valid operation in SCAN mode.)
32 FreeFlow Accxes Software Tools Training Guide
7. Press the C/CA key. Follow the procedure in the
user guide to clear all images.
What change did you observe in the cylinder
icon? Why did the change occur?
The dark area in the cylinder disappeared,
because all the files were deleted, and all the
hard disk space was released.
The FILE DELETION Timer. If scanned files
were allowed to remain on the hard disk
forever, the disk would soon be full. To
manage this problem automatically, the
system deletes files that exceed a certain age.
The feature that permits setting the allowed
storage time is the FILE DELETION Timer.
The default setting is 24 hours. With this
setting, files created more than 24 hours ago
will be deleted by the controller. The setting
may be changed to any value between 1 and
24 hours in increments of 1 hour.
Scan-to-FTP
Press the Menu key. Select
CONFIGURATION, and press Enter. Select
TIMERS, and press Enter. Press Next to
select FILE DELETION, and press Enter.
Enter a value between 1 and 24. Press Enter.
Any scanned files older than the new value
will be deleted by the system.
Press Menu to return to the READY... screen.
Scan-to-FTP: Scanned images can be
transferred to 4 remote FTP destinations, which
are defined on the Web Printer Manager Tool on
the Printer Defaults > Utilities > Scan Destinations
screen. The scanned images are not stored on the
Controller’s hard drive. The FTP feature is located
on the Scan System’s Sample Mode screen.
Practice the Scan-to-FTP feature as follows.
Go to the Web Printer Manager Tool.
Select Printer Defaults > Utilities > Scan
Destinations to see the 4 defined FTP
destinations. (On the Scan System they will
be listed as DESTINATION 1,
DESTINATION 2, etc.)
FreeFlow Accxes Software Tools Training Guide 33
At a Scan System, select Scan Mode.
Select the Sample key and select the FTP
Destination to where you will send a
scanned file.
Scan the document.
View the FTP directory to see that the
scanned file has been sent there.
34 FreeFlow Accxes Software Tools Training Guide
Module overview
FreeFlow Accxes Client Tools
The FreeFlow Accxes Client Tools (ACT)
application runs on your PC or Solaris
workstation.
The Client Tools are used to print, retrieve, and
save images using a WIDE FORMAT PRINT
SYSTEM 8825/ 8830/ 8850/ 510DP/ 721P, or
6030/6050 WIDE FORMAT printer with an
enabled Scan-to-Net Feature key, and a Synergix
Scan System. A Color Feature Key is required for
color scanning to the network.
Document sets can be created and saved as a
single document. The printer queue can be
viewed and submitted print jobs can be cancelled.
Media usage data can be tracked, when job
accounting is enabled, by assigning a User ID and
Account ID to the scanned and copied
documents. A Scan Directory is also specified
before scanning documents. Each of the Client
Tools is on a separate tab: Document Submit,
Printer Queue, Accounting, Document Retrieve,
and Device Manager tabs. All of the tools are
installed at the same time, using the Install
Anywhere software.
NOTE: The Accounting tab functionality is
available only if the printer with which the Client
Tools is interacting is using a firmware version
less than 7.0. The firmware version number will
be indicated at the bottom of the Device Manager
tab for the selected device.
FreeFlow Accxes Software Tools Training Guide 35
NOTE: Whatever ACT option choices that you
make will override the Web Printer Manager Tool
option selections if the two are different for the
same feature.
Objectives When you have finished this module, you should
be able to:
Connect to an FreeFlow Accxes supported
scanner and WIDE FORMAT PRINT SYSTEM
using the Device Manager Tool
Use the Document Retrieve Tool to retrieve
and save scanned documents
Create, print, and save document sets using
the Document Submit Tool
View and cancel a submitted print job, using
the Printer Queue Tool
Know how to use a User ID and Account ID to
print jobs and scan documents so that media
usage will be logged in the controller's job log
file.
Materials required You must have the following items before
beginning this module:
FreeFlow Accxes Client Tools software
FreeFlow Accxes Help files, which are
accessed from the Client Tools software.
WIDE FORMAT PRINT SYSTEMS 8825/
8830/ 8850/ 510DP/ 721P, or 6030/6050
WIDE FORMAT printer with an accounting
license and Scan-to-Net license installed.
Note that the Color Scan-to-Net feature
requires a separate Color feature key
(license).
Synergix Scan System
FreeFlow Accxes Account Management Tool
or some other External Accounting Server
Your Subnet Mask, IP Address, and Gateway
settings
User ID, Account ID, and Scan Directory name
for using the printer and scanner
A stamp file
36 FreeFlow Accxes Software Tools Training Guide
Using the Client Tools
Installing the Client Tools
Do the following to install the ACT software. (If
you did the AMT module in this document,
then it is already installed and you can skip
this section.)
Insert the Client Install CD into a CD-ROM.
If you downloaded the software from the
www.xerox.com website:
- Open the downloaded zip file.
- Extract the files.
- Select the install.exe file to start the
install software.
On the first screen, choose the language.
On the “Enter Password” screen, press the
Next button.
Follow the directions on the screens.
On the “Choose Shortcut Location”
screen, choose where you want the
shortcut to show, such as “On the
Desktop”.
On the “Choose Install Set”, choose the
FreeFlow Accxes Client Tools button to
install only the ACT software. You will
need the ACT software for this training
module.
Configure Your Network Connections
At the printer Control Panel or Web Printer
Manager Tool, check that the Subnet Mask, IP
Address, and Gateway settings are correct.
These are needed so that your workstation will
be able to communicate with your FreeFlow
Accxes compliant scanner and printer.
For the WIDE FORMAT PRINT SYSTEMS 721P,
and 6030/6050 WIDE FORMAT printers:
On the Web Printer Manager Tool, select
Printer Defaults, Network, TCP/IP.
FreeFlow Accxes Software Tools Training Guide 37
For the WIDE FORMAT PRINT SYSTEMS
8825/8830/8850/ 510 DP:
On the printer Control Panel, press the
button to take the printer off line. Press the
Enter button. Go through the menu choices to
select Setup IO Ports, Ethernet TCP/IP,
TCP/IP Address, Gateway, and Mask.
Connecting to the printer and scanner
Select the Device Manager tab.
Click on the Device Name of the FreeFlow Accxes-
compliant printer with which you want to communicate
from your PC.
To the right of the selected Device Name, click in the
Default Printer and Default Scanner columns to
select the default printer and scanner to be used by
the Client Tools.
If your devices are not listed, select the
Create a new device toolbar button. At the bottom of
the screen, type in a name that you will recognize for
the device and its IP address.
Select the Accept the device parameters
toolbar button to save it in your device list, then select
it as the default.
Logging media usage accounting data
To use the accounting feature, your printer needs to
have an accounting license. The Account Mode also
needs to be set to “Optional” or “Enabled” on the
printer or scanner.
Go to the Device Manager tab’s Printer Identification
section at the bottom of the screen. Notice the
Firmware version for the selected device. If the
information is not present, select the ID toolbar button
for the Device Manager Tool to get that information
from the printer.
If your Client Tools are connected to a printer that is
using firmware version 7.0 or greater, an External
Accounting Server, such as the FreeFlow Accxes
Account Management Tool (AMT), will be keeping
38 FreeFlow Accxes Software Tools Training Guide
track of multiple printers' scanned and printed media
usage. This is replacing the functionality of the
Accounting tab.
If you are the account manager, go to the FreeFlow
Accxes Account Management Tool section of this
document to learn how to install and use the tool.
If you are a user, as you learn how to use the scan
system, Document Submit Tool, and the Document
Retrieve Tool, you will learn where to add a User ID
and Account ID to have your printed and scanned
media usage logged on the controller. The AMT will
retrieve the logged data from the controller for
accounting purposes.
Retrieving scanned documents
Select the Document Retrieve tab. This is
where you can preview and retrieve the
images which you scanned to a Scan
Directory. The scanned images are
temporarily stored in the specified controller’s
Scan Directory. You can retrieve and save
the scanned images to your file system or
send them to the Document Submit tool to add
them to a document set.
You will be using the Quick Start help file for
several sections of this module. It may be
easier to print it out to use. To locate the file,
do the following:
Open the ACT software. You will be on the
Document Submit Tab screen.
Select Help > Help Topics.
Select Master Index > Quick Starts.
Practice the Document Retrieve features by
going to the "Quick Start - Document Retrieve
Tool" section of the Quick Start help file. You
will be asked to scan some images and then
preview, retrieve, and save them.
FreeFlow Accxes Software Tools Training Guide 39
Creating, printing and saving document sets
Select the Document Submit tab.
Go to the "Quick Start - Document Submit
Tool" section of the Quick Start help file.
Follow the steps for adding several documents
of the correct file type to the Document Submit
screen, changing some options, printing the
set of documents, and then saving them as a
single file.
NOTE: There are 3 sets of tabs for changing
options. One set is to change individual
document options. One is for changing default
document options. The third set of option tabs is
to change print job options (such as for plot
nesting, and page composition).
Plot Nesting feature
Plot nesting is a feature that will allow all of the
documents in your document set to print out on a
single piece of media.
On the FreeFlow Accxes Client Tools’
Document Submit tab, select the Job Options
toolbar button, Composition tab. Make your
Plot Nesting choice in the drop down menu.
The “Off” setting will cause the printer to print out
your documents on individual pages. If you
choose “Single Job,” the controller will
automatically nest (group) your submitted
documents, in a row, onto a single media.
Selecting “Default” will use the printer’s plot
nesting default. You must select “Off” to enable
the page composition options.
40 FreeFlow Accxes Software Tools Training Guide
Labels and Stamps features
Labels and stamps can be applied to entire print
jobs or to selected documents within a document
set. An example of a stamp is a company logo. A
label can be any text that you want to use as a
label for your documents. You can choose where
you want the label and stamp located on the
document and whether it should be rotated.
On the Document Submit screen,
select the Job Options toolbar button. On the
Labels tab, select the Apply Label box. On
the Stamps tab, select the Apply Stamps
box.
NOTE: These two boxes need to be enabled
here for both job option labels and stamps, as well
as to activate these features on the individual
document’s Labels and Stamps tabs.
On the Labels tab, type the text into the Label
field that you would like to use for your label.
Select the Help button to access more
information about the Label choices.
If you want the label to appear on all of
your documents in this set, be sure that
you are on the Job Options Labels tab.
On the Labels Tab, select the OK button to
accept your selections.
NOTE: If you want to put a label on a selected
document in your document set, then double click
on that document title on the Document Submit
screen. Then select the Labels tab.
Print out your document set. Notice the
location and wording of the label.
Practice adding a stamp to a document.
On the Stamps tab, select the Help button
to access more information about the
Stamp choices.
If you want the stamp to appear on all of
your documents in this set, be sure that
you are on the Job Options Stamps tab.
On the Stamps Tab, select the OK button
to accept your selections.
FreeFlow Accxes Software Tools Training Guide 41
Using the Printer Queue and Media Mismatch feature
Select the Printer Queue tab.
Read the "Quick Start - Printer Queue Tool"
section of the Quick Start help file. This
section explains which toolbar buttons to
select for viewing a print job that you sent to
the printer from the Document Submit tab. It
also explains how to cancel a submitted print
job.
Go to the Web Printer Manager Tool. Select
Printer Defaults > Processing Defaults >
Media. Check the “Enabled” box next to
Media Mismatch Recovery. When it is
enabled, it will allow your print jobs to go to a
mismatch queue while the remaining print jobs
finish printing. Then you can resolve the
mismatch.
On the Document Submit screen,
select the Job Options toolbar button.
Select the Finishing tab > Help button.
Read over the Media Mismatch section and
make your media mismatch selection of
Scale to Fit, Block Printing, or Substitute
Media.
Select the OK button.
Go back to the Document Submit tab, where
you have listed various documents that you
want to send at one time to the printer.
Select the Print Document Set toolbar
button to send the print job to the printer.
If you want to save this set of documents as a
single file, select File, Save on the Document
Submit tab toolbar menu.
42 FreeFlow Accxes Software Tools Training Guide
Check your understanding of the FreeFlow Accxes Client Tools
1. Can a group of documents that you have
added to the Document Submit screen be
saved as a single file? Yes or No
2. How can you put a label on a document within
a set of documents, but not on the whole set of
documents? ---------------------------------------------
---------------------------------------------------------------
3. For your mismatched print jobs to go the
mismatch queue, while letting the other print
jobs continue printing, where must you first
enable the media mismatch feature?--------------
---------------------------------------------------------------
4. Which of the FreeFlow Accxes Client Tools
would you use to set up the network
connection from your workstation to a different
scanner and printer?----------------------------------
5. Document sets are sent to the printer by
selecting the printer toolbar button. It is
located on which client tool?-------------------------
---------------------------------------------------------------
6. Which client tool tab allows you to view the
progress of a submitted print job?------------------
---------------------------------------------------------------
7. Where does the account mode need to be
enabled first before you can use the
accounting feature?------------------------------------
---------------------------------------------------------------
8. Where do you indicate to which Scan Directory
you want scanned images saved until you
retrieve them to your file system?------------------
--------------------------------------------------------------
9. Where do you indicate which documents or
images you want to retrieve from the scanner?
---------------------------------------------------------------
10. Where do you indicate the User ID and
Account ID to which you want printed jobs
logged?----------------------------------------------------
FreeFlow Accxes Software Tools Training Guide 43
Answers to FreeFlow Accxes Client Tools questions
1. Can a group of documents that you have
added to the Document Submit screen be
saved as a single file?
Yes
2. How can you put a label on a document within
a set of documents, but not on the whole set of
documents?
On the Document Submit screen, go to the
Job Options button, Labels tab. Select the
“Apply Labels” box and OK button. On the
Document Submit window, double click on
the document title. Go to the Labels tab
that will come up to make your label
choices. Select OK.
3. For your mismatched print jobs to go the
mismatch queue, while letting the other print
jobs continue printing, where must you first
enable the media mismatch feature?
Go to the Web Printer Manager Tool. Select
Printer Defaults > Printer Setup >
Miscellaneous page. In the Media
Mismatch Recovery table, select the
“Enabled” box.
4. Which of the FreeFlow Accxes Client Tools
would you use to set up the network
connection from your workstation to a different
scanner and printer?
The Device Manager Tool
5. Document sets are sent to the printer from
selecting the printer toolbar button. It is
located on which client tool?
The Document Submit Tool
6. Which client tool tab allows you to view the
progress of a submitted print job?
The Printer Queue Tool
44 FreeFlow Accxes Software Tools Training Guide
7. Where does the account mode need to be
enabled first before you can use the
accounting feature?
On both the printer or scanner
8. Where do you indicate to which Scan Directory
you want scanned images saved until you
retrieve them to your file system?
On the scanner, if the accounting feature is
enabled, put in your User ID and Account
ID. Press the Mode button to select Scan
Mode. Type in the Scan Directory name,
and then scan in the documents.
9. Where do you indicate which documents or
images you want to retrieve from the scanner?
In the Scan Directory field on the Document
Retrieve tab
10. Where do you indicate the User ID and
Account ID to which you want printed jobs to
get logged?
On the Document Submit tab if you are
sending files to get printed from your
workstation.
On the scanner if you are scanning
documents to print out.
FreeFlow Accxes Software Tools Training Guide 45
46 FreeFlow Accxes Software Tools Training Guide
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