Xerox Print Advisor User Guide

Xerox

Print Advisor

User Guide

This document is made available for use only pursuant to the terms of license(s) pursuant to which Xerox Corporation restricts their use, copying, distribution, and decompilation/reverse engineering. In addition, Xerox Corporation reserves the right to make improvements in the product described in this manual pursuant to such license(s), which may include making changes at anytime and without notice. This document and the product described in this manual are copyrighted. All rights reserved. No part of this document may be copied, reproduced, translated or reduced to any electronic medium or machine readable form or in any form by any means without prior written authorization of Xerox Corporation.

Documentation © 2010 Xerox Corporation. Xerox, the Xerox Logo, Print Advisor are trademarks or registered trademarks of Xerox Corporation in the U.S. and/or other countries. All rights reserved. Microsoft, Windows, Windows XP, Windows Vista, .NET, Excel, and Active Directory are registered trademarks or trademarks of Microsoft Corporation in the U.S. and/or other countries. Other names may be trademarks or registered trademarks of their respective owners.

Contents

1 About Xerox® Print Advisor ...................................................................... 5

The Xerox

2 Installing Xerox® Print Advisor ............................................................... 9

3 Using the Navigation Tools .................................................................. 11

Using the Xerox

Managing Users ..................................................................................................................... 11 

Using the View Filter............................................................................................................ 12

Using the Quick Filter .......................................................................................................... 12

Sorting, Displaying, and Editing Information ...................................................................... 13

Adding Additional Columns to your Details Screen ............................................. 13

Sorting ........................................................................................................................................ 13

Editing Information ............................................................................................................. 14

Displaying Graphs and Details .................................................................................................... 16

Generating Reports .......................................................................................................................... 17

Print Advisor Client ......................................................................................... 6

Print Advisor Application Server ............................................................... 7

Print Advisor Power Filter ......................................................................... 11

4 Using the Overview Selection ............................................................... 19

5 Managing Users ........................................................................................ 21

Navigating the User Dashboard ................................................................................................ 21

Viewing the User Details Screen ................................................................................................ 22

6 Managing Printers .................................................................................... 23

Navigating the Printer Dashboard ............................................................................................ 24

Viewing the Network, Local, and Print Queue Screens .................................................... 26

7 Managing Print Servers .......................................................................... 27

Navigating the Print Server Dashboard .................................................................................. 27

Viewing the Print Server Details Screen .................................................................................. 28

8 Managing Computers ............................................................................. 31

Navigating the Computer Dashboard ..................................................................................... 31

Viewing the Computer Details Screen ..................................................................................... 32

9 Setting Page Pricing ................................................................................. 33 

Administering Page Pricing ........................................................................................................... 33

Setting ColorQube 9200 Pricing ................................................................................................. 34

10 System Configuration ............................................................................. 35

Configuring System Parameters ................................................................................................ 35

Regulating Privacy ............................................................................................................................ 36

Administering Support .................................................................................................................... 36

11 Viewing User Notifications .................................................................. 37

Xerox® Print Advisor User Guide 3

1 About Xerox

Print Advisor

Xerox® Print Advisor is a tool that promotes accountability, awareness and positive change in your organization’s printing environment, resulting in a dramatic reduction in print cost.

Print Advisor is made up of two components:

Xerox

Print Data Assessment and Measurement Tool

The Print Assessment component and measurement tool enables organizations to very quickly understand ‘who’ is printing ‘what’ to ‘where’. This User and document attribute information is then used to clearly understand how the Xerox value to your organization.

ColorQube multifunction device can add

End-user Education and Behavioral Change Tool

If it is determined that the Xerox® ColorQube device is the right fit for your organization, you have the option to turn on the Education and Behavioral Change functionality. This industryleading technology helps ensure that you gain the maximum return on investment benefit from your new print assets, via the use of customizable, multi-conditional user notifications. An example of this functionality is demonstrated in this document.

Implemented as a hosted service (Software-as-a-Service), Xerox deployed as a print server-only offering. In direct IP environments, Xerox deployed to the user’s desktop.

In summary, Xerox structured to provide the following benefits:

 Captures end-user print meta-data without bothering the user.  Identifies document coverage by Tier (Useful, Everyday, Expressive).  Identifies local printers.  Deploys in minutes.  Requires no IT infrastructure changes.  Does not alter the existing print infrastructure.  Needs no additional hardware or software installed.  Modifies end-user print behavior in a positive way to reduce your printing costs.

Print Advisor is an Assessment and Print Management Solution that is

Print Advisor can be

Xerox® Print Advisor User Guide 5

About Print Advisor

Understanding Xerox® Print Advisor Architecture

Delivered as a hosted service, there are two components that make up Xerox

 Xerox  Xerox

Print Advisor Client, deployed within your organization.

Print Advisor Application Server, hosted by Xerox.

Print Advisor:

The components communicate over the Internet. To ensure the highest level of security, all communication is encrypted using SSL (Secure Socket Layer).

Customer Organization

Print Servers

Internal Network

Customer Firewall

Workstations

Internet

Xerox Hosting

Service

The Xerox® Print Advisor Client

The Xerox® Print Advisor Client is deployed in the organization and is used to track print activity. When a user prints, Xerox the number of pages, pages printed in color, tiered billing that each page falls within, application, printer used, duplex selection, etc.

Note: The print job NEVER leaves the organization’s network. Xerox

analyzes the print job internally and only gathers the print job attributes or meta-data.

To address the different print architectures, Xerox deployment options.

Print Advisor tracks the job and analyzes it to determine

Print Advisor

Print Advisor offers several different

6 Xerox® Print Advisor User Guide

About Print Advisor

The Xerox® Print Advisor Application Server

The Xerox® Print Advisor Application Server is hosted by Xerox. It is responsible for delivering the administration portal as well as storing the meta-data about each print job. This architecture allows for the fast deployment of Xerox

Note: The availability of the Xerox

Print Advisor Application Server in no way affects your organization’s printing capabilities. For example, if the Xerox available, printing continues within your organization.

Print Advisor into your organization.

hosting service is not

Xerox® Print Advisor User Guide 7

2 Installing Xerox

Print Advisor

The Xerox® Print Advisor Install Wizard takes you through a series of welcome screens in which you are asked to sign an End User License Agreement and enter your installation settings. When finished, you are asked if you want to Take a Tour, where you can see exactly how the application works and get help if you need it.

To install Xerox® Print Advisor:

1. Launch the Xerox

AdvisorSetup_4.0_platform.exe; the Install Shield Wizard appears. (Where platform is x86 or x64, depending on whether you are installing the application on a 32-bit or 64-bit operating system.)

2. Click Next; the License Agreement appears.

3. To accept the licensing agreement terms, select I accept the terms in the license

agreement.

4. Click Next; the Registration Information window appears.

5. Enter the Company Name and Registration Key information for your organization.

6. Click Next; the Destination Folder window appears.

7. Click Next; the Proxy Server window appears.

8. Make your selection based on whether your organization uses a proxy server.

9. Click Next. If you selected “Yes” in the Proxy Server window, the Proxy Server Settings

window appears.

10. Click Next; the Logon Information window appears.

11. Select the account where you wish to run the Xerox

Print Advisor set-up program by double-clicking XeroxPrint

Print Advisor service.

Note: If you use a proxy server in your organization, you must select This Account and

enter the Proxy server’s domain account credentials.

12. Click Next; the Print Advisor Port window appears.

Xerox® Print Advisor User Guide 9

Installing Print Advisor

13. Enter the port range that Xerox

the local network. The Xerox

Print Advisor can use to communicate with computers on

Print Advisor installer’s suggested port range is acceptable

in most organizations.

Note: These ports are used for communication between the Print Server and Client.

14. Click Next; the Ready to Install the Program window appears, asking if you want to

review or change your installation settings.

15. Click Install; the Setup program will now verify your network connection.

16. Click Install. If the connection test fails, the Connection Test window appears. To review

your settings, click Back.

17. Click Install. After a few seconds, if the Setup is unable to establish a network connection,

you will see the following error message:

Verify that your connection to the Internet is active

18. Verify that you specified the correct proxy settings: If you are using a proxy server in your

organization, ensure that you have selected a valid domain account and not the Network Service Account on the Logon Information window.

Note: Many organizations do not permit Network Service accounts access to the Internet

through a proxy server.

10 Xerox® Print Advisor User Guide

3 Using the

Navigation Tools

Learning a few basic tools will help you to quickly access the data you need. These tools include:

 Using the Xerox

editing information.

 Using graphs to help you make the most of the Xerox

Using the Xerox® Print Advisor

Print Advisor Power Filter, for sorting, displaying, and

Print Advisor’s analytical abilities.

Power Filter

Filtering enables you to analyze your data according to the parameters that you specify. The

Print Advisor Power Filter, shown at the top of every screen, displays the total number

Xerox of users, and the Total Managing Users.

The Total Users indicates all the data at your disposal. The Total Managing Users indicates the working set of data, or that data your filter is showing you.

Managing Users

You can edit the filter to tabulate the printing recorded for certain months, the past 30 days, 60 days, or 90 days.

Editing the Filter Set

1. In the Power Filter pane at the top of the page, click Edit Filters. The Edit Filter Set pop-up

dialog box appears.

2. Make your selection from the three dropdown menus. In this case, we have selected Print

Recorded in the last 30 days.

3. Click Apply Filter Set.

Xerox® Print Advisor User Guide 11

Using the Navigation Tools

The Power Filter is now set to tabulate information related to all printing recorded for this time selection. These filter settings apply to all data you explore until you clear or change the filter.

Using the View Filter

When you are working in the Users, Printers, Print Servers or Computers tabs, you can filter the data for all, active, or non-active:

 From the View dropdown menu, select Active, non-active, or all.  Using this filter allows you to rapidly focus your working data set on the elements that are

active or inactive.

Using the Quick Filter

The Quick Filter allows you to select the type of filter and type the first few characters of an ID. The system displays those IDs closest to your entry.

Use this feature if you know the user name, print server name, printer or computer ID.

1. Click Quick Filter and select the type of filter you wish to use.

2. Type the first few characters of the ID you are searching for; click Apply.

12 Xerox® Print Advisor User Guide

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