SafeQ - Administators Guide 3.1 En

SAFEQ®

ADMINISTRATOR’S GUIDE 3.1

30.4.2007

SAFEQ® ADMINISTRATOR’S GUIDE 3.1 PAGE 2 VERSION 3.1 [EN]

This guide gives the essential instructions to know how to install, configure and use SafeQ. You will learn what

SafeQ can do, how it works, how to set up its various configurations, diagnose problems, how to work with the

WWW interface, manage users, control access to various functions and queues, make reports, set up SafeQ

terminals and more.

You are expected to understand some networking and printing concepts: in particular, you should be familiar

with the client/server paradigm, with IP addressing and TCP/UDP ports. You should also understand what an

SQL server and database are and have some knowledge of printing languages (PostScript, PCL). Ideally, you

should know something about LDAP and SNMP as well.

The information in this guide applies to SafeQ version 3.1.

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1 TABLE OF CONTENT

1 Table of content ............................................................................................................................................. 3

2 Foreword ........................................................................................................................................................ 8

3 About SafeQ ................................................................................................................................................... 9

3.1 Network communication ..................................................................................................................... 10

4 Software installation .................................................................................................................................... 11

4.1 Installation prerequisites ..................................................................................................................... 11

4.2 Installation process .............................................................................................................................. 11

4.2.1 Step 1 – Installation options ....................................................................................................... 12

4.2.2 Step 2 – Database selection ........................................................................................................ 13

4.2.3 Step 3 – Email settings ................................................................................................................ 16

4.2.4 Step 4 – Component selection .................................................................................................... 17

4.2.5 Step 5 – LDAP Connection .......................................................................................................... 17

4.2.6 Step 6 - Final confirmation .......................................................................................................... 19

4.2.7 Licence file installation................................................................................................................ 20

4.3 SafeQ files structure ............................................................................................................................ 20

4.4 Upgrade ............................................................................................................................................... 21

4.5 Patch .................................................................................................................................................... 23

4.6 Installation process in Linux environment ........................................................................................... 23

4.6.1 Installation prerequisites ............................................................................................................ 23

4.6.2 Installation process ..................................................................................................................... 23

5 SafeQ Configuration ..................................................................................................................................... 24

5.1 Internationalization settings ................................................................................................................ 24

5.2 Credit system settings ......................................................................................................................... 24

5.3 Email settings ....................................................................................................................................... 25

5.4 Interface setting .................................................................................................................................. 25

5.5 Print & security system settings .......................................................................................................... 26

6 SafeQ Terminals ........................................................................................................................................... 28

6.1 Terminal configuration – common ...................................................................................................... 28

6.2 SafeQ Professional Terminal................................................................................................................ 29

6.2.1 Terminal Quick Guide ................................................................................................................. 30

6.3 SafeQ Lite Terminal ............................................................................................................................. 30

6.4 SafeQ Enterprise Terminal ................................................................................................................... 30

6.5 Notes&Coins Recharging Terminal ...................................................................................................... 31

7 SafeQ WWW interface ................................................................................................................................. 32

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7.1 Login into the system .......................................................................................................................... 32

7.1.1 Bookmarks .................................................................................................................................. 32

7.2 Work with tables ................................................................................................................................. 33

8 User management and access control ......................................................................................................... 35

8.1 Access control ...................................................................................................................................... 35

8.2 Accounting ........................................................................................................................................... 35

8.3 Users .................................................................................................................................................... 36

8.3.1 Searching in User list ................................................................................................................... 37

8.3.2 User edit...................................................................................................................................... 38

8.3.3 Additional settings ...................................................................................................................... 39

8.3.4 User roles .................................................................................................................................... 40

8.3.5 Aliases ......................................................................................................................................... 41

8.4 Roles .................................................................................................................................................... 41

8.5 Cost centers (departments) ................................................................................................................. 42

8.6 SafeQ module-specific settings ........................................................................................................... 43

8.7 Access control ...................................................................................................................................... 44

8.7.1 Granting of access to particular modules ................................................................................... 45

8.7.2 Granting of access within particular modules ............................................................................ 45

8.8 LDAP User Manager ............................................................................................................................. 46

8.8.1 Prerequisites ............................................................................................................................... 46

8.8.2 Configuration .............................................................................................................................. 47

8.9 Card numbers and CardManagers ....................................................................................................... 47

8.10 Importing users, cost centers and card numbers ................................................................................ 47

8.11 Change of password and PIN code ...................................................................................................... 49

9 Setting of printers and terminals ................................................................................................................. 51

9.1 Wizards ................................................................................................................................................ 51

9.1.1 Adding of device wizard .............................................................................................................. 51

9.1.2 Adding of printers manually ....................................................................................................... 58

9.1.3 Adding of more devices wizard ................................................................................................... 59

9.1.4 Branch monitoring wizard .......................................................................................................... 63

9.2 List of devices ...................................................................................................................................... 64

9.2.1 Adding / Editing of new devices .................................................................................................. 66

9.2.2 Device groups ............................................................................................................................. 66

9.2.3 Adding of more devices .............................................................................................................. 67

9.3 Print queues ........................................................................................................................................ 69

9.3.1 Secured (deferred) print ............................................................................................................. 69

9.3.2 Direct print .................................................................................................................................. 69

9.4 List of queues & terminals ................................................................................................................... 70

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9.5 Access rights settings ........................................................................................................................... 72

9.5.1 User rights setting process.......................................................................................................... 73

9.6 Printer status monitoring .................................................................................................................... 74

10 Client setup .................................................................................................................................................. 76

10.1 SafeQ port installation ......................................................................................................................... 76

10.1.1 Step 1 – Configuration ................................................................................................................ 76

10.1.2 Step 2 – Installation .................................................................................................................... 78

10.2 Adding of printers using standard SafeQ port ..................................................................................... 79

10.3 Adding of printers using standard TCP/IP port .................................................................................... 81

11 Managing print jobs ..................................................................................................................................... 84

11.1 Job list using web interface ................................................................................................................. 84

11.1.1 Job information ........................................................................................................................... 86

11.1.2 Work with multiple jobs ............................................................................................................. 87

11.1.3 Searching in job list ..................................................................................................................... 88

12 Reporting...................................................................................................................................................... 90

12.1 Reporting Types ................................................................................................................................... 90

12.1.1 Report Type – Basic..................................................................................................................... 91

12.1.2 Report Type - tops ...................................................................................................................... 94

12.1.3 Export overview .......................................................................................................................... 95

12.2 Automatic overviews distribution via email ........................................................................................ 95

12.2.1 Creating of new reports .............................................................................................................. 95

12.3 Automated statistics export to files .................................................................................................... 97

12.3.1 Creating of new reports .............................................................................................................. 97

12.4 Terminal access overview .................................................................................................................... 98

12.5 File types report settings ..................................................................................................................... 99

13 Project accounting ..................................................................................................................................... 100

13.1 Switching on project accounting ....................................................................................................... 100

13.1.1 Project accounting for copiers .................................................................................................. 100

13.2 Project module in SafeQ web interface ............................................................................................. 101

13.3 Print overview according to projects ................................................................................................. 102

14 Credit subsystem ........................................................................................................................................ 104

14.1 Accounting methods .......................................................................................................................... 104

14.1.1 Accounting of online prints ....................................................................................................... 105

14.1.2 Online batch print accounting .................................................................................................. 106

14.1.3 Online copy accounting ............................................................................................................ 106

14.1.4 Offline print accounting ............................................................................................................ 107

14.1.5 Offline copy accounting ............................................................................................................ 108

14.2 Credit-relevant settings outside credit subsystem ............................................................................ 108

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14.3 Credit subsystem maintenance using Safeq web interface ............................................................... 109

14.3.1 Cash desk management ............................................................................................................ 109

14.3.2 Credit charge ............................................................................................................................. 111

14.3.3 Credit multi-charge ................................................................................................................... 112

14.3.4 Credit discharge ........................................................................................................................ 112

14.3.5 Cash balancing .......................................................................................................................... 113

14.3.6 Cash desk Reports ..................................................................................................................... 113

15 Local monitoring ........................................................................................................................................ 117

15.1 SafeQ Local Monitoring Client installation ........................................................................................ 117

15.1.1 Step 1 – Licence ........................................................................................................................ 117

15.1.2 Step 2 – Pre-installation settings .............................................................................................. 117

15.1.3 Step 3 – Installation .................................................................................................................. 118

15.1.4 Step 4 – Allowing of Local monitor in SafeQ ............................................................................. 119

15.2 Work with SafeQ Local Monitor ........................................................................................................ 120

15.3 What to do when the IP of SafeQ has changed? ............................................................................... 122

16 SafeQ Branch Microserver ......................................................................................................................... 123

16.1 Microserver installation ..................................................................................................................... 123

16.1.1 Step 1 - Before installation ....................................................................................................... 123

16.1.2 Step 2 – Start of installation...................................................................................................... 124

16.1.3 Step 3 – Adding of local copiers ................................................................................................ 125

16.1.4 Step 4 – Service start and registration ...................................................................................... 126

16.1.5 Step 5 - Microserver registration in SafeQ................................................................................ 127

16.2 Running Microservers ........................................................................................................................ 128

17 Central Data Collection .............................................................................................................................. 130

17.1 Central data collection settings ......................................................................................................... 131

18 Optional modules ....................................................................................................................................... 132

18.1 Fax server........................................................................................................................................... 132

18.1.1 Fax management settings ......................................................................................................... 133

18.1.2 Fax server sent queue ............................................................................................................... 134

18.1.3 Fax server received queue ........................................................................................................ 135

18.1.4 Fax server settings .................................................................................................................... 135

18.2 Scan server ........................................................................................................................................ 140

18.2.1 Scan management settings ...................................................................................................... 141

18.2.2 Scan server ................................................................................................................................ 141

19 How-to guides ............................................................................................................................................ 145

19.1 Adding of system users ...................................................................................................................... 145

19.2 Adding of devices............................................................................................................................... 145

19.3 Device overview ................................................................................................................................ 145

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19.4 Overview of queues and terminals .................................................................................................... 145

19.5 Printer monitoring ............................................................................................................................. 145

19.6 Job list ................................................................................................................................................ 145

19.7 Overview ............................................................................................................................................ 145

19.8 Project accouting ............................................................................................................................... 146

19.9 Credit systEm ..................................................................................................................................... 146

19.10 Local monitoring ........................................................................................................................... 146

19.11 Scan & Fax ..................................................................................................................................... 146

20 Literature ................................................................................................................................................... 147

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2 FOREWORD

This manual, like SafeQ itself, is in a constant process of development. While we strive to keep the information

relevant at all times, it is possible that, as new versions of SafeQ are being released, you will find information

here that is no longer entirely up-to-date.

If you find or cannot find information that you think should be here and/or if you have any other suggestion for

further improvement, please don't hesitate to let us know by email at [email protected]. Thank you.

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3 ABOUT SAFEQ

First and foremost, SafeQ is a printing server and spooler: it receives from clients print jobs throughout the

network and sends them to printers, again, over the network for printing.

Besides its basic function, SafeQ offers a number of other features:

• access control: access to printers, print jobs, copying, color output and other functions can be

controlled using a sophisticated system of permissions

• authentication: SafeQ terminals can be connected to network printers, copiers and MFDs to provide

authentication with contactless identity cards, PIN codes and/or using other methods

• interactivity: users can select their print jobs and actions directly at the printer/MFD using a SafeQ

terminal

• follow-me function: users can pick up their print jobs at any compatible printer

• privacy and security: sensitive documents are only printed upon request when their owner is

physically present by the printer

• accounting: the system tracks costs generated by copying and printing and can provide detailed

reports for all networked devices, offline copiers, and locally connected printers

• convenience: favorite jobs, job reprints, job renaming, job preview, follow-me function, WWW

interface etc.

• fault-tolerance: SafeQ servers can be combined to form a fully redundant, load-balanced cluster

(Enterprise edition only); similarly, printer failures are less of a problem with the follow-me function

• interserver co-operation: SafeQ servers can be configured to gather the statistical data to one central

SafeQ server (or SafeQ cluster)

SafeQ is a service that runs on a Windows or Linux server on an Intel x86-compatible architecture, usually

together with its accompanying service, the yBox Framework, which is an administration WWW interface.

SafeQ needs a database server; supported databases are the MS SQL Server 2000/2005 and PostgreSQL 8.0.x.

Users can apply an existing database server installation or a dedicated server may be installed for SafeQ. Both

types of database servers are included on the installation CD and are integrated into the installation process.

SafeQ also needs a Java Development Kit, version 1.5.0 to be installed. As with the database, this kit is available

on the CD and its installation is integrated.

SafeQ is composed of several components. Here are some of them:

• Print job reception daemons: The input path of print jobs flowing into the system from client

workstations. SafeQ can receive print jobs using the LPR and IPP standard protocols from any client

that supports them (including most Windows systems and any UNIX-like system) also with a

proprietary protocol from the SafeQ Port (supported on Windows and offering some extra features).

• Print job delivery “back-ends”: The component responsible for delivering the print job data from the

server into the printers, and thus for the actual printing. SafeQ can deliver the jobs using LPR and

JetDirect protocols.

• Accounting drivers: While often called simply “drivers”, these must not be confused with printer

drivers used in Windows or other operating systems: the function of the accounting drivers is to

determine the exact type and amount of output produced during printing and/or copying. Accounting

drivers are developed by Y Soft for most brands and types of printers, copiers and MFDs available on

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the market. Most accounting drivers use the SNMP protocol to communicate with the target device

and determine its status and number of printed pages.

• Spooler: Stores and processes print jobs, does the storage management and releases jobs for printing;

spoolers also do the job ownership management and other meta-data and check permissions.

• Job parsers: SafeQ includes this third-party software for analysing and rendering of incoming print jobs

in the most commonly used printing languages: PostScript (1/2/3), PCL, PCL XL and HPGL. The parsers

determine the number of pages a print job has arrived in SafeQ and they also create job previews.

• Statistical subsystem: This component maintains the statistical data on the volume of printing and

copying. It provides a variety of reports in a number of different output formats and is able to

automate the creation of the reports and send them via email on a regular basis.

• Lock manager: Prevents collisions and accounting problems by making sure that no two users can

access the same device at the same time.

• Terminal interface: The server side of the communication channel between SafeQ terminals and the

SafeQ server. The Terminal interface listens to TCP connections from the terminals and provides

terminal verification, user authentication, access authorization, job manipulation, progress

information etc.

• Project accounting: An optional subsystem (Professional Edition only) that provides an editable list of

projects and allows all printouts or copies to be assigned to a project, thus enabling other criteria for

grouping and summarizing of statistical reports.

• Credit subsystem: An optional subsystem (Professional Edition only) that maintains a virtual monetary

account for each user, charging the users for the use of printers and copiers.

• User manager: A SafeQ “plug-in” module that manages users, departments, roles, access rights and

user settings. The module is interchangeable; the two most commonly used kinds are the

DefaultUserManager that stores all information in the same database that the rest of SafeQ uses and

the LDAPUserManager that connects to an LDAP server (such as a Windows Domain Controller

managing an Active Directory domain) and retrieves all user information from there. SafeQ must be

always configured as to use exactly one of the UserManagers available.

• Card manager: Another interchangeable “plug-in” module. This module is used for converting card

numbers to a different format, which may be needed when importing a pre-existing database of card

numbers that are formatted in a different way than they are read by SafeQ terminals. This module is

optional, but when used, there must be only one.

• WWW interface: Also called “yBox Framework”; this is the main user interface of SafeQ. Using most

WWW browsers (e.g., MS Internet Explorer or FireFox), you can configure printers, queues, users,

access rights, manage print jobs etc.

• SafeQ Local Monitor: This service runs on Windows-based client workstations. It monitors all printers

connected locally to the machine and sends the accounting data to a SafeQ server.

3.1 NETWORK COMMUNICATION

The SafeQ system functions only in TCP/IP networks. If there is no functional TCP/IP network, the functioning of

the SafeQ server is impossible.

SafeQ requires network connectivity of at least 10Mbps, while 100Mbps is strongly recommended and the best

is 1Gbps. The network capacity has a fundamental impact on the printing speed (job delivery to server and

printer).

Network usage and port specifications are described in the SafeQ Technical Specification.

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4 SOFTWARE INSTALLATION

This chapter describes the installation process in Windows. For Linux installation instructions, please contact

the Y Soft support.

4.1 INSTALLATION PREREQUISITES

This guide best applies to installations on MS Windows 2000 or a higher operating system (for supported

platforms and operating systems, please refer to the SafeQ Technical Specification). It assumes that you have

the SafeQ Professional Edition or SafeQ Instant Edition, version 3.1 installation CD, a valid licence file and a

SafeQ Professional terminal.

SafeQ will install as a service. The installer will register two new services in your Windows system: “Y Soft

Framework” and “Y Soft SafeQ Server v3.1”. Once SafeQ is installed, these two services are launched

automatically upon starting your computer.

To avoid possible problems, make sure (before installation) that:

• the service called “Unix printing services” or “TCP/IP printing services” is not running and its start-up

type is set either to Disabled or Manual,

• you don’t have an SQL database (MSSQL, MSDE, PostgreSQL) installed unless you intend to use it for

SafeQ

• there is no anti-virus, firewall or similar software running on the server

• the MS IIS or any other web server is not running; If you want to run both MS IIS and SafeQ on the

same server, pay attention to step 1 of the SafeQ installer (set the WWW interface port number)

• the server meets the requirements named in the SafeQ Technical specification [1].

4.2 INSTALLATION PROCESS

This chapter describes the SafeQ installation

process using the automated installation program.

You can run the installer manually from the

installation media (<CD>\install.exe) and/or the

installation starts automatically when you have

inserted the CD-ROM.

Since the installation program includes quality

context help, this chapter will only focus on items

which need further description.

When the installation has been completed,

continue by selecting the language you prefer.

Image 1

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4.2.1 STEP 1 – INSTALLATION OPTIONS

Image 2

Installation folder Please do not use any paths containing space characters (such as Program

Files) because it can cause certain run-time problems.

Administrator login

and password

It is not possible to change the administrator login (admin) but you can select

your own password. This is the account that you will use for web

administration access.

TCP/IP Port

Select the port for the web interface. The standard port is 80 but if you are

running MS IIS (or another web server) on this port, pay special attention to

use a different port number. If you choose a different port than 80, be sure

to use the full URL in your browser including the http prefix (example:

http://localhost:8080/).

Except for the installation folder, everything may be changed also when the installation has been completed. If

you are upgrading from a previous version, you may not make changes to the settings.

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4.2.2 STEP 2 – DATABASE SELECTION

SafeQ requires an installed and running SQL database. You can choose either to use an embedded database

(the SafeQ Installer will do the installation for you automatically) or you can connect to an external one

(MS SQL 2000/2005 or PostgreSQL 8.x). The easiest way is to use an embedded MS SQL Desktop Engine, which

can be installed and set up automatically.

Image 3

4.2.2.1 EXTERNAL POSTGRESQL 8.X

Image 4

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Select this if you are already using a PostgreSQL 8.x server for another application and you want to use it for

SafeQ, too. You will need to enter:

• the PostgreSQL server's hostname or IP address and the port number

(default: 5432) (1),

• the database name (default: yBoxDB), login name and password (2).

Ask your database administrator about these values.

If you already have the SafeQ database from a previous installation, leave “Create DB” and “Create DB objects”

options turned on (4).

If your database administrator wants to create the database by hand, turn off the “Create DB” option. The

database must be created with the encoding being set to UNICODE.

Use the “DB connection test” to check that the database server is working and has the desired configuration

(3).

4.2.2.2 EXTERNAL MS SQL SERVER 2000/2005 – NAMED PIPE

Image 5

Select this if you are already using an MS SQL Server 2000 or 2005 for another application and want to use it

also for SafeQ, with the database connection made using named pipes instead of a TCP socket.

You will need to enter:

• the MS SQL Server's hostname or IP address(1),

• the database name (default: yBoxDB), login name and password(2).

Ask your database administrator about these values.

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If you already have the SafeQ database from a previous installation, leave the “Create DB” and “Create DB

objects” options turned on (3).

If your database administrator wants to create the database by hand, turn off the “Create DB” option. The

database must not be case-sensitive.

Use the “DB connection test” to check that the database server is working and has the desired configuration.

4.2.2.3 EMBEDDED MS SQL DESKTOP ENGINE (AUTO INSTALL)

Select this if you still do not have or cannot use a pre-existing installation of a supported database server. This

will install the MSDE as a named instance into a sub-folder inside the main SafeQ folder. There are no options

to select from. See Image 3.

4.2.2.4 EMBEDDED POSTGRESQL 8.X (AUTO INSTALL)

Image 6

Select this if you still do not have or cannot use a pre-existing installation of a supported database server.

This will install the PostgreSQL server into a sub-folder inside the main SafeQ folder. (The choice between

MSDE and PostgreSQL is mostly a matter of personal preference; the MSDE installation is, however, simpler.)

You will need to enter:

• the database name (1) (default: yBoxDB),

• the password of the database administrator user (2),

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• the login name and password of a Windows account used for running the PostgreSQL server (3). This

account must be created before continuing with the next step of the installation; it must have no

other Administrator privileges but the “Run as service” privilege.

4.2.3 STEP 3 – EMAIL SETTINGS

This step is optional. However, if you want SafeQ to enable sending emails (e.g. automatic weekly reports or

administrator alerts), you must enter the values, as described below. Please note that you can always

reconfigure the settings later.

Image 7

SMTP Server Enter the hostname or IP address of your SMTP server.

SMTP

Login/Password

If your SMTP server requires authentication, enter the login name and password

here; otherwise, leave blank.

Sender email Fill in the return address (From: header) of those emails that SafeQ shall send, for

example: [email protected].

Admin email Enter the email address of the print administrator - this is the address that will

receive email alerts if problems occur.

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4.2.4 STEP 4 – COMPONENT SELECTION

Image 8

The only changeable option here is that of the LDAP connection. Turn this option on if you want to connect

SafeQ to your LDAP-compatible user directory (e.g. Active Directory, Novell eDirectory, OpenLDAP server, Lotus

Domino etc.). This will configure SafeQ to use the LDAPUserManager, as opposed to the DefaultUserManager.

For more information, see the SafeQ Technical Specification. If unsure, leave the option turned off. You can

always change it when the installation has been completed.

4.2.5 STEP 5 – LDAP CONNECTION

(This step will only be displayed if it has been chosen in the previous step.)

This section refers to the Active Directory. If you use a different kind of LDAP server, please contact the SafeQ

technical support for more information.

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Image 9

Click the [AD] button to load the default values.

URL and

PORT

IP address and port (if non-default) of the Active Directory Domain Controller (PDC or BDC).

User and

password

Full login name and password of existing user that SafeQ will use for accessing the Active

Directory. The user needs to be able to search the Directory but does not need any write

permissions. Do not use your regular login name - instead, create a special user for SafeQ and

make sure it has a valid, non-changing password. If you want to store card numbers from

SafeQ into the AD, make sure that the user has also the write access right to an attribute

specified in the Card Column field (as described below).

Card

Column

Active Directory attribute used for storing card numbers. You can use an existing attribute that

you do not use for a different purpose (typically other Pager) or extend the scheme.

Dir Full path to the Active Directory container which stores information about users. SafeQ can

also search all sub-folders. The form of this field has to be an LDAP Directory String. If your AD

domain is acme.com, this will typically be DC=acme,DC=com.

LDAP

Domain

Name of Active Directory domain.

Press the button labelled “LDAP Connection Test” to make sure that the values are correct and the connection

working.

For a more thorough description of the LDAP connection, please see chapter 8.8 on page 46.

* Reading card numbers SafeQ can read some card types in a different way than your other card systems. If the

card number read by SafeQ has a different form than that defined in Active Directory, you have to contact your

local SafeQ vendor who will create the custom card number conversion module (CardManager) or use the SafeQ

web interface for adding card numbers.

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4.2.6 STEP 6 - FINAL CONFIRMATION

Image 10

When you have successfully completed all the above steps, the “Final confirmation” screen will be displayed.

Review the choices, press [Continue] and sit back, installation will begin.

Image 11 Installation in progress

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No other steps are necessary to complete the installation (you only have to confirm the database installation

process). The installation program will create a shortcut in the Start Menu and on the Desktop and use them to

access Administration Web Interface (or it is possible to enter the web interface address in your web browser).

Before the first use, we strongly recommend to set up and activate the job parser.

� THIS FUNCTION IS AVAILABLE FROM THE WEB INTERFACE USING THE MENU LINK

SYSTEM SETTINGS -> JOB PARSER SETTINGS

The installer will register two new services in your Windows system: “Y Soft Framework” and “Y Soft SafeQ

Server v3.1”. If everything has gone well, these two services will start automatically once the installer has

finished. If one of them or both fail to start, please see the Troubleshooting chapter (one common reason for

the SafeQ Server failing to start is an invalid licence file – see the solution below). Once SafeQ is installed, these

two services start automatically when starting your computer.

4.2.7 LICENCE FILE INSTALLATION

You should have a licence file for your SafeQ installation. This file tells the SafeQ server which edition and

version you have purchased, how many devices you are licensed to use, it also tells the server the name of your

company, any time limit that may apply to the licence etc.

The name of the file should be something like SQ-licence [Company Name]. Place the file in the conf\licence

folder inside the folder where you chose to install SafeQ. For example, the resulting pathname could be

C:\SafeQ\conf\licence\SQ-licence.[ACME, Inc.]. Delete any other files in the same folder (there will be a default

demo licence).

Now, restart the Y Soft SafeQ Server service, so that the licence file is read and used by SafeQ. To restart the

service, go to Start – Settings – Control Panels – Administrative Tools – Services, find the service called Y Soft

SafeQ Server in the list and click [Restart] (or Start if the service is not started). If the service fails to start,

please refer to the Troubleshooting section.

4.3 SAFEQ FILES STRUCTURE

The more interesting items in the directory structure, as installed by the installer, are described below. This

assumes that you have installed SafeQ in the default location.

• C:\SafeQ – the root of the installation

• C:\SafeQ\conf – all configuration files of SafeQ

• C:\SafeQ\conf\licence\SQ-licence.* – the licence file(s)

• C:\SafeQ\conf\card-mgr – CardManager location

• C:\SafeQ\yBox\conf\server.xml – web server configuration file; the WWW interface port

number is defined here

• C:\SafeQ\JAVA – integrated Java SDK

• C:\SafeQ\MSDE – embedded MS SQL Desktop Engine (if selected during installation)

• C:\SafeQ\PGSQL – embedded PostgreSQL (if selected during installation)

• C:\SafeQ\logs – SafeQ and yBox run-time log files

• C:\SafeQ\server\drivers – SafeQ accounting drivers

• C:\SafeQ\server\spool – default spooler directory; the print jobs are stored here

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• C:\SafeQ\server\update – firmware update files for SafeQ terminals

• C:\SafeQ\temp – temporary files created during job parsing; contents can be deleted safely

• C:\SafeQ\yBox\work – cache of the integrated Tomcat application server; contents may be

deleted safely and must be deleted when upgrading to a new version

• C:\SafeQ\install.log – installation log file

You will need to replace the default licence file after installation (see above for the location) and then start

and/or restart the SafeQ Server service unless your SafeQ installation CD already contains your correct licence

file.

WARNING:

The configuration files, log files, spooler directory, temporary file directory and the database that SafeQ uses all

contain sensitive data. While SafeQ provides a secure printing environment, you must realize that any system is

only as much secure as its weakest component is. It is the responsibility of the administrator to make sure that

the data is protected against unauthorized access or modification.

4.4 UPGRADE

THIS CHAPTER DESCRIBES THE SAFEQ INSTALLATION PROCESS USING THE AUTOMATED INSTALLATION

UPGRADE PROGRAM.

When the installation has been completed, continue by selecting the language you prefer.

Image 12

The installation program tests within the start-up whether an application of SafeQ has been installed previously

or not. If the installation program finds a previous version, it notifies the user. For continuing the upgrade,

press the “YES” button.

Image 13

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Image 14

To start installation of the upgrade, select “Upgrade” (1). If you want to start the upgrade itself, you must agree

with the licence agreement. The licence agreement can be displayed by pressing the “Licence agreement”

button.

The agreement with the licence agreement is represented by the "I agree with the licence agreement by Y Soft,

Ltd." checkbox (2).

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Image 15

The “Final confirmation” window presents the settings that the upgrade will be done in accordance with. The

progress of the installation is displayed in the “Installation in progress” window.

The installer carries out following tasks during upgrade:

• stopping of services

• backup of SafeQ

• removal of services

• copying of new files

• registering and running of services

4.5 PATCH

� START -> LOCAL COMPUTER - > MOUSE LEFT BUTTON (MANAGE) SERVICES

This chapter describes the installation of a “Patch” supplied by the producer Y Soft Ltd.

1. Stop the “Y Soft" services (Framework, SafeQ Server v. x.x1) and/or other modules (Local monitor,

Microserver ...) installed on the computer.

2. Copy the supplied folders to the SafeQ installation.

3. Delete the contents of directory <safeq_dir>/ Ybox/work/Catalina.

4. Run all “Y Soft” services.

4.6 INSTALLATION PROCESS IN LINUX ENVIRONMENT

THIS CHAPTER DESCRIBES THE INSTALLATION OF THE SAFEQ SERVER IN THE LINUX ENVIRONMENT.

4.6.1 INSTALLATION PREREQUISITES

• Install the Postgree database server, version 8 or higher.

• Set the path to the installation files of Postgree in the system.

• Install JAVA version 1.5 and higher.

• The JAVA HOME environment set referring to the JAVA installation.

• Have the DIALOG program installed on LINUX.

4.6.2 INSTALLATION PROCESS

The Install.sh installation program is prepared for the SafeQ installation under the LINUX system. The

installation program is located in the installation directory of the SafeQ server.

The installation proceeds in a similar way as the installation under Windows OS. When setting the parameters,

enter the same values as those in chapter 4.2. Part of the installation is also a wizard for the SQL server setup

and database creation.

1 x.x stands for the version of the currently installed SafeQ server.

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5 SAFEQ CONFIGURATION

In most cases SafeQ can be configured using web interface or by editing text configuration files. Configurations

using text files always work well. If you think that a configuration using the web interface does not work well,

try also the web files.

For detailed information refer to the SafeQ Configuration Quide.

NOTE:

In the paths in configuration files, the default sign is “/”. If you need to use “\”, you must double this sign (“\\”),

e.g. with the following path “C:\safeQ\server” write “C:\\safeQ\\server” in the configuration file.

WARNING:

Do not forget to restart all SafeQ services after changing any SafeQ system settings.

5.1 INTERNATIONALIZATION SETTINGS

Language and internalization settings.


ADMINISTRATION -> SYSTEM SETTINGS -> LANGUAGE&INTERNALIZATION

Image 16

5.2 CREDIT SYSTEM SETTINGS

Credit system configuration.

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ADMINISTRATION -> SYSTEM SETTINGS -> CREDIT SYSTEM SETTINGS

Image 17

5.3 EMAIL SETTINGS

Email addresses for safeQ usage. They are configured during the installation process.


ADMINISTRATION -> SYSTEM SETTINGS -> EMAIL SETTINGS

Image 18

5.4 INTERFACE SETTING

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SafeQ interface settings.


ADMINISTRATION -> SYSTEM SETTINGS -> INTERFACE SETTINGS

Image 19

5.5 PRINT & SECURITY SYSTEM SETTINGS

SafeQ print & security system settings


ADMINISTRATION -> SYSTEM SETTINGS -> PRINT & SECURITY SYSTEM SETTINGS

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Image 20

NOTE:

If possible, do not change the debug mode level.

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6 SAFEQ TERMINALS

Image 21

The main and most obvious difference is that while the SafeQ Professional Terminal has a graphical touch-

screen display the SafeQ Lite Terminal only has a simple two-line text display and no user input option.

Similarly, the Lite terminal has only one network port but the Professional terminal contains a four-port

network switch.

Both types of terminals have a microcomputer, flash ROM, network interface, copier interface and a card

scanner. (The card scanner is optional in the Professional terminal because it is possible to use the PIN code

authentication instead of cards. In practice, only a very small proportion of terminals are delivered without

card scanners.) Both types of terminals also need an external power supply (included in the package).

WARNING:

Do not confuse the copier interface with the network ports!

Although they look similar, they are not compatible. Interchanging them may cause damage to the terminal

and/or copier! Such damage would not be covered by the warranty. Please note that the copier interface has 10

pins while the network interface is a standard RJ-45 eight-pin connector.

The card scanner is an interchangeable module: there are many different standards and types of identification

cards, both contactless and contact cards, and the scanner needs to match the cards. The most common card

and scanner types are RFID 125 kHz, Mifare, Motorola Indala and HID.

The terminals communicate with the SafeQ server over the network using a TCP channel. This means that each

terminal needs to be configured as any other network device. The configuration method for the terminals is

different from that of the two types.

6.1 TERMINAL CONFIGURATION – COMMON

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On both types of terminals, you need to set at least the following:

• if a DHCP server is to be used for configuring the terminal network settings, enable the use of DHCP;

• otherwise, set the IP address of the terminal, the subnet mask and IP gateway and check that DHCP is

disabled;

• in both cases, set the SafeQ IP address of the server and the port number; note that this is not the

port of the WWW interface that you were asked for during installation but the TCP port on which the

SafeQ Server communicates with the terminals; by default, its number is 4096

• you can also set other options, such as displayed languages, the default language etc.

6.2 SAFEQ PROFESSIONAL TERMINAL

While the SafeQ Professional Terminal also has an (optional) WWW interface, it is easier to configure using the

service menu directly on the touch-screen display.

After the terminal boots up and displays the main stand-by screen (with the “Place card” message), do the

following to enter the service menu:

1. touch the top left corner of the screen

2. touch the bottom right corner of the screen

3. touch the top left corner of the screen again

4. touch the bottom right corner of the screen again

5. a numeric keypad should now be displayed; touch the 0 (zero) key four times and then the OK key; this

assumes that the default service menu access code (0000) has not been changed

6. the terminal service menu should now be displayed

If the terminal is, however, configured to use PIN authentication only (no cards), it will never display the main

stand-by screen. In this case, enter 000000000 (nine zeroes) in the PIN entry screen, and then proceed with

step 5 above.

The administrator is advised to change the default access code to the service menu (0000) to prevent malicious

users from changing any of the settings.

NOTE:

When touching the screen, you should hear a beep with every registered touch. Push the screen just hard

enough that your touch elicits the beep; do not push with greater force than necessary. (Please note that the

beeping may be turned off.)

When entering IP addresses in the various menu options, note that you must enter all three digits of all the

four address components. For example, to enter 192.168.0.37, you press the 192168000037 buttons on the on-

screen keypad and then OK.

When the required parameters have been set, push the button labelled as Save and exit. The terminal will

reboot and the new settings will take effect.

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6.2.1 TERMINAL QUICK GUIDE

Image 22

6.3 SAFEQ LITE TERMINAL

The configuration of SafeQ Lite Terminal must be done over the network, using a WWW browser. Once the

terminal is powered on, it displays its currently configured IP address. You need to enter this IP address into

your WWW browser to display the configuration screen. The default password is “xxx”; the administrator is

advised to change the password to prevent malicious users from changing any settings. As a security measure,

the WWW server in the terminal is only accessible for three (3) minutes after boot-up.

If the IP address of the terminal is not in the same subnet as your computer, you will need to change the

address of your computer to be in the same subnet; in some cases, it may be best to disconnect temporarily

from your regular network and connect your computer directly to the terminal with a crossover UTP cable.

6.4 SAFEQ ENTERPRISE TERMINAL

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The Enterprise Edition terminal is hardware-identical with the Professional terminal - see chapter 6.2 . The

Enterprise terminal is meant for a SafeQ server cluster.

6.5 NOTES&COINS RECHARGING TERMINAL

The automatic recharging coin and banknote terminal is designated for self-service depositing of credit for the

SafeQ credit system.

The depositing proceeds by direct interaction between SafeQ and the cash terminal, without the need of

service of any other person on the side of the SafeQ credit system.

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7 SAFEQ WWW INTERFACE

The compatibility is tested for Internet Explorer version 6 and higher and for the current version of Mozilla.

7.1 LOGIN INTO THE SYSTEM

NOTE:

If you use the Internet Explorer and the web interface listens to a different port than the standard port 80, do

not forget to use the full URL in your browser including the http prefix (example: http://localhost:8080/).

The Default administration account is also called “admin”. The password for this account is chosen during

installation. If you have purchased SafeQ as pre-installed on your server, the default password is “admin”.

After successful login, the home SafeQ screen with basic menu on its left side panel (1) appears.

Image 23

According to the modules installed and user rights, various items can be seen in this panel.

1 Menu Basic level of menu.

2 Submenu Move the mouse pointer over the arrow to open the submenu.

3 Logout Log out current user.

4 Home Return back to this home screen from any screen within the application.

5 Language Switch between languages.

7.1.1 BOOKMARKS

Image 24

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Each window within the application has its own header (1) showing your current position in the screen

hierarchy. You can move between screens within the menu structure by clicking various parts of header.

1 Header Window header.

2 Help Application help.

3 Refresh Reload table content.

4 Bookmark By clicking on this icon, it gets crossed. Now, this screen is “bookmarked” and you can

call it at any time directly from SafeQ home screen.

Image 25

Once the window is “bookmarked”, you will find, in the home screen, a link that will take you directly to this

window (5).

The bookmarks can be cancelled in the same way as they are created. Just click on the crossed icon of the

window you wish to remove from the bookmarks.

7.2 WORK WITH TABLES

Tables contain a lot of information. Table heads include titles of individual columns. By clicking these titles, you

can change the order of rows.

Image 26

The column that determines the order of table rows is denoted by the arrow symbol (1). This symbol also

indicates the ascending and/or descending order, which can, again, be changed by clicking the row title.

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Image 27

If the size of tables is too big to fit into one screen, it may be divided into more pages. You can select the

desired page using arrows (2).

Image 28

If the table has more than ten pages, the drop-down list is replaced with a text field (3) where you can write

down directly the page number. The total number of table pages is shown in the text behind the slash (5). After

you write down number of page, press [enter] or use the button (4).

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8 USER MANAGEMENT AND ACCESS CONTROL

A crucial part of SafeQ is the user management subsystem - the UserManager. As mentioned in chapter zero on

page nine, there are two commonly used UserManagers: the DefaultUserManager, which stores all information

in the main database of SafeQ and does not connect to any other data source, and the LDAPUserManager,

which builds on the former but adds an LDAP connection capability, enabling the use of existing user

directories in Active Directory, eDirectory, Lotus Domino and any other LDAP-compatible directory.

This chapter describes the DefaultUserManager and additional options of the LDAPUserManager. Any other

UserManagers are the matter of individual customization and are not included in the general documentation.

8.1 ACCESS CONTROL

To provide A flexible authorization solution, SafeQ offers two layers (or more) of security privileges.

Privileges are used to provide means of access control for SafeQ web interface modules and for devices.

Fine grained privileges are assigned straight to the user. A higher level of roles will group these privileges

together for easier administration. You can define even more layers of privileges if you desire.

It is possible to assign a specific user to a particular role. Such user then has all privileges associated with that

role. You can also make users members of multiple roles. You can configure what specific privileges belonged

to each role. Furthermore, it is possible to give users one or more specific privileges in addition to those

granted by their role(s). For practical reasons, is not recommended to associate too many privileges directly

with one user.

• Every user is assigned with the system role “everyone” by default and unchangeably. However, it is

possible to make users members of other multiple roles. If you assign a user to a particular role, this

user has all privileges associated with that role.

• A system manager can grant and revoke specific privileges from each role. Accounting parameters

cannot be set to roles. For this purpose, there are “cost centers” available.

For more information, please refer to chapter 8.7.

8.2 ACCOUNTING

While users are grouped into roles for the purpose of access control, they are also grouped into cost centers for

accounting purposes. While the number of roles for users is not limited (always at least one – the role

“everyone”), each user is a member of exactly one cost center that typically indicates the accounting centre,

which the user belongs to. The two groupings are distinct and orthogonal.

For cost centers no access rights may be set. By default, new user is always assigned to a virtual cost center

signed with number 0.

For more information on accounting, please see chapter 14.1 on page 104.

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8.3 USERS

You can set groups of users to work with the system and its various modules.


ADMINISTRATION -> USERS -> USERS LIST

Image 29

WARNING:

The architecture of the system core enables using the users database also from other sources - typically LDAP

systems (1), such as Novel eDirectory (NDS) and MS Windows Active Directory, and a number of other

specialized company data sources. In these cases, the information here may not be entirely true. Information on

the specifications of particular implementations should be part of the SafeQ system installation.

• You can add a new user into the system by clicking the [add] tab (2).

• You can edit user data by clicking icon (4) in the user record in the Users list.

• By clicking the icon (3) you can edit user privileges (refer to chapter 8.7) or delete a user (5).

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8.3.1 SEARCHING IN USER LIST

The list of users offers search features for specific records in the list.

To reduce the number of irrelevant records, you can use various filters:

Image 30

1 Start with substring You can select all users who have a login, name or surname (2) starting with the

given substring (1).

3 Assign with role You can select from the list the role to be assigned to the user.

4 Assign with cost

center

You can select from the list the cost center to be assigned to the user.

5

Settings of column

display

When clicking on the icon (5), a list of columns will appear. This list can be shown

in the list of users (see Image 30). By checking the selected columns and saving

the settings by the [save settings] command, the column display settings are

completed and the current display changed.

Image 31

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8.3.2 USER EDIT

Image 32

Login

The unique login name unambiguously identifies the user in the system. It is

designated primarily for access to the web interface as well as identification of print

jobs. Best is when it is identical with the standard user login name in the company

network.

Name and

surname

User name and surname.

Password The password is stored as a hash. It is impossible to retrieve clear text. If the user

forgets the password, a new one must be generated.

ID cards

numbers

List of user ID card numbers and PINs. The user can have one or more identification

cards. ID cards and PINs are used as means of authentication of the user at the SafeQ

terminal.

Email (optional) Email is designated for sending information from SafeQ to users.

Cost center Number which identifies the cost center which the user belongs to. Each user has to

be assigned to exactly one cost center.

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8.3.3 ADDITIONAL SETTINGS

SafeQ module-specific settings.

Image 33

For better understanding of following text, please refer to the information on accounting in SafeQ in chapter

9.1.1.4.

Use credit

If this option is enabled, the user has access to printing only if the credit on his virtual

account is sufficient for the number of requested prints or copies. In the case that the

credit is not sufficient, the action (print/copying) will not be permitted. Before every print

operation the action credit worth is blocked on the virtual account. The amount is

subtracted in the case of a successful print operation; in the case of an unsuccessful

operation the amount is unblocked. If this option is disabled the prints are not restricted

for the user (with the exception of the respective queues access).

Allow negative

credit

If this option is enabled the user can print and copy even if the credit for the operation is

not sufficient. However, the accounted amount will be subtracted from the account.

Minimal credit Minimal credit necessary to have at account before copying.

VAT

If option “According to device” is selected than VAT is taken as it is set for each device. It is

possible to select VAT individually for this user. In case you fill here some fixed number,

VAT setting for device will be ignored and this VAT value will be used for all jobs of this

user.

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Printing and

copying

accounting

type

If option “According to device” is selected the price for the print operation will be

dependable on the respective device setting. If option „According to user” is chosen dialog

appear there is possible to select accounting data individually for this user - this fixed price

will be charged to a user with every printer or copier. User settings have higher value than

printer settings.

Percentage

change

Percentage of overall printing or copying costs that will be charged to the user. One

hundred percent is set by default.

Time limit for

copying

This value defines the idle time limit after which the user is logged off from the system

automatically. This value is set at the terminal for cases when a user forgets to log out and

another user cannot login. This option also helps to prevent abuse of user accounts.

Delete jobs These jobs will be preserved, saved or deleted after printing.

Cost center

numbers

It is possible user can account his printing or copying to another cost center he belongs to.

Enter the list of cost centers here where the user can be accounted (besides his/her own

ones).

NOTE:

This information is set for all cost centers as well. User accounting settings are usually the same for all cost

centers and it is possible to take over the settings from the user cost center and there is no need to fill in this

table for each user separately. If you need, for any reason, to set different data for this particular user, do not

forget to select the option (1). The information taken over from the cost center will be replaced.

8.3.4 USER ROLES

List of roles assigned to the user within the system.

Image 34

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8.3.5 ALIASES

Aliases are alternative login names. They are useful, for instance, when users print to SafeQ from different

systems where their login names are not identical – e.g. a Windows domain and/or SAP installation. You can

use aliases to teach SafeQ understand that two (or more) different login names identify the same user.

Image 35

NOTE:

When you have filled in all information required about the user, do not forget to save it by clicking the [save]

button.

WARNING:

If the system announces the error “the user cannot be saved”, this often means that the user login conflicts with

some existing login in the system.

8.4 ROLES

Roles usually correspond to the responsibilities in an organization: for example, you may have the role of a

printer administrator, cashier etc. They are used for granting access rights. Roles are similar to groups in the

Active Directory (in fact, the AD groups can optionally be displayed in SafeQ as roles). Each role has a name and

description.

There is one default role always defined in SafeQ: it is the role “everyone”. This role cannot be removed and

every user in SafeQ always has it.

The number of roles that users may have is not limited.

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ADMINISTRATION -> USERS -> ROLES LIST

Image 36

It is possible to add a new role (1), edit existing role attributes (2), privileges (3) and/or delete roles (4). To learn

more about setting of privileges to roles, please see chapter 8.7.

8.5 COST CENTERS (DEPARTMENTS)

Cost centers usually correspond to the departments in an organization. A cost center is a unit of accounting.

Each user is a member of exactly one cost center. By default, new users are always assigned to a virtual cost

center signed with number 0.


ADMINISTRATION -> USERS -> COST CENTERS

Image 37

Each cost center in SafeQ has the following properties:

• cost center number (1),

• cost center name (2),

• SafeQ module-specific settings.

It is possible to add new centres (3), edit existing centre attributes (4) and delete centres (5).

You can work with a single cost center in the same way as you work with multiple cost centers together. Using

the checkbox (6), you can select which jobs you would like to work with. If you want to work with all jobs in the

30.4.2007


current list, use the checkbox on the top of the list (if the table has more pages then only those items on this

single page are selected).

Now you can click the [Batch edit cost centers] button (7) at the bottom of the list to select the desired task.

8.6 SAFEQ MODULE-SPECIFIC SETTINGS

NOTE:

For better understanding of the text below, please refer to the information on accounting in SafeQ in chapter

14.1 on page 104.

Image 38

Use credit

If this option is enabled, the user has access to printing only if the credit on his/her

virtual account is sufficient for the number of requested prints and/or copies. If the

credit is not sufficient, the action (print/copying) will not be permitted. Before every

print operation, the action worth the credit is blocked on the virtual account. The

amount is then subtracted if the print operation has been successful; with unsuccessful

operations, the amount is unblocked. If this option is disabled, the prints are not

restricted for the user (with the exception of the respective queues access).

Allow negative

credit

If this option is enabled, the user can print and copy even if the credit for the operation

is not sufficient. However, the accounted amount will be subtracted from the account.

Minimal credit Minimum credit that must be on the account before copying.

VAT

If the “According to device” option is selected, then VAT is taken as it is set for each

device. Users can select VAT on individual basis, too, if they specify a fixed number here,

The VAT settings for the device will be ignored and the VAT amount will be used for all

30.4.2007


jobs of this user.

Printing and

copying

accounting

type

If the “According to device” option is selected, the price for the print operation will

depend on the respective device settings. If the “According to user” option is selected, a

dialog appears where it is possible to select accounting data individually for the user -

this fixed amount will be charged to the user with every printer or copier. User settings

have higher value than printer settings.

Percentual

change

Percentage of overall printing or copying costs which will be charged to the user. One

hundred percent is set by default.

Time limit for

copying

This value defines the idle time limit after which the user is logged off from the system

automatically. This value is set at the terminal for cases when a user forgets to log out

and another user cannot login. This option also helps to prevent abuse of user accounts.

Delete jobs Job may be preserved, saved or deleted after printing.

Set as default This data will be set for all cost center members, i.e. even for members who already

have some accounting data set.

8.7 ACCESS CONTROL

There are many different actions that users may be granted access to: user can manage users, manage printers,

manipulate credit (for each printer and copier), use the respective functions for each cash register, have access

to it etc. Rights may be granted both to roles and individual users. In the User list and Roles list you will find the

icon for user rights editing.

There are five levels for the precedence of access rights listed in order of decreasing priority:

• access that is set individually to the user

• access restrictions on the roles that the user has, except for role “everyone”

• access permissions of the roles that the user has, except for role “everyone”

• rights granted to the “everyone” role

• no rights (access denied) by default

In other words, rights that you define for a particular user take precedence over rights defined for any role of

the user. For actions that are not explicitly allowed or explicitly denied for the user (i.e. they have a blank

outline symbol), the right is determined by (“inherited from”) the roles of the particular user. If there is a

conflict between the rights of different roles of a user, then disabled settings have precedence, and all other

roles have precedence over the “everyone” role. If access to any action is not defined by the settings for the

user and/or any roles he or she has, it is denied.

Setting of privileges to various roles, users or cost centers using SafeQ web interface proceeds in two steps.

• Granting or revoking of the right to access individual modules.

• Granting or revoking of access rights within a particular module.

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8.7.1 GRANTING OF ACCESS TO PARTICULAR MODULES

Image 39

Select modules which users and/or groups are allowed to use in the respective checkbox in the first column of

the list.

The second column of the list shows the inherited privileges.

Do not forget to push the [Save] button to confirm the settings.

8.7.2 GRANTING OF ACCESS WITHIN PARTICULAR MODULES

Image 40

Rights may be granted to roles and particular users. For every action, there are three possible states of access

right:

• access allowed (represented by a green “tick” mark on the web interface (3) )

• access disallowed (represented by a red cross (2) )

• access inherited (represented by a blank tick or cross (4) )

Process for settings of privileges:

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• Grant or revoke privileges for each action individually in the respective checkbox and/or grant or

revoke all privileges for the selected module using the checkbox at the top of the list (1).

• Do not forget to push the [Save] (5) button to confirm the settings.

8.8 LDAP USER MANAGER

The LDAPUserManager has all the features of the DefaultUserManager and thus allows you to store user

information in the SafeQ's database. Furthermore, it is able to connect to one or more LDAP servers using the

LDAP protocol and access the user information there. LDAP is a standard Internet protocol – for specification

see RFC 3377 at http://www.ietf.org/rfc/rfc3377.txt. LDAP is implemented by most major directory-type

products, such as the Microsoft's Active Directory, Novell's eDirectory, Lotus's Domino and, of course,

OpenLDAP in many Linux distributions. While there are many differences between implementations, the

LDAPUserManager in SafeQ has been successfully used to access all of the above mentioned directories and

should work with other software implementing the standard, too.

The LDAPUserManager can only work with existing users in the LDAP directory. You cannot create new users in

the directory using SafeQ. You can, however, still create users in the SafeQ database.

8.8.1 PREREQUISITES

To utilize the LDAPUserManager and connect SafeQ to your user directory, you need to know several details:

• The IP address of your LDAP server or servers; in case of Active Directory (AD), this is the Primary

Domain Controller (PDC) or a Backup Domain Controller (BDC). If the LDAP server uses a non-default

TCP port, then also the port number.

• If the LDAP server is configured as to require a secure (encrypted) connection to authenticate users,

then the PKI certificate of the LDAP service.

• The full login name and password of a valid user account that SafeQ will use for the LDAP connection.

Best is to create a user account exclusively for this purpose. Make sure that the account is not

configured as to require regular password changes – if it is, then apply a procedure to make the

changes in time and reflect them in the SafeQ configuration (see below).

The user account needs sufficient privileges to be able to search the directory and list all users,

containers and groups that should be visible in SafeQ. The attributes that SafeQ is configured to use

must enable the account to read them. Usually, this includes the login name, any other unique

identifier, the real name, email address, department name and/or number and the card number(s).

If the attribute with card numbers is writable by the user account, you will be able to manage card

numbers and PIN codes with the SafeQ WWW interface (this is optional). In fact, the card numbers can

be stored outside the LDAP directory, if configured so.

• In case of Active Directory, the name of the domain.

• The full name of the base container for user searches in the LDAP directory.

• The full name of the base container for group searches in the LDAP directory (if group mapping is to be

used).

• How users are sorted into departments: Are departments represented by containers (Organizational

Units) in the directory and users stored in these containers or are the user department names and

numbers stored in an attribute of each user? What is the name of this attribute? Does it contain

names or numbers?

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8.8.2 CONFIGURATION

The LDAP connection can be configured during the SafeQ installation or later by editing certain configuration

files. To be more specific, the C:\SafeQ\conf\yBox.conf file (assuming the default installation location)

should contain the following lines:

userMgr = lib.user.ldap.LDAPUserManagerImp

userMgrConf = C:/SafeQ/conf/UMgr-LDAP.conf

The default value of the userMgr configuration directive is lib.user.DefaultUserManagerImp. The

other line contains the full path and file name of a configuration file for the UserManager in use. Again, the

example assumes the default location – please adapt if necessary. The DefaultUserManager does not need any

configuration. For LDAPUserManager a sample configuration file is provided incl. useful comments.

8.9 CARD NUMBERS AND CARDMANAGERS

Every user in SafeQ can have any number (usually one) of assigned card numbers. Typically, these correspond

to the ID badges of employees with RFID and/or similar contactless identification chips. There are many

different standards of identification chips, most of which are, however, incompatible. SafeQ is able to work

with virtually any of them provided that the terminals are equipped with the right card scanners.

Instead of and/or besides cards, users may also use numeric PIN codes for authentication at SafeQ terminals,

except for SafeQ Lite terminals that do not have any means of entering the PIN code. This PIN code is treated

as a virtual card number: it is stored in the same place and managed in the same way. However, for security

reasons, a cryptographic hash of the PIN code is stored instead of the actual PIN, so that it is not easy, even for

an administrator, to find out the PIN of a user.

When interfacing SafeQ to an existing card system, the other system very often appears to read different card

numbers from those by SafeQ. In some cases, this is because it really reads a different number from a

customer-specific data block on the card, whereas SafeQ reads a generic chip ID. In this case, to match the two

systems, it is necessary to customize the SafeQ terminals, so that they read the same number. Please contact

your SafeQ vendor.

However, in most cases the difference will be simply in the interpretation or formatting of the data read from

the cards. Then, it is possible to make SafeQ use a conversion module that will transform the card numbers into

the format that matches the existing card system, thus making possible, for instance, the import of a user

database. The module that takes care of the conversion is called the “CardManager”. Some CardManager

samples are supplied with SafeQ.

The CardManager is a single Java application implementing the lib.user.cards.CardConversionI

interface. To use a particular CardManager, place its .class file into folder C:\SafeQ\conf\card-mgr

(there must be maximum one .class file) and restart the SafeQ service. Examples are provided in the

SOURCE sub-folder.

8.10 IMPORTING USERS, COST CENTERS AND CARD NUMBERS

Sometimes it is not possible or desirable to connect SafeQ to an LDAP server but still there is a database of

users that should work with SafeQ. While it is, of course, possible to simply enter all users manually into the

30.4.2007


SafeQ database using the SafeQ WWW interface, for a large number of users it is much more efficient to

prepare a CSV (Comma-Separated Values) file and import it into SafeQ in one batch operation. Such files may

be created, for example, by using MS Excel. The data must have a specific format, as described below.


ADMINISTRATION -> USERS -> DATA IMPORT

Image 41

For adding, updating or removing users:

100;add|del;login,alias,...;name;surname;card number;organisation unit number[;password]

NOTE:

If the password starts with "md5@@", it will be saved "as is" and will not be crypted.

(i.e. md5@@5ad014d0b392f684e92f72524431027f).

For adding or removing card numbers:

200;add|del|clear;login[;card number]

For adding, updating or removing cost centers:

300;add|del;cost center number[;cost center name]

The square brackets [] signify an optional part, while the "|" vertical bar means a choice between options.

For example, you might prepare a users.csv file and import it into SafeQ with the following content:

300;add;34;marketing

100;add;jsmith;John;Smith;7A2E3345;12;bigseCRet%64

100;add;mjones;Mark;Jones;PIN327659;34

200;del;pblack;327F5903

The aim of importing this file is to create a new cost center, create or update (if any) two new users (one of

them without a valid password) and/or remove a card number from an existing user.

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8.11 CHANGE OF PASSWORD AND PIN CODE


ADMINISTRATION -> USERS -> CHANGE OF PASSWORD

Image 42

To change the password, you should:

• enter the new password in the field [New password],

• enter the password once more in the field [Password check],

• click the [Save] button.

NOTE:

The application confirms whether the change has been successful. Now you must use the new password for the

next login.

WARNING:

If you forget your password or if the password, as entered by you, does not work, please contact your system

administrator as soon as possible.

The application also enables changing the PIN used for authorization on the printing terminal. Click on the

[Generate new PIN code] button.

• A confirmation of the PIN change appears on the screen.

NOTE:

Do not forget the newly generated PIN. You must use it for the next authorization on the terminal. In addition to

the notification, the application also sends to your email address a confirmation email with the new PIN.

WARNING:

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Your PIN and password is confidential information that you should keep for yourself. If you suspect that your

PIN or password has been compromised, change it immediately and contact the system administrator.

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9 SETTING OF PRINTERS AND TERMINALS

9.1 WIZARDS

9.1.1 ADDING OF DEVICE WIZARD


SAFEQ -> QUEUES & PRINTERS -> WIZARDS -> ADD DEVICE WIZARD

9.1.1.1 STEP 1 – ADD DEVICE

Image 43

Device name Unique printer identification in the SafeQ system.

Description Short text description, e.g. number of office where the printer is located.

IP of the device For the network printer/MFP, it is the IP address of the device. For offline copiers the

0.0.0.0 address can be preserved. For local printers, the IP address of the station to

which the printer is connected should be entered.

Backend Protocol used for communication with the device (TCP/IP, LPR). Refer to chapter 4.1.

Port TCP port number of the printer to which backend will send data.

SNMP Community SNMP Community of the device.

Cost center Cost center to which the printer belongs.

Group of devices Group to which the device belongs.

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9.1.1.2 STEP 2 – SETTING OF DEVICE WIZZARDS

NOTE:

The SafeQ device driver is not a print driver, as is used e.g. in MS Windows. This driver defines the interface

between SafeQ and the device.

Image 44

Manufacturer list Selection of the device manufacturer from a list.

Device list List of supported drivers available (if you cannot find your printer driver, select a

similar device or contact your SafeQ vendor).

Auto detection Auto detection of the SafeQ device driver according to the IP address. If the auto

detection has not been successful, the driver is to be selected by hand from the list

of supported types.

9.1.1.3 STEP 3 – SUPPORTED LANGUAGES

Selection of supported print languages. The SafeQ system uses them to decide which job can be passed on for

printing and which has to be rejected due to incompatibility (e.g. color print is not allowed for black and white

printers). Some items in the list are pre-selected, according to the accounting driver selected in the step before.

NOTE:

These settings are designated for SafeQ only and are not directly connected with the device. For instance, if you

do not select the PostScript option, SafeQ will not allow the postscript document to be printed on this printer, no

matter if the printer can print postscript documents or not.

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Image 45

9.1.1.4 STEP 4 – ACCOUNTING

Before you start with this step, you must understand how accounting works in the SafeQ system. For more

information, please see chapter 14.1 on page 104. You can find even more details in the SafeQ Technical

Specification.

Image 46

FIXED COSTS

Cost per click Price for every printed page (if duplex print is used, one paper has two pages).

Paper cost (A4) Cost of blank sheet of paper (A4).

Paper cost (A3) Cost of blank sheet of paper (A3).

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Image 47

B/W print Price for toner consumption for one page (A4) black and white print.

B/W print A3 Price for toner consumption for one page (A3) black and white print.

Monocolor print Price for toner consumption for one page (A4) single-color print.

Color print Price for toner consumption for one page (A4) color print.

Color print A3 Price for toner consumption for one page (A3) color print.

Image 48

COPY

B/W copy Price for toner consumption for copying of one page (A4) black and white.

B/W copy A3 Price for toner consumption for copying of one page (A3) black and white.

Single-color copy Price for toner consumption for copying of one page (A4) single-color.

Color copy Price for toner consumption for copying of one page (A4) color.

Color copy A3 Price for toner consumption for copying of one page (A3) color.

Image 49

Online accounting Prints on this machine will be accounted online. Refer to chapter 14.1 on page 104.

Offline print

accounting

Prints on this machine will be accounted offline. Refer to chapter 14.1 on page 104.

Unlock printer

before print

For MFP only. SafeQ automatically unlocks the front panel of the device before

copying, but not before printing. If this option is selected, SafeQ unlocks the front

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panel also before printing.

VAT VAT assigned with the device.

Image 50

Value of coverage

If the percentage of toner/ink coverage is the same as selected, then 100% of the

amount will be accounted. Otherwise accounted amounts will be recounted according

to the coverage. See the description above.

Color prints If selected, color prints will be accounted based on the toner and/or ink coverage.

Black prints If selected, black prints will be accounted based on the toner and/or ink coverage.

Alert messages

encoding

Encoding in which printer statuses are saved and showed in SafeQ (refer to chapter 0

on page 73).

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9.1.1.5 STEP 5 – ASSIGN PRINT QUEUES WITH DEVICE

In this step you can assign the printer with a queue or terminal.

Secured print terminals are usually identified by their serial numbers. If the serial number is not available, you

can use the IP address of the terminal.

Image 51

9.1.1.6 STEP 6 – SETTING OF ACCESS RIGHTS FOR QUEUES

In this step the system manager can grant and revoke access rights to print queues from each role or user.

Image 52

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print Right to print.

copy Right to copy.

no limit.

For some queues the maximum number of pages for one task is set. If no limit right is

granted, this limited number of pages will be ignored.

no col. Right to print in color.

9.1.1.7 FINAL CONFIRMATION

After clicking the [save] button, the device is ready to print.

Image 53

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9.1.2 ADDING OF PRINTERS MANUALLY

This chapter describes how new devices shall be added incl. settings of drivers, users and user roles with the

permission to use the device.

9.1.2.1 DEVICE SETUP

Image 54

For description see chapter 9.1.1.1.

9.1.2.2 SETTINGS OF PROPERTIES

Image 55

For description see chapter 9.1.1.4

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9.1.2.3 EMULATION

Image 56

For description see chapter 9.1.1.3

9.1.3 ADDING OF MORE DEVICES WIZARD

You can create new templates to add more devices to the system at the same time You can also use

autodetection of devices on the network that are not in the system.

Image 57

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Select one of the options (1) and choose “next” (2).

Specific options are described in the text below:

• For templates see chapter 9.1.3.1.

• For manual adding of devices see chapter 9.1.3.2.

9.1.3.1 AUTODETECTING DEVICE

Defining and editing of templates for mass work with devices.

Image 58

Before continuing the wizard, you must choose the records and required task:

• To create a new template, press the "create new" button (1).

• To edit an existing template, check one of the templates and press the "edit selected" button.

• To delete templates, check one or several existing templates (2) and press “delete selected” (4).

• After choosing a task, the template job is to be continued by the “Next” (5) button.

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Image 59

• After entering the items, continue by the “Next>” button.

• An existing job queue or device in use (printer/copier) can be chosen.

Image 60

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The final dialog of the wizard summarizes items that have been entered. You can save the changes made here

using the “save” (1) button. To close the wizard without saving the changes, use the "Cancel" button. For

further editing you can return to the previous dialogs by the "<Back" (3) button.

9.1.3.2 ADDING OF MORE DEVICES MANUALLY

Image 61

Definition of items (1) is shown in the following table:

Device name Device name.

Device description Device description or location. This item is designated for a more accurate

identification of the device within an organization.

IP address The IP address of the device. The device is uniquely identified by its name and IP

address.

Template Selection from a list of defined templates, description of the administration of

templates; see chapter 9.1.3.1.

Button description:

Group of

devices

Includes a device into the group.

Add Adds a newly defined device into the list of newly added devices using this wizard.

After adding, you can define and add more devices.

Edit Inserts data about the devices into the edit boxes (1) and simultaneously removes

the devices from the list. Having finished your editing, the devices may be newly

added by the “Add” button.

Delete Deletes a device from the list of the Add device wizard.

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When you have modified the devices, continue by the "Next>” (2) button.

Image 62

The last dialog in the wizard summarizes all information on all newly added devices.

Newly created devices may be saved by pressing the “Save” (1) button. You can exit the wizard without saving

the newly created devices by using the "Cancel" button. You can also return to editing and adding of devices by

the “<Back” (3) button.

9.1.3.3 AUTODETECTING DEVICES

In this wizard, you can automatically locate and adjust the MicroServer and Local Monitors. There is also a

chart of the monitoring network architecture available incl. descriptions of particular components (Local

Monitor Client, uServer).

9.1.4 BRANCH MONITORING WIZARD

The wizard describes the way the Local Monitor and Microserver should be installed.

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Image 63

The Local Monitor application, its installation and settings are described in detail in this document in chapter

15.

Also, the Microserver application, its installation and settings are described in detail in this document in

chapter 0.

9.2 LIST OF DEVICES


SAFEQ -> QUEUES & PRINTERS -> PRINTERS LIST

Each device to be accounted must configured in SafeQ. The picture shows a sample view of the list of devices.

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Image 64

For more detailed information on the device, click on its name (2):

Group To arrange the list better, devices can be divided into arbitrary groups (1) to make work

with them easier (for example, groups on individual floors etc.).

If you do not specify any other group, the device will be placed into the “Default” default.

IP of device As for local printers, the device IP represents in fact the IP address of the station, to which

the local IP is assigned. You will find more information on the administration of local

printers in next chapter.

Driver The SafeQ device driver is not the print driver, as is used e.g. in MS Windows. This driver

defines the interface between SafeQ and the device.

Backend Protocol used for communication with the device (TCP/IP, LPR). See chapter 4.1.

There are several icons in each row (3) of the printer list table to be used for work with each device shown in

the table. Some printers do not have all icons because some operations are disabled for them.

Edit device Edits device attributes. It can be done manually or using the same wizard as for

adding devices, see chapter 9.2.2

Remove device Removed devices are listed in deleted devices (6) and may be put back onto the

list of devices again.

Warning: A device may be removed only when it is not assigned to any queue!

Last 10 jobs Shows last ten print jobs.

Driver test Shows the dialogue for testing the device driver. All fields in the test must be

marked with "OK", otherwise the driver might not work properly (except for

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offline accounting where also the status "UNSUPPORTED" is allowed).

You can also reset print counters2 here.

In the same way as you can work with a single device, you can work with multiple devices together. Using the

checkbox (4), you can select jobs that you would like to work with. If you want to work with all jobs on the

page, use the checkbox at the top of the list (7).

Now you can select the desired job in the drop-down menu (8) at the bottom of the job list.

9.2.1 ADDING / EDITING OF NEW DEVICES

Image 65

The Add new device wizard can be opened by clicking the [add] button. The process of how the device is added

is described in chapter 9.1 on page 51.

9.2.2 DEVICE GROUPS

To arrange the list better, devices can be divided into groups, e.g. based on the printer location.

Image 66

If you do not specify any other group, the device will be placed into the “Default” group. This group is created

by the system and cannot be deleted.

For work with groups, use icons (2). You can work with a singe group or with several groups together (1).

2 SafeQ keeps print records with each device. It helps the system recognize immediately what jobs have been printed and

with what device, without using the SafeQ system. In some cases (e.g. you will change one device to another) you must

reset the counters. Refer to chapter 9.1.1.4 on page 122.

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Rename Changes the name of the group of devices.

Remove Removes the group.

Warning:

You can delete empty groups only.

Add Adds a new group of devices.

Select empty Using this button, all empty groups will be selected.

Hide empty This button makes all empty groups in the list invisible.

9.2.3 ADDING OF MORE DEVICES


SAFEQ -> QUEUES & PRINTERS -> WIZARDS -> ADD MORE DEVICE WIZARD

Image 67

You can use autodetection for printer identification in the system. The system will show the list of devices. You

can add devices to the system manually or use templates to add more devices.

For a large number of printers with similar attributes, it is efficient to use predefined templates for adding

printers.

Step 1: Predefine a template (1).

If you would like to add more devices with similar attributes, you can, using this wizard, create templates

containing the data that occurs repeatedly.

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Step 2: Add more devices (2).

Image 68

Now you can add several new devices one by one. You need to fill in only the essential details (e.g. device

name, description and IP address). The rest of the information contains templates. When the data has been

entered for one device, click on the “green plus” icon. The device will be added to the list and you can add a

new one.

Image 69

On the next screen you can check if all data is correct and save all devices by clicking on the [save] button.

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9.3 PRINT QUEUES

Print queues are one of the basic elements of the SafeQ functionality. They are used for the job placement and

assessment how the particular job should be processed. SafeQ receives jobs for a selected job queue, not for a

specific device. In most cases, the queue constitutes the link between the terminal and printer and/or with the

printer by a direct queue name. The device and the print queue linking is done by the SafeQ administration

with the following rule: one queue contains only one printer (with the exception of clustered queues) but the

printer may be assigned to more then one print queues.

9.3.1 SECURED (DEFERRED) PRINT

Secured print is at the forefront of SafeQ functionality. SafeQ receives a job and, unless specified otherwise,

stores it in the spooler. The job is saved there until a user asks to print this job. The user is identified at the

terminal and a list of his/her jobs saved in the spooler is displayed (with Lite Terminal all jobs are processed for

printing immediately upon authorization).

The compatibility of printing languages is defined for every printer and only jobs compatible with the printer

are printed. Incompatible jobs are denied by the printer with the “Incompatible job” acknowledgement.

The SafeQ administration interface offers several types of secured queues:

• Normal secured queue – is a link between the terminal and copier. Single or batch accounting may be

chosen in the secured queue properties as well as in the queue deletion option upon successful

printing (private queue). This option also allows to set the maximum size of jobs (number of pages)

that can be printed on a device. A notification email is sent to the user in case the maximum size of

the job is exceeded.

• Access rights may be defined for this type of queue. The rights include: what user (and/or role) has

access to the queue, who is denied the right to use color print and who has no limit on the number of

pages per print job.

• Shared queue – is an extended secured queue. It allows access to selected documents for more users

at one time in accordance with their user rights. All jobs that have been sent to the shared queue are

automatically available to all users with the rights to access the queue.

• Standalone secured queue – is a secured queue with a limited follow-me function for the selected

group of printers/terminals. If the queue name is identical with the name of a particular secured

queue defined at the workstation (SafeQ port or LPR port), the follow-me function is restricted

entirely and it you will be able to print the job only at one terminal.

• If the queue name at the workstation is defined in form of a “substring”, the follow-me function (see

chapter 3) will be restricted for all the queues starting with this substring.

• Secured queue with more printers – is literally a clustered queue. It is a (terminal) secured queue

with more than one assigned printer. The jobs are automatically sorted in accordance with the

compatible language, colored jobs are printed only at color printers, and black and white jobs are

processed at the printer according to the workload.

9.3.2 DIRECT PRINT

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Direct print is the closest to traditional network printing from the point of view of users. The SafeQ system

defines the direct print queue linking name – printer. If the queue name is identical with the name of a

particular secured queue defined at workstations (SafeQ port or LPR port) and the user has sufficient rights to

print, the job is sent to the printer assigned to this job, and, if possible, is printed and accounted immediately.

9.4 LIST OF QUEUES & TERMINALS


SAFEQ -> QUEUES & PRINTERS -> QUEUES & TERMINALS

Image 70

The picture shows a sample view of the queue list.

• You can select what kind of queue you would like to see (1). Following is shown for each queue:

queue name, device name, IP address and/or ID of queue and driver.

• For each queue there are two rows in the table. The first (4) contains information on the queue and

the second one (5) on the devices assigned to the queue.

• There are several icons in each row (3) of the table to work with particular queues in the table and

with devices assigned to them.

Two icons are available for the queues:

Edit queue Edits queue attributes.

Remove queue Removes queues from the list.

The same icons are placed in the rows designated for assigned devices:

Edit device Edits device assigned to a queue.

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Remove device Cancels device assignment to a queue. The device will not be removed from the

list of printers.

In the same way as you can work with a single queue, you can work with multiple queues together. Using the

checkbox (7), you can select that jobs you want to work with. If you would like to work with all jobs on the page

with the table, use the checkbox on the top of the list (6).

Now you can select the desired task in the drop-down menu at the bottom of the queue list.

An Add new queue wizard can be opened by clicking the [add] button (8). The new queue will be of that type as

currently selected in the list.

Image 71

More interesting options:

Name Unique name of queue. It is important that the queue name includes ONLY characters

a-z,A-Z,0-9,_,.,

This is based primarily on the requirements of the Windows system and LPR protocol

that does not allow using queue names with different characters.

SN/IP For Secured print terminal or Copy terminal, you must fill in its identifier. This is usually

the serial number of the terminal or it can be the IP address of the terminal.

Group The same as with printers, queues can also be divided into groups.

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Limit You can set the maximum number of pages for one print task.

Delete jobs after

printing

If this option is selected, the queue will be a so-called “private queue”. After printing,

each job will be physically deleted from the server hard disk for privacy protection.

Batch accounting See chapter 14.1.2 on page 106.

Batch accounting is an extension to standard online print accounting and makes use of

the online charged printers faster and more efficient.

Standalone queue Refer to chapter 9.3.

Standalone secure queues are called “bw-secure”, “bw-secure2” etc.

You can create a secured queue, create secured queues and copy queues or create a secured queue, copy and

direct queues together (1).

9.5 ACCESS RIGHTS SETTINGS


SAFEQ -> QUEUES AND PRINTERS -> ACCESS RIGHTS

SAFEQ -> QUEUES AND PRINTERS -> QUEUES & TERMINALS -> ACCESS EDIT

The system administrator can define access authorization for printing in various queues.

Image 72

Types of rights for queues:

Print Right to print.

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Copy Right to copy.

no limit. Some queues have set the maximum number of pages for one task. If the “no limit” right

is granted, this page limit will be ignored.

no col. Right to print in color.

9.5.1 USER RIGHTS SETTING PROCESS

• Step 1:

Select the type of queue that you want to set.

• Step 2:

By clicking on “select user”, you open the dialogue showing the list of centers, roles and users. Click on

the item for which you want to set the rights.

• Step 3 (image above):

Find the queue in the list and, using the checkbox, set the rights for the group of users selected in the

previous point.

NOTE:

In some cases, you will see that some rights are pre-selected (icons with lighter colors). These are access rights

inherited from a high- level group.

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9.6 PRINTER STATUS MONITORING


SAFEQ -> QUEUES AND PRINTERS -> PRINTER STATUS

Image 73

Here you find the list of all printers aggregate into groups. You can see the status of each printer (1) and the

date of last check.

The status of a device is, by default, checked every 10 minutes and every time when a task is done at the device

(printing, copying etc.). The window is refreshed every 30 seconds.

You can also define triggers that will send an email to selected addresses every time when the device gains a

status that has been selected for it.

The status of devices cannot be described because there are differences between devices and their types and

also due to localization. For the List where the device status is shown please contact the supplier of your

device.

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Image 74

If you would like to change the time period for device checks, you can do so in the configuration file.

Device status Status that should be checked (empty tray…).

Email address Email address where emails are sent.

Name By checking in the list (2), you can select devices assigned to this trigger.

Image 75

Triggers defined for each device can be observed by clicking the [Yes] in the [Email?] column (1) in the table. A

window with trigger details will appear and the triggers can be deleted (2).

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10 CLIENT SETUP

Prior to configuring printers, please add queues and devices to the SafeQ system and make sure that you

understand how queues in safeQ work (chapter 9). On the client workstation, configure the printer just as you

normally would. However, the printing port also uses a Standard TCP/IP Port built into Windows 2000 or SafeQ

Port.

The SafeQ port must be used in these cases:

• More users use one login name – the SafeQ port supports advanced user authentication and

authorization, so it is still possible to account tasks properly.

• SafeQ cluster (refer to chapter 0 on page 9) – the SafeQ port supports automatic directing of jobs to

several SafeQ servers in the print cluster.

• Project accounting – the SafeQ port enables account tasks for projects (refer to chapter 0 on page 100

and the text bellow).

• SafeQ fax server – refer to the SafeQ Fax Server Guide.

If you use the standard TCP/IP port, please follow chapter 10.3 on page 81. If you prefer the SafeQ port, see

chapter 10.1 on page 76 and continue with chapter 10.2 on page 79.

For secure printing you can configure only one printer on the client workstation and use it for all printers in the

network with compatible drivers.

For direct printing printers must be added for each device that you want to use for direct printing. If you want

to use one device for direct and secure printing together, you have to add two printers. In this case, configure

one of them to use a direct queue and the other one to use a secured queue.

10.1 SAFEQ PORT INSTALLATION

NOTE:

The SafeQ port is placed in folder <safeq_dir>support/safeqport.

10.1.1 STEP 1 – CONFIGURATION

It is desirable to fill in the SafeQ.ini configuration file before installation. If you do so, you will not need to

configure the port later in the Windows system.

NOTE:

You can do the settings during installation, too.

In one config file you can configure more than one port – in you do so, more different SafeQ ports will be created.

Edit the text file and save it (particular items of this file are described in the tables bellow).

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The SafeQ.ini file (settings of one SafeQ port) includes:

[1]

Description=[ secured port ]

ServerIP=147.251.222.113

ServerIP2=test1

ServerIP3=test2

ServerPort=9100

Queue=secure

AuthType=4

AuthText=

ComPort=COM1

Projects=0

LoadBalancing=1

RefreshIPList=0

Compression=0

FaxServer=1

LogToFile=1

AssignPrinter=OKI B8300 PPD

AssignPrinter2=OKI B8300 PS

Encryption=1

DefaultProjectID=1

Description Safe Q port description, “Secured Port” by default.

� ServerIP IP address of the SafeQ server.

ServerIP2 IP address of the second SafeQ server (if using the SafeQ cluster – refer to chapter

0 on page 9).

ServerIP3 IP address of the third SafeQ server (if using the SafeQ cluster – refer to chapter 0

on page 9).

ServerPort Port of the SafeQ server, 9100 by default.

Queue Name of queue on the server, “secure” by default. If “secure” is selected, the

tasks will be added to the secure queue in the system. If you would like this port

to send tasks to a direct queue, you must enter the exact name of the queue, as

defined in SafeQ.

AuthType Type of authorization, “1” by default.

See the table bellow.

AuthText This option is relevant only for AuthType=3. If you enter a user login here, all tasks

printed using this port will be accounted to this user.

ComPort This option is relevant only for AuthType=7. You should enter here the name of

the COM port on which the card reader is connected.

Projects If selected, project accounting will be used (refer to chapter 0 on page 100 ). This

means that before task is sent to the printer, the user will be asked to select the

project that the task will be accounted to. It is switched of by default (0).

Billing of projects can also be set when configuring the Windows port.

LoadBalancing This option is relevant only if a SafeQ cluster is used. LoadBalancing is switched on

by default (LoadBalancing = 1), which means that a task is always sent to the least

loaded server. If load balancing is switched off (LoadBalancing = 0), then SafeQ

sends tasks always to the first SafeQ server (server with that IP address as entered

in this file as ServerIP). If this server is not accessible, the task is sent to the

second SafeS server (with ServerIP2 IP address) and the process continues in the

same way.

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Compression The task will be compressed before it is sent to the SafeQ server.

It is switched off (Compression = 0) by default. Compression can save up to 60

percent of the data transferred within the job.

RefreshIPList If this option is selected, you must enter the IP address of the first server in the

SafeQ cluster only. Other servers will be entered automatically by the system.

Note: It is safer and therefore recommended to enter the IP addresses manually,

if possible. It is switched off (RefreshIPList = 0) by default.

FaxServer If switched on (FaxServer = 1), the printer connected to the SafeQ port will be

used for faxing only. It is switched off (FaxServer = 0) by default.

LogToFile

If switched on (LogToFile = 1), a SQPort.log log file is created and contains

information on the port. It is placed in the Windows directory.

It is switched off (LogToFile = 0) by default.

AssignPrinter By specifying this value, you can assign this port to a defined printer.

Encryption

When entering the value Encryption = 1, all communication between the client

and the SafeQ server will be encrypted.

NOTE:

The � sign signals that entering the item is compulsory.

1 User login The user logged into Windows and/or user under which the printer is

connected (i.e. the domain user).

2 Computer name An IP address.

3 User defined text A permanently set user name or another identification string.

4 Dialog with password With a secured login, the dialog of the user is authorized securely by

his/her name and password (via SSL encryption).

5 Novell user login The user is logged into the Novell network (the version is for Novell

clients only).

6 Novell user with context Along with the user, also the user context is being sent in the Novell

network. This is for a closer identification of the user.

7 Card on Com port A Card reader – a serial or USB port reader.

8 Dialog without password A login dialog (user name and settings – secured authorization), login

without password.

9 Keyboard reader A Card reader – a serial or USB port reader.

10.1.2 STEP 2 – INSTALLATION

SafeQ port is installed by running the install.exe file.

If the installation has been successful, you can find ports that you have created in the list of ports in the Add

printer wizard in Windows. If you kept the default SafeQ settings, you should find two new ports in the list:

“SafeQ001” and “SafeQ002”.

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10.2 ADDING OF PRINTERS USING STANDARD SAFEQ PORT

Image 76

On the client workstation, configure the printer just as you normally would (1).

Image 77

However, you must select as the printing port your SafeQ port (2), as you have installed it according to chapter

10.1 on page 76.

Now continue in the usual way.

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If you have already preconfigured the SafeQ port, you need not do anything. Otherwise, you should configure

the port.

In Windows: Printers and faxes.

• Select your printer and choose Properties -> Ports.

• Select your Safeq port:

Image 78

Clicking the [Find] (1) button, the system will find all queues existing in SafeQ (2). You should select one of

them. Now this printer will send tasks to this queue.

Other settings description is equivalent to settings done by the SafeQ configuration file described in chapter

10.1.1 on page 76.

NOTE :

Check if the primary IP address is the same as the address of your safeQ server!

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10.3 ADDING OF PRINTERS USING STANDARD TCP/IP PORT

Image 79

On the client workstation, configure the printer just as you normally would (1).

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Image 80

Image 81

However, you must use as the printing port the Standard TCP/IP Port (2), which is built into Windows 2000 and

later versions. Configure this port to use the LPR protocol (6) and specify the IP address of the SafeQ server

instead of the IP address of the printer (3).

Image 82

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Now you need to set up the port (5).

Image 83

Settings of the communication protocol (6). More settings will get accessible based on the protocol selected.

For RAW protocol you can set the port. The default settings are 9100.

For LPR the LPR settings are:

• If you would like to use this printer for direct printing as a queue name (8), you need to fill in the exact

name of the direct queue conneted with the right device, as defined in the SafeQ system (refer to

chapter 9.4 on page 70).

• If you would like to use this printer for secured printing, you can enter any name different from the

existing non-secured queue. (If the job is directed to an unknown queue, it is added to the secure

queue. In fact, there is only one secure queue in the system. All other names of secure queues act only

as names for the printer-terminal relation.)

Press OK, close the window and the Add new printer wizard will close.

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11 MANAGING PRINT JOBS

The SafeQ system allows displaying of detailed reports on all reprographic jobs processed by SafeQ.

For each event where “print” (and/or “print” and “copy”) is shown, this means the print, copy and/or other

property monitored (scan, fax etc.). Where “printed” is stated, this means printed, copied and/or to the

creation of any other reprographic output that the system monitors.

Every printer, copier, multifunction and/or reprographic device (plotter, fax, scanner etc.) is understood as a

printer for the statistic analysis purposes.

11.1 JOB LIST USING WEB INTERFACE


SAFEQ -> JOB LIST

Image 84

The job list allows the displaying of all finished / processed jobs and restricts them in accordance with the user,

branch and/or job status. The job can have one of the following statuses:

• Printing – the job is currently sent to the printer or is being printed. Detailed information on the job

process can be displayed. Typically, the job is in the state of sending data, waiting for print start,

waiting for print completion and waiting for accounting. For more information, please refer to the

online and offline print accounting description in chapter 8.3.

• Queued – the job will be printed when previous jobs have been printed or it will wait for any other

printer to gain the “ready” status. This status means that the job is ready to be delivered to a printer.

• Accepted – the job was accepted by the spooler and has been added to the secured queue.

• Printed – the job was successfully delivered to the printer and accounted. This status does not,

however, mean that the job was successfully printed at the printer due to a number of factors outside

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of the SafeQ system. This status means that SafeQ has done all steps necessary for printing and

accounting of the job and that all these steps and requirements have been met.

• Local print - the print is registered via local monitoring.

• Branch monitoring – anonymous network printer monitoring via a SafeQ micro server.

• Copy – registered and accounted copy.

• Scan – registered and accounted scanned document.

• Fax – registered and accounted (incoming or outgoing) fax document.

• Re-queued – the job was queued for printing again.

• Cancelled – the job was aborted by a user (for instance, by clicking on the “delete” icon at the

terminal) or during server restart.

• Rejected – the printing was denied (due to insufficient credit or rights).

• Printer error – the printer does not receive jobs or an error has occurred during printing that SafeQ

cannot deal with (in most cases the exact reason for the error should be given).

• Spooler error – server spooler error (for instance, connection to the database failed or the job could

not be read from the hard drive).

• Security violation – the spooler detected an unauthorized job modification.

• Deleted – the job was deleted from the spooler and cannot be restored or worked with.

• Cash refund – the job was printed but the operating staff evaluated it as reclaimed at user request. If

user credit accounting is enabled, the amount accounted will be returned to the account in the credit

system.

• Batch job – the job is a part of a batch (see batch online accounting, chapter 9.1.1.4).

• Favorite job – selects all jobs that the user chose as his/her favorite jobs (see follow-me printing,

chapter 3 on page 9.).

• Invalid job – This status implies that the system has registered a print job run outside of SafeQ. Even

though this should not happen (but still, it happens due to the complexity of printing environments in

real conditions), SafeQ files such event, marks it and accounts it.

There are several icons in each row of the job list table designated for work with particular jobs in the table.

Jobs with certain statuses do not have all icons because some operations are disabled for them.

Image 85

You can display detailed information (icon (1) ) on each job.

Find more in chapter 11.1.1.

The icon of job cancellation ( ) is displayed next to the active jobs, e.g. they will be printed after user

authorization at a terminal. If the user cancels the job, he/she can re-queue it (by clicking the re-queue

icon) in the future.

The re-queue icon ( 2) shall reassign jobs into a queue. It appears only in jobs for which it makes some

sense, e.g. for states Cancelled, Printed etc.

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When clicking on this icon, a dialogue opens and the queue to which the job should be sent can be selected:

Image 86

The preview icon (3) shall speed up the view of jobs. If this option is not forbidden, the view of its first page

is created for each job after its acceptance, so the user has better orientation among jobs.

11.1.1 JOB INFORMATION

You can display detailed information (icon (1) ) on each job.

11.1.1.1 GENERAL

Image 87

Job name Name of print task.

Favorites? Favorite jobs remain on the server all the time to speed up access to the task and

make it easier.

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Assigned to queue Name of queue user who the task has been sent to.

Emulation Print language of the task, e.g. PCL, postscript etc.

Owner Job owner.

Current state State in which the task is in SafeQ (accepted, printed etc.).

Sender IP address of the device from which the job was sent to SafeQ.

Duplex Duplex task.

Number of pages Expected number of pages (in accordance with the job type and environment).

Project Project to which the task will be accounted.

11.1.1.2 JOB STATE

You can find information about the job state in the State table.

Image 88

11.1.1.3 HISTORY

A detailed job history may be displayed for each job – this means that all statuses that a job has gone through

including notes and clarifications.

Image 89

11.1.2 WORK WITH MULTIPLE JOBS

In the same way as you can work with a single job you can work with multiple jobs together.

Image 90

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Using the checkbox (1) you can select the jobs you would like to work with. If you would like to work with all

jobs on one page of the table, use the checkbox on the top of the list.

Now you can select the desired task in the drop-down menu (2) at the bottom of the job list:

• cancel : cancels the job printing process. These jobs can be renewed in future again.

• remove from spooler : the job has been physically deleted. This step is irreversible and the job cannot

be renewed.

• send to print : sends jobs for printing. A dialogue window opens and a queue can be selected.

NOTE:

The checkbox appears only with jobs to which one of the above mentioned options applies.

11.1.3 SEARCHING IN JOB LIST

The list of jobs offers features for the searching of specific records in the list.

To reduce the number of irrelevant records, you can use various filters:

1 User Selects only jobs owned by selected user.

2 Cost center Selects only jobs owned by members of selected cost center.

3 Date and time The date from and date to filter displays jobs printed in this interval that can be

refined by giving the precise time.

4 Filter Selects only jobs with a selected status (filter name “Filter”).

Image 91

Using filters, you can select only jobs with a desired status:

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Image 92

In the filter window you can set display parameters for the task list.

States

• By checking the “All” (1) box, all states (3) will be selected (checked).

• By checking the “To be printed” box (2), all states (3) will be selected (checked), which means that the

job is ready for print.

• The selection of states (3) can be modified by checking the particular states without regard to previous

selections.

Invalid Jobs

• By checking the “Invalid job” (4) box, invalid jobs that cannot be processed will also be included into

the list.

Queue – for tasks included in the queue selected from the list of queues (5). 3

Printer/copier - for tasks of a particular device selected from the list of devices (6). 4

NOTE:

The states are described in chapter 11.1- bookmark “statuses”.

3 the list can be displayed by the icon

4 the list can be displayed by the icon

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12 REPORTING

SafeQ supports numerous statistic outputs which provide the reporting of statistical information on the

amount of printing, copying, faxing, etc.

The availability of some outputs is limited by the printing environment. For instance, the paper size (A3, A4),

coloring and/or duplex5 usage cannot be discerned for local monitoring.

The exact list of properties supported for particular printers or copiers can be found in the SafeQ system HCL

(hardware compatibility list).

The data of monitored jobs is divided in two categories in SafeQ.

The operational data includes job lists, job history overviews and a detailed description of accounting of

particular jobs. The data is retained on the server for one month 6

. This restriction has no impact on the

statistic system outputs. The only exception is detailed reporting of all accounted items that are available only

for one previous month. Operational data is not shared among servers in a cluster7, which means that in the

event of a server malfunction its operational data may be lost.

Statistical data is generated on a regular basis every hour and listed in a table that is displayed later. The data

is used as input information for all other outputs. Statistical data is saved on all cluster servers (since it is

synchronized gradually, there may be statistical variance in the statistics for the last hour).

The smallest unit of resolution is one hour / user / costs center / printer / job type.

12.1 REPORTING TYPES


SAFEQ -> REPORITNG-> TOTAL OVERVIEW

A summary is always defined for a selected period of time. The last month is selected by default.

Image 93

5 duplex is a double-page printing mode

6 the organizational data is deleted after one month for optimization reasons; this time period can be extended

in the system configuration 7 the job list is replicated among all clustered servers and all other data is located on the base server

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12.1.1 REPORT TYPE – BASIC

An overall summary is always displayed for selected periods.

Image 94

With each type of job (1) you can see the amount of printed pages (2) and the total amount charged for these

jobs (3).

Image 95

A summary based on the filter selected by the user is displayed below.

There are several predefined reporting types (1) and you can define your own type (3). Predefined reporting

types are unchangeable, while your own overviews (2) may be changed.

12.1.1.1 PREDEFINED OVERVIEWS

• Base – basic overall summary.

• By printers - prints a summary for particular printers and copiers.

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Image 96

• Printers load – This reporting can help compare working load of devices.

It shows the average number of prints and copies at the respective devices for a selected period of

time. The accuracy of this statistics depends on the length of the time period for which the data has

been generated.

• By projects – a detailed summary of printouts and copies for individual projects is displayed.

• By server – for a cluster; shows the load balance of servers.

• By user - shows how much the user spent on printing in a given period.

12.1.1.2 CREATING OF YOUR OWN OVERVIEW

The SafeQ web interface offers selection of a data column, so that each user can define his/her own report

based on any combination of the data8 supported. The toner coverage, VAT and printing method

(simplex/duplex9) may be displayed with all this statistical information.

Image 97

To create reports using the web interface, first select the name of your report (1) and, from the list of available

data (2), select what you would like to be displayed in your report (3). When you click on the item in the list of

available columns (2), the item will be added to the list of selected columns (3). If you click the item in the list

of selected columns (3), it will be removed again. Using arrows, you can also change the order of columns in

this list.

8 This differs from the version and is limited to a maximum of ten data columns in one report.

9 The simplex / duplex discernment validity (single-/double-sided print) depends on the options of the

environment monitored.

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Image 98

In the [Enhanced options] section you can limit the selection only to certain users, cost centers, devices etc.

When clicking on the respective icon (1) in the list of possible limitations, a list of users/centers/ etc. opens and

you can select only the desired users/centers/etc.

Furthermore, you can include only non credit/credit operations in the selection (2).

As mentioned above, statistical data is generated every hour on a regular basis. If you need to see your up-to-

date data right now, press the [count up] button to recount overviews.

Image 99

Finally, do not forget to save the created report (1).

When you create a report, you can change the order of bookmarks of the overview, as shown bellow.

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12.1.2 REPORT TYPE - TOPS

Sets of print peak periods are displayed according to the parameters adjusted for the selected period.

Image 100

Choose a device category from the list (2):

• Devices

• Users

• Cost centers of users

• Servers

• Projects

• Groups of devices

• Cost centers of devices

Individual categories may be limited to selected records (devices, users, groups etc.). Use the add (4) icon to

add categories into the selection. If you want to display the list of selected records, use the “limit to...” (3) link.

By clicking on the "tops” link (1), the selected set will be displayed.

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Image 101

You can remove records from the list by the “Delete” button (1).

12.1.3 EXPORT OVERVIEW

All statistics can be displayed via the administration web interface and/or exported to .csv or .xml for

automated processing as well as to .xls for spreadsheet applications, such as Microsoft Excel and .html for

printing.

Image 102

12.2 AUTOMATIC OVERVIEWS DISTRIBUTION VIA EMAIL

The SafeQ system allows sending of all displayable overviews via email in periodic intervals.


SAFEQ -> REPORTING -> AUTOMATIC REPORTS

Image 103

Button:

• Reports via Email (1).

• You can add new reports to the list (2), edit (3) and/or delete existing reports (4).

12.2.1 CREATING OF NEW REPORTS

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Image 104

Name Name of report.

Periodicity Says how often a report shall be created.

Send time Says what time a report shall be sent to selected email addresses.

Day of week/month Says on what day the report shall be sent.

Type of report Format (csv, xls, html, xml) of the file to be used for the distribution of statistical

information.

Email addresses List of email addresses where reports shall be sent.

Selected filters List of overviews (from predefined or user defined types of overviews). Proper

description will be attached to generated reports for every filter used.

The statistics can be sent in the following intervals:

• daily – defined time of the day, for the previous day

• weekly – defined day of the week, for the previous seven days

• monthly – defined day of the month, for a set period of 30 days and/or for the previous calendar

month

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12.3 AUTOMATED STATISTICS EXPORT TO FILES

The SafeQ system allows all displayable statistics to be saved to a file on the server hard drive (or connected

network disc) in periodic intervals.


SAFEQ -> REPORTING -> AUTOMATIC REPORTS

Image 105

Button:

• Reports via file (1)

You can add new reports to the list (2), edit (4) or delete existing reports (5).

You cal also work with more reports together (3).

12.3.1 CREATING OF NEW REPORTS

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Image 106

Name Unique report identifier.

Periodicity Says how often a report should be created (daily, monthly, weekly, per month).

Send time Shows the time a report shall be sent to a file.

Day of week/month Shows the date on which a report shall be sent to a file.

File format Format (csv, xls, html, xml) of the file to be used for the distribution of statistics

information.

Overwrite file When a new report is generated, it can be saved as a new file or overwrite a file

with an older report.

Filename Filename without extension.

Path to file Path to the folder on the server hard drive where reports will be saved.

Filter One of predefined or user defined types of overviews.

Statistics can be sent to the file in the following intervals:

• daily – defined time of the day, for the previous day

• weekly – defined day of the week, for the previous seven days

• monthly – defined day of the month, for a set period of 30 days or for the previous calendar month

• per month – reports will be created the last day of the month but sent on a selected day

If the [overwrite file] option is not selected, a unique suffix will be added to the desired file name (it contains

the date of creation).

Image 107

12.4 TERMINAL ACCESS OVERVIEW

The SafeQ system offers simple overviews of all access to the SafeQ terminal. The summary is always defined

for a selected period of time. By default, it is the last month.


SAFEQ -> REPORTING -> TERMINAL ACCESSES

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Image 108

1 Time period Desired time period for which the overview will be shown.

2 Terminal By moving the mouse pointer over the icon, the IP address and type of terminal

are shown.

3 Device Name of queue assigned with the terminal.

4 Firmware Version of terminal firmware.

5 User Name of user who accessed the terminal.

6 Card Number or pin Card number of the user. If a user uses a pin number for authorization, the word

“pin” will appear.

7 Date and time Date and time of access to the terminal.

12.5 FILE TYPES REPORT SETTINGS


SAFEQ -> REPORTING -> FILE TYPES

You can make overviews according to the type of document (MS Word etc..). There is a list of document types

available where you can add new types and/or edit existing ones.

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13 PROJECT ACCOUNTING

Project accounting may be used if you would like to account your prints not to users only but also to several

projects. It is useful to know how much printing and copying within a particular project costs your company.

WARNING:

Once project accounting is switched on, all printing and copying must be accounted to a specific project. If you

expect some prints in the system that cannot be accounted to any project, it is useful to create a special project,

e.g. "non-project-prints", for these prints.

13.1 SWITCHING ON PROJECT ACCOUNTING

To switch on project accounting, you must enable a project module.



Image 109

� CONFIGURATION FILE:

<SAFEQ_DIR>/CONF/MODULES-WEB/MOD-SMARTQ.CONF # allow project module?

allowProjects = true

Now restart all services. Prior to each printing or copying job using selected queues, the SafeQ system will ask

the user to select what project the printing and/or copying shall be accounted to.

13.1.1 PROJECT ACCOUNTING FOR COPIERS

To switch on project accounting for copying, you must do the following steps:

Step 1: open the following window in the web interface:


SAFEQ -> QUEUES&PRINTERS -> QUEUES&TERMINALS

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Step 2:

Choose type: Copy terminal

Step 3:

Select the queue for which you would like to switch on project accounting and click on the “edit queue” button.

Now the window below appears. Here you need to check [allow project accounting].

Image 110

13.2 PROJECT MODULE IN SAFEQ WEB INTERFACE


SAFEQ -> PROJECT LISTING

Here you should keep the list of your projects.

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Image 111

You can list all projects (6) or only projects assigned with a specific user or user group (7). You can search for a

specific project in the list (8) according to the project code and/or description.

You should select for each user what projects he/she can account to. First, select the user and/or group of

users (4), then check all projects this user will be allowed to account (5) and finally click on the “Add” icon.

Existing projects in the list can be edited (2) or deleted (3). New project can be added by clicking the [add] (1)

icon.

Following window appears:

Image 112

Enter the project code (1) according to your company rules and project description (2).

13.3 PRINT OVERVIEW ACCORDING TO PROJECTS

There is one predefined overview (for more details about overviews refer to chapter 0 on page 89) in SafeQ to

see the printing and copying amount sorted by projects.


SAFEQ -> OVERVIEW

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Image 113

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14 CREDIT SUBSYSTEM

You can establish limitations for every user by giving them a limited credit that is accounted. The credit may be

one of the authorization procedures that validate the right of access to a device. The system also allows

installing another implementation of credit - other than SafeQ. The implementation of a credit system includes

the cash desk, printing of receipts, statements, account statements, inventory/stocktaking and other options.

14.1 ACCOUNTING METHODS

SafeQ supports two basic types of accounting – online and offline accounting.

For online accounting only the actual number of pages printed in accordance with the information provided

by the printer is accounted. Jobs that are cancelled during printing and/or due to a printer malfunction are

accounted only partially (only those pages that have been actually printed). SafeQ can track all properties for

which the printer returns the counter values. The job can be accounted as a duplex one even if the information

on the duplex print is not returned by the printer. SafeQ processes the received job and, if duplex printing is

detected, it automatically assumes that the job is printed in the duplex form. Duplex copy accounting is

possible only if the printer returns correct information (see HCL).

For offline accounting the job is parsed and, upon reception at the printer, the number of pages of the job is

accounted. For the offline copying accounting mode, information on the number of pages can be accessed via a

key-counter depending on the particular device and the SafeQ Terminal module.

SafeQ can account jobs not only according to the number of pages but also the toner coverage. Accounting of

toner coverage is based on jobs rendered in a certain resolution analysis for offline prints. The higher the

resolution, the more accurate the accounting will be. SafeQ differentiates between color and black coverage

for CMYK accounting.

• Printed area = percentage of points covered by all other colors but white.

• Coverage = counts the intensity of the color and/or black points.

• Based on all these values, the price of the job will be calculated.

• The price definition has several steps:

• For every sheet of paper (if duplex is detected) the price for the paper (A4 or A3 size) is added.

• Price is also added for every page printed.

If the toner coverage accounting is used, the price for every page printed is multiplied by the price for black

toner usage for pages printed in black-and-white and for color toner usage for color prints.

Finally, the price (in case of proper settings) is multiplied by the percentual cost (or branch) settings.

The average price for pages that have been printed is counted as the total price divided by the number of

pages printed.

The price may be different for different jobs.

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If the prices are defined as:

A4 size paper sheet = 0.20

Price for printed A4 size page = 0.80

Then the final prices are as follows:

1 page - A4 0.20 + 0.80 1.00/page = 1.00/job

2 pages - A4 2 x 0.20 + 2 x 0.80 1.00/page = 2.00/job

2 pages - A4 DUPLEX 0.20 + 2 x 0.80 0.90/page = 1.80/job

3 pages - A4 DUPLEX 2 x 0.20 + 3 x 0.80 0.93/page = 2.80/job



5 pages - A4 5 x 0.20 + 5 x 0.80 1.00/page = 5.00/job

14.1.1 ACCOUNTING OF ONLINE PRINTS

The actual number of pages printed in accordance with the information provided by the printer is used for

online accounting. Only those pages that have been actually printed are accounted for jobs are cancelled

during printing or due to printer malfunction. SafeQ can account all properties for which the printer returns the

counter values for this accounting method.

Online accounting works in the following way:

SafeQ detects the printer status and, if the printer is “ready”, the printing sequence will commence. If some

other status is detected, the terminal will notify “printer not ready” and printing will be denied.

If the printer is ready, SafeQ will ask for the “printer lock”. If the lock is granted, the printing sequence

continues. If the lock is not granted, the “cannot obtain printer lock” notice will appear on the terminal display.

This means that the printer is not ready due to the previous job not being completed (for more information see

point 6).

As the next step, SafeQ will check the key-counters of the printer. If everything is OK, the printing sequence will

continue. If the required printer condition is not met after the previous job10

, an error message will appear

(“Printer not ready for printing – device error”). Information on incorrect counters will be saved in the job

history (available only if configured properly). If the key-counter value is equal to zero, the device will signal an

error. This means that a minimum of one page may be printed at the device before SafeQ is used. If the key-

counter value is higher than it was the last time, the margin is noted to the log file (or to a new job with “invalid

job” containing the number of pages equal to the margin created).

The system will attempt to send the data via a preset backend.

10 Configuration directives cntrCheckDiff, cntrMaxDiff and enableInvalidJobs set the behavior of the check, turn

it off or set discrepancy.

30.4.2007


After a successful dispatch of the data, the system anticipates that the printer will switch to another status but

“ready” at least once. If this does not happen within 30 seconds, the system assumes that the job has been

printed.

The system waits until the printer returns to the “ready”11

status and stays in this status for some (predefined)

time. Then the system gets into the accounting state. SafeQ stays in the “waiting for print completion” status

until the “ready” status is detected and the key-counter read.

If anyone attempts to log on to the printer, the system will deny access and show the “Cannot obtain printer

lock – previous job is processed or not ready” message. The administration interface system information

section lists all currently assigned printer locks and reasons for the lock-up. If the printer is blocked for some

time that is longer than the defined time (one minute by default), an informational email containing the reason

for the blocking is sent to the system administrator – usually in case of an error detection.

The spooler reads all the counters when printing has been completed, saves the values and executes the job

accounting. Duplex accounting is taken into consideration if the job is in a duplex. Where toner coverage

accounting is used, only the number of pages value is taken from the device and the rest (type, coloring and

coverage) is recorded as offline accounting. If credit is used, the system accounts the job price by placing it to

the user debit.

The spooler continues with the next job.

14.1.2 ONLINE BATCH PRINT ACCOUNTING

Batch accounting is an extension to standard online print accounting and makes use of online charged printers

faster and more efficient. In some cases, online accounting may slow down the printing process, particularly if

the user sends a large number of documents with few pages and the maximum printing speed is thus not used.

This is because the system must wait for every job to be charged correctly.

Batch accounting deals with the above mentioned problem in the following way:

SafeQ executes all steps as for online accounting until the time when of sending data to the printer (points 1-3).

SafeQ sends the data of all jobs to be printed.

Every job is marked to be accounted as a batch. It creates a new job from the ones marked as batch and waits

for printing to be completed, just as for standard online accounting (points 5-7).

All the pages printed are placed on this batch debit.

14.1.3 ONLINE COPY ACCOUNTING

Online copy accounting is based on the same principle as online printing accounting. The number of checks for

this type of jobs is, however, significantly lower. SafeQ can account all properties for which the printer returns

the counter values for this accounting method.

Paper format and duplex printing are taken into consideration for devices that can distinguish such properties.

Online copy accounting works in the following way:

11 SafeQ discerns between “ready before printing” and “ready after printing”.

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• The user authorizes himself{herself at the terminal and selects the “copy” option (that can be available

automatically according to the terminal type and configuration). If the printer is “ready”, a copy job is

created.

• SafeQ Terminal “unblocks” the copier access panel on the hardware level.

• The system checks regularly if a copy was made. If so, it displays information on this.

Copy operations may terminated in the following cases:

• The user has finished copying via the terminal.

• The user defined logging time limit has expired. This limit is calculated from the last copy made

(found) and/or from the time the copier enters the “ready” status.

• The user has insufficient credit – the credit value is checked after every copy has been made. If the

copy price value is equal to or higher than that of the user credit, the copying is terminated. This

function is only supported if the copier can continuously inform about changes in the counter. From

this moment on, the copier will be blocked.

• Device or network error/malfunction.

The system waits until the copier returns to the “ready” status and stays in this status for some (predefined)

time. Then the system gets to the accounting state. SafeQ stays in the “waiting for print completion” status

until the “ready” status is detected and the key-counter read.

If anyone attempts to log on to the printer, the system will deny access with the message “Cannot obtain

printer lock – previous job processed or not ready”. The administration interface system information section

lists all currently assigned printer locks and the reasons for the lock-up. If the copier is blocked for some time

that is longer than the defined time (one minute by default), an information email containing the reason for

the blocking is sent to the system administrator – usually in case of an error detection.

Within online accounting and by using the credit module, the user account can get into negative balance if a

copy is terminated because of low credit but the copier has a few papers loaded in the paper path.

14.1.4 OFFLINE PRINT ACCOUNTING

SafeQ offline print accounting is based on received and parsed jobs processing. If the system cannot discern the

number of pages of a job, such job will be charged as containing 0 pages.

In every other case the system will attempt to send all job data (no printer status check) and only the printer

lock is taken into consideration. If the data is sent to the printer successfully (and accepted by the printer), the

job is considered as printed.

Job are accounted as follows:

• Every page is accounted in accordance with the paper size and coloring.

• If coverage accounting is enabled, the page coverage and print area will be counted for every page and

the price calculated on this basis.

• Potential duplex usage to be counted.

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Batch accounting is not available for offline accounting (jobs are not properly accounted if this is enabled).

In special cases, customer modification may be created. If so, prints will be accounted as offline copies. Please

contact the project department of your manufacturer to get more information.

14.1.5 OFFLINE COPY ACCOUNTING

Offline copy accounting is based on the mechanical key-counter of the copier. This counter is continuously

checked by the SafeQ terminal and the impulses accounted. Offline accounting works in the following way:

• The user authorizes at the terminal and selects the “copy” option (that can be available automatically

according to the terminal type and configuration). The copy job is created.

• SafeQ Terminal “unblocks” the access panel of the copier on the hardware level.

• The system checks on a regular basis if a copy was made. If so, it displays information on this.

Copy operational are terminated in following cases:

• The user finished copying via the terminal.

• The user defined logging time limit has expired. This limit is calculated from the last copy made (found)

and/or from the time the copier gets into the “ready” status.

• The user has insufficient credit – the credit value is checked after every copy has been made. If the

copy price value is equal to or higher than that of the user credit, the copying is terminated. This

function is only supported if the copier can continuously inform about changes in the counter. From

this moment on, the copier is blocked.

• Device or network error/malfunction.

The actual value of key-counters is saved as the copying is completed. The system does not control the device

in any other way.

14.2 CREDIT-RELEVANT SETTINGS OUTSIDE CREDIT SUBSYSTEM

There are several settings outside the credit subsystem that have impact on work with the credit subsystem.

Even though these settings are described in this guide in previous chapters, they are mentioned here again.


ADMINISTRATION -> USERS -> USERS LIST

ADMINISTRATION -> USERS -> COST CENTERS

Button:

• Add/Edit user/cost center

Bookmark:

• Additional settings

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(chapter 8.3 on page 36 or chapter8.5 on page 42)

Use credit

If this option is enabled, the user has access to printing only if the credit on his/her

virtual account is sufficient for the number of requested prints and/or copies. If the

credit is not sufficient, the action (print/copying) will not be permitted. Before every

print operation, a particular credit value is blocked on the virtual account. If the print

operation has been successful, this amount is subtracted. In case the operation was not

successful, the amount is unblocked. If this option is disabled, there are no print limits

for users (with the exception of the respective queues access).

Allow negative

credit

With his option enabled, the user can print and copy even if the credit for the operation

is not sufficient. However, the accounted amount will be subtracted from the account.

Minimal credit Minimum credit that must be on the account before copying.

VAT

If the “According to device” option is selected, then VAT is taken as it is set for each

device. You can select VAT for users individually. If you enter a fixed number here, the

VAT settings for the device will be ignored and the VAT value will be used for all jobs of

this user.

Accounting

type of printing

and copying

If the “According to device” option is selected, the price for the print operation will

depend on the respective device settings. If the “According to user” option is selected, a

dialog appears where you can select accounting data for this user individually - this fixed

price will be charged to a user with every printer or copier. User settings have higher

value than printer settings.

Percentual

change

Percentage of overall printing and copying costs to be charged to the user. One hundred

percent is set by default.

Cost center

numbers

Users can account their printing and copying to cost centers other than those they

belong to. Enter the list of cost centers that, besides their own, users can account to.


SAFEQ -> QUEUSES & PRITERS -> WIZARDS -> ADD DEVICE WIZARD

Step 4:

• Accounting

or

� SAFEQ -> QUEUSES & PRITERS -> PRINTERS LIST -> SET UP DEVICE ->

PROPERTIES SETTINGS

(chapter 9.1.1.4 on page 53)

Here you set prices for printing or copying for particular devices. These settings have a lower value than user

settings.

14.3 CREDIT SUBSYSTEM MAINTENANCE USING SAFEQ WEB INTERFACE

Credit subsystem maintenance may be done using the web interface, recharging application (chapter 14.3.1) or

coin and/or note machine (chapter 6.5).

14.3.1 CASH DESK MANAGEMENT

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CREDIT SYSTEM -> CASH DESK MANAGEMENT

The SafeQ credit system allows defining a random number of virtual cash registers.

Access rights must be defined for every cash register with the exception of the recharging machine - see

chapter 8.7.

You can see the list of cash desks in the system.

Image 114

Cash register name Every cash register must have a unique name that is used for identification in

recharging points.

If the type of the cash register an automatic recharging machine, the name must

be the serial number of the machine.

Type “Cash desk” or “automat”.

Automat means automatic recharge machine.

Lock ( ) Option for recharging machines only.

Settings for automatic recharging machines only. The credit cannot be deposited

in the machine when the cash register is locked. The lock will be used e.g. for the

creation of cash register balancing.

Edit ( ) Device editing.

Adding new cash registers is possible by clicking on the [add] button (1):

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Image 115

You can select the type of the register (“cash desk by default” or “automatic recharge machine” if this option is

checked). As mentioned above, the name of the recharge machine must be in form of a serial number.


CREDIT SYSTEM -> CASH DESK OPERATIONS

Here, you can log into one of the cash registers:

Image 116

Image 117

Now you are logged into a particular cash register. You can log out by clicking on [log out] (1) and/or

manipulate with the credit (2) - see below.

By the [select] (3) button the cash register described in menu (2) can be selected. The selection can be done

among cash registers to which the user is logged.

14.3.2 CREDIT CHARGE

Step 1: Select the user from the list. You can also enter your login (alias or UIN) or read card.

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Image 118

Step 2: Select the amount that you want to add to the account.

Image 119

Step 3: The transaction must confirmed and a receipt may be printed.

14.3.3 CREDIT MULTI-CHARGE

This system works in a similar way as the previous one. The only difference is that when clicking on the [Select

user] button, the user name is added to the respective selection, along with the icon for its deletion.

You can also recharge the credit for the whole center. The center can be selected by the [Select organization

unit] button.

The system will inform you about transaction failures.

Image 120

14.3.4 CREDIT DISCHARGE

Credit discharge works in the same way as the Credit charge does. The only difference is that the selected

amount is not added to but removed from the user credit.

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14.3.5 CASH BALANCING

Here you can do the balancing of cash registers, including movements since last balance.

You can perform a balancing of the cash that you are registered to.

By clicking on the “Do cash register balance” you will get to the next screen where you can confirm your

selection.

After that, you can print accounting documents.

14.3.6 CASH DESK REPORTS

In the credit system listing you can display movements in cash registers according to various criteria.

14.3.6.1 BY BALANCING OPERATIONS

Image 121

Image 122

The listings can be displayed according to the cash balance, days and/or periods. You can display listings for all

cash registers or for a selected one (1). You can also choose cashiers (2)(3) and periods (4). From the list of cash

balances you can pick the detail of a particular balance incl. all movements (5), print the whole set (6) and

display its chart (7).

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In the cash balance detail all movements can be seen and receipts of particular movements (1) printed out.

Receipt detail:

Image 123

Cash balance set with all movements.

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Image 124

14.3.6.2 REPORTS BY DAYS

Image 125

Listing of cash register movements for particular days within selected period and setting of parameters.

You can also display in the list the day with all movements (1) in detail.

Image 126

You can display receipts of particular movements in the list of movements. See Image 123.

14.3.6.3 REPORTS BY PERIODS

List of summaries for selected cash registers and periods.

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Image 127

You can display in the list a detailed summary of all movements for the period (1), see Image 126. A set can be

printed for the period (2) – see Image 128.

Image 128

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15 LOCAL MONITORING

LOCAL PRINTERS CAN BE MONITORED PARTIALLY, ALONG WITH NETWORK PRINTERS. THE SERVER

CONFIGURATION ALLOWS LOCAL PRINTERS TO BE MONITORED SEPARATELY OR TOGETHER. THIS

FUNCTION REQUIRES INSTALLATION OF THE “SAFEQ LOCAL MONITORING CLIENT“.

THIS TYPE OF MONITORING TAKES INTO ACCOUNT ONLY THE NUMBER OF PAGES PRINTED AND DOES

NOT DISCERN FURTHER TYPES IN ANY OTHER WAY (HOWEVER, THIS FUNCTIONALITY IS PLANNED FOR

NEW VERSIONS).

If there is no connection to the SafeQ Server, the information on jobs is stored in a cache (register) at the

system monitored and all information on it is sent when the connection to the server has been successfully

restored (The information stored contains about 200b of data per one printed job).

Print jobs are deleted automatically by the service. In the event of system malfunction, which is hardly

probable, and/or when the service has been stopped, the job data could fill the system disc.

When should I use local monitoring?

SafeQ Local Monitoring is used for automatic monitoring of all printers connected to local spoolers. Printers

that are connected by the windows sharing system or SafeQ Port are not monitored (in accordance with

respective local monitoring configuration settings).

For supported operating systems (Windows only!), CPU and memory usage and other technical information on

the SafeQ Local Monitor installation refer to the SafeQ Technical specification.

15.1 SAFEQ LOCAL MONITORING CLIENT INSTALLATION

The SafeQ Local Monitoring service is run as a Windows system service.

The SafeQ LM Client must be installed on the computer to be monitored. It will monitor any printer connected

locally to the machine and send the accounting data to the SafeQ server.

15.1.1 STEP 1 – LICENCE

You need a SafeQ Local Monitoring Client licence. When you get the licence file, place it additionally to folder

<safeq_dir>/conf/licence.

15.1.2 STEP 2 – PRE-INSTALLATION SETTINGS

By editing the configuration file install.reg (placed in the Local Monitor installation directory), ensure that the

local monitor will be correctly configured after installation. If you want to change some settings later and/or if

the IP address of the SafeQ server or MicroServer changes, please see chapter 15.3 on page 122.

Install.reg file - example:

[HKEY_LOCAL_MACHINE\SOFTWARE\Y Soft, s.r.o.\SafeQ\Local Monitor]

"Interval"=dword:0000001E

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"AcceptComplete"=dword:00000001

"Server"="localhost"

"ServerPort"="9100"

"IgnorePorts1"="SafeQ"

"IgnorePorts2"="SAFEQ"

"IgnorePorts3"="SafeQE"

"IgnorePorts4"="SMARTQ"

"IgnorePorts5"="PDF"

"IgnorePorts6"="FAX"

"IgnorePorts7"="FILE"

"IgnorePorts8"="\\\\"

Ignore ports You need to ensure that printers connected by the windows sharing system or SafeQ Port

are not monitored by LM because these printers are already monitored directly by SafeQ.

This can be done by entering prefixes of port names to which these printers are

connected.

For instance, if this printer uses safeQ port, enter “safeQ”.

Server port The SafeQ Local Monitor communicates with the server by the TCP port 9100 (in one

way) by default.

Server The SafeQ Server is identified based on the IP address or its DNS domain name.

Interval The interval for sending data to the SafeQ server.

AcceptComlete If the value is set to 1, tasks with the "sent" status will be counted, too.

15.1.3 STEP 3 – INSTALLATION

After editing and saving the configuration file, start the installation by opening the install.exe file in the local

monitor home directory.

When the installation has been completed, the new “Ysoft local monitor” service appears in the Windows

system. Once installed, it runs on the background and is automatically started with the start of your computer.

NOTE:

The job monitoring service sets the “do not delete job after print” property to all printers monitored (see picture

bellow).

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Image 129

15.1.4 STEP 4 – ALLOWING OF LOCAL MONITOR IN SAFEQ

To be sure that the local monitor is working properly, ensure that the CSProxyEnable option is set to true.


<SAFEQ_DIR>CONF/MODULES/SAFEQ.CONF

#########################################################################

# Internal credit proxy settings

# enable internal credit proxy for cash-desk/CSD application usage

CSProxyEnable = true

# credit/CSD proxy listener port [communication port for Windows Credit Proxy & Branch MicroServer Communication]

CSProxyPort = 4098

WARNING:

After changing the configuration file, you must restart the SafeQ service.

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15.2 WORK WITH SAFEQ LOCAL MONITOR

Local printers do not have to be added to the SafeQ system manually. They are added automatically to the

system by the local monitor with the first incoming job is sent to the printer. The administrator gets an email

with the information that a new printer has been added.

You can find all printers in the SafeQ system in the “List of devices”.


SAFEQ -> QUEUES & PRINTERS -> PRINTERS LIST

Image 130

Printers are identified based on their windows printer name (as Description) and workstation IP.

If the printer name or IP address changes, SafeQ will consider this printer as a new one.

If a job is printed on a local printer, the information of the Windows spooler will be used for accounting (with no

respect to the actual number of pages printed out).

SafeQ Local Monitor can send data about monitored prints to the central SafeQ server or the SafeQ Branch

Microserver on a regular basis.

The data from SafeQ LM can be found in the SafeQ job list.


SAFEQ -> JOB LIST

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Image 131

Local prints have the “Local print” state. If you click the [Show job information] icon, you will see the

following information:

Image 132

Job name Name of the Task.

Owner Owner of the task (the one who will be charged for the task).

Current State The latest state of the task and time of the last change in status.

Sender Task sender (name/IP address) and time of sending.

Duplex Information whether a device with a duplex has been used. This has impact on the

billing of the task. With duplex printing, sheets are billed twice (from both sides of the

sheet).

Number of pages Information on the page size, number of color and monochrome pages in the job and

consumption of toner according to coverage.

In the local monitoring the toner consumption is not being calculated and all values

are set to -100%.

Project In case of per-project accounting there is information on the project that the task was

billed to.

Change owner By the [select user] button a new owner of the task can be selected.

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SafeQ allows grouping of some devices into logical groups (monitors) where you can define that all these

printers will act as a single one for the purposes of statistical reports.

Example: When a local printer (one device) is being shared among several users, the entire sharing (several

connections) is included in one group (the group is one device) under which they are being monitored and

evaluated.

Log files for the local monitor are stored in the Windows folder in file SQLocalM.log.

15.3 WHAT TO DO WHEN THE IP OF SAFEQ HAS CHANGED?

If the IP address of the safeQ server or Microserver has changed, following steps are to be taken:

• You need to change the configuration of the local monitor. You can do the change in the Windows

registry and edit the string Server.

• If using the credit system as well, change also the item “Server”.

HKEY_LOCAL_MACHINE\SOFTWARE\Y Soft, s.r.o.\SafeQ\Local Monitor

edit string server and ip address of server

HKEY_LOCAL_MACHINE\SOFTWARE\Y Soft, s.r.o.\Credit Charger

edit string server and ip address of server

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16 SAFEQ BRANCH MICROSERVER

Branch monitoring is used for data collection from local monitoring on branches where (due to a slow network

connection) data cannot be sent to the SafeQ Server.

The SafeQ branch microserver sends all monitored data in a batch to the central SafeQ server in regular

intervals.

Another microserver option is monitoring of network printers via the regular SNMP counter monitor. The

number of copies made on a particular device can be monitored continuously.

The microserver does remote checks in regular intervals (one hour is recommended) of particular copier

counters (according to the settings) and then logs them continuously. This function is supported only with

specific copiers (see the Hardware Compatibility List).

This type of monitoring does not discern among users making copies. Monitoring may be placed on the debit of

a branch.

Even if the copier supports the displaying of the total number of printed pages, you can (in some cases) keep

track on the margin when compared to other pages monitored by the SafeQ statistic module. For this

functionality you need to group printers and copiers into correct and logical groups, so that the difference can

be counted. If the devices are not paired correctly, the monitoring will return incorrect data.

For supported operating systems, CPU and memory usage of microserver please see the SafeQ Technical

Specification.

16.1 MICROSERVER INSTALLATION

16.1.1 STEP 1 - BEFORE INSTALLATION

Prior to installation, please make sure that you have the proper licence file placed in the

<safeq_dir>/conf/licence folder.

Also, you should ensure that you have the MicroServer enabled in SafeQ. You should do so in the configuration

file or using the web interface:



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Image 133

Please enable also connection to the Microserver:


ADMINISTRATION -> SYSTEM SETTINGS -> PRINT & SECURITY SYSTEM SETTING

Image 134

You can do the same in the configuration file:


<SAFEQ_DIR>CONF/MODULES/SAFEQ.CONF

#########################################################################

# Internal credit proxy settings

# enable internal credit proxy for cash-desk/CSD application usage

CSProxyEnable = true

# credit/CSD proxy listener port [communication port for Windows Credit Proxy & Branch MicroServer Communication]

CSProxyPort = 4098

WARNING:

In the current version of SafeQ the settings using the web interface sometimes does not work properly. It is

better to use the configuration file.

16.1.2 STEP 2 – START OF INSTALLATION

The installation file is called mssetup.exe. After starting installation, the following window appears:

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Image 135

��1 MicroServer ID Name of the microserver.

��2 Server IP IP address of the SafeQ server.

3 Server Port Communication to the central SafeQ server proceeds via an encrypted

TPC/IP connection on port 4098.

4 Conn. Timeout Settings for the interval of repeated attempt to connect to the SafeQ

server and of data dispatch in case of failure of the first attempt. If the

repeated attempt to connect fails, the next attempt to connect and

dispatch data will be made in such interval as set in "Data Send Interval".

��5 Enable Listening You must have this option checked.

6 Listen at port The Local Monitor will listen at this port.

By default 9100.

7 Data Send Interval Intervals between sending data to the SafeQ server.

8 SNMP Status Interval Intervals between data checks from local devices.

9 SNMP Monitoring Using this buttons, you can add, remove and edit local copiers.

Printers are identified automatically but copiers must be added to the

system manually (See the text bellow).

NOTE:

Entering of items marked with � is compulsory.

16.1.3 STEP 3 – ADDING OF LOCAL COPIERS

The system will automatically identify local printers connected to the workstation. Copiers must be added

manually using this wizard.

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Image 136

��1 Copier name Name of local copier.

��2 IP IP address of local copier.

��3 Driver The SafeQ device drive is not the print driver, as used e.g. in MS Windows. This

driver defines the interface between SafeQ and the device.

4 Community Name of SMNP community as it is set on the device. By default, it is “public”.

5 Ping It tests connection to the device.

6 Test Driver It tests if the selected driver communicates with SafeQ properly. It will write down

the information from copier counters (number of copies).

NOTE:

Entering of items marked with � is compulsory.

16.1.4 STEP 4 – SERVICE START AND REGISTRATION

Image 137

After saving the settings (“Save Settings” button), you can register the service (1) and start it (2).

Image 138

A new service (4) appears in the service list in Windows.

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Log files may be opened by clicking on [Log File] button (3). Log files for the microserver are stored in file

SQMicroServer.log in the Microserver installation directory.

The Microserver service may be unregistered by clicking the [Unregister] button. Stop clicking the [Stop] button

or restart by clicking the [Restart] button.

Please note that the Start, stop or restart MicroServer service also runs in the Windows service list, as usual.

16.1.5 STEP 5 - MICROSERVER REGISTRATION IN SAFEQ

Now you will find a new bookmark in the safeQ web interface now.


SAFEQ -> SERVER ADMINISTRATION

List of servers and microservers

Image 139

You should add your microserver by clicking the [add] button.

A window for adding new servers will appear:

Image 140

�1 Server Name You can select the name of the microserver, as it will be shown in SafeQ.

�2 IP Address IP address of the workstation that the microserver is installed on.

3 Department Department to which tasks collected by the microserver will be accounted.

�4 Server ID Microserver ID as you named it in the installation process.

NOTE: Entering of items marked with � is compulsory.

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16.2 RUNNING MICROSERVERS

After a successful MicroServer installation and service start, a group of printers will be added to the printers list

that will be named the same as is your MicroServer ID (e.g. “my microserver”). This group will include local

printers that send information to the microserver.

Image 141

The SafeQ microserver runs as a Windows service. All the data is saved in the operation cache of the

application.

The data-sending interval to the central server is adjustable by the right microserver configuration. The

recommended interval is between 2 and 24 hours.

If the service is terminated properly, all data that has not been sent is saved in a cache file and read back to the

memory once the service is started again. All this information is noted in a log file. When the service is running

again, the old log file is renamed to .old and a new one created.

If the service is not terminated properly, some of the data that has not been sent may be lost.

Data from SafeQ Microserver can be seen in SafeQ job list.


SAFEQ -> JOB LIST

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Image 142

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17 CENTRAL DATA COLLECTION

The central SafeQ collection server is a typical SafeQ server switched to a special mode. Servers whose data will

be collected must be defined on this server. Each of the servers must have a clear identifier registered at the

central server. Any text string can be used for this identifier. Data from the servers where the CDC is not

registered may be ignored by the server or even lost12

.

CDC System Scheme:

Image 143

SafeQ CDC has following requirements and restrictions:

Only statistical data is transferred.

This means that only statistical outputs and no detailed information on print jobs can be displayed on the

central server. These outputs are identical to particular servers.

SafeQ must be connected to an external user database.

Or, eventually, one user must have the same identification number (UID) on more servers. If no external source

exists, identical users from different servers will not be paired.

12 The local SafeQ servers still keep data so that it is sent with the next attempt. The Microserver, however, does not keep them. If refused,

the data is irreversibly lost.

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All transfers are automatic. The local server sends its data via an encrypted connection to the central server in

regular (adjustable) intervals. If the central server is not available, the local server sends the data when it is

available. This ensures that no data to be processed can get lost.

The microserver is considered a local SafeQ server. Even the data from a local microserver is collected and

evaluated on the central server.

The SafeQ server cluster can be used for the CDC. Any of the servers in the cluster may be used as a source for

data collection.

Information on printers from local servers is replicated automatically. You do not have to define local server

printers in the CDC administration interface, they are created automatically and sorted (also automatically) to

groups according to local servers.

Individual servers must have the same version of SafeQ as the CDC version that is running. The system may

not work properly if the Central Data Collection server has another version than local servers.

17.1 CENTRAL DATA COLLECTION SETTINGS

Image 144

Local server ID Unique Text Identificator for the SafeQ server. This ID has to be

registered within the Central Data Collector Server.

Enable Central Data Collector If enabled, the statistical data is send automatically to the central data

repository.

Central Data Collector IP Address IP Address of the Central Data Collector Server.

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18 OPTIONAL MODULES

18.1 FAX SERVER

Fax servers are a voluntary SafeQ server module that make it possible to accept and receive fax documents

within an organization using the SafeQ server including evaluation and accounting of costs.

SafeQ Fax Server Scheme:

Image 145

The SafeQ FAX management can work in following ways:

A. Sending FAX documents (from MFP) via scan-to-email.

SafeQ uses lan-fax like functionality to handle outgoing FAX documents. SafeQ allows sending FAX documents

from the MFP via the "scan to email" function.

• The SMTP server address on the device must be identical to that of the SafeQ server.

• The user must be logged to the terminal (by card or PIN).

SafeQ will check every outgoing email and, if the address matches the predefined format, for example

number@fax), the email is assigned to the user and sent to the fax server.

You can also use predefined profiles for devices. If the email address does not have desired format, this email is

considered as a common scan and is handled by the scan management subsystem (if enabled).

B. Sending FAX documents (from MFP) via scan-to-fax.

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When using the “scan to folder” functionality instead of “scan to email”, SafeQ is checking the target folder for

new files. If the file name matches the predefined pattern (e.g. FAX_#NUMBER#_.TIF), it is automatically

considered as a FAX and handled as described above).

C. Sending FAX documents from the SafeQ spooler.

Every print job (postscript) accepted to the spooler can be sent to the fax server (not supported by Enterprise

version).

D. Sending FAX documents from the SafeQ spooler.

SafeQ allows print-to-fax functionality by installing a special print driver and printer port monitor on the

workstation. Users print their documents to this printer as usual. A dialog with the query for the target FAX

number is displayed and the job sent to the FAX server to be processed as FAX.

E. Receiving FAX documents.

SafeQ checks periodically the FAX server for newly received fax jobs. If SafeQ detects a new incoming fax, it

sends a notification email to the predefined FAX Administrator user (with the fax attached).

This FAX Administrator user can assign received fax documents to any user through the web interface. Fax

documents assigned this way are accessible on the SafeQ Web Interface in the job queue.

18.1.1 FAX MANAGEMENT SETTINGS


SAFEQ -> SYSTEM SETTINGS

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Image 146

Sender email Email address of the fax server mail user (all emails will be sent from this email

account).

Administrator email All system warnings and information are sent to this email.

Email server password Password (Sender email) for the SMTP Server user (it can be empty).

SMTP server IP address (DNS name) of the SMTP server.

Email server user User (Sender email) for SMTP Server authentization (it can be empty).

Page length Page width (in milimeters) for fax documents sent.

Page width Page width (in milimeters) for fax documents sent.

Administration account -

password

Administration account password of the fax server.

Fax server - port Communication port of the fax server (default 4559).

Fax server IP address (domain name) of the fax server.

Administration account Administration account of the fax server.

18.1.2 FAX SERVER SENT QUEUE

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SAFEQ -> FAX SERVER ->SEND QUEUE

Image 147

18.1.3 FAX SERVER RECEIVED QUEUE


SAFEQ -> FAX SERVER ->RECEIVED QUEUE

Image 148

18.1.4 FAX SERVER SETTINGS


SAFEQ -> FAX SERVER ->SETTINGS

18.1.4.1 ACCOUNTING SETTINGS

List of countries with local codes where fax documents are sent; for each country time distinguished call costs

can be set (see Image 149) and used for overviews and accounting of fax costs.

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Image 149

Country Name of the country where fax documents will be sent.

Area Code International area code of the country where fax documents will be sent.

New records (3) can be included into the list, too. You can edit and delete existing records (1) and set items for

default accounting (2). Tariffs of default accounting will be used when sending a fax to a country, or in a time,

that is not specified in the country list.

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Image 150

The windows for editing of default data and accounting of records are similar. The country and its area code

cannot be set in the template (1) – the description how to set the country and its area code can be found next

to Image 151.

Enter the time interval in hours from-to (2); in the checkboxes choose the particular days that the accounting

will be valid for (3) and set the per-minute price (4). The currency for accounting is chosen from the SafeQ

setup (see chapter 5.1).

When all items have been entered, save them using the "Set" button (5). The saved settings will be displayed

in the lower part when the saving has been completed (6).

Image 151

18.1.4.2 EMAIL SETTINGS

Setting of the country name and international area code in the 00xxx (2) format. You can save new lists or

settings of changes in the record using the "Save" (3) button.

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Image 152

Settings of an informative email about the result of how a fax document has been sent and/or received by the

fax server. (5) The email that has been sent will have the fax document itself attached.

You can define templates of informative emails, text of the message subject (1), the text itself (2) and

predefined values to be replaced by real values by SafeQ when preparing the email.

Following predefined values can be used in the text:

Outgoing fax documents:

• result – information about the result

• date – time and date of sending

• destination – destination country

• time – total time of sending

Incoming fax documents:

18.1.4.3 QUEUE (SPOOLER)

List of fax device queues.

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Image 153

New queues (1) may be added and existing queues (2) edited or erased from the list.

Image 154

In the device queue detail the device name (1) is to be entered and we can add (6), edit and/or delete (4) tasks

which will be automatically executed in the queue. The color of the folder (2) determines the type of the task:

for sending to email; for saving into folder.

The icon (3) determines the format used for saving the file (TIFF or PDF).

Image 155

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In the tasks settings you can choose from the below described listbox (1):

• saving into folder,

• sending by email.

Task name (2), file name (3), resolution of the image in DPI (4) and file format of the image (5) - TIFF or PDF.

The task can be saved by the "Add action” (6) button.

18.2 SCAN SERVER

Scan Server is a voluntary SafeQ server module that makes it possible to accept scans within an organization

running the SafeQ server, including evaluation and accounting of costs.

Image 156

SafeQ allows accounting and management of outgoing (from MFP/scanner), scanned documents in following

modes:

A. Scan to email

According to the user logged onto the terminal – the SMTP server defined in the device address must be

identical with that of the SafeQ server (SafeQ contains an SMTP proxy).

SafeQ checks every outgoing email and assigns it to the user currently logged to the terminal of the respective

device. This email, with the scanned attached, is accounted in accordance with the number of pages as a scan

job and is sent to the email address (based on the SafeQ settings) of the user logged or selected and/or

forwarded to the user personal folder.

B. Scan to network folder

If the device supports scanning to network folders, SafeQ can control the folder and assign it to the user

currently logged to the terminal of the respective device. This document is accounted in accordance with the

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number of pages as a scan job and is sent to the email address of the logged user and/or forwarded to the user

personal folder.

SafeQ supports scan jobs both in the PDF and TIFF formats.

Both the scan-to-email and scan-to-folder functions are time-critical based on the time that the user is logged

to the terminal.

18.2.1 SCAN MANAGEMENT SETTINGS


SAFEQ -> SYSTEM SETTINGS

Image 157

Fax identifier Regular expression representing that an email (scanned document) is to be sent

via fax.

Sender email Email address of the scan server (all emails will be sent from this email account).

SMTP Server port SMTP Server port of integrated mail server in SafeQ (default 25).

User as recipient If set, scanned documents will be sent to the user email, otherwise it is the user

email that is set as the sender.

Scan job storage time Maximum time to store scanned jobs in the folder.

18.2.2 SCAN SERVER

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List of folders for saving scanned documents.

Image 158

In the heading of the list a legend describes the folder distinction according to the type (1), as shown next to

every folder. The name of the folders and their target locations can be seen in the list. The folders can be

added into the list using the “add” button.

The folder settings are marked by icons (2) in following order:

• check the name

• find out the name of the fax

• check for duplicity

• write author to PDF

• write author to TIFF

The icon implies that the action is not set as active.

Existing records may be edited and/or deleted (3). Devices assigned to the folders are shown under the line

with folders. Assigned devices can be removed from the list (4).

It is important to enter directly the Scan Server folder name (6) (prefer the IP address setting). A folder must

exist – otherwise you must create a new folder in the SafeQ folder structure.

Check for correctness by scanning a new document. This document can be saved automatically in the folder

that has been created. If this does not work well, check the SafeQ folder settings (name and folder direction)

and repeat the scan test.

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Image 159

This description is valid for all folder types except for the “fax folder” type whose description is to be found

below Image 160.

Folder type email folders

fax folders

common folders

spool folders

Folder Name of folder.

Target of folder Path describing the folder where the files will be saved in.

Device Device assigned to the folder. The device can be assigned to the folder by the “...”

(1) button.

Write author to PDF By using the checkbox, the author of the document will be written in the file.

Write author to TIF By using the checkbox, the author of the image will be written in the image.

Check duplicity With this checkbox marked, a search for a duplicity file will be done.

Check names With this checkbox marked, the name of the file will be checked either by a

directly specified regular expression "file name" (2) or by a definition of the

regular expression in a specified “xst file”(3).

Max size of

attachments

With this checkbox marked, the system will check for the size of attachments; if

their size exceeds the entered value, they will not be saved.

Image 160

2

3

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For the “fax folder" type set you can, after marking the “check fax number”, enter the file name and/or the

name of the xst file and thus obtain the fax number (1).

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19 HOW-TO GUIDES

This chapter provides an overview of the most common tasks of the SafeQ application.

19.1 ADDING OF SYSTEM USERS

See chapter 8.3

For Settings of displayed columns in the list of users see chapter 8.3.1.

For Settings of access rights to the system see chapter 8.4.

Create roles and set system rights for them. An unlimited number of roles can be created, if desired.

Assign roles to users.

19.2 ADDING OF DEVICES

For adding of new devices use the device templates and the wizard - see chapter 9.1.

19.3 DEVICE OVERVIEW

See chapter 9.2.

19.4 OVERVIEW OF QUEUES AND TERMINALS

See chapter 9.4.

19.5 PRINTER MONITORING

See chapter 9.6.

19.6 JOB LIST

See chapter 11.1.

For fast and/or detailed filter see chapter 11.1.3.

19.7 OVERVIEW

See chapter 12. Report.

For Basic see chapter 12.1.1.

For Tops see chapter 12.1.2.

For Automatic reports see chapter 12.2.

For Terminal accesses see chapter 12.4.

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19.8 PROJECT ACCOUTING

See chapter 0.

19.9 CREDIT SYSTEM

See chapter 14.

For Cash desk management see chapter 14.3.1.

For Overviews see chapter 14.3.6.

19.10 LOCAL MONITORING

See chapter 15.

19.11 SCAN & FAX

See chapter 18.

For Send Queue see chapter 18.1.2.

For Receive Queue see chapter 18.1.3.

For Scan server see chapter 18.2.2.

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20 LITERATURE

[1] SafeQ – Technical Specification 3.1; Publisher: Y Soft, s.r.o.; 2007.

SafeQ – Technical specification

Copyright © 2000-2007 Y Soft, s.r.o.

www.safeq.eu, www.ysoft.eu

[email protected]

SafeQ - Administators Guide 3.1 En

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