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Admin Utility Installation and Users GuideBefore installing MPS PrintTracker

™ software, there are a few things to remember:

Make sure the PC where PrintTracker™ will be installed, is connected

to the company’s network and is connected to the Internet.

Make sure the PC does not get turned off.PrintTracker

™ is a Managed Print Service; therefore it will work even if the user logs off. PrintTracker

™ does not work when the PC is shut off.

The user must have rights to load software on the PC to install.

PrintTracker™ Admin Utility Features

PrintTracker™ Admin Utility allows for remote management of installations,

remote viewing of meters, and provide service alert history.

– Personalized installationFrom your office, you can use the PrintTracker

™ Admin Utility to change the reporting email addresses, report schedule, add notes or location information for devices, search for more devices, view service info, produce charts and more.

– Remote administration of installations The PrintTracker

™ Admin Utility allows management all of your PrintTracker

™ installations from your office. You can change the reporting schedule, email addresses, and alert settings as well as view historical information.

PrintTracker™ is specifically designed for use by print device product dealers to

create sales solutions and help manage the end customer's imaging devices. The Admin Utility allows you to remote into the PrintTracker

™ software installed at the customer’s location and complete client, device alerts and reporting maintenance.

– Personalized reports

Find solutions at [email protected] Admin Utility Installation and Users Guide of 23

Product.

Market.

Admin Utility Installation and Users Guide

Reports that are generated from the PrintTracker™ Admin Utility are created

from templates and can be customized to include whatever information you need. Reports can be imported into your current print management process.

PrintTracker™ products save time and money by allowing you to perform

Managed Print Services tasks without going to the end user’s location.

– Ability to find devices when IP addresses or print server changesPrintTracker

™ finds lost devices.If a customer adds an entirely new subnet, from the Print Tracker Admin utility a message can be left for Print Tracker to search the new segment(s) and let you know how many new devices were discovered.

– Time / Overhead savingsPrintTracker

™’s one-time set-up fee is comprehensive. All pre-sales audits, no matter if completed by PrintTracker

™ installation or run from a USB drive, are included in the purchase price. You can install PrintTracker

™ wherever you want and it will gather meter reads for 30 days. When initial (pre-sales) audits are complete and you have moved your client to Managed Print Services, you can use the PrintTracker

™ Admin Utility to transfer the installation to post-sales. There is no need to return to the client’s site to perform additional program management. You are only billed for the devices that are setup for continued monitoring.

Reduce your client’s costs as well as your own. When you increase efficiency through automatically gathering meter reads with PrintTracker

™ software, you receive the added benefit of knowing when your client’s print devices need supplies and service.

– Automatic updates provide reliable Managed Print Services softwareAn automatic upgrade program is in place that updates PrintTracker

™ installations to the latest version. However, PrintTracker

™ can be upgraded manually if you wish. The Admin Utility tool can remotely upgrade a PrintTracker

™ installation.


Advantage.

Results.


Let’s begin the Admin Utility Installation Process . . . INSTALLATION PROCESS When you purchase PrintTracker

™, you will receive an email from PrintTracker™ Support,

inviting you to set up the PrintTracker™ Admin tool. This email contains the Admin set-up link,

Dealer ID, a Password, and a Data Server URL.


PrintTracker™ Admin Utility installation is a

simple process that takes less than 90 seconds!Click on the link provided in the PrintTrackerAdmin email, then follow the eight installation screens, accepting as needed.

Simple.

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After the program loads, you will see this screen.

You must register your copy of the PrintTracker™ Admin Utility tool at this time.

Click on the ‘Refresh’ button to view your installations.


PrintTracker™ Admin Registration:

a) The name of your companyb) The password provided on the email

(Your 10 Digit Telephone Number) c) The Data Server URL provided on

the email(This MUST be exactly as provided. Copy and paste the URL provided from the email to the registration.)

d) Email address of the person who will be using the Admin Utility tool.

e) The name, phone number and extension of the person who will be using the Admin Utility tool.

Click ‘Get License Key’ (The ‘Product Key field auto populates.)

Click ‘Save and Close’

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abc123printdeviceco 1234567890

https://secure.tc101.com/aBc123pRiNtdEViceCO.php

[email protected]

Dave Doe (123) 456-7890 x 001

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PrintTracker ™ Admin Utility is now installed!USERS GUIDE‘Installations’ tab Items displayed are ALL installations in place, including multiple installations at a

single client’s site. The following screen view shows various column fields. (You may need to scroll the screen to the right or left to view all the columns shown below.)

Admin screen – Button / Field Descriptions


You will need to click ‘Refresh List’ on

both the Sites&

Installations tabswhen the Admin Utility

is first installed.(This populates your Admin tool with your company’s specific

d r t u

PrintTracker

™ checks-in twice daily to pick up messages left via the Admin Utility (to send a report ASAP;

change report date, email, etc.). If PrintTracker

™ hasn’t checked in for several days, weeks or months, the workstation PrintTracker

™ was installed on may have been turned off, decommissioned, or PrintTracker

™ may have been

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Admin Utility Installation and Users Guidea) Site Filter & Email Filter – Filters PrintTracker

™ installations by customer (site) name and email address.

b) Filter by S/N – Clicking this button allows for filtering by known serial number(s) for PrintTracker ™ installations reporting on that (those) device(s).

c) Export to Excel – Converts the report you are now viewing on the Admin Utility to excel for a hard copy

d) Site – This is your client’s name.(Where monitored print device(s) are located)

e) Email – All reports for this client are sent to this (these) email address(es)

f) Machine – The computer workstation at the client’s location where PrintTracker ™ is installed

g) Version – The Version of PrintTracker ™ in use at this client’s location

h) Status – PrintTracker ™ status with this client(This can be marked Pre-sales – highlighted in light green, Post-sales – Highlighted in green, or Expired – highlighted in purple)

i) Registered – The date this PrintTracker ™ installation was registered

j) Last Check In – The last date PrintTracker ™ checked-in for Admin Utility messages

k) Last Report – The date PrintTracker ™ last sent this client’s meter/print device report

l) Next Report – The next date PrintTracker ™ will send this client’s meter/print device report

m) Local Printers The number of local print devices monitored at this client’s location

n) Network Devices – The number of network print devices monitored at this client’s location

o) Toner Alerts – Indicates if alerts are to be sentp) Toner Level – The percent (%) of toner in devices

that would trigger alert(s)q) Toner Email – All Toner Alerts (triggered by your

preset Toner Levels) for this client are sent to this (these) email address(es)

r) Send Alerts – The field indicates if print device Service alerts are to be sent

s) Alert Interval – The number of minutes between each service trigger

t) Alert Email – All Service Alerts (triggered by your preset Desired Service indicators) for this client are sent to this (these) email address(es)

u) Contact Info – The contact person(s) at each client location


Admin Utility Installation and Users Guide‘Sites’ tab Only site information is displayed under the ‘Sites’ tab. Multiple installations at a site

may only be viewed under the ‘Installations’ Tab. The following screen view shows various column fields

Additional screen orientation

Note the purple cells in the columns ‘Last Check-in’ and ‘Next report’. Print Tracker uses purple to increase awareness to potential challenges.

Purple cells in the ‘Last Check-in’ column mean that the Print Tracker data collection installation in the field (at a customer’s location) did not check in as scheduled. For sites that have expired, this is not a concern. For sites that are in Pre-sales status, someone from the dealership may wish to contact the site.

Usually it is something as simple as a workstation being turned off. Print Tracker installations cannot report if the workstation where it is installed has been turned off or removed from service.

It is possible something is blocking transmission of information. A discussion with the site IT staff may be warranted.

The data collection agent may have been uninstalled. In the third line, note the status of ‘Pre-sales’ and the date 12/24/2010 in the cell in the column ‘Uninstalled’. The Print Tracker data collection agent software cannot report if it is not installed.

This is even more of a concern for sites that are in Post-sales status as meters from these locations will not be available to the accounting team. Follow these simple steps to ensure Print Tracker is properly installed and will continue to report on your imaging devices:

Install Print Tracker on a workstation that remains ‘on’ most of the time, such as an administration computer. Print Tracker will only report if the computer where it is installed is operational. If a capture event is ‘missed’, the next time the workstation is next ‘turned on’ a report is sent. Print Tracker can be installed on a server if desired.

Avoid moving imaging devices. If a printer is removed from the network and installed via USB line, it will not report. If a printer is moved from one workstation to another it will not report. Please call your dealer to inform them of device movement or disconnection.


PrintTracker

™ Admin ‘Sites’ tab: Under the ‘Sites’ tab you will find a summary of the information found on the ‘Installations’ Tab Right clicking any of the installations opens similar functions accessed noted elsewhere.

The ’Export to Excel’ button allows you to get a printed report of the Site Summary.


Print Tracker can capture meter data from devices that are connected via USB line or parallel connection. Install Print Tracker on each workstation to monitor locally connected devices.

‘Options’ Button

‘Reports’

‘Settings’ activates ‘Settings’ screen … See below for detail.

‘Compact Database’ compresses data for storage.


PrintTracker™ Admin ‘Options–Reports’

screen:This screen allows you to receive an email alert when scheduled reports are not sent.

(If PrintTracker ™ hasn’t sent reports as scheduled, the workstation PrintTracker ™ was installed on may have been turned off, decommissioned, or PrintTracker ™may have been uninstalled.

a) Missed reportsi. Check to send missed report alert emailii. The email address of where to send missed reportsiii. When and at what time PrintTracker ™is to check

for missed reportsiv. Check to include in the email any installations that

have not reported for your predetermined number of days

v. Run Report now buttonb) Alert Reports

vi. Check to send an alert historyvii. The email address of where to send alert reportviii. When and at what time PrintTracker ™is to check

for alert reports

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Right-Click on an installation to view menu options. The line utility box appears:

Pre-sales PrintTracker™ installations are run for 30 days, enabling you to create cost effective

contract proposals using ‘real-time’ client data. After 30 days, you will receive an “expired” email, letting you know that the installation has expired. At this time you have three options:

Extend the Pre-sales Period The PrintTracker™ Admin tool allows you to add an

additional 30 days to the Pre-sales Period. Note – This function is reserved for full-functioned license holders.

Convert to Post-sales Used when have completed your cost analysis, prepared and presented the proposal and are going ahead with Managed Print Services with the client. PrintTracker

™ then runs for 1 year, at the end of which, you will receive an “expired” email. You may maintain your client’s Managed Print Services by converting the client to Post-sales.(If you want PrintTracker ™ to automatically default to Post-sales and/or wish to have Post-sales accounts automatically run for longer than one year, contact PrintTracker ™ Support and we’ll set that up for you.)

Upgrade to Latest and Test Version The ‘Version’ column (labeled by ‘*’ above, or ‘g’ on the previous page) shows what PrintTracker

™ version is currently installed at the client’s location. Every few months you will receive an Admin newsletter notifying you of updates and what version of PrintTracker

™ should be in use.(PrintTracker ™ makes periodic improvements via programmed requests to PrintTracker ™ installations. This menu option allows You to request an upgrade from PrintTracker ™ without waiting for a system command.)


*


Shutdown Your client cost analysis process is finished and you no longer wish to monitor the site. Shutdown is also used when/if the workstation where PrintTracker

™ is installed is taken out of service, decommissioned, or Print Tracker has been uninstalled. Shutdown the old installation and PrintTracker

™ will give you the choice to:i. Shutdown and keep the previous meters (YES)ii. Shutdown and don’t keep the previous meters (NO)iii. Don’t shutdown the installation (CANCEL).

Line Utility Maintenance (continued)

Change Settings The Admin Change Settings tool operates similar to the Advanced Settings utility found in the PrintTracker

™ program installed on site under ‘Config’.


PrintTracker™ Admin Change Settings:

a) ‘Change Location’ Button – Change the name of the site where PrintTracker ™ is installed

b) “Email” – Change/Add Email address(es) where reports are sent. (Separate addresses with a comma)Update by clicking ‘Set Email’

c) “Reporting Schedule” – Change the date and time of reports when reports are to be sent.

i. Set days of the month to generate reportsii. Time of day reports are generatediii. Request a report be sent as soon as the Print Tracker

installation checks inUpdate by clicking ‘Set’

d) “Meter Uploads Schedule” – uploads meters to server without sending an email reportThis feature ensures recent data is captured even though scheduled meter reports are set at one time per month or quarter

iv. Check box activates functionv. Sets interval between data capture

Update by clicking ‘Set’e) ‘Advanced’ button – Opens the Advanced

Settings options

Click ‘Close’ when Settings are complete

1. Open Print Tracker Admin. Right click on the site installation where changes are desired

2. Chose the ‘Change Settings’ OptionThe ‘Change Settings’ dialog box will open

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, [email protected]


PrintTracker™ Admin Advanced Settings:

Change Site Name Change the name of the Site, as needed.


PrintTracker™ Admin Change Settings:

a) ‘Change Location’ Button – Change the name of the site where PrintTracker ™ is installed

b) “Email” – Change/Add Email address(es) where reports are sent. (Separate addresses with a comma)Update by clicking ‘Set Email’

c) “Reporting Schedule” – Change the date and time of reports when reports are to be sent.

i. Set days of the month to generate reportsii. Time of day reports are generatediii. Request a report be sent as soon as the Print Tracker

installation checks inUpdate by clicking ‘Set’

d) “Meter Uploads Schedule” – uploads meters to server without sending an email reportThis feature ensures recent data is captured even though scheduled meter reports are set at one time per month or quarter

iv. Check box activates functionv. Sets interval between data capture

Update by clicking ‘Set’e) ‘Advanced’ button – Opens the Advanced

Settings options

Click ‘Close’ when Settings are complete

PrintTracker™ Admin Advanced Settings:

f) “Canon Settings” – Change or Setup toner alerts and email

vi. Black metersvii. Color Meters

Update by clicking ‘Set’g) “General Settings” – Password Protect Print

Tracker This helps to keep on-site people from making changes to desired software settings

h) “Low Toner Alerts” – Change or Setup toner alerts and emailviii. Change options – No Change to settings, Don’t send

toner alerts, Send alerts at these levelsix. Toner alert levels (in percent of toner left)

Update by clicking ‘Set’x. Email address where toner level info is to be sentxi. Check to receive Cartridge replacement alertsxii. Email address(es) for Premature Replacement alert

Update by clicking ‘Set’i) “Service Alerts” – Change or Setup service

alerts and email xiii. Change options – No Change to settings, Don’t send

Service alerts, Check intervalxiv. Number of minutes between checksxv. Service alert codesxvi. Email address(es) where Service Alerts are to be sentUpdate new interval and Service by clicking ‘Set’ xvii. Check to receive maintenance kit alertsxviii. Maintenance kit levels (in percent of life left) Update by clicking ‘Set’

Click ‘Close’ when Advanced Settings are complete

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Line Utility Maintenance (continued)(Right-clicking on an installation to access the line utility)

View Service Info

If alerts are turned on, this tool allows you to view all previous alerts and verify if they have been cleared. You will see Notes and Location information if they have been previously set for the device. You can sort by column header or scroll to the device desired.

This information may be exported to Excel if desired.

LegendAlerts (Red = Alert not cleared, Yellow = Alert w/I last 30 days, Green = No Alerts)Toner (Red = level < 5%, Yellow = level < 25%, Green = level > 25%)Maintenance (Red = level < 2%, Yellow = level < 5%, Green = level > 5%)

Example: Click on a symbol or any of the tabs to see information:



Xerox Phaser 6180N Toner levelsBlack 0% (Toner out)Cyan 15%Magenta 60%Yellow 60%

If the Maintenance Tab is clickedMaintenance levels may be viewed.

The Alerts tab will keep a running history of all alerts each device has had as long as it has been monitored.

Line Utility Maintenance (continued)

View Meters


PrintTracker™ Admin Meter

Reads Screen:a) ‘Show Options’ – allows you

to create a ‘Volume Analysis’ (see following).

b) “Recent meter reads” – shows the most recent meter pulled by device.

c) “Previous meter reads” – shows the history for each device.

d) “Total Difference” is actual difference from first report of the device to the last.

e) “Average Monthly Volume” will take calculates the average volume based on a 22-working-day month.

Clicking on ‘Show Options’ accesses Charts and Reports(Note button changed to ‘Hide Options)

f) Allows you to create a “Volume Analysis” report.i. Pick a start and end date, and the

first and last meter reads for each device will be shown.

ii. Additional reports available:Volume Analysis w/ ChartsLow Toner LevelsLow Maintenance KitsDevice TotalsRaw Meter dataCompass CSVDocuAudit XLSRichoh TCO FulView CSVXEROX Assessment CSV

iii. ‘Build Chart / Report’ – creates an Excel worksheet* with the info.

Upon opening this utility for the first time, verify and select the appropriate email address from the dropdown list.Then, check the site name in the Location field.

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View Meters (continued)

Meter read filtering:

Recent meter reads can be filter for easier viewing. Just below the Location field not the row of filter check boxes: ‘Show Filters’, ‘Show network-connected’, ‘Show locally-attached’ and ‘Show dropped off’. The device list mat be sorted or categorized by any of these filters.

(Note the ‘Show locally-attached’ filter is turned on and a Phaser 6180 is designated as a locally connected device.)


PrintTracker™ Admin Meter

Reads Screen:a) ‘Show Options’ – allows you

to create a ‘Volume Analysis’ (see following).

b) “Recent meter reads” – shows the most recent meter pulled by device.

c) “Previous meter reads” – shows the history for each device.

d) “Total Difference” is actual difference from first report of the device to the last.

e) “Average Monthly Volume” will take calculates the average volume based on a 22-working-day month.

Clicking on ‘Show Options’ accesses Charts and Reports(Note button changed to ‘Hide Options)

f) Allows you to create a “Volume Analysis” report.i. Pick a start and end date, and the

first and last meter reads for each device will be shown.

ii. Additional reports available:Volume Analysis w/ ChartsLow Toner LevelsLow Maintenance KitsDevice TotalsRaw Meter dataCompass CSVDocuAudit XLSRichoh TCO FulView CSVXEROX Assessment CSV

iii. ‘Build Chart / Report’ – creates an Excel worksheet* with the info.

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The legend in the lower left will further define what is being viewed:

Blue: device is locally attachedPink: meter is old

(Note the read date on the locally attached Phaser 6180 2010-12-02 compared to other last updated meters – 2010-01-03.)

Yellow (not shown): new deviceThis device has begun reporting after the initial Print Tracker installation. A Yellow highlight will stay in place until there is a meter history for the device.

Purple (not shown): dropped offDevice has not reported for more than 6 weeks and has dropped from device list.

Previous meter reads grid: Last three meter reads for highlighted device are shown. If desired, the full meter history may be viewed by clicking the checkbox.

Line Utility Maintenance, View Meters, ‘Edit Device’ (continued)


PrintTracker™ Admin Edit Device Screen:

“Device Name”a) You may scroll up and down between devices when doing

multiple changes

“Device Settings”‘Don’t include (device) in reports’ – Removes the device from future reports(Clicking here removes the device from reporting. PrintTracker

™ Admin Automatically moves down to the next device in the list)

b) Enter and Set Serial Number


Line Utility Maintenance, View Meters, ‘Add IP Address’

Then, closing the Admin ‘Add IP’ and Admin ‘Meter Reads’ screens . . .

. . . takes you back to the PrintTracker™ Admin Screen.


PrintTracker™ Admin Edit Device Screen:

“Device Name”a) You may scroll up and down between devices when doing

multiple changes

“Device Settings”‘Don’t include (device) in reports’ – Removes the device from future reports(Clicking here removes the device from reporting. PrintTracker

™ Admin Automatically moves down to the next device in the list)

b) Enter and Set Serial Number

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PrintTracker™ Admin Add IP Address Screen:

g) Meter Email / Site Location information

“Settings”h) Follow the legend to add IP address(es) remotelyi) Enter IP Address(es) or segment(s)

Click ‘Set’ to enable addressj) You can choose to have PrintTracker

™ send email conformations for successful IP addition(s)

k) Enter where Email conformation is to be sentClick ‘Set’ to enable email notification

l) When checked, a new meter report will be sent after PrintTracker

™ attempts to add the address or network segment(s)

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Admin Utility Installation and Users Guide ‘File’, ‘Edit’, ‘View’, and Help buttons on the PrintTracker

™ Admin Screen are self explanatory

‘Settings’ Button


PrintTracker™ Admin Settings Screen:

Settings feature is primarily used by PrintTracker™

support

Email Settingsa) Send Email fromb) Send email using SMTPc) Server to be usedd) User Namee) Passwordf) Send email using Outlook

g) Trace LoggingDefault checked true – Enables PrintTracker

™ to debug as needed

h) File size set by PrintTracker™

i) Default ‘*’ enables all PrintTracker™ reports

available to be processedj) If Default ‘*’ is altered, Filter for reports, meter marking

and only credentialed users may be accessed

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REPORTS GUIDEReports generated from PrintTracker

™ are “templated” and can be altered or customized to a dealer’s preferences.

The following screen shots show typical reports available. (Scroll to the right to view all the columns shown.)

PrintTracker™ has a variety of reports available, many working in conjunction with

one-another. The report shown to the left is the Executive Scorecard for the site ‘ABC Company’.

Dealers may use this report as a quick snapshot for an overall view of what may be happening at the site.

The report shows:

Beginning and Ending report dates(5/14/2010 – 1/3/2011)

A ‘pie’ chart of color vs black prints (7% / 93%)

A utilization bar chart showing under and over device usage.(2 color and 6 black devices under used)

(1 black device over used

Clicking on the report tab ‘Usage’ shows the breakdown of the site’s devices

The recommended ‘BW’ and ‘Color’ yield values are provided by OEMs and are representative if one month volumes.



This is an Initial “All Meters” Report


(Scrolling to the right reveals all the

columns shown.)

(Scrolling to the right reveals all the

columns shown.)


This is an Initial “Summary” Report

Available Charts

‘Chart Data’ compiled on Excel



‘Total Volume by Device Chart’



‘Total Volume by Location Chart’

‘Black and White (Prints) Pie and Bar Charts’

‘Color (Prints) Column Chart’



Reports and charts are generated by PrintTracker™ are “templated” and can be altered or

customized to a dealer’s preferences.

More than PrintTracker™ forty templated reports are available. PrintTracker

™ collected data can also be formatted for import into proposal generation tools such as Compass Sales Solutions, DocuAudit, Digital Quote manager and others as well as made into CSV files for ERP tools.


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