Equitrac Embedded For Sharp OSA

Kofax Equitrac Embedded for Sharp OSA Setup GuideSHP-20190409TermDescriptionPrint TrackingThe ability to track the attributes of a released network print job. For example, number ofpages, page size, color, etc. You can configure Equitrac Embedded for Sharp OSA to trackprinting through the embedded device or through an Equitrac Port.Primary PINA sequence of numbers that act as a user ID to uniquely identify a user who wants to release aprint job. The primary PIN can be entered on the MFP keypad.Secondary PINA sequence of numbers that act as a password when used in conjunction with a Primary PIN.After entering the Primary PIN, the user must enter the Secondary PIN code on a MFP keypadbefore the print job is released to a device. Secondary PINs are an optional configuration.Secure Document Release(SDR)An Equitrac feature that holds network print jobs in a secure virtual print queue. Users mustauthenticate at an MFP to release jobs from the secure queue. The goal of secure printing is toensure that proprietary information does not sit at an output device for public consumption.6

Kofax Equitrac Embedded for Sharp OSA Setup GuideSHP-20190409MFP and Server ConfigurationThere are two levels of configuration required to enable the Equitrac Embedded application features on Sharp MFPs—configuration at the MFP itself and on the Equitrac server.MFP configuration includes setting the IP address of the Equitrac Device Control Engine (DCE) and downloadingany required property files.Server-side configuration for the Equitrac Embedded application involves specifying whether you want copy controlonly, print release only, or both print release and copy control. Server-side configuration occurs in Web SystemManager.Configuring the Application on the ServerThis section provides the procedure required to configure the embedded device through Web System Manager. Thisworkflow assumes you have already registered the physical device in Web System Manager and, if necessary, enabledsecure printing at the print queue level, as detailed in the Kofax Equitrac Administration Help file.After you install the Equitrac Embedded application, the general server-side configuration workflow is as follows:1Register the embedded device in Web System Manager, assigning it to an existing MFP.2Configure embedded device details and device-level tracking options.3Configure global tracking options in Web System Manager.Creating and Configuring Embedded DevicesThere are two methods of registering Sharp OSA MFPs as devices in Web System Manager: Through automatic creation (the default method) By manual registration and configurationAutomatically Creating Embedded DevicesEquitrac automatically creates Equitrac Embedded devices—assuming you have already configured the device withthe location of Equitrac’s Device Control Engine (DCE).When you connect an MFP that hosts the Equitrac Embedded application to the network and turn it on, theapplication automatically looks for the DCE. The DCE can provide a license confirmation to the device, as well as passthe device information to Web System Manager. After a successful connection, the embedded application appears inthe Web System Manager Embedded Devices list.Manually Configuring Embedded DevicesUse the Web System Manager Physical Devices link to manually configure an embedded device that is associatedwith a single physical device. This configuration also includes enabling secure document release (SDR) and releasebehaviors, as well as copy, scan and fax access, on a per-MFP basis.7

Kofax Equitrac Embedded for Sharp OSA Setup GuideSHP-20190409NOTE: You need only perform these steps if you want to alter the values generated when the device was auto-created.Any default values work, and can be left as is.The following procedure assumes you have already registered the physical device hosting the Equitrac Embeddedapplication within Web System Manager. For details on performing this procedure, see the Kofax EquitracAdministration Help file.1Use the Web System Manager Devices link to manually add an embedded device that is associated with a singlephysical device in Equitrac.2In Devices, select Physical Devices and select a physical device from the list.Select Add Embedded Device fromSelect Action drop-down list.3In the Definition section, select Sharp OSA 3.5/4 from the Type drop-down list.4Enter a Name for the embedded device. This is a required field, and an error message appears prompting to specifya device name if you click OK without naming the device.5Enter a Description for the embedded device.6The DCE server defaults to the current DCE host. Change the server, if necessary, by selecting another serverfrom the list.7Enter the device Serial number.8The Version field is populated automatically once communication is enabled.9In the Behavior section, choose how you want to track activities at the device. By default, the global settings areused, but you can Override default tracking options for print, copy, scan and fax.10 From the Secure document release drop-down list, select how documents are released from the embedded device. Prompt allows users to release documents through the regular configured workflows. Deselecting this releasesdocuments automatically when the user logs in to the device. Release all at login automatically releases all documents in the queue at login. This does not automatically logthe user out.11 If you have defined Rule sets in System Manager, select one from the drop-down list to apply to this embeddeddevice. For more information on creating rule sets, see the Kofax Equitrac Administration Help file.12 Select a Prompt for billing code option from the drop-down list. These options allow you to configure billingcodes on a per device level. For more information on globally configuring billing code prompts, see the KofaxEquitrac Administration Help file. Default – This option uses the global billing code settings configured in Equitrac System Manager. Enabled – This option prompts the user for a billing code even if billing code prompts are not enabled globally. Disabled – This option disables the billing code prompts even if they are enabled globally.13 Click Pricing to configure pricing at the controller interface level. You should apply a default price list or a pricelist for each applicable function on the MFP.For details on configuring price lists, see the Kofax Equitrac Administration Help file.NOTE: To configure the Equitrac Embedded application to use the price list for the associated device, select thedefault price list. If you select an alternate price list for the Equitrac Embedded application, the alternate price listoverrides the device setting.8

Kofax Equitrac Embedded for Sharp OSA Setup GuideSHP-2019040914 Select the Card Reader HID decoding group from the drop-down list. For details on HID decoding, see the KofaxEquitrac Administration Help file.15 Offline access is not supported for Sharp OSA. All options behave the same as None.16 Select the Landing page behavior for this device from the drop-down list: Select Default to use the system defaults designated in Web System Manager. Select Hide to bypass the Equitrac Embedded options screen and proceed directly to the last function used.Note you can return to all Embedded functions by selecting the OSA menu item.NOTE: Depending upon your setup, hiding the landing page may have implications where billing code entry whenusing Follow-You Printing is concerned. For detailed information about the behavior of PCC under thesecircumstances, see Configuring a Specific Device on page 9. Select Show to display the Equitrac Embedded options after login.17 Select Override default bypass options and then select the device functions (e.g. Monochrome copy, Color copy,Fax and Scan) that will override the global settings at the device.18 Click OK to save the configuration changes.The Sharp OSA device and the Equitrac Embedded interface appear in the devices listing.Configuring a Specific DeviceYou can configure any particular device to override specific global device settings.1Open Web System Manager and select System Configuration Global Configuration Settings Configuration Devices Embedded devices.2Select Sharp OSA 3.5 from the Devices list.3Select the Hide landing page checkbox to bypass the initial landing/menu screen on the device display andproceed directly to the last function used. Note that depending on the licensing in place, you can return to allEmbedded functions by selecting the OSA menu item.4Select the Devices are configured to double-count oversized pages checkbox to indicate that devices will notdouble-count oversized pages.5Enter Login timeout (Seconds) value. By default, this value is 30. If no value is provided, or a value of 0 is given,the default of 30 is used.6In the Bypass section, select the device functions that will be available to the “Bypass” user at the device.NOTE: If no device functions are selected, then the Bypass button does not appear on the device Login screen.However, the functions can be made available on a per device level by setting the Override default bypass options inthe embedded device dialog box for the specific device. If the bypass override is selected, then the Bypass button isselectable the device Login screen. See Creating and Configuring Embedded Devices on page 7 to override theglobal bypass settings.7Click Apply to save the settings.9

Kofax Equitrac Embedded for Sharp OSA Setup GuideSHP-20190409Billing code behaviorIf a billing code is required to release print jobs, the behavior of the device can change if you opt to hide the landingpage, either at the system or device level. Furthermore, some functionality is license-Dependant. The following tableillustrates the settings and subsequent behavior of the device:Bypass LandingPageBilling Promptfor CopierFollow-You Printing(FYP)ResultOffn/an/aThe user sees the landing page after login.Offn/aFYP is turned on and“Prompt” option isselected. Billing promptfor job release is turnedOnThe user sees the landing page after login. If there areprint jobs waiting, the billing code displays if the userselects the “Release All” button on the landing page.OnOffFYP is turned on and“Prompt” option isselected.The user bypasses the landing page and proceeds to thenative device copier page directly after login. To accessFollow You Printing, the user must subsequently selectit.Note: This is not applicable for Europe if no AMX2license key is used.OnOffFYP is turned on and“Release all at login”option is selected.The user bypasses the landing page. Documents will bereleased before the user proceeds to the native devicecopier page.OnOnFYP is turned on and“Prompt” option isselected.The user bypasses the landing page. Before the user canproceed to the native device copier page, the billingcode page displays and if billing codes are configured asmandatory, the user must enter a billing code.Note: This is not applicable for Europe if no AMX2license key is used.OnOnFYP is turned on and“Release all at login”option is selected.The user bypasses the landing page. Documents arereleased before the user proceeds to the native devicecopier page. However, before the user can proceed tothe native device copier page, the billing code pagedisplays and if billing codes are configured asmandatory, the user must enter a billing code.10

Kofax Equitrac Embedded for Sharp OSA Setup GuideSHP-20190409Configuring Print TrackingThere are two methods to track printing: through Equitrac ports or through the MFP Accounting Log. Read thedescriptions below to determine the appropriate print tracking setup for your site or institution.Print Tracking Through Equitrac PortsWhen the DRE is set to track printing, it gathers details when the user prints. When a job is released, the DREforwards these details to CAS based on the job characteristics determined by the port monitor.1Open Web System Manager and go to Devices Physical Devices and select a device from the list.2In the Settings area, ensure Track activity and page counts is selected from the Tracking behavior fortransactions on this device drop-down list. This is the default setting.3Click Save to save the changes.4Navigate to Devices Embedded devices.5Select Sharp OSA 3.5/4 from the Device type drop-down list.6Click on the link beside Tracked activities to open the Embedded device configuration dialog.7Ensure that Print is NOT selected, then click Apply to close the dialog, and click OK again to save the changes.Print Tracking Through the MFP Accounting LogIf you wish to track printing based upon the information gathered by the MFP’s Accounting log instead of through theEquitrac port you should configure the following:1Open Web System Manager and go to Devices Physical Devices and select a device from the list.2In the Settings area, select Do not track activity or page counts from the Tracking behavior for transactions onthis device drop-down list.3Click Save to save the changes.4Navigate to Configuration Devices Embedded devices.5Select Sharp OSA 3.5/4 from the Device type drop-down list.6Click on the link beside Tracked activities to open the Embedded device configuration dialog.7Ensure that Print is selected, then click Apply to close the dialog, and click Save again to save the changes.CAUTION: When print tracking from the MFP you must set the Tracking behavior to Do not track or record printtransactions on this device on the Physical device summary screen, and select the Print checkbox on the Embeddeddevice configuration dialog. Failure to set these options results in double tracking or no tracking.11

Kofax Equitrac Embedded for Sharp OSA Setup GuideSHP-20190409Configuring Follow-You PrintingFollow-You Printing extends the basic functionality of secure printing by allowing a user to release a print job to othercompatible devices in the organization. Even if you deployed multiple DRE print servers—each of which manages aseparate set of devices—you can configure Equitrac to allow printing across multiple print servers.For example, a user who works in two different buildings can submit a print job from their computer in Building A,and while on the way to a meeting in Building B, they can walk up to any predefined MFP (with the embeddedapplication installed on it) and "pull" the job to the device which then prints the job.If you want to deploy the Equitrac Embedded application in a single-server or a multi-server Follow-You Printingenvironment, do the following:1Enable secure printing on each MFP.Secure printing enables the Equitrac print queue that holds jobs until they are released at the embedded device bya valid user.2Create and manage Pull groups.To allow users to release print jobs to multiple compatible devices with the Equitrac Embedded application, youmust create Pull groups, then add each physical device to a Pull group.3Configure the Follow-You print settings.Determine the site where you want Follow-You Printing to be accessible from, and choose whether the print job ispriced based on its properties before or after it is released.NOTE: See the Advanced Printing Configuration chapter in the Kofax Equitrac Administration Help file for details onconfiguring secure printing, Follow-You Printing, and pull groups.Enabling Release KeysRelease key is an Equitrac feature that lets users assign a key value to their documents when they submit printrequests. Users can also assign a release key to a print job allowing other users to walk up to any embedded device, andprint any jobs in the queue that were submitted using that release key. The job is tracked and charged to the userreleasing the job, not the user who assigned the release key.When prompted for a release key at an embedded device, users are required to enter the same alpha-numeric keyvalue used at print time to release a job from the secure print queue.To enable release key prompts on the embedded device, do the following:1Open Web System Manager, and navigate to System Configuration Global Configuration Settings Configuration User Interaction Session flow.2Select Prompt for release key in the Other prompts section if release keys are to be enabled.3Click Apply to save the setting.12

Kofax Equitrac Embedded for Sharp OSA Setup GuideSHP-20190409Configuring Authentication PromptsThe user authentication prompts on the MFP login screen are determined by the Equitrac configuration.1Open Web System Manager, and navigate to System Configuration Global Configuration Settings Configuration Security and Authentication User authentication.2Select one or more Authentication mechanisms: Equitrac PINs – Select to connect an Equitrac print account with login information. External user ID and password – Select to verify all user information outside of Equitrac. Equitrac PIN with external password – Select if users swipe their cards for identification, and must also entertheir domain user account password. Equitrac cross-checks the database for the corresponding Equitracaccount name, then verifies the credentials against the selected external authority for network logon.3Select Store secondary PIN encrypted if you want the secondary PIN to be encrypted.4Select one of the following User Input options from the Input type drop-down list: Card swipe only – Users authenticate with a swipe card. Card swipe or keypad entry – Users authenticate with a swipe card or at the MFP front panel. Keypad only – Users authenticate at the MFP front panel5Select one of the following options from the Secondary prompt drop-down list: Always – If the user has a PIN2 configured, it must be entered via the keyboard after they swipe their card. If PIN2 available – This option does not apply to Sharp OSA devices. If selected, this behaves as the Alwaysoption. If PIN2 available or keyboard login – This option does not apply to Sharp OSA devices. If selected, thisbehaves as the Always option. Never – Secondary PIN is not required. Only with keyboard login – User must enter a secondary PIN if they entered their primary PIN via thekeyboard (rather than with a swipe card). This option prevents users from typing in someone else’s primaryPIN while still allowing valid users to login without a card.NOTE: If a change is made to the Prompt for secondary PIN option, then you must re-initialize the device in order toenable the new selection.6Select Auto-register primary PINs if you want users to register an unrecognized swipe card for future use. SeeConfiguring Card Self-Registration on page 14 for details.7In the Card setup area, enter the data From position and To position in the Use Data as Primary PIN.8Click Save to save the changes.For m

Core Accounting Server (CAS) The Core Accounting Server is a core component of Equitrac. This service controls the accounting database that stores all printer, user, department, transaction and balance information. The CAS also verifies users, calculates printing charges and assigns charges to an appropriate user or department. Device Control .