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Print-Track Manual

1. Number of Printers 15 Program Stops Working 1 4 2007 Print Track Release Station Yes Subscription for Updates Expires 1 4 2007 Professional Version Yes v 3 Add Updates Renew Printers Clients defined as the PCs where print jobs originate from can be configured at the server application to be public private or no job review Clients that are reporting also called active automatically show up when you press the Clients button which opens the Clients Screen DUANE Ciems Sting Print Track Clients Logged In Host Name IP Address amp tekvend nc4l88qg 192 168 1 70 iii Laptop 192 168 1 73 192 168 1 71 Anonymous users such as library patrons always sit at public clients whereas trusted users such as staff personnel typically sit at private clients Power users whose printing activity is usually not limited are allowed to sit at no job review clients Users sitting at private or no job review clients can print to any monitored printer on the domain regardless of monitoring type and never have to pay with money or the equivalent for a print job Users at private clients might be required to pay for print jobs by providing one or two billing codes depending on how you set up your accounting scheme See section 3 3 Anonymous users sitting at public clients can only print to monitor and pause printers requiring that their print jobs be securely released and printed against some form of
2. Print Track Server also monitors communication activity Just press the Activity Button on the Main Screen to see the Activity Screen ioi x presecseceenescsscccnssnsesssseseneeeenens Show Job Events TCP Messages In TCP Messages Out 2 ol The Activity Screen has three subtabs Show Events Request Data and Functions While it is unlikely you will ever need to use this portion of Print Track we supply it for troubleshooting and other purposes The Show Events Subtab allows you to see client to server chatter and it allows you to see in real time how a job is processed The Request Data Subtab allows you to see information about a monitored printer selected in the printers list see information about that printer s driver see information about a job selected in the Jobs Pending Queue and see information about a job selected in the Jobs Kept Queue Here is a screenshot of information about a printer s driver ij activity Log Ioj xj Show Events Request Data Functions Show for Print Driver Information Selected Item Mame HF Lasenet 4050 Series PCL 5e Environment windows HT 66 Printer Info Driver Path CAWINN T SaystemsespoolkKD Ave AS VW S466 43 hpbtd Data File CAWINN T SaystemsesepoolKDAIvE RS WS46643 hpbto Pending Job O11 pmd Configuration File Kept Job CAWINAT Ssystem32 epool D RIVERS Wa S2864shpbtd O1e dll Help File CAWINAT hsystemse spool D RIVERS wa S2864s hpbrl Ole hl
3. 6 7 Adding Custom Paper Sizes For some printers and multifunctionals custom paper sizes are reported You can monitor them in two ways by name reported or by size reported The name or size reported is found when a job is paused in the Jobs Pending Queue you will have to monitor and pause the printer to pause the job for inspection of its size If the paper size reported has a peculiar name like Form 422 then use the name method to add it as a custom paper size If however it is reported as custom paper size followed by some dimensions use the size method to add it as a custom paper size Press the Add Custom button to see this Gj add Paper Size 1 loj x Add Custom Paper Size Add Unlisted Paper Size New Paper Size Form 422 ov Es OK Cancel Here we show how to add a custom form by name Press OK to add the form 7 0 Queue Control and Management Print Track opens to display three job queues the Jobs Pending Queue the Jobs Kept Queue and the Jobs Completed Queue The Jobs Pending Queue shows all jobs that have been paused by Print Track These include monitor and pause jobs queued for release at a Print Track Release Station and so called orphaned jobs such as jobs created while unmonitored jobs printed and kept while unmonitored and disallowed jobs All three queues support A to Z column sorting The default sort is by date and time submitted but any other sort chosen persists within a sess
4. Before installing a sophisticated print tracking software product like Print Track on a Windows domain it is important to have a plan Are the clients properly bound to the domain Are printer privileges correctly set for various types of users Is printer autoshare turned off in XP Pro clients It is generally a good idea to add remote non local printer shares on a client through Active Directory Where do you want to install Print Track Server It must be on an Admin logged on machine Print Track Release Station if used can by contrast be on any client PC at any logon authority level While it is possible to have the Server and Release Station running on the same machine do you really want to have an Admin logged on PC open to possible abuse Print Track Server and reporting clients should not have screen saver functionality turned on as this may adversely affect important server to client communications If you are concerned about monitor damage use the Windows desktop power option to turn the monitor off after say 20 minutes of non use Note Print Track Server Client and Release Station are installed and typically run as HKLM software meaning that they boot up automatically on PC restart or new logon Always install these applications from the install disk or program and restart the computer if told to to avoid communication problems associated with the Windows OS 2 2 Installing Dotnet Windows Dotnet 2
5. If so then check the box Open Print Track Client at Windows Startup and the press Save 4 Print Track Client Administration 10 x Client Settings Functions Windows Startup i Recoeseetotensesevevaveveseseceseseecesescoseveneseved V Open Print Track Client at Windows Startup M Local Machine in Registry Software Microsoft Windows Current ersion Aun C Program Files Print Track Client Print Track Client exe Entry is saved fo fhe registi After pressing Save you will see the path to the startup routine for this instance of Print Track Client This path is in the local PC s registry as part of its HKLM startup routine 13 0 Mac and Linux Clients OS X Panther and Tiger clients and Linux clients are supported in Print Track using a built in feature called Mac Track These non Windows clients can print via Samba to postscript compliant printers local to a Windows PC with Print Track Server on it If the print job is detected to come from a non Windows client and that client is using a CUPS postscript driver Mac Track will parse the job s native spool file for all relevant job data including Machine ID and job owner name shown as logon These jobs are not secured by password but can be searched for by Machine ID and logon like other orphans and paid for either through a vending apparatus or against a pre entered billing code or codes known only to the jobs owners 14 0 Server Activity
6. Tekvend Clicking Email Tekvend will help to fix the problem tessage Arithmetic operation resulted in overflow Line Ident 10908 Line Stack 16169 10902 16726 16726 16726 16726 16726 16726 16726 16726 16726 16726 16726 16726 16726 16726 16726 10375 10902 10902 10902 10902 10902 10902 10902 10902 10902 10902 10902 10902 10902 10902 Date 2 2 2006 7 29 06 PM Build 1 24 2006 11 55 20 AM If you email an unhandled error message to ekvend you will receive a reply You can also immediately look at this error message in the exceptionlog txt file to be found in the root directory of Print Track Server typically C Program Files Print Track In that same root directory look for a file called PreviousExceptionScreen png This is an image file Screenshot of the last unhandled error 16 0 Regional Settings While Print Track is currently available only in English it does allow you to express monetary units in other currencies and it does allow you to track value to more than two digits to the right of the decimal point To achieve these regional effects you must change your Windows Regional Settings To change your Windows Regional Settings go to the Control Pane and choose Regional Options in XP and Windows 2003 you may have to click through a few screens to get to the Regional Options Screen First select the country you want to emulate and then change the number of digits you want to sh
7. jobs by spool file number Printer pooling is effectively restored in Print Track in the Pro version using its Redirect and Printer Group features 17 1 Print Track Printer Utility To turn off printer pooling simply use the Print Track Printer Utility automatically installed whenever Print Track Server or Print Track Client is installed This utility program first checks which Windows OS is present on the local PC If the OS is Windows 2000 it is unnecessary to run the utility and the program will tell you this If the Windows OS is Windows 2003 Server you will have to run the utility exactly one time the program will tell you this If the Windows OS is XP you will have to run the utility each time you add a printer that you want to monitor Here is a screenshot of Print Track Printer Utility running on a Windows XP PC Print Track Printer Utility Windows xP Printer Spool Directory O Dell RICOH Aficio 3245C PCL Se C WINDOWS System32 spoolKPRINTERS C HP 2000C C A WINDOWS System32 spool PRINTERS HP Color LaserJet 3700 PCL 5c C windows system32 spool printers HP Color LaserJet 3700 PCL 6 C AWINDOWS System32 spool PRINTERS C HP Lasenet 4P CAWINDOWS System32 spool PRINTERS Step 1 Turn Off Pooling Step 2 Restart Print Spooler For the printers checked above this sets the spool directory to C AWINDOWS System32 spool PRINTERS Copyright Advanced Technologies Tekvend 2005 All Rights Reserved Use
8. the printer to see the jobs manually deleting any or all the jobs and then unmonitoring the printer which unpauses it and puts it back online In Print Track Pro jobs sent to a printer can be redirected to one or more other equivalent printer s Job redirection can be used when a printer is being serviced and when job load balancing is needed Clients and release stations are always notified as necessary and possible of any print job redirections Printers that are monitored in either way can be kept paused when Print Track Server is closed Pending as yet unprinted jobs associated with those printers can be mass deleted at the time the server closes When the Server reopens those same printers can be remonitored and unmonitored jobs sent to them while the Server was closed will be automatically accounted for and paused These jobs are indicated as created while unmonitored and are called orphans Jobs printed but kept while unmonitored are also called orphans Orphaned jobs can be printed reprinted or deleted by an Admin or printed reprinted or deleted at a Release Station against cash payment one or two billing codes or an account At a Release Station orphans are located by one or two other fields namely Machine ID or logon These jobs are not considered fully secure These jobs must be paid for Orphans can be autodeleted as well See section 9 0 If you choose to keep a monitored printer paused at
9. user can print from any client to any printer Accounts are created by an Admin in Print Track Server but they can be partially controlled by the account owner at any reporting client To create an account at the server press the Accounts bution Here you will be prompted to enter an Account Name and unique Account Code Now select the new account s starting balance You can manually enter a starting balance including zero balance or choose one of up to ten preset opening balances from a drop down The opening balances can be one of three balance types one time autoreplenish add or autoreplenish overwrite One of the presets must be chosen as the default opening balance See section 10 1 for details on how to set up these presets A user can always see what value is left in her account from any reporting client All she needs to do is eft click on the minimized client icon in the reporting client PC s system tray where the PC clock icon is See section 10 2 for details A user can add value to her account at any time regardless of balance type using Print Track Release Station and an attached Tekvend Controller See section 10 3 for details 10 1 Account Balance Presets This section is under construction 10 2 Checking an Account Balance at a Reporting Client This section is under construction 10 3 Adding Value to an Account using a TekVend Controller This section is under construction 11 0 Reports Prin
10. 0 ts required for an installation of Print Track Server and Print Track Client This program is automatically installed as necessary during the installation process The installation of Dotnet 2 0 dotnet2 0 exe may take some time Please be patient 3 0 Print Track Server Registration Database and Codes Before fully using Print Track it is necessary to set up Print Track Server Not all Server settings have to be made at once but certain choices are best made when first using the program In the following sections we will learn how to register the Server relocate and password protect the database choose an accounting system and all functions attendant to that choice determine what type of client you will be using in general set up various job parameters and associated timers set up one or more individual clients and release stations and set up a printer group and its prices 3 1 Registering Print Track Server Most initial installations of Print Track are of a demo version either Plus or Pro For these cases and inside the program the Registration Screen should look like this This screen contains the following information number of monitored printers allowed whether Print Track Release Station is ON licensed the version of the software Plus or Pro the version number of the software the build dates for the server program and the associated parameters file and the days remaining till the demo expires Al
11. Enter amp Exit Program Jobs Pending Remove from Documen t Names M Show removed jobs V Microsoft Word prefix Confirm when deleting jobs IV Microsoft PowerPoint prefix lV Notepad suffix Hla Spool Folder C 4WINNT System32 spool PRINTERS Entries on this General tab apply to this PC only As mentioned before you can choose to retain not remove completed job records printed and deleted jobs in the Jobs Pending Queue Such records will show up grayed out Typically this feature is used only for troubleshooting and is turned off by default You can also choose to suppress annoying Microsoft generated document title prefixes and suffixes By default the three choices are checked As a convenience and for troubleshooting purposes the print spool folder for the server PC is shown at the bottom of this tab Press Save to keep any changes made The Intervals Subtab show a number of timers used by Print Track Server Typically you would not need to change any of these timers but in rare cases Tekvend technical support associates might ask you to change one or more of them The Enter amp Exit Subtab allows flexibility in handling the status of pending jobs and monitored printers while Print Track Server is closed bc Monitor amp Pause es Monitor amp Print Printers Printers When Keep Printers Paused Keep Printers Paused Exiting Program Delete All Jobs I Delete All Jobs E When Opening M Remoni
12. In the Pro version of Print Track the Client or Release Station does the actual work of accounting for print job characteristics Such as total number of pages number of copies duplex status and color status on PCs where monitored printers are local and the Server is not This sharing of processing load between the Client or Release Station and the Server helps the Server respond more quickly to its many tasks and ensures accurate reporting of print job data 1 1 Licensing and Registration of Print Track Print Track is time licensed by server the number of printers monitored by that server local or remote and whether the release station software is operational For practical reasons we limit the monitoring capability of Print Track Server to a maximum of 20 printers Multiple instances of Print Track Server can run on the same Windows domain and reference the same networkable and password protectable Access or SQL equivalent database as long each printer is monitored by only one instance of the server application Contact us if you have a customer application where a specific SQL database is required Print Track licensing is controlled primarily through a registration by web process A fully functioning demo of either version of Print Track can be downloaded from the products section of the Tekvend website Demo versions expire after 20 days and allow for one monitored printer and one release station Demo versions can only be in
13. Removing Printers from a Price Group For a Price Group to have meaning it must be associated with one or more printers This is easy to do First select a Price Group Printers already associated with the group rise to the top of the printers list and show as checked Remaining printers are shown unchecked and are ordered alphabetically below the checked printers At this point you can uncheck remove a printer from the selected Price Group or check add a printer to the selected Price Group As soon as you click Save the new set of printers for that Price Group rise to the top of the printers list This is what you should see Price Group Hames M Add Delete Group Group Duplex Factor 75 Price Price Printer Paper Size Bahay Color OW Dell LPT Letter 0500 4900 W HP Color Lazenlet 2820 PCL amp Legal 1000 i hp photosmart 7550 series 2000 i Lexmark 23De Ledger C Brother HL 1470N BR Scripte C Canon 2100P5 6 4 Setting a Price Group s Prices and Duplex Factor Whenever you have a Price Group selected you can edit its prices for the paper sizes displayed Simply double click the price in question and type in the new price To change a group s Duplex Factor simply double click the default value that is automatically filled in and type in a new value Now press Save 6 5 Pricing Digits and Regional Settings Please note that Print Track displays the per
14. Server closing but not remonitor that printer at Server reopening the printer shows as offline paused red X when the Server reopens Jobs that accumulated during Server closing are subject to the mass printing issue mentioned in the green starred paragraph above It is best to monitor such a printer and view any orphaned jobs in the Jobs Pending Queue belonging to that printer before putting it back online kkkkkkkkkkkkkkk When a job is printed or deleted it is moved from the Jobs Pending Queue to the Jobs Completed Queue If you wish you can continue to view completed jobs on the Jobs Pending Queue but by default this is not the case see section 8 0 for details For every job deleted a reason for deletion is posted in the Jobs Completed Queue Jobs records in the Job Completed Queue persist only while the Server is open server session ioj x a s e ajaj a s p Registration Activity OEvents Database Clients Codes Jobs Prices Reports Legend Help Printers Status Canon LBP 3260 A 9 Canon MF3110 aed Refresh 2 w Monitor amp Print gt 9 ClickBook Printer d K Sp eep Redirect H Lz RENESA IE Jobs Epson 4P 3260 ESC P 2 Stop Monitoring Gee EPSON Stylus COLOR 740 x Jobs Pending Jobs Kept Jobs Completed Settings ID Document Machine Logon Printer 17 Daily Kos State of the Nation DELL Bob HP Color Laserdet 2840 PCELG Letter Vv 1 5 5 E 18 M600
15. desktop Print Track icon to open the program Since you are starting the program for the first time you will be asked to specify the database for Print Track to use inix Path File Name C Program Files Print Track Print Track mdb Browse T View Enhanced Features B ey Test Connection Uk If the browse text box is not already autofilled press Browse You will see the newly installed Access database Print Irack mdb in the Print Track root file which was installed in Program Files Select it and then press OK on the Database Screen Print Track now opens to its Main Screen a 5 x y 9 Reports Legend Help Status Refresh 2 r Keep ClickBoo oF Jobs b 9 Dell LPT Dell PS3 xl Offline Jobs Pending JobsKept JobsCompleted Settings Print Job Delete Job I Show Selected Printer Only Refresh 2 Press the Registration button to see the limits of your trial or demo installation ioi x Version 1 14 Program Issued 11 1 2005 Parameters 9 15 2005 Machine Key LTzxZ8t901p 10sUS IgAKQ Demo Days Remaining 20 Registration Key Number of Printers 1 Print Track Release Station Yes Professional Version No a Purchase Now select one printer from the Printers List of the Main Screen Press the Monitor and Pause button to the left i Print Track ss lol x Eal B a E i 9 Registration Activity OEvents D
16. is added locally to an XP Pro or Home PC This utility only needs to be run once on aPC running Windows 2003 Server and does not need to be run at all ona PC running Windows 2000 Print rack Printer Utility must be run with Print Track Server closed See section 17 1 for details 5 Finally note that if you add a printer and monitor it with Print Track Server and subsequently encounter accounting errors e g copies not found you may need to update your ptpar dat file see section 19 0 or you may need to install the Client software on the PC that printer is local to Pro version issue 1 5 Using the Help File You can access this Help File anytime you are using Print Track merely by clicking the Help Button on the Main Screen Alternatively press F1 p J Legend a Status Refresh z Note that this entire Help File is included with the Print Track installation files DL or RG install in Word doc format As such it can be searched for keywords using the normal Find feature 1 6 Using the Legend The Legend button opens to the Legend screen to give you a quick overview of the Server s symbols and their explanation Monitored Printer Type Printer Attributes a Monitor amp Pause Unmonitored printer is online ready Private and Public clients enter a release 3 Unmonitored printer is offline paused password on the client popup Printing is from a Print Release station A Monitored printer i
17. monitored or unmonitored that might otherwise get lost or need to be reprinted for any reason 7 3 Job Completed Queue Any job originally printed or originally deleted from the Jobs Pending Queue while Print Track Server is open in session automatically shows up in the Jobs Completed Queue Jobs reprinted or deleted out of the Jobs Kept Queue do not show up in the Jobs Completed Queue A reason is always given in the Jobs Completed Queue for any job deleted If a job was inadvertently deleted or was autodeleted see section 9 0 you can track what happened to it here Jobs Pending Jobs Kept Jobs Completed Settings Joc A Machine Logon Printer Paper Color Duplex Copies Pages Total Price 24 Introduction 111105 doc DELL Bob DellLPT Letter 2 42 a4 05 31 Paint Shop Pro Print Layout SDELL Bob DellLPT Letter 15 Introduction 111105 doc DELL Bob DellLPT Letter You can also temporarily retain records of completed jobs on the Jobs Pending Queue though this feature is turned off by default These jobs are retained only till the next time the Refresh button is pressed on the Jobs Pending Queue manual refresh See section 8 0 8 0 Settings Tab The last tab on the Main Screen is the Settings Tab It has three subtabs General Intervals and Enter amp Exit Program The General Subtab allows you to attend to certain minor job functions associated with the Jobs Pending Queue Genera l Intervals
18. or put if offline the opposite of online shown as a red X ey Tosh4511PCL5c eg Meron DC 265 To reverse this process select an offline printer and press the Online bution You can change the online offline status of both local and remote printers in both versions of Print Track provided those printers are accessible and you have privilege to do so for your current logon For remote printers accessible means that the client PCs are ON and are members of the domain For a variety of reasons you may want to keep a printer s jobs after they print for possible reprint A good example of why this is important is the possible need for an Admin to reprint a paid for job that didn t print correctly in the first place To allow for reprints a printer must be configured to keep documents after initial printing To do this through Print Track select the printer and press the Keep Jobs button Keen Jobs 4 eB Tosh4511PCL5c e TOSH E sers DC 265 A printer can be set to keep its documents whether it is monitored or not Ifa printer is offline there are no jobs printed so there are none to keep The keep jobs function in Print Track only applies to local printers Kept jobs can be reprinted either by an Admin at the server through controls on the Jobs Kept Queue or at Print Track Release Station An Admin can charge for a reprint using the original billing code s or reprint for free
19. port on the Print Track Server that it talks to The default port is 30900 The report to server name can be an IP address Additionally you are allowed to set the period between client queries to the server By default it is set at 3 seconds Most probably you will never change this setting Finally you can change whether the client opens as a regular client or as a Print Track Release Station If you choose to have it open as a release station then you can also choose to have it open in full screen or maximized mode Here is a typical Client Settings Subtab Screen for a regular client 4 Print Track Client Administratia 1D x gtaebesenasenseasseseesesetneseneneseesvensenen Server Host Name or IP Address Dell Version 1 21 TCP Port 30900 Try to Connect Every 3 a seconds Print Release Station Open at Client Startup Default to Maximized 2 2 If you make any changes on this screen be sure to press Save You can minimize this screen requiring that you log in again by pressing the X in the upper right hand corner The Functions Subtab allows you to 1 monitor the client s chatter or communications activity and 2 exit the program This subtab also shows important information such as whether it is connected which is also shown by the color of the icon in the title bar here shown as green or connected and what the location of the local spool file is This last piece of informati
20. screen resolution This feature is available as part of Display Properties in Windows XP Pro and Home and Windows 2003 Server Right click on the desktop and choose Properties Settings Click the Advanced button and make sure that the DPI settings are Normal Size 2 Print Track Plus only monitors printers local to the Server including IP printers Print Track Pro monitors local and remote printers All printer names must be in the UNC format host printshare name Windows XP by default adds printers using an autoshare feature This needs to be turned off and new printers need to be added using the Add Printer Wizard To turn off autoshare left click on My Computer Choose Tools Folder Options View and uncheck the expression Automatically search for network folders and printers Click Apply and OK 3 When you install Print rack mdb Print Track s default Access database it is automatically installed in the root folder of Print Track Server When you open the Server the first time that file is autofilled in the database search textbox if the database was installed in the Server s root folder If it was installed elsewhere you will have to search for it We don t automatically install the database when the Server is installed to avoid accidental overwrites of existing data Note that the database can be installed anywhere on the network and can be password protected see section 3 2 1 2 1 Printer and Domain Issues
21. something wrong with a print job Also you must install Print Track Client if you are monitoring a printer local to a no job review client and that client is not where Print Track Server is installed Pro version only kkkkkkkkkkkkkkk Alternatively if you don t care about receiving error messages or the user s PC is printing to the server via Samba you can choose to accept print jobs from non reporting clients Accept Monitor amp Print jobs from PCs with no reporting client Non reporting clients are not the same as no job review clients non reporting clients have no client installed and so cannot report Theire jobs can only be located by Machine ID and logon 3 3 4 Naming Your Code Types In order to make accounting with Print Track as flexible as possible we allow you to change the name of each of the two code types To do this go the Codes Screen and click on the Codes Settings Subtab Gi codes 0 x D 2 Project EE Gide f B ims Depariment codes are used oni shen printing fom private cbents V Request Department code from clients Use TextBox Drop Down Minimum Characters 6 f co r Select the code type from the selection box above and type in the new name you want in the Name textbox Here the default code name Billing Code has been changed to Department Press Save and the name will change everywhere within Print Track including the three queues the reports
22. to 16 inclusive Codes are case insensitive The number of possible codes for a specific code name length using only numbers and letters is 36 raised to the power equal to the code name length Thus there are a little less than 2 2 billion 6 character codes 4 0 Print Track Client Management Much but not all of Print Track s client functions can be managed via Print Track Server In this section we show how to choose a client s status how to add and delete clients how to change the global client active password and how to adjust a client s settings at the client itself 4 1 Client Status As previously mentioned clients come in three varieties public private and no job review Public clients can only print to monitor and pause printers jobs sent from public clients generally print only after cash or equivalent payment has been received Private clients can print to any monitored printer Typically jobs sent from private clients are attibuted to one or two billing codes No job review clients can print to any monitored printer Jobs sent from these clients are attributed only to Machine ID logon and destination printer 4 2 Observing Active Reporting Clients When a client connects communicates with Print Track Server it automatically shows up as active meaning reporting to the server It status whether globally or individually assigned is shown along with its computer host name and IP address on the Ac
23. users private clients and some PCs on the domain would be used by trusted known power users who do not need to formally account for their printing activities no job review clients Trusted users sitting at private clients often need to attribute their printing activity to one or two codes These codes are nominally called billing codes but can be renamed as needed In the following sections we explain how to choose an accounting system for attributing printing activity coming from private clients 3 3 1 What is Open Accounting When codes of a particular type are not hidden from and can be selected by a user and new codes of that type can be created by a user at a client you have open accounting for that code type In practice a user chooses a previously entered code or codes from a drop down selection box or enters an entirely new code or codes at the client Both methods of entering a code are made available Here s how to set up open accounting Billing Codes Billing Code Settings Name Billing MW Request Biling code from clients Use TextBox Drop Down M Allow users to add Billing codes at client Minimum Characters 6 gt In open accounting an Admin chooses Drop Down in for a particular code type Once Drop Down is chosen for that code type the Admin then selects allow users to add codes at clients Open accounting is the preferred accounting method for lawyers who want to attrib
24. you can view the report in landscape in Adobe reader such that it is both immediately printable and can be viewed later by anyone anywhere If you print the report out of Adobe reader it is most readable when printed on its original export size paper 11 x 17 When you export to pdf you will be prompted to resize the report to smaller fonts Just click Yes You ll notice a block of little headers in different colors and fonts If you click on one you ll see that you can change the font type size and color for each type of header on the report generated try it Once you ve made any desired font changes you can save your new settings as the standard for all reports generated on the server PC by clicking the bottom computer save button If you change your mind and want to restore the original default settings then click the top paper arrow button Qf Job Log 11 01 05 11 30 05 Title Misc Subt 120305 2 36 10 PM ik Je E cl IFrinted Jobs Sorted by Printer Machine Logon The meaning of these two buttons is given automatically by hovering over them and reading the associated tool tip It is worth noting that while Job Logs Reports can be sorted by up to three data fields only the first two sort variables yield subtotals on the report The secondary subtotal shown in light purple is particularly useful when analyzing complex reports Note that you can have multiple rep
25. 0S erties Manual Print pdf DELL Bob HPColorLasewet2840PCL6 Letter M 1 19 MB000S eres Manual Print pdf DELL Bob HPColorLasewet2840PCL6 Letter 1 20 MBO000S eres Manual Print pdf DELL Bob HPColorLasewet2840PCL6 Letter _ 1 11 11 22 Solomon doc DELL Bob Dell LPT Letter 1 23 Ptpar Corrections October 5 doc SDELL Bob DellLPT Letter 1 bul If you like you can set a printer to keep jobs already printed see section 8 0 Printed but kept documents show up in the Jobs Kept Queue as well as the Jobs Completed Queue if they were created while monitored and can be reprinted After a period of time kept jobs are autodeleted if autodeletion for this reason is turned on Reprinted jobs are not posted to the Jobs Completed Queue but do show up in various reports as charged or uncharged for kkkkkkkkkkkkkkk Notes 1 If the Server is turned OFF and back ON autodeletion timers reset to their full amounts 2 Note that every time the Server reopens jobs in the Jobs Pending Queue and Jobs Kept Queue are recalculated for job characteristics but jobs previously priced do not have their prices updated 3 Any changes made to the Printers Folder on the PC where Print Track Server is located do not show up in that Server s printer list while the Server is open until you press the Printer Refresh button located above the Keep Jobs button 4 The Print lrack Printer Utility must be run each time a newly monitored printer
26. All reprints are properly accounted for 6 0 Price Groups and Paper Sizes Press The Prices button on the Main Screen to open the Price Groups Screen M Dell LPT Brother HL 1470N BR Script2 Canon 2100PS When you first open this screen you will see three default paper sizes selected with corresponding prices for both color and black and white B W These prices belong to the default Price Group called Normal A default Duplex Factor of 75 or 5 is shown as are all printers available to the Print Track Server PC Only local printers including IP printers can be monitored with Print Track Plus 6 1 Editing a Price Group Name You can edit the default or any Price Group Name by right clicking it selecting Change Price Group Name and typing in the new name Gig edit Name loj x Price Group Name EEUNE af Fe OF Cancel 6 2 Adding and Deleting a Price Grou You can also add a Price Group simply by pressing the Add Group button Elada price Group ini x Price Group Name gt Cancel Just type in the name of your new Price Group and press OK To delete a Price Group select the group and press Delete Group Printers in the deleted group are now free to be added to an existing or new Price Group All pricing associated with a deleted group is also deleted Note that for logical reasons a printer can only be in one Price Group at a time 6 3 Adding Printers to and
27. Every 10 Seconds Anonymous Users m Client Admin Password Public Client Popups fi 2357 Release Password fs Minimum Characters 6 You must have a Cieni Admin password The Cieni Admin password apples fo fhe Exit and Chent Admin funesions i Print Track j Accept Monitor amp Print jobs from Client oni if the hava connected Whe na PCs with no reporting client comected the password is always 12357 Wo Job Renew appiies fo oni Monitor amp Print piers The entry i enabled oni if no codes are sequesfed from cents Now you are ready to print Choose a file to print select as many copies as you want and send it to the monitored printer here Dell LPT Print Track Client pops up with the following dialog Print Track Client Job Information Document Copicode Alpha Default Settings Printer Dell LPT Job ID 4 D Color Size kb 12 7 Duplex Total Pages Price perPage Amount 2 500 40 10 You must enter a release password to retrieve WoUr print jobs ata print release station Release Password C e a Enter a temporary secure password and send the job on to the Print Track Server where it will be analyzed and paused for later release By default the password needs to be at least 6 alphanumeric keyboard characters Now you are ready to release the print job just sent Go to the system tray where the test Client is installed presumably the server PC Highlight the mini
28. Letter N N 1 110705 7 08P 4 protocol 0 0 WDELL Bob Letter N N 1 110805 11 204 10 Copicode Alpha Default Settings doc 12 DELL Bob Letter N N 1 110805 1 22P 13 Advanced Technologies for Image Control Devices and Compute 26 WDELL Bob Letter N N 1 110905 4 56P 7 Job Log 09 09 05 11 09 05 pdf 30 WDELL Bob Letter N N 1 1142 05 7 00P 22 Solomon doc 11 WDELL Bob Letter N N 1 1142705 7 01P 23 Ptpar Corrections October 5 doc 19 WDELL Bob Letter N N 1 11 1405 11 584 47 Introduction 111105 doc 6 UDELL Bob Letter N N 1 1114 05 2 54P 52 Advanced PO8917 pdt 21 WDELL Bob Letter N N 1 1145105 12 07P 60 MPJA November Specials Ref 196158 20 8 WDELL Bob Letter N N 1 A11 MRMS 7 420 Be BARIO TA 2 VEL Anh otteor hl hl 4 v Notice that the report is quite wide and therefore not suitable for best viewing on letter size paper For this reason we allow only export of the report in three formats you can copy the report unformatted to clipboard it will come out in a mixed tab and carriage return delimited format you can export the report to Excel if you have Excel all you would have to do is autoformat the column widths or you can export the report as a pdf document We recommend that if you are not using Excel to combine reports or integrate reports into a time billing scheme that you export to pdf Adobe Reader is free and universal and regardless of the size of the report exported saved as a pdf here as an 11 x 17 landscape document
29. MD processors speeds greater than 500 MHz and that PCs with local monitor and pause printers have adequate disk space for storing a relatively large number of spool files for an extended period This is especially true if jobs are kept for one or more printers Memory is recommended to be a healthy 512 Mb or greater The advanced Adobe Reader feature printing as image should not be used in general as it often produces very large spool files which will slow down the server application Print Track accurately accounts for pdf jobs printing out of Adobe Reader without using printing as image 1 3 Features of Print Track Print Track has many customer friendly and useful features including the following Print Track monitored printers are logged for document name originating PC client destination printer paper size number of pages number of copies all applications including Word color duplex Word always Adobe almost always all applications very often for many printers size and date and time submitted and completed Print Track Pro accounts for and parses print jobs on the PC that the monitored printer is local to thereby load balancing tracking tasks and cutting down on local area network traffic Print Track can charge individual prices for all paper sizes both for black and white and for color and allows for a price discount if duplex is detected in a Word or other documents A duplex discount is not
30. PRINT TRACK Advanced Printing and Accounting Software www tekvend com 800 815 6908 Print Track Administration and User Manual Copyright 2005 2008 Advanced Technologies Inc All Rights Reserved Table of Contents 1 0 Introduction 1 1 Licensing and Registration of Print Track 1 2 Minimum Requirements for Running Print Track Server and Client 1 3 Features of Print Track 1 4 How Print Track Works 1 5 Using the Help File 1 6 Using the Legend 2 0 Installation Procedures 2 1 Printer and Domain Issues 2 2 Installing Dotnet 3 0 Print Track Server Registration Database and Codes 3 1 Registering Print Track Server 3 2 Moving the Database Optional 3 2 1 Password Protecting the Database Optional 3 3 Choosing Your Accounting System 3 3 1 What is Open Accounting 3 3 2 What is Closed Accounting 3 3 2 1 Non Secure Closed Accounting 3 3 2 2 Secure Closed Accounting 3 3 3 Choosing No Accounting 3 3 4 Naming Your Code Types 3 3 5 Adding Codes at the Server 3 3 6 Modifying a Code Description at the Client 3 3 Adjusting the Default Code Name Length 4 0 Print Track Client Management 4 1 Client Status Types 4 2 Observing Active Reporting Clients 4 3 Choosing Client Global and Individual Statuses 4 4 Adding and Editing Clients at the Server 4 5 Miscellaneous Client Settings 4 5 1 What is a Non reporting Client 4 5 2 Why a Client Password 4 5 3 Client TCP Port and Ping Interval 4 6 Client Administra
31. Printing and Accounting Software www tekvend com 800 815 6908 1 0 Introduction Thank you for purchasing Print Track s a revolutionary new Windows based print tracking and accounting software package from Advanced Technologies Inc Please visit our website www tekvend com for all the latest documentation and available upgrades g Print Track comes in two versions Plus and Pro In its Plus version Print Track tracks all printing activity for all printers on a Windows network against originating PC client destination printer logon and billing codes if used Other print job related data are also tracked Billing codes support optional descriptive text fields and can be 1 pre entered but typed in at the client 2 pre entered but chosen from a drop down box at the client or 3 entered on the fly with the new codes entered at the client New codes can always be entered at the program server One or two fully customizable billing codes can be required By server setting the optional descriptive text field of any code can be edited at the client Billing codes don t have to be used In this case you can still review each print job for cost prior to it being printed Alternatively you can allow printing to occur without any client notification at all except errors Client software need not be installed if non reporting clients printing to non secure printers is allowed Client software does need to be installe
32. S CO HP CAD HP Color Laseret 3700 PCL 5c HP Color LaserJet 3700 PCL 6 HP Color LaserJet 9500 mfp PCL 5c Find and check off the newly monitored printer and click Save You can edit the Prices and Duplex Factor add Paper Sizes and change the Price Group Name later Close the Price Groups Screen Now press the Clients button If you put in the Server name properly for the local client when it first ran after install you should see it reporting as active on the Active Clients Subtab Here is what you should see ioi x a a Cens Seins IP Address 192 168 1 73 192 168 1 71 Server Host Name Dell Server P Address 192 168 1 71 In this image you are seeing two clients reporting because a second client was already installed If you are not seeing the desired client start it by pressing the Print Track Client shortcut placed on the server desktop and enter the server name or IP address in the subsequent dialog For simplicity you will want the test client here Dell to be a public client This means that the active client reporting has a little green coated man icon next to it If you don t see that icon select the client click on the Client Setting Subtab and change the global setting to public ioj x Active Clients Cients Settings Global Settings Communication Client Type TCP Port 30900 5 mite Trusted isas Check Connection
33. a job was sent from a private client to a monitor and print printer and billing codes is set OFF a message is sent back to the client giving the job info The user reviews the job and prints it or deletes it 2 If a job was sent from a private client to a monitor and pause printer and billing codes is set OFF a message is sent back to the client giving the job info and asking for a secure release password The user reviews the job and enters a randomly selected password of minimum length to print the job or else the user deletes the job A job not deleted is paused in the Jobs Pending Queue where it can be printed later by an Administrator or printed later via a Release Station At the Release Station the job is located via the secure password These jobs print for free and are accounted for by logon and Machine ID 3 If a job was sent from a private client to a monitor and print or a monitor and pause printer and billing codes is turned ON the user through his her client must provide one or two billing codes before sending the job on to the Jobs Pending Queue He she can also delete the job Billing codes types of which can be named anything may have to be a pre entered at the server but revealed to the user closed non secure accounting b pre entered at the server but not revealed to the user closed secure accounting or c pre entered at the server or entered at will at the client open accounting Onc
34. applied when the reported number of pages per copy is one Prices can be set to hundredths of a cent and be associated with groups of printers Custom paper sizes reported can be added to a price group Different currencies chosen in Windows regional settings are supported Print Track automatically groups multiple copies of an Excel spreadsheet into a single parent child row in its Jobs Pending Queue Print Track supports primary and secondary Number Up for Word Power Point Adobe and Web print jobs for all postscript and many PCL print drivers Check the Printers List on the Print Track web page at our website www tekvend com for complete details Print Track shows current jobs paused in queue all jobs held for reprint and all jobs completed i e printed or deleted When a job is deleted a reason is always given Jobs held for reprint but printed while unmonitored orphans are also shown Completed jobs are shown only for the time Print Track is open the server session Print Track allows for full customization of its three queues Pending Kept and Completed both for column show and hide and column order Each column shown supports A to Z and Z to A sorting Each queue can itself be printed either normally or printed to fit on one page Each queue can also be exported to Excel Print Track Server and Print Track Release Station allow for administrative or other reprinting of jobs not correctly print
35. atabase Clients Codes Reports Legend Help Printers 7 eg Brother HL 1470N BR Script2 a Status Monitor amp Pause 6a a zm wer SER Sa s Aadi malic Refresh z Monitor amp Print 9 gt Aan ibaa Redirect H ClickBook Printer Stop Monitoring Keep Jobs b x Jobs Pending Jobs Kept Jobs Completed Settings Print Job gt Delete Job 5 J Show Selected Printer Only Refresh z ID Document Machine Logon Printer Paper Color Duplex Copies Pages Total Price Amount Printed Size kl You are now monitoring that printer here Dell LPT Please note that in the Plus version of Print Track you cannot monitor printers locally attached to PCs other than the server PC remote printers You can monitor remote printers with the Pro version of Print Track You will want your newly monitored printer to belong to a Price Group Press the Prices button to open the Price Groups Screen Gres Groups 10 x C Price Groups Paper Sizes Price Group Names a x Add Delete Group Group Duplex Factor 45 Price Price Paper Size Baw Color 0500 4900 Brother HL 1470N BR Script2 1000 7500 Canon 2100PS 2000 9900 Canon LBP 3260 W Dell LPT Canon MF3110 ClickBook Printer Dell PS3 Epson 4P 3260 ESC P 2 EPSON Stylus COLOR 740 C EPSON Stylus Photo R300 Series Fiery X3e 31C M PCL v2 0 Fiery X3e 31C M PCL v2 0 eu FinePrint Gen P
36. atabase button in Print Track Server and use the browse function to identify the database s new location Note do not accidentally move the file User Settings mdb This file must stay in the User Settings subfolder in the Server s root directory 3 2 1 Password Protecting the Database Optional It is possible to password protect Print Track s Access database so that the database cannot be changed except by an instance of Print Track Server itself To do this you will need Access itself Here is the procedure 1 Open Access but not the database itself 2 Choose File Open and open the database but use the arrow to the right of the Open bution to select Open Exclusive Make sure you are opening Print Track madb and not another mdb file 3 In Open Exclusive select Tools Security Set Database Password 4 Enter and verify the password 5 Open Print Track Server You will be prompted to select a database The database location is fine but the password must now be set 6 Select View Enhanced Features 7 Type in the database password and press OK The Server will open and run now 3 3 Choosing Your Accounting System Print Track has been designed from the ground up to allow you to have a robust but flexible accounting system in a mixed environment By mixed environment we mean that some PCs on the domain would be used by anonymous users public clients some PCs on the domain would be used by trusted Known
37. copy price to four digits to the right of the decimal point four sig figs for each price in a Price Group You can type in up to six digits but the displayed and saved price will show as the rounded four digit equivalent When a print job s value is calculated it is automatically rounded up to the number of digits allowed for the Windows regional setting This rounded value is what is shown in any Client Popup or Jobs Pending Queue record for the job You can display the value of a job to four sig figs but you will probably need to change the regional settings for the country you are in See section 16 0 for a full explanation 6 6 Managing Paper Sizes There are more than 120 paper sizes available for tracking in Print Track To add or remove a paper size click on the Paper Sizes Subtab underneath the Price Groups Subtab To add a paper size to monitor select it from the Available column press Add and then press Save This is what you should see fijPrice Groups lol x Price Groups Paper Sizes Available Used Paper Size Legal Price Group Baw Color Normal 1000 7500 Note that the prices associated with a selected used paper size are displayed in the lower right corner of this screen sorted by Price Group You can remove a paper size from those monitored by selecting it in the Used column and clicking Remove any prices associated with this paper size will be deleted upon confirmation
38. d on PCs other than the server where monitored printers are local feature available in Pro version only Jobs can be screened for automatic deletion after an appropriate time interval based on spool file size total number of pages total job cost jobs associated with paused but unmonitored printers and certain accounting or printing errors In the Pro version of Print Track accounts can be set up and associated with logons and or a billing code to account for and limit by value a user s total printing activity Value can be replenished automatically or manually in a variety of sophisticated ways Both versions of Print Track monitor printers in one of two ways monitor and immediately print and monitor and pause for secure release and printing later Just press one of the top two buttons shown to start monitoring a printer M Printers Monitor amp Pause gd Monitor amp Print Redirect E SESSA 1 Additionally monitored printers being serviced can have their print jobs redirected to an equivalent printer third button shown feature available in Pro version only Any redirection of print jobs can be unilateral or periodic so as to achieve load balancing Printers can be taken out of service entirely offline paused jobs accumulating without any monitoring by pressing the Offline button a Status im keep Jobs p Offline Jobs sent to monitored and unmonitored printers can be retain
39. ded here to Group Excel Copies This is a reasonable choice when Excel prints multiple copies on the same Excel spreadsheet it prints them as individual copies This can be quite annoying when you are looking for another job in the Jobs Pending Queue Print Track automatically groups in parent child format multiple copies of the same Excel spreadsheet on the Jobs Pending Queue provided they report within the Excel Grouped Copies time interval specified on the Intervals Subtab of the Settings Tab by default this timer is set to 10 seconds Presumably most people would continue to want to see this grouping of Excel spreadsheet copies in any report We have also decided to surpress messaging on this report Messaging can be very useful but if not desired it clutters up the report There are two kinds of messages the ordinary error and other messages that show up normally from time to time in job records e g printer is not checked in any price group and the reprints logs messages that explain in detail when a reprint was charged for if charged for and when it was completed reprinted Pressing the View Report button yields this result Gi Job Log 11 01 05 11 30 05 E 10 x m Ea Copy Excel PDF Job Log 11 01 05 11 30 05 Printed Jobs Sorted by Printer Machine Logon Completed ID Document kb Machine Logon Paper Size Color Duplex Copies P 11 07 05 6 11P 2 Namecheap com Summary 15 WDELL Bob
40. e a billing code or codes is successfully entered the job prints if sent to a monitor and print printer or is queued for later release if sent to a monitor and pause printer 4 If a job was sent from a public client to a monitor and print printer it is autodeleted as a disallowed job An informative message is sent back to the client Public clients cannot print to these printers since they are not secure and payment cannot be demanded 5 If a job was sent from a public client to a monitor and pause printer a message is sent back to the client giving the job info and asking for a secure release password The user reviews the job and enters a password to print the job or deletes the job The job is paused in the Jobs Pending Queue where it can be printed later by an Administrator or printed later via a Release Station At the Release Station the job is located via the secure password These jobs must be paid for 6 If a job was sent from a no job review client to a monitor and print printer it prints without Client Popup unless an accounting error is detected 7 If a job was sent from a no job review client to a monitor and pause printer it acts just like a private client with billing codes OFF See 2 above kkkkkkkkkkkkkkk When Print Track prints a print job two things happen the job is unpaused permanently and the printer is then unpaused for a very short period of time We say that the printer s gate ha
41. ed Print Track supports the automatic deletion after a period of time of print jobs exceeding a maximum spool file size or total number of pages It also supports automatic deletion of documents based on total cost Jobs reporting zero cost can be disallowed too for security reasons Still other jobs are automatically deleted for basic printing or accounting errors or because the jobs belong to printers that were themselves paused but unmonitored at the time the jobs were created or printed These autodeletions have their own timeouts for each printer monitoring type for maximum flexibility Print Track supports the automatic stripping of annoying Microsoft prefixes in document titles Print Track supports a soft limit of jobs monitored per printer Jobs submitted above the maximum number are still accepted and the soft limit is increased This soft limit process speeds up the accounting and parsing process Print Track supports the use of temporary passwords for secure release of sensitive print jobs and print for pay print jobs queued to monitor and pause printers Print Track supports the use of billing codes with optionally used and client editable descriptive fields in open and closed accounting modes These billing codes can be used at a release station in a variety of ways Print Track Pro supports account codes that limit printing activity by account value Value can be replenished manually automaticall
42. ed kept for reprint later by pressing the Keep Jobs button This is especially useful in print for pay situations where refunds for monitored but misprinted jobs would otherwise be necessary Reprinted jobs can be charged for or not and are fully accounted for Unmonitored but printed jobs can also be reprinted and charged or billed for Print Track comes as a server application with an attendant client application Print Track Client The client application should but doesn t have to be installed on every PC originating a print job as long as it is installed on every PC where the destination printer is local client PC printer monitoring available in Pro version only In fact the client is not needed at all if all monitored printers are local to the server and you are tracking printing by logon printer and machine ID only Print Track is licensed as time leased software by server and by monitored printers Reporting clients are unlimited but for practical purposes monitored printers are limited to twenty in number Licensing information can be found by pressing the Registration button Registration Activity M Printers Ld iLa a APE which opens to the Registration Screen ij Print Track Registration E 10 x Version 1 20 Program Issued 1171 2005 Parameters 1 8 2006 Machine Key LTzx28t901pY 10sUSIgaKQ Registration Key 7SadMzYCerSuq4MXa TnCUudJTE7mNStgizcGhO4lUpai
43. ensed on the PC where Print Track Server is running In print for pay scenarios Print Track Release Station works in conjunction with a vending apparatus for example our M6xxxS L or M7xxxS L coin ops to facilitate payment for and printing of print jobs belonging to anonymous users Note that trusted and power users print for free at a Print Track Release Station but they still have to enter a temporary secure password to locate and print their secured jobs Non secure print jobs coming from non Windows clients printing via Samba can be located by logon and or Machine ID at the Print Track Release Station and can be paid for with cash or one or two billing codes See Mac Track section 13 0 Print Track Server needs to run on an Administrator logged on print server Plus version or any Administration logged on PC Pro version Server must be secured from tampering see section 18 0 Printers do not have to be electronically or physically local to be local to a print server they can be set up as IP printers Print Track Release Station can run on any PC on the domain presumably a PC physically near one or more of the actual printers being monitored and paused It does not require Admin logon to function Print Track Release Station runs as an alternate form of Print Track Client Print Track Client and Print Track Release Station are both password protected in their ON or OFF states for integrity and consistency of use
44. er Please see our white paper Controlling and Accounting for Printing on a Windows Network on the Tekvend website for details on server client and domain requirements If you have the RG Install Disk place it in your CD drive If autorun is ON a menu will pop up If you have the DL install version or autorun is OFF open the install folder and run Print rackinstall Menu exe Print Track Installation l Dj x Print Track Print Track Client i Install Print Track Client Install Print Track Client on e remote PC s used to send print lled only for the first user jobs and on remote PC s with allation on a network d printers Install Empty Access Database The database should b insta inst Pressing the button Install Print Track installs Print Track Server the main application on the current PC The install should be straightforward especially if you are installing from the RG disk If you are using the DL install version be sure that your broadband internet connection is open and that there is no firewall blocking program e g Zone Alarm interfering with the installation At this point if you have never installed Print Track before you will need to install an empty Access database Print Track will work with other SQL databases but for most installs the Access database is sufficient If you are reinstalling Print Track it is important to not accidentally overwrite the currently used Access database and t
45. ever lost If you wish you can print any of three queues normally as a single sheet or as an Excel spreadsheet Just right click within the queue itself ID Document Machine Printer Paper Color D E 24 Introduction 111105 doc DELL pii Dell LPT Letter 25 Solomon doc DELL Bob Dell LPT Letter H cec xls LAPTOP Print ell LPT Letter 26 Copicode Alpha Default Settings SSTEKVEND Print Fitted to Width ell LPT Letter Export to Excel Here we see a context sensitive menu allowing for the three choices mentioned above 7 1 Jobs Pending Queue You can print or delete any job in the Jobs Pending Queue Simply select it and press either the Print Job or Delete Job button Print Job Delete Job a Show Selected Printer Only ID Document Machine Logon i 24 Introduction 177108 doc WWDELL Bob 25 Solomondoc ADELL Bob E ccc xls LAPTOP i Bob 26 Copicode Alpha Default Settings SSTERVEND NC4LE60 ih Administrator If the queue is showing jobs for multiple monitored printers you can show jobs for just one printer by first selecting it from the printers list and then checking Show Selected Printer Only Although the Jobs Pending Queue frequently autorefreshes you can always manually refresh it by pressing the Refresh button on the queue itself Although there is little or no reason to do so you can also manually resize any column width by placing the curs
46. generator and all reports You can change the other billing code if used without leaving this screen by choosing it from the selection box 3 3 5 Adding Codes at the Server Regardless of the accounting system you choose you can always add codes of either type at Print Track Server Simply go to the Codes Screen and view the Codes Subtab Gi codes O x B 2 Project Department Codes Department Code Settings To add a new code select the code type from the selection box above and type in the code and optionally a description Code name length is limited to 16 characters and code name description is limited to 25 characters Any characters can be used for a code name Press Save to store the new code Press Cancel to start all over You can delete a code if it has never been used merely by selecting it and pressing Delete If printing activity has posted against a code it cannot be deleted but it can be made inactive by checking Inactive The code will continue to display but will be grayed out 3 3 6 Modifying a Code Description at the Client This section is under construction 3 3 Adjusting the Default Code Name Length For security purposes code names must have a minimum length By default that length is 6 characters but you can change it if you like Use TextBor Drop Down M Allow users to add Department codes at client Minimum Characters The range for code name length is 1
47. id learning how to use the Report Generator Screen For those busy individuals Print Track supplies a standard set of Custom Reports To produce a Custom Report click on the Custom Reports Subtab and choose the desired report and time interval For example you might choose Printers by Machine for the last month Here is a partial view of such a report ij Printers by Machine Report 11 15 05 12 14 05 loj x Title mise a D m GR J Page Print Copy Excel PDF 12 14 05 6 28 34 PM Printers by Machine Report 11 15 05 12 14 05 Size Pages Reprints Repr Repr kb Total Amount Amount Chg Free Dell LPT UDELL Machine Total 2531 756 37 80 0 40 8 2 WLAPTOP Machine Total 11 2 0 10 0 00 0 0 WEKYEND NC4L86Q Machine Total 6 2 0 10 0 00 0 0 Dell LPT Printer Total 2548 760 38 00 0 40 8 4 EPSOH Stylus Photo R300 Series UDELL Machine Total 191 69 33 51 0 00 0 0 EPSOH Stylus Photo R300 Series Printer Total 191 69 33 81 0 00 0 0 HP 4N4N PCI fi hl Again this report can be printed copied to Clipboard or exported as an Excel or pdf file 11 5 Adding a Custom Logo to Your Reports This section is under construction 12 0 Client Management You have already learned how to set up Print Track Client but there are other management features on the client worth noting For example if your current Registration Key allows you to use Print Track Release Station with or without a Tekvend controller the client
48. ion Any individual column can be hidden by right clicking on its name in the column title bar Jobs Pending JobsKept Jobs Completed Settings a PrintJob Delete Job Show Selected Printer Only 43 Refresh 2 11b ID Document monies 7 Fuplex Copies E 24 Introduction 111105 doc piei a amp 25 Solomon doc DELL Bob hoe ccc xls WLAPTOP EES Ee esc UE CE Bob 26 Copicode Alpha Default Settings S TEKYEND NC4L880 aa Adminis Any columns hidden can be restored by right clicking the column title bar again and choosing either to restore that column specifically or to restore the original columns and their arrangement You can Save or Cancel any column changes When exiting the program you will be prompted to save or not save any column changes made but not yet saved Columns can also be rearranged to your needs and taste Simply drag and drop a column name to the location desired Jobs Pending Jobs Kept Jobs Completed Settings fa Print Job gt Delete Job T Show Selected Printer Only 43 Refresh 2 lla B Paper Color Duplex Copies E 24 Introduction 111105 doc beled Letter 2 Ava 25 Solomon dac SAQELL Bob Dell LPT Letter LJ Ss a DellLPT Lete O O 2 l E 2 Letter Here the Printer column is being moved to the left Again the column title bar context sensitive menu allows you to restore the original columns in their original order so no column is
49. it button or right click the Print Track Client or Release Station system tray icon and choose Exit In the latter case you will have to enter the appropriate connected or disconnected password The Reconnect button is used rarely to disconnect and reconnect the client to the server so that the client can send an updated set of settings to its server or new server The Activity function is straightforward opening to a screen that allows you to selectively monitor types of TCP communication as well as to monitor local printer parsing and accounting functions Pro version only 4 6 3 Client s Windows Startup The Windows Startup Subtab allows you to automatically have Print Track Client or Release Station if chosen to start up when Windows starts or when a new user logs on V Open Print Track Client at Windows Startup M Local Machine in Registry Software Microsoft Windows Current ersion Run C Program Files Print Track Client Print Track Client exe This is achieved by placing an entry in the HKLM portion of the local PC s registry To do this just check off Open Print Track Client at Windows Startup and press Save 4 Client Requirements Print Track is a robust product allowing you to support different kinds of clients needing different kinds of accounting needs In the following sections we discuss which PCs need the client application and which don t 4 7 1 Where Clients Must be Installed Print Trac
50. k Client must be installed on the following PCs a any PC where a billing code or codes will be entered b any PC where a secure password will be entered c any PC where error messages need to be seen and d any PC other than the server PC where a local printer is being monitored In general it is a good idea to install the client application on any Windows based PC on the LAN where monitoring of printing activity is needed There is no theoretical limit on number of clients and Print Track is not licensed by number of clients 4 7 2 Where Clients Need Not or Cannot be Installed Print Track Client need not and perhaps ultimately cannot be installed on the following PCs any PC where you are tracking printing activity only by Machine ID and logon This includes Linux and Mac PCs that cannot utilize the client program whose jobs nevertheless can be searched for at a release station by Machine ID or logon using Mac Track 4 8 Print Track Release Station PTRS Print Track Release Station is designed to work in three ways a for secure release only possibly against a billing code s or account or as a zero value job no vending station attached b for release against payment using a legacy controller pulse mode or c for release against payment using a TekVend controller A separate manual is available on the TekVend website explaining the operation of Print Track Release Station In this section we explore only h
51. later version of any of the major components of Print Track server client database and parameters file ptpar An updated component always works as long as your updates expiration date has not passed and the build date of the component is not after the updates expiration date In almost every case the server and updates expiration dates are the same To obtain updates press the Updates button This will take you to the PT Updates web page of the Tekvend website You will not be allowed to go to this webpage after your updates expiration date has passed Ten days before your Server license is about to expire you will receive a warning message To renew your Server license press the Renew bution This will take you to the PTRenew webpage of the Tekvend website If you want to add printers to your Server license before it expires press the Add Printers button This will take you to the PTAddPrinters web page of the Tekvend website Here you can add but not subtract printer licenses from your current server license Additional printer license charges are determined on a prorata basis 3 2 Moving the Database Optional By default Print Track s Access or equivalent SQL database is installed in the program s root directory but you can move that database to any convenient network location Just remember to tell the Server and any other Server instance using that database what the database s new location is To do this press the D
52. lobal status Newly reporting clients or clients reporting for the first time again after being deleted will assume the global status until individually changed if ever Be sure to choose a global status that will be the most popular type of client status this way you only have to modify the status of a few clients as exceptions 4 4 Adding and Editing Clients at the Server You do not have to wait for a client to report to add it or edit its status on the Clients Subtab of the Clients Screen To add a client not currently in the list displayed simply type in its computer name choose the client status and click Save To find that name right click on the computer s My Computer icon and choose Properties The computer s name is on the Network Identification Windows 2000 or Computer Name windows XP or Windows 2003 tab To edit a client s name and status click on it change its name and or status and click Save ioi x Active Clients Clients Settings i Laptop tekvend nc4l88q Added 11 07 05 03 12 PM LastLogin 11 14 05 03 50 PM Fe x Save Cancel Delete At this point you can also delete a client provided it s not reporting To stop a client from reporting turn it off See section 4 5 2 for details 4 5 Miscellaneous Client Settings at the Server In the next section you will learn to make general Server based settings for all clients such as allowing non reporting clients setting
53. mized Print Track Client icon Test Docs Open Print Release Station Open Print Track Client Admin Exit select Open Print Release Station to see the following Print Release Station 4 Flease enter the release password for your jobs Then click OK or hit Enter Release Password The Client has now been transformed into a Print Track Release Station Notice that the icon in the system tray changed accordingly If you now enter your temporary secure password all jobs associated with that password currently one will display in the following way ID Documen t Printer Pages Price Amount Pay Submitted 4 Copicode Alpha Default Settings doc DellLPT 2 0500 010 11 09 11 58 Total Amount Selected 0 10 Print Job gt Delete Job z Here one job requiring payment has been selected It can be deleted or printed with payment depending on what the job owner s preference is A Tekvend controller or similar vending device should be attached to the Print Track Release Station here the same as the Server in order to complete a pay vend In the demo version you can use a Release Station without having an actual vending device attached by sending zero value jobs See section 4 8 for details INSTALLATION IS COMPLETE kkkkkkkkkkkkkkk Known Issues 1 Print Track is a dotnet application Some screens will not render properly if you choose to render screen icons oversized relative to the chosen
54. n password 4 5 3 Client TCP Port and Ping Interval On the same Client Settings Screen you can change the default TCP Port from 30900 to another of your choosing Important all clients reporting to the server must be set to this port number Recommendation use this default port number which is unassigned by IANA For further information on port assignment go to the website http Awww iana org assignments port numbers Communication is assured between server and client by a constant background pinging between the server and any reporting clients This setting is made on the Client Settings Subtab If your network is slow you may wish to increase the default setting 10 seconds but in general you can just leave it alone If the server closes a reporting client s system tray icon will change from green to red within the ping time The opposite is true as well If you intentionally exit Print Track Client ona client PC you should see it disappear from the Active Clients Screen within a few seconds 4 6 Client Administration at the Client You can enter Client Administration anytime you want whether the client is connected active or reporting or disconnected just right click on the client system tray icon and select Open Print Track Client Admin Test Docs Open Print Release Station Open Print Track Client Admin Exit When connected use the Client Password mentioned above section 4 5 2 when disco
55. nnected use the default password 12357 IF Print Track Clien EF loj x Client Admin Password m 4 Press OK to enter Client Administration 4 6 1 Client Settings Client Administration opens to three subtabs settings functions and startup The Client Settings Subtab which you have already seen when installing your first client looks like this IF Print Track Client Adm tion O x gosesesseeeesoosseossooseosseoseeseocesossosse f tient Settings i Functions Windows Startup Server Host Name or IP Address Del Version 1 14 TCP Port 30900 Try to Connect Every 3 seconds Print Release Station Open at Client Startup Default to Maximized S l On this subtab you can enter or change the Server Name that the client will report to its own port how often it should attempt to connect to the server anytime it is disconnected whether it should open as a client or a release station and how it should open as a release station If you are using multiple Print Track Servers you should have a plan as to which clients will report to which server Make sure that the Client TCP Port is the same in the client and its destination server otherwise communication will not occur Our advice is that you use the same port number for all clients but you can choose a different port number for each server if you like When a client is disconnected from its server it tries repeatedly to ree
56. nter groups are useful for load balancing heavy volumes of printing sent to identical or equivalent printers Generally speaking these printers should be physically located near each other When a job prints to a printer in a group the user is informed either at the Originating client or at a release station to which printer the job is being sent 5 1 2 Printer Redirection In the Pro version of Print Track if a printer needs to be serviced its jobs can be redirected to another monitored printer Note jobs sent from a public client cannot be redirected to a monitor and print printer because public clients cannot print to monitor and print printers If a printer s jobs are redirected to a printer that is part of a group see section 5 1 1 then the jobs will be printed by the group If there are no printers currently available to the group then the user is informed that the printer is currently not available please choose another printer 5 2 Printer Status Controls Over and above monitoring printers you can manage your printers statuses for two functions online and keep documents A printer prints normally when it is online and unmonitored This is shown is Print Track as a printer icon directly to the left of the printer s name eg Tosh451 PCLS fey TOSH4511PCLE Ge erox DC 265 By pressing the Offline button in the printer status section of the Main Screen you can take a selected printer out of service
57. o regularly back up that database in another location Finally you need to install at least one instance of Print Track Client For convenience install the Client now on the same PC you installed Print Track Server on To do so press the Install Print Track Client button on the Print Track Install Menu When installing Print Track Client you will be asked if you want the Client to start when Windows starts This is what you should see Print Track Client Installation You can also control this setting from within the program J Open Print Track Client at Windows Startup Generally speaking this is a good idea If the Client starts with Windows and each new logon it will automatically show up minimized in the system tray Alternatively you can select the Windows startup option later in Client Administration See section 4 6 3 At the end of the Client install you will also be asked if you want the Client to start at end of installation If you choose yes you will be presented with a screen asking for the name or IP address of the PC where Print Track Server was installed IF Print Track Client Ioj x Server Host Hame or IP Address Yau can And iese oT iTe Commuvnearan fab af Aan Tack Serves m Feb Chen The Server Host Name can be found by right clicking My Computer on the Server and selecting Properties Network Identification You are now ready to try Print Track Double click on the installed
58. of this utility without the written permission of Advanced Technologies Inc of Illinois is strictly prohibited The utility automatically detects which printers need to have pooling turned off The operation of the utility is straightforward follow the two steps First turn off printer pooling for the checked printers and then second restart the Windows Printer Service You cannot run Print Track Printer Utility while Print Track itself is running because of the need to turn off the Windows printer service If you try to monitor a printer within Print Track that needs to have printer pooling turned off the program will tell you this Note in some cases you may find that the Windows Printer Service is dependent on another service installed surreptitiously during a printer driver installation Most of the time this is harmless but check with your IT professional Print Track Printer Utility is software exclusively owned by Tekvend Advanced Technologies Inc of Illinois It is not free nor is it being freely distributed No one may use this software except in conjunction with the purchase of Print Track Plus or Print Track Pro Any unauthorized use is a violation of copyright law and will be prosecuted to the fullest extent 17 2 Adding Printers Provided that you do not have to run Print Track Printer Utility you can freely add local printers and print shares Pro version only for subsequent monitoring without closing Print T
59. on is important when you are using Print Track Pro which allows for monitoring of printers local to a client Here is a screenshot of a typical Functions Subtab Screen 4 Print Track Client Administration 10 x Client Settings Functions Windows Startup Reasessousaseaesenssaseveassnveceneet Activity Log E Exit Print Track Client A Connected Spool Folder CAWINNTSSystem32 spool PRINTERS Here is a screenshot of the Client Activity Log Screen 4 Client Activity Log 15 x Out CHECKSERVER Out CHECKSERVER In CHECKCLIENT 7b090 In In 2 messages received at once ut CHECKSERVER Out CHECKSERVER nm PARSEREQUESTI4Dell LPTIDELLI IIT ruelR NIIP YIHBISICT YY P lt xIF 8131 2IF alsel0 FalselFalse gt PARSERESULTI 4 Dell M Monitored Printers Jot o TCP Communication ut PARSE i LPTIT ruel3lF alsellF alselF alselF alsellF alselO F alsell IV Tries to Connect ut 0B14Dell LPT FalselU T ruel2 2 2006 6 52 19 PMI3H OlecececclO FALSEIOIFALSE In V Messages In n 2 messages received at once In JOB 4Dell LPT FalselUIT ruelT ruel 310 Amanda docl DELL Letterl2 2 2006 6 52 03 PM FalselF alse 81 05 In In 2 messages received at once MV Messages Out S The Windows Startup Subtab allows you to set how the client runs automatically Do you want the client to open every time Windows starts and every time a new person logs on This is typically the case
60. or directly to the left of a column name When the cursor changes to a double bar double arrow you can drag the column name to the left or right effectively making that column s width change 7 2 Jobs Kept Queue Any job that is kept after printing is shown in the Jobs Kept Queue including jobs printed while unmonitored a category of so called orphaned jobs Jobs Pending Jobs Kept Jobs Completed Settings FrintJob gt PrintJob Delete Job S Show Selected Printer Only Charge Don t Charge ID Document Machine Logon Printer Paper Color Duplex Copies Pages Total F 28 ccc xls SLAPTOP Bob Dell LPT 1 1 30 Introduction 111105 doc ADELE Ei Dell LPT E 5 32 Paint Shop Pro Print Layout SADELL Dell LPT 14 Introduction 111105 doc DELL Bob DellLPT 1 Introduction 111105 doc SDELL Bob Dell LPT FA 18 Introduction 111105 doe DELL Dell LPT Letter 1 1 f 1 Jobs reprinted from this queue can be charged for or not charged for as an Admin just press the appropriate Print Job button Cash for any job charged for and not attributed to a billing code s must be collected manually Orphaned jobs can be reprinted but they do not show up in any report Kept jobs of any kind can be deleted by pressing the Delete Job button You can display only jobs kept for a printer selected in the printers list by checking Show Selected Printer Only The jobs kept feature is a great way to temporarily archive printed jobs
61. ort windows open at the same time 11 2 Totals Only Reports Totals Only Reports are the same as Job Logs Reports except that all data fields are surpressed except the following first sort variable second sort variable total size of all documents total pages of all documents total amount for all documents originally printed or completed total amount for jobs reprinted and charged for if running a printed report total pages reprinted and charged for and total pages reprinted for free The totals refer to the second sort variable Here is a partial view of the same report as that mentioned in the last section but now generated as a Totals Only Report Gi job Log 11 01 05 11 30 05 Oj x rite Mise E D s HA m Body 3 Page Print Copy Excel PDF 12 03 05 3 23 27 PM Job Lo g 11 01 05 11 30 05 Printed Jobs Sorted by Printer Machine Size Pages Reprints Repr Repr kb Total Amount Amount Chg Free Dell LPT UDELL Machine Total 1512 729 36 1000 0 3500 3 WLAPTOP Machine Total 11 2 0 1000 0 0000 0 WEKVEND NC4L68Q Machine Total 6 2 0 1000 0 0000 0 Dow Dell LPT Printer Total 1529 733 36 3000 0 3500 HP Color LaserJet 2840 PCL 6 Notice that there is no third sort in Totals Only Reports 11 3 One Code Value Reports When using billing codes to charge third parties for printing activity it is very convenient to produce printing activity reports for individual billing codes Such rep
62. orts can function effectively as invoices to the third party For example you might want to produce a Totals Only Report for one client billing code type 1 and all matters for that client billing code type 2 Here is what the Report Generator Screen would look like for such a report ioii Logs Custom Reports Ist 2nd 3rd Include Jobs Bow are Bear O J Machine Deleted BB ml ff bears T P Paper Size MI p Client From f2 4 05 v Through 12 1 4 05 v M p Matter r m a Color BW C Date Submitted Date Completed OT J Duplex M One Value a V Client XYZ Company er alari V Group Excel Copie Non Matter F Include Reprint Log Here is what such a report would look like Hiob Log 12 14 05 12 14 05 E 10 x Title Misc a D 8 C p Page Print Copy Excel PDF 12 14 05 6 14 36 PM Job Log 12 14 05 12 14 05 Printed Jobs Sorted by Client Matter Size Pages Reprints Repr Repr kb Total Amount Amount Chg Free x Z Company Widget Manufacturer Potato Lawsuit Matter Total 7 5 0 69 0 00 0 0 Toaster Case Matter Total 191 68 33 32 0 00 0 0 Widget Shortage Matter Total 0 1 1 0 49 0 00 0 0 XYZ Company Client Total 198 74 34 50 0 00 0 0 Grand Total 198 74 34 50 0 00 0 0 This report can be printed copied to Clipboard or exported as an Excel or pdf file When printing margins can be adjusted by pressing the Page button 11 4 Custom Reports some Admins may want to avo
63. ow for that currency In XP and Windows 2003 Server you may have to click Advanced to get to the screen where you change the number of digits to the right of the decimal point Here is a Windows 2000 screenshot for English United Kingdom showing pounds and 4 digits to the right of the decimal point General Numbers Currency Time Date Input Locales Appearance samples Positive E 23 456 789 00 Negative 5 23 456 789 00 Currency symbol B v Positive currency format 1 1 Z Negative currency format 21 1 ba Decimal symbol v No of digits after decimal Digit grouping symbol v Digit grouping 123 456 789 z Cancel Apply Carrying the extra digits for pricing and job values is very useful for salespersons that quote installations of leased equipment on a per click basis where each click is valued to hundredths of a cent 17 0 Printer Management The control of printers in a Windows environment is very complex In order to track print jobs effectively it is necessary to follow a print job s so called spool or machine ready file by its spool file number This means that in practice we must turn off Windows printer pooling Windows printer pooling is a function whereby print jobs are sent to a pool of identical printers such that the next available printer in that pool prints the job Print Track turns off this pooling feature to ensure accurate identification of print
64. ow to release jobs when no vending station is attached When Print Track Release Station is operational and connected to it server it looks like this in non maximized form Print Release Station J Please enter the release password for your jobs Then click OK or hit Enter Release Password The user who can send print jobs from any client type enters the secure password she used for to send those print jobs If the user sent jobs of zero value from a public client she should see this ni P 5 57 Hi Gene doc Dell LPT 1 000 0 00 4 06 11 3 15 35P DELL 58 Manual Working Doc doc Dell LPT 1 0000 0 00 4 06 11 3 16 42P DELL gt Print Job gt Delete Job g Done a At this point she can select any or all of her queued jobs and choose either to delete them or print them She can also leave jobs for printing later should she choose although typically such jobs are autodeleted after a specified period of time See section 9 0 for further details Notice that here her jobs are checked as pay jobs even though of zero value because she sent them from a public client Once a user has selected which jobs to print she should press Print Job Note absent a connected vending device Print Track Release Station will only work with no pay jobs These are jobs that are either sent from public clients but have zero value as shown above or jobs sent from private clients which are always no pay This assumes that
65. p a ol B You can at any time either clear the Activity Screen Display by pressing the Clear Button blank paper icon or copy the Activity Screen Display by pressing the Copy to Clipboard Button the left hand button You can also highlight any text in the Activity Screen Display right click and press Copy to copy the highlighted material to the clipboard The Functions Subtab allows you to reload the ptpar or Print Track Parameters file without closing Print Track Server and it allows you to statically view the program s opening splash screen 15 0 Events Print Track offers an extended messaging capability through its Events Screen If you hear the characteristic bell ring while running Print Track look at the Events Button If you see a number other than zero press the Events Button to view the message Here s an example of an Events Screen 12714 2005 6 46 26 PM For Jol message row not found for Job ID 11 io x Copy You can copy any message in the Events Log to the clipboard The Events Log is designed specifically for viewing so called handled errors For unhandled errors Print Track has a self diagnostic feature such that unhandled errors are 1 displayed 2 can be emailed to Tekvend 3 are saved locally in an error log and 4 are imaged as a screenshot Here is an example of a displayed unhandled error message Unhandled Exception a Email An unhandled exception has occurred Ciso
66. payment Payment types include cash proprietary magnetic debit card value credit card credit the unlimited value of one or two billing codes or the value stored in an account accounts available in Pro version only No job review clients specifically allow printing to monitor and print printers with no client dialog except error messages Jobs are attributed only to the destination printer originating client Machine ID and logon This lack of client dialog is especially appreciated by power users Jobs sent from no job review clients to monitor and pause printers do require a power user to enter a secure password The status public private no job review of a client can be changed at the server at any time If a reporting client has not been specifically assigned a status it is given the server s global status To change a client s status press the Clients button and choose the Settings Subtab on the Clients Screen TT Clients a Active Clients aTe as ettings on M Global Settings gt l Communication Client Type TCF Port Private Trusted Users Check Connec l Public Anonymous Users Joo No Job Review M Client 4dmin Pa D hke Cheal Damma Detailed instructions on changing a client s status is given in section 4 2 The secure release of print jobs for pay or otherwise requires what is called a print release station This means that an additional application Print Track Release Station must be lic
67. r type and must know a code not readily available to other users of that client Secure closed accounting is useful for organizations such as real estate firms or schools where each user must pay budget for printing activity and maintain personal ID secrecy Here s how to set it up Biling Codes Biling Code Settings Name Eiling IY Request Billing code from clients Use TextBox Drop Down Allow users to add Billing codes at client Minimum Characters G 3 3 3 Choosing No Accounting If your organization has users who print almost exclusively to monitor and print printers and who do not need to attribute printing to one or more specific billing codes so called power users you can set up their PCs clients to be no job review Printing activity from these clients will be tracked only by logon client name and printer name This kind of tracking is referred to as passive We refer to the client as operating in stealth mode This kind of accounting is called no accounting because no billing codes are used in any form Private and no job review clients can work in a mixed environment some clients can respond with billing code popups private while others would have no popups other than error messages no job review Print Track Client must still be installed on a no job review client so as to report in and be assigned that client status and because it is valuable to receive error messages when there is
68. rack Server All you need to do is refresh the printers list You can do this by pressing the Printers Refresh Button above the Keep Jobs Button Status Refresh keep Jobs 17 3 Missing Printers Please note that upon startup of Print Track Server any printer that is scheduled for remonitoring but cannot be found is indicated as such with a yellow question mark 18 0 Security Issues This section under construction 19 0 Known Issues This section under construction
69. ree subtabs Disallow Jobs Autodeletions and Misc On the Disallow Jobs Subtab you can choose to reject jobs based on spool file size total pages reported and whether there is missing data for job pages and Word copies Print Track Server allows you to make separate settings for the three different kinds of reporting clients public private and no job review By default jobs are not rejected for size or total pages copies times job pages for any kind of client Press Save to retain any changes made Since jobs tend to accumulate in the Jobs Pending and Jobs Kept Queues it is important to allow for their autodeletion based on time spent in the queues For example someone may send 10 print jobs to a monitor and pause printer but never get around to printing them or an Admin may choose to keep monitored printers paused while the server is closed but never manually delete jobs created while unmonitored Also an Admin may want to keep printed jobs only for a specified period of time say 3 hours Select the Autodeletion subtab to see your choices Autodelete Print Jobs Hours Minutes Normal Time Expired fo 4 fa sj T Disallowed fo Ss Tl Client Not Responding fo 3 I Created While Unmonitored ri 4 fo SJ Completed Reprints fo SO amp ta Please use caution before clicking Save Any job older than the autodeletion time ance applicable to it will be immediately deleted By default all autodele
70. s been opened for that short time period Only one job can be printed per printer gate opening Printed means that the job was successfully sent to the destination printer Success means that the job s size in the Jobs Pending Queue decremented to zero kb or printed was returned from the printing device If a job takes a while to print you may see a blue arrow next to the job in the Jobs Pending Queue Ifa print job does not fully despool for a considerable period of time a Windows message will be sent to the client telling the user that there is a problem printing the job and asking her if she wants to delete the job or retry printing it This Windows error messaging often takes a while If a job does not properly print fully despool this may mean that the printer is OFF or ON but out of paper or there is a paper jam In any event jobs that do not print are not charged for against any billing code logon Machine ID or destination printer Printed jobs that are reprinted by an Administrator can be reprinted for free or charged for again against the same or a different billing code Jobs sent to online unmonitored printers print normally Jobs sent to offline paused unmonitored printers are not individually paused but simply accumulate in that printer s Windows queue If that printer is subsequently put online started all those jobs will print This mass printing can be avoided by monitoring and pausing
71. s context sensitive right click menu automatically allows you to switch any client between being a regular client or a release station There is no limit on the number of release stations but be mindful of not having sensitive files on any PC acting as a release station as such clients are used anonomously by many people If you do use a client as a release station you can view the opening dialog in normal size or full screen Again this is chosen from the context sensitive menu Notice that when running a client as a release station the system tray icon changes shape Notice also that when a client is connected the shape shown mirror reverses and changes color Red is disconnected green connected Whether a client is running as a regular client or as a release station the client s administration is the same Choose Open Print Track Client Admin from the context sensitive menu to see this dialog F Print Track Client F O x Client Admin Password m JK Cancel isi If the client is disconnected red colored icon the password is always 1235 7 If the client is connected the password is the one you specified in the server s Client Settings see section 4 5 2 by default 12357 as well The Client Administration Screen consists of three subtabs Client Settings Functions and Windows Startup The Clients Settings Subtab alows you to change both the name of the Print Track Server that it reports to and the TCP
72. s normally paused F 7 E Monitored printer is briefly resumed to print job o gt Monitor amp Print Private clients print from the client popup b Printed jobs are retained on the Jobs Kept tab allowing reprints Client Type Job Status a Public Client FA Waiting to Send Popup Can send jobs to Monitor amp Pause printers r Determining Certain Job Attributes aa Popup Sent to Client amp Awaiting Response Private Client E Job Paused Awaiting Release Can send jobs to Monitor amp Pause or gt Job Printing Monitor amp Print Codes can be entered on the client popup Job Completed EENG ob Review 6i Job Created While Unmonitored Jobs print with no client popup Job Disallowed Error messages sent as necessary S Client was Not Logged In E Job Deleted 2 0 Installation Procedures Print Track comes in two varieties Plus and Pro The current demo version downloadable from http Awww tekvend com Print Track Evaluation cfm is the Plus version The downloaded version of the Demo is the light DL version of Print rack install During installation any Microsoft support files needed will be automatically downloaded from the Tekvend website If you have received an install Disk from Advanced Technologies Tekvend or one of its distributors all the Microsoft files will be on that disk RG or full version of Print rack Install Print Track is designed to run on Windows 2000 Windows XP Pro and Windows 2003 Serv
73. so shown is an automatically generated grayed out Machine Key with Copy to Clipboard button on the side When it comes time to purchase Print Track press the Purchase button This takes you to the PT Purchase web page on the Tekvend website The Machine Key should autofill and you can choose how many years of use of the program you want for this instance of Server how many printers you want and whether you want to use Print Track Release Station with or without a Tekvend controller If you need to and choose to purchase a Tekvend controller Print Track Release Station is included with the controller at no charge If you choose instead to use another compatible controller then there is a charge for the Print Track Release Station sublicense The more years of Server license time you purchase the less is the overall cost per year for that Server The more printer licenses you purchase the less the overall cost is per printer license per year for that Server When you submit your order you will receive a proforma invoice by email Payment of that invoice results in a machine specific Registration Key being sent to you Paste that key in the Registration Key slot on the Registration Screen and the screen will transform to this image Notice now that there is an expiration date for the Server and for updates to all components of the program As long as updates are available to you you should regularly check to see if there is a
74. stablish communication with its server The time period per attempt default 3 sec is the time setting on the Client Settings Subtab If you have purchased a Print Track Release Station license or have purchased a TekVend controller which includes such a license you can choose to use any client as a release station You can do this manually by right clicking the Print Track Client system tray icon and choosing Open Print Release Station or you can do this automatically each time the client opens by checking Open at Client Startup in the Print Release Station section of the Client Settings Subtab Print Release Station M Open at Client Startup Default to Maximized At this point you can also choose to have it automatically open maximized to full screen Press Save or Cancel as necessary Print Track Release Station is not available to you if you do not have a license for it but it does come in a simulated format with each demo download See section 4 6 3 to see how the client can be set up to open automatically either as a client or a release station with each Windows startup or new logon 4 6 2 Client Functions The Client Functions Subtab allows you to do three things you can close or Exit the client application Reconnect to the server or check client server communication Activity Please notice that pressing the title bar X only minimizes Client Administration to truly close the client application press the Ex
75. stalled once per PC 1 2 Minimum Requirements for Running Print Track Server and Client Print Track Server Print Track Client and Print Track Release Station have been tested on Windows 2000 workstations and servers XP Professional workstations and Windows 2003 servers They have not been tested on Windows 98 PCs Windows ME PCs or Windows NT 3 5x to 4 0 PCs The XP Home Windows operating system should be avoided but is conservatively supported for small workgroups The XP Home OS is problematic because among numerous other problems it does not bind to Active Directory See our white paper Controlling and Accounting for Printing on a Windows Network on the Tekvend website for a full understanding of this XP Home s limitations Note that XP Pro can be used as a Windows print server with Print Track Server and Print Track Release Station running concurrently on it in fast switching mode as part of a stand alone Windows Workgroup with Mac OSX 3 or Linux clients printing via Samba See our white paper Accounting for Print Jobs Sent from Mac Linux Clients to Windows Print Servers Print Track Server requires dotnet 2 0 or later which is installed automatically as needed during the server application installation process Other Microsoft files may be installed automatically as well MDAC and HHUP These support files are available on the Tekvend website It is recommended that all client and server PCs run on modern Intel or A
76. t Track allows the user to generate just about any report she wants from the job data collected Press the Reports button to see the Report Generating screen io xl Logs Custom Reports w a a wo a EE U USE E D Oa lt H D D E D B E I J From 11 15204 Through 11 15 05 x C Date Submitted Date Completed E E E U ECE E Eaa One Value IV Department Biology I Totals Only Show Messages V Group Excel Copies Below af Project The data fields available to generate this multiplicity of reports are Printer Name Machine ID Logon Paper Size Billing Code 1 e g Department Billing Code 2 e g Project Color attribute versus B W attribute and Duplex Attribute Note that Print Track supports Word Duplex for all printers and Duplex for Adobe and often times all applications for a large number of printers See the Printers List link on the Print Track web page at www tekvend com While you re there check out the sample reports to see what variety of reports are available to you Reports come in four varieties Job Logs Totals Only One Code Value and Custom In the following sections we will look at each report variety separately 11 1 Job Logs Reports Job Log Reports are very detailed reports showing most all the reportable fields for printed or deleted jobs for a selected date range for a particular sort Certain aspects on these reports can be surpressed or expanded and the
77. the global client on password and certain client server timing functions 4 5 1 What is a Non reporting Client On the Client Settings tab you will see a checkoff for accepting print jobs from non reporting clients Clients that do not have Print Track Client installed or non Windows clients printing via Samba to Print Track Server are examples of clients that are not reporting whose jobs nevertheless need to be accepted 4 5 2 Why a Client Password Print Track Client typically runs as a background program on the client with its icon situated in the client s system tray Generally speaking you want Print Track Client to start with Windows and at every logon HKLM software see section 4 6 3 for details When Print Track Client is disconnected from the server e g if the server is OFF its icon displays red To close the program at this time right click the icon in the system tray and choose Exit You will see the Client Password screen Client Admin Password Cancel Al Type in the fixed Client Exit Password 12357 and press OK When Print Track Client is connected to the server you can exit a client the same way but the password may be different By default the Connected Client Password is 12357 but you can change it on the server s Client Settings Screen M Communication TEP Port 30900 Check Connection Ever 10 H Seconds Client Admin Password i2357 You must have a Chen Admi
78. tion at the Client 4 6 1 Client Settings on the Client 4 6 2 Client Functions 4 6 3 Client s Windows Startup 4 7 Client Requirements 4 7 1 Where Clients Must be Installed 4 7 2 Where Clients Need Not or Cannot be Installed 4 8 Print Track Release Station PTRS 5 0 Monitoring Your Printers 5 1 Printer Monitoring Controls 5 1 1 Printer Groups 5 1 2 Printer Redirection 5 2 Printer Status Controls 6 0 Price Groups and Paper Sizes 6 1 Editing a Price Group Name 6 2 Adding and Deleting a Price Group 6 3 Adding Printers to and Removing Printers from a Price Group 6 4 Setting a Price Group s Prices and Duplex Factor 6 5 Pricing Digits and Regional Settings 6 6 Managing Paper Sizes 6 7 Adding Custom Paper Sizes 7 0 Queue Control and Management 7 1 Jobs Pending Queue 7 2 Jobs Kept Queue 7 3 Job Completed Queue 8 0 Settings Tab 9 0 Jobs 10 0 Accounts 10 1 Account Balance Presets 10 2 Checking an Account Balance at a Reporting Client 10 3 Adding Value to an Account using a Tekvend Controller 11 0 Reports 11 1 Job Logs Reports 11 2 Totals Only Reports 11 3 One Code Value Reports 11 4 Custom Reports 11 5 Adding a Custom Logo to Your Reports 12 0 Advanced Client Management 13 0 Mac and Linux Clients 14 0 Server Activity 15 0 Events 16 0 Regional Settings 17 0 Printer Management 17 1 Print Track Printer Utility 17 2 Adding Printers 17 3 Missing Printers 18 0 Security Issues 19 0 Known Issues PRINT TRACK Advanced
79. tion timers are off You can set an autodeletion timer for five different types of paused jobs 1 normal paused jobs for monitor and pause printers 2 disallowed jobs 3 jobs coming from computers with no reporting clients for example Mac or Unix clients or Windows PCs with no installed client or with the client turned off 4 jobs created while unmonitored when Print Track Server is closed and 5 jobs kept for possible reprinting You can set these timers separately by client type and you can set their durations for any reasonable period of time While the server is open the timers count from the time the job was submitted If you change a timer to be less than the current age of a job affected by the timer the job will be autodeleted immediately If however you turn off Print Track Server all jobs timing out at server closing will have their timers restarted when the server restarts The Misc subtab ts for the relatively obscure purpose of setting a soft limit on the number of jobs to be accounted for in the Jobs Pending and Jobs Kept Queues There is no need to ever change this setting as it automatically increases and decreases depending on the total number of jobs pending and kept 10 0 Accounts Accounts are a standard feature in Print Track Pro Accounts are merely billing codes with some value attached An account s value acts the same as cash does at a Print Track Release Station except that with a valid account the
80. tive Clients Subtab of the Clients Screen __Aetive Clients Clients Settings Server Host Name Dell Server IP Address 192 168 1 71 192 168 1 73 192 168 1 71 If a client is newly reporting it is automatically added to the Clients List on the Clients Subtab of the Clients Screen See section 4 3 Also shown on this screen is the server s IP address This screen is particularly useful for troubleshooting server to client communication Is the client reporting Is its status correct Note that we strongly recommend that client PCs be assigned fixed LAN IP addresses See our white paper Controlling and Accounting for Printing on a Windows Network on the TekVend website If a client has the same IP address as another device on the LAN it may not report 4 3 Choosing Client Global and Individual Settings When Print Track Server is turned ON clients set to report to that instance of server automatically show up on the Active Clients Screen see section 4 3 A client not previously entered or modified on the Clients Screen see section 4 4 will assume the global status for clients This status is set on the Clients settings Subtab geteececsnnscsescensseansesscossnssssssssensny Active Clients Clients Settings esessosesesoesooseseoeosososesosocecoossososeos Global Settings Communication Client Type TCP Port Check Conne Client Admin P You can choose public private or no job review as the g
81. tor Printers V Remonitor Printers Program For example you can automatically remonitor printers when the server reopens By default this is checked for both monitoring types If you want you can keep monitored printers paused while the server is closed Keep in mind that if you keep a printer paused while Print Track Server is closed jobs will accumulate in the Jobs Pending Queue as Created while unmonitored jobs These jobs can be printed later either by an Admin from the server application or as non secure jobs from Print Track Release Station or you can just let them be autodeleted see section 9 0 Finally if you want you can have all pending and kept jobs deleted when Print Track Server closes these are all the jobs shown in the Jobs Pending and Jobs Kept Queues Note that Windows never deletes a paused job held in its spool folder even if you reboot the operating system 9 0 Jobs Print Track Server offers robust job management functionality You can disallow jobs for important accounting errors and you can autodelete jobs because they have been in queue past certain time limits Press the Jobs button to see the Job Settings Screen ioj x Disallow Jobs Autodeletions Mise Public Clients Disallow Jobs Where Size kb Exceeds l Total Pages Exceeds V Job Pages is 0 IV Word Copies is Not Found he Total Pages is Pages times Copies bai Job Pages is Pages only Here we see th
82. tored and then printed and the red triangle tells you the printer s gate is currently closed Here we see three printers being monitored To stop monitoring a printer and return it to online status printer icon reappears press the Stop Monitoring button If jobs are still in that printer s queue you will see a red X appear meaning the printer is offline Delete the jobs in queue as you wish and then press the Online button to the right of the printers list If you exceed the maximum number of printers allowed to be monitored as specified by your Registration Key then you will receive a message telling you as much You will need to unmonitor a printer currently being monitored or purchase new printer licenses See section 3 1 for details If you get confused by the symbols used press the Legend button for a quick refresher 5 1 1 Printer Groups In the Pro version of Print Track printers utilizing identical or equivalent print drivers can print as a group In Windows terminology this is known as printer pooling Windows printer pooling is turned off by the Print Track Printer Utility as a condition for using Print Track Print jobs sent to a printer in a print group print sequentially to the printers in the group skipping over any printer that is busy Printers are made available to their group only when they are monitored according to the group monitoring type monitor and pause or monitor and print Pri
83. ute printing activity to third parties and their activities like clients and their matters Notice that you can switch from one code type to another without leaving the Code Seitings subtab 3 3 2 What is Closed Accounting In closed accounting a user cannot add a new code of a particular type at the client Codes of that type may be made available via a drop down box or the user is instead required to know and type in a code of that type 3 3 2 1 Non Secure Closed Accounting If an Admin chooses Drop Down in Code Settings but does not check off allow users to add codes at clients then you have non secure closed accounting Here s how to set up it up Eiling Codes Biling Code Settings Name Eiling i Request Billing code from clients Use C TextBox Drop Down Allow users to add Billing codes at client Minimum Characters The user can t add a code of a particular type but can choose a code previously entered at the server The user does not need to know a code not readily available to other users of that client Non secure closed accounting is useful for organizations that want to cleanly attribute printing activity to budgetary sectors like departments and their projects 3 3 2 2 Secure Closed Accounting If an Admin chooses Text Box in Code Settings but does not check off allow users to add codes at clients then you have secure closed accounting The user can t add a code of a particula
84. y can be generated for one billing code value per billing code type used For example suppose that you want to know all the printing activity for each printer for the month of November 2005 and you want to sort it by printer obviously Machine ID reasonable second choice and Logon logons mean something to your organization Your selection on the Report Generator Screen would look like this ioi xi Logs Custom Reports wo gt a w a seepeeeee E o E E GSH E I 0 pm w Include Jobs Deleted PNEU N ECHES Date Submitted C Date Completed One Value l Totals Only Show Messages V Group Excel Copies N one X I Include Reprint Logs Department Project Here we have chosen to show printed jobs ordered by their submitted date time stamps We have chosen our sort using the checkboxes provided and we have selected the date range desired Dates chosen are inclusive to the report generated They can be typed in ora particular part of the date can be changed by using the up down arrows on the keyboard try it In this report we have intentionally not selected Totals Only because we want a Job Logs Report not a Totals Only Report We have also intentionally not limited the report to one each of the two possible types of billings codes here Department and Project which would be a One Code Value Report Keep in mind that not everyone will be using billing codes We have also deci
85. y via a vending device and or automatically via a quota rule Some vending devices support the use of credit cards Print Track supports password protection of its clients release stations and its networkable Access database Print Track Pro supports unilateral printer redirection and periodic load balancing Print Track supports the continued pausing of currently monitored printers and the jobs sent to them while the program itself is closed and the printers are unmonitored Print Track supports multiple instances of itself sharing a common Access or equivalent SQL database 1 4 How Print Track Works Print Track monitors printers pausing them Jobs sent to monitored printers are also paused at least temporarily until they are fully soooled and accounted for Spooled print jobs are analyzed for job characteristics such as document name paper size number of pages or sheets number of copies color status size and duplex status If a job invokes an autodelete rule for example the document value exceeds a maximum a message is sent to the originating PC client informing the user of the job deletion the client must be reporting An autodeleted job is not immediately deleted but held for a specific time before actual deletion kkkkkkkkkkkkkkk If a job does not invoke an autodelete or accounting error rule it is logged and queued for the destination printer subject to the following rules 1 If
86. zero value jobs are not disallowed see section 8 0 for details 5 0 Monitoring Your Printers The primary purpose of Print Track is to monitor and control printer activity output Print Track monitors printers in two ways it analyzes accounts for and parses a print job and then pauses it in queue for later release monitor and pause or it analyzes a print job and then sends it on for immediate printing monitor and print Jobs that are disallowed for some reason are held in queue for time delayed but automatic deletion 5 1 Printer Monitoring Controls You can choose how you want to monitor a specific printer by selecting it in the printers list and pressing the appropriate monitoring button If you choose to monitor and pause a printer a pair of eyeglasses will appear to the left of the selected printer and the printer icon will change to a red triangle The eyeglasses tell you the printer s jobs are being monitored and paused and the red triangle tells you the printer s gate is currently closed m Printers lsd Brother HL 1470N BR Script2 Gg Canon 2100P5 Gey Canon LEP 3260 Monitor Pause dd d Redirect F Gea ClickBook Printer Dell LPT Stop Monitoring Gey Dell PS3 If you instead choose to monitor and print a printer a double green arrow appears to the left of the selected printer and the printer icon changes to a red triangle The double green arrow tells you the printer s jobs are being moni

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